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Recording

Record Your Name
Record a Greeting for Callers
Create and Use Multiple Greetings
Call Types
Define Call Types for the First Time
Change Call Types
Assign Greetings to Call Types
Activate Previously Recorded Greetings
Scan All Greetings

Record Your Name
  1. Press 5 5 from the Main Menu. Speak your name after the tone.
  2. Press 1 to stop.
  3. Other options:
    • Press 1 to re-record.
    • Press 2 3 to play back.
  4. Press # to approve.
Record a Greeting for Callers

When you don't answer your telephone, the system works just like an answering machine. The system sends the call to your mailbox. Then, the caller either hears a system greeting or a greeting you've recorded.

You can record and store several personal greetings, each for a specific situation. You can manually activate each greeting as needed, or you can keep a number of greetings active at once.

  1. Press 3 1 from the Main Menu.
  2. Speak your greeting at the tone. You may need to enter a greeting number before you speak your greeting.
  3. Other options:
    • Press 1 to pause or unpause
    • Press 2 3 to play back.
    • Press * D(3) to delete and begin again.
  4. Press # to approve. Do one of the following:
    • Follow the prompts to activate the greeting.
    • Press # to leave the greeting inactive.

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Create and Use Multiple Personal Greetings
After you have recorded several personal greetings, you may want to assign those greetings to specific types of incoming calls. Besides the basic mode of using one greeting for all calls, you can set up specific greetings for:
  • internal and external calls
  • busy and no-answer calls
  • prime-time internal, prime-time external, and out-of-hours calls
  • prime-time busy, prime-time no-answer, and out-of-hours calls

The first step is to define the types of calls you want to differentiate; then move on to changing call-type definitions and assigning greetings to call types.

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Call Types
1. Internal Calls from inside your business location.
2. External Calls from outside your business location.
3. Busy Calls that come in when you're using your telephone line(s).
4. No answer Calls that come in when you don't answer.
5. Out-of-hours Calls that come in after standard business hours (as defined by your system administrator). You must activate weekend greetings manually.

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Define Call Types the First Time

  1. Press 3 4 from the Main Menu.
  2. Press one of the following:
    • 1 to differentiate internal/external calls.
    • 2 to differentiate busy/no-answer calls.
    • 3 to differentiate out-of-hours calls.

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Change Call Types

  1. Press 3 4 from the Main Menu.
  2. Press any of the following:
    • 1 to differentiate internal/external calls.
    • 2 to differentiate busy/no-answer calls.
    • 3 to differentiate out-of-hours calls.
    • 4 to turn off out-of-hours differentiation.
    • 5 to use a single greeting for all calls (negate call-type definition).
  3. Press # to approve.

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Assign Greetings to Call Types

  1. Press 3 from the Main Menu.
  2. Listen to the summary of active greetings.
  3. Press 3 to activate a greeting.
  4. Enter a number (0 to 9) to indicate which greeting you want to assign to a call type.
  5. Press any of the following:
    • 1 to use the greeting for each call type.
    • 2 to use the greeting for internal (or busy) calls.
    • 3 to use the greeting for external (or no-answer) calls.
    • 4 to use the greeting for out-of-hours calls.
    • 5 to use a single greeting for all calls (negate call-type definition).
  6. Press # to approve.
  7. Press * R(7) to return to the Main Menu.

To set up different greetings strictly for prime-time and out-of hours calls, you must assign the same greeting to the two prime-time call types (internal/external or busy/no-answer) and a second greeting for out-of-hours calls.

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Activate Previously Recorded Greetings

  1. Press 3 3 from the Main Menu.
  2. Enter the greeting number.
  3. Listen to the prompts for instructions on activating call types.

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Scan All Greetings

  1. Press 3 2 from the Main Menu.
  2. Listen to the status of the first greeting.
  3. Press any combination of the following:
    • 0 to listen to a greeting.
    • 1 to re-record a greeting.
    • * D(3) to delete and skip to the next greeting.
    • 2 to return to the previous greeting.
    • # to save and skip to the next greeting.
  4. Press * # to quit scanning.

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