TELEPHONE USER GUIDE
Contents
1. Key Function Review your recording Discard and record over Append to it and continue recording Access message addressing options Send message Z Cancel and return to previous menu If you press the system will replay what you have recorded If you press D the system will discard your message Go back to Step 5 If you press A the system will prompt you to continue recording your message Go back to Step 5 If you press M the system will prompt you with the following options C mark message confidential CHAPTER 2 MENU R request a reciept U make message urgent X exit message addressing options If you press X the message will be sent as recorded If you press you are returned to the previous menu Calling a Contact from Your Contact List gt call contact from your contact list Access your mailbox 2 From the Main Menu press L 5 The system responds Say the name of the person you wish to call or enter the digits that correspond to the first few letters of the person s first or last name you wish to call For the letter or 2 press 1 3 The system will prompt you to select an offered name Press the appropriate number key The system will then transfer you to that person Setting Availability Status gt To set your availability status 1 Access your mailbox 2 From the Main Menu press A 2 The system resp2. 2 to rerecord to return to the previous menu 6 Press R 7 to review the list of members on the distribution list The system will play the name of each user that is on the distribution list 7 Press X 9 to return to the main menu 43 CHAPTER 4 USER OPTIONS MENU With the Mitel UM system you can send faxes directly into a user s mailbox The user can then access the fax through the telephone and print it to a fax machine Fax Delivery Options 1 From the User Options Menu press F 3 The system prompts you with the following options Key Function N Change default fax number X Exit to main menu Press N 6 to set the default fax number Follow the prompts to enter the default fax number that will be used to receive the fax messages 4 To accept the fax number you entered press 1 Otherwise press 2 5 Press X 9 to return to the main menu Additional Mailbox Options Additional options for your mailbox are available from the User Options Menu To access this menu press A 2 from the User Options Menu The system prompts you with the following options Key Function Notification settings Call Transfer settings Change Wake Up Call Exit to previous menu al 2 44
3. If you press A the system will prompt you to continue recording your message Go back to Step 5 If you press M the system will prompt you with the following options CHAPTER 3 MESSAGE MENU C mark message confidential R request a reciept U make message urgent X exit message addressing options F send message in future If you press X the message will be sent as recorded 5 If you would like to forward the message to another recipient enter the next recipient mailbox number when prompted and repeat this procedure to forward the message Giving to Another User Without a Comment You can forward a message to another user or a list of users without any comments attached to it gt To give a message without a comment 1 The system says Enter the destination mailbox number or press star to dial by name or say the name of the person you wish to send the message to You have three 3 options Enter a mailbox number The system will play the recipient s Name greeting Press 1 if you have the correct recipient or 2 to try again Pressing then press the digits that correspond to the first few letters of the first or last name of the person you wish to send the message to So for example if you were trying to specify Wendy Wild you might hit a digit sequence of 9 W 4 I 5 L and D Press 1 if you have the correct recipient or 2 to try again Say the name of the person wish
4. Mitel UM system you need to obtain the following information from your system administrator internal extension to access the system e telephone number to access UM from outside of the office e your mailbox number normally the same number as your extension e your mailbox password the default password is 1111 alist of other system users Using the Tutorial The first time you access your mailbox the Mitel UM system initializes a personal tutorial that guides you through the setup of your mailbox To begin the tutorial dial the system extension from your desk phone Depending on the system setup the system will either e ask you to enter your password OR e play the standard greeting Mitel UM Auto Attendant CHAPTER 1 ACCESSING MAILBOX If you are asked to enter your password then enter 1111 or the password that your System Administrator provided If you hear the Mitel UM Auto Attendant then press the key to login enter your mailbox number and follow the instructions The tutorial is divided into three 3 sections e Password This tutorial section guides you through the password setup process UN NOTE The initial default password is 1111 It must be changed to ensure security privacy e Personal Greetings This tutorial section describes the different personal greetings and plays a sample You are then asked to record each personal greeting You can change your greetings at any tim
5. or 4 to review the prompt Changing Your Pass Code gt set a new pass code 1 From the User Options Menu press P 7 Enter the new pass code and then press Re enter the new pass code for confirmation then press The system will notify you that the new pass code will be active the next time you log in over the telephone CHAPTER 4 USER OPTIONS MENU Creating a Distribution List gt To create a distribution list 1 From the User Options Menu press L 5 The system prompts you with the following options Function Add a distribution list Delete a distribution list Modify a distribution list Exit to the main menu x z o Press A 2 to add a distribution list You are prompted to enter a number by which to identify the new distribution list When prompted record a name for the distribution list UT cb When prompted press 1 to accept 2 to rerecord or press to return to the previous menu 6 You can now add members to your distribution list Press A 2 to add the distribution list members 7 Enter the numbers or names of the users you wish to add to the distribution list When you have added all the distribution list members press to complete your list Press X to exit to the main menu 41 CHAPTER 4 USER OPTIONS MENU Deleting a Distribution List gt To delete a distribution list 1 From the User Options Menu press L 5 The system p
6. to send the message to Press 1 if you have the correct recipient or 2 to try again If finished adding recipients press sf 29 CHAPTER 3 MESSAGE MENU 30 3 The system gives you the following options Key Function Send message Re record message Review message Continue recording message A W N Cancel recording Keeping a Message Pressing K 5 allows you to keep any message Printing to a Fax Machine gt To send a message to a fax machine 1 After listening to a message press the key 2 You have two options To send the message to the default machine press 1 The message is sent to the default fax machine To select a different fax number to which to send the message press 2 Go to Step 3 To send to a printer press 3 3 Enter the country code of the fax machine then press the key Enter the area code of the fax machine then press the key CHAPTER 3 MESSAGE MENU 5 Enter the telephone number of the fax machine then press the key The system reads back the number for confirmation If correct press 1 Otherwise press 2 The message is printed to the specified fax machine You are returned to the Message Menu Making a New Message You can send a single message to individual users or to a list of users using distribution list gt make a new message l 2 Access your mailbox From the Main Menu press M 6 The syste
7. Exit User Options Returns you to the Main Menu CHAPTER 4 USER OPTIONS MENU Actions Changing a Greeting The Greeting Options menu allows you to record your personal and active greetings While in the User Options Menu press G 4 to access the following options Key Function Change your Primary Personal Greeting Change your Busy Greeting Change your Location Greeting Record Custom Greeting Change Internal Greeting Exit to Main Menu gt To change your Primary Personal Greeting 1 Press P 7 to access your primary personal greeting 2 Follow the prompts to record a new greeting NOTE The system will automatically begin playing your greeting as it was last US recorded If no greeting has been recorded then the Nothing recorded prompt will be heard HINT You can barge in on message playback by pressing B 2 This allows you to re record your greeting before the system has finished playback 37 CHAPTER 4 USER OPTIONS MENU gt To change your Busy Greeting 1 Press B 2 to access your busy greeting 2 Follow the prompts to record a new greeting recorded If no greeting has been recorded then the Nothing recorded prompt NOTE The system will automatically begin playing your greeting as it was last will be heard HINT You can barge in on message playback by pressing B 2 This allows you to re record your gree
8. MITEL TELEPHONE USER GUIDE 60 MITEL it s about YOU NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation MITEL The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document Revisions of this document or new editions of it may be issued to incorporate such changes No part of this document can be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without written permission from Mitel Networks Corporation COPYRIGHT Trademark of Mitel Networks Corporation Copyright 2006 Mitel Networks Corporation All rights reserved TRADEMARKS MITEL and Mitel Networks are trademarks of Mitel Networks Corporation Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such Mitel Networks Messaging Server Telephone User Guide Release 2 0 October 2006 QA Mite About This Guide In This Chapter Overview on page 2 Contacting Mitel Networks on page 3 Special Notations on page 4 ABOUT THIS GUIDE This guide provides detailed instructions on using the Mitel Networks Messaging Server Unified Me
9. O to access messages in outbox awaiting future delivery Press X to exit to Main Menu If you press D you will be given the following options For unread messages press 1 For read messages press 2 For all messages press 9 To return to the previous menu press If you press S you will be given the following options For unread messages press 1 For read messages press 2 For all messages press 9 To return to the previous menu press 21 CHAPTER 2 MENU If you press O you will be given access to all messages yet to be sent If you press X you will be returned to the Main Menu See Message Menu on page 24 for more information 22 Mite Message Menu In This Chapter Message Menu on page 24 Actions on page 25 CHAPTER 3 MESSAGE MENU Message Menu The Message Menu allows you to manage your messages according to your specific needs Once you have listened to a read or unread message you are prompted by the following options in the Message Menu Key Function What happens P Play the current message again Plays the current message again A Answer with a message or callback Allows you to answer the message with a recorded message or callback G Give it to another user Forwards a copy of the message to another user or list of users with or without comments K Keep the current mes
10. e NOTE The Personal Greetings also includes the Busy greeting Recording This tutorial section guides you through the recording of your name This is the prompt that the Mitel UM system uses to identify you to outside callers and to internal users who send you messages CHAPTER 1 ACCESSING MAILBOX Accessing Your Mailbox A mailbox is a compartment within the Mitel UM system in which your messages are stored and from which you can customize how your calls and messages are handled gt access your mailbox when the system does not recognise you as subscriber Dial the Mitel UM system To access the Mitel UM system as a user call it just as you would call anyone else in your company with a telephone extension number Your System Administrator will provide you with the extension number for the system Dial this extension number whenever you want to call the Mitel UM system from inside your company You can also call the Mitel UM system from outside your company by dialing your company s automated attendant Press when the system answers The system prompts you to enter your mailbox number Enter your mailbox number The mailbox number is what other users enter to reach you or to leave you a message Your System Administrator will provide you with your personal mailbox number The system prompts you to enter your password Your default password is 1111 secure immediately chang
11. e your password and ensure that you keep your new C NOTE Your password remains as 1111 until you change it To keep your mailbox password private The Mitel UM system places you at the Main Menu and tells you the number of unread new and read saved messages that you have in your mailbox Refer to Chapters 2 and 3 of this guide for instructions on how to manage your messages CHAPTER 1 ACCESSING MAILBOX To access your mailbox when the system recognises you as a subscriber The system prompts you to enter your password Your default password is 1111 mailbox secure immediately change your password and ensure that you keep your d NOTE Your password will remain as 1111 until you change it To keep your new password private The Mitel UM system places you in the Main Menu and tells you the number of unread new and read saved messages that you have in your mailbox Refer to Chapters 2 and Chapter 3 of this guide for instructions on how to manage your messages need to return to the Auto Attendant to login Press 0 when you are prompted for a password and then press at the Auto Attendant Enter your mailbox number and follow Steps 1 amp 2 as described above NOTE If you are calling the system from another subscriber s telephone you will CHAPTER 1 ACCESSING MAILBOX QA Mite Main Menu In This Chapter Main Menu on page 16 CHAPTER 2 MENU Mai
12. it as your own personal receptionist Depending on the configuration of your system the UM can take your calls when you do not want to be disturbed record messages from callers when you are unavailable and screen your calls Introduction Summary of Features With the UM system you can e screen and forward calls to other extensions e senda single message to multiple users reply to one or more recipients e create up to 99 personal distribution lists e label messages as urgent certified or private e save delete forward or reply to messages e control message playback pause rewind fast forward speed up and slow down the playback of messages e be notified of messages through a message light beeper or another phone in your office home or car contact dialing e designate messages for future delivery e change location and availability INTRODUCTION INTRODUCTION 3J00do 1951 monad o PRG Bez od Jeuon ppe ssecoy Fo ch ayens sue gt pue 3u0ndo Buey gt 4 funes Iajsuel ED peMeeefe Reeees isi uoarqiusp e6ueu uon eou bow iN 355 5529 s amp ueu d 5 011890 XO Iv 1TvNOILIQQy aueu 45 dy f pueeeeeeeeIReeee 944336 364745 NOILdO Wisa TUAW OF H WORN As Apow N dueisaun WP uoarqiasp ig H H Tua Ule iX Wi uo
13. ll prompt you with the following options C mark message confidential R request a reciept U make message urgent X exit message addressing options If you press X the message will be sent as recorded 32 CHAPTER 3 MESSAGE MENU Exiting to the Main Menu 1 After listening to a message press X 9 You are returned to the Main Menu Timestamp At any time press 1 to have the system provide you with the date and time of the message 33 CHAPTER 3 MESSAGE MENU 34 QA Mite User Options Menu In This Chapter User Options Menu on page 36 Actions on page 37 CHAPTER 4 USER OPTIONS MENU 36 User Options Menu The User Options menu provides features to customize your mailbox according to your specific preferences and needs To access this menu press U 8 from the Main Menu You will be presented with the following options Key Function What happens G Change your greeting You are taken to the Greeting Options menu where you can change one or more of your greetings N Change your name You are allowed to record your name prompt P Change your passcode The system allows you to change your passcode L Change a disribution list You are allowed to change your distribution list F Change fax delivery options The system allows you to change your fax delivery options A Access additional mailbox options You can access additional mailbox options X
14. lowing keys Key 1 For voice messages 2 For email messages 9 For all messages 4 To return to the previous Main menu 3 When the first message has played the system presents you with specific message options See Message Menu on page 24 for information on the Message Menu Making a New Message You can send a single message to individual users or to a list of users using a distribution list gt create new message 1 Access your mailbox 2 From the Main Menu press M 6 The system says Enter the destination mailbox number or press star to dial by name or say the name of the person you to whom wish to send the message 3 You have three 3 options CHAPTER 2 MENU Enter a mailbox number The system will play the recipient s Name greeting Press 1 if you have the correct recipient or 2 to try again Pressing then press the digits that correspond to the first few letters of the first or last name of the person you wish to send the message to So for example if you were trying to specify Wendy Wild you might hit a digit sequence of 9 W 4 I 5 L and D Press 1 if you have the correct recipient or 2 to try again Say the name of the person wish to send the message to Press 1 if you have the correct recipient or 2 to try again When you are finished adding recipients press Record your message and then press Press one of the following keys
15. m says Enter the destination mailbox number or press star to dial by name or say the name of the person you wish to send the message to You have three 3 options Enter a mailbox number The system will play the recipient s Name greeting Press 1 if you have the correct recipient or 2 to try again Pressing then press the digits that correspond to the first few letters of the first or last name of the person you wish to send the message to So for example if you were trying to specify Wendy Wild you might hit a digit sequence of 9 W 4 I 5 L and 3 D Press 1 if you have the correct recipient or 2 to try again Say the name of the person wish to send the message to Press 1 if you have the correct recipient or 2 to try again When you are finished adding recipients press 31 CHAPTER 3 MESSAGE MENU 5 Record your message and then press 6 Press one of the following keys Key Function Review your recording Discard and record over Append to it and continue recording Access message addressing options gt 2 Cancel and return to previous menu gt lt If you press the system will replay what you have recorded If you press D the system will discard your message Go back to Step 5 If you press A the system will prompt you to continue recording your message Go back to Step 5 If you press M the system wi
16. n Menu The Main Menu is your starting point for accessing and customizing your folders to operate specifically to your needs You must first log in to the system before you are able to reach the Main Menu The Main Menu allows you to hear how many unread and read messages you have your availability and your location The following options are available from the Main Menu Key Function What happens P Play your messages The system plays your messages starting with the most recent M Make new message The system allows you to make a new message and send it to one or more recipients See Making a New Message on page 17 for complete details Calla contact from your contact The systems allows you to call a contact from a contact list list A Set your Availability status The systems allows you to set your availability status Change User Options The system sends you to the User Options Menu See User Options Menu on page 36 for complete menu information Access other message folders The system allows you to access other message folders 0 Return to the attendant You are returned to the auto attendant Dial an extension You are returned to the auto attendant to dial an extension X Exit the system You are exited from the system CHAPTER 2 MENU Playing Your Messages gt To play your messages 1 Access your mailbox 2 From the Main Menu press P 7 Press one of the fol
17. onds You are available and your status is In Office 3 Press one of the following keys Key Function A Change your availability CHAPTER 2 MENU Listen to current unavailable greeting Change location Return to Main Menu If you press A you will be informed of your availability status If you press G the system will prompt you to press 1 to review a greeting 2 to record a new greeting or any other key to keep the current recording If you press L the system will prompt you to then press Function Set current location to your desk Set your location to meeting Set your location to home Set your location to lunch Set your location to a user defined location Set your location to extended absence Make current caller ID your default extension Go to your locations calendar x gt c z o 5 Exit to previous menu Changing User Options gt To change User Options 1 Access your mailbox 20 CHAPTER 2 MENU 2 See User Options Menu on page 36 for information on the User Options Menu From the Main Menu press U 8 Accessing Other Message Folders gt To access other message folders l 2 Access your mailbox From the Main Menu press F 5 The system responds Press D to access your deleted messages Press S to access sent messages Press
18. resents you with the same options as those in the preceding section Press D 3 to delete a distribution list When prompted enter a mailbox number to be deleted Enter the numbers or names of the users you wish to delete from the distribution list UT dE UMS When you have included all the distribution list members you wish to delete press to finalize your deletions 6 Press X to exit to the main menu 42 CHAPTER 4 USER OPTIONS MENU Modifying a Distribution List gt To modify a distribution list 1 In the Distribution List menu press M 6 2 Enter the distribution list number to modify The system will play back the distribution name that you previously recorded The system prompts you with the following options Function Add a distribution list member Delete a distribution list member Record the distribution list name Review distribution list members A x 2 Exit to the main menu 3 Press A 2 to add a member to the distribution list Enter the numbers or names of the users you wish to add to the distribution list Press when finished 4 Press D 3 to delete members from the list Enter the numbers or names of the users you wish to delete from the distribution list Press when finished 5 Press N 6 to record a new name for the distribution list The system will play this name each time you address messages to this distribution list Press 1 to accept
19. sage Marks the message as Read D To discard it Deletes the message Print the message to fax machine Prints the current message to fax machine M Make a new message Allows you to make and send a new message U Keep your message unread and skip Skips to next message without changing the current to next message messages status to Read X Exit to the Main Menu Returns you to the Main Menu 1 For date and time Plays message timestamp and envelope information 24 CHAPTER 3 MESSAGE MENU Actions Replaying a Message gt To play a message again 1 After listening to a message press P 7 The message is replayed Answering a Message You can reply to a message that was sent to your mailbox by a user on the Mitel unified messaging system rn NOTE You can not reply to a voice message from an outside caller gt To answer a message 1 After listening to a message press A 2 The system prompts you as follows Press S to replay with a voice message to sender Press O to replay with a voice message to other recipients and sender Press C to call sender back Press X to exit to previous menu 2 Record your message and then press 25 CHAPTER 3 MESSAGE MENU 26 3 4 The system prompts you with the following options Function Review your recording Discard and record over Append to it and continue recording Access message addressing options Cancel and re
20. ssaging software on your telephone Overview Intended Audience This guide is intended for anyone using the Unified Messaging software over the telephone Your system may have been customized for a different configuration See your System e NOTE This document covers the default system telephone user interface options only Administrator for details if your mailbox commands differ from this document ABOUT THIS GUIDE Contacting Mitel Networks Contact us by mail at Mitel Networks Corporation 350 Legget Drive Ottawa ON K2K 2W7 Contact us by phone Tel 613 592 2122 Fax 613 592 4784 Contact us on the Web www mitel com ABOUT THIS GUIDE Special Notations This guide uses the following special notations e NOTE Contains additional information about the task you are performing HINT Contains an alternative method of performing the task or offers a solution if you run into a problem CAUTION Indicates a potentially hazardous situation which if not avoided may result in minor or moderate injury and or damage to the equipment or property WARNING Indicates a potentially hazardous situation which if not avoided could result in death or serious injury QA vite Introduction In This Chapter Introduction on page 6 INTRODUCTION The Mitel Messaging Server unified messaging UM system simplifies the way you handle your messages Think of
21. t before the forwarded message is played gt To give a message with a comment 1 The system says Enter the destination mailbox number or press star to dial by name or say the name of the person you wish to send the message to 2 You have three 3 options 27 CHAPTER 3 MESSAGE MENU 28 Enter a mailbox number The system will play the recipients Name greeting Press 1 if you have the correct recipient or 2 to try again Pressing then press the digits that correspond to the first few letters of the first or last name of the person you wish to send the message to So for example if you were trying to specify Wendy Wild you might hit a digit sequence of 9 W 4 I 5 L and D Press 1 if you have the correct recipient or 2 to try again Say the name of the person wish to send the message to Press 1 if you have the correct recipient or 2 to try again The system speaks the destination information and prompts you to confirm it Press to confirm Record your message and then press 4t Press one of the following keys Key Function Review your recording Discard and record over Append to it and continue recording Access message addressing options Send message X gt m Cancel and return to previous message If you press R the system will replay what you have recorded If you press D the system will discard your message Go back to Step 5
22. ting before the system has finished playback gt record a Location Greeting 1 Press L 5 to record a new Location Greeting 2 Follow the prompts to record a new greeting recorded If no greeting has been recorded then the Nothing recorded prompt S NOTE The system will automatically begin playing your greeting as it was last will be heard HINT You can barge in on message playback by pressing B 2 This allows you to re record your greeting before the system has finished playback 38 CHAPTER 4 USER OPTIONS MENU The Mitel UM system allows you to create additional greetings based on your needs A total of 99 optional greetings may be recorded gt record a Custom Greeting 1 Press O 6 to record a new Custom Greeting 2 Follow the prompts to record a new greeting HINT You can barge in on message playback by pressing B 2 This allows you to re record your greeting before the system has finished playback gt To change an Internal Greeting Press 4 to change an Internal Greeting 2 Enter the two digit code that corresponds to the optional greeting that you wish to activate 39 CHAPTER 4 USER OPTIONS MENU 40 Recording Your Name gt To record name prompt 1 2 3 4 From the User Options Menu press N 6 Press 2 to record your name prompt Record the prompt and then press Press 1 to accept 2 to re record 3 to delete
23. turn to previous message A x S gt O 2 9 Send message If you press R the system will replay what you have recorded If you press D the system will discard your message Go back to Step 3 If you press A the system will prompt you to continue recording Go back to Step 3 If you press M the system will prompt you with the following options C mark message confidential R request a reciept U make message urgent F send message in future X exit message addressing options Go back to Step 3 If you press X the message will be sent as recorded CHAPTER 3 MESSAGE MENU You can give forward a message to another user or list of users either with a comment or without one Giving a Message to Another User When you press G 4 after listening to a message you are presented with the following options Key Function 1 Add a comment 2 Forward without comment For information on giving forwarding a message with a comment to another user or a list of users see Giving to Another User With a Comment on page 27 For information on giving forwarding a message to another user or a list of users without a comment see Giving to Another User Without a Comment on page 29 Giving to Another User With a Comment A forwarded message can include a separate message known as a comment which is attached to the original message The comment message is heard by the recipient s firs
24. unqiasp e ppy ty Dessau Kau oy diss f 401430 1511 407141519 a i Bessa axe IN A yao susan doe pap i akpeui gud t TUSN Oh M c zd mers suerp pue pos 1 i NENNEENN o eura ue eue H ry BN JAQOUE AED Bugsa g wamo e 1 DU dessau Jana mer ty Bugee6 uoge rok PUHTPUINEEZENZII ute sbessau d Bunaaf Arq 9 h ipri NNN d0v553A euosiag ro ty 40140 ONILRIND e iM e urgay i ebessau Jago 559009 ig rua monad oy ye iX id iani MH MU i TUS x 1o aoo Busans yep un 5 dad id I xd a squruxejinejsp Buen pomo Bupiemo ge unp MIME UE DERE 49440 ANRAITIQ 49149 Vid SNYVL 1192 dba rok Ae PIN GIA NIV 14 2440 J Duissa oJd 8510 A Buibessayy o311A a a eS vire Accessing a Mailbox In This Chapter Overview on page 10 Before You Begin on page 10 Using the Tutorial on page 10 Accessing Your Mailbox on page 12 CHAPTER 1 ACCESSING MAILBOX Many Mitel Unified Messaging UM features are available by using a telephone keypad Once you are familiar with the Mitel Messaging Server system you can barge past the voice prompts Overview Before You Begin Before you can use the
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