Enterprise Communications Server Customizing your Mailbox using your Computer

12. Select

Yes

to update the greeting and return to the Greeting Management pane.

The maximum length of a recorded greeting is 15 minutes.

Selecting greetings

For each greeting type, you can specify a greeting from a list of possible greetings. If you select none for a greeting type, the system plays the default greeting.

To specify a greeting

1. On the Greeting Management content pane, select one of the following greeting types:

• External greeting

•

Internal greeting

—by default, it is the same as the external greeting

•

Mailbox identifier

—it can be only on or off, there are no other greetings available in the list

•

Out-of-office greeting

—if you specify an out-of-office greeting, the external and internal greetings are unavailable

2. Select a greeting from the list.

You cannot select a greeting if there is no audio recorded for it.

Recording one-time messages

The One-time Messages feature allows you to record a message intended for a specific caller. The caller’s name and telephone number are recorded in the Contacts list that you maintain in Outlook. You need caller

ID to be able to use this feature.

You can change or remove a one-time message that you leave for a caller. However, once a caller has telephoned your extension and heard the one-time message, it is automatically deleted.

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Customizing your Mailbox using your Computer Enterprise Communications Server

To create a one-time message for a contact

1. In the Assistant navigation pane of the main Client menu, select

One-time Messages

to open the Onetime Messages content pane.

2. Select

Add

to open the One-time Messages recording dialog box.

3. From the

For

list, select the contact that you want to receive the one-time message. The contacts are from the list of contacts that you maintain in Outlook.

In the text area of the One-time Message dialog box, you can type the greeting that you want to record. This is useful to eliminate pauses while you record.

4. Select

record

to open the Record Audio dialog box.

5. Make sure that the audio device you want is selected.

6. From the

Insert new audio

list, select

at the beginning

.

7. Select

record

. If you are using your telephone, wait for the beep before you begin to record. As you record, the clock runs and the red record button turns grey.

8. Select

stop

when you have finished. If you used your telephone, you can also press the Release button on the phone to end the recording.

9. Select

play

to hear the greeting.

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Enterprise Communications Server Customizing your Mailbox using your Computer

10. Select

OK

to keep the greeting. The contact to receive your one-time message appears in the Onetime Messages content pane. Any other contacts that you record a one-time message for are added to this list.

To change a one-time message for a contact

1. In the One-time messages content pane, select the contact for the one-time message that you want to change.

2. Select

Change

.

3. Follow steps 4 to 10 of

To create a one-time message for a contact on page 26

.

4. Select

Done

when you are finished changing the message.

To delete a one-time message

1. In the One-time messages content pane, select the contact whose one-time message you want to delete.

2. Select

Delete

.

3. Select

Yes

to confirm the deletion.

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Customizing your Mailbox using your Computer Enterprise Communications Server

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619510003-1A

Enterprise Communications Server Customizing Incoming Call Options

3 Customizing Incoming Call Options

Overview

This section explains how to manage identities.This section covers the following topics:

•

Managing Extensions and Identities Options on page 29

Managing Extensions and Identities Options

An identity typically corresponds to a user extension or an email address. When callers dial in to the system, they can access, for example, a user extension or an employee’s email address. The Administrator creates and assigns identities. If you have identities assigned, they appear in the identities pane, on the bottom-left of the client window.

You can change the number of rings on an identity, which determines the number of times a call rings on an extension before it is answered by the auto attendant.

To change the number of rings using the Identities pane

1. On the Identities pane, select the

Number of rings

box that corresponds to the identity that you want to change.

2. Select the number of rings that you want for the identity. The default number of rings is

4

.

To edit an active service using the Identities pane

1. On the Identities pane, select the active service icon.

Active Service icon

2. Select

Edit Active Service

. The service that is active on the identity opens in the Service Editor. For information about editing services using the Service Editor, refer to

Creating Custom Call Answering

Services on page 95

.

To locate an active service using the Identities pane

1. On the Identities pane, select the active service icon.

Active Service icon

2. Select

Locate Active Service

. The Services navigation pane opens with the active service highlighted in the Services content pane.

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Managing Extensions and Identities Options Enterprise Communications Server

To change a service using the Identities pane

1. On the Identities pane, select the arrow in the services list box that corresponds to the trunk identity that you want to change.

2. Select

Services

.

3. Select the service to apply to this identity.

For information about services and how to build and activate them, refer to

Creating

Custom Call Answering Services on page 95 .

To view the SIP Authentication

Active Service icon

1. On the Identities pane, select the active service icon.

2. Select

SIP Authentication

. You can view your user name and password. The Administrator needs this information to assign a phone to an identity.

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619510003-1A

Enterprise Communications Server Managing Messages using your Telephone

4 Managing Messages using your Telephone

This chapter covers how to manage your mailbox messages using your telephone. It includes the following topics:

•

Overview on page 31

•

Accessing your Mailbox using your Telephone on page 31

•

Listening to Messages Remotely on page 31

•

Sending Messages from your Mailbox on page 33

•

Caller Options on page 37

Overview

You can use a local or remote telephone to log on to the system and retrieve not only voice messages but email. With a single keypad command, the text-to-speech engine reads email messages to you over the phone. You are also informed if you have received fax messages.

You can send messages from your mailbox to another mailbox. You can also transfer callers to your mailbox. You can forward and reply to messages from your mailbox. You can also search your contacts list for information, from your mailbox.

Callers dialing into the system also have options to choose from. These options include bypassing or skipping out of a greeting, changing to another extension, or dialing the operator.

Accessing your Mailbox using your Telephone

You can access your mailbox using your telephone extension or a remote telephone. To access your mailbox using your telephone extension, you need the UC Server access number, which you can obtain from your system administrator, and your password.

To access your mailbox using your telephone extension

1. On your telephone keypad, enter the UC Server access number.

2. Enter your password followed by #.

Listening to Messages Remotely

When you call your extension from another location and access UC Server, you are performing remote mailbox management. This might include listening to messages and sending them to another phone number or managing some of your mailbox options.

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Listening to Messages Remotely Enterprise Communications Server

To listen to your messages from a remote location

1. Call your workplace phone number that has UC Server as the auto attendant.

2. When prompted, press the system-defined key used to access mailbox management. The default key for remote mailbox management is

#

.

3. When prompted, enter your extension number.

4. When prompted, enter your password followed by

#

. Before you hear the main menu, the mailbox summary lists the number and types of messages in your mailbox.

5. The main menu lists basic options. If you do not make a selection right away, the menu is repeated until you press a key.

4

5

1

2

*

Table 4–1: Main Menu

1,1

to review new messages

1,2

1,3

to review new voice messages to review new email messages to review all messages to send a message to change mailbox options to search contacts exit

Press

1

,

1

to hear new messages or press

1

to hear all messages.

You can use the following playback commands on your telephone keypad as you listen to each message:

#

*

9

9,9

0

3

3,3

5

7,7

8

8,8

Table 4–2: Playback commands

1

= rewind 3 seconds

1,1

2

= rewind to start of message

= pause then resume playback

= forward 3 seconds

= forward to end of message

= play message information (caller ID, date, time)

= delete message

= reset to normal volume

= reply/call back to messages

= increase volume

= save message

= help

= skip to end of message (message marked as unheard)

= done

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Enterprise Communications Server Sending Messages from your Mailbox

Playback commands are different depending on the type of message you are checking.

6. At the end of each message, the

end of message menu

plays. If you press

#

to skip the message, it is marked as unheard.

9

#

7

8

0

4

5

Table 4–3: End of message menu

3

to forward to replay to play message information to delete to reply to messages to save skip message help

Sending Messages from your Mailbox

You can send a voice message to another person directly from your mailbox to their mailbox, without calling their extension.

To send a voice message from your mailbox:

1. Access your mailbox using a telephone.

2. Press

2

to send a message.

3. Record the message, and then press

#

when you are finished recording.

4. When you finish recording, do one of the following:

• Press

1

to keep the message.

• Press

2

to re-record the message. Follow the prompts.

• Press

3

to listen to the message. When you are satisfied with the message, press

1

to keep it.

• Press

*

to cancel.

2

3

Table 4–4: Post-recording options

1

keep

*

re-record listen cancel

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