User manual NEC ELITEMAIL FMS-VMS

[. . . ] Throughout this guide, you will find numerous tips and shortcuts designed to help you get the most from EliteMail FMS/VMS. Be sure to consult with your EliteMail FMS/VMS System Manager for any special features or functions that may apply to your particular application. A U T O M A T E D AT T E N D A N T The Automated Attendant serves as a receptionist, answering and routing incoming calls automatically. Callers hear an opening greeting for your company that gives them instructions and options. If a caller does not know the extension number, the Automatic Directory can route the call by the person's name. [. . . ] There are four special delivery options available: Urgent Private Return Receipt Heard first before regular messages. EliteMail FMS/VMS tells you when the person has heard the message. Future Delivery The message is sent at the time and day you specify. You can also change or add to the special delivery settings of a message you've already sent. 9 MESSAGING TIPS · If you are unsure of the spelling of the first 3 letters of the person's name, use a "Wildcard Key, " typically 1 or 0, in place of one or more letters. · While recording a message, dial # to erase your message and begin again. Include the purpose of your call, the information required, or any information needed to get an answer ­ not just a return phone call. · Leave fellow EliteMail FMS/VMS users a message from within your own mailbox. When they listen to your message, EliteMail FMS/VMS will automatically prompt them to send you a reply. · To cancel a message that has not yet been received, begin to send the person or group another message. The EliteMail FMS/VMS system will tell you that your last message hasn't been heard, and offers you the option to cancel it. · If you often send messages to the same group of people, see "Changing Your Setup Options" to create your own message groups. 10 Re v i e w i n g Messages QUICK KEY 6 Messages you've already listened to (old messages) can be reviewed for a short while (typically until midnight), be redirected to another mailbox or archived for a longer time. REVIEW ® Dial 1 for YES when prompted "You have ___ messages to review. Would you like to check them?" ® Listen to old messages followed by day and time recorded. REDIRECT (COPY TO ANOTHER MAILBOX) ® Dial 2 while listening to a new or old message. (For more details, see Leaving Messages. ) ® Dial 1 to confirm your entry. ® Dial 1 for YES if you want to record an introduction, otherwise dial 2. ® Dial 1 for YES to set Special Delivery options, otherwise dial 2. ® Dial 1 for YES to redirect the message to an additional mailbox, otherwise dial 2. A R C H I V E ( S AV E ) ® Dial 1 for YES to Archive the new or old message being reviewed. NOTE 1: You can redirect the same message as many times as you wish. NOTE 2: Once you listen to an old or archived message, you must archive it again to keep it from being deleted immediately. 11 KEEPING YOUR MAILBOX CURRENT Review and revise your Setup Options on a regular basis. GREETINGS · You can review the greetings you have recorded for internal and outside callers. · An alternate greeting can be recorded and selected to accommodate special situations such as when you are out of the office. MESSAGE GROUPS · You can create your own message groups. When you send a message to a group, the message is sent to all members of that group. · A group can be private or open, allowing only you or all users to send messages to the group. · Use group maintenance features to list groups and members, add or delete members and delete established groups. TRANSFER AND DELIVERY OPTIONS Callers may be transferred and messages may be delivered to you in a variety of ways. · Call Transfer enables callers to be automatically directed to your extension or another programmed telephone number. · When Call Screening is on, EliteMail FMS/VMS will ask the caller's name, ring your extension, tell you the caller's name, and ask if you want to take the call or direct the caller to your voice mailbox. [. . . ] New outside calls received during a live monitoring session are sent to your voice mailbox. ENABLE LIVE MONITOR ® Press Live Monitor Feature Access key. ® Once Live Monitor is set the corresponding LED lights red. NOTE: By default, password is set at 0000000000 (10 zeros). L I V E M O N I T O R A C O N V E R S AT I O N ® A live monitoring session starts as an outside caller begins leaving a message for you. To be connected to the caller anytime during the live monitoring session, pick up the handset or press Speaker. ® When you connect to the caller during a live monitoring session, the portion of the message that was recorded before you connected is saved as a voice message in your mailbox. Pr o g r a m m i n g ® Press Feature. [. . . ]