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I’m away from my phone now, but I will check my mailbox regularly. Leave me a message, and I‘ll return your call as soon as possible, Thanks”. Remember, dial 1 for YES, 2 for NO Table of Contents General Information Getting Started Call Forward Settings Calling Your Voice Mailbox Checking Messages Leaving Messages Reviewing Messages Changing Your Setup Options Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Programming Live Record Function Keys Live Monitoring Xen Mail Softkeys & Definitions Xen Mail Access Codes Pages 2 - 3 Pages 4 - 5 Pages 6 - 7 Pages 8 - 9 Pages 11 Pages 13 - 15 Pages 16 - 17 Page 18 Page 19 - 20 Pages 21 - 25 Page 26 2 General Information Introduction Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the Xen Mail and Xen Mail Lite have common features, this guide will only make reference to the Xen Mail. This guide describes the system’s features and details the steps you need to take to make Xen Mail a working partner in your day-to-day business. Throughout this guide, you will find numerous tips and shortcuts designed to help you get the most from Xen Mail. Typical system operation is presented here. Be sure to consult with your Xen Mail System Manager for any special features or functions that may apply to your particular application. Automated Attendant The Automated Attendant serves as a receptionist, answering and routing incoming calls automatically. Callers hear an opening greeting for your company that gives them instructions and options. If a caller does not know the extension number, the Automatic Directory can route the call by the person’s name. When your extension is busy or you are not available to answer the call, Xen Mail can connect the caller to your Voice Mailbox automatically. Voicemail Access The Xen Mail system can be accessed 24 hours a day from any touchtone telephone in or out of your office. Your System Manager has assigned a Personal ID number to you. You will need this number when calling the Xen Mail from any phone but your own. The Conversation The NEC Xen Mail system is based upon a conversation about your Voice Mailbox. Each time you enter your Voice Mailbox, you will be asked a series of questions relating to these topics: - Checking messages - Leaving messages - Reviewing/redirecting messages - Changing setup options Answer questions with a simple reply by dialling 1 for YES or 2 for NO. In addition, by dialling Quick Key numbers, you may advance directly to a specific topic. Setup Options Once your mailbox has been opened, you may change various options, such as your Greetings, Message Groups, Transfer and Message Delivery Options and Personal Options. 3 Voicemail Message Indication Whenever there are new messages in your Voice Mailbox, an indication will be provided at your telephone: Digital Display Telephone: Display = Xen Mail extension number and number of new messages Digital Telephone: Large LED = Slow flashing red Single Line Telephone: MW Lamp = Steady red You may also instruct Xen Mail to call you at your home, mobile phone or pager. Advance Dialling At any time, you can “dial ahead” by entering a series of responses, even before hearing the entire question, to advance directly to the desired section of your Voice Mailbox quickly. Disconnecting From Voicemail When you have completed your voicemail session, dial *** to immediately disconnect the Xen Mail system. As an alternative, you will be given the option to return to your mailbox, access Setup Options or exit voicemail and dial an extension, if desired, after accessing various Xen Mail operations. Quick Transfer Feature The NEC Xen Mail system simplifies message taking by allowing you to transfer a call directly to a user’s Voice Mailbox where they will hear the personal greeting and be prompted to leave a message. Live Record Feature The Live Record feature is used to record a conversation in progress and then direct it to your own or another user’s mailbox. Live Monitoring Feature Live Monitoring allows you to hear a message through the speaker of your phone as the message is being left by an outside caller. Caller ID The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages. Caller ID Call Return Feature The Caller ID Call Return feature allows the Voicemail system to use Caller ID information captured with the message to call and connect you to the person that left the message. Softkeys Softkeys provide an intuitive means of accessing the Xen Mail’s menu and options. Simply dial into the Xen Mail and select the menu item you wish to access. The Xen Mail will also offer various options from time to time. Additional Information Refer to your Xen IPK Features and Specifications manual or Xen IPK Digital Telephone User Guide and consult your Xen Mail System Manager for additional information on telephone and Voicemail operation. 4 Getting Started When you call the Xen ...