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AT&T 3 manual Announcement Options, Announcements and Bulletin Boards

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Announcements (Automated Attendant)

Announcement Options

A caller plays an Announcement by selecting its Selector Code from a Main Menu or Submenu. The call is disconnected four seconds after the Announcement finishes playing unless the caller presses one of the following:

[ ★ ] [ 4 ]

[ ★ ] [ 7 ]

[ ★ ] [ # ]

[ 0 ]

[ ★ ] [ T ] [ ★ ] [ 1 ]

Hear the Announcement again.

Play the Automated Attendant Main Menu.

Play the previous menu.

Perform the Automated Attendant’s Dial 0/Timeout Action.

([ ★ ] [ 8 ]) Transfer to another extension.

Play the Announcement in the alternate language (bilingual mode only).

Announcements and Bulletin Boards

Announcements are similar in function to Bulletin Board messages, but have some significant differences as follows:

■Announcements can be up to two minutes long. Bulletin Board messages can be up to four minutes long.

■Announcements must be created before they can be assigned to a Main Menu or Submenu. Bulletin Board messages can be created any time.

■An Announcement can be changed only by the System Administrator. A Bulletin Board message is changed by the Bulletin Board mailbox owner.

■Announcements can be accessed only from Automated Attendant Service menus. Bulletin Board messages can be accessed from Voice Mail Service or Call Answer Service, as well as from Automated Attendant Service.

■Pressing [ 0 ] while listening to an Announcement or within four seconds after it finishes playing takes you to the Dial 0/Timeout Action destination specified for the Automated Attendant Main Menu from which the Announcement was accessed. Each Bulletin Board can have its own Dial 0 Destination.

■Pressing [ ★ ] [ 7 ] while listening to an Announcement takes you to the Main Menu for the Automated Attendant. Pressing [ ★ ] [ 7 ] while listening to a Bulletin Board message takes you back to the Voice Mail Greeting.

Security Alert:

For security reasons, it is unwise to allow more than one person to access System Administration. Therefore, if someone other than you will be changing informational messages, consider using Bulletin Board messages instead of Announcements.

5-4Announcements (Automated Attendant)

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AT&T 3 manual Announcement Options, Announcements and Bulletin Boards

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 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 Assignments Automated Attendant ServiceAttendant Interactions with the Communications System Fax Extension and Fax Message ReceiverImmediate Call Handling Call Answer Service Interactions with the Communications System Voice Mail Service OperatorSystem Security System Administrator’s ResponsibilitiesFor more information, see Personal Mailbox Administration 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 ParametersSingle or Multiple Automated Attendant System LanguageMaximum Digit Length 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 ReceiverGeneral Mailbox Owner Call Answer Service OperatorSystem Administrator’s Mailbox 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 NotificationAfter Initial Programming Assigning the System Administrator’s Mailbox PasswordAssigning a System Administration Password Page Call Answer Service Communications System Initial ProgrammingTelephone Button Programming Introduction VMS Hunt Delay Entering Programming ModeAutomated Attendant Service Group Call DistributionLine Ringing Fax Machine ExtensionsFax Hunt Group 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 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 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 MailDescription Announcements Automated AttendantAt a Glance 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 Dial 0 Destination Monolingual or Bilingual ModeBulletin Boards and Announcements Bulletin Board Mailbox Password Other Bulletin Board OptionsConsiderations and Constraints Mailbox Procedures Accessing a Bulletin Board MessageProgramming 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 ListingFax Message Receiver Fax Extension and Fax Message ReceiverDescription Fax Extension 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 AttendantEnter 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 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 GreetingMonolingual Mode-Touch-Tone Gate On Automated Attendant Touch-Tone Gate GreetingExamples 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 LanguageMain Menus Automated Attendant Submenus Automated Attendant Programming Recovering from a Language Choice ErrorAnnouncements 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 StepMailbox 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 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 RecommendationDefinition. Repeat Step Recording the Main Menu Prompt OnlyMenu. Go to Step Multiple Automated Attendant only 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 LengthEnter Minimum Password Length + # Changing the System Administration PasswordProcedures Changing a Mailbox Password Changing a Bulletin Board Mailbox Password Personal Mailbox Administration Transfer-Only MailboxesPersonal Operator Old and New MessagesPersonal Greetings Programming Logging In to Voice Mail Ss System FeaturesOutcalling 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 Follow the Switch Mode Schedule ControllerFollow the Partner Mail Business Schedule Business ScheduleProgramming Setting the Schedule Controller Security Violation Notification No 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 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 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 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 Dealer Verify Mail Service GreetingVerifying System Operation Delayed Call Handling Immediate Call HandlingDay Menu Night MenuVMS Line Coverage Fax MachinesVMS Extension 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 mailboxSubscriber 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 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 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 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 Main Menu Prompt Form G Main Menu Prompt DescriptionDay or Night Main Menu 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 OwnershipSecurity Violation Notification Minimum Password Length =Form N System Security Description 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 SecuritySecurity Policy Yes Mail System Yes NoCommunications System 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 = ActiveWrite Name/Description Form B1 System ExtensionsForm B1 Description FAX Machine Extensions #601 Write Transfer Return Ext. No. #306Automatic Extension Privacy #304 = Not Assigned Form B2 Customized Extension SettingsForm B2 Description 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 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 Introduction Factory Settings Default Greetings Default MenusSystem Parameters Factory SettingsFeature Factory Setting Valid Entries Schedule Automated Attendant Service MailboxesOutcalling Security SystemPersonal Operator 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 Subscriber See Primary language and Secondary languageSee Automated Attendant Touch-Tone Gate Greeting 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