1. Manuals
  2. Brands
  3. Norstar Manuals
  4. Voicemail
  5. StarTalk Mini
  6. Installation manual

Norstar StarTalk Mini Installation Manual

Hide thumbs Also See for StarTalk Mini:
Table of Contents

Advertisement

Quick Links

Download this manual See also: Reference Manual
StarTalk Mini Installation Guide
_
I
_
-.
-c

Advertisement

Table of Contents
loading
Need help?

Need help?

Do you have a question about the StarTalk Mini and is the answer not in the manual?

Questions and answers

Related Manuals for Norstar StarTalk Mini

Summary of Contents for Norstar StarTalk Mini

  • Page 1 StarTalk Mini Installation Guide...

  • Page 2: Table Of Contents

    telemanuals.com Table of Contents Introduction Ports vs channels Before you start Compatibility check list Package check list Environment check list Electrical check list Special parts check list Installation check list installing the module Mounting steps Connecting the module to the KSU and connecting the power supply Preparing to initialize Initializing...
  • Page 3 telemanuals.com...
  • Page 4 telemanuals.com FCC Regulations This equipment complies with Part 68 Rules and Regulations of the FCC Regulations for direct connection of the public switch telephone network. Radio frequency interference This equipment generates, uses, and can radiate Warning: radio frequency energy, and if not installed and used in accordance with the instruction manual, may cause interfer- ence to radio communications.
  • Page 5 In the event of equipment malfunction, all repairs will be performed by Northern Telecom or by one of its authorized dealers. Address of repair facilities USA: Northern Telecom Inc. Nashville Repair Distribution Center Drive Nashville, TN 37210 A t t n . Tel: (615) 883-9220 Canada: Northern Telecom Canada Ltd.

  • Page 6: Before You Start

    Mini Installation Guide Mini module has the following: 90 minute Message Storage Pack two-voice channels/one-port no replaceable parts an external power supply Mini module is connected to the through the station port. The station port is capable of having either two voice or a voice and data conversation channels ously.

  • Page 7: Package Check List

    Mini Installation Guide Compatibility is compatible with Compact equipped with: D R 2 s o f t w a r e DR5 software is compatible with Modular (8 x equipped with: software version 5.2 or greater D R 3 s o f t w a r e D R 4 s o f t w a r e D R 5 s o f t w a r e s o f t w a r e...
  • Page 8 telemanuals.com Mini Installation Guide The installation area should be: check list clean, free of dust, dry and well ventilated between and 40” Celsius (approximately to 105” Fahrenheit) non-condensing relative humidity between 8% and at least 4 m (approximately 13 ft) from equipment such as copiers, electrical motors and other equipment that could produce electromagnetic, radio frequency and electrostatic interferences...

  • Page 9: Electrical Check List

    telemanuals.com Mini Installation Guide Electrical The electrical requirements for the Mini module are: check list 10 V product voltage 115 VAC nominal (105 to 132 volts) for the V product voltage 220 VAC or 240 VAC nominal (180 to 263 volts) frequency Hz nominal (47 to 63 Hz) current 0.5 Amps maximum...
  • Page 10 Mini Installation Guide begin an installation, you need: check list screwdriver or power drill anti-static grounding strap x 20 mm wood screws (power x 20 mm wood screws (module) one modular telephone jack twisted pair station wire plywood backboard 2 cm thick surge protector (recommended) terminal or RS-232 printer and RS-232 printer...

  • Page 11: Installation Check List

    Mini Installation Guide Installat Installing a Mini module means you must: check list Install the module mount the unit to the wall connect the station port mount the power supply connect the power supply I n i t i a l i z e Connect a terminal or printer if required (optional) Determine the Feature Codes Set the Date and Time...
  • Page 12 Mini Installation Guide After have verified the environment conditions and your equipment, select a location for the module that is close to the module the KSU, in a place free of traffic. The area should be free of dampness and dust. Warning: The Mini module weighs 2.2 kg (5 Ibs) and contains fragile electronic components.
  • Page 13 Mini Installation Guide -- Mounting You must open the door of the unit before you can mount the module. To mount the module: Hold the Mini module against the plywood backboard next to the KSU. Install a wood screw in the top screw hole, but do not tighten it completely.
  • Page 14 Mini Installation Guide Compact KSU Mini module Power supply RJ-11 teladapt jack Distribution teladapt block cord Figure 3 Mini installation overview...
  • Page 15 Mini Installation Guide Before you start connecting the module, make sure one station port is available at the distribution block. For module to the Instructions on installing a station port, refer to the installation Guide that came with the KSU. IMPORTANT: If you are installing on a Modular...
  • Page 16 Mini Installation Guide Mounting ou must open the door of the unit before you can mount and connect the power supply. To mount the power connecting the Using two wood screws, secure the power supply to power supply the backboard next to the Mini module.

  • Page 17: Initializing

    Mini Installation Guide Initializing establishes: initialize . the DN digit length to match the DN length the primary and alternate languages of the voice prompts if the Group List option is enabled the leading digit for Group (if the Group List option is enabled) Before you begin: Know the...
  • Page 18 Mini Installation Guide - - - - - initialize Enter the System Administration Feature Code. Note: The default code is The display shows: ( C O N E n t e r F I G ) P r e s s The display shows: Note: To change mailbox number length, press...
  • Page 19 Mini Installation Guide Press The display shows: . . . Note: L T represent French or Spanish. Either FEE appears on the display. English is abbreviated French is abbreviated as Spanish is abbreviated as Select the primary language. The display shows: Press to enable Group Lists.
  • Page 20 Mini Installation Guide Press to enable the Leading Digit. When the initial configuration is completed, the then returns to the date and time.
  • Page 21 Mini Installation Guide Connecting and using a printer to print Reports is optional. If a printer is not required, proceed to printer to the communication parameters. Before you install the printer, Mini make sure you have an cable. If you are connecting a printer, we recommend using a ribbon cable connector.

  • Page 22: Communication Parameters

    Mini installation Guide 17 communication parameters are fixed and cannot be changed. The communication parameters are: communication parameters . 300 baud 7 data bits 1 stop bit even parity For the FE-232 terminal to communicate with terminal parameters must be set to match the parameters.
  • Page 23 Mini Installation Guide Determining The default Feature Codes for are 980 through 986, inclusive. When these codes are used by other applications or products (i.e. PCI, Hourglass, or assigns Feature Codes between SMDR These codes might not be assigned in sequential order.
  • Page 24 Mini Installation Guide Determining the determine the DN 1. Enter the Directory Number Code. Note: The default code is The display shows: Note: represents the directory number To end this session,...
  • Page 25 Mini Installation Guide Date and Time is independent of the Date and Time, and must be set after you initialize Date and Time Date and Time is part of the envelope information that is stamped on incoming messages. The date and time stamp also indicates to which greetings to To set the date and time:...
  • Page 26 Mini Installation Guide Enter year, month, and day> Note: This is a six-digit field. Any single month or day must have a zero number. For example, June 4, 1992 must be entered as 920604. Press The display shows: Press The display shows: Enter <the time in hours and minutes>...
  • Page 27 Mini Installation Guide Naming After the installation and initialization are completed, we recommend you use Configuration programming to rename the station port to: port Installation Note: For more information, refer to the Guide that came with the KSU. Using When you use a Mini module with and Centrext software, you must program param-...
  • Page 28 Mini Installation Guide Trouble- Troubleshooting the Star-Talk installation is needed if you attempt to initialize the system and the shows: shooting Should this occur: Check the wiring at the distribution block, then enter the System Administration Feature Code. The default code is The display should show: If the display still shows I...
  • Page 29 Mini Installation Guide The Modular KSU is available with DR2, DR3, DR4, DR5, and Centrext software. To determine the kind of KSU software software and software version in the system: type and Enter the Configuration programming from any version or M7324 telephone. Note: For more information on Configuration program- ming, refer to the KSU Installation Guide.
  • Page 30 Mini Installation Guide determine the software version of the Mini D e t e r m i n i n g software Enter the System Administration Feature Code. Note: The default code is version The display shows: Enter Note: This number depends on the mailbox number length being used.
  • Page 31 Mini Installation Guide Figures The straight through cable is connected from the Mini module to an terminal. 2 on one end is connected to pin 2 on the other end, pin 3 on one end is connected to pin 3 on the other end, and pin 7 on one end is connected to pin 7 on the other end.
  • Page 32 Mini Installation Guide Attaching the RS-232 cable Figure 5 Connection no connection Table 2 Pin out of from the power supply to Mini Figure the power supply...
  • Page 33 Mini Installation Guide System Coordinator mailbox mailbox number length and default password DN length combination 1 2 0 0 0 0 1020000 1 0 0 2 0 0 0 0 1 0 0 0 2 0 0 0 0 1 0 0 0 0 2 0 0 0 0 1 0 0 0 0 0 2 0 0 0 0 Table 3 DN length, corresponding...
  • Page 34 StarTalk Mini Reference Guide...

  • Page 35: Determining Feature Codes

    telemanuals.com Table of contents How to use this guide l - l Introduction How this guide is organized Other documents l - 2 Knowing the different symbols l - 3 Prerequisites 1 - 4 2. Learning about 2 - 1 Introduction 2 - l works...
  • Page 36 telemanuals.com Table of contents 3 - l 3. Information Mailboxes 3 - l Introduction 3 - l Using Information Mailboxes 3 - 2 Where to begin 3 - 3 Recording the Information Mailbox Greeting 4 - l 4. Your Personal Mailbox 4 - l Introduction 4 - l...
  • Page 37 telemanuals.com Table of contents 5. The Leave Message feature 5 - 1 Introduction 5 - l Using the Leave Message feature Assigning Message Delivery options Using the Company Directory option Selecting the Company Directory option Leaving a message from a telephone Leave Message options Opening your mailbox after leaving a message...
  • Page 38 Table of contents Mini Reference Guide...

  • Page 39: How To Use This Guide

    telemanuals.com l - l How to use this guide Introduction This guide is designed to assist you in using the Business Communica- tion Mini voice module. The information contained in this guide describes the features accessible to a user. This section tells you what to expect as you read through this guide, and how information contained in this guide is presented.

  • Page 40: Other Documents L

    Section 1: How to use this guide defines the terms used in this guide. Glossary provides a list of everything contained in this guide and where the Index information is located. The Index is in alphabetical order. If you cannot find a term, try looking for your item according to its task.
  • Page 41 Section 1: t-low to use this guide Knowing As you work through this guide, you will notice that conventions have been used to represent the words that appear on the display. different Display command line text Words in the first line of the display appear in a different text. Any word or prompt that is part of the first line of the display appears in a different text.
  • Page 42 Section 1: How to use this guide Before you attempt to use ensure that you are familiar with how the one and two-line display telephones operate. We recommend that you requisites look through your telephone user card before proceeding. Mini Reference Guide...
  • Page 43 2 - 1 Learning about Introduction is a fully automated receptionist service that offers call routing and message taking services. This section describes how works and covers: basic system operation using the Feature Codes the Automated Attendant the Company Directory the different mailboxes using the displays...

  • Page 44: Who Can Use

    telemanuals.com Section 2: Learning about When an option has been selected, the Automated Attendant responds to the command by either routing the call to an extension or mailbox within your company, or directing a caller to the Company Directory or designated operator. The second component of is mailboxes.

  • Page 45: About The Feature Codes

    Section 2: Learning about About the When you are using from a telephone, you must enter a Feature Code. Feature Codes are used to access the different functions and options of To use a function or option, a Feature Code must Feature first be entered.
  • Page 46 telemanuals.com Section 2: Learning about Determining To determine the Feature Codes, you must use a M7324 display telephone. To determine Feature Codes: Feature Press Codes The display shows: Note: represents a number between 00 and 99 the Feature Code for the Leave Message feature in Table 2.1. Press The display shows the Feature Code for the Open Mailbox feature.
  • Page 47 Section 2: Learning about Feature Leave Message Feature Code owners to leave a message in a mailbox initialized with Is used by mailbox Users can also transfer a caller to a mailbox using the descriptions Leave Message feature. To use the Leave Message feature, press Open Mailbox Feature Code Is used by mailbox owners to open their Personal Mailboxes.
  • Page 48 Section 2: Learning about The Automated Attendant is‘the receptionist. When enabled, the Automated Attendant answers your company’s incoming telephone lines Automated according to the lime of day. When the Automated Attendant is turned ON, the Attendant utomated Attendant menu prompt provides a list of options so that a caller can: reach an extension or a mailbox in your company leave a message in a mailbox...

  • Page 49: About The Company Directory

    Section 2: Learning about About the The Company Directory is a list of mailbox owners registered with Before any mailboxes can be used, the owners must record their names in the Company Company Directory. If mailbox owners do not want their names to appear in the Directory Company Directory, they can see the System Coordinator.

  • Page 50: The Special Mailboxes 2 - A

    Section 2: Learning about About the A mailbox is a storage place for messages. The Mini system can store 24 mailboxes. There are three groups of mailboxes including: mailboxes Special Mailboxes Personal Mailboxes information Mailboxes The Special The Special Mailboxes are administered by your company’s System tor.
  • Page 51 Section 2: Learning about Personal Personal Mailboxes are assigned by your System Coordinator and maintained by the mailbox owner. A Personal Mailbox can be a User or Guest Mailbox, For more information about your Personal Mailbox features and options, refer to Section 4: Your Personal Mailbox.
  • Page 52 Section 2: Learning about The buttons on the act as both numbers and letters. Each button represents a number and also represents letters of the alphabet. is shown in Figure 2.1. Figure 2.1 When you are entering a name using the Company Directory option, you need only press the number button associated with the letters of the name once, You do not need to enter a comma.
  • Page 53 Section 2: Learning about Using two-line display on and M7324 telephones provides information about options and commands available when you are using with a two-line The display can provide up to three display button options at a time. In some instances, you must wait for the voice prompt to play the other available display options.
  • Page 54 Section 2: Learning about A single-tine, tone dial connected to a KSU through an Analog Terminal Adapter can be used for any session. How- ever, you cannot use a single-line telephone attached to an System Administration tasks. Analog There is no Message Waiting Notification capability when you are using an Terminal Adapter Although the single-line telephone does not have a feature button, you can...
  • Page 55 Section 2: Learning about Entering The command line of the display shows 16 characters at a time. There are several situations when the prompt and the information to be entered characters combined total less than 16 characters, and you can see both the command and the information you entered.
  • Page 56 Section 2: Learning about Each command that is shown on the display is accompanied by a voice t h e On a two-line display telephone, the voice prompt plays after a five second delay. When you do not select an option, will exit.
  • Page 57 Section 2: Learning about enables you to program each Feature Code to a single memory button. When programmed, the Feature Codes are easily ming a accessed using a single button on your telephone. memory The most frequently used Feature Codes are: Feature 980 Leave Message Feature 981...
  • Page 58 Section 2: Learning about Mini Reference Guide...

  • Page 59: Information Mailboxes

    telemanuals.com 3 - l Information Mailboxes This section describes the Information Mailboxes, how to use them, and the tasks you need to perform to maintain them. Information Mailboxes are set up by the System Coordinator and maintained by the user. The Automated Attendant voice prompt provides a caller with single digit options to access Information Mailboxes.

  • Page 60: Information Mailboxes

    Section 3: Information Mailboxes When you use the Information Mailbox feature, you must ensure the mailboxes are accessible to callers. Important: You must make the Information Mailboxes easy for a caller to find. You can do this using your company’s operator or the Company Greetings.

  • Page 61: Recording The Information Mailbox Greeting

    Section 3: information Mailboxes Recording Mailbox Greeting can be recorded or changed whenever you need to update the recording. information To record your Information Mailbox Greeting: Mailbox Greeting P r e s s The display shows: Press The display shows: Enter <the information Mailbox number and password>...
  • Page 62 Section 3: Information Mailboxes Press to end the recording. The display shows: . . & - Note: To listen to your greeting before accepting it, press record your greeting again, press Press to accept the recording. Note: To record an alternate lnforrnation Mailbox Greeting, press and follow the instructions that appear on the display.

  • Page 63: Your Personal Mailbox 4 - L

    Your Personal is a fully automated receptionist service that offers call routing and message taking services. This section describes how works and covers: personalizing your mailbox initializing your mailbox recording your primary and alternate greetings selecting a mailbox greeting mailbox options listening to messages recording a message mailbox administration...
  • Page 64 Section 4: Your Personal Mailbox Initializing a mailbox prepares the mailbox to receive messages. A mailbox cannot receive and store messages until it has been initialized. Initializing a your mailbox involves: mailbox changing the default password When your company’s System Coordinator registers a mailbox, it is given a default password.
  • Page 65 Section 4: Your Personal Mailbox Enter <your Personal Mailbox password> Note: Your password must be between four and eight digits long. A password cannot start with zero (0). To end your password, press The display shows: To accept your password, press The display shows: At the tone, record your name.
  • Page 66 Section 4: Your Personal Mailbox To accept your recording, press The display shows: After your mailbox is initialized, you must record your Personal Mailbox Greeting. Refer to Recording your primary greeting and Recording your alternate greeting, later in this section. Your mailbox is now ready to receive messages.

  • Page 67: Your Personal Greetings

    You can record or change a greeting from any telephone or, if you are away from the office, from any tone dial telephone. Note: Whenever you are recording a greeting, do not use Norstar’s Handsfree feature. A better recording speak directly into the handset.
  • Page 68 Section 4: Your Personal Mailbox Primary Your primary mailbox greeting is recorded for everyday use. This greeting mailbox should include your name and a brief message explaining to callers that you are greetings unable to answer their call. Recording your greeting with a friendly voice, and the details of when you will be back at your desk to take calls, encourages callers to leave you a message.

  • Page 69: Recording Your Primary Greeting

    Section 4: Your Personal Mailbox Recording To record your primary greeting: your Press primary greeting The display shows: Enter <your password> Note: Your unique password was determined when you first opened your mailbox and performed the initialization steps. If you are recording a greeting from a telephone extension that has not been The display shows the...
  • Page 70 Section 4: Your Personal Mailbox Press Note: If you are changing your primary greeting, your current recorded primary greeting begins to play. The display shows: or [ Press The display shows: At the tone, record your greeting. Press to end your recording. The display shows: You now have the options to RETRY (re-record) the greeting, PLAY the greeting back, or OK (accept) the greeting.

  • Page 71: Recording Your Alternate Greeting

    Section 4: Your Personal Mailbox Recording To record your alternate greeting: your Press alternate greeting The display shows: Enter <your password> Note: Your unique password was determined when you first opened your mailbox and performed the initialization steps. If you are recording a greeting from a telephone extension that has not been assigned to your Personal Mailbox, press...
  • Page 72 Section 4: Your Personal Mailbox Press The display shows: Press Note: If you are changing your alternate greeting, your current recorded alternate greeting begins to play. The display shows: Press The display shows: At the tone, record your greeting. Press to end your recording.

  • Page 73: Selecting A Personal Greeting 4 - 1

    Section 4: Your Personal Mailbox For a primary or alternate greeting to play, you must select a greeting. If you Selecting a personal do not select a greeting, the primary greeting plays automatically. If you select the alternate greeting, remember to change back to the primary greeting at the greeting appropriate time.
  • Page 74 Section 4: Your Personal Mailbox The display shows: x,.- I - - - - - . - . - - - Select the greeting you want to play. To select the primary greeting, press To select the alternate greeting, press RLT or The display changes to show: and then Note: If you have selected a greeting that is not yet recorded, you are...
  • Page 75 Section 4: Your Personal Mailbox - - - - - - - Mail box Open Mailbox Feature is powerful, easy to use, and designed to increase office productivity. Following is a description of all the options you can options use with this feature. To open your mailbox: Press and enter your password.

  • Page 76: Options While A Message Is Playing 4 - 1

    Section 4: Your Personal Mailbox Listening After you select the Play option, your messages will begin playing automatically. One set of options is available while a message is playing, and another set is available after a message has played through to the end. messages Options While you are listening to a message, you can:...
  • Page 77 Section 4: Your Personal Mailbox Next This option stops playing the current message and begins playing the next message in your mailbox. This option is not shown on the display. You can also press to listen to the next message. Envelope This option plays the information on the message’s envelope.

  • Page 78: Options At The End Of A Message 4 - 1

    Section 4: Your Personal Mailbox Options at the After a mailbox message has played, you can: end of This option rewinds the message to the beginning and Replay a message plays it again. This option is not shown on the display. This option plays the previous message.
  • Page 79 Section 4: Your Personal Mailbox Copy option When you select the option to forward a copy of a message to a mailbox, you are first asked if you want to record an introduction to the message. When the message is listened to at the other end, your introduction is played first, followed immediately by the message.

  • Page 80: Reply Options 4 - 1

    Section 4: Your Personal Mailbox You can reply to any message sent by a user who has a mailbox. Reply options When you select the REPLY option, you must first indicate how you want to reply to the message. You can reply by calling the message sender, or by sending a message of your own to the message sender’s mailbox.
  • Page 81 Section 4: Your Personal Mailbox When you open your mailbox, the Record a Message option is available on the Mailbox Main menu. When you select this option, record your message at the a message tone. While recording, you have three options: Retry This option erases what you have recorded so far and starts the recording session again.
  • Page 82 Section 4: Your Personal Mailbox Mail box There are four Mailbox Administration options: Directory name This option is used to record or re-record your name in tion the Company Directory. The option does not appear on your display. Greetings This option is used to record your primary and alternate greetings, and to choose which greeting you want played.

  • Page 83: Mailbox Administration

    Section 4: Your Personal Mailbox Press Note: This is a voice prompt option. It does not appear on the option line of a two-line display telephone. At the tone, record your name. Note: It is a good idea to include your mailbox (extension) number in your recording.

  • Page 84: Greeting Options 4 - 2

    Section 4: Your Personal Mailbox Greeting You have two Greeting options: options This option allows you to record your primary or Record alternate greeting. This option is used to tell which greeting to Choose play. If you do not choose a greeting, plays your Note: primary greeting to callers reaching...
  • Page 85 Section 4: Your Personal Mailbox Selecting a When selecting which greeting is going to play, you can press: greeting This option allows you to record or choose which Choose greeting will play. This option tells to play your primary greeting Primary to all callers.
  • Page 86 Section 4: Your Personal Mailbox P r e s s <your new mailbox password> Enter To end your password, press The display shows: To accept your new password, press While you are entering your new password, you can: Retry This option erases what you have entered so far and starts password entry over again.

  • Page 87: Off-Premise Message Notification 4 - 2

    Section 4: Your Personal Mailbox Off-premise Off-premise Message Notification, to any telephone number or to a pager, alerts you when messages are left in your mailbox. Off-premise Message Notification Message is assigned in the Class of Service designation by your System Notification Coordinator.
  • Page 88 Section 4: Your Personal Mailbox Press OK or Press The display shows: Enter <the destination phone number> Press to end the destination phone number. The display shows: The destination telephone number cannot be longer than 30 digits. While you are entering the destination phone number, you can press a number to represent dial tone recognition or other telephone number options.
  • Page 89 Section 4: Your Personal Mailbox Select the Destination type. Note: Pressing changes the type to Pager. Proceed to step 18. Press The display shows: Enter Off-premise Message Notification start time> The display changes to show: Note: This is a four-digit field. Any single-digit must be preceded by a zero.
  • Page 90 Section 4: Your Personal Mailbox 17. Enter P r e s s The display shows: Note: Pressing changes the message type to URGENT. The default message type is NEW. This means you are notified whenever you receive a New message. Changing the message type changes NEW to URGENT.
  • Page 91 Section 4: Your Personal Mailbox Assigning Off-premise Message Notification can be enabled or disabled at any time. Disabling does not affect any of the parameters assigned to Off-premise Off-premise Message Notification. Enabling means you will be notified whenever you receive a message during the time you specified.

  • Page 92: Changing The Destination Number 4

    Section 4: Your Personal Mailbox Changing the Off-premise Message Notification allows you to direct your messages to any telephone, or to a pager. The telephone or pager destination number can be destination To change the destination number, you must first open your mailbox using the Open Mailbox Feature Code.
  • Page 93 Section 4: Your Personal Mailbox Press The display shows: Press The display shows: Enter <the new destination number> Note: To cancel the number and enter a new number, press insert a pause, press and press pause entered is automatically four seconds long. To recognize dial tone, press To enter more digits, press Press OK to end the new number.
  • Page 94 Section 4: Your Personal Mailbox Mini Reference Guide...

  • Page 95: The Leave Message Feature

    telemanuals.com The Leave Message feature Leave Message feature is used inside your company to quickly access another user’s mailbox. Using this feature, you can: leave a message assign Message Delivery options access the Company Directory open your Personal Mailbox transfer an outside caller to a mailbox This section describes each of the options contained in the Leave Message feature.

  • Page 96: Assigning Message Delivery Options

    Section 5: The Leave Message feature mailbox using can also leave a message in a the Open Mailbox Feature Code. The Open Mailbox Feature Code is 981. To use the Open Mailbox Feature Code, press The display shows: The voice prompts instruct you through each step of leaving your message, Assigning Message Delivery options allow you to assign a Delivery option to any message that you are sending to a...
  • Page 97 Section The Leave Message feature The Company Directory option allows you to search through the list of tered mailbox owners by entering their last names on the buttons. Company Directory ou cannot select a Group List from the Company Directory. When you are leaving a message to a Group List, ensure that you get a mailbox list from the System Coordinator.
  • Page 98 Section 5: The Leave Message feature To accept this mailbox owner, press OK or The display shows: The primary greeting plays, and the display changes to show: Record your message. Press to end the recording. Note: To listen to your message before sending it, press record you message again, press Press to access Delivery options.
  • Page 99 Section 5: The Leave Message feature After you have opened the Leave Message feature and entered a mailbox number, the mailbox owner’s name appears on the display. When you enter a message Group List number, the Group List name appears on the display. At this point, from a you can choose to leave a message for a mailbox owner, Group List members, or you can select another mailbox.
  • Page 100 Section 5: The Leave Message feature Leave Message After you have ended your message, you can assign a Delivery option before options you send your message. Other message options allow you to play, accept, or retry the before you send your message. To PLAY your message, press This allows you to listen to the message you just recorded.

  • Page 101: Opening Your Mailbox After Leaving A Message

    Section 5: The Leave Message feature Opening your After you have left a message in a mailbox, you have the option to open your Personal Mailbox. mailbox after leaving a To open your Personal Mailbox after leaving a message: message Press The display shows: Enter <your mailbox password>...

  • Page 102: About The Group List

    Section 5: The Leave Message feature k’s A group message sends the’same message to several mailboxes contained in a Group List. You can send a Group List message the same way you send all messages. All Group Lists are created by your company’s System Coordinator.

  • Page 103: Telephone Etiquette

    telemanuals.com 6 - 1 Telephone etiquette. is an easy to use, powerful voice messaging system. It is designed to save you time and increase your job productivity. This section describes some easy to follow guidelines for operating Telephone take advantage of and its many features, please follow these suggestions: Paying prompt attention to your...

  • Page 104: Telephone Etiquette

    Section 6: Telephone etiquette When sending messages, make them short and to the point. Sending messages is a highly effective way of communicating with your co-workers. Over of the time spent on a normal business telephone call consists of making small talk, pleasantries, and other socializing. Sending a message rather than making a call can save you time.
  • Page 105 Section 6: Telephone etiquette Use Group Lists for multiple copies of messages. If you find that you regularly send the same message to several different people, ask the System Coordinator to create a Group List for you. Group Lists save time and effort. With a Group List, you can send the same message to all the mailboxes included in the Group List.
  • Page 106 Section 6: Telephone etiquette Mini Reference Guide...
  • Page 107 Troubleshooting This section describes some problems that might occur while you are using This section covers: Full mailboxes Lost passwords Company Directory Timeout The problems you encounter while using are usually operating problems. Sometimes might occur that would indicate a system problem with the Mini module.
  • Page 108 Section Troubleshooting Feature 981 Whenever the Log prompt appears on the display, it can be caused by: produces a LOG prompt on The station you are using might not have an operating mailbox. If the telephone does not have a mailbox, will request both a mailbox display.

  • Page 109: Messages Are Cut Off

    Section 7: Troubleshooting Timeout feature allows five seconds for you to make your option choice. When does not detect an option selection, the Automated Timeout Attendant replays the option list. If an option is still not selected, ends the session. Note: has minimum voice level detection.
  • Page 110 Section 7: Troubleshooting Mini Reference Guide...
  • Page 111 Glossary Glossary Administration The tasks involved in maintaining the mailboxes, greetings and set up configuration. Alternate greeting A greeting that is recorded for a Personal Mailbox and played on exceptional occasions such as absence, illness, or vacation. Analog Terminal Adapter product that allows for the connection of an analog device, such as a single-line telephone or a facsimile machine, to a KSU.
  • Page 112 Company Directory An internal voice list that contains the names of users with initialized mailboxes designated to appear in the Company Directory. Conventions The way certain information has been described. For example, using under- lined text. to represent second-line display prompt information Default The parameters that are preset within the Mini module.
  • Page 113 Glossary General Delivery Mailbox One of the two Special Mailboxes used to collect messages for individuals in a company who have not been assigned a Personal Mailbox. Greetings There are three types of greetings: Company Greetings, Personal Mailbox Greetings and information Greetings. Company Greetings are played by the Automated Attendant to incoming callers.
  • Page 114 Glossary M7324 telephone model M7324 telephone that has a two-line display with three display buttons, and 24 programmable buttons with indicators. Mailbox A storage place for messages on the Mini system. Mailbox number length The number of digits allowed in a mailbox number. The mailbox number length ranges from two to seven digits.
  • Page 115 Glossary Pause Pause is used when setting up pager notification. Each pause entered is automatically four seconds. For voice pagers, pauses are entered after the pager number to delay the start of the voice prompt that activates the pager. For alpha/numeric pagers, pauses are entered after the pager number and before the digits that appear on pager display.
  • Page 116 Glossarv Voice prompts The prerecorded voice instructions that are played when accessing the different features and options. Mini Reference Guide...
  • Page 117 Index Index Destination number, changing, 4-30 Accept and Send, message option, 4-18 2-l 0 Administration, mailbox, 4-20 Directory name, 4-20 Alternate greeting, 4-5, 4-6 changing, recording, 4-9 selecting, 4-l Disabling Off-premise Message Notification, 4-29 Display, 2-11 Analog Terminal Adapter 2-l 2 Documents, other, l-2 Angled brackets, l-3 Automated...
  • Page 118 Index Names, entering, 2-l 0 Initializing, mailbox, 4-2 Next, message option, 4-l 5 Information Mailboxes, 2-9, 3-l Language prompt, wrong, 7-3 Off-premise Message Notification, 4-25 assigning, 4-29 Leave Message Feature Code, 2-5 options, 5-1, 5-6 changing the destination number, 4-30 setting up, 4-25 using, 5-1, 5-5 Listening to messages, 4-14...
  • Page 119 Index Prerequisites, l-4 Voice prompt, 2-14 Previous, message option, 4-l 4 Primary greeting, interrupting, 2-l 4 recording, 4-7 Volume control, 4-15 selecting, 4-l 1 Programming a Feature Code button, 2-15 Recording, greetings, 4-19, 4-22 Alternate, 4-9 Information Mailbox, 3-3 Primary, 4-7 Record message, 4-l 9 Replay, message option, 4-14, 4-l 6 Reply, message option, 4-l 8...
  • Page 120 Index Mini Reference Guide...
  • Page 121 StarTalk Mini Setup and Operation Guide...
  • Page 122 telemanuals.com Table of contents 1. How to use this guide l - l Introduction l - l How this guide is organized 1 - l Knowing the different symbols l - 4 What appears on the display l - 5 Prerequisites l - 5 Other documents...
  • Page 123 telemanuals.com Table of contents 3. Preparing to set up 3 - 1 Introduction 3 - 1 Mini Programming Record 3 - l hardware verification 3 - 2 line data verification 3 - 2 initialization verification 3 - 2 Feature Codes 3 - 3 Business Hours 3 - 3...
  • Page 124 telemanuals.com Table of contents 4 - 9 Step Two 4 - 9 Step Three 5. Setting up 5 - 1 Introduction 5 - l 5 - l Before you start Setting Date and Time 5 - 2 Setting up the Greeting Table 5 - 4 5 - 4 How the Greeting Table is organized...
  • Page 125 telemanuals.com 4 -Table of contents 7 - 1 7. Setting the status Introduction 7 - 1 7 - l Attendant Sign ON/OFF 7 - 2 Setting the operator status 7 - 3 Changing the operator password 7 - 4 Resetting the operator password 7 - 5 Changing the Business Status 7 - 6...
  • Page 126 telemanuals.com Table contents 1 0 - l 10. Administering the mailboxes 1 0 - l Introduction 1 0 - l The Special Mailboxes 1 0 - 2 Listening to messages left in the Special Mailboxes 1 0 - 2 Volume control 1 0 - 2 Delivery options 1 0 - 3...
  • Page 127 telemanuals.com 6 -Table of contents k Reports Introduction 1 2 - 2 The different Reports 1 2 - 6 The Tree Report 1 2 - 7 Printing Reports 1 2 - 9 Printing the Tree Report 1 3 - 1 13.
  • Page 128 telemanuals.com How to this guide This guide is designed to assist you in setting up and operating the Business Communication System Mini voice module. The set up and operation instructions contained in this guide are presented in easy to follow steps.
  • Page 129 Section 1: How to use this Preparing to set up provides an outline of the information that needed before can be set Preparing to set up Custom Call Routing (CCR) provides an overview of how CCR works and the information needed before CCR can be set up. Setting up provides the necessary information and steps to set up This section also explains how to approach recording your mailbox...
  • Page 130 Section 1: How to use this guide Appendix A covers feature compatibility, and describes how some features work in conjunction with Appendix B covers the Mini default settings. Appendix C provides the steps necessary for resetting Appendix covers some configuration tips. Appendix E provides a list of error messages that might appear when is being used.
  • Page 131 Section 1: How to use this guide Knowing you work through this guide, you will notice that conventions have been used to represent the words that appear on the telephone display. different Display command line text Words in the first line of the display appear in a different text. Any word or prompt that is part of the first line of the display appears in a different text.

  • Page 132: Other Documents

    Section How to use this guide What We have attempted to make this guide as easy to use as possible. The telephone displays shown throughout this guide use Mini’s default appears settings and sample names. For example: This display shows an example of the Mini directory number (DN).
  • Page 133 Section 1: How to use this guide Mini Set Up and Operation Guide...

  • Page 134: Learning About 2 - L

    telemanuals.com Learning about Introduction is a fully automated receptionist service that offers call routing and message taking services. This section describes how works and covers: basic system operation using the Feature Codes the Automated Attendant the Company Directory the different mailboxes Custom Call Routing (CCR) using the display...
  • Page 135 Section 2: Learning about The first component is the Automated Attendant. The Automated Attendant works like a receptionist would when answering incoming calls. The Automated Attendant plays a list of options to a caller through a voice prompt. If users know which option they want, they can interrupt the Automated Attendant by pressing their selection on the of any tone dial telephone.

  • Page 136: Who Can Use

    Section 2: Learning abbut For more information about CCR, refer to Section 4: Preparing to set up Custom Call Routing (CCR), Section 8: Setting up Custom Call Routing can use (CCR) and Section 9: Administering Custom Call Routing (CCR). can be used by any outside caller, and by mailbox owners in your company.
  • Page 137 Section 2: Learning about Feature Leave Message Feature Code Is used by mailbox owners to leave a message in a mailbox initialized with a caller to a mailbox using Users can also transfer Leave descriptions Message Feature. To use the Leave Message Feature, press Open Mailbox Feature Code Is used by mailbox owners to open their Personal Mailboxes.

  • Page 138: About The Automated Attendant

    Section Learning about Directory Number (DN) Feature Code Is used to determine Mini’s intercom number. This number is used to forward a telephone to and to use from a single-line set attached to an Analog Terminal Adapter To use the DN Feature, press Transfer Is used to transfer calls to a mailbox.

  • Page 139: About The Company Directory

    Section 2: Learning about About the The Company Directory is an internal voice list containing the names of users with initialized mailboxes who have been designated to appear in the directory. Company Directory user can open the Company Directory from a two-line display telephone when the display shows the option.

  • Page 140: Personal Mailboxes

    Section 2: Learning about Personal Personal Mailboxes are assigned by the System Coordinator and maintained Mailboxes including: b the mailbox owner. There are two kinds of Mailboxes User Mailboxes Guest Mailboxes For a description of Personal Mailboxes, refer to Section 6: Setting up mailboxes.
  • Page 141 Section 2: Learning about Logging onto the Mini system allows you access to tration, Configuration and the different Feature Codes. After the appropriate Feature Code is entered, a mailbox number and password combination must entered. For example, to access the System Coordinator mailbox: The display shows: Note: The first two digits represent the default mailbox number for your System Coordinator Mailbox.
  • Page 142 Section 2: Learning about The buttons on the act as both numbers and letters. Each button represents a number and also represents letters of the alphabet. knows when an alphabet letter is required. When an alphabetical entry is required on the command line of the display, press the button that represents the letter.
  • Page 143 Section 2: Learning about Using display on M7310 and M7324 telephones is a two-line display that provides information about commands and options available when you are using with a two-line The display can provide up to three display button options at a time. In some instances, you wait for the voice prompt to play the other available display...
  • Page 144 Section Learning about Using single-line, tone dial telephone connected to a KSU through an Analog Terminal Adapter can be used for any session. You cannot use a single-line telephone attached to an to perform with an System Administration tasks. Analog The single-line telephone does not have a feature button.
  • Page 145 Section 2: Learning about The command line of the display on your telephone can show 16 characters. There are several situations when the prompt and the information to be entered combined total more than 16 characters. The prompt will remain on’...
  • Page 146 Section 2: Learning about Each command shown on the display is accompanied by a voice On a two-line display telephone, the voice prompt plays after a five second delay. When you do not select an option, ends the session. On a single-line display telephone, the voice prompt plays immediately.
  • Page 147 Section 2: Learning about About the Reports are available to view and verify set up information. There are six Reports: Reports . Directory Report (1): lists the mailbox users who appear in the Company Directory. Numeric Subscriber Mailbox Report (2): lists the mailbox owners according to their mailbox number.
  • Page 148 Section 2: Learning about As System Coordinator, you perform all the tasks necessary for setting up and operating These tasks are summarized in Table 2.2. This guide as System provides all the information you need for completing these tasks. Coordinator Set up tasks Completing Programming Record...
  • Page 149 Section 2: Learning about Mini Set Up and Operation Guide...

  • Page 150: Preparing To Set Up

    telemanuals.com 3 - 1 Preparing to set up Preparing to set up involves collecting the set up information, To set up you need to know about the: Mini Programming Record Intercom number (directory number) length Programming memory buttons This section describes the information you need for setting up Mini Programming Record contains information about your company’s...

  • Page 151: Initialization Verification

    Section 3: Preparing to set up This section the Programming Record has information about the type of KSU, and KSU software version being used in your company. hardware verification To perform the set up, you need to use a M7310 Note: M7324 telephone.

  • Page 152: Feature Codes

    Section 3: Preparing to set up Important: If you need to add the Group List capability or change the Group List leading digit, you must reset Refer to Appendix C. Warning: Resetting erases all the Company Greetings, Greeting Table and mailbox information. Before you reset ensure that you have a copy of the current configuration.

  • Page 153: Group List

    Section 3: Preparing to set up About the The Greeting Table Summary assists you in summarizing how the Greeting Table Greeting Table is organized. This section of the Programming Record allows Summary you to specify the Business Hours and the language preference being used in the Table.

  • Page 154: Class Of Service Values

    Section 3: Preparing to set up Class of Service values outline the special features and parameters that can be assigned to mailboxes. values For more information about Class of Service values refer to Section 6, Class of Service. Custom This section of the Programming Record provides a blank CCR Tree and space to record point information required to set up a Tree.
  • Page 155 Section 3: Preparing to set up Determin- uses Feature Codes 980 through 986. Before you continue with the set up, ensure these Feature Codes are available. It is possible that some ing the Feature Codes might be in use with another product, such as DCI, Feature DBN, Hourglass or SMDR.
  • Page 156 Section 3: Preparing to set up F e a t u r e Feature 9 Section 2, Feature Note: For more information about Feature Codes, refer to Code descriptions. Mini Set Up and Operation Guide...
  • Page 157 To verify the Feature Code display prompts: From a’ or M7324 display telephone, press each Feature code. The display shows the Feature Code’s display menu. Mini Set Up and Operation Guide...
  • Page 158 Section 3: to set up Determining Knowing the version being used allows you to identify software feature availability. To determine the software version of your module: version Press [Feature] The display shows: Enter <the System and password combination> Press The display shows: Press The display shows: To end the...
  • Page 159 to set up Section 3: Preparing To simplify your set up and administration tasks, we recommend programming Feature Codes you will be using a memory button for most often. ming a m e m o r y e most frequently used Feature Codes are: button Leave Message...
  • Page 160 Section 3: Preparing to set up P r e s s Enter <the Feature Code number> For example, 983. On Compact and Modular systems, the display shows: On Compact DR5, Modular DR3, DR4, DR5, and Centrext systems, the display shows: Label the button with the Feature Code description using the paper labels provided with your telephone.
  • Page 161 Section 3: Preparing to set up designates one language as a primary language, and the other language as an alternate language. The installer determines the initial language guage availability during the installation, you determine which lan- capability guage is going to be used as primary and alternate. For example, on an English/French module, you can select French as the primary lan- guage and English as the alternate language, or on an English/Spanish module,...
  • Page 162 Section 3: Preparing to set up For a of how works with a bilingual language capability, refer to list Figure 3.1. Bilingual Disabled Bilingual Enabled Primary language prompts Primary and alternate only language prompts of Service use the Classes of Service 3, 5, and primary language only the primary language...
  • Page 163 Section 3: Preparing to set up Mini Set Up and Operation Guide...

  • Page 164: Introduction

    telemanuals.com 4 - 1 Preparing to set up Custom Call Routing (CCR) Introduction Custom Call Routing (CCR) is an application, that works with provide a call routing path to direct incoming calls. This section describes how CCR works, and defines: CCR Tree Point Home Menu...
  • Page 165 Section 4: Preparing to set up Custom Call Routing (CCR) The CCR The CCR Tree is a call Path that allows users to select single-digit options to direct their own calls. You build the Tree and assign available options along each call Path.
  • Page 166 Section 4: Preparing to set up Custom Call Routing (CCR) hformation An Information Message is a message you record, providing a caller with information about goods or services available from your company. An Informa- tion Message is assigned a single-digit number that appears in a menu. When this number is pressed, the Information Message plays automatically.
  • Page 167 Section 4: Preparing to set up Custom Call Routing (CCR) Destination The Destination type determines where the call is directed after listening to an Information Message or leaving a message in a mailbox. Each Information Message, and Leave Message Point must be assigned a Destination type. There are two kinds of call Destination type, these are: return the call to the Home Menu disconnect the call...

  • Page 168: The Ccr Tree

    Section 4: Preparing to set up Custom Call Routing (CCR) How you Tree is assembled by assigning options to menus, and then assign- ing either voice Information Messages, transfers or mailboxes to the options assemble along a call Path, the CCR Tree A Home Menu has a recorded list of options directing a caller to one of the following:...
  • Page 169 Section 4: Preparing to set up Custom Call Routing (CCR) Figure 4.1 shows sample CCR Tree Paths, including Points and Destination types. Destination types are assigned to Information Messages and Leave Message Points. Note: Destination types appear in bold type. HOME represents returning the DISC...

  • Page 170: Home Menu Voice Prompt

    Section 4: Preparing to set up Custom Call Routing (CCR) CCR Tree, including the Company Greeting, the Figure 4.2 shows a sample Home Menu voice prompt, and voice prompts for each of the four Paths. Company Greeting Office Machines. Our business hours from p.m., Monday lo Friday;...

  • Page 171: Leave Message Point

    Section 4: Preparing to set up Custom Call Routing (CCR) Designing Designing the CCR Tree involves: the CCR determining frequently requested departments T r e e determining frequently called extensions making a list of goods and services for promotion in Information Messages selecting mailboxes assigned to Leave Message Points determining call Destination types...

  • Page 172: Step Two

    Section 4: Preparing to set up Custom Call Routing (CCR) Step types to options transferring a caller to Two Step two involves assigning Destination an Information Message, or a Leave Message Point. The Destination type allows a caller to: return to the Home Menu disconnect the call After the Information Message plays, automatically performs the...
  • Page 173 Section 4: Preparing to set up Custom Call Routing (CCR) Mini Set Up and Operation Guide...

  • Page 174: Setting Up

    telemanuals.com 5 - l Setting up Introduction This section describes the tasks you perform to set up Setting up involves: setting the Date and Time setting up the Company Greeting Table determining which company lines will be answered by recording your Company Greetings assigning a greeting to the Greeting Table disabling the Voice Mail option re-enabling the Voice Mail option...
  • Page 175 Section 5: Setting up Date and Time is independent of the Date and Time. The Date and Time appears on all messages left in a mailbox. This Date and Time stamp is called Envelope Information. Date and After the Date and Time is set, it does not have to be changed unless there is a time change associated with a season.
  • Page 176 Section 5: Setting up Press The display shows: minutes Enter time in hours and Note: This is a four-digit field. Any single-digit hour or minute must have a zero preceding the number. For example, must be entered as 0203. The display shows: P r e s s The display shows: Note: To return to the date display, press...

  • Page 177: How The Greeting Table Is Organized

    Section 5: Setting up Greeting Table stores the greetings played by the Automated Attendant to incoming callers. This Greeting Table is divided into four sections. The four sections represent your Company Greeting for: G r e e t i n g Table Morning Afternoon...
  • Page 178 Section 5: Setting up Determining To set your company’s Greeting Table, you first need to: Greeting record your Company Greetings T a b l e determine the greeting numbers that you will assign to the information When you are setting up your company’s Greeting Table information, use the Greeting Table summary provided in the Mini Programming Record.
  • Page 179 Section 5: Settinq up have determined what your Company Greetings will be, practice After you recording your greetings. Remember to speak slowly and clearly, at a pace that is easy to understand. Try to use a tone that will encourage callers to use your service.
  • Page 180 Section 5: Setting up When you are recording your Company Greetings, do not use the Recording the Company Handsfree Feature. For better results, speak directly into the telephone Greetings handset. To record a Company Greeting: Press The display shows: Enter <the System Coordinator Mailbox and password combination>...
  • Page 181 Section 5: Settinq up The display shows: P r e s s At the spund of the tone, record your greeting. Note: When you have finished recording your greeting, do hang up the handset. Press to end your recording. The display shows: Note: To listen to the greeting, press If you replay the greeting and the greeting is unclear or there is background noise, you can re-...

  • Page 182: Assigning A Greeting To The Greeting Table

    Section 5: Setting up Assigning a Greetings 1 through 4 are the default greetings played on the Greeting Table. The numbered greetings you recorded from 1 to 4 will play automatically. You greeting to do not have to assign greetings 1 to 4 to the Table, but you must select the the Greeting language preference.
  • Page 183 Section 5: Setting up P r e s s The display shows: P r e s s The display shows: To continue assigning the Afternoon, Evening, and Non-business Hours Greetings to the Greeting Table, follow steps 7 through 10. When all your greetings have been assigned to the Greeting Table, you must select the language preference.

  • Page 184: Adding Lines

    Section 5: Setting up is able to answer all your company’s incoming telephone lines, or just those lines you designate. Determining how your company fines are going to be answered is called line configuration. Each telephone line to be answered by must be added to the Configuration.
  • Page 185 Section 5: Setting up The display shows: Press to change answer from Note: display. Press RI to move to the Repeat steps 5 through 8 to continue entering lines and assigning the lines to the Greeting Table. Press The display shows: To end this session, press Mini Set Up and Operation Guide...
  • Page 186 Section 5: Setting up Assigning You can assign to answer calls after a specified number of rings. The number of rings ranges from zero to 12. If the number of rings is left at zero, answers immediately. To assign or change number of rings before rings before...
  • Page 187 Section 5: Setting up display shows: Press The display shows: <the number of rings> Enter Note: The number of rings ranges from zero to 12. When Class or used with software, the Automated Attendant must be set to answer after a minimum of two rings. After two rings, calling line infomation appears on the display.
  • Page 188 Section 5: Setting up At any time after a line has been assigned to you can view the answer option and change whether or it is answered by changing o view a line, and change the answer option: line tion <the System Coordinator Mailbox and password combination>...

  • Page 189: Assigning The Voice Mail Option

    Section 5: Setting up Assigning The default status for assigning the Voice Mail option is enabled. The Voice Mail option may be enabled or disabled at any time. When disabled, callers the Voice cannot leave messages in any mailboxes. Callers can access Information Mail option Mailboxes.
  • Page 190 Section 5: Setting Assigning The default status for the General Delivery Mailbox is enabled. The General Delivery Mailbox can be disabled or enabled as required by your company. the General To assign the General Delivery Mailbox: Mailbox System Coordinator Mailbox and password combination> Enter Press The display shows:...
  • Page 191 Section 5: Setting up Changing When was first installed, the language of the Automated Attendant was set by the installer. l a n g u a g e o c ange the language availability as well as the primary and availability alternate languages: Enter...

  • Page 192: Setting Up Mailboxes

    telemanuals.com 6 - l Setting up mailboxes Introduction This section describes the tasks you need to perform to set up mailboxes. Setting up mailboxes involves: initializing the Special Mailboxes registering Personal Mailboxes recording Information Mailbox messages Registering Registering a mailbox adds a mailbox number on A Personal Mailbox can be a User or Guest Mailbox.

  • Page 193: Information Mailboxes

    Section 6: Setting up mailboxes Information Information Mailboxes relay important company or department messages. Information Mailboxes do not have an operating extension. Information Mailboxes Mailboxes should be established as needed. The number of Information Mailboxes you assign is determined by requests from the users. When you establish Information Mailboxes, we recommend you assign mailbox numbers beginning with the same number.
  • Page 194 Section 6: Setting up mailboxes This establishes the length of a re- Greeting length corded mailbox greeting. A mailbox greeting length ranges from one to 10 minutes. This establishes whether a mailbox can Group Lists be assigned to a Group List. This allows messages to be directed to Off-premise Message Notification another...
  • Page 195 Section 6: Setting up mailboxes Class of Service values: Prompt language Max. mailbox message time (in minutes) Max. message length (in minutes) Message retention period (in days) P e r s o n a l g r e e t i n g Greeting length (in minutes) Group Lists Off-premise Message Notification...

  • Page 196: Class Of Service

    Section 6: Setting up mailboxes Before Before you begin adding mailboxes, ensure you have completed the Mailbox List on the Mini Programming Record. When you register user you register mailboxes, we recommend using mailbox numbers that are the same as the extension numbers currently used in your company.
  • Page 197 Section 6: Setting up mailboxes Both Guest and Information Mailboxes can be included on your mailbox list. The extension of a Guest and Information Mailbox appears as a blank on the Directory Report. Figure provides a sample Mailbox Number List, which also includes Guest and Information Number Class...
  • Page 198 Section 6: Setting up mailboxes Before you add mailboxes, ensure your Mailbox Number List is Adding Personal prepared. Mailboxes To add a mailbox: The display shows: Enter <the System Coordinator Mailbox and password combination> Press The display shows: The display shows: P r e s s The display shows: mailbox number>...
  • Page 199 Section 6: Setting up mailboxes Class of Service from 1 to Enter The display shows: Enter <the mailbox owner last name and first name initial> Important: This is a maximum 16 character field. To enter a name, you must press the number on the associated with the letter you want.
  • Page 200 Section 6: Setting up mailboxes a Guest Guest Mailboxes can be used to provide a temporary employee with services, allow client access to internal messaging and routing, or they can be used to allow customers to make telephone orders. can be used Depending on your business, you might decide to use Guest Mailboxes for: personal catalogue shopping orders listing classes or seminars and providing callers with...
  • Page 201 Section 6: Settinq up mailboxes Example 1 Announcing Courses and Seminars (Telephone Registration) To use a Guest Mailbox to provide telephone registration, you first need to determine a telephone number. The mailbox number you assign does not have a working extension number.

  • Page 202: Adding Guest Mailboxes 6 - 1

    Section 6: Setting up mailboxes Adding Guest Guest Mailboxes are added to for mailbox owners who are using Mailboxes services without an extension. To add a Guest Mailbox: The display shows: <the System Coordinator Mailbox and password combination> Enter P r e s s The display shows: P r e s s The display shows:...
  • Page 203 Section 6: Setting up mailboxes P r e s s Enter Class of Service from 1 to The display shows: Enter mailbox owner, last name first> This is a maximum 16 character field. To enter a name you Important: must press the number on the associated with the letter you want.

  • Page 204: Using Information Mailboxes

    Section 6: Setting up mailboxes Using Information Mailboxes provide messages and announcements to callers. Information Mailboxes are registered by the System Coordinator, and are either Information maintained by you or a user. Mailboxes Information Mailboxes can be used to: announce sales provide product lists announce special events Note: A caller is automatically disconnected after listening to an information...
  • Page 205 Section 6: Setting up mailboxes When the operator is not available, the Automated Attendant voice prompt plays. You can always select the mailbox option to include Information Mailboxes in the Company Directory. Important: You must make the Information Mailboxes easy for a caller to find. You can do this using your company’s operator, or the Company Directory.
  • Page 206 Section 6: Setting up mailboxes Mailbox number> Enter Information Enter Class of Service from 1 to display shows: Enter <the mailbox name> This is a maximum 16 character field. To enter a name you Important: must press the number on the associated with the letter you want.
  • Page 207 Section 6: Setting up mailboxes There are two Special Mailboxes that you use as System Coordinator: Mailboxes . number 10 General Delivery Mailbox number 12 System Coordinator Mailbox When the DN length is 2 and the leading digit is the Special Mailboxes Note: default to 20 and 22.
  • Page 208 Section 6: Setting up mailboxes - - - System Coordinator Mailbox The System Coordinator Mailbox is used as your own Personal Mailbox. This is the only mailbox that is able to send Broadcast Messages. Only the System Coordinator is able to access the System Coordinator Mailbox. Ensure that you listen to messages sent to you in the System Coordinator Mailbox.

  • Page 209: Special Mailboxes

    Section 6: Setting up mailboxes Before the System Coordinator Mailbox or any Personal Mailbox can be used, it is necessary to initialize the mailbox. Initializing a mailbox involves: the Special Mailboxes , changing the default password recording the mailbox name in the Company Directory recording a mailbox greeting selecting a mailbox greeting A Personal Mailbox cannot receive messages until it is initialized.

  • Page 210: Before You Begin 6 - 1

    Section 6: Setting up mailboxes The Company Directory stores a list of mailbox owners in your company, Recording the Before a mailbox can receive messages, the mailbox owner’s name must be mailbox in the recorded in the Company Directory. Whether or not a mailbox appears in the Company Directory is determined by the Company Directory override established by the Directory...
  • Page 211 Section 6: Setting mailboxes P r e s s The display shows: - - - - - i i The display changes to: At the sound of the tone, record your name. When recording a mailbox name in the Company Directory, you should also include the extension number.
  • Page 212 Section Setting up mailboxes You must record a greeting for each Special Mailbox. This greeting is played to who choose to leave a message in the Special Mailboxes. callers Special Mailbox Your greetings should describe which mailbox has been reached and instruct Greeting callers on leaving messages.
  • Page 213 Section 6: Setting up mailboxes The display shows: The display shows: Note: The primary greeting is represented by The alternate greeting is represented by The display shows: The display changes to show: The display shows: At the tone, record your greeting.
  • Page 214 Section 6: Setting up mailboxes Press to end your recording. The display shows: Press to accept the greeting. If for some reason you are not satisfied with this greeting, press and re-record the greeting. For each Special Mailbox Greeting, follow steps 1 through 12. To end this session, press Note: After the primary and alternate greetings are recorded, you must select a Selecting a Special Mailbox...

  • Page 215: Selecting A Special Mailbox Greeting 6

    Section 6: Setting up mailboxes Selecting a For a primary or alternate greeting to play, you must select a greeting. If you do Special Mailbox not choose a greeting, the primary greeting will automatically play. If you Greeting choose the alternate greeting, remember to change back to the primary greeting at the appropriate time.
  • Page 216 Section 6: Setting up mailboxes Select the greeting you want played. Note: If you select a greeting that is not yet recorded, you are trans- ferred back to the Greeting option display to record the greeting. To end this session, press The Special Mailbox Greetings are now selected and will play each time a caller reaches a Special Mailbox.
  • Page 217 Section 6: Setting up mailboxes When the operator is not available, all calls that request the operator are transferred to the General Delivery Mailbox. Your company’s designated operator should be assigned the General Delivery Mailbox number. operator’s To change extension: Press display shows: Enter...
  • Page 218 Section 6: Setting up mailboxes The display shows: designated operator’s extension number> Enter The display changes to show: Note: The extension number shown in step 9 is only an example. The extension number that you enter can be any operating extension number on your Business Communication System.
  • Page 219 Section 6: Setting up mailboxes Mini Set Up and Operation Guide...
  • Page 220 telemanuals.com 7 - 1 Setting the status Setting the operator status determines if your company’s receptionist or designated operator is available to take calls. This section describes how to: sign ON and OFF your receptionist or designated operator change the operator password set your Company’s Business Hours change the Business Status enable...

  • Page 221: Setting The Status

    Section 7: Setting the status Setting the Setting the operator status determines if your company receptionist or operator is available. The operator status should be set to YES when an operator is available. To set the operator status: status Enter This is the default operator password.

  • Page 222: Changing The Operator Password

    Section 7: Setting the status Changing the The operator password can be changed at any time. operator To change the operator password: password Enter Note: This is the default operator password. Press The display shows: Enter <the new operator password> Note: A valid password is between four and eight digits.
  • Page 223 Section Setting the status Resetting A forgotten operator password cannot be recovered. The password must be reset to the default password OPERATOR. the operator password To reset the operator password: P r e s s Enter (RESETOPERPSWD) Press OK The display shows: P r e s s The operator password will reset to OPERATOR.
  • Page 224 Section 7: Setting the status Changing Business Status corresponds to when you open your business in the morning and when you close your business in the afternoon. uses the Business Status to determine when the Non-business Hours Greeting is played. Business internal clock automatically regulates which greetings are played, For example, if you come into your company at 8:00 a.m., you would set the...
  • Page 225 Section Setting the status Setting the The Business Status corresponds to when your business is open or closed. When the Business Status is set to NO, the Non-business Hours Greeting Status Instruct your company’s receptionist, or designated operator, to change the Business Status in the morning when your company opens, and again in the evening when your company closes for the day.

  • Page 226: Setting Your Company's Business Hours

    Section 7: Setting the status Setting your Setting the Business Hours determines when each greeting is played. Business Hours are divided into four categories, Morning, Afternoon, Evening, and Non- company’s business. Business Hours To set the Business Hours: P r e s s Enter operator password>...
  • Page 227 Section 7: Setting the status P r e s s Enter Afternoon start time> The display shows: P r e s s display shows: P r e s s The display shows: P r e s s Enter Evening start time> The display shows: P r e s s 1 5 .
  • Page 228 Section Setting the status Assigning can answer all your company lines included in line configuration. When Line Answering is enabled, answers all incoming calls and presents each caller with the Company Greeting and Automated Attendant Answering menu options. You can designate whether or not answers your company lines.
  • Page 229 Section 7: Setting the status Changing Whenever a user requests to speak to your company receptionist, or designated operator, puts the request through to the operator’s extension. For example, if Mini is operating on a two-digit DN length, this operator number is 21.
  • Page 230 Section 7: Setting the status Enter operator extension number> Note: This extension number must be the same digit length as the length. To end this session, press The display automatically returns to the Date and Time. Any user requesting an operator is transferred to the new extension. Important: Whenever the operator’s extension number is changed, you must change the extension number of the General Delivery Mailbox to the new extension number of the operator.
  • Page 231 Section 7: Setting the status Changing The Automated Attendant menu prompt plays after the Company Greeting, and also after a caller leaves a message in a mailbox. The Automated Attendant menu prompt provides a caller with a list of options such as entering a mailbox Automated number, accessing the Company Directory, or reaching the operator.
  • Page 232 Section 7: Setting the status P r e s s The display shows: P r e s s Note: Changing the to an prevents the caller from returning to the Automated Attendant menu prompt after leaving a message. To end this session, press Mini Set Up and Operation Guide...
  • Page 233 Section 7: Setting the status Recording The Automated Attendant menu prompt plays after the Company Greeting, and when a user accesses the Automated Attendant after completing a session. When you set the Automated Attendant menu prompt to NO, you must Customized record a Customized Automated Attendant menu prompt to Automated...
  • Page 234 status Section Setting the The display shows: P r e s s P r e s s The display shows: Note: When an appears and you no longer want to use the Custom- ized Automated Attendant menu prompt, press to return to the default Automated Attendant menu prompt.
  • Page 235 7: Settinq Section status To accept the recording, press If the recording is not acceptable, press You are returned Note: prompt display where you can re-record the prompt. Recording the Customized Automated Attendant menu Important: prompt overrides a previously recorded version of greeting 9 as the greeting, or greeting 10 as the primary greeting.

  • Page 236: Adding An Information Message

    telemanuals.com 8 - l Setting up Custom Call Routing (CCR) This section describes the tasks you perform to set up a Custom Routing Tree on a bilingual system. Building a CCR Tree involves: recording the Home Menu prompt recording prompts adding an Information Message recording Information Messages assigning the Destination type...
  • Page 237 Section 8: Setting up Custom Call Routing (CCR) Building To build a CCR Tree, you must record the Home Menu prompt or Home You can also choose from the following: add an Information Message record the Information Point messages assign the Destination type add a Transfer Point assign the extension number add a Leave Message Point...
  • Page 238 Section 8: Setting up Custom Call Routing (CCR) ____ _____ Recording To record the Home Menu voice prompt: the Home Menu voice prompt The display shows: <the System Coordinator Mailbox and password combination> Enter P r e s s The display shows: P r e s s The display shows: P r e s s...
  • Page 239 Section 8: Setting up Custom Call Routing (CCR) P r e s s The display shows: I T - - - At the tone, record your primary language Home Menu voice prompt. Press OK to end the recording. The display shows: Note: Press to replay your recording.
  • Page 240 Section 8: Setting up Custom Call Routing (CCR) Adding an The Information Message provides a caller with single-digit access to a message describing goods or services your company. To add an Information Information Message, begin from this display: Message Enter <the Path number> Press The display shows: Note: The...
  • Page 241 Section 8: Setting up Custom Call Routing (CCR) Press to accept the recording. The display shows: P r e s s The display shows: Note: If you want to record an Information Message in the alternate language, press and follow the instructions that appear on the display.
  • Page 242 Section 8: Setting up Custom Call Routing (CCR) Assigning The Destination type determines where the caller is transferred after listening to an Information Message or leaving a message in a mailbox. The two Destination tion choices are: the Home Menu to disconnect the call To assign the Destination type: Press...
  • Page 243 Section 8: Setting up Custom Call Routing (CCR) a A Transfer Point is where the caller is transferred to an extension. You add a Transfer Point by giving it a Path number and assigning an extension. To add a Transfer Point; begin from this display: P o i n t <the Path number>...
  • Page 244 Section 8: Setting up Custom Call Routing (CCR) Adding a The Leave Message Point is where the caller is forwarded to a mailbox to leave and-. a message. You create a Leave Message Point by giving it a Path number assigning a mailbox number.
  • Page 245 Section 8: Setting up Custom Call Routing (CCR) Assigning the The Destination type determines where the caller is transferred after listening to an Information Message or leaving a message in a mailbox. The two tion choices are the Home Menu or to disconnect the call. To assign the Destination type: Press to return the caller to the Home Menu.
  • Page 246 Section 8: Setting up Custom Call Routing (CCR) You must save the CCR Tree before it can be enabled. CCR Tree To save a CCR Tree, begin from this display: Et-ID P r e s s The display shows: P r e s s display shows: P r e s s The display shows:...

  • Page 247: Enabling A Ccr Tree

    Section 8: Setting up Custom Call Routing (CCR) Enabling a Before incoming callers can access a CCR Tree, you must: CCR Tree assign the lines to the Greeting Table assign the Tree to the Greeting Table Note: For more information about the Greeting Table, refer to Section 5 in this guide:...
  • Page 248 Section 8: Setting up Custom Call Routing (CCR) P r e s s P r e s s display This completes assigning the Greeting Table, and enabling the CCR Tree, To end this CCR session, press Testing a After the CCR Tree is built, saved, and enabled, you can test the Tree to ensure it is working properly.
  • Page 249 Section 8: Setting up Custom Call Routing (CCR) Mini Set Up and Operation Guide...

  • Page 250: Administering Custom Call Routing (Ccr)

    telemanuals.com 9 - l Administering Custom Call Routing (CCR) You can make changes to the Custom Call Routing Tree at any time. This section describes what types of changes can be made, and how to make them. Changing a CCR Tree includes: disabling a Tree accessing the Workspace deleting a Tree...
  • Page 251 (CCR) Section 9: Administering Custom Call Routing Disabling You must disable a Tree before making any changes to ensure that service not be disrupted. Disabling a Tree puts the Tree out of service. To redesign a Tree, refer to Note: Section 4: Preparing to set up Custom Call Routing (CCR), and the...
  • Page 252 Section 9: Administerinq Custom Call Routing (CCR) Press until the display shows: Press The display changes to show: Press OK The display shows: To end this session, press Mini Set Up and Operation Guide...
  • Page 253 Section 9: Administering Custom Call Routing (CCR) Accessing If you made changes to a Tree but did not save it, the Tree is stored as Tree in the Workspace. You can access the Workspace, continue to make changes, and save the Tree as Tree number Workspace To access the Workspace: Press...
  • Page 254 Section 9: Administering Custom Call Routing (CCR) Enter <Tree number The display changes to show: P r e s s The display shows: P r e s s The display shows: Enter <the Path number> you want to change. Press Note: Continue making the changes you require according to the steps provided in this section or follow the options that appear on the display.
  • Page 255 Section 9: Administering Custom Call Routing (CCR) Deleting You must disable a Tree before deleting it to ensure that service is not a Tree To delete a Tree: P r e s s The display shows: Enter System Coordinator password and mailbox combination> P r e s s The display shows: P r e s s...
  • Page 256 Section 9: Administering Custom Call Routing (CCR) Tree number> you want to delete. Enter Note: The Tree number is or 5. The display changes to show: ... . Press The display shows: P r e s s The display changes to show: P r e s s...
  • Page 257 Section 9: Administering Custom Call Routing (CCR) Erasing When you erase a Path, all following messages, prompts, and Points on this Path are also erased. When erased, a Path cannot be recovered. To erase a Path: The display shows: Coordinator password and mailbox combination> Enter System P r e s s...
  • Page 258 Section Administering Custom Call Routing (CCR) Press The display shows: P r e s s The display shows: Enter Path number> you want to delete. P r e s s The display shows: Note: The shown in step 11 represents the path number. The display shows: Mini Set Up and Operation Guide...
  • Page 259 Section 9: Administering Custom Call Routing (CCR) P r e s s The display shows: The display changes to show: Press E The display shows: Press The display shows: P r e s s The display shows: Note: When Tree 1 is enabled, Tree 5 cannot be saved to replace Tree The new tree is saved as Tree 5 in the workspace.
  • Page 260 Section 9: Administerina Custom Call Routing (CCR) Adding Adding a Point applies to a: a Point Information Message Transfer Point Leave Message Point To add a Point: The display shows: Enter <the System Coordinator password and mailbox combination> Press OK The display shows: P r e s s display shows:...
  • Page 261 Section 9: Administering Custom Call Routing (CCR) Press display P r e s s The display shows: Enter <the Path number> you want to add. P r e s s The display shows: Note: shown in step 11 represents the Path number. To add a Transfer Point, To add an Information Message, press or a Leave Message Point, press...
  • Page 262 Section 9: Administering Custom Call Routing (CCR) Changing As often as needed, you can re-record the primary and alternate language information Messages. Information To change an Information Message: Message P r e s s The display shows: Enter <the System Coordinator password and mailbox combination>...
  • Page 263 Section 9: Administering Custom Call Routing (CCR) _ _ _ _ _ _ The display shows: Enter <the Path number> you want to change. display shows: Note: The shown in step represents the Path number. P r e s s The display shows: The display shows: At the tone, record your primary language Information Message.
  • Page 264 Section 9: Administering Custom Call Routing (CCR) P r e s s The display shows: Note: Pressing changes the display to show: SC Pressing returns the caller to the Home Menu. Pressing disconnects the call. DISC: Press OK The display shows: P r e s s The display shows: P r e s s...

  • Page 265: Changing The Transfer Extension

    Section 9: Administering Custom Call Routing (CCR) Changing how a call is transferred to an extension. can change where and the transfer To change the extension: extension P r e s s The display shows: Enter <the System Coordinator password and mailbox combination> Press OK The display shows: P r e s s...
  • Page 266 Section 9: Administering Custom Call Routing (CCR) P r e s s display shows: P r e s s The display shows: Enter <the Path number> you want to change. P r e s s The display shows: P r e s s The display shows: The shown in step 12 represents the current extension.
  • Page 267 Section 9: Administering Custom Call Routing (CCR) P r e s s The display shows: P r e s s The display shows: P r e s s The display shows: P r e s s The display shows: The display changes to show: To end this session, press...
  • Page 268 Section 9: Administering Custom Call Routing (CCR) Changing The Leave Message Point is where the call is forwarded to a mailbox to leave a message. You can change the mailbox number to re-direct the call. the Leave Message Important: Ensure the mailbox is initialized before assigning the mailbox Point number to a CCR Tree.
  • Page 269 Section 9: Administering Custom Call Routing (CCR) P r e s s The display shows: P r e s s The display shows: Enter <the Path number> you want to change. P r e s s The display shows: P r e s s The display shows: Note: The shown in step 12 represents the current mailbox number.
  • Page 270 Section 9: Administering Custom Call Routing (CCR) Press The display shows: P r e s s The display shows: P r e s s The display shows: P r e s s The display shows: The display changes to show: To end this session, press Mini Set Up and Operation Guide...
  • Page 271 Section 9: Administering Custom Call Routing (CCR) Changing The call destination determines where the caller goes after listening to an Information Message or a Leave Message optic@. You have two choices: the Home Menu Point or to disconnect the call. Destination Note: Only Information Messages, and Leave Message Points require a Destination type.
  • Page 272 Section 9: Administering Custom Call Routing (CCR) - - - - - - - - - - Press The display shows: P r e s s The display shows: Enter <the Path number> you want to change, P r e s s The display shows: Note: The display shows if you are changing an Information...
  • Page 273 Section 9: Administering Custom Call Routing (CCR) Press The display shows: Press E The display shows: P r e s s The display shows: P r e s s The display shows: The display changes to show: To end this session, press Mini Set Up and Operation Guide...
  • Page 274 telemanuals.com Administering the mailboxes This section describes the steps for administering the mailboxes. Mailbox administration involves: listening to messages left in the Special replying to messages left in the Special Mailboxes routing messages left in the General Delivery Mailbox adding, changing, and deleting Personal Mailboxes resetting mailbox passwords Note: If you lose the System Coordinator’s password, it can be reset.
  • Page 275 Section 10: Administering the mailboxes L i s t e n i n g t o Messages left in the Special Mailboxes should be listened to daily. When the message has played and you have attended to the message, delete the message from the mailbox.

  • Page 276: Opening The Special Mailboxes

    Section 10: Administering the mailboxes Opening the There are two Special Mailboxes, the System Coordinator Mailbox Special General Delivery Mailbox. To open a Special Mailbox, you need the Special Mailboxes Mailbox password. To listen to messages left in a Special Mailbox: The display shows: Note: If the display shows the prompt, press...

  • Page 277: Copying A Message To A

    Section 10: Administering the mailboxes Press to listen to the message envelope Press to save the message When you have listened to all the messages, press to end the session. Copying You can copy a message left in the Special Mailboxes or any Personal Mailbox a message to any mailbox owner with an initialized mailbox using feature.
  • Page 278 Section 10: Administering the mailboxes mailbox number that is to receive the message> Enter Press to use the Company Directory. The display shows: Note: To deliver your introduction and message without using the Delivery options, press P r e s s The display shows: To mark a message Certified, press To mark a message Urgent,...
  • Page 279 Section 10: Administering the mailboxes Replying When a message is left in one of the Special Mailboxes or any Personal Mailbox and the message is sent by a mailbox owner, you can use the reply option to respond to the message. You can reply by calling the message sender, or by sending your own message to the message sender.
  • Page 280 Section 10: Administering the mailboxes To reply to a message sender with a message, you must open the mailbox Replying by sending a using the Open Mailbox Feature Code and listen to the message. After the message message has played: P r e s s The display shows: Press...

  • Page 281: Adding A New Mailbox

    Section 10: Administering the mailboxes Personal Mailboxes can be added, changed, or deleted from at any time. A Personal Mailbox is administered by the mailbox owner. For more Mailboxes information on Personal Mailbox options and administration, refer to the Mini Reference Guide. Personal Mailboxes require very little administration.
  • Page 282 Section 10: Administering the mailboxes The display shows: P r e s s The display shows: Enter <the mailbox number> The display shows: Note: allows only one extension number per mailbox. Enter <the extension number> The display shows: Enter Class of Service from 1 to The display shows: <the mailbox owner last name and first initial5 Enter...
  • Page 283 Section 10: Administering the mailboxes The display shows: ..- - - - - I - l l . Press This is a Directory Override. Pressing means the user name is always played in the Company Directory. Pressing means a mailbox owner’s name is not played in the Company Directory.

  • Page 284: Changing A Mailbox Extension

    Section Administering the mailboxes Changing change a mailbox extension: a mailbox extension The display shows: Enter <the System Coordinator Mailbox and password combination> P r e s s The display shows: The display shows: P r e s s The display shows: Enter <the mailbox number>...
  • Page 285 Section 10: Administering the mailboxes P r e s s The display shows: Enter extension number> The display changes to show: To end this session, press Mini Set Up and Operation Guide...

  • Page 286: Changing A Mailbox Class Of Service Io

    Section Administering the mailboxes Changing a To change a mailbox Class of Service: mailbox Class of Service <the System Coordinator Mailbox and password combination> Enter P r e s s The display shows: The display shows: P r e s s The display shows: Enter <the mailbox number>...

  • Page 287: Changing A Mailbox Owner's Name

    Section 10: Administering the mailboxes P r e s s The display shows: Enter <Class of Service from 1 to To end this session, press Changing a To change a mailbox owner’s name: mailbox owner’s name Enter <the System Coordinator Mailbox and password combination> The display shows: display shows: P r e s s...
  • Page 288 Section 10: Administering the mailboxes P r e s s The display shows: P r e s s The display shows: P r e s s The display shows: P r e s s The display shows: Enter <the mailbox owner’s last name and first initial> Press The display shows: Note: The display numbers shown in these steps are only examples.

  • Page 289: Changing Mailbox Overrides

    Section Administering the mailboxes Changing To change the Company Directory Override and Message Waiting Notification: Mailbox Overrides Enter System Coordinator Mailbox and password combination> Press The display shows: The display shows: The display shows: Enter <the mailbox number> The display shows: P r e s s The display shows: P r e s s...
  • Page 290 Section 10: Administering the mailboxes P r e s s The display shows: Note: To change the Company Directory Override, press When is shown on the display, the mailbox owner’s name is included in the Company Directory. When an is shown on the display, the mailbox owner’s name is not included in the Company Directory.
  • Page 291 Section IO: Administering the mailboxes Resetting a mailbox password changes it to the default password 0000. A Resetting password only needs to be reset when the mailbox owner forgets the password, a mailbox password After a mailbox password has been reset, you must instruct the mailbox owner to change the default password.
  • Page 292 Section Administering the mailboxes Deleting Before you delete a mailbox, ensure the mailbox owner has listened to all the messages. When a mailbox is deleted, all the messages stored in that mailbox are also deleted. To delete a mailbox: Press Enter <the System Coordinator Mailbox and password combination>...
  • Page 293 Section 10: Administering the mailboxes Mini Set Up and Operation Guide...

  • Page 294: Sending A Message To More Than One Mailbox

    telemanuals.com Sending a message to more than one mailbox Apart from the day to day messages that you send, there might be times when you need to send a Broadcast Message to all mailbox owners, or a Group Message to a designated group of mailboxes. This section describes the steps you need to: send a Broadcast Message create or delete a Group List...

  • Page 295: To Send A Broadcast Message

    11 2 Section 11: Sending a message to more than one mailbox Sending a To send a Broadcast Message, you must first open your System Coordinator Broadcast Mailbox. Message To send a Broadcast message: P r e s s <the System Coordinator password> Enter Note: If you are sending a Broadcast Message from a telephone...

  • Page 296: Group Messages

    Section Sending a message to more than one mailbox Group Before you can send a Group Message, you must first define a Group List. Group List contains all the mailbox numbers that receive a group message, For Messages example, you might group all mailboxes from the Accounting department into one Group List, and all mailboxes from Shipping into another.
  • Page 297 Section 11: Sending a message to more than one mailbox The Group List number acts like a mailbox number when you leave a message for the mailboxes in the Group List. Table shows a sample Group List. 11.1 List No. Name Mailbox No.

  • Page 298: Adding A Group List

    Section 11: Sending a message to more than one mailbox Adding To add a Group List: a Group List P r e s s Enter <the System Coordinator Mailbox and password combination> P r e s s The display shows: P r e s s The display shows: Press...
  • Page 299 Section 11: a message to more than one mailbox Press to end your recording. Note: This Group List name is played to any caller who leaves a message for the mailboxes in the group. Remember to speak clearly, at a pace that is easy to The display shows: Note: To listen to your recording, press To record the name...
  • Page 300 Section 11: Sending a message to more than one mailbox Changing a A Group List name and Company Directory recording can be changed at any time. You cannot change a Group List number. To change a Group Group List number, you must delete the Group List and add new member mailbox numbers name and as a new Group List.
  • Page 301 Section 11: Sendinq a message to more than one mailbox Enter <the new Group List name> Press The display shows: ..you must Note: When you change the Group List name, make a new recording of the Group List name. P r e s s At the sound of the tone, record the new Group List name.
  • Page 302 Section 11: Sending a message to more than one mailbox Changing the Member mailbox numbers can be added to or deleted from an existing Group List at any time. Mailboxes must be initialized before they can be added to a to Adding a Group List, Group List.
  • Page 303 Section 11: Sending a message to more than one mailbox To add a mailbox number to the Group List, press The display shows: Enter mailbox number to be included in List> Note: If you do not know a mailbox number, press DIR This allows you to select a name and mailbox number from the Company Directory.
  • Page 304 Section 11: Sending a message to more than one mailbox Viewing the To view the member mailbox numbers included in a Group List, you need the Group List number. members of a Group List To view a Group List: <the System Coordinator Mailbox and password combination> Enter Press The display shows:...
  • Page 305 Section 11: Sending a message to more than one mailbox Press The display shows: Press to view the next Group List mailbox member. When all the Group List members have been shown, the display shows: To end the session press Deleting a You can delete a Group List at any time.
  • Page 306 11: Sending a message to more than one mailbox Section Press The display shows: P r e s s The display shows: Enter <the Group List number you want deleted> The display shows: P r e s s The display shows: To end the session, press Mini Set Up and Operation Guide...
  • Page 307 Section 11: Sending a message to more than one mailbox Sending A Group Message can be sent whenever you want to notify a special group of mailboxes of a pending event or company notice that only pertains to that group. When a mailbox owner sends a message to the Group List where their mailbox Message is registered, their mailbox does not receive the message.

  • Page 308: Reports

    telemanuals.com 1 2 - 1 Reports Reports are used to view programming, status and the available message time. There are six Reports: Directory Report Numeric Subscriber Mailbox Report System Group List Report Message Usage Report Mailbox Activity Report CCR Tree Report This section describes the Reports, and explains how to generate them.

  • Page 309: The Different Reports

    Section 12: Reports The different Reports allow you to view storage capacity, the Company Directory List, mailbox owners, Group Lists, individual mailbox activity and different programming and data. Reports are numbered from 1 to 5. Only the R e p o r t s po number appears on the display.
  • Page 310 Section 12: Reports System Group List Report (3) This report shows the Group List number, the Group List name, the mailbox numbers included in the Group List, and the mailbox owner name. Figure 12.3 shows a sample System Group List Report. SYSTEM LIST REPORT Date:...
  • Page 311 Section 12: Reports Mailbox Activity Report (5) This report shows the mailbox number, mailbox owner’s name, the last date of access, and information about the messages left in a mailbox. This report covers mailbox usage over a period of seven days. This is a two page report. Figure 12.5 shows a sample page 1 of the Mailbox Activity Report.
  • Page 312 Section 12: Reports Mailbox Activity Report Date Last Cleared: CUMULATIVE AVERAGE No. of messages recorded Total length of messages Average length of message No. of times maximum message length reached (recorded by sender): No. of messages received Total length of messages Average length of message 0 .

  • Page 313: The Tree Report

    Section 12: Reports This report shows the Tree number, the current date, the last date changes were made, and the Tree status. The report also shows the Points on the Tree, Tree Report assignments made to the Points, and any areas that need administering. Figure 12.7 shows a sample Tree Report.
  • Page 314 Section 12: Reports whenever you need them. Reports are You can print Reports printed using the Configuration Feature Code 983. Before you begin print your reports, ensure the printer is turned on, and there is enough paper in the printer. To print a Report to 5:...
  • Page 315 Section 12: Reports Press The display shows: Note: When you are printing Report 5, the display changes to show: Enter mailbox number or press Report 5 begins to print automatically. When the report is finished printing, the display changes to show: Note: To stop the printer, press To reset the Mailbox Activity report, press The display shows:...

  • Page 316: Printing Reports

    Section 12: Reports Printing You can print the CCR Tree Reports whenever you need them. The CCR tree Reports are printed using the Configuration Feature Code 983. Before you begin to print your reports, ensure the printer is turned on, and there is enough Reports paper in the printer.
  • Page 317 Section 12: Reports P r e s s The display shows: Press The display shows: When the Report is finished printing, the display changes to show: When you are finished printing, press Mini Set Up and Operation Guide...

  • Page 318: Troubleshooting

    1 3 - 1 Troubleshooting Troubleshooting is separated into three sections: system trouble operating trouble Custom Call Routing (CCR) trouble System troubles are problems occurring to more than one user, and to both internal and external Automated Verify that you have assigned the lines to the Greeting Table, and the line Attendant does is designated as Y.
  • Page 319 Section 13: Troubleshooting The Automated to work, it requires a tone dial telephone signal and a minimum Attendant voice level. for a caller to respond. If a response is not received, transfers some the caller is transferred to the receptionist or designated operator. If the to the receptionist or designated operator is not available, the caller is automatically General Delivery transferred to the General Delivery Mailbox.
  • Page 320 Section 13: Troubleshooting Feature 981 Whenever the Log prompt appears on the display, it can be caused by the produces a station not having an assigned mailbox. If the extension does not have an and a password. “LOG” prompt assigned mailbox, will request both a mailbox number on the display...
  • Page 321 Section 13: Troubleshooting forgotten password cannot be recovered. The password associated with the A mailbox owner lost the mailbox must be reset to the default password 0000. After a password has been reset to the default password, the mailbox owner must change the default mailbox password password in order to use the mailbox.
  • Page 322 Section 13: Troubleshooting When any of these three situations occur, it could be due to a problem called Incomplete messages are Talk Off. Talk Off occurs when interprets certain voice patterns as Dual Tone Multi Frequency (DTMF) tones. DTMF tones are produced when received in a mailbox keys are pressed on a dial tone telephone.
  • Page 323 Section 13: Troubleshooting The following conditions describe problems that may occur while operating Custom Call Routing. Ensure that you check the Custom Call Routing Tree Report regularly. Section 12: Note: For more information about Reports, refer to Reports. does If you enter an incorrect digit while assigning a Path number, an error message not accept a appears.
  • Page 324 Section Troubleshooting The Tree cannot cannot be deleted while it is in use. The Tree must be disabled before The Tree it can be deleted. be deleted Note: For more information about deleting the Tree, refer to Section 9: Administering Custom Call Routing (CCR). The Tree must be saved before it can be enabled, and it should be The Tree cannot before it is saved.
  • Page 325 Section 13: Troubleshooting Mini Set Up and Operation Guide .

  • Page 326: Feature Compatibility

    telemanuals.com A - l Appendix A: feature compatibility Introduction This appendix describes how features interact with The section is organized in alphabetical order, according to the feature. feature Analog Terminal Adapter An analog single-line set can be connected to using an Analog Terminal Adapter.
  • Page 327 Appendix: feature compatibility (Inside) All users on the system can program DN is determined using Feature Code 985. The System Coordinator can use for Busy Lamp Field (BLF) indication for all voice channels. This allows channels to be monitored during busy periods. Automatic Set Relocation Must be set to NO when changing the DN and...
  • Page 328 Appendix: feature compatibility To use as a secondary line answering position, you set Delayed Ring Transfer (DRT) DRT by: Assigning the DN as the prime set for the specified lines that are to be DRT to Setting the DRT to YES. Setting DRT Delay from one to six (inclusive) rings.
  • Page 329 Codes and “Message For You” indication requires an intercom button on the set. An intercom button is required to notify a set of an incoming transfer. language capability is independent of Norstar’s Language Choice language selection for a set. language availability is determined by the Class of Service assigned to a mailbox.
  • Page 330 Appendix: feature compatibility Lines that DRT to or that is set to answer, Privacy (DR3) must be set for Privacy ON. This ensures that sessions involve only one user and The default for lines is Privacy ON. The Privacy feature is only available on Modular using Modular DR3, DR5 or...

  • Page 331: Only' Dn

    Appendix: feature compatibility When installing with and Centrext, all set to only’. For example, when Transfer is evoked, even to must be only’ DN another telephone in the system with its own prime line, software transfers through the Central Office. To ensure transfers to are routed through the system, all must be set to...
  • Page 332 telemanuals.com B - l Appendix B: Configuration Data field Default Values/Range ---- System Coordinator’s password four to eight digits in length 0000 (four zeros) Special Mailbox types: Two-digit Two-digit Seven-digit General Delivery Mailbox 1000000 System Coordinator’s Mailbox 1000002 Attendant Extension number any valid extension none...
  • Page 333 Appendix: Configuration data definition Data field Values/Range Default Extension mailbox data base: none Extension leading digit o - 9 Digits in extension two to seven digits Mailbox leading digit o - 9 none Digits in mailbox two to seven digits System Coordinator Mailbox and password combinations mailbox length...
  • Page 334 Appendix: Configuration data definition Hardware Specifications Number of ports Number of voice channels Message storage 90 minutes _ _ _ _ _ Value Data element seconds Response time at the Home Menu Maximum number of Trees Maximum number of Paths Group List leading digit Group List range 001 and 002...
  • Page 335 Appendix: Configuration data definition Class of Service values: Prompt language Max. mailbox message time (in minutes) Max. message length (in minutes) Message retention period (in days) Personal greeting Greeting length (in minutes) Group Lists Off-premise Message Notification Retry intervals (in Number of attempts 0 = INDEFINITE RETENTION P = PRIMARY...
  • Page 336 telemanuals.com C - l Appendix C: Resetting to work, the intercom number length must be the same as mailbox number length. If the intercom number length is different from the mailbox number length, you must change the mailbox number length. This appendix covers the procedures for resetting After you reset you must:...
  • Page 337 Appendix: Resetting Resetting reset Enter <the system coordinator mailbox and password combination> Note: If you are resetting before you have performed the initial set up, you must enter the default password 0000. P r e s s The display shows: P r e s s The display shows: Enter...
  • Page 338 Appendix: Resetting When was first installed, the initialization was completed by the installer. You only need to initialize if you have reset the Module to accommodate a new mailbox number length. This is usually only necessary if your system is upgraded or expanded. To initialize Press The display shows:...
  • Page 339 Appendix: Resetting Select the primary language. The display shows: Note: To change the to an press Press to enable Group List capability. The display shows: Note: To change the Group List leading digit, press and enter a leading digit from 0 to P r e s s The display shows: Press...
  • Page 340 If two or more telephones have a ringing line appearance of the same outside telephone line, and one of these telephones is programmed Norstar’s Call and answer Forward All Calls (CFAC) or Call Forward No Answer (CFNA) features, then all...
  • Page 341 Personal Mailbox of the telephone that is connected to the lowest numbered station port on the system. Note: Norstar’s Call Forward All Calls and Call Forward No Answer features do not affect calls on a telephone’s non-ringing answer button. Delayed Automated Attendant can answer any call on specified incoming telephone lines after a specified number of rings.
  • Page 342 When a user does not want to take any calls for a period of time, the user’s telephone can be forwarded to the user’s Personal Mailbox using Norstar’s Call Forward All Calls feature. When forwarded, all calls to the user’s extension are transferred directly into the user’s Personal Mailbox.
  • Page 343 Appendix: configuration tips telemanuals.com Mini Set Up and Operation Guide...
  • Page 344 telemanuals.com E - l Appendix E: error messages This appendix describes the error messages that are shown when an incorrect action is performed. The error messages shown here are presented in alpha- betical order. Appears when trying to add a mailbox again to a Group List.
  • Page 345 Appendix: error messages Appears when trying to change an Information Mailbox from the Mailbox Admin menu using Feature 983. Appears when the introduction to a message being forwarded is less than three seconds long. Appears when an incorrect Class of Service is entered while adding or changing a mailbox Class of Service using Feature Code 983.
  • Page 346 Appendix: error messages Appears when the selected option is not valid for the command display shown. Appears when a line number is entered that exceeds 184. Modular supports line numbers from 1 to 184. Compact supports line numbers from to 6. Appears when an incorrect mailbox number is entered.
  • Page 347 Appears when the maximum message storage time is almost reached in a mailbox. This is determined by the Class of Service. The mailbox owner should delete any unnecessarily stored messages in the mailbox. Appears when adding a leave message point to a mailbox that is not assigned. Appears when a message is sent to a mailbox that is not initialized.
  • Page 348 error messages Appendix: Appears when the message being recorded has too many Forward(s) and Appears when a recorded message is Appears when entering a mailbox that is not initialized. Initializing a mailbox includes changing the default password. Appears when a mailbox owner’s name is not included in the Company Direc- tory.
  • Page 349 Appendix: error messages Appears when the maximum number of mailboxes is registered with The total number of mailboxes is 24 including the System Coordinator and General Delivery Mailboxes. Appears when Message Notification is not enabled. Message Notification is assigned in the Class of Service. message received by a mailbox is sent by someone who does not have a mailbox registered and...
  • Page 350 Appendix: error messages Appears when a primary or alternate greeting is selected before it is re- corded. Appears when Delivery options are canceled while sending a message. Appears when Message Storage Pack is full. You must delete old messages from the General Delivery Mailbox and have mailbox owners delete any unnecessarily stored messages from their mailboxes.
  • Page 351 Appendix: error messages Appears when recording a greeting or message and the minimum volume level is not met. Do not use Handsfree. When recording a greeting or message, speak directly into the handset of your telephone. Appears when the maximum number of users are accessing Appears when a working extension is not specified for the mailbox.
  • Page 352 telemanuals.com F - l Appendix F: samples and tips Sample There are several ways to set up in your company. How you choose to set up depends on the type of Business Communication System, whether or not your company uses a Private Branch Exchange (PBX) set ups and how many incoming telephone lines you use.
  • Page 353 Here is how On Your Toes Dance Studio’s communication system works. The On Your Toes Dance Studio’s public telephone number is 5552468. is the Prime set for each of the studio’s two lines. Norstar’s Delayed Ring Transfer (DRT) feature is used to forward unanswered lines to the Automated Attendant.
  • Page 354 samples and tips Appendix F: “You have reached On Your Toes Dance Greeting No. 4 studio is closed af time. Please stay on line to leave a message. greetings The Greeting Table automatically answers calls using 1 through 4. Greetings through 4 play until the System Coordinator assigns different numbered greetings.
  • Page 355 Bridge Stone’s public telephone number is 55.51234. All lines appear on the central receptionist’s telephone. is the Prime set for each of the six lines. Norstar’s Delayed Ring Transfer (DRT) feature is used to forward unanswered lines to the Automated Attendant.
  • Page 356 Appendix F: samples and tips uses the Greeting Table to answer all calls after four rings. Depending on the time of day, the different recorded greetings play for the Morning, Afternoon, and Evening. When the Business Status is NO, the Non-business Hours Greeting plays.
  • Page 357 Leave Message Feature Code or the Transfer Feature Code. When is set up in this manner, Norstar’s Call Forward No Answer for the manager’s set is not used. The secretary answers the manager’s calls and uses Norstar’s TRANSFER to transfer the caller to the manager’s telephone.
  • Page 358 Appendix samples and tips can be set up to be used in a number of different ways. The following suggestions show how you can use features in your company. set up Note: essages informing callers of immediate mailbox access should direct the caller to press followed by the mailbox number.
  • Page 359 Appendix F: samples and tips Turning can turn OFF the Automated Attendant at any time. The Automated Attendant is OFF when the line answer is designated as NO. When the Automated Attendant is OFF, you should disable the General Delivery Mailbox. Automated This prevents callers from leaving a message unless they are deliberately transferred to a valid mailbox using Feature 986.
  • Page 360 telemanuals.com...
  • Page 361 Glossarv Call Transfer A transfer directly connects the caller with the desired extension. Class of Service A predetermined number designation that specifies the options for a mailbox. Company Directory An internal voice list that contains the names of users with initialized mailboxes who have been designated to appear in the directory.

  • Page 362: G L O S S A R Y Glossary

    Glossary 3 Display buttons The three buttons that appear on a two-line display. When pressed, these buttons select the specified option. Display options The choices available to a user that appear on the two-line display. Options appearing on display can be selected using the display or buttons.
  • Page 363 Glossary Home Menu An introduction voice prompt can be a menu, or a message. The Home Menu provides a list of single-digit options to a caller. A caller, after listening to the Home Voice Menu, selects the option by pressing a number on any tone dial telephone.
  • Page 364 Glossary M7310 Telephone model telephone that has a two-line display with three display buttons, 10 programmable buttons with indicators, and 12 dual program- mable buttons without indicators. M7324 Telephone model M7324 telephone that has a two-line display with three display buttons and 24 programmable buttons with indicators. Mailbox A storage place for messages on the Mini system.
  • Page 365 Glossary Operator default extension The receptionist or designated operator’s default extension. This default is preset to None, and must be changed to any valid extension that operates on the Business Communication System. Operator Status indicator that determines if a company’s receptionist or designated operator is available.
  • Page 366 Glossary Resetting passwords A System Coordinator task that changes a mailbox password from its current setting back to the default setting 0000 (four zeros). Resetting Returning the voice module to its original default settings. Special Mailboxes The two mailboxes used by the System Coordinator and designated operator.
  • Page 367 Glossary Mini Set Up and Operation Guide...
  • Page 368 Index 1 telemanuals.com Index see Appendix D Afternoon Greeting, 5-5, 7-7 Call Forward All Calls, Calling message sender, 1 O-6 Alternate greeting, 6-2, 6-24 see Appendix A Alternate language, 3-2, 3-l 2, 5-6, 5-l 8 Class of Service, 6-2 Greeting Table, 5-9 Analog Terminal Adapter, 2-11 changing, 1 O-l 3 Announcements, mailbox, 1 l-2...
  • Page 369 index General Delivery Mailbox, 2-6 Date and Time, Feature Code, 2-4 setting, 5-2 messages, 1 O-6 Default values, see Appendix Greeting Summary, 3-4 Delayed answering, see Greetings, Appendix Afternoon, 5-4, 7-7, see Business Hours Deleting a Tree, 9-6 Destination type, 4-4 assigning to the table, 5-9 assigning, 8-7, 8-l 0 Company, 5-7...
  • Page 370 Index 3 Hardware, Home Destination type, 4-4 5 - l M7324, 2-10, 5-l assigning, 8-7, 8-l 0 changing, 9-22 Mailbox, about, 2-6 Home Menu, adding, 6-7 Home Menu Voice prompt, 4-2 changing, 1 O-l 0 recording, 8-3 deleting, 10-l 9 greeting, 6-21 initializing, 6-l 8 List, 3-4, 6-5...
  • Page 371 Index 4 Message Usage Report, 12-3 Message Waiting Notification, 6-3, 6-5 Passwords, 6-l 8 setting for 2-l 1 operator, 7-3 Morning Greeting, 5-4, 7-7, resetting, 1 O-l 8 see also Business Hours System Coordinator Password, 13-4 Path, erasing, 9-8 Path not available, 13-7 Path numbers, 4-5 Non-business Hours Greeting, 5-4, 7-7, Personal Greeting, 6-2...
  • Page 372 telemanuals.com Index User Mailboxes, Sample, set up, see Appendix Users, 2-3 Saving a Tree, 8-2, 8-l 1 Using CCR, 4-l Setting up, requirements, 5-l Set up tasks, summary, 2-15 Software version, Voice prompts, 2-l 3 determining, 3-9 interrupting, 2-l 3 Special Greetings, 5-5 Volume control, 1 O-2 Special Mailboxes, 2-6, 6-16...

Table of Contents