From: MKOTS4::COELHO "EVERYBODY NEEDS A LITTLE KFC" 8-NOV-1995 07:44:46.66 To: STAR::EVERHART CC: COELHO Subj: MERIDIAN VOICEMAIL - GLEN EVERHART Your MERIDIAN VOICEMAIL account has been created. Your initial password is (same as your 5-digit extension): 11497# To access Meridian within our campus, dial 4-6747. To access from any other campus outside of our cluster, dial 264-6747. To access from an outside number, dial 884-6747. For any problems with your Meridian account, please call our Help Desk at 264-8888. Regards, Kathie Coelho Global Processing Services / Telecommunications ******************************************************************************* ******************************************************************************* MERIDIAN VOICEMESSAGING INSTRUCTIONS: MERIDIAN MAIL VOICE MESSAGING INTRODUCTION: Meridian Mail is an electronic voice messaging system that gives you an easy, fast, and dependable way to communicate with people both inside and outside your organization. Meridian Mail is as convenient and easy to use as a telephone answering machine, but also allows you to: o listen to, record, edit and send messages o send a message to more than one person o dial or address by name instead of by extension or mailbox number o set a date and time for message delivery o play back messages either at your desk or from nearly anywhere. Meridian Mail gives you confidence that your calls are answered pleasantly and that messages are recorded when you are unable to take a call. MERIDIAN MAIL PROMPTS: Instead of memorizing commands, you can listen to Meridian mail prompts when using the system. The prompts tell you which commands you can use at that moment. To interrupt a prompt, press any key. The system stops the prompt and responds to your request. CALLING ANOTHER USER: If the line is busy or there is no answer when you call another Meridian Mail user, you hear a greeting; you can then decide whether to call later or leave a message. Provided there is not a lot of background noise, recording starts only when you begin to speak, so you can pause to think before you leave a message. When you are finished, just hang up. MESSAGE NOTIFICATION: Meridian Mail notifies you in one of two ways when a new message arrives for you. If you have a message waiting indicator on your phone, it lights up; if you don't, you hear an interrupted or stutter dial tone when you pick up the receiver. To hear new messages, log in to Meridian Mail. If you do not wish to be notified of all messages, see your Administrator. MERIDIAN MAIL ACCESS NUMBERS: You can use a Meridian Mail feature by dialing its access number. The numbers access numbers are: Meridian Mail (4-6747) Express Messaging (4-9777) Name Dialing (4-9777, access number is 22) MERIDIAN MAIL PRIMER: Frequently used Meridian Mail commands such as skip backward, play, skip forward, last message, record, next message, call sender, help and Thru-dial are single digits. These commands are arranged on the dial to help you remember them and are consistently available. The first two rows of the dial pad keys are like the buttons on a tape recorder. Skipping backward, whether within a message or between messages, is similar to using a Reverse button. Skipping forward is similar to using a Fast Forward button. The next row of keys provides access to Message and Mailbox functions as well as the call sender command. The last row provides help, access to assistance, and the stop command. These commands are available at all times. LOGGING ON: Logging on means accessing your mailbox in the Meridian Mail system. Your mailbox number is usually the same as your 5-digit telephone extension number (example: DTN 285-2111, mailbox number is 52111). TO LOG ON FROM YOUR OWN TELEPHONE: (NOTE: THE SYSTEM'S PROMPTS APPEAR IN CAPITAL LETTERS WITH QUOTES). Dial the Meridian Mail access number (4-6747). "MERIDIAN MAIL. MAILBOX?" Press #. Meridian will assume that your extension number is the same as your mailbox number. Or, dial your 5 digit extension followed by #. "PASSWORD?" Enter the password followed by #. You are now logged on. Meridian plays a summary of new, urgent and unsent messages. For example: "YOU HAVE TWO NEW VOICE MESSAGES. ONE OLD MESSAGE IS STILL UNSENT." After the summary, Meridian describes the first new message, giving the following information: o The message's number o The status of the message o Who the message came from o Whether the message is urgent or private, or whether acknowledgement has been requested o The date and time it was received. For example: "MESSAGE 5, NEW, FROM KATHIE COELHO, EXTENSION 4-4373, RECEIVED THURSDAY AT 4:45PM" If there are no new messages, Meridian describes the first unsent message. If there are not unsent messages, the first message in your mailbox is described. TO LOG ON FROM ANY TELEPHONE: Dial the Meridian Mail access number (4-6747) "MERIDIAN MAIL. MAILBOX?" Enter your mailbox number followed by #. "PASSWORD?" Enter the password followed by #. You are now logged on to Meridian Mail. A description of new, urgent and unsent messages is played. Press 83 to log off when you are finished. Using the logoff command (83) is recommended when you are calling Meridian Mail from a telephone outside of your organization. This allows port resources to become free more quickly. TO LOG ON AFTER LEAVING A MESSAGE: After you have called a Meridian Mail user and have left a message, you can log on to Meridian Mail without hanging up and dialing the Meridian Mail access number. Indicate that you have finished recording by pressing #. You are still connected to Meridian Mail. Press 81. "MAILBOX?" You can now log on to your mailbox as usual. RECORDED GREETINGS: Callers to your mailbox may hear one of two greetings; an external greeting for callers outside your organization or an internal greeting for callers inside your organization. If you record only an external greeting, then this greeting will be played to both internal and external callers. NEI Telecommunications Voice Messaging standards require the use of a greeting. The greeting should identify the mailbox owner, the fact that the caller has reached Digital, and other pertinent information, such as press 0 to reach attendant. Greetings for external callers should not contain node names for electronic mail per Corporate Security. TO RECORD EXTERNAL AND INTERNAL GREETINGS: Press 82 "FOR YOUR EXTERNAL GREETING PRESS 1. FOR YOUR INTERNAL GREETING, PRESS 2." Enter the appropriate number. "EXTERNAL/INTERNAL GREETING. TO REVIEW THE GREETING, PRESS 2. TO RE-RECORD IT, PRESS 5. TO EXIT, PRESS 4." Press 5. Wait for the tone then record your greeting. When you have finished speaking, press #. "RECORDING STOPPED." To check the greeting you have just recorded, press 2. "START OF GREETING (greeting you have just recorded comes on at this point) --- END OF GREETING" Though you can edit your greeting, re-recording it from start to finish gives a smoother result. When you are satisfied with the greeting press 4 to go to another activity or press 83 to disconnect. TO DELETE A GREETING: Press 82 "FOR YOUR EXTERNAL GREETING PRESS 1. FOR YOUR INTERNAL GREETING PRESS 2." Enter the appropriate number, followed by 76. "EXTERNAL/INTERNAL GREETING DELETED." If your internal greeting has been deleted, your external greeting is played to all callers. If you have no external greeting, the standard greeting is played. CHANGING YOUR PASSWORD: You can change your password as many times as you like, provided you don't repeat your most recent ones, since Meridian keeps track of up to nine of your previous passwords. Minimum password length is 8 characters. Press 84 "PASSWORD CHANGE. PLEASE ENTER YOUR NEW PASSWORD FOLLOWED BY NUMBER SIGN (#)." If you decide not to change your password after pressing 84, and before entering your old password, press #. Enter the new password followed by #. "PLEASE ENTER YOUR NEW PASSWORD AGAIN, FOLLOWED BY NUMBER SIGN." or "[BEEP]...YOUR PASSWORD MUST BE FOUR TO SIXTEEN DIGITS IN LENGTH. LEAVING PASSWORD CHANGE." Enter your new password again followed by #. "TO CONFIRM THE CHANGE, PLEASE ENTER YOUR OLD PASSWORD FOLLOWED BY NUMBER SIGN." or "[BEEP]...YOU HAVE INCORRECTLY ENTERED YOUR OLD PASS- WORD. YOUR PASSWORD HAS NOT BEEN CHANGED. LEAVING PASSWORD CHANGE." You can now start another activity or press 83 to disconnect. PERSONAL VERIFICATION: The personal verification is a recording of your name used by the system in place of your mailbox number. A personal verification is more pleasant to hear than a number and it also prevents mistakes from going unnoticed. If someone enters an incorrect mailbox number to address a message, hearing the name associated with that number reveals the error. If your administrator has not enabled the personal verification feature, a prompt tells you this: Press 89. "THE PERSONAL VERIFICATION IS .....(name and 5-digit extension)." or "THERE IS NO NAME FOR PERSONAL VERIFICATION OF MAILBOX ....)." Press 5. Wait for the tone, then speak your name and 5-digit extension. To stop recording and to check the new recording, press #. "THE PERSONAL VERIFICATION IS ....." When you are satisfied with the recording, go to another activity or press 83 to disconnect. PROVIDING USEFUL INFORMATION: You may find it useful to provide more information in your Personal Verification recording, especially if you work in a large organization. Recording your mailbox number or department title along with your name may be helpful to callers who don't know you very well. ATTENDANT ASSISTANCE: You can talk to an attendant while using Meridian Mail if you require assistance or information, or if you want to leave a message for someone who is not a Meridian Mail user. Your system may be set up so that you have the choice of reaching two attendants -- a Meridian Mail attendant and the attendant for your telephone system. For any questions on Meridian Mail, call DTN 264-8888. THE HELP SERVICE: You can get help at any time while using Meridian Mail. The help is context sensitive. This means that when you ask for help, you are told which commands you can use from where you currently are. TO GET GENERAL HELP: If you are in the process of addressing or recording, press # to stop that activity. Press * Enter the required command. TO GET MESSAGE COMMAND HELP: If you are in the process of addressing or recording, press # to stop that activity. Press 7*. "YOU HAVE STARTED TO ENTER A MESSAGE COMMAND" then a list of commands that are available will be given. Enter the required command. TO GET MAILBOX COMMAND HELP: If you are in the process of addressing or recording, press # to stop that activity. Press 8*. "YOU HAVE STARTED TO ENTER A MAILBOX COMMAND" then a list of commands that are available will be given. Enter the required command. CALL SENDER: After listening to a message, you may want to speak immediately with the person who left the message. If the message is from a number that is part of your organizations' Meridian Mail system, that number can be automatically dialed for you by using the Call Sender feature. 1. After hearing the message, press 9. "CALLING (sender's extension number/name)" 2. Talk to the sender or leave a message and then hang up when you are finished. When using certain telephones your connection to Meridian Mail may be placed on hold (for a short period of time), allowing you to return to your session without logging on again. How you return to your session depends on the type of telepone you have. Some telephones have a link button, which you can press to resume your session. Others give you a visual indication that there is a call (your session) on hold. In this case, take the call off hold in the normal manner. REPLYING TO MESSAGES: When another Meridian Mail user sends you a message, you can use the Call Sender command or you can use the Reply command. With the Reply command you don't have to address the message because Meridian Mail does it for you. If the message was sent to you and to other people, you can reply to those other people as well as to the originator. TO REPLY TO THE SENDER OF A MESSAGE: After hearing the message, press 71. When you are ready to record your reply, press 5. Wait for the tone, then speak. When you have finished speaking, press #. To send the message at this point, press 79. TO REPLY TO THE SENDER AND ALL RECIPIENTS: 1. After hearing the message, press 74. If you want to hear the list of people who will receive your reply, press 72. When you are ready to record your reply, press 5. Wait for the tone, then start to speak. When you have finished speaking, press #. If you want to send the message at this point, press 79. EXPRESS MESSAGING: Express Messaging is fast. It lets you send a message without having to log on to your mailbox, compose and then send the message. Dial the Express Messaging access number (4-9777). Enter the mailbox number of the person for whom you want to leave a message followed by #. Leave your message after the prompt and record tone. Press 83 when you are finished. TRANSFERRING A CALLER TO EXPRESS MESSAGING: If you answer a call meant for another person, you can transfer the caller to Express Messaging to leave a message in the other person's mailbox. Transfer the call to the Express Messaging access number (4-9777). Enter the mailbox number of the person for whom the caller wants to leave a message, followed by #. This step is necessary if the caller does not have a touch-tone phone. Complete the call transfer as quickly as possible so that the caller can hear the prompt to record a message. CREATING MESSAGES: Instead of calling someone and waiting for Meridian Mail to take your message, you can use the Compose command to create and then send messages. Express Messaging is faster for sending a message to one person, but the Compose command is very useful when you want to send the message to more than one person. Press 75. Enter the first mailbox or distribution list number followed by #. To remove a mailbox or distribution list number from the list of recipients, press 0# after entering the mailbox number. Enter the next mailbox number, followed by #, or simply press # to tell Meridian that you have entered the last mailbox number. You will have pressed # twice after the last number has been entered. Press 5, wait for the tone, then speak. When you have finished speaking, press #. If you want to send the message at this point, press 79. If for any reason Meridian can't deliver your message, a message called a Non-Delivery Notification is sent to your mailbox. FORWARDING MESSAGES: You may receive a message that you want someone else to hear. You can forward the message exactly as it is, or you can record an introduction that the recipient hears prior to hearing the forwarded message. After hearing the message, press 73. Enter the first mailbox number followed by #. To remove a mailbox from the list of recipients, press 0# after entering the mailbox number. Enter the next mailbox number followed by #, or if it is the last number to enter, press # twice. To forward the message at this point, press 79 or to record an introduction, wait for the tone then record. When you have finished recording the introduction, press #. If you want to forward the message at this point, press 79. NAME DIALING: Name Dialing lets you call a person by spelling out the person's name using the telephone keypad (by pressing the key on which you find the required letter). Name Dialing is especially useful because it lets you place calls without knowing the telephone numbers and without assistance from an attendant. Enter the Name Dialing access number (22). Spell the last name followed by the first. For example, to reach Zack Smith, dial: smithzack (764849225) for Z press 9. The system announces a match as soon as is finds one, you can stop dialing as soon as you hear this. Meridian announces the name and places the call. If you have entered the complete name or you don't know the complete name, press #. If there are five or fewer names, the names are announced and a number is given to identify each name. To call one of these persons, enter the corresponding number. If more than five matches are found, the system prompts you for the name again. NAME ADDRESSING: Name Addressing lets you address messages by spelling out the person's name using the telephone keypad. It can be used when addressing a message, when adding people to a personal distributuion list, and when using Express Messaging. When Meridian prompts you for a mailbox number, enter instead the two-digit Name Addressing number (22). Spell the last name followed by the first. For example, to reach Bob Quinn, dial QUINNBOB, 78466262 (for Q press 7). The system announces a match as soon as it finds one; you can stop dialing as soon as you hear this. If you have entered the complete name, or you don't know the complete name, press #. If there are five or fewer names, the names are announced and a number is given to identify each name. To choose one of these persons, enter the corresponding number. If more than five matches are found, the system prompts you for the name again. TAGGING MESSAGES: When you create messages you can tag them using the message options command to indicate that you want a message handled in a special way. ACKNOWLEDGE -- when you tag a message for Acknowledgement, you receive a notification when each recipient hears your message. PRIVATE -- if a message is confidential, you can tag it as Private. The recipient of the message tagged Private cannot forward it. TIMED DELIVERY -- when you tag a message with Timed Delivery, the message is sent at the date and time you specify. URGENT -- an Urgent message is announced when the recipient logs in. In networking systems Urgent messages are sent immediately. STANDARD -- a Standard message tag is used on networking systems. Standard messages are held and batched with other messages for delivery to the remote sites. The holding time is defined by your System Administrataor. ECONOMY -- an Economy message tag is used on networking systems. Economy messages are delivered to the remote sites when it is most economical to do so. TO TAG AN UNSENT MESSAGE: Press 70. Press the appropriate number (Urgent, 1; Standard, 2; Economy, 3; Private, 4; Acknowledgement, 5; Timed Delivery, 6.). To remove an Acknowledge tag from an unsent message, tag it Acknowledge again. To remove an Urgent or Economy tag from an unsent message, tag it as Standard. To remove a Private tag from an unsent message, tag it Private again. For Timed Delivery, enter the date and time as explained further on down in these instructions. To remove a Timed Delivery tag from an unsent message, tag it Timed Delivery again and specify the current month, day and time. To send the message, press 79. MESSAGE TAGGING SHORTCUT: To tag a message without waiting for the prompt, enter the full number of the tag. For example, a message is urgent and private: Enter 701 You hear confirmamtion of the Urgent tag. Enter 704 You hear confirmamtion of the Private tag. TIMED DELIVERY: Press 70. Press 6. Enter the month or day, whichever was requested, followed by #. The month is entered by its number -- 1 for January to 12 for December. To specify the current month or day, press only #. Enter the day or month, whichever was requested, followed by #. To specify the current day or month, press only #. Enter the hour and minutes followed by #. Depending on your Meridian Mail system, the hour is entered as a number from 1 - 12 or 1 - 24. Most systems use the 12 hour format. However, if your system uses the 24 hour format and you enter a 12 hour format, Meridian Mail will prompt you to re-enter the hour using the 24 hour format. (Check with your System Administrator if you need information on the time format used by your system). For the minutes, the digits 01 to 59 are entered. An example of the 12 hour time format is 201, which designates one minute after two in the morning or afternoon. The 24 hour format to designate 1 minute after 2 in the afternoon is 1401. To specify the current time, press only #. For systems that use the 12 hour time format only, enter 1 or a.m. or 2 for p.m., followed by #. To specify the current time, press only #. To send the message, press 79. EXAMPLES OF 12 HOUR TIME FORMAT: If you want your message delivered today at 3:00 p.m., enter the following: MONTH: # DAY: # HOUR & MINUTES 3# P.M.: 2# If you want your message delivered at 8:05 a.m. on 15 November, enter the following: MONTH: 11# DAY: 15# HOUR & MINUTES 805# A.M.: 1# EXAMPLES OF 24 HOUR TIME FORMAT: If you want your message delivered today at 3:00 p.m., enter the following: DAY: # MONTH: # HOUR & MINUTES 15# If you want your message delivered at 8:05 a.m. on 15 November, enter the following: DAY: 15# MONTH: 11# HOUR & MINUTES 2005# DISTRIBUTION LISTS: A personal distribution list is a list of often-used mailbox numbers. You can create up to nine personal distribution lists, each containing a maximum of 99 entries. System distribution lists can be created by the administrator, who can inform users of the names and contents of such lists. TO CREATE A PERSONAL DISTRIBUTION LIST: Press 85. Enter a number from 1 to 9 that you haven't already used to identify a personal distrubiton list followed by #. Press 5. Enter mailbox numbers or distribution list numbers followed by #. When the list is complete, press #. Review your personal distribution lists frequently and keep them up to date. If changes need to be made, delete the list by pressing 76, then create a new list. TO CHECK THE CONTENTS OF A PERSONAL DISTRIBUTION LIST: Press 85. Enter the number followed by #. Press 2. TO USE THE PERSONAL DISTRIBUTION LIST: When you would normally enter a sequence of mailbox numbers, enter the distribution list number followed by a #. Note that distribution lists, mailbox numbers, and names can be used in any order. To cancel a list from the address, immediately after entering a distribution list name and a number sign, enter 0#. END OF MERIDIAN INSTRUCTIONS