Recording CallExtend Messages

VERSIONS 4.0 OR LATER

Messages are recorded from a standard touch-tone phone (a 2500 set) that is connected to the "Admin" port on the CallExtend unit. Alternatively, messages may be recorded remotely if a password has been set up in CallExtend (the password MUST be set up on-site prior to calling in, as there is no default password).

To record from the Admin phone, pick up the handset on this phone and dial as shown in steps 1-3. If you hear a tone and see three lines flash briefly on the Data display, or if you hear "Illegal" in response to your command, then the voice indexes may be corrupt; in this case, erase all of the messages and re-record them all.

To record messages remotely, call in on a phone number that CallExtend answers. Dial # plus your password. When you hear "Ready," you may begin programming CallExtend as if you were dialing on the Admin phone.

Before re-recording messages, it is important to erase ALL of the old user-recorded messages stored in CallExtend's memory. This is done by dialing 0 7 9 on the Admin phone or while in Remote Programming Mode. Once these messages have been erased, CallExtend will use its factory-default messages until new messages have been recorded.

Record your new messages by dialing as shown next. Messages may be recorded in any order, but only the message that has been recorded last may be re-recorded without erasing all of the messages. For this reason, if you plan to change one message more often than others, record that message LAST.

Main Greeting: This is the initial message all callers hear when CallExtend answers their call.

To record, dial 0 7 1 and speak into the phone; when done, dial #

To listen to the message, dial 0 7 0. If you are not satisfied with this message, erase it by dialing 0 7 4 and then repeat the recording process.

Transfer Message: This message is heard after the caller has dialed, just before the call is transferred (e.g., "please hold while I try that extension").

To record, dial 0 8 1 and speak into the phone; when done, dial #

To listen to the message, dial 0 8 0. If you are not satisfied with this message, erase it by dialing 0 8 4 and then repeat the recording process.

BDA Message: This message is heard when CallExtend supervises call transfers. If the extension the caller dials is busy or doesn't answer, CallExtend can play the BDA Message and then either transfer the caller to a receptionist or disconnect the call. A sample message is, "That extension is not available; please hold for the receptionist."

To record, dial 0 9 1 and speak into the phone; when done, dial #

To listen to the message, dial 0 9 0. If you are not satisfied with this message, erase it by dialing 0 9 4 and then repeat the recording process.

Secondary Messages: These are any 2nd-level menus, company directories, or informative messages to be heard when callers dial a particular digit from the Main Greeting.

To record, dial X * 1 and speak into the phone; when done, dial #

To listen to the message, dial X * 0. If you are not satisfied with this message, erase it by dialing X * 4 and then repeat the recording process.

Note: In these instructions, X = the digit callers must dial from the Main Greeting to hear this message.

VERSIONS 3.0 - 3.53D:

Messages are recorded from a standard touch-tone phone (a 2500 set) that is connected to the "Admin" port on the CallExtend. Pick up the handset on this phone and dial as shown in steps 1-3. Note that the digits shown in red should be pressed and HELD DOWN for at least one full second, until the "Data" display changes. If you hear a tone and see three lines flash briefly on the Data display, the digit was not held down long enough, or the telephone is not capable of emitting a long tone to the phone line.

Before re-recording messages, it is important to erase ALL of the old messages stored in CallExtend's memory. This is done by dialing 0 7 9 holding the 9 down until the Data display returns to P.

Record your new messages by lifting the handset on the "Admin" phone and dialing as shown. Speak into the phone, and hang up when done recording your message. Messages must be recorded in this order:

Main Greeting: Dial 0 7 1

Second-Level Messages (any 2nd-level menus or informative messages to be heard when callers dial a particular digit from the Main Greeting): Dial <the digit callers must dial from the Main Greeting to hear this message>, plus 7 1

Transfer Message ("please hold while I try that extension"): Dial 0 6 1

BDA Message (e.g., "that extension is not available; please hold for the receptionist"): Dial 0 5 1

Review each message you recorded by lifting the handset on the "Admin" phone and dialing as shown. Listen to each message and hang up when done. If the messages do not sound the way you want, redo steps 1-3 completely.

Main Greeting: Dial 0 7 0

Second-Level Message(s): Dial <the digit callers must dial from the Main Greeting to hear this message>, plus 7 0

Transfer Message ("please hold while I try that extension"): Dial 0 6 0

BDA Message (e.g., "that extension is not available; please hold for the receptionist"): Dial 0 5 0

Note: If you are not able to get CallExtend to accept programming, the programming phone you are using may not emit a long tone to the phone line. Many phones sound a long tone only to the receiver and not to the phone line; this means that if you hold the digit down, you will hear a long tone, but only a single short tone will actually go out the phone line. Try a different brand of telephone (it must be a standard touch-tone 2500 set type telephone) and a different cord to connect this phone to the CallExtend unit.

VERSIONS 2.9 OR EARLIER:

These versions of CallExtend include only one message -- the Main Greeting. This message is recorded from a standard touch-tone phone (a 2500 set) that is connected to the "Admin" port on the CallExtend. Pick up the handset on this phone and dial *8 to record the message; hang up when done. To listen to the message, pick up the handset and dial *4.