EliteMail VMS/EliteMail Limited Job Specifications

Contents of this manual are subject to change without prior notice at the discretion of
NEC America, Inc. This document has been prepared for the use of employees and
customers of NEC America, Inc. and may not be reproduced without prior written
approval of NEC America, Inc.
EliteMail and Electra Elite are trademarks of NEC America, Inc.
Copyright 1999

NEC America, Inc.
1555 Walnut Hill Lane
Irving, TX 75038
Business Terminals Division

Preface
SEC
TION 1

GENERAL
INFORMATION
The EliteMail VMS/EliteMail Limited system is people oriented, and speeds
communication between people using the very latest technology.
The EliteMail VMS/EliteMail Limited has a set of manuals that provide all the
information necessary to install and support the system. The manuals are
described in this preface.
SEC
TION 2

THIS MANUAL
This manual provides detailed information to tailor the application to the
customer needs. Worksheets are provided to collect information about the
NEC telephone system that can be used by the service technician when
customizing the system.
SUPPORTING
DOCUMENTS
EliteMail VMS/EliteMail Limited Technician Guide
(Stock Number 750370)
This manual provides general information about the system features,
configuration, and standards. Sections of this manual include:

Hardware Specifications
Describes installation and operation of VMS/FMS( )-U10 ETU.

Programming
Provides Memory Block assignment to program VMS/FMS( )-U10 ETU.

Console Maintenance
Provides procedures for all local and remote maintenance.

Reference Book
Provides detailed information to enable the technician to set up and
maintain the EliteMail VMS/EliteMail Limited system.

Glossary
Defines terms used in this guide.

Job Specification Worksheets

S
ECTION 1

GENERAL
INFORMATION
You can set up the digital voice mail system for a particular application quickly
and easily.
An application is the way you set up the voice mail system at a site to meet
individual needs. Every company has unique telephone communication
requirements. The decisions you make about the company specific needs
determine the way you set up the voice mail system.
SECTION 2
WHAT YOU
SHOULD KNOW
ABOUT YOUR SITE
The Quick Installation worksheets define everything that happens to a
telephone call after it reaches an organization and how it is answered,
transferred, and answered again. Before you begin filling out the worksheets,
determine the answer to these questions:
Which trunks does the voice mail system answer?
This is the most important question to answer. Do you want the voice mail
system to answer all trunks, so that all callers hear the voice mail system first
and use it to route to the correct person? Do the receptionists answer the bulk
of the calls, with the voice mail system answering only overflow calls during
peak periods? Is the voice mail system used exclusively for voice messaging,
answering only lines dedicated to that purpose?
What should the voice mail system say when it answers?
Should the different trunks be answered differently? Should A toll-free line
require a special greeting? Do you want lines answered differently depending
on whether it is day or night?
Do you want to use directory assistance?
Should callers be given a numeric or alphabetic directory of personnel?
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Which calls should be transferred to an operator?
What happens when a caller without a touchtone telephone wants to go to
the operator? Should the transfer be made automatically? What touchtone
should callers press to get to the operator, and how many operator lines
are there?
How should calls be transferred to extensions?
What happens after an extension is selected? Are calls answered
differently for different individuals in the organization? Should the voice
mail system ask for the caller name before transferring a call? If the
extension doesn't answer or is busy, should the caller be given other
choices or just leave a message?
Should internal calls forward to voice mail automatically?
What does the organization want to happen when someone calls an
extension in the organization and it is not answered or is busy? Do they
want the call to forward automatically to the voice mail system?
Do subscribers use message notification?
How do people want to be informed when they have messages? Will
message waiting lamps be used? Is automatic calling of a telephone at
certain hours required?
Does the organization use a fax machine?
Does the organization want to use fax detect? What telephone extension
should the fax machine use? Should the voice mail system ask outside
callers to record a message describing their fax? Should the voice mail
system send a public notice each time a call is transferred to the fax
machine?

SECTION 3

THE QUICK INSTALL
METHOD
The Quick Install method organizes the answers to all of these questions
to easily define an application that is structured around the most important
considerations.
The Quick Install method includes worksheets that facilitate setting up
your voice mail system. These should be completed at least one week
prior to the scheduled installation date.
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SECTION 4

ABOUT THIS MANUAL
The Quick Install method has two basic functions:

Fill in the Worksheets
The first half of this manual explains how to fill in each worksheet.
After the worksheets are completed, you should have a solid
understanding of what the application really is and how to make it
successful. A complete set of blank worksheets is included in
Appendix A.
Worksheets 1-13 are basic worksheets that should be completed for
every installation using automated attendant or voice mail features.
Worksheets 14-17 are advanced worksheets that cover such
features as automatic call routing, audiotext applications, interviews,
multilingual systems, and numeric directory assistance. They should
be completed only if required for the site application.
Many system features are preset with default values when the
software is shipped. The default setting for an option is marked
with *.

Fill in the Screens
The second half of the manual helps you to fill in the system screens.
After you complete the worksheets, it is easy to configure the system
because the line numbers and blanks on the worksheets correspond
with the field numbers and labels on the screen. Each worksheet
identifies the corresponding system screen.

SECTION 5

ELITEMAIL LIMITED
Descriptions and procedures in this manual are intended for both EliteMail
Limited and EliteMail VMS. Refer to Figure 1-1 EliteMail Limited Banner
Screen. The only difference between the banner screens should be the
system title and the recording time. The differences that make the
EliteMail Limited unique are described below.
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NEC Corporation should read NEC America, Inc.
Figure 1-1
EliteMail Limited Banner Screen
Refer to Figure 1-2 FMS( )-U10 ETU. The 64 MB IDE Flash Memory
module is configured as a single-drive partition for the Electra Elite 48
telephone system (it can also be used in the Electra Elite 192). System
configuration and differences are described below.

System Configuration
·
40 subscriber mailboxes
·
2 or 4 ports
·
4 hours message storage and live recording time
·
Single system language

EliteMail Limited has No softkey or Live Monitoring ability, but they
are being considered as add-on options.
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Issue 1
Figure 1-2 FMS( )-U10 ETU

Available Recording Space Warning
The Disk Full warning at 15 mins left field on Easymade Application
Page 6 also sets the minimum storage space allowed for live record
messages. For EliteMail Limited only, subscribers are prevented
from using live record when the available storage space is less than
or equal to twice the indicated disk full warning value.

Live record messages can quickly fill up available storage
space. Subscribers are encouraged to promptly delete all
unnecessary voice and live record messages.
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Fill in the Worksheets

S
ECTION 1

WORKSHEET 1:
SITE INFORMATION
Use this worksheet to collect information about the NEC telephone system
that may be helpful to a service technician in the future. Although providing
the information on Lines 1-6 has no effect on how the voice mail system
operates, filling in this worksheet is a good way to keep the information in one
place.
1. Site name
Enter the name of the site where the voice mail system is installed.
2. Contact name and telephone #
Enter the name of the contact person at the site. The person is usually a
System Manager. Enter the work telephone number of the contact person,
including the extension number.
Calls Answered
3. Total number of trunks/Total number of stations
Enter the number of trunks and stations in the NEC telephone system.
Number of calls per day
Enter the average daily number of calls the telephone system handles.
4. Day calls /Night calls to be answered
Select the calls the voice mail system answers, and when. It can answer all
incoming calls or only certain trunks, depending on the site needs. You can
also set whether or not it answers calls differently during normal office hours
(Day Mode) than after hours (Night Mode). Your choices are:

All trunks
The system is a primary automated attendant and answers all incoming
calls. Callers may reach an operator or receptionist if they press a
particular touchtone or have a telephone that lacks touchtones.

Some trunks
A live operator answers most calls. The system is a back door
automated attendant to answer either overflow calls or incoming calls on
a particular set of trunks.
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No trunks
An operator answers all incoming calls first, then may forward certain
calls to the voice mail system. In this configuration, the system
automated attendant features are not used.
5. Action to Take for Overflow Calls
Choose how the voice mail system handles incoming calls when all its
ports are busy:

Ring system until it answers
When all ports are busy, an incoming call continues to ring until an
EliteMail port is free. If the system is being used as an automated
attendant, this causes all outside ports to be handled by EliteMail.
Ensure that the number of ports on the system can handle the call
traffic you expect.

Forward calls to Operator
When all EliteMail ports are busy, an incoming call is forwarded to a
live operator.

Issue busy tone
When all EliteMail ports are busy, incoming callers hear a busy
signal. They must hang up and call back.
System Access Numbers
6. Trunk Pilot Number
Enter the telephone number that outside callers dial to reach the voice
mail system. Leave this field blank if the voice mail system only answers
forwarded calls.
Number of trunks answered by system
Enter the number of trunks that the voice mail system answers.
Alternate trunk numbers
Enter other published telephone numbers that outside callers use to reach
the system, such as 800 numbers and service numbers.
7. Voice Port Stations
Enter the number of voice mail ports on the system.
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Station Pilot Number
Enter the extension or telephone number that subscribers use to dial the
voice mail system internally. This is also called the master hunt group
number.
Station Number for each voice mail system port
Enter the physical station number of the NEC telephone system that is
connected to each port of the voice mail system. (e.g., a 4-port system has
only 4 blanks filled in.)
Telephone System Information
Keypad Map
Indicate which keypad map the voice mail system uses. The keypad map
defines how letters and numbers are arranged on the touchtone keypad.
The system supports several keypad maps, including a numbers-only
map. The keypad map is set automatically during installation.
If the numbers-only keypad map is used, subscribers send messages to
other subscribers, guests, and message groups by pressing numbers
instead of letters. You can also set up numeric directory assistance for
outside callers.
If you want to set the system for a keypad map other than the default, you
must run a special utility.
For details about the numbers-only keypad map, numeric directory
assistance, or changing the keypad map, refer to the EliteMail VMS/
EliteMail Limited Technician Guide.
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Table 2-1 Sample Worksheet 1 Site Information
Worksheet
1
Site Information
1.
Site name The Franklin Shipping Company
2.
Contact name Jonathan Winter
Telephone # 214-555-1000
Calls Answered
3.
Total number of trunks 12
Number of calls per day 800
Total number of stations 75
4.
Day calls to be answered (select one)
Night calls to be answered (select one)
All trunks
All trunks

Some trunks
Some trunks
No trunks (forwarded calls only)
No trunks (forwarded calls only)
5.
Action to take for overflow calls, when all system ports are busy (select one)
Ring system until it answers (System answers as soon as a port is free.)
Forward calls to Operator (Live Operator handles overflow calls.)
Issue busy tone
System Access Numbers
6.
Trunk pilot number 214-555-1000
Number of trunks answered by system 4
Alternate trunk numbers 800-555-2001

7.
Voice Port Stations 4
Station pilot number 71
Station Number for each port:
1. 201
2. 202
3. 203
4. 204
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
Application Screen Page 1
Telephone System Information
Manufacturer NEC
Model Electra Elite
Software Release #
Switch Setup Screen Page 1
Keypad Map

Default (Q=7, Z=9)

QZ on the 0 Key
Numbers Only Keypad

QZ on the 1 Key

Swedish Keypad
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SECTION 2

WORKSHEET 2: THE
OPENING GREETING
You should customize the opening greeting for your application. Ensure
that the quality of the recording is good. Keep background noise to a
minimum, and don't overwhelm callers with a long list of options. Include
the name of your organization, and be sure to thank people for calling.
This worksheet helps you plan your opening greeting. You can set up
different opening greeting prompts for the system Day Mode and Night
Mode.
Greeting
Day Greeting / Night Greeting
Enter the text of the day and night greetings for the transaction box.
The caller hears either the day or night greeting when call transfer is
turned off, or the extension is busy or does not answer.
Use one-key dialing during greeting?
If this transaction box uses one-key dialing, enter the System IDs.
The one-key dialing menu lets you set up single digits to represent full
System IDs for other transaction boxes, interview boxes, or extension
numbers. Enter an existing System ID for each single digit the caller may
press. As you record the greeting, include pauses in your recording so the
caller has time to make a selection.
One-key dialing lets the caller press a single digit during or after the
greeting; the system translates that single digit to the corresponding
System ID, and routes the call accordingly.
Action After Greeting
Select the action, for Day and Night Mode, the system should take if the
caller doesn't press touchtones during the greeting.
If greeting is not recorded, the voice mail system takes this action
immediately.
You may specify a different action to be taken during Day Mode than
during Night Mode. The possible actions are described below.

Take a message
Take a message from the caller. This is the most commonly used
option.
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Transfer to operator
Transfer the caller to the operator.

Say Good-bye
The system says "If you need further assistance, press the pound
key now. Thank you and good-bye" and hangs up.

Hang up
The system hangs up, without saying good-bye.

Go to another ID
The system routes the caller to another System ID you enter.

Restart the call
Except in special applications, return the call to the opening greeting
that answered the call.
If Take a Message is Used
If you want the transaction box to take a message, answer the rest of the
questions on the worksheet.

Maximum Message Length
Enter maximum time in seconds a message from an outside caller
can last.

Allow caller to edit message?
Specify if callers should be asked if they want to record again or add
to their message to the subscriber.

Mark the messages urgent?
Indicate how the system marks the priority of messages from outside
callers. Select Yes to automatically mark all messages from outside
callers urgent. Select No to leave messages from outside callers
unmarked. Choose Ask if you want the system to ask outside callers
if the message should be marked urgent.
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Action after message?
Choose how the system handles callers after they record a message.
The system cannot take another message. The possible choices are:
·
Transfer to operator
Transfer the caller to the operator.
·
Say Good-bye
The system says "If you need further assistance, press the
pound key now. Thank you and good-bye" and hangs up.
·
Hang up
The system hangs up, without saying good-bye.
·
Go to another ID
The system routes the caller to another System ID you Enter.
·
Restart the call
Except in special applications, return the caller to the opening
greeting that answered the call.
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Table 2-2 Sample Worksheet 2 The Opening Greeting
Worksheet
2
The Opening Greeting
The opening greeting is recorded in a default transaction box ($Greeting). You may select the default
prompt or write an announcement suitable for your application. Also identify what should happen if
the caller does not respond to the prompts.
System ID $Greeting
Call Transfer
Transfer the calls reaching this box to an extension?
Day hours

Yes, to extension
No
Night hours Yes, to extension _____ No
Call transfer type Await Answer for 4 rings Release Wait for Ringback for ___ rings
(3 rings or more)
(3 rings or more)
Transfer options Announce Confirm Introduce Message Screen Screen
None
(Use only with Await Answer call transfer)
Use call holding? Yes Vox No
(Do not use with Release call transfer)
Greeting
Day Greeting I'm sorry, all of our technicians are answering other calls. Please hold and I'll
connect you to an operator.
Night Greeting
You've reached our network support desk after hours. You may leave a message
for our technicians. Be sure to include your telephone number.
Use one-key dialing during greeting? Yes No
1= ________ 2 = ________ 3 = ________ 4 = _________ 5 = _________
6 = ________ 7 = ________ 8 = ________ 9 = _________ 0 = _________
Action After Greeting
Day
Night
(check one box for Day hours and one box for Night hours)

Say "Goodbye" then hang up

Transfer the caller to the operator

Restart the call at the opening greeting

Route the call to another subscriber or transaction box (Use Go-to-ID )

Interview the caller (Use Go-to-ID $PM)

Take a message
If taking message:
Maximum Message Length 180 seconds Allow caller to edit message? Yes
No
Mark the messages urgent? Yes No Ask
Action after message? Say Goodbye
Transaction Directory
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SECTION 3

WORKSHEET 3:
OPERATOR HANDLING
When callers reach your organization during normal business hours, they
must have easy access to an operator. Callers need to know how and
when they can be connected to an operator.
20. When is an operator available to handle calls?
Identify when an operator is available to answer calls. Most organizations
have operator coverage only during normal business hours. Operator
availability during night hours varies widely from one organization to
another.
If operator is not available for either day or night, check the No boxes and
go to the next worksheet.
Transferring Calls to the Operator
What is the operator extension number?
Enter the actual operator extension number on the NEC telephone
system, both for day and night. At many organizations, the operator
extension number is 0. If your operator has a different extension number,
fill in the blank with the number. The voice mail system automatically dials
this extension when transferring a call to your operator. The extension
numbers can be different for Day Mode and Night Mode.
Call transfer type to use for the operator extension
The voice mail system can transfer a call to the operator three ways. If
you are not sure which to use, select Release, the most common method
for transferring to the operator.

Release
The voice mail system puts the caller on hold, dials the extension
and then releases the call to the NEC telephone system. The voice
mail system does not check the progress of the call or the status of
the called extension. If the extension is busy or not answered, the
telephone system determines what happens to the call.
Releasing a call to the operator clears the voice mail system port to
take other calls.

Await Answer
The voice mail system puts the caller on hold and dials the operator.
If the operator answers within the number of rings specified in the
rings field, the voice mail system puts the caller through.
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If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the operator greeting
and then takes an action (typically, goes to a special interview box).
For details on this call transfer type, refer to the EliteMail VMS/
EliteMail Limited Technician Guide.

Wait for Ringback
The voice mail system puts the caller on hold and dials the operator
extension. If the extension rings the number of times specified in the
rings field, the voice mail system releases the call to the NEC
telephone system.
If the extension is answered while the voice mail system is counting
rings, the voice mail system puts the call through. If the extension is
busy, the voice mail system plays the extension greeting and takes
the specified action. The operator cannot use call screening
features. For details on this call transfer option, refer to the EliteMail
VMS/EliteMail Limited Technician Guide.

rings
This specifies the number of rings the voice mail system waits for a
call to be answered. The minimum number of rings is three.
Enter the number of rings for your application. Using three or four
rings is recommended.

Table 2-3 Sample Worksheet 3 Operator Handling
Worksheet
3
Operator Handling
20. When is an operator available to handle calls?
Day
Yes No
Night
Yes No
Transfer Calls to the Operator
What is the operator extension number on the telephone system? Day 0 (zero) _____

Night 0 (zero ) _____
Call transfer type to use for operator extension Release

Await Answer for ______ rings
Wait for Ringback for ______ rings
(3 rings or more)
Application Screen Page 3
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Issue 1
SECTION 4

WORKSHEET 4:
SYSTEM SCHEDULES
Most organizations set regular working hours. You can set up the voice
mail system to handle calls differently when your organization is open and
closed. The voice mail system uses a Day Mode schedule to define the
hours your organization is open. The rest of the time the system operates
in Night Mode.
You can define up to four different Day Mode schedules, and then assign
to different voice ports or transaction boxes different Day Mode schedules.
In most cases, however, you use only Schedule #1. This worksheet
defines only one schedule. You can define others later.
31. Daytime Schedule
Enter regular business hours for your organization. Sample completed
Schedules Worksheet is shown below.
Each working schedule you define for a site can be specified in three
different time ranges. These ranges (a, b, c) define the hours classified as
Day Mode. You may specify any range as Day Mode; it need not fall in the
range that is normally considered daytime. For any hours not specified,
the voice mail system operates in Night Mode.
Typically, you specify only one range, such as 8:00 am - 5:00 pm Monday
through Friday. However, if your organization has different weekend
hours, you may specify ranges for Saturday and Sunday. The sample
schedule is completed for a business that is open from 9:00 am to 8:00 pm
Monday through Friday; from 10:00 am to 5:00 pm on Saturday, and 11:00
am to 3:00 pm on Sunday.
If your organization closes for lunch hour, you can specify Day hours as
8:00 am to 12:00 pm in range a and 1:00 pm to 5:00 pm in range b. The
voice mail system is then in Night Mode from noon to 1:00 pm.
Ignore holidays?
In most cases, because your organization is closed on holidays, you want
the voice mail system to operate in Night Mode for 24 hours on those
days. This is the default setting. If Schedule #1 should not follow your
regular Day Mode and Night Mode hours on official holidays (that is, if you
want Schedule #1 to operate in Night Mode for 24 hours) select No and fill
in 33. Holidays. If you want the system to follow your regular Day and
Night schedule on holidays, select Yes, and skip the 33. Holidays section
of the worksheet.
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32. Schedule #4
Schedule #4 is a special schedule that stays in either Day Mode or Night
Mode 24 hours a day, all days a year. The mode does not change unless
you change it at the console. Use Schedule #4 to set a group of ports or
transaction boxes to stay in a particular mode regardless of the time of
day. By changing the setting of Schedule #4, you can reset all the ports or
transaction boxes that use Schedule #4. This field has no effect on
Schedules #1, #2, or #3.
33. Holidays
At most sites, the voice mail system operates in Night Mode for 24 hours
on any day marked as a holiday. You may specify up to 18 holidays. List
only the day and month for each holiday. You must update the holiday
schedule each year to cover holidays that fall on a different date each
year.
34. Automatically adjust system for Daylight Savings Time?
The voice mail system can automatically adjust its internal clock for
Daylight Savings Time in those countries and locations that recognize it.
Select Yes if you want the voice mail system to adjust for Daylight Savings
Time, and enter the dates when Daylight Savings Time changes. If you
select No, you may still manually reset the computer clock twice a year for
Daylight Savings Time.
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Table 2-4 Sample Worksheet 4 System Schedules
Worksheet
4
System Schedules
Use this worksheet to define the system Day Mode operating schedule. This usually matches the company
office hours. All other hours the system operates in Night Mode. You may specify up to three ranges of
hours and days for Day Mode operation.
31.
Daytime Schedule (Enter up to three ranges of hours and days for Schedule #1)
a: 9:00 am / pm to 8:00 am / pm on Mon Tue Wed THu Fri Sat SUn
b: 10:00 am / pm to 5:00 am / pm on Mon Tue Wed THu Fri Sat SUn
c: 11:00 am / pm to 3:00 am / pm on Mon Tue Wed THu Fri Sat SUn
Ignore holidays?
Yes No
32.
Special Schedule (#4) Day Night
33.
Holidays (Write in the day and month of up to eighteen holidays)
1-Jan 25-Dec ___________ ___________ ___________ ___________
___________ ___________ ___________ ___________ ___________ ___________
___________ ___________ ___________ ___________ ___________ ___________
34.
Automatically adjust system for Daylight Savings Time?

Yes Date On 1-Apr Date Off 28-Oct
No
Application Screen Page 4
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SECTION 5

WORKSHEET 5:
DEFAULT SUBSCRIBER
SETTINGS
This worksheet helps you plan the default settings for every new
subscriber.
EliteMail makes adding subscribers with standard features quick and easy.
Just fill in Application Screen Page 5 with the settings you want for each
subscriber. Then, each new subscriber you add has the settings you
choose on this default screen. This saves you time, because you do not
have to configure each subscriber individually. Of course, you can still
change any setting for any particular subscriber that wants settings
different from the default.
Use this worksheet to specify default settings for: Personal IDs, feature
access, call transfer, message waiting lamps, and message delivery.
Personal ID and Access Codes
Personal ID for Subscribers
First, write down the convention you want the system to use when creating
Personal IDs for the subscribers.
On the default setup, when you add a new subscriber, the system
automatically creates a unique Personal ID for the subscriber by adding 9
to the beginning of the subscriber Extension # ID (write as 9X). You can
change 9 to another number or string of numbers plus X (the extension
number).

Although you do not have to base the Personal IDs on extension numbers,
this saves you from having to think of a unique Personal ID each time you
add a subscriber to the system.
If you want to change the default convention, enter that on the worksheet.
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Access Codes
Set up the access codes for each subscriber. Access codes allow or deny
particular features, such as special delivery options, the enrollment
conversation, and if subscribers can send open group messages. Specify
any combination except M and T of the following access codes:
A
No Setup Options Access
This denies subscriber access to change setup options by
telephone. The subscriber cannot change personal
greetings, message groups, call transfer options,
message delivery, recorded name, spelled name, security
code, or directory listing. The access codes A and T may
be combined to deny access to all setup options except
personal greetings.
B
No Receipt Summary
The system does not tell the subscriber that the messages
sent to a particular person are received, unless the
subscriber marks a message for explicit return receipt.
C
No Public Notify
This prevents the system from notifying the subscriber
when a public message is received. A public message is
not addressed to a particular extension. Use this code for
subscribers who have public message access (no P code)
but want their message waiting lamp lit only for messages
sent specifically to them.
D
Not in Directory
Excludes subscriber from automatic directory.
E
Messages by Extension
The subscriber leaves messages by extension number
instead of the first three letters of the last name.
F
First-Time Enroll
The system enrolls the subscriber by telephone the next
time the subscriber calls the system. The system does not
deliver messages to subscriber with the F access code.
G
Can't Edit Greeting
The subscriber cannot change personal greetings.
I
Live Monitor On?
Enables Live Monitoring for the subscriber.

Upgrade option on EliteMail Limited.
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J
Auto Live Monitor
Sets enabled Live Monitoring to automatic mode.

Upgrade option on EliteMail Limited.
K
Can Edit Hold
The subscriber can change call holding by telephone.
L
Message Length
The system announces how long new and old messages
last, for example "You have 3 new messages totaling 3
minutes, 20 seconds. Would you like to hear them?"
M
Menu Mode Exclusively
The subscriber hears the system quick option menus for
all voice mail features, instead of the usual yes-and-no
conversation. This code cancels the T access code.
N
Hands-Free Play
This code turns on handsfree message retrieval. The
system does not ask the subscriber "Would you like to
hear them?" between message sources.
O
No Old Messages
The subscriber cannot review old messages.
P
No Public Messages
The subscriber cannot access public messages. Usually,
only one or two people at any site need access to public
messages.
Q
No Urgent Messages
The subscriber cannot mark messages urgent.
R
Can't Redirect
The subscriber cannot redirect received messages.
S
Can't Send Message
The subscriber cannot leave messages for other
subscribers, guests, or groups.
T
Traditional Order
The subscriber hears four basic questions in this order:
Check new messages, Leave messages, Change
greetings, Review old messages. To reach setup options
other than greetings, press # # after the system asks
"Would you like to do anything else?". The M access code
cancels this code.
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EliteMail VMS/EliteMail Limited
Issue 1
U
Not to Subscribers
The subscriber cannot send messages to other
subscribers. The subscriber can leave messages for
guests and message groups.
V
No Private Messages
The subscriber cannot mark messages private. Any
message the subscriber sends may be redirected by the
recipient.
W
No Future Delivery
The subscriber cannot mark messages for future delivery.
X
No Receipt Request
Subscriber cannot mark messages for explicit return
receipt. The subscriber cannot cancel a return receipt
marked automatically by the system.
Y
No Open Groups
The subscriber cannot create open message groups, or
leave messages for open message groups. The
subscriber can still create and leave messages for private
message groups.
Z
Automatic Receipts
The system automatically marks every message sent by
the subscriber for return receipt requested.
To avoid redundant return receipts and receipt summary
announcements, never use this code without also using
the B access code.
Call Transfer
Transfer calls to subscribers?
Select Yes if you want the voice mail system to transfer calls to
subscribers. When call transfer is Yes, the voice mail system transfers
callers to the actual subscriber extension. If the extension is busy or does
not answer, the caller may leave a message.
If you select No, callers may leave a message in a subscriber voice
mailbox, but they cannot directly reach a subscriber extension without
going through the operator. Select No if you want to use voice mail only.
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Call transfer type
Select the call transfer method to apply to the subscribers. The voice mail
system can transfer a call to a subscriber in the following ways:

Await Answer
The voice mail system puts the caller on hold and dials the extension.
If the extension is answered within the number of rings specified in
the rings field, the voice mail system puts the call through.
If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the extension greeting
and then takes an action (usually takes message).

Release
The voice mail system puts the caller on hold, dials the extension and
then releases the call to the NEC telephone system. Voice mail
system does not check call progress or the status of the called
extension. If the extension is busy or unanswered, the caller can
leave a message when the extension is set up to forward calls to
voice mail.
Releasing a call to an extension clears the voice mail system port.
The subscriber cannot use call holding or call screening.

Wait for Ringback
The voice mail system puts the caller on hold and dials the extension.
If the extension rings the number of times specified, the voice mail
system releases the call to the NEC telephone system.
If the extension is answered while the voice mail system is counting
rings, the voice mail system puts the call through. If the extension is
busy, the voice mail system plays the extension greeting and takes
the specified action. The subscriber cannot use call screening. For
details on this call transfer type, refer to the EliteMail VMS/EliteMail
Limited Technician Guide.

Use call screening?
This feature lets subscribers find out who is calling before the voice
mail system puts the call through. When call screening is turned on,
the voice mail system asks callers, "Who may I say is calling?" before
transferring the call to the subscriber extension. When the subscriber
answers the call, the voice mail system plays the caller name before
putting the call through. You can only use call screening with Await
Answer call transfer.
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EliteMail VMS/EliteMail Limited
Issue 1

Use call holding?
This feature allows you to queue up several callers who are waiting
for a busy extension to become free. The voice mail system
periodically tells callers their position in the queue, and allows them
to hold, transfer to another extension or leave a message.
The system provides two types of call holding. You can set the
system either to allow outside callers to press 1 or to say "Yes" to
hold. With the first type, outside callers must have a touchtone
telephone. With the second type, outside callers do not need a
touchtone telephone. The system uses the system voice detect
feature.
Call holding is available with Await Answer and Wait for Ringback
call transfer. Call holding is not available with Release call transfer.
On the worksheet, select Yes if callers should press a touchtone to
hold. Select Vox if callers should say "Yes" to hold. Select No if call
holding should be turned off for subscribers by default.
Message Notification
When a subscriber or guest has messages pending, the voice mail system
can light a message waiting lamp to notify the subscriber. This feature,
called message notification, is available with your NEC telephone system.
Activate message waiting lamps for new messages?
Select whether or not you are using message waiting lamps. The voice
mail system supports message waiting lamps automatically on all NEC
telephone systems. Select Yes to use message waiting lamps to notify
subscribers with pending messages. Message waiting lamps should be
used when they are available.
Message Delivery
The voice mail system can notify subscribers for pending messages. For
example, when a message comes in, the voice mail system can dial the
subscriber extension number, wait for an answer, and then say:
"This is the voice mail system calling with a message for <subscriber
name>. Please enter your Personal ID now to receive the message."
If the subscriber enters the correct Personal ID (and security code, if
applicable), the voice mail system proceeds with the conversation in the
same way that it does when the subscriber calls the voice mail system
directly.
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Should the system call the subscriber extension?
Check Yes if you want messages delivered to each subscriber work
telephone, as described above. If No, skip the rest of this worksheet.
Wait ___ minutes after a new message arrives
Check to select, and enter the time you want the system to wait before
delivering new messages. This field applies to Batch message delivery
only. Enter the days and times you want the voice mail system to call you
to deliver your messages. Select the number of times the voice mail
system rings a subscriber extension on each delivery attempt.
Each, Batch, or Urgent Delivery
Select whether you want Each, Batch or Urgent delivery. Also, enter the
time (in minutes) between delivery attempts.

Each
The voice mail system calls the subscriber each time a new message
comes in, regardless of when it last tried to call the subscriber. This
method speeds up the delivery of new messages, but also increases
system dial out time. This means that the dial-out ports may be tied
up more frequently. If the dial-out ports are constantly busy, the voice
mail system may have to hold dial-out requests in a queue until a
dial-out port is free. This could cause delivery delays.

Batch
Any message that comes in since the last attempted delivery is
added to the batch and delivered at the next specified time interval.
A 30-minute delivery time is suitable for most installations. Using
batch message delivery lessens the time the voice mail system ties
up voice ports dialing out to deliver messages.

Urgent
Urgent message delivery works like Each message delivery, except
the voice mail system only calls you when an urgent message comes
in. The system won't call when new messages that are not urgent are
waiting.
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EliteMail VMS/EliteMail Limited
Issue 1
Table 2-5 Sample Worksheet 5 Default Subscriber Settings
Worksheet
5
Default Subscriber Settings
Use this worksheet to specify settings that apply to most subscribers, including settings for Personal IDs,
how calls are transferred, if message waiting lamps are used, and if the system calls the subscriber to de-
liver messages. Although these settings apply to most subscribers, you may specify custom settings for in-
dividual subscribers on another worksheet.
Personal ID & Access Codes
The system automatically assigns a Personal ID to a new subscriber by adding one or more digits to the
subscriber extension (X). For example, 9X creates a Personal ID of 9100 for extension 100.
Access codes allow or deny subscribers particular features of the system. See the Application Manual or
the system on-line help for access code definitions.
Default
Change to:
Personal ID for Subscribers 9X
______________________
Access Codes
PCBF ______________________
Call Transfer
Transfer calls to subscribers? Yes No
Call transfer type
Use call screening? Yes No

Await Answer
for 4
(Use only with Await Answer call transfer)
rings

Release
Use call holding? Yes Vox No
(Do not use with Release call transfer)

Wait for Ringbackfor ______ rings
(3 rings or more)
Message Notification
Activate message waiting lamps for new messages? Yes No
(The telephone system must be programmed to support message waiting lamps or indicators)
Message Delivery
Should the system call the subscriber extension to deliver new messages? Yes No

Wait 30 minutes after a new message arrives before trying to call.
Hours to deliver: 8:00 am / pm to 5:30 am / pm on Mon Tue Wed THu Fri Sat SUn
Ring the extension for 4 rings before hanging up (3 or more rings)
Choose one of the following:
Deliver each new message as it arrives. If no answer, try again every _____ minutes.
Deliver a batch of new messages every 30 minutes.
Deliver urgent messages, as soon as they arrive. If no answer, try again every _____ minutes.
Application Screen Page 5
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SECTION 6

WORKSHEET 6:
SYSTEM SECURITY
The voice mail system offers system-wide features that protect the system
from unauthorized access and from certain system errors.
Use Table 2-6 Sample Worksheet 6 System Security to identify:

Number of times a caller is allowed to misdial

If caller should be routed to another System ID for help after
misdialing

The minimum available message storage space the system requires

Who should receive a voice message if certain system errors occur.
53. How many times should caller be allowed to misdial?
Identify the number of times a caller is allowed to misdial. This includes the
number of times an outside caller can try to enter a valid System ID to
route the call, and the number of times a subscriber can try to enter a valid
Personal ID and security code.
Should caller be routed to another System ID for help after
misdialing repeatedly?
Identify how the system handles a caller who exceeds the number of
invalid entries allowed. At most sites, the system is set to hang up on
callers who misdial the number of times specified. However, the system
can also route callers to another System ID for additional help. For
example, you could route these callers to the operator, who can help
determine the correct Extension # ID or Box ID.
55. When should the system ask subscribers to delete
unnecessary messages?
Identify the minimum minutes of available message storage space the
system requires before asking subscribers to delete unnecessary
messages. To help prevent the system from running out of storage space,
the system asks subscribers to delete unnecessary messages when
space is getting low. Most systems set the minimum to 15 minutes. You
should not decrease this amount. However, you may increase it for larger
systems with many subscribers or ports.
56. Who should receive a voice message if a system error occurs?
Identify who should receive a voice message if a system error occurs.
If a system error occurs, the system can display a text message at the
system console, or, for some errors, can also send a voice message.
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Most systems are set to send a voice message to everyone with public
message access (no P access code). A public message is a special
message available only to authorized subscribers. If you choose to send
error messages to subscribers with public message access, ensure that
you set at least one subscriber for public message access when you
complete Table 2-12 Sample Worksheet 12 Special Subscriber Settings.
You may also want to remove the C access code for subscribers with
public message access, so the system can call them or light a lamp when
new public messages are waiting.
You may also specify one or more specific subscribers who should receive
these messages. This may or may not be the same subscribers who
receive public messages. Write each subscriber name and Personal ID on
the worksheet.
For details about public messages or error messages, refer to the EliteMail
VMS/EliteMail Limited Technician Guide.

Table 2-6 Sample Worksheet 6 System Security
Worksheet
6
System Security
Use this worksheet to specify several system-wide features that protect your system from unauthorized access
and from certain system errors.
53.
How many times should a caller be allowed to misdial?
4 times
___________ times
Should a caller be routed to another System ID for help after misdialing repeatedly?
No (system hangs up) Yes, route to System ID ____________
55.
When should the system ask subscribers to delete unnecessary messages?
When less than 15 minutes of message storage space is left
When less than ________ minutes of message storage space is left
58.
Who should receive a voice message if a system error occurs?
Everyone who receives public messages
These subscribers:Name:Jonathan Winter Personal ID: 92219
Name:__________________________ Personal ID: _________
Name:__________________________ Personal ID: _________
Application Screen Page 6
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SECTION 7

WORKSHEET 7:
DIRECTORY
ASSISTANCE
People who call your organization may not know the extension number of
the person they are trying to reach. The caller must then speak to the
operator to find the extension or look up the extension in a directory.
The voice mail system offers two kinds of directory assistance to help
outside callers determine a subscriber extension:

Automatic directory assistance
The automatic directory provides a list of subscriber names and
extensions. Outside callers get a subscriber extension by spelling
the first three letters of the last name. Outside callers must have
letters on their touchtone keypads to use automatic directory
assistance.

Numeric directory assistance
The numeric directory allows outside callers to press numbers
instead of letters to look up a subscriber extension. Numeric directory
assistance groups subscribers by a common characteristic (such as
department, location, or schedule), and creates a menu of choices
that assign a single touchtone to each directory grouping.
Use Worksheet 7 to select the type of directory assistance to offer outside
callers. Or, if you are not using directory assistance for this application,
write that on the worksheet, and skip to the next worksheet. If you are
using numeric directory assistance, you should also complete Table 2-11
Sample Worksheet 11 Message Groups.

You can also use transaction boxes to set up other call routing for outside
callers who do not know the extension number. The system comes with a
sample transaction box (Departments Box) to help you set up special call
routing to departments.
Directory Assistance
Some sites may want to use both automatic and numeric directory
assistance if some outside callers have lettered keypads.
Indicate the type of directory assistance the system should offer. You can
offer automatic directory assistance, numeric directory assistance, or both.
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EliteMail VMS/EliteMail Limited
Issue 1
Using automatic directory assistance requires only that outside callers
have letters on their keypad that match the system keypad map, and that
you mention the System ID for directory assistance in the opening
greeting. Using numeric directory assistance or transaction boxes for
directory assistance requires additional setup at the system console.
If you are using automatic directory assistance, the system can
automatically route a caller to the correct Extension # ID when only one
name matches the three letters the caller enters. Indicate on the
worksheet whether you want to use this feature with automatic directory
assistance.
System IDs for Directory Assistance
Enter on the worksheet the System ID callers should dial to reach directory
assistance. The default System ID for automatic directory assistance is
555. If you are changing the System ID, enter that information on the
worksheet.
Numeric directory assistance requires special configuration at the system
console. The system comes with several sample directory groups
installed to help get you started. For details on how to set up numeric
directory assistance, refer to the EliteMail VMS/EliteMail Limited
Technician Guide.
Ensure that the System ID for directory assistance is mentioned in the
opening greeting.
Notes on the Department Transaction Box
The system is shipped with a department directory in a transaction box
that has the System ID $411. This transaction box announces:
"Press 1 for Sales, 2 for support, or 3 for a list of all personnel. Once
again: press 1 for Sales, 2 for Support, or 3 for a list of all personnel."
To use this department transaction box, you can modify the greeting or
System ID to fit your application. If the system uses the default
department transaction box, indicate that on the worksheet. Otherwise,
enter remove on the worksheet.
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Table 2-7 Sample Worksheet 7 Directory Assistance
Worksheet
7
Directory Assistance
The voice mail system offers an automatic directory of extensions, numeric directory assistance, and a spe-
cial Departments transaction box to help callers find out the extension number of the person or department
they are trying to reach. Use this worksheet to choose the directory assistance the system provides.
Directory Assistance
Default ID
Change to: Make change on:

Automatic directory assistance 555 _______ Application Screen Page 6
Should the system automatically route the caller if there is only one matching name in the automatic
directory?
Yes
No

Numeric directory assistance $411 _______ Groups Screen

Departments transaction box 411 _______ Transaction Directory

SECTION 8

WORKSHEET 8:
PUBLIC FAX BOX
The voice mail system can detect incoming faxes and route them to a fax
machine. This feature eliminates the need for a separate, dedicated
telephone line for the fax machine. Each time the system transfers a call
to the fax extension, it can send a public announcement to the Public Fax
Box.
If you plan to use the voice mail system fax detect feature, complete this
worksheet. Specify the fax extension number, System ID, and call transfer
parameters. Also, indicate whether or not the person sending the fax is
asked to record a message describing the fax.
The Public Fax Box is quite flexible. For details on the various options
available, refer to the EliteMail VMS/EliteMail Limited Technician Guide.
Fax ID
Indicate the System ID for the Public Fax Box. You can choose an ID that
allows callers to manually dial the fax machine extension, or make it
accessible only when a fax machine calls the system. In the opening
greeting, tell callers what System ID to dial to send a fax.
By default, the System ID is set to $_FAXBOX. If the System ID begins
with the $ symbol, callers cannot select the fax machine by pressing
touchtones. Thus, the system can only route automatic faxes sent directly
from a fax machine.
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EliteMail VMS/EliteMail Limited
Issue 1
Voice Name
Indicate whether you want to change the Public Fax Box recorded name,
The Public Fax Box. If you decide to change the recording, enter the
name you want to use.
Transfer calls to the Public Fax Box?
To use the fax detect feature, you must indicate the actual telephone
extension the fax machine is connected to. Select Yes, and enter the fax
machine extension number.
Call transfer type
Select the transfer method that the voice mail system uses for the Public
Fax Box. The voice mail system can transfer a call using: Await Answer,
Release, or Wait for Ringback.

Await Answer
The voice mail system reminds the caller to press the Start button on
the fax machine at the fax tone, puts the caller on hold, then dials the
fax extension. If the extension is answered within the number of
specified rings, the voice mail system waits for the caller to press the
Start button, then puts the fax through.
If the extension is busy or does not answer within the specified
number of rings, and call holding for the fax extension is turned off,
the voice mail system takes the alternate action (typically, transfer to
the operator).

Release
The voice mail system puts the caller on hold, dials the fax extension
and then releases the call to the NEC telephone system. The voice
mail system does not check the progress of the fax call or the status
of the fax extension.
Releasing a call to the fax extension clears the voice mail system port
to take other calls. However, the caller cannot hold for the fax
machine.

Wait for Ringback
The voice mail system puts the caller on hold and dials the fax
extension. If the extension rings the number of specified times, the
voice mail system releases the call to the NEC telephone system.
The number of rings should be at least three.
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EliteMail VMS/EliteMail Limited
If the fax extension is answered while the voice mail system is
counting rings, the voice mail system puts the fax call through. If the
extension is busy and call holding for the fax extension is turned off,
the voice mail system takes the alternate action (typically, transfer to
the operator).
Use call holding?
Indicate whether or not caller can hold if the fax extension is busy. To use
call holding, you must use Await Answer or Wait for Ringback call transfer.
The system provides two call holding types. You can set the system so
that outside callers can press 1 or say "Yes" to hold for an extension.
With this first type, outside callers must have touchtone telephones. With
the second type, outside callers do not need touchtone telephones: The
system listens for spoken sound, using the system voice detect feature.
On the worksheet, select Yes if callers should press a touchtone to hold for
the Public Fax Box. Select Vox if callers should say "Yes" to hold. Select
No if call holding should be turned off for the Public Fax Box by default.
Alternate Action
Indicate how the system should handle the caller if the transfer to the fax
extension is unsuccessful (and call holding is not allowed). The most
common choice is transfer to operator. The possible actions are as follows:

Say Good-bye
The system says "If you need further assistance, press the pound
key now. Thank you and good-bye" and hangs up.

Transfer to operator
Transfer the caller to the operator.

Restart the call
Return the caller to the opening greeting.

Go to another ID
The system routes the caller to another System ID. Enter the System
ID if you choose this option.

Hang up
The system hangs up, without saying good-bye.
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EliteMail VMS/EliteMail Limited
Issue 1
Announce Options
Indicate if the system should send a public notice when it transfers a call to
the fax machine, and if it asks the person sending a manual fax to record a
message describing the fax and who it is for. Values include: Always,
Voice, Post, and Never.
Ask Caller to
Notify when Fax Call is
Record a
Transferred?
Message?
Always
Yes
Yes
Voice
Yes
Only when caller records a
voice message
Post
No
Yes
Never
No
No
If you use fax notification, the fax notice is delivered to the Operator Box
and received by any subscriber who has public message access.
(Typically, this is the operator or System Manager.)
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Table 2-8 Sample Worksheet 8 Public Fax box
Worksheet
8
Public Fax Box
You can route incoming faxes to a particular extension, called the Public Fax Box. This extension is then con-
nected to one or more fax machines. Use this worksheet to specify how to set up the Public Fax Box. If you are
not using the Public Fax Box, you may skip this worksheet.
Fax ID: $_FAXBOX FAX (329) Other: ____________________
Voice Name: "...the Public Fax Box..." Other: ____________________
NOTE: If you use the default Fax System ID, callers cannot dial the Public Fax Box directly.
Transfer calls to the Public Fax Box? Yes, to extension 345 No (Turn off Public Fax Box)
Call transfer type Await Answer for 4 rings Release Wait for Ringback for ___ rings
Use call holding? Yes Vox No (Do not use holding with Release call transfer type)
Alternate Action: (if fax call transfer is unsuccessful)

Say Goodbye then hang up Route call to another subscriber or transaction

Transfer the call to the operator box (Use Go-to-ID -> ______)

Restart the call at the opening greeting Hang up
Announce Options
Use this decision chart to decide how to handle manual fax calls and how to announce calls that are transferred
to the Public Fax Box. Circle the choice you want for Announce=.
Ask caller to record an introduction?
YES
NO
Send a public announcement
Send a public announcement
when a fax call is transferred?
when a fax call is transferred?
YES
NO
YES
NO
Announce =
Announce =
Announce =
Announce =
ALWAYS
VOICE
POST
NEVER
Application Screen Page 6
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EliteMail VMS/EliteMail Limited
Issue 1

SECTION 9

WORKSHEET 9:
SUBSCRIBER LIST
Subscribers can be enrolled on the system by range or individually. There
are advantages and disadvantages to each method.
Before you fill in, read Ways to Enroll Subscribers below to decide which
method to use.
If you enroll subscribers by range, use worksheet to list starting and
stopping Extension # ID of each range.
If you enroll subscribers individually, use worksheet to list the extension
number and name of each subscriber you want to add to the system. If
you already have a list of subscribers, use it instead of this worksheet.
Ways to Enroll Subscribers

A System Manager can enter each subscriber ID and spelled name,
record a name, and set any special options to enroll individual
subscribers at the console.

A System Manager can add a range of subscriber mailboxes with the
F access code, and let subscribers enroll themselves by telephone
when they first call the system.
When using enrollment by telephone, the System Manager may want to go
through the Personal Directory in ID sort order and enter the full name of
each subscriber.
Extension # ID Range 1, 2 and 3
If you decide to add subscribers by range, write down the starting and
stopping Extension # ID of each range. If you have more than three
ranges, make copies of the worksheet.
Extension / Last Name / First & Middle Names
Enter each subscriber you want to add to your system, in extension
number order, beginning with the lowest extension number. This makes it
easier to add the subscriber to the system later.
Unlisted
Indicate if any subscribers should not be listed in directory assistance.
Some subscribers may not want to be in directory assistance, so that
outside callers can't get their extension number without asking the
operator. If the site uses automatic directory assistance, subscribers can
change their automatic directory listing by telephone anytime, by
accessing setup options. If the site uses numeric directory assistance,
only a System Manager can add or remove someone in the numeric
directory.
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Table 2-9 Sample Worksheet 9 Subscriber List
Worksheet
9
Subscriber List
Page 1 of 1
To add subscribers by range, list the range of Extension IDs (for example, 210-320). To add subscribers
one-by-one, make copies of this worksheet and create a list of all subscribers. For each person, enter the
full name and extension number, with the lowest extension first. Check off any subscriber you do not want
listed in directory assistance. If you have a list or directory of all personnel and their extension numbers,
you may use it in place of this worksheet.
Extension # ID Range 1Start: 220 Stop: 241
Extension # ID Range 2Start: 247 Stop: 360
Extension # ID Range 3Start: ____________ Stop: _____________
EXTENSION
LAST NAME
FIRST & MIDDLE NAMES
UNLISTED

________

Personal Directory Screen
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EliteMail VMS/EliteMail Limited
Issue 1
SECTION 10

WORKSHEET 10:
GUESTS
Some subscribers may wish to provide more personal call handling for
special clients, contacts, friends, or family. Rather than accessing the
system as outside callers, these individuals can be enrolled as guests of a
particular subscriber. Each guest receives a Personal ID. The system
greets guests by name and gives them immediate access to their host
subscriber voice mailbox.
A guest can leave messages for the host subscriber and receive
messages from the host subscriber the same way other subscribers leave
two-way messages.
Use this worksheet to list each guest on the system, and the guest host
subscriber. Be sure to ask subscribers to identify guests they would like
added to the system.
Host Subscriber
List the name of the subscriber who hosts the guest. Only the subscriber
host can leave messages for the guest and receives two-way messages
from the guest.
Guest Name
List the guest name. There is no limit to the guests a subscriber may host.
If the system uses a lettered keypad, the host can use the first three letters
of the guest last name to leave messages for the guest. Otherwise, the
host can use the guest Personal ID.
Guest Personal ID
Enter the Personal ID the guest uses to access messages from the host
subscriber. Like any other System ID, the guest Personal ID must be
unique. For details, refer to the EliteMail VMS/EliteMail Limited Technician
Guide.
Urgent?
Specify if the guest can send urgent messages to the host subscriber.
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Table 2-10 Sample Worksheet 10 Guests
Worksheet
10
Guests
Page 1 of 1
Page 1 of 1
A subscriber may have one or more guests. Guests can leave and receive messages on the system, but
only with their host subscriber. Guests are usually important clients, family members, or others with whom
a subscriber wants regular, two-way communication. Copy this worksheet and enter each host subscriber,
guest name, and guest Personal ID. If the subscriber wants to receive the guest messages as urgent mes-
sages, check the urgent block.
HOST SUBSCRIBER
GUEST NAME
GUEST PERSONAL ID
URGENT?
Doug Wood
Alice Wood
925423

Brian Wood
94437

Jaime Wood

9559

James Cole
Alan Green

92626

Bob Thompson
Helen Thompson

943536

Personal Directory Screen
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Fill in the Worksheets

EliteMail VMS/EliteMail Limited
Issue 1
SECTION 11

WORKSHEET 11:
MESSAGE GROUPS
The voice mail system lets you create message groups of subscribers to
make it easy to send the same message to several people at once. When
you send a message to a message group, it is available to all members of
the group.
Subscribers can create and maintain their own message groups from any
touchtone telephone. A System Manager can also create and maintain
message groups at the system console.
This worksheet helps you plan the message groups created at the
console. Make a copy of the worksheet for each message group you plan
to add.
Considerations
When you add message groups to the system, consider the following:

Does the system keypad map have letters or numbers only?
If the system uses a lettered keypad map, message group names
may begin with three letters. Subscribers send a message to a group
by spelling the group name using the touchtone keypad.
If some or all subscribers have only numbers on their keypads,
choose a System ID for sending messages to numbered groups.
Group names should begin with three numbers. Subscribers send
messages to groups by pressing the System ID for numbered
groups, then the group number.

Can anyone but the owner send a message to the group?
A message group can be open or private. All authorized
subscribers can send messages to open message groups. A private
message group belongs to a single subscriber, called the group
owner. Only the group owner can send messages to a private
group. The members of a private group can hear group messages,
but they cannot send messages to the group.

Should the message be delivered only to the first person who
hears the message?
A message group can have broadcast or dispatch distribution.
With broadcast distribution, every member of the group receives a
copy of the message. With dispatch distribution, only the first person
to hear the message receives it.
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Spelled Names or Numbered Names
Indicate whether the message groups on the system should begin with
three letters or three numbers. If message group names begin with
numbers, also indicate the System ID subscribers press before leaving
group messages.
The special System ID for numbered groups must be unique. The number
should be short (two or three digits), to speed the flow of the conversation
(the system prompts a subscriber for the System ID each time a
subscriber leaves a message). Remember that the ID you choose
prevents you from using a range of other System IDs. For example, using
14 for the special System ID for numbered groups makes the ranges
140~149 and 1400~1499 unavailable.
Group Name or Number
Indicate the name or 3-digit number of the message group. Remember
that subscribers use the message group name or number to leave
messages for the group.
For sites using spelled-name groups, carefully consider the names you
give open groups. Subscribers use the first three letters of the group name
to send messages to it, so the name you choose should be easy to
remember. For example, it would be easier to remember that entering
ALL sends a message to a group containing all staff than to remember to
enter EMP for the same group that was named employees.
For sites using numbered groups, a 3-digit group number is not a System
ID, so it does not have to be unique.

You should not use your system wildcard character (usually 1 or 0) in the
group number.
You can have more than one message group with the same spelled name
or group number. If this occurs, subscribers choose the correct group by
listening to the group recorded name, just as they do when choosing
between subscribers with the same last name.
Group Owner
Enter the name of the subscriber that owns this group. Only the owner of
the group can change the group by telephone.
Deliver message only to the first person to hear it?
Select whether the group has dispatch or broadcast distribution. Most
groups have broadcast distribution.
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EliteMail VMS/EliteMail Limited
Issue 1
Can others send a message to this group?
Indicate whether the message group is open or private.
If the group is open, all authorized subscribers can send messages to the
group. If the group is private, only the group owner can send messages to
the group.
Group Members
List the names of the subscribers included in the group. Any subscriber
can be a member of a group. A guest can be a member only of the host
private message groups.
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EliteMail VMS/EliteMail Limited
Table 2-11 Sample Worksheet 11 Message Groups
Worksheet
11
Message Groups
Page 3 of 9
If a subscriber wants to regularly send messages to a group of other subscribers or guests, create a
message group. Subscribers can also create their own message group by telephone. Decide whether
message groups should begin with letters or numbers. If message groups begin with numbers, in-
clude the special System ID for sending group messages. For each group you need, enter the group
name or number and the group owner. Indicate if the owner is the only person who can send mes-
sages to the group. A group can also be set for dispatch distribution, so that only the first person to
hear the message actually receives it.
Select message groups by name or by number?

Use named groups (Message group names begin with 3 letters)

Use numbered groups (Message group names begin with 3 numbers)
System ID for numbered groups: ___________ (Application Screen Page 6)
Group Name or Number: Sales
Group Owner: Jonathan Winter
Deliver message only to the first person who
Can someone besides the owner send a
hears it?
message to this group?

Yes
(DISPATCH distribution)
Yes(OPEN group)

No
No (PRIVATE group)
Group Members
Ron Shadbolt
______________________________
William Richmond
______________________________
James Cole
______________________________
Diana Peck
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
___________________________________________
______________________________
Groups Screen
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EliteMail VMS/EliteMail Limited
Issue 1
SECTION 12

WORKSHEET 12:
SPECIAL SUBSCRIBER
SETTINGS
It is easy to customize features for individual subscribers with special
needs. The System Manager can change the values on a subscriber
Personal Directory page to configure features individually for any
subscriber, anytime. Subscribers can also change many features
themselves from any touchtone telephone.
Make a copy of Table 2-12 Sample Worksheet 12 Special Subscriber
Settings for each subscriber that requires a configuration different from the
default settings you entered on Table 2-5 Sample Worksheet 5 Default
Subscriber Settings. Then, complete a separate worksheet for each
subscriber to document the customized features.
Personal data

Name
Enter the name of the special subscriber.

Personal ID
Enter the subscriber Personal ID. You may change the Personal ID
to something other than the default numbering scheme, but each
subscriber Personal ID must be unique.

Extension # ID
Indicate the ID outside callers press to reach the subscriber
telephone or voice mailbox. The best Extension # ID is usually the
same as the subscriber actual telephone extension number, but it
doesn't have to be.

Hold / Archive Messages
If different from the default subscriber settings, indicate the number
of days the system saves old and archived messages.

Access Codes
To Indicate the features you want to turn on or turn off, enter the
access code for those features. An access code is a single letter
that turns on or off a specific feature for a subscriber. You can
specify any combination except M and T of the access codes listed in
the Worksheet 5 discussion.
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EliteMail VMS/EliteMail Limited
Call Transfer
Transfer calls to subscriber?
Indicate if call transfer should be turned on (Y/N). When call transfer is
turned on for a subscriber, the voice mail system transfers incoming calls
to the subscriber extension. The subscriber can turn call transfer on or off
from any touchtone telephone.
If you select N, outside callers may still leave a message in the subscriber
voice mailbox, but they cannot directly reach the subscriber extension
without going through the operator. Select N if the subscriber uses voice
mail only.
Call transfer type
Select the call transfer type that the voice mail system uses for the
subscriber. The voice mail system can transfer a call to a subscriber using
Await Answer, Release, or Wait for Ringback.

Await Answer
The voice mail system puts the caller on hold and dials the extension.
If the extension is answered within the range of specified rings, the
voice mail system puts the caller through.
If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the extension greeting
and then takes an action (usually take message).

Release
The voice mail system puts the caller on hold, dials the extension and
then releases the call to the NEC telephone system. The voice mail
system does not check the progress of the call or the status of the
called extension. If the extension is busy or is not answered, the
caller can leave a message only when the telephone system
supports Call Forward to Personal Greeting.
Releasing a call to an extension clears the voice mail system port to
take other calls. However, the subscriber cannot hold or screen
calls.
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EliteMail VMS/EliteMail Limited
Issue 1

Wait for Ringback
The voice mail system puts the caller on hold and dials the
extension. If the extension rings the number of specified times, the
voice mail system releases the call to the NEC telephone system.
If the extension is answered while the voice mail system is counting
rings, the voice mail system puts the call through. If the extension is
busy, the voice mail system plays the extension greeting and takes
the specified action. The subscriber cannot screen calls.
Turn screening options on?
When call screening is turned on, the system uses the screening options
to control how calls are transferred to the subscriber extension.
Use call holding?
Indicate if the subscriber uses the voice mail system call holding feature.
The call holding feature allows you to queue up several callers who are
waiting for a busy extension. The voice mail system periodically tells
callers their position in the queue, and allows them to hold, transfer to
another extension, or leave a message.
The system provides two types of call holding. You can set the system so
that outside callers can either press 1 or say "Yes" to hold for an
extension. With the first type, outside callers must have touchtone
telephones. With the other type, outside callers do not need touchtone
telephones: The system listens for spoken sound, using the system voice
detect feature.
Call holding is available with Await Answer and Wait for Ringback call
transfer. Call holding is not available with Release call transfer.
On the worksheet, select Yes if callers should press a touchtone to hold for
the subscriber extension. Select Vox if callers should say "Yes" to hold.
Select No if call holding should be turned off for the subscriber by default.
Transfer options
Indicate which call transfer options the subscriber uses. Transfer options
control how the voice mail system transfers calls to the subscriber and are
active only when call transfer is turned on and set to Await Answer.
Choose any or all of the following options:

Announce (A)
The subscriber hears a beep before being connected to a caller.
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Issue 1
EliteMail VMS/EliteMail Limited

Confirm (C)
The subscriber hears "Please press 1 to take the call or 2 and I'll take
a message." The subscriber can press1 to be connected to a caller.

Introduce (I)
The subscriber hears "Call for <subscriber recorded name>" before
being connected to a caller.

Screen (S or M)
With S, The caller is asked, "Whom may I say is calling?", then the
system records the caller name. Before the call is transferred, the
subscriber hears "Call from <caller name>." The M option also adds
the caller name to a message the caller leaves. Do not use both
options at the same time.

Screening options
If the subscriber uses call screening, indicate which transfer options
the subscriber uses when call screening is turned on. You can use
call screening only with Await Answer call transfer.
In most cases, you use at least M and C for the screening options. The
call screening feature lets subscribers find out who is calling before the
voice mail system puts the call through.
Choose any single or multiple options: A, C, D, I, M, or S described above
under Transfer Options. (Do not use M and S at the same time.)
Action After Greeting
Specify how you want the voice mail system to handle callers after they
listen to the subscriber personal greeting. Choose one of the following
options:

Take a message
Take a message from the caller. This is the most commonly used
option.

Other Action
Transfer the caller to the operator, restart the call, go to another ID, or
hang up. Except in special applications, return the caller to the
opening greeting that answered the call.
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EliteMail VMS/EliteMail Limited
Issue 1

If taking a message
If the system is to take a message after the greeting, specify:
·
Maximum Message Length ___
Enter the maximum time (in seconds) for messages from
outside callers.
·
Allow caller to edit message?
Specify whether or not callers are asked if they want to record
again or add to their message to the subscriber.

Mark the messages urgent?
Select how the system marks the priority of messages from outside
callers.
·
Select Yes to automatically mark all messages from outside
callers urgent.
·
Select No to mark none of the messages from outside callers
urgent.
·
Select Ask if you want the system to ask outside callers if the
message should be marked urgent.

Action after message?
Choose how you want the system to handle the callers after they
record a message for the subscriber. You cannot have the system
take another message. The possible choices are:
·
Transfer to operator
·
Say Good-bye
·
Hang up
·
Go to another ID
·
Restart the call.

Use one-key dialing during greeting?
Select whether or not callers can press single touchtones to route to
other System IDs during the subscriber personal greeting. If Yes,
indicate on the back of the worksheet which touchtones and System
IDs are to be used.
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Message Notification and Delivery
When a subscriber or guest has messages pending, the voice mail system
can light a message waiting lamp or a special display or set a distinctive
dial tone on the subscriber extension to notify the subscriber . This feature
is supported by the NEC telephone system.

Lamp #
Enter the number the voice mail system should dial to turn a
message waiting lamp on or off for the subscriber. In most cases,
use the subscriber extension number.

Activate message waiting lamps for new messages?
Indicate if the voice mail system should activate message waiting
lamps for the subscriber when new messages come in.

For telephone #1 - #4
For each telephone number you want the voice mail system to call to
deliver messages for the subscriber, enter the following:
·
Phone #
Enter the telephone number you want the system to dial.
·
Wait _____ minutes
Indicate time you want the voice mail system to wait after a new
message arrives before dialing (batch message delivery only).
·
Delivery Schedule
Enter the time the voice mail system should start delivering
messages and stop delivering messages. Circle the days of the
week the voice mail system should follow this delivery
schedule.
Enter the number of times the voice mail system should ring
before hanging up, and how long it should wait before trying the
telephone number again.
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EliteMail VMS/EliteMail Limited
Issue 1
Select one of the following delivery methods:

Each
The voice mail system calls the subscriber each time a
new message comes in. This speeds up the delivery of
new messages, but increases system dialing. The dial-
out ports may be tied up more frequently. If the dial-out
ports are constantly busy, the voice mail system may be
delayed by holding dial-out requests in a queue until a
dial-out port is free.

Batch
With Batch message delivery, any message that comes in
since the last attempted delivery is added to the batch
and delivered at the next specified time interval. A
30-minute delivery interval is suitable for most
installations. This option decreases the time the voice
mail system ties up system ports dialing out to deliver
messages.

Urgent
Urgent message delivery works like Each message
delivery, except the voice mail system only calls you
when an urgent message comes in.
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Table 2-12 Sample Worksheet 12 Special Subscriber Settings
Worksheet
12
Special Subscriber Settings
Page 1 of 3
Name Jonathan Winter
Personal ID 92219
Extension # ID 221 Hold / Archive messages / days
Access Codes PCL
Call Transfer
Transfer calls to subscriber? Yes No
Call transfer type Await Answer for 6 rings Release Wait for Ringback for rings
(3 rings or more) (3 rings or more)
Turn screening options on? Yes No Use call holding? Yes Vox No
(Do not use with Release call transfer)
Transfer options Announce Confirm Introduce Message Screen Screen None
Screening options Announce Confirm Introduce Message Screen Screen None
(Use transfer and screening options only with Await Answer call transfer type)
Action After Greeting

Take a message Other Action _______________________________________________
If taking message:
Maximum Message Length seconds Allow caller to edit message? Yes No
Mark the messages urgent? Yes No Ask
Action after message? hang up
Use one-key dialing during greeting? Yes No
Message Notification & Delivery
Lamp # 221 Activate message waiting lamps for new messages? Yes No
(The telephone system must be programmed to support message waiting lamps or indicators)
Phone #1 221 Wait 0 minutes before trying to call.
Hours to deliver: 7:30 am / pm to 6:00 am / pm on Mon Tue Wed THu Fri Sat SUn
Try for 6 rings before hanging up. Try again in 15 minutes.
Deliver Each new message Batches of new messages Urgent messages only
Phone #2 555-1234 Wait 0 minutes before trying to call.
Hours to deliver: 6:30 am / pm to 10:00 am / pm on Mon Tue Wed THu Fri Sat SUn
Try for 6 rings before hanging up. Try again in 30 minutes.
Deliver Each new message Batches of new messages Urgent messages only
Phone #3 555-1234 Wait 0 minutes before trying to call.
Hours to deliver: 10:01 am / pm to 7:00 am / pm on Mon Tue Wed THu Fri Sat SUn
Try for 12 rings before hanging up. Try again in 15 minutes.
Deliver Each new message Batches of new messages Urgent messages only
Phone #4 _______________________ Wait _____ minutes before trying to call.
Hours to deliver: __________ am / pm to __________ am / pm on Mon Tue Wed THu Fri Sat SUn
Try for rings before hanging up. Try again in minutes.
Deliver Each new message Batches of new messages Urgent messages only
Personal Directory Screen
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EliteMail VMS/EliteMail Limited
Issue 1
SECTION 13

WORKSHEET 13:
PUBLIC INTERVIEW
BOX
This is a special interview box. Messages in the Public Interview Box are
public messages that are available to subscribers with public message
access. When no operator is on duty, the Public Interview Box collects
messages from callers who don't know where to send their message.
By default, the Public Interview Box uses the System ID, $PM. Do not
change this System ID.

If using the Public Interview Box, remove the P access code from the
subscriber Access field to set at least one subscriber for public message
access. Most systems set the System Manager and the receptionist for
public message access.
Questions
Enter the full text for each interview question. You are allowed up to 20
questions for the Public Interview Box. It is not limited to questions you
may want to make a statement. For example, at the end of all the
questions, you might want to say "Thank you for your order."
The Public Interview Box comes with six prerecorded questions, listed
below:
1.
"I'm going to ask you several questions. After each, please reply.
First, whom are you trying to reach?"
2.
"Who is calling please?"
3.
"At what number can you be reached?"
4.
"What's this in reference to?"
5.
"What additional message would you like to leave?"
6.
"Thank you, I'll make sure your message gets attention."
For each question you want to change, enter the maximum time (in
seconds) for reply a caller may leave. For questions that normally have
short replies, such as "What is your telephone number?" a reply time of 6
to 10 seconds is usually enough. For each question or statement that
does not require a reply, enter a zero reply time.
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Should Outside Callers Mark Messages Urgent?
Select how the system marks the priority of messages left in the Public
Interview Box.

Select Yes to automatically mark all messages from outside callers
urgent.

Select No to leave messages from outside callers unmarked.

Select Ask if you want the system to ask outside callers if the
message should be marked urgent.
Action after last question
Decide what action you want the voice mail system to take after asking the
questions. The most common choices are Say Good-bye or Hang up.
The possible actions are as follows:

Transfer to operator
Transfer the caller to the operator.

Say Good-bye
The system says, "If you need further assistance, press the pound
key now. Thank you and good-bye" and hangs up.

Hang up
The system hangs up, without saying good-bye.

Go to another ID
The system routes the caller to another System ID. If you choose this
option, enter the System ID.

Restart the call
Return the caller to the opening greeting.
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EliteMail VMS/EliteMail Limited
Issue 1
Table 2-13 Sample Worksheet 13 The Public Interview Box
Worksheet
13
The Public Interview Box
Page 1 of 3
The Public Interview Box is a special interview box owned by the system. When no operator is on duty, it can
collect messages from callers who don't know where to send their message. The messages are delivered to
all subscribers with public message access. There is only one Public Interview Box and it cannot be removed
from the system. If you are not using the Public Interview Box, skip this worksheet.
Write in the questions to be asked the caller and the maximum time allowed for the caller answer.
System ID for Public Interview Box $PM Other
Question
Max. Response
(in seconds)
1. Who is calling, please? 6
2. Who are you trying to reach?
6
3. What is this in reference to?

9
4. At what number can you be reached? 9
5. What additional message would you