Siemens Hicom 300 Operating Instructions Manual
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Siemens Hicom 300 Operating Instructions Manual

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Hicom 300
Operating Instructions

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  • Page 1 Hicom 300 Operating Instructions...

  • Page 2: Table Of Contents

    Hicom 300 Voice Mail System GENERAL INFORMATION ................ 5 User notes ....................5 QUICK HELP REFERENCE ...............6 MAIN MENU ....................6 PERSONALISING YOUR MAILBOX ............7 Recording your name ................7 Recording your personal announcements (greetings) ......7 Selecting a prerecorded personal announcement ........7 Selecting separate personal announcements for external and internal calls ......................
  • Page 3 CONTENTS - Cont’d DISTRIBUTION GROUPS ................ 13 Setup a distribution group ..............13 Scan for existing distribution groups ............. 13 Send a message to a distribution group ..........14 Send a message to a temporary group ..........14 Message status ..................14 Scan existing distribution message lists ..........
  • Page 4 CONTENTS - Cont’d CALL FORWARDING TO VOICE MAIL SYSTEM - DIGITAL TELEPHONES - ..............21 Preset Call Forwarding to your mailbox ..........21 Deactivate Call Forwarding..............21 Reactivate Call Forwarding..............22 Variable Call Forwarding to your mailbox ..........22 Cancel Variable Call Forwarding ............22 PERSONAL ANNOUNCEMENT SUGGESTIONS ........

  • Page 5: General Information

    GENERAL INFORMATION User notes Spoken user prompts in the Hicom 300 Voice Mail System (VMS) will guide you step by step through the various operations and menu’s Each time you hear a single “bleep” tone you can proceed to the next input - the spoken announcement will be stopped.

  • Page 6: Quick Help Reference

    QUICK HELP REFERENCE Delete Save / End / Scan Record Listen / Pause Go back 10 seconds to listen Go forward 10 seconds to listen Reply to Message (connect to sender’s mailbox) Connect to caller (connect to sender’s extension) Redirect message (transfer message to other mailbox/es with comments) Connect to an extension Return to main menu...

  • Page 7: Personalising Your Mailbox

    PERSONALISING YOUR MAILBOX The first step in personalising your mailbox is to replace your extension number with your own name. Recording your name Access to Voice Mail System ID No. PIN number to access own mailbox Special functions Personal announcements Location 0 for recording your name only Record name only followed immediately by Name stored...

  • Page 8: Selecting Separate Personal Announcements For External And Internal Calls

    PERSONALISING YOUR MAILBOX - Cont’d Selecting separate personal announcements for external and internal calls Access to Voice Mail System ID No. PIN number to access own mailbox Special functions Personal announcements External callers Announcement No 1 (or any other location from 112-119) Internal callers Announcement No 2 (or any other location from 113-119) Selected announcements stored...

  • Page 9: Sending A Message

    SENDING A MESSAGE Direct access to other mailbox Access internal Voice Mail System XXXX Enter required extension number Connect to selected mailbox Record message Store message Calling an extension first You have called an extension which is busy or received no reply Access internal Voice Mail System Record message Store message...

  • Page 10: Transferring Call To Mailbox

    TRANSFERRING CALL TO MAILBOX An external caller wishes to leave a message in another mailbox. Press Transfer key XXXX Dial required mailbox / extension number Access internal Voice Mail System Replace handset Caller will be prompted to record a message.

  • Page 11: Retrieving Messages From Your Mailbox

    RETRIEVING MESSAGES FROM YOUR MAILBOX You will be notified of messages waiting for retrieval by a voice announcement on your extension when lifting your handset. Retrieve messages from an Analogue telephone Access to Voice Mail System ID No. PIN number to access own mailbox To receive messages Number of messages Scroll through message detail...

  • Page 12: Listen To Message Currently On Screen

    RETRIEVING MESSAGES - Cont’d Listen to message currently on screen - Press MESSAGE RETRIEVE key Listen to message Delete message Save message / Scroll Listen to next message Reply to message (connect to sender’s mailbox) Connect to caller (connect to sender’s extension) Redirect message (transfer message to other mailbox with comments) Connect to an extension...

  • Page 13: Distribution Groups

    DISTRIBUTION GROUPS Messages may be sent to a predetermined group of extensions. This feature must be allocated in your class of service. Setup a distribution group Access to Voice Mail System ID No. PIN number to access own mailbox Distribution groups Personal distribution group New group (or 801-809)

  • Page 14: Send A Message To A Distribution Group

    DISTRIBUTION GROUPS - Cont’d Send a message to a distribution group Access to Voice Mail System ID No. PIN number to access own mailbox Distribution groups Distribute messages Enter group number/s (or 801-809) Record message End message Send a message to a temporary group Access to Voice Mail System ID No.

  • Page 15: Scan Existing Distribution Message Lists

    DISTRIBUTION GROUPS - Cont’d Scan existing distribution message lists Access to Voice Mail System ID No. PIN number to access own mailbox Distribution groups Scan messages Listen to message Delete message Delete messages From time to time it is essential to delete messages, which you have sent, from the Voice Mail System.

  • Page 16: Notification

    NOTIFICATION The Voice Mail System is able to notify you immediately, or at a predetermined time daily, of messages awaiting delivery to you at a selected destination. This feature must be allocated in your class of service. Access Notification Access to Voice Mail System ID No.

  • Page 17: Option 2 - Immediate (Restricted Date And Time)

    NOTIFICATION - Cont’d Option 2 - Immediate (restricted date and time) Enter start date and time e.g. 31081200 Enter end date and time e.g. 15091800 Notification between 1200 and 1800 from 31 Aug. - 15 Sept. as and when messages received. Option 3 - Predetermined time (daily) Enter start time e.g.

  • Page 18: Password

    PASSWORD Securing your mailbox (with optional password) Access to Voice Mail System ID No. PIN number Special functions Password Delete existing password XXXX Enter a 1-6 digit password of your choice Password entered...

  • Page 19: Access From Outside Your Company

    ACCESS FROM OUTSIDE YOUR COMPANY The Voice Mail System may be accessed from outside the company to allow you to send and retrieve messages and change various features on your mailbox. This feature is only available when you are using a DTMF (Dual Tone Multi- Frequency) telephone instrument.

  • Page 20: Call Forwarding To Voice Mail System - Analogue Telephones

    CALL FORWARDING TO VOICE MAIL SYSTEM - ANALOGUE TELEPHONES - Incoming calls may be directed to your mailbox by using CALL FORWARD PRESET or CALL FORWARD VARIABLE. Preset Call Forwarding to your mailbox 11 75 Incoming calls directed to your mailbox immediately Call forwarding to voice mail is activated The Voice Mail System access code has now been programmed permanently (until cancelled by 11) and all calls will be forwarded directly to your mailbox.

  • Page 21: Call Forwarding To Voice Mail System - Digital Telephones

    CALL FORWARDING TO VOICE MAIL SYSTEM - DIGITAL TELEPHONES - Incoming calls may be directed to your mailbox by using CALL FORWARD PRESET or CALL FORWARD VARIABLE. Preset Call Forwarding to your mailbox - Press PROGRAMME key - Press CALL FORWARD key twice - Dial 75 - Press PROGRAMME key - CALL FORWARD led is on...

  • Page 22: Reactivate Call Forwarding

    CALL FORWARDING - Cont’d Reactivate Call Forwarding - CALL FORWARD led is off - Press CALL FORWARD key - CALL FORWARD led is on and / or - Display shows - FORWARDING TO 75 VOICE MAIL Calls will now be forwarded directly to your mailbox. Variable Call Forwarding to your mailbox - Press PROGRAMME key - Press CALL FORWARD key once only...

  • Page 23: Personal Announcement Suggestions

    PERSONAL ANNOUNCEMENT SUGGESTIONS Advise the callers that they have reached the correct destination You have reached the answering service of....Supply the callers with the following information:- I will be in a meeting from...to... and will return your call after..o’clock I will be out of town from..to...

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