Inter-Tel phone systems

Understanding Mailbox Messages

When accessing your mailbox, you may hear one of the following messages:
Mailbox almost full or full: If your mailbox is full, no new messages can be received
until you delete waiting or saved messages.
Quota grace limit reached: If enabled, a mailbox can overfill beyond its normal
capacity. When the quota grace limit is reached, this announcement is played.
Message count and type: The system announces the number of new and saved
messages. The system also informs you if the messages are priority messages.
If E-Mail Reader is enabled, the message media type (voice, e-mail, or fax) is
indicated.
Remote Messaging: The system indicates if the Remote Messaging feature is
enabled.
Contact your voice mail administrator for more information about these and other features.

Message Features

The following are mailbox message features.

Listening to Messages

To listen to messages:

1. Access your mailbox. If E-Mail Reader is enabled for your
mailbox, press 1 or say Voice Mail.
2. Do one of the following:
Press 1 or say New to listen to new messages.
Press 3 or say Saved to listen to saved messages.
3. While you are listening to a voice message, you can use the following options:
Press # or say Skip to skip to the end of the recording.
Press 1 or say Back Up to rewind three seconds and replay the message.
Press 2 or say Pause to pause. Press # or say Continue to continue.
Press 3 or say Forward to skip ahead three seconds.
Press 4 or say Lower to lower the volume.
Press 5 or say Envelope to play the message envelope.
Press 6 or say Higher to raise the volume.
Press 7 or say Save to save the new message in your mailbox.
Press 9 or say Delete Message to delete the message.
After listening to a message, you have the following options:
Press 1 or say Replay to replay the message from the beginning.
Press 2 or say Reply to reply to the message. Then do one of the following:
Press 1 or say Voice Mail to leave a voice message for the subscriber (you
cannot leave messages for outside callers).
Press 2 or say Callback to place a return call. If the number is available, your call
is transferred to the caller’s extension or telephone number.
Press 3 or say “Forward” to forward a copy of the message to another subscriber. If
you want to include an introduction, press 1 or say Record. Otherwise, press # or
say Accept to forward the message without additional comments.
Press 4 or say Previous to listen to the previous message.
Press 5 or say Envelope to play the introductory message envelope.
Press 6 or say Next to listen to the next message.
Press 7 or say Save to save the new message in your mailbox.
Press 9 or say Delete Message to delete the message.

Recording and Sending Voice Messages

You can record and send voice messages to other mailbox extensions in your voice mail
system.

To record and send voice messages:

1. Access your mailbox
2. Press 2 or say Record.
3. Say or enter the mailbox number or group list number. The system announces the
name assigned to the number. You have the following options:
Press # or say Yes to accept the subscriber’s name.
Press * or say No to start over.
4. Record your message after the tone. While recording, you can:
Press 2 to pause while recording. Press # or say Continue to continue.
Press 3 to erase and rerecord your message.
5. When finished recording, do one of the following:
Press # or say Send to send the message and return to the voice mail
options.
Press * or say Cancel to cancel the recording.
Press 1 or say Replay to replay your message.
Press 2 or say Append to add to your message.
Press 3 or say Erase to erase and rerecord your message.
Press 4 or say Copy to copy your message to other mailboxes. Press * when
you are finished adding mailboxes.
6. Press # or say Send to send the message and return to voice mail options, or
press 9 or say Options to use one of the following special delivery options:
Press 1 or say Private. This prevents the recipient from forwarding the
message to other subscribers.
Press 2 or say Certified. When the recipient listens to the message, you
will receive a receipt notice.
Press 3 or say Priority. This places your message ahead of all other
waiting messages in the receiving mailbox.
7. Press # or say Send to send the message with the special delivery option, or
press * or say Cancel to cancel delivery options.

Troubleshooting Tips

The following table contains troubleshooting tips for basic voice mail features. Contact your
voice mail administrator for additional help.

Problem Possible Solution

I do not know my voice mail
password.
Try using the extension number, which is the default password.
If your mailbox does not have an assigned password, pressing #
will allow you to access your mailbox. If these options do not
work, contact your voice mail administrator for assistance.
I cannot change the system
greeting.
Only your voice mail administrator can change the system
greeting.
I cannot use one or more of the
voice mail features described in
this guide.
Your system may not support the feature, or your voice mail
administrator may not have enabled the feature. Contact your
voice mail administrator for more information.
I get a Mailbox almost full or full
message.
No new messages can be received until waiting or saved
messages are deleted.
I get a Mailbox quota grace limit
reached message.
The voice mail system grace limit has reached its capacity. This
feature allows a mailbox to overfill beyond normal capacity.
When the quota grace limit has been reached, this
announcement is played. Contact your voice mail administrator
for assistance.
My e-mail password has expired
for my e-mail client and I have to
change it. Do I also have to
update it for my mailbox?
If you change your e-mail password, you are prompted to
update it for E-Mail Reader.
I cannot retrieve deleted
messages.
Voice mail may have erased your message. After a
programmed amount of time has lapsed, voice mail
automatically erases all deleted messages. If you
attempt to recover a deleted voice message within this time
frame but you are unsuccessful, your voice mail system may not
have sufficient space available to store deleted messages.
I do not have e-mail and fax
messages in my mailbox.
If your mailbox does not have E-Mail Reader you
will not receive e-mail and fax messages. Contact your voice
mail administrator to determine if E-Mail Reader is enabled for
your mailbox.
I get the wrong response when I
say a command.
Several factors affect the system response to voice commands.
It is possible that Automatic Speech Recognition (ASR) is not
enabled on your system. If your system does not prompt you to
say a command, ASR is not enabled.

I cannot use ASR to enter my
E-Mail Reader password.
To prevent others from overhearing your password, you must
use the dialpad buttons to enter your password.
I cannot set the number of rings
before a call is sent to voice mail.
This feature is set by the voice mail administrator.
The system does not recognize
my cell phone digits.
You may need to enable dual tone multi-frequency (DTMF) on
your cell phone.