Northern Telecom Flash Reference Guide

							P0908431 01 Flash Reference Guide
4
Your Personal Mailbox
Introduction
Flash is a fully automated receptionist service that offers call routing 
and message taking services. This section describes how Flash works 
and covers:
• personalizing your mailbox
• initializing your mailbox
• recording your Primary and Alternate Greetings
• selecting a mailbox greeting
• Mailbox Options
• listening to messages
• recording a message
• Mailbox Administration
• changing a Company Directory name
• Greeting Options
• changing your mailbox password
• Off-premise Message Notification
• disabling Off-premise Message Notification
• changing the mailbox Directory Number (DN) 
						

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Personalizing your mailbox
Personalizing your mailbox involves:
• initializing your mailbox
• recording your Primary Greeting
• recording your Alternate Greeting
• choosing which greeting you want to play
Initializing your mailbox
Initializing a mailbox prepares the mailbox to receive messages. A 
mailbox cannot receive and store messages until it has been initialized.  
Initializing a mailbox involves:
• changing the Flash default password.
When your company’s System Coordinator registers a mailbox, it is 
given a Flash default password. For all new mailboxes, this pass-
word is 0000 (four zeros).
• recording your name in the Company Directory
This establishes your “voice” name in a directory that is used by 
other Flash users and outside callers who search through the 
Company Directory.
Note: If you do not want your name to appear in the Company 
Directory, see your System Coordinator.
To initialize your Personal Mailbox:
1. Press  Äá¡Ú
The display shows:
Note: If you are using a Norstar telephone that has not been 
assigned to your Personal Mailbox, you must press  OTHR
  to 
access the  Log: display prompt. From the  Log:  display prompt, 
enter your mailbox number and the default password. If you are 
using a single-line display telephone, press  ¥  at the  Pswd:  
prompt to display the  Log: prompt. 
						

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2. Enter  
3. Press  OK
   or  £
The display shows:
4. Enter  
Note: Your password must be between four and eight digits long. 
A password cannot start with zero.
5. Press  OK
  or  £  to end your password.
The display shows:
6. Press  YES  or  £  to accept your password.
The display shows:
7. At the tone, record your name.
Note: When you record your name, remember to speak clearly and 
at a pace that is easy to understand. It is a good idea to include 
your mailbox number in your Company Directory recording. For 
example, “
Susan Partridge, mailbox number 41.”
8. Press  OK
  or  £  to end your recording.
The display shows:
Note: To replay your recording, press  PLAY  or  Ú  To re-record 
your recording, press RETRY
  or  Û
9. Press  OK
  or  £  to accept your recording.
The display shows:
After your mailbox is initialized, you must record your Personal 
Mailbox Greetings. Refer to Recording your mailbox greetings 
and Recording your Personalized Greeting later in this section.
Your mailbox is now ready to receive messages. You can change both 
your password and your Company Directory name at any time. To 
change your password, refer to Changing your mailbox password 
later in this section. To change your Company Directory recording, refer 
to Changing a name in the Company Directory later in this section. 
						

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Your Personal Mailbox Greetings
Personal Greetings are played to callers who reach your mailbox. There 
are two types of Personal Greetings: Primary and Alternate.
The purpose of both Greetings is to inform callers they have reached 
the correct mailbox and to give callers any necessary information or 
instructions. You can change the Primary and Alternate Greetings at 
any time.
Note: If you do not record any Personal Greetings, your Company 
Directory name recording plays to callers who reach your mailbox.
When you record your Primary and Alternate Greetings, you should 
include your name, extension, and a brief explanation that you are 
unable to answer the call personally. You can include in your Alternate 
Mailbox Greeting how long you plan to be away from your desk or office, 
and whether or not you are away on a business trip, vacation, or sick 
leave. You should also assure callers their messages will receive your 
prompt attention.
When recording your Personal Greetings, remember to speak clearly, 
with a pleasant voice, at a pace that is easy to understand. Do not speak 
too softly or too loudly, or make your greeting too lengthy. After 
recording a greeting, you should replay the greeting before accepting it 
to ensure the recording sounds the way you intended.
You can record or change a greeting from any Norstar telephone or, if 
you are away from the office, from any tone dial telephone.
Note: When you record a greeting, do not use Norstar’s Handsfree 
feature. A better recording results if you speak directly into the handset.
Primary Mailbox Greetings
Your Primary Mailbox Greeting is recorded for everyday use. This 
greeting should include your name and a brief message explaining to 
callers that you are unable to answer their calls. Recording your 
greeting with a friendly voice, and the details of when you will be back 
at your desk to take calls, encourages callers to leave you a message. 
For example:
“Hi. This is Paul Wayne. I’m not able to take your call right now. Please 
leave me a message at the tone and I will return your call as soon as 
possible.”
If you are a new mailbox owner, you should record your Primary 
Greeting immediately.  
						

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Alternate Mailbox Greetings
In special circumstances, such as business trips, vacations, or sick 
leave, you will want to leave callers special information. For this reason, 
Flash provides you with an Alternate Greeting. This greeting is called 
the Alternate Mailbox Greeting. For example:
“Hi. This is Paul Wayne. I am out of the office until Thursday, the 17th 
of December. Although I am out of the office, I do check my mailbox 
daily. Please leave me a message at the tone and I will return your call 
as soon as possible. Thank you.”
Because the Alternate Greeting is normally used for special circum-
stances, you do not have to record one until the need arises. You can 
select which greeting you want Flash to play. You can change the selec-
tion at any time, and as often as needed.
Note: After you have recorded your greetings, you must choose the 
greeting to be played. If you do not choose a greeting, the Primary 
Greeting plays automatically. Whenever you choose the Alternate 
Greeting, remember to change back to the Primary Greeting when your 
circumstances return to normal.
Personalized Mailbox Greeting
A Personalized Greeting plays to callers based on the caller’s telephone 
number. Flash recognizes the incoming telephone number that you 
assign and plays the Personalized Greeting. For example:
“Hi Honey. I may have missed your call, but I don’t want to miss meeting 
you for lunch. See you at noon.”
Note: Personalized Greetings are only available if your company 
subscribes to the calling line identification service from your local tele-
phone company. For more information about calling line identification, 
ask your System Coordinator. When your telephone is on call forward, 
the Personalized Greeting does not play, the Primary Greeting plays. 
						

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Recording your mailbox greetings
To record your Primary Greeting:
1. Press  Äá¡Ú
The display shows:
Note: Your unique password was determined when you first 
opened your mailbox and performed the initialization steps. If you 
are recording a greeting from a Norstar telephone extension that 
has not been assigned to your Personal Mailbox, press  OTHR
   The 
display shows the  Log:  prompt. When this prompt appears, enter 
your mailbox number and password. If you are using a single-line 
display telephone, press ¥ at the  Pswd: prompt to display the  
Log: prompt.
2. Enter  
3. Press  OK
  or  £
The display shows:
4. Press  ADMIN  or  ¡
The display shows:
5. Press  GREET  or  Û
The display shows:
6. Press  RECORD  or  Ú
The display shows:
7. Press  PRIME  or  Ú
Note:  Press  ALT
  to record your Alternate Greeting. If you are 
changing your greeting, your current recorded Primary Greeting 
begins to play.
The display shows: 
						

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8. Press  YES  or  Ú
The display shows:
9. At the tone, record your greeting.
10. Press  OK
  or  £  to end your recording.
The display shows:
11. Press  OK  or  £  to accept your recording.
Note: You now have the options to  RETRY
  (re-record) the greeting, 
or  PLAY
  the greeting back. When you are satisfied with the 
greeting, press  OK
   or  £  to return to the Mailbox Administration 
prompt.
Your greeting is now recorded.
After you have recorded your Primary and Alternate Greetings, you 
must choose the greeting to be played. If you do not choose a greeting, 
the Primary Greeting automatically plays. Refer to Selecting a 
Personal Greeting later in this section.
Recording your Personalized Greetings
Personalized Greetings are only available if your company subscribes 
to the calling line identification service of your local telephone company. 
For more information about calling line identification, ask your System 
Coordinator.
To record your Personalized Greetings:
1. Press  Äá¡Ú
The display shows:
2. Enter  
3. Press  OK
  or  £
The display shows:
4. Press  ADMIN  or  ¡
The display shows: 
						

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Flash Reference Guide P0908431 01
5. Press  GREET  or  Û
The display shows:
6. Press  RECORD  or  Ú
The display shows:
7. Press  PERS   or  Ü
The display shows:
8. Enter  
The display shows:
Note: You can assign a number from 1 to 3.
9. Press  CHNG
   or  Ú
10. Enter the telephone number that you want to assign the Personal-
ized Greeting to.
11. Press  OK
  to accept the telephone number.
The display shows:
Note: You must assign a different telephone number to each 
Personalized Greeting Number.
12. At the tone, record your greeting.
13. Press  OK
  or  £  to accept your recording.
Note: Press  RETRY
  to re-record the greeting or  PLAY  to play the 
greeting back.
Repeat steps 5 to 13 if you want to record another Personalized 
Greeting.
To end the Flash session, press  ¨ 
						

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Selecting a Personal Greeting
For a Primary or Alternate Greeting to play, you must select a greeting.  
If you do not select a greeting, the Primary Greeting plays automatically.  
If you select the Alternate Greeting, remember to change back to the 
Primary Greeting at the appropriate time.
To select a Primary or Alternate Greeting:
1. Press Äá¡Ú
The display shows:
2. Enter  
3. Press  OK
  or  £
4. Press  ADMIN
  or  ¡
The display shows:
5. Press  GREET  or  Û
The display shows:
6. Press  CHOOSE    or  Û
The display shows:
 
7. Select the greeting you want to play.
Press  PRIME
  or  Ú  to select the Primary Greeting.
Press   ALT
  or  Û  to select the Alternate Greeting.
The display changes to show:  Alt greeting  and then 
Mailbox admin
Note: If you have selected a greeting that is not yet recorded, you 
are transferred back to the Greeting Options to record the greeting.
Your Personal Mailbox Greeting is now selected and plays each time a 
caller chooses to leave a message in your mailbox.  If you choose the 
Alternate Greeting, remember to change back to the Primary Greeting 
at the appropriate time. 
						

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Mailbox Options
The Flash Open Mailbox Feature allows you to open your mailbox and 
access any messages left. To open your mailbox:
1. Press  Ä
 á ¡ Ú  and enter your password.
If you are calling from an outside telephone, press  ¥
 ¥  to open your 
mailbox. At the prompt, enter your mailbox number and password. If 
you are calling from a Flash extension other than your own, when the 
display shows the  Pswd:  prompt, press  OTHR
   The display shows:  Log:  
Enter your mailbox number and password. To display the  Log:  prompt 
from a single-line display telephone, press  ¥  at the  Pswd:  prompt.
Once in your mailbox, you can choose from six options. These options 
are referred to as the main mailbox menu.
ÛListening to your messages  Selecting the Play option tells 
Flash to begin playing the messages in your mailbox. When 
someone sends you a message, your telephone display 
shows:  Message for you   After opening your mailbox, Flash 
automatically plays Broadcast Messages. The Norstar display 
informs you of the number of messages in your mailbox. 
Urgent Messages are played next. Then, New Messages are 
played in the order received from first message (oldest) to last 
(most recent). Saved Messages are played last.
ßListening to your Saved Messages  Use this option to listen 
to the Saved Messages in your mailbox.
ÜRecording a message  Use this option to record a message 
and send it to one or more Flash Mailboxes.
¡Mailbox Administration  With Mailbox Administration options 
you can record your name in the Company Directory, record 
and select Primary, Alternate and personalized Personal 
Greetings, change your password and establish Off-premise 
Message Notification. 
âOperator  This option transfers you from your mailbox to an 
internal Operator, if one is available. This option does not 
appear on your display.
£To use the Automated Attendant  This option transfers you 
to the Automated Attendant. This option does not appear on 
your display.