To access your mailbox from inside your organization. For assistance, call:

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2 2001 Ative Voie, In. All rights reserved. First edition Proteted y one or more of the following United Sttes ptents:,070,2;,3,90;,88,0;,33,102;,8,0;,81,0;,2,7;,1,0;,90,88;,01,11. Additionl U.S. nd foreign ptents pending. Ative Voie, In. Settle, Wshington U.S.A. To ess your milox from inside your orgniztion 1. Cll the voie messging system. 2. When the system greets you, enter: Personl ID Seurity ode (if required) For ssistne, ll: Nme Extension Contents Cheking nd sving messges... 1 Leving messge for susrier... 2 Leving group messge... 3 Messge options... Chnging your greetings... Chnging your reorded nme nd seurity ode Chnging ll trnsfer options... 7 Chnging ll holding nd sreening options... 8 Chnging messge delivery options... 9 Creting nd updting messge groups Shortuts System menus... 1 Writers: Mihele Dehmer, Anit Tylor Editor: Conrd Wesselhoeft Grphi Artists: Jnet Joseph, Gene Breshers Projet mngement: Anit Tylor, Gene Breshers

3 Introdution Welome to Reeption, simple yet powerful voie messging system tht n greet your llers nd reord your messges. Reeption lets you ontrol how your milox reeives messges nd plys them k. You n hnge these settings whenever you like, from ny phone. Reeption hs two phone onverstion options ville for susriers: Menu onverstion The menu onverstion leds you quikly to your destintion when you enter the numer ssoited with the option to perform the prtiulr tsk. Menu options re digrmmed in System menus, on pge 1. 1 for Yes, 2 for No This onverstion leds you step y step through ll of your options with esy, yes-ndno questions. Just enter 1 for Yes, 2 for No. Let your system mnger know whih onverstion option you prefer. Additionl phone options ville to ll susriers re: Shortuts To perform routine tsks quikly, you n enter sequene of numers in dvne of the onverstion questions or menus. See Shortuts, on pge 13. Help When the system onverstion sks you question, enter 3 to her menu of options. iii RECEPTION USER GUIDE

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5 Cheking nd sving messges To hek new messges Aess your milox (see inside front over). Enter to hek new messges. Follow the system instrutions. Enter 1 for Yes, 2 for No. To review old messges TIP Aess your milox (see inside front over). Enter to review old messges. Follow the system instrutions. Enter 1 for Yes, 2 for No. Enter to skip messge. Enter 2 to interrupt messge. Arhiving messge The system sves old messges for set time (for exmple, until midnight). To keep messge for longer period, you n rhive it. The system mnger n tell you how long your system sves rhived messges. To rhive messge While listening to messge, the system will sk you if you wnt to rediret the messge. Enter 2, then 1 to rhive it. WARNING! After listening to n rhived messge, enter 2 when sked if you wnt to rediret the messge, then 1 to rhive it gin or it will e deleted. RECEPTION USER GUIDE 1

6 Leving messge for susrier If you ll susrier s extension nd the ll is unnswered, your ll is utomtilly routed to the susrier s milox, where you n leve messge. You n lso leve messges diretly in susrier s milox. If you re lling from nother susrier s extension, you need to identify yourself s susrier y entering your personl ID nd seurity ode. Diretory ssistne Automti diretory ssistne identifies susriers y their lst nmes. All llers n use numeri diretory ssistne, whih groups susriers y deprtment, lotion, or some other tegory. To leve messge Cll nother susrier. When the susrier does not nswer, the ll is forwrded to voie mil. Enter to leve messge. Follow the system instrutions. To leve messge diretly in susrier s milox d e Aess your milox (see inside front over). Enter to leve ny messges. On the phone, spell the susrier s nme or enter the extension numer. Enter 2 until you her the nme of the susrier you wnt, then enter 1. Reord your messge t the eep. Enter # to strt over or to stop reording. Speil delivery options When you leve messge, depending on system settings, you n mrk it with one or more of these speil delivery options: Urgent The messge is plyed first, efore regulr messges. Privte The messge nnot e redireted. Return reeipt The system tells you when susrier hs herd the messge. Future delivery The messge is delivered t the time nd dy you speify. 2 RECEPTION USER GUIDE

7 Leving group messge A messge group is miling list of susriers nd guests. System mngers n rete messge groups nd you n rete nd updte your own messge groups. For more informtion, see Creting nd updting messge groups, on pge 10. To leve group messge d Aess your milox (see inside front over). Enter to leve messge. Spell the group nme, or enter the group ID nd group numer. Enter 2 until you her the nme of the group you wnt, then enter 1. After the eep, reord your messge. To find out who hs not herd group messge d Strt to leve new messge to the group. The system sys tht some memers hve not herd your lst messge. Enter 1 to review the messge. Listen to the messge or enter 2 to interrupt it. Enter 7 to list who hs not herd the messge. Enter to stop the list. RECEPTION USER GUIDE 3

8 Messge options The system lets you rediret messges to nother susrier. If reipient hs not herd your messge, the system lets you nel it. To rediret messge While listening to messge, enter 2 to interrupt it. Spell the lst nme of the susrier to whom you re redireting the messge. To nel messge d e Strt to leve nother messge to the sme susrier. If the susrier hs not yet herd your lst messge, the system sks if you wnt to review it. Enter 1 to review it. When you her the messge you wnt to nel, enter to nel it. Enter 1 to onfirm the neltion. RECEPTION USER GUIDE

9 Chnging your greetings Your milox n hve two greetings: stndrd or lternte. The stndrd greeting plys when your extension is unnswered. A typil stndrd greeting is: Hello, this is Pt Green. I m not t my desk right now. Plese leve messge. The lternte greeting plys for speil osions, suh s vtion. A typil lternte greeting is: Hello, this is Pt Green. I m out of the offie tody nd will return on Mondy. To rereord your stndrd or lternte greeting Aess your milox (see inside front over). To rereord your: stndrd greeting, enter 7 1. lternte greeting, enter Enter to stop reording. To swith etween your stndrd nd lternte greeting Aess your milox (see inside front over). Enter 7 to swith to your other greeting (stndrd or lternte). Enter to omplete the hnge. RECEPTION USER GUIDE

10 Chnging your reorded nme nd seurity ode To hnge your reorded nme Aess your milox (see inside front over). Enter 7 7 to hnge your reorded nme. Follow the system instrutions to reord your nme. To hnge your spelled nme Aess your milox (see inside front over). Enter 7 7 to hnge your spelled nme. Follow the system instrutions to hnge your spelled nme. Seurity ode Your seurity ode prevents others from using your personl ID to listen to your messges. Your seurity ode should e to 10 digits long. If you forget your seurity ode, ll your system mnger. To hnge your seurity ode Aess your milox (see inside front over). Enter 7 7 to hnge your seurity ode. Follow the system instrutions. RECEPTION USER GUIDE

11 Chnging ll trnsfer options The voie messging system uses vriety of ll trnsfer options.* You my her one or more of the following prompts when you nswer ll: A eep tht mens the ll is from numer outside the system, not n internl extension. Cll for <your nme>. This response often is used if you shre n extension with nother person. Cll from <ller s nme>. This response mens the ll is from susrier on n internl extension. Cll from <ller s nme spoken y the ller>. This response mens tht the ll is from numer outside the system, or from n internl extension tht is not identified s susrier. Enter 1 to tke the ll, or 2 nd I ll tke messge. This response gives you hoie. Turn on ll trnsfer efore setting the system to trnsfer your lls to different phone numer. You n enter up to nine digits for the new phone numer. To turn ll trnsfer on or off Aess your milox (see inside front over). Enter 7 to turn ll trnsfer on or off. Follow the system instrutions. To hnge the numer to whih lls re trnsferred Aess your milox (see inside front over). Enter 7 1 to hnge the numer to whih your lls re trnsferred. Follow the system instrutions. * These options my not e ville t your site. RECEPTION USER GUIDE 7

12 Chnging ll holding nd sreening options Cll holding The system n hold ll until your extension is ville.* If your system mnger hs set up ll holding for you, you n turn it on or off. Cll sreening When ll sreening is turned on, the system sks the ller s nme. Then it rings your extension, plys the ller s reorded nme, nd sks if you wnt to tke the ll. If you do not tke the ll, the system tkes messge for you. To turn ll holding on or off Aess your milox (see inside front over). Enter 7 1 to turn ll holding on or off. Enter 1 to turn ll holding on. Enter 2 to turn it off. To turn ll sreening on or off Aess your milox (see inside front over). Enter 7 1 to turn ll sreening on or off. Enter 1 to turn ll sreening on. Enter 2 to turn it off. * This option my not e ville t your site. 8 RECEPTION USER GUIDE

13 Chnging messge delivery options The system n dil up to four different phone numers to deliver your messges. You n set rnge of minutes, hours, nd dys tht messge delivery phone numer is in effet. You n tell the system to deliver only urgent messges. You lso n set the system to dely ny of the delivery numers. This uses the system to try one delivery numer first, then to try others only if neessry. Entering pger numer my require speil diling hrters tht re unville on phone (for exmple, semiolon tht represents 3-seond puse). Contt your system mnger for ssistne. To hnge messge delivery d e Aess your milox (see inside front over). To hnge your messge delivery options for your: work phone, enter 7. home phone, enter 7. pger, enter 7. spre phone, enter 7 7. Enter 1 to turn on delivery for tht numer or 2 to turn off delivery. Follow system instrutions to hnge the phone numer, shedule, nd delivery mode. Chnge ny remining messge delivery numers y repeting the proedure. TIP Enter # to insert 1-seond puse where you wnt the system to puse etween digits tht it is diling. RECEPTION USER GUIDE 9

14 Creting nd updting messge groups There re two types of messge groups: privte nd open. When you rete privte group, only you n send messges to it. When you rete n open group, other susriers lso n send messges to it. You n her list of your groups nd group memers ny time. TIP Guests do not hve extension numers, so dd them to the group y spelling their nmes or y entering their personl IDs. To rete group d e f Aess your milox (see inside front over). Enter 7 to rete new group. For numered groups, enter threedigit group numer. For nmed groups, enter the first three letters of the group s nme. Reord nme for the group. Enter when you re finished. Enter 1 to mke the group n open group or 2 to mke it privte group. Follow the system instrutions to dd memers to the group. To dd or delete group memers d e Aess your milox (see inside front over). Enter 7 to edit group. Enter the group nme or group numer. Enter 2 until you her the nme of the group you wnt, then enter 1. Enter to dd memers to group, or enter to delete memers from the group. Follow system instrutions. Follow the system instrutions to onfirm hnges. 10 RECEPTION USER GUIDE

15 To her list of your groups nd group memers Aess your milox (see inside front over). Enter 7 to list your groups nd group memers. Follow the system instrutions. To hnge group nme or numer d e f Aess your milox (see inside front over). Enter 7 to hnge group nme or numer. Enter the first three letters of the group nme. Or, enter the first three digits of the group numer. Enter 1 to onfirm, or enter 2 to her the nme of the next group. Enter 7 to hnge the group nme or group numer. Follow the system instrutions to hnge the group s reorded nme. RECEPTION USER GUIDE 11

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17 Shortuts Use shortuts to elerte your responses to the system. Enter your personl ID nd seurity ode (if required), then enter the following shortuts to do these tsks. TASK SHORTCUT TASK SHORTCUT Chek new messges Chnge your seurity ode 7 7 Leve messge Turn ll trnsfer off 7 2 Review old messges Turn ll trnsfer on 7 1 Chnge setup options 7 Chnge the phone numer for ll trnsfer 7 1 Swith personl greetings 7 Turn ll sreening options on or off 7 1 Chnge your stndrd greeting 7 Add messge group 7 Chnge your lternte greeting 7 7 Edit messge group 7 Chnge your reorded nme 7 7 List your messge groups 7 13 RECEPTION USER GUIDE

18 System menus Greetings Her Current Greeting Swith Greetings Min Menu Chek New Messges Leve Messges Review Old Messges Chnge Setup Options 7 Setup Options Greetings Groups Trnsfer & Delivery Personl Options 7 Edit Stndrd Greetings Edit Alternte Greeting Groups Crete Group Edit Your Groups List Your Groups Delete Group Trnsfer & Delivery Chnge Cll Trnsfer Messge Delivery Personl Options Chnge Seurity Code Rereord Nme 7 7 Edit Groups Add Memers Delete Memers List Memers Chnge Groups Nme Chnge Trnsfer Chnge Phone Numer Cll Sreening On/Off Cll Holding On/Off Messge Delivery Work Phone On/Off Home Phone On/Off Pger Phone On/Off Spre Phone On/Off 7 7 Chnge Delivery Chnge Phone Numer Chnge Shedule Urgent Only On/Off Respell Nme Diretory Listing On/Off 7 1 RECEPTION USER GUIDE