Executive Assistant Quick Start Guide
Your First Time Set Up - When you call your Executive Assistant 800 number for the first time, press *  then enter your passcode and you will automatically be guided through your first time setup.  Just follow the steps given by the audio tutorial to personalize your greeting, name and passcode

You May Change Your Passcode to any 4-10 digit number at any time through the Personal Options Menu.

To access your account after your first time set up, just dial your Executive Assistant 800 number and press *  then enter your passcode. 
Main Menu Options Managing Your Voice Mail Messages
Setting Up And Using Your "Find Me - Follow Me" Caller Connect Numbers

Setting Up Your Computer To Use Executive Assistant - Automatically Receive Faxes And Voice Mails On Your Computer
Setting Up Automatic Call Forwarding - Have Executive Assistant Receive Voice Mail For All Of Your Phone Numbers 

For More Details - Look Through The Table Of Contents Of The Full User Guide Here 

 

 

 

 

 

 

 

 

 

 

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Main Menu Options

Dial your Executive Assistant 800 number and Press * to access your account then enter your passcode.  You will hear your Inbox Message Summary, which includes both the number and types of messages that are in your account. 

Additionally, Executive Assistant service provides several menus and submenus to retrieve your messages and personalize its features. Message retrieval will be covered in this section.

This menu is available immediately following your Inbox Message Summary:

  • Press 1 for Voice Messages Menu

  • Press 2 for Fax Messages Menu

  • Press 3 for eMail Messages Menu

  • Press 4 for Calling Card Menu

  • Press 5 for Conference Call Menu

  • Press 9 for Personal Options Menu

  • Press * to exit the system

 

 

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Managing Your Voice Messages

Executive Assistant allows you to manage your voicemail from any phone -- you can listen to a message, call the sender back, or forward the message to someone else. The Voice Message Menu includes:

  • Press 1 to hear your first message

  • Press 3 to leave a Voice Message

Listen to a Voice Message

  • Access your account and listen to your Inbox Message Summary

  • Press 1 1 to hear the first message and enter the Voice Message Menu

Messages are ordered by default according to the time they are received, unless a message is marked Urgent. Urgent messages will be played before all other messages. Voicecom Assistant provides you with information about your message, including message flags (urgent or confidential), the time/date of the message, and caller's name (if recorded).

Additional Voice Message Options

After listening to your message you may select from following options before listening to the next message:

  • Press 1 to keep the Voice Message

  • Press 2 to delete the Voice Message

  • Press 3 to hear again the Voice Message

  • Press 4 to call the sender of the Voice Message (if the caller enters a call back number)

  • Press 5 to hear the Voice Message time stamp

 

 

 

 

 

 

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Setting Up Automatic Call Forwarding (Optional)

Set Executive Organizer To Receive Voice Mail
For All Of Your Phone Numbers

Executive Assistant can save you time and money by receiving your voicemail messages from any of your phones that you can't answer or when the line is busy. This eliminates the need to check multiple voicemail services. While it's not required to use Automatic Call Forwarding with your Executive Assistant, it is highly recommended to maximize the benefits of the service. Here is how to set it up:

  1. Call your current telephone service provider (Refer to a recent phone bill for your service provider's customer service number).

  2. Ask the telephone representative to add Call Forwarding Busy / No Answer * service to your phone number (home, business, or mobile) and specify to forward calls after 3 to 4 rings to your Executive Assistant number.

  3. Repeat these instructions for each phone line that you want to forward to your Executive Assistant (e.g. home, office and cellular phone).

* This allows calls to be sent to your Executive Assistant account if you do not answer the phone after 4 rings or when the line is busy. Normally your telephone service provider will charge a nominal fee for this feature. 

 

 

 

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Setting Up Your Computer To Use Executive Assistant

Executive Assistant stores and delivers your voicemail messages in RealAudio® format and your fax messages as TIFF files.

Since both of these formats are supported by several popular software packages, your computer may already be pre-configured to launch these applications when you access your messages.

If not, free versions of both applications can be downloaded below:

Downloading Required Software

Executive Assistant stores voicemail messages in a RealAudio® format and fax messages as TIFF files. Since both of these formats are supported by several popular software packages, your computer may already be set up to launch these applications when you retrieve your messages.

If not, free versions of both applications can be downloaded. Here's how:

Download Instructions for the RealPlayer Basic and AlternaTIFF

  • RealNetworks RealPlayer Basic is a free tool for listening to voice messages and other RealAudio files (.ra or .rm).
  • Availability: For Windows (95/98/ME/NT/2000), Macintosh, and Unix Systems (see site for minimum system requirements).
  • NOTE: When downloading this software, the free "Real Player" is all that is required to hear your voicemail message attachments (Note:  You may have to hunt for the link to the free download link, because it is moved around often). 
  • To download this software, click here.



  • MIE's AlternaTIFF is a free tool for viewing faxes on your computer (.tif or .tiff).
  • Availability: For Windows (95/98/NT/2000).
  • To download this software, click here.

Technical Support for the RealPlayer and AlternaTIFF

Technical help is available directly via the websites of each product. For your convenience, the following links are available:

  • For technical support for RealNetworks products, click here.
  • For technical support for the AlternaTIFF product, click here.

 

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Setting Up Your "Find Me - Follow Me"
Caller Connect Numbers

When a caller calls your Executive Assistant and they choose to be connected to you, the Caller Connect feature goes to work. 

Executive Assistant simultaneously dials up to 3 separate phone numbers to find you and connect your caller to you.  For example, the 3 numbers could be your home phone, your office phone and your cell phone. You choose the 3 numbers where you wish to be reached and Executive Assistant does the work of locating you automatically.

To set up your "Find Me - Follow Me" Caller Connect numbers:

  • Access your account and listen to your Inbox Message Summary
  • Press 9 3 to access the Caller Connect Menu

Press 1, 2, or 3 to access the setting for a particular Caller Connect number (1 for your first Caller Connect call forward number, 2 for your second Caller Connect call forward number, etc.)

Your "Find Me - Follow Me" 
Caller Connect Works Like This

Executive Assistant service prompts the caller for their name and begins to simultaneously call up to 3 preprogrammed Caller Connect numbers to locate you.  (You can update these numbers anytime through your Personal Options Menu).

If you pick up a Caller Connect call, Executive Assistant plays the following message to you, "[Caller’s Name] is holding for you" and provides you with one of the following options:

• Press 1 to answer the call

You are connected immediately to the caller. If  you connect to your caller on one phone, such as your cellular phone, and would like to transfer to a different phone, such as your office phone, you can do so without disconnecting the call by using the Call Hopping feature (see Helpful Tips).

• Press 2 to send the caller to voicemail

The caller hears "I’m sorry, your party is unavailable at this time" and is prompted to leave a message.

• Press 3 to send the caller to another number 

This sends the caller to a number you enter at the time of the call, such as an assistant or a coworker.

The caller hears "I’m sorry, your party is unavailable at this time. Please hold while your call is transferred." Executive Assistant then transfers the call to the number you entered.

• Press 7 to add the caller to a conference call

• Press 0 to send the caller to the operator

This sends the caller to an operator number that you have set up through your Personal Options (option must be activated prior to call).

Occasionally, you may be in your Executive Assistant account accessing other options when Caller Connect tries to reach you. If so, you will hear a call waiting tone. To hear the caller preview, press T at least once or until you hear the caller’s name.

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