User Guide. Maximize your voic with MAXmail

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1 User Guide Maximize your voic with MAXmail 1

2 HOME TOWN MAXmail features With the HOME TOWN MAXmail service, managing your calls is easy. The service answers calls even when you cannot answer them. The service will: Receive messages when you are unable to answer the phone or the phone is being used. Create up to 9 private sub-mailboxes. Notify you through your , pager, cell phone text message (SMS), or any telephone number (call to number) when you receive a new Voic , so you can be in touch at all times while maintaining your privacy. The call to number can be programmed so that you only receive calls during convenient hours. Record up to a 2-minute greeting for your callers. Hold up to 50 messages per sub-mailbox. (This includes saved and new) Provide unlimited saved messages. Allow callers to leave messages up to 3 minutes in length. Filters empty messages for you. (Messages where the caller enters the voice mail system but does not leave a message or leaves a message, which are less than 1.5 seconds long). The system pre-processes the messages you receive and removes the silent content at the beginning and the end. If you receive a message that is less than 1.5 seconds in length after trimming, the system does not recognize it as a message and does not record it or advise you. This feature prevents you from being disturbed when a message with no content is received. Allow you to retrieve messages from any touchtone phone. Let you use the Passcode Skip option When you are checking your messages from the line that corresponds to the mailbox, it will not prompt you for your pass code (you can turn this option on or off at any time). Gives you the availability to check messages and change voic options, which are found online at voic .hometowntelephone.net Allow you to create, reply or forward messages to any MAXmail subscribers and the ability to receive a delivery confirmation on sent messages. Allow you to set reminders to remind you of important dates or appointments. Provide support 24 hours a day 7 days a week

3 I. Quick Start Guide Setting Up Your System Setting up your mailbox for the first time... 4 Creating a sub-mailbox... 4 Pass codes... 5 Calling your mailbox... 5 Calling your mailbox from your home or business... 5 Calling your mailbox from another phone... 5 Accessing the mailbox to retrieve messages... 5 Playback controls... 5 How to change your PASSCODE (Personal Identification Number)... 6 How to set up or change your personal greeting and other options... 6 How to set up or change your language of choice (English or Spanish)... 6 How to set or change your Notification call number and availability times... 6 Useful Tip... 7 Reminders.. 7 Message deletion confirmation.. 7 II. HOME TOWN MAXmail Web Access User Guide Web Access Login... 8 Change your pass code... 9 Change your default language... 9 Change your default-greeting message...10 Change your notification options...10 Listen to your messages...12 Manage sub-mail boxes...12 III. HOME TOWN MAXmail Quick Reference Guide

4 I. Quick Start Guide- Setting Up Your System Setting up your mailbox for the first time The most important step in using your Voice Mail service is setting up your mailbox. You will not be able to retrieve messages until you complete the following steps. (Initial Setup for the voic must be made through a touchtone phone) Before you start, decide on the greeting you want callers to hear. The greeting can be up to 2 minutes. When you are ready, just follow the instructions below or follow the prompts you will hear when you call your mailbox. 1. From your phone, dial your access number or any other method explained in the section titled Calling your mailbox. 2. If asked to enter a mailbox number, enter your home telephone number as a 10-digit number. 3. If asked to enter your password, enter the temporary pass code Follow the simple voice instructions to create a new 4 to 10-digit Pass code*. * If you do not set a PASSCODE number, the system will assign the default PASSCODE to Follow the voice instructions to record your name and a greeting that callers will hear whenever they call your mailbox and press [#] (see How to change your greeting options for more details on the possible greeting options). 5. Congratulations! Your mailbox has been set up successfully. Callers will now hear your greeting when they call into your mailbox. See the following sections for more instructions on how to further personalize your HOME TOWN MAXmail. Creating a Sub-mailbox Sub-mailboxes are created from the main mailbox. You may create up to 9 (nine) sub-mailboxes. They will be numbered from 1 through 9. You can use these submailboxes for family members or employees. Follow these instructions to create a sub-mailbox. 1. Call your mailbox [See the instructions in section 2 - Calling Your Mailbox]. 2. Enter the main mailbox passcode if requested. 3. Press [9] at the main menu for Personal Options. 4. Press [3] to add or delete a sub-mailbox. 5. Press [1] to add a sub-mailbox. 6. Enter a temporary PASSCODE [The PASSCODE should be between 4 and 10 digits remember your PASSCODE!] for the new sub-mailbox. This is the 4

5 PASSCODE the new sub-mailbox user will need in order to configure and access his/her sub-mailbox. 7. Record a Main greeting that will notify callers to select a mailbox to leave a message. (keep in mind that # is the main mailbox and submailboxes are 1-9,you can choose to use your recorded greeting or select a generic system greeting) 8. Instruct the new user to follow the steps described in setting up your mailbox for the first time to configure his/her sub-mailbox and to be able to receive new voic messages. The sub-mailbox will be activated once these steps are executed. Pass code Your pass code (PASSCODE)* is important and private not even HOME TOWN knows it. If you forget it, call HOME TOWN MAXmail Support at 1-xxx-xxx-xxx and we will reset your mailbox to the default passcode. After having your passcode set to the default number you can then enter your mailbox and change the passcode to any number you wish. You will be the only person who knows this passcode. If a submailbox user forgets their PASSCODE then they will need to delete the sub-mailbox and re-create it using a new PASSCODE. When a sub-mailbox is deleted, all of the contents are deleted including the recorded name, the greetings, and all of the settings. Calling your mailbox To use your voice mail, you must always call your mailbox first. You can call from your home/ business phone or from another phone using one of the methods below. Calling your Mailbox from home or business 1. Dial your access number 2. Enter your Passcode if prompted by the system. Calling your mailbox from another phone 1. Dial your access number. 2. Enter your 10-digit telephone number. 3. Enter your pass code. To Access the mailbox and retrieve messages 1. Use any of the methods described in Calling your mailbox to access your account. 2. You will immediately hear the number of new and saved messages. 3. If you have new messages, you will hear them as soon you access your mailbox. 4. Press [1] then [1] to listen to your new messages in the order of the last one received through the first one received. 5. Press [1] then [2] to listen to your saved messages in saved order. You can reply and forward messages to any MAXmail subscriber. You can also create a new message and send it to any MAXmail subscriber. When creating a 5

6 new message, replying to a message or forwarding a message you can schedule delivery up to 1 year in advance and also request a delivery confirmation notification. Playback Controls While or after listening to a message you can: Press 1 to Replay - Replays entire message. Press 2 to Save - Stores messages in your mailbox. Press 3 to Erase - Deletes message from mailbox. Press 4 to Rewind - Rewinds messages 5 seconds. Press 5 to Pause - Lets you pause message up to 20 seconds. Press on any playback key to restart. Press 6 to Fast-Forward Fast-forwards 5 seconds. Press 7 to Reply Reply to the message* Press 8 to Forward Forward the message* Press 9 to go to Previous Message** Press # to Skip - Skips to next message. Press * to Cancel Return to Main menu. Press 0 for Help. * You can only Reply to and Forward messages to other MAXmail subscribers. **When you delete a message you can go back with 9 and save to recover it. How to change your PASSCODE number 1. Enter your voic account by dialing your access number or any other method explained in the section titled Calling your mailbox. If asked to enter a mailbox number, enter your home telephone number as a 10-digit number. If asked to enter your passcode, enter your passcode. 2. Go to the passcode change menu by pressing [9] then [2]. 3. The system will prompt you to enter your new 4 to 10 digit PASSCODE twice and it will confirm the changes made [Make a note of your new PASSCODE]. To set/change your greeting options 1. Go to the greeting settings menu by pressing [9] then [1]. 2. Follow the prompts to set your name and/or greeting message and to select/change the type of greeting presented to callers when they reach your mailbox. (Recorded greeting, Generic Greeting or a generic greeting using your recorded name.) To set/change your preferred language 1. Go to the language selection menu by pressing [9] then [4]. 2. Select [1] for English or [2] for Spanish. 6

7 How to set or change your notification call and availability times 1. Go to the Voic options by entering [9] then [5]. 2. The system will prompt you to enter the notification telephone number you choose and the telephone notification times*. Please follow the instructions to setup this feature. To change Call Notification press [1]. To change Pager Notification press [2]. To change Forwarding Options press [3]. To change Notification* press [4]. To change Text Message Notification press* [5]. To change the telephone where you are notified press [6]. *With phone access you are only able to turn on or off the Notification, Text Notification and Pager Notification, if you need to change the address, SMS number or pager number where you are to be notified or activate it for the first time you must make the changes via Web Access. *It is important to program the telephone notification times so that you are not called at an inconvenient time when a new voice mail message is received. A Useful Tip To access or go back to the main menu press the ( * ) key at any time. Remember that while hearing your messages you can press [1] at any time during the message to delete your message or [2] to save it. Reminder With the reminder feature you can activate it to notify you of important appointments or dates. This feature allows you to enter a time and date up to 1 year in advance for the notification. When the system leaves a reminder message you will be notified via your notification and forwarding options you have set. To set the reminder feature select option 3 from the main menu. Message Deletion Confirmation With the delete confirmation feature you can activate the system to prompt you to verify if you want to delete the message, this prevents you from deleting messages before listening to them or deleting a message by mistake. To set the Deletion Confirmation Option select option 9 from the main menu then option 6. 7

8 II. HOME TOWN MAXmail Web Access User Guide You may change certain features of the HOME TOWN MAXmail system by logging on to the HOME TOWN Web Site and clicking on the HOME TOWN MAXmail link at voic .hometowntelephone.net Once you access the Voice Mail site you should log into your personal Voice Mail account and enter your PASSCODE and click on the Submit button. This takes you to your personal voic page. 8

9 To change your pass code 1. Log in to your Voic Account by entering your phone number, PASSCODE and then click on Submit button. 2. Click on the Change PASSCODE tab at the top of the page and you will see this screen: 3. Enter your old PASSCODE and your new 4 to 10 digit PASSCODE twice. Click on Submit to confirm the changes made [Please make a note of your new PASSCODE]. To change the Default Language 1. Log in to your voic account by entering your phone number and PASSCODE and then click on Submit button. 2. Click on the Preferences tab at the top of the page and you will see the following screen: 9

10 Enter your language choice on this page and click Submit to confirm the changes made. To change the Default Greeting message 1. Log in to your voic account by entering your phone number and PASSCODE and then click on Submit button. 2. Click on the Preferences tab at the top of the page and you will see the following screen: Select your default greeting on this page and click Submit to confirm the changes made. For sub-mailboxes, please note that you are able to change this option only if you are logged in as the main sub-mailbox user and your Greeting message is already recorded. If not, please access this option using your phone to record your Greeting message. Notification Options The HOME TOWN MAXmail can notify you when you receive a new voic in your mailbox. This feature will keep you informed about new messages wherever you are. 1. Pager Notification The Voic system allows you to receive a message on your text pager when someone leaves you a voic . Please take into account that your pager equipment must support receiving alphanumeric messages; the Voic system does not support numeric pagers. 10

11 2. Text Message (SMS) Notification Short Message Service (SMS) is a service offered by cellular phone companies that allows you to receive text messages on your mobile telephone. The Voic system allows you to receive a text message when someone leaves you a voic . Please take into account that your phone equipment must support receiving SMS messages. 3. Notification To receive notification you must use the Forwarding and Notification tab online to add your address. Once this is done, then you will receive an for each new message left in your mailbox. 4. Notification by telephone* In the forwarding and notification area, choose the time range that you would like to be called (between Midnight and 12:00pm) and enter the telephone number where you wish to be advised of your calls. This number and the range of hours can be changed at any time. The number of times to be notified can also be changed. (You will be notified in intervals of 15 minutes.) Changing your Notification and Forwarding Data 1. Log in to your Voic Account by entering your phone number and PASSCODE and then click on Submit button. 2. Click on the Forwarding & Notification tab at the top of the page and you will see the following screen: 11

12 You may enable or disable Forwarding and Notification* using the Preferences page. Please note that you are also able to load your notification and forwarding data (i.e. the forwarding account, pager, or telephone number you choose). *It is very important to program the telephone notification times so that you are not called at an inconvenient hour when a new voice mail message is received. To listen to your messages 1. Log in to your Voic Account by entering your phone number and PASSCODE and then Click on the Submit button. 2. Click on the Messages tab at the top of the page and you will see the following screen: 3. Click the speaker icon to hear your new messages. * If you have a new message the system will take you directly to the Messages screen. To manage your sub-mail boxes Log in to your Voic Account by entering your phone number and PASSCODE and then press the Submit button. Click on the Manage Sub-Mailboxes tab at top of the page and you will see the following screen: Enter a PASSCODE and user information for each sub mailbox to be activated. Repeat the process for activating up to 9 (nine) sub-mailboxes. 12

13 IV. Quick Reference Guide Setting up your mailbox for the first time 1. From your phone, dial your access number. 2. If asked to enter mailbox number, enter your telephone number including area code. 3. If asked to enter your PASSCODE, enter your temporary assigned passcode. 4. Follow the voice instructions to create a new 4 to 10-digit Passcode. 5. Follow voice instructions to record your name and the greeting that callers will hear whenever they call your mailbox and enter [#]. Creating a Sub-mailbox 1. Call your mailbox. 2. Enter main mailbox passcode, if requested. 3. Press [9] at the main menu for Personal Options. 4. Press [3] to add or delete a sub mailbox. 5. Press [1] to add a sub mailbox. 6. Enter a temporary PASSCODE [Remember the PASSCODE] for the new sub mailbox. 7. Instruct the new user to follow the steps described in setting up your mailbox for the first time. Calling your mailbox From your phone 1. Dial your access number 2. Enter PASSCODE if prompted by system. From another phone 1. Dial your access number 2. Enter your telephone number including area code 3. Enter your PASSCODE. Setting up your Notification Call 1. Dial your access number. 2. Enter PASSCODE if prompted by system. 3. Go to voic options by pressing [9] then [5]. 4. Follow instructions to set up notification. If you experience any problems or need technical assistance with your HOME TOWN MAXmail please contact us at , we are available 24 hrs a day 7 days a week. Or visit our Web site at voic .hometowntelephone.net 13

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