Voicemail Training v8.0 +

www.m2technology.com.au

Press any key to continue

This presentation is an introduction only.Please refer to the User Guide for full instructions.

SMS Setup

FEATURES

UnifiedMessageSolution

Voicemail

Choose a Mode:

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To Access Voicemail

Dial the FCM2 Voicemail Extension.

If asked, enter your extension number _ _ _ _

If asked, enter your 4 digit security number.

For example: 9 plus your extension number - That is “9EEE”.

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Voicemail Options Menu

If there are no messages, then the only option you will hear is

“To set up Voicemail press 8”.

Select Voicemail options.

Press star (*) to Exit. 1 2 3

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* 0 #

PLAY CURRENT MSG

PAUSE/PLAY

EXIT

PLAY NEXT MSG

STEP BACK STEP FORWARD

OPTIONS MENU

FORWARD/ARCHIVE

DELETE MSG

DELETE ALL MSG

PLAY PREVIOUS MSG

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Voicemail Options Menu

This Sub-Menu allows you to:

1. Set up your greeting messages

2. Send a voicemail message to another user

3. Not activated

4. This sub menu allows 5 groups to be set up

5. Allows you to program an extension to transfer a caller to, while your greeting message is playing. An alternative to reception. (Default for reception is 0)

6. Not activated

7. Allows you to specify the external number that is used by the FCM2 to complete an external transfer or external notification

8. Enables or disables external notification

9. Enables or disables external transfer (if activated)

0. Allows you to enter a new 4 digit security number or enter **** to disable.

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* 0 #

INTERNAL VOICEMAIL

INTERNAL # SETUP

EXIT

GROUPS MENU

SET EXTERNAL NOTIFICATION

EXTERNAL # SETUP

SET EXTERNAL TRANSFER

VM SECURITY

SETUP GREETING

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Greeting Message Set-Up Menu

A greeting message may be between 3 seconds and 1 minute.

Option 2 - Record your greeting message (A selection of 1 to 5)

Option 4 - Select which greeting message is to play (1 to 5)

Note: Greeting Message 5 is an announcement only. (Ideal when you are on leave)

Greeting Message options (include any within your greeting message)

Press 0 To transfer to reception

Press 1 To transfer to an Auto Attendant menu

Press 5 To skip the greeting message

Press 8 To transfer to an alternative extension

Press 9 To transfer to a mobile

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* 0 #

RECORD GREETING

EXIT

SELECT GREETING

PLAYGREETING

DELETE GREETING

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Setting up your Greeting Message

From your desktop CLIENT system you can now set up your greeting messages.

(Double-click this desktop icon)

1. Open CLIENT and select the TOOLS tab

2. Select GREETINGS

Replacement CLIENT software is available from: www.m2technology.com.au/customer_downloads.html

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Setting up your Greeting Message

From your desktop CLIENT you can now design

5 Greeting Message options.

Simply select which one is suited to your current needs.

Type in a description to indicate the function of the greeting message.

The Green indicates the Greeting Messagehas been recorded.

The Red indicates the Message has not been recorded.

The tick indicates the message currently selected.

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Sample Greeting Messages

“Hi, you’ve reached the voicemail of YOUR NAME.Please leave your message after the tone. Thank you.”

“Hi - you’ve reached the voicemail of YOUR NAME.Please press zero now to return to the operator, or leave your message after the tone. Thank you.”

“You’ve reached the voicemail of YOUR NAME. To return to my assistant/colleague press 8 , press 9 to transfer to my mobile or leave your message after the tone. Thank you.”

From your greeting messageyou can send your caller to the:

Operator

An Auto Attendant menu(programmed)

Your personal assistant or nominated extension

An external number

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press 0

press 1

press 8

press 9

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Transfer a Caller to an AlternativeExtension through your Handset

While your greeting message is playing, a caller may be transferred to reception by pressing 0. This is default.

Alternatively, you can select another extension to transfer your caller to.

From the main menu select option 8 (voice mail options).

Select option 5 and enter the internal extension you wish your caller to be transferred to.

In your greeting message, instruct the caller to press 8 and this will transfer your caller to your selected extension. (This OPTION may vary from system to system, however it will show and can be set up on the desktop facility, CLIENT)

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Internal Transfer Setup – through CLIENT

1. Enable with the tick.

2. ‘8’ is the permanent digit for Internal Transfers. This cannot be changed.

3. Shows the extension the “8” option sends a caller to, in this case extension 123.

Sample Greeting Message

“Thank you for calling Alan, I am not at my desk at the moment, press 0 to return to reception, if Bob can assist press 8 or please leave your message after the tone.”

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When a New Message Arrives

Dial the voicemail extension number.

If asked, enter your extension number.

If asked, enter your 4 digit security number - 9 EEE

Note: EEE is your 3 digit extension number

Message waiting

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Retrieving your Voicemail

Use your handset to do the following options:

1. Plays the message before the current one.

2. Plays the current message.

3. Plays the message after the current one.

4. Steps back 3 seconds - (rewind).

5. Starts and stops the message.

6. Steps forward 3 seconds.

7. You can forward a message to an extension or group. 10 global groups are available.

8. Select voice mail options.

9. Deletes the current message.

0. Deletes all messages - confirmation required.

* To Exit

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* 0 #

PLAY CURRENT MSG

EXIT

STEP BACK

PLAY PREVIOUS MSG

PLAY NEXT MSG

PAUSE/PLAY STEP FORWARD

FORWARD/ARCHIVE

OPTIONS MENU DELETE MSG

DELETE ALL MSGS

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Retrieving your Voicemail

Use your desktop CLIENTHide the Toolbar

Forward

Volume

Delete, Delete AllPlay & Listen Pause Rewind

A new Voice Message shows on the tool bar.

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Forwarding a Message fromthe Handset

You can forward messages either to a selected extension or a group of extensions.

If forwarding to any of the 10 available groups, enter a group number from 1 to 9, or 0 for group 10.

To FORWARD to an EXTENSION with a COMMENT added:•7 + Ext. No + 1 - A *Beep* will sound then record message - end with *

To FORWARD to an EXTENSION without comment:•7 + Ext No + 0

To FORWARD to a GROUP of extensions with a COMMENT added:•7 + 0 + Group No + 1 - A *beep* will sound then record message - end with *

To FORWARD to GROUP of extensions without a comment:•7 + 0 + Group No + 0

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Forwarding a Message fromthe desktop CLIENT

Select the Forward option

Select the extensions you wish to forward your message to…

Groups may also be set up.

Then press “Forward Now.”

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To Save a Message Using CLIENT

Right Click here to display a Drop Down Menu.

To “Save Message”or To “Save All Messages”or To “View Saved Messages”

Create or select your directory:

Then assign a file name.

Note: When stored to your PC, the Message will automatically be deleted from the FCM2.

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Retrieving a Voicemail MessageExternally

Dial in & wait for one of the following:

1. The Day or Night message - enter # 321

2. Ask the operator to transfer you to your extension number, while your greeting message is playing - enter # 321

3. Dial your direct line & while your greeting message is playing - enter #321

Then follow the instructions as normal.

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External Notification - Handset

From the opening Menu:

Select the Voicemail Options Menu by pressing 8.

Select Option 7 (External Number Setup)

• Enter the phone number you wish to be contacted on when out of the office. For example, a mobile

• End with hash #

Select Option 8 (External Notification enabled)

• To activate, press 8 and it will say "external notification enabled" to de activate press 8 again and it will say "external notification disabled"

• The system will now notify you every time a message arrives. You can disable at any time.

This can now be set up on the "Desktop CLIENT."

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* 0 #

INTERNAL VOICEMAIL

EXIT

GROUPS MENU

GREETING MENU

ABSENT/PRESENT

INTERNAL NO. SETUP

EXTTERNAL NO. SETUP

EXTERNAL NOTIF. ENABLE

EXTERNAL TRANS. ENABLE

VM BOX PASSWORD

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External Notification/Transfer- CLIENT

To Enable External Transfer

1. Tick this box to enable.

‘9’ is the permanent digit for External Transfers. This cannot be changed.*

*This option should be stated in your greeting message – “Press 9 to transfer to my mobile.”

2. Enter the phone number for transfer/notification (landline or mobile).

To be Notified Externally

Choose a message delivery mode for external notification.

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Unified Message Solution (UMS)

NOTE: If UMS has been enabled on your extension by your administrator, then the following will apply:

UMS automatically forwards the email to

the selected address and it is played through

the chosen media program on the PC.

(Windows Media Player, QuickTime etc.)

Voicemail messages arrive in your Inbox

.wav attachment

Double click on the .wav attachment and listen - That is it!

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Unified Message Solution (UMS)

• When the UMS service is activated it will be present in the Desktop CLIENT.

• Determine how each extension has their voicemail message delivered - through handset, desktop CLIENT or email.

• Send voicemail messages to ONE or TWO email addresses.

• Determine who has access to the SMS platform.

• SMS replies can be selected to come back to your email (A virtual number must be obtained).

Your Client will indicate the UMS is active.

You still have access to ‘TOOLS’ and ‘SMS’.

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To Setup your SMS Platform

1. Open Desktop CLIENT

2. Select the SMS button

SMS Button

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To Setup Address book

You may create any number of phone books -

Go to the PHONE BOOK Tab

Phone books may be imported or exported as.csv files.

Double click in list to add, edit and delete thedata base.

Phone Book

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To Setup Address book for SMS

Enter your information

NameMobile number CommentSelect or edit groupYou may set up as many groups as you like

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To Send your SMS Message

Select a member from the address book

Check the name now appears here

Type your message

Send your message

Available credits

Inserts the “First Name” into your text - ideal for group sending

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To Receive your SMS Message

If you receive an SMS, the SMS icon will flash inyour toolbar.

In the RECEIVE SMS tab - You will now see thetext and who sent it.

You may reply, save or delete the text message.

This action is only possible with a virtual number - One number per businesses.Apply online www.m2technology.com.au.!

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Thank you!

We thank you for viewing this presentation.

If you would like to know more or make an enquiry about the

FCM2, contact us on 1800 802 822, or email us on

tech@m2technology.com.au

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