Quick Reference Guide for Phon Users

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1 Quick Reference Guide for Phon Users Phon Systems Release 6. G4-70-0

2 How Phon Helps You The Phon system helps you because it: Answers your telephone automatically and plays your personal greeting. Accepts and stores voice messages in your Phon mailbox. Lets you play back your messages at your convenience. Lets you send and receive messages anytime, from anywhere. Notifies you of new messages through pagers and telephones. Your Telephone Keypad RECORD SKIP ABC LISTEN DEF SAVE GHI 4 JKL 5 MNO 6 DELETE REVERSE PRS 7 TUV 8 WXY 9 FORWARD Contents This quick reference guide tells you: How to access Phon , get help, and leave Phon . How to use Phon s most popular features. How to use Phon s telecommunications device for the deaf (TDD) features. How to use the Phon decision tree. Where to write your access numbers and personal distribution lists. February 998 Revision October 998 Job No. 469 Phon is a registered trademark, and Phon SP is a trademark of Siemens Business Communication Systems Inc. Siemens is a registered trademark of Siemens AG. Copyright Siemens Business Communication Systems Inc All rights reserved. - - STOP OPER 0 HELP ENTER

3 Accessing Your Mailbox Direct Access. Dial the Phon direct access number.. if calling from your own extension, or if calling from another extension, dial your extension number (or your name if permitted), then press.. Dial your password, then press. Callback Access (Available in Phon Rel. 6.0 or later). From your extension, press the callback button on your ROLMphone telephone (or your telephone s equivalent repeat dial or speed dial button).. Dial your password, then press. The first time you access the Phon system, change your password. (Refer to Changing Phon Messages on page 8.) Your Phon Access Numbers Your system administrator provides access numbers. Write yours here: Direct access number Guest access number TDD access number Forwarded or transfer access number Getting Help 0 to get help in using the Phon system. Leaving Phon When you finish using the Phon system, you can: Hang up, or press 7 6 to disconnect from the Phon system. - -

4 Listening to Your Messages. Access your Phon mailbox.. to listen. While you are listening to messages, use the following control features. Key words are in bold. While you listen to your messages... Speed Volume Headers Decrease speed of message. Increase speed of message. Decrease volume of messages and prompts. Increase volume of messages and prompts. Skip current header, play message. Skip to previous header. Skip to next header. Messages Stop message:, continue playback:. Replay message from beginning. Replay last few words. Skip next few words. Skip to end of message. Skip to next queue. Save message. Delete message. Stop message, skip to next header. Stop message, skip to previous header. Stop message, replay header. End Phon session. Stop message, return home

5 Recording Messages. Access your mailbox.. to record. As you record messages, use the following control features; key words are in bold: While you record your messages... Skip Instruction Recording Addressing Special Stopping and Pausing Skip instructions on how to record, so you can begin recording your message. Record message. Stop recording (ready for addressing). Enter address extensions, each followed by: Enter address names; dial last name, then first name until recognized, followed by: Regular delivery. Special delivery. Cancel delivery. Mark return receipt requested. Mark private. Mark urgent. Stop, continue recording. Stop recording, start over (re-record message). Stop recording, cancel delivery of message. Replay Stop recording, replay what you just recorded. Stop recording, replay last few words. Quit End session / disconnect from system

6 Dial your direct access number Dial your callback access number Dial your TDD access number Decision Tree or or (If at your own extension) Enter, password, (If at another extension) Enter your extension number or name,, password, Enter password, (If at your own extension) Enter,, password, (If at another extension) Enter, extension number or name,, password, Home State Listen Record Answering options 8 9 Skip to next queue Record Message Personal s Answering Mode Referral Extension Record Name Return to Home State Enter extensions or distribution lists, Enter names Regular Special Instructions 6 Cancel 6 Disconnect Notes: 0 for help. Some features shown here may not be available on your Phon system. Refer to the Phon User Guide; obtain from your system administrator. Shading is for visual aid only. Bold type indicates keyed input. Voice-Activated Call Routing: When using this feature, wait for the prompt and the <beep> before speaking because speech commands do not override system prompts. 4 Mailbox options 9 Transfer Out/ Disconnect 7 0 Transfer out of Phon Return to Home State 4 Transfer to fax server Regular (cancel Special ) Record New 4 Keep Current 6 Change to System Operator Enter extension, Enter a name Return Receipt Private Urgent 4 Future Regular Start over Password 4 or 4 Accept Message Answer Telephone 6 Do Not Accept Messages Do not answer Telephone Change Referral Extension 4 Keep Current Referral Extension Personal Distribution Lists Re-record Name Prompt 4 Keep Name Level Outcalling Schedules 5 Playback Options Return to Home State 6 One-time Repeated Cancel Regular Change Regular Change Alternate Select Which Answers Finished Standard Abbreviated Enter password and Enter Enter Enter month day time ( ) ( ) Weekly Enter Enter days of time week ( 8) Monthly Enter Enter days of time month ( ) Change External (no answer) Change Internal (busy) Finished Regular Alternate Abbreviated Standard Standard Abbreviated 5 Raise Volume 8 Lower Volume 9 Increase Speed of Message 7 Decrease Speed of Message Save Cancel am pm am pm am pm Create Modify 6 Delete Create/ Modify a Schedule 6 Delete Schedule 9 Review Schedule 4 Outcalling Schedules ON/OFF Return to Home State Incoming message headers and messages Future / outgoing message headers and messages 9 Review Return to Home State 6 6 Delete 4 Save 7 Replay (from beginning) Skip to next message Re-record Message Change Destinations Change options 6 Delete Continue to next Message Add Destinations Review contents of list Delete Destinations Finished Continue Answer 9 Forward 7 0 Call Message Sender Add Destinations 6 Delete Destinations 9 Review Destinations Return to Home State Return Receipt (request or cancel) Private (mark or cancel) Urgent (mark or cancel) 4 Future (schedule or cancel) Regular Start over Modify Entire Schedule Modify Destination Type and Number Modify Active Days 4 Modify Active Times All 5 Modify Message Type 6 Modify Time Frequency Urgent Return to Home State Schedule ON/OFF Schedule ON/OFF Schedule ON/OFF 8 Turn all ON 9 Turn all OFF Return to Home State

7 Recording Messages (continued) Use these control features when you call someone and Phon answers. Recording messages when Phon answers your call... Recording Messages Wait for the record tone after the greeting, then, record your message, or, skip the greeting, and record your message now. Changing Phon Messages. Access your mailbox, then use the applicable keys below. To change your name, greetings, prompt level or password... Personal s Record or change your personal greeting. While recording the greeting, stop and replay it. While recording the greeting, delete and rerecord it. When you are finished recording the greeting Name Record your name. 8 4 When you are finished recording your name. Prompts Change to abbreviated prompts. Change to regular prompts. Password Change your password Enter the new password followed by: - 8 -

8 Using Distribution Lists To set up a personal distribution list:. Access your mailbox, then: To change your personal distribution lists... Personal Distribution lists Create a personal distribution list. The Phon system assigns a distribution list number (write this number in List # space below). Enter address extensions, each followed by: 9 Enter address names; dial last name, then first name until recognized. When you are finished: (Write the names and extensions of your distribution list below.) List # List # List # Name Extension Name Extension Name Extension - 9 -

9 Other Options and Features Transferring Out To transfer out from home state... Transferring Out Transfer out of the Phon system. Transfer to the fax server. Transfer (if you have called someone and the Phon system answers) Using a TDD To use a TDD: Setting up the TDD Dial the TDD access number. Sending a message through TDD Place the handset in the TDD cradle. Upon connection to the Phon system, press: If calling from your own extension, press: If calling from another extension, dial your extension number (or name) followed by: Dial your password, followed by: Access your mailbox (as above), followed by: After GA appears, use your TDD to compose your message, followed by: Address the message. (Refer to Addressing under Recording Messages on page 5.)

10 Other Options and Features (continued) Using the Enhanced Multilingual Feature The optional enhanced multilingual system permits callers to select one of two languages and TDD.. or 0 at any time to invoke the prompt: For instruction in <language>, press <number>. Using the Voice-Activated Call Routing Feature The voice-activated call routing feature is an optional speech recognition feature. There are no changes to prompts or the decision tree. Using the Decision Tree Examine the decision tree on page 6 to become familiar with the Phon system s option paths. When in doubt, follow the Phon prompts. - -

11 - -

12 We Want Your Comments... Reader Comment Form Siemens Phon Systems Quick Reference Guide for Phon Users, Release 6. G Use this form to provide us with your comments, suggestions, or corrections regarding this document. Fax your comments to the following number: (408) To leave a message regarding this document using Siemens Phon voice messaging system, call the following number: Documentation Feedback Line Date: Your name (optional): Company name: Address: Telephone number: Fax number: address: Section and page number: Comments: Thank you for your comments. Note: Siemens Business Communications, Inc. publications are not stocked at the location to which this form is addressed. Direct requests for publications, or for assistance in using your Siemens system, contact your Siemens representative or local Siemens branch office. Note: If mailed in the USA, no postage is necessary. For residents outside the USA, place in an envelope and affix appropriate postage.

13 Reader Comment Form Siemens Phon Systems Fold and Tape Please Do Not Staple Fold and Tape BUSINESS REPLY MAIL FIRST CLASS PERMIT No. 0 SANTA CLARA, CA NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES POSTAGE WILL BE PAID BY ADDRESSEE Siemens Business Communications Product Information Development, MS P.O. Box Santa Clara, CA, USA Fold and Tape Please Do Not Staple Fold and Tape

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