Toshiba Strata CIX Voice Processing System User Guide
Pubblicità
Pubblicità
Telecommunication Systems Division
®
Voice Processing System
User Guide
August 2007
Publication Information
Toshiba America Information Systems, Inc.,
Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document.
Further, Toshiba America Information Systems,
Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant.
CIX-UG-ALLVP-VA
Version A, August 2007
© Copyright 2006 - 2007
Toshiba America Information Systems, Inc.
Telecommunication Systems Division
All rights reserved. No part of this manual, covered by the copyrights hereon, may be reproduced in any form or by any means— graphic, electronic, or mechanical, including recording, taping, photocopying, or information retrieval systems—without express written permission of the publisher of this material.
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Corporation.
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Systems, Inc.
Trademarks, registered trademarks, and service marks are the property of their respective owners.
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Toshiba America Information Systems, Inc.
Telecommunication Systems Division
9740 Irvine Boulevard
Irvine, California 92618-1697
United States of America
DSD 020905
5932
Toshiba America Information Systems, Inc.
Telecommunication Systems Division
End-User Limited Warranty
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Toshiba (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery, except as otherwise provided by TAIS in the TAIS warranty accompanying the products or posted on TAIS’s website. Products which are not manufactured by Toshiba but are purchased from Toshiba, will be subject to the warranty provisions provided by the equipment manufacturer, unless TAIS notifies the end-user of any additional warranty provisions in writing.
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Contents
Introduction
Chapter 1 – The Grand Tour
Strata CIX Voice Processing User Guide 08/07
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Chapter 2 – Getting Started
Chapter 3 – Play Messages
Chapter 4 – Send Messages
Chapter 5 – Manage Mailbox
Strata CIX Voice Processing User Guide 08/07
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Change Your Do Not Disturb (DND) Setting ..................................................... 52
Create or Record Over Your Busy Greeting ....................................................... 55
Chapter 6 – Integration Features
Turning On/Off Message Waiting LED on Another Extension .......................... 68
Glossary
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Introduction
This guide describes the voice messaging capabilities and procedures for making your voice mail system work for you.
Organization
This guide is divided as follows:
•
Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics covered are: features to personalize your mailbox; an explanation of message queues, types and destinations; special delivery options; playback/recording controls; and available user options.
•
Chapter 2 – Getting Started provides instructions on those features you need when accessing your voice mail for the first time, including changing your security code and recording your name.
•
Chapter 3 – Play Messages contains step-by-step instructions on playing messages.
•
Chapter 4 – Send Messages details how to send, forward, and reply to a message.
•
Chapter 5 – Manage Mailbox provides step-by-step instructions on recording greetings, using destination (distribution) lists, and activating options such as Do
Not Disturb (DND) and Call Screening.
•
Chapter 6 – Integration Features outlines Call Forward, Message Waiting, Soft
Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing and Call Monitor features.
•
Glossary defines frequently-used voice processing system features and functions.
•
Index
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8
Introduction
Conventions
Conventions
Conventions
Note
Important!
Extension
Number
Arial bold
Courier
“Type”
“Press”
Plus (+)
Tilde (~)
³
³
Description
Elaborates specific items or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items.
Calls attention to important instructions or information.
Press to answer a call to the Extension Number. Each station can have multiple extension buttons. Incoming calls ring the extension button(s) from the top down. For example, station 10's extensions ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered busy when all extensions are being used.
Note
The naming convention for DKT assignments within
Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom
Extension Number will be used in this document in lieu of
PDN and PhDN.
Represents telephone buttons.
Shows a computer keyboard entry or screen display.
Indicates entry of a string of text.
Indicates entry of a single key. For example: Type prog then press
Enter
.
Shows a multiple PC keyboard or phone button entry. Entries without spaces between them show a simultaneous entry. Example:
Esc
+Enter. Entries with spaces between them show a sequential entry. Example:
#
+
5
.
Means “through.” Example: 350~640 Hz frequency range.
Denotes the step in a one-step procedure.
Denotes a procedure.
Strata CIX Voice Processing User Guide 08/07
Introduction
Related Documents/Media
Conventions
See Figure 10
Description
Grey words within the printed text denote cross-references. In the electronic version of this document (Library CD-ROM or FYI
Internet download), cross-references appear in blue hypertext.
Action/Response Table
Actions you perform appear in this column. They can consist of either a single step or a series of numbered steps.
The immediate response to the action performed appears in this column. Additional notes and comments are also included.
Related Documents/Media
Note
Some documents listed here may appear in different versions on the CD-ROM,
FYI, or in print. To find the most current version, check the version/date in the
Publication Information on the back of the document’s title page.
Important!
Read this User Guide first, then use it with the Quick Reference Guide.
•
Strata CIX General Description
•
Strata CIX Installation and Maintenance Manual
•
Strata CIX Voice Processing LVMU Installation and Programming Guide
•
Strata CIX40 Voice Processing GVPH Programming Manual
•
Strata CIX Voice Processing User Guide
•
Strata CIX Voice Processin Quick Reference Card
•
Strata CIX Library CD-ROM
For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current documentation and enables you to view, print, and download current publications.
Strata CIX Voice Processing User Guide 08/07
9
Introduction
Related Documents/Media
10
Strata CIX Voice Processing User Guide 08/07
The Grand Tour
This chapter provides an overview of the system and covers the following general topics:
•
Features to personalize your mailbox
•
Message queues
•
Message types
•
Greetings
•
Special delivery options
•
Future delivery
•
Message destination selections
•
User options
•
User prompts
•
User tutorial (New User)
1
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2
The Grand Tour
Overview
Overview
Your voice mail system manages multiple voice processing functions simultaneously
24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave private voice messages. In addition, you can update your greeting at your convenience or send and receive messages from any tone-dialing telephone.
Callers control their own progress through the system. They no longer have to wait for a person to answer the telephone. If your extension is busy or you do not answer, callers can transfer to an operator, call another extension, or record a private, detailed message.
A representative in your company has been assigned as the System Administrator for the system. The System Administrator is responsible for configuring the system and your mailbox to suit your company’s needs.
The configuration affects how and which features you can access. Whenever possible, this guide provides information concerning feature exceptions and which features may be configured to work differently.
You can access your mailbox from any tone-dialing telephone using your security code. After you access your voice mail, you hear the number of messages you have in your message queue(s), followed by a prompt from the Main Menu options (see
•
Listen to your messages
•
Send or forward messages
•
Reply to messages
•
Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)
Strata CIX Voice Processing User Guide 08/07
The Grand Tour
Overview
M
AIN
M
ENU
Exit
User Mode
P
LAY
M
ESSAGES
S
END
M
ESSAGES
Play the next message
Save the current message
Delete the current message
Forward the current message
Reply to the current message
Special Functions
Replay the current message
Play the Previous message
Return to Main Menu
(number of messages to be deleted plays)
Message Date and Time
Future Delivery Review
(Play, Save, Delete)
Continuous Delete
New/Saved message queue (toggle)
Continuous Play
Return to previous menu
Set the Hour (1~12)
AM
PM
Set the Minutes (0~59)
Set the Day (1~31)
Set the Month (1~12)
Set the Year (last two digits)
Return to previous menu
(message delivery time plays)
Enter one of the following:
User ID plus
Directory plus name
Personal List (1~7)
System List (1~7)
Multiple Destinations
Record
Record a message, comment or reply
(Press when finished.)
Send and Return to Main Menu
Review recording
Re-record
Append recording
Select Additional Destinations
User ID plus
Directory
Personal List (1~7)
System List (1~7)
Press when finished
Special Delivery Options
Set Urgent status (On/Off)
Set Private status (On/Off)
Set Return Receipt request
(On/Off?)
Return to previous menu
Set Future Delivery
Cancel message and select new destination
Cancel and Return to Main Menu
Enter notification template number
Enable/Disable notification template
(toggle)
Change notification digits
Save changes
Return to previous menu
Figure 1 Admin Main Menu
M
ANAGE
M
AILBOX
Change your Greeting
Change your User Options
Manage your Lists
Select ~ for a Personal List
Review your current list
Add a User ID to the list
Delete a User ID from the list
Record a list Comment
Return to a previous menu
Return to a previous menu
Manage Guest User IDs
Create a Guest User ID
Delete a Guest User ID
Review your Guest User IDs
Return to a previous menu
Return to a Main Menu
Select ~ for a Personal Greeting or for the System Greeting
Review selected greeting
Record (new) greeting
Review greeting
Re-record
Append to recording
Not available for System greeting
Cancel recording
Save recording
Return to a previous menu
Review current greeting
Return to a previous menu
Change your Do Not Disturb (On/Off)
Change your Call Screening (On/Off)
Change your Security Code
Select your Busy Greeting (toggle)
Record your Busy Greeting
Record your Name
Change message Notification
Review your Option Settings
Return to previous menu
6231
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ANG
U
P
3
4
The Grand Tour
Features to Personalize Your Mailbox
Features to Personalize Your Mailbox
Your voice mail processing system offers a variety of features to personalize your
User ID Mailbox. The following are a few of those features:
•
User ID Mailbox Security Code – Your User ID mailbox has a security code. The code must be entered by you in order to “log into” your User ID mailbox, giving you
access to your messages, settings, greetings, etc. (see
•
Name Recording – Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. When you first enter your mailbox, you need to
record your name (see “Record Your Name” on page 17 ).
•
Personal Greetings – You can record up to seven personal greetings that are played when you are unavailable (see
“Change Your Greeting” on page 46
).
•
Guest Users
– You can create Guest User IDs that can be used by clients, friends, etc. Users frequently use this feature to create guest IDs for clients, so that they may easily exchange confidential information (see
“Manage Guest User IDs” on page 63
Message Queues
Your messages reside in one of two queues—new or saved. Messages play in FIFO
(First In, First Out) or LIFO (Last In, First Out) order. Ask your System Administrator to find out how your mailbox is configured.
New Message Queue
Messages in the New Message Queue are New or Pending messages.
New messages consist of messages that are unheard or partially heard (less than five seconds). They remain in the queue, the Message Waiting LED remains on, and a
Return Receipt is not sent, if applicable, until the message is completely heard.
Messages that you have partially heard (five seconds or longer) are called Pending messages. They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable.
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The Grand Tour
Message Queues
Note The Pending messages feature is available on a mailbox-to-mailbox basis.
Check with your System Administrator to find out if your mailbox is configured for this feature.
When you press
1 from the Main Menu to play messages, your voice mail system automatically accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO). If no new messages exist, your voice mail system automatically accesses the Saved
Message Queue. If you are in the Saved Message Queue, you can toggle back to the
New Message Queue by pressing
77.
After you play the last message in the queue, your voice mail system prompts, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.
Saved Message Queue
Saved messages are messages that you saved or that were automatically saved by your voice mail system at the end of the message.
Access the Saved Message Queue from the Main Menu by pressing
177 or from the
New Message Queue by pressing
77. Your voice mail system automatically accesses the Saved Message Queue when no new messages exist. Saved messages play based on order received (FIFO/LIFO).
After you play the last message in the queue, your voice mail prompts, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.
Note Ask your System Administrator to find out if your mailbox is configured with one or two (New and Saved) message queue(s).
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The Grand Tour
Message Types
Message Types
New and Saved Messages can consist of the following special types of messages— forwarded and message reply.
Forwarded Message
Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.
Reply Message
Messages to which you want to send an immediate answer can be sent as a reply message. When replying to a message, your voice mail system does not prompt you to select the destination since it “remembers” the source. The Reply feature only works if the original message is sent from another voice mail user on the same system.
When listening to a reply message, a prompt notifies the user of the name/User ID of the person who sent the reply.
6
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The Grand Tour
Greetings
Greetings
You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy.
Depending on how your system is configured, callers may hear a separate busy
greeting—the system or the custom busy greeting. See
“Change Your User Options” on page 51
for details.
Personal
Personal greetings are greetings that you record for callers. Your voice mail system stores all recorded greetings under the personal greeting number (1~7) for your mailbox. Using the greeting number, you can select the greeting which plays.
The System Administrator can also schedule your greetings to automatically play at different times. If you choose, you can override the automatic schedule using the
“Change Your Greeting Selection” on page 49
System
The system greeting is a standard prerecorded greeting. It cannot be recorded over or deleted. The greeting states, “Please leave a message for (name).” Your voice mail
system adds your name from the name recording that you have made (see
Busy
If your User ID mailbox is configured for a personal busy greeting, you can record a custom busy greeting that plays when your extension is busy. If a custom greeting is
not recorded, the default system busy greeting plays. See “Create or Record Over
Your Busy Greeting” on page 55
for details.
The custom busy greeting can also be turned on/off using the Select Your Busy
Greeting option on the Change Your User Options Menu (see
Note The System Administrator must configure your User ID mailbox for the custom busy greeting option to be available.
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The Grand Tour
Special Delivery Options
Special Delivery Options
In addition to recording and sending a new message, you can mark the message urgent, private, or request a return receipt.
Urgent
Messages can be marked urgent by the sender and always play first in the New
Message Queue. After the message plays, the urgent status is removed.
Private
Messages can be marked private by the sender. The same options, such as saving and deleting, apply to the private messages; however, a private message cannot be forwarded. Once a message is sent, the private status cannot be removed.
Return Receipt
You can mark a message Return Receipt if you want verification of its receipt. When a user plays (completely or partially) a message marked for Return Receipt, a notification is sent back to the sender. Your voice mail system notifies the sender when and by whom the message was received and plays the original message.
Future Delivery
Your voice mail system can be configured so that your message is delivered at a future time and date specified by you. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent.
Strata CIX Voice Processing User Guide 08/07
The Grand Tour
Message Destination Selections
Message Destination Selections
At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a single destination (e.g., User ID) or multiple destinations (e.g., personal list, User ID, system list). Entering the Multiple
Destinations option enables you to address your message to all the recipients at the start of the menu.
You can then record your message and, if desired, add additional destinations when prompted later in the menu. Valid destinations are:
•
User ID
Note If you don’t know the user’s User ID, you can locate the ID on your voice mail system’s system-wide directory by pressing
00.
•
Personal distribution list
•
System distribution list
See “Send a Message” on page 33 for instructions on using these options.
Personal Distribution Lists
You can originate up to seven Personal Distribution Lists consisting of other system users. You can add or delete users at any time. The lists are for only your use.
At the time you create a list, you are given the option of recording a “list comment” that serves as the title or name for the list. The comment plays each time you use the list to confirm that you have chosen the correct distribution list.
Important!
Try not to duplicate users on your distribution lists. Your voice mail system does not check for duplicates when you send a message using more than one list. For example, if you select Personal Distribution List
#1 and #3 as destinations for your message and User ID 1001 is on both lists, User ID 1001 receives the same message twice.
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The Grand Tour
User Options
System Distribution Lists
In addition to Personal Distribution Lists, your voice mail system supports systemwide distribution lists created by the System Administrator for use by everyone in your company. You should check with your System Administrator to find out which lists are available.
Whenever you enter the list number, the “list comment” for the selected system list plays to confirm that you have chosen the right list.
Directory
You can enter the Dual Tone Multi-frequency (DTMF) digits corresponding to the first few letters of a user’s name and your voice mail system plays the recorded name
(User ID and optionally the extension) that matches the combination of entered digits.
You can then select the name or go on to the next name in the directory.
Each User ID can be identified with up to two names. These names are entered into the automated directory by the System Administrator and enhance the directory’s search/find capabilities. Common choices for the names are the first and last names of the user or the last name of the user and a commonly misspelled version of the last name.
User Options
You can set your telephone for Do Not Disturb (DND) or call screening, select or record a busy greeting (plays when your telephone is busy), and designate where or how you are notified of a message.
The following is a brief description of each of the options. Please see
User Options” on page 51 for more detailed information.
Important!
The System Administrator must activate these features for them to be available.
•
DND – Your voice mail system automatically sends calls to your User ID (mailbox) without first ringing your telephone.
•
Call Screening – Your voice mail system asks callers for their name and company.
Without the caller’s knowledge, the system relays that information to you. You can decide to receive the call, let the call forward to your mailbox, or transfer the call to another extension with or without an announcement.
Strata CIX Voice Processing User Guide 08/07
The Grand Tour
User Prompts
•
Busy Greeting – You can record your own custom busy greeting that plays when callers reach your extension, and it is busy.
•
Message Notification – Your User ID can have up to 10 notification records programmed by the System Administrator with a specific notification method
(message waiting lights, stutter dial tone, pagers, voice, etc.) and the time/day when that notification record applies.
Once you have turned on a specific notification record, your voice mail system automatically calls you at the designated number and with the chosen method to notify you of your messages.
User Prompts
Your voice mail system prompts only for menu options available to you. You do not hear prompts for options:
•
Not supported by your voice mail system (e.g., future delivery)
•
Not configured for your mailbox by the System Administrator (e.g., guest users, do not disturb).
Check with your System Administrator to verify which user options are available to you.
User Tutorial (New User)
A first time user of the voice mail system automatically hears a user-friendly tutorial upon logging in to his/her mailbox. The tutorial walks the user through the process of:
•
Recording his/her name (if required)
•
Recording a personal greeting for the mailbox
•
Changing the default security code
Once the tutorial is completed successfully, it cannot be replayed.
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Getting Started
2
This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps.
User Tutorial
When you log on to the your voice mail system for the very first time, you hear a tutorial that walks you through the following basic steps:
•
Record your name (if required). Your name is announced whenever you log onto your mailbox (varies by system), the directory is accessed, the system greeting is selected, or when another voice mail user sends a message to you.
•
Record your personal greeting. Your personal greeting automatically plays when you are not available to answer your telephone.
•
Change the default security code for your mailbox to ensure privacy. You should change it on a regular basis.
Note If you do not complete the tutorial before hanging up, your voice mail system saves any completed portion (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed.
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14
Getting Started
Access Your Mailbox
Step 1: Access Your Mailbox
The Main Menu (shown below) is your starting point for all of your voice mail system’s messaging features. Pressing
999 from most menus returns you to the Main Menu.
To access your mailbox, you need to know:
•
The telephone number to access your voice mail system
•
Your User ID number
•
Your default security code
Please ask your System Administrator if you do not have this information.
1
2
3
0
#
MAIN MENU
Play Messages
Send Messages
Manage Mailbox
Exit user mode
Hang Up
Each time you access your User ID (mailbox), your voice mail system announces:
•
Your name (and extension, if applicable)
Note Your voice mail system may not be configured to play your name when you log on to your mailbox.
•
The number of new and saved messages you have in your message queue(s)
•
The number of messages that will be purged upon exiting your mailbox, if applicable
Your voice mail system then plays the Main Menu options.
If you receive new messages while you are logged on to your mailbox, your voice mail system informs you that you have new messages when you return to the Main Menu.
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Getting Started
Access Your Mailbox
From External Telephone
1.
From an external telephone, call your voice mail system on
___________.
2.
When voice mail answers, press
*
.
3.
Enter your User ID +
#.
The system answers with your standard company greeting.
Your voice mail prompts you to enter your User ID.
If your voice mail system is designed with a fixed length number for your User ID, do not press
# after entering a User ID. See your System Administrator for specific operation of your system.
Your voice mail prompts you to enter your security code.
4.
Enter the default security code +
#.
If you make a mistake while entering the code, press
*
to re-enter.
If your voice mail system is designed with a fixed length number for your security code, do not press
# after entering the security code. See your System
Administrator for specific operation of your system.
You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.
From Internal Telephone
1.
From an internal telephone, call your voice mail system on
___________.
Your voice mail prompts you to enter your security code.
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Getting Started
Access Your Mailbox
2.
Enter the default security code +
#.
If you make a mistake while entering the code, press
*
to re-enter.
If your voice mail system is designed with a fixed length number for your security code, do not press
# after entering the security code. See your System
Administrator for specific operation of your system.
You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.
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Getting Started
Record Your Name
Step 2: Record Your Name
Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user.
Note Your voice mail system may not be configured to play your name when you log on to your mailbox.
When you first enter your mailbox, the tutorial prompts you to record your name and walks you through the entire recording sequence. You can re-record your name at any
1.
At the tone, state your name slowly and clearly
(if you like, you can also state your extension).
2.
Press
# when done.
3.
After your name plays, press:
1 To accept the recording
2 Re-record
Your voice mail plays your name recording.
Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting.
Your voice mail system returns you to the record your name prompt.
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18
Getting Started
Record Your Personal Greeting(s)
Step 3: Record Your Personal Greeting(s)
The tutorial now prompts you to record your personal greeting. This greeting becomes your Personal Greeting #1. You can record up to six other greetings (see
Record Over a Personal Greeting” on page 47 for instructions).
Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want.
Sample Greeting
“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at the tone you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”
1.
At the tone, begin recording your greeting.
©
©
©
©
©
©
The following information should be included in your
Personal Greeting:
Your name
Company and/or department
Date
Your availability
Instructions to leave a detailed message
Call coverage options
Your voice mail system plays your greeting.
2.
Press
# when done.
3.
After your greeting plays, press:
1 To accept the recording
2 Re-record
Your greeting becomes Personal Greeting #1 and your voice mail system prompts you to change your security code.
Your voice mail system returns you to the record your greeting prompt.
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Getting Started
Change Your Security Code
Step 4: Change Your Security Code
The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security code on a regular basis thereafter to ensure the privacy of your messages and personal greetings (see
).
1.
2.
Enter your new security code +
#.
Re-enter your new security code +
#.
The minimum and maximum number of digits for the security code are determined by your System
Administrator. Please ask your System Administrator for confirmation on the number.
Your voice mail system prompts you to re-enter your new security code for verification.
After entering the security code a second time, your voice mail system announces that your security code has been changed.
You have completed the tutorial. Your voice mail system announces “mailbox number xxx is enabled,” plays your recorded name and announces the number of messages in your mailbox. You can now perform any of the functions available on your voice mail system’s Main Menu or exit the mailbox.
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Getting Started
Exit Your Mailbox or User Mode
Step 5: Exit Your Mailbox or User Mode
ä
To exit your mailbox, press
# to hang up from a
Toshiba telephone system
...or
999#
to hang up from another manufacturer’s telephone system
...or to exit the user mode, press
0
.
When you press
# to hang up, you hear “Thank you for calling. Good-bye.”
Your voice mail system can be configured so that you can exit your mailbox without leaving the voice mail system. Please ask your System Administrator to find out if your system is configured for this or some other function when pressing
0.
If you have the “0 to EXIT User Mode” capability, you hear the voice mail system’s company greeting. You can now access another user or a different mailbox.
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Play Messages
3
This chapter explains how to use the Play Messages feature. It discusses:
•
Access Messages
•
Playback Controls
•
Play your messages
•
Special functions
Depending upon your telephone system and telephone, a message waiting light is lit on your telephone when a voice message has been left for you on the voice mail system.
If configured, your voice mail system automatically turns off your message waiting light on your telephone when your new message queue is empty or only Pending
). The Message Waiting LED remains on only if there are new messages in the queue.
Access Messages
Once you press
1 to play your messages, the following telephone keys assist you in going through your messages:
1
Takes you to the next message or back to the top of the queue when you have reached the last message in the queue.
*
1 Replays the current message.
*
2 Takes you to the previous message or back to the last message in the queue when you have reached the top of the message queue.
77 Toggles between the New and Saved Message Queues.
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22
Play Messages
Playback Controls
If new messages arrive while you are accessing your mailbox, your voice mail system notifies you that a new message is in the queue upon returning to the Main menu.
Playback Controls
While playing a message, you can pause, control the volume, location, and speed of playback using the following keys (shown below).
Press to play
Previous Message
(from first message go to last)
Play
Next Message
(from last message go to first)
Pause/Resume
(toggle or 30 secs.)
Turn Up
volume
Back Up
(rewind)
Go Forward
(advance)
7435
Turn Down
volume
Strata CIX Voice Processing User Guide 08/07
Play Messages
Playback Controls
1
Play Next Message
Plays next message in queue. If you are at the last message in the queue, goes to the first message in the same queue.
*
2
Play Previous Message
Plays previous message in queue. If you are at the first message in the queue, goes to the last message in the same queue.
4
Pause/Resume (toggle or 30 seconds)
At any time while playing messages, you can press
4 to pause the playback for 30 seconds. The message resumes playing as soon as you press
4 or automatically at the end of 30 seconds. You can pause the playback as many times as necessary.
8
Turn Up Volume,
0
Turn Down Volume
Each time you press
8 or 0, the volume of messages adjusts one increment until the maximum number of increments is reached. Your voice mail system saves the current level when you exit.
* Back Up (rewind)
The message backs up/rewinds and then begins playing. The default is five seconds
(set by the System Administrator).
#
Go Forward (advance)
The message goes forward/advances and then begins playing. The default is five seconds (set by the System Administrator).
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24
Play Messages
Play Your Messages
Play Your Messages
When you access your mailbox, your voice mail system tells you the number of urgent, new and saved messages (if supported by your system; check with your
System Administrator) you have in your mailbox. If your mailbox is empty, the voice mail system prompts do not include “press
1 to play messages.”
When you press
1 from the Main Menu to play messages (menu shown below), your voice mail system automatically accesses the New Message Queue. If no messages exist in the New Message Queue, your voice mail system automatically accesses the
Saved Message Queue.
From the Main Menu:
Play Messages
Play the next message
Save the current mesage
Delete the current message
Forward the current message
Reply to the current message
Special Functions
Message Date and Time
Future Delivery Review (Play, Save, Delete)
Continuous Delete
New/Saved message queue (toggle)
Continuous Play
Return to previous menu
Replay the current message
Play the Previous message
Return to the Main Menu
While playing a message, you can press:
Pause/Resume (toggle or 30 seconds)
Turn Up volume
Turn Down volume
Backup (rewind)
Go Forward (advance)
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Play Messages
Play Your Messages
1.
From the Main Menu, press
1 Play Messages.
A message plays.
Once you play a message, your voice mail system prompts you with the Play Messages Menu until you press
9 to exit the menu or you activate another selection.
While the message plays, you can select
4 pause/ resume,
8 turn up volume,
0 turn down volume,
* back up
(rewind),
# go forward
(advance)
2.
(Optional) While the message plays or immediately after, you can select
one
of the following:
1 Play the next message
2 Save the current
message
3 Delete the current
message
Skips to the beginning of the next message.
Note
If you reach the end of your messages, pressing
1
takes you back to the top of the same queue.
Saves the current message. The Play Messages
Menu plays.
Flags the current message for deletion. The Play
Messages Menu plays. When you exit Play
Messages, your voice mail system tells you the number of messages to be deleted. If you do not want to delete a message, save the message before exiting your mailbox.
Note
Your voice mail system can be programmed to delete messages after a preset length of time.
Consult your System Administrator. Your voice mail system notifies you before purging messages.
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Play Messages
Play Your Messages
5 Forward the current
message
6 Reply to the current message
7 Special Functions
With the exception of private messages, all messages can be forwarded to a single user, multiple users, or a
destination list. See “Forward a Message” on page 37
for details on this feature.
Your reply is sent to the originator of the message. In addition, you can send your reply to a single user, multiple users, or a destination list. See
Current Message” on page 40 for details on this
feature.
Your voice mail system prompts with the options. See
“Special Functions” on page 27
using this option.
The current message plays from the beginning.
*
1
Replay the current message
*
2
Play the previous message
9 Return to Main Menu
The previous message plays from the beginning.
Note
If you are at the top of the message queue, pressing
*
2
takes you to the bottom of the same queue.
Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Main Menu.
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Play Messages
Special Functions
Special Functions
You can check the date and time a message was sent, or review a message set for future delivery in the Play Messages menu.
When you play a message, this option is available by pressing
7 Special Functions.
ä
Press an option number:
4 Message Date and
Time
The date and time the message was received plays, followed by the entire message.
5 Future Delivery
Review
Note
If your System Administrator programmed an automatic date and time stamp for all messages, the stamp plays automatically at the beginning of each message.
Your voice mail system plays your name, the future delivery time/date the message will be sent and the entire message. Your voice mail system automatically saves the message for future delivery.
While the message is playing or immediately after, you can select any of the following:
1 Play the next
message
2 Save the current
message
3 Delete the current
message
Skips to the beginning of the next future delivery message.
Saves the current future delivery message.
Flags the current future delivery message for deletion.
When you exit the future delivery review, voice mail tells you the number of messages to be deleted. If you do not want to delete a message, save the message before exiting the future delivery review.
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Play Messages
Special Functions
9 Return to the
Special Functions
Menu
6 Continuous Delete
Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Special Functions
Menu.
Deletes multiple messages at one time in your New or
Saved Message Queue without additional action from you.
Note
See the Continuous Play feature on
before using Continuous Delete.
The number of messages deleted is based on a preset length of time (designated in minutes) set on a system-wide basis by your System Administrator.
7 New/Saved message queue (toggle)
8 Continuous Play
Important!
The deletion starts with the first message in the queue and continues until the preset time has expired. Both heard and unheard messages are deleted. If there are two queues—new and saved—the deletion occurs only in the queue you are in when you press
6
for continuous delete.
Ask your System Administrator to verify that you have this option.
This feature operates as a toggle; use it to move back and forth between the New and Saved Message
Queues.
Plays multiple messages at one time in your New or
Saved Message Queue without additional action from you.
The number of messages played is based on a preset length of recorded time (designated in minutes) and therefore varies. (Your System Administrator sets the length of time on a system-wide basis.) The messages played are those whose cumulative time is equal to, or less than, the designated number of minutes.
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9 Return to previous
menu
Play Messages
Special Functions
Important!
The playback starts with the first message in the queue and continues until the preset time has expired. If there are two queues—new and saved—the playback occurs only in the queue you are in when you press
8
for continuous playback.
Ask your System Administrator to verify that you have this option.
Your voice mail system returns to the Play Messages
Menu.
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Send Messages
4
From any tone-dialing telephone, you can record and send a message to a user, several users, or to a personal or system distribution list.
This chapter covers:
•
Recording controls
•
Send a message
•
Forward a message
•
Reply to the current message
•
Special delivery options
•
Future delivery
Recording Controls
While recording a message, you can pause/resume the recording or end the recording using the following keys (shown below).
Pause/Resume
(toggle or 30 secs.)
3096
End
recording
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Send Messages
Recording Controls
4
Pause/Resume (toggle or 30 seconds)
At any time while recording messages to another mailbox in the system, you can press
4 to pause for 30 seconds. The message resumes recording as soon as you press
4. Your voice mail system prompts you with, “Begin recording... (Beep).”
If within the 30 seconds you do not press
4, voice mail restarts another 30-second pause. If during the second 30-second pause you:
•
Do not press any key, voice mail assumes you have cancelled the message and returns to the Main Menu.
•
Press
#, your voice mail system returns you to the Send Messages Menu and you can send, review or record over the message.
#
End Recording
After recording a message, press
# to end the recording.
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Send Messages
Send a Message
Send a Message
Using the Send Messages Menu (shown below), you can record a message and send it to a single mailbox or multiple destinations (e.g., personal or system distribution list), forward a message (with a comment), or reply to a message sent you.
From the Main Menu:
Play Messages
Forward the current message
Reply to the current message
Send Messages
Enter
one of the following:
User ID
plus
Directory
plus name
Personal List
(1~7)
System List
(1~7)
Multiple
Record
Record a message, comment, or reply
Send and Return to Main menu
Review
recording
Re-record
Append
recording
Select
Additional Destinations
Special Delivery Options
Set
Urgent
status (On/Off)
Set
Private
status (On/Off)
Set
Return Receipt
request (On/Off)
Return
to previous menu
Set
Future Delivery
Cancel
message and select new destination
Cancel
and return to Main Menu
While recording a message, you can press:
Pause/Resume
(toggle or 30 seconds)
End
recording
Select from the following:
User ID
plus
Directory
plus name
Personal List
(1~7)
System List
(1~7)
Press
when finished
Set the
Hour
(1~12)
AM
PM
Set the
Minutes
(0~59)
Set the
Day
(1~31)
Set the
Month
(1~12)
Set the
Year
(last two digits)
Return
to previous menu
(message delivery time plays)
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Send Messages
Send a Message
1.
From the Main Menu, press
2 Send Messages.
2.
Enter one of the following destinations:
©
User ID and press
#
.
Press
# again to record a message without playing the user’s name.
Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List, or
Multiple Destinations).
Note
A message can be sent to a total of 33 destinations, including destinations entered in the
4
Additional Destinations option (see “
Select Additional Destinations” on page 36 ). A
list counts as one destination.
Your voice mail system plays the user’s name or User
ID for confirmation.
Note
If your voice mail system is designed with a fixed length number for your User ID, do not press
# after entering a User ID. See your
System Administrator for specific operation of your system.
You are prompted to enter the person’s name.
Your voice mail system plays the first name that matches the combination of letters you entered.
©
00
Directory
Enter the first few letters of the first or last name (Q=7, Z=9).
Press
# to select the name as the destination
...or
1 to hear the next name
...or
*
to cancel your entry and re-enter.
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Send Messages
Send a Message
©
©
01
Personal List
Enter a list number
(
1
~
7
).
02
System List
Enter a list number
(
1
~
7
).
You are prompted for the destination list number.
Your voice mail system plays the list comment or
“Manage Your Lists” on page 61 to create or revise a destination (distribution)
list.
You are prompted for the destination list number.
Your voice mail system plays the list comment or number for confirmation. Ask your System
Administrator for more information about System
Lists.
You are prompted for the destinations:
User ID
,
00
,
01
Personal List and/or
02
System List.
©
04
Multiple
Destinations
3.
Record a message after the tone. When finished, press
#.
While recording, you can press
4
to pause/resume
(toggle or 30 seconds) the recording.
4.
Press
# again to send the message immediately
Your voice mail system tells you that your message has been sent and returns you to the Main Menu.
Important!
If you press
#
to send your message, you cannot use the special recording and sending options.
...or before sending the message, you can use any of the following options:
1 Review recording
2 Re-record
Press
# when done.
The recording plays.
The system prompts you to record at the beep.
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Send Messages
Send a Message
3 Append recording
Press
# when done.
4 Select Additional
Destinations
7 Special Delivery
Options
8 Set Future Delivery
*
Cancel message and select new destination
**
Cancel and Return to the Main Menu
The appended recording plays after the already recorded portion of the message. The system prompts you to record at the beep.
Send the message to additional destinations. Valid entries:
User ID, 00, 01 and 02. You cannot enter
04 Multiple Destinations.
You can send a message as urgent, private, or with a return receipt request. The settings can be used in any combination and changed prior to sending the message.
“Special Delivery Options” on page 43
instructions on using this option.
You can have your message delivered at a future
specified time and date. See “Future Delivery” on page 44
for instructions on using this option.
Cancels the message and returns you to Step 2 on page 34
Cancels the message and returns you to the Main
Menu.
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Send Messages
Forward a Message
Forward a Message
Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.
1.
From the Play Messages
Menu, press
5 Forward the current message.
2.
Enter one of the following destinations:
©
User ID and press
#
.
Press
# again to record a message without playing the user’s name.
Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List or
Multiple Destinations).
Note
A forwarded message can be sent to a total of
33 destinations, including destinations entered in the
4
Additional Destinations option (see “
Select Additional Destinations” on page 39 ). A
list counts as one destination.
Your voice mail system plays the user’s name or User
ID for confirmation.
Note
If your voice mail system is designed with a fixed length number for your User ID, do not press
# after entering a User ID. See your
System Administrator for specific operation of your system.
You are prompted to enter the person’s name.
Your voice mail system plays the first name that matches the combination of the letters you entered.
©
00
Directory
Enter the first few letters of the first or last name (Q = 7,
Z = 9).
Press
# to select the name as the destination
...or
1 to hear the next name
...or
*
to cancel your entry and re-enter.
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Send Messages
Forward a Message
©
©
01
Personal List
Enter a list number
(
1
~
7
).
02
System List
Enter a list number
(
1
~
7
).
You are prompted for the destination list number.
Your voice mail system plays the list comment or
“Manage Your Lists” on page 61 to create or revise a destination (distribution)
list.
You are prompted for the destination list number.
Your voice mail system plays the list comment or number for confirmation. Ask your System
Administrator for more information about System
Lists.
You are prompted for the destinations:
User ID
,
00
,
01
Personal List and/or
02
System List.
©
04
Multiple
Destinations
3.
(Optional) Record a message (comment) after the tone. When finished, press
#.
While recording, you can press
4
to pause/resume
(toggle or 30 seconds) the recording.
4.
Press
# again to forward the message immediately
Your voice mail system tells you that your message has been forwarded and returns you to the Main
Menu.
Important!
If you press
#
to forward your message, you cannot use the special recording and sending options.
...or before sending the message, you can use any of the following options:
1 Review recording
The forwarding comment plays.
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Send Messages
Forward a Message
2 Re-record
Press
# when done.
3 Append recording
Press
# when done.
4 Select Additional
Destinations
7 Special Delivery
Options
8 Set Future Delivery
*
Cancel message and select new destination
**
Cancel and Return to the Main Menu
The system prompts you to record the comment at the beep.
The appended forwarding comment plays after the already recorded message comment. The system prompts you to record at the beep.
Send the forwarded message to additional destinations. Valid entries:
User ID, 00, 01 and 02.
You cannot enter
04 Multiple Destinations.
You can send a message as urgent, private, or with a return receipt request. The settings can be used in any combination and changed prior to sending the message.
“Special Delivery Options” on page 43
instructions on using this option.
You can have your message delivered at a future
specified time and date. See “Future Delivery” on page 44
for instructions on using this option.
Cancels the message and returns you to Step 2 on page 37
Cancels the message and returns you to the Main
Menu.
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40
Send Messages
Reply to the Current Message
Reply to the Current Message
Your voice mail system lets you reply to a message that you are currently playing.
When you reply to a message, you do not have to select the source of the message as a destination since your voice mail system “remembers” it. You can send the reply to additional destinations.
When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply message from [name or User ID].”
Important!
The Reply feature only works if the original message is sent from a another voice mail user. When a voice mail user that has not logged on to his/her mailbox leaves a message for you, you have to enter a destination to respond.
1.
From the Play Messages
Menu, press
6 Reply to the current message.
2.
Record your reply after the tone. When finished, press
#.
While recording, you can press
4
to pause/resume
(toggle or 30 seconds) the recording.
3.
Press
# again to send the reply immediately
You are prompted to record your reply to the message.
Your voice mail system tells you that your reply has been sent and returns you to the Main Menu.
Important!
If you press
#
to send your reply you cannot use the special recording and sending options.
...or before sending the reply, you can use any of the following options:
1 Review reply
The recording plays.
Strata CIX Voice Processing User Guide 08/07
Send Messages
Reply to the Current Message
2 Re-record
Press
# when done.
3 Append reply
Press
# when done.
4 Select Additional
Destinations
Enter one of the following destinations:
•
User ID and press
#
. Press
# again to record a reply without playing the user’s name.
•
00
Directory
Enter the first few letters of the first or last name (Q =
7,
Z = 9).
Press
# to select the name as the destination
...or
1 to hear the next name
...or
*
to cancel your entry and reenter.
The system prompts you to record your reply at the beep.
The appended reply plays after the already recorded portion. The system prompts you to record at the beep.
Send the message to additional destinations. You may repeat this step as often as necessary.
Your voice mail system plays the user’s name or User
ID for confirmation.
Note
If your voice mail system is designed with a fixed length number for your User ID, do not press
# after entering a User ID. See your
System Administrator for specific operation of your system.
You are prompted to enter the person’s name.
Your voice mail system plays the first name that matches the combination of the letters you entered.
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Send Messages
Reply to the Current Message
•
01
Personal List
Enter a list number
(
1
~
7
).
•
02
System List
Enter a list number
(
1
~
7
).
7 Special Delivery
Options
8 Set Future Delivery
*
Cancel reply
**
Cancel and Return to the Main Menu
You are prompted for the destination list number.
Your voice mail system plays the list comment or
“Manage Your Lists” on page 61 to create or revise a destination (distribution)
list.
You are prompted for the destination list number.
Your voice mail system plays the list comment or number for confirmation. Ask your System
Administrator for more information about System Lists.
You can send a message as urgent, private, or with a return receipt request. The settings can be used in any combination and changed prior to sending the message.
“Special Delivery Options” on page 43
instructions on using this option.
You can have your message delivered at a future
specified time and date. See “Future Delivery” on page 44
for instructions on using this option.
Cancels the reply and returns you to
Cancels the message and returns you to the Main
Menu.
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Send Messages
Special Delivery Options
Special Delivery Options
You can send a message as urgent, private, or with a return receipt request. The settings can be used in any combination and changed prior to sending the message.
When you send, forward or reply to a message, this option is available by pressing
7
Special Delivery Options.
ä
Enter an option number:
1 Set Urgent status
(toggle)
To remove the urgent status, press
7 then
1 again.
2 Set Private status
(toggle)
To remove the private status, press
7 then
2 again.
3 Set Return Receipt request (toggle)
To remove the return receipt request, press
7 then
3 again.
9 Return to previous menu
Urgent messages play first in the New Message
Queue.
Private messages cannot be forwarded.
Your voice mail system notifies you when and by whom the message was received and plays the original message.
Note
A message that is only partially heard (for five seconds or longer) sends back a return receipt to the sender.
Your voice mail system returns you to the previous menu.
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44
Send Messages
Future Delivery
Future Delivery
Your voice mail system can be configured so that your message is delivered at a future specified time and date. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent. See
for instructions on using the Future Delivery Review option.
When you send, forward or reply to a message, this option is available by pressing
8
Set Future Delivery. You can choose any or all of the selections.
ä
Enter an option number and press
#
.
Each of these settings default to the current time/date. To set a future delivery time, you do not need to enter all the options. For example, if you have recorded a message and want to have it delivered that afternoon at 2:30 PM, you only need to enter the hour (2), select PM and enter the minutes (30) using options 1 and 2.
Your voice mail system prompts you to select AM or PM.
1 Set Hour (1~12)
1 AM
2 PM
2 Set Minutes (0~59)
3 Set Day (1~31)
4 Set Month (1~12)
5 Set the Year (last two digits)
9 Return to previous
menu
Two-digit numbers under 80 will be set for the next century. For example, enter
59 to set 2059.
Your voice mail system plays the message delivery time and date and returns you to the previous menu.
Note
You can review, continue to send (save), or delete this message using the Future
Delivery Review option on the Play
Messages Menu. (See Chapter 3 – Play
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Manage Mailbox
Your voice mail system provides special options to customize and manage your mailbox features (menu shown below).
From the Main Menu:
3
Manage Mailbox
3
4
1
2
9
Change your Greeting
Change your User Options
Manage your Lists
Manage your Guest User IDs
Return to Main Menu
5
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46
Manage Mailbox
Change Your Greeting
Change Your Greeting
You can select either a personal or system greeting to play callers when you do not answer or when your telephone is busy.
This section discusses the three basic greeting controls (menu shown below):
•
Create or record over a personal greeting
•
Change your greeting selection
•
Review a greeting
From the Main Menu:
Manage Mailbox
From the Manage Mailbox Menu:
Change your
Greeting
Select ~ for a Personal Greeting or for the
System Greeting
Review
selected greeting
Record
(new) greeting
Review
recording
Re-record
Append
to recording
Cancel
recording
Not available for System greeting
Save
recording
Return
to previous menu
Review
current greeting
Return
to previous menu
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Manage Mailbox
Change Your Greeting
Create or Record Over a Personal Greeting
Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want. You can store up to seven different recorded greetings from which you can choose as your personal greeting. The System Administrator can also schedule your greetings to play automatically at different times.
1.
From the Manage
Mailbox Menu, press
1 Change your Greeting.
2.
Enter a number from
1~7.
Your voice mail system prompts with a list of options from the Change your Greeting Menu.
3.
Press
2 to record the greeting (speak slowly and clearly).
©
©
©
©
©
©
Your greeting is identified by the number chosen.
For example, you can record a general greeting as greeting 1, then record a greeting for holidays as greeting 2. Later, you can choose which one plays. You can re-record a greeting at any time.
The following information should be included in your Personal Greeting:
Your name
Company and/or department
Date
Your availability
Instructions to leave a detailed message
Call coverage options
4.
Press
# when done.
Sample Greeting
“Hi. This is Mary Smith of the Toshiba Marketing
Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at the tone you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”
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Manage Mailbox
Change Your Greeting
5.
(Optional) After recording, you can press:
1 Review recording
2 Re-record
Press
#
when done.
3 Append recording
Press
# when done.
The complete greeting plays.
The system prompts you to record at the beep.
4 Cancel recording
9 Save recording
Appending a greeting enables you to add information to the end of your already recorded greeting. The system prompts you to record at the beep.
The greeting is canceled. The system returns to the previous menu.
Your voice mail system tells you that greeting
(number) has been recorded and returns to the previous menu. Again, you are given the option to review or record over the greeting you have just recorded.
You are given the option to record another greeting.
6.
Press
9 to return to the previous menu.
7.
Press
1 and select another greeting number
(
1~7).
8.
Repeat
9.
To return to the Main
Menu, press
999.
Important!
The last greeting selected or recorded is the greeting that callers hear as your User ID greeting.
Your voice mail system plays the Main Menu options.
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Manage Mailbox
Change Your Greeting
Change Your Greeting Selection
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
1 Change your
Greeting.
3.
Enter a personal greeting number (
1~7)
...or
#
to select the system greeting.
Your voice mail system plays the Manage Mailbox
Menu.
Your voice mail system prompts with a list of options from the Change Your Greeting Menu.
Your callers hear the selected greeting when you do not answer or when your telephone is busy.
Your callers hear the system greeting when you do not answer or when your telephone is busy.
Note
If you have recorded a busy greeting, this greeting does not play when your telephone is busy (see
Busy Greeting” on page 55 for details).
Important!
The last greeting selected or recorded is the greeting that callers hear as your User ID greeting.
The current greeting plays.
...or
*
to review the current greeting.
4.
Press
9 to return to the previous menu
...or
99
to return to the
Manage Mailbox Menu
...or
999 to return to the
Main Menu.
Your voice mail system returns to the previous menu.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your Greeting
Review a Greeting
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
1 Change your
Greeting.
3.
Press
*
to review the current greeting
...or enter a number from
1
~
7
, then press
1 to review the greeting. Press
9 to return to previous menu.
4.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
Your voice mail system plays the Manage Mailbox
Menu.
Your voice mail system plays a list of options from the Change Your Greeting Menu.
The current greeting plays. Your voice mail system prompts you with the Change Your
Greeting Menu options.
Note
Pressing
*
does not affect the current greeting selection.
The greeting plays. Your voice mail system prompts you with the Change Your Greeting Menu options.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your User Options
Change Your User Options
Your voice mail system provides a number of special options to improve time management and productivity (menu shown below). For example, the DND feature can provide blocks of time for meetings or projects uninterrupted by the ringing of a telephone.
From the Main Menu:
Manage Mailbox
From the Manage Mailbox Menu:
Change your
User Options
Change your
Do Not Disturb
(On/Off)
Change your
Call Screening
(On/Off)
Change your
Security Code
Select your
Busy Greeting
(toggle)
Record your
Busy Greeting
Record your
Name
Change message
Notification
Review your
Option Settings
Return
to previous menu
Record
Review
recording
Re-record
Append
recording
Cancel
recording
Save
recording
Enter notification template number
Enable/Disable
notification template (toggle)
Change
notification digits
Save
changes
Return
to previous menu
3612
Important!
If you do not hear all the options for this menu, they may not be configured for your telephone or system. Please ask your System
Administrator to verify which user options are available to you.
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Manage Mailbox
Change Your User Options
Change Your Do Not Disturb (DND) Setting
If you set this feature to on, your voice mail system automatically sends calls to your
User ID (mailbox) without first ringing your telephone. The System Administrator can also set this feature to turn on or off automatically at pre-scheduled times and/or days of the week.
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your User
Options.
3.
Press
1 Change your Do
Not Disturb (On/Off).
Your voice mail system plays the Manage Mailbox
Menu.
A prompt verifies the current status of the feature.
Important!
DND on the your voice processing system is different from the DND features for your telephone system.
If your telephone comes with a DND button or feature, it works independently from this feature on your voice mail system.
Pressing
1 toggles the DND feature On and Off.
4.
(Optional) Press
1 again to reset the feature, if required.
5.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your User Options
Change Your Call Screening Setting
If you set this feature to on, your voice mail system asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you and provides you with special options to handle the call (menu shown below).
3
4
1
2
Receive the call
Reject
the call and let the call forward to your mailbox
Transfer the call to another extension with an announcement
Transfer the call to another extension without an announcement
1.
The System Administrator can also set this feature to turn on or off automatically at pre-scheduled times and/or days of the week.
From the Main Menu, press
2.
Press
2 Change your User
Options.
3.
Press
2 Change your Call
Screening (On/Off).
4.
(Optional) Press
2 again to reset the feature, if required.
5.
Press
9 to return to the
Manage Mailbox Menu
...or
3 Manage Mailbox.
99 to return to the
Main Menu.
Your voice mail system plays the Manage Mailbox options.
A prompt verifies the current status of the feature.
Pressing and Off.
2 toggles the Call Screening feature On
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your User Options
Change Your Security Code
Each User ID in the system has a security code. The code must be entered by you in order to “log on” to your User ID mailbox, enabling you to access your messages, settings, greetings, etc.
Note You can change your security code as often as you wish to ensure the privacy of your messages and personal greetings.
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your
User Options.
3.
4.
5.
Press
3 Change your
Security Code.
Enter your new security code +
#.
Re-enter your new security code +
#.
Your voice mail system prompts with a list of options from the Manage Mailbox Menu.
Your voice mail system prompts with a list of options from the Change your User Options
Menu.
Your voice mail system prompts you to enter your new security code.
The minimum and maximum number of digits for the security code are determined by your System
Administrator. Please ask your System
Administrator for confirmation on the number.
Your voice mail system prompts you to re-enter your new security code for verification.
After entering the security code a second time, your voice mail system announces that your security code has been changed.
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Manage Mailbox
Change Your User Options
Create or Record Over Your Busy Greeting
You can record your own custom busy greeting that plays when callers reach your extension and it is busy. While your callers are listening to the busy greeting, they can enter a different User ID, press
*
to hold (if configured for your mailbox by the System
Administrator), or remain on the line to leave a message.
Note Depending on the configuration of your telephone and telephone system,
Stratagy may not receive a busy tone when callers reach your extension. If
Stratagy doesn’t receive a busy tone, your selected personal greeting plays instead.
If a custom greeting is not recorded, the default system busy greeting plays.
Your voice mail system plays the Manage Mailbox options.
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your User
Options.
3.
Press
5 Record your Busy
Greeting.
4.
Begin recording at the tone. Press
# when done.
5.
(Optional) After recording, you can press:
1 Review greeting
2 Re-record
Press
#
when done.
3 Append recording
Press
# when done.
4 Cancel recording
9 Save recording
Your voice mail system prompts you to record your custom busy greeting.
The complete greeting plays.
The system prompts you to record at the beep.
The system prompts you to record at the beep.
The appended greeting plays after the already recorded portion of the greeting.
The greeting is canceled. The system returns to the previous menu.
Your voice mail system tells you that the greeting has been saved and returns to the previous menu.
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Manage Mailbox
Change Your User Options
6.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
Select Your Busy Greeting
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your User
Options.
3.
Press
4 Select your Busy
Greeting (toggle).
4.
(Optional) Press
4 again to reset the feature, if required.
5.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
Your voice mail system plays the Manage Mailbox options.
A prompt verifies the current status of the feature.
Pressing
4 toggles between selecting your custom busy greeting and the system busy greeting.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your User Options
Record Your Name
Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user.
Your voice mail system prompts you through the entire recording sequence. You can re-record your name at any time simply by repeating these steps.
Notes
l l
Your voice mail system may not be configured to play your name when you log on to your mailbox.
Your system may be programmed such that you need to record your extension as well as your name. Ask your System Administrator for the requirements of your system.
1.
From the Manage
Mailbox Menu, press
2 Change your User
Options.
2.
Press
6 Record your
Name.
3.
At the tone, state your name slowly and clearly
(and your extension, if required).
Press
# when done.
4.
(Optional) After recording, you can press:
1 Review recording
2 Re-record
Press
# when done.
Your voice mail system prompts with Change your
User Options Menu.
Your voice mail system prompts you to record your name.
Your newly recorded name (and extension) plays.
You can re-record your name (and extension) as often as you wish.
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Manage Mailbox
Change Your User Options
3 Append recording
Press
# when done.
4 Cancel recording
9 Save recording
You can add a short comment that plays at the end of the recording (for example, a vacation announcement).
You can cancel your newly recorded name (and extension) and return to the previous menu.
Your voice mail system confirms that your name
(and extension) has been recorded and returns to the previous menu.
Change Your Message Notification
Your User ID can have up to 10 notification records programmed by the System
Administrator with a specific notification method (message waiting lights, pagers, voice, etc.) and the time/day when that notification record applies. The repeat count
(how many times the notification is attempted) and interval for retrying the notification is also set.
Once you have turned on the notification record numbers, your voice mail system automatically calls you at the designated number and with the chosen notification method.
Using the Change Message Notification option, you can enable/disable a notification method and/or change the notify phone number.
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your User
Options.
3.
Press
7 Change message
Notification.
Your voice mail system plays the Manage Mailbox options.
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Manage Mailbox
Change Your User Options
4.
Enter the notification template number (
1~10).
Stratagy confirms the template number, spells the template title, states whether the template is enabled or disabled, and tells you the phone number (if applicable).
Note
To select the correct notification template, you need to keep a written record of the template number and function for each template you will be changing.
5.
Press an option number:
1 Enable/disable
notification template
(toggle)
2 Change notification
digits. Enter the new notification telephone number’s digits and press
#.
# Save changes
Pressing
1 toggles the notification template between Enable and Disable. After pressing
1, a prompt verifies the current status.
Your voice mail system verifies the telephone number entered.
9 Return to previous
menu
6.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
Your voice mail system tells you that the notification template changes have been saved.
Your voice mail system returns to the previous menu.
Your voice mail system cancels the change message notification options and returns to the previous menu.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Change Your User Options
Review Your Option Settings
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
2 Change your User
Options.
3.
Press
*
to Review your
Option Settings.
Your voice mail system plays the Manage Mailbox options.
4.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
Your voice mail system verifies the status of your
DND, Call Screening options and plays your selected busy message and name recording.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Manage Your Lists
Manage Your Lists
Your voice mail system provides the ability to create and manage up to seven personal distribution lists. The lists consist of the User IDs to which you most frequently send messages.
At the time you create a list, you are given the option of recording a “list comment” that serves as a title or name for the list. The comment plays each time you use the list to confirm that you have chosen the correct distribution list.
From the Manage Your Lists Menu (shown below), you can review the list contents, add and delete User IDs to the list, and record a list comment to help you identify the list.
From the Main Menu:
3
Manage Mailbox
From the Manage Mailbox Menu:
3
Manage your Lists
9
Select ~ for a Personal List
1
Review your current list
2
Add a User ID to the list
3
Delete a User ID from the list
4
Record a list Comment
9
Return to previous menu
Return to previous menu
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
3 Manage your
Lists.
3.
Select the desired list number
1~7.
Your voice mail system plays the Manage Mailbox
Menu.
You are prompted to enter an option.
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Manage Mailbox
Manage Your Lists
4.
After selecting a list, you can press:
1 Review your current
list
2 Add a User ID to the
list
Enter the User ID.
Press
#
when done.
3 Delete a User ID from
the list
Enter the User ID.
Press
#
when done.
4 Record a list Comment
Record your comment. Press
#
when done.
5.
Press
9 to return to the previous menu
...or
99
to return to the
Manage Mailbox Menu
...or
999 to return to the
Main Menu.
The system prompts you with the name (and extension) of each User ID on the list.
Your voice mail system prompts you to enter the
User ID.
The name (and extension) plays. You can add additional User IDs as needed.
Your voice mail system prompts you to enter the
User ID.
The name (and extension) plays. The system prompts “Deleted.”
When sending a message, the comment plays each time the destination list is selected. Your voice mail system prompts you to record the comment.
Your voice mail system returns to the previous menu.
You can select another Manage Mailbox option.
You can select another Main Menu option.
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Manage Mailbox
Manage Guest User IDs
Manage Guest User IDs
Guest User IDs provide limited access to the voice mail system for temporary and project-oriented employees, such as consultants and contractors. Guest users can only send messages to their Host User ID and other guests of their Host User ID.
The Guest User IDs are selected from a system-generated list and assigned on a peruse basis. See your System Administrator for details if you have this feature.
Managing Guest User IDs involves creating and deleting these IDs (menu shown below).
From the Main Menu:
Manage Mailbox
From the Manage Mailbox Menu:
Manage
Guest Mailboxes
Create
a Guest Mailbox
Delete
a Guest Mailbox
Review
your Guest Mailboxes
Return
to previous menu
3498
1.
From the Main Menu, press
3 Manage Mailbox.
2.
Press
4 Manage Guest User
IDs.
3.
Select
one
of the following:
1 Create a Guest User ID
Your voice mail system plays the Manage Mailbox
Menu.
Your voice mail system plays the Manage Guest
User IDs Menu.
2 Delete a Guest User ID
Enter the User ID. Press
#
when done.
The system prompts with a Guest User ID number. Be sure to make a note of the number and the person you assign.
Your voice mail system prompts you to enter the
User ID.
The system confirms the Guest User ID is deleted.
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64
Manage Mailbox
Use Guest User IDs
3 Review your Guest
User IDs
4.
Press
9 to return to the
Manage Mailbox Menu
...or
99 to return to the
Main Menu.
The system lists your Guest User ID numbers.
You can select another user Manage Mailbox option.
You can select another Main Menu option.
Use Guest User IDs
Instruct your guest users to call the voice mail system and identify themselves as guest users of your mailbox. Only then can they use voice mail to send, receive, and reply to the messages with your mailbox (Host ID) as a typical voice mail user.
“Access Your Mailbox” on page 14
for more detailed instructions of the
following steps.
1.
Call the voice mail system.
2.
Enter
998 + #.
3.
Enter the Host User
ID +
#.
Note
Check with your System Administrator for the User ID (default
998
) configured for your system.
The Host User ID’s greeting plays.
Note
Your voice mail system uses the combination of the Host User ID and the
Guest User ID to identify the caller as your guest.
4.
Enter
ID +
#.
*
+ the Guest User
5.
Enter the security code +
#.
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Integration Features
6
This chapter covers the use of your voice mail with the Strata CIX40. Call Forward,
Message Waiting, CIX Integration, Direct Transfer to Voice Mail, Voice Mail
Conference features, and Call Monitor are all described.
Call Forward
Note See
Strata CIX DKT/IPT Telephone User Guide
for additional information on programming and using this feature on your phone.
There are two types of Call Forwarding: System and Station.
•
System Call Forward (which is set in Programming) automatically directs calls to a predefined location, such as Voice Mail.
•
Station Call Forward enables you to assign Call Forward destinations for each extension on your phone. Each extension can be independently set for a different
Call Forward feature. You can set a flexible button to perform any Call Forward function.
Call Forward must be set prior to receiving the call.
Note Station Call Forward takes priority over System Call Forward.
contains the Call Forward Button sequences for performing Call
Forward. There are two ways to perform each Call Forward function. One, enter the button sequence as described, or two, program a flexible button to perform the sequence.
ä To use the Call Forward button sequence
ä
below shown under “Button Sequence.” Some features require additional input, such as:
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Integration Features
Call Forward
Table 1
©
Destination
– If the destination is an outside number, press
# after entering the destination. The CIX accepts destination numbers of up to 32 digits.
©
Timer
– This is a two digit entry representing how long (8 to 160 seconds) your telephone should ring before forwarding the call. If you enter one digit, you must press
# after entering the single digit.
Also, in the following table, (Tone) means that a confirmation tone plays at that point in the sequence.
Call Forward Procedures
Feature Button Sequence
Call Forward - Station
Call Forward Any Call (Internal and Incoming Line)
All Call
Busy
No Answer
Busy No Answer
Cancel
Press Extension button +
#6011
(Tone) + Destination No. (Tone)
Press Extension button +
#6021
(Tone) + Dest. No. (Tone)
Press Extension button +
#6031
(Tone) + Dest. No. (Tone) + Timer +
#
Press Extension button +
#6041
+ Dest. No. + Timer +
#
Press Extension button +
#6051
(Tone)
Call Forward - System
Call Forward - Incoming Line Calls
All Calls
Busy
No Answer
Busy No Answer
Cancel
Extension button +
#6013
(Tone) + Dest. No. (Tone)
Extension button +
#6023
(Tone) + Dest. No. (Tone)
Extension button +
#6033
+ Dest. No. (Tone) + Timer (Tone) +
#
Extension button +
#6043
+ Dest. No. (Tone) + Timer (Tone) +
#
Extension button +
#6053
(Tone)
Call Forward - System
Activate
Cancel
#620
(Tone)
#621
(Tone)
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Strata CIX Voice Processing User Guide 08/07
Integration Features
Message Waiting
Message Waiting
Use your
Msg LED/button and LCD to see/retrieve message(s).
An extension can receive up to four simultaneous Message Waiting indications and
LCD messages. One message is reserved for the Message Center.
Your phone can be programmed to have up to four additional (flexible) Message
Waiting buttons/LEDs. Ask if these buttons have been programmed on your phone. If so, substitute them when the
Msg button/LED is mentioned in the following steps.
Responding to a Lit Msg LED
1. On an LCD phone, if you see a “+” press
Scroll
to display additional messages; otherwise, go to Step 2. The “+” indicates additional messages. The LCD can show up to three station messages for your extension and three for each additional (phantom) extension that you may have.
2. Press
Msg
, then lift the handset. Your phone rings the extension or voice mail device that sent the indication. The LED continues to flash red.
3. After answering the message(s), place the handset back on-hook.
4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3 above to retrieve them. Voice mail devices turn off the LED/LCD indications after a short delay, after you checked all messages.
5. To manually turn off your Msg LED, press your extension button, then press
#409
.
Do this step for each message received.
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Integration Features
CIX Integration
Turning On/Off Message Waiting LED on Another Extension
If you call an extension and it’s busy or there is no answer, you can light that extension’s Message Waiting LED and enable that extension to call you back.
1. Dial an internal extension. You hear busy tone or there’s no answer.
2. Press
Msg
or
7
. The Msg LED flashes red on the called phone. At your phone, the
Msg LED lights steady red and the LCD shows the station number where you set a
Message Waiting light.
3. Press
Spkr
. Your Msg LED turns Off. The Msg LED on the called telephone flashes until the called party presses the flashing
Msg
button - which calls you back.
4. To turn Off a Message LED that you have set on another extension, press
#64
plus the extension number that has the message light set. Then hang up to release your telephone.
CIX Integration
If your company’s Toshiba Strata CIX phone system has the Proprietary Integration with your voice mail enabled, you have two additional features at your disposal—Soft
Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access these features, check with your System Administrator.
Soft Key Control of Voice Mail
If you have a Strata 3000-series digital phone equipped with a Liquid Crystal Display
(LCD), many standard functions of the voice mail system can be displayed on the digital telephone LCD and operated by Soft Keys. Feature prompting makes voice mail functions easy to use via visual displays on the telephone in place of listening to voice prompts over the handset, although the voice prompts still play when soft keys are used.
Note For general information on using Soft Keys on your phone, please see the
Strata CIX DKT/IPT Telephone User Guide
.
Strata CIX Voice Processing User Guide 08/07
Integration Features
CIX Integration
When your telephone is idle, and a message arrives for an extension on your phone, the Msg
LED is activated for the appropriate extension and updates the LCD with this display (shown right). If urgent messages are in the extension’s mailbox, the SAVED display is replaced with the number of
URGENT messages.
Mode
Page
1 NEW/5 SAVED
DIRECT SS
SYSTEM SD
PERSONAL SD
EXTERNAL DIR
INTERNAL DIR
Feature
Scroll
Once connected to your voice mailbox, the LCD displays the Main Menu options (shown at right).
See Table 2 on page 70 below for a list of Main
Menu soft keys.
Soft Keys
5951
Soft Keys
Mode
Page
VOICE MAIL MAIN MENU
3 NEW / 2 SAVED
SEND
PLAY MSGS
MANAGE MBX
Feature
Scroll
EXIT HANGUP
You are then able to perform many of the standard voice mail functions using the Soft Keys on your phone (Play Messages menu example shown at right). See
for a list of Soft
Keys.
Soft Keys
5951
Soft Keys
Mode
Page
FRM: 5555
MSG LENGTH: 00:54
NEXT
SAVE
DELETE
REPLAY
PREVIOUS
FORWARD
SPL FUNCT
BACKUP
PAUSE PLAY
GO FORWARD
PREV MENU
Feature
Scroll
Soft Keys
5953
Soft Keys
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Integration Features
CIX Integration
Table 2 Voice Mail Main Menu Soft Keys for CIX Digital Telephones
DKT 3014 SDL
PLAY MSGS
SEND
MANAGE MBX
EXIT
HANGUP
Table 3
DKT 3007 SD
DKT 3010 SD
DKT 3020 SD
IPT1020 SD
PLAY
SEND
MGMT
QUIT
DKT 2010 SD
DKT 2020 SD
PLAY
SEND
MGMT
EXIT
QUIT
Voice Mail Soft Keys for CIX Digital Telephones
Voice Mail Functions
Play Messages
Send Messages
Manage Mailbox
Exit Mailbox
Disconnect from GVPH
DKT 3014 SDL
DKT 3007 SD
DKT 3010 SD
DKT 3020 SD
IPT1020 SD
ADD
DKT 2010 SD
DKT 2020 SD
Voice Mail Functions
ADD
ADD DESTS
ADD MBX
AM
APPEND
BSY GRT REC
BUSY GREET
CALL SCREEN
CANCEL
CANCEL MSG
CHANGE
CHG GREETING
CONT DELETE
CONT PLAY
DATE & TIME
ADD
AM
APPD
SCRN
CANC
CHNO
GRT
CDEL
DATE
ADD
ADD
ADD
AM
APPD
RECB
RGRT
SCRN
CRTN
CANC
CHNO
GRT
CDEL
CPLY
DATE
Create a Guest Mailbox
Additional Destinations
Add a mailbox to the list
AM
Append recording
Record Busy Greeting
Select Busy Greeting (toggle)
Change Call Screening (On/Off)
Cancel recording
Cancel message and select new destination
Change notification digits
Change Greeting
Continuous Delete
Continuous Play
Message Date and Time
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Integration Features
CIX Integration
Table 3
DKT 3014 SDL
DELETE
Voice Mail Soft Keys for CIX Digital Telephones (continued)
DELETE MBX
DKT 3007 SD
DKT 3010 SD
DKT 3020 SD
IPT1020 SD
DEL
DEL
DKT 2010 SD
DKT 2020 SD
DEL
DEL
Voice Mail Functions
DELETE MSG
DIRECTORY
DND
ENABLE
FORWARD
FUTURE DLVR
GO FORWARD
GUEST MBXES
MARK PRIVAT
MARK URGENT
MSG NOTIFY
MULTI ENTRY
NAME RECORD
NEXT
NEXT MSG
NO
PAUSE
PER DST LST
PERSNL LIST
PM
DMSG
DIR
DND
EDNO
FWD
PRV
URG
MULT
NEXT
NMSG
NO
PAUS
LIST
LIST
PM
DMSG
DIR
DND
EDNO
FWD
FUTR
GST
PRV
URG
NOTE
MULT
NAME
NEXT
NMSG
NO
PAUS
LIST
LIST
PM
Delete the message/guest mailbox
Delete a mailbox from the personal distribution list
Delete message (Future Delivery Review)
Directory plus name
Change Do Not Disturb (On/Off)
Enable/Disable:
•
Notification template (toggle)
•
Automatic copy
Forward the current message
Set Future Delivery, Future Delivery
Review
Go forward (advance)
Manage Guest Mailboxes
Set Private status (On/Off)
Set Urgent status (On/Off)
Change message Notification
Multiple Destinations
Record your Name
Play next message
Play next message (Future Delivery
Review)
Continuous Delete
Pause recording
Manage Personal Distribution Lists
Personal distribution list (1~7)
PM
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Integration Features
CIX Integration
Table 3
Voice Mail Soft Keys for CIX Digital Telephones (continued)
DKT 3014 SDL
DKT 3007 SD
DKT 3010 SD
DKT 3020 SD
IPT1020 SD
DKT 2010 SD
DKT 2020 SD
Voice Mail Functions
PREVIOUS
PREV MENU
REC COMMENT
RECORD
REPLAY
REPLY
RE RECORD
RETRN RECPT
REVIEW
REVIEW LIST
REV OPTIONS
SAVE
SAVE MSG
SECURTY COD
SEND MSG
SET DAY
SET HOUR
SET MINUTES
SET MONTH
SET YEAR
SPCL FUNCT
SPCIAL SEND
STOP
USER OPTNS
YES
PREV
COMM
REC
REPL
RREC
RTRC
REVW
REVW
SAVE
SMSG
CODE
SEND
DAY
HOUR
MIN
MTH
YEAR
SPCL
SPCL
STOP
OPTN
YES
PREV Play the Previous message
MENU/PREV Return to previous menu
COMM
REC
Record a list Comment
Record
RMSG
REPL
RREC
RTRC
Replay current message
Reply to the current message
Re-record
Set Return Receipt request (On/Off)
Review recording/guest mailboxes
Review current list
REVW
REVW
ROPT
SAVE
SMSG
CODE
SEND
DAY
Review Option Settings
Save the message/recording/changes
Save message (Future Delivery Review)
Change Security Code
Send and Return to Main menu
Set the Day (1~31)
HOUR
MIN
MTH
YEAR
SPCL
SPCL
STOP
OPTN
YES
Set the Hour (1~12)
Set the Minutes (0~59)
Set up Month (1~12)
Set up Year (last two digits)
Special Functions
Special Delivery Options
End recording
Change User Options
Continuous Delete
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Strata CIX Voice Processing User Guide 08/07
Integration Features
CIX Integration
Call Record to Voice Mail
While on an active call, a station user can record the conversation and store it in a voice mailbox. Recordings can also be paused or restarted. Depending upon your
System Administrator, you are given either a manual method of recording that allows you to designate the mailbox where the recording will be sent or an auto method that automatically sends the recording to a predefined mailbox that is assigned to the phone you are using. This may be your personal mailbox.
Note Ask your System Administrator which method you need to use when recording a call.
This feature requires the presence of a
Record and a PS/RES (Pause/Resume) button on your telephone. Feature codes are not available.
Important!
Voice mailboxes have a definable limit on the length one message can be. If you plan on doing lengthy recordings using this feature, see your
System Administrator so your message recording time can be properly defined.
ä To record a call
1. With a call in progress, press
Record
.
If you are using the auto method, the Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording. Continue to Step 3.
...or if you are using the manual method, the Record LED flashes green rapidly.
Continue to Step 2.
2. (Manual method only) If you want to record the call to the predefined mailbox associated with the phone you are using, press
#
. The Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording.
...or if you want to record this call to another mailbox, enter the mailbox number
(usually the extension number). Finish by pressing
#
.
The Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording.
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Integration Features
Direct Transfer to Voice Mailbox
3. To stop recording, press
Record
. The LED turns off and the recording stops. To resume recording at this point, you need to begin a new recording, see Step 1 on previous page.
Pause/Resume Recording
You can pause the recording while continuing the conversation by pressing
PS/RES.
The PS/RES LED flashes red. Your conversation is no longer being recorded.
To resume recording as part of the same message, press the
PS/RES button again.
You can pause and resume indefinitely throughout the conversation. The only limit may be a message length imposed by the voice mail system.
Direct Transfer to Voice Mailbox
An internal user on the Strata CIX can transfer a call directly to another person’s voice mailbox without waiting for the call to forward from the called party’s telephone. The voice mailbox does not even need to be associated with an active telephone in the
Strata CIX.
Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to his/her mailbox. It eliminates the need for the caller to enter the desired mailbox number after being connected to the voice mail system.
ä To transfer a call directly to Voice Mail (VM)
1. While on a call, press
Cnf/Trn
. You hear feature dial tone.
2. Press
Direct Transfer to VM
or enter
#407
. You hear entry tone.
3. Enter the VM mailbox number (usually the same as the extension number), then press
#
. The call transfers immediately and your extension becomes idle. The transferred party hears the greeting associated with the specified mailbox and can then leave a message.
Note See
Strata CIX DKT/IPT Telephone User Guide
for information on programming this feature on your phone.
Voice Mail Conference
Voice Mail ports may be included in conference calls. This enables all members of the conference to listen to and play voice mail messages.
Strata CIX Voice Processing User Guide 08/07
Integration Features
Call Monitor
Call Monitor
Using the flexible
Call Monitor button on your telephone, you can listen to the message a caller is recording in your voice mailbox. You can also answer the call and talk to the caller anytime during the message recording.
ä To enable Call Monitor on your telephone
1. While on hook, press the idle
Call Monitor
button. The button’s LED flashes red.
2. Enter your voice mail password (maximum of 16 digits; numbers 0~9).
3. Press
#
. The password displays with
*
. The LCD now displays “Call Monitor
Enabled” briefly and then displays the original information. The Call Monitor LED turns solid red indicating that the feature is enabled.
ä To disable Call Monitor on your telephone
ä
With the Call Monitor LED solid red, press
Call Monitor
. The Call Monitor LED turns off.
ä To monitor a call using Call Monitor
A flashing red Call Monitor LED indicates that a message is being recorded in voice mail.
ä
Using the speakerphone or handset, press
Call Monitor
. The Call Monitor LED lights green. You can hear the caller leaving the message, but the caller cannot hear you. The LCD displays “Monitoring Voice Mail.”
ä To answer the call during the message recording
ä
To talk to the caller during the recording, press
Call Monitor
. The recording stops and the LED turns solid red. The LCD display indicates the extension or line to which you are connected.
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This page is intentionally left blank.
Glossary
This glossary defines frequently-used voice processing system features and functions.
Term
Busy Greeting
Call Record
Call Screening
Caller
Called Party
Definition
You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays.
You can record a live call into your mailbox from your Strata CIX telephone.
Call Screening operates in on/off mode. When on, your voice mail system asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you. You can decide to receive the call, let the call forward to your mailbox, or transfer the call to another extension with or without announcement.
Someone who calls into the voice mail system. A caller can obtain information, leave a message for someone, and/or provide information.
The telephone user the caller reached. See “User.”
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Glossary
Directory ~ New Message Queue
Directory
Term
Do Not Disturb (DND)
DTMF
FIFO (First In, First Out)
Future Delivery
Guest User ID
LIFO (Last In, First Out)
Mailbox (User ID)
Name Recording
New Message Queue
Definition
A caller enters digits corresponding to the first few letters of a user’s name and your voice mail system plays the recorded name (and optionally extension) that matches the entered digits. Your voice mail system offers the caller the option of selecting the name and being transferred or hearing the next name.
Do Not Disturb operates in on/off mode. When on, your voice mail system automatically sends calls to your User ID (mailbox) without ringing your telephone first.
Dual Tone Multi-frequency.
Messages play in either FIFO or LIFO order. FIFO plays messages from oldest to newest.
With future delivery, you can arrange for your message to be delivered at a specific time and date in the future. Once you send the message, you can use the Play Messages—Future
Delivery Review option to review, continue to send, or delete the message.
Guest User IDs provide limited access to the voice mail system for temporary and project-oriented employees, such as consultants and contractors. Guest users can only send messages to their Host User ID and other guests of their Host
User ID.
Messages play in either LIFO or FIFO order. LIFO plays messages from newest to oldest.
See User ID.
Your name (and optionally, extension) recording is used for the directory, system greeting, and User ID.
There are two message queues: new and saved. The new message queue contains unheard and partially heard messages. When playing new messages, urgent messages always play first.
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Strata CIX Voice Processing User Guide 08/07
Term
Personal Greetings
Personal List
Private Messages
Return Receipt
Saved Message Queue
Security Code
System Administrator
System Greeting
Glossary
Personal Greetings ~ System Greeting
Definition
You may record up to seven personal greetings that are played for callers when you are unavailable. Although only one greeting can be in effect at any one time, you can switch between the greetings by entering the greeting number, or preschedule different greetings to play at a certain time and/or day.
Greetings can be reviewed or re-recorded. You can also select the default system greeting.
You can create/modify up to seven personal destination
(distribution) lists of User IDs and record a list comment for identification. When sending messages, you can select a User
ID, personal list, system list, and/or the directory as the destination.
You can mark a message “private,” meaning the message cannot be forwarded by the recipient to another user. The recipient is told the message has the Private attribute set when listening to his/her messages.
When sending, forwarding, or replying to a message, you can request a return receipt. Your voice mail system notifies you when and by whom the message was received. The recipient is not notified that receipt verification was requested and cannot circumvent the procedure.
There are two message queues: new and saved. The saved message queue contains messages that you saved or that were automatically saved by the system. Messages flagged to be saved are moved to the saved message queue after you have logged out of your mailbox.
Each User ID in the system has a security code. You must enter your security code to access your mailbox. The security code ensures the privacy of your messages, personal greetings, etc.
The representative in your company responsible for configuring the voice mail system and your mailbox to suit you and your companies needs.
Pre-recorded greeting that adds your recorded name (and extension, if required): “Please leave a message for (name).”
Can be used by any user on the voice mail system. Based on your selection, callers hear the system greeting or a personal greeting.
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Glossary
System List ~ User Notification
System List
Term
Tone-dialing Telephone
Urgent Messages
User
User ID/User ID Mailboxes
User Notification
Definition
Destination (distribution) list of User IDs created and maintained by the System Administrator. Any user on the voice mail system can use the list. When sending messages, you can choose a User ID, personal list, system list, and/or the directory as the destination.
DTMF push-button tone dialing telephone.
Messages are marked Urgent by the sender and by default, are played first, followed by all other messages. The System
Administrator can set a notification record to use pager notification exclusively whenever Urgent messages are received.
Subscriber of the mailbox, also known as a mailbox user. A user has access to one or more User IDs in the system by knowing the security codes. Once a user accesses his/her User
ID, he/she can play back messages, delete those messages, send them to other User IDs, etc.
Number for the mailbox user, also known as a voice mailbox.
A user mailbox records messages from callers. A user periodically checks the mailbox for messages, etc., or a variety of automatic notification methods can be employed. There is generally one mailbox for each extension, although several mailboxes can share a single extension when multiple users share the same telephone line.
Each User ID can have up to 10 notification records set by the
System Administrator to automatically call and notify you of messages. You can enable/disable the notify method for each of these records or change the notification telephone number.
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Index
A
about this guide
B
basic functions
replay current message 26 reply 26
buttons
C
call forward
Strata CIX Voice Processing User Guide 08/07
change
continuous
D
destination
direct transfer to voice mailbox 74
E
81
Index
F ~ M
F
G
greeting
guest user IDs
L
lists
personal distribution 35, 38, 42
system distribution 35, 38, 42
M
mailbox
82
manage
menu
message waiting light
messages
additional destinations 36, 39, 41 append 36
continuous delete 28 continuous play 28
control
back up (rewind) 23 go forward (advance) 23
play next 23 play previous 23 volume 23
Strata CIX Voice Processing User Guide 08/07
Index
N ~ R
N
name
P
pause/resume playback 23, 25, 38, 40
personal
playback
Strata CIX Voice Processing User Guide 08/07
continuous delete 28 continuous play 28
go forward (advance) 23 next message 23
Q
R
record
messages append
re-record
review
83
Index
S ~ V
S
special delivery options
private 43 return receipt request 43 urgent 43
continuous delete 28 continuous play 28
date/time 27 future delivery review 27
Strata 3000/2000-series digital phones 68
system
T
U
user options
message notification selection 11, 58 user prompts 11 user tutorial 11, 13
V
84
Strata CIX Voice Processing User Guide 08/07
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