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AT&T 3 manual Administering Features, Announcements Automated Attendant, Bulletin Board

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Understanding the Mail

System Features

Contents

Administering Features

■Logging In to Voice Mail

■Logging In to System Administration

Announcements (Automated Attendant)

■Announcement Options

■Announcements and Bulletin Boards

■Applications

■Recording an Announcement

■Playing an Existing Announcement

■Deleting an Announcement

Automated Attendant Service

Broadcast Message

■Broadcast Messages and Group Lists

■Sending a Broadcast Message

Bulletin Board

■Monolingual or Bilingual Mode

■Bulletin Boards and Announcements

■Dial 0 Destination

■Other Bulletin Board Options

■Bulletin Board Mailbox Password

■Applications

■Accessing a Bulletin Board Message

■Recording or Deleting a Bulletin Board Message

■Setting a Dial 0 Destination

■Changing a Bulletin Board Mailbox Password

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Understanding the Mail System Features 5-i

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AT&T 3 manual Administering Features, Announcements Automated Attendant, Automated Attendant Service Broadcast Message

Contents

AT&T Copyright 1996, AT&T All Rights Reserved Issue June Contents Understanding the Mail System Features Mail System Planning Verifying System Operation and TroubleshootingUpgrading the System Letter Key and Class of Service Table Mail System Factory SettingsGL Glossary Index Programming Hierarchy Diagrams Communications System PlanningTerms Purpose and AudienceTypographical Conventions How to Use This BookRelated Documents Safety LabelsPartner Mail Voice Messaging System Release Toll Fraud SecurityPartner Plus Communications System Release Partner II Communications System ReleaseSystem Administrator’s Responsibilities Introduction Partner Mail ServicesIntroduction Partner Mail Services Overview of System Services and Features Assignments Automated Attendant ServiceAttendant Fax Extension and Fax Message Receiver Interactions with the Communications SystemImmediate Call Handling Call Answer Service Interactions with the Communications System Operator Voice Mail ServiceSystem Security System Administrator’s ResponsibilitiesFor more information, see Personal Mailbox Administration Preventative Measures Page Security Policy and User Education Routine Maintenance Helpful Programming Hints Installing the Mail System Introduction Preparing for InstallationImportant Safety Instructions Preparing for Installation Communications System Hardware Mail System HardwareMail System Requirements ConditionRequirement Mail System Site RequirementsPreparing for Installation Mounting the System Unit Installing the Mail SystemMounting the Cabinet Connecting Cords to the System Unit Connecting to the Communications SystemSystem Unit Front and Right Side View Remote Maintenance Device Connecting to the Remote Maintenance DeviceIntroduction Before You Begin Mail System Initial ProgrammingAfter Initial Programming Comlpeting Planning Forms Before You BeginHunt Group Extensions Preparing the Communications SystemTransfer Return Extension Line Access ModeOutgoing Call Restriction Line Assignment for Remote Maintenance DeviceAutomatic Extension Privacy for Remote Maintenance Device Logging In to System AdministrationPage Mail System Login Programming the Mail System Accessing the System Administration MenuSystem Parmeters Initial Programming Quick ReferenceSystem Greetings Programming System Parameters Parameter Factory SettingSingle or Multiple Automated Attendant System LanguageMaximum Digit Length Automated Attendant Line Assignments Automated Attendant Line AssignmentsMailboxes Programming MailboxesCreating Mailboxes Considerations for Creating MailboxesAssigning a Group Mailbox Owner Fax Extension and Fax Message Receiver Specifying Fax Extensions and System MailboxesGeneral Mailbox Owner Call Answer Service OperatorSystem Administrator’s Mailbox Programming the Schedule Schedule AdministrationSchedule Controller System Date and TimeBusiness Schedule Automated Attendant Administration Setting the Touch-Tone GateRecording System Greetings Recording Touch-Tone Gate Greetings System Greetings AdministrationRecording a Voice Mail Greeting Programming the Automated Attendant Menus Creating Submenus Recording AnnouncementsProgramming Day and Night Menus + Announcement number + # Creating Group Lists Group Lists AdministrationLine Ownership Assignment Assigning Line Ownership10. System Security Administration Setting System Security OptionsSecurity Violation Notification Minimum Password LengthAfter Initial Programming Assigning the System Administrator’s Mailbox PasswordAssigning a System Administration Password Page Communications System Initial Programming Call Answer ServiceTelephone Button Programming Introduction Automated Attendant Service Entering Programming ModeVMS Hunt Delay Group Call DistributionLine Ringing Fax Machine ExtensionsFax Hunt Group VMS Hunt Schedule Automatic Extension PrivacyMusic on Hold Night ServiceCreating a Disallowed List Disallowed Phone NumbersAssigning the Disallowed Phone Number List To save the number in memory, you must press EnterAssigning the Allowed Phone Number List Allowed Phone NumbersCreating an Allowed Phone Number List VMS Line Cover Call Answer ServiceLine Coverage VMS Cover Rings Communications System Release 4.0 or later Exiting Programming ModeAutomatic VMS Cover Do Not Disturb Telephone Button ProgrammingVMS Cover Voice Mail Messages Voice Mailbox TransferAfter Initial Programming Automated Attendant Service Broadcast Message Administering FeaturesAnnouncements Automated Attendant Bulletin BoardDial 0/Timeout Action Automated Attendant Call Answer Service OperatorBusiness Schedule and Temporarily Closed DirectoryGroup Mailbox Owner Group ListsLanguage Line AssignmentsMaximum Digit Length Main Menus Automated AttendantOpen or Closed for Today OutcallingPersonal Mailbox Administration PasswordsPersonal Operator Schedule ControllerSubmenus Automated Attendant System Administrator’s MailboxSystem Date and Time System LanguageAdministering Features Logging In to Voice Mail Logging In to System AdministrationDescription Announcements Automated AttendantAt a Glance Announcements and Bulletin Boards Announcement OptionsApplications Related Mail System FeaturesProgramming Recording an Announcement Bilingual mode Monolingual modeProcedure is complete For the secondary languageEnter the Announcement number 1-99 + # Playing an Existing AnnouncementDeleting an Announcement Related Communications System Features Related Mail System Features Broadcast Messages and Group Lists Broadcast MessageProgramming Sending a Broadcast Message Bulletin Board Dial 0 Destination Monolingual or Bilingual ModeBulletin Boards and Announcements Other Bulletin Board Options Bulletin Board Mailbox PasswordConsiderations and Constraints Mailbox Procedures Accessing a Bulletin Board MessageProgramming Recording or Deleting a Bulletin Board Message Bilingual mode onlyMessage. Go to Step Go to Step20Bulletin Board Changing a Bulletin Board Mailbox Password Setting a Dial 0 DestinationChanged. Procedure is complete Enter extension number + #Business Schedule and Temporarily Closed Temporarily Closed Weekly Business ScheduleToday Programming Playing the Business ScheduleCreating or Changing the Weekly Business Schedule 26Business Schedule and Temporarily Closed Programming a Temporary Closing Repeat Step Confirm. Go to StepBusiness Schedule and Temporarily Closed Call Answer Service Operator Dial 0/Timeout Action for Main Menus Automated Attendant Dial 0/Timeout Action Automated Attendant Menu. Go to Step Programming Changing a Dial 0/Timeout ActionPrompt. Go to Step Procedure is complete. Bilingual mode, primary language Directory Using the Directory to Address a Message Procedure Using the Directory to Reach a SubscriberTransferred. Procedure is complete Changing a Directory ListingFax Message Receiver Fax Extension and Fax Message ReceiverDescription Fax Extension Considerations and Constraints Receiver. Go to Step Hunt Group. Procedure is completeEnter Fax Message Receiver + # Deleting a Fax Extension or Fax Message ReceiverExtension. Procedure is complete General Mailbox Automated Attendant Programming Changing the General Mailbox Owner’s ExtensionEnter General Mailbox Owner + # Single Automated Attendant Procedure Forwarding a Message from the General MailboxExtension. Go to Step List. Repeat Step Group List. Repeat Step Greetings Personal Call Answer Service Operator Procedures Recording a Personal GreetingGreeting. Go to Step For Monolingual Mode, procedure isComplete For Bilingual Mode, primary languageDeleting a Personal Greeting Activating a Personal GreetingMonolingual Mode, procedure is Voice Mail Greeting Greetings SystemMonolingual Mode-Touch-Tone Gate On Automated Attendant Touch-Tone Gate GreetingExamples Main Menu, Primary Language Monolingual Mode-Touch-Tone Gate OffGreetings Personal Programming Recording the Voice Mail GreetingRepeat for the secondary Recording a Touch-Tone Gate Greeting Menu. Return to Step New greeting. Repeat StepGroup Lists Group Lists and Broadcast Messages Scanning Group Lists Programming Creating Group ListsEnter Group List number + # Repeat until all extensions areModifying or Reviewing a Group List Deleting Group Lists Group List. When finished, go toIf desired, return to Step For each mailbox to be added toProcedure Sending a Message to a Group List Forwarding a Message to a Group List Under Personal Mailbox AdministrationGroup Mailbox Owner Programming Assigning or Deleting the Group Mailbox Owner If the mailbox has an owner Enter Group Mailbox NumberIf the mailbox has no owner No owner. Return to StepLanguage Mode onlyMain Menus Automated Attendant Submenus Automated Attendant Programming Recovering from a Language Choice ErrorAnnouncements Automated Attendant Language. Repeat Step Changing the Language Mode or the LanguageLine Assignments Adding Line Assignments Programming Reviewing Line AssignmentsIf the line is not currently assigned to Removing Line AssignmentsAutomated Attendant 2 or Repeat until finished76Line Assignments Line Ownership Programming Scanning Line Ownership If no owner is assigned If a line owner is assignedIf the line number has an owner Modifying Line OwnershipDeleted.Return to Step Deallocating Line OwnershipMailbox Class of Service COS Mailbox Storage Class of Service TableGreeting Length Message LengthTransfer Permitted Mailbox TypePage Outcalling Permission Mailbox Language Bilingual Mode onlyLetter Key Mailbox NameConsiderations and Constraints Group Mailbox Owner AdministrationEnter Mailbox Number + # Programming Playing a Mailbox ConfigurationMonolingual mode only Class of Service + #Number. Go to Step Bilingual mode only. Choose an optionMailbox and any messages in it Deleting a MailboxChanging a Mailbox Name Mailbox number. Return to Step Enter Class of Service + # Changing the Class of ServiceInitializing a Mailbox Password Only Changing the Mailbox Language Bilingual ModeMain Menus Automated Attendant Language Bilingual Mode onlyMenu Prompt Monolingual Mode Example with Touch-Tone Gate OnSelector Codes Monolingual Mode Example with Touch-Tone Gate OffPage Caller Options Recommendation Programming Playing a Main Menu Prompt or DefinitionDefinition. Repeat Step Recording the Main Menu Prompt OnlyMenu. Go to Step Multiple Automated Attendant only Monolingual mode 106Main Menus Automated Attendant Modifying a Day or Night Main Menu Change the Dial 0/Timeout ActionIf the Selector Code is already assigned If the Selector Code is not already assignedSelector Code. Return to Step Monolingual mode 110Main Menus Automated Attendant Programming Changing the Maximum Digit Length Maximum Digit LengthEnter Maximum Digit Length Menu. Procedure is completeOpen for Today Open or Closed for TodayResume Regular Schedule Close for TodayDefault Temporary Closure Greetings Spanish Primary/English Secondary French 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 Schedule Outcalling CyclesReviewing the Outcalling List Procedures Turning Outcalling On/OffListening to Instructions for Outcalling Creating or Changing the Outcalling ListEnter Outcalling number + # Pager. Go to StepNot set to all hours Setting Up the Outcalling ScheduleSchedule. Go to Step Set to all hoursSetting the Minimum Time Between Outcalling Attempts Setting the Number of Outcalling Cycles System Administrator’s Passwords PasswordsPassword Initialization Password CautionsSetting the Minimum Password Length Programming Initializing a Mailbox PasswordEnter Minimum Password Length + # Changing the System Administration PasswordProcedures Changing a Mailbox Password Changing a Bulletin Board Mailbox Password Transfer-Only Mailboxes Personal Mailbox AdministrationPersonal Operator Old and New MessagesPersonal Greetings Outcalling Ss System FeaturesProgramming Logging In to Voice Mail From Automated AttendantMessage. Repeat Step Activity Menu. Procedure is completeRecording and Sending a Message Group List. Return to Step Use 7 for the letter Q 9 for the letter ZNames. Go to Step Listening to Messages Replying to a Message Forwarding a Message Use 7 for the letter Q 9 for Letter Z Choosing a Personal Operator Recording a Mailbox NameRecording and Activating Personal Greetings Personal Operator Programming Administering a Personal Operator Schedule Controller Follow the Switch ModeBusiness Schedule Follow the Partner Mail Business ScheduleProgramming Setting the Schedule Controller No Security Violation Notification Security Violation NotificationNotification Unsuccessful Login AttemptsMailbox Unlock Attempts. Go to Step Programming Changing the Security Violation NotificationLength 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 Modification Other Submenu OptionsSubmenu Creation Programming Playing a Submenu Prompt or Definition Press 3 for Submenus Submenu Administration MenuSubmenu number + # Creating a Submenu160Submenus Automated Attendant Recording the Submenu Prompt Only Repeat to Step Modifying a Submenu 164Submenus Automated Attendant Choose an option # to use the existing Submenu Submenu number + # Prompt to confirm deletion Deleting a SubmenuSystem Administrator’s Mailbox Changing the System Administrator’s Mailbox Enter new extension + # Programming Re-assigning the System Administrator’s MailboxChanging the System Administrator’s Mailbox Password Programming Updating the System Date and Time Personal Mailbox AdministrationSystem Date and Time Time. Go to Step If System Administrator’s mailbox Language is EnglishSystem Language Touch-Tone Gate Touch-Tone Gate SettingConsiderations and Constraints Programming Turning the Touch-Tone Gate On or Off Verifying System Operation TroubleshootingContents Dealer Verify Mail Service GreetingVerifying System Operation Immediate Call Handling Delayed Call HandlingNight Menu Day MenuVMS Line Coverage Fax MachinesVMS Extension Coverage Callers hear ringing, but the mail system does not answer TroubleshootingMail system does not answer immediately Authorized DealerCalls are routed to the wrong Automated Attendant Calls are not transferred properly Message cannot be left in a mailbox Touch-tones are entered but not detectedSubscriber is unable to log in to Voice Mail Subscriber receives a busy signal when calling Voice MailCaller is cut off while leaving a message in a mailbox Subscriber is unable to log in to Voice Mail Possible Cause Corrective Action 12Verifying System Operation and Troubleshooting Possible Cause Corrective Action Outcalling is not working Outcalling is delayedOn next Outcalling is not working Press 1 for English, 2 for French, or 3 for Spanish Upgrading the System Introduction Captive Retaining Screw Location Disconnecting the Mail SystemRemoving the Mail System Unit from the Wall Removing the Cover Screws Removing the CoverAdding a Voice Processing Card Voice Processing Card DIP Switch SettingsInstalling the Voice Processing Card Putting the System Unit Back Together Security Alert Introduction Planning Responsibilities Mail System PlanningTable A-1. Partner Mail Mail System Planning Forms Name Planning Responsibilities When to Fill Out the FormsHow to Fill Out the Forms Information for the Installer Single or Multiple Automated Attendant = Single Form a System Parameters-Part 1 DescriptionMaximum Digit Length = Page Security Alert Class of ServiceForm B Mailboxes Description Mail System Planning A-7 COS InstructionsPage System Administrator’s Mailbox = Call Answer Service Operator =Form C System Parameters-Part 2 Description General Mailbox Owner =System Date and Time Form D Schedule DescriptionMultiple Automated Attendant only Weekly Business Schedule = ClosedTouch-Tone Gate Greetings Form E Touch-Tone Gate DescriptionPage Form F Voice Mail Greeting Description Main Menu Prompt Form G Main Menu Prompt DescriptionDay or Night Main Menu Page Main Menu Definition Form H Main Menu Definition DescriptionMultiple Automated Attendant only Submenu Number Form I Submenu Prompt DescriptionSubmenu Name Submenu PromptSubmenu Definition Form J Submenu Definition DescriptionAnnouncement Number Form K Announcement DescriptionAnnouncement Name AnnouncementGroup List Number Form L Group List DescriptionGroup List Name Group List MembersLine Ownership Form M Line Ownership DescriptionSecurity Violation Notification Minimum Password Length =Form N System Security Description Form O Security Checklist Description Maximum Digit Length 2 3 InstructionsForm B Mailboxes System Administrator’s Mailbox Mailbox No Security Alert Call Answer Service Operator ExtFax Extension Fax Message ReceiverWeekly Business Schedule Form D ScheduleForm E Touch-Tone Gate Voice Mail Greeting Form F Voice Mail GreetingDay or Night Main Menu 1 Day Form G Main Menu PromptForm H Main Menu Definition Form H Main Menu Definition Form I Submenu Prompt Submenu Number 01-99 Submenu Name Submenu Definition Form J Submenu DefinitionForm K Announcement Group List Number Group List Name Group List Members Form L Group ListForm M Line Ownership Form N System Security Minimum Password LengthSecurity Policy Yes Mail System Yes NoCommunications System Yes Form B2 Customized Extension Settings Introduction Form a System Configuration,Form B1 System Extensions Form C PhoneOrder Number Communications SystemForm a Page 1 Description Form a System Configuration,Method VMS-Mail Receptionist answers calls during business hours? Form a Page 2 DescriptionVMS Cover Rings #117 = VMS Hunt Delay #506 = ImmediateRing on Transfer #119 = Active Music on Hold 602 = ActiveWrite Name/Description Form B1 System ExtensionsForm B1 Description Write Transfer Return Ext. No. #306 FAX Machine Extensions #601Automatic Extension Privacy #304 = Not Assigned Form B2 Customized Extension SettingsForm B2 Description No Ring Automatic VMS Cover #310 = Not AssignedLines/Pools Not Assigned Outgoing Call Restriction #401 = No RestrictionAllowed List Assignment #408 Disallowed List Assignment #405Do Not Disturb Feature 0 Night Service Button #503 = Not AssignedForm C Phone Form C DescriptionVoice Mail Messages Intercom 7 7 VMS Cover Feature 1Voice Mailbox Transfer Feature 1 Disallowed Phone Number Lists #404 Form D Number ListsForm D Description Allowed Phone Number Lists #407 Default Menus Introduction Factory Settings Default GreetingsSystem Parameters Factory SettingsFeature Factory Setting Valid Entries Schedule Mailboxes Automated Attendant ServiceOutcalling Security SystemPersonal Operator Group Lists Mail Setting ValueSystem Greetings MessagesTouch-Tone Gate On-Monolingual Default GreetingsTouch-Tone Gate On-Bilingual Temporary Closure Greetings Touch-Tone Gate Off-Monolingual Touch-Tone Gate Off-Bilingual Voice Mail Greetings Personal Mailbox Greetings English Default Mailbox Name General Mailbox Default MenusFrench Default Mailbox Name Boîte Vocale Centrale Spanish Default Mailbox Name Buzón GeneralTouch-Tone Gate On-Monolingual Bilingual Day/Night Main MenuEnglish Day/Night Menu French Day/Night MenuEnglish Primary/Spanish Secondary-English Day/Night Menu English Primary/French Secondary-English Day/Night MenuFrench Primary/English Secondary-French Day/Night Menu Spanish Primary/English Secondary-Spanish Day/Night MenuLetter Key Class of Service Table Table D-1. Letter Key Letter KeyTable D-2. Class of Service Class of Service TableGlossary GL-2Glossary See Dial Plan Group Mailbox OwnerGL-4Glossary See Subscriber See Primary language and Secondary languageSee Automated Attendant Touch-Tone Gate Greeting Index Index IN-2 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