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You can set up the auto attendant to answer outside calls, provide callers
with a company directory, automatically forward calls to a specified
extension, and enable callers to record voice messages when there is no
answer. You can use a pre-recorded outgoing announcement or record up
to five announcements of your own. For details on how to use the auto
attendant feature, see the Answering system section on pages 64-74 of this
user’s manual.
25
Getting started
Auto attendant setup (for answering system)
When the telephone is idle, press ANSWER ON for the
desired line.
Press or to scroll to Setup. Press MENU/ENTER.
Press or to scroll to Announcement. Press MENU/ENTER.
Press or to scroll to one of the announcements,
Anncemnt 1 through Anncemnt 5. If no message has
been recorded, (none) appears. Press MENU/ENTER.
Press MENU/ENTER to start recording. The timer starts
counting.
1.
2.
3.
4.
5.
Mailbox setup
Auto attendant
Announcement
Record ext list
>
Record anncemnt 1
ENTER=Start
Anncemnt 1 (none)
Anncemnt 2 (none)
Anncemnt 3 (none)
>
Record announcement (auto attendant)
Use this feature to record up to five new announcements so that you can
have different announcements for different lines, or different announcements
for daytime and after hours. You can easily switch among the recorded
announcements. Each announcement can be up to two minutes.
The auto attendant announcement should contain instructions for the caller.
Following are example scripts.
Pre-recorded announcement: “Hello, this is an automated attendant. Please
enter your parties’ extension, followed by the pound key. If you are using a
rotary telephone, please stay on the line. For a company directory, dial star
twice.”
If you have many extensions, record a separate extension list (page 26)
and reference it in your auto attendant announcement as shown in Sample
announcement 1. If you have only a few extensions, you can list them in
the auto attendant announcement as shown in Sample announcement 2
without the separate extension list.
Sample announcement 1: “Hello, you have reached XYZ Corp. Please
enter your parties’ extension, followed by the pound key. To hear a list of
extensions, dial star twice.”
Sample announcement 2: “Hello, you have reached XYZ Corp. For sales,
press 1 pound; for service, press 2 pound; for shipping, press 3 pound; or
press star for the receptionist.”