User's Guide To Voice Mail System

Appendix C: Mailbox Owner Instruction Sheets

Introduction

This section contains the forms necessary for the Mailbox owner to retrieve their message and perform their various remote access tasks. This section covers each task separately, thus allowing you to distribute the instructions on a 'need-to-know' basis.

You may photocopy these instruction sheets for your personal use, as well for your Branch Administrators and Mailbox owners.

This section contains the following instruction sheets:

Basic Mailbox Owner Instructions - This instruction pack is for all Mailbox owners. It has areas for you or the Branch Administrator to fill in the system phone number, the hours of system operation, the Mailbox ID number, and the Mailbox password. This set of instructions details the procedures for accessing the Mailbox, retrieving left messages, forwarding a message to another Mailbox, changing the Mailbox ID and Main speeches, and changing the Mailbox password.

Selecting Forwarding Options - This option is only available to the Mailbox owner if it is enabled by the System Administrator or Branch Administrator. Only the System Administrator can enable the Long-distance forwarding option.

Basic Mailbox Owner Instructions

System Phone:_____________________________

Hours of Operation:________________________

Mailbox ID number:________________________

Mailbox Password:_________________________

Accessing Your Mailbox

Use the following Procedure to access your Mailbox:

• Begin by dialing the system phone number. The System Greeting plays, followed by a menu of options. During this menu, enter your Mailbox ID. You then move through the system until you reach your Mailbox.

• While your Mailboxes' Main speech plays, press the 0 key (the number zero, not the letter "O"). A tone sounds, and you enter your Mailbox password, followed by the # key. If you enter the wrong number, a message tells you that the number is invalid, and you return to the system as a normal caller.

• If you enter the Mailbox Password correctly, you hear a count of how many old and new messages you have, then the Mailbox menu plays:

"Press 0 to change your password."

"Press 1 to retrieve messages."

"Press 2 to change the ID speech."

"Press 3 to change the Main speech."

"Press 6 to select forwarding options."

"Press * to return to the system."

At this point, you may perform the necessary tasks in your Mailbox.

Retrieving Your Messages

Use the following procedure to retrieve messages from your Mailbox:

• While on the Mailbox menu, press 1 to select the Retrieve messages option. A menu then allows you to retrieve new or old messages (1 for new, 2 for old).

• After you choose which messages to listen to (by pressing 1 or 2), the messages play, preceded by the date and time the message was left.

• After each message plays, a menu allows you to save, repeat, erase, or forward the message before moving to the next one.

• If you decide to forward the message, then the system prompts you for the object ID of the destination Mailbox. You then enter the ID number of the destination Mailbox, then press the # key to send the message to that Mailbox.

• When all messages finish playing, you return to the Mailbox menu. Pressing the * key allows you to cancel the message retrieval procedure and return to the Mailbox menu.

Changing Your ID and Main Speeches

The ID speech is the speech that identifies this as your branch. The Main speech is used to give any specific instructions or other information to the caller. The procedures for changing your Mailboxes' ID and Main speeches are nearly identical. The only difference is how you begin. You press the 2 key from the Main menu to change the ID speech, or 3 to change the Main speech. The ID speech is simply your name or any titles that a caller would know you by, and the Main speech is just a speech that tells the caller to leave a message.

Use the following procedure to change the ID or Main speech:

• While on the Mailbox menu, press the 2 key on your phone to change the ID speech, or the 3 key to change the Main speech. You then have five options:

1. You may press the 1 key to record a new ID/Main speech, and begin recording after the tone (pressing # allows you to stop recording, or they may simply stop speaking).

2. You may press the 2 key to listen to your newly recorded speech.

3. You may press the 3 key to play the old ID/Main speech.

4. You may press the 4 key to save the new ID/Main speech and exit to the Mailbox menu.

5. You may press the 5 key to discard the new ID/Main speech and exit this menu.

• Get your script for the ID/Main speech ready, then press 1. A tone sounds and you may record the speech. Press the # key to stop recording, or simply stop talking. You then hear the ID/Main Speech Recording menu again.

• Just to make sure the speech recorded properly, press the 2 key. The newly recorded speech plays. You may record the speech again if you feel it is necessary.

• When you are satisfied with the speech, you may save this speech and exit back to the Main menu by pressing 4. If you don't want to save the speech, press 5. You would then exit to the Main menu, and the speech would remain unchanged.

• When you finish, you may hang up the phone to end the call.

Changing Your Password

Use the following procedure to change your Mailbox Password:

• While on the Mailbox menu, press the 0 key on your phone to select the Change your Password option.

• A speech tells you to enter the new password, followed by the pound (#) key. If you press the pound key without entering any numbers, you return to the Mailbox menu.

• Enter your new password and press #. The system then tells you to enter the number again to verify the change.

• Enter the new password again, pressing # when you finish. The system saves the new password, and you then return to the Mailbox menu. Make sure to write your new password down on your Basic Mailbox Owner Instruction Sheet.

The system will tell you: "Operation successful" or "Operation Failed".

Selecting Forwarding Options

These are options that allow you to forward a message left in your Mailbox to a phone, beeper, or display pager. Use the following procedure to properly select your message forwarding options:

• While on the Mailbox menu, press the 6 key to select the "Select forwarding options" option. The Forwarding Options menu plays, giving you five options:

1. You may press the 1 key to forward the message in voice form to a telephone. When someone answers this phone, the system plays a speech that says "This is a voice mail system, delivering a message for [your name]. Press 1 to accept this message, or press any other key or hang up to end this call." If you press 1, then the system asks for your password. Once you enter your Mailbox password (followed by the # key), you are remotely accessing your Mailbox. The system tells you the number of old and new messages in your Mailbox. At this point, you may retrieve your messages, as well as perform any other remote access Mailbox owner task.

If the person who picks up the phone presses any other number than 1 or hangs up, then the system treats this message as 'Delivered but Declined', and the system will not forward the message again.

2. You may press the 2 key to forward the message to a beeper. This causes your beeper to sound, indicating that a caller left a message in your Mailbox.

3. You may press the 3 key to forward the message to a display pager. This causes Your pager to sound, and it displays the system's phone number. This indicates that a caller left a message in Your Mailbox.

4. You may press the 4 key to disable your message forwarding feature. This means that none of the messages left in your Mailbox will be forwarded.

5. You may press the 5 key to cancel this operation and exit this menu. You then return to the Mailbox menu.

If you press 1,2, or 3, then the Phone Number menu plays. This menu allows you to record a phone number that the system dials and delivers a forwarded message to. The Phone Number menu gives you the following options:

• You may press the 1 key to record a new forwarding number. This phone number must be seven digits long. After the tone, you enter the seven-digit phone number, then return to the Phone Number menu.

• You may press the 2 key to play back the newly recorded phone number. The phone number plays, then you return to the Phone Number menu.

• You may press the 3 key to play the current phone number. The phone number plays, then you return to the Phone Number menu.

• You may press the 4 key to save the newly recorded phone number and exit this menu. You then return to the Mailbox menu.

• You may press the 5 key to cancel this operation and exit this menu. You then return to the Mailbox menu.

If you need to forward messages to a long distance number, you must contact the System Administrator. They will need to set the controls for this feature, and will ask you for the long distance area code.