VOICE MAIL USER GUIDE
NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation (MITEL®). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.
Quick Reference Sheet Ask your Administrator to help you complete this information. Write down the following important numbers, and keep them handy while using the voice mail system. Company Telephone Number: ________________________ Automated Attendant Number: ________________________ (The Automated Attendant replaces or assists a 'live' operator in answering and transferring calls to extensions or voice mailboxes.
Table of Contents Quick Reference Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 About Your Voice Mail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voice Mail User Guide 6
Introduction Introduction About Your Voice Mail System The Mitel® 3100 Integrated Communications Platform (ICP) features an automated voice mail system for handling telephone calls and taking messages. The system provides you with a mailbox for sending and receiving messages, which you can personalize with your name, a greeting, and a private passcode. Easy to use • Use your telephone keypad to select options in the voice mail system menus.
Voice Mail User Guide Where to Get Help If you have any problems or questions about procedures, consult your Administrator (the person in your company who manages the communications system).
Accessing the Voice Mail System Accessing the Voice Mail System Calling the Voice Mail System for the First Time 1. Lift the handset (or use handsfree dialing). 2. Dial the Message Center extension. The system prompts you for your passcode. 3. Enter your default passcode. 4. Press .The system prompts you for a new passcode (you must change the passcode). 5. Enter your new passcode.Your new passcode must have the same number of digits as the default passcode.
Voice Mail User Guide 4. Press to play your messages, or press another key to select a different option from the Main Menu. See “Playing Your Messages” on page 12 for more information. Calling from Outside 1. Call your company’s Automated Attendant number. - or Call your extension number and press to the Automated Attendant. when you hear your greeting. You are transferred 2.
Using the Voice Mail System Using the Voice Mail System This section describes the options available in the voice mail system. After you call the system and access your mailbox, choose from the menus and options shown below. Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using.
Voice Mail User Guide Playing Your Messages Press to play your messages. After listening to a message, choose an option from the “Play” menu. You can also use these options while listening to a voice message. Play Again Answer Repeat the message just played Send a response to the person who sent the message Give Send the message to another mailbox Keep Save this message and play the next (if any) Discard Delete the message just played and play the next (if any).
Using the Voice Mail System After recording your message, you can choose an option from the “Send” menu: Review Listen to the message you just recorded Discard Replace the recorded message with a new one Append Add to your recorded message Message Addressing Options Provides the following message addressing options: Confidential Receipt Prevent the receiver(s) of your message from forwarding it Request notification that your message has been heard Urgent Place this message first in the destination
Voice Mail User Guide Quick Messaging Quick Messaging allows you to leave messages for yourself or fellow employees without ringing their telephone or accessing your mailbox. 1. Dial the Message Center extension. 2. When the system answers, press . 3. Enter the mailbox number where you wish to leave a message. If you normally use a dialing prefix to call the mailbox user, enter that prefix before the mailbox number. 4. Record the message (at least two seconds in length). 5. Press any key or hang up.
Using the Voice Mail System Name Dialing When enabled, the Name Dialing feature allows you to reach a mailbox user from the Auto Attendant by dialing the user's name on the keypad. The system can be configured to dial by last name or by first name. Up to 6 letters of the name can be entered. If there is more than one match, the Auto Attendant lists the names of the matches along with the key to press to call each match. To dial by name: 1. Press 2. Dial to transfer to the Auto Attendant. . 3.
Voice Mail User Guide Message Notification Message notification allows you to leave the office and have the system notify you when you receive messages. The system will call you at a telephone number or pager number. You can also use notification to alert you to messages if your telephone does not have a message light. With Message Notification, you can: • Specify when notification should take place: when the business is open, closed, always, or never.
Using the Voice Mail System 6. Select where you want to be notified: • To be notified at an internal extension, press • To be notified at an external number, press • To be notified on a messaging pager, press • To be notified on a tone pager, press • To be notified on a digital pager, press . 7. Enter the number where you want to be notified. Distribution Lists You can create several personal distribution lists, each containing a group of mailbox numbers.
Voice Mail User Guide 3. Press for Distribution List. 4. Enter a distribution list number. 5. Press for Delete. 6. Enter the mailbox number to delete using the keypad. The system reads back the name or number of the mailbox user. 7. Repeat steps 5 and 6 for each number you want to delete. To name a distribution list: 1. Call the voice mail system and access your mailbox. 2. Press for User Options. 3. Press for Distribution List. 4. Enter a distribution list number. 5. Press for Name. 6.
Using the Voice Mail System You can change your temporary greeting anytime you wish to let callers know about any schedule changes. It's a good idea to create a temporary greeting every day—it shows callers that you really do use voice mail. You can also leave the name of a backup person if you will not be available to answer calls. About Bilingual Greetings Callers to a bilingual system can change the language of the spoken prompts by pressing the Language toggle key.
Voice Mail User Guide To disable and enable a temporary greeting: After creating a temporary greeting, you can enable and disable it as required or let the system switch to your permanent greeting after a specified number of days. 1. Call the voice mail system and access your mailbox. 2. Press for User Options. 3. Press for Temporary Greetings. 4. When prompted to set the duration of the temporary greeting, press to disable an existing greeting or to re-enable the greeting.
Helpful Hints Helpful Hints 24 Hour Touch-Tone Accessibility The voice mail system functions 24 hours a day, 7 days a week. All you need is a touch-tone telephone to check messages anytime, from any location. Listening to Messages The “Pause”, “Rewind”, and “Fast Forward” options in the “Play” menu apply only while you are listening to a message. Use these keys to replay information you missed, to pause a message so you can write something, or to quickly move ahead to another message.
Voice Mail User Guide Type Ahead You don’t need to listen to all menu prompts before pressing a key selection; the prompts are only for your convenience. If you know which keys to use, type ahead and move through the system as fast as you wish. Message Length and Conditions There is no time limit on message length, but after five minutes the system interrupts the caller and asks if they wish to continue. If there is no reply, the system stops recording and hangs up.
