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Voicemail Training for v8.0 + www.m2technology.com.au Press any key to continue.

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Presentation on theme: "Voicemail Training for v8.0 + www.m2technology.com.au Press any key to continue."— Presentation transcript:

1 Voic Training for v Press any key to continue

2 CONTENTS Select a box for further information Voic IntroductionGreeting MessagesExternal Transfers M2 On Hold Change Security Code Contact Us

3 Back to Main Voic Introduction Step 1. Dial the Compact II voic extension number - If asked enter your Extension number - If asked enter your 4 digit security code For example: 9 plus your extension number - That is 9EEE. - or 99 if 2 digit extensions - That is 99EEE. 1 of 10

4 Back to Main Voic Introduction Step 2. Listen to the voice prompts Step 3. Select the Special Functions option to allow you to set-up your Greeting Message - press * 0# INTERN VM ABSENT EXIT SPECIAL FUNCT RETRIEVE VM 2 of 10

5 Back to Main Voic Introduction Step 4. Press 1 to listen to your existing greeting message Press 2 to record your greeting message Press 3 to delete your greeting message E.g. (Hi, youve reached the voic of YOUR NAME. To return to the operator, please press zero now… or leave your message after the tone. Press star (*) to stop recording. Thank you) * 0# RECORD GREETING EXTERN PHONE EXIT SPECIAL FUNCT LISTEN GREETING DELETE GREETING XFER PHONE EVN ENABLE CHANGE PASSWORD 3 of 10

6 Back to Main To Activate Voic Once you have completed recording your personalised greeting message you will need to forward your handset to your voic so that it may answer when required. Step 1. Your handset must be call forwarded (Phone installer provides information, or refer to phone system user guide). To set your call forward select one of the following: Forward all calls Forward when busy Forward when no answer Forward when busy and no answer (phone system dependent) 4 of 10

7 Back to Main To Activate Voic (cont) The destination for the call forward is the voic extension. Please refer to your telephone system handbook. * Note - To cancel voic . Cancel your call forward. 5 of 10

8 Back to Main A Message Arrives MSG flashing Call Back button flashing 6 of 10

9 Back to Main To Retrieve Voic Step 1. Dial the voic extension number - If asked enter your extension number - If asked enter your security code Step 2. Select option 1 - press * 0# INTERN VM ABSENT EXIT SPECIAL FUNCT RETRIEVE VM 7 of 10

10 Back to Main To Retrieve Voic Internally To listen, press 2 To select the next message, press 3 To select the previous message, press 1 To delete, press 9 To delete all, press 0 (while service message is playing, you will be asked to confirm). To exit, press star until the system says Goodbye * 0# PLAY EXIT DELETE PREVIOUSNEXT DELETE ALL 8 of 10

11 Back to Main To Retrieve Voic Externally Dial the main number & wait for one of the following: a) The day or night message to answer & then enter #321 b) When the operator answers, ask to be transferred to your extension and during your greeting message enter #321 c) Dial your direct line or specifically assigned numbers, and while the greeting message is playing, enter #321 Then follow the instructions as normal. 9 of 10

12 Back to Main External Notification (available to first 20 users only) From the opening menu - select Special Functions by pressing 9 Step 1. Press 5 to set up the phone number you wish to be contacted on - mobile or any external number Step 2. To activate, press 7 and it will say external notification enabled to deactivate (now or later) press 7 again and it will say external notification deactivated * 0# RECORD GREETING EXTERN PHONE EXIT LISTEN GREETING DELETE GREETING CHANGE PASSWORD ENABLE EXT TRANSFER EVN ENABLE 10 of 10

13 Back to Main Sample Greeting Messages Hi, youve reached the voic of YOUR NAME. You may contact me on , or please leave your message after the tone, and press star to finish. Thank you. You have reached the voic of YOUR NAME. Press zero now to return to the operator, or leave your message after the tone. Thank you. Please note: the position of the press 0 option within the message – allows the caller time to press 0 before the start of the record time. 1 of 1

14 Back to Main To Enable External Transfer If you want to give callers the option of being transferred to an external number from your greeting message you will need to follow these steps: Step 1. When recording your greeting message include the option 7. E.g. If you want to transfer to my mobile, press 7 now… or leave a message after the tone Step 2. Enter an external number (i.e. mobile number) in the special function option 9, option 5 Step 3. Enable or disable the operation using special function option 9, option 6. *Subject to Telephone System functionality & ISDN required. (Valid for the first 20 voic boxes assigned.) 1 of * 0# RECORD GREETING EXTERN PHONE EXIT LISTEN GREETING DELETE GREETING CHANGE PASSWORD ENABLE EXT TRANSFER EVN ENABLE

15 Back to Main To Change or Delete Your Security Code * 0# RECORD GREETING EXTERN PHONE EXIT DELETE LISTEN GREETING DELETE GREETING CHANGE PASSWORD EXTERN PHONE EVN ENABLE From the opening menu - select Special Functions by pressing 9 Step 1. Enter # plus your current security code (ie.#9EEE) Step 2. Enter your new 4 digit security code, then as asked, confirm your new security code Step 3. Enter new code and confirm. 1 of 1 WARNING: if the security code is changed and forgotten, the default can only be set by the manufacturer. This will incur a fee. Your IT department should be notified of any changes.

16 Back to Main To Change or Delete Your Security Code To remove your security code, enter 4 stars (****). Then you will no longer be asked for a security code. WARNING: Keep a record of your security code in a safe place.

17 Back to Main On Hold Messages M2 On Hold can design and produce an informative, professional and effective on hold message for your business. Your on hold message will tell your callers what you want them to know. Inform them about your products & services, specials & upcoming events. We provide Script writing Award winning audio production Male and female voice talents Large selection of royalty free music The Compact II offers flexible message play modes through its time-specific programming, ensuring messages are played according to the date and time selected. Eliminating the fear of out-of-date information being played to your callers. 1 of 3

18 Back to Main M2 On Hold is Unique What is unique about the Compact II On Hold system? Up to 10 On Hold channels per system to allow different messages to be played at specific dates and times. Information can be deleted between changes automatically. What is a 10 channel on hold? The On Hold system offers 10 separate sections, which allows messages of varying lengths to be recorded and played with time specific programming. Do we have to use the 10 channels? No. Every time a new production is completed a different configuration may be used. For example - the launch of a new product in channel 2 which self deletes next month. Channel 3 may be a Friday specific message. The main point is, the 10 channels provide options for the future, they allow you to be pro-active without increasing production costs. Do my staff have to manage the On Hold changes? No. All new messages are downloaded over a conventional phone line (no modem is required). When a request for a change is made, the production is completed and the new production is downloaded with zero input required from your staff. 2 of 3

19 Back to Main M2 On Hold is Unique Why would you use this facility? One of the most important facets of marketing information on hold is that it is kept up to date and interesting. By using the 10 channel facility, information can be played at different times of the day, week or month. E.g. As its Friday - be sure to place any orders now if you wish delivery before next Tuesday or Good morning, this is our special of the week. The special can be pre-programmed to turn on at the correct date and off at the end of the week. Huge savings in production cost. What about inserts? Inserts are another unique feature to the Compact II. A specific marketing channel can be set up for you to ring the system and record your own special comment - Short and sharp is what we recommend and can be very effective. Interviews with key staff can also be arranged (location permitting) which can be played one day per week as a feature program. Excellent for staff involvement or to introduce new staff to your clients. 3 of 3

20 Back to Main Thank you! For information related to the phone system please contact your authorised M2 Technology dealer or to make an enquiry about the Compact II contact: Audio Production Support:


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