Voicemail Training for v8.0 +

www.m2technology.com.au

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Voicemail Introduction Greeting Messages External Transfers

M2 On Hold

Change Security Code

Contact Us

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Voicemail Introduction

Step 1.

Dial the Compact II voicemail 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”.

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Voicemail 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 9

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4 5 6

7 8 9

* 0 #

INTERN VM

ABSENT

EXIT

SPECIAL FUNCT

RETRIEVE VM

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Voicemail 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, you’ve reached the voicemail 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”)

1 2 3

4 5 6

7 8 9

* 0 #

RECORD GREETING

EXTERN PHONE

EXIT

SPECIAL FUNCT

LISTEN GREETING

DELETE GREETING

XFER PHONE

EVN ENABLE

CHANGE PASSWORD

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To Activate Voicemail

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To Activate Voicemail (cont’)

The destination for the call forward is the voicemail extension.

Please refer to your telephone system handbook.

* Note - To cancel voicemail. Cancel your call forward.

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A Message Arrives

MSG flashing

Call Back button flashing

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To Retrieve Voicemail

Step 1.

Dial the voicemail extension number

- If asked enter your extension number

- If asked enter your security code

Step 2.

Select option 1 - press 1

1 2 3

4 5 6

7 8 9

* 0 #

INTERN VM

ABSENT

EXIT

SPECIAL FUNCT

RETRIEVE VM

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To Retrieve Voicemail 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”.

1 2 3

4 5 6

7 8 9

* 0 #

PLAY

EXIT

DELETE

PREVIOUS NEXT

DELETE ALL

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To Retrieve Voicemail 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.

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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”

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4 5 6

7 8 9

* 0 #

RECORD GREETING

EXTERN PHONE

EXIT

LISTEN GREETING

DELETE GREETING

CHANGE PASSWORD

ENABLE EXTTRANSFER

EVN ENABLE

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Sample Greeting Messages

“Hi, you’ve reached the voicemail of YOUR NAME.

You may contact me on 0418 000 000, or please leave your

message after the tone, and press star to finish. Thank you”.

“You have reached the voicemail 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 thestart of the record time.

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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 voicemail boxes assigned.)

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1 2 3

4 5 6

7 8 9

* 0 #

RECORD GREETING

EXTERN PHONE

EXIT

LISTEN GREETING

DELETE GREETING

CHANGE PASSWORD

ENABLE EXTTRANSFER

EVN ENABLE

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To Change or Delete Your Security Code

1 2 3

4 5 6

7 8 9

* 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.

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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.

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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.

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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 it’s 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.

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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.

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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 it’s 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.

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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: 1800 802 822

Email: tech@m2technology.com.au