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Nitsuko NVM-Series User Manual

Nvm-series voice mail and automated attendant
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Voice Mail and Automated Attendant
User's Guide
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  • Page 1 Voice Mail and Automated Attendant User’s Guide The document page numbers and the page numbers in this file are offset by one. To manually jump to document page 3, for example, select View -> Go to Page -> 4.

  • Page 2: Introducing Nvm- Series

    This is very handy when you are out of the office. And, it lets you leave recorded messages for your co-workers. The messages get stored in each person's voice mailbox. To listen to your messages or use other NVM-Series Voice Mail features, you call your mailbox (see page 6).

  • Page 3: About Fax Mail

    About Fax Mail The FAX Mail Option lets callers send a FAX message to your mail- box. NVM-Series stores the faxed document as if it were a message, hence the name FAX Message. What’s nice about FAX Mail is that FAX Messages stay private until you are ready to get a printout of them.

  • Page 4: About The Voice Prompts

    About the Voice Prompts The voice prompts are step-by-step recorded instructions that tell you what codes to press on a Touch Tone phone to access the NVM-Series features. In this guide, voice prompts will look like this: To listen to L .

  • Page 5: Numbers To Remember

    To fully use the Automated Attendant and Voice Mail features from outside the company, you must call NVM-Series using a Touch Tone phone. If you call NVM-Series using a rotary dial phone, you must wait on the line when the Automated Attendant answers. After a short wait, NVM-Series may connect you to a company operator or give you an opportunity to leave a message;...

  • Page 6: Calling Nvm- Series

    Calling NVM- Series Calling the Automated Attendant To call the Dial NVM-Series outside phone number. Automated The Automated Attendant answers. Attendant from out- 2. Follow the dialing instructions. side the company If the phone system you call has External Extensions, your call may actu- ally go to another telephone number.

  • Page 7: Calling Your Subscriber Mailbox

    Plays a "mini" Main Menu of features, then: Ready. Or, it just plays, Ready if the mini menu is off (see page 54). In addition, if your mailbox is almost full or full, NVM-Series lets you know and asks you to erase some messages.
  • Page 8 Calling NVM- Series Calling Your Subscriber Mailbox (cont'd) If the Message key or lamp is flashing, this To call your mailbox from your extension means you have messages (see also page 25). 1. From your 124i/384i phone: Press only VM key; or, CALL key, dial 8.
  • Page 9 Calling NVM- Series Calling Your Subscriber Mailbox (cont'd) To call your mailbox 1. Dial NVM-Series phone number. from outside the 2. Wait for company greeting. company through 3. Press # during the greeting. the Automated You hear: Please enter your mailbox Attendant number.

  • Page 10: Table Of Contents

    Calling NVM- Series The NVM-Series Main Menu The NVM-Series Main Menu of features is shown below. To gain access to this menu, you must call your mailbox (page 6). The menu below also shows you where to go in this guide for more information.

  • Page 11: Calling An Announcement Mailbox

    You can call an Announcement Mailbox from outside the company and listen to the Announcement Message. To call an 1. Dial NVM-Series phone number. Announcement 2. Wait for company greeting. Mailbox from outside 3. Press # during the greeting, then dial the company Announcement Mailbox number.

  • Page 12: Calling A Guest Mailbox

    You may wish to give the instructions below to your Guest and explain to them what they will hear when they call their mailbox (see page 6). To call their Guest 1. Dial NVM-Series phone number. Mailbox through 2. Wait for company greeting. the Automated 3.
  • Page 13 Calling NVM- Series Calling a Guest Mailbox (cont'd) To call their Guest If the Message key or lamp is flashing, this Mailbox from their means there are messages in the mailbox. special Guest exten- (See also page 25.) sion (if there is one), 1.

  • Page 14: Calling A Message Center Mailbox

    G), record a Future Delivery Message (by pressing FD) and forwarding calls to your mailbox. For a description of what NVM-Series plays when you call a Message Center Mailbox, see page 6. (NVM-Series plays the same prompts that it plays for a Subscriber Mailbox.)
  • Page 15 If the mailbox has a security code, you hear: Please enter your security code. 3. Dial your security code (if required). To call a Message Dial NVM-Series phone number. Center Mailbox from 2. Wait for company greeting. outside the company 3.

  • Page 16: Calling A Future Delivery Mailbox

    (See also Recording a Future Delivery Message.) If necessary, you can call the Future Delivery Mailbox to listen to and erase a Future Delivery Message before NVM-Series sends it. You can also access all the other listening options except: record a reply (by press- ing RE), have the message forwarded (by pressing MF), and make an intercom call to the message sender (by pressing MC).

  • Page 17: Record And Send A Message

    If necessary, a person can call (i.e., log onto) an Alias or Remote Network Mailbox and listen to the stored messages before NVM- Series sends them to the other Voice Mail System (s). NVM-Series lets the person use the listening options and all the other features...

  • Page 18: About Your Incoming Call Options

    ("wait in line") for your extension when you are busy on a call. It works like this: When you are busy on a call, NVM-Series says this to an incoming caller: Extension X X X (or your recorded name) is busy. To leave a message, press 1.

  • Page 19: About Call Waiting

    About the Paging Message If you record a Paging Message, NVM-Series uses it to page you when a caller tries to reach you. NVM-Series first parks the caller at your extension, then plays your Paging Message over a page zone in your phone system.
  • Page 20 John Smith. You have a call parked at your extension. NVM-Series is initially set up to page the All Call Page Zone. To have NVM-Series page a different zone, see your System Administrator. Notes: (1) If Auto Attendant Do Not Disturb is on, NVM-Series will not page you.

  • Page 21: About Caller Id

    Caller ID and the Make Call Option If an outside caller tries your extension and gets your Mailbox Greeting, NVM-Series can ask the caller to identify (that is, enter) their telephone number right after the greeting plays. (The caller also has the option of not entering the number.) Then, the caller can leave a message.

  • Page 22: About Auto Attendant Do Not Disturb

    About Your Incoming Call Options About Auto Attendant Do Not Disturb Auto Attendant Do Not Disturb prevents Auto Attendant calls from ringing your phone. Callers immediately hear your Mailbox Greeting and can leave a message. For details, see Recording a Mailbox Greeting &...

  • Page 23: Exiting Nvm-Series

    Exiting a Mailbox After you call a mailbox to listen to its messages and/or use other NVM-Series features, you exit the mailbox as described below. These instructions apply to Subscriber, Guest, Message Center, and Future Delivery Mailboxes. To exit an Announcement Mailbox, see Calling an Announcement Mailbox.
  • Page 24 Exiting NVM- Series Exiting a Mailbox (cont'd) To eXit a mailbox and You cannot return to the Automated return to the Attendant after you dial 9 to exit a Future Automated Delivery Mailbox from an inside extension. Attendant 1. Press X (9). Listen for: To go to the Automated Attendant, press the star key (if you do not hear it, you cannot call the...

  • Page 25: Getting Help And The Time/Date

    If you forget what codes to press or you press a code and NVM- Series says: That is an invalid entry: Wait a few seconds without dialing anything. NVM-Series will repeat your choices or play the prompt: For a help message, press zero.

  • Page 26: Listening To Messages

    If you receive new messages while in your mailbox, NVM-Series says: You have received new messages. NVM-Series plays this voice prompt if you dial 9 to exit your mail- box or if you return to the Main Menu of features before exiting.
  • Page 27 Listening to Messages How You Know You Have Messages (cont'd) To display how many From your 124i/384i keyset: messages you have 1. Do not lift handset. 2. Press CHECK. 3. Dial * 0. There are 3 message displays: VOICE MESSAGES (For messages in your mailbox) VAU GENERAL MESSAGE (For a General Message [recorded])

  • Page 28: Listening To Your Messages

    Listening to Your Messages You can listen to your messages after you call your mailbox. If you listen to a message all the way through, NVM-Series will erase or save it, depending on programming. To override the automatic erase/save, press SA to save or E to erase the message. If you listen to only part of a message, NVM-Series leaves it in your mailbox.

  • Page 29: First Time Logon Tutorial

    First Time Logon Tutorial When you call (log onto) your mailbox for the first time, NVM-Series may play a recorded Announcement and Tutorial to guide you in the basics for using your mailbox. The Announcement Message may be something like this: Welcome to Your New NVM-Series Mailbox.
  • Page 30 Future Delivery Mailboxes. For more information, see Calling a Message Center Mailbox, Calling a Guest Mailbox and Calling a Future Delivery Mailbox. To record a REply to NVM-Series sends your reply to the mail- a message box that sent the message (including mail- boxes at remote network locations).
  • Page 31 Just follow the voice prompts. When you enter a Distribution Mailbox number or name, NVM-Series sends the message to all the mailboxes on the partner Distribution List. (See the System Administrator for the...
  • Page 32 So, to have a network message retain its network status, do not record a comment. To have NVM-Series notify you as soon as a recipient listens to the forwarded messages, make sure you record a com- ment.
  • Page 33 If the extension does not answer or is busy, NVM-Series lets you record a reply (see page 29). Or, you can simply press to continue listening (if the mes- sage was paused) or select another lis- tening option.
  • Page 34 To hear TIme, date, 1. Press TI (84). sender If you press TI in the middle of a mes- sage, NVM-Series plays the time/date/sender, then continues play- ing the message. If the mailbox is storing responses from an Interactive Mailbox, pressing TI also plays the Reference number for the responses (if it is enabled).
  • Page 35 You hear: Listening has been paused. To continue listening, press the star key. To continue listening 1. Press after a pause NVM-Series plays the message from where you paused it. To Backup a few 1. Press B (2). seconds and listen NVM-Series backs up (rewinds) the message, then automatically plays it.
  • Page 36 To select the list of All 1. Press 1A (12). messages for listening NVM-Series will now play through all of your messages when you press L to listen.

  • Page 37: Retrieving Fax Messages

    To send a FAX Message to your mailbox, callers must call you from a FAX telephone. NVM-Series then plays recorded instructions on how to send the FAX. Depending on how NVM-Series is set up, they may be able to record a comment just before sending the FAX.

  • Page 38: Recording And Checking Messages

    (In Portrait 308/824, this works only if the extension you dial has for- warded their calls to NVM-Series.) You can also record a message once and have NVM-Series send it to a list of mailboxes, called a Distribution List. You simply enter one mailbox number: the Distribution Mailbox number that is associated with the Distribution List.
  • Page 39 List after calling the 2. Start recording after the tone. Auto Attendant 3. When done, hang up. NVM-Series distributes the message to each mailbox on the Distribution List. For another method, see page 40. To record a message If you hear their greeting or:...
  • Page 40 Recording and Checking Messages Recording a Message (cont’d) To record a "quick 1. Dial NVM-Series telephone number. message" through 2. Press during company greeting. the Automated You may have to press 0-9 (it's pro- Attendant (i.e., with- grammable). out first calling some- 3.
  • Page 41 Distribution List. (See the System Administrator for the Distribution Mailbox number/name. See also page 38 for another method.) To have NVM-Series notify you as soon as a recipient listens to your mes- sage, press R for return receipt. For...

  • Page 42: Recording A Future Delivery Message

    Recording a Future Delivery Message You can record a message using a Subscriber or Guest Mailbox and have NVM-Series send it to other mailboxes at a future date and time. Future Delivery Messages make it easy to remind yourself or other people of appointments.
  • Page 43 Distribution List. (See the System Administrator for the Distribution Mailbox number or name.) To have NVM-Series notify you as soon as a recipient listens to your mes- sage, press R for return receipt. (For...

  • Page 44: Using The Recording Options

    Using the Recording Options You can use the options below while recording. To hear these options while recording, just press zero. NVM-Series pauses the recording and lists the options. You can select an option any time during the listing. Note: NVM-Series does not play the recording options when you press zero while recording a reply to a message or while record- ing a message after making an intercom call.
  • Page 45 Recording and Checking Messages Using the Recording Options (cont'd) To Backup to the 1. Press BB (22) if you started recording by Beginning and Listen pressing R or RS or if you are recording to the recording a comment to a message you are going to forward.

  • Page 46: Recording Urgent Messages

    After you record a message, you can tag it as Urgent so that the mes- sage gets priority handling in the recipient’s mailbox. When the recipient logs on to their mailbox, NVM-Series immedi- ately says: You have an Urgent Message. You have __ (total) messages.

  • Page 47: Recording A Confidential Message

    Forward), and FD (Future Delivery). In the case of FD, you can check/delete the message only after the delivery time and date. You can also use this feature to see if NVM-Series has sent a network message that you recorded. If NVM-Series says that the message has been listened to, this means that the network message has been sent to the other Voice Mail system.

  • Page 48: Requesting A Return Receipt

    Recording and Checking Messages Requesting a Return Receipt After you record a message, you can request that NVM-Series auto- matically place a Return Receipt in your mailbox as soon as the recipi- ent listens to your message. The return receipt lets you know the exact date and time that your message was listened to.

  • Page 49: Recording A Mailbox Greeting And Name

    I will get back to you as soon as I can. You may also want to record a greeting for vacation days, and one for evenings. It's up to you. If you do not record a greeting, NVM-Series lets the caller know how to leave a message.

  • Page 50: Recording A Mailbox Name

    Recording a Mailbox Greeting/Name Recording a Mailbox Greeting (cont'd) (3) If Auto Attendant Do Not Disturb is on, NVM-Series will not activate the following features: Call Parking/Paging, Call Queuing, Call Waiting, or Call Announcing. (4) If Auto Attendant Do Not Disturb is off, NVM-Series will...

  • Page 51: Mailbox Options

    NVM-Series features. A security code can be up to 6 dig- its long. And you can change the security code at any time. If you for- get the security code, the System Administrator can erase your current one so you can enter a new one.
  • Page 52 If you accept the call at a tele- phone or if the paging service gets through to you, NVM-Series waits a preset time before notifying you of the next messages you receive. Ask your System Administrator or see the System Guide for the specifics.

  • Page 53: Message Notification

    About Message Notification and Urgent Messages NVM-Series lets you turn on Message Notification for only Urgent Messages, if desired. If you turn it on, NVM-Series will ask you to assign a calling priority to the numbers. That is, you can program the order in which NVM-Series will call the 3 notification numbers.
  • Page 54 Using Mailbox Options Using Message Notification (cont'd) Note: You can make the following special entries in the notification number. Enter these codes: For this special entry: Flash Wait 2 seconds to hear any type of sound (if none, NVM- Series terminates the call). Wait 2 seconds for dial tone (if none, NVM- Series terminates the call).

  • Page 55: Auto Help

    RS . For a complete Main Menu of features, press zero. Ready. If you do not press anything, NVM-Series repeats your choices. If Auto Help is off and you call your mailbox when you have mes- sages, you hear: You have x messages.

  • Page 56: Auto Forward

    If your mailbox and your partner mailbox are full when a message comes in, NVM-Series will not be able to accept the message at all. Notes: (1) You can activate Auto Forward to an Alias Network Mailbox.

  • Page 57: Auto Time-Stamp

    Using Mailbox Options Using Auto Time-Stamp After playing a message, NVM-Series can automatically play the following: Time and date that the message was left. Name or number of the message sender. If Auto Time-Stamp is off, you must press TI during or after a mes- sage to get this information.

  • Page 58: Call Waiting

    Using Mailbox Options Using the Call Waiting Option Call Waiting lets the NVM-Series Automated Attendant callers send a signal (beeps) to your extension while you are busy on a call. This way, you know when another call is waiting for you.

  • Page 59: Using The Call Announcing Option

    Automated Attendant. In the ONYX/DS01 phone systems, the Auto Attendant can announce a call while you are already on a call. NVM-Series breaks into your call and says: Hello, I have a call for (extension XXX or your name) from (the caller’s recorded name).

  • Page 60: Call Announcing

    Using Mailbox Options Using the Call Announcing Option (cont’d) Notes: (1) To have Call Announcing, the System Administrator must allow it for your Subscriber Mailbox in system programming. (2) If you turn on Auto Attendant Do Not Disturb (see also Recording a Mailbox Greeting) or Paging Message, Call Announcing will not be available to callers.

  • Page 61: Sending Calls To A Mailbox

    Answers the line. NVM-Series will also answer Automated Attendant transfers, if they ring your phone, and ringing Intercom calls. Plays your mailbox greeting, if it is recorded. If not, NVM-Series lets the caller know the status of your extension (for example, busy), then says: At the tone, you can leave a message.
  • Page 62 4 forwards intercom calls. 6. Hang up. From your ONYX/DS01 phone: 1. Get Intercom dial tone, press #. 2. Dial NVM-Series master extension. 3. Dial 1, 2, or 3. 1 forwards unanswered calls (after "X" rings). If your Paging Message is recorded, NVM-Series gives the caller the paging option.
  • Page 63 Sending Calls to a Mailbox Forwarding Your Calls To Your Mailbox (cont'd) To forward calls to From your Portrait 308/824 keyset: your mailbox, cont’d 1. Press SPK, then TRFR. 2. Dial Voice Mail extension. 3. Dial Call Forwarding code: 0 forwards all calls. 1 forwards on busy.
  • Page 64 Sending Calls to a Mailbox Forwarding Your Calls To Your Mailbox (cont'd) To cancel forwarding From your 124i/384i phone: 1. Press idle CALL key (or lift the handset at SLT). 2. Press Call Forwarding key (or dial 3. Dial 0. From your ONYX/DS01 phone: 1.

  • Page 65: Transferring A Call To A Mailbox

    Sending Calls to a Mailbox Transferring a Call to a Mailbox You can transfer an outside caller to a co-worker's mailbox (Subscriber, Guest, or Alias Network) so the caller can leave a mes- sage. This is handy when the caller needs to speak with a co-worker who is out of the office.
  • Page 66 Sending Calls to a Mailbox Transferring a Call to a Mailbox (cont’d) To transfer an From your ONYX/DS01 keyset: outside call to a 1. Press Transfer or Intercom key. mailbox, cont’d 2. Press Message key. 3. Dial desired mailbox number. 4.

  • Page 67: Recording A Conversation

    Recording a Conversation If you have a keyset with a RECORD key, you can record your tele- phone conversations for up to one hour. NVM-Series stores the con- versation in your mailbox as if it were a recorded message. Note: In some phone systems, a lit RECORD key means NVM-Series is busy and you won’t be able to record a conversation.

  • Page 68: Personal Answering Machine

    Sending Calls to a Mailbox Personal Answering Machine The Personal Answering Machine feature answers your incoming calls and screens them, much like a home answering machine. The caller's message is broadcast over your speaker and recorded into your NVM- Series mailbox. You have several options while the Personal Answering Machine feature is activated.
  • Page 69 Sending Calls to a Mailbox Personal Answering Machine (cont’d) To enable Personal From your ONYX/DS01 keyset: Answering Machine, 1. Get intercom dial tone. cont’d 2. Dial #. 3. Press Message key. 4. Dial 4. 5. Hang up. 6. You can do the following: Simply listen to the broadcast over the speaker.

  • Page 70: Notes On Other Integrations

    Notes on Other Integrations About NVM-204ex and NVM-2004 Use NVM-Series models NVM-204ex and NVM-2004 if you have a telephone system other than 124i/384i, ONYX/DS01 or Portrait 308/824. This section describes the differences between the NVM- 204ex/2004 features and the feature descriptions in this guide. All other features apply as written.

  • Page 71: Call Forwarding To A Mailbox

    Call Forwarding to a Mailbox You must use the Call Forwarding procedure for your phone system. Enter the NVM-Series extension number for the forwarding destina- tion. Please note that Call Forwarding to a Mailbox may not be avail- able in your phone system.

  • Page 72: Using Alliance

    Using Alliance About Alliance This section provides supplemental information on using NVM-Series with Alliance telephone systems. All other features in this guide apply as written. Calling a Subscriber, Guest or Message Center Mailbox To call the mailbox 1. Lift handset.

  • Page 73: Cross Reference Charts

    The following chart cross-references the features in this guide to their applicable NVM-Series models and telephone systems. Features are shown as available (Y), unavailable (N) or available only in certain NVM-Series software revisions. For example, 3.0 means the feature is available in software revisions 3.0 and higher. Feature...
  • Page 74 Cross Reference Charts Feature NVM- NVM- NVM- NVM- 202ex 2002 Listen to Messages Backup to Beginning Programmable Backup Interval 4.00 Backup a Few Seconds Erase Message Exit Listen Mode First Time Logon Tutorial 6.01 Get Time, Date, Sender (NVM-2 doesn’t provide Sender) Go Ahead a Few Seconds Programmable Go Ahead Interval Have Message Forwarded...
  • Page 75 Cross Reference Charts Feature NVM- NVM- NVM- NVM- 202ex 2002 New dialing code ( Auto Time Stamp Call Announcing Call Waiting Message Notification, External Message Notification, Internal Message Notification for Urgent Messages 5.20 Security Code Networking Paging Message (Park and Page) Record and Send a Message (From Automated Attendant) Dial * to pause (stop in NVM-2) and 0 for...
  • Page 76 Main Menu Features Feature Feature Feature Listen to Messages While listening you can: Reverse Listening Turn Volume Record REply (73) 29 Order (75) Up (88) Have Msg Listen to Next Turn Volume Forwarded (63) Msg (5) Down (83) Make Call to Sender Backup a Few Restore Volume to Normal (86) 35...
  • Page 77 4 Forest Parkway, Shelton, CT 06484 TEL: 203-926-5400 FAX: 203-929-0535 http://www.nitsuko.com Part No. 17600SUG02 February 1998 Issue 1-0 Printed in U.S.A. (185)
  • Page 78 NVM- Series Voice Mail and Automated Attendant User’s Guide 17600SUG02...
  • Page 79 This manual has been developed by Nitsuko America. 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 80 Introducing NVM- Series ..........1 About NVM-Series ......1 About This Guide ......1 About the Automated Attendant .
  • Page 81 Table of Contents Recording and Checking Messages ......37 Recording a Message ......37 Recording a Future Delivery Message ... . .41 Using the Recording Options .
  • Page 82 In Edit Preferences General, set the following: – Default Magnification = Fit Width – Display Splash Screen at Startup = Disabled (box not checked) – Display Open Dialog Box at Startup = Disabled (box not checked) For easiest reading on-screen, select View Fit Width (or Ctrl K).
  • Page 83 Provides on-line viewing and printing. Extensive search and navigation capabilities. Ensures more timely turnaround of documents. When we provide an Acrobat manual with a product (e.g., Nitsuko TAPI Driver), you are assured of having the most up-to-date manual available. With the installation of a PC fax/modem, it makes faxing of any brochure, user guide, proposal or manual quick and easy.

This manual is also suitable for:

Nvm-2Nvm-22Nvm-202exNvm-2000

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