August, 1998
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1
Contents
Welcome to ICX Built-In Voice Mail
Contents
Your new Built-In Voice Mail allows you to
record telephone calls and access many
basic voice mail (VM) features. You may
use your system to greet callers, retrieve
and leave messages, notify outside
telephones and pagers of messages, and
many other powerful options to improve
your productivity.
Getting Started . . . . . . . . . . . . . . . . . . 2
Security. . . . . . . . . . . . . . . . . . . . . . . . 3
Playback Options . . . . . . . . . . . . . . . . 3
Message Copy Services. . . . . . . . . . . 5
Leaving a Message. . . . . . . . . . . . . . . 6
Broadcast Messages . . . . . . . . . . . . . 7
Outside Access. . . . . . . . . . . . . . . . . . 8
Outside Notification. . . . . . . . . . . . . . . 9
Returning to VM from Other Service Menus
10
This system is easy to use and customize.
The system has automated commands
which you can access via a system of
option menus. The system informs you
which buttons to press; all you have to do
is press them! Usually you will input
keypad characters like the “7” (seven) key
and the “#” (pound) key.
Recording Conversations . . . . . . . . . 11
Advanced Recording . . . . . . . . . . . . 13
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2
Getting Started
Entering Your Mail Box
Your Personal Greeting
Think About It!
There are three ways to enter your Voice
Mail (VM) box.
The system provides an automated
greeting, “Welcome to the voice mail
system.” You may set a personalized
message when you enter the mail box
(look to the left for instructions) by
pressing “*” (star) “#” (pound), then the
number “7” and “#”.
Write your greeting here before you record
it; it’s easier to remember what you want
to say if it’s right in front of you.
RETRIEVE
key
START VM
key
#
7
#
*
Dial VM extension.
Only then can you perform the steps
outlined below. Services in Personal
Greetings:
Accessing VM with Keys
1.To start recording, press
Press the “RETRIEVE” key or “START
VM” key to access your mail box. The
system dials your mailbox number for you.
#
“1” then “#”. .
*
2.To stop recording, press
press “7” then “#”.
7
#
Accessing VM by Dialling
3.To repeat your greeting,
press “3” then “#”.
Enter the VM number, then your mailbox
number followed by the “#” (pound) key.
3
#
#
4.To delete the greeting,
press “5” then “#”.
[123]
#
7
If you assigned a password to your
mailbox, enter the password code
followed by the “#” (pound) key.
You should set a personal security code
(password). (See Setting a Password.)
Only you know your code, so don’t forget
what it is!
#
[456]
The messages play automatically, newest
to oldest. (See Playback Options for
additional message options.)
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3
Security/Playback Options
Setting a Password
Enter VM then press “*” star, then “#”
(pound), then number “8” and “#” (pound).
You can change your password as
Basic Message Playback Options
By default, messages play back
sequentially from the newest one. Once
you have dialled your voice mailbox, you
can use several options, including:
•Repeat the message
frequently as you wish. The code can be
anywhere between 3 - 10 numbers. If it is
easier for you to remember letters than
numbers, don’t forget that you can spell it
with letters on the keypad. Longer codes
are more secure than shorter ones.
If you forget your code, you must ask your
ICX Telephone System distributor to
reprogram a new security code.
#
8
#
*
1.Enter the new
password and “#”.
[1234]
#
•Delete, then hear the next mes-
sage
•Save, then hear the next message
•Go back in message
•Skip forward in message
•Message Copy
2.To accept, press “1” and
“#”.
1
2
#
#
3.If you want to modify the
password, press “2” and
“#”.
Note: The following commands may be
entered during the message.
Quick Tip:
To speed the Message
up/down, toggle the
4
6
#
#
“4” “#” (pound) keys..
To adjust the Volume
up/down, toggle the
✶✭
“6” “#” (pound) keys.
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Playback Options (Cont)
4
Repeating the Message
Saving the Message
Going Backward in a Message
You can go back in any message while
you are listening to it. The system default
is to go back 10 seconds, but system
programming can change it to any time
increment you want.
1.Press “3” and “#” (pound).
1.Press “8” and “#” (pound). The next
message plays automatically.
3
#
8
#
1.Press “1” and “#” (pound). The
message skips backwards the
amount of seconds you have
programmed.
✶✭
1
#
✶✭
Deleting the Message
2.Press “5” and “#” (pound). The
following message plays
automatically.
✶✭
Going Forward in a Message
You may skip over part of a message
5
#
while you are listening to it. Again, the
system default is 10 seconds.
1.Press “7” and “#”
7
#
(pound). The message
skips forward to the
specified time increment.
✶✭
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5
Message Copy Services
Copying the Message to Another
Mailbox
1.Press the COPY key or “1” “9” and
Copying to Multiple Mailboxes
Instead of entering the MAILBOX key or
mailbox numbers in Step Two above,
enter the broadcast code and “#” (pound).
1.Press the COPY key or “1” “9” and
“#” (pound). The system announces:
“Please enter the mailbox number
and press # (pound).”
Copying Messages
You can copy a message to another
mailbox or multiple mailboxes while you
are listening to the message. You also
may copy it when you hear the
announcement, “To Delete, press 5 and #.
To Save, press 8 and #.”
“#” pound. The system announces:
“Please enter the mailbox number
and press Pound.”
COPY
Softkey
1
9
#
COPY
Softkey
Original Message
to You
or
2.Press the MAILBOX key or enter
the mailbox number and “#” (pound).
1
9
#
2.Press “*” BROADCAST CODE “#”
(pound) or press the pre-assigned
broadcast MAILBOX key.
MAILBOX
key
3.Press “7” and “#” (pound).
✶✭
3.Press “1” and “#” to copy
the message.
7
#
1
#
Broadcast
Code
#
*
•If you selected the wrong mailbox
number, press “2” and “#” (pound).
The system takes you back to Step
One above.
✶✭
✶✭
✶✭
✶✭
2
#
cc:Ted
cc:John
cc:Connie
•To Cancel copying, press “*” “#”.
#
✶✭
✶✭
*
✶✭
✭
✶✭
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6
Leaving a Message
You may want to leave a message in
another party’s mailbox. One message
can be recorded for up to 4 minutes.
(Recording time is set upon installation,
but can be changed.) One mailbox can
contain up to 30 messages. (This number
can also be changed.)
Calling Another Party’s Mailbox
If the other party’s mailbox is full, you will
hear the announcement, “Sorry, you
cannot leave a message in mailbox XXX.”
1.Press the START VM key or dial the
Voice Mail number. Do not enter
your personal mailbox.
2.Press “*”, dial the mailbox number,
and press “#” (pound).
Dial Mailbox
#
Number
*
3.You will hear the other person’s
greeting. Leave a message after the
tone and press “7” “#” (pound) or
hang up to stop recording.
FULL
If you chose “7” “#” (pound), you may
then choose several options.
•Press “1” “#” (pound) to re-record
the message..
“...And the eighteenth
reason I think it should be
done this way is... and
another consideration here
is...”
Re-Record
M essage
1
#
•Press “3” “#” (pound) to repeat the
message..
Repeat
Message
3
#
•Press “5” “#” (pound) to cancel the
message..
Cancel
Message
5
#
✶✭
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7
Broadcasting Messages
Recording Your Message in Multiple
Mailboxes
1.Press the VOICE MAIL key or dial
the Voice Mail number.
3.Record the message.
4.Press “7” “#” (pound) when you are
finished or hang up.
The same message can be left in up to 50
other mailboxes. To use this service, your
system administrator must set up
broadcast codes. Up to 30 broadcast
codes can be assigned in one system.
Ask your administrator for details
regarding broadcast codes.
START VM
key
7
#
2.When you hear the system
announcement, press “*” enter the
broadcast code, and press “#”
(pound).
#
*
Broadcast Code
Quick Tip:
Record Message
My broadcast code is:
✶✭
✶✭
✶✭
✶✭
✶✭
✶✭
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8
Outside Access
Accessing Voice Mail from the Outside
If an outside access telephone number
has been assigned, you can access the
voice mail from the outside. Once
connected to voice mail, you can access
the voice mail features.
Quick Tip:
The outside access phone number is:
1.Call the Voice Mail outside access
telephone number.
2.Enter the box number and press #.
3.Enter your password and #.
Your messages play automatically,
newest to oldest. You can access the
voice mail features as if your were at
an extension.
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Outside Notification
9
Outside Notification Services
After a message is recorded in your
mailbox, you can be informed in one of the
following two methods:
Calling an Outside Phone or Extension
You can instruct VM to notify an outside
phone after you leave the message.
*
1.Enter VM then press and #
•Calling a pager
•Calling an outside telephone or
extension
#
#
*
2.Press “9” “#” (pound)
to access outside
notification service.
3.Press “2” '#” to notify
outside phone.
9
Calling a Pager
You can instruct VM to notify a pager.
1.Enter VM then press * and #
2
#
#
*
4.Enter the phone
number.
[ABC-WXYZ]
2. Press “9” “#” (pound)
to access outside
notification service.
3.Press “1” '#” to notify
pager.
9
#
#
5.Press “#” (pound).
#
1
6.If you are done, hang
1
2
#
#
up or press “1” or “#”.
4.Enter the phone
number (with trunk
access #).
9-555-1234
7.If you want to modify
the notification, press
“2” “#”.
5.Press “#” (pound).
#
6.If you are done, hang
up or press “1” and
“#”.
7.If you want to modify
the notification, press
“2” “#”.
Some systems are set up to perform these
services automatically. Large display
telephones show an notify option on the
soft key screen. Press the button beside
the appropriate display to execute the
command.
1
2
#
#
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10
Returning to VM from Other Service Menus
Some other options which are available to
you with the ICX Voice Mail service are as
follows:
Go Back and Listen
Successive Message Retrieve
If you want to return to message retrieve
from other areas of VM, but you want to
listen to your message oldest-first, then
you may do so.
You can go directly to Successive
Message Retrieve from any area of VM.
Retrieving messages successively plays
them from the most recent to the oldest.
•Go back to message retrieve service
•Go back to message retrieve/retrieve
oldest message
*
*
1.Press and #.
1.Press and #.
•Successive message retrieve
#
#
#
#
*
*
Go Back
2.Press “3” “0” “#”.
2.Press 3 1 #, then 3 #.
If you have gone into VM features other
than message retrieve, such as recording
your greeting or changing your password,
and you want to go back to message
retrieve, you can do so without exiting and
starting all over again.
3
0
3
1
#
3
N E W
OLD
*
1.Press and #.
✶✭
#
✶✭
*
2.Press 3 and # to go back to
message retrieve service.
LESS
N E W
LESS
OLD
3
#
✶✭
✶✭
OLD
N E W
✶✭
✶✭
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11
Recording Conversations
You can record normal CO trunk calls,
ISDN trunk calls, private lines, and
intercom calls. The recording is retained
as a voice mail message. Recording can
be either automatic or manual. Automatic
recording is set at installation. Phones set
for automatic recording record every
incoming/outgoing call. Ask your
Manual Conversation Recording to
Your Mailbox
Cancelling While Recording
1.Press CANCEL or 5 #.
1.Receive or make a call.
2.Press the RECORD key to start
recording.
CANCEL
5
#
OR
Pausing Recording
1.Press PAUSE or 2 #.
RECORD VM
key
PAUSE
OR
2
#
#
administrator about your phone.
2.To resume a paused recording,
press PAUSE or 2 #.
3.Replace the handset when the call is
terminated. The conversation is
stored in your mailbox.
Precautions:
PAUSE
2
OR
Manual Conversation Recording to a
Designated Mailbox
!
Re-Recording
1.Press Re-Record or 1 #. The
1.Receive or make a call.
2.Press the VOICE MAIL key to start
recording.
•Make sure the other person knows you
are recording the call. Without his or
her consent, you could be invading
privacy.
•Calls cannot be recorded if your
mailbox is full.
previous recording is cancelled and a
new recording is initiated.
RE-RECORD
1
#
OR
START VM
key
•You cannot record a call made with a
locally-supplied ISDN terminal adaptor.
•If Handset Mute is enabled for the
extension, the voice on the Mute
handset is still recorded on an intercom
call.
3.Press the destination MAILBOX key
or input the destination mailbox
number and press #.
MAILBOX
key
•While a conversation is being
recorded, key tones are not sent out
without first dialling “0” and “#”.
4.Replace the handset when the call is
terminated. The conversation is
stored in the designated mailbox.
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12
Advanced Recording
Playing Back the Recorded
Conversation Before Hanging Up
1.Before hanging up, press the ADD
key, 8 #, or Soft Key 5. .
Cancelling the Recorded Conversation
Changing the Destination Mailbox After
Recording
Before Hanging Up
1.Before hanging up, press the ADD
key, 8 #, or Soft Key 5. .
1.Before hanging up, press the ADD
key, 8 #, or Soft Key 5. .
ADD
key
ADD
key
ADD
key
5
8
#
5
5
8
#
8
#
2.If prompted, press the destination
MAILBOX key or input the
destination mailbox number and
press #.
2.If prompted, press the destination
MAILBOX key or input the
destination mailbox number and
press #.
2.If prompted, press the destination
MAILBOX key or input the
destination mailbox number and
press #.
MAILBOX
key
MAILBOX
key
MAILBOX
key
3.Press 3 # or Soft Key 10.
3.Press 5 # or Soft Key 5. The
3.Press * # or Soft Key 9.
recorded conversation is cancelled.
10
3
#
9
#
5
5
#
4.Replace the Handset.
4.Choose a new recording destination.
4.Replace the Handset.
5.Replace the Handset.
Can I record
that?!
I'm going to give
you a raise, Joe!
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13
Advanced Recording
HOLDing During Recording
•If you place the call on HOLD while
you are recording it, then recording
is paused.
Adding a Message to a Recorded
Conversation
Outside Notification of Recorded
Conversations
After you have recorded a conversation,
you may want to add thoughts or
comments to the recording.
1.Before hanging up, press the ADD
key, 8 #, or Soft Key 5. .
You can notify outside phones and pagers
after recording a conversation. You may
also add a message to the recording
before notifying. (See “Adding a Message
to a Recorded Conversation.”)
•If you place the call on HOLD for
more than 10 minutes, then record-
ing terminates automatically.
•If you resume a recorded call
which you placed on HOLD within
less than ten minutes, recording
resumes.
•If someone else retrieves the call
you placed on HOLD while record-
ing, then the person who picks up
can either continue recording or ter-
minate recording. The recorded
part of the conversation is still in the
designated mailbox.
ADD
key
5
8
#
NOTE: Prior to using outside notification,
you must first set up outside notification as
described on page 10.
2.If prompted, press the destination
MAILBOX key or input the
destination mailbox number and
press #.
1.Before hanging up, press the ADD
key, 8 #, or Soft Key 5. .
MAILBOX
key
ADD
key
5
8
#
3.Press Soft Key 4 or 1 #.
2.If prompted, press the destination
MAILBOX key or input the
destination mailbox number and
press #.
4
4
#
4.Add your message.
5.Press 7 # when you have finished.
MAILBOX
key
3
#
6.You should hear, “Message
recorded,” before you hang up.
3.Press Soft Key 1 or 9 #.
1
9
#
4.To cancel the notification, press Soft
Key 9, 9 #, or the Notify key.
Notify
9
#
9
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Notes
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Built-In Voice Mail Quick Reference
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Notes
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