User Manual
Contents
1. PHONESOFT UNIFIED MESSAGING for LOTUS NOTES USER MANUAL Accessing your Inbox Press 4 to Review New Fax Messages Press 5 to Review All Messages by Date In order to review your inbox and calendar send messages or change n a o Hint Enter a specific date in either the MMDDYY format if in your personal options perform the following North America e g enter 081805 to listen to all messages since August 18 2005 or the DDMMYY format if elsewhere e g enter To access your mailbox by phone 180805 to listen to all messages since 18th August 2005 Hint You can also enter a specific number of days back e g enter 0 to hear all of today s messages enter 7 to hear all mes sages received in the last 7 days A Call PhoneSoft Unified Messaging B When the system greets you enter the key at any time ey Maske Eater Oo inalex number Press 6 to Review All Messages by Subject Be ASAS GRISE VOUT Pave word Hint Enter two numbers per character The first number specifies which group of three characters contains the letter and the sec ond number specifies which of the three characters e g to select the letter C enter 23 in which 2 specifies ABC and 3 specifies C E Some phone systems may allow you to skip some of these steps You can enter menu options at anytime during the CONNES AUGI The letter Q is number 77 Z is 99 and a space is 11 PhoneSoft searches for this string of characters anywhere in any subject Review Messa2. 1 Review 2 Re record 3 www phonesoft com UNIFIED MESSAGING
3. ges Option 1 field in any document in a view By phone Press 7 To Review All Messages by Originator Hint The spelling of the sender follows the same rules as option 6 by Subject The string can appear anywhere in the From field which allows for first or last name or for multiple names Depending on the form type Text To Speech TTS usually plays the From Subject and then the Body fields If your environment has custom message forms or added fields PhoneSoft plays the recogniza ble fields n i A Enter before message Enter after message A Access your mailbox See Accessing your mailbox for details playback playback B Press 1 to Review then enter one of the following Skip to the next message Skip to next message Press 1 to Review All New Messages 1 Rewind 5 seconds 4 Save and mark as Read l Rewind to beginni Press 2 to Review New Voice Messages E AE als 2 Pause Continue Switch TTS 6 Delete Press 3 to Review New E mail Messages Ae re ere 7 Reply Hint For multilingual TTS select between the different installed 33 Go to end of message 8 Forward languages by Pressing 2 during TTS playback of a message 9 Envelope e mail info 0 Options 1 PHONESOFT UNIFIED MESSAGING USER MANUAL Review Messages Option 1 continued To check messages by computer So PhoneSoft SSE 2701 2004 06 30 Play by Multimedia Play by Phone E Fax to Subjec
4. neSoft and entering and the subscriber s extension Directory Assistance Presents names beginning with either first or last name Accessing your Calendar Option 2 Unified MailCall can access your calendar and read back to you entries fornd for a specific date Next releases will allow you to create new entries To access your calendar A Access your mailbox See Accessing your mailbox for details B Press 2 to access calendar C When asked enter the date you want to review in your default date format MM DD YY or DD MM YY Personal Options Option 4 A Access your mailbox See page Accessing your mailbox for details B Press 4 for personal options Many personal configuration options can be changed either from the PC or by phone Note that since your profile information is stored in Notes macros can also be used to automatically change parameters based on time of day and other criteria Press 1 Record Greetings All of your greetings can be recorded reviewed and changed by phone Since all greetings are standard WAV files you can also record edit and switch greetings directly from your Person form in your Notes NAB The system requires you to record greetings in 8 bit mono and 8khz or 11khz WAV file format 1 Record Name Your recorded name is played as confirmation before a message is sent and when a caller is using the spell by name directory 2 Record Standard Greeting Your greeting is pla
5. sequentially try each of these numbers Between each attempt the caller is informed that the system is trying another forwarding number and offers options to stop trying and leave a voice message try another extension page the user or transfer to the operator Contact your sys tem administrator for details User Menu Review Messages 1 Access Calendar 2 1 Send Message 3 i Personal Options 4 Keypad Functions Exit Cancel Skip Complete ze Review Messages Review All New Messages Review New Voice Messages Review New Email Messages Review New Fax Messages Review by Date Review by Subject Review by Originator SN 0 01 Bb WD Access Calendar Enter the date you want to review in your standard date format MM DD YY or DD MM YY Send Review Re record Personal Options Record Greeting Set Password Greeting Control Paging Control Call Screening Extension Control EDERE Action Menu During message playback Rewind 5 Seconds Rewind to Beginning Pause Continue Switch TTS Go Forward 5 Seconds Go to End of Message After message playback Skip Save Replay Delete Reply Forward Envelope Options Urgency Normal Urgent Greeting Selection Name Greeting Absence Greeting Enable Disable Enable Disable OOO Y OOS ESSER N QE eee Quick Reference Guide Recording Review Send 1 Review 2 Re record 3 Greeting Review Save
6. t Voice Message from 617 795 7241 22 Seconds Hint If your Play multimedia or Play by phone buttons are unavailable ask your system administrator to aap activate them These buttons can be made available from your mail inbox and memo form A Access your Notes inbox B Click the Play multimedia button to play a selected voice mes sage over your PC speakers Or click the Play by Phone button to play the message over your phone Sending messages Option 3 Depending on phone system set up usually an unanswered or busy call is forwarded to the subscriber s mailbox If you want to leave a mes sage for another subscriber as an identified subscriber enter at any time To leave a message directly in a subscriber s mailbox A Access your mailbox See Accessing your mailbox for details B Press 3 to send a message C When asked record your message 2 PHONESOFT UNIFIED MESSAGING USER MANUAL D When asked enter Press 1 to Send Press 2 to Review Press 3 to Re record E When asked enter the recipient s mailbox number or enter the first few letters of the recipient name Spell the recipients name by using one key per letter For example to spell cab enter 222 F After addressing the message enter 1 to send a normal message or 2 to send an urgent message Quick Message The operator or you depending on how your phone system is set up can also leave a message directly in a subscriber s mailbox by calling Pho
7. yed to an exter nal caller for an unanswered or busy call or before taking a mes 3 PHONESOFT UNIFIED MESSAGING USER MANUAL sage For example I m unavailable to take your call Please leave me a message and I ll return your call as soon as can 3 Record Absence Greeting When active this greeting plays immediately and offers the caller the extension did not answer options without ringing your phone This greeting can be used for extended absences such as vacation or travel Or you can use this greeting when you want to avoid interruption Press 2 Change Password This option allows you to change your mailbox access password Your password uses Notes one way encryption and cannot be read by any other user Press 3 Greeting Control This option allows you to enable or disable your absence greeting Press 4 Paging Control This option allows you to enable or disable your personal pager When enabled the system will page you when you receive a new message and allows an external caller the option of paging you when the call is unanswered All Notes compatible Pager Gateways including Alpha and Numeric pagers are supported Press 5 Call Screening This option permits you to screen calls Press 6 Extension Control PhoneSoft Unified Messaging can intelligently attempt to find you and transfer a call to you even when you are out of the office You can set up your mailbox with a number of forwarding numbers and the system will
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