GETTING STARTED WELCOME TO VoiceManager !

Getting Started 1 The VoiceManager 520/540 is a simple yet If You Prefer Menus
Check & Leave Messages 4-5 powerful system that can greet your callers
Special Delivery 6 and record your messages. You will find it If you prefer, your system manager can set
Reviewing & Redirecting quick and easy to use. you up for menu operation. You will then
Messages 7-8 hear a series of quick option menus in
Archive Messages 9 With the VoiceManager system, you can place of the system's yes-and-no ques-
Calling Others 10 control how your mailbox takes messages tions.
Directory Assistance 11 and plays them back. You can control how
Group Messages 12 calls are transferred to you. And you can If You Have Keypad Letters
change these features whenever you like,
Setup Options 13 from any keytone telephone. The VoiceManager system is flexible! If you
Setup Options 13 have letters on your telephone keypad, you
Greetings 15 It is Easy as 1, 2! may send messages by spelling a name.
Group Editing 16 Otherwise, you may send messages by
Call Transfer 19 You do not have to remember complex entering an extension number.
Message Delivery 22 codes to use the many features offered by
Personal Options 23 the VoiceManager. Try it Now
Just press 1 for "Yes," 2 for "No". The
Fax Features 25 VoiceManager conversation leads you Read through this guide to learn the basics
step-by-step through all your options with of the VoiceManager's features. Or just try
Shortcuts & Menus 32 easy, yes-and-no questions. it and learn as you go. It is that easy.
Menu Mode 32
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Personal Notes 34
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Yes
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2 No
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GETTING STARTED GETTING STARTED

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The first thing to do is call the system and You can record and change your greeting To get started
personalise your voice mailbox. This will from any keytone phone.
make your mailbox ready to use and enrol If you do not record your own greeting, the 1. Call the system, using the number
you on the system as a subscriber. The system will greet callers with your name or given at the back of this booklet.
system will ask you a few simple, yes-and- extension number. 2. When you hear the system's greeting
no questions to allow you to record your message, dial your Personal ID. (It is
name, spell your name (if required), record Write out your greeting here, so you can also given at the back of this booklet.)
your personal greeting, and set your record it when you personalise your 3. Follow the system's easy yes-and-no
security code. mailbox: questions. Press 1 for yes and 2 for
no. If you are unsure of any option, just
Your system manager has assigned a press 2 for no. You can always change
Personal ID number to you. As soon as any option later.
you hear the system greeting, enter your 4. When the system tells you your
Personal ID. This tells the system who you mailbox is set up, press 1 to confirm
are and allows you to check messages or your settings.
leave messages.

You should also set a security code that is

known only to you. This keeps someone
else from using your Personal ID to hear
your messages. You may change your
security code as often as you like.

Your Personal Greeting

Callers hear your personal greeting before

they leave you a message.

For example "Hello, this is Pat Green. I am

unable to take your call at this time. Please
leave a message."
GETTING STARTED THE CONVERSATION HAS FOUR PARTS

Whenever you call to check messages, the Check new messages

system starts a conversation with you that IN
has four basic actions:

• Check new messages

• Leave messages
• Review old messages Leave messages
OUT
• Change setup options

For each action, you will hear a yes-and-no

question, for example: "Would you like to
leave any messages?" If you press 1 for Review old messages
yes, the system will lead you step-by-step
through the action you want.

Your conversation with the system always

has these four basic actions, in this same Change setup options
order, so you know what to expect.

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GETTING STARTED CHECKING NEW MESSAGES

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New messages are messages you have Playback Keys To check new messages
not heard yet. The system will notify you
when you have new messages waiting. During the message, you can press several 1. Call the system.
keys to control how the system plays the 2. Enter your Personal ID and security
To hear your new messages, call the message. code.
system and enter your Personal ID and 3. Press 1 to check new messages.
security code. The system will tell you how 4 Slower*
many new messages you have and asks if To immediately reply to a message
you want to hear them.
5 Change volume After hearing all the messages from a
The system sorts your new messages in a person, wait for the beep, then record your
message stack. It plays all urgent reply.
messages first, then all regular messages.
6 Faster*
The system also sorts your messages by
sender. For example, it plays all the urgent 7 Backward
messages from one person first, then the
urgent messages from the next person.
8 Pause
If the system does not know who sent a
message, it says that it is from "your
message box."
9 Forward

It is Easy to Reply Volume Control

After you hear the messages from a
subscriber, you can immediately leave a
reply, without pressing another key.
Otherwise, press 2 to hear the next
person's messages.
You can press 5 once to play a message
quieter, or 55 to play it louder. Pressing 5 a
third time returns the message to normal
volume.

* This feature may not be available at your site.

GETTING STARTED LEAVING MESSAGES

It is easy to leave a message for another Cancelling a Message To leave a message

subscriber. Call the system, enter your
Personal ID and security code. You can
listen to your new messages or skip over
them. When you are asked "Leave
messages?", press 1 for yes.
Enter the person's last name or extension
number. Then record your message at the
beep.
When you have finished your message,
simply wait a few seconds or press ✱.
Press 8 to Pause
To stop amoment whole recording your
message, press 8 to pause. Press 8 again
to continue recording.
Press # to Start Over
While recording a message, you can press
# to erase what you've recorded and start
over from the beginning.
Additional Optuons
Depending on system settings,you may be
able to mark a message for special
delivery.
The system will tell you when this option is
availabe.
To cancel a message you have already 1. Call the system. Enter your Personal
sent, start to send another message to the ID and security code.
same person. If the person has not heard 2. When asked "Hear new messages?",
your last message, the system will let you press 2 for no. When asked "Leave
cancel it. You can then record a new messages?", press 1 for yes.
message, if you want. 3. With keypad letters, spell the person's
name. Otherwise, press the person's
Message Addressing Tips extension number.
• When spelling a person's last name, use 4. Press 2 until you hear the name of the
a "wildcard" key (typically 1 or 0) for any person you want, then press 1 for yes.
letter in the last name you do not know. 5. Record your message at the beep.
* Press three "wildcards" (like 111) to
hear a list of all the names on the system To cancel a message
that you can send messages to.
1. Start to send another message to the
• Press ## to switch between choosing a same person.
person by name and choosing by 2. If the person has not heard your last
extension number. message yet, the system asks if you
want to review it.
• You can also send messages to your 3. Press 1 to review any unheard
guests and message groups messages.
4. When you hear the message you want
While Recording to cancel, you may press 2 to interrupt
it.
5. Press 1 to cancel the message.
Pause Start over
8

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* This feature may not be available at your site.
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GETTING STARTED SPECIAL DELIVERY OPTIONS

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When you leave a message, you can mark You may not have access to all four special To change a message's special delivery
it for special delivery. There are four special delivery options. The system will tell you options
delivery options available: which options are available, whenever you
leave a message with special delivery. You can change special delivery only on
Urgent messages that have not yet been received.
Heard first, before regular The system may be set up to call you and
messages. deliver your urgent messages; see 1. Start to send a new message to the
Message Delivery. person. If the person has not yet
Private received all your messages, the
Cannot be redirected to another To mark a new message for special system lets you review them.
person.
delivery 2. Press 1 to review any messages that
are waiting.
1. Record the message. 3. Listen to the message, or press 2 to
Future Delivery
2. When asked if you want "Message interrupt it.
The message is sent at the time
Options?" press 1 for yes. 4. The system asks if you want to cancel
and day you specify. 3. Press 1 to edit the message, if you the message. Press 2 for no.
want. Otherwise, press 2 for no. 5. Press 1 to change the message's
Return receipt 4. Press 1 to request special delivery. special delivery options. You can add
The system always tells you 5. Select the special delivery options you or change multiple options.
when the person has heard the want. 6. Repeat steps 3 to 5 for each message
message. 6. For future delivery, choose the day and you want to change.
time to send the message.
You can mark a message for more than 7. The system confirms what options you
one special delivery option. You can also have selected. Press 1 to send the
change or add to the special delivery message or press 2 to change the
settings of a message you have already special delivery options.
sent.
GETTING STARTED REVIEWING OLD MESSAGES

Once you have heard a new message, the
system will save it for a short time as an old
message (for example, until midnight). You
can review these old messages and hear
them again.
The system will tell you how many old
messages you have available to review.
The system sorts old messages in a
message stack, like it does for new
messages. It plays all the old messages
from one person first. Then it plays the old
messages from the next person.
Redirecting or Archiving Messages
After you listen to an old message, the
system will ask if you want to redirect it or
archive it.
• Redirecting a message sends a copy of it
to another subscriber.
• Archiving a message keeps it for a longer
time than usual.
To review old messages
1. Call the system. Enter your Personal
ID and security code.
2. Press 2 for no, until you are asked to
review old messages. Press 1 for yes.
3. The system will say the name of each
person with messages for you to
review. Press 2 until you hear the
name of the person you want, then
press 1.
4. Listen to the old messages from that
person. Press ✱ to skip over any
message, without changing its status.
5. You may press 2 to interrupt a
message, if you wish to redirect or
archive it.

IN Check new messages

After you listen to all of an old message, it
is deleted. If you wish to save it longer,
you must archive it.

OUT Leave messages

Review old messages

Change setup options

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GETTING STARTED REDIRECTING A MESSAGE

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You can redirect a message to another Private Messages To direct a message
subscriber. The subscriber will receive a
copy of the message you received. The sender of the original message may This works for both old and new messages.
mark it private. Private messages cannot
While you listen to the message, press 2. be redirected. The system will tell you if a 1. While listening to the message, press
The system will ask if you want to redirect message is marked private. 2.
the message. Press 1 for yes. Enter the 2. Press 1 to confirm that you want to
person's last name or extension number. redirect the message.
When you hear the name of the person you You cannot redirect a private 3. With keypad letters, spell the person's
want to copy the message to, press 1 for message. name. Otherwise, press the person's
yes. extension number.
4. Press 2 until you hear the name of the
You may record a new introduction to the person you want, then press 1 for yes.
message, if you want, to explain why you 5. Press 1 if you want to record an
redirected it. To: introduction to the message.
Chris Otherwise, press 2.
To: 6. Press 1 if you want to set any special
Chris
delivery options. Otherwise, press 2.
7. Press 1 to redirect the message to
anyone else. Otherwise, press 2.
IN Chris To:
Drew

IN Drew

Redirecting a message copies it to another

subscriber's mailbox.
GETTING STARTED ARCHIVING A MESSAGE

The system saves messages you have
already heard for only a short time (for
example, until midnight). If you want to
keep a message for a longer period of time,
you can archive it. The system manager
can tell you how long your system saves
archived messages.
You archive a message in much the same
way you redirect a message. While you
listen to the message, press 2. The system
will ask if you want to redirect the message.
Press 2 for no. The system then asks if you
want to archive the message. Press 1 for
yes.
You can hear your archived messages
when you review old messages. The only
difference between archived messages and
old messages is that archived messages
are saved for a longer period of time.
Listen to a Message, Then Archive It
Again
Listening to an archived message removes
its archive status. After you listen to it, it will
be deleted to make room for new
messages. If you listen to an archived
message and want to keep it for a longer
period, be sure to archive it again.
To archive a message
This works for both old and new messages.
1. While listening to the message, press
2.
2. Press 2 to avoid redirecting the
message.
3. Press 1 to archive the message.
After you listen to an old message or
archived message, it is deleted
immediately, if you wish to save it longer,
you must archive it again.

The system deletes old Archive a message to keep

messages after a short time. it longer.

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GETTING STARTED CALLING OTHER SUBSCRIBERS

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Leaving a Personal Message To leave a personal message

If you call another subscriber and he or she 1. Call another subscriber.

is not available, your call may be 2. If you hear the person's voice mail
transferred to the person's voice mailbox. If greeting, immediately enter your
you then enter your Personal ID, you can Personal ID and security code.
leave the subscriber a personal message. 3. Press 1 to leave a personal message.
Leaving a personal message lets you use 4. If this person left you any new
the voice mail features which are not messages, you will get a chance to
available to outside callers. hear them first. Then, you can record
your personal message.
To leave a personal message, listen for the
start of the subscriber's mailbox greeting. Keypad Shortcut
Immediately enter your Personal ID and
security code. The system will ask if you During the subscriber's greeting, enter:
want to leave a personal message. Press 1 Personal ID + security code + 1 1.
"Hello, I'm away
for yes. If this person left you any new
message, you will get a chance to hear from my desk..."
them first, then you can record your
personal message.

Leaving a Message without your ID

Of course, you can leave a message even

without entering your Personal ID.
However, the person then receives your
message as if it were from an outside
caller, and will have to dial your extension When you hear another subscriber's
to reply to you. mailbox greeting, enter your Personal ID.
GETTING STARTED DIRECTORY ASSISTANCE

It is easy to find out the extension number
of any subscriber on the system by dialling
the system's directory assistance.
There are two forms of directory
assistance. Your system may use one or
both forms of directory assistance. Callers
with letters on their telephone can use the
automatic directory, which identifies
subscribers by their last name. All callers
can use the numeric directory, which can
group subscribers by department, location,
or some other category.
Removing Yourself from Directory
Assistance
You can remove yourself from the
automatic directory, so that you have an
"unlisted" extension. If you want, you can
later add yourself back to the automatic
directory, from any keytone telephone.
To change your listing in the numeric
directory, contact your system manager.
To add or remove yourself from the
automatic directory
1. Press 2 for no until you hear "Access
Setup Options?". Press 1 for yes.
2. Press 2 for no until you hear "Change
your personal options?". Press 1 for
yes.
3. Press 2 for no until you hear "Change
your directory listing status?".
4. Press 1 to be listed in the automatic
directory or press 2 to be removed
from the automatic directory.

Your system manager can tell you the

extension number to dial to reach your
system's directory assistance. Write it here,
so you will have it when you need it.

For Directory Assistance, dial:

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GETTING STARTED LEAVING A GROUP MESSAGE

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Message groups let you send messages Named Groups vs. Numbered Groups To leave a group message
to a group of people. A message group is
simply a distribution list for messages you Your system will use either named groups 1. Call the system. Enter your Personal
send to the group. You send a message to or numbered groups. You can select ID and security code.
a group just like you send a message to a named groups using letters on your 2. When asked "Hear new messages?",
subscriber, identifying the group by name telephone to spell the group's name. You press 2 for no. When asked "Leave
or group number. can select numbered groups by pressing a messages?", press 1 for yes.
special group ID, then pressing the group 3. Spell the group name, or press the
Your system manager may create message number. The system will tell you what ID to special group ID and group number.
groups for you. You can also create and use for numbered groups. Press 2 until you hear the name of the
edit your own message groups by phone. group you want, then press 1.
Dispatch Option 4. Record your message at the beep.
You create or edit groups as part of your
setup options. Once you create a group, Usually, every member of a group will hear To list who has not heard a group
you can add or delete subscriber names a group message. However, your system message
from the group. manager can set certain groups for
dispatch distribution. A message sent to a 1. Start to send a new message to the
Private and Open Groups dispatch group is heard only be the first group.
person to receive the message. 2. The system will say that some
You can create two kinds of groups: private members have not heard your last
and open. If you create a private group, Who Got My Last Message? message.
only you can send messages to it. If you Press 1 to review the message.
create an open group, any subscriber on The system will tell you 3. Listen to the message or press 2 to

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To: Sales

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the system can send messages to the once everyone in a group interrupt it.

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group. You can send messages to your has received your message. 4. Press 2 to avoid cancelling the
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private groups and to any open group on If you do not get this confir- message.
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the system. mation, you may ask the 5. Press 1 to list who has not heard the
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system to tell you who in the - message. Press ✱ to stop the list.
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group has not heard a 6. If you want, press 1 to change the
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message yet. message's special delivery settings.
SETUP OPTIONS CHANGING YOUR SETUP

The fourth part of the system conversation
lets you change setup options. You can
use any keytone telephone to change many
aspects of your personal setup. You can
change your personal greetings, message
groups, call transfer options, message
delivery settings, security code, name on
the system, and directory listing.
The next few pages describe these setup
options and how to change them.
Setup Options Adjust to You
If you are satisfied with your setup as is,
you do not have to change it. Most people
find they rarely change their setup options.
But if your needs change, it is easy to
adjust your options from any keytone
telephone.
It is Easy as 1, 2!
When you want to make a change, the
system leads you step-by-step through all
your setup options with a series of simple,
yes-and-no questions. You can easily
experiment with different options, knowing
you can always change them back. Feel
free to try it, listening to the setup option
questions and pressing 1 for yes and 2 for
no.

Help is Available

If you do not know how to proceed when

the system asks you a question, you can
press 3 to hear a help menu of options at
that point.
IN Check new messages

OUT Leave messages

Review old messages

Change setup options

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13

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 •
•
•
•
SETUP OPTIONS

Message Groups

Personal Options
Personal Greetings
Four Setup of Options

you can change over the phone:

Call Transfer & Delivery Options

There are four kinds of setup options that

Change setup options

Keypad Shortcuts

appears later in this guide.

setup options, such as your personal
If you frequently change just one or two

use a keypad shortcut to jump directly to

greeting or your message groups, you can

that setup option. A list of keypad shortcuts

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Greetings

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Message Groups

Personal Options

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Transfer & Delivery

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FOUR SETUP OPTIONS
14
SETUP OPTIONS CHANGING YOUR GREETINGS

Outside callers hear your personal greeting
before they leave you a message. For
example:
"Hello, this is Pat Green. I am unable to
take your call at this time. Please leave a
message."
If you do not record your own greeting, the
system will greet callers with your name or
extension number.
Your Alternate Greeting
Your voice mailbox has two greetings, a
standard greeting and an alternate
greeting. Record an alternate greeting to
use on special occasions. For example,
you might use an alternate greeting for
days you are on vacation or working at
another site. By recording both a standard
and an alternate greeting, you can switch
back and forth between the two without
having to re-record your greeting each
time.
To change your greeting
1. Press 2 for no until you hear "Access
Setup Options?" Press 1 for yes.
2. Press 1 to change your greeting.
3. Listen to your current greeting.
4. Press 1 to switch to your other
greeting (standard or alternate).
Otherwise, press 2.
5. Press 1 if you want to re-record the
greeting you have selected.
Otherwise, press 2.

Standard Greeting
"I am unavailable at this time. Please
leave a message."

Alternative Greeting
"I am out of the office today, but will
✓
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return tomorrow."
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Greetings
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Message Groups
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Transfer & Delivery

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Personal Options
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15

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SETUP OPTIONS CREATING MESSAGE GROUPS 16

As part of setup options, you can create Named Groups vs. Numbered Groups To create a group
your own message groups. Each group you
create has its own number or name. If you Your system will use either named groups 1. Press 2 for no until you hear "Access
send a message to the group, the message or numbered groups. You create named Setup Options?" Press 1 for yes.
will be copied to all group members. groups using letters on your telephone to 2. Press 2 for no until you hear "Change
spell the group's name. You create your groups?" Press 1 for yes.
Private and Open Groups numbered groups by pressing a three digit 3. Press 1 when asked to create a new
group number. group.
If you create a private group, only you can 4. For numbered groups, press a three
send messages to it. If you create an open Record a Group Name digit group number. For named groups,
group, other subscribers can also send press the first three letters of the
messages to the group. You can send Be sure to record a name for the group. group's name.
messages to your private groups and any The system plays the group's recorded 5. Press 1 to confirm the group number
open group on the system. name whenever you leave a group or name, or press 2 to change it.
message, so that you know you have the 6. Record a name for the group. Press ✱
right group. when finished.
The recorded name should match the 7. Press 1 to create an open group or 2
group number or spelled name you give for a private group.
your message group. Remember, too, that 8. Add members to the group. You can
open groups created by others may have add them by name or extension
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similar numbers or names which could be number.

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Greetings
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confusing. 9. Press ✱ when finished adding mem-

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✓ bers.
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Message groups
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Groups and the Wildcard 10. Press 1 to record a message for this
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group now. Otherwise, press 2.

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Transfer & Delivery

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You can use the "wildcard" key ✍ to

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search for named or numbered groups.

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Personal Options
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You should not use the wildcard digit

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(usually 0 or 1) when you create your

group's spelled name or number. ✍ This feature may not be available at your site.
SETUP OPTIONS CHANGING MESSAGE GROUPS

As part of setup options, you can hear a list To list your message groups To change a group's name or number
of the message groups you own. You can
also delete any message group you own or This will list only the message groups you 1. Press 2 for no until you hear "Access
change the group's number, spelled name, can edit. Setup Options?" Press 1 for yes.
or recorded name. 2. Press 2 for no until you hear "Change
1. Press 2 for no until you hear "Access your groups?" Press 1 for yes.
Setup Option?" Press 1 for yes. 3. Press 2 to avoid creating a new group.
2. Press 2 for no until you hear "Change 4. Press 1 when asked to edit a group.
your groups?" Press 1 for yes. 5. Enter the group name or group
3. Press 2 when asked to create a new number.
group. 6. Press 2 until you hear the name of the
4. Press 2 when asked to edit a group. group you want, then press 1.
5. Press 1 to list all your groups. 7. Press 2 when asked to add members
to the group.
8. Press 2 when asked to delete mem-
bers from the group.
9. Press 2 when asked to list the group
members.
10. Press 1 when asked to change the
group name or group number.
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11. Press 1 to change the group's name or

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Greetings
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group number. Otherwise, press 2.

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✓ 12. Press 1 to change the group's recor-

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ded name. Otherwise, press 2.

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Transfer & Delivery

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Personal Options
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17

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18

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SETUP OPTIONS CHANGING GROUP MEMBERS

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As part of setup options, you can hear a list To list a message group's members To add or delete group members
of the current members of any message
group you own. You can add members to 1. Press 2 for no until you hear "Access 1. Press 2 for no until you hear "Access
the message group or delete members Setup Options?" Press 1 for yes. Setup Options?" Press 1 for yes.
from it. 2. Press 2 for no until you hear "Change 2. Press 2 for no until you hear "Change
your groups?" Press 1 for yes. your groups?" Press 1 for yes.
Adding Guests to Message Groups 3. Press 2 for no when asked to create a 3. Press 2 for no when asked to create a
new group. new group.
Your guests are special users who can 4. Press 1 when asked to edit a group. 4. Press 1 when asked to edit a group.
send and receive messages only with you. 5. Enter the group name or group 5. Enter the group name or group
Since guests can trade messages only with number. Press 2 until you hear the number. Press 2 until you hear the
you, you can add them to your private name of the group you want, then name of the group you want, then
groups, but not to any open groups you press 1. press 1.
own. 6. Press 2 when asked to add members 6. Press 1 to add members to the group.
Guests do not have extension numbers, so to the group. Otherwise, press 2.
you add them to a group by either spelling 7. Press 2 when asked to delete mem- 7. Press 1 to delete members from the
their name or pressing their Personal ID. bers from the group. group. Otherwise press 2.
8. Press 1 to list the members of the 8. Press ✱ when you are finished adding
group. or deleting members.
9. Press ✱ when you are finished listing
To: Sales members. Keypad Shortcut
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- When selecting group members by name to

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Dale
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- delete, you can press the three "wildcards"

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Terry
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- ✱ (like 111) to list each group member,

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Chris
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- then choose who to delete.

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Lee
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✍ This feature may not be available at your site.

SETUP OPTIONS CALL TRANSFER OPTIONS

The voice mail system may be set up to
transfer calls to you just like a switchboard
operator. If you are unavailable or on
another call, the system will take a
message for you. If you will be away for a
while, you can turn off call transfer or have
your calls transferred to a different phone
number.
Your system manager can set a variety of
call transfer and call screening options that
control how calls are transferred to you ✍.
Depending on these options, you may hear
one or more of the following when you
answer a call:
• A beep to announce the call. This
means the call is from an outside line,
not an internal extension.
• "Call for <your name>". This is often
used if you share an extension with
another person.
• "Call from <caller's name>".
• "Press 1 to take the call, or 2 and I will
take a message". This prompt lets you
confirm whether you want to take the call
or not.
To turn call transfer on or off or change
where calls are transferred
1. Press 2 for no until you hear "Access
Setup Options?" Press 1 for yes.
2. Press 2 for no until you hear "Change
your transfer or delivery options?"
Press 1 for yes.
3. Press 1 to change call transfer.
4. Press 1 to turn on call transfer or 2 to
turn it off.
5. You can change the phone number
where calls are transferred, if call
transfer is turned on. Up to nine digits
may be entered for the phone number.

In most cases, just stay on the line and say Note: If call transfer is turned off, callers
"Hello" as you would normally. are sent directly to your voice mail-
box.
Two Sets of Transfer Options
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Greetings
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Your system manager may create two sets

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of options for your transferred calls: your

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Message Groups
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call transfer options and you call screening

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options. You may then turn your call

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✓
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Transfer & Delivery

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screening options on or off from any

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keytone telephone, as part of your setup

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Personal Options
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options.
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Contact your system manager if you want

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to adjust your call transfer options.

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✍

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This feature may not be available at your site.

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 a
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SETUP OPTIONS CALL SCREENING

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The system may be set up to screen the To turn call screening on or off
calls it transfers to you ✍. If call screening
is turned on, the system will ask the caller's 1. Press 2 for no until you hear "Access
name. Then it will ring your extension, tell Setup Options?" Press 1 for yes.
you the caller's name, and ask if you want 2. Press 2 for no until you hear "Change
to take the call. If you do not take the call, your transfer or delivery options?"
the system will take a message for you. Press 1 for yes.
3. Press 1 to change call transfer.
If your system manager has set up call 4. Press 1 to turn on call transfer or leave
screening options for you, you can turn call it on.
screening on or off from any keytone 5. You may change the phone number
telephone, as part of your setup options. where calls are transferred, if you
"Call from 'Chris want. Up to nine digits may be entered
Contact your system manager if you want for the phone number.
Johnson'. Press 1
to adjust your call screening options or 6. Press 1 to turn on call screening or 2
need more information. to take the call, or to turn it off.
2 and I will take a
message."

✍ This feature may not be available at your site.

SETUP OPTIONS CALL HOLDING

The system may be set up to allow callers To turn call holding on or off
to hold for you ✍. If call holding is turned
on and your line is busy, callers can hold 1. Press 2 for no until you hear "Access
until you are available or they can leave a Setup Options?" Press 1 for yes.
message for you. Callers are told how 2. Press 2 for no until you hear "Change
many other calls are already holding. your transfer or delivery options?"
Press 1 for yes.
If your system manager has set up call 3. Press 1 to change call transfer.
holding for you, you can turn call holding on 4. Press 1 to turn on call transfer or leave
or off from any keytone telephone, as part it on.
of your setup options. 5. You may change the phone number
where calls are transferred, if you
Your system manager will set up how many "You are 2nd in want. Up to nine digits may be entered
calls can hold for you and how long the for the phone number.
line. If you would
callers may stay on hold. 6. Press 1 to turn on call screening or 2
like to hold press 1. to turn it off.
To leave a 7. Press 1 to turn on call holding or 2 to
message press 2." turn if off.

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✍

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This feature may not be available at your site.

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SETUP OPTIONS MESSAGE DELIVERY

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Your system may be set up to call you and You can also ask your system manager to To change message delivery
deliver your messages. The system can set a delay on various delivery numbers.
dial up to four different phone numbers to This will make the system try a particular 1. Press 2 for no until you hear "Access
deliver messages to you at work, at home, delivery number first, then try other delivery Setup Options?" Press 1 for yes.
to your pager, or elsewhere. You can have numbers only if necessary. 2. Press 2 for no until you hear "Change
a different schedule for each message your transfer or delivery options?"
delivery phone number. You can also tell Use the space on this page to plan the Press 1 for yes.
the system to deliver only urgent phone numbers and schedules you want 3. Press 2 for no to avoid changing call
messages. for message delivery. transfer.
4. Press 1 to change your message
As part of setup options, you can use any delivery options.
keytone telephone to turn message 5. Press 2 until you hear the delivery
delivery on or off, change your delivery number you want, then press 1.
phone numbers and schedules, or switch to 6. Press 1 to turn delivery on for that
urgent message delivery only. On some number or 2 to turn it off.
cases, you may have to ask the system 7. Press 1 to change the phone number.
manager to set up urgent-only delivery for Otherwise, press 2. When you enter a
you. phone number, press ✱ to end it.
8. Press 1 to change the delivery
schedule. Otherwise, press 2.
9. Press 1 to have only urgent messages
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Write your message delivery numbers and schedule here
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delivered to this number.
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Work phone from : to : SMTWT F S Otherwise, press 2.
10. You may change the remaining
Home phone from : to : SMTWT F S message delivery numbers too, if you
want.
Pager phone from : to : SMTWT F S

Spare phone from : to : SMTWT F S

SETUP OPTIONS YOUR SECURITY CODE

A security code protects your privacy. It As part of setup options, you can change or To change your security code
keeps someone else from using your delete your security code from any keytone
Personal ID to listen to your messages. telephone. Only you should know your 1. Press 2 for no until you hear "Access
While your Personal ID never changes, you security code. Setup Options?" Press 1 for yes.
can change your security code as often as 2. Press 2 for no until you hear "Change
you like so that others can't guess it. If You Forget Your Security Code your personal options?"
Press 1 for yes.
Your personal security code should be 3 to Your system manager cannot look up or 3. Press 1 to change your security code.
10 digits long. Longer security codes offer change your security code, but it can be
more protection. If you have letters on your deleted. If you forget your security code, If you forget your security code
telephone keypad, you can spell a word for ask the system manager to delete your
your security code. Pick a security code security code at the system console. You 1. Ask the system manager to delete
that would be hard for a stranger to guess. should then immediately call the system your current security code at the
using your Personal ID and set a new console.
security code. 2. Immediately call the system, using
your Personal ID.
3. Press 2 for no until you hear "Access
Setup Options?"
Press 1 for yes.
4. Press 2 for no until you hear "Change
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your personal options?"

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Greetings
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Press 1 for yes.

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Change Security Code 5. Press 1 to set your new security code.

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Message Groups
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Re-Record name
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Transfer & Delivery

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✓
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Personal Options
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23

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SETUP OPTIONS CHANGING YOUR NAME

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You can record your name in your own Spelled Name To change your recorded name
voice on the system. The system uses your
recorded name to identify both you and If your telephone keypad has letters, you 1. Press 2 for no until you hear "Access
your messages to other callers. Without a can also spell your name for the system. Setup Option?" Press 1 for yes.
recorded name, the system identifies you 2. Press 2 for no until you hear "Change
only by extension number. As part of setup options, you can change your personal options?"
your recorded name and your spelled name Press 1 for yes.
from any keytone telephone. 3. Press 2 to avoid changing your
security code.
4. Press 1 to change your recorded
name.
5. Press 1 to confirm that you want to
record it. Otherwise, press 2.

To change your spelled name

1. Press 2 for no until you hear "Access

Setup Options?" Press 1 for yes.
2. Press 2 for no until you hear "Change
your personal options?"
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Greetings
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Change Security Code security code.

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Message Groups
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Transfer & Delivery

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Directory ListingOn/Off 5. Press 1 to change your spelled name.

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6. Press 1 to confirm that you want to

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change it. Otherwise, press 2.

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24

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VoiceManager FAX WELCOME TO VoiceManager FAX !

Your VoiceManager 520/540 system
includes powerful fax mail and fax-on-
demand features ✍.
Fax-on-demand
Fax-on-demand allows callers to request
documents from a standard library of faxes
and have these documents faxed directly to
them. You can use fax-on-demand to
quickly fax documents to callers,
customers, and business contacts.
Fax mail
Fax mail allows callers to leave you fax
messages that are stored and delivered to
you at your convenience, just like voice
messages.
A list at the back of this guide shows which
fax features are available to you and what
numbers to use.
Getting the most from Fax-on-demand
With fax-on-demand, you or your callers
can use a keytone telephone to fax
documents from your organisation's fax
library to any Group 3 fax machine.
Just call the number indicated on the back
cover and follow the easy instructions to
select one or more documents from the fax
library. Then enter the phone number for
the fax machine where you want the
documents sent.
To get the most from fax-on-demand:
• Request a copy of the catalogue for your
fax library to find out which documents
you can request.
• Encourage your callers to use the fax
library to request documents. This saves
you time.
• Ask your system manager to add your
most frequently requested documents to
the fax library.
Getting the most from Fax Mail
Using fax mail gives you many new
benefits.
• The voice mail system tells you when a
new fax arrives.
• You handle both your voice messages
and fax messages at once, with just one
phone call.
• You control when and where your faxes
are delivered. Your faxes are available
from any Group 3 fax machine, 24 hours
a day, anywhere in the world.
• Your faxes stay private, since you print
your faxes only when and where you
want.
• You can have callers record a short
message - a voice annotation - to
accompany each fax they send.
• You can listen to the faxes' voice
annotations to choose which faxes you
want right away. Or press just two keys
to quickly have all your new faxes
delivered.
The rest of this guide explains how you can
get the most out of your fax mail features.

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✍

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This feature may not be available at your site.

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VoiceManager FAX FAX MESSAGES & VOICE ANNOTATION

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Your Fax Extension Your Fax Greeting Your Fax Messages

With fax mail, you now have a fax mailbox Your fax mailbox can have a personal When somebody sends you a fax, it is
that stores messages just like your mailbox greeting. You can record and change your stored on the system as a fax message. A
stores voice messages. This fax mailbox personal fax greeting from a keytone fax message can have two parts: a fax
has its own fax extension number, which is telephone, as part of your setup options. document plus an optional voice
listed on the back of this guide. annotation.
If you do not record a greeting, the system
On some systems, your fax extension will will greet calls to your fax mailbox with your Callers can record a voice annotation to
match your regular extension number. name or your fax extension number. identify themselves or give you more
information about the fax. You can hear the
Be sure to tell callers to send faxes to your voice annotation when you check your
fax extension. messages. If a fax message does not have
a voice annotation, you will just hear what
time the fax arrived.
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John Major
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John, here is
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Division Manager
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that fax you

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Extn. 4231 Voice wanted !

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Extn. 84231 Fax

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A fax and its voice annotation always

remain together as a fax message. When
you archive a fax message, both the fax
and the annotation are archived. If you
delete a fax message, both parts of it are
deleted.
VoiceManager FAX DELIVERING YOUR FAXES

There are three ways the system can
deliver faxes to you:
• Standard Delivery
The system stores your faxes until you
request them. You are told which faxes
are waiting when you check your
messages. Callers may leave a voice
annotation with their fax.
• Fully Automatic Delivery
The system not only stores your faxes,
but automatically delivers them to your
usual fax machine. You do not have to
request delivery and the system does not
tell you when new faxes arrive. This
leaves your voice mail conversation
unchanged.
With this option, callers can not leave a
voice annotation. You can still request an
old fax to be delivered again or delivered
to another fax number.
• Custom Delivery
Other fax delivery options are available.
Check with your system manager.
The list at the back of this guide shows
which fax delivery method you currently
Your Usual Fax Machine
Whichever delivery method you have, the
system normally delivers your faxes to your
usual fax machine. This is a fax phone
number you specify as part of the setup
options. Your system manager may have
already set it up for you.
If you want to deliver a particular fax to a
different number, just request fax delivery
and enter the new number. This changes
the fax phone number for that delivery only.
Your Fax Delivery Schedule
With fully automatic delivery or certain
custom delivery methods, the system can
deliver faxes to you without your request.
You can then set a fax delivery schedule
for your usual fax machine to control when
faxes are delivered. You can change this
fax delivery schedule by phone as part of
your setup options.
Your Fax Delivery Bundle
You may request more than one fax to be
sent in the same fax delivery. Fax mail
bundles your faxes together to make the
most efficient use of your fax machine.
The system adds its own cover sheet to
each delivery bundle. This cover sheet lists
which faxes are included and their page
length.
If a fax you request is very long, fax mail
may divide it into several bundles, to make
sure all the pages are delivered.
Keypad Shortcut
If you just want all your new faxes delivered
to you, call the system and press:

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have.

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Personal ID + security code + 4 5. 27

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28

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VoiceManager FAX FAX NOTIFICATION

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With fax mail, the system can call you to When the System Calls To change your fax notification
notify you that a new fax arrived.
When the system calls and tells you that a 1. Call the system. Enter your Personal
Up to Four Numbers Can Be Used new fax arrived, you can have the fax ID and security code.
delivered to your usual fax machine or 2. Press 2 for no until you hear "Access
You may already have up to four different another fax number. Setup Options?" Press 1 for yes.
telephone numbers for the system to call 3. Press 2 for no until you hear "Change
and deliver voice messages to you: If you are not near a fax machine, you can your transfer or delivery options?"
archive the fax message for later delivery. Press 1 for yes.
• at work Or you can press ✱ during the fax message 4. Press 2 to avoid changing call transfer.
• at home to save it as new, so that the system will 5. Press 1 to change delivery options.
• to your pager remind you of the fax message the next 6. Press 2 for no until you hear the voice
• to a spare phone time you check messages. message delivery number you want,
then press 1.
Each of these numbers can also be used 7. Press 1 to turn or leave on voice
for fax notification. You can change which message delivery for that number.
telephone numbers are used as part of the You have 8. Press 1 to change the phone number.
setup options. a fax ! Otherwise, press 2.
9. Press 1 to change the voice message
delivery schedule. Otherwise, press 2.
10. Press 1 to turn on fax notification for
this phone. Otherwise, press 2.
11. You may change fax notification for the
remaining voice message delivery
number too, if you want.
VoiceManager FAX CHANGING YOUR FAX SETUP

You can use a keytone telephone to change
your:
• Personal fax greeting.
• Telephone number or delivery schedule for
your usual fax machine.
• Fax notification telephone numbers, where
the system calls you to tell you a new fax
arrived.
To change your fax greeting
1. Call the system. Enter your Personal
ID and security code.
2. Press 2 for no until you hear "Access
Setup Options?" Press 1 for yes.
3. Press 1 to change your greetings.
4. After hearing your current personal
greeting, press 2 for no until you hear
your current greeting for fax callers.
5. Press 1 to change your fax greeting.
To change your fax delivery phone
number or schedule
This changes the phone number or
schedule for your usual fax machine.
1. Call the system. Enter your Personal
ID and security code.
2. Press 2 for no until you hear "Access
Setup Options?" Press 1 for yes.
3. Press 2 for no until you hear "Change
your transfer or delivery options?"
Press 1 for yes.
4. Press 2 for no to avoid changing call
transfer.
5. Press 1 for yes to change delivery
options.
6. Press 2 for no until you hear "Change
delivery to your fax machine?"
Press 1 for yes.
7. Press 1 to turn on fax delivery or press
2 to turn it off.
8. Press 1 to change the phone number
for fax delivery. Otherwise, press 2.
9. Listen to the current fax delivery
schedule.
10. Press 1 to change the fax delivery
schedule. Otherwise, press 2.

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VoiceManager FAX STORING YOUR FAXES

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Your fax messages are stored on the Archiving Your Fax Message Saving Your Fax Messages as new
system like your voice mail messages. A
fax message becomes old when it has If you want to keep a fax message for a You can also press ✱ during a fax
been delivered to you or when you have longer period of time, you can archive it. conversation to save it as new. The system
heard about it and refused delivery. You archive a fax message just like a voice will not delete the fax message and it will
mail message. You can review an archived remind you of it the next time you check
Like voice messages, old fax messages fax message and request its delivery, but messages.
are saved for a short time (for example, after you review it, the system deletes it
until midnight). - unless you archive it again.

You can review an old fax message and

request its delivery, but after you review
it, the system deletes it - unless you
archive it.

IN
VoiceManager FAX ON THE ROAD . . .

It is easy to get your faxes while you are on

the road. With standard delivery, just call in
and request fax delivery to a nearby fax
machine. That is all there is to it!

If you have fully automatic delivery, your

faxes will continue to be delivered to your
usual fax machine. If you want your faxes
to come to a different fax machine near
you, use a keytone telephone to change
your usual fax delivery number.

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SHORTCUTS & MENUS KEYPAD SHORTCUTS

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Once you are familiar with the system's Key Sequences If you ever want to know what the speed
features, you can use several keypad keys are for a particular question in the
shortcuts to accelerate your answers and The system also has a set of speed key system's yes-and-no conversation, just
commands to the system. sequences that you can use to jump press 3 while listening to that question. You
directly to particular options or actions. will hear a help menu that lists the speed
These shortcuts are most often used when These sequences use keys 4 to 7 on your key for each option associated with that
you are changing your setup options. telephone, so they are easy to remember. question.
For example, after you enter your Personal
Dial Ahead ID and security code, you can press 7 4 5
to switch between your standard and
You can always press a key before the alternate personal greeting.
system finishes asking a question. As
soon as you know what your choice is, Here is a list of the most common speed
press the appropriate key. The system key sequences.
will continue on to the next question or
action.
Press Personal ID+ Press Personal ID+
Action Action
Security Code+ Security Code+
For tasks you do routinely, you can
quickly press a sequence of keys in Check new messages 4 Change your security code 7 7 4
advance of the questions you
Leave a message 5 Change call transfer options 7 6 4
normally hear. For example, after you
enter your Personal ID and security Review old messages 6 Turn call transfer off 7 6 4 2
code, you can immediately press 2 2 1
Change setup options 7 Turn call transfer on 7 6 4 1
to accelerate directly to leaving a
message. Switch personal greetings 7 4 5 Change phone number for call transfer 7 6 4 1 4

Add a message group 7 5 4 Turn call screening options on/off 7 6 4 1 5

Edit a message group 7 5 5 Turn call holding on/off 7 6 4 1 6

List your message group 7 5 6 Change your recorded name 7 7 5

SHORTCUTS & MENUS MENU MODE

Some subscribers are accustomed to Key Sequences

hearing a menu-based conversation when
using voice mail. If you prefer menus, your
system manager can set you up for menu
operation. You will then hear a series of
quick option menus in place of the system's
yes-and-no questions.
The speed key sequences listed on the
previous page can also be used in menu
mode, just as they are used with the yes-
and-no questions.

The Main Menu

Quick option menus have the same

organisation and features as was described
for the yes-and-no conversation.

The Main Menu has four options:

• check new messages

• leave messages
• review old messages
• change setup options

MAIN MENU

Check New Messages 4

Leave Messages 5
Review Old Messages 6

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Change Setup Options

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7 33

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PERSONAL NOTES 34

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NAME Notes
PERSONAL ID

DIAL VoiceManager
FROM OUTSIDE

FAX EXTENSION ID

FAX DELIVERY METHOD

❑ Standard
❑ Fully Automatic
❑ Custom

❑ FAX-ON-DEMAND AVAILABLE

Call for a library of documents you can fax to callers.

SYSTEM MANAGER
EXTENSION

Keypad Shortcuts

Press Personal ID + security code +

Deliver all new faxes . . . . . . . . . . . . 45
Change fax delivery . . . . . . . . . . . 7658
Change fax notification number . . . 765
Change personal fax greeting . . . . 748
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