BVMS3000(+) Users Guide - Unadulterated

7/30/2019 BVMS3000(+) Users Guide - Unadulterated

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Business Voice Messaging 3000(+)


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BVMS 3000(+) User Guide

Accessing Your Mailbox

Once you have set up your mailbox, you can access it byfollowing the steps below.

To enter your mailbox from your own office phone:

1 Call the system (___-____)

2 Enter your passcode

To enter your mailbox from any phone:

1 Call the system (___-____)

2 Press*

3 Enter your mailbox number (same as your telephone

number, not extension number)4 Enter your passcode

You can access your voice mailbox 24 hours a day, 7days a week. Voice messaging lets you communicate indifferent time zones or after business hours.

Special Keys

You can use these keys at any time while usingthe system.

* Cancel or Exit

The* key cancels the last action you took or returnsyou to the previous set of options.

For example, if you press * while reviewing yourmessages, the system will stop reviewing your messagesand will return you to the Main Menu. Or if you aresending a message to more than one mailbox, and youaccidentally enter the wrong mailbox, you can press *to cancel the last entry without losing all prior entries.

If you press* when you are at the Main Menu, you willexit the system. You should always use this method todisconnect from the system because new messagesmay have arrived while you were in your mailbox.

0 Help

The0 key provides you with information to assist you inusing the system. If you ever need help, simply press 0and you will hear the various options available to you.

# Complete or Skip

The# key completes the current action and moves youon to the next menu. # lets the system know you havefinished whatever action you are performing and youare ready to move on to the next set of options.

You can also use the# key to skip to the nextmessage or to skip through another mailbox ownerspersonal greeting.

Let your regular callers know that they can also skipyour greeting by pressing the# key.


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Checking Your Messages1 Access your mailbox. You are at the Main Menu

2 Press1 to listen to your messages

3 You will hear the time/date stamp and the nameannouncement if valid

The following options are available to you after listening toeach message:

1 Repeat

Repeats the current message.

2 Save

Saves the current message and plays the next message.If you save a message, it will be in your mailbox the nexttime you call to review your messages.

3 Erase

Erases the current message and plays the next messagein your mailbox.

If you accidentally erase a message, do not hang up.Press* to return to the Main Menu or64 for theprevious message. Also, dependent upon the productyou choose, there is a message storage limit of up to

250 saved and new messages. If you reach that limit,you will not be able to receive new messages until someof the messages in storage have been deleted.

4 Reply

Allows you to send a reply to the person who sent youthe message, if it was by another mailbox owner.

5 Copy

Relays a copy of the current message to anothermailbox. The voice prompt will ask you to record an

introduction to be sent along with the copied message.After you send the copy, you can erase the originalmessage or save it in your mailbox.

6 Options

Press64 to go back to the previous message.Press65 for the time and date that the messagewas received.

Press66 for the name of the sender.

7 Rewind

Rewinds the message by five seconds.

8 Pause

Pauses for twenty seconds. You can press anykey to resume.

9 AdvanceAdvances the message by five seconds.

* Cancel

Stops the review process and returns you tothe Main Menu.

0Help

Provides more information on the options availableto you while listening to your messages.

# Skip

Skips ahead to next messages.


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Sending Messages1 Access your mailbox. You are at the Main Menu

2 Press2 to send a message to another personor group

3 Enter mailbox or group list numbers, then press#.Enter the 7-digit mailbox number of each person toreceive the message. You can enter as many mailboxnumbers as you wish. If you have created agroup list*, you may enter the group number

4 Record your message and press#

5 After recording your message, the following optionsare available to you:

1 Send

Sends your message.

2 Re-record

Allows you to re-record or add comments toyour message.

*A group list is similar to a distribution list. It allows youto record one message and send it to each person onthe group list at the same time.

Group List Information

To access information on the group lists you havecreated, press0 instead of entering a mailbox orgroup number. This will allow you to pick the groupnumber you want. (Please see page xx for moreinformation on group lists.)

3 Review

Replays your messages.

4 Copy

Allows you to copy the message to additional mailboxesor group lists.

9 Delivery Options

Press1 to mark the message Urgent. Thesemessages automatically go to the front ofthe recipient's mailbox and are heard beforenon-urgent messages

Press2 to mark your message Private. Private

messages cannot be copied to other mailboxes Press3 to activate Return Receipt. Activation

of this feature allows you to be notified whenthe message you are sending has been heardby the recipient. The system automaticallynotifies you regarding the name of therecipient, the time and the date the messagewas received, along with a copy of themessage. You can then review it, cancel it,forward it to another user or save it

Press4 to mark a message for Future Delivery.The system will deliver your message at

whatever time and date you specify, up to 365days in the future. You may send messages toyour own mailbox as event reminders

A Future Delivery message will be counted as amessage in your mailbox until it is sent on thedate specified.

* Cancel

Cancels the message and returns you to the Main Menu.You can also use this key to undo an action, such as

to delete a mailbox or group number you entered bymistake or to cancel a recording.

6 After selecting an option, press1 to sendthe message


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Changing Your Personal Greeting1 Access your mailbox. You are at the Main Menu

2 Press9to access the Mailbox Options

3 Press1for Greeting/Name/Passcode

BVMS 3000(+) Quick Access Users - Your callers will nolonger hear your regular voice mail greeting becauseyour Quick Access greeting will override it. Therefore,when you want to change your greeting, rememberto change your Quick Access greetings, not yourvoice mail greeting.

1 Access your mailbox. You are at the Main Menu

2 Press7 to access other mailboxes and services

3 Press2 for Quick Access

4 Press1 to change your greeting

Standard Quick Access users follow steps 5a & b. QuickAccess with Busy Greeting users follow steps 6a, b & c.

5a Press2 to change your No Answer greetingPress1 to review your current greeting

b Record your new No Answer greetingPress# to end your greetingPress1 to save new recordingPress2 to re-record

6a Press1 for your Busy greetingPress2 for your No Answer greeting

b Press2 to change your greetingPress1 to review your current recording

c Record your new greetingPress# to end your greetingPress1 to save new recordingPress2 to re-record

Changing Your Personal Operator1 Access your mailbox. You are at the Main Menu



4 Press3 to change your custom features

5 Press2 for your personal operator6 Press2 to change your personal operator

Press1 to review your personal operator

7 Enter the extension for your new personal operatorPress1 to keep itPress2 to change it

8 Enter the time of day to begin using the personaloperator. For example, enter 800 for 8:00

9 Press1 for a.m. or 2 for p.m.

10 The system will read back to you the timeyou specified

Press1 to keep itPress2 to change it

11 Enter the time of day to stop using your personaloperator. For example, enter 500 for 5:00

12 Press1 for a.m. or 2 for p.m.

13 The system will read back to you thetime you specifiedPress1 to keep itPress2 to change it

Use your Personal Operator to help callers receive

immediate service. Callers can ring your PersonalOperator Monday through Friday during the time youspecify. This Personal Operator may be a colleagueor department secretary who can assist your callersdirectly or provide special assistance. On Saturdayand Sunday, the Personal Operator will revert to theoperator set up in the system.


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Changing Your Directory Name

for Quick Access Users Only1 Access your mailbox. You are at the Main Menu



4 Press3 to change your custom features

5 Press3 to change your directory name

6 Press2 to change your namePress1 to review your current name

7 Enter your name in the directory Enterthelettersofyourfirstnamebyusing

the keypad. For example, enter563 for thename Joe.

Enterthelettersofyourlastnamebyusingthekeypad. For example, enter 2637397 forthe name Andrews.

IfyouneedtheletterQpress7;for the letter Z press9

8 Press1 to keep this namePress2 to change it

Changing Your Passcode1 Access your mailbox. You are at the Main Menu

2 Press9 for Mailbox Options

3 Press2 to change your passcode

4 Enter your new 410 digit passcode

5 Press#

6 Listen to your new passcodePress1 to keep itPress2 to change it

Changing Your Name Announcement1 Access your mailbox. You are at the Main Menu


3 Press1 for greeting or name announcement

4 Press2 for name announcement

5 Listen to your current name announcementPress2 to change your name announcementPress1 to review your current name announcement

6 Record your new name announcementPress# to end recordingPress1 to save new recordingPress2 to record


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Extended Absence Greeting

This feature allows you to have a special greeting whenyou will be away from your phone for an extendedamount of time. When this feature is turned on, it takesaway the callers ability to bypass your greeting or to leavea message.



3 Press1 for Greeting or Name Announcement

4 Press4 for Extended Absence Greeting

5 Press2 to record your Extended Absence Greeting

6 Press#

to end your recording7 Press1 to keep your recording

8 Press1 to turn your Extended Absence Greeting ON

9 Press2 to turn your Extended Absence Greeting OFF

Your Extended Absence Greeting will override yournormal greeting until you go back into your mailboxand turn it off.

Message Forwarding



3 Press9 again for additional Mailbox Options4 Press2 for Message Notification

5 Press1 for Message Forwarding. Your messages willbe forwarded to another mailbox, althoughcallers will still hear your personal greeting andname announcement. You may wish to activate thisfeature when you are out of town or unable toreceive your messages for a period of time

The Message Forwarding menu contains three options:

Press1 to Turn on/Turn offMessage Notification

Press2 to Review the mailbox number that willreceive your messages

Press3 to Change the mailbox number thatwill receive your messages

Be sure to change your greeting to alert callers thatyour messages are being forwarded.

Optional Features*

Pager Notification



3 Press2 for Message Notification

4 Press2 for Pager Notification. You will be notified bypager when a message is received in your mailbox

The Pager Notification menu contains four options:

Press1 to Turn on/Turn off Pager Notification

Press2 to Review your pager

telephone number Press3 to Change your pager

telephone number

Press9 for Restriction Options. You can restrictthe messages that will activate PagerNotification. You can specify that you want tobe notified only of urgent messages or thosesent from a certain mailbox

*Optional features available at an additional charge.


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Caller Options

Your Quick Access mailbox gives your callers a varietyof options. Let your frequent callers know about theseoptions to make voice mail easier and more convenientto use.

Options When Not Leaving a Message

Your caller can:

1 Dial another extensionBefore the tone, the caller types in the extensionnumber of the other party. The system will transferthe caller to the other extension

2 Access a name directoryCallers press9 before the tone to access the namedirectory. Then type in the first few letters of the lastname. The system will find the correspondingmatches and the caller can choose to transfer tothe desired extension. (The system will also give theextension number for future reference.)

3 Dial an operatorCallers press0 before the tone to reach thePersonal Operator

4 Skip personal greetingsCallers press# to skip the personal greeting

Options After Leaving a Message

Your caller can press# after they finish recording, then:

Press1 to send a message

Press2 to change the message

Press3 to review the message

Press* to cancel the message

Press9 to mark the message Urgent or Private

After pressing1 to send the message, the system willprompt the caller to transfer to another extension by

typing in that extension. Press9 to access name directory

Press0 to access the Personal Operator

Press* to exit

Quick Keys

Listen Quick Keys

Repeat 1 Listen 1

Save 1 Listen 2

Erase 1 Listen 3

Reply 1 Listen 4

Copy 1 Listen 5

Options

Previous 1 Listen 64

Time & Date 1 Listen 65

Sender 1 Listen 66Rewind 1 Listen 7

Pause 1 Listen 8

Advance 1 Listen 9

Send Quick Keys

Send 2 Mailbox No.# Record#1

Re-record 2 Mailbox No.# Record#21

Add Comments 2 Mailbox No.# Record#22

Replay 2 Mailbox No.# Record#3

Send Copy 2 Mailbox No.# Record#4

Delivery Options

Urgent 2 Mailbox No.# Record#911

Private 2 Mailbox No.# Record#921

Return Receipt 2 Mailbox No.# Record#931

Future Delivery 2 Mailbox No.#Record#94 Date1


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Mailbox Options Quick Keys

Standard Greeting 912 Record Greeting#1Busy Greeting 72112 Record Greeting#1

No Answer Greeting 72122 Record Greeting#1

Extended Absence Greeting91422 Record Greeting#1

Turn On/Off

Name 9122 Record Name#1

Passcode 92 Enter Passcode#1

Group Lists

Review a Group 9911

Change a GroupAdd a mailbox 99121 Mailbox No.

Delete a mailbox 99122 Mailbox No.

Re-record name 99123 Record

Delete a group 9913 Number

Create a group 9914 Number/name,Mailbox No.

Message Notification

Message ForwardingOn/Off 99211

Review ForwardingMailbox 99212

Change ForwardingMailbox 99213

Pager Notification

Pager On/Off 99221

Review Pager No. 99222

Enter Pager No. 99223 Pager No.

Restriction Options

Specified SenderOn/Off 992291

Urgent MessageOn/Off 992292

Notes

Important Numbers

Your mailbox number

Inside access number

Outside access number

Name

Mailbox Number

Name

Mailbox Number

Name

Mailbox Number

Name

Mailbox Number

Name

Mailbox Number

Name

Mailbox Number


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BVMS3000(+) Users Guide - Unadulterated

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