TVM 2002 for NT TM User s Guide Telekol Intelligent Applications 1
Telekol Intelligent Applications P.O. Box 2206 Greenville, SC 29602 (800) 797-0123 http://www.telekol.com All product, brand, or trade names are trademarks of their respective owners. Specifications and pricing are subject to change without notice. 2002, Telekol Intelligent Applications. All rights reserved. Printed in the United States of America. Rev. January, 2002 TVM 2002 for NT TM Version 4.2 2
User s Guide At A Glance Getting Started... 4 First Time Setup... 5 To Set Up Your Personal Options... 6 Message Management... 8 Customizing Your Mailbox... 12 3
Getting Started This Owner s Guide is designed to help you use your TVM 2002 for NT TM voice mail. It describes how to record personal greeting messages, retrieve messages left in your mailbox, send voice messages to another mailbox, and change your mailbox characteristics. What s New Autoplay: Mailbox Owners can now elect to have messages played automatically as soon as they logon to their mailboxes, without having to press additional buttons. See page 15. Speech Recognition: (Optional) Incoming calls are routed through voice recognition. Caller simply says the name of the person or the name of the department they are calling and is transferred to correct extension. No digits are pressed. 4
First Time Setup To Access the Mailbox Owner s Main Menu 1. From an extension: Dial TVM 2002 voice mail extension ( ) provided by your System Administrator. Skip to step 3. From an outside line: Dial your company s main phone number. 2. During the Welcome Message, dial [*] plus your mailbox number (up to eight digits). Wait for a prompt requesting you to enter your access code. At this point, your access code will be the system default: [9][8][7][6]. [To set your access code, see To Set Your Personal Access Code on page 7.] 3. Enter your access code. TVM 2002 will inform you of any new and old messages in your mailbox. The first time you access your mailbox, TVM 2002 will offer to lead you through setup steps. If you choose not to use the interactive tutorial the first time, you will be greeted with the Mailbox Owner s Main Menu and should read the following sections on setting personal options, recording greetings, and setting access codes. MAILBOX OWNER S MAIN MENU [1] Listen To New Messages [2] Listen to Old Messages [4] Send Message [5] Set Personal Options [7] Set/Cancel Wake Up (If using Hospitality option) [8] Listen To Deleted Messages [*] Disconnect [#] Return to Caller Side 5
To Set Your Personal Options 1. Access the Mailbox Owner s Main Menu as described. 2. Enter [5] to access the Personal Options Menu. The following options are offered: PERSONAL OPTIONS MENU [1] Record Your Personal Greeting [2] Enable/Disable Autoplay [3] Set Call Forwarding Options [4] Set Message Notification Options [5] Manage Greetings [6] Set Personal Information [7] Set Language Options [#] Exit and Return to the Previous Menu To Record Your Personal Greeting Your personal greeting will be played by default when you do not answer your phone. A typical personal greeting message is: Hi, this is (your name). Sorry I can t take your call right now. Please leave your name and number and I will get back to you as soon as I can. Press [1] to hear your previously recorded greeting if it exists. If you have not yet recorded a greeting, simply record your greeting message and enter [#]. After recording your message, the following options are available: RECORD MENU [1] Listen to the Greeting You Recorded [2] Save the Greeting and Return to the Previous Menu [3] Record the Greeting Again [4] Exit Without Saving and Return to the Personal Options Menu 6
To Set Your Personal Access Code Access codes ensure privacy. TVM 2002 automatically uses the default access code [9][8][7][6] until you change it. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Access the Personal Options Menu by entering [5]. 3. Enter [6] to access the Personal Information Menu. 4. Enter [3] to set your Access Code. Choose up to eight digits. Make sure you write down your code for future reference. If you forget your access code, see your System Administrator. To Enter Your Name Entering your name will allow callers who do not know your extension to reach you by entering the letters of your first or last name on their telephone keypad. TVM 2002 will automatically match the entered letters with your extension and transfer the call. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [5] to access the Personal Options Menu. 3. Enter [6] to access the Personal Information Menu. 4. Enter [1] to enter your name. 5. Enter the keys that correspond to the first three letters of your first and last name. If you make a mistake, enter [*]. Example: Joe Smith would enter the following digits from the telephone: For Smith: [764]. For Joe: [563]. To Record Your Name Callers will hear your recorded name after they dial your extension. TVM 2002 will also play your recorded name when paging you over the intercom. When there is more than one person at your company with the same name, your recorded name will help callers determine your correct extension number. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [5] to access the Personal Options Menu. 3. Enter [6] to access the Personal Information Menu. 4. Enter [2] to record your name. 5. Say your name and enter the [#] key. 7
Message Management This section explains how to listen to, reply to, send, and forward messages. To Listen to Messages 1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [1] to listen to new messages. 3. At the end of each message the listen menu provides the following options: LISTEN MENU [1] To Replay the Message You Just Heard [2] To Save the Message and Listen to the Next Message [3] To Delete the Message and Listen to the Next Message [4] To Hear Time, Date, Sender s Name, Caller ID, CC Addresses [5] To Forward, Reply to, or Callback the Sender of the Message [6] To Save the Message as New and Listen to the Next Message [7] To Rewind the Message [8] To Pause During Message Playback/Toggle Volume Level/Change TTS Language [9] To Fast Forward the Message [#] Exit and Return to the Mailbox Owner s Main Menu To Callback the Sender of a Message 1. Enter [5] after listening to the message. 2. Enter [3] to callback the sender of the message. Contact your System Administrator to find out if your mailbox has been configured to allow callback. 8
To Forward or Reply to a Message Forwarded messages are copied and transferred to another mailbox. Replies to messages are sent with the original message as an attachment, or within the body of the message itself. 1. Enter [5] in the Listen Menu. TVM 2002 offers the following options: FORWARD A MESSAGE MENU [1] Forward this Message to Another Mailbox [2] Reply to this Message (If an Internal Message) [3] Callback the Sender of the Message [#] Previous Menu 2. Press [1] to forward the message. 3. Enter the number of the mailbox to which you want the message forwarded, or [*2] to dial by name. 4. TVM 2002 will verify your selection. Press [1] if the selection is correct or [2] to change your selection. 5. Enter [1] to add an attachment to the forwarded message, otherwise press [2]. 6. If you chose to send an attachment, begin recording at the tone. When finished recording, press [#]. Hang up to send your message or you can choose from the forwarding options menu: FORWARDING OPTIONS MENU [1] Listen to the Message You Are Forwarding [2] Send the Message [4] Exit Without Sending the Message [6] Set Delivery Options [7] Add Recipients [#] Previous Menu 7. Choose [6], Set Delivery Options to activate the Delivery Options Menu: 9
DELIVERY OPTIONS MENU [1] Mark the Message Urgent [2] Mark the Message Private [3] Request Message Receipt Confirmation [#] Previous Menu Mark a message Urgent to denote the priority of messages waiting to be retrieved in the destination mailbox. Mark a message as Private to ensure that your message will not be forwarded or sent to other parties. Activate message receipt confirmation to inform you if and when our forwarded message has been opened. To Reply to a Message 1. Enter [5] from the Listen Menu. 2. Enter [2] from the Forward Message Menu. 3. TVM 2002 will guide you through the steps to record your reply. To Record a New Message 1. Enter [4] from the Mailbox Owner s Main Menu. 2. Enter the number of the mailbox to which you want the message sent; enter [*2] to dial by name. 3. Enter [1] if correct or [2] to re-enter. After you record the message, the Send Options Menu provides you with the following options: 10
SEND OPTIONS [1] Listen to the Message [2] Send the Message [3] Record the Message Again [4] Exit Without Saving the Message [5] Append to the Original Message [6] Set Delivery Options [7] Add Recipients [#] Previous Menu 4. Record your message at the tone. Enter [#] when you are done. 5. Enter [2] to send the message when you are satisfied with your recording. To Listen to Deleted Messages Deleted messages are temporarily stored on the TVM 2002 server until midnight of the next regularly scheduled day of message deletion. Messages can be undeleted until that time. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [8] from the Mailbox Owner s Main Menu. 11
12 Customizing Your Mailbox To Record Multiple Greeting Messages You may want to record different personal greetings for days when you are working from home, on the road, or on vacation. TVM 2002 stores up to nine personal greetings for your individual mailbox. From your telephone: 1. Write down and label each message with a number ranging from 1 to 9. 2. Access the Mailbox Owner s Main Menu as previously described. 3. Enter [5] to access the Personal Options Menu. 4. Enter [5] to manage greetings. 5. Enter [2] to record greetings by number. 6. The system will ask you to enter the greeting number you wish to record. Enter the single digit number that you wish to assign to the greeting you are about to record. If there is an existing greeting for your mailbox with that digit assigned, the system will prompt you with the following options: RECORD MENU [1] Listen To The Existing Greeting [2] Save The New Greeting [3] Record The Greeting Again [#] Exit Without Saving And Return To The Personal Options Menu If there is no existing greeting, the system will prompt you to record your greeting and enter the [#] key for further options. 7. Continue recording your greetings by number until you have completed them all. The default personal greeting message number is [1]. To Set Your Greetings Matrix By default, TVM 2002 will play greeting #1 to all callers regardless of the time of day they call. If you have recorded multiple greetings, you can have them played automatically or set them to play at specific times.
1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [5] to access the Personal Options Menu. 3. Enter [5] to manage your greetings. 4. The system will prompt you with the following options: GREETINGS MENU [1] Set Current Greeting [2] Record Greeting By Number [3] Specify Greeting Before Transfer [#] Exit And Return To The Personal Options Menu 5. Enter [2] to record a specific greeting. To Set Your Notification Options Setting Notification Options allows you to be notified via an outside line or beeper when callers leave messages in your mailbox. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Access the Personal Options Menu by entering [5]. 3. Enter [4] to access the Message Notifications Menu. The Message Notification menu provides the following options: MESSAGE NOTIFICATIONS MENU [1] Activate Message Notification To Your Beeper [2] Activate Outbound Message Notification [3] Disable Notifications [4] Set the Notification Interval [5] Set the Number of Notification Attempts [#] Exit and Return to the Previous Menu 4. Select [1] to be notified of new messages via beeper or [2] to be notified of new messages on an outside line. 5. Enter the beeper or outside line to be forwarded to at the prompt. Your System Administrator will be able to tell you if your callers can enter a phone number where they can be reached. Modify your greetings accordingly. By default, your beeper will show your mailbox number when you have a message pending. 13
Contact your System Administrator to find out if this option is available for your mailbox, and whether or not callers will have to mark messages as urgent for this to work. To Activate Call Forwarding When this function is activated, TVM 2002 forwards calls received at your extension to any internal extension or outside telephone number you specify. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Access the Personal Options Menu by pressing [5]. 3. Enter [3] to access Call Forwarding Options. The Call Forwarding Menu provides the following options: CALL FORWARDING [1] Forward to Extension [2] Forward to Outside Line [3] Disable Forwarding [4] Do Not Disturb [#] Previous Menu 4. Enter the telephone number to which you would like your calls forwarded. Enter only the phone number no outside line access codes or local area codes. TVM 2002 will add any necessary processing codes. For instance, to program TVM 2002 to dial a number outside your local area code, enter 1 + (area code) + seven digit phone number. Contact your System Administrator to find out if this option is available for your mailbox, and whether or not callers will have to mark messages as urgent for this to work. To Activate Do Not Disturb The Do Not Disturb option is used to determine whether or not calls are transferred to your phone. When Do Not Disturb is activated, calls go directly to voice mail without ringing your extension 1. Enter [4] in the Call Forwarding Menu. TVM 2002 will confirm that the option has been activated or cancelled based upon its previous setting. 14
To Enable Autoplay When autoplay is enabled, your messages are played automatically immediately after you enter your password. You are not prompted to press [1] to listen to new messages. Subsequent messages are also played without requiring that you press buttons. 1. Access the Mailbox Owner s Main Menu as previously described. 2. Enter [5] to access the Personal Options menu. 3. Enter [2] to enable/disable Autoplay. To Toggle Volume Level If you are listening to messages on the road or through a mobile phone, it might be necessary to adjust volume. 1. Enter [8] to pause the message during playback. 2. With the message paused, Enter [7] to lower the volume or [9] to raise the volume. 3. Press [#] to return to message playback. 15
TVM 2002 User s Guide ACCESS THE WELCOME MESSAGE 1. Press the [*] key during the Welcome Message. 2. Enter your Mailbox number. 3. Enter your access code. From an outside line: Dial. MB OWNER S MENU Listen to New Msgs. 1 Listen to Old Msgs. 2 Send Message 4 Set Pers. Options 5 Set/Cancel Wake Up 7 Listen to Del. Msg. 8 Disconnect * Return to Caller Side # From an extension: Dial. TVM 2002 for NT TM User s Menu PERSONAL OPTIONS Record Greeting 1 Autoplay Options 2 Call Forw. Options 3 Set Notif. Options 4 Manage Greeting 5 Personal Information 6 Set Lang. Options 7 Enter Mailbox Number SET LANGUAGES Add a Language 1 Remove a Language 2 List Addn l Languages 3 Change Primary Lang. 4 Changes Voices 5 PERS. INFO Enter Name 1 Record Name 2 Set Access Code 3 MSG. NOTIFICATION Beeper Notification 1 Outside Notification 2 Disable Notification 3 Notification Interval 4 Number of Retries 5 RECORD Listen 1 Save and Go Back 2 Record Again 3 Exit Without Saving 4 LISTEN MENU Replay 1 Next Message 2 Delete 3 Info about Msg. 4 Fwd/Reply/Callback 5 Mark As New 6 Rewind 7 Pause 8 Fast Forward 9 GREETINGS Set Current/Auto Grt. 1 Record Grt. By # 2 Specify Grt. Bef. Trf. 3 CALL FORWARD Forward to Ext. 1 Forward to Outside Ln. 2 Disable Forwarding 3 Do Not Disturb 4 Record VOICE/LANG Select Language 1 Decrease Volume 2 Increase Volume 3 Continue Listening # FWD/REPLY Forward to another MB 1 Reply 2 Callback Sender 3 DEL. OPTION Mark Urgent 1 Mark Private 2 Request Confirmation 3 SEND OPTIONS Replay 1 Send 2 Record Again 3 Exit Without Saving 4 Append to Original 5 Set Delivery Options 6 Add Recipients 7 Attach a Message 1 Send 2 Enter Mailbox Number or *2 to Dial by Name 16