DIGITAL VOICEMAIL USER GUIDE
Table of Contents
General Information
Getting Started
Pages 2 - 3
Pages 4 - 5
Call Forward Settings
Calling Your Voice Mailbox
Pages 6 - 7
Checking Messages
Leaving Messages
Pages 8 - 9
Pages 11
Reviewing Messages
Changing Your Setup Options
Pages 13 - 15
Quick Transfer to Voicemail
Transferring a Call Directly to a
Voice Mailbox Live Record
Pages 16 - 17
Programming Live Record
Function Keys
Page 18
Page 19 - 20
Pages 21 - 25
Page 26
Live Monitoring
Xen Mail Softkeys & Definitions
Xen Mail Access Codes
1
General Information
Introduction
Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the
Xen Mail and Xen Mail Lite have common features, this guide will only make
reference to the Xen Mail. This guide describes the system’s features and
details the steps you need to take to make Xen Mail a working partner in your
day-to-day business. Throughout this guide, you will find numerous tips and
shortcuts designed to help you get the most from Xen Mail.
Typical system operation is presented here. Be sure to consult with your Xen
Mail System Manager for any special features or functions that may apply to
your particular application.
Automated Attendant
The Automated Attendant serves as a receptionist, answering and routing
incoming calls automatically. Callers hear an opening greeting for your
company that gives them instructions and options. If a caller does not know
the extension number, the Automatic Directory can route the call by the
person’s name. When your extension is busy or you are not available to
answer the call, Xen Mail can connect the caller to your Voice Mailbox
automatically.
Voicemail Access
The Xen Mail system can be accessed 24 hours a day from any touchtone
telephone in or out of your office. Your System Manager has assigned a
Personal ID number to you. You will need this number when calling the Xen
Mail from any phone but your own.
The Conversation
The NEC Xen Mail system is based upon a conversation about your Voice
Mailbox. Each time you enter your Voice Mailbox, you will be asked a series of
questions relating to these topics:
- Checking messages
- Leaving messages
- Reviewing/redirecting messages
- Changing setup options
Answer questions with a simple reply by dialling 1 for YES or 2 for NO.
In addition, by dialling Quick Key numbers, you may advance directly to a
specific topic.
Setup Options
Once your mailbox has been opened, you may change various options, such as
your Greetings, Message Groups, Transfer and Message Delivery Options and
Personal Options.
2
Voicemail Message Indication
Whenever there are new messages in your Voice Mailbox, an indication will be
provided at your telephone:
Digital Display Telephone:
Display
= Xen Mail extension number
and number of
new messages
Digital Telephone:
Large LED = Slow flashing red
MW Lamp = Steady red
Single Line Telephone:
You may also instruct Xen Mail to call you at your home, mobile phone or pager.
Advance Dialling
At any time, you can “dial ahead” by entering a series of responses, even
before hearing the entire question, to advance directly to the desired section
of your Voice Mailbox quickly.
Disconnecting From Voicemail
When you have completed your voicemail session, dial *** to immediately
disconnect the Xen Mail system. As an alternative, you will be given the
option to return to your mailbox, access Setup Options or exit voicemail and
dial an extension, if desired, after accessing various Xen Mail operations.
Quick Transfer Feature
The NEC Xen Mail system simplifies message taking by allowing you to transfer
a call directly to a user’s Voice Mailbox where they will hear the personal
greeting and be prompted to leave a message.
Live Record Feature
The Live Record feature is used to record a conversation in progress and then
direct it to your own or another user’s mailbox.
Live Monitoring Feature
Live Monitoring allows you to hear a message through the speaker of your
phone as the message is being left by an outside caller.
Caller ID
The Caller ID feature lets you hear or view the phone number of an external
caller when you retrieve your messages.
Caller ID Call Return Feature
The Caller ID Call Return feature allows the Voicemail system to use Caller ID
information captured with the message to call and connect you to the person
that left the message.
Softkeys
Softkeys provide an intuitive means of accessing the Xen Mail’s menu and
options. Simply dial into the Xen Mail and select the menu item you wish to
access. The Xen Mail will also offer various options from time to time.
Additional Information
Refer to your Xen IPK Features and Specifications manual or Xen IPK Digital
Telephone User Guide and consult your Xen Mail System Manager for
additional information on telephone and Voicemail operation.
3
Getting Started
When you call the Xen Mail system for the first time, you will be asked to
personalise your mailbox. Doing this will open your mailbox and make it
ready to use.
Entering Your Mailbox
Press Message
OR
Lift handset and
Dial Xen Mail.
Dial your personal ID, if necessary (typically 9+ your
extension number).
Follow prompts to accomplish the following steps.
Dial 1 for YES or 2 for NO to confirm each entry.
Record Your Name
Record your first and last name.
Dial
to end recording and review your name recording.
*
Dial 1 to re-record, otherwise dial 2.
Spell Your Name
If requested, spell the first 3 letters of your last name by dialling the
corresponding numbers on your telephone dialpad.
Choose Your Directory Listing Status
Dial 1 for YES or 2 for NO to choose whether or not you wish to be
listed in the Xen Mail directory. It is recommended that you choose to be
listed, as the directory lets outside callers reach you by your last name if
they do not know your extension number.
Record Your Outside and Internal Greetings
Dial 1 for YES if you want to record different greetings for outside
and internal callers, otherwise dial 2.
At the prompt, record an appropriate greeting to callers who reach
your mailbox. Use the handset to record your name and a brief,
descriptive message.
Dial
to end recording and review your greeting.
*
Dial 1 to re-record, otherwise dial 2.
Set Your Security Code
Dial 1 for YES if you wish to enter a Security Code to safeguard
your mailbox from unauthorised access, otherwise dial 2.
4
Enter a Security Code of 3 to 10 digits via your telephone dialpad.
Dial to complete code entry.
*
Re-enter your security code, as prompted, for confirmation.
Dial to complete code entry.
*
Opening Your Mailbox
Dial 1 to confirm your personalised settings and open your mailbox
for use, otherwise dial 2.
Note: Your personalised settings can be changed at any time through Setup Options.
Set Up Tips
• Keep your greetings current. Change them as often as necessary. If
your greetings are accurate, callers are more likely to leave a
message.
• Personalise your greeting. Record your own greeting, include your
first and last name and if appropriate, your department. Callers
hearing your voice feel more confident that you will receive their
message.
• You can have different greetings for outside callers and internal
callers. See “Changing your Setup Options” to record an alternate
outside greeting to use on special occasions, for example, when you
will be out of the office.
• Remember, Xen Mail tells you the day and time each message was
left. There’s no need to ask callers to include this information in
their message.
• Encourage effective messaging. Ask callers to leave relevant
information so that your return call will be productive. When
applicable, your greeting should include an alternate extension that
may be dialled by someone needing immediate assistance.
• Record a clear and audible greeting. Initially, it may be helpful to
write down your greeting. When recording, remember to speak in a
normal voice directly into the handset.
• Your security code protects your privacy. Pick a security code that is
easy for you to remember and hard for a stranger to guess. Shorter
security codes are easier to enter, longer codes offer more
protection. You can change or delete your security code from any
touchtone telephone. If you forget your security code, ask your
System Manager to delete your code and then immediately enter a
new one.
5
Call Forward Setting
Call Forward Busy/No Answer (CF B/NA)
The most frequent method of utilising voicemail is to have calls forwarded to
your Voice Mailbox when you are busy on another call or are away from your
phone. To forward your telephone:
Set
Lift handset: hear ICM dial tone.
Dial the Call Forward Busy/No Answer set code 43.
Dial Xen Mail.
Replace handset.
Cancel
Lift handset: hear ICM dial tone.
Dial the Call Forward Busy/No Answer cancel code 44.
Replace handset.
Note: A CF B/NA key may be assigned in system programming to set/cancel this
feature. When setting Call Forward Busy/No Answer, a destination station
must be entered. A lit LED indicates that CF B/NA is set.
Call Forward All Calls (CFA)
When you plan on being away from your phone for an extended period of
time, you can have all of your calls routed directly to your voice mailbox. To
forward your telephone:
Set
Press Feature (Do not lift the handset).
Dial the Call Forward All set code 60.
Dial Xen Mail.
Press Feature.
Cancel
Press Feature (Do not lift the handset).
Dial the Call Forward All cancel code 69.
Press Feature.
Note: A CFA/DND key may be assigned in system programming to set/cancel this
feature. When setting Call Forward All, a destination station must be entered.
A lit LED indicates that Call Forward All/Do Not Disturb is set.
6
Calling Your Voice Mailbox
Use this simple procedure every time you wish to access your voice mailbox, or
press the Softkeys as shown in the section entitled Xen Mail Softkeys &
Definitions.
Press Message
OR
Lift handset and
Dial Xen Mail, wait for answer.
When calling from your telephone:
Dial your security code, if prompted.
Note: When not using a Dterm Series i telephone, the Xen Mail extension number
may be assigned to a one touch key or feature access key.
When calling from another telephone:
Dial
2
to start the main greeting.
#
*
Dial your personal ID (typically 9 + your extension number).
Dial your security code, if prompted.
When calling from outside:
Dial your personal ID (typically 9 + your extension number).
Dial your security code, if prompted.
Respond to each question by dialling 1 for YES or 2 for NO OR use Quick Keys
to step ahead to a specific topic.
Quick Keys
Save time by advancing directly
to a specific topic:
DIAL
4
5
6
7
to check new messages
to leave messages
to review messages
to change your setup options
7
Checking Messages
Quick Key 4
Call your voice mailbox for new messages when you receive a voicemail
message indication. Alternatively, you can press the Softkeys as shown in the
section titled Xen Mail Softkeys & Definitions.
Dial 1 for YES when asked, “You have ___ new messages.
Would you like to hear them?”
Messages marked “Urgent” are played first.
Messages from outside callers are played in the order received.
Messages from other Xen Mail users are sorted by sender.
At the tone you may record a reply, otherwise dial 2.
The day and time recorded is announced at the end of each
message.
While listening to a message, you can:
Dial
To skip the message and save it as “new”.
*
To repeat the entire message.
#
1
To advance to the end of the message.
To redirect and/or archive (save) the message.
To change playback volume.
2
5
7
8
To repeat the previous 3 seconds of the message.
To pause message playback (dial 8 again to resume
message playback).
9
To advance 3 seconds within the message.
Note 1: NEW messages are those you haven’t yet heard. A NEW message will not
be deleted until you’ve had the opportunity to listen to it.
Note 2: Messages are OLD once you hear them through to the recorded day and
time. OLD messages are typically deleted at midnight of the day received
unless they have been archived.
8
Leaving Messages
Quick Key 5
Send messages to other Xen Mail users directly from your voice mailbox.
Alternatively, you can press the Softkeys as shown in the section titled Xen
Mail Softkeys & Definitions.
Dial 1 for YES when asked, “Would you like to leave any messages?”
Dial the first 3 letters of the last name of the person or the group
you want to send a message to OR dial
Dial 1 to confirm, otherwise dial 2.
Record your message at the beep.
and the voice mailbox number.
##
Dial
to end recording, otherwise dial to re-record.
#
*
Dial 1 for YES for Special Delivery options, otherwise dial 2.
Note: Dial ## to switch between choosing by mailbox number or by name.
Special Delivery Options
When you leave a message, you can mark it for special delivery.
There are four special delivery options available:
Urgent
Heard first before regular messages.
Cannot be redirected.
Private
Return Receipt
Xen Mail tells you when
the person has heard the message.
Future Delivery
The message is sent at the time
and day you specify.
You can mark a message for more than one special delivery option.
You can also change or add to the special delivery settings of a message
you’ve already sent.
9
Messaging Tips
•
If you are unsure of the spelling of the first 3 letters of the
person’s last name, use a “Wildcard Key”, typically 1 or 0,
in place of one or more letters. This “Wildcard” matches
any letter.
•
•
While recording a message, dial # to erase your message and
begin again.
Always try to leave a concise and structured message.
Include the purpose of your call, the information required,
or any information needed to get an answer - not just a
return phone call.
•
•
•
•
Leave fellow Xen Mail users a message from within your own
voice mailbox. When they listen to your message Xen Mail
will automatically prompt them to send you a reply. This
saves time and almost always guarantees a response.
The Xen Mail sorts messages in a message stack. It plays all
urgent messages first, then all regular messages. It also
sorts your messages by sender. Use Special Delivery Options
when appropriate.
To cancel a message that has not yet been received, begin to
send the person or group another message. The Xen Mail
system will tell you that your last message hasn’t been heard,
and offers you the option to cancel it.
If you often send messages to the same group of people,
see “Changing your Setup Options” to create your own
message groups.
10
Reviewing Messages
Quick Key 6
Messages you’ve already listened to (old messages) can be reviewed for a short
while (typically until midnight), be redirected to another voice mailbox or
archived for a longer time.
Review
Dial 1 for YES when prompted “You have ___ messages to review,
would you like to check them?”
Dial 1 for YES or 2 for NO to review messages.
Listen to old messages followed by day and time recorded.
Redirect (Copy to another mailbox)
Dial 2 while listening to a new or old message.
Dial 1 for YES to Redirect the message being reviewed.
Dial the voice mailbox or group to receive the redirected message (For
more details, see Leaving Messages).
Dial 1 to confirm your entry.
Dial 1 for YES if you want to record an introduction,
otherwise dial 2.
Record your introduction when prompted.
Dial
to end recording.
*
Dial 1 for YES to set special delivery options, otherwise dial 2.
Dial 1 for YES to redirect the message to an additional voice mailbox,
otherwise dial 2.
Archive (Save)
Dial 1 for YES to Archive the new or old message being reviewed.
Note 1: You can redirect the same message as many times as you wish.
Note 2: Once you listen to an old or archived message, you must archive it again to
keep it from being deleted immediately.
11
Keeping Your Voice Mailbox Current
Review and revise your setup options on a regular basis.
Greetings
•
You can review the greetings you have recorded for the internal
and outside callers. Greetings can be re-recorded at any time.
•
An alternative greeting can be recorded and selected to
accommodate special situations such as when you are out of
the office.
Message Groups
•
You can create your own message groups. When you send a
message to a group, the message is sent to all members of
that group.
•
•
A group can be private or open, allowing only you or all users
to send messages to the group.
Use group maintenance features to list groups and members,
add or delete members and delete established groups.
Transfer and Delivery Options
Callers may be transferred and messages may be delivered to you in
a variety of ways. Discuss available options with your system
manager.
•
Call transfer enables callers to be automatically directed to your
extension or another programmed telephone number.
•
When Call Screening is on, Xen Mail will ask the callers’ name,
ring your extension, tell you the caller’s name, and ask if you
want to take the call or direct the caller to your voice mailbox.
•
•
When your line is busy and the Call Hold option is on, callers will
be advised of the number of calls holding and be given the
option to hold or leave a message in your mailbox.
When a new message has arrived in your mailbox, you will
receive an indication at your telephone. Depending on your
schedule, you may also program the system to alert you at
additional numbers (home phone, mobile phone or pager).
Personal Options
•
Access Personal Options to review or change your Security Code,
Recorded Name, Spelled Name and Directory Listing Status.
12
Changing Your Setup Options
Quick Key 7
You may personalise your voice mailbox to accommodate your current
schedule or plans by changing your setup options. Alternatively, you can press
the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions.
Dial 1 for YES, when asked “Would you like to
access Setup Options?”
Follow prompts to change the desired setup options.
“Would you like to change your Greetings?”
Dial 1 for YES to change your Greetings.
Listen to the playback of your current outside greeting.
Dial 1 for YES to switch between standard and alternate greetings,
otherwise dial 2.
Dial 1 for YES to record a new greeting, otherwise dial 2.
Using the handset, begin recording at the beep.
Dial
to end recording and review greeting.
*
Dial 1 to re-record, otherwise dial 2.
Repeat for internal greeting.
“Would you like to change your Groups?”
Dial 1 for YES to change your Groups.
Dial 1 for YES when asked to create a new group, otherwise dial 2
to access group edit, list and delete options.
Dial the first 3 letters or digits of the group’s name or number.
Dial 1 to change group name or number, otherwise dial 2.
Using the handset, record a group name.
Dial
to end recording.
*
Dial 1 to change group name, otherwise dial 2.
Dial 1 to create an open group or dial 2 for a private group.
Add members to the group by dialling name or extension number.
Dial 1 to confirm and add member to group.
Dial
after all members are added.
*
Dial 1 to record a message for this group now, otherwise dial 2 to
continue with group maintenance options.
13
“Would you like to change your Transfer and Delivery Options?”
Dial 1 for YES to change your Transfer or Delivery Options.
Call Transfer Setting
Dial 1 to change your Call Transfer setting, otherwise dial 2 to
advance to Message Delivery Options.
Dial 1 to turn Call Transfer on and leave it on, otherwise dial 2 to
advance to Message Delivery Options.
Listen to the phone number your calls are currently being transferred to.
Dial 1 and enter a new phone number (up to 9 digits),
otherwise dial 2 to leave the current setting.
Note 1: If Call Transfer to your work phone is OFF, calls are sent directly to your voice
mailbox. When Call Transfer to your work phone is ON, calls are first directed
to your extension. Xen Mail Call Forward settings will then apply.
Note 2: For Call Screening and Call Hold features to operate, Call Transfer must be
turned on and these features must be assigned by the system manager.
Call Screening
Dial 1 to turn on Call Screening, or dial 2 to turn it off
Note: When you answer your phone and Call Screening is turned on, you will hear
a beep and announcement “call from (caller’s name)”.
Dial 1 to take the call or 2 to transfer the caller to your mailbox.
Call Hold
Dial 1 to turn on Call hold or dial 2 to turn it off.
Note: If call hold is turned on and your line is busy, a caller is prompted to hold
or leave a message. The system will tell the caller how many calls are
already holding.
14
Message Delivery Options
Dial 1 for YES or 2 for NO to set message delivery to your work
phone, home phone, mobile phone or pager.
Enter and confirm the telephone number.
Enter and confirm the message delivery schedule (time and days).
Work phone
Home phone
_______ from _______ to _______ On: S M T W T F S
_______ from _______ to _______ On: S M T W T F S
Mobile phone _______ from _______ to _______ On: S M T W T F S
Pager _______ from _______ to _______ On: S M T W T F S
Note 1: Message delivery schedules may overlap.
Note 2: It is not necessary to dial a line access code (i.e 0) when entering an outside
telephone number.
Note 3: When a pager number is programmed, the Live Record Urgent Page feature
will override your pager message delivery schedule and turn delivery to your
pager on or off.
“Would you like to change your Personal Options?”
Dial 1 for YES to set your security code.
Dial a new security code of 3 to 10 digits.
Dial
to complete code entry.
*
Re-enter your security code, as prompted, for confirmation.
Dial to complete code entry.
*
Dial 1 for YES to change your name.
Dial 1 for YES or 2 for NO to change your Recorded Name,
Spelled Name or Directory Listing Status.
Enter and confirm new information.
15
Quick Transfer to Voicemail
When transferring a call to a user who is away from their phone, busy or
declines a voice announcement, the Quick Transfer to Voicemail feature
simplifies and speeds message taking. You can easily redirect the call to the
Xen Mail user’s voice mailbox, where they will hear the personal greeting and
be prompted to leave a message.
With an outside call in progress:
Press Transfer.
Dial station number or press programmed DSS.
Determine called party is unavailable.
Dial 7 to transfer call to the called party’s mailbox.
Replace handset immediately.
With a recall in progress:
Press Line Key.
Press Feature and dial 86.
Replace handset immediately.
Note: Your Quick Transfer Access Codes may differ from the above based on
system programming.
Transferring a Call Directly to
a Voice Mailbox
To simplify message taking, outside callers can be transferred directly into a
Xen Mail user’s voice mailbox, where they will hear the personal greeting and
be prompted to leave a message.
With an outside call in progress:
Press Transfer.
Dial Xen Mail, wait for answer.
Dial the voice mailbox number of the user the call is to be transferred to.
Dial 2.
Replace handset immediately.
Live Record
Live record allows you to record a conversation with an outside caller and
direct it to your own or another user’s mailbox.
With an outside call in progress:
Press RECORD to begin recording the conversation.
16
A tone burst may be provided and the RECORD key will light red to
indicate that recording is in progress. Display telephones will
indicate recording functions.
Dial the voice mailbox number to which the recording should be addressed.
Replace the handset to terminate the call. The recording will be sent
to the appropriate voice mailbox.
Note 1: The voice mailbox number may be dialled at any time during the conversation
before the recording party releases the call. If a voice mailbox number is not
entered, the recording will be sent to your voice mailbox.
Note 2: If Automatic Recording is assigned, the recording begins immediately upon
answering an outside call.
Note 3: If a voice mailbox number has not been entered, and if Automatic callback is
assigned, Xen Mail will call you back to ask you if you want to delete the call,
address it, add an introduction or send it.
Note 4: To send a Live Recording to multiple voice mailboxes, first send the recording
to your own voice mailbox and then redirect it accordingly.
Note 5: Some laws/regulations impose restrictions on persons making live telephone
recordings. Users should seek their own advice in this regard.
Live Record Options
The following Live Record function keys may be programmed:
PRESS
Record
To start manual record.
Pause
To stop recording. Press PAUSE again to resume recording.
To erase the live recording and automatically begin
re-recording. Enter a new voice mailbox number.
To erase the live recording without interrupting your
conversation. Press RECORD and dial a voice mailbox
number to begin recording again.
Re-Record
Erase
End
To terminate the recording and continue the
conversation.
Address
To delete, address or record an introduction prior to
ending a live recording session.
Urgent Page
Toggles message delivery on/off. After entering a
voice mailbox number, a “ ” in the display will indicate
*
that the page message delivery option is currently on.
Note: Consult your system manager for additional information about using live
record options.
17
Programming Live Record Function Keys
Feature Access Keys
Press Feature.
Press Redial.
Press Feature Access Key to be programmed.
Dial 2.
Dial Function Code (see below).
Press Feature.
One Touch Keys
Press Feature.
Press Redial.
Press One Touch Key to be programmed.
Dial 2.
Dial Function Code (see below).
Press Feature.
Note: Refer to the Xen IPK digital telephone user guide for additional information
on programming feature access keys and one touch keys.
Function Codes
00
01
02
03
04
05
06
07
Record
Pause
Re-Record
Erase
End
Urgent Page
Address
Live Monitoring
18
Live Monitoring
Live monitoring allows you to listen to voicemail messages as the outside caller
is being recorded by the Xen Mail
To Enable Live Monitoring
Press the feature access key assigned as Live Monitoring.
Live Monitoring key flashes red while feature is being set.
Dial the password (same as Station Outgoing Lockout password;
default is 0000000000).
Live Monitoring is continuously lit red.
Note: Activating the Live Monitoring feature will reset Call Forward All settings. You
will need to set Call Forward All settings again.
To operate Manual Live Monitoring while the caller
is leaving a voicemail message
To listen to the caller, press the START soft key while the outside caller
is leaving a message.
Live Monitoring key is continuously lit green.
To stop Live Monitoring while the caller is leaving
a voicemail message
Press the CANCEL soft key
or
Press the green Live Monitoring feature access key.
To retrieve the call during the Live Monitoring feature
Manual Live Monitoring
Press the START soft key while the outside caller is leaving a message.
Pick up the handset
or
press SPEAKER
Automatic Live Monitoring
Pick up the handset
or
press SPEAKER
Note: The call will be recorded up to this point.
To cancel the Live Monitoring feature when not in use
Press the Live Monitoring feature access key.
19
Caller ID with Call Return
The Caller ID feature lets you hear or view the phone number of an external
caller when you retrieve your messages. The Caller ID Call Return feature
allows the voicemail system to use Caller ID information captured with the
message to call and connect you to the person that left the message.
Using a Non-Display Multiline Telephone or Single Line Telephone
Press Message, or dial the Xen Mail extension number.
After message playback, Xen Mail prompts you to hear the Caller ID number.
or
Dial 0 during the message to stop playback and hear the Caller ID number.
After the Caller ID number is played, the system prompts you with an option
to return the call.
or
To return the call during message playback, dial # 0
To end a Return Call, dial # 0 * to return to the mailbox and disconnect the
outside call.
Using a Display Multiline Telephone with Softkeys
Press Message, or dial the Xen Mail extension number.
During message playback, Xen Mail displays the Caller ID name and/or
Number. To change display between Name and Number, press the MORE
Softkey twice then press the CID Softkey.
or
Dial 0 during message to stop playback and hear the Caller ID number only.
During message playback, press the MORE Softkey three times then press
the CALL Softkey to return the call.
To end a Return Call, press the END Softkey to return to the mailbox and
disconnect the outside call.
Note 1: To repeat the Caller ID number during its playback, dial #. To skip to the end
of the Caller ID number dial
.
*
Note 2: Caller ID Call Return must be enabled by the system manager. Caller ID name
and/or number display must be enabled in system programming.
20
Xen Mail Softkeys & Definitions
Softkeys
LM
Definitions
Live Monitoring options
AUTO
MAN
>
Live Monitoring set to AUTOMATIC mode
Live Monitoring set to MANUAL mode
Indicates the current setting
Turns Off the setting
OFF
REW
Repeat the previous 4 seconds of a message
Pause while playing or recording a message
Advance 4 seconds while playing a message
Delete a played/playing message
Save a message for the ARCHIVE duration in a voice mailbox
Skip a playing message and save as NEW
Redirect a message to another voice mailbox owner
Reply to a message
PAUSE
FFWD
DEL
ARCH
NEXT
REDIR
REPLY
GREET
SWTCH
STD
Setup greetings
Switch between STD. and ALT. Greetings
Edit standard greeting
ALT.
Edit alternate greeting
INT.
Edit internal greeting
CODE
SPELL
DIR
Change security code
Change spelled name
Change directory listing status
Change recorded name
RCNAME
PERS
Setup personal options
TRF
Setup transfer options
DELIV
GRPS
Setup delivery options
Setup group options
CHG
Change telephone number for call transfer
Setup screening options
#
SCRN
HLDNG
WORK
HOME
PAGER
SPARE
CREAT
EDIT
Setup call holding options
Change delivery to work phone
Change delivery to home phone
Change delivery to pager phone
Change delivery to spare phone
Create a group
Edit a group
LIST
List all groups
DEL
Delete a group
OLD
Check old messages
21
Softkeys
NEW
Definitions
Check new messages
SETUP
LVMSG
MGR
Change setup options
Leave a message for another voice mailbox owner
Edit system manager options†
END
End a live recording
REREC
ERASE
Stop current live record and begin again
Erase current live record and end recording
Change phone number for delivery options
Change schedule range for delivery options
Enable urgent message delivery
Add or delete a voice mailbox†
PH.
#
SCHED
URG
CHBX
GREET
SCHED
INFO
Edit the opening greeting box†
Change system schedule†
Hear system information (including HDD serial#
and system ID#)†
OPER
Change operator voice mailbox†
To accept a call using call screening
To reject a call using call screening
Resume playing a message after pausing
Replay an entire message
ACCEPT
REJECT
RESUME
RPLAY
BACK
CURR.
SWITCH
QUIT
Back up one menu level
Current voicemail message
Switch between STD and ALT. greeting
Quit softkey mode
MAIN
CALL
Back to Main Menu
Caller ID Call Return
CID
Change Caller ID Display between Name and Number
†Indicates Manager Options
22
Xen Mail Softkeys
Status
Softkeys
Checking New Messages
Called Mailbox with MSGS
No Manager Status
2 NEW MSGS
NEW OLD LVMSG SETUP
During Playback of a NEW
Message
CALLER ID
CALLER ID
CALLER ID
ARCHV DEL REW MORE^
PAUSE^ FFWD REDIR MORE
NEXT CID MORE
After Pressing the
PAUSE softkey
PLAYBACK PAUSED
CALLER ID
RESUME
CALL
BACK MORE
After Playback of
NEW message
CALLER ID
CALLER ID
CALLER ID
ARCHV DEL NEXT MORE
RPLAY REDIR
MORE
CID CALL BACK MORE
After pressing the
REPLY softkey
LISTEN FOR OPT.
LISTEN FOR OPT.
After pressing the
REDIR softkey
Checking Old Messages
Called Mailbox with MSGS
No Manager Status
NEW OLD LVMSG SETUP
During Playback of an
OLD Message
CALLER ID
CALLER ID
CALLER ID
ARCHV DEL REW MORE
PAUSE^FFWD^^REDIR^^MORE
NEXT CID MORE
After Pressing the
PAUSE softkey
PLAYBACK PAUSED
CALLER ID
RESUME
BACK MORE
After Playback of
OLD message
CALLER ID
CALLER ID
CALLER ID
ARCHV DEL NEXT MORE
RPLAY REDIR
MORE
CID CALL BACK MORE
After pressing the
REPLY softkey
LISTEN FOR OPT.
LISTEN FOR OPT.
After pressing the
REDIR softkey
23
Status
Softkeys
Set Up Options
Called Mailbox with MSGS
No Manager Status
2 NEW MSGS
NEW OLD LVMSG SETUP
After pressing
SETUP softkey
SETUP OPTIONS
SETUP OPTIONS
GREET PERS
TRF
MORE
GRPS DELIV BACK MORE
After pressing
GREET softkey
SETUP GREETING
SETUP GREETING
LISTEN FOR OPTIONS
CURR. SWITCH STD MORE
INT ALT
BACK MORE
After pressing PERS.
softkey (setup)
PERSONAL OPTIONS
CODE
SPELL
DIR
MORE
RCNAME
LM MORE
CID
BACK MORE
After pressing TRF.
softkey (setup)
TRANSFER OPTIONS
TRANSFER OPTIONS
LISTEN FOR OPTIONS
ON/OFF CHG# SCRN MORE
BACK MORE
After pressing GRPS
softkey (setup)
GROUP OPTIONS
GROUP OPTIONS
LISTEN FOR OPTIONS
LISTEN FOR OPTIONS
LISTEN FOR OPTIONS
LISTEN FOR OPTIONS
LISTEN FOR OPTIONS
LISTEN FOR OPTIONS
CREATE
EDIT LIST MORE
DEL
BACK MORE
After pressing DELIV.
softkey (setup)
DELIVERY OPTIONS
DELIVERY OPTIONS
BACK MORE
WORK HOME PAGER MORE
SPARE
URG
URG
URG
URG
After Pressing WORK
(Delivery Option)
WORK PHONE
WORK PHONE
BACK MORE
ON/OFF PH.# SCHED MORE
After Pressing HOME
(Delivery Option)
WORK PHONE
HOME PHONE
BACK MORE
ON/OFF PH.# SCHED MORE
After Pressing PAGER
(Delivery Option)
PAGER PHONE
PAGER PHONE
BACK MORE
ON/OFF PH.# SCHED MORE
After Pressing SPARE
(Delivery Option)
SPARE PHONE
SPARE PHONE
BACK MORE
ON/OFF PH.# SCHED MORE
Live Monitoring Options
After Pressing SETUP,
PERS. and MORE
Softkeys
Press LM
Softkey
LIVE MONITORING
OFF AUTO >MAN BACK
LIVE MONITORING
ON
BACK
24
Status
Softkeys
Live Record Options
After pressing RECORD
Feature key
PAUSE END REREC MORE
ERASE URGPG
MORE
After pressing PAUSE
during Live Record
RESUME
Other Options
Called Mailbox with NO
MSGS Manager Status
NO NEW MSGS
NO NEW MSGS
SETUP MGR
OLD LVMSG SETUP
MORE
Called Mailbox with NO
MSGS No Manager Status
NO NEW MSGS
OLD LVMSG SETUP
After the handset is lifted
During Call Screening
CALL SCREENING
ACCEPT
REJECT
BACK
After pressing the EXIT
softkey
MENU OPTIONS
QUIT MAIN
Manager Items
Called Mailbox with MSGS
Manager Status
2 NEW MSGS
2 NEW MSGS
SETUP MGR
NEW OLD LVMSG SETUP
MORE
After pressing
MGR softkey
MANAGER OPTIONS
MANAGER OPTIONS
INFO OPER BACK MORE
LISTEN FOR OPTIONS
CHBX GREET SCHED MORE
25
Xen Mail Access Codes
Greetings
Hear current greeting
4
5
6
7
Edit Groups
Add members
Switch greetings
Main Menu
Check new messages
Leave messages
4
5
6
7
Edit standard greeting
Edit alternate greeting
4
5
6
7
Delete members
List members
Review old messages
Change setup options
Change group name
Groups
Create a group
Edit your group
List your groups
Delete a group
4
5
6
7
Change Transfer
Change phone numbers
Call screening on/off
Call holding on/off
Setup Options
4
Greetings
4
5
6
7
5
6
Groups
Transfer & delivery
Personal options
Transfer & Delivery
Change call transfer
Message Delivery
4
Work phone on/off
Home phone on/off
Mobile phone on/off
Pager Phone on/off
4
5
6
7
Message delivery
5
Personal Options
Change security code
Re-record name
3
= Current menu
4
5
6
7
= Return to main menu
*
#
= Step back to previous menu
Change Deliver
Change phone numbers
Change schedule
Re-spell name
4
5
6
Directory listing on/off
Urgent only on/off
Main Menu
Check new messages
4
6
Leave messages
5
Review old messages
Change setup options
7
Keypad Shortcuts
Switch personal greetings
Change your security code
Change call transfer options
Turn call transfer off
Turn call screening
745
options on/off
76415
76416
754
774
Turn call holding on/off
Add a message group
Edit a message group
List your message groups
Change your recorded name
764
7642
7641
755
Turn call transfer on
756
Change phone number
for call transfer
775
76414
26
Notes
The material contained herein is subject to change without prior notice at the sole
discretion of NEC Business Solutions Ltd.
Stock# 8502588
Version 1
DPA. June 2003
Copyright ©2003 NEC Business Solutions Ltd
Document No. NEC-8056
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