Feature Availability

Each feature is marked with a VMS or VRS indication.

VRS = Voice Response System VMS = Voice Mail System Both features are provided when the DSPDB card is installed in the XN120 system.

Intelligent Hybrid System

Due to the flexibility built into the system, your Dialling Codes and Feature Capacities may differ from those in this guide. Check with your Supplier / System Administrator and make a note of any differences. In certain cases codes that start with an 8 could be replaced with a *. Please check with your BTC Rep.

Regulatory Notice.
Refer to the Getting Started Guide (991409-5) supplied with the XN120 Main Unit for the Declaration of Conformity related to the product.

Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation with respect to, any of the equipment covered. This manual is subject to change without notice and NEC Infrontia Ltd has no obligation to provide any updates or corrections to this manual. Further, NEC Infrontia Ltd also reserves the right, without prior notice, to make changes in equipment design or components as it deems appropriate. No representation is made that this manual is complete or accurate in all respects and NEC Infrontia Ltd shall not be liable for any errors or omissions. In no event shall NEC Infrontia Ltd be liable for any incidental or consequential damages in connection with the use of this manual. This document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be photocopied or reproduced without prior written consent of NEC Infrontia Ltd. Copyright 2004 by NEC Infrontia Ltd All Rights Reserved.

Voice Mail and Voice Response System User Guide

NEC Infrontia Ltd

www.necinfrontia.co.uk

Issue 1.2

July 2005 991418-5

Voice Mail Function Keys

Programming a Voice Mail Key 1. Press SPK key. 2. Dial 851. 3. Press the key you want to program. 4. Enter the 2-digit function number, followed by any additional information required. (See table below.) 5. Press HOLD.

VMS
To Check the Function of a Programmable Function Key 1. Press CHECK. 2. Press the programmed key. The programmed function is displayed.

Park and Page

To have the System Page you when you have a Call 1. Press the SPK key or lift handset, and Dial 713. -ORPress the Call Forwarding (Device) key (SC 851:17). 2. Dial 7. 3. Record your Personal Greeting, or if you already have Park and Page or Personal Greeting set up, you can dial: 7 to re-record 5 to listen (then # to listen again) 3 to erase (press HOLD to cancel erase) 4. Dial #7. 5. Record your Page Message. 6. Dial # + Paging Zone Access Code. E.g. Internal Zone 1 = 801 + 1. External Zone 1 = 803 + 1. Combined Zone 1 = 751 + 1.

VRS
7. Dial Park and Page type. 2 = All calls 3 = Outside calls only 8. Hang up. Your DND or Call Forwarding (Device) Programmable Function Key flashes when Call Forwarding is activated. To Pick Up your Park and Page 1. Press the SPK key or lift handset. 2. Dial 715 + your extension number. To Cancel your Park and Page 1. Press the SPK key or lift handset. 2. Dial 713 + 73. 3. Hang up.

Voice Mail Function Numbers 67 + Mail Box - Mail Box Key - for direct access to mailbox 68 + 0 - Voice Mail Service - skip message forward and replaying 68 + 1 - Voice Mail Service - skip message backward and replaying 69 + 0 - Conversation Record - Start/stop manual conversation record 69 + 1 - Conversation Record - Delete conversation and re-record 69 + 2 - Conversation Record - Cancel call record and delete 70 + Mailbox - Automated Attendant - set call forward to Voice Mail. 71 + Mailbox - Greeting Message - select one of three greetings.

Mailbox Password
Setting Your Password System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code 65#. 3. Dial new four digit password. 4. Dial #. 5. Your password will be spoken to you. 6. Dial 0# to confirm (or 1# to cancel). 7. Hang up. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 65#. 5. Dial new four digit password. 6. Dial #. 7. Your password will be spoken to you. 8. Dial 0# to confirm (or 1# to cancel). 9. Hang up. Deleting Your Password

VMS
System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code 65#. 3. Dial 9999. 4. Dial #. 5. Dial 0# to confirm (or 1# to cancel). Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 65#. 5. Dial 9999. 6. Dial #. 7. Dial 0# to confirm (or 1# to cancel). 8. Hang up.

Preamble Message
To Answer a Call with a Preamble Message 1. Answer the ringing call and wait for the preamble message to finish. The line key turns solid red as the system automatically plays the preamble message to the caller.

VRS
2. When you hear two beeps and the line key turns green, converse with the caller.

Checking Time/Date & Station Number

To listen to the Station Number 1. While telephone is idle (handset on hook), dial 6.

VRS

To listen to the Time/Date 1. While telephone is idle (handset on hook), dial 8.

10

VRS Messages
To Record a VRS Message 1. Press SPK key or lift handset. 2. Dial 716. 3. Dial 7 (Record). 4. Dial the message number (01-48). Ensure that the message number selected is not used for other VRS functions. 5. Record your message, after the beep. Normally, your message cannot exceed 2 minutes. If you hear, Recording finished, you have exceeded the allowed message length. 6. Press # to end the recording. 7. Hang up. To Listen to a Recorded Message 1. Press SPK key or lift handset. 2. Dial 716. 3. Dial 5 (Listen). 4. Dial the message number (01-48). Youll hear the previously recorded message. If you hear a beep instead, there is no previous message recorded. 5. Press # to listen to the message again. 6. Repeat from step 3 to listen to another message. 7. Hang up. To Erase a Recorded Message 1. Press SPK key or lift handset. 2. Dial 716. 3. Dial 3 (Erase). 4. Dial the message number (01-48). 5. Press HOLD (system phone only) to Cancel the procedure without erasing (and return to step 3). 6. Hang up to erase the message.

VRS
To Record, Listen to or Erase a VRS Message via DISA 1. Place a call into the system. 2. After the system answers, dial the DISA password (default=000000). 3. Dial 716 and the VRS password. 4. Dial the function you want. 7 = Record 5 = Listen 3 = Erase 5. Dial the message number (01-48). 6. Record the message and press # to end recording. If you dialled 7 to record, you can dial # to listen to the message you just recorded. If you dialled 5 to listen, you can dial 5 and message number to hear it again or if you want to record, listen to or erase another message, go to step 4. If you dialled 3 to erase, you must go to step 7 (hang up). 7. Hang up. VRS Message Numbers By default, VRS message numbers are not assigned. In your system, the following message numbers have been assigned to common VRS messages. Message Number Message Name (01~48) Automated Attendant Guidance Message General Message Preamble Message

Voice Mail Service Codes

Function
Help

VMS
Optional Function
Replay Message Pause/Restart the Playback Erase Message and Play Next Message (during message playback) Save Message and Play Next Message Copy the Message Skip Playback Forward 8 seconds Skip Playback Backward 8 seconds Broadcast the Message Exit

Service Code
0#

Option Code 1# 4# 7# 9# 2# 3# 6# 28# *# 0#

Play Message

1#

Erase All Messages End Recording of Message Broadcast Message to a Multiple Address Group Play Greeting Record Message 1 Erase Play Greeting Message 2 Record Erase Play Greeting Message 3 Record Erase

7# 9# 2# 31# 32# 37# 35# 33# 38# 36# 34# 39#

Confirm Erase

Notify to an Extension Message Notification

61# 62# 63# 64# 65# 66# *#

Notify to an External Number Cancel Notification Exit

1# 2# 0# *#

Set Automated Attendant Play Messages First In First Out Play Messages Last In First Out Password Setting Message Registration Control Setting Exit

Voice Mail Messages

Listening to Messages System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Messages are automatically played back. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 1#. 5. Listen to messages. Recording a Message to Send to a Mailbox 1. Press SPK key or lift handset. 2. Dial 884 (default). 3. Dial *. 4. Dial the mailbox number you wish to send a message to. 5. Dial #. 6. Record message. 7. Hang up. Voice Mail Access from Outside 1. Dial in to listen to your personal greeting. 2. After your greeting has ended, two short beeps will be heard. 3. Enter your password (if set). 4. Dial #. 5. You now have access to the service code options for your mailbox (e.g. dial 1# to listen to your messages). Broadcast List

VMS
System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code 2#. 3. Dial abbreviated broadcast list number (0-9). 4. Dial #. 5. Record Message. 6. Hang up. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 2#. 5. Dial abbreviated broadcast list number (0-9). 6. Dial #. 7. Record Message. 8. Hang up. Transferring a Message to a Broadcast List 1. After the message playback has ended, 2. Dial 28#. 3. Dial abbreviated broadcast list number (0-9). 4. Dial #. 5. Dial 0# to accept. 6. Hang up.

Personal Greeting
To enable a Personal Greeting 1. Press the SPK key or lift handset, and Dial 713. -ORPress the Call Forwarding (Device) key (SC 851:17). 2. Dial 7. 3. Record your Personal Greeting, or if you already have Personal Greeting or Park and Page set up, you can dial: 7 to re-record 5 to listen (then # to listen again) 3 to erase (press HOLD to cancel erase) 4. Dial # + Personal Greeting condition: 2 = Busy/No Answer 4 = Immediate All Calls 6 = No Answer 5. Dial the destination to receive your calls. The destination can be: A co-workers extension. Off-premise via Common Abbreviated Dialling (by entering 813 + bin number). Greeting without forwarding so caller hears busy (by entering your extension number). You cannot forward to a Department Group pilot number. 6. Dial Personal Greeting type: 2 = All calls 3 = Outside calls only 4 = Intercom calls only 7. Hang up. Your DND or Call Forwarding (Device) Programmable Function Key flashes when Call Forwarding is activated.

VRS
To cancel your Personal Greeting 1. Press the SPK key or lift handset. 2. Dial 713 + 73. 3. Hang up.

General Message
To listen to the General Message System Phone Your MW lamp flashes when there is a new General Message. A voice message periodically reminds you. 1. While telephone is idle, dial 4. -OR2. Press the SPK key or lift handset. 3. Dial 711. Normally your MW lamp will now go off. If it continues to flash, you have unanswered Message Waiting requests or new messages in your Voice Mail mailbox. Single Line Telephone 1. Press the SPK key or lift the handset. 2. Dial 712. 3. Dial 5 (Listen). 4. Listen to message. 5. Dial 5 again to repeat. 6. Hang up.

VMS
To Record the General Message 1. Press the SPK key or lift the handset. 2. Dial 712. 3. Dial 7 (Record). 4. Record message, then dial # when finished. 5. Hang up. To Erase the General Message 1. Press the SPK key or lift the handset. 2. Dial 712. 3. Dial 3 (Erase). 4. Press Hold to cancel without erasing (System Phone only). 5. Hang up.

Message Notification
Setting Message Notification System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code 61#. 3. Dial 1# for an extension call, 2# for an outside call, or 0# to cancel. 4. If either 1# or 2# is dialled, enter telephone number followed by # (it is not necessary to enter a trunk access code). 5. The dialled number will be read out. 6. Dial 0# to confirm (or 1# to cancel). 7. Hang up. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 61#. 5. Dial 1# for an extension call, 2# for an outside call, or 0# to cancel. 6. If either 1# or 2# is dialled, enter telephone number followed by # (it is not necessary to enter a trunk access code). 7. The dialled number will be read out. 8. Dial 0# to confirm (or 1# to cancel). 9. Hang up.

VMS
Cancelling Message Notification System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code 61#. 3. Dial 0# to cancel. 4. Dial 0# to confirm (or 1# to cancel). 5. Hang up. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 61#. 5. Dial 0# to cancel. 6. Dial 0# to confirm (or 1# to cancel). 7. Hang up.

Personal Automated Attendant

Forwarding Your Calls to Voice Mail System Phone 1. Press Automated Attendant key (SC 851:70) repeatedly until the desired call forward setting is made All, No Answer, Busy, Busy/No Answer, Cancel. -OR2. Press SPK key or lift handset. 3. Dial 790 and then select the desired call forward setting. 1 for All Calls. 2 for No Answer. 3 for Busy. 4 for Busy/No Answer 0 Cancel call forward. 5. Hang up. Single Line Telephone 1. Lift Handset. 2. Dial 790 and then select the desired call forward setting. 1 for All Calls. 2 for No Answer. 3 for Busy. 4 for Busy/No Answer 0 Cancel call forward. 3. Hang up.

VMS

Personal Automated Attendant

To Erase a Greeting Message System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code (see table below). 3. Dial 0# to erase message. Single Line Telephone 1. Lift Handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code (see table below). 5. Dial 0# to erase message. 37# Erase Message 1 38# Erase Message 2 39# Erase Message 3

VMS

To Record a Greeting Message System Phone 1. Press Voice Mail Access key (SC 851:67) 2. Dial service code (see table below). 3. Record your message, after the beep. 4. Dial 9# to end the recording. 5. Hang up. Single Line Telephone 1. Lift Handset. 2. Dial 884 (default). 3. Enter mailbox number (& password). 4. Dial service code (see table below). 5. Record your message, after the beep. 6. Dial 9# to end the recording. 7. Hang up. 32# Record Message 1 33# Record Message 2 34# Record Message 3 To Listen to a Greeting Message System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Dial service code (see table below). 3. Listen to the message and hang up. Single Line Telephone 1. Lift Handset. 2. Dial 884 (default). 3. Enter mailbox number (and 31# Play Message 1 password). 35# Play Message 2 4. Dial service code (see table below). 36# Play Message 3 5. Listen to the message and hang up.

Selecting a Greeting Message to Play System Phone 1. Press Change Attendant Message key (SC 851:71) repeatedly to toggle: Message 1 = Lamp extinguished Message 2 = lamp steady Message 3 = lamp flashing. A Single Line Telephone or a System Phone without a Change Attendant Message key, cannot change the Greeting Message.

Conversation Recording
AUTOMATIC RECORDING Automatic Recording starts automatically when the call is answered. MANUAL RECORDING To Start Manual Recording 1. Press the Manual Conversation Recording Key at any time during the conversation. Storing a Manual Recording Message 1. If prompted at end of call, enter the mailbox number where to store message. -ORIf Callback Mode is set, wait for the Voice Mail system to ring back after call has ended, then enter the mailbox number where to store the message, and dial #. If you do not answer the callback or you do not specify a mailbox number, the recorded conversation will be deleted. 6

VMS
Programming a Manual Conversation Recording Key 1. Press SPK key. 2. Dial 851. 3. Press the key you want to program. 4. Dial service code 69. 5. Dial 0. 6. Press HOLD. Listening to a Recorded Conversation System Phone 1. Press Voice Mail Access key (SC 851:67). 2. Messages are automatically played back. Single Line Telephone 1. Lift handset. 2. Dial 884 (default). 3. Enter mailbox number (and password). 4. Dial service code 1#. 5. Listen to messages.

You can also set call forward while accessing your mailbox by selecting the Voice Mail service code 62# (Automated Attendant).