VANGARD Mail with DS-Series - bcs-ip.com · VANGARD Mail with DS-Series Quick ... Voice Mail Required Hardware and Software ... Voice Mail Automated Attendant (Night

VANGARD Mailwith DS-SeriesQuick Setup Guide

Read Chapter 1: Introduction, to:l Learn about the VANGARD Mail system (page 1).

Read Chapter 2: Installing the Voice Mail, to:l Install the Voice Mail hardware (page 8).l Connect the Voice Mail to a laptop (page 19).l Connect the Voice Mail to a phone system (page 22).

Read Chapter 3: Phone System Programming, to:l Learn how to program your telephone system for Voice Mail (page 27).

Read Chapter 4: Programming the Voice Mail, to:l Follow basic programming steps to get Voice Mail up and running (page 31).

Read Chapter 5: End-User Operation, to:l Operate the Voice Mail (page 61).

Read Chapter 6: Options, to:l Set up the Voice Mail to use HOSTKEY (page 66) and Link Mode (page 68).

Read Appendix A: Application Notes, to:l Learn about several unique applications that show the Voice Mail's power and

flexibility (page 69).

This manual has been developed by NEC America, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated. Forward your remarks to:

NEC America, Inc., Corporate Networks Group 4 Forest Parkway Shelton, CT 06484

Attention: Manager, Technical Publicationshttp://www.cng.nec.com

Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation with respect to, any of the Equipment covered. This manual is subject to change without notice and NEC America, Inc. has no obligation to provide any updates or corrections to this manual. Further, NEC America, Inc. also reserves the right, without prior notice, to make changes in equipment design or components as it deems appropriate. No representation is made that this manual is complete or accurate in all respects and NEC America, Inc. shall not be liable for any errors or omissions. In no event shall NEC America, Inc. be liable for any incidental or consequential damages in connection with the use of this manual. This document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be photocopied or reproduced without prior written consent of NEC America, Inc.

© 2001 by NEC America, Inc. All Rights ReservedPrinted in U.S.A.

Chapter 1:Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1VANGARD Mail Voice Mail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Types of Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Analog VANGARD Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Analog Expansion Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Digital VANGARD Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Digital Expansion Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Built-in Modem and Communications Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Chapter 2:Installing the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Unpacking the Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Installation Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6General Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Analog and Digital Expansion Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Analog Expansion Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Digital Expansion Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Phone System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Site Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Optional Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Increasing the Number of Voice Mail Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Installing the Voice Mail Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Installing Analog Port Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Installing Digital Port Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Placing the Voice Mail in the Proper Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17Wall-Mounting the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Grounding VANGARD Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Connecting a Laptop to the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Setting the Communication Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Installing Ferrite Bead(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Connecting the Voice Mail to a Phone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Connecting Analog VANGARD Mail Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Connecting Digital VANGARD Mail Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Table of Contents VANGARD Mail/DS-Series Quick Setup Guide ◆ TOC-i

Chapter 3:Phone System Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Phone System Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27For DS-Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Voice Mail Required Hardware and Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Phone System Hardware and Software Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Required Phone System Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Optional Phone System Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Voice Mail Automated Attendant (Day - Answer Immediate) . . . . . . . . . . . . . . . . 29Voice Mail Automated Attendant (Day - Overflow After Ring) . . . . . . . . . . . . . . . 29Voice Mail Automated Attendant (Night - Answer Immediate) . . . . . . . . . . . . . . . .29Voice Mail Automated Attendant (Night - Overflow After Ring). . . . . . . . . . . . . . 29Conversation Record Capability (Keyset) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Conversation Record Capability (DSS Console) . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Message Center Capability (Keyset) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30Message Center Capability (DSS Console) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Chapter 4:Programming the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Initializing the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Installing the Phone System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Installing and Removing Ports from Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Required Programming for the Voice Mail Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . 34Installing Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34Removing Ports from Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Mailbox Configuration with the DS-2000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Default Setup for the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35Shutting Down the Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

From the Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Using the Reset Switch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Testing the Voice Mail Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Basic Voice Mail Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Setting the Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Setting the Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Assigning Extensions to the VANGARD Mail Ports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

TOC-ii ◆ VANGARD Mail/DS-Series Quick Setup Guide Table of Contents

Checking the Default Automated Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40About Call Routing Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40About Answering Schedule Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Assigning Answering Schedule Tables to Ports or Trunks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Completing the AST Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Creating and/or Customizing the Call Routing Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Programming the ASTs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Modifying Welcome Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Modifying the Dial Action Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Default for DS-Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Modifying Instruction Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Recording Names for the Subscriber Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Table of Contents VANGARD Mail/DS-Series Quick Setup Guide ◆ TOC-iii

Customizing the Features for the Internal Modem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56Modifications to Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Selecting the Active Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57Selecting Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Selecting Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Other Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Chapter 5:End-User Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Using the Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62Calling Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Leaving a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Forwarding Calls to your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Transferring Calls to a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Recording your call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Personal Answering Machine Emulation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Checking Your Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Using the Message Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Chapter 6:Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Using HOSTKEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66HOSTKEY Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Connecting the Laptop to the Voice Mail COM Port 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Running or Installing HOSTKEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Rebooting VANGARD Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Exiting from HOSTKEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67Returning the Voice Mail COM2 to the default setting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Using Link Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Setting the Communication Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

TOC-iv ◆ VANGARD Mail/DS-Series Quick Setup Guide Table of Contents

Appendix A :Application Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Application Note ANV00004 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70One Company, with Auto Attendant only answering calls at night . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Application Note ANV00005 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72One company, with Auto Attendant answering calls day & night . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Application Note ANV00006 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75One company, with Auto Attendant answering calls day & night . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Table of Contents VANGARD Mail/DS-Series Quick Setup Guide ◆ TOC-v

TOC-vi ◆ VANGARD Mail/DS-Series Quick Setup Guide Table of Contents

Chapter 1:

Introduction

Introduction

About the Voice Mail System

About the Voice Mail System

VANGARD Mail Voice Mail SystemWelcome to the VANGARD Mail Voice Mail system! The cabinet of your Voice Mail will look like one of those shown in Figure 1.

Figure 1: VANGARD Mail Cabinets

Cabinet P/N 17770

VAN-V1

Cabinet P/N 17770A

Chapter 1: Introduction VANGARD Mail/DS-Series Quick Setup Guide ◆ 1

The popular VANGARD Mail is the perfect mid-range voice mail for the growing business, The convenient wall-mountable cabinet is easy to access and quick to install. VANGARD Mail is remotely programmable via its internal modem, or can be programmed on-site from a customer provided PC, or through a telephone. The PC connects to a dedicated programming port on the back of the cabinet.

VANGARD Mail provides:200 mailboxes130 hours of message storage (cannot be expanded) 1 tenant 16 Answer Schedule Tables100 Dial Action Tables

Types of Voice MailVANGARD Mail is available as an analog Voice Mail or as a digital Voice Mail in the following configurations.

Analog VANGARD Mail

Analog Expansion CardsThe following expansion port cards are used to increase the number of ports in a base Voice Mail System. For complete information on an analog expansion cards, see “Analog Expansion Cards” on page 6.

The VANGARD Mail cabinet contains two slots for port cards, and will therefore accommodatetwo 2-Port Cards, or two 4-port cards, or one of each, including the card(s) in the basesystem. Therefore, if a 6-port system is to be upgraded, the existing 2-port card mustbe removed and replaced with a 4-port card. For instructions on installing port cards, see “Increas-ing the Number of Voice Mail Ports” on page 8.

Base System available as: Part Number: Expandable to:

VANGARD 2-Port Voice Mail System 17770A-2P 4, 6, or 8 ports

VANGARD 4-Port Voice Mail System 17770A-4P 6 or 8 ports

VANGARD 6-Port Voice Mail System 17770A-6P 8 ports

VANGARD 8-Port Voice Mail System 17770A-8P cannot be expanded

VANGARD 2-Port Expansion Card P/N 17772A

VANGARD 4-Port Expansion Card P/N 17774A

2 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 1: Introduction

Digital VANGARD Mail

Digital Expansion Cards

A digital VANGARD Mail system requires 17770A cabinet (see Figure 1), which has two slots for port cards.The cabinet will accommodate two digital 4-port cards. (There are no digital 2-port cards.) For information about digital expansion cards, see “Digital Expansion Cards” on page 7. For instructions on installing port cards, see “Increasing the Number of Voice Mail Ports” on page 8.

Note: You cannot install an analog and digital port card in the same system.

Built-in Modem and Communications PortsThe VANGARD Mail system has a 2400 baud modem. To access the modem, you can call into any Voice Mail port, dial # and the modem mailbox number. (With software version 9.08 and higher, the modem mailbox number is 862 at default).

VANGARD Mail also has two communications ports: COM1 and CONSOLE/COM2. You can use COM1 and a terminal emulation software, such as ProCom Plus or Hyper Terminal, installed on a PC to program the Voice Mail system. CONSOLE/COM2 is reserved for using HOSTKEY for spe-cial diagnostics or as another way to program the Voice Mail. (See “Using HOSTKEY” on page 66).

Base System available as: Part Number: Expandable to:

VANGARD 4-Port Voice Mail System 17770-4PDIG 8 ports

VANGARD 8-Port Voice Mail System 17770-8PDIG cannot be expanded

VANGARD 4-Port Expansion Card P/N 17774ADIG

Chapter 1: Introduction VANGARD Mail/DS-Series Quick Setup Guide ◆ 3

Specifications

Cabinet Dimensions Length: 12 inchesWidth: 8.75 inches

Height: 2 inchesWeight: 5 lb.

Electrical Requirements Dedicated and grounded outlet(105 - 120 VAC, 60 Hz)

VA Rating: 53 A UPS of 150 VA or larger is recom-

mended

Registrations FCC part 68; REG# TBDDOC complies with DOC CS03

Maximum Number of Ports

8

Maximum Number of Tenants

1

Reliability Designed to meet 50,000 hours MTBF

Safety Approvals UL, cUL

EMI Emissions FCC part 15, class A

Approved for Direct Connection to CO Lines

No

4 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 1: Introduction

Overview

Chapter 2:

Installing the

Voice Mail

Overview

OverviewThis chapter tells you how to install your VANGARD Voice Mail. Specifically, you find instruc-tions for:

1. Installation Requirements (beginning on page 6)

2. Installing the Voice Mail Hardware (beginning on page 8)

● Increasing the Number of Voice Mail Ports (beginning on page 8)* Installing Analog Port Cards (beginning on page 8)* Installing Digital Port Cards (beginning on page 12)

● Placing the Voice Mail in the proper location (beginning on page 17)* Wall-Mounting the Voice Mail (beginning on page 17)* Grounding VANGARD Mail (beginning on page 18)

3. Connecting a Laptop to the Voice Mail (beginning on page 19)

● Setting the Communications Parameters (beginning on page 21)

4. Connecting the Voice Mail to a Phone System (beginning on page 22)

● Installing a Ferrite Beads (beginning on page 22)

● Connecting Analog VANGARD Mail Ports (beginning on page 23)

● Connecting Digital VANGARD Mail Ports (beginning on page 25)

Chapter 2: Installing the Voice Mail VANGARD Mail/DS-Series Quick Setup Guide ◆ 5

Installation RequirementsUnpacking the Equipment

Unpacking the EquipmentInstallation Requirements

Unpacking the EquipmentUnpack the Voice Mail equipment and make sure you have the following items:

● VANGARD Mail cabinet (P/N 17770 or 17770A)

● External power supply

● Wall-mounting template

● Ferrite bead (s) (one for a 2-port card, two for 4-port card)

● Diskette containing HOSTKEY software program (P/N 17776)

● VANGARD Null Modem Adapter for Serial Communication (P/N 17777)

General RequirementsYou will also need the following items:

● Standard Telecom tools, including a Phillips-head screwdriver

● ESD wrist strap (to be worn at all times)

● Laptop or other IBM-compatible computer containing a standard communications software program, such as Procomm Plus

● Surge Protector (see suggestion in Optional Equipment, page 7)

● Standard sheet rock (dry-wall) screws, a center-hole punch (or other pointed tool), tape, and hammer

● RJ-45 null modem cable

● The manuals for your telephone system

Analog and Digital Expansion CardsExpansion Cards are available as either analog or digital. You cannot mix analog and digital cards in the same system.

Analog Expansion Cards

Analog expansion cards are available as either 2-port (P/N 17772A) or 4-port (P/N 17774A).The table below shows the number and type of analog expansion (voice) card youwill need to increase the number of available Voice Mail ports.

Availability: All VANGARD Mail versions.

From To Voice Card(s) Needed

2 4 a 2-port card or a 4-port card

2 6 a 4-port card

2 8 two 4-port cards (the 2-port card is removed)

4 6 a 2-port card

4 8 a 4-port card

6 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 2: Installing the Voice Mail

Installation RequirementsUnpacking the Equipment

Digital Expansion Cards

Each digital expansion card (P/N 17774ADIG) provides up to four ports (There are no digital 2-port cards). A digital port card contains two connectors. Each card on the connector provides two Voice Mail ports. A VANGARD Mail system supports up to eight ports. The digital VANGARD Mail is available in either a 4-port or 8-port configurations. If you have a 4-port digital VANGARD Mail system, you can expand it with 4 additional ports.

Note: The VANGARD Mail Cabinet (P/N 17770A) supports either the digital port card or analog port cards (P/N 17772A and 17774A). However, you cannot install a digital and an analog port card in the same system.

Phone System RequirementsListed below is the required interface equipment for the DS-Series phone systems. The Digital VANGARD may be integrated with a DS1000 or DS-2000.

● Interface equipment for the DS2000 phone system:- Each pair of analog VM ports must be connected to an analog extension circuit.- Each pair of digital VM ports must be connected to a digital extension circuit.- For every 2 VM ports, you need:

one 625 modular jack assembly, a 2-pair modular line cordcross-connect wire.

Site Requirements

● Dust-free site, far away from large motors● Adequate ventilation for the cabinet● Adequate space above and below if you plan to wall-mount the cabinet (for instructions, see

Place the Voice Mail in the Proper Location)● Temperature of 50 — 104°F (10 — 40°C)● Non-condensing humidity of 28 — 85%

Do not place anything on top of this unit or obscure the vents.

Optional EquipmentBesides the required tools and materials listed above, you might also want to have these items, which fall into the nice-to-have-but-not-essential category:● Parallel printer (IBM PC-XT or AT compatible) and cable to print reports● UPS as your surge protector to maintain power during an outage.

Availability: VANGARD Mail with software version 10.06 or higher. Also requires VANGARD Mail Cabinet P/N 17770A.

IMPORTANT

Take care of this Voice Mail System by observing all site requirements listed below. Failure to do so may harm the reliability and continued operation of the equipment.


Installing the Voice Mail HardwareIncreasing the Number of Voice Mail Ports

Increasing the Number of Voice Mail PortsInstalling th e Voice Mail Hardware

Increasing the Number of Voice Mail PortsWhen shipped, your analog VANGARD Mail has either two or four Voice Mail ports installed. A digital VANGARD Mail has four ports installed. You can install an additional port card to increase the number of available ports in your system. If you are installing analog port cards (P/N 17772A or 1774A), see “Installing Analog Port Cards” on page 8. If you are installing digital port cards (P/N 17774ADIG), see “Installing Digital Port Cards” on page 12.

Installing Analog Port CardsAnalog Port cards are available as either 2-port (P/N 17772A) or 4-port (P/N 17774A). Each con-nector on a port card provides 2 Voice Mail ports. Your VANGARD Mail System supports up to 8 ports. See Figure 2 for a layout of the cabinet.

Figure 2: Back View of the VANGARD Mail Cabinet

When you are installing a card in the cabinet to expand your Voice Mail System, you need to keep in mind the following:

● A 2-port card in the first position has a single connector, supports ports 1and 2, and skips ports 3 and 4.

● A 4-port card in the first position has two connectors and supports ports 1 through 4.

● A 2-port card in the second position has a single connector, supports 5 and 6, and skips ports 7 and 8.

● A 4-port card in the second position supports ports 5 through 8.

WARNING

Do not turn off the Voice Mail without first shutting it down. If you do not shut down first, you may corrupt the Voice Mail database when you turn it off.

Use standard static precautions when handling cards. Follow these steps exactly as stated. Failure to do so may result in damage the motherboard or port card.

VAN-No Dongle

Ports1 & 2

Ports3 & 4

Ports5 & 6

Ports7 & 8

COM1

Note: Your cabinet may not havethe Ground Stud shown inthis Figure.



To install analog port card(s) to increase the number of Voice Mail ports:

1. If this is a new system, skip this step and go to step 2. If you have an existing VANGARD Mail System, you must shut down the Voice Mail before you install any cards:■ From the Main Menu, select SD.■ Press Y at the prompt asking if you are sure you want to shut down the system.■ If you have a software version lower than 9.08, wait 20 seconds before disconnecting

power. Otherwise, you may corrupt the Voice Mail database.■ Disconnect the external power supply to turn off system power.

2. Use a screwdriver to loosen the six screws that secure the cover to the cabinet, as shown below.

Figure 3: Removing the Cabinet Cover

3. Remove the cabinet cover.



4. Remove the screw from the bracket (if present), and remove the bracket from the standoff (see the illustration below).

Figure 4: Removing the Bracket from the Standoff

5. In the table below, follow only the instructions that apply to both your current number of ports (From column) and the desired number of ports after the increase (To column).

For example, to increase the number of available ports from 4 to 8, you would insert another 4-port card.

From To Instructions

2 4 Insert a 2-port card. orRemove the existing 2-port card, and replace with a 4-port card.

2 6 Insert a 4-port card.

2 8 Remove the 2-port card, and insert two 4-port cards.

4 6 Insert a 2-port card.

4 8 Insert another 4-port card.



6. With the card held at an angle as shown in Figure 5, make sure that the RJ connectors are inserted in the openings marked for Ports on the cabinet. Figure 5 shows installing a 4-Port card into slot 2 so the RJ connectors should be inserted in the openings marked Ports 5/6 and Ports 7/8.

Figure 5: Inserting the RJ Connectors into Ports 5/6 and Ports 7/8

7. Lower the card into position, making sure that the hole in the in the card lines up with the hole in the standoff as shown in the illustration on the next page.

If the hole does not line up, repeat step 6 above, making sure that the RJ connectors are inserted properly through the openings.

WARNING

Follow these steps exactly as stated. Failure to do so may result in damage to J11 on cabinet 17770 (or J7 on cabinet 17770A) on the motherboard.

WARNING

It is very important to insert the card so that the holes line up properly. Failure to do so may permanently damage the card by flexing it when you apply pressure to the top of the card.



8. Push down on the port card’s hole to seat the card firmly in the cabinet, as shown in the fol-lowing illustration.

Figure 6: Seating the Card Firmly in the Cabinet

9. Secure the card with two screws. Do not over-tighten these screws.

10. Repeat steps 4 through 9 for each card that you are installing.

11. Replace the cabinet cover.

12. Tighten the screws loosened in step 2 to secure the cover.

13. If this is a new system, go to “Placing the Voice Mail in the Proper Location” on page 17. If this is not a new installation, go to “Installing a Ferrite Bead on Each Line Cord” on page 22.

Installing Digital Port Cards

Each digital port card (P/N 17774ADIG) has 2 connectors and provides 4 ports. Each connector on a port card provides 2 Voice Mail ports. See Figure 7.

Your digital VANGARD Mail System supports up to 8 ports. If you have a 4-Port digital VANGARD Mail System, you can expand it with 4 additional ports.

Availability: VANGARD Mail with software version 10.06 or higher. Also requires VANGARD Mail Cabinet P/N 17770A.

VAN-VBexp4

Align holes

VoiceBoard

For cabinet 17770,J11 and J1should mate.

For cabinet 17770A,J7 and J1should mate.



Figure 7: VANGARD Digital Port Card

See Figure 8 for a layout of the cabinet.

Figure 8: Back View of the VANGARD Mail Cabinet

Note: The VANGARD Mail Cabinet (P/N 17770A) supports either the digital port cards or the ana-log port cards (P/N 17772A and 17774A). However, you cannot install a digital and an analog port card in the same system.

To install digital port card(s) to increase the number of Voice Mail ports:

1. If this is a new system, skip this step and go to step 2. If you have an existing VANGARD Mail System, you must shut down the Voice Mail before you install any cards:■ From the Main Menu, select SD.■ Press Y at the prompt asking if you are sure you want to shut down the system.■ Disconnect the external power supply to turn off system power.

WARNING

Do not turn off the Voice Mail without first shutting it down. If you do not shut down first, you may corrupt the Voice Mail database when you turn it off.

Use standard static precautions when handling cards. Follow these steps exactly as stated. Failure to do so may result in damage the motherboard or port card.

Port Connector

Port ConnectorVan-dig-card-01

VAN-No Dongle

Ports1 & 2

Ports3 & 4

Ports5 & 6

Ports7 & 8

COM1



2. Use a screwdriver to loosen the six screws that secure the cover to the cabinet. See Figure 9.

Figure 9: Removing the Cabinet Cover

3. Remove the cabinet cover.

4. If you have an existing VANGARD Mail with analog port cards, you must remove them before you install any digital cards.If you are installing a card in slot 2, remove the screw from the bracket (if present), and remove the bracket from the standoff (see the illustration below).

Figure 10: Removing the Bracket from the Standoff



5. With the card held at an angle as shown in Figure 11, make sure that the RJ connectors are inserted in the openings marked for Ports on the cabinet. Figure 11 shows installing a card into slot 2 so the RJ connectors should be inserted in the openings marked Ports 5/6 and Ports 7/8.

Figure 11: Inserting the RJ Connectors into Ports 5/6 and Ports 7/8

6. Lower the card into position, making sure that the hole in the in the card lines up with the hole in the standoff as shown in the illustration on the next page.

If the hole does not line up, repeat step 5, making sure that the RJ connectors are inserted properly through the openings.

WARNING

Follow these steps exactly as stated. Failure to do so may result in damage to J7 on the motherboard.

WARNING

It is very important to insert the card so that the holes line up properly. Failure to do so may permanently damage the card by flexing it when you apply pressure to the top of the card.



7. Push down on the port card’s hole to seat the card firmly in the cabinet, as shown in the fol-lowing illustration.

Figure 12: Seating the Card Firmly in the Cabinet

8. Secure the card with two screws. Do not over-tighten these screws.

9. Repeat steps 4 through 9 for each card that you are installing.

10. Replace the cabinet cover.

11. Tighten the screws loosened in step 2 to secure the cover.

12. If this is a new system, go to “Placing the Voice Mail in the Proper Location” on page 17. If this is not a new installation, go to “Installing a Ferrite Bead on Each Line Cord” on page 22.

VAN-DigCdexp4

Align holes

VoiceBoard

CN1 J7andshould mate


Installing the Voice Mail HardwarePlacing the Voice Mail in the Proper Location

Placing th e Voice Mail in the Proper LocationPlacing the Voice Mail in the Proper LocationPlace the Voice Mail cabinet on a sturdy flat surface, or mount it on a wall. During placement, be sure to observe all requirements listed in the Site Requirements.

Wall-Mounting the Voice MailBefore you can mount the cabinet on the wall, you will need the following tools and materials:

● Phillips-head screwdriver

● dry-wall screws

● center-hole punch, nail, or other pointed tool

● tape

● hammer

● paper wall-mounting template from the VANGARD Mail shipping box

To mount the VANGARD Mail on the wall:

1. Tape the paper template at the desired location on the wall.

Note: The area for mounting should be spacious and free of obstructions to allow airflow around the cabinet.

2. Using a center-hole punch (or another pointed tool) and a hammer, strike 2 holes through the paper template at the locations shown.

3. Remove the paper template from the wall.

4. Screw the 2 screws into the holes you punched, until the heads of both screws are about 1/8” from the wall surface.

5. Hold the Voice Mail cabinet, so that the bottom of the cabinet is facing the wall and the Port Connectors are facing the floor.

6. Using the two keyhole-shaped slots on the bottom of the cabinet, place the cabinet over the screws until it touches the wall.

7. Carefully lower the cabinet into place.

CAUTION

Promote adequate airflow around the unit by making sure that the fan vent slots and ventilation holes on each side of the cabinet are clear of obstructions.


Installing the Voice Mail HardwarePlacing the Voice Mail in the Proper Location

Grounding VANGARD MailIf you have cabinet 17770A, you need will need to ground the Voice Mail. See Figure 13 for loca-tion of the ground lug.

Figure 13: Location of the Ground Lug on the Cabinet

To ground the VANGARD Mail System:

● Connect a 14 AWG ground wire from the ground lug on the cabinet to a verified earth ground.

VAN-Ground Stud-02

14 AWG

to Earth Ground

COM1


Installing the Voice Mail HardwareConnecting a Laptop to the Voice Mail

Connecting a Laptop to the Voice MailConnecting a Laptop to the Voice MailTo connect a laptop computer to COM 1 on the VANGARD, you should use the VANGARD Mail null modem adapter for serial communication (P/N 17777). This adapter comes with the VAN-GARD Mail and is an RJ-45 (8 conductor) to DB-9 modular adapter. See Figure 14 for pin-outs of the null modem adapter. To use the null modem adapter, you must supply a standard LAN style patch cable shown in Figure 15.

Figure 14: Pin-outs of the VANGARD Null Modem Adapter (P/N 17777)

To connect the laptop computer to the VANGARD Mail:

1. Use a standard, straight-through, LAN style patch cable. Make sure the cable is wired as shown in Figure 17.

Figure 15: Required Pin-outs for Standard LAN Style Patch Cable

TERM-VM-CX4

No Connection

3

2

6

1

7

8

5

4

TD

RD

DSR

DCD

RTS

CTS

SG

DTR

RI

RD

TD

DCD

DTR

CTS

RTS

SG

1

5

6

2

3

7

8

4No Connection

To Laptop(DB-9)

To COM 1 on Voice Mail(RJ-45)

Standard LAN style patch cable10 base T networks

Pin-outs

12345678

12345678

ToCOM1

To thesuppliedadapter

VAN-C5

tab down

pin 1

pin 8 pin 1

pin 8

tab down



2. Plug one end of the standard LAN style patch cable into COM1 on the VANGARD Mail as shown in Figure 16.

3. Plug the other end of the cable into the RJ-45 connector on the VANGARD Mail null modem adapter (P/N 17777).

4. Plug the DB9 connector on the adapter into the COM port on the laptop computer.

5. Secure the adapter in place with the attached screws..

Figure 16: Connecting a Laptop Computer to VANGARD Mail

WARNINGMake sure you do not accidently plug the line cords for the phone system into COM1 or COM2 on the Voice Mail. This connection may permanently damage the COM port.

VAN-C11

LAN style patch cable(to be supplied by customer)

COM1 CONSOLE / COM2(reserved for HOSTKEY use)

suppliedadapter

Voice MailPorts1 & 2




GroundStud



Setting the Communication ParametersThe Voice Mail is shipped to you with an internal modem. Your calling modem should be set to 2400 baud, 8 data bits, no parity, and 1 stop bit (2400, 8, N, 1). With software version 9.08 and higher, the modem mailbox number is 862 at default. (At default, you can reach the modem by dial-ing # 8 6 2 at the main greeting.)

To set the communication parameters:

1. Use a standard communications software program, such as Procomm Plus, to set to 9600 baud, 8 data bits, no parity, and 1 stop bit (9600, 8, N, 1). The terminal emulation should be VT100.

2. If you are using Windows HyperTerminal:In Port Settings set Flow Control to None. After changing parameters in HyperTerminal, you must break your connection (Disconnect) and re-establish your connection (Call).

3. When you are finished connecting the laptop, go the next section, Connect Voice Mail to the Telephone System.

To return the Voice Mail’s COM1 or Modem/COM2 to the default setting:

1. Log into the System Admin Mailbox.

2. Enter the security code, if required.

3. Enter SA to access the System Administrator Options.

4. Enter C1 for COM1 or C2 for Modem/COM2.The system responds with the Ready prompt. Ready confirms that the selected COM has been reset to the default setting.(C1 and C2 are service options. They are not listed in the SA help menu.)

5. Hang up.


Connecting the Voice Mail to a Phone SystemInstalling Ferrite Bead(s)

Installing Ferrite Bead(s)Connecting the Vo ice Mail to a Phone System

Installing a Ferrite Bead on Each Line CordOn each line cord in your Voice Mail cabinet, you must install one ferrite bead. Ferrite bead instal-lation keeps the device in compliance with FCC Part 15 Regulations by controlling the Electro-Magnetic Interference (EMI) produced by your system. Without this control, the radiation from electrical and magnetic fields could cause your equipment to malfunction, due to interference with signal transmission or reception.

If your Voice Mail was shipped to you with a 2-port analog card, the VANGARD Mail box contains one ferrite bead. But if your Voice Mail was shipped with a 4-port card, the box contains two ferrite beads. Similarly, the box for each 2-port expansion card contains one bead and for each 4-port expansion card contains two beads.

To install a bead on the line cord for Ports 1 and 2:

1. Pry open the ferrite bead, as shown in the following illustration.

Figure 17: Prying Open the Ferrite Bead

2. With the ferrite bead held at least 6 inches from the end of the line cord, loop the cord once through bead, as shown in the illustration below.

Figure 18: Looping the Line Cord through the Ferrite Bead

3. Close the ferrite bead.

To install beads on line cords for other ports:

● Perform Steps 1through 2 above for each remaining line cord.

6"

Line cord

To Voice Mail


Connecting the Voice Mail to a Phone SystemConnecting Analog VANGARD Mail Ports

Connecting Analog VANGARD Mail Ports Connecting Analog VANGARD Mail Ports to the DS-Series

To connect analog Voice Mail ports to the DS1000 or DS2000 phone system:

1. Refer to the illustration below:Plug the short end of the line cord (where the ferrite bead is connected) is connected Ports 1/2 connector on the back of the Voice Mail.

Be sure you have installed the ferrite bead on this line cord.If you haven’t, see “Installing a Ferrite Bead on Each Line Cord” on page 22.

Figure 19: Connecting Analog Voice Mail Ports to a DS2000 Telephone System

Availability: Analog VANGARD Mail version 9.08 or higher.


VAN-C12





COM1

CONSOLE / COM2(reserved for HOSTKEY use)

Reset

StatusLEDS

ACAdapter

AC Power Cord

AC PowerConnector

25 Pair Installation Cable

GroundStud

Ferrite Bead

VM Ports

To AnalogExtensionCircuit

BLK

YEL

GRN

RED

8-Pin Connector

Analog BlockCross Connect Block

WHT-BLU

BLU-WHT

625 Modular Jack

WHT-ORN

ORN-WHT

One-Pair Cross Connect



Connecting the Voice Mail to a Phone SystemConnecting Analog VANGARD Mail Ports

2. Plug the other end into a 625 modular jack assembly.

3. Locate an 8-pin modular connector in an analog station block. See the installation manual for the phone system for complete instructions on connecting a DS-Series phone system.

4. For the connector chosen, cross-connect the associated wire pair from the station block to the cross-connect block.

5. Run two-pair 24 AWG station cable from cross-connect block to the modular jack.

6. Terminate the WHT/BLU - BLU/WHITE leads to the RED and GRN lugs in a 625 modular jack assembly.

7. Install bridging clips as required.

8. Repeat steps 3 through 4 for the second Voice Mail port.

9. Terminate the ORN/WHT - WHT/ORN leads of the station cable to the YEL and BLK lugs in a 625 modular jack assembly.

10. Repeat steps 1 through 9 for each pair of analog Voice Mail ports that you are connecting, using the appropriate Ports connector on the back of the cabinet. Be sure that you remember the slot where you installed a 2-port or 4-port card. You need to keep in mind the following:■ A 2-port card in the first position supports ports 1and 2, and skips ports 3 and 4.■ A 4-port card in the first position supports ports 1 through 4.■ A 2-port card in the second position supports 5 and 6, and skips ports 7 and 8.■ A 4-port car in the second position supports ports 5 through 8.

11. Plug a surge protector into the dedicated and grounded electrical outlet.

12. Plug the AC adapter into the surge protector.

13. Plug the connector from the AC adapter into the 18VDC jack on the Voice Mail cabinet.

Both the green PWR light and the yellow BUSY light will be lit. As soon as the BUSY light goes out, the system is ready for use.

14. Go to the section, “Initializing the Voice Mail for Your Phone System” on page 33.


Connecting the Voice Mail to a Phone SystemConnecting Digital VANGARD Mail Ports

Connecting Digital VANGARD Mail PortsConnecting Digital VANGARD Mail Ports to the DS-Series

To connect digital Voice Mail ports to a DS-series phone system:

1. Refer to the illustration below:Plug the short end of the line cord (where the ferrite bead is connected) is connected Ports 1/2 connector on the back of the Voice Mail. Plug the other end of the cord into a Voice Mail Interface Unit. Be sure you have installed the ferrite bead on this line cord.If you haven’t, see “Installing a Ferrite Bead on Each Line Cord” on page 22.

Figure 20: Connecting Digital Voice Mail Ports to a DS2000 Phone System

Availability: Digital VANGARD Mail with version 10.06 or higher.


VAN-C10





COM1


Reset

StatusLEDS

ACAdapter

AC Power Cord

AC PowerConnector

25 Pair Installation Cable

GroundStud

Ferrite Bead

VM Ports

To DigitalExtensionCircuit

BLK

YEL

GRN

RED

e


8-Pin Connector

Station BlockCross Connect Block

WHT-BLU

BLU-WHT

625 Modular Jack


Connecting the Voice Mail to a Phone SystemConnecting Digital VANGARD Mail Ports

2. Plug the other end into a 625 modular jack assembly.

3. Locate an 8-pin modular connector in a station block. See the installation manual for the phone system for complete instructions on connecting a DS-Series phone system.

4. For the connector chosen, cross-connect the associated wire pair from the station block to the cross-connect block.

5. Run one-pair 24 AWG station cable from cross-connect block to the modular jack.

6. Terminate the WHT/BLU - BLU/WHITE leads to the RED and GRN lugs in a 625 modular jack assembly.

7. Install bridging clips as required.

8. Repeat steps 1 through 7 for each pair of digital Voice Mail ports that you are connecting.For each pair of Voice Mail ports:■ For the first port of the port pair, you may connect to any available digital station port in

the DS-2000.■ The phone system automatically adds 201 to that station number for the second Voice Mail

port (which is the D channel in the phone system).■ For example, if you use extension 316 for Voice Mail port 1, then 517 is the number

assigned to Voice Mail port 2.

9. Plug a surge protector into the dedicated and grounded electrical outlet.

10. Plug the AC adapter into the surge protector.Plug the connector from the AC adapter into the 18VDC jack on the Voice Mail.Both the green PWR light and yellow BUSY light will be lit.As soon as the Busy light goes out, the system is ready for use.

11. Go to the section, “Initializing the Voice Mail for Your Phone System” on page 33.



Chapter 3:

Phone System

Programming

Overview

OverviewYour phone system requires specific entries in several programs so that it integrates correctly with the Voice Mail. In addition, the phone system may need to have a piece of specific equipment or a certain software level in order for it to operate correctly with the Voice Mail.

This section tells you if need any special equipment and the specific programs you need to config-ure in your phone system so that it integrates with VANGARD Mail.

Phon e System Programming

Chapter 3: Phone Programming VANGARD Mail/DS-Series Quick Setup Guide ◆ 27

Phone System ProgrammingFor DS-Series

For D S-Series

Voice Mail Required Hardware and Software

Phone System Hardware and Software Requirements■ Hardware:

For each analog Voice Mail port, you will need one analog station port from the phone sys-tem.For each pair of digital Voice Mail ports, you will need one digital station port from the phone system.

■ Software:To integrate with the analog Voice Mail: DS2000 phone system requires software version 01.00.05 or higher. DS1000 phone system requires software version 02.01.00 or higher

To integrate with the digital Voice Mail: DS2000 phone system requires software version 02.01.00 or higher. DS1000 phone system requires software version 02.02.19 or higher.

Required Phone System Programming➻ Program 1801 - Extension Options (Part 1)

Extension Circuit TypeFor Analog VANGARD Mail:Enter type 15 for each analog port from an ASTU PCB connected to an Analog VANGARD Mail port.For Digital VANGARD Mail:Enter type 21 for each digital station port connected to the first digital port of a VANGARD digital port pair. (The second port of the digital port pair is automatically assigned to type 22.)

Remember: With a Voice Mail digital port pair, the first digital port has the same number as the phone system extension number where you connected it. The second digital port is the first port number plus 201. For example, if you connected digital Voice Mail port 1 to exten-sion 316, then extension numbers 316 and 517 are assigned to Voice Mail ports 1 and 2. (For information on connecting digital Voice Mail ports to the Phone System, see page 25.)

➻ Program 0510 - Hunt Group Master NumberSelect an available UCD Hunt Group for Voice Mail and assign a master number to the hunt group (e.g., 700) (Other examples: 100-899, excluding trunk extension numbers 401-448.)You must make an entry in Program 0510 before Program 0201 (described below).

➻ Program 0201 - Tenant Options You must make an entry in Program 0510 before you make an entry in Program 0201.Voice Mail Installed - Enter Y to enable Voice Mail.Voice Mail Master Extension Number - Enter Voice Mail master extension number (e.g., 700).

➻ Program 1802 - Extension Options (Part 1)Voice Mail Port - Enter Y for each extension number assigned to a Voice Mail port.For Digital VANGARD Mail: remember to program both extension numbers for a Voice Mail port pair. (From the above example, you would enter Y in program 1802 for exten-sions 316 and 517.)

Availability: Analog VANGARD Mail with version 9.08 or higher.Digital VANGARD Mail with version 10.06 or higher

28 ◆ VANGARD Mail/DS-Series Quick Sertup Guide Chapter 3: Phone Programming


➻ Program 1807 - Extension Options (Part 2)For each extension number assigned to a Voice Mail port:Hunt type - Enter type 05 (UCD Hunting)Hunt Master Number - Enter the Voice Mail Master Extension Number (e.g., 700).For Digital VANGARD Mail: remember to program both extension numbers for a Voice Mail port pair. (From the example on the previous page, you would make entries in pro-gram 1807 for extensions 316 and 517.)

Optional Phone System Programming

Voice Mail Automated Attendant (Day - Answer Immediate)Program the following for each trunk that you want the Auto Attendant to answer immedi-ately when the phone system is in the day mode.

➻ Program 1003 - Trunk Options (Part 2)Direct Termination (Day) - Enter the Voice Mail master number (e.g., 700)

Voice Mail Automated Attendant (Day - Overflow After Ring)Program the following for each trunk that you want to ring the phones first, and then over-flow to the Attendant if unanswered when the phone system is in the day mode.

➻ Program 1003 - Trunk Options (Part 2)Direct Termination (Day) - Key Ring [Enter 0 (zero)].Day Overflow? Enter Y.Day Overflw Dest ? Enter the Voice Mail master number (e.g., 700).

Voice Mail Automated Attendant (Night - Answer Immediate)Program the following for each trunk that you want the Auto Attendant to answer immedi-ately when the phone system is in the night mode.

➻ Program 1003 - Trunk Options (Part 2)Direct Termination (Night) - Enter the Voice Mail master number (e.g., 700)Night Overflow? Enter N.Night Overflw Dest? Enter 300.

Voice Mail Automated Attendant (Night - Overflow After Ring)Program the following for each trunk that you want to ring the phones first, and then over-flow to the Attendant if unanswered when the phone system is in the night mode.

➻ Program 1003 - Trunk Options (Part 2)Direct Termination (Night) - Key Ring [Enter 0 (zero)].Night Overflow? Enter Y.Night Overflw Dest? Enter the Voice Mail master number (e.g., 700).

Chapter 3: Phone Programming VANGARD Mail/DS-Series Quick Setup Guide ◆ 29


Conversation Record Capability (Keyset)Program the following for each keyset that you want to have conversation record.

➻ Program 1701 - Programmable Function Key AssignmentsVoice Mail Record Key optionEnter code 17 for the key on a keyset that should be assigned as the Voice Mail Record Key.

➻ Program 0101 - Class of Service optionsConversation Record optionEnter code Y to enable Conversation Record in an extension’s Class of Service.

➻ Program 1801 - Class of ServiceAssign the extension with a Class of Service that allows Conversation Record.

Conversation Record Capability (DSS Console)Program the following for each DSS Console that you want to have conversation record.

➻ Program 1704 - DSS Console Key AssignmentVoice Mail Record Key optionEnter code 17 for the DSS key on a DSS Console that should be assigned as the Voice Mail Record Key.

➻ Program 0101 - Class of Service OptionsConversation Record optionEnter code Y to enable Conversation Record in an extension’s Class of Service.

➻ Program 1801 - Class of ServiceAssign the extension with a Class of Service that allows Conversation Record.

Message Center Capability (Keyset)Program the following for each keyset that you want to have access to a Message Center.

➻ Program 1701 - Programmable Function Key AssignmentMessage Center Key optionEnter code 24 + nnn (Message Center Mailbox Number) for the key on a keyset that should be assigned as the Message Center Key. Note that the extension number does not have to be an installed extension, but it must be in the system’s numbering plan.

Message Center Capability (DSS Console)Program the following for each DSS Console that you want to have access to a Message Cen-ter.

➻ Program 1704 - DSS Console Key AssignmentMessage Center Key optionEnter code 24 + nnn (Message Center Mailbox Number) for the DSS key on a DSS Console that should be assigned as the Message Center Key. Note that the extension number does not have to be an installed extension, but it must be in the system’s numbering plan.

30 ◆ VANGARD Mail/DS-Series Quick Sertup Guide Chapter 3: Phone Programming

Chapter 4:

Programming

the Voice Mail

Overview

OverviewThis chapter provides instructions for programming the basic Automated Attendant and a few other important features. In a few easy steps you will have the basic VANGARD Mail customized for your communication needs. Specifically, you find information about:

1. Initializing the Voice Mail for Your Phone System (beginning on page 33)

2. Required Programming for the Voice Mail Ports (beginning on page 34)

● Installing Ports (page 34)

● Removing Ports from Service (page 34)

3. Default Setup for the DS2000 (page 35)4. Shutting Down the Voice Mail (page 36)

● From the Main Menu (page 36)

● Using the Reset Switch (page 36)

5. Testing the Voice Mail Operation (page 37)

6. Basic Voice Mail Programming (beginning on page 38

● Modifying the Time and Date (page 38)

● Assigning Extensions to VANGARD Mail Ports (page 39)

● Checking the Default Automated Attendant (page 40)

● Assigning Answering Schedule Tables to Ports or Trunks (page 43)

● Completing the AST Worksheet (page 45)

● Creating and/or Customizing Call Routing Mailboxes (page 47)

● Programming the ASTs (page 48)

Chapter 4: Voice Mail Programming VANGARD Mail/DS-Series Quick Setup Guide ◆ 31

Overview

● Modifying the Welcome Messages (page 49)

● Modifying the Dial Action Tables (page 50)

● Modifying the Instruction Menus (page 54)

● Recording Names for Subscriber Mailboxes (page 55)

● Customizing the Features for the Internal Modem (page 56)

● Selecting the Active Language (page 57)

When you are finished with this chapter, use Chapter 3, Programming, in the VANGARD System Guide (P/N 17770INS10 or higher) to perform any other programming that you may need.

32 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 4: Voice Mail Programming

Initializing the Voice MailInstalling the Phone System

Installing the Phone SystemInitial izing the Vo ice Mail

Initializing the Voice Mail for Your Phone System

Installing the Phone SystemIf this is a new installation, you must specify the DS2000 in Voice Mail programming as the phone system that you actually connected to the VANGARD. If this is not a new installation, and you sim-ply installed additional port cards, skip this part and go to “Required Programming for the Voice Mail Ports” on page 34.

To install the phone system in the Voice Mail:

1. Turn on the laptop or other computer, and access the communications software.

When the computer is communicating with the Voice Mail, you will see the MAIN MENU -> prompt.

2. At the MAIN MENU -> prompt. press IN and then Enter.

3. Enter the password (the default password is CTL), if requested and press Enter.The Install System Menu will be displayed. Each phone system on this menu corresponds to a number in the column at the left.

Note: The Menu shown below is for software versions 9.08. Lower versions of software do not have the DS2000 phone system listed on the INSTALL SYSTEM Menu.

4. Press 7 (the number that corresponds to the DS-2000) as the phone system to be installed in the Voice Mail.

5. Press Enter.

6. Follow the instructions on your Voice Mail screen.For information about integrating the DS-Series with the Voice Mail, see “Chapter 3: Phone System Programming” on page 27.

This option is also available on the Database Management Menu. See System Initialization (SI) and Power Down (DP) in “Using the Options on the Database Management Menu” in Chapter 3 of the VAN-GARD System Guide.

******* INSTALL SYSTEM Menu *******

Press command below, then press Enter:

To Install the Voice MailSystem for:

1234567

9091929394e

ONYX VS/VSI/DS100/DS01ONYX VS/VSI 24x72ALLIANCE-S/ELECTRA PRO I PLUSALLIANCE-M/L 28i/124iPORTRAIT 308/824DS2000

To Install Voice Mail Ports onlyTo Install Voice Compression Rate onlyTo View Current SettingsLanguage SelectionsRun Support ProgramsExit to MAIN Menu


Required Programming for the Voice Mail PortsInstalling and Removing Ports from Service

Installing and Removing Ports from ServiceRequ ired Programming for the Voice Mail Ports

Required Programming for the Voice Mail PortsAfter you install a port card, you must install the Voice Mail ports in system software. You must install the Voice Mail ports if this is a new installation or if you are just adding a port card.

You must also remove any Voice Mail ports that are not physically installed. This is required if you do not use all of the ports that are available on the port card. For example, if you are only using ports 1 through 3, then you should remove port 4 from service. Be sure that Message Wait-ing and Message Notification are on for at least one port (CU-Customize ➱ PO-Port Options).

Installing Ports

To install the Voice Mail ports:

1. From the MAIN MENU -> prompt, select IN - Install System and then press Enter.

2. Enter the password (the default password is CTL), if requested and press Enter.The Install System Menu will be displayed.

3. From the Install System Menu, select 90 - To Install Voice Mail Ports Only.

4. When you see Do you wish to change the number of ports? (Y/N), enter Y.

5. When you see Number of Voice Mail ports (1-8): Enter the number of ports you added and Enter. You program the VANGARD Mail based on Port Position rather than the number of ports. For example, if you have a 2-port An analog VANGARD Mail and you are adding a 4-port card in the second position, you must enter 8 ports in this step. You must then delete ports 3 and 4 from service, using the procedure below.Remember:■ A 2-port card in the first position supports ports 1and 2, and skips ports 3 and 4.■ A 4-port card in the first position supports ports 1 through 4.■ A 2-port card in the second position supports 5 and 6, and skips ports 7 and 8.■ A 4-port car in the second position supports ports 5 through 8.

6. After the installation completes, type E and Enter to return to the Main Menu.

7. Follow the instructions on the screen.

Removing Ports from Service

To remove the Voice Mail ports from service:

1. From the MAIN MENU -> prompt, select CU-Customize Database and then press Enter.

2. From the Customize Database Menu, select PO - Port Options.

3. Press Enter until you see the port you wish to remove from service. From the previous exam-ple, you press Enter until you see, Port 3 - In Service (Y/N).

4. Type N and Enter.

5. From the previous example, when you see, Port 4 - In Service (Y/N).

6. Type N and Enter.

7. After the installation completes, type E and Enter to return to the Main Menu.

8. Follow the instructions on the screen.


Default Setup for the Voice MailMailbox Configuration with the DS-2000

Mailbox Configuration with the DS-2000Default Setup for the Voice Mail

Mailbox ConfigurationOnce you install the DS-2000 in VANGARD programming, the Voice Mail database is set up with the following default mailboxes. You can increase the default number of mailboxes (which is 110) to 200. You can also change the mailbox type for any mailbox.

Mailbox Type Default # of Mailbox Type

Default Numbering of Mailboxes

Announcement Mailbox 10 800-909

Call Routing Mailbox 17 810-814,821-824,831-834,841-844

Distribution Mailbox 10 851-860

Future Delivery Mailbox 1 861

Guest Mailbox 8 819-820,829-830,839-840,849-850

Message Center Mailbox 16 815-818,825-828,835-838,845-848

Modem Mailbox 1(with sv 9.08

or higher)

862(with sv 9.08 or higher)

Subscriber Mailbox 31 300-331

Trunk Mailbox 16 400-416


Default Setup for the Voice MailShutting Down the Voice Mail

Shutting Down th e Voice MailShutting Down the Voice MailBefore you turn off power to the VANGARD, you must shut down the system. If you do not, you may corrupt the Voice Mail database.

From the Main Menu

To shut down the Voice Mail:

1. From the MAIN MENU -> prompt, select SD and then press Enter.

2. Press Y at the prompt asking if you are sure you want to shut down the system.

3. If you have a software version lower than 9.08, wait 20 seconds after you see the prompt stat-ing that system shutdown is complete. If you have software version 9.08 or higher, you do not need to wait 20 seconds; you can go immediately to step 4.

4. Turn off the system power by disconnecting the external power supply.

Using the Reset SwitchThe Reset switch (shown in the illustration below) is located on the panel of the Voice Mail cabinet, right behind the hole marked RESET. Pressing the Reset switch will reset the Voice Mail without your performing a complete shutdown. The VANGARD Mail reset is similar to the warm start you will get after you press CTRL-ALT-DELETE on your computer. In addition, the reset will discon-nect any calls in progress and stop all call-processing activity.

Press the Reset switch only when instructed to do so by NEC Technical Support.

Figure 21: Reset Switch

To reset the Voice Mail when instructed by NEC Technical Support:

● Insert a pointed object, such as a paper clip, into the RESET hole. The Status LEDs on the panel will blink.

Ports1 & 2

Ports3 & 4

Ports5 & 6

Ports7 & 8

StatusLEDs

HDD - Hard Drive Status (Red)

BUSY - Port Status (Yellow)

PWR - Power Status (Green)

COM1

COM2

PrinterPort

ResetSwitch

AC PowerConnector


Testing the Voice Mail Operation

Testing the Voice Mail Operation

Testing the Voice MailOnce VANGARD Mail has been installed and initialized, you should perform the following two tests to check Voice Mail operation.

Test 1 (for the Automated Attendant):

1. Call into a trunk that you have assigned to VANGARD Mail.

2. Listen for: Thank you for calling. If you are calling from a Touch Tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.

Test 2 (for Voice Mail):

1. From the MAIN MENU -> prompt, select DI - Diagnostics and then press Enter.

2. Enter the password (the default password is CTL), if requested and press Enter.

3. Select PA - Port Activity and then press Enter.

4. At a Multibutton extension, press the Message Key.

5. Listen for: You have —messages (if you did not install a default Security Code) or Please enter your security code.

6. Repeat steps 4 and 5 until you see each Voice Mail port operating.

If you do not hear the stated voice prompts, check the equipment connections and the telephone system programming for Voice Mail.


Basic Voice Mail ProgrammingModifying the Time and Date

Modifying the Time and DateBasic Voice Mail Programming

Modifying the Time and DateVANGARD Mail has an internal clock and calendar that must be set in order for the Voice Mail to work correctly.

DefaultUSA Eastern Time and Date in USA

Modifications to DefaultDate ______________________ Time ______________________

Setting the Time

To set the system time:

1. From the MAIN MENU -> prompt, select MA and then press Enter.

2. Enter the password (the default password is CTL), if requested and press Enter.The Maintenance Menu will be displayed.

3. From the MAINTENANCE -> prompt, enter the time using the following format:T,<space>, HH:MM:SS,Enter

Note: HH = hour (00-23)MM = minutes (00-59)SS = seconds (00-50)

4. You return to the Maintenance Menu. Go to Setting the Date below.

Setting the Date

To set the system date:

1. If you have already set the system time, go to step 2. If you have not set the system time, per-form the steps above in Setting the Time.

2. From the MAINTENANCE -> prompt, enter the date using the following format:T,<space>, MM/DD/YY,Enter

Note: MM = Month (01-12)DD = Day (01-31)YY = Year (last two digits)

3. You return to the Maintenance Menu. Press E and Enter to return to the Main Menu.


Basic Voice Mail ProgrammingAssigning Extensions to the VANGARD Mail Ports

Assign ing Extensions to the VANGARD Mail PortsAssigning Extensions to VANGARD Mail PortsFor certain features to work properly, you must assign each Voice Mail extension number (in the phone system) to its corresponding VANGARD Mail port.

DefaultNo extensions assigned

Modifications to DefaultIn the space provided, enter the phone system extension number that is connected to the Voice Mail port.When you are finished, go to the Programming instructions below.

Programming1. From the MAIN MENU - > prompt, select CU and then press Enter.

2. Enter the password (the default password is CTL), if requested and press Enter.The Customize Database Menu will be displayed.

3. At the CUSTOMIZE - > prompt, press PO and press Enter.

4. For Voice Mail port 1, press Enter until you see Extension (N-None)

5. Enter the phone system extension number that is physically connected to the Voice Mail port. Press Enter.

6. Repeat steps 4 and 5 for each port in the Voice Mail.

7. When you are finished and are at the CUSTOMIZE - > prompt, press E and Enter to return to the Main Menu.

Port 1: Extension __________









Basic Voice Mail ProgrammingChecking the Default Automated Attendant

Checking the Default Automated AttendantChecking the Default Automated Attendant

The Automated Attendant answers incoming calls using a mailbox. That is, the Voice Mail sends an incoming caller to a mailbox and plays, to the caller, the message that is recorded for that mailbox (e.g., Thank you for calling ABC company.) The default Automated Attendant uses 4 different Call Routing Mailboxes to answer incoming calls according to programmed schedules1. Call Routing Mailboxes and the Answering Schedule Tables are explained below.

For a quick look at the default Automated Attendant setup, see also How the Default Automated Attendant Handles Calls on page 41.

About Call Routing MailboxesA Call Routing Mailbox lets callers press a dialpad key (0-9, *, #) on a Touch Tone phone to route their own call to an extension, mailbox, or Voice Mail. A Call Routing Mailbox uses the following three items:

● The Dial Action Table assigns a routing option (or “action”) to each dialpad key (0-9, *, #). For example, you could assign the action, Screened transfer to 306" to key 7. This lets a caller press key 7 to transfer to extension 306. The Voice Mail can accommodate up to 100 Dial Action Tables.

● The recorded Welcome Message greets the callers. A typical main greeting or Welcome Message is: Thank you for calling XYZ Company.

● The recorded Instruction Menu lets a caller know the routing options that have been pro-grammed in the Dial Action Table.

About Answering Schedule TablesThe reason why the Voice Mail can answer calls using 4 different Call Routing Mailboxes is because of the Answering Schedule Tables (ASTs). An AST lets the Automated Attendant answer calls and greet callers differently depending on the day/date and time. For example, an AST lets the Automated Attendant answer calls using Call Routing Mailbox A during the morning, Call Routing Mailbox B during the afternoon, Call Routing Mailbox C at night, etc.

An AST can contain up to 20 day/date/time schedules and VANGARD Mail can accommodate up to 16 ASTs. You assign the AST to a port or trunk. If you assign an AST to a port, Voice Mail uses that AST to answer any trunk that uses the port. If you assign an AST to a trunk, Voice Mail ignores the port's AST and use's the trunk's AST.

Availability: VANGARD Mail has 16 Answer Schedule Tables and 100 Dial Action Tables.

1. This chapter explains how to use only Call Routing Mailboxes to answer calls since they are the most frequently-used type of mailbox. To see how other types of mailboxes answer calls, See Chapter 3: Programming in theVANGARD Mail System Guide.



Default Figure 22: How the Default Automated Attendant Handles Calls

Call rings into Voice Mail port 1 on Wednesday (a workweek day), 5:30 PM.

To work with AST’s see pages 43 - 48.

Voice Mail looks at AST 1, which is assigned to each port, to see which Call Routing (CR) Mailbox & Dial Action Table (DAT) should answer.

<==== Sched 1. Workweek Morn Mon-Fri, starting at 8AMSched 2. Workweek Morn Mon-Fri, starting at 12PMSched 3. Workweek Eve Mon-Thus, starting at 5PMSched 4. Weekends Fri, starting at 5PM

CR 811 DAT 1CR 812 DAT 1CR 813 DAT 2CR 814 DAT 2

To modify the Welcome Mes-sages, see page 49.

<==== Since the call falls into the Workweek Evening time period, the Voice Mail plays the Welcome Message for Call Routing Mailbox 813. The default Wel-come Message is: Thank you for calling.

To modify the Instruction Menus, see page 54.

<==== The Voice Mail plays the default Instruction Menu for Call Routing Mailbox 813: If you are calling from a touch tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.

Caller presses a dialpad key.

The Voice Mail uses the default routing options in Dial Action Table 2:To modify the Dial Action Table, see page 50.

<==== Key 0:

Key 1-8

Key 9:

Key *:

Key #:

TIMEOUT:

Unscreened Transfer to 1st extension in numbering plan.(See Keys 1-8 for details on Unscreened Transfers).

Undefined Routing or Transfer to any extension the caller dials. Transfers are screened in the Voice Mail. Incomplete Screened Transfers are handled by the Voice Mail; Unscreened Transfers are handled by the phone system. When a caller presses an Undefined key, Voice Mail plays, That is an invalid entry, then the Instruction Menu.

Transfer is assigned only to the keys that match the 1st digit of the extensions (if extensions are 21-36, Transfer is assigned to keys 2 & 3, Undefined Routing to keys 4-8).

Hangs up the call.

Quick Message (After dialing *, the caller can dial a mailbox number to leave a message in that mailbox.)

Log On (After dialing #, the callers dial their mailbox number to log on to their mailbox and use Voice Mail).

If caller waits more than 5 seconds to dial something after the Instruction Menu plays, VANGARD Mail makes an Unscreened Transfer to 1st extension in numbering plan



Modifications to Default See the references to the left of the flowchart on the previous page.

ProgrammingSee the references to the left of the flowchart on the previous page.

For more informationSee “Customizing Callout (Message Notification) Options in Chapter 3: Programming in the VANGARD Mail System Guide to customize the Automated Attendant.

IMPORTANT

This chapter shows you how to have Call Routing Mailboxes answer calls.

To have other types of mailboxes answer calls, see “A Flowchart Sum-mary” in Chapter 3: Programming in the VANGARD Mail System Guide.


Basic Voice Mail ProgrammingAssigning Answering Schedule Tables to Ports or Trunks

Assign ing Answering Schedule Tables to Ports or TrunksAssigning Answering Schedule Tables to Ports or Trunks

As stated on page 40, you can assign an AST to a port or trunk. Here are some guidelines in figur-ing out how many ASTs you will need:

● If you want the Automated Attendant to answer all incoming lines in the same way, you need only 1 Answering Schedule Table. And, you simply assign it to each port. As a matter of fact, AST 1 is assigned to each port by default, so you really do not have to do anything.

● If you want the Automated Attendant to answer some trunks differently than others, you assign the desired Answering Schedule Table (1-16) to the Trunk Mailbox for the trunk. A trunk’s AST always overrides the port’s AST.

For an explanation of ASTs, See “About Answering Schedule Tables” on page 40.

Default AST 1 is assigned to each port. No trunks have an AST assignment.

Modifications to Default VANGARD Mail can accommodate up to 16 ASTs (1-16). If you want to change the default set-ting, enter your desired settings in the space provided. Then, go to Programming below.

Programming From Main Menu:

To assign an AST to a port: Select Customize Menu, then Port Options. Enter AST (1-16) in Answering Schedule Table field.

To assign an AST to a Trunk Mailbox: Select Customize Menu, then select Mailbox Options. Enter AST (1-16) in Answering Schedule Table field.

Availability: VANGARD Mail has 16 Answer Schedule Tables.

AST ____ for Port 1AST ____ for Port 2AST ____ for Port 3AST ____ for Port 4AST ____ for Port 5AST ____ for Port 6AST ____ for Port 7AST ____ for Port 8

AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____AST ____ for Trunk ____ AST ____ for Trunk ____


Basic Voice Mail ProgrammingAssigning Answering Schedule Tables to Ports or Trunks

For more information:See “Customizing Answering Options Using an Answering Schedule Table” Chapter 3: Programming in the VANGARD Mail System Guide.


Basic Voice Mail ProgrammingCompleting the AST Worksheet

Completing the AST WorksheetCompleting the AST WorksheetBefore programming an AST, you should find out how many schedules the customer wants in that AST. That is, you should find out how many different company greetings the customer wants and at what time each one should take effect. The customer may, for example, want a distinct greeting for mornings, after-noons, evenings, and weekends. An AST may contain up to 20 day/date/time schedules.

More specifically: For each schedule (1-20) you enter in an AST, you must include the following:

● The mailbox number that should answer a call. BUT KEEP THIS IN MIND: This chapter describes how to place only Call Routing Mailboxes in ASTs. Placing a distinct Call Routing Mailbox in a schedule lets you record a distinct greeting (Welcome Message) for that sched-ule. For instructions on placing other types of mailboxes in an AST, see "Customizing Answering Options Using an Answering Schedule Table” Chapter 3: Programming in the VANGARD Mail System Guide.

● The date or day (s) that the mailbox should start answering a call

● The time of day the mailbox should start answering the call

For example: Suppose you are programming AST #1. If Call Routing Mailbox 600 should answer calls starting at 10AM on Monday through Friday, the AST would look like this:

Answering Schedule Table #1:

■ Schedule 1 Day (s) or Date: Mo-Fr■ Schedule 1 Time: 10:00■ Schedule 1 Mailbox: 600

Default Answering Schedule Table #1:



■ Schedule 3 Day (s) or Date: Mo-Th■ Schedule 3 Time: 17:00■ Schedule 3 Mailbox: 813

■ Schedule 4 Day (s) or Date: Fr■ Schedule 4 Time: 17:00■ Schedule 4 Mailbox: 814

Modifications to DefaultOn the AST Worksheet on the next page:

● For Day (s) or Date:Enter a single day (e.g., Mo) or a range of days (e.g, Mo-We) or a date (e.g., 06/31). Do not enter a range that bridges Sunday (e.g., Fr-Mo). Convert it into 2 schedules: Fr-Su, Mo-Fr.

● For Time: Enter hours and minutes (HH:MM), where HH is the hour (00-23) and MM is the minutes (00-59).

● For Mailbox: Enter a Call Routing Mailbox Number.


Basic Voice Mail ProgrammingCompleting the AST Worksheet

ProgrammingN/A

For more informationSee “Customizing Answering Options Using an Answering Schedule Table” Chapter 3: Programming in the VANGARD Mail System Guide to set up an AST.

Answering Schedule Table # _____

Schedule 1 Day (s) or Date __________Schedule 1 Time __________________Schedule 1 Mailbox _______________


Schedule 2 Day (s) or Date__________Schedule 2 Time __________________Schedule 2 Mailbox _______________




Schedule 4 Day (s) or Date __________ Schedule 4 Time __________________ Schedule 4 Mailbox _______________


Schedule 5 Day (s) or Date __________Schedule 5 Time __________________ Schedule 5 Mailbox _______________













Basic Voice Mail ProgrammingCreating and/or Customizing the Call Routing Mailboxes

Creating and/or Customizing the Call Rou ting MailboxesCreating and/or Customizing the Call Routing MailboxesBefore you can program a mailbox number into an AST, you must make sure the mailbox exists. This step shows you how to create and/or customize the Call Routing Mailboxes you selected for the ASTs in Step 5.

DefaultAt default, there are 4 Call Routing Mailboxes assigned to AST 1: 811, 812, 813 and 814.(At default, there are a total of 17 Call Routing Mailboxes. See page 35 for extension numbers of these mailboxes.) Each Call Routing Mailbox assigned to AST 1 has the following:

● Dial Action Table 1 for 811 and 812

● Dial Action Table 2 for 813 and 814

● Eight other programmable options. The default values for these options should be fine to get your basic system up and running. To see the default values, see “Call Routing Mailboxes” in Customizing Mailbox Options in Chapter 3: Programming of the VANGARD System Guide.

To see how the Call Routing Mailboxes are assigned to AST 1, see “Completing the AST Work-sheet” on page 45.

To review the routing options assigned to the keys in Dial Action Tables, see the diagram in “Checking the Default Automated Attendant” on page 41.

Modifications to DefaultThe only thing you should change about a Call Routing Mailbox, at this point is its Dial Action Table number. You can enter a number from 1 to 100.

Keep this in mind: Call Routing Mailbox A should have a different Dial Action Table number than Call Routing Mailbox B only if A should provide a different set of dialing options than B.

ProgrammingFrom Main Menu:

Customize Menu, Mailbox Options. To find out which mailbox numbers are unused, use the View-ing/Printing Reports Menu,. “Mailbox List (Numerical)” in Chapter 3: Programming of the VAN-GARD System Guide. VANGARD Mail allows mailbox numbers 000-999.

For more information See “Call Routing Mailboxes” Chapter 3: Programming of the VANGARD System Guide to under-stand the Call Routing Mailbox options.

Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____Call Routing Mailbox _______ DAT _____


Basic Voice Mail ProgrammingProgramming the ASTs

Prog ramming the ASTsProgramming the ASTsOnce you are finished creating/customizing the Call Routing Mailboxes, you are ready to enter the AST worksheet data into the Voice Mail system.

Default N/A

Modifications to DefaultUse the worksheet on page 46.

ProgrammingFrom Main Menu:

Select Customize Menu, Answering Schedule Table.

For more information See “Customizing Answering Options Using an Answering Schedule Table” Chapter 3: Programming in the VANGARD Mail System Guide to enter data into an AST.


Basic Voice Mail ProgrammingModifying Welcome Messages

Modifying Welcome MessagesModifying Welcome MessagesYou must record a Welcome Message for each Call Routing Mailbox you placed in an AST. A Wel-come Message typically thanks the caller and identifies the company. A common Welcome Mes-sage for workweek mornings is: Good Morning. Thank you for calling XYZ company.

DefaultThank you for calling.

Modifications to DefaultOn the sheet below, enter the Call Routing Mailbox and the associated Welcome Message that you will record.

Welcome Messages

ProgrammingTo listen to, record, erase, or copy a Welcome Message:

1. Call a System Administrator Mailbox from the first extension in the numbering plan as follows:■ For VANGARD Mail: Press Message key.■ If requested, dial Security Code.

2. Press S A (7 2) for System Administrator Menu.

3. Press W (4) for Welcome Message.

4. Dial the Call Routing (CR) Mailbox #.

5. Follow the voice prompts.

For more information See “Using the Options on the System Administrator Menu” in Chapter 3: Programming of the VANGARD System Guide to, to record a Welcome Message.

CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________

CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________

CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________

CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________

CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________


Basic Voice Mail ProgrammingModifying the Dial Action Tables

Modifying the Dial Action TablesModifying the Dial Action Tables

You must customize the routing options for each Dial Action Table number you used on page 47. Remember: a Dial Action Table lets you assign a particular routing option to each dialpad key (0-9, *, and #). For example: You can assign the routing option, Screened Transfer (TRF) to 306" to dial-pad key 7. This lets a caller press key 7 to transfer to extension 306.

DefaultVANGARD Mail assigns Dial Action Table 1 to Call Routing Mailboxes 811 and 812, and Dial Action Table 2 to Call Routing Mailboxes 813 and 814. An explanation of the default routing options for Dial Action Table 1 are listed below (see also page 41).

Availability: VANGARD Mail has 100 Dial Action Tables.

Key: Routing Option:

Key 0 Unscreened Transfer to first extension in numbering plan (see Keys 1-8 for details on Unscreened Transfers).DIAL ACTION TABLE; UTRF XXX (XXX = ext number)

Keys 1-8 Either Undefined Routing or Transfer to any extension the caller dials. Transfer is assigned only to the keys that match the first digit of the extension numbers. For example, if the extensions are 21-36, Transfer will be assigned to Keys 2 and 3, and Undefined Routing will be assigned to Keys 4-8. If a caller presses an Undefined Routing key, the Voice Mail says, That is an invalid entry, then repeats the dialing options.

IMPORTANT:In VANGARD Mail, the Transfers are Screened Transfers. If a Screened Transfer is incomplete, the call returns to Voice Mail and the caller hears their dialing options.

DIAL ACTION TABLE:UND N for Undefined Routing TRF XX for 2-digit extensionsTRF XXX for 3-digit extensions

Key 9 Hang upDIAL ACTION TABLE: HUP N

Key * Quick Message DIAL ACTION TABLE: REC IXX for 2-digit extensions REC IXXX for 3-digit extensions

Key # Log on to Voice MailDIAL ACTION TABLE: LOGON N

TIMEOUT If caller does not dial anything within a pre-programmed amount of time, VANGARD Mail makes an Unscreened Transfer to first extension in num-bering plan. (See Keys 1-8 for an explanation of Unscreened Transfers). DIAL ACTION TABLE: UTRF XXX (XXX = ext number).



Default for DS-SeriesThe following lists the default values for DAT 1 for the DS-Series.

Key: Routing Option:

Key 0 Action:Number:

UTRF (unscreened)0

Key1 Action:Number:

UND (Undefined routing)None


UND None


TRF (screened)XXX (3-digit ext


UND None


UND None


UND None


UND None


UND None


HUP (Hang up the Voice Mail call)N

Key * Action:Number:

REC1 [Leave a (quick) message in a mailbox]IV

Key # Action:Number:

LOGON (Log on to a mailbox and Voice Mail)N

Timeout Action:Number:

UTRF0



Modifications to Default

To assign this call routing option to Key Z: Enter this in Dial ActionAction Table for Key Z:

Transfer to a specific extension Action:

Number:

TRF (screened) UTRF (unscreened)Extension number

Transfer to any extension that the caller dials, where the dialed extension numbers start with the digit Z

Action:

Number:

TRF (screened) UTRF (unscreened)XXX (3-digit ext) XX (2-digit ext)

Go to a specific mailbox Action:Number:

GOTOMailbox number

Go to a specific mailbox to hear all voice prompts in Language 1 or 2

Action:Number:

LANG 1/LANG 2Mailbox number

Go to any mailbox that the caller dials, where the dialed mailbox number starts with the digit Z

Action:Number:

GOTOXXX

Log on to a mailbox and Voice Mail Action:Number:

LOGONN

• (Note: After callers press key Z, they must dial their mailbox number to logon to their mailbox.)

Leave a (quick) message in a mailbox Action:Number:

RECIXXX (3-digit ext)IXX (2-digit ext)

• (Note: After callers press key Z, they must dial the extension associated with the mailbox # to leave a message in that mailbox.)

Access to a Name Directory of first or last names Action:Number:

DIRF or DIRL N

• (Note: After the caller presses Key Z, they can dial an extension user's first or last name to transfer to that extension).

Hang up the Voice Mail call Action:Number:

HUPN

Undefined routing Action:Number:

UNDN

• (Note: When the caller presses Key Z, the Voice Mail plays, That is an invalid entry.)



Modifications to DefaultIf you are using more than 2 Dial Action Tables, you may want to make copies of this page so you have the number of forms you need.

Programming From Main Menu, to program DATs:

Select Customize Menu, Dial Action Table.

For the GOTO or LANG options:

See “Go to a Mailbox” in “Customizing Routing Options Using a Dial Action Table” in Chapter 3: Programming of the VANGARD System Guide for details.

For DIRF or DIRL only, also do this:

Select Customize Menu, Mailbox Options. Enter a name to each Subscriber Mailbox. For first-name dialing, enter the Subscriber's first name first; for last-name dialing, enter last name first.

For more information See “Customizing Routing Options Using a Dial Action Table” in Chapter 3: Programming of the VANGARD System Guide.

Dial Action Table # _____ Dial Action Table # _____

Key 0 Action______Key 0 Number_____


















Key 9 Action______ Key 9 Number_____

Key 9 Action ______Key 9 Number_____

TIMEOUT Action______TIMEOUT Number_____

TIMEOUT Action______TIMEOUT Number_____


Basic Voice Mail ProgrammingModifying Instruction Menus

Modifying Instruction MenusModifying Instruction MenusYou must record an Instruction Menu for each distinct Dial Action Table number you used. For example, if you programmed two different Dial Action Tables, you will need to record two different Instruction Menus. The Instruction Menu simply tells the Automated Attendant callers about the routing options that are programmed in the Dial Action Table (Press 1 for customer service, 2 for Sales, etc.).

When you go to record the Instruction Menu, you will need to enter the Call Routing Mailbox num-ber associated with the desired Dial Action Table. So if Call Routing Mailboxes 600 and 601 both use Dial Action Table 1, you can record one menu for 600, then copy it to Call Routing Mailbox 601. No need to record the same Instruction Menu twice.

DefaultIf you are calling from a touch tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.

Modifications to DefaultInstruction MenusIf there are more than 3, you may want to make copies of this page so you have the number of forms you need.

Programming To listen to, record, erase, or copy an Instruction Menu:1. Call a System Administrator Mailbox from the first extension in the numbering plan as follows:

■ Press Message key.■ If requested, dial Security Code.

2. Press S A (7 2) for System Administrator Menu.3. Press I (4) for Instruction Menu.4. Dial Call Routing Mailbox # that corresponds with DAT #. 5. Follow the voice prompts.

For more information See “Using the Options on the System Administrator Menu” in Chapter 3: Programming of the VANGARD System Guide to, to record an Instruction Menu.

DAT ____ for CR _________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________DAT ____ for CR _________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________DAT ____ for CR _________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________


Basic Voice Mail ProgrammingRecording Names for the Subscriber Mailboxes

Recording Names for the Sub scriber MailboxesRecording Names for Subscriber MailboxesYou should record a name for each Subscriber Mailbox. The Voice Mail plays the name in voice prompts that would otherwise play the Subscriber mailbox or extension number. For example: Sup-pose you record the name “Joe Smith” for Subscriber Mailbox 303. If an Automated Attendant transfer to extension 303 is incomplete because the extension is busy, the Voice Mail says, Joe Smith is busy, instead of, Extension 303 is busy.

Subscribers can also record their name for their mailbox. All they have to do is call their mailbox and dial RN. The details are in the User's Guide.

The Voice Mail plays the most recently recorded name, regardless of how it was recorded.

DefaultNo mailbox names recorded.

Modifications to DefaultRecorded names can be up to 10 seconds long.

ProgrammingTo listen to, record, or erase a Mailbox Name:

1. Call a System Administrator Mailbox from the first extension in the numbering plan as fol-lows: ■ Press Message key.■ If requested, dial Security Code.

2. Press S A (7 6) for System Administrator Menu.

3. Press N (6) for Mailbox Name.

4. Dial mailbox number.

5. Follow the voice prompts.

For more informationSee “Using the Options on the System Administrator Menu” in Chapter 3: Programming of the VANGARD System Guide to, to record Mailbox Names.


Basic Voice Mail ProgrammingCustomizing the Features for the Internal Modem

Customizing the Features fo r the Internal ModemCustomizing the Features for the Internal ModemTo allow access to the internal modem, you must do the following:

● Create and customize a Modem Mailbox.

● Place the Modem Mailbox in a Dial Action Table (use the GOTO Action) or in an Answering Schedule Table. This is how you give Automated Attendant callers access to the internal modem. If you assign the Modem Mailbox to a key in a Dial Action Table, the caller accesses the modem by dialing: Auto Attendant number, six pauses, key assigned to Modem Mailbox, six pauses, Modem Mailbox security code, if programmed. If you place the Modem Mailbox in an Answering Schedule Table, the caller accesses the modem by dialing: Auto Attendant number, six pauses, Modem Mailbox security code, if programmed.

● Customize the System Option, Call Pickup string. The Call Pickup string is used for an Automated Attendant caller who tries to access the internal modem while being on a non-modem port (which is any port except port 1). VANGARD Mail system dials the string to transfer the caller to port 1.

DefaultNo Modem Mailboxes in software versions below 9.08.862 is the default in software version 9.08 and higher.Call Pickup String = None

Modifications to DefaultFor more information on the Modem Mailbox, see “Modem Mailboxes” in “Customizing Mailbox Options” in Chapter 3: Programming of the VANGARD Mail System Guide.

The entry you make for the Call Pickup string is based on the Call Pickup string in the phone system. If, for example, the Call Pickup string in the phone system is 6, enter W6 for the VANGARD Mail Call Pickup string.

ProgrammingFrom Main Menu, to create and customize a Modem Mailbox:

Select Customize Menu, Mailbox Options

From Main Menu, to place Modem Mailbox in a DAT or AST:

Select Customize Menu, Dial Action Table or Answering Schedule Table

From Main Menu, to set Call Pickup string:

Select Customize Menu, System Options

For more informationSee “Modem Mailboxes” in “Customizing Mailbox Options” in Chapter 3: Programming of the VANGARD Mail System Guide to get Modem Mailbox information.

See “Customizing Answering Options Using an Answering Schedule Table” or “Customizing Routing Options Using a Dial Action Table” in Chapter 3 of the VANGARD System Guide to place the Modem Mailbox in an Answering Schedule or Dial Action Table:

See “Callpickup string” in “System Options” in Chapter 3: Programming of the VANGARD Mail System Guide to customize the Call Pickup string.


Basic Voice Mail ProgrammingSelecting the Active Language

Selecting the Active LanguageSelecting the Active Language

Your Voice Mail comes with pre-installed voice prompts in English and Spanish. English is pre-installed in two versions: North American English Mnemonic and North American English Numeric.

● English Mnemonic (ENGLISH)English Mnemonic uses letters in the voice prompts (e.g., To listen to a message, press L).

● English Numeric (ENGL2)English Numeric uses numerals in the voice prompts (e.g., To listen to a message, press 5).

Selecting Languages

VANGARD Mail categorizes languages as ACTIVE and STORED. To have VANGARD Mail use a language, you must activate it as either the primary language or the secondary language. Any lan-guages not activated as either the primary or secondary language are considered STORED.

The default active languages are:● Primary - North American English Mnemonic (ENGLISH)● Secondary - North American English Numeric (ENGL2)

French (FRENCH) and Spanish (SPANISH) are stored languages.

To select which languages are ACTIVE and STORED:

1. From the Main Menu: Select Install (System).

2. Select Language Selections. You see the following message:

!!!!! WARNING !!!!!This selection requires that the Voice Mail system be re-booted.

Do you want to continue (Y/N) -

3. Press N to go back to the Main Menu.OR

Press Y to re-boot (i.e., shut down and leave) the Voice Mail system to work with the active and stored languages. Wait for the following message:

Enter ... To configure >> Prompts

4. Press the Enter key to go to the SYSTEM LANGUAGES Menu below. If you press nothing, the Voice Mail system restarts.

The prompt files(2) The prompt files found in C:\ADPCM\OKI:

--------------------------------------------------------1 - ENGLISH.NDX2 - ENG2.NDX3 - FRENCH.NDX4 - SPANISH.NDX

Primary language (-Enter the number) :

Availability: All VANGARD Mail versions.

Availability: VANGARD Mail versions prior to software version 9.08.



(1) ENGLISH.NDX

5. Enter to number of the language you want to assign as the primary language (e.g., 1 for English Mnemonic) and press Enter.

6. Enter the number of the language you want to assign as the secondary language (e.g., 4 for Spanish) and press Enter.

7. The VANGARD Mail will automatically restart.

Selecting Languages

Beginning in software version 9.08, the order in which languages appear on the selection list has changed. When you choose 93, Language Selections from the INSTALL SYSTEM Menu, you will see:

The prompt files found in C:\ADPCM\OKI:--------------------------------------------- 1-ENGLISH.NDX 2-SPANISH.NDX 3-FRENCH.NDX 4-ENGL2.NDX

The numbers shown next to the languages are used only as entries for selecting a primary or sec-ondary language. This number does not appear in any other area of programming.

The default primary language is English Mnemonic and is shown in the selections screen as 1-ENGLISH.NDX. The default secondary language is English Numeric and is shown in the selec-tions screen as 4 - ENGL2.NDX. The primary language is referred to as Language 1 or as (1) in other areas of Voice Mail programming. The secondary language is referred to as Language 2 or as (2) in other areas of Voice Mail programming.

To change primary and secondary languages:

1. From the Main MenuEnter IN and press <Enter>.

2. Enter the system password if requested, and press <Enter>.

3. From the INSTALL System Menu:Enter 93 and press <Enter>.You will see prompts stating that this selection requires the Voice Mail be rebooted.

4. Enter Y when you are requested to do so.You will see status prompts on the screen. Eventually you will see:

RESTARTING...

Resource Configuration Program, Version 1.10(c) CTL, 1998------------------------------------------------------------

Enter... To configure >> Prompts Any key... To continue

Program will terminate in 5 seconds.1---5---10---15

5. Immediately press <Enter>.

Availability: VANGARD Mail version 9.08 or higher.



Be sure to do so within 5 seconds; otherwise, the Voice Mail will reboot.

You will see: The prompt files found in C:\ADPCM\OKI: ------------------------------------- 1- ENGISH.NDX 2- SPANISH.NDX 3- FRENCH.NDX 4- ENGL2.NDX

Primary language (-Enter the number) :(1) ENGLISH.NDX >:

6. To assign your primary language (referred to as Language 1 in other areas of Voice Mail Pro-gramming)■ Enter the number (1 through 4 as shown above) that corresponds to the language you wish

to assign as your primary language and press <Enter>.OR

■ Press <Enter> to keep the default of English Mnemonic (1 - ENGLISH.NDX) as the primary language.

You will see your selection confirmed on the screen. For example:Primary language prompt file: ENGLISH.NDX

This confirmation prompt is followed by: Secondary language (-Enter the number) (4) ENGL2.NDX >:

7. To assign your secondary language (referred to as Language 2 in other areas of Voice Mail Programming)■ Enter the number (1 through 4 as shown above) that corresponds to the language you wish

to assign as your secondary language and press <Enter>.OR

■ Press <Enter> to keep the default of English Numeric(4 - ENGL2.NDX) as the secondary language.

You will see your selection confirmed on the screen. For example:Secondary language prompt file: ENGL2.NDXYou will see: Initiating voice mail startup...and you will return to the Main Menu.

Other ProgrammingWhen you access View Current Settings, your primary language is shown as (1). For example, if you select English Mnemonic as your primary language, View Current Settings will show:

Default Bilingual Mode...........English (1)

In System Options, your primary language is shown as (1). For example, if you selected English Mnemonic as your primary language, System Options will show:

Default bilingual mode (L-Language 2) - English (1)

If you select English Numeric as your secondary language and then press L to switch to Language 2, you will see:

Default bilingual mode (L-Language 1) - English-2 (2)




Overview

Chapter 5:

End-User

Operation

Overview

OverviewThis chapter tells you how end-users operate the VANGARD Mail. Specifically, you find instruc-tions for:

1. Telling Subscribers About the Master Extension (page 62)

2. Using the Voice Mail (page 62)

● Leaving a Message (page 62)

● Forwarding a Call to Your Mailbox (page 62)

● Transferring a Call to Your Mailbox (page 63)

● Recording a Call (page 63)

● Personal Answering Machine Emulation (page 63)

● Checking Your Messages (page 64)

● Using the Message Center (page 64)

For complete instructions on using VANGARD Mail, see the NVM-Series User’s Guide (P/N 17600SUG05 or higher).

Chapter 5: End-User Operation VANGARD Mail/DS-Series Quick Setup Guide ◆ 61

Using the Voice MailWith the DS-Series

With the DS-SeriesUsing the Voice Mail

Telling Subscribers About the Master ExtensionSubscribers gain access to their mailbox by pressing the Message key at their extension. Or, the Subscribers can dial the Voice Mail master extension number and their mailbox number from any extension. You should let the Subscribers know what the master number is. You should also let the Subscribers know what the Mailbox Default Security Code is, if any.

Using the Voice MailThe following provides Subscribers with instructions for using their mailboxes.

Calling Your Mailbox

To call your mailbox:Your Voice Mail key flashes fast when you have new messages in your mailbox. Your dis-play shows the number of new messages in your mailbox.

1. Press ICM

2. Press MW. (or Dial * 8. This also works from a Single Line 2500 type.)OR

Dial Voice Mail master number (e.g., 700) followed by your mailbox number.Your mailbox number is normally the same as your extension number. You may optionally dial a co-worker’s mailbox – or use this procedure to call your mailbox from a co-worker’s phone.

3. If requested by Voice Mail, enter your security code.Your MW LED goes out.

Leaving a Message

To leave a message in a mailbox of an unanswered extension:The extension you call can be busy, in DND or unanswered.

1. Press MW. (or Dial 8. This also works from a Single Line 2500 type.)The Voice Mail system will prompt you to leave a message.

Forwarding Calls to your Mailbox

To activate or cancel Call Forwarding:1. Press ICM

2. Dial *3

3. Dial Call Forwarding type:0 = Cancel forwarding2 = Busy/No Answer4 = Immediate6 = No answer

4. Press MW.

5. Press SPK to hang up.Your DND key is on while your calls are forwarded.

62 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 5: End-User Operation


Transferring Calls to a Mailbox

To Transfer your active call to a mailbox:

Method A1. Press ICM

2. Dial the number of the mailbox to receive the Transfer (e.g., 301 for extension 301).This number can be your mailbox number (if you’re away from your desk) or a co-worker’s mailbox number.

3. Press MW.

4. Press SPK to hang up.Voice Mail will prompt your caller to leave a message in the mailbox you selected.

Method B1. Press ICM

2. Press DSS key for co-worker’s extension + MW.


Method C1. Press keyset or DSS Console Hotline or Call Coverage key

2. Press MW.


Recording your call

To record your active call in your mailbox:Only one party on a call can use Conversation Record at any one time. This includes Inter-com calls and Conference calls.

1. Press Voice Mail Record key.The key lights green while the system calls your mailbox. Once recording begins, the key flashes fast you and your caller hear the voice prompt “Recording.”You can also have a Record key on your DSS Console. It lights red while the system calls your mailbox and flashes fast once recording begins.

Personal Answering Machine Emulation

To activate Answering Machine Emulation:1. Press ICM

2. Dial *3

3. Dial 7.

4. Dial Answering Machine Emulation option (2 or hang up to forward all calls, 8 to forward just trunk calls).

5. Press SPK to hang up.

Chapter 5: End-User Operation VANGARD Mail/DS-Series Quick Setup Guide ◆ 63


To cancel Answering Machine Emulation:1. Press ICM.

2. Dial *30.

3. Press SPK to hang up.

When Answering Machine Emulation broadcasts your caller’s mes-sage, you can:● Do nothing to have the caller’s message automatically recorded in your mailbox,

● Lift the handset to intercept the call and speak to your caller.

Checking Your Messages

To check your messages:1. Press MW.

You see: Number of MSG = n (where n is the number of new messages in your mailbox).

Using the Message Center

To call the Message Center:The Message Center key flashes fast (green) when there are new messages not listened to in the Message Center mailbox.

1. Press SPK or lift handset.

2. Press the Message Center key.

3. If requested by Voice Mail, enter the security code for the Message Center mailbox.Your MW LED goes out.

To Transfer a call to the Message Center:1. When on an Intercom or outside call, press the Message Center key.

2. Hang up.You caller will be prompted to leave a message in the Message Center mailbox.

64 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 5: End-User Operation

Overview

Chapter 6:

Options

Overview

OverviewThis chapter tells you how to set up two options in your VANGARD Mail system. You do not have to set them up in order for your Voice Mail to work, but you may find that you want to use them in the futre. Specifically, you find instructions for:

1. Using HOSTKEY (page 66)

2. Using Link Mode (page 68)

Chapter 6: Options VANGARD Mail/DS-Series Quick Setup Guide ◆ 65

Using HOSTKEY

Using HOSTKEY

Using HOSTKEYThe HOSTKEY software program diskette (P/N 17776) is shipped with your VANGARD Mail. HOSTKEY offers you another way of communicating with and programming your Voice Mail sys-tem. Even more important: You can use HOSTKEY as a diagnostic tool to help troubleshoot your Voice Mail. The communications port reserved for HOSTKEY use is CONSOLE/COM2.

After startup, HOSTKEY autobauds to the appropriate baud rate for your Voice Mail. On a Win-dows Operating System, it is highly recommended that you run this program in full MS-DOS mode (not a DOS window).

HOSTKEY Prerequisites

To use HOSTKEY, you must do the following:● Connect a serial port on the laptop computer to CONSOLE/COM2 on the Voice Mail, using

the VANGARD Null Modem Adapter (P/N 17777). (For pin-outs of this adapter, see page 19.)

● Run the HOSTKEY program on your laptop computer

Connecting the Laptop to the Voice Mail COM Port 2

To connect the laptop computer to the CONSOLE/COM2 port:

1. Use a standard, straight-through, LAN style patch cable. Make sure the cable is wired as shown on page 19.

2. Plug one end of the standard LAN style patch cable into COM2 on VANGARD Mail as shown in Figure 26.

3. Plug the other end of the cable into the RJ-45 connector on the VANGARD Mail null modem adapter (P/N 17777).

4. Plug the DB9 connector on the adapter into COM1 on the laptop computer. (HOSTKEY is pre-configured for use with COM1 on your laptop. It will not work with any other COM port.)

5. Secure the adapter in place with the attached screws.

Figure 23: Connecting a Laptop Computer to VANGARD Mail for HOSTKEY Use


VAN-C13

LAN style patch cable(to be supplied by customer)


suppliedadapter





GroundStud

66 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 6: Options

Using HOSTKEY

Running or Installing HOSTKEYYou can now choose whether to run the HOSTKEY program on your laptop computer from the HOSTKEY diskette or to install HOSTKEY permanently on your laptop hard disk.

Note: If you run the HOSTKEY program on your laptop, you will need to repeat this procedure every time you use HOSTKEY.

To run the HOSTKEY program on your laptop computer:

1. Turn on the laptop computer, and insert the HOSTKEY disketteinto the laptop floppy drive.

2. At DOS:\->: Type A:\HOSTKEY and press Enter.

3. Check that the BUSY light on the Voice Mail is not lit. Remove the plug from the 18VDC jack, and then replug it into this jack to start the Voice Mail.

You will see the Main Menu on your laptop computer display.

Or to install HOSTKEY permanently on your laptop hard disk:

1. At C:\->:Type MD to make a directory, and name the directory HOSTKEY.

2. At C:\->:Type COPY A: C:\HOSTKEY to copy the HOSTKEY file (HOSTKEY.exe) onto the direc-tory.

3. At C:\HOSTKEY->:Type CDHOSTKEY to change to the directory you just created.

4. At C:\HOSTKEY->:Type HOSTKEY to run the program from that directory.

Rebooting VANGARD Mail

To reboot the Voice Mail, if necessary, using HOSTKEY:

● Press CTRL-ALT-F10.

Exiting from HOSTKEY

To exit from HOSTKEY:

● Press CTRL-X.

Returning the Voice Mail COM2 to the default setting:

To return the Voice Mail’s COM2 to the default setting:




4. Enter C2 for Modem/COM2.The system responds with the Ready prompt. Ready confirms that the selected COM has been reset to the default setting.(C2 is a service option. It is not be listed in the SA help menu.)

5. Hang up.

Chapter 6: Options VANGARD Mail/DS-Series Quick Setup Guide ◆ 67

Using Link Mode

Using Link Mode

Connecting COM1 to a DCE Device for Using Link ModeTo connect COM1 to a DCE device-such as an ONYX VS AUX module-and then to allow the use of the Link Mode feature, you will need to use a straight-through cable, wired as shown below.

Figure 24: Required Pin-outs for the Straight-through Cable

Setting the Communication ParametersThe Voice Mail is shipped to you with an internal modem. Your calling modem should be able to connect at 2400 baud, 8 data bits, no parity, and 1 stop bit (2400, 8, N, 1). With software version 9.08 and higher, the modem mailbox number is 862 at default. (At default, you can reach the modem by dialing # 8 6 2 at the main greeting.)

To set the communication parameters:

1. Use a standard communications software program, such as Procomm Plus, to set to 9600 baud, 8 data bits, no parity, and 1 stop bit (9600, 8, N, 1). The terminal emulation should be VT100.

2. If you are using Windows HyperTerminal:In Port Settings set Flow Control to None. After changing parameters in HyperTerminal, you must break your connection (Disconnect) and re-establish your connection (Call).

3. When you are finished connecting the laptop, go the next section, Connect Voice Mail to the Telephone System.

To return the Voice Mail’s COM1 or Modem/COM2 to the default setting:




4. Enter C1 for COM1 or C2 for Modem/COM2.The system responds with the Ready prompt. Ready confirms that the selected COM has been reset to the default setting.(C1 and C2 are service options. They are not be listed in the SA help menu.)

5. Hang up.

TERM-VM-CX3

To DCE Device

(9-pin)

To Voice Mail

(RJ45)

2

3

1

4

8

7

5

No Connection 1

5

6

2

3

7

8

4

RD

TD

DCD

DTR

CTS

RTS

SG

RI

RD

TD

DCD

DTR

CTS

RTS

SG

To Voice Mail

(RJ45)

No Connection

To DCE Device

(25-pin)

3

2

8

20

5

4

7

1

5

6

2

3

7

8

4

RD

TD

DCD

DTR

CTS

RTS

SG

RI

RD

TD

DCD

DTR

CTS

RTS

SG

68 ◆ VANGARD Mail/DS-Series Quick Setup Guide Chapter 6: Options

Overview

Appendix A :

Application Notes

Overview

OverviewThis chapter describes several unique applications that show the flexibility and power of your Voice Mail System.

1. Application Note ANV00004: One company, with the Automated Attendant only answering calls at night (page 70)

2. Application Note ANV00005: One company, with the Automated Attendant answering calls during the day and at night (page 72)

3. Application Note ANV00006: One company, with the Automated Attendant answering calls during the day and at night (page 75)

Appendix A: Application Notes VANGARD Mail/DS-Series Quick Setup Guide ◆ 69

Application Note ANV00004One Company, with Auto Attendant only Answering Calls At Night

One Company, with Auto Attendant only Answering Calls At NightApplication No te ANV00004

Problem:A company wants to have their “live” operator answer calls during the day and have the Voice Mail Automated Attendant automatically answer calls at night.

Solution:NVM-2000 or VANGARD Mail Automated Attendant

Explanation:In this application, extension users answer all calls during the day and the Voice Mail Automated Attendant answers all calls at night. You can set up this application following these 4 steps:

1. Review the default Automated Attendant setup. See Step 1 below.

2. For Answer Schedule Table 1, have Answer Schedules 1-4 use Call Routing Mailbox 811. This will provide the same Welcome Message and Instruction Menu to callers, regardless of when the Automated Attendant answers calls. See Step 2 below.

3. Record a Welcome Message and Instruction Menu for Call Routing Mailbox 811. See Step 3 below.

4. In your telephone system programming, direct calls to the Automated Attendant at night. See Step 4 below.

Note: This Application Note illustrates one of several procedures you can use to program this application. If you are familiar with NVM-2000 and VANGARD Mail programming, you may be able to set up an alternate procedure.

Step 1.Review the default Automated Attendant setup.● All Voice Mail ports use Answering Schedule Table 1. (You will not change this setup.)

● Answering Schedule Table 1 has 4 schedules. (You will change the Call Routing Mailbox assignment for Answering Schedules 2-4 in Step 2 below.)■ Schedule 1 is for weekday mornings

- Monday through Friday, 8:00 AM to 12 noon- Assigned to Call Routing Mailbox 811 (which uses Dial Action Table 1)

■ Schedule 2 is for weekday afternoons- Monday through Friday, 12 noon to 5:00 PM- Assigned to Call Routing Mailbox 812 (which also uses Dial Action Table 1)

■ Schedule 3 is for weekday evenings- Monday through Thursday 5:00 PM to 8:00 AM- Assigned to Call Routing Mailbox 813 (which uses Dial Action Table 2)

■ Schedule 4 is for weekends- Friday 5:00 PM to Monday 8:00 AM- Assigned to Call Routing Mailbox 814 (which uses Dial Action Table 2)

● The default Welcome Message is: “Thank you for calling.”The default Instruction Menu is: “If you are calling from a touch tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.”(You will change these recordings in Step 3 below.)

● Your telephone system is not set up to direct calls to the Automated Attendant. (You will change this in Step 4 below.)

70 ◆ VANGARD Mail/DS-Series Quick Setup Guide Appendix A: Application Notes

Application Note ANV00004One Company, with Auto Attendant only Answering Calls At Night

Step 2. Assign Call Routing Mailbox 811 to Answering Schedules 1-4 in Answering Schedule Table 1.

This will cause the Automated Attendant to use the same Welcome Message and Instruction Menu for each answered call. To do this:

● From the Main Menu, go to CU - Customize Database, then AST - Answering Schedule Table. You’ll see the prompt for Schedule Table 1.

● Press Enter repeatedly until you see Schedule 2 Day Mailbox number (N-None) - 812.

● Type 811 and press Enter.

● Press Enter repeatedly until you see Schedule 3 Mailbox Number (N-None) - 813.


● Press Enter repeatedly until you see Schedule 4 Mailbox number (N-None) - 814.


Step 3. Record a Welcome Message and Instruction Menu for Call Rout-ing Mailbox 811.

Record a Welcome Message similar to: “Thank you for calling ABC company. Our normal hours are Monday through Friday, 8 AM to 5 PM.” To do this:

● Call the System Administrator mailbox.- Get Intercom dial tone- Dial Voice Mail master extension- Dial System Administrator mailbox number- Enter security code (if required)

● Dial S A (72) for the System Administrator Menu.

● Dial W (9) for the Welcome Message

● Follow the voice prompts to make your recording for Call Routing Mailbox 811.

Record an Instruction Menu similar to: “If you know the extension of the person you would like to reach, dial it now.” To do this:

● Call the System Administrator mailbox.- Get Intercom dial tone.- Dial Voice Mail master extension- Dial System Administrator mailbox number- Enter security code (if required)


● Dial I (4) for the Instruction Menu.

● Follow the voice prompts and make your recordings for Call Routing Mailbox 811.

Step 4. Program the telephone system to direct calls to the Automated Attendant at night.

In i-Series, for example, you would set up a DIL that routes to the Voice Mail master number (e.g., 700) when the system goes into the Night Mode. Refer to your systems’s Software Manual for addi-tional details.


Application Note ANV00005One company, with Auto Attendant answering calls day & night

One company, with Auto Attendant answering calls day & nightApplication No te ANV00005

Problem:A company wants to have the Automated Attendant answer calls during the day and at night. The greeting (Welcome Message) and dialing options (Instruction Menu) available to callers will be dif-ferent in the day and at night.


Explanation:In this application, a company wants to have the Automated Attendant answer calls during the day and at night. The day mode greeting (Welcome Message) and dialing options (Instruction Menu) will be different than the night mode greeting and dialing options. You can set up this application following these steps:


2. For Answer Schedule Table 1, set up Answering Schedules 1 and 2 to use Call Routing Mail-box 811. In addition, set up Answering Schedules 3 and 4 to use Call Routing Mailbox 813. See Step 2 below.

3. Record a Welcome Message and Instruction Menu for Call Routing Mailbox 811. Weekday daytime callers will hear these recordings See Step 3 below.

4. Record a Welcome Message and Instruction Menu for Call Routing Mailbox 813. Evening and weekend callers will hear these recordings See Step 4 below.

5. In your telephone system programming, direct calls to the Automated Attendant during the day and at night. See Step 5 below.



● Answering Schedule Table 1 has 4 schedules. (You will change some of these assignments in Step 2 below.)■ Schedule 1 is for weekday mornings





● The default Welcome Message is: “Thank you for calling.”



The default Instruction Menu is: “If you are calling from a touch tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.”(You will change these recordings in Steps 3 and 4 below.)


Step 2. Set up Answering Schedules 1 and 2 to use Call Routing Mailbox 811. Then, set up Answering Schedules 3 and 4 to use Call Routing Mail-box 813.

This will cause Call Routing Mailbox 811 to be active each weekday from 8: AM to 5:00 PM. In addition, Call Routing Mailbox 813 will be active each evening and on weekends. To do this:





● Press Enter. This will leave Answering Schedule 3 assigned to Call Routing Mailbox 813.




This is the Welcome Message that will play every weekday from 8:00 AM to 5:00 PM. Record a Welcome Message similar to: “Thank you for calling ABC company.”

Remember, your weekday routing is Call Routing Mailbox 811 with Dial Action Table 1. Your evening and weekend routing is Call Routing Mailbox 813 and Dial Action Table 2.

To record your Welcome Message for CRB 811:





This is the Instruction Menu that will play every weekday from 8:00 AM to 5:00 PM. Record an Instruction Menu similar to: “If you know the extension of the person you would like to reach, dial it now.”



To record your Instruction Message for CRB 811:






This is the Welcome Message that will play every evening and over the weekend. Record a Wel-come Message similar to: “Thank you for calling ABC company. Our normal business hours are Monday-Friday, 8 AM to 5 PM.”







This is the Instruction Menu that will play every evening and over the weekend. Record an Instruction Menu similar to: “If you know the extension of the person you would like to reach, dial it now.”

To record your Instruction Menu for CRB 813:





Step 5. Program the telephone system to direct calls to the Automated Attendant during the day and at night.

In i-Series, for example, you would set up a DIL that routes to the Voice Mail master number (e.g., 700) during the day and at night. Refer to your systems’s Software Manual for additional details.



Application No te ANV00006

Problem:A company wants to have the Automated Attendant answer calls during the day and at night. The greeting (Welcome Message) and dialing options (Instruction Menu) available to callers will be dif-ferent in the day and at night.

As an option, you can set up daytime weekday callers with the ability to dial 1 for Sales and 2 for Service. This single-digit dialing capability will not be available to evening and weekend callers.


Explanation:In this application, a company wants to have the Automated Attendant answer calls during the day and at night. The day mode greeting (Welcome Message) and dialing options (Instruction Menu) will be different than the night mode greeting and dialing options. You can set up this application following these steps:


2. For Answer Schedule Table 1, set up Answering Schedules 1 and 2 to use Call Routing Mail-box 811. In addition, set up Answering Schedules 3 and 4 to use Call Routing Mailbox 813. See Step 2 below.

3. Record a Welcome Message and Instruction Menu for Call Routing Mailbox 811. Weekday daytime callers will hear these recordings See Step 3 below.

4. Record a Welcome Message and Instruction Menu for Call Routing Mailbox 813. Evening and weekend callers will hear these recordings See Step 4 below.

5. To set up the optional single-digit dialing, change the dialing options for daytime weekday callers (Dial Action Table 1). See Step 5 below.

6. In your telephone system programming, direct calls to the Automated Attendant during the day and at night. See Step 6 below.



● Answering Schedule Table 1 has 4 schedules. (You will change some of these assignments in Step 2 below.)■ Schedule 1 is for weekday mornings







● The default Welcome Message is: “Thank you for calling.”The default Instruction Menu is: “If you are calling from a touch tone phone, please dial the extension number you wish to reach or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.”(You will change these recordings in Steps 3 and 4 below.)

● The Dial Action Tables do not provide single-digit dialing to extensions or groups (You will change this setting for Dial Action Table 1 in Step 5 below.)


Step 2. Set up Answering Schedules 1 and 2 to use Call Routing Mailbox 811. Then, set up Answering Schedules 3 and 4 to use Call Routing Mail-box 813.

This will cause Call Routing Mailbox 811 to be active each weekday from 8: AM to 5:00 PM. In addition, Call Routing Mailbox 813 will be active each evening and on weekends. To do this:





● Press Enter. This will leave Answering Schedule 3 assigned to Call Routing Mailbox 813.




This is the Welcome Message that will play every weekday from 8:00 AM to 5:00 PM. Record a Welcome Message similar to: “Thank you for calling ABC company.”









This is the Instruction Menu that will play every weekday from 8:00 AM to 5:00 PM. Record an Instruction Menu similar to: “If you know the extension of the person you would like to reach, dial it now, press 1 for Sales or 2 for Service.”

To record your Instruction Message for CRB 811:






This is the Welcome Message that will play every evening and over the weekend. Record a Wel-come Message similar to: “Thank you for calling ABC company. Our normal business hours are Monday-Friday, 8 AM to 5 PM.”







This is the Instruction Menu that will play every evening and over the weekend. Record an Instruction Menu similar to: “If you know the extension of the person you would like to reach, dial it now.”

To record your Instruction Menu for CRB 813:







Step 5. Change the Dial Action Table for Call Routing Mailbox 811 to pro-vide the daytime dialing options.

By default, Dial Action Table 1 does not provide routing options for the digit 1 (Sales) or 2 (Ser-vice). Consider directing these calls to the dispatchers or master numbers for Sales and Service, respectively. To do this:

● From the Main Menu, go to CU - Customize Database, then DAT - Dial Action Table. You’ll see the prompts for Dial Action Table 1.

● Press Enter until you see the prompt Action - UND for Key 1 Action.

● Enter the option for key 1 that will direct callers to the Sales group.For example, type UTRF and press Enter if you are setting up an Unscreened Transfer.

● Enter the destination for key 1.For example, enter the master number for the Sales Extension Hunting group.

● Using these same steps, set up key 2 to route to the Service group.

Step 6. Program the telephone system to direct calls to the Automated Attendant during the day and at night.

In i-Series, for example, you would set up a DIL that routes to the Voice Mail master number (e.g., 700) during the day and at night. Refer to your systems’s Software Manual for additional details.


NEC America, Inc., Corporate Networks Group4 Forest Parkway, Shelton, CT 06484

Tel: 800-365-1928 Fax: 203-926-5458cng.nec.com

Other Important Telephone Numbers

Sales: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203-926-5450Customer Service: . . . . . . . . . . . . . . . . . . . . . . . . . . .203-926-5444Customer Service FAX: . . . . . . . . . . . . . . . . . . . . . . .203-926-5454Technical Service: . . . . . . . . . . . . . . . . . . . . . . . . . . .203-925-8801Discontinued Product Service: . . . . . . . . . . . . . . . . . .900-990-2541Technical Training: . . . . . . . . . . . . . . . . . . . . . . . . . . .203-926-5430Emergency Technical Service (After Hours) . . . . . . . .203-929-7920

(Excludes discontinued products)

*17770QSETD01*

17770QSETD01September 2001Printed in U.S.A.

NEC America, Inc., Corporate Networks Group4 Forest Parkway, Shelton, CT 06484

TEL: 203-926-5400 FAX: 203-929-0535

cng.nec.com

Documents

VANGARD Mail with DS-Series - bcs-ip.com · VANGARD Mail with DS-Series Quick ... Voice Mail Required Hardware and Software ... Voice Mail Automated Attendant (Night