Comfort Pro A IAB (As of June 2009)
Contents
1. from a telephone whose call number is assigned to your voicebox 1 Enterthe internal call number your system administrator has configured for the answering machine 2 If the querying of a secret code is switched on the enter it after the re quest You will now be directly connected to your voicebox and the answering machine will inform you whether there are any new messages in your voi cebox 33 Using Comfort Pro A IAB 3 You can now query and edit messages and make settings for your voicebox Tip When listening to new messages you can terminate the connection to the voicebox by entering the code number procedure 77 all messages that you have already listened to will keep the status new 4 For all further operating steps follow the instructions given in the voice menus Tip When listening to a message you can call the person back immediately by pressing the H key on your terminal If you are using the answering machine on a Comfort Pro system telephone you can also access your voicebox by entering Applications Voice box in the Main menu see The Voicebox MenuCard on page 43 Note The secret code is a PIN that only safeguards the access to your voicebox It applies to the terminal the call number assigned to this voicebox The PIN query can be activated and deactivated in the voice menu where you can also change the PIN see Menu 3 Central settings starting on page 472. Select a message and confirm your choice with the OK softkey You now have the following options Via Play you can listen to the message Via Dial you can call the caller back Delete deletes the message Via Phone book and New Entry to add a caller to your telephone book Add to edit all the details of an entry Save your entries Select Forward to forward the message to another voicebox either without comment orwith comment added by you Mark as new If the message is addressed to another person and you accidentally have listened to it you can use this menu option to reset the messages to the status new Info displays the caller s call number or user name as well as the time and date of the message Delete all All incoming messages are deleted after confirmation Using Comfort Pro A IAB in the Telefonie Assistent Application 1 Selectthe system terminal whose call list you wish to view 2 Click on the Incoming calls tab You will see a list of calls which have not reached you Voicebox mes sages are indicated by the amp icon 3 Click on one of the icons to listen to the message If you wish to call the caller back click on the caller s call number if this has been transmitted n Note Detailed information on working with the Telefo nie Assistent application can be found in the online help documentation on Standard Terminals Proceed as described in the sections entitled Calling Your Voicebo
3. m The maximum time for recording messages once the recording time has been exceeded subsequent callers cannot leave any messages m Message length i e the time available to a caller for leaving a message m Whether or not you have remote access to your voicebox i e from a terminal other than the one assigned and m Whether or not you are authorised to edit central welcoming texts for the Courtesy Service feature 27 Using Comfort Pro A IAB Setting Functions You can change a number of preset settings and activate other functions of the answering machine on your terminal and in the Telefonie Assistent application on the Web console of the Comfort Pro W You can change the message length i e the recording time per message W You can activate deactivate the entire voicebox or its individual functions such as the announcement call number time stamp secretarial func tion and PIN query W You can use the answering machine to create and edit your own personal welcoming and closing texts for voicebox callers If you wish you can also reactivate the standard texts m Ifyou have authorisation you can create and edit the central welcoming texts m Ifyou divert your terminal to another call number subsequent calls are no longer routed to your voicebox The voicebox is set to the status off for your call number internally 28 Using Comfort Pro A IAB on the Terminal To access messages and conf
4. Handsets 00 cee eee eee m inthe Telefonie Assistent Application m onStandard Terminals ssuuusuue 20 22 23 27 27 28 29 30 32 35 35 35 35 36 Accessing and Editing Messages s 36 m onthe System Telephones ss 36 m onthe Handsets 37 m inthe Telefonie Assistent Application 39 m onStandard Terminals 005 39 Calling Your Voicebox from a Remote Terminal 40 Programming a Function Key sssus 42 The Voicebox MenuCard cece eee 43 The Voice Menu of the Answering Machine 44 m Menu 1 New messages uiii 45 m Menu 2 Existing messages 05 46 m Menu 3 Central settings sssus 47 m Menu 4 Central welcoming texts 51 m Menu 5 Changing a voicebox 52 m Menu 6 Recording and sending a message yes vena gener e rna tetas 52 Appendix Technical Data Overview Voice Menu The Integrated Answering Machine Comfort Pro A IAB The Integrated Answering Machine Comfort Pro A IAB The Comfort Pro A IAB programme package is the intelligent voice mail system of the Comfort Pro communications system It adds a digital voice memory and voice information system to the Comfort Pro Thanks to its en hanced features and simple operation it can be used to effectively improve your internal and exte
5. If you forget your voicebox PIN your system administrator can reset it to its factory setting enabling you to define a new PIN for your voicebox 34 Using Comfort Pro A IAB Signalling of New Messages When there are new messages in your voicebox this is signalled on the terminals and in the Telefonie Assistent application in different ways You can also be informed of new messages in the voicebox by e mail if you have configured this function in the Telefonie Assistent application You will find information concerning in the online help on the System Telephones The LED of the Info key flashes the display will advise of a received messages in the Info menu on the Handsets The r icon indicates that new messages have arrived in your voicebox in the Telefonie Assistent Application New voicebox messages are entered in the call list and are indicated by the ERE icon 35 Using Comfort Pro A IAB on Standard Terminals New messages can be signalled by means of a notification call on standard terminals The arrival of new voicebox messages on standard terminals without a message LED is signalled acoustically You hear a special dialling tone instead of the normal dialling tone when you lift the handset The notification of new voicebox messages on ISDN telephones is sup ported on the Comfort Pro by the MWI Message Waiting Indication service feature The LED on a standardised ISDN telephone will
6. set your voicebox via the Telefonie Assistent appli cation and thus overwrite some of the administrator s default settings Addi tionally in the Telefonie Assistent application you can edit welcoming and closing texts 1 Onthe Web console of the Comfort Pro open the Telefonie Assistent application 2 Ifthe system administrator has assigned you several terminals first select the corresponding terminal from the selection list in the head of the Tele fonie Assistent 30 Using Comfort Pro A IAB 3 Click on the Configuration tab The Configuration window will then open The current configuration of your voicebox is displayed in the Voicebox section Via the Voicebox Announcements section you can listen to record and select welcoming and closing texts In the Telefonie Assistent you can for each configured time group se lect a unique welcoming text and closing text Welcoming and closing texts can also be set via the voice menu but only for the currently active time group In the Telefonie Assistent you can also save your announcement texts welcoming and closing text and the central welcoming text to a drive or data medium You can archive the stored files and restore them to the communications system via the System Components menu at a later stage so that you have a data backup e g in case the memory card needs to be exchanged or formatted Further information can be found in the online help for Telefonie A
7. start flashing when a new voicebox message arrives Accessing and Editing Messages on the System Telephones 1 Press the Info key short and select item 4 Voicebox or press the function key you have programmed see Programming a Function Key starting on page 42 You will see a list of incoming messages New messages which have not been listened to yet are marked with a the most recent messages are at the top of the list 2 Select a message and press the OK key 36 Using Comfort Pro A IAB 3 You now have the following options Via Play you can listen to the message Delete deletes the message Via Dial you can call back the caller Via Phone book and1 New Entry you can add a caller to your tele phone book 2 Add to edit all the details of an entry Save your entries Via Forward you can forward the message to another voicebox either without comment orwith comment added by you Mark as new If the message is addressed to another person and you accidentally have listened to it you can use this menu option to reset the messages to the status new Info displays the caller s call number or user name as well as the time and date of the message on the Handsets 1 Press the Info key short 2 Select the item Voicebox mess and confirm with the OK softkey You will see a list of incoming messages the most recent messages are at the top of the list 37 Using Comfort Pro A IAB 3 4 38
8. 4 Central welcoming texts 5 Change voicebox 6 Record and send message 3 Central settings 1 Welcoming texts 1 7 Text 1 to text 7 4 Appendix 8 Select text 9 Notext 2 Closing texts 1 4 Text 1 totext 4 8 Select text 9 No text m 9 Settings 7 Notification calls 1 Change notification number 2 Notification call on off 8 Secretarial function 1 Change secretarial number 2 Secretarial function on off 9 PIN number Settings 1 Message length 60 sec specify 2 Message recording on off Default setting standard text 3 Announcement of phone number on off 4 Announcement of date time on off 6 PIN query on off 55 Appendix Messages and Central Welcoming Texts Main menu 1 New messages 2 Existing messages 3 Central settings 4 Central welcoming texts 5 Change voicebox 6 Record and send message H 241 New messages I 42 Existing messages 1 Previous message 2 Repeat message 3 Next message Current message without announcement Rewind 5 seconds Pause Fast forward 5 seconds Call back caller o 0 A 77 Terminate connection to voicebox in 1 New messages 8 Specific message A from 2 Existing messages 88 Send message 9 Delete message 99 Delete all messages 4 Central welcoming texts 1 Record 1 8 Text 1 totext8 42 Play 9 Delete In all menus
9. Confirm entry Cancel action 0 Repeat announcement Go back one menu 56 CE User Manual for Comfort Pro A IAB As of 01 06 2009 Publisher Deutsche Telekom AG Markt und Qualit tsmanagement MQM 4 Endger te Postfach 20 00 53105 Bonn If you have further questions phone us under freecall 0800 33 01300 Please visit us in the Telekom Shop eee eee T Home
10. Pro A IAB standard answering machine 2 Comfort Pro A IAB 10 4 Comfort Pro A IAB 24 4 Number of voiceboxes Comfort Pro A IAB standard answering machine 1 Comfort Pro A IAB 10 10 Comfort Pro A IAB 24 24 Storage capacity including prompt Comfort Pro A IAB standard texts answering machine 28 minutes Comfort Pro A IAB 10 6 hours Comfort Pro A IAB 24 6 hours Languages German English Maximum message length Adjustable per user Maximum recording time Adjustable per user Call numbers 1 per voicebox Welcoming texts T per user Closing texts 4 per user 53 Appendix Courtesy Service Yes Central welcoming texts 8 for entire system Message Waiting Indication MWI Yes E mail on message arrival Yes configurable via the Telefonie Assistent application Notification call Yes Secretarial function Yes Listening to messages via PC Yes Callback by means of a code Yes Forwarding a message Yes Change voicebox Yes Leaving a message Yes Time stamp Yes Length of user PIN 6 digits Memory card Compact Flash Card pre installed on the basic module Power supply Via the Comfort Pro communica tions system Ambient conditions As for the Comfort Pro communica tions system 54 Overview Voice Menu Central Settings Main menu 1 New messages 2 Existing messages r 3 Central settings
11. User Manual Configurator User Manager phony Network system Diagnosis Phone book Comfort Pro A I Settings Voice Boxes Comfort Pro A 1 Comfort Pro A H System Info Notes Costs Phone book Telefonie Assi Comfort Pro A Comfort Pro A Settings Voice Boxes This is where you define general settings Configurator User Manager Telephony Network System Diagnosis Phone book Comfort Pro A IAB Voice Boxes Comfort Pro A IAM mfort Pro A Hotel System Info Notes Costs Phone book Telefonie As Comfort Pro A IVE Comfort Pro A Hotel tent This is where you create and m nage voi Change Phone N Max number of Load Loaded languages w English Audio Recording time total Recording time fres Delete me Help Logout Deutsch English 998 8 maximal 8 Version Required version 18 18 06 00 00 hh mm ss 05 47 53 hhimmiss Contents The Integrated Answering Machine Comfort Pro A IAB f Features 9 Scope of Features sss 9 m Call Number of Comfort Pro AIAB 9 m The Voice Menu User Guidance 10 m Call Number and Time Stamp 10 m Welcoming and Closing Texts 11 m Customised Prompt Texts ssseusuueu 11 W Courtesy Service cece cece cece ees 1 m Notification of Incoming Messages 2 m E mail Notific
12. ages on system terminals they can also be displayed Features Welcoming and Closing Texts The answering machine comes with standard texts All voicebox owners can also record personal texts for welcoming and saying goodbye to callers Customised Prompt Texts Users of a voicebox can edit i e record play correct or delete their personal prompt texts for the answering machine on any telephone or via the Telefo nie Assistent application These texts can also be stored via the Telefonie Assistent application Courtesy Service The answering machine supports the Courtesy Service feature for config ured user groups as well as for the external call numbers of the multi terminal and system connection Every caller hears the central welcoming text as signed to the user group or call number after a specified number of rings This text could be a current advertisement for example Then he hears a ring tone again or music on hold until he is connected to the destination Users with appropriate authorisation can edit up to eight central welcoming texts for the answering machine The Courtesy Service function in conjunc tion with a voicebox can be practical if a destination in the Comfort Pro is configured as an enquiry station with a queue in which each caller can be lined up Features Depending on the number of calls in the queue and on how long the waiting time is a caller will subsequently be put through to the voicebox connected
13. an externally dial their voiceboxes and query messages and edit their messages and central voice box settings Voicebox owners can also leave messages directly for other voicebox owners Scope of Delivery Scope of Delivery The following components are included in the scope of delivery m the licence confirmation for the Comfort Pro A IAB m the files including the texts for the answering machine s voice menu for user guidance on the terminals are included on the communications system s product CD m the Comfort Pro A IAB user guide is included on the communications system s product CD as a PDF file m the Comfort Pro A IAB short user guide is included on the communi cations system s product CD as a PDF file m theonline help is included on the communications system s product CD To operate the Comfort Pro A IAB programme package you require a memory card The prompt texts of the voice menus welcoming and closing texts and the received voicebox messages are stored on the memory card Recording capacity is increased by means of compression The free capacity on the card is dynamically spread across all the voiceboxes and the memory defined for each voicebox is not reserved With the Comfort Pro the Compact Flash card installed on the basic module is used 20 Scope of Delivery The answering machine Comfort Pro A IAB is available in various configura tion levels The packages vary accordi
14. answering machine menu 4 Central welcoming texts Note Detailed information regarding the settings in the Configurator menu can be found in the online help documentation To administer voiceboxes As an administrator you have full authorisation to manage the voiceboxes of the Comfort Pro and to execute all subscriber specific settings You can configure a new voicebox or delete an existing one HW You can select the language used for selected voicebox to guide callers through the voice menu You can define the maximum recording time for a voicebox The system s storage capacity is dynamically spread across all voice boxes i e across all users who have a voicebox For this reason the maximum possible recording time for a voicebox also depends on the number of voiceboxes configured You can define the maximum length of a single message The default set ting is 60 seconds 25 Configuration and Administration 26 You can activate the Remote Control feature for the user of a voicebox Activating this feature enables the user to access his her voicebox from a remote terminal and to operate them by remote control You can activate the option Central welcome track changeable for a voicebox allowing the user of this voicebox to configure and administer central welcoming texts The Courtesy Service feature for the user group is actually activated in the Configurator in the menu User Manager User gr
15. apters contain background information and concrete oper ating instructions which will help you to work with the Comfort Pro A IAB pro gramme The graphic overview of the voice menus in the appendix to this user guide provides you with a summary of their available functions It can also be sepa rately printed out for use where necessary Note This user guide describes the features and functions required for the operation of the Comfort Pro A IAB programme It thus complements the Comfort Pro operating manuals relating to mount ing and commissioning corded and cordless system telephones used on the Comfort Pro and standard terminals which provide you with detailed information on general operation and the functions of your com munications system and your terminals Features Features An intelligent voicebox system provides users with enhanced easy to operate answering machine functions The same operating procedures can be used with the Comfort Pro A IAB programme on corded and cordless system ter minals and on standard DTMF dual tone multifrequency terminals Most features provided by the Comfort Pro A IAB programme can be set directly on the terminals without the aid of a PC The configuration and ad ministration of the programme are supported using the Comfort Pro s Web console and are explained in detail in the online help documentation Scope of Features Call Number of Comfort Pro A IAB The answering machine
16. ation of Incoming Messages 3 m Notification Call csse 3 W Secretarial Function cece eee 3 Wm Forwarding to the Voicebox Secretary 14 m Forward Message with Comment 14 m Remote Access and Remote Control 14 Operating Functions cc cee ee eee eee 15 PIN protected Voicebox sess 15 Call Forwarding to Voicebox 00 15 Activating Deactivating Your Voicebox 16 Call Number and Time Stamp On Off 16 Welcoming and Closing Texts 17 Listening to Repeating and Deleting Messages sssessse 17 Scrolling Between Messages s 17 Pauses During Playback Fast forwarding and Rewinding 18 Calling a Caller Back naaa 18 Forwarding a Message ouise 18 Change Voicebox sisse 18 Leaving a Message sssssessess 19 Setting a Notification Call sisse 19 Using the Answering Machine from a Remote Terminal 0005 19 Scope of Delivery Licensing the Activation Procedure Configuration and Administration Using Comfort Pro A IAB Preset FUNCtIONS x y esti saad ERR ERG Setting Functions 0 cece cece cece e eee ees m onthe Terminal cece eee eee m viathe Telefonie Assistent Application Calling Your Voicebox from an Internal Terminal Signalling of New Messages isses m ontheSystem Telephones W onthe
17. e menu You call your voicebox and then identify yourself with your secret code The answering machine will advise you whether there are any new messages in your box In this situation you can also edit new and existing messages and also edit settings for your voicebox To do so please follow the instructions given in the voice menu see also The Voice Menu of the Answering Machine starting on page 44 43 Using Comfort Pro A IAB The Voice Menu ofthe Answering Machine The voice menu is divided into the following sub menus 1 New messages 2 Existing messages 3 Central settings 4 Central welcoming texts 5 Changing a voicebox 6 Recording and sending a message You are acoustically guided through these menus by voicebox texts and on system terminals by LEDs and information on the display screen The voice menu is operated by using the number keypad and the star key Ka and hash key Ezd of your telephone alternatively on system terminals you can also use menus which have been specially integrated and expanded for the answering machine Hi Note Inputs which you frequently make can be abbre viated by using a series of corresponding code digits this shortcut is referred to as a code number proce dure and can be used both prior to and during the voice prompts You will find a table containing an over view of the code number procedures at the back of this manual The following examples are based on having 96 as t
18. efine a call number on which you are called on another terminal when a message arrives in your voicebox and can then activate the re spective function on or off If the notification call is activated the voicebox will set up an independent connection to the notification call number which has been configured After accepting the call you can immediately start working with your voicebox If you want to define an internal call number for the notification call func tion and your telephone is set to automatic trunk line seizure you have to press the star key twice before entering the call number Example 30 m You can use the secretarial function You can specify the call number of a secretary who is to be called instead of your voicebox and then activate the function on or off If you want to define an internal call number for the secretarial function and if your telephone is set to automatic trunk line seizure you have to press the star key twice before entering the call number Example 31 If the secretarial function is active a caller to your voicebox is informed of this by your welcoming text or by the standard text for the secretarial func tion and no message is recorded in your voicebox 49 Using Comfort Pro A IAB 50 The caller will hear Music on hold while the connection to the secretary is being set up Once the call has been accepted the caller is directly connected to the secretary and can spea
19. elete Note This menu is only available if this option is active for your voicebox You can define up to eight welcoming texts The assignment of a welcoming text to a call number is set in the User groups menu or in Call Distribution in the Comfort Pro Configurator In order to do this you need Configurator Expert authorisation unless you have already logged in as an administrator Using Comfort Pro A IAB Menu 5 Changing a voicebox In this menu you can change directly from your current voicebox to another voicebox The change to another voicebox is only possible if it has the Remote control authorisation Your are now prompted to enter the call number and the secret code of the other voicebox Once you are in the other voicebox proceed as if you had called it directly You can access the voicebox only if no other party is trying to gain access at the same time If the voicebox is busy you will hear an announcement Menu 6 Recording and sending a message In this menu you can record and send a voice message for another voicebox You are now prompted to record the message and can then send it to the user of the other voicebox An announcement will inform you about the SUCCESS Note You will find a table containing an overview of the voice menu structure at the back of this user guide and can be printed out as an aid guide 52 Appendix Technical Data Appendix Number of ports Comfort
20. he configured call number for the answering machine 44 Using Comfort Pro A IAB Menu 1 New messages You can listen to your new messages in this menu For each message the caller s call number and the time point date and time of the call are announced providing you have set this in the 3 Central settings menu and the information is available Here you can delete either individual or all the messages as well as immedi ately returning a call Example Listen to message 96 0000254 You call the answering machine 96 The system asks you to enter your se cret code You enter 0000 as your voicebox is new and you have not changed your secret code yet You hear that there are new messages for you in your voicebox and you let these be announced You have one of the mes sages repeated 2 interrupt it while it is being played back 5 and rewind it five seconds 4 Then you continue either using the code numbers or wait ing for the prompts of the voice menu Tip When listening to new messages you can terminate the connection to the voicebox by entering the code number procedure 77 all messages you have already listened to will keep the status new 45 Using Comfort Pro A IAB Example Call back caller 96 0000 7 Call the voicebox 96 The system asks you to enter your secret code You enter 0000 as your voicebox is new and you have not changed your secret code yet You hear that there is a new message Whi
21. igure your voicebox to your personal require ments call the answering machine on the internal call number set up by your System administrator see also Calling Your Voicebox from an Internal Terminal starting on page 32 The voice menu of the answering machine guides you step by step through the programme s functions Depending on the situation you will be asked to press certain number keys in order to set a function or to change menus and you can also record your personal texts here Use the star key to confirm the input of a string of digits Use the hash key to cancel an entry or to return to the next highest menu level D Enter 0 to repeat the last prompt If you don t make any inputs for a long time the connection to the answering machine will automatically end after a message notifying you of this 29 Using Comfort Pro A IAB You can make your inputs both prior to and during a voice prompt by select ing a series of code numbers thereby shortening the dialogue Please refer to the Voice Menu graphical overview at the back of this user guide for these codes Note you call your voicebox while another caller is connected to it you will get a message telling you that it cannot be accessed at the moment On a system terminal you can programme a function key to access voicebox messages see Programming a Function Key starting on page 42 via the Telefonie Assistent Application You can also individually
22. is accessed via an internal or external call Your System administrator configures an appropriate subscriber call number in the Comfort Pro and gives it to the subscribers who have their own voicebox After users dial this number they are guided through further operation by post dialling digits according to the voice prompts Features The Voice Menu User Guidance Internal and external users are guided acoustically through operation by prompt texts The prompts are tailored to the current user one who has a voicebox or any other caller connected to a voicebox and to the situation at hand Depending on the type of system terminals used and the features they are equipped with information regarding important features such as playback or message deletion is also indicated by the LEDs and on the display and or by corresponding icons On such devices menus which have been specially integrated and expanded for the answering machine can be used instead of the number keypad to activate features Code number procedures can be executed on the answering machine at all times by post dialling digits immediately after dialling the call number and before or during prompt texts Call Number and Time Stamp All incoming messages in the voicebox are automatically stamped with their date and time of arrival The caller s call number if transmitted is also recorded The call number and the time stamp can be played back when you listen to mess
23. k to them Example 96 4321 382 You switch the secretarial function off the currently defined secretarial call number remains stored Callers can now put themselves through to the secretary To do this they press the star key Ed when they hear the greeting or have begun leaving a message You should inform the callers in your greeting that they can be connected to the secretary by pressing the star key Ed Note The call number for the notification call and the call number of your secretary can be an external call number for example for the notification call your pri vate call number at home However you can only use this function in association with external call numbers if you belong to a user group with the corresponding external authorisation and if the programmed call number is not entered in the relevant blacklist Infor mation on authorisation user groups and blacklists can be found in the online help Using Comfort Pro A IAB m You can change your secret code Example 96 4321 3 9 You are prompted to enter your new secret code twice and the change is acknowledged If you forget your secret code your system administrator can reset it to its factory setting of 0000 Menu 4 Central welcoming texts The Central welcome track changeable option can be set for your voicebox This setting authorises you to edit the central welcoming texts for the voice menu of the answering machine using Record Play or D
24. le listening to the mes sage you can return the call 7 Menu 2 Existing messages In this menu you can listen to existing messages that are still stored For each message the caller s call number and time point the date and time of the call are announced providing you have set this inthe 3 Central settings menu and the information is available Here you can delete either individual or all the messages as well as immedi ately returning a call Ea Note You should delete messages that are no longer needed This will free memory space for recording new messages Example 96 432128 5 Ed Call the voicebox 96 and enter your secret code which you have in the meantime changed to 4321 Of the messages still present 2 you want to listen to the fifth one 8 5 and you confirm your input of the message number with the star key 46 Using Comfort Pro A IAB Menu 3 Central settings In this menu you can define which welcoming and closing texts are to be used for people who call your voicebox how messages are to be recorded in your voicebox if at all and to whom incoming messages are to be signalled and how this should be done Here you can also define a secretary to be called instead of the voicebox This menu also contains the function which you can use to change your se cret code m You can record and delete welcoming and closing texts for your voicebox callers select your personal text for the curren
25. me Stamp On Off Voicebox owners can switch the announcement of the caller s call number and of the date and time of each incoming message on and off Features Welcoming and Closing Texts Voicebox owners can select the welcoming and closing texts for callers to their voiceboxes They can either use the standard texts or record and edit their own texts If the option Central welcome track changeable is activated for owner s voiceboxes they can also edit the central welcoming texts Callers can skip the greeting by pressing the hash key E They can then leave messages immediately Listening to Repeating and Deleting Messages Voicebox owners can listen to newly arrived and old messages in the box and delete the ones they have already listened to either all at once or one at a time Messages already listened to can be selectively accessed and replayed They can also listen to messages by pressing a programmed function key and accept a call while the caller is still recording his message on the voice box Scrolling Between Messages Voicebox owners can scroll through the messages that have been received When a user does this the answering machine switches from the current message to either the next message or the preceding one Features Pauses During Playback Fast forwarding and Rewinding Voicebox owners can interrupt the playback of incoming messages and resume listening to them again at the press of a key The playback
26. ng to number of supported voice boxes Comfort Pro A IAB integrated standard answering machine of the Comfort Pro uses two bidirectional channels is included in the delivery of the Comfort Pro enables users to configure a voicebox maximum recording time 15 minutes where a voice menu is loaded Comfort Pro A IAB 10 uses four bidirectional channels Licence for 10 voiceboxes maximum recording time 6 hours Comfort Pro A IAB 24 uses four bidirectional channels Licence for 24 voiceboxes maximum recording time 6 hours Each loaded language for the voice menu reduces the recording capacity of the answering machine by approx 15 minutes 21 Licensing the Activation Procedure Licensing the Activation Procedure You need an activation key to be able to configure and use the Comfort Pro A IAB programme package in your Comfort Pro The licence confirmation you received with the programme package contains detailed in formation To activate the programme package 1 Inthe Configurator s System Licences menu enter the activation key for the Comfort Pro A IAB programme package This activates the package 2 Then save the Comfort Pro configuration The activation key is then also saved in the configuration file In the event of servicing after resetting the system s hardware for example you can reimport this configuration file and the Comfort Pro A IAB programme package is then reactivated HE N
27. of messages can be fast forwarded or rewound in 5 second intervals Calling a Caller Back Voicebox owners on a system terminal can also answer received messages directly To do this the messages must contain the caller s call number which can be dialled automatically or from the voicebox voice menu using a code The prerequisite for this feature is that callers have not suppressed the display of their call numbers Forwarding a Message Each voicebox owner can forward a received voice message to another voicebox owner and at the same time add a spoken comment to the message Change Voicebox Every caller to a voicebox has the possibility of changing the current voice box The new voicebox is identified via its call number If the new voicebox is protected the caller has to verify their identity by entering a PIN Features Leaving a Message Every voicebox caller has the possibility of recording a voice message for another voicebox on their own voicebox and to send it Setting a Notification Call Voicebox owners can have the arrival of messages in their voiceboxes signalled on other terminals from where they can access their voiceboxes When owners dial in to their voiceboxes they will hear a message if they have activated a notification call This reminds them to deactivate the notification call if necessary Using the Answering Machine from a Remote Terminal Voicebox owners with the appropriate authorisation c
28. orwarding to Voicebox Voicebox owners can set call forwarding to their voiceboxes and can choose between call forwarding busy after Time and immediately The busy amp after Time setting enables them to activate the two forwarding modes most frequently needed at the same time If call forwarding has not been activated for the call number assigned to the voicebox or if the specified destination is not the call number of the answering machine the voicebox will be switched to off status For voiceboxes with the Central welcome track changeable feature after Time call forwarding has to be set Features Using the secretarial function it is possible to have another subscriber call number called directly instead of your voicebox If the secretarial call number is an external call number the LCR Least Cost Routing configured in the Comfort Pro can be evaluated This requires the voicebox owner to belong to a user group with the authorisation LCR at call forwarding to external Note Several call forwardings can be linked to one another on the Comfort Pro communications system Please keep in mind the information on call forward ing and voiceboxes in the Call Forwarding chapter in the Mounting and Commissioning manual Activating Deactivating Your Voicebox Voicebox owners can activate or deactivate their voice box at any time and also define the length of time available for recording individual messages Call Number and Ti
29. ote If it is necessary to exchange the Comfort Pro s module board or if you have purchased a new licence for the Comfort Pro A IAB programme package a new activation key must be generated by the Deutsche Telekom Technical Service for the new serial number 22 Configuration and Administration Configuration and Administration The answering machine can be configured and administered via the Configurator of the Comfort Pro In order to do this you need the following Configurator Expert authorisation unless you have already logged in as the administrator and W the activation key for your version of the answering machine When updating the firmware it may be necessary to load the current voice file The voice files can be found on the Comfort Pro product CD ig Note Further information regarding the update of the firmware and the configuration of the answering ma chine can be found in the online help documentation To configure the answering machine 1 Select the optional component Comfort Pro A IAB Audio file in the System Components menu in the Configurator and load a voice file E Note The file format of the voice file loaded in a Comfort Pro is kda 2 Enterthe activation key for the answering machine in the System Licences menu in the Configurator 3 Define the basic programme setting in the Comfort Pro A IAB Settings menu or determine the current programme status 23 Configuration and Administ
30. oups or in the menu Telephony Call distribution You can reset the PIN for an existing voicebox This PIN is a secret code with which a user can safeguard his her voicebox against unauthorised access If a user changes the PIN of his her voicebox from a terminal and subsequently forgets it you can reset these PINs to the factory setting of 0000 here You can assign an internal call number to the voicebox The subscriber with this internal call number thus become the owners of this voicebox For each call number you can individually define whether or not calls are to be diverted to the voicebox and how this should be done immedi ately after Time busy busy amp after Time In addition you can define whether call diversion should apply only to internal calls Int calls only to external calls Ext calls or to all calls Int ext calls Using Comfort Pro A IAB Using Comfort Pro A IAB If your system administrator has configured a voicebox for a terminal s call number calls which you do not or cannot accept are diverted to this box This chapter contains instructions on how to use the answering machine on your various terminals so that you can work with these voiceboxes Preset Functions Certain functions are preset by your system administrator when configuring your voicebox m The PIN for your voicebox is set to 0000 m The language used for guiding you through the voice menu from your terminal
31. ps please follow the instructions given in the voice menu 41 Using Comfort Pro A IAB Programming a Function Key On a system terminal e g a Comfort Pro P 300 you can programme a func tion key to query your voicebox messages This function key will enable you to listen to your saved messages Should a caller be in the process of leaving a message on your voice box you can accept the call by pressing the func tion key You can also programme another function key for making voicebox calls Press and hold down the programmable key then select Features and confirm by pressing the OK key From the Main menu MenuCard select the 9 Voicebox menu item m 1 Voicebox mess You can set that you want to listen to the mes sages in your voicebox m 2 Call voicebox You can set that you want to call your voicebox Confirm with Save and end the programming 42 Using Comfort Pro A IAB The Voicebox MenuCard After a voicebox has been configured for anComfort Pro user the Main menu is on the assigned system telephone The new 9 Applications Voicebox menu will help you work with the answering machine The menu contains the following entries Voicebox mess This contains a list of incoming messages These can be edited please referto the sections entitled on the System Telephones starting on page 36 and on the Handsets starting on page 37 in the Ac cessing and Editing Messages chapter Call voicebox the voic
32. ration 4 This is also where you configure the call number for the answering machine via which Comfort Pro users can query their voiceboxes Configure one or more voiceboxes for Comfort Pro users in the Comfort Pro A IAB Voice Boxes menu but only up to the maximum number of licensed voiceboxes Please refer to To administer voiceboxes starting on page 25 below You can set up the Courtesy Service as follows 1 24 Activate the feature for a configured user group or for an external call number for a user group in the User Manager User groups menu In this case the central welcoming text is played if an caller rings a user in this group for an external call number in the Telephony Call distribution menu Where so configured the central welcoming text plays if an caller rings the configured MSN or the call number on the system connection You define whether a central welcoming text should be played if the called subscriber is free or if busy Announcer at free and Announcer at busy Define whether and how the system should react to calls with the Courtesy Service Select an announcement e g Announcement 1 or turn off the feature Configuration and Administration 3 Activate the option Central welcoming track changeable for a voicebox in the Comfort Pro A IAB Voice Boxes menu 4 Call this voicebox and configure one or several announcement texts up to eight are possible in the voice menu of the
33. rnal voice communications The Comfort Pro A IAB programme provides you with an additional tool It enables you to administer voiceboxes and access and process messages from them You can use this tool not only as your personal call memory and task service but also as an electronic notebook message centre and infor mation distributor The answering machine is integrated into the communications system and allows you to work both on standard terminals standard analogue telephones ISDN telephones cordless GAP telephones and on the Comfort Pro s system terminals Messages received from voiceboxes are displayed on system terminals and in the Telefonie Assistent application of the communications system The voice menus of the Comfort Pro A IAB programme guide you through its operation step by step On system terminals certain features such as play back and message deletion are additionally supported by displays and enhanced menu cards allow you to operate these functions faster and more easily The Integrated Answering Machine Comfort Pro A IAB In addition to using this internal answering machine you can also use external voice mail systems on the Comfort Pro In order to use the Comfort Pro A IAB programme you need an appropriate licence This user guide describes the Comfort Pro A IAB programme as an optional component of the Comfort Pro It is designed for users as well as system ad ministrators The individual ch
34. ssistent application 31 Using Comfort Pro A IAB Calling Your Voicebox from an Internal Terminal There are two ways for you to have direct access to your voicebox from an in ternal terminal from a telephone whose call number is not assigned to your voicebox 1 Enterthe internal call number your system administrator has configured for the answering machine or press the function key you programmed see Programming a Function Key starting on page 42 You will hear a prompt advising you to enter a voicebox number 2 Enterthe call number of the terminal whose voicebox messages you wish to access Confirm with the star key Ed You cannot access the voicebox unless authorisation for Remote control has been activated 3 Enter your PIN after the prompt For a new voicebox the PIN is always preset to 0000 The answering machine will inform you as to whether there are any new messages in your voicebox 32 Using Comfort Pro A IAB 4 Youcan now query and edit messages and make settings for your voicebox Tip When listening to new messages you can terminate the connection to the voicebox by entering the code number procedure 77 all messages you have already listened to will keep the status new 5 Forall further operating steps follow the instructions given in the voice menus Tip When listening to a message you can call the person back immediately by pressing the ME key on your ter minal
35. t prompt and if you wish also activate the provided for this purpose standard texts Example 96 4321 328 You would like redefine the closing text for your voicebox before though you listen to the current assignment 3 2 8 For example you hear Selected text is standard text If you wish to make another selection or record a new text continue by using the code numbers or wait until you hear the prompts in the voice menu 47 Using Comfort Pro A IAB 48 Example 96 43213289 You define that no closing text for your voicebox callers should be an nounced Note The welcoming and closing texts that are set are valid for the time group that is active at that mo ment In the Telefonie Assistent application you can set these texts for different time groups You can switch on or off certain settings for your voicebox You can determine whether or not callers can leave messages in your voicebox and the maximum time available for a single message You can switch on or off the announcements stating the call number and the date and time before messages are played back Example 96 4321333 In the above example you switch the announcement stating the call number on or off the announcement is switched of if it was previously on and it is switched on if it was previously f You can switch the secret code query for internal calls to the voicebox on or off Using Comfort Pro A IAB You can d
36. to the destination Each owner of a voicebox can configure this in Call for warding after Time Notification of Incoming Messages The arrival of new voicebox messages will be signalled on a terminal either acoustically or optically MWI Message Waiting Indication Users of system telephones e g a Comfort Pro P 300 are notified via an LED and the display On cordless system terminals e g a Comfort Pro CM 300 handset and in the Telefonie Assistent application new incoming messages are indicated by special icons On standard terminals without a message LED the arrival of new voicebox messages is signalled acoustically User hear a special dialling tone instead of the normal dialling tone when the handset is lifted The arrival of voicebox messages on ISDN telephones is also supported by the service feature MWI with the Comfort Pro This procedure for signalling messages requires standardised ISDN telephones to be used Please refer to the manufacturer s user guide for details Features E mail Notification of Incoming Messages Owners of an Comfort Pro voicebox can be notified of incoming messages by e mail This function is configured in the Telefonie Assistent application Notification Call Voicebox owners can also be notified of the arrival of messages in their voiceboxes on a different terminal After accepting the call and entering their PINs owners are directly connected to their voiceboxes Secretarial F
37. unction The owner of a voicebox can define a secretarial call number that is called when incoming messages arrive in the box In this case the message is not recorded by the voicebox Callers hear the welcoming text or the standard text for the secretarial function before being put through to the secretary On accepting calls the secretary is directly connected to the callers and can speak with them Features Forwarding to the Voicebox Secretary If the voicebox owner has configured a secretary but has not activated the divert to the secretary callers can put themselves through to the secretary To do this callers must press the star key Ed either while they hear the greeting text of the voicebox or once they have begun to leave a message Tip The voicebox owner should inform callers in the greet ing that they can be connected to the secretary by pressing the star key EB Forward Message with Comment The owner of a voicebox can add a comment to a message and forward it internally to the owner of another voicebox Remote Access and Remote Control The answering machine can be accessed and controlled remotely from any DTMF capable telephone or DTMF hand held transmitter Features Operating Functions PIN protected Voicebox All voicebox owners can safeguard the access to their voiceboxes with a secret code and can change this user specific PIN as they please The PIN query can be switched on off at any time Call F
38. x from an Internal Terminal on page 32 and Calling Your Voicebox from a Remote Terminal on page 40 39 Using Comfort Pro A IAB Calling Your Voicebox from a Remote Terminal If your system administrator has set Remote control authorisation for a voice box you can also access and configure this voicebox from an external termi nal There are two ways to access your voicebox from an external terminal using the Call Number of the Answering Machine this call number is included in the incoming call distribution 1 Select the MSN or system access call number to which your system administrator has assigned the internal call number of the answering machine 2 Enter the internal call number of your voicebox that is the call number of the terminal which has been assigned to the voicebox Confirm your input with the star key Eg 3 Enter your voicebox s secret code 4 For all further steps please follow the instructions given in the voice menu 40 Using Comfort Pro A IAB using the Call Number of Your Telephone the call number of your telephone is included in the incoming call distribution you have diverted the telephone to the voicebox 1 Dialthe MSN or the system s direct inward dialling number on which external callers can reach you You will hear the welcoming text of your voicebox You can skip the text by pressing the hash key ER 2 Enter your voicebox s secret code 3 For all further ste
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