The Personal Options menu provides you with flexibility to change prompt levels, passwords, and greetings; establish group lists and activate date-and-time playback.

From the Personal Options menu you can choose one of three options, then hear prompts that will guide you. By referring to the diagram above and listening to the prompts, you can move easily through the following options.

Notification On/Off

You can turn the system's message notification on or off at your convenience. Your schedules (time periods, phone numbers, etc.) are not erased. Press in the Personal Options menu to turn the schedule on and press to turn the schedule off. Even though a schedule is set, the system does not place calls unless notification is turned on.

Administrative Options

Steps to Create Passwords

After entering the system, press:

• for Personal Options
  
• for Administrative Options
  
• for Password
  
• Enter the unique password number.
  
• Press to indicate the end of the password.

Password

You recorded your Personal password when you entered the system for the first time and initialized your mailbox. To change the password, use the Personal Options menu.

Your password can be up to 15 digits long. Your system manager specifies the minimum number of digits in a password. Try to create password that is easy to remember, yet not easily guessed by other people. Do not repeat your telephone number as your password.

If you want to find out the current password, press immediately after you press to change the password.

Group Distribution Lists

Steps to Create a New Group Distribution List

After entering the system, press:

• for Personal Options
  
• for Administrative Options
  
• for Group Lists
  
• to create a list
  
• Assign a two-digit number to the list you want to create (from 11 through 25).
  
• Record the name for the list (e.g., "Regional Sales Managers").
  
• Enter the mailbox number or spell the name of each person you want on the list.
  
• Press to review all names on the list (if desired).
  
• Press to exit and save the complete list.
  

When sending messages to the same group of people regularly, group distribution lists can save your time. These lists provide a way of storing up to 25 mailbox numbers per list. Messages can be sent to all members of the list using a two-digit destination number. You can create new group distribution lists, delete lists, or review and modify existing lists. You can also use system distribution lists that have been created and assigned a list name by your system manager.

NOTE: You can have as many as 15 group distribution lists (numbered from 11 through 25), each with up to 25 mailbox numbers. Check with your system manager to find out how many you may have. The system tells you when you have exceeded your allowable number.

To send a message to one of your distribution lists, enter the two-digit distribution list number when prompted for a destination. The name you recorded is played to confirm the distribution list name before the message is sent.

Edit Existing Lists

Editing a list means that you can either add or delete a particular mailbox from thelist, or that you can ask the system to read the names of all the people on the list. When updating a list, if a subscriber's mailbox is already on the list and you wish to remove it, spell the name again. If it is not on the list, then the mailbox is added.

Existing Lists

You can delete an entire personal group distribution list.

Review or Rename Lists

If you forget the name and number of a group distribution list, you can review your lists and ask the system to play the names of all of your lists. You can also rename a list.

Prompt Levels

There are three levels of prompts: Standard, Extended, and Rapid. New subscribers are automatically prompted at the Standard level. As you become familiar with the system, you can change the prompt level to Extended or Rapid to hear prompts for all available options.

Standard Prompts

This level of prompts guides you through the basic Review and Send functions at the Main Menu. Other Main Menu choices are available to you - just refer to the diagram.

Extended Prompts

Extended prompts give more detailed instructions and prompt you for use of all features.

Rapid Prompts

Rapid prompts cover all features, but are very brief. They allow you to use the system more quickly once you are familiar with its capabilities.

Interrupting Prompts

As you become more familiar with the system, you will often know what to do without needing to hear the entire prompt. In that case, you can press the correct key and interrupt the prompt. You do not have to listen to the entire prompt. However, the system does not allow you to interrupt certain prompts, such as name confirmations and error messages.

Date and Time Playback

You can use this feature to hear the date and time each message was received before listening to the message. (For archived messages, you can hear either the date and time the message was received or the date and time the message was saved, as determined by the system manager.) Date and time playback can be automatic or you can be given the option to turn it On or Off at your convenience. Check with your system manager for details and availability.

Greetings

You can easily change your personal greeting to keep callers informed of your schedule. You can also leave an extended absence greeting or re-record your name.

Personal Greeting

Your personal greeting is played to anyone calling or being transferred to your mailbox. Encourage callers to leave a detailed message. For example,
"Hello, this is (your name). I'm not available right now, but please leave me a detailed message and I'll get back to you as soon as I can."

It is a good idea to change your greeting each day to inform callers of your schedule so they will have an idea of when you are available. For example,
"Hello, this is (your name). Today is Tuesday, April second. I'll be in the office this morning, but in meetings all afternoon. Please leave me a detailed message and I'll return your call as quickly as possible."

NOTE: You can choose to use a standard system greeting tells the caller, "Your call has been forwarded to an automated voice message system. (Your name) is not available. At the tone, please record your message."

Extended Absence Greeting

You may record an Extended Absence Greeting to be played to subscribers and outside callers in place of the Personal Greeting. This message advises callers that you are away from the office and will be checking your mailbox infrequently. They may leave you a message or you could refer them to someone else. Callers cannot skip your Extended Absence Greeting.

NOTE: While your Extended Absence Greeting is on, each time you enter the system, you are reminded that you are using an Extended Absence Greeting. You will then be prompted to delete or retain it. Your personal greeting is reinstated as soon as the Extended Absence Greeting is deleted.

Message Block

If the Message Block feature is enabled in your mailbox when the Extended Absence Greeting feature is turned on, the system automatically blocks the mailbox from receiving messages except for system messages, bulletin broadcasts, or network messages. Ask your system manager if this feature is available for you.

Name Recording