Ascotel Voice Mail System AVS 5150
User Guide
Ascotel IntelliGate Telecommunication Systems
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Contents
Operation design. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Accessing the management functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Listen to messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Options: password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Options: language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Options: CLIP + time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Personal greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Send messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Accessing the main menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Voice mail operation with configured keys . . . . . . . . . . . . 11
Three examples of key configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1
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Brief operating instruction
Brief operating instruction
Brief operating instruction Voice Mail System
To access your personal mailbox:
1. Enter the Voice Mail System internal or external
telephone number.
Internal telephone number
External telephone number
2. Activate Tone_dial_mode/DTMF, if required
(dependent on your terminal type).
3. Enter any other key that your system requires:
4. Follow the instructions of the voice menu.
Voice menus
Listen to
Personal
greeting
Do not
disturb
External
notification
Send a
message
Main
menu
messages
Options
Name
2
1
3
4
5
6
8
9
(Automated
attendant)
On/Off
1
1 2 8 9
2 3 9
Listen Record, Delete
modify
Back
On/Off Enter Listen to Back
phone
no.
phone
no.
1 2 3 9
1 2 8 9
Back
Password Language Clip+Time Back
On/Off
Listen Record, Delete
modify
2
1
9
1 2 9
Back
Listen
Modify
Back
Listen Modify
Valid from SW version 5.0
1 2 3 4 5 8 9
Back
Note:
Tone_dial_mode/DTMF must be activated
(e.g. press *-key for a while).
Next
message
Repeat
Save Forward Answer Delete
message message
2
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Brief operating instruction
3
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Operation design
Operation design
As a voice mail subscriber you have your own personal mailbox. It works similar
to an answering machine: callers hear a greeting and can leave a spoken message.
The AVS Voice Mail System also offers you an array of other features that go far
beyond the usual answering machine functionality. These include such functions
as "Auto-Attendant", internal and external notification, simultaneous group mes-
saging, multilingual capability and more.
The system is operated by means of voice menus providing diverse options. You
select menu items by entering DTMF dialling signals (Dual Tone Multi Frequency)
via your telephone keypad. Your telephone has to be DTMF-mode enabled to do
this. DTMF is automatically activated by default when the Office 10, 25, 35, 45
and 130 telephones initiate a call. The Office 20, 30, 40, 100 and 150 phones are
switched manually to Transparent/DTMF mode for each call. This is done by press-
ing and holding the * key or by pressing the Foxkey.
3
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Operation design
Accessing the management functions
To dial your personal mailbox, proceed as follows:
1. Dial the user group number or DDI number of your voice mail system.
2. Ensure that your telephone is sending DTMF dialling signals. If necessary you
can activate the Transparent/DTMF mode by pressing and holding the * key
or by pressing the Foxkey.
3. You hear: "Please enter your password."The initial default password is
"1234". It is recommended that you change this password immediately to
prevent unauthorised persons from listening to your personal messages.
Note:
If you do not hear this message after dialling the voice mail system
but rather a general announcement, a mailbox has not yet been
assigned to your subscriber number. In this case contact your system
administrator.
4. After correctly entering the password, you hear: "You have X new messages
and Y saved messages" or "You have no (new) messages". At this point you
are in the main menu area of the management functions of your mailbox.
From here you can listen to your messages as well as edit or set up your per-
sonal mailbox options. The following sections describe these functions in
detail.
4
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Voice menus
Voice menus
The following sections describe the management functions of your personal
mailbox. After you dial your mailbox, the first voice menu level acoustically
informs you all possible item selections. You then access one of these by pressing
a corresponding key.
Note:
With the help of the User’s Quick Guide (see page 2) you can access the
desired management function at any time by using the corresponding
key selection without having to listen to the spoken text. This applies to
all voice menu levels.
Listen to messages
This menu permits you to listen to messages, save messages, forward messages
with or without a comment by you, and immediately answer or delete messages.
Listen to
messages
1
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1
2
3
4
5
8
9
Next
message
Repeat
Save
message
Forward
message
Answer
Delete
Back
Note:
Please be aware that messages in your mailbox normally remain availa-
ble 30 days before they are automatically deleted. The storage period
can be changed by your system administrator.
Please proceed according to the voice menus.
5
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Voice menus
Options: password
It is recommended that you prevent unauthorised access to your mailbox by
selecting a personal password. A password consists of a four-digit number using
the digits 0 to 9. The DTMF dialling signals * and # cannot be used. If you forget
your password, the system administrator can reset it to the default value "1234".
Entering the value "0000" deactivates password prompting.
Please proceed according to the voice menus.
Options
2
1
Password
haz1311aaena0
1
Listen
2
Modify
9
Back
6
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Voice menus
Options: language
The AVS Voice Mail System gives you a choice of three system languages. The first
language is the default language. You can change the default language for your
mailbox. After doing so, system messages are spoken in the newly selected lan-
guage. This applies, for example, to the voice menu for your mailbox’s manage-
ment functions and to the default greeting to callers who dial your mailbox.
Please proceed according to the voice menus.
Options
2
2
Language
haz1312aaena0
1
Listen
2
Modify
9
Back
Options: CLIP + time
When a message is received, the time and date as well as the caller’s number
(if available) are all automatically saved. This option allows you to select whether
you want to hear this information before listening to a message.
Please proceed according to the voice menus.
Options
2
haz1314aaena0
1
3
9
2
Password Language Clip+Time Back
On/Off
7
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Voice menus
Personal greeting
The voice mail system assigns a standard greeting to each mailbox, e.g. "You are
connected to mailbox number NNN". This menu gives you the opportunity to
record your personal greeting. As the mailbox owner, you can listen to the per-
sonal greeting, change it or delete it at any time.
Personal
greeting
3
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1
2
8
9
Back
Listen Record, Delete
modify
Note:
Callers can skip the greeting and leave a message immediately by
pressing the # key.
Please proceed according to the voice menus.
Name
Speak and record your name in this menu. The name replaces the mailbox
number in the default greeting. The caller then hears: "You are connected with
the mailbox of "Name"."The recorded name is also automatically added to
forwarded messages.
Please proceed according to the voice menus.
Name
4
haz1315aaena0
2
9
Back
1
8
Listen Record, Delete
modify
8
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Voice menus
Do not disturb
In this menu you can activate or deactivate the "Do not disturb" function.
When it is activated, the voice mail system does not transfer calls to the mailbox
subscriber. The caller then receives a special greeting that offers other connection
possibilities.
You are notified of the current setting after you activate or deactivate the func-
tion.
Do not disturb
5
On/Off
haz1316aaena0
Notification
The purpose of external notification is to signal reception of messages in your
mailbox to an external line. In this menu you enter the phone number of the
external line (up to 20 digits) and you activate or deactivate the external notifica-
tion function.
External
notification
6
haz1317aaena0
1
On/Off
2
Enter
3
9
Back
Listen to
phone no. phone no.
Note:
It is possible that this menu item is not available in your voice menu.
If this is the case, contact your system administrator. The administrator
can authorise you to use the external notification function.
Please proceed according to the voice menus.
9
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Voice menus
Send messages
This function allows you to send a new message to one or more mailboxes.
This is especially useful in the following situations:
• You want to leave a message for a mailbox owner who has not diverted to the
voice mail system.
• You want to send a message to several or all mailbox owners simultaneously.
There are five mailbox groups with the default numbers 000, 001, 002, 003
and 099. The system administrator can assign mailboxes to the first four
groups. The 099 group always contains all mailboxes.
Please proceed according to the voice menus.
Send a
message
8
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Accessing the main menu
With the "9" key you can change from the main menu of your personal mailbox’s
management functions to the main menu of the "Auto-Attendant". You then
hear the greeting of the opening menu for the currently active mode of operation
(day, pause, night, holidays/public holiday).
The system administrator can reconfigure the keys.
Main menu
9
(Automated attendant)
haz1319aaena0
10
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Voice mail operation with configured keys
Voice mail operation with configured keys
For convenient operation of frequently used voice mail functions (e.g. activating
and deactivating call diversion and call forwarding to your mailbox, calling up
received messages, etc.) you can take advantage of the freely configurable keys
of your Office telephone. These you can configure yourself by assigning function
commands to keys. Once they are configured, simply pressing a single key per-
forms the desired function.
The following configuration examples apply to the Office 25, 30, 35, 40 and 45
telephones. The line is automatically seized and the configured function is per-
formed.
The function commands in the examples which follow have the meanings below:
Function command Meaning
I
Seize line
X
P
N
Z
Disconnect
Pause 1 second before the next operation
Use the phone number entered in call preparation
Activate Transparent/DTMF mode
11
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Voice mail operation with configured keys
Three examples of key configuration
The following three steps take you to the key configuring menu. This procedure
applies to all examples which follow:
1. Press the menu key repeatedly until "Configuration" (or "Programming")
appears and then confirm with the Foxkey or
hold down the menu key
2. Press the menu key repeatedly until "Keys" appears and then confirm with
the Foxkey
3. Press the free key to configure
Continue from step 4 of the following examples
Note:
By holding down the desired key you can go directly to the key’s
configuration menu.
Example 1
Call diversion (CD) or call forwarding (FORW’D) to your mailbox
4. Select using the Foxkey "Function key" and confirm with "Ok"
5. Use the Foxkey "Diversion" and "Subscriber" or "Call forwarding" (FORW’D)
to select and then confirm with "Ok"
6. The displayed function commands in memory 1 and 2 now correspond to the
selected functions. Memory 1 contains the function for activation and mem-
ory 2 the function for deactivation. These function commands are saved with
"Ok".
Activate (memory 1)
I*21N#PX
Deactivate (memory 2)
I#21PX
Call diversion
Call forwarding
I*61N#PX
I#61PX
To activate call diversion or call forwarding, enter the number of your voice mail
system in call preparation and press the corresponding function key. Pressing the
key again deactivates the function.
12
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Voice mail operation with configured keys
Tip:
You can also add the number of your voice mail system to the function
key by editing the content of memory 1 in the following way:
Activate call diversion
I*21nnnPX
I*61nnnPX
Activate call forwarding
In the above, "nnn" is the number of your voice mail system. Your mailbox
number is automatically assigned and thus need not be specified.
Note:
The activated function can also be deactivated with the Foxkey under
"Reset".
Example 2
Accessing the management functions main menu of your mailbox and calling up
messages
4. Select the Foxkey "Number key" and confirm with "Ok"
5. Use the Foxkey to select the desired memory location
6. Enter the following function commands:
"InnnZNf". Meaning:
nnn
f
number of the voice mail system
management function (e.g. f = 1 for "Listen to messages")
To activate the function, enter the user password of your mailbox in call prepara-
tion and press the corresponding key.
13
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Voice mail operation with configured keys
Tip:
You can also add your mailbox password to the function key by editing
the content of memory 1 in the following way:
"InnnZxxxxf". Meaning:
nnn number of the voice mail system
xxxx user password
f
management function (e.g. f = 1 for "Listen to messages")
Note:
By default the Office 25, 35, and 45 telephones automatically switch to
Transparent/DTMF mode when a connection is initiated. Thus the func-
tion command ‘Z’ is unnecessary.
Example 3
Call up messages from another mailbox or virtual mailbox
4. Select the Foxkey "Number key" and confirm with "Ok"
5. Use the Foxkey to select the desired memory location
6. Enter the following function commands:
‘InnnZNP9Pfmmmxxxx’. Meaning:
nnn
number of the voice mail system
9
f
switch to the main menu of "Auto-Attendant"
the DTMF dialling signal for listening to messages in the main
menu
mmm
xxxx
number of the other or virtual mailbox
password of the other or virtual mailbox
To activate the function, enter the user password of your mailbox in call prepara-
tion and press the corresponding key.
14
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Voice mail operation with configured keys
Tip:
You can also add your mailbox password to the number key by editing
the memory content accordingly. (See Tips for examples 1 and 2.)
Note:
If you configure this function on the key of a telephone without its own
mailbox, you go directly to the main menu of the "Auto-Attendant".
15
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Subject to delivery availability an technical modifications.
The scope of performance depends on the software.
© by Aastra
eud-0166_en / 1.1
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