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http://www.3com.com/
Part Number 900-0208
Published April 2005
NBX
®
Manager’s Telephone
Guide
NBX Networked Telephony Solutions
System Release 5.0
3Com Corporation
350 Campus Drive
Marlborough, MA
01752-3064
Copyright © 1998–2005, 3Com Corporation. All Rights Reserved. No part of this documentation may be
reproduced in any form or by any means or used to make any derivative work (such as translation,
transformation, or adaptation) without written permission from 3Com Corporation.
3Com Corporation reserves the right to revise this documentation and to make changes in content from
time to time without obligation on the part of 3Com Corporation to provide notification of such revision
or change.
3Com Corporation provides this documentation without warranty, term, or condition of any kind, either
implied or expressed, including, but not limited to, the implied warranties, terms, or conditions of
merchantability, satisfactory quality, and fitness for a particular purpose. 3Com may make improvements
or changes in the product(s) and/or the program(s) described in this documentation at any time.
If there is any software on removable media described in this documentation, it is furnished under a
license agreement included with the product as a separate document, in the hardcopy documentation, or
on the removable media in a directory file named LICENSE.TXT or !LICENSE.TXT. If you are unable to
locate a copy, please contact 3Com and a copy will be provided to you.
UNITED STATES GOVERNMENT LEGENDS:
If you are a United States government agency, then this documentation and the software described herein
are provided to you subject to the following:
United States Government Legend: All technical data and computer software is commercial in nature
and developed solely at private expense. Software is delivered as Commercial Computer Software as
defined in DFARS 252.227-7014 (June 1995) or as a commercial item as defined in FAR 2.101(a) and as
such is provided with only such rights as are provided in 3Com’s standard commercial license for the
Software. Technical data is provided with limited rights only as provided in DFAR 252.227-7015 (Nov
1995) or FAR 52.227-14 (June 1987), whichever is applicable. You agree not to remove or deface any
portion of any legend provided on any licensed program or documentation contained in, or delivered to
you in conjunction with guide.
Unless otherwise indicated, 3Com registered trademarks are registered in the United States and may or
may not be registered in other countries.
3Com, the 3Com logo, and NBX are registered trademarks of 3Com Corporation. NBX NetSet and pcXset
are trademarks of 3Com Corporation.
Other brand and product names may be registered trademarks or trademarks of their respective holders.
CONTENTS
ABOUT THIS GUIDE
How to Use This Guide 10
Conventions 10
Documentation 11
Comments on the Documentation 12
1 GETTING STARTED
Setting Up Your Password and Voice Mail for the First Time 13
NBX NetSet Utility 15
Starting the NBX NetSet Utility 16
Navigation and Shortcut Icons in the NBX NetSet Utility 16
Quick Reference Guides 17
2 3COM 3103 MANAGER’S TELEPHONE
Telephone Buttons and Controls 19
Programmable Access Buttons 22
Status Lights for Access Buttons 23
Display Panel 23
Display Panel Contrast 24
Features 25
3 NBX MESSAGING
NBX Messaging Components 27
Important Considerations 28
Changing Your Password 28
Security Tips 29
Changing Your Name Announcement and Personal Greetings 29
Listening to NBX Messages 30
Message Indicators 30
Listening from Your Computer 31
4
Listening from Your 3Com Telephone 31
Listening from Any Internal 3Com Telephone 31
Listening from an External Location 31
Managing Your Messages 32
Information About Your Messages 33
Replying to a Message 33
Forwarding a Message 34
Creating and Sending a Message 35
Using Voice Mail Group Lists 36
Viewing System Groups 36
Creating Personal Groups 36
Modifying or Deleting Personal Groups 37
Marking a Message as Private or Urgent 39
Other Ways to Manage Your Voice Mail Messages 40
Other Kinds of Mailboxes 40
Greeting-Only Mailbox 40
Phantom Mailbox 41
Group Mailbox 41
4 STANDARD FEATURES
Answering a Call 43
Caller ID 44
Answering a Second Call 44
Using the 3Com Telephone Display Panel 44
Dialing a Call 45
An Internal Call 45
An External Call 45
Redialing a Call 46
Forwarding Incoming Calls 46
Call Coverage Points 46
Condition to Forward Calls 46
Setting Call Forward from the Telephone 47
Setting Call Forward from the NetSet Utility 49
Call Forward Precedence 51
Putting a Call on Hold 52
Dialing Another Call 52
More Than One Call 53
5
Transferring a Call 53
Announced (Screened) Transfer 53
Blind Transfer 54
Direct Mail Transfer 54
Establishing a Conference Call 55
Disconnecting the Last Person That You Called 56
More About Conference Calls 57
Setting the Volume 57
5 PERSONALIZING YOUR TELEPHONE
Guidelines About Features on NBX Telephones 59
Ringer Tones 60
Speed Dials 60
Personal Speed Dials 60
System-wide Speed Dials 61
Special Case: One-Touch Speed Dials 62
Printing Speed Dial Lists 63
Printing Labels 63
Off-Site Notification 64
Managing Off-site Notification Using the Telephone 68
Do Not Disturb 68
Preventing Unauthorized Use of Your Telephone 70
Telephone Locking 70
Call Permissions 71
Class of Service Override 71
Using a Headset 72
With the 3Com Manager’s Telephone and 3Com 3102 Business
Telephone 72
Returning to the Headset After a Long Delay 73
Using Hands Free Active on Intercom 73
6 GETTING MORE FROM YOUR TELEPHONE SYSTEM
Listening to Your Messages in Your E-mail 76
Account (Billing) Codes 76
Caller ID 77
Internal and External Caller ID 78
Calling Line Identity Restriction (CLIR) 78
6
Call Pickup 79
Directed Call Pickup on a Specific Telephone 80
Group Call Pickup 80
Automatic Call Distribution Groups, Hunt Groups, and Calling Groups 81
Automatic Call Distribution 81
Hunt Groups 83
Calling Groups 86
Group Membership 86
Supervisory Monitoring 86
Monitor 87
Whisper 88
Barge-In 88
Change Agent 89
Interactions 89
Call Park 90
Paging 91
Paging the System 92
Paging Zones 92
Configurable Operators 93
How Configurable Operators Work 93
Configuring the Operators 94
Using Message Waiting Indicator to Telephone 95
Sending an MWI Message 95
Retrieving an MWI Message 95
Deleting MWI Messages 96
Cancelling an MWI Message 97
Dialing a Call to a Remote Office 97
Using Unique Extensions 97
Using Site Codes 98
Bridged Extensions 99
Delayed Ringing 100
Using Pulse Dialing 100
Additional Applications 102
7
7 FEATURE CODES
NBX Tones 103
Feature Codes with 3Com Telephones 104
3Com Manager’s Telephone 105
Using Feature Codes 105
8 3COM 3105 AND 1105 ATTENDANT CONSOLES
3Com Attendant Console 110
Access Buttons 110
Feature Buttons 110
Attendant Console Labels 113
Opening the 3105 Attendant Console Label Cover 113
Complement Attendant Software 114
Managing Calls 115
A TELEPHONE INSTALLATION AND MAINTENANCE
Connecting the Telephone 117
Attaching and Adjusting the Articulating Support Bracket 119
Moving Your Telephone 121
Swapping Telephones 121
Cleaning Your Telephone 121
Troubleshooting Problems 121
INDEX
8
ABOUT THIS GUIDE
This guide is intended for anyone using:
■ 3Com
®
Manager’s Telephones
■ 3Com Attendant Consoles
■ NBX
®
Complement Attendant Software.
It includes information about using the NBX Voice Mail system and the
NBX NetSet
™
administration utility for personal telephone settings.
Devices documented in this guide include:
■ Telephones
■ 3Com 3103 Manager’s Telephone
■ Attendant Consoles
■ 3Com 3105 Attendant Console
■ 3Com 1105 Attendant Console
■ NBX Complement Attendant Software
If the information in the release notes (readme.pdf) on the NBX Resource
Pack CD differs from the information in this guide, follow the instructions
in the release notes.
Analog telephones connected through the Analog Terminal Card or the
Analog Terminal Adapter can use most of the features described in this
book. See the NBX Feature Codes Guide for Analog Telephones in the
NBX NetSet utility.
10 ABOUT THIS GUIDE
How to Use
This Guide
Table 1 shows where to look for specific information in this guide.
Conventions Table 2 defines some commonly used words and phrases in this guide.
Table 1 Where to Find Information
If you are looking for information about Turn to
How to get started with your new telephone Chapter 1
The 3Com 3103 Manager’s Telephone Chapter 2
NBX Voice Messaging features Chapter 3
Using standard telephone features Chapter 4
Personalizing your telephone Chapter 5
Enhanced system features Chapter 6
Feature codes Chapter 7
The Attendant Console and Complement Attendant Software Chapter 8
Telephone maintenance and troubleshooting information Appendix A
References to all topics in this book Index
Table 2 Common Terms
Term Definition
Auto Attendant The set of voice prompts that answers incoming calls and
describes actions that a caller or user can take to access
individual services.
Administrator The person who is responsible for maintaining your
3Com Networked Telephony Solution.
Receptionist The person who answers the majority of incoming
telephone calls. In some business environments, this
person may be a switchboard operator.
User A person who has a single 3Com Telephone or an
analog telephone connected to the NBX system through
an ATC card or the single-port ATA device.
Documentation 11
Table 3 lists conventions that are used throughout this guide.
Documentation The documentation set for 3Com NBX Networked Telephony Solutions is
designed to help NBX telephone users, installers, and administrators
maximize the full potential of the system.
The NBX Resource Pack CD contains many guides to the NBX products
and their related 3Com applications.
When you log in to the NBX NetSet utility as a user, you can view the PDF
versions of the NBX Telephone Guides and NBX Feature Codes Guide by
clicking the icons at the bottom of the screen. You can view the Quick
Reference Guide for your telephone by clicking the Telephone Quick
Reference button.
The NBX NetSet utility also includes a searchable Help system with Help
buttons on each screen.
An administrator who logs in can also see the NBX Installation Guide and
the NBX Administrator’s Guide.
Table 3 Icons
Icon Type Description
Information note Information that describes important features
or instructions.
Caution Information that alerts you to potential loss of
data or potential damage to an application,
system, device, or network.
Warning Information that alerts you to potential
personal injury.
12 ABOUT THIS GUIDE
Comments on the
Documentation
Your suggestions are important to us. They help us to make the NBX
documentation more useful to you.
Please send your e-mail comments about this guide or any of the
3Com NBX documentation and Help systems to:
Voice_TechComm_Comments@3com.com
Include the following information with your comments:
■ Document title
■ Document part number (found on the front or back page)
■ Page number
As always, please address all questions regarding the NBX hardware and
software to your 3Com NBX Voice-Authorized Partner.
1
GETTING STARTED
As soon as you are given a telephone and extension number, you need to
set up a password and record your name announcement and personal
greeting.
This chapter covers these topics:
■ Setting Up Your Password and Voice Mail for the First Time
■ NBX NetSet Utility
■ Quick Reference Guides
For how to access NBX® features from an analog telephone, set your
password as described next and then see the NBX Feature Codes Guide in
the NBX NetSet™ utility.
Setting Up Your
Password and
Voice Mail
for the First Time
The procedure by which you set up your password and voice mailbox for
the first time depends on:
■ The kind of telephone that you have
■ The kind of voice messaging system on your NBX system. Ask your
administrator what kind of voice messaging is active on your system.
Table 4
describes how to set up your first password.
For details on tones and feature codes, see Chapter 7. For details on
tones and feature codes on analog telephones, see the NBX Feature
Codes Guide in the NBX NetSet utility.
14 CHAPTER 1: GETTING STARTED
Table 4 Setting Your NBX NetSet Utility and NBX Messaging Password
Feature 3Com Phones Analog Telephones
Password — Set Initially
If your system uses NBX
Messaging, follow the NBX voice
prompts to set your NBX password
(which is the same for the NBX NetSet
utility and voice messaging) OR use
the NBX NetSet utility, described next.
If your system uses a voice
messaging application other than
NBX Messaging, use this code
sequence to set your password for
the NBX NetSet utility. 3Com
recommends that you use the same
password for the NBX NetSet utility
and your messaging application.
For all voice messaging systems:
■ Use only 4- to 10-digit numbers
■ Do not use letters, *, or # as part
of your password.
Message button and
follow the voice prompts
OR, for systems that do
not use NBX Messaging:
Feature
+ 434
+ new password
+ #
+ repeat your new
password
+ #
500 ** and follow the
voice prompts
OR, for systems that do
not use NBX Messaging:
#
(Feature Entry Tone)
+ 434
(Feature Entry Tone)
+ new password
+ #
(Feature Entry Tone)
+ repeat your new
password
+ #
(Confirmation Tone)
Password — Change
If your system uses NBX
Messaging, follow the NBX voice
prompts to change your NBX
password (which changes your NBX
NetSet utility password, because they
are the same) OR use the NBX NetSet
utility, described next.
If your system uses a voice
messaging application other than
NBX Messaging, use this code
sequence to change your password
for the NBX NetSet utility. 3Com
recommends that you use the same
password for the NBX NetSet utility
and your voice messaging application.
For all voice messaging systems:
■ If you forget your password, the
administrator can reset it to your
extension. Then use this code (for
applications other than NBX
Messaging) or the NBX voice
prompts to change it.
Message button
+ current password
+ #
+ 9
+ 2
+ follow the prompts
OR, for systems that do
not use NBX Messaging:
Feature
+ 434
+ current password
+ #
+ new password
+ #
+ repeat your new
password
500 **
+ extension number
+ current password
+ #
+ 9
+ 2
+ follow the prompts
OR, for systems that do
not use NBX Messaging:
#
(Feature Entry Tone)
+ 434
(Feature Entry Tone)
+ current password
+ #
(Feature Entry Tone)
+ new password
+ #
(Feature Entry Tone)
+ repeat your new
password
+ #
(Confirmation Tone)
NBX NetSet Utility 15
After you have set your initial NBX password, continue to follow the voice
prompts to record your name announcement. Your name announcement
tells callers that they have reached your voice mailbox.
Then follow the voice prompts to record your personal greeting. Your
personal greeting lets callers know important information about you, for
instance, that you are on vacation, available at another number, or
unavailable for a specified amount of time.
At any time you can change these greetings or record more than one
personal greeting and choose which one is active. See “Changing Your
Name Announcement and Personal Greetings” in Chapter 3.
NBX NetSet Utility The NBX NetSet utility has two interfaces:
■ Administrator — Your administrator logs in with a special password
and uses the NBX NetSet utility to manage and configure system-wide
telephone settings and many of the settings for your telephone.
■ User — As a telephone user, you log in to the NBX NetSet utility with
your own system ID (your extension) and password to:
■ View and change your telephone’s personal settings, such as speed
dials, ringer tone, and specify where you want your calls to go
when you cannot answer them (your call coverage points).
■ Listen to and delete your voice messages from your computer as an
alternative to managing calls on your telephone.
■ View your call permissions, certain current feature settings, and the
internal user directory to call other users on your system.
■ Log in to and out of one or all ACD groups, hunt groups, and
calling groups of which your telephone is a member.
See Chapter 4
, Chapter 5, and Chapter 6 for discussions about the
standard and enhanced features that you can monitor and change in the
NBX NetSet utility. See Chapter 3
for voice messaging features.
If your NBX system uses a messaging application other than NBX
Messaging, off-site notification and other voice messaging features are
available through your messaging application. See the application’s
documentation rather than using this Guide.
16 CHAPTER 1: GETTING STARTED
Starting the NBX
NetSet Utility
To use the NBX NetSet utility, you need a computer that is connected to
your local area network (LAN) and that has a web browser. (You do not
need Internet access.) To start the NBX NetSet utility:
1 Ask your administrator for the IP address (or DNS host name) for your
NBX system. In the web browser on your computer (Microsoft Internet
Explorer version 5.5 or later is optimal), enter the IP address (or DNS host
name) in the Address field, and then press Enter. The NBX NetSet utility
login screen appears.
You cannot log in to the NBX NetSet utility until you establish your
password through your telephone using NBX voice prompts or the
Feature Code sequence. See Table 4
earlier in this chapter.
2 Click User to log in as a user. The password dialog box appears.
3 Type your NBX NetSet utility user identification (always your 3-digit or
4-digit telephone extension) and your NBX NetSet utility password, and
then click OK.
Navigation and
Shortcut Icons
in the NBX NetSet
Utility
The icons at the lower right of any Personal Settings window allow you
or your administrator to navigate to the following features:
Click the icons below the window to go directly to these features:
Table 5 Navigation Icons
Icon Action Where You Go
Back ■ For the User goes to the main NBX NetSet utility login
dialog box
■ For the Administrator goes to the NBX NetSet utility main
menu window
Help Help for the fields and procedures related to the screen
One-Touch Speed Dials
(not available on 3Com® 3100
Entry Telephone)
Off-Site Notification
Quick Reference Guides 17
Quick Reference
Guides
To open and print a copy of the Quick Reference Guides for the most
frequently used features on your telephone:
1 Log in to the NBX NetSet utility. See “
Starting the NBX NetSet Utility”
earlier in this chapter.
2 Click Telephone Quick Reference. The quick reference guide that
pertains to your telephone appears. Adobe Acrobat Reader 5.0 or higher
is required to view the file. Adobe Acrobat Reader is available free from
the Adobe Web site:
www.adobe.com
Telephone Guides
(including this guide)
NBX Feature Codes Guide
18 CHAPTER 1: GETTING STARTED
2
3COM 3103
M
ANAGER’S TELEPHONE
This chapter describes the buttons, controls, and features on the 3Com®
3103 Manager’s Telephone. It covers these topics:
■ Telephone Buttons and Controls
■ Programmable Access Buttons
■ Status Lights for Access Buttons
■ Display Panel
For how these features work on an analog telephone that is connected to
the NBX® system, click the NBX Feature Codes Guide icon below any
screen in the NBX NetSet™ utility.
Telephone Buttons
and Controls
Figure 1 shows the buttons and controls on the 3Com 3103 Manager’s
Telephone. The features are discussed after the picture.
20 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE
Figure 1 3Com 3103 Manager’s Telephone
1 Message Waiting Indicator (MWI) for Voice Mail — When lit,
indicates that you have one or more new voice mail messages in your
voice mailbox. Also, this indicator flashes when your telephone rings.
2 Display panel — Displays telephone status messages, Caller ID
information (if enabled), and the number of messages that you have in
your voice mail mailbox. You can also use it to access these items:
■ Voice mail messages
■ Directories of people’s names and numbers
■ Logs of your recent incoming, missed, and outgoing calls
■ Features
3 Right buttons — Correspond to items on the display panel. Press to act
on those items:
■ When there is a corresponding phone call, the button opens or closes
a call action list. Scroll through the list and select an action by pressing
the corresponding Right button or Select.
■ When there is a corresponding list item, the button activates the listed
option.
1
2
3
4
5
6
7
8
9
1011121314
15
18
19
20
21
16
17
Telephone Buttons and Controls 21
4 Label area for Access buttons — See “Printing Labels” in Chapter 5.
5 Programmable Access buttons — Allow you and your administrator to
assign lines and features to specific buttons. See “Programmable Access
Buttons” and “Status Lights for Access Buttons” later in this chapter.
6 Select button — Selects the highlighted item in a list on the display
panel.
7 Scroll buttons (Up, Down, Left, Right) — The up and down buttons
allow you to scroll through the items in the telephone display panel. See
“Using the 3Com Telephone Display Panel”
in Chapter 4. The left and
right buttons move the cursor when you enter data.
8 Release button — Hangs up the current active call.
9 New Call button — Initiates a new telephone call.
10 Hold button — Places a caller on hold. See “Putting a Call on Hold”
in
Chapter 4
.
11 Transfer button — Sends the currently active call to another telephone.
See “Transferring a Call”
in Chapter 4.
12 Conference button — Establishes a single call with up to three
additional internal parties, external parties, or both. See “Establishing a
Conference Call” in Chapter 4.
13 Redial button — Redials the last telephone number or extension that
you called. See “Redialing a Call”
in Chapter 4.
14 Speaker button — Enables you to use the speaker phone feature. Press
the Speaker button before you dial the call, when your telephone is
ringing, or while a call is in progress. To turn the speaker phone off and
resume the conversation, pick up the handset.
15 Telephone key pad — Enables you to dial calls, enter Feature Codes, or
enter passwords and numbers required for features.
16 Volume down — Lowers the volume of the ringer, the speaker, the
handset, or the headset. See “Setting the Volume”
in Chapter 4.
17 Mute button
— Enables you to prevent callers from hearing what you
are saying during a telephone call, although you can still hear them. Press
the button to turn off the telephone’s microphone when you are
using the handset or headset, or when your telephone is in speaker
phone mode. To turn off the Mute feature, press the button again.
18 Volume Up — Raises the volume of the ringer, the speaker, the handset,
or the headset. See “Setting the Volume”
in Chapter 4.
22 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE
19 Soft buttons — Allow you to select items that are displayed in the
bottom dynamic tabs of the telephone display panel. See “Using the
3Com Telephone Display Panel” in Chapter 4. The tabs include:
■ Messages
■ Directory
■ Call Logs
■ Features
20 Handset
21 Left buttons — Correspond to calls on the display panel. Press to act on
those calls. The buttons answer incoming calls, retrieve calls on hold, or
start new calls.
Programmable
Access Buttons
Figure 2 shows the 8 programmable Access buttons on the 3Com 3103
Manager’s Telephone. Your administrator can set buttons to phone lines
and features. You can set any other buttons to one-touch speed dials. To
view or change the current speed dials on your telephone’s buttons
(button mappings), click the Shortcut to One-Touch Speed Dials icon
below any NBX NetSet utility screen. See “Special Case: One-Touch
Speed Dials” in Chapter 5.
Figure 2 3103 Access Buttons
7
8
1
2
3
4
5
6
Status Lights for Access Buttons 23
Access buttons have these default settings, which your administrator can
change:
1 Headset / Handset Select button — Toggles audio between a headset
that is connected to the telephone and the handset. See “Using a
Headset” in Chapter 5.
2 Speed Dial button — Typically, you can use these 7 buttons (2-8) for
personal speed dial settings, although the administrator can map them to
other features. See “Speed Dials”
in Chapter 5.
3 Speed Dial button
4 Speed Dial button
5 Speed Dial button
6 Speed Dial button
7 Speed Dial button
8 Speed Dial button
Status Lights for
Access Buttons
An Access button that is set up for incoming and outgoing calls is called a
System Appearance button. The light beside each System Appearance
button indicates the status:
Display Panel Use the 3Com Manager’s Telephone display panel to dial numbers and
manage calls. Navigate and choose telephone features displayed on the
panel with the soft buttons for tabs across the bottom of the display, the
left buttons for call control or list selection, the right buttons for actions
on corresponding calls or list selection, and the scroll and select buttons.
■ Soft buttons — activate the tabbed commands that display above
them. The commands change according to context. Much of the time
the soft buttons give you access to messages, directories, call logs,
and feature dialogs. One soft button, for example, is the Messages
button.
If the light is The line is
Off Available for use
Steady In use
Blinking quickly Ringing
Blinking slowly On hold
24 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE
■ Left buttons — control calls that display beside them. Up to three
calls display at one time and correspond to the three left buttons.
Press a left button to answer an incoming call, rejoin a call on hold,
and select it for other action. If no call corresponds to the button,
press it to start a new call.
■ Right buttons — bring up the action list for the corresponding call.
From the action list, you can send a call to voice mail, add it to the
phone book, park it, hold, transfer, conference, or release the call.
If the display shows a list, the right buttons also activate the
corresponding option.
■ Scroll buttons — up and down buttons move items up and down in
the display, if there are more than three calls or list items to be
displayed. Arrows in the display show if there are more calls or items
above or below those displayed.
The left and right buttons move you to the top or bottom of a list or
move the cursor left or right when you enter data.
■ Select button — at the center of the scroll buttons activates the
currently highlighted list item.
The display panel shows:
■ Calls with caller ID, when available
■ Number of messages in your mail box
■ Your extension number
■ Date and time
■ Status of persistent features with icons:
■ Locked / Unlocked
■ Fwd to mail
■ Handset / Headset / Speaker
■ Telephone lines in use with symbols in the column on the right
Display Panel
Contrast
You can adjust the display panel contrast as one of the User
Configuration Features.
Features 25
To adjust the contrast:
1 Press the Features soft button.
2 Scroll to User Configuration and press Select.
3 Scroll to Modify Display and press Select.
4 Press Select to choose Set Contrast.
5 Change contrast using the left and right scroll buttons.
6 Press Exit when you have finished.
Other User Configuration items should only be changed with the advice
of your administrator.
Features You can access a full range of features beyond those provided by buttons
on the telephone by pressing the Features soft button. See “Using
Feature Codes” in Chapter 7 for a list of all features.
You can access these features either by entering the Feature Code on the
keypad or selecting the feature from the display panel list:
1 Press the Features soft button.
2 Enter the three-digit Feature Code on the keypad.
3 Enter any additional values following display panel prompts.
OR
1 Press the Features soft button.
2 Scroll to the feature.
3 Press the Select button, the Select soft button, or the Left soft button
corresponding to the feature code on the display panel.
4 Enter any additional values following display panel prompts.
26 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE
3
NBX MESSAGING
This chapter describes the NBX
®
Networked Telephony Solutions voice
messaging features. It covers these topics:
■ NBX Messaging Components
■ Changing Your Password
■ Changing Your Name Announcement and Personal Greetings
■ Listening to NBX Messages
■ Replying to a Message
■ Forwarding a Message
■ Creating and Sending a Message
■ Using Voice Mail Group Lists
■ Marking a Message as Private or Urgent
■ Other Ways to Manage Your Voice Mail Messages
■ Other Kinds of Mailboxes
NBX Messaging
Components
A key component of the NBX Networked Telephony Solutions is the
NBX Messaging system, which includes voice mail, off-site notification,
and several administrative features. Voice mail allows callers to leave voice
messages in your voice mailbox when you are not able to answer your
telephone. You can listen to, save, and forward those messages from any
touch-tone telephone.
If your system uses a messaging application other than NBX Messaging,
use the documentation for your messaging application instead of the
instructions in this chapter. Exception: Use the procedures in “Changing
Your Password” regardless of your messaging application.
28 CHAPTER 3: NBX MESSAGING
Important
Considerations
■ The steps are the same for initially setting up the name
announcement, personal greetings, and passwords for personal,
greeting-only, and phantom mailboxes. See “Setting Up Your
Password and Voice Mail for the First Time” in Chapter 1 for details.
(Your administrator creates group mailboxes and their passwords.)
■ For changes to passwords and greetings, see “Changing Your
Password” and “Changing Your Name Announcement and Personal
Greetings” later in this chapter.
■ The default setting for the maximum length of each voice mail
message on the system is 5 minutes. Your administrator can configure
your organization’s NBX Messaging system to receive and store voice
mail messages that are up to 10 minutes long.
■ Use the Off-Site Notification feature if you want the NBX system to
notify you when callers leave voice mail messages in your voice
mailbox. See “Off-Site Notification”
in Chapter 5.
■ With a touch-tone telephone, you are able to bypass system messages
using option buttons if you are configuring passwords and greetings.
However, you cannot bypass voice mail messages in this manner.
Changing Your
Password
You use the same 4-digit to 10-digit password to log in to the NBX
NetSet™ utility and to access your NBX voice mail. You can change this
password with your telephone (using the NBX voice prompts or a feature
code) or through the NBX NetSet utility.
To set up your password for the first time, see Table 4
and “NBX NetSet
Utility” in Chapter 1. Table 4 also describes how to change your
password.
If you forget your password, the administrator can set it to be your
extension number. Then follow the instructions in Table 4
in Chapter 1 to
change it to a more secure password. Also see “Security Tips”
next.
If your NBX system uses a messaging system other than NBX Messaging:
■ Use the feature code method described in Table 4 in Chapter 1 to set
and change the NBX NetSet utility password.
■ 3Com recommends that you use the same password for your voice
messaging system and for the NBX NetSet utility.
Changing Your Name Announcement and Personal Greetings 29
Security Tips ■ Change your password often.
■ Do not use passwords that can easily identify you, such as your phone
extension or birth date.
■ Avoid simple passwords such as 1234 or 0000.
■ Use numbers only; do not use letters, *, or # as part of your password.
■ Longer passwords are more secure. You can use up to 10-digits for
your password.
■ Never tell your password to anyone.
Changing Your
Name
Announcement and
Personal Greetings
You set name announcement and personal greeting when you first set
your voice mail. See “Setting Up Your Password and Voice Mail
for the First Time” in Chapter 1. Change your personal greeting often, to
ensure that callers hear up-to-date information.
You can record up to five personal greetings and choose which to use
from the telephone. You can also review, delete, or choose which to
make active with the NetSet utility.
If appropriate, you may also want to change the greeting for an extension
that is a “greeting-only mailbox,” so that callers do not attempt to leave
messages. See “Greeting-Only Mailbox”
later in this chapter.
To change your name announcement or personal greetings:
1 Log in to your mailbox at your telephone or remotely.
2 Press 9 for Mailbox Options and then press 1.
3 To review or change your name announcement, press 1 and follow the
prompts.
4 To review or change your personal greetings, press 2 and follow the
prompts.
Using the NetSet utility, you can review or delete a personal greeting or
choose which of your recorded greetings to make active.
To hear or delete your personal greetings or choose your active personal
greeting from the NetSet utility:
1 Log in to the NetSet utility with your extension and password.
2 Select NBX Messaging > Personal Greeting.
30 CHAPTER 3: NBX MESSAGING
3 Select a greeting.
a Click Select to choose the greeting as the active greeting.
b Click Listen to hear the greeting.
c Click Delete to delete the greeting. You cannot delete greeting
number 1; you can re-record it through the phone.
If you forget your password, the administrator can set it to be your
extension number. Then follow the instructions in Table 4
in Chapter 1 to
change it to a more secure password. Also see “Security Tips”
earlier in
this chapter.
Listening to NBX
Messages
You can listen to your NBX voice mail messages from your 3Com®
Telephone, from any touch-tone telephone, or by logging in to the NBX
NetSet utility. After you listen to messages, you can save or delete them
to clear them from the New Messages queue. For how to set up your
NBX NetSet utility password the first time, see Table 4
and “NBX NetSet
Utility” in Chapter 1.
If your system uses a messaging application other than NBX Messaging,
use the documentation for your messaging application instead of these
instructions.
Message Indicators Here is how you can tell if you have messages in your mailbox:
■ On a 3Com 3103 Manager’s Telephone — The indicator bar above
the display panel is lit, and the display panel shows the number of
messages. Example: 3Msgs2New.
■ On an analog telephone — Pick up the handset. If you hear the
New Messages Tone (rapid stutter tone), you have new messages or
messages that you have listened to but have not yet saved or deleted.
For information on accessing NBX features from an analog telephone,
see the NBX Feature Codes Guide in the NBX NetSet utility.
■ In the NBX NetSet utility — Log in as a user. The list of your
messages appears in the Voice Mail Messages area on the NBX
NetSet > User Information screen. A new message has a * next to
it. A forwarded messages has -->Fw: next to it.
Listening to NBX Messages 31
Listening from Your
Computer
To listen to your messages from your computer, you must have a way of
playing audio files:
■ A USB audio device such as a USB headset and an operating system
that supports USB
OR
■ A sound card, an application such as Windows Media Player, and
either headphones or speakers
1 Log in to the NBX NetSet utility with your extension and password.
2 Select a message in User Information > Voice Mail Messages.
3 Click Listen.
4 The third-party application downloads the voice message and plays it.
5 To delete the message, select the message and then click Delete.
Listening from Your
3Com Telephone
To listen to your messages from your own 3Com Telephone:
1 Pick up the handset and press the Message button to access the
mailbox.
2 At the prompt, dial your password and press #.
3 See Table 6
for the buttons that you use to manage your messages.
Listening from Any
Internal 3Com
Telephone
To listen to your messages from any 3Com Telephone other than your
own within your NBX system:
1 Pick up the handset and press the Message button.
2 Press * and dial your extension. You hear your name announcement.
3 Dial your password and press #.
4 See Table 6
for the buttons that you use to manage your messages.
Listening from an
External Location
To listen to your messages from an external telephone:
■ If you can dial your telephone extension directly — Press *
during your personal greeting. At the prompts, enter your extension
and password, and press #.
32 CHAPTER 3: NBX MESSAGING
■ If you call the main telephone number of your organization
and:
■ The Automated Attendant answers — Press * * during your
personal greeting. At the prompts, enter your extension and
password, and press #.
■ The receptionist answers — Ask to be transferred to your voice
mail. Press * during your personal greeting. At the prompts, enter
your extension and password, and press #.
Managing Your
Messages
Use these buttons to manage your messages:
Table 6 Managing Messages
Play or repeat a message.
Save the message.
Delete the message from your mailbox. You cannot
retrieve a message after you delete it.
Reply to the message. See “Replying to a Message”
later in this chapter.
Forward the message. See “Forwarding a Message”
later in this chapter.
Listen to date, time, and sender information about
the message. See “Information About Your
Messages” next.
Back up 3–5 seconds in the current message.
Pause the current message for up to 20 seconds.
Move ahead 3–5 seconds in the current message.
Move to the next message.
Return to the main menu.
Replying to a Message 33
Information About
Your Messages
To listen to date, time, and sender information about a message in your
mailbox, press 6 during or after the message, and then press one of these
buttons:
Replying to a
Message
You can send a reply to a voice mail message, provided that the NBX
system has received the necessary caller ID information.
If you receive a message that is marked Private, you can reply to the
originator, but you cannot forward the message to others.
To reply to a message after you listen to it:
1 Press 4.
If the message has been sent to more than one person, press 1 to reply
only to the sender or press 2 to reply to all of the recipients.
2 After the tone, record your reply.
3 Hang up, or press # for more options.
4 If you press #, press one of these buttons:
Date and time information.
Sender information.
Listen to the previous message.
Send your reply.
Re-record your reply.
Listen to your reply.
Mark the message Private or Urgent. See “Marking a
Message as Private or Urgent” later in this chapter.
Cancel your message.
34 CHAPTER 3: NBX MESSAGING
Forwarding a
Message
You can forward most messages, with or without comments.
If you receive a message that is marked Private, you cannot forward it.
To forward a message:
1 Log in to your voice mailbox at your telephone or remotely.
2 Listen to a message that you want to forward, and press 5.
3 After the tone, record an introductory message and then press # OR if
you choose not to record a comment, press # when you hear the tone.
4 Optionally, press one of these buttons, OR proceed to step 5.
5 When you are ready to forward the message, press 1.
6 Dial one of these destination numbers plus #:
■ The internal extension or mailbox number of the recipient
■ A speed dial number. See “Speed Dials” in Chapter 5.
■ A voice mail group list number. (See “Using Voice Mail Group Lists”
later in this chapter.)
■ A site code plus extension (to send to a user on another NBX system in
your organization). Example: neee or neeee (where n = one or more
site code digits and e = the extension digits on the other system).
For valid site codes in your organization, see your administrator.
7 To forward the message to several recipients, dial each destination
number followed by #.
8 After the last destination number and its #, press # again to send your
message.
9 Follow the prompts to delete or save the message you just forwarded.
Re-record your introductory comment.
Listen to your introductory comment.
Mark the message Private or Urgent. See “Marking a
Message as Private or Urgent” later in this chapter.
Cancel your message.
Creating and Sending a Message 35
Creating and
Sending a Message
To create and send a message directly without actually making a call,
follow these steps:
1 Log in to your mailbox at your telephone or remotely.
2 Dial 2 to select Create and Send a Message.
3 At the tone, record a message that is at least 2 seconds long, and press #
to end the recording.
4 Optionally, press one of these buttons, OR proceed to step 5.
5 When you are ready to send the message, press 1.
6 Dial one of these destination numbers plus #:
■ The internal extension or mailbox number of the recipient
■ A speed dial number. See “Speed Dials” in Chapter 5.
■ A voice mail group list number. (See “Using Voice Mail Group Lists”
later in this chapter.)
■ A site code plus extension (to send to a user on another NBX system in
your organization). Example: neee or neeee (where n = one or more
site code digits and e = the extension digits on the other system)
For valid site codes in your organization, see your administrator.
7 To send the message to several recipients, dial each destination number
followed by #.
8 After the last destination number and its #, press # again to send your
message.
Re-record the message.
Review the message.
Mark the message Private or Urgent. See “Marking a
Message as Private or Urgent” later in this chapter.
Cancel the message.
36 CHAPTER 3: NBX MESSAGING
Using Voice Mail
Group Lists
A Voice Mail Group, also called a mail group or mail list, is a collection of
extensions with a special “group number.” Use it to send a message to
everyone on the list at the same time.
A Voice Mail Group is not the same as an ACD Group, Hunt Group, or
Calling Group. See “Automatic Call Distribution Groups, Hunt Groups,
and Calling Groups” in Chapter 6.
Viewing System
Groups
System Voice Mail Groups can be set up by your administrator. You can
send a message to everyone in a System Voice Mail Group by using * plus
the two-digit group number.
You can see a list of System Voice Mail Groups and the membership of
each group through the NBX NetSet utility.
To view System Voice Mail Groups:
1 Log in to Netset > NBX Messaging > System Group List. A list of
System Group IDs and Names displays.
2 To view the membership of any group, select the group and click
Membership.
Creating Personal
Groups
You can create your own Personal Voice Mail Group either through the
telephone or through the NBX NetSet Utility.
To create a personal voice mail list through the telephone:
1 Log in to your mailbox at your telephone or remotely.
2 Dial 9 for Mailbox Options.
3 Dial 3 for Group Lists, and then 2 for Create Group.
4 Dial a 2-digit number, 01–99, which becomes the Group Number.
5 After the tone, speak a name for the group, and press #.
6 Dial one of these numbers:
■ 1 to save the group name and proceed to step 7
■ 2 to change the group name and return to step 5
■ * to exit without saving
Using Voice Mail Group Lists 37
7 Dial one of these destination numbers plus #:
■ The internal extension or mailbox number of the recipient
■ A speed dial number. See “Speed Dials” in Chapter 5
■ Another personal or system group list number
■ A VPIM extension
■ A site code plus extension (to send to a user on another NBX system in
your organization). Example: neee or neeee (where n = one or more
site code digits and e = the extension digits on the other system)
For valid site codes in your organization, see your administrator.
8 When you have added all of the destination numbers, press:
■ 1 to save the group list
■ 2 to cancel creating the group
■ ** to return to the previous menu
OR hang up.
To create a Personal Voice Mail List through the NBX NetSet Utility:
1 Log in Netset > NBX Messaging > Personal Group List. You see a list
of your current personal voice mail groups with Group IDs and Group
Names.
2 Click Add.
3 Enter a Group ID, a number from 01–99 that is not used for a current
group.
4 Enter a Name for the new group.
5 Enter any VPIM extensions in the VPIMs box.
6 Select members from the Non-Members list and move them to the
Members list by clicking the left arrow.
7 Click Apply and OK to complete the list.
Modifying or
Deleting Personal
Groups
You can review your Personal Voice Mail Groups, add members, or delete
a group from the telephone or from the NBX NetSet utility.
To review or modify a Personal Voice Mail Group from the telephone:
1 Log in to your mailbox at your telephone or remotely.
2 Dial 9 for Mailbox Options.
38 CHAPTER 3: NBX MESSAGING
3 Dial 3 for Group Lists.
4 Press 1, 3, or 4:
5 To add members to a group or delete members from one, press 4.
a To add one or more members to the group, dial one of these
destination numbers plus #:
■ The internal extension or mailbox number of the recipient
■ A speed dial number. See “Speed Dials” in Chapter 5.
■ Another personal or system group list number
■ A VPIM extension
■ A site code plus extension (to send to a user on another NBX
system). Example: neee or neeee (where n = one or more site
code digits and e = the extension digits on the other system). For
valid site codes for your organization, see your administrator.
b To delete one or more members from the group, dial the destination
number that you want to delete and then press 1.
6 When you have added or deleted all of the destination numbers, press:
■ 1 to save the modified group list
■ 2 to cancel this modification to the group
■ ** to return to the previous menu
OR hang up.
Review your list of groups.
Create a group.
Delete a group.
Add or delete group members. See step 5.
Return to the main menu.
Q 129
personal greeting
changing 29
selecting 29
setting the first time 14
personal speed dial buttons
3103 Manager’s Telephone 23
personal speed dial numbers 60
personal voice mail group lists
creating 36
modifying 37
phantom mailboxes 41
picking up calls 79
feature codes 105
printing labels 63
printing speed dial lists 63
private messages 39
problems, solving 117
programmable Access buttons
1105 Attendant Console 112
3103 Manager’s Telephone 21, 22
3105 Attendant Console 111
public address system 91, 92
pulse dialing 100
feature codes 107
Q
Quick Reference sheets 17
R
receptionist
and the Attendant Console 110
and the Complement Attendant Software
(CAS) 114
definition 10
Redial button
3103 Manager’s Telephone 21
redialing calls 46
feature code 107
release, feature code 107
releasing calls with headset 72
relocating telephones 121
remote notification 64
remote offices, calling 97
replying to voice mail messages 33
ring no answer (call forwarding) 46
ringer
tone, choosing 60
volume 57
ringing
delayed 100
Do Not Disturb 68
RJ-11 jack caution, avoiding use with 3Com
Telephones 118
RJ-45 jack caution, using instead of RJ11 118
S
scroll buttons
3103 Manager’s Telephone 21
security
passwords 28, 29
preventing unauthorized outbound calls 70
telephone line on multiple telephones 75
Select button
3103 Manager’s Telephone 21
sending messages 35
shared telephone lines
bridged extensions 99
delayed ringing 100
hunt groups 81
Shift button
1105 Attendant Console 112
3105 Attendant Console 112
show lists, feature code 107
silent monitor 87
Simultaneous Paging
dial code 92
site codes 98
soft buttons
3103 Manager’s Telephone 22
soft keys 23
software, Complement Attendant (CAS) 114
sound volume
3103 Manager’s Telephone 21
Speaker button
3103 Manager’s Telephone 21
speaker phone
3103 Manager’s Telephone 21
feature code 107
problems with 122
using 45
volume 57
Speed Dial buttons
3103 Manager’s Telephones 23
speed dials 60
One-Touch 62
personal speed dial numbers 60
printing lists of 63
problems with 123
system-wide speed dial numbers 61
supervisory monitoring 86
supervisor 87
… 129

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