NEC InfoSet 408 VM User guide

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NEC America, Inc. reserves the right to change the specifications, functions, or

features, at any time, without notice.

NEC America, Inc. has prepared this document for the use by its employees and

customers. The information contained herein is the property of NEC America, Inc.

and shall not be reproduced without prior written approval from NEC America, Inc.

Electra Elite and InfoSet are registered trademarks of NEC America, Inc.

NEC America, Inc.

1555 Walnut Hill Lane

Irving, TX 75038

Business Terminals Division

Preface

GENERAL INFORMATION

This book is intended to help in the installation, system administration,

and maintenance of the InfoSet 408 Voice Mail. It is intended for use as

a reference by anyone needing such information, including system

managers, support personnel, sales representative, and account

executives. It is also intended for technicians who are responsible for

system installation, maintenance, and troubleshooting.

ABOUT THIS MANUAL

This manual provides information about the system features,

configuration, and standards. Chapters of this manual include:



System Overview

Describes the System Manager’s responsibilities and how to

set up the conversation options.



Planning the System

Discusses how to handle the calls processed on the voice

processing system. Opening greetings and the system

schedule are introduced and a system directory is presented.



Setting Up the System

Provides direction on setting up the information record and how

to get started. How to record the opening greeting, setting up a

schedule, setting up the operator’s mailbox, and the System

Manager’s password are provided.



Training Users

Provides preparation materials and task directions and

procedures for the training of the user and/or technician.



Maintaining Your System

Provides directions for ongoing maintenance, special

greetings, changing options for the operator mailbox or the fax

machine. Message groups and monitoring of system status

are also addressed.



Expanding Your System With Call Routing

Provides directions for planning and using call routing. A call

routing worksheet for addressing the assignments for call

routing keys. Procedures for changing default actions and

recording new greetings are given along with a discussion for

testing call routing.

SUPPORTING

DOCUMENTS



InfoSet 408 VM, Voice Processing System, Technician’s Guide

(Stock Number 760417)



InfoSet 408 Voice Mail User Guide (Stock Number 750204-0)



InfoSet 408 System Manual (Stock Number 760409)



InfoSet 408 Voice Processing System CD-ROM (Stock Number

305260-0)

InfoSet 408 System Manager’s Guide i

Table of Contents

Chapter 1 System Overview

Section 1 Welcome to Infoset 408 Voice Mail................ 1-1

1.1 System Conversations ........................... 1-1

1.2 System IDs ............................................ 1-1

1.2.1 Subscribers Have Personal

IDs ...............................................1-2

1.2.2 System Manager’s Password .... 1-2

Section 2 System Manager Responsibilities ................... 1-2

Section 3 Using the System Manager’s Conversation.... 1-3

3.1 System Manager’s Password ................ 1-3

3.2 Using The System Manager’s

Conversation ..........................................1-4

3.3 System Manager’s Conversation ........... 1-4

3.3.1 Change a Mailbox (Press 4) ...... 1-5

3.3.2 Opening Greeting (Press 5) ...... 1-5

3.3.3 System Schedule (Press 6) ....... 1-5

3.3.4 System Settings and

Information (Press 7) ..................1-5

3.3.5 Operator Settings (Press 8) ....... 1-5

3.3.6 Call Routing (Press 9) ................ 1-5

Issue 1 NEC America, Inc.

ii Table of Contents

3.3.7 Groups (Press 0) ....................... 1-6

Chapter 2 Planning Your System

Section 1 How The System Handles Calls...................... 2-1

1.1 What Does the Automated Attendant

Do? ........................................................ 2-1

1.1.1 Callers Route Themselves ......... 2-2

1.1.2 Fax Routing, Detection, And

Notification ..................................2-2

1.1.3 Call Routing Keys Give Quick

Access ........................................2-3

1.1.4 Operator Assistance Is Always

Available .....................................2-3

1.2 Deciding How to Use the Automated

Attendant ................................................2-3

1.2.1 No Automated Attendant ........... 2-3

1.2.2 Private Attendant ....................... 2-4

1.2.3 Secondary Attendant ................. 2-4

1.2.4 Primary Attendant ...................... 2-4

Section 2 Planning Your Opening Greeting.................... 2-4

2.1 Opening Greeting And System

Schedule ................................................2-5

2.1.1 Day Greeting ............................. 2-5

2.1.2 Night Greeting ........................... 2-6

2.1.3 Holiday Greeting ........................ 2-6

2.2 System Directory ................................... 2-6

2.3 Determining the System Schedule ........ 2-7

NEC America, Inc. Issue 1

InfoSet 408 System Manager’s Guide iii

2.3.1 System Schedule ....................... 2-7

2.3.2 Your Organization’s Schedule ... 2-8

Chapter 3 Setting Up Your System

Section 1 Understanding Your System Setup................. 3-1

Section 2 Setup Information Record ............................... 3-1

Section 3 Getting Started ................................................ 3-2

Section 4 Recording Your Opening Greeting.................. 3-3

Section 5 Setting Up Your System Schedule.................. 3-4

Section 6 Setting Your Operator’s Extension and

Mailbox.............................................................3-6

Section 7 Changing the System Manager’s Password ... 3-8

Section 8 Becoming Familiar With the System ............... 3-8

Chapter 4 Training Users

Section 1 Preparing For Training .................................... 4-1

Section 2 Conducting User Training................................ 4-1

Section 3 Training the Operator ...................................... 4-3

Chapter 5 Maintaining Your System

Section 1 Ongoing Maintenance ..................................... 5-1

Issue 1 NEC America, Inc.

iv Table of Contents

Section 2 Creating A Special Opening Greeting For

Holidays ...........................................................5-1

Section 3 Changing the Extension For the Operator

Mailbox Or the Fax Machine........................... 5-2

Section 4 Adding And Deleting Voice Mailboxes............ 5-3

Section 5 Message Groups............................................. 5-4

Section 6 Monitoring System Status............................... 5-5

Chapter 6 Expanding Your System With Call Routing

Section 1 Offering Call Routing....................................... 6-1

1.1 Why Use Call Routing? ......................... 6-1

1.2 How Call Routing Works ....................... 6-2

Section 2 Evaluating Your Needs ................................... 6-2

Section 3 Planning Call Routing...................................... 6-4

Section 4 Assigning Call Routing Keys........................... 6-6

Section 5 Changing Default Actions................................ 6-6

Section 6 Recording New Greetings............................... 6-7

Section 7 Testing Call Routing........................................ 6-9

System Overview 1 - 1

System Overview

 

SECTION 1 WELCOME TO INFOSET 408 VOICE MAIL

InfoSet408 Voice Mail (VM) allows you to configure your voice mail and

call handling system to best meets the needs of your organization. The

voice messaging system is easy to use—there are no confusing codes or

special commands to remember. You communicate with the system

entirely over the telephone. To use any of the system’s features, you

listen to the system conversation and respond to short instructions, either

by pressing 1 for Yes and 2for No, or by selecting menu choices.

1.1 System Conversations

All users of the voice messaging system—the system

manager, subscribers, and people calling in to your

organization—communicate with the system through system

conversations. Different conversations are used for different

parts of the system:



You hear the system manager’s conversation when you

are setting up and maintaining your system.



Subscribers hear the message conversation when

checking messages in their mailboxes.



Subscribers hear the setup conversation when changing

setup options.



External callers hear the opening greeting conversation.

1.2 System IDs

System managers and subscribers identify themselves to

InfoSet 408 Voice Mail with system IDs. When you dial InfoSet

408 Voice Mail from an outside line, it answers with your

Issue 1 NEC America, Inc.

1 - 2 InfoSet 408 System Manager’s Guide

organization’s opening greeting. The “external” caller is

unidentified at this point, but is able to enter an extension,

leave a message, send a fax, use the directory, or choose

commands from menus.

1.2.1 Subscribers Have Personal IDs

Your personal ID identifies you to the system and lets

you use your mailbox. Each subscriber has a unique

personal ID, which is formed by adding the number 9

to the beginning of the extension number. For

example, the personal ID for extension 12 would be

912.

Note: Subscribers who use digital feature set

telephones can access their mailboxes directly

by simply dialing the InfoSet 408 Voice Mail from

their own extensions.

Because personal IDs are not private, each

subscriber can set a secret security code to safeguard

his or her mailbox. A subscriber may change this

security code at any time.

1.2.2 System Manager’s Password

The system manager’s password identifies you as the

system manager so you can customize and maintain

the voice messaging system or access your own

mailbox. (Refer to Using The System Manager’s

Conversation on page 1-4).

SECTION 2 SYSTEM MANAGER RESPONSIBILITIES

As system manager, you are responsible for the following tasks:



helping the technician determine the best way to set up your

system.



getting the people in your organization started using the voice

messaging system by recording greetings and training

subscribers.



maintaining the voice messaging system on an ongoing basis.

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