BusinessPhone – Hotel
Messages

## Individual Mailbox system

Callers are able to leave messages in your Individual Mailbox.

#### Activate

Divert your extension to the Mailbox system.

2nd

Press.

Diversion

Press.

Dial the number to the Mailbox system.

Ask the system administrator for your defined Mailbox system number.

2nd

Press.

Diversion

Press.

Press to finish the procedure.

When the diversion to your Mailbox is activated, the Diversion lamp shows steady light.

#### Deactivate

2nd

Press.

Diversion

Press.

#### Personal Greeting

Depending on the type of diversion you want to activate, you can leave three different Personal Greetings to the caller. You can activate a diversion when a caller receives busy tone, when there is no answer, or you can activate the Individual Diversion for all your calls.

2nd

Press.

Info

Press.

Press (see display).

Press (see display).

Select type of diversion and use the menu keys to record your greeting (see display).

Press to activate.

When you activate the diversion, the recorded greeting is played to the next caller.

Note:

When you have activated a diversion with a Personal Greeting, callers will receive this greeting even if you have activated the Absence Information, see section Absence Information.

#### Erase a greeting

2nd

Press.

Info

Press.

Press (see display).

Select type of diversion (see display).

Press to finish the procedure.

#### Retrieve messages - internally

When a new message is received, the Message lamp flashes rapidly.

Message

Press to retrieve a message.

See section Check and store received messages.

#### Retrieve messages - externally

To retrieve your messages from an external position:

Dial your company’s telephone number.

Dial the number to the Mailbox system.

During the procedure you will be asked for your extension number and your Password.

Note:

You cannot use the Default Password 0000 to retrieve messages externally. If you want to check your messages from an external position, you have to change your Password first, see section Change Password.

The following Mailbox functions can also be used from an external position:

- Change Password
- Check and store received messages
- Forward a Voice message
- Send Message
- Outcall (External) Notification
- Personal Greeting

#### Outcall (External) Notification

With this function the Message system can notify you when new Voice messages arrive. You can specify an external number, where you will be called at a pre-programmed time or as soon as a new message arrives.

Note:

This feature may be restricted or not available. Ask the system administrator for the availability and more information.

You can be notified in two different ways (depending on the programming of the system):

Notification with Mailbox access:

You acknowledge the Notification via your Password (has to differ from the default value 0000). See section Change Password to select a new Password. You have full access to the Mailbox system.

Notification without Mailbox access:

You get a short voice announcement, informing that someone has left a message for you. You acknowledge the Notification by pressing any key. You have to callback the Mailbox system to retrieve the message.

Note:

If you do not acknowledge the Notification within the pre-programmed time, the connection is cancelled and repeated later (ask the system administrator for the programmed number of Notification attempts).

#### Program Notification number and time

Message

Press to view the Mailbox.

Note:

Depending on the configuration, you might be asked for your Password.

Press (see display).

Press (see display).

Press (see display).

Press (see display).

Dial the digit(s) for external call access and dial the number.

Which digit to press for external call access, depends on the configuration of the system. The external number (including the digit(s) for external call access) can consist of up to 24 digits.

Press to save the number (see display).

Press (see display).

Press (see display).

Enter the Notification time.

The time is entered in 24h format, e.g. 2030 for half past eight. Values are automatically set to even quarters, i.e. 2013 will be 2015.

Or:

Press if you want immediate Notification (see display).

Press to save the Notification time (see display).

This step is excluded if you program immediate Notification.

Press to finish programming.

#### Activate/deactivate the Notification

Message

Press.

Press (see display).

Press (see display).

Press to activate (see display).

Or:

Press to deactivate (see display).

Note:

The Notification number and time must be programmed before you activate the Notification.

Press to finish programming.

#### Check and store received messages

You can check and store your received messages.

Received messages are divided into the following three categories:

- New messages (not heard or read)
- Heard/Read messages
- Stored messages

Voice messages can also be forwarded to other Mailbox numbers (Individual or Common), see section Forward a Voice message.

Note:

Messages are deleted from the system after a certain time. The time depends upon the category of the message. Please ask your system administrator regarding this.

Message

Press to view the Mailbox.

If the Mailbox contains heard messages only, the lamp shows steady light instead.

Note:

Depending on the configuration, you might be asked for your Password before you can retrieve your messages. See section Security.

Press (see display).

Select message category (see display).

New, heard, read or stored.

Select message type (see display).

Note:

If only one message type is available (Callback, Voice or Text messages), this step is excluded. If an internal caller has left a message, the name and number is displayed. In case of an external caller, you can see the number, if this feature is provided by the network.

Use the menu keys to check the message (see display).

Voice messages will be heard via the speaker or the handset. Call Me messages will call the sender automatically. Text messages are read in the display.

Select one of the following options:

Press to check the next message (see display).

Press to erase the message (see display).

Press to store the message (see display).

Up to 20 messages can be stored. Callback messages cannot be stored.

Press to finish the procedure.

#### Forward a Voice message

Your received Voice messages (in the Individual or Common Mailbox) can be forwarded to other Mailbox numbers (Individual or Common). When you forward a Voice message to an Individual Mailbox, the Mailbox number is the same as the extension number. See also section Messages.

Note:

Returned messages cannot be forwarded.

Message

Press to view the Mailbox.

Note:

Depending on the configuration, you might be asked for your Password before you can retrieve your messages. See section Security.

Press (see display).

Select message category (see display).

New, heard or stored.

Press (see display).

Press (see display).

Press (see display).

Dial the Mailbox number to which you want to forward the message.

Press (see display).

The message is forwarded.

Note:

The forwarded message is a copy, i.e. it can be deleted without deleting the original message.

Repeat the procedure to forward the message to another Mailbox.

Press to finish the procedure.

© Ericsson Enterprise 2004