Vertical Communications Telephone DXP User Manual

R
Comdial Small Office & VVP  
Serial Integration For  
DXP, DXP Plus, and FX Series  
Featuring Visual Voice Mail  
User’s Guide  
 
Table Of Contents  
Introducing The Versatile Voice Processing  
System Featuring Visual Voice Mail. . . . . 1  
What Is Voice Processing?. . . . . . . . . . . . . . 1  
How Do I Use Voice Mail? . . . . . . . . . . . . . 1  
Using Voice Mail Etiquette . . . . . . . . . . . . . 1  
About Your Telephone . . . . . . . . . . . . . . . . . 1  
Using The Visual Voice Mail (VVM)  
Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2  
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3  
Using The Tutorial . . . . . . . . . . . . . . . . . . . . 4  
Entering Your Voice Mailbox . . . . . . . . . . . . . . . . . 5  
Using Your Keypad To Enter Your Voice  
Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . 6  
Listening To Your Messages . . . . . . . . . . . . . . . . . . 7  
Using Your Keypad To Listen To Your  
Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 8  
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 9  
Using Your Keypad To Send Messages. . . . 10  
Changing Your Options . . . . . . . . . . . . . . . . . . . . . . 11  
Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . 12  
Recording Your Greeting . . . . . . . . . . . . . . . 13  
Changing Your Password . . . . . . . . . . . . . . . 15  
Using Call Transfer. . . . . . . . . . . . . . . . . . . . 16  
Using Message Notification . . . . . . . . . . . . . 17  
Reviewing Messages For Future Delivery . . 18  
Understanding Other Features . . . . . . . . . . . . . . . . 19  
Calling Your Mailbox From Another  
Location. . . . . . . . . . . . . . . . . . . . . . . . . . . 19  
Setting Up Distribution Lists . . . . . . . . . . . . 20  
Using The Call Screening Feature . . . . . . . . 20  
Using Your Directory . . . . . . . . . . . . . . . . . . 20  
Understanding Your Mailbox Schedules . . . 20  
Using The Message Waiting Light. . . . . . . . 20  
Using The Record Feature . . . . . . . . . . . . . . 21  
Listening To Incoming Messages. . . . . . . . . 22  
Personal Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . 24  
Important Numbers . . . . . . . . . . . . . . . . . . . . . . . . . 25  
Multiple Greetings Record . . . . . . . . . . . . . . . . . . . . 25  
 
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Small Office & VVP User's Guide  
Introducing The Versatile Voice Processing  
System Featuring Visual Voice Mail  
Congratulations and thank you for using a Comdial voice mail system. This is  
a powerful system that can greet your callers and record your messages. Using  
the visual display and interactive buttons on your telephone along with the  
voice prompts, you’ll find the Small Office / Versatile Voice Processing (VVP)  
system with Visual Voice Mail (VVM) feature quick and easy to use.  
What Is Voice Processing?  
Voice processing increases your productivity and efficiency when using your  
telephone system. Voice processing allows you to direct calls to your parties  
without delays caused by the operator handling other calls. You can retrieve  
and record messages in a voice mailbox 24 hours per day, seven days per week.  
Messages you record in your own voice are accurate, detailed, and more  
personal than a third party message.  
How Do I Use Voice Mail?  
You are assigned a voice mailbox. Your voice mailbox is similar to the  
extension number for your telephone. To access your voice mailbox, you must  
first dial up the voice mail system and enter your password if you wish to have  
one. This is called logging on to your mailbox. Voice mail greets your callers  
and records their messages.  
Using Voice Mail Etiquette  
It is important that you exercise good voice mail etiquette at all times. Voice  
mail is intended to enhance productivity. When someone leaves a message in  
your voice mailbox, it is your responsibility to reply promptly and courteously.  
If voice mail is abused, the result can be frustrated callers and unhappy users.  
To avoid any possible frustration, please be patient and courteous to all callers  
until they become used to your new voice mail system.  
About Your Telephone  
To get the maximum benefit from VVP, you will need a Comdial proprietary  
phone with a two-line, 32-character liquid crystal display (LCD) and three  
interactive buttons. When using an industry standard touch tone phone, or  
calling in from another telephone system, you can still use VVP by listening  
to the voice prompts and entering your selections from the telephone keypad.  
The keypad selections are also included in this guide.  
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Using The Visual Voice Mail (VVM) Feature  
You will quickly learn that as every voice menu or prompt plays, you will see  
a different message on your telephone display. Most of these messages offer  
you a choice of three different options. You select the option you want by  
simply pressing the interactive button adjacent to the desired item on your  
display. For example, suppose you are playing a message you received from  
another party. Your display will be as follows:  
Playing message  
Rplay Save Del  
Press left button to hear  
your message again  
Part of the way through the message you were distracted by some noise in the  
office and you want to hear the message again. In this example, you need only  
to press the interactive button under Rplay (for replay) on your display and  
the message will start playing again from the beginning. After hearing your  
message, you can then save it or delete it by pressing Save or Del as  
appropriate.  
In the above example, you could achieve the same results by pressing 1 to  
replay the message, 3 to save it and 4 to delete the message. You will always  
know which keypad button to press from the VVP voice prompts.  
Because many of the menus have more than three options, only the most  
popular options are displayed. You can select menu options that are not  
presented on your display by pressing the applicable buttons on your telephone  
keypad. You will soon learn which ones they are from looking through this  
manual and listening to the various voice menus. For example, when listening  
to a message as in the above example, you can press “8” to rewind the message  
five seconds, press “9” to fast forward the message five seconds, or press “0”  
to pause the playback for approximately 30 seconds.  
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Getting Started  
The password you will use to log-on to your mailbox the first time will be the  
same as your mailbox number which is your extension number. You can  
record this number in the space provided at the end of this guide.  
As soon as possible, you should personalize your mailbox by recording your  
name, greeting, and a new password.  
The first time you call voice mail and enter your password, you will hear a  
welcome greeting followed by the tutorial. The tutorial prompts you to enter  
your name, greeting, and a new password, if you choose to use a password.  
You can delete or change any of these items as often as you like. After you  
become familiar with the operation of your voice mail system, you may want  
to turn the tutorial off. See Using The Tutorial in this guide.  
NOTE: We strongly recommend that you use a password and that you  
choose one known only by you to keep your messages private.  
To personalize your mailbox,  
Thu 25 8:25  
Vmail OPTIONS  
1. Press VMAIL to call voice mail.  
2. Enter your password when prompted.  
3. Follow the system’s voice prompts for  
entering your name, greeting, and new  
Press this interactive  
password.  
button to call voice mail.  
Write your greeting here (see examples on page 13):  
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Using The Tutorial  
Versatile Voice Processing has a tutorial to help you personalize your mailbox  
when you first get it, and to learn some of the many and varied operations of  
the voice mail system. When enabled, the tutorial will play automatically every  
time you log-on to your mailbox. You can press any time while the tutorial  
is playing to turn it off. You can re-enable the tutorial by selecting the options  
menu from the main menu and then pressing 9 from the options menu.  
1. Log-on to your mailbox and get the welcome greeting.  
Welcome to VVP  
2. The tutorial starts to play automatically following the welcome  
greeting. While the tutorial is playing, you will be prompted to enter  
your name, greeting, and a new password.  
Tutorial menu  
Yes No Exit  
3. Press Exit to stop the tutorial while it is playing. This will not prevent  
the tutorial from playing the next time you log-on to your mailbox. You  
are informed about any new messages, if present, and the main menu  
will appear following the tutorial.  
Main Menu  
Msgs Send Opts  
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Entering Your Voice Mailbox  
Before you can perform any task on your voice mail system, you must enter  
your mailbox, or log-on to your mailbox. After logging on, you will then be  
able to listen to messages left in your mailbox, send messages to other  
subscriber’s mailboxes, and change any of your mailbox options, such as your  
name or greeting. You can auto log-on by pressing the left button under your  
display. Two auto log-on examples follow:  
No New Messages in Mailbox  
and Tutorial Turned On  
New Messages in Mailbox  
and Tutorial Turned Off  
Display 1  
Display 1  
Thu 25 8:25  
Thu 25 8:25  
VMAIL OPTIONS  
5 MSG OPTIONS  
Press VMAIL (see note 1)  
Press 5 MSG (see note 1)  
Display 2  
Display 2  
Enter your  
password  
Enter your  
password  
Enter your password  
Enter your password and  
immediately hear first new  
message (no additional  
button presses required.)  
See note 2.  
Display 3  
Welcome to VVP  
Hear welcome message  
Display 4  
Note 2: Displays 3, 4, and 5  
appear the same as they do  
in the example on the left  
when the tutorial is turned on.  
The tutorial plays the first time  
you log on to help you person-  
alize your mailbox. You can  
choose to leave it on or turn it  
off (see page 21).  
Tutorial menu  
Yes  
No  
Exit  
Display 5  
Hear tutorial  
(only if option is  
turned on)  
Display 5  
Main menu  
Msgs Send Opts  
Select the following from  
the Main Menu:  
- Listening to messages  
- Sending messages  
- Changing mailbox options  
Note 1: VMAIL is replaced by the new message count indicator when new  
messages are in your mailbox (example, 5 MSG means five new messages  
are in your mailbox).  
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Using Your Keypad To Enter Your Voice Mailbox  
Normally, you will auto log-on when entering your mailbox as described on  
the facing page. However, you can enter your mailbox from your telephone  
keypad as follows:  
1. Press INTERCOM and dial the extension number for voice mail. Your  
system administrator can provide you with this number.  
2. If you are using a password, dial this number when prompted by VVP.  
3. You will hear a welcome message and VVP will inform you of the  
number of new messages and saved messages in your mailbox. You  
will then hear voice prompts to help you complete various tasks from  
your main menu.  
The first time you call voice mail and enter your password, you will  
hear a welcome greeting followed by the tutorial. The tutorial prompts  
you to enter your name, greeting, and a new password, if you choose  
to use a password. You can delete or change any of these items as often  
as you like. After you become familiar with the operation of your voice  
mail system, you may want to turn the tutorial off. See Using The  
Tutorial in this guide.  
Selecting Tasks From Your Main Menu  
To listen to your messages, press 1. This is for listening to new and  
saved (old) messages.  
To send a message, press 2. This allows you to send a message to  
another subscriber’s mailbox in the VVP system. You can choose  
immediate or future delivery options.  
To change your mailbox options, press 3. Options are—  
- Record your name  
- Record your greeting  
- Change your password  
- Change the call transfer feature  
- Change the message notification feature  
- Change the Tracker pager feature  
To begin immediate playback of new messages, press 9.  
To exit the main menu, press #.  
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ListeningTo YourMessages  
Once you have logged-on to your mailbox, you can listen to any messages left  
there by your callers. The following chart illustrates the relationship between  
the displays you will see when playing your messages. However, when new  
messages are pending, and your tutorial is turned off, VVP goes immediately  
to display 3 (Playing message) and starts playing your first new message.  
Display 1  
Main menu  
Msgs Send Opts  
Press Msgs for  
Message menu  
Display 2  
Old or new  
New Old  
Exit  
Display 1  
Press New or Old  
to listen to messages  
Display 3  
Playing message  
Rplay Save Del  
Press Rplay to hear message again  
Press Save to save message and hear  
next message  
Press Del to delete message  
Display 4  
Message options  
Rplay Save Del  
Press Rplay to hear message again  
Press Save to save message and hear  
next message  
Press Del to delete message  
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Using Your Keypad To Listen To Your Messages  
When you log-in to your mailbox, the system will play new messages  
immediately after you enter your password. (If you do not wish to listen to new  
messages immediately after logging in, press #.)You can listen to saved  
messages by entering the message menu.  
To listen to saved messages—  
To enter the message menu, press 1.  
From the message menu—  
To hear saved (old) messages, press 2.  
To return to the main menu, press #.  
When you listen to either new or saved messages, you have the following  
options after the message has played:  
To replay the entire message, press 1.  
To save this message, skip over it, and begin playing the next message,  
press 2.  
To save this message as a new message, press 3. Use this feature when you  
want to save a message as new that you have asked the system to delete.  
The system provides enough time to do this before it actually deletes the  
message after your delete request. (See next option.)  
Delete this message and select the next message. You can retrieve a deleted  
message if you have not hung up. To un-delete the message, go back to the  
Main Menu, select Listen to Saved Messages (old), and save it as new.  
For time and date that this message was received, press 65.  
To forward a copy of this message to another mailbox on VVP, press 6 1.  
To send a reply to the message you just listened to, providing the message  
was sent from another subscriber on VVP via their mailbox, press 6 2.  
To transfer this call to the person who sent this message, press 6 3.  
To tag one or more documents that you want sent to a fax machine at the  
end of your call, press 7. Requires the Faxmail option.  
To get tagged faxmail documents when using Fax-Back on the same call,  
press 9. Requires the Faxmail option.  
While the message is playing—  
To rewind 5 seconds, press 8.  
To fast forward 5 seconds, press 9.  
To pause the playback for approximately 30 seconds, press 0.  
Restart the message any time during the pause by pressing 0 again.  
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Sending Messages  
You can send messages to the mailboxes of other VVP subscribers from your  
voice mailbox.  
Display 1  
Main menu  
Msgs Send Opts  
Press Send  
Then, dial mailbox number of  
intended receiver. VVP plays  
recorded name for entered  
mailbox number and asks for  
confirmation.  
. . . or . . .  
Dial  
directory.  
for dial-by-name  
Display 2  
Display 3  
Directory menu  
Yes No Exit  
Yes  
No  
Display 1  
Display 1  
Press Yes to confirm name  
Press Yes to select name  
Press No to return to main menu  
Press No to hear next name  
Display 4  
Recording  
Press # to stop  
Record your message  
Display 5  
Send options  
Send Rcrd Cncl  
Press Send to send message  
Press Rcrd to re-record message  
Press Cncl to cancel sending the  
message  
Display 6  
Send options  
Urgnt Futur Norm  
Press Urgnt for urgent delivery  
Press Futur for future delivery  
Press Norm for immediate delivery  
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Using Your Keypad To Send Messages  
You can send a message to another subscriber’s mailbox by pressing 2 from  
the main menu. VVP will ask you to enter the mailbox number of the person  
you want to receive the message; or to press if you want to use the  
dial-by-name directory. Press 1 to confirm your mailbox selection. Record the  
mailbox numbers that you call frequently on the personal directory page  
provided in the back of this guide.  
After recording the message, press # for more options as follows:  
To send this message, press 1. You will hear voice prompts for  
delivery options (press 1 for normal, press 2 for urgent, press for  
future delivery).  
To replay this message, press 2.  
To re-record this message from the beginning, press 3.  
To cancel this message, press 4.  
To receive notification when your party has received this message,  
press 5.  
To send this message to several mailboxes without re-recording it,  
press 6.  
To add a fax document to the message being sent, press 7. Requires  
the Faxmail option.  
To resume recording where you left off, press 8. This allows you to  
listen to what you have recorded, then add to the message.  
To play the last 5 seconds of the message press 9. This allows you to  
continue recording.  
To send the message so that it arrives at a future time and date,  
press . This feature allows you to record the message now, but  
have Versatile Voice Processing deliver it at your specified date and  
time in the future.  
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Changing Your Options  
There are many voice mailbox options you can change such as your name or  
greeting. Many of these options you can change directly from the interactive  
buttons under your display, while others require you to press one of the buttons  
on your telephone keypad. These option changes and their associated displays  
are illustrated below.  
Display 1  
Main menu  
Msgs Send Opts  
Press Opts  
Display 2  
Options menu  
Xfer Greet Exit  
Display 1  
1
2
3
Press  
Press  
Press  
Press  
Press  
Press  
Press  
Press  
to record name (Display 3)  
or Greet to record greeting (Display 4)  
to record password (Display 5)  
or Xfer to change call transfer (Display 6)  
for message notification (Display 6)  
for pager feature (Display 5)  
4
5
6
7
8
for future delivery (Display 7)  
to change personal distribution lists (you can create up to  
four 10-member distribution lists)(Display 5)  
to retrieve a message sent to another mailbox (Display 2)  
Press  
Display 3  
Name options  
Play Rcrd Exit  
Display 4  
Greeting options  
Play Swap Exit  
Display 2  
Display 2  
Press Play to hear name  
Press Rcrd to re-record name  
Press Play to hear greeting  
Press Swap to select another  
greeting  
Display 6  
Display 5  
Options  
Chng OnOff Exit  
Listen for  
instructions  
Display 2  
Press Chng to change call  
transfer number  
Press OnOff to turn call transfer  
feature on or off (when off, all  
calls go to your mailbox)l  
Display 7  
Schedule menu  
Play Next  
Exit  
Display 2  
Press Play to hear message scheduled for future delivery  
Press Next to hear next message  
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Recording Your Name  
You need to record your name so the system can inform callers they are leaving  
a message or being transferred to the correct person. By recording your name,  
you will be included in the directory.  
1. Log-on to your mailbox. The following display will appear:  
Main Menu  
Msgs Send Opts  
2. Press Opts from the main menu and the options menu appears:  
Options menu  
Xfer Greet Exit  
3. Press 1 on your telephone keypad while the options menu is active. The  
following menu appears:  
Name options  
Play Rcrd Exit  
4. Press Rcrd to record your name. You may listen to your recording  
(press Play) as many times as you like until you are satisfied with the  
results. Press Exit to return to the options menu.  
You can achieve the same results by using the voice prompts and your  
telephone keypad as follows:  
Press 1 to replay the message.  
Press 2 to re-record the message.  
Press 3 to delete the message.  
Press # to exit to the options menu.  
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Recording Your Greeting  
You can record up to ten greetings for your mailbox if your mailbox class of  
service allows this feature. You may want to record at least two greetings. It  
is not necessary to record any greeting at all, but it is more personal if your  
callers hear a message from you in your voice. If you record more than one  
greeting, you can select which greeting will be played. If you want to play a  
different greeting, simply select which one:0 through 9.  
1. To record your greeting, log-on to your mailbox. The following display  
will appear:  
Main Menu  
Msgs Send Opts  
2. Press Opts from the main menu and the options menu appears:  
Options menu  
Xfer Greet Exit  
3. To record your greeting, press Greet from the options menu. The  
following menu appears with play and swap choices.  
Greeting options  
Play Swap Exit  
Follow the instructions in the voice menu and enter your choices as  
follows:  
*To replay the greeting, press 1 (or Play).  
*To re-record the greeting, press 2.  
*To delete the greeting, press 3.  
*To choose a new greeting, press 5 (or Swap).  
To return to the options menu, press # (or Exit).  
*These operations will prompt you to enter your greeting number (0–9)  
if your mailbox has been configured to allow multiple greetings.  
You may listen to your recorded greeting and re-record it as many times  
as you like until you are satisfied.  
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Sample Greeting 0  
“Hello, this is Bob. I’m either on the phone or away from my desk.  
Please leave me a detailed message at the tone and I will return your  
call as soon as possible.”  
Sample Greeting 1  
“Hello, this is Bob. Today is August 15 and I’ll be out of the office all day.  
Please leave me a detailed message at the tone and I’ll get back to you as soon  
as possible.”  
Greetings can be changed as often as you like. Replacing a greeting with  
another, (that is, greeting 0 with greeting 1) is an example of the system’s  
flexibility. The greetings can be changed from your phone at work or from any  
touch tone phone anywhere. This means that you could change your greetings  
while out of town, or at home. Record your numbered greetings in the space  
provided on page 26 for future reference.  
NOTE: Remember, if you record a greeting to your satisfaction, don’t  
record over it unless you want to change it. Also, your mailbox  
must be configured through class of service programming to  
allow use of multiple greetings.  
You can also record you greeting by using the voice prompts and your  
telephone keypad as follows:  
Press 1 to replay the message.  
Press 2 to re-record the message.  
Press 3 to delete the message.  
Press 5 to choose a new greeting.  
Press # to return to the options menu.  
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Changing Your Password  
To change your password, log-on to your mailbox. The following menu will  
appear.  
Main Menu  
Msgs Send Opts  
Press Opts from the main menu to select the options menu.  
Options menu  
Xfer Greet Exit  
To enter a new password, press 3 on your telephone keypad while the options  
menu is active, and follow the voice prompts.  
NOTE: Always make your password at least four digits and select one  
known only to you.  
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Using Call Transfer  
When a call is received by Versatile Voice Processing, the call is either  
transferred to you at your desk and/or put in your mailbox if you are not  
available. If you are going to be away from your desk for an extended period,  
or do not wish to be disturbed, you can divert the callsfrom yourdesk to another  
phone or directly to your mailbox so Versatile Voice Processing can take a  
message. To block calls to your extension, press Xfer from the options menu,  
then press OnOff. The OnOff button toggles call blocking on and off. When  
this feature is off, calls are automatically transferred to your mailbox. To send  
your calls to another extension, or phone number, press Chng from the  
message delivery options menu and enter the new number when prompted by  
the voice menu. Consult your system administrator if you need additional  
information on this feature.  
1. Log-on to your mailbox.  
Main Menu  
Msgs Send Opts  
2. Press Opts from the main menu for the options menu.  
Options menu  
Xfer Greet Exit  
3. Press Xfer for the message delivery options menu.  
Options  
hng OnOff Exit  
C
4. Press Chng to change your call transfer number or OnOff to turn the  
feature on or off. Press Exit to return to the Options menu.  
You can achieve the same results by using the voice prompts and your  
telephone keypad as follows:  
Press 1 to change your call transfer number.  
Press to turn the feature on or off.  
Press # when you are satisfied with your choice.  
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Using Message Notification  
Message notification will call you at another telephone (at home or at the  
office) and inform you that you have messages in your mailbox. Your mailbox  
must be configured to provide this feature. It may be necessary to consult your  
dealer for advanced applications of this feature.  
1. Log-on to your mailbox.  
Main Menu  
Msgs Send Opts  
2. Press Opts from the main menu for the options menu.  
Options menu  
Xfer Greet Exit  
3. Press 5 on your telephone keypad while the options menu is active, and  
listen for instructions. VVP will voice announce which number is  
currently programmed. For example, “pause, one, one, pause, . . . ”  
Options  
hng OnOff Exit  
C
4. Press Chng to change your notification number or OnOff to turn the  
feature on or off. Press Exit to return to the Options menu.  
You can achieve the same results by using the voice prompts and your  
telephone keypad as follows:  
Press 1 to change your call transfer number.  
Press to turn the feature on or off.  
Press # when you are satisfied with your choice.  
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Reviewing Messages For Future Delivery  
You can record messages and save them for future delivery. Versatile Voice  
Processing will allow you to review these messages by using the review future  
delivery option.  
1. Log-on to your mailbox.  
Main Menu  
Msgs Send Opts  
2. Press Opts from the main menu for the options menu.  
Options menu  
Xfer Greet Exit  
3. Press 7 on your telephone keypad while the options menu is active and  
follow the voice prompts for specifying message destination and future  
delivery date and time.  
Schedule menu  
Play Next Exit  
4. Press Play to hear the first message marked for future delivery. Press  
Next to hear the next message marked for future delivery. Press Exit  
to return to the Options menu.  
You can achieve the same results by using the voice prompts and your  
telephone keypad as follows:  
Press 1 to hear message scheduled for future delivery.  
Press 2 to hear the next message.  
Press 4 to cancel the future delivery.  
Press # to return to the options menu.  
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Understanding Other Features  
This section contains descriptions of some of the other features of your  
Versatile Voice Processing voice mail system. Consult your system  
administrator or your dealer if you need additional information on any of these  
features. Your system may not have all of these features.  
Calling Your Mailbox From Another Location  
You can call your voice mailbox when you are away from your office—from  
another extension, at home, in your car, or from a public pay station. You can  
hear your messages the same as you would if you were sitting right at your  
desk! Also, you can send messages or change your mailbox options—such as  
your greeting—from any touch tone telephone having a 12-button keypad.  
To access your voice mailbox from an outside telephone,  
1. Call your office telephone.  
2. While the greeting is playing, press the # button on the keypad of the  
telephone you are using.  
3. You will be prompted to enter your mailbox number.  
4. After entering your mailbox number, you will be prompted to enter  
your password, if your mailbox uses one.  
5. After you enter your password, you will hear the welcome message  
and the main menu will play giving you all of the identical options you  
have when you are using your office phone.  
NOTE: Remember, even if the telephone you are using to call your office  
has a display and interactive buttons, you will not see the proper  
displays or be able to use the interactive buttons as you can on  
your office phone.  
To access your voice mailbox from another extension,  
1. Press the VMAIL button.  
2. When VVP asks for that extension’s password, press the # button.  
When the display is blank, press # again.  
3. You will be prompted to enter your mailbox number.  
4. After entering your mailbox number, you will be prompted to enter  
your password, if your mailbox uses one.  
5. After you enter your password, you will hear the welcome message  
and the main menu will play giving you all of the identical options you  
have when you are using your telephone.  
NOTE: If the mailbox at the extension you are using has no password,  
you will be in that extension’s open mailbox as soon as you press  
the VMAIL button. If this happens, press #, wait until the display  
is blank, then press # again. Follow the directions starting from  
step 3 to access your mailbox.  
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Setting Up Distribution Lists  
Your voice mail system can be set up with a list of mailboxes that can be  
included in certain messages. For instance, if you are a manager, you could  
create a list of all people that report to you so that you could send one message  
to everyone at once. You can create up to four, 10-member distribution lists.  
Using The Call Screening Feature  
Versatile Voice Processing can get the caller’s name prior to transferring the  
call to your extension, and then call your extension to tell you who is calling;  
giving you the option of accepting the call or having the voice mail system  
take a message.  
Using Your Directory  
Recording your name will activate the appearance of your mailbox in the  
company directory. If you can’t remember the mailbox number of someone  
else in the system to whom you want to send a message, access the directory  
by pressing from the voice menu for messages. Versatile Voice Processing  
will ask you to enter the first few letters of the last name of the person to which  
you wish to speak to. You will then hear possible matches that you can respond  
to with yes or no replies by pressing the interactive buttons on your directory  
display.  
Understanding Your Mailbox Schedules  
Versatile Voice Processing can be set up to transfer calls to your extension,  
forward messages to another mailbox, or notify you that you have messages  
in your mailbox. All of these features have the ability to be on a separate  
schedule to function the way you need during specified time periods. Consult  
your system administrator or dealer for additional details.  
Using The Message Waiting Light  
The Versatile Voice Processing system will turn on your message waiting light  
and cause it to flash anytime you have new messages waiting. After you have  
listened to the last message, and return to the main menu, the message waiting  
light will turn off.  
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Using The Record Feature  
The Record Feature enables you to record conversations and save them. (The  
record feature must be enabled by a technical on a per-mailbox basis.)  
Versatile Voice Processing allows you to listen to the recorded conversations  
by accessing your mailbox and listening to the conversations as you would a  
voice mail message.  
1. When answer or make a call, one of the following displays appears:  
Line 1  
REC HOLD TRANS  
Line 1  
CONF REC RLSE  
Incoming Call Display  
Outgoing Call Display  
Ext 1021  
REC  
Conference  
REC  
Intercom Call  
Conference Call  
2. Press the REC softkey to record the conversation into your mailbox  
(depending on system programming, a recurring tone may sound to  
indicate the call is being recorded) . The system will display the words  
RECORDING, PAUSE, and STOP. You can pause or stop the  
recording by pressing the appropriate softkey. If the system is unable  
to record, it will display an error message for 2 seconds.  
Recording...  
PAUSE STOP  
Recording Call Display  
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3. If you press the PAUSE softkey, recording will be paused and the  
system will display the words RECORDING PAUSED, RESUME,  
and STOP. Pressing RESUME will restart recording; pressing STOP  
will stop the recording.  
Record Paused...  
RESUME STOP  
Record Paused Display  
Listening To Incoming Messages  
The listen feature allows you to screen calls by listening to an incoming  
message and determining if the call needs your immediate attention. If you  
wish to speak to the person leaving the message, simply press the softkey to  
cancel the recording and take the call.  
1. When a calling party is leaving a message at an idle station, the system  
will display the following screen:  
LINE 5 IN VM  
LISTEN CLR  
Caller ID/ANI information will be displayed for lines with available  
information:  
VM:9782200  
LISTEN CLR  
2. Select the LISTEN softkey to listen to the party leaving you a message.  
Select the CLEAR option to clear the LCD and display the date and  
time.  
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3. During the listening mode, the system will display the PICKUP and  
STOP options. Pressing the PICKUP softkey allows you to take the  
call and cancels the recording. The STOP option allows you to stop  
listening and continue recording the message.  
Listen Line 5  
PICKUP STOP  
Listen Display  
Line 5  
REC HOLD TRANS  
Display When Pickup  
Button Is Pressed  
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Personal Directory  
Mailbox  
Number  
Name  
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Important Numbers  
VVP’s Extension  
My mailbox #  
My password  
Number  
Record Multiple Greetings Here  
Small Office & VVP User's Guide – 25  
 
NOTES  
 
This manual has been developed by Comdial  
Corporation (the “Company”) and is intended for the use  
of its customers and service personnel. The information  
in this manual is subject to change without notice. While  
every effort has been made to eliminate errors, the  
Company disclaims liability for any difficulties arising  
from the interpretation of the information contained  
herein.  
The information contained herein does not purport to  
cover all details or variations in equipment or to provide  
for every possible contingency to be met in connection  
with installation, operation, or maintenance. Should  
further information be desired, or should particular  
problems arise which are not covered sufficiently for the  
purchaser’s purposes, contact Comdial, Inside Sales  
Department, P.O. Box 7266, Charlottesville, Virginia  
22906.  
 
R
Charlottesville, Virginia 22901-2829  
Printed in U.S.A.  
GCA70–347.01  
4/97  
 

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