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TMC EV4500 manual Auto Attendant Sequence for Callers

Models: EV4500

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Answering System

Setting Up and Operating a Telephone as an Auto Attendant

Auto Attendant Overview (Continued)

Auto Attendant Sequence for Callers

When you set this phone as an Auto Attendant, it will automatically pick up a ringing line after the delay you have chosen (see “Setting Auto Attendant Pickup Delay on page 77).

When a caller enters an extension number after hearing the Auto Attendant OGM, the voice announces “Please wait while I try that extension,” and then transfers the call to the desired extension.

If that extension does not pick up after 35 seconds, the Auto Attendant will pick up the call again and replay the OGM, giving the caller an opportunity to enter another extension.

IMPORTANT NOTE: If you want callers to be able to leave messages in a gen- eral mailbox, you must include a phrase in your Auto Attendant OGM such as “To leave a message in the general mailbox, please press the “#” button.” When the caller presses “#”, he will be able to leave a message at the Auto Attendant.

If the caller does not enter any extension number after hearing the Auto Attendant OGM, the Auto Attendant will replay the message, then wait again for input, then say “Good bye” and drop the call.

If the caller presses 0after hearing the Auto Attendant message, the Auto Attendant will play the Zero-Out OGM, or do whatever you have set as the Zero-Out Action (see page 83).

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TMC EV4500 manual Auto Attendant Sequence for Callers

Contents

User’s Guide Please read before using telephoneGetting Started Important Safety InstructionsBefore you begin Packing ListImportant Notes for DSL users Getting Started This page intentionally left blank Door Intercom/Door Opener Adapter Other Optional AccessoriesMusic On Hold Adapter External Paging AdapterTable of Contents Intercom Operation Memory Dialing58-71 Answering SystemCentrex Operation Expanding the Epic SystemIndex Additional InformationLocation of Controls Xii Installing Your System Identify Your Existing Wiring System If you are installing new wiring and jacks Label the jacks at each locationIf you have difficulty in identifying wall jacks Standard Installation Installing Your System Plan Your InstallationStn Installation WorksheetInstalling Your System Install Desk/Table Top Phones Connect First Line CordConnect Second Line Cord Connect Handset Connect Power CordInstall Batteries Optional Verify Proper InstallationReverse Handset Hook Installing Your System Install Wall Mounted PhonesConnect Cords to Telephone Connect Cords to WallAttach Telephone to Wall Using Station Names Installing Your System Verifying Proper Installation Following must be done at each station Setting Up Your System Setting Up Your System At a GlanceFollowing must be done at Station #11 To choose which line will be automatically selected Setting Up Your System Setting Automatic Line SelectionTo assign distinctive rings to one or more lines Setting Up Your System Setting Distinctive RingingTurning toll restriction on/off at a particular telephone Setting Up Your System Setting Up Toll RestrictionWorksheet To set the restricted numbers at a particular telephoneTo completely restrict specific lines at a telephone Choices are L1 Normal factory settingEnter To set the allowed numbers at a particular telephoneSetting Up Your System Setting System Call Privacy On/Off Choices are Call PrivacyON factory setting Call PrivacyOFFTo set system call privacy on/off At Station #11 Choices are L2 Shared factory setting To programL2 L2 AUX1 Page LCD Station In-Use Indicators Operating Your System Indicator Light DescriptionLine indicators Intercom IndicatorTo choose how each line will ring Operating Your SystemOperating Your System Adjusting Volume Levels Choices are Dial Tone factory setting Dial Pulse Operating Your System Making a Tone/Pulse SelectionTo set your system to Tone or Pulse Dialing At Station #11 To make and answer calls using the handset To make and answer calls using the speakerphoneOperating Your System Making and Answering a Call Operating Your System Using Redial To redial the last phone num- ber you dialedTo redial any of the last five phone numbers you dialed Operating Your System Using Hold To put an outside call on holdPress Hold to place an outside Call on hold To switch between lines To make a call on another lineTo answer a call ringing on another line Operating Your System Conferencing Calls To conference two outside callsTo conference another station while on an outside call Press Transfer To send a call to Another station To use one of eight personal rings To use the transfer ringTo use call waiting caller ID Operating Your System Using Caller IDTo view numbers in the caller list To see the caller ID informa- tion of an incoming callTo dial a number in the caller list To delete numbers from the caller listEntering Area Codes into your Epic telephone To turn off the MSG lamp Operating Your System Using Telephone Company Voice MailTo access your voice mail mes- sages To use your MSG lamp to indi- cate voice mail messagesOperating Your System Using Flash To turn mute on/off during a call Operating Your System Using MuteOperating Your System Operating Your System Using Line Reserve To cancel Line ReserveTo reserve a line that is cur- rently being used To release call privacy during a call Operating Your System Releasing Call PrivacyOperating Your System Using Toll Restriction To view the length of your pre- vious five calls Operating Your System Using the Call TimerTo restart the timer from zero To view the elapsed time dur- ing your callUsethe HEADSETbutton totoggle the headset on and off To make and answer a call using the headsetPage Directory Card Memory Dialing Memory FeaturesMemory Dialing Using Memory Dial To store a memory dial num- berTo dial a memory dial number Memory Dialing Using Personal Directory Dial To store a personal directory dial numberTo dial a personal directory number Memory Dialing Using Shared Directory Dial To store a shared directory dial number At Station #11To dial a shared directory number Storing a dialing pause into memory Memory Dialing Special Memory FeaturesStoring a switchhook flash into memory Storing a hyphen into memoryErasing numbers stored in memory Storing one of the last five numbers dialed into memoryStoring a Caller ID number into memory PredialingTo intercom another station Intercom Operation Making Intercom CallsIf your phone is set to Intercom Handsfree Intercom Operation Answering Intercom CallsIf your phone is set to Intercom Ring If your phone is set to Intercom VoiceIntercom Operation Making Pages To page another stationTo make an All Intercom Operation Answering Pages To answer a page directed to your station or an AllBlocking Pages at your telephone To choose how your phone will respond to intercom calls Blocking off hook voice announcements at your telephone Intercom Operation Using Off Hook Voice AnnounceTo make an off hook voice announcement To respond to an off hook voice announcementIntercom Operation Monitoring a Room Using the Intercom Intercom Operation Naming Stations To Name a Station in Your Epic System At Station #11Guide for Entering Names Setting Up and Operating Your Telephone’s Answering System Answering SystemAnswering System Overview To turn your answering sys- tem on/off Turning your Answering System On/OffRecording your OGM To record your OGMFollow the instructions at left to record your OGM Reviewing your OGM Erasing your OGMChanging your OGM Listening to your Messages Message auto save Using dialpad Jump forwardSaving a message as new To change playback speed Changing Playback SpeedUse the Erase button to erase any or all of your messages Erasing messagesTo erase a message To erase all messagesTo set your telephone’s pickup delay Setting your Telephone’s Pickup DelayRecording a Memo Recording a Memo or ConversationTo record a memo or conver- sation Use the xbutton to record a memo or your con- versationTo screen your calls Use the bbuttonTo set Toll Saver on/off Toll Saver feature canBack Enter Next To set New Message Beep On/Off Setting New Message Beep On/OffAuto Attendant Overview Setting Up and Operating a Telephone as an Auto AttendantAuto Attendant Sequence for Callers To set your telephone as an Auto Attendant Setting your Telephone as an Auto AttendantRecording your Auto Attendant Day, Night and Zero-Out OGMs To record your Auto Attendant Day, Night and Zero-Out OGMsChoices are AA Day OGM AA Night OGM Erasing an Auto Attendant OGM Reviewing, Erasing or Changing an Auto Attendant OGMTo review an Auto Attendant OGM Reviewing an Auto Attendant OGMSetting the Auto Attendant Pickup Delay To set the Auto Attendant Pickup DelaySet the AA Delay to 0 for a quiet office To set the Auto Attendant Day and Night Times Setting the Auto Attendant Day and Night TimesTo set more than one phone as an Auto Attendant Setting More than One Phone as an Auto AttendantUsing Additional Auto Attendant OGMs Advanced Auto Attendant FeaturesTo record additional Auto Attendant OGMs Setting Separate Auto Attendant OGMs for Different Lines To set separate Auto Attendant OGMs for different linesYou may easily assign separate OGMs to different lines To turn off the Auto Attendant on one or more lines Turning the Auto Attendant Off on One or More LinesTo choose the Zero-Out Action Choosing the Zero-Out ActionAnswering System Pressing # to Leave a Message at the Auto Attendant Repeating an Auto Attendant OGM To repeat an Auto Attendant OGMTo repeat the main menu To set the Night Message On/Off by Line Setting the Night Message On/Off by LineTo transfer direct to voice mail Transferring Direct to Voice MailCaller Dials Auto Attendant Response Summary of Auto Attendant ActionsUse the Remote Code to Remote OperationTo connect with the answering system Connecting with the Answering SystemStandard Configuration Expanding the Epic SystemPrivate Lines Auxiliary Lines Important NoteTo store a Centrex code into a memory location Centrex Operation Using Centrex With Your Epic TelephoneTo set up a private Centrex line at your telephone To assign a distinctive ring to your Centrex lineTo store the Centrex prefix Centrex Operation Storing the Centrex PrefixChoices are Centrex CSL OFF factory setting Centrex CSL on To set up a telephone as a Centrex consoleChoices are Ring Console no factory setting Ring Console YES To set up a telephone to ring a Centrex consoleCentrex Operation Using Centrex Auto Attendant Setting Centrex Transfer On/OffChoices are Centrex TrnfON To store the Dial prefix Centrex Operation Storing the Dial PrefixUsing other Epic intercom telephones Using standard telephonesUsing fax machines and computer modems Data/fax jack is found on the right side of your Epic phone Additional InformationExternal Feature Module set as an External Paging Adapter External Feature Module set as a Music On Hold AdapterTo adjust the door intercom bell volume at your telephone To answer a door speaker over the intercomTo unlock a magnetic door lock Choices are Line ButSPEAKER factory setting Line ButHEADSET Choices are Station #NORMAL factory setting Station #LOCKED Additional Information Locking Station AssignmentsTo lock your telephone’s sta- tion assignment Operation During a Power Failure Additional Information Replacing Your BatteryAdditional Information Adjusting Held Call Reminder Additional Information Adjusting Auto Hold Drop Time Additional Information Adjusting Flash Length To erase all feature settings at a particular telephone Additional Information Erasing All Feature SettingsTo set your telephone’s loop voltage detector Additional Information Setting the Loop Voltage DetectorControlled by a wall switch Additional Information Troubleshooting GuideProblem may be caused by DSL microfilters. Note Problem Solution114 Resetting Procedure Additional Information FCC Information Automatic Dialers For how long after the original purchase? Additional Information Warranty InformationWhat does your warranty cover? How do you make a warranty claim?Limitations and Exclusions 32-33, 46-47 , 32-33 Index121 122 TMC Corporation