Automated Attendant | Aastra Telecom 9516CW instruction

Automated Attendant

The Automated Attendant feature of the 9516CW works as the receptionist for a small business. When activated, the Automated Attendant prompts provide a list of options so your callers can:

•receive information

•leave messages

•be connected to an operator

The Automated Attendant feature provides your callers with commands to use each of these options. The callers press the key on the dial pad associated with the option they want to activate.

When the Automated Attendant feature is turned on, callers always hear the Automated Attendant greeting, even if you have recorded a personal greeting. Callers cannot skip the Automated Attendant greeting by pressing £.

Example of Automated Attendant

The following example explains how to set up the mailboxes and greetings to use the auto- mated attendant.

Joe’s Bistro has some customers who prefer to use English and some who prefer to use Italian. For this reason, Joe has decided to change his automated attendant to include both languages.

The ﬁrst thing Joe did was subscribe to his telephone company to get Distinctive Ringing service. This gives him one telephone number for his English customers and one for his Italian customers.

Next, Joe recorded his General Mailbox Greeting:

“Thank you for calling Joe’s Bistro. For today’s lunch specials, press ⁄; for our busi- ness hours, press ¤; to leave a message, press ‹; to speak to Joe, press ›.”

Then Joe recorded his Special Mailbox Greeting to take advantage of his Distinctive Ring feature. This greeting is in Italian and tells the customers to press ﬁfor lunch specials, ﬂ for business hours, ‡to leave a message and °to speak to Joe.

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Aastra Telecom 9516CW manual Example of Automated Attendant

Contents

9516CW Installation User Guide 9516CW Important Tips Table of Contents Automated Attendant Introduction Key Descriptions Set Options list Set Options listPag Basic Installation Connecting the handset cord Connecting the line cordConnecting an optional fax Machine or modem Checking your telephone Desk Mounting Basic Features Making a callAnswering a call Putting a call on hold Putting a call on mute Using the Redial ListMaking a Handsfree call Super Call Waiting Identiﬁcation Call Waiting IdentiﬁcationCall Waiting Identiﬁcation on or off 5678-1234 SuperFlash † Setting the date and time Turning the display of Call Waiting Identiﬁcation on or offChanging the display language To change the language Setting the ring tone and ringer volume Controlling the ringer volumeControlling the handset volume Controlling the speaker volume Turning the Answering Machine on or off Number of Rings before answeringTo turn the answering machine on or off To set the number of rings Greetings General Greeting Special Greeting Private Greeting † Recording GreetingsTo record your greeting To listen to your greeting Knowing when you have a message MessagesAudible Message Alert Auto playback Controlled playback using the Callers List Playback OptionsMake Message New Selective message delete Callers List Call screeningCall intercept Calling party control Memos Recording a memoListening to a memo Deleting a memo Call Announce Voice Tag DirectoryMailboxes on page 29 and Mailbox Greetings on Creating a New Directory Entry To save a new entry to the Directory Entering Names Call Announce Voice Tag No Announce To enable No AnnounceCall Announcment Voice Tag options To enable Name Only To enable Name and NumberName Only Name or Number Saving a displayed number to the Directory Saving a memory key entry to the Directory Personalized Greetings for Directory entriesTo save a memory key entry to the Directory To record a personalized greeting Finding items in the Directory To listen to a personalized greetingTo change a personalized greeting To delete a personalized greeting Making a call from the Directory Editing in the DirectoryTo make a call from the Directory To edit a Directory entry Mailboxes Deleting items from the DirectoryTo delete individual items To delete all items Mailbox Greetings Editing the mailbox name and class To record your greeting To assign people to a mailbox Assigning people to a MailboxNew Directory Entry on Using the Callers List Setting up the Callers ListCallers List Finding items in the Callers List Making a call from the Callers List See Editing in the Callers ListEditing in the Callers List Extensions, see Entering area codes Saving displayed numbers from the Callers List Deleting items from the Callers ListTo make the message new in the Callers List To delete an item in the Callers List Memory keys Saving numbers and names to memory keysCall Announce Voice Tag on To delete all items in the Callers List Saving from the display to memory keys Recording a Call Announcement Voice Tag for a memory key Call Announcement Voice Tag On page 22 for more informationLabeling the memory keys Personalized Greetings for Memory keys See Selecting the dial pad mode Making calls from memory keys Editing memory keys Deleting memory keysTo edit a memory key To delete a memory key Saving features in memory keys Using feature keysTo save a feature On cod To save a feature Off code Saving a feature and light to memory keys Using Feature Light k ysTo save a FeatureLight On key To save a FeatureLight Off key Advanced Features Adding a timer keyUsing the call Timer Deleting a timer key Using Deleting a page keyTo send a page message To delete a page key To select the dial pad mode Installing the page linesSelecting the dial pad mode To delete or change an area code or prefix Entering area codesTo enter area codes and prefixes To delete or change Dialing Restrictions EnteringRestrictedDialing RestrictionsTo enter Dialing Restrictions To delete or change a security number Security Numbers featureTo enter security numbers To set the Fax Switch Fax SwitchSetting the Fax Switch Copying the Directory to another 9516CW telephone To copy the Directory to another 9516CW telephone Using a headset Changing the headset modeTo enable call blocking To change the headset mode Automated Attendant Example of Automated Attendant Joe then set up his mailboxes as shown in this table To enable or disable the Automated Attendant To set the remote Notification Number To enable or disable Remote NotificationRemote Notiﬁcation Remote Access To set your password Remote Access Main Menu To listen to your messages remotely Knowing when you haveMessageVoice Mail message Display messages and lightsCallers List screen Clear Message Waiting General display messages What it means Message What it means CallersListErs Display messages Set indicator light messages Handsfree indicator light messagesFeature Light Learning about the Lights Special Information about your 9516CW If a power failure occurs while you are on a handset callIf a power failure occurs while you are on a handsfree call Troubleshooting How do I set up call announcement? Am unable to call back from the Callers ListHow do I record a greeting? How do I answer Call Waiting? Index Index Index Aastra Telecom