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AT&T 3 manual Mail System Planning, Introduction Planning Responsibilities

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Mail System Planning

A

Contents

Introduction

Planning Responsibilities

■When to Fill Out the Forms

■How to Fill Out the Forms

■Information for the Installer

Form A: System Parameters—Part 1 Description

Form B: Mailboxes Description

■Class of Service

■Instructions

Form C: System Parameters—Part 2 Description

Form D: Schedule Description

Form E: Touch-Tone Gate Description

Form F: Voice Mail Greeting Description

Form G: Main Menu Prompt Description

Form H: Main Menu Definition Description

Form I: Submenu Prompt Description

Form J: Submenu Definition Description

Form K: Announcement Description

Form L: Group List Description

Form M: Line Ownership Description

Form N: System Security Description

Form O: Security Checklist Description

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A-10A-11A-12A-14A-15A-17A-19A-20A-21A-22A-23A-24A-25

Mail System Planning A-i

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AT&T 3 manual Mail System Planning, Introduction Planning Responsibilities

Contents

AT&T Copyright 1996, AT&T All Rights Reserved Issue June Contents Understanding the Mail System Features Upgrading the System Verifying System Operation and TroubleshootingMail System Planning GL Glossary Index Programming Hierarchy Diagrams Mail System Factory SettingsLetter Key and Class of Service Table Communications System PlanningPurpose and Audience TermsHow to Use This Book Typographical ConventionsPartner Mail Voice Messaging System Release Safety LabelsRelated Documents Toll Fraud SecurityPartner II Communications System Release Partner Plus Communications System ReleaseIntroduction Partner Mail Services System Administrator’s ResponsibilitiesIntroduction Partner Mail Services Overview of System Services and Features Attendant Automated Attendant ServiceAssignments Interactions with the Communications System Fax Extension and Fax Message ReceiverImmediate Call Handling Call Answer Service Interactions with the Communications System Voice Mail Service OperatorFor more information, see Personal Mailbox Administration System Administrator’s ResponsibilitiesSystem Security Preventative Measures Page Security Policy and User Education Routine Maintenance Helpful Programming Hints Introduction Preparing for Installation Installing the Mail SystemImportant Safety Instructions Preparing for Installation Mail System Hardware Communications System HardwareMail System Site Requirements Mail System Requirements ConditionRequirementPreparing for Installation Installing the Mail System Mounting the System UnitMounting the Cabinet Connecting to the Communications System Connecting Cords to the System UnitSystem Unit Front and Right Side View Connecting to the Remote Maintenance Device Remote Maintenance DeviceMail System Initial Programming Introduction Before You BeginAfter Initial Programming Before You Begin Comlpeting Planning FormsPreparing the Communications System Hunt Group ExtensionsLine Access Mode Transfer Return ExtensionLine Assignment for Remote Maintenance Device Outgoing Call RestrictionLogging In to System Administration Automatic Extension Privacy for Remote Maintenance DevicePage Mail System Login Accessing the System Administration Menu Programming the Mail SystemInitial Programming Quick Reference System ParmetersSystem Greetings Parameter Factory Setting Programming System ParametersMaximum Digit Length System LanguageSingle or Multiple Automated Attendant Automated Attendant Line Assignments Automated Attendant Line AssignmentsProgramming Mailboxes MailboxesConsiderations for Creating Mailboxes Creating MailboxesAssigning a Group Mailbox Owner Specifying Fax Extensions and System Mailboxes Fax Extension and Fax Message ReceiverSystem Administrator’s Mailbox Call Answer Service OperatorGeneral Mailbox Owner Schedule Administration Programming the ScheduleSystem Date and Time Schedule ControllerBusiness Schedule Setting the Touch-Tone Gate Automated Attendant AdministrationRecording System Greetings System Greetings Administration Recording Touch-Tone Gate GreetingsRecording a Voice Mail Greeting Programming the Automated Attendant Menus Recording Announcements Creating SubmenusProgramming Day and Night Menus + Announcement number + # Group Lists Administration Creating Group ListsAssigning Line Ownership Line Ownership AssignmentSetting System Security Options 10. System Security AdministrationMinimum Password Length Security Violation NotificationAssigning a System Administration Password Assigning the System Administrator’s Mailbox PasswordAfter Initial Programming Page Call Answer Service Communications System Initial ProgrammingTelephone Button Programming Introduction VMS Hunt Delay Entering Programming ModeAutomated Attendant Service Group Call DistributionFax Hunt Group Fax Machine ExtensionsLine Ringing Automatic Extension Privacy VMS Hunt ScheduleNight Service Music on HoldAssigning the Disallowed Phone Number List Disallowed Phone NumbersCreating a Disallowed List To save the number in memory, you must press EnterCreating an Allowed Phone Number List Allowed Phone NumbersAssigning the Allowed Phone Number List Line Coverage Call Answer ServiceVMS Line Cover Automatic VMS Cover Exiting Programming ModeVMS Cover Rings Communications System Release 4.0 or later VMS Cover Telephone Button ProgrammingDo Not Disturb Voice Mailbox Transfer Voice Mail MessagesAfter Initial Programming Announcements Automated Attendant Administering FeaturesAutomated Attendant Service Broadcast Message Bulletin BoardBusiness Schedule and Temporarily Closed Call Answer Service OperatorDial 0/Timeout Action Automated Attendant DirectoryLanguage Group ListsGroup Mailbox Owner Line AssignmentsOpen or Closed for Today Main Menus Automated AttendantMaximum Digit Length OutcallingPersonal Operator PasswordsPersonal Mailbox Administration Schedule ControllerSystem Date and Time System Administrator’s MailboxSubmenus Automated Attendant System LanguageAdministering Features Logging In to System Administration Logging In to Voice MailAt a Glance Announcements Automated AttendantDescription Announcement Options Announcements and Bulletin BoardsRelated Mail System Features ApplicationsProgramming Recording an Announcement Procedure is complete Monolingual modeBilingual mode For the secondary languagePlaying an Existing Announcement Enter the Announcement number 1-99 + #Deleting an Announcement Related Communications System Features Related Mail System Features Broadcast Message Broadcast Messages and Group ListsProgramming Sending a Broadcast Message Bulletin Board Bulletin Boards and Announcements Monolingual or Bilingual ModeDial 0 Destination Bulletin Board Mailbox Password Other Bulletin Board OptionsConsiderations and Constraints Programming Procedures Accessing a Bulletin Board MessageMailbox Message. Go to Step Bilingual mode onlyRecording or Deleting a Bulletin Board Message Go to Step20Bulletin Board Changed. Procedure is complete Setting a Dial 0 DestinationChanging a Bulletin Board Mailbox Password Enter extension number + #Business Schedule and Temporarily Closed Weekly Business Schedule Temporarily ClosedProgramming Playing the Business Schedule TodayCreating or Changing the Weekly Business Schedule 26Business Schedule and Temporarily Closed Programming a Temporary Closing Confirm. Go to Step Repeat StepBusiness Schedule and Temporarily Closed Call Answer Service Operator Dial 0/Timeout Action for Main Menus Automated Attendant Dial 0/Timeout Action Automated Attendant Programming Changing a Dial 0/Timeout Action Menu. Go to StepPrompt. Go to Step Procedure is complete. Bilingual mode, primary language Directory Transferred. Procedure is complete Procedure Using the Directory to Reach a SubscriberUsing the Directory to Address a Message Changing a Directory ListingDescription Fax Extension Fax Extension and Fax Message ReceiverFax Message Receiver Considerations and Constraints Hunt Group. Procedure is complete Receiver. Go to StepDeleting a Fax Extension or Fax Message Receiver Enter Fax Message Receiver + #Extension. Procedure is complete General Mailbox Programming Changing the General Mailbox Owner’s Extension Automated AttendantExtension. Go to Step Procedure Forwarding a Message from the General MailboxEnter General Mailbox Owner + # Single Automated Attendant List. Repeat Step Group List. Repeat Step Greetings Personal Procedures Recording a Personal Greeting Call Answer Service OperatorComplete For Monolingual Mode, procedure isGreeting. Go to Step For Bilingual Mode, primary languageActivating a Personal Greeting Deleting a Personal GreetingMonolingual Mode, procedure is Greetings System Voice Mail GreetingExamples Automated Attendant Touch-Tone Gate GreetingMonolingual Mode-Touch-Tone Gate On Monolingual Mode-Touch-Tone Gate Off Main Menu, Primary LanguageProgramming Recording the Voice Mail Greeting Greetings PersonalRepeat for the secondary Recording a Touch-Tone Gate Greeting New greeting. Repeat Step Menu. Return to StepGroup Lists Group Lists and Broadcast Messages Enter Group List number + # Programming Creating Group ListsScanning Group Lists Repeat until all extensions areModifying or Reviewing a Group List If desired, return to Step Group List. When finished, go toDeleting Group Lists For each mailbox to be added toProcedure Sending a Message to a Group List Under Personal Mailbox Administration Forwarding a Message to a Group ListGroup Mailbox Owner Programming Assigning or Deleting the Group Mailbox Owner If the mailbox has no owner Enter Group Mailbox NumberIf the mailbox has an owner No owner. Return to StepMode only LanguageAnnouncements Automated Attendant Programming Recovering from a Language Choice ErrorMain Menus Automated Attendant Submenus Automated Attendant Changing the Language Mode or the Language Language. Repeat StepLine Assignments Programming Reviewing Line Assignments Adding Line AssignmentsAutomated Attendant 2 or Removing Line AssignmentsIf the line is not currently assigned to Repeat until finished76Line Assignments Line Ownership Programming Scanning Line Ownership If a line owner is assigned If no owner is assignedModifying Line Ownership If the line number has an ownerDeallocating Line Ownership Deleted.Return to StepMailbox Class of Service COS Class of Service Table Mailbox StorageTransfer Permitted Message LengthGreeting Length Mailbox TypePage Mailbox Language Bilingual Mode only Outcalling PermissionMailbox Name Letter KeyConsiderations and Constraints Administration Group Mailbox OwnerProgramming Playing a Mailbox Configuration Enter Mailbox Number + #Class of Service + # Monolingual mode onlyBilingual mode only. Choose an option Number. Go to StepChanging a Mailbox Name Deleting a MailboxMailbox and any messages in it Mailbox number. Return to Step Initializing a Mailbox Password Changing the Class of ServiceEnter Class of Service + # Changing the Mailbox Language Bilingual Mode OnlyLanguage Bilingual Mode only Main Menus Automated AttendantMonolingual Mode Example with Touch-Tone Gate On Menu PromptMonolingual Mode Example with Touch-Tone Gate Off Selector CodesPage Caller Options Programming Playing a Main Menu Prompt or Definition RecommendationMenu. Go to Step Multiple Automated Attendant only Recording the Main Menu Prompt OnlyDefinition. Repeat Step Monolingual mode 106Main Menus Automated Attendant If the Selector Code is already assigned Change the Dial 0/Timeout ActionModifying a Day or Night Main Menu If the Selector Code is not already assignedSelector Code. Return to Step Monolingual mode 110Main Menus Automated Attendant Maximum Digit Length Programming Changing the Maximum Digit LengthMenu. Procedure is complete Enter Maximum Digit LengthOpen or Closed for Today Open for TodayClose for Today Resume Regular ScheduleDefault Temporary Closure Greetings French Primary/English Secondary Spanish Primary/English SecondaryProgramming Programming Open or Closed for Today 118Open or Closed for Today Resuming the Regular Schedule Outcalling Outcalling List Minimum Time Between Outcalling Attempts Outcalling Cycles Outcalling ScheduleListening to Instructions for Outcalling Procedures Turning Outcalling On/OffReviewing the Outcalling List Creating or Changing the Outcalling ListPager. Go to Step Enter Outcalling number + #Schedule. Go to Step Setting Up the Outcalling ScheduleNot set to all hours Set to all hoursSetting the Minimum Time Between Outcalling Attempts Setting the Number of Outcalling Cycles Passwords System Administrator’s PasswordsPassword Cautions Password InitializationProgramming Initializing a Mailbox Password Setting the Minimum Password LengthProcedures Changing a Mailbox Password Changing the System Administration PasswordEnter Minimum Password Length + # Changing a Bulletin Board Mailbox Password Personal Mailbox Administration Transfer-Only MailboxesPersonal Greetings Old and New MessagesPersonal Operator Programming Logging In to Voice Mail Ss System FeaturesOutcalling From Automated AttendantRecording and Sending a Message Activity Menu. Procedure is completeMessage. Repeat Step Names. Go to Step Use 7 for the letter Q 9 for the letter ZGroup List. Return to Step Listening to Messages Replying to a Message Forwarding a Message Use 7 for the letter Q 9 for Letter Z Recording and Activating Personal Greetings Recording a Mailbox NameChoosing a Personal Operator Personal Operator Programming Administering a Personal Operator Follow the Switch Mode Schedule ControllerFollow the Partner Mail Business Schedule Business ScheduleProgramming Setting the Schedule Controller Security Violation Notification No Security Violation NotificationMailbox Unlock Unsuccessful Login AttemptsNotification Length Programming Changing the Security Violation NotificationAttempts. Go to Step Single/Multiple Automated Attendant For each Automated Attendant, you can program the following Programming Setting Single or Multiple Automated Attendants Submenus Automated Attendant Selector Codes and Selector Code Actions Submenu Creation Other Submenu OptionsSubmenu Modification Press 3 for Submenus Submenu Administration Menu Programming Playing a Submenu Prompt or DefinitionCreating a Submenu Submenu number + #160Submenus Automated Attendant Recording the Submenu Prompt Only Repeat to Step Modifying a Submenu 164Submenus Automated Attendant Choose an option # to use the existing Submenu Deleting a Submenu Submenu number + # Prompt to confirm deletionSystem Administrator’s Mailbox Changing the System Administrator’s Mailbox Changing the System Administrator’s Mailbox Password Programming Re-assigning the System Administrator’s MailboxEnter new extension + # System Date and Time Personal Mailbox AdministrationProgramming Updating the System Date and Time If System Administrator’s mailbox Language is English Time. Go to StepSystem Language Touch-Tone Gate Setting Touch-Tone GateConsiderations and Constraints Programming Turning the Touch-Tone Gate On or Off Troubleshooting Verifying System OperationContents Verifying System Operation Verify Mail Service GreetingDealer Delayed Call Handling Immediate Call HandlingDay Menu Night MenuVMS Extension Coverage Fax MachinesVMS Line Coverage Mail system does not answer immediately TroubleshootingCallers hear ringing, but the mail system does not answer Authorized DealerCalls are routed to the wrong Automated Attendant Calls are not transferred properly Touch-tones are entered but not detected Message cannot be left in a mailboxCaller is cut off while leaving a message in a mailbox Subscriber receives a busy signal when calling Voice MailSubscriber is unable to log in to Voice Mail Subscriber is unable to log in to Voice Mail Possible Cause Corrective Action 12Verifying System Operation and Troubleshooting Possible Cause Corrective Action Outcalling is delayed Outcalling is not workingOn next Outcalling is not working Press 1 for English, 2 for French, or 3 for Spanish Upgrading the System Introduction Disconnecting the Mail System Captive Retaining Screw LocationRemoving the Mail System Unit from the Wall Removing the Cover Removing the Cover ScrewsVoice Processing Card DIP Switch Settings Adding a Voice Processing CardInstalling the Voice Processing Card Putting the System Unit Back Together Security Alert Mail System Planning Introduction Planning ResponsibilitiesTable A-1. Partner Mail Mail System Planning Forms Name How to Fill Out the Forms When to Fill Out the FormsPlanning Responsibilities Information for the Installer Maximum Digit Length = Form a System Parameters-Part 1 DescriptionSingle or Multiple Automated Attendant = Single Page Form B Mailboxes Description Class of ServiceSecurity Alert Mail System Planning A-7 Instructions COSPage Form C System Parameters-Part 2 Description Call Answer Service Operator =System Administrator’s Mailbox = General Mailbox Owner =Multiple Automated Attendant only Form D Schedule DescriptionSystem Date and Time Weekly Business Schedule = ClosedForm E Touch-Tone Gate Description Touch-Tone Gate GreetingsPage Form F Voice Mail Greeting Description Day or Night Main Menu Form G Main Menu Prompt DescriptionMain Menu Prompt Page Form H Main Menu Definition Description Main Menu DefinitionMultiple Automated Attendant only Submenu Name Form I Submenu Prompt DescriptionSubmenu Number Submenu PromptForm J Submenu Definition Description Submenu DefinitionAnnouncement Name Form K Announcement DescriptionAnnouncement Number AnnouncementGroup List Name Form L Group List DescriptionGroup List Number Group List MembersForm M Line Ownership Description Line OwnershipForm N System Security Description Minimum Password Length =Security Violation Notification Form O Security Checklist Description Instructions Maximum Digit Length 2 3Form B Mailboxes Fax Extension Call Answer Service Operator ExtSystem Administrator’s Mailbox Mailbox No Security Alert Fax Message ReceiverForm D Schedule Weekly Business ScheduleForm E Touch-Tone Gate Form F Voice Mail Greeting Voice Mail GreetingForm G Main Menu Prompt Day or Night Main Menu 1 DayForm H Main Menu Definition Form H Main Menu Definition Form I Submenu Prompt Form J Submenu Definition Submenu Number 01-99 Submenu Name Submenu DefinitionForm K Announcement Form L Group List Group List Number Group List Name Group List MembersForm M Line Ownership Minimum Password Length Form N System SecurityCommunications System Yes Mail System Yes NoSecurity Policy Yes Form B1 System Extensions Introduction Form a System Configuration,Form B2 Customized Extension Settings Form C PhoneCommunications System Order NumberForm a System Configuration, Form a Page 1 DescriptionMethod VMS-Mail Form a Page 2 Description Receptionist answers calls during business hours?Ring on Transfer #119 = Active VMS Hunt Delay #506 = ImmediateVMS Cover Rings #117 = Music on Hold 602 = ActiveForm B1 Description Form B1 System ExtensionsWrite Name/Description FAX Machine Extensions #601 Write Transfer Return Ext. No. #306Form B2 Description Form B2 Customized Extension SettingsAutomatic Extension Privacy #304 = Not Assigned Lines/Pools Not Assigned Automatic VMS Cover #310 = Not AssignedNo Ring Outgoing Call Restriction #401 = No RestrictionDisallowed List Assignment #405 Allowed List Assignment #408Form C Phone Night Service Button #503 = Not AssignedDo Not Disturb Feature 0 Form C DescriptionVoice Mailbox Transfer Feature 1 VMS Cover Feature 1Voice Mail Messages Intercom 7 7 Form D Description Form D Number ListsDisallowed Phone Number Lists #404 Allowed Phone Number Lists #407 Introduction Factory Settings Default Greetings Default MenusFeature Factory Setting Valid Entries Factory SettingsSystem Parameters Schedule Automated Attendant Service MailboxesPersonal Operator Security SystemOutcalling System Greetings Mail Setting ValueGroup Lists MessagesDefault Greetings Touch-Tone Gate On-MonolingualTouch-Tone Gate On-Bilingual Temporary Closure Greetings Touch-Tone Gate Off-Monolingual Touch-Tone Gate Off-Bilingual Voice Mail Greetings Personal Mailbox Greetings French Default Mailbox Name Boîte Vocale Centrale Default MenusEnglish Default Mailbox Name General Mailbox Spanish Default Mailbox Name Buzón GeneralEnglish Day/Night Menu Day/Night Main MenuTouch-Tone Gate On-Monolingual Bilingual French Day/Night MenuFrench Primary/English Secondary-French Day/Night Menu English Primary/French Secondary-English Day/Night MenuEnglish Primary/Spanish Secondary-English Day/Night Menu Spanish Primary/English Secondary-Spanish Day/Night MenuLetter Key Class of Service Table Letter Key Table D-1. Letter KeyClass of Service Table Table D-2. Class of ServiceGlossary GL-2Glossary Group Mailbox Owner See Dial PlanGL-4Glossary See Automated Attendant Touch-Tone Gate Greeting See Primary language and Secondary languageSee Subscriber Index IN-2 Index IndexIndex IN-3 IN-4 Index Index IN-5 IN-6 Index Index IN-7 IN-8 Index Index IN-9 IN-10 Index Index IN-11 IN-12 Index Index IN-13 IN-14 Index Index lN-15 IN-16 Index Nota Remarque Page Page AT&T Comcode Issue