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NEC DS1000 IntraMail Feature Handbook
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NEC DS1000 IntraMail Feature Handbook

Nec ds1000/2000 intramail feature handbook
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1. Features
2. Soft Key Glossary
DS1000/2000
IntraMail
Feature Handbook

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Summary of Contents for NEC DS1000 IntraMail

  • Page 1 1. Features 2. Soft Key Glossary DS1000/2000 IntraMail Feature Handbook...
  • Page 2 This manual has been developed by NEC Unified Solutions, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated.

  • Page 3: Table Of Contents

    Table of Contents Table of Contents Table of Contents ............i Chapter 1: Features .

  • Page 4: Table Of Contents

    Table of Contents Guest Mailbox ..............62 Enhanced Guest Mailbox.
  • Page 5 Table of Contents Undefined Routing ............115 Unscreened Transfer .
  • Page 6 Table of Contents Table of Contents DS1000/2000 IntraMail Feature Handbook...

  • Page 7: Chapter 1: Features

    Chapter 1: Features Introduction to IntraMail Features Introduction to IntraMail Features If you are not familiar with the IntraMail features, review the IntraMail Feature Glossary on page 2. This chapter provides detailed information on the IntraMail features. The features in this chapter are in alphabetical order, like a dictionary.

  • Page 8: Intramail Feature Glossary

    IntraMail Feature Glossary IntraMail Feature Glossary Feature Glossary Name Description Usage Administrator Security Code See Security Code in this glossary. Voice Mail Control Alternate Next Call Routing See Next Call Routing Mailbox in this Glossary. Voice Mail Mailbox Announcement Mailbox Mailbox that allows a prerecorded greeting to play to callers.
  • Page 9 IntraMail Feature Glossary Name Description Usage Automatic Call Routing to a See Go to a Mailbox in this glossary. Automated Attendant Mailbox Automatic Message Erase/Save See Auto Erase or Save in this glossary. Voice Mail Automatic Routing for Rotary If an Automated Attendant caller doesn’t dial any digits, Automated Attendant Dial Callers IntraMail will automatically route them to a specified...
  • Page 10 IntraMail Feature Glossary Name Description Usage Deleting a Message See Message Delete in this glossary. Voice Mail Deleting Mailbox Security Code See Mailbox Security Code Delete in this glossary. Maintenance Dial Action Table Defines the dialing options for a Call Routing Mailbox Automated Attendant chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers.
  • Page 11 IntraMail Feature Glossary Name Description Usage Flexible Mailbox Numbering Plan If the telephone system extension numbers are custom- System ized, the IntraMail mailbox numbers can be customized to match. See Flexible Mailbox Numbering Plan on page 54 for more. Forced Unscreened Transfer A Subscriber Mailbox can optionally convert Automated Automated Attendant Attendant Screened Transfers to Unscreened Transfers.
  • Page 12 IntraMail Feature Glossary Name Description Usage Leaving a Message An extension user can leave a voice message in a Voice Mail co-worker’s mailbox if that extension is busy, unanswered, or in Do Not Disturb. See Leaving a Message on page 66 for more. Leaving a Message at a Busy/ See Leaving a Message in this glossary.
  • Page 13 IntraMail Feature Glossary Name Description Usage Master Mailboxes Additional mailboxes used for Ring Group and UCD Hunting Group overflow. Can also be used for Guest Mail- boxes, as well as additional Call Routing, Announcement, and Directory Dialing Mailboxes. See Master Mailbox on page 79 for more. Message Count Display The telephone display can show the number of new mes- Voice Mail...
  • Page 14 IntraMail Feature Glossary Name Description Usage Message Waiting Lamp An extension’s Message Waiting lamp flashes on the tele- Voice Mail phone indicating that they have new messages waiting in their mailbox. See Message Waiting Lamp on page 94 for more. Multiple Company Greetings By assigning a unique Answer Table to each trunk, a sin- Automated Attendant...
  • Page 15 IntraMail Feature Glossary Name Description Usage Recording Options See Record and Send a Message in this glossary. Voice Mail Remote Log On See Log Onto Voice Mail in this glossary. Voice Mail Remote Greetings See Greeting in this glossary. Voice Mail Remote Message Notification See Message Notification in this glossary.
  • Page 16 IntraMail Feature Glossary Name Description Usage System Administrator Mailbox A Subscriber Mailbox option that enables the system Voice Mail administration capabilities. See System Administrator Mailbox on page 109 for more. Also see System Administrator in this glossary. System Re-initialization Re-initializing IntraMail returns all programmed options Maintenance to their default values.
  • Page 17 IntraMail Feature Glossary Name Description Usage Unscreened Transfer Similar to telephone system unscreened transfers in which Automated Attendant the transferring party immediately extends the call. After an Automated Attendant caller dials an extension, IntraMail immediately transfers the call to the destination and hangs up.

  • Page 18: Announcement Mailbox

    Announcement Mailbox Announcement Mailbox Description An Announcement Mailbox plays a pre-recorded announcement to Automated Attendant callers without providing dialing options. The Announcement Mailbox is typically set up to provide information to callers (such as company directions) and then route back to the Automated Attendant. For example: The Automated Attendant instructs the caller to dial a digit (e.g., 1) for company directions.
  • Page 19 Announcement Mailbox Operation Recording an Announcement Mailbox Message [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Announcement Mailbox message. [ANNOUNCEMENT] - [ANN] Enter the Announcement Mailbox number. Listen to current Announcement Mailbox message.

  • Page 20: Announcement Message

    Announcement Message Announcement Message Description The Announcement Message is the voice message that the System Administrator records for a specific Announcement Mailbox. See Announcement Mailbox on page 12 for more. Operation See Announcement Mailbox on page 12. Chapter 1: Features DS1000/2000 IntraMail Feature Handbook...

  • Page 21: Answer Schedule Override

    Answer Schedule Override Answer Schedule Override Description Answer Schedule Override provides alternate answering for Automated Attendant calls. When enabled, Answer Schedule Override sends calls to the specified Override Mailbox. The Override Mailbox can be an Announcement, Call Routing, or Subscriber mailbox. You can use Answer Schedule Override to provide holiday and bad weather closing announcements, for example.

  • Page 22: Answer Tables

    Answer Tables Answer Tables Description The Answer Table determines how the Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. IntraMail provides 8 Answer Tables. The Answer Table is an integral part of the Automated Attendant.

  • Page 23: The Default Mailbox And Routing Hierarchy

    Answer Tables The Default Mailbox and Routing Hierarchy The Default Mailbox provides routing for an Answer Table during periods when a schedule is not in effect. By default, for example, Answer Table 1 Schedule 1 is active Monday through Friday from 8:30 AM to 5:00 PM.
  • Page 24 Answer Tables Operation Chapter 1: Features DS1000/2000 IntraMail Feature Handbook...

  • Page 25: Answering Machine Emulation

    Answering Machine Emulation Answering Machine Emulation Description A user’s keyset can work like a home answering machine. This lets IntraMail screen their calls, just like their answering machine at home. If activated, the extension’s incoming calls route to the user’s Subscriber Mail- box.
  • Page 26 Answering Machine Emulation Personal Answering Machine Emulation [Super Display Soft Key] - [Keyset Soft Key] When Personal Answering Machine Emulation broadcasts your caller’s voice, you can: While you are listening to the broadcast, flashes and lights steadily on. Do nothing to have the caller’s voice automatically recorded in your mailbox. Press or lift the handset to intercept the call.

  • Page 27: Auto Attendant Do Not Disturb

    Auto Attendant Do Not Disturb Auto Attendant Do Not Disturb Description When a subscriber enables Auto Attendant Do Not Disturb, Automated Attendant calls to their extension go directly to their mailbox. Their phone will not ring for calls from the Automated Attendant. You can option- ally enable Auto Attendant Do Not Disturb from system programming.
  • Page 28 Auto Attendant Do Not Disturb Operation Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail does the following: •...

  • Page 29: Auto Erase Or Save

    Auto Erase or Save Auto Erase or Save Description When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. The setting of this option depends on how the subscriber would pre- fer their mailbox to operate.

  • Page 30: Auto Time Stamp

    Auto Time Stamp Auto Time Stamp Description After a Subscriber Mailbox user listens to a message, IntraMail can optionally announce the time and date the message was left. The Subscriber can enable Auto Time Stamp from their mailbox, or you can optionally enable in from system programming.

  • Page 31: Automated Attendant

    Automated Attendant Automated Attendant Description The Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. The Answer Table is an integral part of the Automated Attendant. The Auto- mated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.
  • Page 32 Automated Attendant The block diagram below shows the default IntraMail Automated Attendant configuration. DIL to Voice Mail 1003 - Direct Termination (Day) 1003 - Direct Termination (Night) Master (700) Default Automated Attendant Answering Trunks Route to 1003 - Answer Table Answer Table 1 Answer Table 1 8007 - Answer Tables...

  • Page 33: Automated Attendant Transfer

    Automated Attendant Transfer Automated Attendant Transfer Description An extension user can transfer their trunk call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options. This helps an outside caller, for example, that wants to return to the Automated Attendant so they can dial another co-worker or use a different Automated Attendant option.

  • Page 34: Automatic Routing For Rotary Dial Callers

    Automatic Routing for Rotary Dial Callers Automatic Routing for Rotary Dial Callers Description If an Automated Attendant caller doesn’t dial any digits, IntraMail will automatically route them to a speci- fied option (such as the operator or a mailbox). This lets rotary telephone users stay on the line to leave a message or have their call processed.

  • Page 35: Call Forward To A Mailbox

    Call Forward to a Mailbox Call Forward to a Mailbox Description A subscriber can easily forward calls to their Subscriber Mailbox. Instead of dialing an extension as the for- warding destination, the user just presses their key instead. With Call Forward to a Mailbox, the subscriber is assured that their calls don’t get forgotten when they are busy or unavailable to pick up their calls.

  • Page 36: Call Routing Mailbox

    Call Routing Mailbox Call Routing Mailbox Description The Call Routing Mailbox, associated with an Answer Table, specifies which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers. By default, IntraMail provides 8 Call Routing Mailboxes (000-007). However, you can assign any of the 16 Routing Mailboxes as a Call Routing Mailbox.
  • Page 37 Call Routing Mailbox The block diagram below shows the default IntraMail Automated Attendant configuration. DIL to Voice Mail 1003 - Direct Termination (Day) 1003 - Direct Termination (Night) Master (700) Default Automated Attendant Answering Trunks Route to 1003 - Answer Table Answer Table 1 Answer Table 1 8007 - Answer Tables...
  • Page 38 Call Routing Mailbox Operation Recording an Instruction Menu for a Call Routing Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Instruction Menus. [INSTRUCTION] - [INST] Enter the Call Routing Mailbox number (000-007).

  • Page 39: Call Screening

    Call Screening Call Screening Description Call Screening allows a display keyset extension user to listen to (screen) a voice mail message as it is being left in their mailbox. Call Screening emulates a standard home answering machine — in addition to provid- ing more control when handling incoming messages.
  • Page 40 Call Screening Operation Manual Call Screening Operation [Super Display Soft Key] - [Keyset Soft Key] When Automatic Call Screening is off, you hear a single beep and MW flashes fast while IntraMail records your caller’s message. Your telephone display automatically changes to show the Call Screening soft key options.
  • Page 41 Call Screening Automatic Call Screening Operation [Super Display Soft Key] - [Keyset Soft Key] When Automatic Call Screening is on, your idle telephone automatically goes into the screen mode while your caller leaves a message. Call Screening is only available while your telephone is idle. To turn Automatic Call Screening on or off: [PROGRAM + SCREEN] + [PGM + MORE + MORE + SCRN] Turn Automatic Call Screening on.

  • Page 42: Caller Id

    Caller ID Caller ID Description Caller ID is a telephone company service that provides an extension with a caller’s number and optional name. With Caller ID, the display keyset user knows who’s calling before they pick up the call. Caller ID Logging stores a record of the call on the user’s telephone which they can review and use to easily return the call.

  • Page 43: Caller Id With Return Call

    Caller ID with Return Call Caller ID with Return Call Description See Make Call on page 78. Operation See Make Call on page 78. DS1000/2000 IntraMail Feature Handbook Chapter 1: Features...

  • Page 44: Calling The Automated Attendant

    Calling the Automated Attendant Calling the Automated Attendant Description Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for additional dialing options. This lets the caller dial other extensions, leave messages for co-workers, or use other Automated Attendant features.

  • Page 45: Centrex Transfer

    Centrex Transfer Centrex Transfer Description Centrex Transfer is a Dial Action Table option that can transfer an Automated Attendant call from a Centrex trunk to an outside number using the features of that Centrex trunk. With Centrex Transfer, the Automated Attendant answers an outside call and then transfers the caller back to the telco using the same trunk on which the call initially rang.

  • Page 46: Conversation Record

    Conversation Record Conversation Record Description Conversation Record allows a subscriber to record their active call as a new message in their mailbox, which they can review later on. Conversation Record can be helpful when an extension user is on a call that involves a lot of detail (such as a technical discussion or extensive directions).
  • Page 47 Conversation Record Operation Conversation Record [Super Display Soft Key] - [Keyset Soft Key] To record your active call in your mailbox: Only one party on a call can use Conversation Record at any one time. This includes Intercom calls and Conference calls.

  • Page 48: Dial Action Table

    Dial Action Table Dial Action Table Description The Dial Action Table defines the dialing options for the Call Routing Mailbox chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers. IntraMail provides 16 Dial Action Tables.

  • Page 49: Dial Action Table Options

    Dial Action Table Dial Action Table Options The following table summarizes the Dial Action Table dial (key) actions and their associated features. Dial Action Table Key Action Summary Action Description Feature Reference Screened Transfer (1) Screened Transfer (page 102) Allows an Automated Attendant caller to place a Screened Transfer to an extension.

  • Page 50: Directory Dialing

    Directory Dialing Directory Dialing Description Directory Dialing allows an Automated Attendant caller to reach an extension by dialing the first few letters in the extension user’s name. With Directory Dialing, the caller does not have to remember the extension number of the person they wish to reach — just their name. Here’s how Directory Dialing works: When the Automated Attendant answers, it sends the call to a Directory Dialing Mailbox.
  • Page 51 Directory Dialing Operation Recording a Directory Dialing Message [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Instruction Menus. [INSTRUCTION] - [INST] Enter the Directory Dialing Mailbox number. Listen to the current Directory Dialing Message (if any).

  • Page 52: Directory Dialing Mailbox

    Directory Dialing Mailbox Directory Dialing Mailbox Description A Directory Dialing Mailbox is the type of mailbox required to implement Directory Dialing. A Directory Dialing Mailbox can be either a Routing Mailbox or a Master Mailbox. The type you choose depends only on available resources and your programming preference, since they work identically.

  • Page 53: Erasing All Messages

    Erasing All Messages Erasing All Messages Description The System Administrator can delete all messages in a Subscriber Mailbox. Erasing All Messages is an administrator’s maintenance tool. The administrator may need to use this tool if an employee has left the company or has an excessive number of messages stored in their mailbox.

  • Page 54: Exiting A Mailbox

    Exiting a Mailbox Exiting a Mailbox Description A Subscriber Mailbox user can exit their mailbox by dialing a code or by hanging up. After exiting, the sub- scriber can use their extension for normal call processing. Operation Exiting a Mailbox [Super Display Soft Key] - [Keyset Soft Key] To exit your mailbox.

  • Page 55: Extension Hunting To Voice Mail

    Extension Hunting to Voice Mail Extension Hunting to Voice Mail Description Extension Hunting to Voice Mail automatically sends calls to an extension’s mailbox without the user having to set up Call Forwarding. For example, Extension Hunting to Voice Mail can send unanswered transferred calls to an extension’s mailbox rather than recalling the transferring party.

  • Page 56: External Transfer

    External Transfer External Transfer Description External Transfer allows an Automated Attendant caller to automatically route to an outside telephone number. To set this up, assign a Dial Action Table action as a UTRF to a System Speed Dial bin (e.g., #200 + Pause for system bin 200).

  • Page 57: Fax Detection

    Fax Detection Fax Detection Description The Automated Attendant can detect incoming fax calls and transfer them to a fax machine. With Fax Detec- tion enabled, after the Automated Attendant answers a call it listens for incoming fax CNG tone. If it detects the tone, it does an unscreened transfer of the call to the specified company fax machine.

  • Page 58: Flexible Answering Schedules

    Flexible Answering Schedules Flexible Answering Schedules Description The Automated Attendant can answer outside calls with different announcements and dialing options, depending on the time of day and day of week. For example, a company can set up separate schedules for weekdays, evenings, weekends, and specific holidays.

  • Page 59: Flexible Call Routing

    Flexible Call Routing Flexible Call Routing Description The Automated Attendant can provide outside callers with a wide variety of dialing (routing) options. You can customize the announcements and routing options to exactly meet the site requirements. Use Flexible Call Routing to eliminate or minimize the need for an operator or receptionist to handle outside calls. There are 3 components to Flexible Call Routing.

  • Page 60: Flexible Mailbox Numbering Plan

    Flexible Mailbox Numbering Plan Flexible Mailbox Numbering Plan Description If the telephone system extension numbers are changed or swapped, IntraMail will automatically change the Subscriber Mailbox numbers to match. There is no extensive reprogramming required. After the swap, all of the subscriber’s messages and options are available at their new extension number.

  • Page 61: Forced Unscreened Transfer

    Forced Unscreened Transfer Forced Unscreened Transfer Description A Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Enable this option for a mailbox if the subscriber prefers to receive all calls sent by the Automated Attendant as Unscreened Transfers. With Unscreened Transfers, Calls from the Automated Attendant ring like other transferred calls and display the incoming Caller ID data (if provided by telco and enabled in programming) as the call is ringing.

  • Page 62: Getting Recorded Help

    Getting Recorded Help Getting Recorded Help Description If a Subscriber Mailbox user dials an incorrect code or forgets what to dial while in their mailbox, they can request help from the IntraMail voice prompts. Recorded Help provides the user with a built-in, interactive user’s guide.

  • Page 63: Go To A Mailbox

    Go To A Mailbox Go To A Mailbox Description An Automated Attendant caller can dial a digit to route to a Call Routing or Announcement Mailbox. This is called the Go To (GOTO) action. The GOTO action can route directly to a specific Call Routing or Announcement Mailbox, or allow the Automated Attendant caller to go to a mailbox of their own choosing.

  • Page 64: Greeting

    Greeting Greeting Description A Subscriber Mailbox user can record a personalized greeting for their mailbox. Caller’s to the user’s mail- box hear the prerecorded personalized greeting rather than a default message. The greeting can announce the subscriber’s name, provide a personal message (such as “Hello - I am on vacation this week”), or instruct the caller how to leave a message or use other mailbox options.
  • Page 65 Greeting Operation Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail does the following: • Plays a summary of your current settings. •...

  • Page 66: Group Mailbox

    Group Mailbox Group Mailbox Description A Group Mailbox is a Subscriber Mailbox shared by a group of co-workers. If a caller leaves a message at any extension within the group, the system stores the message in the Group Mailbox. The Ring/Message lamp at all keyset extensions in the group flashes to indicate that there is a new voice mail message waiting.
  • Page 67 Group Mailbox An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an exten- sion assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Auto- mated Attendant. Operation See the following features for operation of the specific Group Mailbox type: Announcement Mailbox on page 12.

  • Page 68: Guest Mailbox

    Guest Mailbox Guest Mailbox Description An outside party can have their own Guest Mailbox mailbox for receiving and sending messages. A Guest Mailbox is a Subscriber Mailbox that does not have an extension associated with it. A Guest Mailbox can also be a Master Mailbox assigned as a Subscriber Mailbox.
  • Page 69 Guest Mailbox Transferring your call to a Guest Mailbox To transfer your active call to a co-worker’s mailbox: Press Press Dial the Guest Mailbox number. Press to hang up. To transfer a call to a co-worker’s mailbox from a single line telephone, use the following procedure: Hookflash + Dial + Dial the co-worker’s mailbox + Hang up.

  • Page 70: Hang Up

    Hang Up Hang Up Description Hang Up is an Automated Attendant option that immediately hangs up the outside call. When setting up a Dial Action Table, you may want to use Hang Up for unused actions (rather than the caller hearing the stan- dard error message).

  • Page 71: Instruction Menu

    Instruction Menu Instruction Menu Description The Instruction Menu is the announcement that plays to Automated Attendant callers. Normally, the Instruc- tion Menu greets callers and provides them with the Automated Attendant dialing options. The Instruction Menu is associated with the active Call Routing Mailbox. Normally, you should have the System Adminis- trator customize (rerecord) the Instruction Menu to match the dialing options enabled in the site’s Dial Action Table.

  • Page 72: Leaving A Message

    Leaving a Message Leaving a Message Description An extension user or outside caller can leave a voice message in a co-worker’s mailbox if that extension is busy, unanswered, or in Do Not Disturb. Leaving a voice message is a handy and efficient way to communi- cate with co-workers that avoids post-it notes, message pads, and unnecessary email.

  • Page 73: Listening To Messages

    Listening to Messages Listening to Messages Description While or after listening to a message, a Subscriber Mailbox user has many message handling options from which to choose. The listening options let you quickly and efficiently manage your voice mail messages, respond to the message sender, or forward the message to a co-worker for additional handling.

  • Page 74: Telephone Display While Listening To A Message

    Listening to Messages Telephone Display while Listening to a Message While listening to a message, your Super Display Telephone display shows you important information about the message. This includes: The caller’s telephone number (if available). The selected Message List. The message number in the selected list. The date and time the message was left.
  • Page 75 Listening to Messages Operation Listening to Messages [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox Access the Message Listen mode [LISTEN] - [LSTN] See Message Listen Options on page 67 for an explanation of the available options. While listening to a message at a 22-Button or 34-Button Display Telephone, press CHECK to switch between the date/time and Caller ID information for the message.

  • Page 76: Log Onto Voice Mail

    Log Onto Voice Mail Log Onto Voice Mail Description A subscriber can log onto their mailbox using a method that best suits their needs and location. While at their own phone, the subscriber just presses a single key to log onto their mailbox. To use their mailbox while at a co-worker’s phone, the subscriber dials the IntraMail master number, followed by their mailbox number (which is normally the same as their extension number).
  • Page 77 Log Onto Voice Mail Operation Logging Onto Your Mailbox To log onto your Subscriber Mailbox: Press From an on-premise single line telephone, lift handset and dial *8. To log onto your Guest Mailbox or your Subscriber Mailbox from a co-worker’s extension: Press + Dial the IntraMail master number (e.g., 700) + Dial your mailbox number.

  • Page 78: Mailbox Name

    Mailbox Name Mailbox Name Description A caller leaving a message in a Subscriber Mailbox can hear the mailbox’s prerecorded name instead of the mailbox number. The prerecorded Mailbox Name gives the subscriber’s mailbox that personal touch. Prior to leaving a message, caller’s will hear the name instead of the default “extension xxx” prompt. The recorded name can be up to 10 seconds long.
  • Page 79 Mailbox Name Recording or Erasing Co-worker’s Names from a System Administrator’s Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s Mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Subscriber Mailbox Maintenance options. [SUBSCRIBER] - [SUBS] Enter the number of the Subscriber Mailbox you want to maintain.

  • Page 80: Mailbox Options Menu

    Mailbox Options Menu Mailbox Options Menu Description The Mailbox Options Menu is a sub-menu of a subscriber’s Main Menu that provides access to the Auto Time Stamp, Mailbox Security Code Delete, and Message Notification features. The chart below summa- rizes these options. Auto Time Stamp helps if the subscriber needs to know the time and date of each mes- sage they receive without taking any extra steps.

  • Page 81: Mailbox Security Code Delete

    Mailbox Security Code Delete Mailbox Security Code Delete Description The System Administrator can delete the security code for any Subscriber Mailbox. This effectively unlocks the mailbox. If mailbox security is not necessary, deleting a mailbox’s security code speeds up mailbox logon. Without a security code, the subscriber just presses their key to immediately log onto their mailbox.

  • Page 82: Main Menu

    Main Menu Main Menu Description After a Subscriber Mailbox user logs into their mailbox, IntraMail provides them with the Main Menu of options. The Main Menu provides quick access to the most commonly used mailbox features in a central location. It includes listening and recording options, as well as additional selections for recording mailbox names and greetings.
  • Page 83 Main Menu Operation Accessing the Mailbox Main Menu Log onto Subscriber Mailbox. You automatically go to the mailbox Main Menu. Plays Help message which summarizes the Main Menu options. See Mailbox Main Menu on page 76 for the Main Menu options. DS1000/2000 IntraMail Feature Handbook Chapter 1: Features...

  • Page 84: Make Call

    Make Call Make Call Description Make Call lets a Subscriber Mailbox user listen to a voice message and dial MC to return the call without knowing their caller’s phone number. Make Call automates returning messages since you don’t have to dial the message sender’s telephone number.

  • Page 85: Master Mailbox

    Master Mailbox Master Mailbox Description Master Mailboxes are 16 additional mailboxes that you can assign as Announcement, Call Routing, Sub- scriber, or Directory Dialing Mailboxes. Use Master Mailboxes when setting up Group Ring Automated Attendant Recall and UCD Hunting Group Overflow to Voice Mail. You can also use Master Mailboxes assigned as Subscriber Mailboxes for Guest Mailboxes, which are Subscriber Mailboxes without associated extensions.

  • Page 86: Message Count Display

    Message Count Display Message Count Display Description The telephone display provides interactive status updates for the subscriber’s mailbox. The subscriber doesn’t have to call their mailbox and wait for the voice prompts to find out the number of new and saved messages in their mailbox.
  • Page 87 Message Count Display Operation Using the Message Count Display Operation is automatic. DS1000/2000 IntraMail Feature Handbook Chapter 1: Features...

  • Page 88: Message Delete

    Message Delete Message Delete Description A Subscriber Mailbox user can delete any messages left in their mailbox. Message Delete lets the subscriber do their own mailbox maintenance. They can delete messages they no longer need and save messages that contain essential information. With Message Delete, the subscriber doesn’t have to rely on the System Administrator to perform these routine mailbox maintenance functions.

  • Page 89: Message Forward

    Message Forward Message Forward Description A Subscriber Mailbox user can forward a message in their mailbox to a co-worker. Forwarding is helpful when a subscriber receives a message with which a co-worker can assist them. Rather than sending a new message, the subscriber can just forward the message with which they need help.

  • Page 90: Message Length

    Message Length Message Length Description You can set the maximum length of a message that can be left in a Subscriber Mailbox. When a caller tries to leave a message that exceeds the limit, they hear, “You have reached the recording limit.” IntraMail sends the portion of the message that fits within the allowed Message Length and hangs up.

  • Page 91: Message Listen Mode

    Message Listen Mode Message Listen Mode Description After logging onto their mailbox, the subscriber can select the category of messages to which they want to listen. Then can listen to just new messages, just saved messages, or all messages. Message Listen Mode lets the subscriber customize their mailbox to initially play just the list of messages to which they want to listen.

  • Page 92: Message Notification

    Message Notification Message Notification Description Once activated by the Subscriber Mailbox user, Message Notification dials a telephone number to let the user know when there are new messages in their mailbox. With Message Notification, a subscriber who is out of the office does not have keep calling their mailbox remotely to find out if they have new messages. IntraMail will let them know automatically.
  • Page 93 Message Notification Operation Setting Up Message Notification (Page 1 of 2) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (67) Access the Mailbox Options menu. [MBOX OPTS] - [N/A] Access the Message Notification Options Menu. [NOTIFICATION] - [NTFY] IntraMail plays a summary of your Message Notification settings.
  • Page 94 Message Notification Setting Up Message Notification (Page 2 of 2) [Super Display Soft Key] - [Keyset Soft Key] The notification destination is a telephone number. [NUMBER] - [NUM] The notification destination is a digital pager. [PAGER] - [PAGE] Skip this option without changing your entry. [NEXT] - [NEXT] Back up to the previous level without changing your entry.

  • Page 95: Message On Hold

    Message On Hold Message On Hold Description Message On Hold allows the System Administrator to record a message that will play to callers while they wait on Hold. For example, you can record a message summarizing available services or hours of operation. This message will play to callers as soon as you put them on Hold, and continually repeat as long as they remain on Hold.

  • Page 96: Message Playback Direction

    Message Playback Direction Message Playback Direction Description When a user dials L (5) after logging into their mailbox, IntraMail will play their messages in either LIFO (last-in-first-out) or FIFO (first-in-first-out) order. Since Message Playback Direction lets a subscriber listen to messages in the order they find most helpful, check with them to find out how they want this option set.

  • Page 97: Message Record

    Message Record Message Record Description See Record and Send a Message on page 99. Operation See Record and Send a Message on page 99. DS1000/2000 IntraMail Feature Handbook Chapter 1: Features...

  • Page 98: Message Reply

    Message Reply Message Reply Description A Subscriber Mailbox user can reply to a message from a co-worker by dialing RE , without knowing the caller’s extension or mailbox number. Message Reply saves the subscriber valuable time since they don’t need to know the sender’s extension number or send a separate message to respond. The subscriber can just listen to the co-worker’s message, dial a code, and record their answer.

  • Page 99: Message Storage Limit

    Message Storage Limit Message Storage Limit Description Message Storage Limit sets how many messages can be left in a Subscriber Mailbox. Message Storage Limit is another invaluable tool for managing IntraMail’s voice message storage space. To conserve storage space and make it available for new messages, decrease the Message Storage Limit. If storage space is not an issue, increase the Message Storage Limit so subscribers can store additional messages.

  • Page 100: Message Waiting Lamp

    Message Waiting Lamp Message Waiting Lamp Description An extension’s Ring/Message Lamp flashes on the telephone to indicate that the user has new messages waiting in their mailbox. Once IntraMail is properly installed and programmed, telephone Ring/Message Lamp operation is automatic. The Ring/Message Lamp will flash fast when there are new messages in the extension user’s mailbox.

  • Page 101: Multiple Company Greetings

    Multiple Company Greetings Multiple Company Greetings Description The Automated Attendant can answer each individual trunk (outside line) with a unique greeting and unique set of dialing options. Since there are a total of 8 Answer Tables, this allows up to 8 companies or depart- ments to share a single IntraMail.

  • Page 102: Next Call Routing Mailbox

    Next Call Routing Mailbox Next Call Routing Mailbox Description The Next Call Routing Mailbox provides callers with additional dialing options while listening to a Subscriber Mailbox recorded or default greeting. It also provides additional dialing options to callers routed to an Announcement Mailbox.

  • Page 103: Programming Voice Mail

    Programming Voice Mail Programming Voice Mail Description You program (customize) IntraMail by using the DS1000/2000 telephone programming or the Windows based DS1000/2000 PC Program running on a PC or laptop. You can also do limited programming from the System Administrator’s mailbox. By using the many programmable options available with IntraMail, you should be able to set up the system to accurately meet the customer’s requirements.

  • Page 104: Quick Message

    Quick Message Quick Message Description Quick Message is a Dial Action Table action that allows Automated Attendant callers to dial a digit (normally *) followed by a mailbox number to leave a message in a Subscriber Mailbox. Since Quick Message is enabled by default, it is an efficient way for experienced Automated Attendant callers to leave messages.

  • Page 105: Record And Send A Message

    Record and Send a Message Record and Send a Message Description A Subscriber Mailbox user can record and send a message to any other Subscriber Mailbox. Record and Send a Message is the heart of IntraMail’s voice messaging system. It allows co-workers to efficiently stay in touch and exchange essential information without relying on message slips, memos, or email.
  • Page 106 Record and Send a Message Record and Send a Message [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (77) Record and send a message. [RECORD] - [REC] Enter the number of the mailbox to receive the message. Start recording.

  • Page 107: Remote Programming

    Remote Programming Remote Programming Description You can remotely program IntraMail by using the Windows -based DS1000/2000 PC Program running on a PC or laptop. After the initial installation, Remote Programming allows you to customize IntraMail to meet the customer’s requirements without being on-site. See the DS1000/2000 PC Program User Guide for more. Operation DS1000/2000 IntraMail Feature Handbook Chapter 1: Features...

  • Page 108: Screened Transfer

    Screened Transfer Screened Transfer Description Screened Transfer is an Automated Attendant option that allows callers to directly dial system extensions. Screened Transfer (and its related feature Unscreened Transfer) allows the IntraMail Automated Attendant to transfer outside calls to system extensions without the need for a live receptionist or operator. It is similar to telephone system screened transfers in which the transferring party controls the transfer.
  • Page 109 Screened Transfer Screened Transfer (TRF) Operation Call = Call answered by the Automated Attendant. Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 21 for more on this feature): Extension Idle Extension Busy Extension in DND With Active...

  • Page 110: Security Code

    Security Code Security Code Description A mailbox can have a security code to protect it from unauthorized access. A Security Code must be 4 digits long, using 0-9. If a subscriber wants to keep their mailbox private, they can enter a Security Code. No one else can use the subscriber’s mailbox unless they know the code.
  • Page 111 Security Code Deleting a Security Code (From your System Administrator’s Mailbox) [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Subscriber Mailbox Maintenance options. [SUBSCRIBER] - [SUBS] Enter the number of the Subscriber Mailbox you want to maintain.

  • Page 112: Single Digit Dialing

    Single Digit Dialing Single Digit Dialing Description An Automated Attendant caller can press a single key to route to an extension, route to another destination, or use an IntraMail feature. Single Digit Dialing simplifies the Automated Attendant since the caller just dials a single digit to reach an extension or use an option.

  • Page 113: Subscriber Mailbox

    Subscriber Mailbox Subscriber Mailbox Description A Subscriber Mailbox is the type of mailbox assigned to a telephone system extension. The telephone assigned to the Subscriber Mailbox is called the subscriber’s extension. When an extension user accesses their voice mail, they are using their Subscriber Mailbox. It provides the IntraMail voice messaging services. For a brief overview of the features available at a Subscriber Mailbox, review the Related Features below.

  • Page 114: System Administrator

    System Administrator System Administrator Description The System Administrator is a Subscriber Mailbox that has unique system administration features such as recording Welcome Messages and Instruction Menus, and deleting messages in a co-worker’s mailbox. The System Administrator features are an essential part of IntraMail setup since they allow the recording of the sys- tem-wide messages and provide Subscriber Mailbox maintenance.

  • Page 115: System Administrator Mailbox

    System Administrator Mailbox System Administrator Mailbox Description A System Administrator Mailbox is a Subscriber Mailbox in which you have enabled the System Adminis- trator option. This provides the subscriber with system administration capabilities. IntraMail can have multi- ple System Administrator Mailboxes. Turn to System Administrator on page 108 for more. Operation See Accessing the System Administrator Options on page 108.

  • Page 116: System Re-Initialization

    System Re-initialization System Re-initialization Description Initializing the telephone system automatically initializes all IntraMail programming. You may want to do this if the site requirements significantly change and it is easier to start over from default than remove all your custom programming. Re-initializing IntraMail returns all programmed options to their default values. Re-initializing the telephone system returns all programmed options to their factory set (default) values.

  • Page 117: Time And Date

    Time and Date Time and Date Description Since IntraMail is completely integrated with the telephone system software, the IntraMail time and date is the same as the phone system time and date. Since time and date is used on telephone displays and with the Auto Time Stamp and Time and Date Stamp features, be sure to set it accurately.

  • Page 118: Time And Date Stamp

    Time and Date Stamp Time and Date Stamp Description While listening to a message, a Subscriber Mailbox user can dial TI to hear the Time and Date the message was left. This is a handy option while reviewing messages. The subscriber can just dial a code to find out when the message arrived.

  • Page 119: Transfer To A Mailbox

    Transfer to a Mailbox Transfer to a Mailbox Description An extension user can transfer their active call to a co-worker’s mailbox. This lets the caller leave a personal message for the co-worker. Transfer to a Mailbox is one of the big conveniences of IntraMail since the caller can state their business and not have to call back later.

  • Page 120: Transfer To A Ucd Group

    Transfer to a UCD Group Transfer to a UCD Group Description The Automated Attendant can transfer outside callers to a UCD Hunting Group master number. If a cus- tomer has a UCD group set up for a department (such as Sales or Tech Service), the Automated Attendant can send calls directly to that department without any operator intervention.

  • Page 121: Undefined Routing

    Undefined Routing Undefined Routing Description An Automated Attendant Undefined Routing is a Dial Action Table key assignment for which there is no routing defined. When an Automated Attendant caller dials a digit and there is no routing assigned, IntraMail plays, “That is an invalid entry. ” IntraMail then repeats the dialing options (Instruction Menu) to the caller. If a Dial Action Table key assignment has no function, you should normally leave it undefined.

  • Page 122: Unscreened Transfer

    Unscreened Transfer Unscreened Transfer Description Unscreened Transfer is an Automated Attendant option that allows callers to directly dial system exten- sions. Unscreened Transfer (and its related feature Screened Transfer) allows the IntraMail Automated Attendant to transfer outside calls to system extensions without the need for a live receptionist or operator. It is similar to telephone system unscreened transfers in which the transferring party immediately extends the call.
  • Page 123 Unscreened Transfer Unscreened Transfer (UTRF) Operation Call = Call answered by the Automated Attendant. Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 21 for more on this feature): Extension Idle Extension Busy Extension in DND With Active Greeting...

  • Page 124: Voice Mail Overflow

    Voice Mail Overflow Voice Mail Overflow Description The telephone system can automatically reroute unanswered outside calls to the IntraMail Automated Atten- dant. Voice Mail Overflow ensures that IntraMail will pick up calls that don’t go through. This allows callers to leave a message rather than having to call back later. Voice Mail can be the overflow destination for the following types of calls: Direct Inward Line (DIL) Overflow A trunk that directly rings an extension can overflow to that extension’s mailbox if not answered.

  • Page 125: Voice Prompting Messages

    Voice Prompting Messages Voice Prompting Messages Description IntraMail provides the telephone system with Voice Prompting Messages which tell the extension user the status or progress of their call. For example, if an extension user calls a co-worker while their extension is in DND, they hear, “Please do not disturb.”...

  • Page 126: Volume Control

    Volume Control Volume Control Description Since IntraMail is completely integrated with the telephone system software, Volume Control is available at a subscriber’s keyset any time while listening to a message, greeting, or prerecorded voice prompt. Volume Controls let the user interactively adjust the loudness of the IntraMail messages and prompts to a comfort- able level.

  • Page 127: Chapter 2: Soft Key Glossary

    Soft Key Glossary Chapter 2: Soft Key Glossary Soft Key Glossary Soft Key Glossary Following is an alphabetical index of the IntraMail soft keys. Also see the Operation section of each feature. Soft Key Feature Phone Type Definition Listening to Messages ALL MSGS Main Menu Super Display...
  • Page 128 Soft Key Glossary Soft Key Feature Phone Type Definition Super Display CHANGE Message Notification Change the Message Notification setup. Keyset CHNG Super Display CLEAR Message Notification Erase the Message Notification number you just entered. Keyset Message Forward Super Display CONTINUE Message Reply Press to begin recording.
  • Page 129 Soft Key Glossary Soft Key Feature Phone Type Definition Answer Schedule Override Announcement Mailbox Auto Att. Do Not Disturb Auto Time Stamp Call Routing Mailbox Call Screening Erasing All Messages Exiting a Mailbox Greeting Instruction Menu Super Display Press to go back to the previous menu level or exit your Listening to Messages EXIT Keyset...
  • Page 130 Soft Key Glossary Soft Key Feature Phone Type Definition Auto Time Stamp Mailbox Options Menu Main Menu Super Display Press to access the Mailbox Options Menu. MBOX OPTS Message Notification Security Code Main Menu MSG LIST Super Display Press to access the Message Listen Mode Menu. Message Listen Mode From the System Administrator’s Mailbox, press to access the Message On Hold...
  • Page 131 Soft Key Glossary Soft Key Feature Phone Type Definition Announcement Mailbox Auto Att. Do Not Disturb Call Routing Mailbox Conversation Record Greeting Instruction Menu Super Display Press to pause while recording a a message, name, or PAUSE Listening to Messages Keyset greeting.
  • Page 132 Soft Key Glossary Soft Key Feature Phone Type Definition Super Display SCREEN Call Screening Press to access the Call Screening options. Keyset SCRN SUBSCRIBER Erasing All Messages Super Display Mailbox Name Mailbox Sec. Code Delete Press to select the Subscriber Mailbox maintenance options. Security Code Keyset SUBS...
  • Page 134 NEC Unified Solutions, Inc., 4 Forest Parkway, Shelton, CT 06484 *80044MFH01* TEL: 203-926-5400 FAX: 203-929-0535 January 31, 2005 www.necunifiedsolutions.com Printed in U.S.A. 80044MFH01...

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