3Com Telephone Nbx 100 Instructions Manual

							Replying to a Message31
Replying to a 
MessageYou can send a reply to the originator of a voice mail message.
If you receive a message that is marked Private, you can send a reply only 
to the originator. 
To reply to a message after you listen to it:
1Press 4.
2After the tone, record your reply. 
3Hang up, or press # for more options.
4If you press #, press one of these buttons:
Forwarding a 
Message You can forward most messages, either with or without adding 
introductory comments.
If the message that you received is marked Private, you cannot forward it.
To forward a message:
1Log in to your voice mailbox at your telephone or remotely.
2Listen to a message that you want to forward, and press 5.
3After the tone, record an introductory message and then press #.
OR
If you choose not to record a comment, press # when you hear the tone.
Send your reply.
Re-record your reply.
Listen to your reply.
Mark the message Private or Urgent. See “Marking a Message as Private or Urgent” later in this chapter.
Cancel your message. 
						

							32CHAPTER 4: NBX VOICE MESSAGING
4Optionally, press one of these buttons, OR proceed to step 5.
5When you are ready to forward the message, press 1.
6Dial one of these destination numbers plus #:
■The internal extension or mailbox number of the recipient
■A One-Touch (on the NBX Business Telephone), personal, or 
system-wide speed dial number. See “Speed Dials”
 in Chapter 6.
■A personal voice mail group list number. (See “Creating Personal Voice 
Mail Group Lists” later in this chapter.)
■A site code plus extension (to send to a user on another NBX system in 
your organization). Example: neee or neeee (where n = one or more 
site code digits and e = the extension digits on the other system)
For details on valid site codes, see your administrator.
7To forward the message to several recipients, dial each mailbox number 
followed by #. 
8After the last destination number and its #, press #. Your message is sent.
Stay on the line and follow the prompts to delete or save the message.
Re-record your introductory comment.
Listen to your introductory comment.
Mark the message Private or Urgent. See “Marking a Message as Private or Urgent” later in this chapter.
Cancel your message. 
						

							Creating and Sending a Message33
Creating and 
Sending a MessageTo create and send a message directly without actually making a call:
1Log in to your mailbox at your telephone or remotely.
2Dial 2 to select Create and Send a Message.
3At the tone, record a message that is at least 2 seconds long, and press # 
to end the recording.
4Optionally, press one of these buttons, OR proceed to step 5.
5When you are ready to send the message, press 1.
6Dial one of these destination numbers plus #:
■The internal extension or mailbox number of the recipient
■A One-Touch (NBX Business Telephone only), personal, or system-wide 
speed dial number. See “Speed Dials”
 in Chapter 6.
■A personal voice mail group list number. (See “Creating Personal Voice 
Mail Group Lists” later in this chapter.)
■A site code plus extension (to send to a user on another NBX system in 
your organization). Example: neee or neeee (where n = one or more 
site code digits and e = the extension digits on the other system)
For details on valid site codes, see your administrator.
7To send the message to several recipients, dial each mailbox number 
followed by #. 
8After the last destination number and its #, press #. Your message is sent.
Re-record the message.
Review the message.
Mark the message Private or Urgent. See “Marking a 
Message as Private or Urgent” later in this chapter.
Cancel the message. 
						

							34CHAPTER 4: NBX VOICE MESSAGING
Creating Personal 
Voice Mail Group 
ListsA Personal Voice Mail List, also called a mail group, is a collection of 
extensions to which you assign a special “group number.” Use it to send 
a message to everyone on the list at the same time. 
A Personal Voice Mail List is not the same as a Hunt Group or Calling 
Group. See “Hunt Groups and Calling Groups”
 in Chapter 7.
To create a personal voice mail list (mail group):
1Log in to your mailbox at your telephone or remotely.
2Dial 9 for Mailbox Options.
3Dial 3 for Group Lists, and then 2 for Create Group.
4Dial any 2-digit number, which becomes the Group Number. 
5After the tone, record a name for the group, and press #. Record the 
group number and name.
6Dial one of these numbers:
■1 to save the group name and proceed to step 7
■2 to change the group name and return to step 5
■* to exit without saving
7After you press 1, dial one of these destination numbers plus #:
■The internal extension or mailbox number of the recipient.
■A One-Touch (NBX Business Telephone only), personal, or system-wide 
speed dial number. See “Speed Dials”
 in Chapter 6.
■A site code plus extension (to send to a user on another NBX system in 
your organization). Example: neee or neeee (where n = one or more 
site code digits and e = the extension digits on the other system)
For details on valid site codes, see your administrator.
8When you have added all of the destination numbers, press:
■1 to save the group list
■2 to cancel creating the group
■** to return to the previous menu 
OR hang up. 
						

							Creating Personal Voice Mail Group Lists35
Modifying or
Deleting GroupsYou can review your voice mail groups, add members, or delete a group.
To modify a voice mail group:
1Log in to your mailbox at your telephone or remotely.
2Dial 9 for Mailbox Options.
3Dial 3 to select Group Lists.
4Press 1, 3, or 4:
5If you press 4, dial one of these destination numbers plus # to add a 
destination address to the group:
■The internal extension or mailbox number of the recipient.
■A One-Touch (NBX Business Telephone only), personal, or system-wide 
speed dial number. See “Speed Dials”
 in Chapter 6.
■A site code plus extension (to send to a user on another NBX system in 
your organization). Example: neee or neeee (where n = one or more 
site code digits and e = the extension digits on the other system)
For details on valid site codes for your system, see your administrator.
6When you have added all of the destination numbers, press:
■1 to save the modified group list
■2 to cancel this modification to the group
■** to return to the previous menu
OR hang up.
Review your list of groups.
Create a group.
Delete a group.
Add to the members in a group. See step 5.
Return to the main menu. 
						

							36CHAPTER 4: NBX VOICE MESSAGING
Marking a Message 
as Private or UrgentWhen you leave a message in another user’s mailbox, you can mark it as 
Private or Urgent. If you do not select a delivery option, your message is 
sent as a Normal message.
■Private Messages — The recipient cannot forward the message to 
others.
■Urgent Messages — Places the message at the beginning of the 
recipient’s message queue so that Urgent messages are heard first. 
1Follow the steps in “Replying to a Message”
, “Forwarding a Message”, 
or “Creating and Sending a Message”
 earlier in this chapter.
2In step 4, press 9. 
3To mark the message Urgent, press 1. To mark the message Private, 
press 2.
4To send the marked message, press 1, or listen to the prompts for other 
choices.
Forwarding 
Incoming Calls to 
Your Call Coverage 
PointYou can configure your NBX telephone so that all incoming calls go 
directly into your call coverage point, which may be your voice mailbox, 
the Auto Attendant or receptionist, or a different telephone number. 
When a call comes in, the telephone rings once (giving you the chance to 
answer the call) and then sends the call to your call coverage point.
On an NBX Business Telephone:
1Press the FWD MAIL (Forward to Mail) button. The indicator light turns 
on.
2To turn off Forward to Mail, press the button again. The light turns off.
On an NBX Basic Telephone:
1Pick up the handset.
2Press the Feature button and 440. FWD appears in the display panel.
3To turn off Forward to Mail, pick up the handset and press the Feature 
button and 440 again. FWD disappears from the display panel.
To prevent the telephone from ringing even once, use the Do Not Disturb 
feature. See “Do Not Disturb”
 in Chapter 6.
To view your current Forward Calls to Mail setting, log in to 
NBX NetSet > User Information > Feature Settings. 
						

							Other Ways to Manage Your Voice Mail Messages37
Other Ways to 
Manage Your Voice 
Mail MessagesYou can listen to and, in some configurations, delete your voice messages 
from within an e-mail application or a messaging application using your 
Internet browser. For details, see “Listening to Your Messages in Your 
E-mail or Browser” in Chapter 7.
Other Kinds of 
MailboxesThe NBX system allows you (for the greeting-only mailbox) or the 
administrator (for phantom or group mailboxes) to set up mailboxes for 
special situations, as described in this section.
Greeting-Only
MailboxWhen you designate that your mailbox is a greeting-only mailbox, callers 
hear your personal greeting but they cannot leave a voice mail message.
Examples:
■If you are a teacher in a school, you can create a personal greeting 
message every day that explains homework assignments. Students call 
in to the greeting-only mailbox to get the homework information but 
cannot leave a message for you on this mailbox.
■When you take an extended leave of absence, you can create a 
personal greeting with the scheduled date of return and whom to call 
during your absence. Callers can be transferred to other extensions 
but are unable to leave voice mail messages for you.
■If you are the administrator, you can create a greeting-only mailbox 
and use the personal greeting to post information for employees, such 
as a notice that the offices are closed because of bad weather.
To change your voice mailbox to a greeting-only mailbox, 
in NBX NetSet > NBX Messaging, select Greeting Only Mailbox.
When you create the personal greeting, remember to tell callers that they 
cannot leave messages in this voice mailbox. For instructions on changing 
the personal greeting, see “Changing Your Name Announcement and 
Personal Greeting” earlier in this chapter.
In addition to preventing a caller from leaving a message, a greeting-only 
mailbox does not allow anyone to:
■Forward or create and send a message to it
■Reply to a message that was sent from its extension
Avoid adding a greeting-only mailbox to a personal voice mail group list. 
						

							38CHAPTER 4: NBX VOICE MESSAGING
Phantom MailboxA phantom mailbox does not have an actual telephone associated with it. 
The administrator sets up a phantom mailbox.
Examples:
■If you are a sales representative who travels constantly for your 
organization and never comes into the office, you still need a way to 
receive telephone messages. Using your phantom mailbox, you can 
retrieve, forward, and save messages in the same way that any other 
employee can but without a physical telephone connected to your 
NBX system.
■If you are an employee who lives a long distance from your office and 
work from home, customers and others can leave messages in the 
your phantom mailbox and you can call in to the NBX system to 
retrieve them.
You retrieve messages from a phantom mailbox in the same way that you 
retrieve messages from a personal mailbox. See “Listening to NBX 
Messages” earlier in this chapter.
Group MailboxA group mailbox is a voice mailbox from which a group of users can 
retrieve messages. Your administrator creates group mailboxes and can 
explain how to retrieve messages that are left in the group mailbox.
Example:
■During nonbusiness hours, the system can send incoming telephone 
calls for your sales department to a group mailbox. Your administrator 
assigns to the appropriate sales people the ability to listen to, forward, 
or otherwise handle all messages that are directed to the group 
mailbox.
Your administrator can assign a Message Waiting Indicator for the group 
mailbox to an Access button on the NBX Business Telephone of each 
group member. The light next to the mapped button indicates when the 
group mailbox has messages in it. A group member can press the button 
to retrieve messages from the group mailbox. 
						

							5 
STANDARD FEATURES
This chapter describes standard features of the NBX Business and Basic 
Telephones. It covers these topics:
■Answering a Call
■Using the NBX Telephone Display Panel
■More Ways to Dial a Call
■Setting Your Call Coverage Point
■Putting a Call on Hold
■Transferring a Call
■Establishing a Conference Call
■Setting the Volume
Unless otherwise noted, the features described in this chapter are 
available on the SuperStack 3 NBX, NBX 100, and NBX 25 systems.
For help on accessing NBX features from an analog telephone, see the 
NBX Feature Codes Guide in the NBX NetSet utility. For how to set up 
your NBX NetSet password the first time, see Chapter 1
. 
If your system uses a messaging application other than NBX Messaging, 
such as 3Com NBX Unified Communications or a third-party messaging 
application, use the documentation for your messaging application 
instead of the instructions in this chapter.
CAUTION: The NBX telephone system operates over the LAN, not 
through a traditional telephone connection. Your telephone is connected 
to the NBX system through an RJ45 Ethernet connector instead of a 
typical RJ11 telephone connection. Your telephone will not work unless it 
is connected properly. Ask your administrator if you have questions about 
your telephone connection. 
						

							40CHAPTER 5: STANDARD FEATURES
Answering a CallTo answer an incoming call, pick up the handset or, if you are using an 
NBX Business Telephone, press the Speaker button.
The display panel on an NBX Telephone shows the name and extension of 
an internal caller. If your organization purchases Caller ID service from 
your telephone company and if the external caller allows Caller ID 
information to be broadcast, the display panel shows the external caller’s 
name and telephone number.
An unanswered call on any telephone on the NBX system is forwarded to 
the point that you specify in NBX NetSet > User Information > Call 
Forward. To specify the number of times that your telephone rings 
before the call is forwarded or to specify where you want the call to go, 
see “Setting Your Call Coverage Point”
 later in this chapter. 
Answering a
Second CallOn the NBX Business Telephone, when a new call arrives while you are on 
a call:
1Press Hold to put the current call on hold. 
2Press the Access button for the line on which the new call is arriving.
3To return to the earlier call, hang up the new call, or put it on hold or 
transfer it, and then press the Access button for the original call.
On the NBX Basic Telephone, use Ta b l e 1 0
 to manage the two lines. 
Table 10   Managing Multiple Calls on the NBX Basic Telephone
Line ALine BHow to Manage New Calls
Active callRingingTo answer the incoming call, press Call Toggle. (If 
you do not answer, the system sends the second call 
to your call coverage point.)
Active callOn holdTo toggle to the call that is on hold, press Call 
Toggle. To return to the first call, press Call Toggle.
On holdRingingIf you place one call on hold:
■And you DO NOT hang up the handse, and the 
other line rings, press Call Toggle to return to the 
call on hold. Then press Call Toggle to answer 
the incoming call.
■And you DO hang up the handset and the other 
line rings, pick up the handset to connect to the 
incoming call. Press Call Toggle to switch calls.