Comdial Execumail 6.5 Instructions Manual

							USER’S GUIDE 
c 
ExecuMail 
Version 6.5 
._ ---.- ..---- . .._ 
COMDlnL 
Made a in the USA 
. . . ,-  
						

							Welcome to ExecuMail! If You Prefer Menus 
Check & Leave Messaqes. . . . . . . . . .2-4 
Special Delivery Options . . . . . . . . . . . . . . . 5 
Review & Archive Messages . . . . .6-8 
ExecuMail is a simple yet powerful system that 
can greet your callers and record your messages. 
You’ll find it quick and easy to use. 
With ExecuMail, you can control how your 
mailbox takes messages and olavs them back. If you prefer, your system manager can set you 
up for menu operation. You will then hear a 
series of quick option menus in place of the 
system’s yes-and-no questions. 
Try it Now 
Calling Others . . . . . . . . . . . . . . . . . . . . . . . . . .9- 10 
Group Messages . . . . . . . . . . . . . . . . . . . . . . . . . 7 I . , You can control how calls are transferred to you. 
And you can change these features whenever 
you like, from any touchtone telephone. 
It’s Easy as 7, 2! 
Setup Options 12-13  . . . . . . . . . . . . . . . . . . . . . . . . 
Greetings 14 
. . . . . . , . . _ . . . . . . . . . . . . . . . . . . . . . . . . . . 
Group Editing . . _. . . . . . . . . . . . . . . . . . . . . . 15- 17 
Call Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . 18-20 
You don’t have to remember complex codes to 
use ExecuMail’s many features, Just press 1 for 
“Yes,” 2 for “No.” ExecuMail’s conversation 
leads you step-by-step through all your options 
with easy, yes-and-no questions. 
Message Delivery ....................... .2 1 j -. 
Personal Options.. ................. .22-23 
Quick Option Menus .............. .25-26 
Key Use Chart.. .......................... .27 
Read through this guide to learn the basics of 
ExecuMail’s features. Or just try it and learn as 
you go. It’s that easy. 
Copyright 0 1994 Corndial. All Rights Resewed  
						

							The first thing to do is call the system and 
personalize your voice mailbox. This will make 
your mailbox ready to use and enroll you on the 
system as a subscriber. The system will ask you a 
few simple, yes-and-no questions to allow you to 
record your name, spell your name (if required), 
record your personal greeting, and set your 
security code. 
Your system manager has assigned a Personal ID 
number to you. As soon as you hear the system 
greeting, enter your Personal ID. This tells the 
system who you are and allows you to check 
messages or leave messages. 
You should also set a security code that is 
known only to you. This keeps someone else from 
using your Personal ID to hear your messages. 
You may change your security code as often as 
you like. 
Your Personal Greeting 
Callers hear your personal greeting before they 
leave you a message. For example: 
“Hello, this is Pat Green. I can’t take your call at 
this time. Please leave a message.” 
You can record and change your greeting from 
any touchtone phone. 
If you don’t record your own greeting, the 
system will greet callers with your name or 
extension number. Write out your greeting here, so you can record 
it when you personalize your mailbox: 
To get started 
Call the system, using the number on 
the back cover. 
When you hear the system’s greeting 
message, dial your Personal ID. 
(It’s also on the back cover.) 
Follow the system’s easy yes-and-no 
questions. Press 
q for yes and q for no. 
If you are unsure of any option, just 
press 
q for no. You can always change 
any option later. 
When the system tells you your mailbox 
is set up, press 
q to confirm your 
settings.  
						

							Whenever you call to check messages, the 
system starts a conversation with you that has 
four basic actions: 
l Check new messages 
l Leave messages 
l Review old messages 
l Change setup options 
For each action, you’ll hear a yes-and-no 
question, for example: “Would you like to leave 
any messages?” If you press 
q for yes, the 
system will lead you step-by-step through the 
action you want. 
Your conversation with the system always has 
these four basic actions, in this same order, so 
you know what to expect. 
Review Old Messages 
Change Setup Options  
						

							When you leave a message, you can mark it for 
special delivery. There are four special delivery 
options available: 
Urgent-Heard first, 
before regular messages 
Private-Cannot be 
redirected to another 
person. 
Future Delivery-The 
message is sent at the time 
and day you specify. 
Return receipt-The 
system always tells you 
when the person has heard 
the message. 
You can mark a message for more than one 
special delivery option. You can also change or 
add to the special delivery settings of a message 
you’ve already sent. 
You may not have access to all four special 
delivery options. The system will tell you which 
options are available, whenever you leave a 
message with special delivery. To mark a new message for special 
delivery 
1. 
2. 
3. 
4. 
5. Record the message. When you are 
finished, the system will ask if you want 
To change a message’s special 
delivery options 
_ 
You can change special delivery only on 
messages that have not yet been received 
to mark the message for special delivery. 
Press fl to request special delivery. 
Select the special delivery options you 
want. 1. Start to send a new message to the 
person. If the person has not yet received 
all your messages, the system lets you 
review them. 
For future delivery, choose the day and 
time to send the message. 
The system will confirm what options 
have been selected. Press 
q to send the 
message or H to change special delivery 
options. Press 
q to review any messages that are 
waiting. 
Listen to the message, or press 
q to 
interrupt it. 
5. 
6. The system asks if you want to cancel 
the message. Press 
q for no. 
Press 
q to change the message’s special 
delivery options. You can add or change 
multiple options. 
Repeat steps 3 through 5 for each 
message you want to change.  
						

							6 
Once you’ve heard a new message, the system 
will save it for a short time as an old message 
(for example, until midnight). You can review 
these old messages and hear them again. 
The system will tell you how many old 
messages you have available to review. The 
system sorts old messages in a message stack, 
like it does for new messages. It plays all the old 
messages from one person first. Then it plays 
the old messages from the next person. Redirecting or Archiving Messages 
After you listen to an old message, the system 
will ask if you want to redirect it or archive it. 
l 
Redirecting a message sends a copy of it 
to another subscriber. 
l 
Archiving a message keeps it for a longer 
time than usual. 
To review old messages 
1. Call the system. Enter your Personal ID 
and security code. 
2. Press 
q for no, until you are asked to 
review old messages. Press 
q for yes. 
3. The system will say the name of each 
person with messages for you to review. 
Press 
q until you hear the name of the 
person you want, then press 
q . 
4. Listen to the old messages from that 
person. Press 
q to skip over any 
message, without changing its status. 
5. You may press 
q to interrupt a message, 
if you wish to redirect or archive it 
immediately. 
After you listen to an old message, it 
is 
deleted immediately. If you 
wish to save it 
longer, you must archive it.  
						

							You can redirect a message to another subscriber. 
The subscriber will receive a copy of the message 
you received. 
While you listen to the message, press 
q . The 
system will ask if you want to redirect the message. 
Press 
q for yes. Enter the person’s last name or 
extension number. When you hear the name of 
the person you want to copy the message to, 
press 
q for yes. 
You may record a new introduction to the 
message, if you want, to explain why 
you redirected it. 
Private Messages 
The sender of the original message may mark it 
private. 
Private messages cannot be redirected. 
To redirect a message 
This works for both old and new messages. 
The system will tell you if a message is marked 
private. 
1. 
2. 
You cannot redirect 
a private message. 3. 
4. 
Redirecting a message copies it to 
another subscriber’s mailbox. 
5. 
6. 
7. While listening to the message, press 0. 
Press 
q to confirm that you want to 
redirect the message. 
With keypad letters, spell the person’s 
name. Otherwise, press the person’s 
extension number. 
Press 
q until you hear the name of the 
person you want, then press 
q for yes. 
Press 
q if you want to record an 
introduction to the message. Otherwise, 
press H. 
Press 
q if you want to set any special 
delivery options. Otherwise, press 
q . 
Press fl to redirect the message to 
anyone else. Otherwise, press 
q .  
						

							The system saves messages you’ve already heard 
for only a short time (for example, until 
midnight). If you want to keep a message for a 
longer period of time, 
you can archive it. The 
system manager can tell you how long your 
system saves archived messages. 
You archive a message in much the same way 
you redirect a message. While you listen to the 
message, press H. The system will ask if you 
want to redirect the message. Press 
q for no. 
The system then asks if you want to archive the 
message. Press 
q for yes. 
The system deletes 
old messages after 
a short time. 
You can hear your archived messages when you 
review old messages. The only difference 
between archived messages and old messages is 
that archived messages are saved for a longer 
period of time. 
Listen to a Message, 
Then Archive It Again 
Listening to an archived message removes its 
archive status. After you listen to it, it will be 
deleted to make room for new messages. If you 
listen to an archived message and want to keep 
it for a longer period, 
be sure to archive it again. 
To archive a message 
This works for both old and new messages. 
I, While listening to the message, press 
El. 
2. Press 
q to avoid redirecting the 
message. 
3. Press 
q to archive the message. 
After you listen to an old message or 
archived message, 
it is deleted immediately. 
If you wish to save it longer, you must 
archive it each time you listen to it. 
Archive a message 
to keep it longer.  
						

							Leaving a Personal Message 
If you call another subscriber and he or she is 
not available, your call may be transferred to the 
person’s voice mailbox. If you then enter your 
Personal ID, you can leave the subscriber a 
personal message. Leaving a personal message 
lets you use the voice mail features which are 
not available to outside callers. 
To leave a personal message, listen for the start 
of the subscriber’s mailbox greeting. Immediately 
enter your Personal ID and security code. The 
system will ask if you want to leave a personal 
message. Press 
q for yes. If this person left you 
any new messages, you’ll get a chance to hear 
them first, then you can record your personal 
message. 
Leaving a Message without your ID 
Of course, you can leave a message even 
without entering your Personal ID. However, 
the person then receives your message as if it 
were from an outside caller, and will have to dial 
your extension to reply to you. 
When you hear another 
subscriber’s mailbox 
greeting, enter your Personal ID. 
To leave a personal message 
1. Call another subscriber. 
2. If you hear the person’s voice mail 
greeting, 
immediately enter your Personal ID 
and security code. 
3. Press 
q to leave a personal message. 
4. If the subscriber left you any new 
messages, you’ll get a chance to hear 
them first. You can then record your 
personal message. 
Keypad Shortcut 
During the subscriber’s greeting, enter: 
Personal ID + security code + 
q q  
						

							It’s easy to find out the extension number of any 
subscriber on the system by dialing the system’s 
directory assistance. 
There are two forms of directory assistance. 
Your system may use one or both forms of 
directory assistance. Callers with letters on their 
telephone can.use the automatic directory, 
which identifies subscribers by their last name. 
All callers can use the numeric directory, which 
can group subscribers by department, location, 
or some other category. 
Your system manager can tell you the extension 
number to dial to reach your system’s directory 
assistance. Write it here, so you’ll have it when 
you need it. Removing Yourself from 
Directory Assistance 
You can remove yourself from the automatic 
directory, so that you have an “unlisted” exten- 
sion. If you want, you can later add yourself 
back to the automatic directory, from any 
touchtone telephone. 
To change your listing in the numeric directory, 
contact your system manager. 
To add or remove yourself from the 
automatic directory 
1. Press q for no until you hear “Access 
Setup Options?” Press /ij for yes. 
2. Press 
q for no until you hear “Change 
your personal options?” Press 
q for yes. 
3. Press 
q for no until you hear “Change 
your directory listing status?“. 
4. Press 
q to be listed in the automatic 
directory or press 
q to be removed 
from the automatic directory.