VOICEMAIL QUICK REFERENCE SHEET - NEC

1 SETTING UP YOUR MAILBOX Dial VM Access Number 92222 Enter a new Password (Must be between 4-15 digits and cannot start with a 0) Record your Name (First and Last name only) Record your Standard Greeting Forward Phone on Busy and No Answer to VOICEMAIL (This is essential. Callers will never reach your VOICEMAIL otherwise!) FORWARD NO ANSWER TO VOICEMAIL : Lift handset : Dial * 2 92222 (or Press FWD NANS 7 92222 on Digital Handsets) : Replace handset FORWARD BUSY TO VOICEMAIL : Lift handset : Dial * 3 92222 (or Press FWD BUSY & 92222 on Digital Handsets) : Replace handset MAILBOX ACCESS NUMBERS While In The Office : 92222 (When Voice Mail answers Enter PIN & follow the prompts ) Outside The Office : Your Full Direct Number (When Voice Mail answers Press * # & follow the prompts ) TRANSFERRING A CALL DIRECTLY TO A MAILBOX 1.

2 Ask caller to hold & press FLASH (or Transfer key on Digital Handsets) 2. Dial 92233 Wait until Voice Mail answers, then 3. Enter the Mailbox Extension Number and Hang-up. VOICEMAIL LOCATIONS Locations give you complete control over how your calls are handled and inform callers where you are and when you expect to return. Queue Call centre Agents Only (Not Used for VOTS) Office Available (Calls will go to Standard greeting on No Answer or Busy) Meeting Default return time 1 Hour Smart greeting: I m sorry (your full name) is in a meeting ( ) Do Not Disturb Default return time 1 Hour Smart greeting: I m sorry (your full name) is currently unavailable ( ) Gone Out Default return time 1 Hour Smart greeting: I m sorry (your full name) is currently out of the office ( ) Gone for day Default return time is next business day Smart greeting: I m sorry (your full name) has gone for the day ( ) On Holiday Default return time is next business day Smart greeting: I m sorry (your full name) is on holiday ( ) Sick Leave Default return time is next business day Smart greeting.

3 I m sorry (your full name) is on sick leave ( time/date) On a Break Default return time 15 mins (Not Used for VOTS) Smart greeting: I m sorry (your full name) is temporarily unavailable SETTING A LOCATION While In The Office : 92244 (& follow the prompts) Outside The Office : Your full Direct Number VOICEMAIL Locations Available: 0 = Queue 3 = Do Not Disturb 6 = On Holiday 1 = Office 4 = Gone Out 7 = Sick Leave 2 = In a Meeting 5 = Gone for day 8 = On a Break VOICEMAIL QUICK REFERENCE SHEET (When Voice Mail answers Press *# & Enter your PIN and then dial * 3 to access the Locations menu & follow the prompts to update your location) SETTING UP YOUR MAILBOX Dial Access Number: 92222 Enter a new Password followed by the # key (Password must be between 4-15 digits and cannot start with a 0) Re-enter the Password for confirmation followed by the # key Record your Name: (First and Last name only) Press 1 to listen Press 2 to re-record or Press # to continue Record your Greeting: (Note caller has the option to dial 0 to return to reception) Press 1 to listen Press 2 to re-record Press # to confirm recording FORWARD PHONE ON BUSY/NO ANSWER TO VOICEMAIL Once the below diversions are set calls will divert to your General Greeting if you are away from your desk or busy on another call.

4 Call Forward Busy & No Answer can be set simultaneously Service Set tone will be heard after each diversion has been set. RETRIEVING MESSAGES FROM YOUR MAILBOX When in the Office: Lift handset Dial VOICEMAIL Access Number 92222 Follow System prompts to retrieve your messages When in the Office, but at another handset: Lift Handset Dial VOICEMAIL Access Number 92222 When VOICEMAIL message answers, enter * (A second * may be required at some sites) Enter your Extension Number Enter your PIN Number Follow System prompts to retrieve messages When out of the Office: From any Touch Tone telephone Dial your Full Direct Indial Number When your VOICEMAIL message answers, enter * # Enter your PIN Number Follow the System prompts to retrieve your messages TIPS A QUICK way to tell if you have New Messages is to listen for any Dings after you have entered your Mailbox extension.

5 If you do not hear any Dings then you have No New messages so you can simply hang up or proceed with any other task you want to do in Voice Mail. If you have any unread messages you will hear: One Ding which means you have new Normal messages to review. Two Dings which means you have new Urgent messages to review. VOICEMAIL USER GUIDE Analogue Handset Users Lift Handset Dial * 2 92222 (or Press FWD NANS & 92222 on Digital Handsets) Replace Handset Lift Handset Dial * 3 92222 (or Press FWD BUSY & 92222 on Digital Handsets) Replace Handset Digital Handset Users Lift Handset Press FWD NANS & enter 92222 Replace Handset Lift Handset Press FWD BUSY & enter 92222 Replace Handset PLAYBACK CONTROLS Whilst listening to messages there are various playback option controls available to you, these controls are accessed via the telephone keypad TIPS Only options 1 to 4 are voice prompted, but all options are available Saved messages will be kept for 10 days Deleted messages will be kept for 3 days Deleted messages can be re-instated during the 3-day period Some playback controls can be used in conjunction with each other ( 7, 8 and 9)

6 SETTING LOCATIONS The Locations feature of the VOICEMAIL will effectively give you complete control over how your calls are handled, the concept behind the Location feature is, when you leave your desk for an extended period of time you set the most relevant location and if known, your expected time of return. There are 8 different types of Locations for you to choose from. Queue Call centre Agents Only (Not Used for VOTS) Office Available (Calls will go to Standard greeting on No Answer or Busy) Meeting Default return time 1 Hour Smart greeting: I m sorry (your full name) is in a meeting ( ) Do Not Disturb Default return time 1 Hour Smart greeting: I m sorry (your full name) is currently unavailable ( ) Gone Out Default return time 1 Hour Smart greeting: I m sorry (your full name) is currently out of the office ( ) Gone for day Default return time is next business day Smart greeting: I m sorry (your full name) has gone for the day ( ) On Holiday Default return time is next business day Smart greeting: I m sorry (your full name) is on holiday ( ) Sick Leave Default return time is next business day Smart greeting.

7 I m sorry (your full name) is on sick leave ( time/date) On a Break Default return time 15 mins (Not Used for VOTS) Smart greeting: I m sorry (your full name) is temporarily unavailable VOICEMAIL USER GUIDE VOICEMAIL Locations Available: 0 = Queue 3 = Do Not Disturb 6 = On Holiday 1 = Office 4 = Gone Out 7 = Sick Leave 2 = In a Meeting 5 = Gone for day 8 = On a Break SETTING A LOCATION When in the Office: Lift handset Dial VOICEMAIL Pilot 92244 Enter your Password Select Option 3 from the Main Menu Select the desired location (1 to 8) Enter expected time of return (if applicable) Press the # key to confirm selected Location & hang up When out of the Office: From any Touch Tone telephone Dial your Full Direct Indial Number When your VOICEMAIL message answers Enter your PIN Number Press * 3 to access the Locations Menu Select the desired Location (1 to 8) Enter an expected time of return (if applicable) Press the # key to confirm selected Location & hang up TIPS Call Forward All will automatically be activated when Locations 2 to 8 are selected (Call forward All is an immediate diversion to VOICEMAIL ) Forward No Answer & Busy will still apply for the General greeting (Option1) Expected return time can be entered as either the hour only or in hours and minutes.

8 ( 9#, 930#,11#, 1145#) Time can also be entered in either the 12 or 24-hour format. ( 345#, or 1545#) For ease of use, times between 8:00 and 11:59 are assumed AM, and times between 12:00 to 7:59 are assumed PM (If this is not appropriate then you may enter the time in a 24-hour format) Default times will apply if no return time is selected (If the return time expires your General Greeting will be played) When a Location is set callers will hear I m sorry, John Smith is in a meeting until 3pm (then your General Greeting is played. Hi, this is ) MAILBOX FEATURES Personal Settings This is the area of the VOICEMAIL where you can: Change your Password (PIN) Re-record your name Set up phone numbers for transfer purposes (not applicable at all sites) Distribution Groups This is the area of the VOICEMAIL where you can: Record and send a message to multiple internal recipients at one time (much the same as sending a message in outlook ) Create/Delete personal distribution groups Mailbox Operation This is the area of the VOICEMAIL where you can change how your mailbox functions.

9 QUICK Mail Entry Turning QUICK Mail Entry ON allows you to start hearing new messages immediately after you have entered your password. In effect it simulates pressing 1 (Listen to messages) then 1 again (for Listen to New messages) The default setting for a new user is ON. Record Instructions Record Instructions are given to the caller after the greeting message. Please record your message after the tone and conclude by pressing the # key You may want to turn these off so the caller hangs up without knowing about the options for setting their message as Urgent etc. The default setting for a new user is OFF. Smart Greetings (Locations) When turned ON (The default setting for a new user is ON) Smart Greetings will inform callers where you are and your expected return time for all locations other than Office. If smart greeting is set to off, users should re-record their greeting every time they are unavailable so callers are kept informed of their current whereabouts.

10 Continuous Message Playback The default setting for Continuous Message Playback is set to OFF. This feature when activated will play all messages in a mailbox before giving the options to Save, Delete etc. VOICEMAIL USER GUIDE VOICEMAIL USER GUIDE