NEC IntraMail 4 System Manual

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IntraMail requires version 03.**.** system software, CPU P/N 80025B

(in DS2000), and cabinet P/N 80200A (in DS1000).

If you are not familiar with the IntraMail features, review

the IntraMail Feature Glossary on page 12.

Mailbox Type

Announcement

Call Routing

Subscriber

Master

Total Mailboxes

• By default in DS1000, only the ﬁrst 8 (300-307) extensions have Subscriber Mail-

boxes enabled.

• By default in DS2000, only the ﬁrst 16 (300-315) extensions have Subscriber Mail-

boxes enabled.

• Use 1808 - IntraMail Subscriber Mailbox Options: Mailbox Type on page 202 to acti-

vate additional Subscriber Mailboxes.

For additional resources, visit our Technical Support site on the web at

Default Mailbox List

300-427 in DS2000, 300-333 in DS1000

600-607, 700-707

160 in DS2000, 66 in DS1000

Range

008-015

000-007

IntraMail

System Guide

http://ws1.necii.com/ds2000

1. Quick Setup

2. Features

3. Programming

4. Soft Key Glossary

Table of Contents

Summary of Contents for NEC IntraMail 4

Page 1 1. Quick Setup IntraMail requires version 03.**.** system software, CPU P/N 80025B (in DS2000), and cabinet P/N 80200A (in DS1000). If you are not familiar with the IntraMail features, review the IntraMail Feature Glossary on page 12. 2. Features Default Mailbox List Mailbox Type Range Announcement...
Page 2 This manual has been developed by NEC Unified Solutions, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated.
Page 3: Table Of Contents
Table of Contents Table of Contents Chapter 1: Quick Setup ......... . . 1 Installation .
Page 4 Table of Contents Centrex Transfer ............. . 59 Conversation Record .
Page 5 Table of Contents Using Master Mailboxes as Additional Call Routing Mailboxes ....124 Using Master Mailboxes as Additional Announcement Mailboxes ....125 Using Master Mailboxes as Guest Mailboxes .
Page 6 Table of Contents Unscreened Transfer and Inactive Mailboxes ....... . 180 Voice Mail Overflow .
Page 7 Table of Contents Recording Conversation Beep........204 Message Waiting Lamp.
Page 8 Table of Contents Options for Call Routing Mailboxes (1) ....... . .219 Options for Announcement Mailboxes (2) .
Page 9 Table of Contents Schedule Stop Time ..........238 Type 1 (Day of Week) Example .
Page 10 Table of Contents viii ◆ Table of Contents IntraMail System Guide...
Page 11: Chapter 1: Quick Setup
Installation Chapter 1: Quick Setup Installation DS1000 Installation DS1000 Installation Installing IntraMail in DS1000 Step 1 (Figure 1: Powering Down the DS1000) Power down the system - Turn off the system power. - Unplug the system’s AC power cord. Power Switch Figure 1: Powering Down the DS1000 Chapter 1: Quick Setup ◆...
Page 12 Installation DS1000 Installation (Figure 2: Removing the DS1000 Cover) Step 2 Remove the cover - Unlock and remove the cover. Push button to "OPEN" position Figure 2: Removing the DS1000 Cover Step 3 Label and unplug all extension, trunk, and auxiliary cabling. - This will make reinstallation easier.
Page 13 Installation DS1000 Installation (Figure 4: Installing the IntraMail PCB in DS1000) Step 6 Install the IntraMail PCB - Attach a grounded wrist strap to a known earth ground. ■ Use the cabinet ground lug if the ground wire is still connected. - Discharge any built-up static electricity by touching the cabinet ground lug.
Page 14: Ds2000 Installation
Installation DS2000 Installation DS2000 Installation Installing IntraMail in DS2000 Step 1 Power down the system. (Figure 5: Removing the DS2000 Cover) Step 2 Remove the cover - Unscrew the two captive screws on the front cabinet cover. - Lift up slightly on the front of the cover — then gently slide the cover back to remove it. 4 Slot Cabinet Shown Figure 5: Removing the DS2000 Cover (Figure 6: Removing the DS2000 CPU)
Page 15 Installation DS2000 Installation (Figure 7: Installing the IntraMail PCB in DS2000) Step 4 Install the IntraMail PCB - Plug in the IntraMail PCB as shown below. ■ Be sure to snap the PCB into the supplied plastic standoffs. Figure 7: Installing the IntraMail PCB in DS2000 Step 5 Reinstall the CPU PCB.
Page 16: Programming
Programming Initial Conﬁguration and Programming Programming Initial Conﬁguration and Programming Start-Up Programming Start-up (Default) IntraMail Conﬁguration IntraMail automatically assigns a mailbox to each extension in the number plan. ■ By default in DS1000, only the ﬁrst 8 (300-307) Subscriber Mailboxes are active/enabled. ■...
Page 17: Intramail System Requirements
■ CPU PCB P/N 80025B (in DS2000) ■ Cabinet P/N 80200A (in DS1000) Speciﬁcations IntraMail Part Numbers and Capacities P/N 80044 IntraMail 4 Port/4 Hour P/N 80088 IntraMail 8 Port/8 Hour Mailboxes Announcement: 8 Call Routing: 8 Subscriber (DS1000): 34...
Page 18: Application Examples
Programming Application Examples Application Examples Examples of Some Common Applications The examples below show some common applications. The chart in the beginning of each example shows: ■ How the relevant programmable options work by default. ■ The Application Summary, which provides the basic steps you need to take to set up the application. Following the chart are the step-by-step instructions for setting up the application.
Page 19: Example 2: Provide Unique Day And Night Dialing Options For Callers
Programming Application Examples Example 2: Provide Unique Day and Night Dialing Options for Callers Default Dial Action Table Options ■ All Call Routing Mailboxes (000-007 by default) use Dial Action Table 1 ■ Dial Action Table 1 provides the following dial options: Dial extension number ( 300-427 Dial...
Page 20 Programming Application Examples 10 ◆ Chapter 1: Quick Setup IntraMail System Guide...
Page 21: Chapter 2: Features
Chapter 2: Features Introduction to IntraMail Features Introduction to IntraMail Features If you are not familiar with the IntraMail features, review the IntraMail Feature Glossary on page 12. This chapter provides detailed information on the IntraMail features. The features in this chapter are in alphabetical order, like a dictionary.
Page 22: Intramail Feature Glossary
IntraMail Feature Glossary IntraMail Feature Glossary Feature Glossary Name Description Usage Administrator Security Code ■ See Security Code in this glossary. Voice Mail Control Alternate Next Call Routing ■ See Next Call Routing Mailbox in this Glossary. Voice Mail Mailbox Announcement Mailbox Mailbox that allows a prerecorded greeting to play to callers.
Page 23 IntraMail Feature Glossary Name Description Usage Automatic Call Routing to a ■ See Go to a Mailbox in this glossary. Automated Attendant Mailbox Automatic Message Erase/Save ■ See Auto Erase or Save in this glossary. Voice Mail Automatic Routing for Rotary If an Automated Attendant caller doesn’t dial any digits, Automated Attendant Dial Callers...
Page 24 IntraMail Feature Glossary Name Description Usage Deleting a Message ■ See Message Delete in this glossary. Voice Mail Deleting Mailbox Security Code ■ See Mailbox Security Code Delete in this glossary. Maintenance Dial Action Table Deﬁnes the dialing options for a Call Routing Mailbox Automated Attendant chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers.
Page 25 IntraMail Feature Glossary Name Description Usage Flexible Mailbox Numbering Plan If the telephone system extension numbers are custom- System ized, the IntraMail mailbox numbers can be customized to match. ■ See Flexible Mailbox Numbering Plan on page 89 for more. Forced Unscreened Transfer A Subscriber Mailbox can optionally convert Automated Automated Attendant...
Page 26 IntraMail Feature Glossary Name Description Usage Instruction Menu The Instruction Menu is the announcement that plays to Automated Attendant Automated Attendant callers. Normally, the Instruction Menu provides callers with the Automated Attendant dial- ing options. ■ See Instruction Menu on page 105. Leaving a Message An extension user can leave a voice message in a Voice Mail...
Page 27 IntraMail Feature Glossary Name Description Usage Make Call ■ A Subscriber Mailbox user can listen to a voice mes- Voice Mail sage and dial to return the call without knowing their caller’s phone number. ■ See Make Call on page 120 for more. Master Mailboxes Additional mailboxes used for Ring Group and UCD Hunting Group overﬂow.
Page 28 IntraMail Feature Glossary Name Description Usage Message Retention IntraMail will save a mailbox’s new, held, or saved mes- Voice Mail sages for the Message Retention interval, and then delete them. ■ See Message Retention on page 144 for more. Message Send ■...
Page 29 IntraMail Feature Glossary Name Description Usage Record and Send a Message A Subscriber Mailbox user can record and send a message Voice Mail to any other Subscriber Mailbox. ■ See Record and Send a Message on page 158 for more. Recorded Help ■...
Page 30 IntraMail Feature Glossary Name Description Usage Single Digit Dialing An Automated Attendant caller can press a single key to Automated Attendant route to an extension, route to another destination, or use an IntraMail feature. ■ See Single Digit Dialing on page 166 for more. Subscriber Mailbox The mailbox type normally used for telephone system Voice Mail...
Page 31 IntraMail Feature Glossary Name Description Usage Undeﬁned Routing A dialpad digit for which the Automated Attendant has no Automated Attendant routing deﬁned. When an Automated Attendant caller dials a digit for which there is no routing assigned, Intra- Mail plays a brief error message and then repeats the dial- ing options.
Page 32: Announcement Mailbox
Announcement Mailbox Announcement Mailbox Description An Announcement Mailbox plays a pre-recorded announcement to Automated Attendant callers without providing dialing options. The Announcement Mailbox is typically set up to provide information to callers (such as company directions) and then route back to the Automated Attendant. For example: ■...
Page 33 Announcement Mailbox Direct Announcement Mailbox Routing (If the outside caller routes directly to the Announcement Mailbox) 8006-Next Call 8006-Repeat 8006-Hang Up Action Routing Mailbox Count After ■ Undeﬁned 0 (No repeats) Yes or No If the caller doesn’t dial, after the announcement IntraMail hangs up.
Page 34 Announcement Mailbox Routed Announcement Mailbox Routing (Page 1 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 8006-Next Call 8006-Repeat 8006-Hang Up Action Routing Mailbox Count After Undeﬁned 0 (No repeats) ■ If the caller doesn’t dial, after the announcement the caller goes back to the initial Call Routing Mailbox.
Page 35 Announcement Mailbox Routed Announcement Mailbox Routing (Page 2 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 8006-Next Call 8006-Repeat 8006-Hang Up Action Routing Mailbox Count After 0-15 (valid Call x (x number of ■...
Page 36 Announcement Mailbox Step 4 To provide Announcement Mailbox callers with more dialing options (instead of hanging up): 8006 - IntraMail Routing Mailboxes: Hang Up After on page 229. - Enter N (6) to prevent IntraMail from hanging up after the announcement. ✔...
Page 37: Announcement Message
Announcement Message Announcement Message Description The Announcement Message is the voice message that the System Administrator records for a speciﬁc Announcement Mailbox. See Announcement Mailbox on page 22 for more. Related Features See Announcement Mailbox on page 22. Programming See Announcement Mailbox on page 22. Operation See Announcement Mailbox on page 22.
Page 38: Answer Schedule Override
Answer Schedule Override Answer Schedule Override Description Answer Schedule Override provides alternate answering for Automated Attendant calls. When enabled, Answer Schedule Override sends calls to the speciﬁed Override Mailbox. The Override Mailbox can be an Announcement, Call Routing, or Subscriber mailbox. You can use Answering Schedule Override to provide holiday and bad weather closing announcements, for example.
Page 39 Answer Schedule Override Operation Enabling Answer Schedule Override [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s Mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Access Answer Schedule Override. [ANS SCHEDULE] - [N/A] Enter the number of the Answer Table you want to override. •...
Page 40: Answer Tables
Answer Tables Answer Tables Description The Answer Table determines how the Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. IntraMail provides 8 Answer Tables. The Answer Table is an integral part of the Automated Attendant.
Page 41: The Default Mailbox And Routing Hierarchy
Answer Tables The Default Mailbox and Routing Hierarchy The Default Mailbox provides routing for an Answer Table during periods when a schedule is not in effect. By default, for example, Answer Table 1 Schedule 1 is active Monday through Friday from 8:30 AM to 5:00 PM.
Page 42 Answer Tables Related Features Automated Attendant (page 42) The Answer Table determines how the Automated Attendant answers calls. Call Routing Mailbox (page 49) The Call Routing Mailbox provides the dialing instructions (Dial Action Table) and announcements to Automated Attendant Callers. Dial Action Table (page 64) The Dial Action Table deﬁnes the dialing options for the Call Routing Mailbox chosen by the Answer Table, which in turn provides those options to Automated Attendant callers.
Page 43 Answer Tables - Specify the day of the week the Schedule Entry should be active. ✔ By default, there are no Type 1 (Day of Week) schedules enabled. 8007 - IntraMail Answer Tables: Schedule Start Time on page 238. - Set the time of day the Schedule Entry should start on the day speciﬁed. ✔...
Page 44 Answer Tables ✔ By default, there are no Type 3 (Date) schedules deﬁned. 8007 - IntraMail Answer Tables: Schedule Run Date on page 242. - Specify the date on which the Schedule Entry should become active (start). ✔ By default, there are no Type 3 (Date) schedules deﬁned. 8007 - IntraMail Answer Tables: Schedule Start Time on page 242.
Page 45: Answering Machine Emulation
Answering Machine Emulation Answering Machine Emulation Description Software Operation is enhanced in software version 03.20.07 or higher when Call Screening is enabled. Note: A user’s keyset can work like a home answering machine. This lets IntraMail screen their calls, just like their answering machine at home.
Page 46 Answering Machine Emulation Personal Answering Machine Emulation (03.20.07 or Higher when Call Screening is Enabled) [Super Display Soft Key] - [Keyset Soft Key] When Personal Answering Machine Emulation broadcasts your caller’s voice, you can: ■ While you are listening to the broadcast, ﬂashes and lights steadily on.
Page 47: Auto Attendant Do Not Disturb
Auto Attendant Do Not Disturb Auto Attendant Do Not Disturb Description When a subscriber enables Auto Attendant Do Not Disturb, Automated Attendant calls to their extension go directly to their mailbox. Their phone will not ring for calls from the Automated Attendant. You can option- ally enable Auto Attendant Do Not Disturb from system programming.
Page 48 Auto Attendant Do Not Disturb Operation Setting Up Auto Attendant Do Not Disturb and Recording a Greeting (Prior to software version 03.20.07) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail plays a summary of your current settings.
Page 49 Auto Attendant Do Not Disturb Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb (Software 03.20.07 or higher) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail does the following: •...
Page 50: Auto Erase Or Save
Auto Erase or Save Auto Erase or Save Description When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. The setting of this option depends on how the subscriber would pre- fer their mailbox to operate.
Page 51: Auto Time Stamp
Auto Time Stamp Auto Time Stamp Description After a Subscriber Mailbox user listens to a message, IntraMail can optionally announce the time and date the message was left. The Subscriber can enable Auto Time Stamp from their mailbox, or you can optionally enable in from system programming.
Page 52: Automated Attendant
Automated Attendant Automated Attendant Description The Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. The Answer Table is an integral part of the Automated Attendant. The Auto- mated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.
Page 53 Automated Attendant The block diagram below shows the default IntraMail Automated Attendant conﬁguration. DIL to Voice Mail 1003 - Direct Termination (Day) ● 1003 - Direct Termination (Night) ● Master (700) Default Automated Attendant Answering Trunks Route to 1003 - Answer Table ●...
Page 54 Automated Attendant 1003 - Trunk Options: Direct Termination (Night) on page 195. - Enter 700 to have the Automated Attendant answer calls on the trunk at night. ✔ By default, all trunks are set to Key Ring at night. Step 3 Set up the Answer Tables.
Page 55: Automated Attendant Transfer
Automated Attendant Transfer Automated Attendant Transfer Description An extension user can transfer their trunk call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options. This helps an outside caller, for example, that wants to return to the Automated Attendant so they can dial another co-worker or use a different Automated Attendant option.
Page 56: Automatic Routing For Rotary Dial Callers
Automatic Routing for Rotary Dial Callers Automatic Routing for Rotary Dial Callers Description If an Automated Attendant caller doesn’t dial any digits, IntraMail will automatically route them to a speci- ﬁed option (such as the operator or a mailbox). This lets rotary telephone users stay on the line to leave a message or have their call processed.
Page 57: Call Forward To A Mailbox
Call Forward to a Mailbox Call Forward to a Mailbox Description A subscriber can easily forward calls to their Subscriber Mailbox. Instead of dialing an extension as the for- warding destination, the user just presses their key instead. With Call Forward to a Mailbox, the subscriber is assured that their calls don’t get forgotten when they are busy or unavailable to pick up their calls.
Page 58 Call Forward to a Mailbox Related Features Auto Attendant Do Not Disturb (page 37) When enabled, Auto Attendant Do Not Disturb automatically sends all calls from the Automated Atten- dant to the subscriber’s mailbox. Extension Hunting to Voice Mail (page 79) Extension Hunting to Voice Mail automatically sends calls to an extension’s mailbox without the user having to set up Call Forwarding.
Page 59: Call Routing Mailbox
Call Routing Mailbox Call Routing Mailbox Description Software ■ Routing Mailbox programming is simpliﬁed in software version 03.20.07 or higher. Note: The Call Routing Mailbox, associated with an Answer Table, speciﬁes which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers. IntraMail provides up to 16 Call Routing Mailboxes.
Page 60 Call Routing Mailbox The block diagram below shows the default IntraMail Automated Attendant conﬁguration. DIL to Voice Mail 1003 - Direct Termination (Day) ● 1003 - Direct Termination (Night) ● Master (700) Default Automated Attendant Answering Trunks Route to 1003 - Answer Table ●...
Page 61 Call Routing Mailbox ✔ By default, Call Routing Mailboxes are 000-007. 8006 - IntraMail Routing Mailboxes: Mailbox Active on page 227. - Enter Y (9) to make the mailbox active. ✔ By default, all Routing Mailboxes are active. Step 2 To record an Instruction Menu for the Call Routing Mailbox: See Operation below.
Page 62 Call Routing Mailbox Operation Recording an Instruction Menu for a Call Routing Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Instruction Menus. [INSTRUCTION] - [INST] Enter the Call Routing Mailbox number.
Page 63: Call Screening
Call Screening Call Screening Description Software Call Screening requires software version 03.20.07 or higher and IntraMail voice prompts version 1.2. Note: Call Screening allows a display keyset extension user to listen to (screen) a voice mail message as it is being left in their mailbox.
Page 64 Call Screening Programming Step 1 To enable Call Screening in an extension’s Class of Service: 0101 - Call Screening on page 190 - Enter Y (9) to enable this option. ✔ By default, this option is disabled. 1801 - Extension Class of Service Assignment - Assign an extension’s Class of Service.
Page 65 Call Screening Automatic Call Screening Operation [Super Display Soft Key] - [Keyset Soft Key] ■ When Automatic Call Screening is on, your idle telephone automatically goes into the screen mode while your caller leaves a message. ■ Call Screening is only available while your telephone is idle. To turn Automatic Call Screening on or off: [PROGRAM + SCREEN] + [PGM + MORE + MORE + SCRN] Turn Automatic Call Screening on.
Page 66: Caller Id
Caller ID Caller ID Description Caller ID is a telephone company service that provides an extension with a caller’s number and optional name. With Caller ID, the display keyset user knows who’s calling before they pick up the call. Caller ID Logging stores a record of the call on the user’s telephone which they can review and use to easily return the call.
Page 67: Caller Id With Return Call
Caller ID with Return Call Caller ID with Return Call Description See Make Call on page 120. Related Features See Make Call on page 120. Programming See Make Call on page 120. Operation See Make Call on page 120. Chapter 2: Features ◆ 57 IntraMail System Guide...
Page 68: Calling The Automated Attendant
Calling the Automated Attendant Calling the Automated Attendant Description Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for additional dialing options. This lets the caller dial other extensions, leave messages for co-workers, or use other Automated Attendant features.
Page 69: Centrex Transfer
Centrex Transfer Centrex Transfer Description Centrex Transfer is a Dial Action Table option that can transfer an Automated Attendant call from a Centrex trunk to an outside number using the features of that Centrex trunk. With Centrex Transfer, the Automated Attendant answers an outside call and then transfers the caller back to the telco using the same trunk on which the call initially rang.
Page 70 Centrex Transfer Step 4 Set the Flash timer for compatibility with the connected Centrex trunks. 0402 - PBX/Centrex Flash - Set the ﬂash interval for compatibility with the connected Centrex. ✔ By default, this timer is 800 mS. Step 5 Set the Pause timer for compatibility with the Centrex Transfer feature.
Page 71: Conversation Record
Conversation Record Conversation Record Description Software Conversation Record for a co-worker’s mailbox requires software version 03.20.07 or higher. Note: Conversation Record allows a subscriber to record their active call as a new message in their mailbox, which they can review later on. Conversation Record can be helpful when an extension user is on a call that involves a lot of detail (such as a technical discussion or extensive directions).
Page 72 Conversation Record - 03.20.07 or higher: Enter Voice Mail Record Key code 17 + the mailbox number. - The mailbox number can be your own, a co-worker’s, or any valid Subscriber Mailbox. - You can optionally use the RECORD soft key instead. ✔...
Page 73 Conversation Record Operation Conversation Record [Super Display Soft Key] - [Keyset Soft Key] To record your active call in your mailbox: ■ Only one party on a call can use Conversation Record at any one time. This includes Intercom calls and Conference calls.
Page 74: Dial Action Table
Dial Action Table Dial Action Table Description The Dial Action Table deﬁnes the dialing options for the Call Routing Mailbox chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers. IntraMail provides 16 Dial Action Tables.
Page 75: Dial Action Table Options
Dial Action Table Dial Action Table Options The following table summarizes the Dial Action Table dial (key) actions and their associated features. Dial Action Table Key Action Summary Action Description Feature Reference For more, see: Screened Transfer (1) Screened Transfer (page 161) Page 247 Allows an Automated Attendant caller to place a Screened Transfer to an extension.
Page 76 Dial Action Table Programming Step 1 Assign a Dial Action Table to each active Call Routing Mailbox. 8006 - IntraMail Routing Mailboxes: Dial Action Table on page 228. - The Call Routing Mailbox uses the Dial Action Table assignment to provide dialing options to callers.
Page 77 Dial Action Table - If the caller waits too long to dial: - When the associated Dial Action Table has a Timeout action programmed, the caller routes to that destination. - When the associated Dial Action Table does not have a Timeout action programmed, the Instruction Menu repeats 3 times and then IntraMail hangs up.
Page 78: Directory Dialing
Directory Dialing Directory Dialing Description Software Directory Dialing requires software version 03.20.07 or higher and IntraMail voice prompts version 1.2.. Note: Directory Dialing allows an Automated Attendant caller to reach an extension by dialing the ﬁrst few letters in the extension user’s name. With Directory Dialing, the caller does not have to remember the extension number of the person they wish to reach —...
Page 79 Directory Dialing Step 2 Set up the name programming and enter names. 0201 - Tenant Option Programming: Name Format on page 193. - Determine how extension names should be entered in 1801 - Extension Name or via the telephone. The options are 1 (ﬁrst name followed by last name) or 2 (last name followed by ﬁrst name).
Page 80 Directory Dialing Step 6 To change the amount of time Directory Dialing callers have to dial letters: 8006 - IntraMail Routing Mailboxes: Time Limit for Dialing Commands on page 231. - Enter the new timeout duration (0-99 seconds). - If the caller waits too long to dial, the Directory Dialing Message repeats. ✔...
Page 81: Using A Master Mailbox For Directory Dialing
Directory Dialing Using a Master Mailbox for Directory Dialing Step 1 Set up the Directory Dialing Mailbox. 8005 - IntraMail Master Mailbox Options: Mailbox Number on page 218. - Select the Master Mailbox (e.g., 607) you want to assign as a Directory Dialing Mailbox. ✔...
Page 82 Directory Dialing ✔ By default, IntraMail routes the call as a Screened Transfer (1). Screened Transfer 8005 - IntraMail Master Mailbox Options: Unscreened or Screened Transfer on page 221. - Enter 1 to route the call as a Screened Transfer. ✔...
Page 83 Directory Dialing Operation Recording a Directory Dialing Message [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Instruction Menus. [INSTRUCTION] - [INST] Enter the Directory Dialing Mailbox number. Listen to the current Directory Dialing Message (if any).
Page 84: Dialing Options Available While Entering A Name
Directory Dialing Dialing Options Available while Entering a Name The following table shows the dialing options available to the caller while they are entering a name into a Directory Dialing Mailbox. ■ By default, the caller can dial the digts 2-9 to enter the name or dial # to return to the Automated Attendant. ■...
Page 85: Dialing Options Available When More Than One Employee Has The Entered Name
Directory Dialing Dialing Options Available when more than one Employee has the Entered Name If the name the caller enters is used by more than one employee, IntraMail lets the caller select the employee to which they want to talk. The caller can dial 1, 2 or 3 to select the employee from the ﬁrst three name matches, or dial 4 to hear additional name matches.
Page 86: Directory Dialing Mailbox
Directory Dialing Mailbox Directory Dialing Mailbox Description A Directory Dialing Mailbox is the type of mailbox required to implement Directory Dialing. A Directory Dialing Mailbox can be either a Routing Mailbox or a Master Mailbox. The type you choose depends only on available resources and your programming preference, since they work identically.
Page 87: Erasing All Messages
Erasing All Messages Erasing All Messages Description The System Administrator can delete all messages in a Subscriber Mailbox. Erasing All Messages in an administrator’s maintenance tool. The administrator may need to use this tool if an employee has left the company or has an excessive number of messages stored in their mailbox.
Page 88: Exiting A Mailbox
Exiting a Mailbox Exiting a Mailbox Description A Subscriber Mailbox user can exit their mailbox by dialing a code or by hanging up. After exiting, the sub- scriber can use their extension for normal call processing. Related Features Programming No additional programming required. Operation Exiting a Mailbox [Super Display Soft Key] - [Keyset Soft Key]...
Page 89: Extension Hunting To Voice Mail
Extension Hunting to Voice Mail Extension Hunting to Voice Mail Description Extension Hunting to Voice Mail automatically sends calls to an extension’s mailbox without the user having to set up Call Forwarding. For example, Extension Hunting to Voice Mail can send unanswered transferred calls to an extension’s mailbox rather than recalling the transferring party.
Page 90 Extension Hunting to Voice Mail Ring No Answer / Busy Trunk (Type 2) Hunting to Voice Mail Routing Chart Call Type Extension Idle Extension Busy Extension in DND Intercom Does not hunt (use Call Forwarding instead). Transferred Trunk Call Rings for 0401 - Transfer Call goes immediately to mailbox.
Page 91: Ring No Answer Trunk (Type 1) Hunting To Voice Mail
Extension Hunting to Voice Mail Busy Trunk (Type 4) Hunting to Voice Mail Routing Chart Call Type Extension Idle Extension Busy Extension in DND Intercom Does not hunt (use Call Forwarding instead). Transferred Trunk Call Does not hunt (use Call For- Call goes immediately to mailbox.
Page 92: Ring No Answer / Busy Trunk (Type 2) Hunting To Voice Mail
Extension Hunting to Voice Mail 0403 - Call Forward Ring No Answer - Set how long a transferred trunk call or UTRF from the Automated Attendant waits at a busy or DND extension before routing to the extension’s mailbox. - Refer to System Timers, Station in the DS1000/2000 Software Manual for more. ✔...
Page 93: Busy Trunk (Type 4) Hunting To Voice Mail
Extension Hunting to Voice Mail 0401 - DIL No Answer Time - This timer sets how long a DIL waits at an idle extension before routing to the extension’s mailbox. - Refer to System Timers in the DS1000/2000 Software Manual for more. ✔...
Page 94: External Transfer
External Transfer External Transfer Description External Transfer allows an Automated Attendant caller to automatically route to an outside telephone num- ber. To set this up, assign a Dial Action Table action as a UTRF to a System Speed Dial bin (e.g., #200 + Pause for system bin 200).
Page 95 External Transfer Operation Operation is automatic once set up in programming. Chapter 2: Features ◆ 85 IntraMail System Guide...
Page 96: Fax Detection
Fax Detection Fax Detection Description The Automated Attendant can detect incoming fax calls and transfer them to a fax machine. With Fax Detec- tion enabled, after the Automated Attendant answers a call it listens for incoming fax CNG tone. If it detects the tone, it does an unscreened transfer of the call to the speciﬁed company fax machine.
Page 97: Flexible Answering Schedules
Flexible Answering Schedules Flexible Answering Schedules Description The Automated Attendant can answer outside calls with different announcements and dialing options, depending on the time of day and day of week. For example, a company can set up separate schedules for weekdays, evenings, weekends, and speciﬁc holidays.
Page 98: Flexible Call Routing
Flexible Call Routing Flexible Call Routing Description The Automated Attendant can provide outside callers with a wide variety of dialing (routing) options. You can customize the announcements and routing options to exactly meet the site requirements. Use Flexible Call Routing to eliminate or minimize the need for an operator or receptionist to handle outside calls. There are 3 components to Flexible Call Routing.
Page 99: Flexible Mailbox Numbering Plan
Flexible Mailbox Numbering Plan Flexible Mailbox Numbering Plan Description If the telephone system extension numbers are changed or swapped, IntraMail will automatically change the Subscriber Mailbox numbers to match. There is no extensive reprogramming required. After the swap, all of the subscriber’s messages and options are available at their new extension number.
Page 100: Forced Unscreened Transfer
Forced Unscreened Transfer Forced Unscreened Transfer Description A Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Enable this option for a mailbox if the subscriber prefers to receive all calls sent by the Automated Attendant as Unscreened Transfers. With Unscreened Transfers, ■...
Page 101: Getting Recorded Help
Getting Recorded Help Getting Recorded Help Description If a Subscriber Mailbox user dials an incorrect code or forgets what to dial while in their mailbox, they can request help from the IntraMail voice prompts. Recorded Help provides the user with a built-in, interactive user’s guide.
Page 102: Go To A Mailbox
Go To A Mailbox Go To A Mailbox Description An Automated Attendant caller can dial a digit to route to a Call Routing or Announcement Mailbox. This is called the Go To (GOTO) action. The GOTO action can route directly to a speciﬁc Call Routing or Announcement Mailbox, or allow the Automated Attendant caller to go to a mailbox of their own choosing.
Page 103 Go To A Mailbox Programming Step 1 Assign a GOTO action to the active Dial Action Table. 8008 - IntraMail Dial Action Tables: GOTO Action - Go to Mailbox (7) on page 249. - To have Automated Attendant callers dial a single digit to go to a Call Routing or Announcement Mailbox, enter the mailbox number in the corresponding Number option.
Page 104: Greeting
Greeting Greeting Description Software Multiple Greetings requires software version 03.20.07 or higher and IntraMail voice prompts version 1.2. Note: A Subscriber Mailbox user can record a personalized greeting for their mailbox. Caller’s to the user’s mail- box hear the prerecorded personalized greeting rather than a default message. The greeting can announce the subscriber’s name, provide a personal message (such as “Hello - I am on vacation this week”), or instruct the caller how to leave a message or use other mailbox options.
Page 105 Greeting System Administrator (page 171) With Multiple Greetings, the System Administrator’s Subscriber Maintenance (34) option simulta- neously erases all recorded greetings in a Subscriber Mailbox. Additionally, the active greeting is reset to 1. Programming Step 1 Set the maximum length of Subscribe Mailbox greetings. 8004 - IntraMail System Options: Subscriber Message Length on page 213.
Page 106 Greeting Operation Setting Up Auto Attendant Do Not Disturb and Recording a Greeting (Prior to software version 03.20.07) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail plays a summary of your current settings. Listen to the active greeting (if recorded).
Page 107 Greeting Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb (Software 03.20.07 or higher) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [GREETING] - [GREET] IntraMail does the following: •...
Page 108: Group Mailbox
Group Mailbox Group Mailbox Description Software Group Mailbox requires software version 03.20.07 or higher. Note: A Group Mailbox is a Subscriber Mailbox shared by a group of co-workers. If a caller leaves a message at any extension within the group, the system stores the message in the Group Mailbox. The Ring/Message lamp at all keyset extensions in the group ﬂashes to indicate that there is a new voice mail message waiting.
Page 109 Group Mailbox ■ If the Group Mailbox user presses , they are asked to enter their mailbox number. After entering the number, they hear: “That mailbox does not exist.” ■ An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an exten- sion assigned to the Group mailbox hears, “That mailbox does not exist.”...
Page 110 Group Mailbox 8005 - IntraMail Master Mailbox Options: Mailbox Active on page 219. - Enter Y to enable each Master Mailbox used as a Group Mailbox. ✔ By default, this option is Y (enabled). Operation See the following features for operation of the speciﬁc Group Mailbox type: ■...
Page 111: Guest Mailbox
Guest Mailbox Guest Mailbox Description Software Enhanced Guest Mailbox requires software version 03.20.07 or higher. Note: An outside party can have their own Guest Mailbox mailbox for receiving and sending messages. A Guest Mailbox is a Subscriber Mailbox that does not have an extension associated with it. A Guest Mailbox can also be a Master Mailbox assigned as a Subscriber Mailbox.
Page 112 Guest Mailbox Message Playback Direction (page 141) Set the Guest Mailbox message playback order. Message Record (page 142) Review this feature to learn which features are available to the Guest Mailbox while recording and send- ing a message. Message Storage Limit (page 145) Set the maximum number of messages that can be left in the mailbox.
Page 113 Guest Mailbox Transferring your call to a Guest Mailbox To transfer your active call to a co-worker’s mailbox: Press Press Dial the Guest Mailbox number. Press to hang up. ■ To transfer a call to a co-worker’s mailbox from a single line telephone, use the following procedure: Hookﬂash + Dial + Dial the co-worker’s mailbox + Hang up.
Page 114: Hang Up
Hang Up Hang Up Description Hang Up is an Automated Attendant option that immediately hangs up the outside call. When setting up a Dial Action Table, you may want to use Hang Up for unused actions (rather than the caller hearing the stan- dard error message).
Page 115: Instruction Menu
Instruction Menu Instruction Menu Description The Instruction Menu is the announcement that plays to Automated Attendant callers. Normally, the Instruc- tion Menu greets callers and provides them with the Automated Attendant dialing options. The Instruction Menu is associated with the active Call Routing Mailbox. Normally, you should have the System Adminis- trator customize (rerecord) the Instruction Menu to match the dialing options enabled in the site’s Dial Action Table.
Page 116 Instruction Menu Operation Recording an Instruction Menu for a Call Routing Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Instruction Menus. [INSTRUCTION] - [INST] Enter the Call Routing Mailbox number.
Page 117: Leaving A Message
Leaving a Message Leaving a Message Description An extension user or outside caller can leave a voice message in a co-worker’s mailbox if that extension is busy, unanswered, or in Do Not Disturb. Leaving a voice message is a handy and efﬁcient way to communi- cate with co-workers that avoids post-it notes, message pads, and unnecessary email.
Page 118 Leaving a Message Programming No additional programming required. Operation Leaving a Message for a Co-worker To leave a message in the mailbox of an unanswered extension: Press MW . Leave message and hang up. Leave message and dial # . ■...
Page 119: Listening To Messages
Listening to Messages Listening to Messages Description While or after listening to a message, a Subscriber Mailbox user has many message handling options from which to choose. The listening options let you quickly and efﬁciently manage your voice mail messages, respond to the message sender, or forward the message to a co-worker for additional handling.
Page 120: Telephone Display While Listening To A Message
Listening to Messages Telephone Display while Listening to a Message While listening to a message, your Super Display Telephone display shows you important information about the message. This includes: ■ The caller’s telephone number (if available). ■ The selected Message List. ■...
Page 121 Listening to Messages Related Features Auto Erase or Save (page 40) When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. Message Record (page 142) While recording a message, an Subscriber Mailbox user has many recording options from which to choose. Programming Step 1 Set the Message Backup/Go Ahead Time.
Page 122: Log Onto Voice Mail
Log Onto Voice Mail Log Onto Voice Mail Description A subscriber can log onto their mailbox using a method that best suits their needs and location. While at their own phone, the subscriber just presses a single key to log onto their mailbox. To use their mailbox while at a co-worker’s phone, the subscriber dials the IntraMail master number, followed by their mailbox number (which is normally the same as their extension number).
Page 123 Log Onto Voice Mail Programming Step 1 To log onto a mailbox through the Automated Attendant: 8008 - IntraMail Dial Action Tables: LOGON Action - Log Onto Voice Mail (5) on page 248. - To log directly into a speciﬁc Subscriber Mailbox, enter the mailbox number in the corre- sponding Number option.
Page 124: Mailbox Name
Mailbox Name Mailbox Name Description A caller leaving a message in a Subscriber Mailbox can hear the mailbox’s prerecorded name instead of the mailbox number. The prerecorded Mailbox Name gives the subscriber’s mailbox that personal touch. Prior to leaving a message, caller’s will hear the name instead of the default “extension xxx” prompt. The recorded name can be up to 10 seconds long.
Page 125 Mailbox Name Recording or Erasing Co-worker’s Names from a System Administrator’s Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s Mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Subscriber Mailbox Maintenance options. [SUBSCRIBER] - [SUBS] Enter the number of the Subscriber Mailbox you want to maintain.
Page 126: Mailbox Options Menu
Mailbox Options Menu Mailbox Options Menu Description The Mailbox Options Menu is a sub-menu of a subscriber’s Main Menu that provides access to the Auto Time Stamp, Mailbox Security Code Delete, and Message Notiﬁcation features. The chart below summa- rizes these options. Auto Time Stamp helps if the subscriber needs to know the time and date of each mes- sage they receive without taking any extra steps.
Page 127: Mailbox Security Code Delete
Mailbox Security Code Delete Mailbox Security Code Delete Description The System Administrator can delete the security code for any Subscriber Mailbox. This effectively unlocks the mailbox. If mailbox security is not necessary, deleting a mailbox’s security code speeds up mailbox logon. Without a security code, the subscriber just presses their key to immediately log onto their mailbox.
Page 128: Main Menu
Main Menu Main Menu Description After a Subscriber Mailbox user logs into their mailbox, IntraMail provides them with the Main Menu of options. The Main Menu provides quick access to the most commonly used mailbox features in a central location. It includes listening and recording options, as well as additional selections for recording mailbox names and greetings.
Page 129 Main Menu Operation Accessing the Mailbox Main Menu Log onto Subscriber Mailbox. ■ You automatically go to the mailbox Main Menu. Plays Help message which summarizes the Main Menu options. ■ See Mailbox Main Menu on page 118 for the Main Menu options. Chapter 2: Features ◆...
Page 130: Make Call
Make Call Make Call Description Make Call lets a Subscriber Mailbox user listen to a voice message and dial MC to return the call without knowing their caller’s phone number. Make Call automates returning messages since you don’t have to dial the message sender’s telephone number.
Page 131 Make Call Operation Using Make Call from your Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Listen to the message for which you want to make a return call. [LISTEN] - [LSTN] (62) Dial this code while listening to the message you want to return. [CALLBACK] - [N/A] ■...
Page 132: Master Mailbox
Master Mailbox Master Mailbox Description ■ Master Mailboxes are enabled by default in software version 03.20.07 or higher. They are disabled by default in prior versions. Software Note: ■ Master Mailbox programming is simpliﬁed in software version 03.20.07 or higher. ■...
Page 133: Using Master Mailboxes For Ucd Hunting Group Overflow
Master Mailbox ■ Direct Inward Lines. ■ Group Ring calls (that are not UTRFs) ■ Key Ring calls ■ UCD Hunting calls Programming Using Master Mailboxes for UCD Hunting Group Overﬂow Step 1 Assign the UCD Hunting Group overﬂow destination. 0510 - ACD/UCD Master Extension Numbers and Names: Overﬂow Destination.
Page 134: Using Master Mailboxes For Group Ring Automated Attendant Recall
Master Mailbox Using Master Mailboxes for Group Ring Automated Attendant Recall Step 1 Set up the IntraMail Master Mailbox Options. 8005 - IntraMail Master Mailbox Options: Mailbox Number on page 218. - Select the Master Mailbox number that corresponds to the Ring Group you are programming. - For example, select Master Mailbox 601 if setting up recall for Ring Group 601.
Page 135: Using Master Mailboxes As Additional Announcement Mailboxes
Master Mailbox Using Master Mailboxes as Additional Announcement Mailboxes Step 1 Select an unused Master Mailbox. 8005 - IntraMail Master Mailbox Options: Mailbox Number on page 218. - Select a Master Mailbox number (600-607 or 700-707) not currently used for overﬂow. Step 2 Assign the unused Master Mailbox as an Announcement Mailbox.
Page 136: Message Count Display
Message Count Display Message Count Display Description The telephone display provides interactive status updates for the subscriber’s mailbox. The subscriber doesn’t have to call their mailbox and wait for the voice prompts to ﬁnd out the number of new and saved messages in their mailbox.
Page 137 Message Count Display Programming No additional programming required. Operation Using the Message Count Display Operation is automatic. Chapter 2: Features ◆ 127 IntraMail System Guide...
Page 138: Message Delete
Message Delete Message Delete Description A Subscriber Mailbox user can delete any messages left in their mailbox. Message Delete lets the subscriber do their own mailbox maintenance. They can delete messages they no longer need and save messages that contain essential information. With Message Delete, the subscriber doesn’t have to rely on the System Administrator to perform these routine mailbox maintenance functions.
Page 139: Message Forward
Message Forward Message Forward Description Software Simpliﬁed forwarding of a list of messages requires software version 03.20.07 or higher. Note: A Subscriber Mailbox user can forward a message in their mailbox to a co-worker. Forwarding is helpful when a subscriber receives a message with which a co-worker can assist them. Rather than sending a new message, the subscriber can just forward the message with which they need help.
Page 140 Message Forward Forwarding a Message [Super Display Soft Key] - [Keyset Soft Key] Back up and re-enter the mailbox number. [MAILBOX] - [MBOX] Go back to the Message Listen mode. [EXIT] - [EXIT] Exit the Message Listen mode and go to the Mailbox Main Menu. [EXIT] - [EXIT] Plays Help message.
Page 141: Message Length
Message Length Message Length Description You can set the maximum length of a message that can be left in a Subscriber Mailbox. When a caller tries to leave a message that exceeds the limit, they hear, “You have reached the recording limit.” IntraMail sends the portion of the message that ﬁts within the allowed Message Length and hangs up.
Page 142: Message Listen Mode
Message Listen Mode Message Listen Mode Description After logging onto their mailbox, the subscriber can select the category of messages to which they want to listen. Then can listen to just new messages, just saved messages, or all messages. Message Listen Mode lets the subscriber customize their mailbox to initially play just the list of message to which they want to listen.
Page 143: Message Notification
Message Notiﬁcation Message Notiﬁcation Description Once activated by the Subscriber Mailbox user, Message Notiﬁcation dials a telephone number to let the user know when there are new messages in their mailbox. With Message Notiﬁcation, a subscriber who is out of the ofﬁce does not have keep calling their mailbox remotely to ﬁnd out if they have new messages. IntraMail will let them know automatically.
Page 144: Programming That Applies To All Types Of Message Notification
Message Notiﬁcation ■ If the pager service doesn’t answer, IntraMail will retry the callout number. Message Notiﬁcation may eventually cancel if the callout remains unacknowledged. Related Features Security Code (page 164) To protect their mailbox from unauthorized access, the subscriber should be sure to record a Security Code for your mailbox before enabling Message Notiﬁcation.
Page 145: Unique Programming For Non-Pager Message Notification
Message Notiﬁcation Unique Programming for Non-pager Message Notiﬁcation Step 1 Set the intervals IntraMail will wait between incomplete non-pager Message Notiﬁcation callouts. 8004 - IntraMail System Options: Wait Between Non-Pager Callout Attempts on page 215. - Set the minimum time (1-255 minutes) between non-pager Message Notiﬁcation callouts in which the destination answers, says “Hello,”...
Page 146: Unique Programming For Digital Pager Message Notification
Message Notiﬁcation Unique Programming for Digital Pager Message Notiﬁcation Step 1 Set up the system-wide options that apply to the digital pager callback number. 8004 - IntraMail System Options: Digital Pager Callback Number on page 214. - Set the Digital Pager Callback Number portion of the Message Notiﬁcation callout number for a digital pager.
Page 147 Message Notiﬁcation Operation Setting Up Message Notiﬁcation (Page 1 of 2) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (67) Access the Mailbox Options menu. [MBOX OPTS] - [N/A] Access the Message Notiﬁcation Options Menu. [NOTIFICATION] - [NTFY] IntraMail plays a summary of your Message Notiﬁcation settings.
Page 148 Message Notiﬁcation Setting Up Message Notiﬁcation (Page 2 of 2) [Super Display Soft Key] - [Keyset Soft Key] The notiﬁcation destination is a telephone number. [NUMBER] - [NUM] The notiﬁcation destination is a digital pager. [PAGER] - [PAGE] Skip this option without changing your entry. [NEXT] - [NEXT] Back up to the previous level without changing your entry.
Page 149: Message On Hold
Message On Hold Message On Hold Description Software Message On Hold requires software version 03.20.07 or higher and IntraMail voice prompts version 1.2. Note: Message On Hold allows the System Administrator to record a message that will play to callers while they wait on Hold.
Page 150 Message On Hold Operation Recording the Message On Hold [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Message On Hold. [MSG ON HOLD] - [N/A] Listen to the current Message On Hold (if any).
Page 151: Message Playback Direction
Message Playback Direction Message Playback Direction Description When a user dials (5) after logging into their mailbox, IntraMail will play their messages in either LIFO (last-in-ﬁrst-out) or FIFO (ﬁrst-in-ﬁrst-out) order. Since Message Playback Direction lets a subscriber listen to messages in the order they ﬁnd most helpful, check with them to ﬁnd out how they want this option set. If the subscriber prefers to hear their new messages ﬁrst, enable LIFO (last-in-ﬁrst-out) listening order.
Page 152: Message Record
Message Record Message Record Description See Record and Send a Message on page 158. Related Features See Record and Send a Message on page 158. Programming See Record and Send a Message on page 158. Operation See Record and Send a Message on page 158. 142 ◆...
Page 153: Message Reply
Message Reply Message Reply Description A Subscriber Mailbox user can reply to a message from a co-worker by dialing , without knowing the caller’s extension or mailbox number. Message Reply saves the subscriber valuable time since they don’t need to know the sender’s extension number or send a separate message to respond. The subscriber can just listen to the co-worker’s message, dial a code, and record their answer.
Page 154: Message Retention
Message Retention Message Retention Description This feature is currently not available. IntraMail will save a Subscriber Mailbox’s new, held, or saved messages for the Message Retention interval and then delete them. You’ll ﬁnd Message Retention to be an invaluable tool for managing IntraMail’s voice message storage space.
Page 155: Message Storage Limit
Message Storage Limit Message Storage Limit Description Message Storage Limit sets how many messages can be left in a Subscriber Mailbox. Message Storage Limit is another invaluable tool for managing IntraMail’s voice message storage space. To conserve storage space and make it available for new messages, decrease the Message Storage Limit. If storage space is not an issue, increase the Message Storage Limit so subscribers can store additional messages.
Page 156: Message Waiting Lamp
Message Waiting Lamp Message Waiting Lamp Description In software version 03.20.07 and higher, the MW LED is used only for Call Screening. In software ver- Software sions prior to 03.20.07, an extension’s MW LED would ﬂash when there were new messages waiting in Note: the mailbox.
Page 157: Multiple Company Greetings
Multiple Company Greetings Multiple Company Greetings Description The Automated Attendant can answer each individual trunk (outside line) with a unique greeting and unique set of dialing options. Since there are a total of 8 Answer Tables, this allows up to 8 companies or depart- ments to share a single IntraMail.
Page 158: Next Call Routing Mailbox
Next Call Routing Mailbox Next Call Routing Mailbox Description The Next Call Routing Mailbox provides callers with additional dialing options while listening to a Subscriber Mailbox recorded or default greeting. It also provides additional dialing options to callers routed to an Announcement Mailbox.
Page 159 Next Call Routing Mailbox Logging Onto a Subscriber Mailbox while Listening to the Greeting A subscriber who wishes to log onto their mailbox while listening to their greeting must have the option set in their Next Call Routing Mailbox. To allow this capability, for example: ■...
Page 160: Announcement Mailbox Options
Next Call Routing Mailbox Announcement Mailbox Options The following charts show how an Announcement Mailbox handles Automated Attendant calls. ■ The ﬁrst chart explains what happens when the outside call is directly answered by the Announcement Mailbox. This happens when the Answer Table uses an Announcement Mailbox for routing instead of a Call Routing Mailbox.
Page 161 Next Call Routing Mailbox Routed Announcement Mailbox Routing (Page 1 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 8006-Next Call 8006-Repeat 8006-Hang Up Action Routing Mailbox Count After Undeﬁned 0 (No repeats) ■...
Page 162: Programming Subscriber Mailboxes
Next Call Routing Mailbox Routed Announcement Mailbox Routing (Page 2 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 8006-Next Call 8006-Repeat 8006-Hang Up Action Routing Mailbox Count After 0-15 (valid Call x (x number of ■...
Page 163 Next Call Routing Mailbox Step 2 Enter the number of times the Announcement Mailbox message should repeat before routing to the Next Call Routing Mailbox. 8006 - IntraMail Routing Mailboxes: Repeat Count on page 229. - Specify the number of Announcement Mailbox message repeats (1-10, or 0 for no repeats). ✔...
Page 164: Programming Voice Mail
Programming Voice Mail Programming Voice Mail Description You program (customize) IntraMail by using the DS1000/2000 telephone programming or the Windows based DS1000/2000 PC Program running on a PC or laptop. You can also do limited programming from the System Administrator’s mailbox. By using the many programmable options available with IntraMail, you should be able to set up the system to accurately meet the customer’s requirements.
Page 165 Programming Voice Mail Programming See Description above. Operation See Description above. Chapter 2: Features ◆ 155 IntraMail System Guide...
Page 166: Quick Message
Quick Message Quick Message Description Quick Message is a Dial Action Table action that allows Automated Attendant callers to dial a digit (normally *) followed by a mailbox number to leave a message in a Subscriber Mailbox. Since Quick Message is enabled by default, it is an efﬁcient way for experienced Automated Attendant callers to leave messages.
Page 167 Quick Message - To have the caller leave a Quick Message at a speciﬁc extension, the corresponding Num- ber option should be the extension number. - To have the caller leave a Quick Message at any caller-dialed extension, the corresponding Number option should be IXXX.
Page 168: Record And Send A Message
Record and Send a Message Record and Send a Message Description A Subscriber Mailbox user can record and send a message to any other Subscriber Mailbox. Record and Send a Message is the heart of IntraMail’s voice messaging system. It allows co-workers to efﬁciently stay in touch and exchange essential information without relying on message slips, memos, or email.
Page 169 Record and Send a Message Record and Send a Message [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (77) Record and send a message. [RECORD] - [REC] Enter the number of the mailbox to receive the message. Start recording.
Page 170: Remote Programming
Remote Programming Remote Programming Description You can remotely program IntraMail by using the Windows -based DS1000/2000 PC Program running on a PC or laptop. After the initial installation, Remote Programming allows you to customize IntraMail to meet the customer’s requirements without being on-site. See the DS1000/2000 PC Program User Guide for more. Related Features Programming Operation...
Page 171: Screened Transfer
Screened Transfer Screened Transfer Description Screened Transfer is an Automated Attendant option that allows callers to directly dial system extensions. Screened Transfer (and its related feature Unscreened Transfer) allow the IntraMail Automated Attendant to transfer outside calls to system extension’s without the need for a live receptionist or operator. It is similar to telephone system screened transfers in which the transferring party controls the transfer.
Page 172 Screened Transfer Screened Transfer (TRF) Operation ■ Call = Call answered by the Automated Attendant. ■ Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 37 for more on this feature): Extension Idle Extension Busy Extension in DND...
Page 173 Screened Transfer Dial Action Table (page 64) Deﬁnes the dialing options for the Call Routing Mailbox chosen by the active Answer Table. Forced Unscreened Transfer (page 90) The Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Unscreened Transfer (page 180) After an Automated Attendant caller dials an extension, IntraMail immediately transfers the call to the destination and hangs up.
Page 174: Security Code
Security Code Security Code Description A mailbox can have a security code to protect it from unauthorized access. A Security Code must be 4 digits long, using 0-9. If a subscriber wants to keep their mailbox private, they can enter a Security Code. No one else can use the subscriber’s mailbox unless they know the code.
Page 175 Security Code Deleting a Security Code (From your System Administrator’s Mailbox) [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [SYS ADMIN] - [N/A] Select Subscriber Mailbox Maintenance options. [SUBSCRIBER] - [SUBS] Enter the number of the Subscriber Mailbox you want to maintain.
Page 176: Single Digit Dialing
Single Digit Dialing Single Digit Dialing Description An Automated Attendant caller can press a single key to route to an extension, route to another destination, or use an IntraMail feature. Single Digit Dialing simpliﬁes the Automated Attendant since the caller just dials a single digit to reach an extension or use an option.
Page 177 Single Digit Dialing Programming Refer to the Dial Action Table Key Action Summary Table beginning on page 166. Operation Refer to the Dial Action Table Key Action Summary Table beginning on page 166. Chapter 2: Features ◆ 167 IntraMail System Guide...
Page 178: Subscriber Mailbox
Subscriber Mailbox Subscriber Mailbox Description A Subscriber Mailbox is the type of mailbox assigned to a telephone system extension. The telephone assigned to the Subscriber Mailbox is called the subscriber’s extension. When an extension user accesses their voice mail, they are using their Subscriber Mailbox. It provides the IntraMail voice messaging services. For a brief overview of the features available at a Subscriber Mailbox, review the Related Features below.
Page 179 Subscriber Mailbox Next Call Routing Mailbox (page 148) The Next Call Routing Mailbox provides additional dialing options after a caller leaves a message in a Subscriber Mailbox. Security Code (page 164) If enabled, a subscriber must enter a security code before logging onto their Subscriber Mailbox. System Administrator (page 171) A Subscriber Mailbox designated as a System Administrator provides the subscriber with unique system administration capabilities through the...
Page 180 Subscriber Mailbox ✔ By default, these types of messages are 120 seconds long maximum. Operation 170 ◆ Chapter 2: Features IntraMail System Guide...
Page 181: System Administrator
System Administrator System Administrator Description The System Administrator is a Subscriber Mailbox that has unique system administration features such as recording Welcome Messages and Instruction Menus, and deleting messages in a co-worker’s mailbox. The System Administrator features are an essential part of IntraMail setup since they allow the recording of the system-wide messages and provide Subscriber Mailbox maintenance.
Page 182 System Administrator Operation Refer to the individual features referenced in the System Administrator Options on page 171. Accessing the System Administrator Options Log onto System Administrator’s Mailbox. (72) Access the System Administrator Menu. [SYS ADMIN] - [N/A] ■ Turn to System Administrator Options on page 171 for more. Plays Help message.
Page 183: System Administrator Mailbox
System Administrator Mailbox System Administrator Mailbox Description A System Administrator Mailbox is a Subscriber Mailbox in which you have enabled the System Adminis- trator option. This provides the subscriber with system administration capabilities. IntraMail can have multi- ple System Administrator Mailboxes. Turn to System Administrator on page 171 for more. Related Features Subscriber Mailbox (page 168) Only a Subscriber Mailbox can be a System Administrator.
Page 184: System Re-Initialization
System Re-initialization System Re-initialization Description Initializing the telephone system automatically initializes all IntraMail programming. You may want to do this if the site requirements signiﬁcantly change and it is easier to start over from default than remove all your custom programming. Re-initializing IntraMail returns all programmed options to their default values. Re-initializing the telephone system returns all programmed options to their factory set (default) values.
Page 185: Time And Date
Time and Date Time and Date Description Since IntraMail is completely integrated with the telephone system software, the IntraMail time and date is the same as the phone system time and date. Since time and date is used on telephone displays and with the Auto Time Stamp and Time and Date Stamp features, be sure to set it accurately.
Page 186: Time And Date Stamp
Time and Date Stamp Time and Date Stamp Description While listening to a message, a Subscriber Mailbox user can dial TI to hear the Time and Date the message was left. This is a handy option while reviewing messages. The subscriber can just dial a code to ﬁnd out when the message arrived.
Page 187: Transfer To A Mailbox
Transfer to a Mailbox Transfer to a Mailbox Description Software Enhanced Mailbox Transfer requires software version 03.20.07 or higher. Note: An extension user can transfer their active call to a co-worker’s mailbox. This lets the caller leave a personal message for the co-worker. Transfer to a Mailbox is one of the big conveniences of IntraMail since the caller can state their business and not have to call back later.
Page 188: Transfer To A Ucd Group
Transfer to a UCD Group Transfer to a UCD Group Description The Automated Attendant can transfer outside callers to a UCD Hunting Group master number. If a cus- tomer has a UCD group set up for a department (such as Sales or Tech Service), the Automated Attendant can send calls directly to that department without any operator intervention.
Page 189: Undefined Routing
Undeﬁned Routing Undeﬁned Routing Description An Automated Attendant Undeﬁned Routing is a Dial Action Table key assignment for which there is no routing deﬁned. When an Automated Attendant caller dials a digit and there is no routing assigned, IntraMail plays, “That is an invalid entry. ” IntraMail then repeats the dialing options (Instruction Menu) to the caller. If a Dial Action Table key assignment has no function, you should normally leave it undeﬁned.
Page 190: Unscreened Transfer
Unscreened Transfer Unscreened Transfer Description Unscreened Transfer is an Automated Attendant option that allows callers to directly dial system extensions. Unscreened Transfer (and its related feature Screened Transfer) allow the IntraMail Automated Attendant to transfer outside calls to system extensions without the need for a live receptionist or operator. It is similar to telephone system unscreened transfers in which the transferring party immediately extends the call.
Page 191 Unscreened Transfer Unscreened Transfer (UTRF) Operation ■ Call = Call answered by the Automated Attendant. ■ Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 37 for more on this feature): Extension Idle Extension Busy Extension in DND...
Page 192 Unscreened Transfer Forced Unscreened Transfer (page 90) The Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Next Call Routing Mailbox (page 148) The Next Call Routing settings for a Subscriber Mailbox may provide additional options after the caller leaves a message.
Page 193: Voice Mail Overflow
Voice Mail Overﬂow Voice Mail Overﬂow Description The telephone system can automatically reroute unanswered outside calls to the IntraMail Automated Atten- dant. Voice Mail Overﬂow ensures that IntraMail will pick up calls that don’t go through. This allows callers to leave a message rather than having to call back later. Voice Mail can be the overﬂow destination for the following types of calls: ■...
Page 194: Programming Ucd Hunting Group Overflow
Voice Mail Overﬂow 1003 - Trunk Options: Direct Termination (Night) on page 195. - To have the Ring Group answer the trunk only at night, enter the Ring Group master num- ber (e.g., 600). ✔ By default, at night trunks are terminated to Key Ring (entered by pressing CLEAR Step 2 Assign the Ring Group DIL Overﬂow destination.
Page 195: Programming Key Ring Overflow
Voice Mail Overﬂow Step 3 Set the overﬂow time (the interval calls will ring before overﬂow occurs). 0401 - DIL No Answer interval - A DIL will overﬂow to the extension’s Subscriber Mailbox if not answered after this interval. ✔ By default, this interval is 15 seconds.
Page 196: Voice Prompting Messages
Voice Prompting Messages Voice Prompting Messages Description IntraMail provides the telephone system with Voice Prompting Messages which tell the extension user the status or progress of their call. For example, if an extension user calls a co-worker while their extension is in DND, they hear, “Please do not disturb.”...
Page 197: Volume Control
Volume Control Volume Control Description Since IntraMail is completely integrated with the telephone system software, Volume Control is available at a subscriber’s keyset any time while listening to a message, greeting, or prerecorded voice prompt. Volume Controls let the user interactively adjust the loudness of the IntraMail messages and prompts to a comfort- able level.
Page 198 Volume Control 188 ◆ Chapter 2: Features IntraMail System Guide...
Page 199: Chapter 3: Programming
Introduction to Programming Chapter 3: Programming Introduction to Programming Before You Start Programming Before You Start Programming How To Use This Chapter This chapter provides you with detailed information about the IntraMail programmable options. These options allow you to customize the way the feature associated with an option works. In this section, you’ll: Find out about each option.
Page 200: 0101 - Class Of Service
0101 - Class of Service 0101 - Class of Service Options 0101 - Class of Service 0101 - Class of Service Options Description Use 0101 - Class of Service Options to enable or disable various options in an extension’s Class of Service. The Class of Service options used by IntraMail are listed below.
Page 201: 0101 Program Entry
0101 - Class of Service 0101 - Class of Service Options 0101 Program Entry (Page 1 of 2) 0101 - Class of Service Options (Entry Range) [Default Setting] #*#* + Password (372000) + HOLD 0101 HOLD COS NUM Enter the number of the COS you want to program (1-15) + HOLD OFF PREM FWRD (9=Yes, 6=No) [No] BREAK IN...
Page 202 0101 - Class of Service 0101 - Class of Service Options (Page 2 of 2) 0101 - Class of Service Options (Entry Range) [Default Setting] FORCE AC CODES (9=Yes, 6=No) [No] VERIFY AC CODES (9=Yes, 6=No) [No] AC FOR TOLL ONLY (9=Yes, 6=No) [No] RING TYPE CONFIG (9=Yes, 6=No) [No]...
Page 203: 0200 - Tenant Options
0200 - Tenant Options 0201 - Tenant Option Programming 0200 - Tenant Options 0201 - Tenant Option Programming Description Software The 0201 - Name Format option requires software version 03.20.07 or higher. Note: Use the 0201 - Name Format option below to determine how extension names should be entered in 1801 - Extension Name on page 198.
Page 204: 0201 Program Entry
0200 - Tenant Options 0201 - Tenant Option Programming 0201 Program Entry 0201 - Tenant Option Programming (Entry Range) [Default Setting] + #*#* + Password (372000) + HOLD + 0201 + HOLD . CALL WAIT (9=Yes, 6=No) [Yes] HF REPLY ON ICM (9=Yes, 6=No) [Yes] VOICE ANNOUNCE (9=Yes, 6=No) [Yes]...
Page 205: 1000 - Trunk Programming
1000 - Trunk Programming 1003 - Trunk Options 1000 - Trunk Programming 1003 - Trunk Options Description Use the 1003 - Trunk Options below to determine which trunks the IntraMail Automated Attendant should answer, as well as assign an Answer Table to each of those trunks. Also use this program to set up the Tandem Trunking option (required for External Transfer).
Page 206: Moh Source
1000 - Trunk Programming 1003 - Trunk Options MOH Source (MOH SOURCE) Use this option to assign the Music On Hold Source. To enable Message On Hold for a trunk, set this option to 4 (Message On Hold). See Message On Hold on page 139 for more. ■...
Page 207: 1003 Program Entry
1000 - Trunk Programming 1003 - Trunk Options 1003 Program Entry 1003 - Trunk Options Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 1003 HOLD PICK-UP GROUP (1-8, 0 = Unassigned)[0] DAY TERM (Extension, UCD master, Ring Group master, or Key Ring (Entered by pressing CLEAR)) [KEY RING] DAY OVERFLOW (Yes/No) [No] DAY OVRFLW DEST (Extension, UCD master, Ring Group master, or Key Ring (Entered by pressing CLEAR)) [300] NIGHT TERM (Extension, UCD master, Ring Group master, or Key Ring (Entered by pressing CLEAR)) [KEY RING]...
Page 208: 1800 - Extension Options
1800 - Extension Options 1801 - Extension Port Description 1800 - Extension Options 1801 - Extension Port Description Description Use 1801 - Extension Name to enter names for extensions. Names are required by Directory Dialing. Be sure the name entry you make is compatible with the setting of 0201 - Name Format on page 193. For information on the other 1801 - Extension Port Description options (not related to IntraMail), see the DS1000/2000 Soft- ware Manual.
Page 209: Name Programming Chart
1800 - Extension Options 1801 - Extension Port Description Name Programming Chart Name Programming (03.10.08 or Higher) Press a key the indicated number of times for desired character 1 Time 2 Times 3 Times 4 Times 5 Times 6 Times 7 Times 8 Times 9 Times...
Page 210 1800 - Extension Options 1801 - Extension Port Description Name Programming (Prior to 03.10.08) Then one of these keys to enter the character in the white cell: Press this key: & ‘ (dash) (backslash) (apostrophe) SPACE To enter characters in lower case (e.g., e instead of E ), press MW before pressing the key in the ﬁrst shaded column.
Page 211: 1801 Program Entry
1800 - Extension Options 1801 - Extension Port Description 1801 Program Entry 1801 - Extension Port Description (Entry Range) [Default Setting] #*#* + Password (372000) + HOLD 1801 HOLD EXTENSION # (Any valid extension number) [300] PT TYP (The following circuit type options are available:) 00=uninstalled 01=22-Button Standard 02=22-Button Display...
Page 212: 1808 - Intramail Subscriber Mailbox Options
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options 1808 - IntraMail Subscriber Mailbox Options Description The 1808 - Mailbox Type option requires software version 03.20.07 or higher. ■ Software The 1808 - Mailbox Active option is only available in software versions prior to 03.20.07. ■...
Page 213: Number Of Messages
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options See Start-Up Programming on page 6 for more. ■ See Subscriber Mailbox on page 168 for more. ■ Options N (6) - No ■ Y (9) - Yes ■ Default ✔...
Page 214: Message Retention
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options Message Retention (MSG RETENTION) This feature is currently not available. Use this option to determine how long a Subscriber Mailbox will retain held and saved messages. If a mes- sage is left in a Subscriber Mailbox longer than this interval, IntraMail deletes it. Message Retention on page 144 for more.
Page 215: Forced Unscreened Transfer
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options Options N (6) - No ■ Y (9) - Yes ■ Default ✔ N (6) - No Forced Unscreened Transfer (FORCE UTRF) Use this option to enable or disable Automated Attendant Forced Unscreened Transfer for the Subscriber Mailbox.
Page 216: Next Call Routing Mailbox
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options Next Call Routing Mailbox (NEXT CALLRT MBOX) Use this option to assign a Next Call Routing Mailbox to the Subscriber Mailbox. This provides callers with additional dialing options while listening to a Subscriber Mailbox recorded or default greeting. The digits the caller can dial depends on the setting of the Next Call Routing Mailbox and Dialing Option options.
Page 217: 1808 Program Entry
1800 - Extension Options 1808 - IntraMail Subscriber Mailbox Options 1808 Program Entry 1808 - IntraMail Mailbox Options Program Entry + Password (372000) + #*#* HOLD 1808 HOLD EXTENSION (Software version 03.20.07 or higher) MAILBOX TYPE (0=None, 1=Personal, 2=Group) [See below] DS1000: 300-307 = 1.
Page 218: 8000 - Voice Mail
8000 - Voice Mail 8001 - Voice Mail Setup 8000 - Voice Mail 8001 - Voice Mail Setup Description Use the 8001 - Voice Mail Setup to enable IntraMail. If you install IntraMail in a system that has no other voice mail installed, the options below will be automatically set for you.
Page 219: 8002 - Voice Mail Port Options (Part 1)
8000 - Voice Mail 8002 - Voice Mail Port Options (Part 1) 8002 - Voice Mail Port Options (Part 1) Description Use the 8002 - Voice Mail Options (Part 1) to set various options for the system’s Voice Mail ports. Each of these options applies globally to all Voice Mail ports.
Page 220: Operator
8000 - Voice Mail 8002 - Voice Mail Port Options (Part 1) Operator (OPERATOR) Use this option to determine which extension is called when a Voice Mail port dials 0. See Dial Action Table on page 64 for more. ■ Options Extension number (300-333 in DS1000, 300-427 in DS2000)
Page 221: 8002 Program Entry
8000 - Voice Mail 8002 - Voice Mail Port Options (Part 1) 8002 Program Entry 8002 - Voice Mail Options (Part 1) Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8002 HOLD Name Programming Chart on page 199 NAME (Alpha numerics - see ) [VM PORT #] CLASS OF SERVICE (1-15) [1]...
Page 222: 8003 - Voice Mail Port Options (Part 2)
8000 - Voice Mail 8003 - Voice Mail Port Options (Part 2) 8003 - Voice Mail Port Options (Part 2) Description Use the 8003 - Voice Mail Options (Part 2) to set trunk access for Voice Mail ports. The settings you make in this option apply globally to all Voice Mail ports.
Page 223: 8004 - Intramail System Options
8000 - Voice Mail 8004 - IntraMail System Options 8004 - IntraMail System Options Description Use 8004 - IntraMail System Options to set up the IntraMail system-wide options. Options Subscriber Message Length (SUBS MSG LENGTH) Use this option to set the maximum length of recorded messages for: Subscriber Mailbox users dialing to record and send a message.
Page 224: Fax Extension
8000 - Voice Mail 8004 - IntraMail System Options when a user dials G while listening to a message. See the following for more: See Listening to Messages on page 109. ■ Message Length on page 131. ■ Options 1-60 Seconds. ■...
Page 225: Wait Between Digital Pager Callout Attempts
8000 - Voice Mail 8004 - IntraMail System Options seizure. This means that, by default, the Digital Pager Callback Number will be dialed into the pager service about 13 seconds after trunk seizure. See Message Notiﬁcation on page 133 for more. ■...
Page 226: Wait For Answer Non-Pager Callout Attempts
8000 - Voice Mail 8004 - IntraMail System Options If the destination answers and then hangs up without saying “Hello.” This typically happens if someone ■ unfamiliar with the notiﬁcation answers the callout (like the above example), or if the call is picked up by an answering machine with insufﬁcient outgoing message volume.
Page 227: 8004 Program Entry
8000 - Voice Mail 8004 - IntraMail System Options 8004 Program Entry 8004 - IntraMail System Options Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8004 HOLD SUBS MSG LENGTH (1-4095) [120] MBOX MSG LENGTH (1-4095) [120] MSG BKUP.ADV TIME (1-60) [5] FAX TRANSFER EXT (Extension number, UND (Undeﬁned, entered by pressing CLEAR)) [UND] PAGER CALLBACK NUM (No entry required)
Page 228: 8005 - Intramail Master Mailbox Options
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options 8005 - IntraMail Master Mailbox Options Description The ability to assign a Master Mailbox as a Directory Dialing Mailbox requires software version ■ 03.20.07 or higher. Software Master Mailboxes are enabled by default in software version 03.20.07 or higher. They are disabled by ■...
Page 229: Mailbox Active
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options 2 (Announcement) ■ 3 (Subscriber) ■ 4 (Directory Dialing) ■ 0 (Undeﬁned) ■ Default ✔ 3 (Subscriber) Mailbox Active (MAILBOX ACTIVE) Use this option to activate the selected mailbox. IntraMail can not use the mailbox unless it is active. See the following for more: Announcement Mailbox on page 22.
Page 230: Options For Directory Dialing Mailboxes (4)
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options Options for Directory Dialing Mailboxes (4) The following options are available to Master Mailboxes assigned as Directory Dialing Mailboxes. Minimum Number of Letters Required (MIN NUM LETTERS) Use this option to specify the minimum number of letters the caller should dial in order to be routed by the Directory Dialing Mailbox.
Page 231: Unscreened Or Screened Transfer
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options Unscreened or Screened Transfer (UTRF OR STRF) Use this option to deﬁne the action Directory Dialing uses when routing a call. The entries for this option are (Screened Transfer) or (Unscreened Transfer).
Page 232: Next Call Routing Mailbox
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options Next Call Routing Mailbox (NEXT CALLRT MBOX) Use this option to specify the Next Call Routing Mailbox ( 000-015 ) for the Directory Dialing Mailbox. If a Next Call Routing Mailbox is speciﬁed, the following will occur: If the caller dials 0 while listening to the Directory Dialing Message, they route to the 0 action pro- ■...
Page 233: 8005 Program Entry (03.20.07 Or Higher)
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options 8005 Program Entry (03.20.07 or Higher) (Page 1 of 2) 8005 - Master Mailbox Options Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8005 HOLD EXTENSION (Master Mailbox number 600-607 or 700-707) MAILBOX TYPE (1 = Call Routing, 2 = Announcement, 3 = Subscriber, 4 = Directory Dialing, 0 = Undeﬁned) [Subscriber] For Call Routing Mailboxes (Type 1)
Page 234 8000 - Voice Mail 8005 - IntraMail Master Mailbox Options (Page 2 of 2) 8005 - Master Mailbox Options Program Entry (Entry Range) [Default Setting] INCOMING FAX DET (Yes/No) [Yes] NEXT CALLRT MBOX (000-015, CLEAR = UND) [UND] Press this: To do this: HOLD Enter (accept) data you entered, advance to the next prompt without changing your entry,...
Page 235: 8005 Program Entry
8000 - Voice Mail 8005 - IntraMail Master Mailbox Options 8005 Program Entry 8005 - Master Mailbox Options Program Entry (Prior to 03.20.07) (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8005 HOLD EXTENSION (Master Mailbox number 600-607 or 700-707) MAILBOX TYPE (1 = Call Routing, 2 = Announcement, 3 = Subscriber, 0 = Undeﬁned) [Subscriber] For Call Routing Mailboxes (Type 1) DIAL ACTION TABLE (1-16) [1]...
Page 236 8000 - Voice Mail 8005 - IntraMail Master Mailbox Options 8005 - Master Mailbox Options Program Entry (Prior to 03.20.07) (Entry Range) [Default Setting] Press this: To do this: HOLD Enter (accept) data you entered, advance to the next prompt without changing your entry, or navigate to the next prompt level.
Page 237: 8006 - Intramail Routing Mailboxes
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes 8006 - IntraMail Routing Mailboxes Description The ability to assign a Routing Mailbox as a Directory Dialing Mailbox requires software version ■ Software 03.20.07 or higher. Note: Routing Mailbox programming is simpliﬁed in software version 03.20.07 or higher. ■...
Page 238: Options For Call Routing Mailboxes
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes Directory Dialing on page 68. ■ Options Y (Yes) ■ N (No) ■ Default ✔ Y (Yes) Options for Call Routing Mailboxes Dial Action Table (DIAL ACTION TABLE) Use this option to assign the Dial Action Table to the Call Routing Mailbox. The Dial Action Table deﬁnes the dialing options for the call Routing Mailbox.
Page 239: Fax Detection
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes Fax Detection (INCOMING FAX DET) Use this option to enable or disable Fax Detection for the Call Routing Mailbox. In enabled, the IntraMail Automated Attendant (when using this Call Routing Mailbox) will detect incoming fax CNG tone. The fax call will then route to the company fax machine according to the setting of 8001 - Fax Extension on page 214.
Page 240: Options For Directory Dialing Mailboxes
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes Also see Announcement Mailbox on page 22 and Next Call Routing Mailbox on page 148 for more. ■ Options Y (Yes) ■ N (No) ■ Default ✔ N (No) Options for Directory Dialing Mailboxes Minimum Number of Letters Required (MIN NUM LETTERS) Use this option to specify the minimum number of letters the caller should dial in order to be routed by the...
Page 241: Unscreened Or Screened Transfer
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes Unscreened or Screened Transfer (UTRF OR STRF) Use this option to deﬁne the action Directory Dialing uses when routing a call. The entries for this option are (Screened Transfer) or (Unscreened Transfer). See Directory Dialing on page 68 for more.
Page 242: Next Call Routing Mailbox
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes Next Call Routing Mailbox (NEXT CALLRT MBOX) Use this option to specify the Next Call Routing Mailbox ( 000-015 ) for the Directory Dialing Mailbox. If a Next Call Routing Mailbox is speciﬁed, the following will occur: If the caller dials 0 while listening to the Directory Dialing Message, they route to the 0 action pro- ■...
Page 243: 8006 Program Entry (03.20.07 Or Higher)
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes 8006 Program Entry (03.20.07 or Higher) 8006 - Routing Mailbox Options Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8006 HOLD EXTENSION (Routing Mailbox number 000-015) MAILBOX TYPE (1 = Call Routing, 2 = Announcement, 4 = Directory Dialing, 0 = Undeﬁned) [Subscriber] For Call Routing Mailboxes (Type 1) MAILBOX ACTIVE (Yes/No) [Yes] DIAL ACTION TABLE (1-16) [1]...
Page 244: 8006 Program Entry (Prior To 03.20.07)
8000 - Voice Mail 8006 - IntraMail Routing Mailboxes 8006 Program Entry (Prior to 03.20.07) 8006 - Routing Mailboxes Program Entry (Entry Range) [Default Setting] + #*#* + Password (372000) + HOLD + 8006 + HOLD . EXTENSION (Routing Mailbox number 0-15) MAILBOX TYPE (1 = Call Routing, 2 = Announcement)) CALLRT DIAL ACTION TABLE (1-16) [1]...
Page 245: 8007 - Intramail Answer Tables
8000 - Voice Mail 8007 - IntraMail Answer Tables 8007 - IntraMail Answer Tables Description Use 8007 - Answer Tables to set up the IntraMail Answer Tables. IntraMail provides 8 Answer Tables (1-8). See Answer Tables on page 30 for more. ■...
Page 246: Default Mailbox
8000 - Voice Mail 8007 - IntraMail Answer Tables Default Mailbox (DEFAULT MBOX#) Use this option to set the Answer Table’s Default Mailbox. IntraMail uses the Default Mailbox whenever an Answer Schedule is not in effect. By default, this occurs at all times other than Monday through Friday from 8:30 AM to 5:00 PM.
Page 247 8000 - Voice Mail 8007 - IntraMail Answer Tables - The Call Routing or Announcement Mailbox used to answer calls. Range of Days A Type 2 Answer Schedule runs for a range of days. For this type of schedule, you select: - The day of the week the schedule should start.
Page 248: Type 1 (Day Of The Week) Answer Schedule Options
8000 - Voice Mail 8007 - IntraMail Answer Tables Type 1 (Day of the Week) Answer Schedule Options Routing Mailbox Number (MAILBOX NUM) Use this option to select the Routing Mailbox that will answer calls when this Answer Schedule is active. Routing Mailboxes can be either Subscriber, Call Routing or Announcement Mailboxes.
Page 249: Type 1 (Day Of Week) Example
8000 - Voice Mail 8007 - IntraMail Answer Tables the Answer Schedule is active. See Answer Tables on page 30 for more. ■ Options Time of day (in 24-hour format) ■ Default ✔ There are no Type 1 (Day of the Week) Answer Schedules by default. ✔...
Page 250: Type 2 (Range Of Days) Answer Schedule Options
8000 - Voice Mail 8007 - IntraMail Answer Tables Type 2 (Range of Days) Answer Schedule Options Routing Mailbox Number (MAILBOX NUM) Use this option to select the Routing Mailbox that will answer calls when this Answer Schedule is active. Routing Mailboxes can be either Subscriber, Call Routing or Announcement Mailboxes.
Page 251: Schedule Start Time
8000 - Voice Mail 8007 - IntraMail Answer Tables 7 = SAT (Saturday) ■ Default ✔ Answer Schedule 1 for Answer Table 1 stops on Friday (6). ✔ All other Answer Schedules are UND (Undeﬁned - entered by pressing CLEAR Schedule Start Time (ST TIME (HH:MM) Use this option to specify the time the schedule should start on the day speciﬁed in Schedule Start Day above...
Page 252: Type 3 (Date) Answer Schedule Options
8000 - Voice Mail 8007 - IntraMail Answer Tables Type 2 (Range of Days) Example SCHEDULE ENTRY # = 2 ENTRY TYPE - 2 MAILBOX NUM = 8 START DAY = 5 END DAY = 7 ST TIME (HH:MM) = 0830 EN TIME (HH:MM) = 1700 Type 3 (Date) Answer Schedule Options Routing Mailbox Number...
Page 253: Schedule Stop Time
8000 - Voice Mail 8007 - IntraMail Answer Tables Default ✔ There are no Type 3 (Date) Answer Schedules by default. ✔ Once enabled, the default for this item is 0000 (12:00 midnight). Schedule Stop Time (EN TIME (HH:MM)) Use this option to specify the time the schedule should stop on the date speciﬁed in Schedule Run Date above when this Answer Schedule is active.
Page 254: Type 3 (Date) Example
8000 - Voice Mail 8007 - IntraMail Answer Tables Type 3 (Date) Example In the following example: Schedule 1 is a Range of Days schedule and runs Monday through Friday from 8:00 AM to 5:00 PM ■ and answers with Call Routing Mailbox 001. Schedule 2 is a Range of Days schedule and runs Saturday and Sunday from 8:00 AM to 5:00 PM and ■...
Page 255: 8007 Program Entry
8000 - Voice Mail 8007 - IntraMail Answer Tables 8007 Program Entry 8007 - Answer Table Program Entry (Entry Range) [Default Setting] + Password (372000) + #*#* HOLD 8007 HOLD ANSWER TABLE - Enter the table number you want to program (1-8) OVERRIDE (Yes/No) [No] OVERRIDE MBOX# (000-015, 300-427, 600-607, 700-707, CLEAR = UND) [UND] DEFAULT MBOX# (000-015, 300-427, 600-607, 700-707, CLEAR = UND) [0]...
Page 256: 8008 - Intramail Dial Action Tables
8000 - Voice Mail 8008 - IntraMail Dial Action Tables 8008 - IntraMail Dial Action Tables Description Use 8008 - Dial Action Tables to set up the IntraMail Dial Action Tables. The Dial Action Table deﬁnes the options than an Automated Attendant caller can dial. A Dial Action Table is associated with a Call Routing Mailbox, which is in turn associated with an Answer Table.
Page 257: Dial Action Table Actions
8000 - Voice Mail 8008 - IntraMail Dial Action Tables (Undeﬁned) (Undeﬁned) HNGUP (Hangup) (Undeﬁned) UTRF to 300 (Unscreened Transfer to 300) (Undeﬁned) REC1 to IXXX (Quick Message with greeting to (Undeﬁned) user-dialed extension) LOGON to IXXX (Logon to user-dialed mailbox) (Undeﬁned) TIMEOUT UTRF to 300...
Page 258: Rec1 Action - Quick Message With Greeting (3)
8000 - Voice Mail 8008 - IntraMail Dial Action Tables To have Unscreened Transfer call a speciﬁc extension, the corresponding Number option should be ■ that extension’s number. The caller then dials that single digit to reach the extension. - For example, to have caller’s dial 8 to reach extension 303, for key 8 enter UTRF for the Action and 303 for the corresponding Number.
Page 259: Hang Up Action (6)
8000 - Voice Mail 8008 - IntraMail Dial Action Tables - For example, to have the Automated Attendant request callers to enter the number of the Subscriber Mailbox into which they wish to log, for key 3 enter LOGON for the Action and N for the corre- sponding Number.
Page 260: Dial Action Table Numbers (Data)
8000 - Voice Mail 8008 - IntraMail Dial Action Tables Dial Action Table Numbers (Data) Digits (0-9, #, and *) Use Dial Action Table digits to route an Automated Attendant call to a speciﬁc location (such as an extension). For example, to set up a TRF Action to route to extension 305, for digit 3 enter TRF for the Action and 305 for the corresponding Number.
Page 261: No Routing
8000 - Voice Mail 8008 - IntraMail Dial Action Tables No Routing Use the N option when you want no Automated Attendant routing to automatically occur. This can be used with the LOGON action when you want to prompt the caller to enter a mailbox number. To do this for the # key (for example), for the # key enter LOGON for the Action and N for the corresponding Number.
Page 262: 8008 Program Entry
8000 - Voice Mail 8008 - IntraMail Dial Action Tables 8008 Program Entry 8008 - Dial Action Tables Program Entry (Entry Range) [Default Setting for Dial Action Table 1] + #*#* + Password (372000) + HOLD + 8008 + HOLD . DIAL ACTION TABLE - Enter the table number you want to program (1-16) When entering data, 1 = TRF, 2 = UTRF, 3 = REC1, 4 = REC 2, 5 = LOGON, 6 = Hangup, 7 = GOTO, 0 = Undeﬁned.
Page 263 8000 - Voice Mail 8008 - IntraMail Dial Action Tables 8008 - Dial Action Tables Program Entry (Entry Range) [Default Setting for Dial Action Table 1] Press this: To do this: HOLD Enter (accept) data you entered, advance to the next prompt without changing your entry, or navigate to the next prompt level (except for Undeﬁned entries).
Page 264 8000 - Voice Mail 8008 - IntraMail Dial Action Tables 254 ◆ Chapter 3: Programming IntraMail System Guide...
Page 265: Chapter 4: Soft Key Glossary
Soft Key Glossary Chapter 4: Soft Key Glossary Soft Key Glossary Soft Key Glossary ■ Following is an alphabetical index of the IntraMail soft keys. Also see the Operation section of each feature. Soft Key Feature Phone Type Deﬁnition Listening to Messages ALL MSGS Main Menu Super Display...
Page 266 Soft Key Glossary Soft Key Feature Phone Type Deﬁnition Super Display CHANGE Message Notiﬁcation Change the Message Notiﬁcation setup. Keyset CHNG Super Display CLEAR Message Notiﬁcation Erase the Message Notiﬁcation number you just entered. Keyset Message Forward Super Display CONTINUE Message Reply Press to begin recording.
Page 267 Soft Key Glossary Soft Key Feature Phone Type Deﬁnition Answer Schedule Override Announcement Mailbox Auto Att. Do Not Disturb Auto Time Stamp Call Routing Mailbox Call Screening Erasing All Messages Exiting a Mailbox Greeting Instruction Menu Super Display Press to go back to the previous menu level or exit your Listening to Messages EXIT Keyset...
Page 268 Soft Key Glossary Soft Key Feature Phone Type Deﬁnition Auto Time Stamp Mailbox Options Menu Main Menu Super Display Press to access the Mailbox Options Menu. MBOX OPTS Message Notiﬁcation Security Code Main Menu Super Display Press to access the Message Listen Mode Menu. MSG LIST Message Listen Mode From the System Administrator’s Mailbox, press to access the...
Page 269 Soft Key Glossary Soft Key Feature Phone Type Deﬁnition Announcement Mailbox Auto Att. Do Not Disturb Call Routing Mailbox Conversation Record Greeting Instruction Menu Super Display Press to pause while recording a a message, name, or Listening to Messages PAUSE Keyset greeting.
Page 270 Soft Key Glossary Soft Key Feature Phone Type Deﬁnition Super Display SCREEN Call Screening Press to access the Call Screening options. Keyset SCRN Erasing All Messages Super Display SUBSCRIBER Mailbox Name Mailbox Sec. Code Delete Press to select the Subscriber Mailbox maintenance options. Security Code Keyset SUBS...
Page 271 NEC Unified Solutions, Inc. 4 Forest Parkway, Shelton, CT 06484 Tel: 800-365-1928 Fax: 203-926-5458 www.necunifiedsolutions.com Other Important Telephone Numbers Sales: ........203-926-5450 Customer Service: .
Page 272 NEC Uniﬁed Solutions, Inc., 4 Forest Parkway, Shelton, CT 06484 TEL: 203-926-5400 FAX: 203-929-0535 November 4, 2004 *80044INS03* www.necuniﬁedsolutions.com Printed in U.S.A. 80044INS03...

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