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User Guide for Cisco Unity Connection

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1. Step1 Log on to Cisco Unity Connection Step2 Press 3 2 to hear deleted messages Step3 Use the following keys to control playback as you listen to a deleted message Key s Action Key s Action 1 Restart message 8 Pause Resume 2 Restore as saved 9 Fast forward 3 Delete permanently Fast forward to end 4 Slow playback Skip message save as is 5 Change volume Cancel or back up 6 Fast playback 0 Help 7 Rewind message 1 Not available on some systems Step4 Use the following keys to manage the deleted message after you have listened to it Key s JAction Key s Action 1 Replay message 6 Restore as new The message waiting indicator on your phone may be triggered 2 Restore as saved 7 Rewind message 3 Delete permanently 9 Play message properties 4 Reply Save as is Resend original message when responding to an NDR 42 Reply to all Cancel or back up 44 Call the user 0 Help 5 Forward message 1 Not available on some systems To Check Deleted Messages by Phone Using Voice Commands Step1 Log on to Cisco Unity Connection Step2 When Connection asks what you want to do say m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter10 Deleting Messages Checking Deleted Messages by Phone W Play deleted messages to play all deleted messages Note that this option may not be available on all systems Or ay deleted messages from lt user name o hear deleted voice message
2. Request a Heard You are notified when the recipient opens the message Message Receipt for This Message Note that you may not be able to receive all types of receipts even though the Cisco Unity Inbox allows you to request them Ask your Connection administrator whether the system is set up to send receipts to users To Forward a Voice Message from the Cisco Unity Inbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link In the Cisco Unity Inbox click the name of the sender In the open message click Forward Address the message in one of the following two ways Enter user names or primary extensions and or e mail addresses in the To Cc and Bcc fields as applicable Separate multiple names extensions and addresses with semicolons For e mail addresses enter the full e mail address of the recipient for example lt name gt lt domain gt com Click To Cc or Bec to select recipients in the Address Book See also the Addressing Voice Messages with the Cisco Unity Inbox Address Book section on page 11 10 If needed click the Check Names icon below the menu bar then search for and select your recipients to resolve name and extension conflicts When the names are resolved they appear as links above the To Cc or Bec fields pP Tip You can click a link to remove an unwanted addressee Choose one or more special delivery options as applicable On the Media Mast
3. Enabling and Disabling Rule Sets W Enabling a Rule Set for a Range of Dates in the Personal Call Transfer Rules Web Tool Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 To enable a rule set you set the days or date range that it will be active You can schedule several date ranges in advance For example Vacation rule set enabled March 1 to March 8 Work Travel rule set enabled March 9 to March 11 Workweek rule set enabled March 12 to March 31 You cannot enable multiple rule sets with overlapping date ranges Only the rule set enabled during the date range that includes the current date is active To Enable a Rule Set for a Range of Dates in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click Enable Rule Sets On the Enable Rule Sets page in the Date Range section click the rule set in the Rule Set column list that you want to enable The check box in the Enabled column is checked automatically Set the applicable dates in the Start Date and End Date column lists To add another row click Add Date Range then repeat Step 3 and Step 4 to specify the date range for any additional rule sets Click Save Enabling a Rule Set for Days of the Week in the Personal Call Transfer Rules W eb Tool Step 1 Step 2 Step 3 Step 4 Do the following procedure to enable a rule set for one or more days of the week for example ev
4. You change your time stamp preference only in the Cisco Unity Assistant web tool not by phone To Change the Time Format Used for Message Time Stamps in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Time Format list choose the time format that you want to use Scroll to the bottom of the page and click Save Changing Your Phone Input Style Step 1 Step 2 Step 3 Step 4 You can choose the input style you use when accessing Cisco Unity Connection by phone Use the touchtone keys on the phone keypad to manage messages and personal settings Use voice commands to manage messages and personal settings in addition to using the touchtone keys on the phone keypad You change the phone input style only in the Cisco Unity Assistant web tool not by phone To Change Your Phone Input Style in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Input Style field choose the applicable style Touchtone Keys Only To use touchtone keys Voice Recognition To use voice commands Click Save User Guide for Cisco Unity Connection Release 2 x Pi4 E OL 12744 01 Chapter15 Changing Cisco Unity Connection Conver
5. Or If you do not see the user distribution list private list or remote contact you seek try entering different search criteria then click Find to search again OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 22 Changing Private List Settings HI Deleting a Private List Tip When a search returns more matches than expected increase the value in the Rows Per Page list to view as many matches as possible To limit the search enter more complete search criteria and or enter the applicable information in any additional fields that you left blank Then click Find to search again Step6 Repeat Step 5 until you have finished adding members to your list Deleting a Private List Although you can delete individual members of your lists by phone you cannot delete the list itself You delete a list including its recorded and display name and all of its members at once in the Cisco Unity Assistant web tool To Delete a Private List in the Cisco Unity Assistant W eb Tool Step1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Private Lists menu click View Private Lists Step3 On the Private Lists page check the check box next to the list that you want to delete Step4 Click the Delete Selected Rows icon below the menu bar User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 s CHAPTER 23 Cisco Un
6. Step 6 Step 1 Step 2 Finding Messages by Using the Phone View Option W Use the following keys to manage the message after you have listened to it Key s Action Key s Action 1 Replay message 5 Forward message 2 Save 6 Save as new The message waiting indicator on your phone may be triggered 3 Delete 7 Rewind message 4 Reply Play message properties 42 Reply to all Save as is 44 Call the user 1 Not available on some systems To Find Messages by Using the Phone View Option Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do use the following voice commands to select the type of messages that you want displayed Action Voice Command View new and saved voice messages or receipts Show lt voice messages receipts gt View all new voice messages Show new messages View new or saved or deleted voice messages from a Connection user Show lt new saved deleted gt messages from lt user name gt View saved voice messages or receipts Show saved lt voice messages receipts gt View all saved voice messages Show saved messages View deleted voice messages or or receipts Show deleted lt voice messages receipts gt View all deleted voice messages Show deleted messages 1 Depending on how Connection is set up at your organizatio
7. Transfer All rule set 19 23 e mail program accessing voice messages from 2 7 checking voice messages in 7 5 deleting voice messages in 10 7 enabling alternate greeting by phone 17 8 greetings 17 3 Message Type menu 20 2 notification device by phone 21 5 rule set about 19 17 rule sets by phone 19 18 rule sets for days of week in Personal Call Transfer Rules web tool 19 19 rule sets for range of dates in Personal Call Transfer Rules web tool 19 19 Transfer All rule set 19 23 enrolling as a user 1 1 Exchange contacts importing into personal contacts list 12 4 extension call holding options when busy Cisco Unity Assistant web tool 18 3 F finding messages Go to Message option 9 7 Message Locator option 9 1 Phone View option 9 3 m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 first time enrollment 1 1 forwarding all incoming calls to Connection 19 24 canceling of all incoming calls to Connection 19 24 messages by phone 11 8 voice messages from Cisco Unity Inbox web tool 11 9 full mailbox notifications of 5 1 reasons for 5 2 G Go to Message option 9 7 greetings about 17 1 alternate 17 2 alternate disabling by phone 17 8 alternate enabling by phone 17 8 busy 17 2 changing source of 17 3 closed 17 2 disabling 17 3 enabling 17 3 holiday 17 2 internal 17 3 managing in multiple languages 17 1 overriding 17 1 playing all by phone 17 6 recording
8. User Guide for Cisco Unity Connection Release 2 x OL 12744 01 73 Chapter 7 Checking Messages WE Checking Messages in the Cisco Unity Inbox Web Tool Step 4 Use the following voice commands to manage the message after you have listened to it Action Voice Command Replay message Repeat Play previous message Previous Play next message Next Save or restore as saved Save Delete message Delete Reply to message Reply Reply to all Reply all Resend original message NDRs Resend only Call the Connection user Call sender Forward the message Forward Save or restore as new Mark new Rewind message N A Play message properties Message properties 1 Not available on some systems Checking Messages in the Cisco Unity Inbox Web Tool wy Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Periodically click the Refresh Message List icon to check for new messages in the Cisco Unity Inbox web tool After you have listened to or viewed a new message you may need to refresh again to see the New Message icon disappear The From field of a message will contain either the name of a Cisco Unity Connection user or UnityConnection lt servername gt when a message is left by someone who is not a Connection user or by a
9. You may be able to search for both users and system contacts in the Connection directory System contacts are indicated by an asterisk next to the name in the search results list Fill in the remaining fields as applicable to your search and click Find On this page you can use the wildcard character to search by partial name Check the check box next to the name to add the contact or user to the caller group Click Add Users or Add Contacts as applicable Connection adds the contact to the caller group and returns to the Caller Group page Repeat Step 5 through Step 9 to add any additional users or contacts On the Caller Group page click Save Adding a Caller to a Caller Group Step 1 Step 2 You can add members to a caller group at any time To Add a Caller to a Caller Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Caller Groups menu click View Caller Groups OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Caller Groups in the Personal Call Transfer Rules Web Tool Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 On the Caller Groups page click the caller group name On the Caller Group page click Add Members On the Find Contacts page click the applicable tab depending on whether you want to s
10. section on page 19 25 or the Using the Transfer All Rule Set section on page 19 23 instead Call transfer settings allow you to choose to have indirect calls ring your extension or ring another extension or phone number that you specify or to be transferred directly to voice mail so your phone does not ring at all When you send calls to voice mail callers do not have to wait while your phone rings unanswered your greeting plays immediately Note that when you choose to answer indirect calls at your extension you can indicate what you want Cisco Unity Connection to do when your extension is busy The settings are available in the Cisco Unity Assistant web tool see the Changing Call Transfer and Holding Settings in the Cisco Unity Assistant Web Tool section on page 18 3 The procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change Call Transfer Settings by Phone Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys pP Tip To switch back to using voice commands after you have finished changing call transfer settings hang up and
11. If you want Connection to ring your extension before applying your transfer rules check the check box on the Preferences gt Rule Settings page in the Personal Call Transfer Rules web tool See the To Change Rule Processing Preferences in the Personal Call Transfer Rules Web Tool procedure on page 19 26 6 Test the rule set if applicable See the Testing a Rule Set section on page 19 16 7 Change rules as necessary See the Changing a Rule section on page 19 15 8 Enable the rule set See the Enabling and Disabling Rule Sets section on page 19 17 Creating a Rule Set Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 You can record the name of a rule set by using the Media Master Cisco Unity Connection uses this name when you access rule settings by phone To Create a Rule Setin the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click View Call Transfer Rule Sets On the Call Transfer Rule Sets page click the New Rule Set icon below the menu bar On the Rule Set page enter a name for the new rule set Choose a name that applies to the situation and is easy to remember For example a rule set named Workweek might be active Monday through Friday while a rule set called Africa Trip might be active during the calendar dates of that trip On the Media Master click Record and record the name of the rule
12. Send a message a a A Find messages from a Connection user Find messages from all outside callers 82 Find messages from an outside caller 83 Exit OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HT Phone Menus for Alternate Keypad Mapping S Action Key s Repeat menu Main menu Help 0 Not available on some systems During Message Menu and Shortcuts Alternate Keypad Mapping S While listening to a message press Action Key s Forward message 13 Call the Connection user 14 Play previous saved message 15 Reply 17 Rewind message 2 Skip message body 22 Delete 3 Fast forward 4 Skip message save as is 5 Save or restore as saved 7 Skip to message footer 8 Fast forward to end of message Pause or resume Not available on some systems After Message Menu and Shortcuts Alternate Keypad Mapping S After listening to a message press Action Key s Forward message 13 Play previous saved message 15 Reply 17 Rewind message 2 Replay message 22 Delete 3 Reply to all 42 Call the Connection user 44 Save as is 5 User Guide for Cisco Unity Connection Release 2 x P2314 OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for Alternate Keypad Mapping
13. Creating a Private List Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Your Connection administrator specifies the maximum number of lists that you can manage Although you can create new private lists by phone it is easier to do so in the Cisco Unity Assistant web tool To Create a Private Listin the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Private Lists menu click New Private List On the Private List page in the Name field enter a name for the list In the Recorded Name field on the Media Master click Record and record the name of the list When you finish recording click Stop If you use the voice recognition option and your list name is not pronounced the way it would be read enter an alternate name in the Alternate Names section To add more alternate names click Add Row and repeat Step 6 Click Add Members In the Find Names dialog box click the applicable tab to specify the search scope OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 22 Changing Private List Settings E Changing the Name of a Private List Step 10 In one or more fields enter the applicable information about the user distribution list private list or remote contact that you want to add to your new list je Tip Enter an asterisk in a field to list all users distribution lists priva
14. Enter the new number or press to keep the current number Enter only an extension when you use phone numbers inside your organization for message notification User Guide for Cisco Unity Connection Release 2 x Ea OL 12744 01 Chapter 21 Changing Message Notification Settings Table 21 2 Use These Keys Anytime Key Task j Cancel or back up 0 Help Changing a Notification Phone Number by Phone W OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 21 Changing Message Notification Settings HE Changing a Notification Phone Number by Phone User Guide for Cisco Unity Connection Release 2 x P28 E OL 12744 01 CHAPTER Changing Private List Settings You can use private lists to create your own groups of voice message recipients When you address a voice message to one of your private lists all of the recipients on the list receive the message Cisco Unity Connection provides several private lists for you to personalize Only you can send voice messages to your private lists You can do so by phone using touchtone keys or voice commands or in the Cisco Unity Inbox web tool You cannot send messages from your e mail program to your private lists This chapter contains the following sections Creating a Private List page 22 1 Changing the Name of a Private List page 22 2 Changing Members of a Private List page 22 3 e Deleting a Private List page 22 6
15. You can use Cisco Unity Connection to check new and saved messages by phone You may also be able to play and restore deleted messages by phone ask your Connection administrator When you receive a new message the message waiting indicator on your desk phone is triggered for example a light or a distinctive dial tone when you pick up the receiver You can also set up message notification for additional devices such as a pager or mobile phone in the Cisco Unity Assistant web tool This section contains two procedures for checking messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The procedures use keypad mappings for the standard conversation and voice commands Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Check Messages by Phone Using Touchtone Keys Log on to Cisco Unity Connection Press 1 to hear new messages Or Press 3 1 to hear saved messages OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter7 Checking Messages WE Checking Messages by Phone Step3 Use the following keys to select the type of messages that you want to hear Key Type 1 Voice messages 2 E mails 4 Receipts All messages 1 Although the e mails key is available in th
16. alternate greeting is turned on Check the Access my E mails through Text to Speech check box to hear your e mail messages when you call Connection and log on if applicable In the For New Messages Play section check any of the following check boxes depending on the message counts you want to hear and whether you have the text to speech option Message Count Totals Connection announces the total number of all messages voice e mail and receipt messages Voice Message Counts Connection announces the number of voice messages E mail Message Counts Connection announces the number of e mail messages 1 Although e mail counts are offered on the Phone Menu page Connection plays e mails only for users who also have the text to speech option In the For Saved Messages Play section check the Message Count Totals check box to have Connection announce the total number of all saved messages voice e mail and receipt messages Click Save Changing Your Message Addressing Setting Step 1 Step 2 Step 3 Cisco Unity Connection provides two ways to address messages to other users when your phone input style is set to Touchtone Keys Only Spell a user name Enter a user extension You may be able to switch between spelling and number entry by pressing when you are prompted to address a message over the phone regardless of the message addressing setting that you choose You change the message addressing sett
17. below the schedule to copy a schedule for one day to other days Specify the timing and frequency of the calls made by Connection to notify you of new messages Enter the number of minutes that Connection waits to make the first notification call once message notification is triggered If the delay time takes the notification out to a time when the device schedule is no longer active the notification does not take place You can space notifications on different devices at regular intervals such as 15 minutes to achieve a cascading message notification effect If There Are Still New Messages Enter the number of minutes that Connection makes regular notification calls as long as Try Again Every lt x gt Minutes you have new messages The range for the redial frequency field is 1 to 100 minutes For example if you set the repeat notification interval to 5 minutes at 11 47 a m Connection will notify you of new messages at 11 50 a m 11 55 a m 12 00 p m 12 05 p m 12 10 p m 12 15 p m 12 20 p m 12 25 p m etc Step 14 Click Save User Guide for Cisco Unity Connection Release 2 x aLa OL 12744 01 Chapter 21 Changing Message Notification Settings Cascading and Chaining Message Notification W Cascading and Chaining Message Notification Cascading message notification allows you to set up a series of notifications to a widening circle of recipients Alternatively message notification can be se
18. modify the recipient list and change delivery options when resending a message Once you resend the message Connection automatically deletes the NDR for you This section contains two procedures for checking messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The procedures use keypad mappings for the standard conversation and voice commands Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter8 Managing Receipts HI Managing Receipts by Phone To Manage Receipts by Phone Using Touchtone Keys Step1 Log on to Cisco Unity Connection Step2 Press 1 4 to play receipts Step3 Use the following keys to control playback as you listen to a receipt Key s Action Key s Action 1 Restart receipt 8 Pause or resume 2 Save 9 Fast forward 3 Delete Fast forward to end 4 Slow playback Skip receipt save as is 5 Change volume J Cancel or back up 6 Fast playback 0 Help 7 Rewind 1 Not available on some systems Step4 Use the following keys to manage the receipt after you have listened to it Key s Action Key s Action 1 Repeat receipt 7 Rewind receipt 2 Save 8 Play original mess
19. standard conversation 23 5 phone notification device setting up 21 1 phone number changing notification by phone 21 6 phone password changing 4 2 securing 4 1 Phone View option 9 3 placing calls by using voice commands 13 1 playback device changing 16 1 speed changing 16 3 volume changing 16 2 playing all greetings by phone 17 6 private lists about 22 1 adding alternate names 22 2 adding remote contacts 22 4 changing members 22 3 changing name 22 2 creating 22 1 deleting 22 6 sending voice messages to 11 1 sending voice messages to from Cisco Unity Inbox web tool 11 3 R read receipts about 8 1 receipts managing by phone 8 1 managing in Cisco Unity Inbox web tool 8 3 types 81 recorded name changing 14 1 changing what plays at logon 15 5 recording device changing 16 1 greetings 17 3 greetings in additional languages by phone 17 9 remote contacts adding to private lists 22 4 in Cisco Unity Inbox Address Book 11 10 reordering rules in a rule set 19 15 replying to messages by phone 11 5 to voice messages from Cisco Unity Inbox web tool 11 6 rerecording current greeting by phone 17 7 retrieving messages in Deleted Items folder Cisco Unity Inbox web tool 10 6 return receipts about 8 1 rings to wait setting changing for phone destinations 19 7 rule processing preferences changing 19 25 rules changing 19 15 reordering in rule set 19 15 rule sets about 19 11 adding rule 19 12 creating 19
20. they are inadvertently removed This section contains two procedures Do the applicable procedure to change private list members by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change M embers of a Private List by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have finished changing list members hang up and log on to Connection again Press 4 2 42 Choose the private list whose members you want to change by pressing the number of the list User Guide for Cisco Unity Connection Release 2 x e OL 12744 01 Chapter 22 Changing Private List Settings Step 5 Step 1 Step 2 Step 3 Step 4 Step 5 Changing Members ofa Private List W After Connection plays the name of the list use the following keys to change the members Key Action Key Action 1 Add a name 3 Remove a name 2 Hear the names of members who Switch between spelling and number belong to your private lis
21. you for the number of days you want the rule set to route your calls to voice mail 3 To set the Transfer All rule set to send all incoming calls to a specific phone number Connection prompts you for the phone number and for the number of days you want the rule set to route your calls to the number To Disable the Transfer All Rule Set by Phone Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have disabled the Transfer All rule set hang up and log on to Connection again Press 4 4 Press 1 to disable the Transfer All rule set Forwarding All Calls to Cisco Unity Connection wy Note Step 1 This feature is not available on all systems Ask your Connection administrator whether it is available to you You can forward all your incoming calls to Cisco Unity Connection so that your personal call transfer rules are applied to calls directly With this option Connection does not ring your phone extension first before applying personal call transfer rules to locate you when there is no answer This section contains two procedures Do the applicable procedure to forward all calls or to cancel forwarding all calls To Forward All Calls to Cisco Unity Connection by Phone Using Touchtone Key
22. 12 Play previous saved message 14 m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for Optional Conversation W Action Key s Play next saved message 16 Pause or resume 2 Fast forward 3 Fast forward to end 33 Forward message 336 Delete message 337 Reply 338 Reply to all 3382 Save or restore as saved 339 Slow playback 4 Slower playback 44 Play message properties 5 Fast playback Faster playback 66 Decrease volume 7 Reset volume 8 Increase volume 9 Skip message save as is Skip message save as new new and saved messages Cancel or back up i Help 0 Not available on some systems After M essage M enu and Shortcuts Optional Conversation 1 After listening to a message press Action Key s Skip back 1 Play a saved message by number 12 Play previous saved message 14 Play next saved message 16 Replay message 4 Play message properties 5 Forward message 6 Delete 7 Reply 8 User Guide for Cisco Unity Connection Release 2 x OL 12744 01 PEN Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HT Phone Menus for Alternate Keypad Mapping N Action Key s Reply to all 82 Call the Connection user 88 Save or restore as saved 9 Save as is Save or restor
23. 2 OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter 21 Changing Message Notification Settings WE Setting Up a Notification Device Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 To Set Up or Change an SMTP Notification Device in the Cisco Unity Assistant Web Tool page 21 3 To Set Up or Change a Phone or Pager Notification Device in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Notification Devices menu click View Notification Devices On the Notification Devices page click the device that you want to change or set up On the lt Device name gt Notification Device page check the Notification Enabled check box to enable the device or uncheck it to disable the device In the Phone Number field enter the phone number of the phone or pager beginning with any access code needed to make an external call for example 9 Use digits 0 through 9 Do not use spaces dashes or parentheses between digits For long distance numbers also include 1 and the area code You can also enter comma to insert a one second pause and to correspond to the and keys on the phone You may not be able to enter certain phone numbers or your phone system may require additional characters If you are experiencing difficulties with this setting contact your Con
24. 2 Changing the Volume of the Connection Conversation 15 3 Changing the Speed of the Connection Conversation 15 3 Changing the Time Format Used for M essage Time Stamps 15 4 Changing Your Phone Input Style 15 4 Adjusting Voice Recognition Settings 15 5 Changing What Connection Plays When You Log On 15 5 Changing Your Message Addressing Setting 15 6 cuapter 16 Changing Recording and Playback Settings 16 1 Changing Recording and Playback Devices 16 1 Changing Playback Volume forMessages 16 2 Changing Playback Speed forMessages 16 3 cHapterR 17 Managing Personal Greetings 17 1 Personal Greetings Available in Cisco Unity Connection 17 1 Changing a Greeting 17 3 Playing All Greetings by Phone 17 6 Rerecording Your Current Greeting by Phone 17 7 Enabling or Disabling Your Alternate Greeting by Phone 17 8 Recording Greetings in Additional Languages by Phone with a Multilingual System 17 9 User Guide for Cisco Unity Connection Release 2 x OL 12744 01 E E Contents cHapter 18 Changing Call Transfer and Screening Settings 18 1 Changing Call Transfer Settings by Phone 18 2 Changing Call Transfer and Holding Settings in the Cisco Unity Assistant Web Tool 18 3 Changing Caller Message Settings in the Cisco Unity Assistant Web Tool 18 4 Changing Call Screening Settings in the Cisco Unity Assistant Web Tool 18 5 cHapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls 19 1 M anaging Caller Groups in the Personal Call
25. 3 conversation language 15 1 checking messages in 7 4 deleting messages in 10 6 conversation menu style 15 2 forwarding a voice message in 11 10 conversation speed 15 3 managing receiptsin 8 3 conversation volume B3 Refresh Message List iconin 7 4 directory listing status 14 5 remote contacts in Address Book 11 10 greeting 17 5 replying to a voice message in 11 7 members of private list 22 5 retrieving messages in Deleted Items folder in 10 6 message addressing setting 15 6 sendinga Voice messagein ia Cisco Unity Personal Call Transfer Rules web tool See layback ord 20 4 message playback order af Personal Call Transfer Rules web tool playback d 16 4 a ieee ck Cisco Unity web tools about 2 3 accessing 3 1 message playback volume 16 3 name of private list 22 3 h input style 15 4 POORE ae closed greeting 17 2 h tification devi 21 2 Boerne eee ume ear meee Connection working with by phone 2 1 phone password 4 3 conversation recorded name 14 2 SMTP notification device 21 3 source of greeting 17 5 about 2 1 language changing 15 1 menu style changing 15 2 time format for message time stamps 15 4 i i message time stamps changing time format 15 4 voice recognition settings 15 5 settings changing 15 1 hat C ti lays bef d aft ea plays before and after a spetdchanging W9 what Connection plays when you log on 15 6 usme tonehtone keys Se creating a private listin 22 1 using v re c
26. Keys Only To Change a Greeting by Phone Using Touchtone Keys Log on to Cisco Unity Connection Press 4 1 With a multilingual system Connection plays a list of available languages Press the applicable key to choose the language for the greeting you want to change Connection will play the Greetings menu options in the same language Connection plays your current greeting You can press to skip hearing it Press the applicable keys for the greeting that you want to change Keys Action 31 Standard greeting 32 Closed greeting 33 Alternate greeting 34 Busy greeting 35 Internal greeting 36 Holiday greeting After Connection plays the greeting use the following keys to change it and follow any additional prompts Key Action 1 Record rerecord 2 Use system greeting 3 Enable disable greeting Cancel or back up 0 Help User Guide for Cisco Unity Connection Release 2 x EzE OL 12744 01 _Chapter 17 Managing Personal Greetings Step 6 Step 1 Step 2 Step 3 Step 1 Step 2 Step 3 Changing a Greeting W If you rerecord the greeting use the following keys as you record Key Action 8 Pause or resume End recording To Change a Greeting by Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do use the following commands to change your greeting and follow any addit
27. Page list When the number of messages in your Cisco Unity Inbox exceeds the value specified in the Messages Per Page list click the arrows or the page number at the bottom of the page to navigate to additional Cisco Unity Inbox pages By clicking the applicable icon on each Cisco Unity Inbox page you can sort and delete the messages on the page and compose and listen to a voice message You use the Media Master to play and record messages The Cisco Unity Inbox does not refresh the display automatically you must click the Refresh Message List icon to check for new messages Tip Talk to your Connection administrator if you experience performance or sound quality issues when playing messages through multimedia speakers in a low bandwidth environment Working with the Cisco Unity Personal Call Transfer Rules Web Tool amp Note This feature is not available on all systems Ask your Connection administrator whether it is available to you You use the Cisco Unity Personal Call Transfer Rules web tool to set up forwarding and screening of incoming calls according to rules you set up Cisco Unity Connection can route calls according to the identity of the caller the time of day and your meeting schedule You can set up rules to Send calls to a phone number a series of phone numbers or an e mail based paging address Send text messages to an SMTP device Screen some or all of your incoming calls For informa
28. Step 1 Step 2 Step 3 Step 4 When this setting is enabled you can expect to hear a slight delay as Connection transfers the call to the next destination in the destination group or to voice mail To Change the Loop Detection Setting for a Phone Destination in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destinations If you have set this destination to forward calls to Cisco Unity Connection check the Loop Detection Enabled check box Click Update Managing Destination Groups in the Personal Call Transfer Rules Web Tool S Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Destination groups contain multiple destinations arranged in a sequence and stored under a single group name For example to ensure that you receive calls from a specific personal contact you might create a destination group with your primary extension mobile and home phone numbers then create a rule that tells Cisco Unity Connection to transfer calls from the personal contact to the destination group To be used in arule a destination group must contain at least one phone destination When a call is transferred to a destination group Connection tries the destinations in the order listed until a phone is answered until the caller leaves a voice message or hangs up
29. Voice Commands and Phone Menus HE Voice Commands Action Voice Command Key s Hear all messages new and saved Play all messages N A Hear new saved or deleted voice messages Play lt new saved deleted gt messages N A from a Connection user from lt user name gt Send a voice message Send a message 2 Hear saved voice messages e mails or receipts Play saved lt voice messages N A e mails receipts Hear all saved messages Play saved messages 3 Hear deleted voice messages e mails or Play deleted lt voice messages N A receipts e mails receipts Hear all deleted messages Play deleted messages N A Hear all greetings Play all greetings N A Hear a specific greeting Play lt greeting name gt greeting N A Hear the standard greeting Play my greeting N A Record a new greeting Record lt greeting name gt greeting N A Record the standard greeting Record my greeting N A Enable or disable a greeting Turn on lt greeting name gt greeting N A Turn off lt greeting name gt greeting Use the system default greeting Use default lt greeting name gt greeting N A Use the system default greeting for the standard Use my default greeting N A greeting Use nothing for a greeting Callers will only Play nothing for my lt greeting name gt hear a tone to signal that they
30. are using touchtone keys you can choose to have Cisco Unity Connection play the Message Type menu before it plays your new and saved messages so that you can choose which messages you want to hear by type To hear the Message Type menu it must be enabled Table 20 1 lists the menu options available Note Step 1 Step 2 Step 3 Step 4 Connection does not allow you to specify what messages you do not want to hear when you check messages by phone Table 20 1 Cisco Unity Connection Message Type Menu Options Action Key Voice messages E mails Receipts e n e All messages 1 Connection plays e mails only for users who also have the text to speech option 2 You may not receive all types of receipts Ask your Connection administrator For each type of message that you chose to hear Connection plays the messages in the order that you specify in the Cisco Unity Assistant web tool The Message Type menu can be handy when you want to check for a certain message type by phone and not check any others For example you may want to use the Message Type menu if you do not want to hear your receipts by phone because you like to manage them from your desktop instead When the Message Type menu is disabled you will not hear it Instead Connection plays your messages according to the order that you specify To Enable the Message Type Menu in the Cisco Unity Assistant Web Tool On the Cisco PCA Hom
31. enabled rule set If you have more than one rule set Connection plays the names of enabled rule sets in alphabetical order Use the following keys as you hear the rule sets Key Action 1 Disable the current rule set 9 Go to the next rule set 7 Go to the previous rule set 0 Help Exit Disabling a Rule Setin the Personal Call Transfer Rules Web Tool Step 1 Step 2 Step 3 Step 4 To Disable a Rule Set in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click Enable Rule Sets On the Enable Rule Sets page uncheck the check box in the Enabled column Alternatively you can click None in the Rule Set column list Click Save User Guide for Cisco Unity Connection Release 2 x P1920 UE OL 12744 01 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls Changing Call Holding Settings in the Personal Call Transfer Rules Web Tool Mi Changing Call Holding Settings in the Personal Call Transfer Rules Web Tool Note This section describes call holding settings for users who have access to the Personal Call Transfer Rules web tool If you do not have access to the web tool see the Changing Call Transfer and Holding Settings in the Cisco Unity Assistant Web Tool section on page 18 3 instead When the primary extension is busy call holding settings allow callers to hold or to ret
32. level at which you want to hear messages played Scroll to the bottom of the page and click Save To Change Playback Speed for All Messages You Hear Through Computer Speakers On the Cisco PCA Home page click the Cisco Unity Assistant the Cisco Unity Inbox or the Cisco Unity Personal Call Transfer Rules link Go to any page that contains the Media Master For example in the Cisco Unity Assistant web tool on the Preferences menu click Personal to use the one in the Recorded Name field In the Media Master click and drag the Speed slider for slower or faster playback as applicable Click Play to save the speed setting for all messages that you hear through your computer speakers User Guide for Cisco Unity Connection Release 2 x Pies E OL 12744 01 CHAPTER Managing Personal Greetings Cisco Unity Connection allows you to record up to six personal greetings You can enable as many greetings as you want and you can specify how long you want a greeting enabled You manage your personal greetings by phone or in the Cisco Unity Assistant web tool With a multilingual system you have the option of providing your personal greetings in multiple languages The tool you use to manage a greeting depends on the language of the greeting Greetings in your default language Manage by phone or in the Cisco Unity Assistant web tool Greetings in languages other Manage by phone only Your phone input style must be set to than
33. log on to Connection again Press 4 4 After Connection announces your current call transfer settings use the following keys to change them Key Action 1 Switch between transferring calls to a phone and to voice mail 2 Change your transfer phone number To transfer calls to an external number contact your Connection administrator Changing your transfer number does not change whether calls are transferred to a phone or sent to voice mail Connection transfers calls to your transfer number only if you also specify that your calls are transferred to a phone User Guide for Cisco Unity Connection Release 2 x Mis E OL 12744 01 Chapter 18 Changing Call Transfer and Screening Settings Changing Call Transfer and Holding Settings in the Cisco Unity AssistantWeb Tool Hi Table 18 2 Use These Keys Anytime Key Action x Cancel or back up 0 Help Changing Call Transfer and Holding Settings in the Cisco Unity Assistant W eb Tool amp Note Step 1 Step 2 Step 3 This section describes call transfer and holding settings for users who do not have access to the Personal Call Transfer Rules web tool If you have access to the web tool see the Changing Call Holding Settings in the Personal Call Transfer Rules Web Tool section on page 19 21 instead Call transfer settings allow you to choose to have indirect calls ring your extension or ring another extension or phone numbe
34. modem download messages completely before playing them Once you have specified the active phone number and performance preference in the Playback and Recording Settings dialog box you can choose devices in the Playback and Record lists on the Media Master 11 and 3 in Figure 2 1 The lists offer a quick way to change devices and your selections are saved for all web tool pages that contain the Media Master until you change them again Table 2 3 describes the options available on the Media Master Help menu 4 in Figure 2 1 Table 2 3 Help Menu Option Description Media Master Help Open Media Master Help About Media Master Display Media Master version and configuration information pP Tip Use the keyboard shortcut Alt O to open the Options menu Use the keyboard shortcut Alt H to open the Help menu Managing Voice Messages in Your E mail Program S Note This feature is not available on all systems Ask your Connection administrator whether it is available to you User Guide for Cisco Unity Connection Release 2 x P26 W OL 12744 01 Chapter2 The Tools You Use Managing Voice Messages in Your E mail Program W With Cisco Unity Connection you can access voice messages and receipts in your e mail program You can only listen to and delete voice messages you cannot send reply or forward them from your e mail program The location of your voice messages depends on the e mail
35. non Roman alphabet characters for example Kanji characters you can enter an alternate spelling of your name using the Roman alphabet Entering an alternate spelling enables Cisco Unity Connection to identify you if another Connection user or an outside caller tries to call you using voice recognition To Add An Alternate Spelling of Your Name in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link User Guide for Cisco Unity Connection Release 2 x Pia OL 12744 01 Chapter14 Changing Personal Settings Step 2 Step 3 Step 4 Adding Alternate Names for Yourself Hi In the Cisco Unity Assistant on the Preferences menu click Personal On the Personal page under Name enter an alternate spelling of your name in the Alternate Spelling of First Name and Alternate Spelling of Last Name fields You can use the characters A Z a z and 0 9 Click Save Adding Alternate Names for Yourself Step 1 Step 2 Step 3 Step 4 Step 5 You can set Cisco Unity Connection to recognize you by one or more alternate names that you specify Alternate names are different from the version of your name listed in the corporate directory Connection recognizes common nicknames such as Bill for William and Cathy for Catherine However consider adding alternate names for yourself in the following situations to help callers reach you successfully when they ask for you by name You are kn
36. notification phone number 21 6 changing recorded name of private list 22 2 changing source of greeting 17 4 checking deleted messages 10 4 checking messages 7 1 deleting a new or saved message 10 2 disabling a greeting 17 4 disabling alternate greeting 17 8 disabling notification device 21 5 disabling rule set 19 20 enabling a greeting 17 4 enabling alternate greeting 17 8 enabling notification device 21 5 enabling rule set 19 18 forwarding all calls to Connection 19 24 forwarding a message 11 8 permanently deleting messages 10 2 playing all greetings 17 6 recording a greeting 17 4 recording greetings in additional languages 17 9 replying toamessage 11 5 rerecording current greeting 17 7 sending a voice message 11 2 using 2 2 transfer See call transfer Transfer All rule set about 19 23 enabling and disabling 19 23 types of receipts 8 1 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g W index U updating e mail program password to match Cisco PCA password 4 4 user enrolling as 1 1 using touchtone keys 2 2 voice commands 2 2 V voice commands changing a greeting 17 5 changing source of greeting 17 5 checking deleted messages 10 4 checking messages 7 3 deleting a new or saved message 10 2 disabling a greeting 17 5 disabling alternate greeting 17 9 enabling a greeting 17 5 enabling alternate greeting 17 9 forwarding a message 11 9 handling system broadcast messages 6 1 lists of 23
37. of a Private List The maximum number of members that you can add to a private list is specified by your Connection administrator Any user or system distribution list that is included in the directory is eligible for membership in your private lists OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter 22 Changing Private List Settings HI Changing Members of a Private List zl Step 1 Step 2 Step 3 Step 4 Depending on how Cisco Unity Connection is set up at your organization you may be able to send and respond to messages from users on remote voice messaging systems who are not in the directory If so you can also include these users known as remote contacts in your private lists If you try to add a user private list system distribution list or remote contact that is already a member of the private list Cisco Unity Connection does not add the member to the same list again You can add members to and review and delete members from your private lists by phone or in the Cisco Unity Assistant web tool Administrative changes to private list members may cause them to be presented differently when you review your lists later Occasionally administrative changes may even cause some members to be removed from your lists without notice Your Connection administrator should be able to inform you before changes occur though you will still need to readd these members to your lists in the event that
38. page click the name of the group On the Destination Group page check the check box for the destination you want to delete from the group You can check multiple check boxes to delete more than one destination at a time Click Delete Selected Deleting a Destination Group Step 1 Step 2 Step 3 Step 4 You cannot delete a destination group while it is used in a rule you must remove the destination group from the rule first and then delete the destination group To Delete a Destination Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destination Groups On the Destination Groups page check the check box for the group you want to delete You can check multiple check boxes to delete more than one destination group at a time Click the Delete Selected Rows icon below the menu bar User Guide for Cisco Unity Connection Release 2 x P1910 U OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool W Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool wy Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Personal call transfer rules allow you to consolidate how and where you want to receive calls Using th
39. play this information before and or after playing the message You can specify in the Cisco Unity Assistant web tool whether you want Connection to play all none or a combination of these message properties If you choose to hear message properties after listening to a message Connection plays the following properties Message Type Connection plays whether the message is new saved or deleted If applicable Connection will also play whether the message is private or urgent Sender s Information Connection plays the recorded name of the user who sent a message if available Connection may also play either the phone number of an unidentified caller if available or the extension of the user who sent the message Time the Message This is the time stamp Connection announces the day date and time that a Was Sent message was sent For receipts the information that Connection plays differs slightly Whether Connection plays the time stamp and reason for a receipt before or after the list of recipient s depends on how many recipients are associated with the receipt One recipient Time stamp and reason are played after the recipient name More than one recipient Time stamp and reason are played before the recipient list To Change What Cisco Unity Connection Plays Before and After a Message in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco
40. playback or after you listen to an entire message This section contains two procedures for deleting messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The procedures use keypad mappings for voice commands and the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 10 Deleting Messages HI Permanently Deleting Messages by Phone To Delete a New or Saved Message by Phone Using Touchtone Keys Step1 Log on to Cisco Unity Connection Step2 Press 1 to hear new messages Or Press 3 to review old messages Step3 During or after message playback press 3 to delete a message Table 10 1 Use These Keys Anytime Key Action x Cancel or back up 0 Help To Delete a New or Saved Message by Phone Using Voice Commands Step1 Log on to Cisco Unity Connection Step2 When Connection asks what you want to do say Play new messages to hear all new messages Or Play saved messages to review all old messages Step3 During or after message playback say Delete to delete a message Permanently Deleting Messages by Phone Depending on how it is set up Cisco Unity Connection may save your d
41. prevent you from sending and receiving messages System broadcast messages are not included in your total mailbox size This chapter contains the following sections Tips for Managing the Size of Your Mailbox page 5 1 Reasons Your Mailbox May Fill Up Quickly page 5 2 Tips for M anaging the Size of Your Mailbox The following tips can help you make more room in your mailbox Delete messages including messages in the Deleted Items folder in the Cisco Unity Inbox web tool if applicable Archive message recordings before deleting them by saving them as WAV files to your hard disk In the Cisco Unity Inbox use the Save Recording As option on the Options menu in the Media Master This feature is not available on all systems Ask your Connection administrator whether it is available to you Move voice messages to a folder on your hard disk before deleting them from your e mail program This feature is not available on all systems Ask your Connection administrator whether it is available to you OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter5 Managing the Size of Your Mailbox W Reasons Your Mailbox May Fill Up Quickly Reasons Your Mailbox May Fill Up Quickly This section describes reasons why you may feel that your Cisco Unity Connection mailbox fills up more quickly than you expect Note that your Connection administrator specifies the size of your mailbox Message Re
42. send your reply follow the prompts to handle the original message Replying to Voice Messages from the Cisco Unity Inbox Web Tool You can reply to voice messages from other Cisco Unity Connection users You can respond to just the sender and you can add recipients such as users e mail addresses and private and system distribution lists You can also respond to nondelivery receipts NDRs by resending the original message A message from Unity Connection Messaging System means that the caller was not a Connection user or was not logged on as a user when the message was left You cannot reply to messages from such callers m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter11 Sending and Replying to Messages Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Replying to Voice Messages from the Cisco Unity Inbox Web Tool Hi The following special delivery options are available Mark Urgent The message is sent before regular messages Mark Private Alerts the recipient to treat the message confidentially Connection users cannot forward private messages by phone or from the Cisco Unity Inbox Request a Heard You are notified when the recipient opens the message Message Receipt for This Message Note that you may not be able to receive all types of receipts even though the Cisco Unity Inbox allows you to request them Ask your Connection adminis
43. set up to use With a multilingual system you manage greetings in languages other than your default language by phone only and you phone input style must be set to Touchtone Keys Only To Rerecord Your Current Greeting by Phone Using Touchtone Keys Log on to Cisco Unity Connection Press 4 1 With a multilingual system Connection plays a list of available languages Press the applicable key to choose the language for the current greeting that you want to rerecord Connection will play the Greetings menu options in the same language After Connection plays your current greeting press 1 to rerecord it Use the following keys as you record Key Action 8 Pause or resume End recording OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter 17 Managing Personal Greetings HI Enabling or Disabling Your Alternate Greeting by Phone Step 1 Step 2 Step 3 Table 17 2 Use These Keys Anytime Key Action Cancel or back up 0 Help To Rerecord Your Current Greeting by Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do say Record my lt greeting name gt greeting Press when you are finished Enabling or Disabling Your Alternate Greeting by Phone This section contains two procedures Do the applicable procedure to enable or disable your alternate greeting by phone using touchtone keys or voice
44. take the call or have the caller leave a to Take the Call message Ask for Caller s Name Connection records the name of the caller and plays it for you before connecting the call You can change call screening settings only in the Cisco Unity Assistant web tool not by phone To Change Call Screening Settings in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Transfer and Screening In the Screen Calls section check one or more check boxes to set your screening options Note the following considerations For the option of declining a call for someone you share a phone with check both the Tell Me Who the Call Is For and the Ask Me If I Want to Take the Call check boxes For the option of accepting or declining a call based on the identity of the caller check both the Ask Me If I Want to Take the Call and the Ask For Caller s Name check boxes When you accept Connection connects the call When you decline Connection routes the call to voice mail Click Save OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 18 Changing Call Transfer and Screening Settings HI Changing Call Screening Settings in the Cisco Unity Assistant W eb Tool User Guide for Cisco Unity Connection Release 2 x Piss E OL 12744 01 CHAPTER M anaging Personal Call Transfer Rules to
45. that you hear by phone you use the Cisco Unity Assistant web tool To adjust the playback volume for all messages that you hear through your computer speakers you use the Media Master This section contains three procedures Do the applicable procedure to change message playback volume for an individual message or for all messages heard by phone or through computer speakers The procedure for an individual message uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Note The volume that you set in the following procedures does not affect the volume of the Cisco Unity Connection conversation recorded names or user greetings User Guide for Cisco Unity Connection Release 2 x P62 E OL 12744 01 Chapter 16 Changing Recording and Playback Settings Step 1 Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 Changing Playback Speed for Messages W To Change Playback Volume for an Individual Message by Phone While listening to a message toggle among these volume settings to adjust the volume of the message Press 5 once Increases the volume Press 5 again Decreases the volume Press 5 again Returns the volume to normal wy Note These touchtone keys do not work if you are configured for the voice r
46. the Help menu click the applicable link Contents Provides a list of topics in Help Index Provides a Help index This Page Provides the Help topic applicable to the page you are viewing For help on an icon hover the mouse over the icon until a tooltip is displayed User Guide for Cisco Unity Connection Release 2 x P32 E OL 12744 01 CHAPTER Securing and Changing Your Cisco Unity Connection Passwords You have two Cisco Unity Connection passwords your phone password and the password that you use to log on to the Cisco Personal Communications Assistant PCA website to access the web tools Your phone and Cisco PCA passwords are not synchronized This chapter contains the following sections Securing Your Cisco Unity Connection Passwords page 4 1 Changing Your Phone Password page 4 2 Changing Your Cisco PCA Password page 4 3 Updating Your E mail Program Password to Match Your Cisco PCA Password page 4 4 Securing Your Cisco Unity Connection Passw ords It is a good idea to change the initial passwords given to you by your Connection administrator While first time enrollment prompts you to change your initial phone password it does not let you change the initial password that you use to log on to the Cisco PCA You change your Cisco PCA password in the Cisco Unity Assistant web tool You can also change your phone password in the Cisco Unity Assistant but because you are not required to en
47. to a rule gives you options for handling screened calls before they are connected With call screening Cisco Unity Connection places the caller on hold then depending on your screening settings may identify the caller and prompt the person answering the phone to accept or forward the call Connection considers a call connected only when someone picks up and presses a touchtone key for a menu option Because call screening is part of a rule you set your screening preferences on the Call Holding and Call Screening Options page first before you can add a rule with call screening When call screening is set it is applied to rules that specify both destinations and destination groups When you receive a call to which a rule with call screening applies the caller is placed on hold while you decide whether to take a call If you set the Ask for Caller s Name option all callers are asked to say a name Connection records the name and plays it to identify the caller for you If you have set the Ask Me If I Want to Take the Call option Connection tells you to press 1 to take the call or to press 2 to send the call to voice mail In the meantime Connection tells the caller Wait while I transfer your call If you are not available to pick up a screened call Connection sends the call to voice mail For more information on adding call screening to a rule see the Adding a Rule to a Rule Set section on page 19 12 T
48. to the Personal Call Transfer Rules web tool If you have access to the web tool see the sections on call screening and holding settings in the Managing Personal Call Transfer Rules to Handle Incoming Calls chapter instead Call transfer and screening settings control how Cisco Unity Connection handles calls that are routed to you from the system for example from callers using Connection directory assistance Such calls are known as indirect calls Direct calls are those in which another Connection user dials your extension or when an outside caller dials your direct line if you have one Connection transfer and screening settings do not apply to direct calls Table 18 1 describes the available transfer and screening options Table 18 1 Cisco Unity Connection Call Transfer and Screening Settings Setting Description Call transfer You can choose to answer indirect calls or to have them routed to voice mail When you choose to answer indirect calls at your extension or at another extension that you specify you may also be able to indicate how you want Connection to handle the calls when your phone is busy Caller message For indirect calls you can choose whether the callers can edit their messages and mark them urgent Call screening You can choose to have Connection screen indirect calls Connection can ask for the name of the caller and play the name for you before connecting the call It can also tell you whe
49. your default language Touchtone Keys Only This feature is not available using voice commands This chapter contains the following sections Personal Greetings Available in Cisco Unity Connection page 17 1 Changing a Greeting page 17 3 Playing All Greetings by Phone page 17 6 Rerecording Your Current Greeting by Phone page 17 7 Enabling or Disabling Your Alternate Greeting by Phone page 17 8 Recording Greetings in Additional Languages by Phone with a Multilingual System page 17 9 Personal Greetings Available in Cisco Unity Connection Table 17 1 describes the personal greetings available in Cisco Unity Connection Note that Connection plays the greetings that you enable for the applicable situation while some greetings override other greetings when they are enabled User Guide for Cisco Unity Connection Release 2 x OL 12744 01 e Chapter 17 Managing Personal Greetings HI Personal Greetings Available in Cisco Unity Connection Table 17 1 Cisco Unity Connection Greetings Greeting Description Alternate greeting Enable this greeting to play during a specific time period when you want to indicate special circumstances such as when you are on vacation For example I will be out of the office until lt date gt When it is enabled the alternate greeting overrides all other greetings Your Connection administrator specifies whether the system transfers callers to your greeting without ring
50. 1 managing receipts 8 2 permanently deleting messages 10 3 placing a call 13 1 playing all greetings 17 7 recording a greeting 17 5 replying to a message 11 6 rerecording current greeting 17 8 sending a voice message 11 3 using 2 2 voice messages accessing from e mail program 2 7 addressing with Cisco Unity Inbox Address Book 11 10 deleting in e mail program 10 7 forwarding from Cisco Unity Inbox web tool 11 9 replying to from Cisco Unity Inbox web tool 11 6 sending by phone 11 1 sending from Cisco Unity Inbox web tool 11 3 voice recognition adjusting settings for phone input style 15 5 volume changing conversation 15 3 changing for message playback 16 2 m User Guide for Cisco Unity Connection Release 2 x OL 12744 01
51. 12 deleting 19 17 disabling by phone 19 20 disabling in Personal Call Transfer Rules web tool 19 20 m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 enabling by phone 19 18 enabling for days of week in Personal Call Transfer Rules web tool 19 19 enabling for range of dates in Personal Call Transfer Rules web tool 19 19 reordering rules 19 15 testing 19 16 S screening See call screening sender s information message properties 20 5 sending voice message from Cisco Unity Inbox web tool 11 3 voice messages by phone 11 1 setting up notification device 21 1 shortcuts alternate keypad mapping N 23 10 alternate keypad mapping S 23 13 alternate keypad mapping X 23 11 Optional Conversation 1 23 7 standard conversation 23 5 SMTP destinations 19 5 notification device setting up 21 1 sources of greetings 17 3 speed changing conversation 15 3 changing for message playback 16 3 standard conversation phone menus and shortcuts 23 5 standard greeting 17 3 system broadcast messages 6 1 system distribution lists sending voice messages to 11 1 sending voice messages to from Cisco Unity Inbox web tool 11 3 system greeting 17 3 Index W T testing rule set 19 16 time format changing for message time stamps 15 4 time stamp message property 20 5 touchtone keys canceling forwarding of all calls to Connection 19 25 changing a greeting 17 4 changing members of a private list 22 4 changing
52. 17 3 recording in additional languages by phone 17 9 rerecording current by phone 17 7 sources of 17 3 standard 17 3 system 17 3 H Help accessing for Cisco Unity web tools 3 2 Index holiday greeting 17 2 home phone using as an alternate device 14 3 importing Exchange contacts into personal contacts list 12 4 incoming calls handling with personal call transfer rules 19 11 indirect calls about 18 1 19 26 input changing phone style 15 4 internal greeting 17 3 L languages changing conversation 15 1 recording greetings in additional by phone 17 9 tools for managing greetings in multiple 17 1 logon changing what Connection plays at 15 5 loop detection setting changing for phone destinations 19 7 M mailbox deleting messages to manage size 10 1 managing size 5 1 notifications of full 5 1 reasons for filling up 5 2 managing mailbox size 5 1 receipts by phone 8 1 receipts in Cisco Unity Inbox web tool 8 3 Media Master about 2 4 changing message playback speed 16 4 changing message playback volume 16 3 choosing recording and playback devices 16 1 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g E index menu style changing conversation 15 2 Message Locator option 9 1 message notification See notification message number property 20 5 message playback settings 20 1 message properties about 20 4 message number 20 5 message type 20 5 sender s information
53. 19 Managing Personal Call Transfer Rules to Handle Incoming Calls Managing Caller Groups in the Personal Call Transfer Rules Web Tool Mil Creating a Caller Group Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 The following types of callers can be members of caller groups Personal contacts Callers who are entered in your personal contacts list System contacts Callers who are in the Connection system directory but who are not enabled to use Connection features and do not have a voice mailbox Connection users Callers who are in the Connection system directory have a voice mailbox and are enabled to use Connection features When a caller group contains a caller in the Cisco Unity Connection directory and the caller is later removed from the system by your Connection administrator the caller will also be removed from your caller group To Create a Caller Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Caller Groups menu click View Caller Groups On the Caller Groups page click the New Caller Group icon below the menu bar On the Caller Group page enter a name for the caller group and click Save Click Add Members On the Find Contacts page click the applicable tab depending on whether you want to search the list of users in the Connection directory or your personal contacts list
54. 20 5 time message was sent 20 5 message retention policy effect on mailbox size 5 2 messages addressing setting changing 15 6 changing count totals played at logon 15 5 changing information that Connection plays about 20 5 changing playback order 20 3 changing playback speed 16 3 changing playback volume 16 2 checking by phone 7 1 checking deleted by phone 10 3 checking in Cisco Unity Inbox web tool 7 4 checking in e mail program 7 5 deleting in Cisco Unity Inbox web tool 10 6 deleting new and saved by phone 10 1 enabling Message Type menu 20 2 finding with Go to Message option 9 7 finding with Message Locator option 9 1 finding with Phone View option 9 3 forwarding by phone 11 8 options for callers Cisco Unity Assistant web tool 18 4 permanently deleting by phone 10 2 replying to by phone 11 5 retrieving in Deleted Items folder Cisco Unity Inbox web tool 10 6 system broadcast 6 1 what you hear when checking 20 1 message size effect on mailbox size 5 2 message type menu enabling 20 2 property 20 5 mobile phone using as an alternate device 14 3 name See recorded name or alternate names NDR See nondelivery receipts nickname See alternate names nondelivery receipts about 8 1 effect on mailbox size 5 2 managing by phone 8 1 managing in Cisco Unity Inbox web tool 8 3 notification about 21 1 cascading 21 5 chaining 21 5 changing phone number by phone 21 6 enabling or disabling a device by phon
55. A Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click View Call Transfer Rule Sets On the Call Transfer Rule Sets page click the name of the rule set that contains the rule you want to change On the Rule Set page in the Transfer Rules list click the rule name On the Rule page make your changes Use Table 19 1 and Table 19 2 in the Adding a Rule to a Rule Set section on page 19 12 to determine values for the fields In the Preview section click Update Preview to display a text version of the rule so you can confirm that your changed version is correct Click Save Reordering Rules ina Rule Set The order of rules in a rule set is important because Cisco Unity Connection processes the rules from the top of the list to the bottom then applies only the first rule whose conditions are met by the incoming call If a rule set has more than one rule arrange the rules from most specific to least specific to ensure that Connection applies the most specific rule to a call rather than applying a more general rule to it Tip Step 1 Step 2 Step 3 Step 4 To change the priority of only one rule in a set make your change to that rule in the Transfer Rules list on the Rule Set page and click Update Priority All other rules in the rule set will be reprioritized accordingly To Reorder Rules in a Rule Setin the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco U
56. Address Book If you use the voice recognition option you can also specify alternate names for the display name that you give a private list You say the display name when you use voice commands to address a message to the private list by phone Consider specifying alternate names if the display name is not pronounced the way it would be read as may be the case with acronyms and abbreviations For example your list name for the Technical Support department is IT You would add the pronunciation spelling Eye Tea as an alternate name You enter an alternate name for your display name in the Cisco Unity Assistant This section contains two procedures Do the applicable procedure to change the list name by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change the Recorded Name of a Private List by Phone Using Touchtone Keys Step1 Log on to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x P22 OL 12744 01 Chapter 22 Changing Private List Settings Step 2 Step 3 Step 4 Step 5 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Changing Members ofa Private List W If you are not using voice commands sk
57. CLUDING WITHOUT LIMITATION THOSE OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT OR ARISING FROM A COURSE OF DEALING USAGE OR TRADE PRACTICE IN NO EVENT SHALL CISCO OR ITS SUPPLIERS BE LIABLE FOR ANY INDIRECT SPECIAL CONSEQUENTIAL OR INCIDENTAL DAMAGES INCLUDING WITHOUT LIMITATION LOST PROFITS OR LOSS OR DAMAGE TO DATA ARISING OUT OF THE USE OR INABILITY TO USE THIS MANUAL EVEN IF CISCO OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES CCVP the Cisco logo and the Cisco Square Bridge logo are trademarks of Cisco Systems Inc Changing the Way We Work Live Play and Learn is a service mark of Cisco Systems Inc and Access Registrar Aironet BPX Catalyst CCDA CCDP CCIE CCIP CCNA CCNP CCSP Cisco the Cisco Certified Internetwork Expert logo Cisco IOS Cisco Press Cisco Systems Cisco Systems Capital the Cisco Systems logo Cisco Unity Enterprise Solver EtherChannel EtherFast EtherSwitch Fast Step Follow Me Browsing FormShare GigaDrive HomeLink Internet Quotient IOS iPhone IP TV iQ Expertise the iQ logo iQ Net Readiness Scorecard iQuick Study LightStream Linksys MeetingPlace MGX Networking Academy Network Registrar Packet PIX ProConnect ScriptShare SMARTnet StackWise The Fastest Way to Increase Your Internet Quotient and TransPath are registered trademarks of Cisco Systems Inc and or its affiliates in the United States and certain other countries All
58. French greeting that you recorded To use this feature your phone input style must be set to Touchtone Keys Only Note that when you choose a language in which to record a greeting Connection plays the Greetings menu options in the same language To Record a Greeting in an Additional Language by Phone Using Touchtone Keys Log on to Cisco Unity Connection OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 17 Managing Personal Greetings HI Recording Greetings in Additional Languages by Phone with a Multilingual System Step 2 Step 3 Step 4 Step 5 Step 6 Press 4 1 Connection plays a list of available languages from which to choose Press the applicable key to choose the language in which you want to record the greeting Connection will play the Greetings menu options in the same language Connection plays your current greeting You can press to skip hearing it Press the applicable keys for the greeting that you want to record Keys Action 311 Standard greeting 321 Closed greeting 331 Alternate greeting 341 Busy greeting 351 Internal greeting 361 Holiday greeting Record the greeting at the tone m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 CHAPTER Changing Call Transfer and Screening Settings This chapter describes how to change and use call transfer and screening options for users who do not have access
59. Handle Incoming Calls Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Cisco Unity Connection can transfer and screen your incoming calls according to rules you set up Connection uses a personal call transfer rule to transfer particular calls to you according to caller identity time of day and your meeting schedule or to other transfer calls to voice mail or to another phone number You can set rules to transfer calls to a phone number a series of phone numbers or to an e mail based paging address Additionally you can set up rules to screen some or all of your incoming calls You can build very simple personal call transfer rules for example to transfer a call from a single phone number to voice mail or create more complex rules by using the following components Personal Contacts list Connection uses your Personal Contacts list to route incoming calls as well as to place outgoing calls when you are using voice commands For more information see the Managing Your Personal Contacts List chapter Caller groups You can organize callers into groups in order to apply one rule to multiple callers without having to recreate the rule multiple times Caller groups can contain other Connection users system contacts and personal contacts Personal destinations You can create a directory of contact phone numbers to which Connection can route incomin
60. RL is SIP aabade cisco com enter aabade Talk to your Connection administrator to learn more Optionally enter a description for the device in the Name field For example you might enter Mobile work phone or My personal mobile phone To add another device click Add Row and repeat Step 3 and Step 4 Click Save All alternate devices that you entered are enabled Changing Your Directory Listing Status You can choose whether to be listed in the corporate phone directory When you are listed in the directory callers who do not know your extension can reach you by finding your name in directory assistance Note Step 1 You may need to have a recorded name to be listed in the directory Ask your Connection administrator This section contains two procedures Do the applicable procedure to change your directory listing status by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change Your Directory Listing Status by Phone Log on to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x Piss OL 12744 01 Chapter14 Changing Personal Settings Changing Your Directory Listing Status W Step2 If you are not u
61. Rewind message 7 Pause or resume 8 Fast forward 9 Fast forward to end Restore as saved 2 Reply 4 Reply to all 42 Forward message 5 Save or restore as new 6 Play message properties 9 Skip message save as is Cancel or back up ss Help 0 Not available on some systems m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for Optional Conversation W After Message Menu and Shortcuts Standard Conversation After listening to a message press Action Key s Replay message 1 Play message by number saved messages only 12 Play previous saved message 14 Play next saved message 16 Save or restore as saved 2 Delete 3 Reply 4 Reply to all 42 Call the Connection user 44 Forward message 5 Save or restore as new 6 Rewind 7 Play message properties 9 Save as is Cancel or back up j Help 0 Not available on some systems Phone M enus for Optional Conversation 1 This section lists the touchtone key sequences for the following menus e Main Menu and Shortcuts Optional Conversation 1 page 23 7 Send a Message Menu and Shortcuts Optional Conversation 1 page 23 8 During Message Menu and Shortcuts Optional Conversation 1 page 23 8 After Message Menu and Shortcuts Optional Conversation 1 page 23 9 Main Menu and Shortcuts Optional Co
62. S W Action Key s Save or restore as new 6 Save or restore as saved 7 Play message properties 9 Cancel or back up Not available on some systems User Guide for Cisco Unity Connection Release 2 x OL 12744 01 E 2315 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HT Phone Menus for Alternate Keypad Mapping S User Guide for Cisco Unity Connection Release 2 x eag OL 12744 01 CHAPTER Reference Information i Cisco Unity Connection Phone Numbers Your Cisco Unity Connection ID Cisco PCA Website The URL is case sensitive Cisco Unity Connection Domain and Server Name Connection Administrator and or Support Desk Contact Information User Guide for Cisco Unity Connection Release 2 x OL 12744 01 SEIN Chapter 24 Reference Information User Guide for Cisco Unity Connection Release 2 x Ka OL 12744 01 A accessing Cisco Unity webtools 3 1 Connection by phone 3 1 Help for Cisco Unity web tools 3 2 adding alternate devices 14 3 alternate names for private lists 22 2 alternate names for yourself 14 3 alternate spellings of your name 14 2 personal contacts 12 2 rule to rule set 19 12 addressing setting changing 15 6 addressing voice messages with Cisco Unity Inbox Address Book 11 10 alternate devices adding 14 3 alternate greeting about 17 2 disabling by phone 17 8 enabling by phone 17 8 alternate key
63. Step 3 On a multilingual system press 4 1 a Connection plays a list of available languages Press the applicable key to choose the language for the greetings that you want to hear Connection will play the Greetings menu options in the same language b Press 4 to hear all your greetings User Guide for Cisco Unity Connection Release 2 x ma OL 12744 01 Chapter 17 Managing Personal Greetings Step 3 Step 1 Step 2 Step 3 Rerecording Your CurrentGreeting by Phone W Connection plays all six greetings starting with your current greeting For each greeting Connection tells you whether it is turned on or off To Play All Greetings by Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do say Play all greetings Connection plays all six greetings starting with your current greeting For each greeting Connection tells you whether it is turned on or off Rerecording Your Current Greeting by Phone 4 Step 1 Step 2 Step 3 This section contains two procedures Do the applicable procedure to play all greetings by phone using touchtone keys or voice commands The touchtone key procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are
64. Transfer Rules Web Tool 19 2 Creating a Caller Group 19 3 Adding a Caller to a Caller Group 19 3 Deleting a Caller from a Caller Group 19 4 Changing the Name of a Caller Group 19 4 Deleting a Caller Group 19 5 M anaging Destinations in the Personal Call Transfer Rules Web Tool 19 5 Creating a Personal Destination 19 6 Changing a Personal Destination 19 6 Deleting a Personal Destination 19 7 Changing the Rings to W ait Setting for Phone Destinations 19 7 Changing the Loop Detection Setting for Phone Destinations 19 7 M anaging Destination Groups in the Personal Call Transfer Rules Web Tool 19 8 Creating a Destination Group 19 9 Changing a Destination Group 19 9 Deleting a Destination from a Destination Group 19 10 Deleting a Destination Group 19 10 M anaging Rule Sets and Rules in the Personal Call Transfer Rules Web Tool 19 11 Task List for Setting Up a Rule Set 19 11 Creating a Rule Set 19 12 Adding a Rule to a Rule Set 19 12 Changing a Rule 19 15 Reordering Rules in a Rule Set 19 15 Testing a Rule Set 19 16 Deleting a Rule Set 19 17 Enabling and Disabling Rule Sets 19 17 Enabling a Rule Set by Phone 19 18 Enabling a Rule Set for a Range of Dates in the Personal Call Transfer Rules Web Tool 19 19 Enabling a Rule Set for Days of the Week in the Personal Call Transfer Rules Web Tool 19 19 Disabling a Rule Set by Phone 19 20 Disabling a Rule Set in the Personal Call Transfer Rules Web Tool 19 20 User Guide for Cisco Unity Connection Relea
65. Unity Assistant on the Preferences menu click Message Playback OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 20 Changing Message Playback Settings E Changing What Cisco Unity Connection Plays Before and After a Message Step 3 Step 4 Step 5 On the Message Playback page scroll down to the Before Playing Each Message Play section and check or uncheck any or all of the following three check boxes to specify what information Connection plays before each message e Sender s Information Message Number Time the Message Was Sent In the After Playing Each Message Play section check or uncheck the Time the Message Was Sent check box to specify whether Connection plays the message time stamp after playing each message Click Save User Guide for Cisco Unity Connection Release 2 x Ka OL 12744 01 CHAPTER 21 Changing M essage Notification Settings Cisco Unity Connection can call a phone or pager to notify you of new messages Connection can also send message notifications in the form of text messages for example Urgent message for Technical Support or You have new voice messages to e mail addresses Your Connection administrator can tell you whether these options are available to you Connection calls a phone or pager or sends an e mail message based on the notification schedules and contact options that you specify You use the Cisco Unity Assistant web too
66. Use These Keys Anytime Key Action x Cancel or back up 0 Help To Change Your Connection Conversation Menu Style in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Menu Style list choose the menu style that you want to hear Full Connection plays comprehensive instructions Use if you are a new Connection user Brief Connection plays abbreviated versions of the full menus Use if you are a more experienced user User Guide for Cisco Unity Connection Release 2 x Pi E OL 12744 01 Chapter15 Changing Cisco Unity Connection Conversation Settings Changing the Volume of the Connection Conversation W Step4 Scroll to the bottom of the page and click Save Changing the Volume of the Connection Conversation You can set the volume level at which you hear prompts recorded names and user greetings in the Cisco Unity Connection conversation NS Note The volume that you specify here does not affect the volume of messages To Change the Volume of the Connection Conversation in the Cisco Unity Assistant Web Tool Step1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Preferences menu click Phone Menu Step3 On the Phone Menu page in the Menu Volume list click the level at whi
67. additional characters for example you may be required to enter an access code to dial outbound numbers If you are experiencing difficulties with this setting contact your Connection administrator In the Rings to Wait field enter the number of rings you want Connection to wait before transferring the call to voice mail or to the next destination in a destination group depending on your other call transfer settings The default value is four rings If you have set this destination to forward calls to Connection check the Loop Detection Enabled check box If you create a rule that transfers calls from Connection to a phone destination you may inadvertently create a call looping situation in which Connection forwards calls to your phone and your phone consequently forwards the call back to Connection and callers may never be able to reach you Selecting this setting when you configure this type of destination to forward calls to Connection can help eliminate call looping problems Click Save Changing a Personal Destination Step 1 Step 2 Step 3 To Change a Personal Destination in the Personal Call Transfer Rules W eb Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destinations On the Destinations page click the name of the personal destination User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 Chapter19 Managing Personal Call Tran
68. age NDRs only 3 Delete 9 Play receipt properties 4 Resend original message NDRs only Save as is 5 Forward Cancel or back up Read and unread receipts only 6 Save as new 0 Help To Manage Receipts by Phone Using Voice Commands Step1 Log on to Cisco Unity Connection Step2 When Connection asks What do you want to do say Play Receipts Connection tells you the total number of receipts that you have then plays them Or Play lt new saved deleted gt receipts Connection tells you the number of receipts that meet your criteria then plays them User Guide for Cisco Unity Connection Release 2 x E OL 12744 01 Chapter8 Managing Receipts Step 3 Step 4 Managing Receipts in the Cisco Unity Inbox Web Tool Mi Use the following keys to control playback as you listen to a receipt Key s Action Key s Action 4 Slow playback 9 Fast forward 5 Change volume Fast forward to end 6 Fast playback 7 Cancel or back up 7 Rewind receipt 0 Touchtone Help 8 Pause Resume 1 Not available on some systems Use the following voice commands to manage the receipt after you have listened to it Action Voice Command Key s Replay receipt Repeat 1 Save or restore as saved Save 2 Delete receipt Delete 3 Resend original message NDRs Resend 4 only Save as new Mark new 6 Rewind receipt N A 7 Play receipt propertie
69. age press Action ky Rewind 4 Save as is 6 Call the Connection user 9 Play message properties 70 Reply 71 Replay message 72 Forward message 73 Reply to all 74 Delete 76 Save or restore as saved 77 Save or restore as new 78 Cancel or back up j Operator 0 Not available on some systems Phone M enus for Alternate Keypad M apping X This section lists the touchtone key sequences for the following menus Main Menu and Shortcuts Alternate Keypad Mapping X page 23 12 User Guide for Cisco Unity Connection Release 2 x OL 12744 01 BEN Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HT Phone Menus for Alternate Keypad Mapping X During Message Menu and Shortcuts Alternate Keypad Mapping X page 23 12 After Message Menu and Shortcuts Alternate Keypad Mapping X page 23 13 Main Menu and Shortcuts Alternate Keypad M apping X While listening to the Main menu press Action Key s Send a message 1 Hear new messages 2 Review saved and deleted messages 3 Change setup options 5 Find messages from a Connection user 81 Find messages from all outside callers 82 Find messages from an outside caller 83 Exit Repeat menu Main menu Help 0 Not available on some systems During Message Menu and Shortcuts Alternate Keypad Mapping X While listening to a message press Action Key s Skip to
70. al frequency field is 1 to 100 minutes For example if you set the repeat notification interval to 5 minutes at 11 47 a m Connection will notify you of new messages at 11 50 a m 11 55 a m 12 00 p m 12 05 p m 12 10 p m 12 15 p m 12 20 p m 12 25 p m etc If lt Device gt Does Not Answer Connection follows your settings for an unanswered device Indicate settings for e Hang Up After lt x gt Rings Set to a minimum of 3 rings Choose a higher number to give yourself more time to get to the phone Try Again lt x gt Times Choose a higher number to accommodate when you step away from the phone briefly Choose a lower number to avoid disturbing others e Try Again After lt x gt Minutes Choose a higher number to accommodate when you step away from the phone for long periods of time If lt Device gt Is Busy Connection follows your settings for a busy device Indicate settings for Try Again lt x gt Times Choose a higher number if you use the phone frequently Try Again After lt x gt Minutes Choose a higher number if you have long phone conversations If Notification Fails Try Select an option for an additional device to send notification to when the first device does not answer or is busy Connection calls the device only if it is enabled and its schedule is current Step 13 Click Save To Set Up or Change an SMTP Notification Device in the Cisco Unity Assistant Web Tool S
71. al message 8 NDRs only Play message properties Message properties 9 Not available on some systems Universal Voice Commands Use the following commands and touchtone keys at any time while you are using voice commands in the Cisco Unity Connection conversation Action Voice Command Key s Cancel or back up Cancel A Voice command Help Help N A Touchtone key Help Touchtone 0 Command Help Return to Main menu Main menu N A Hang up or exit the system Goodbye N A Hang up Repeat message or repeat menu prompts Repeat N A m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for the Standard Conversation W Phone M enus for the Standard Conversation This section lists the touchtone key sequences for the following menus e Main Menu and Shortcuts Standard Conversation page 23 5 Send a Message Menu and Shortcuts Standard Conversation page 23 5 During Message Menu and Shortcuts Standard Conversation page 23 6 After Message Menu and Shortcuts Standard Conversation page 23 7 Main Menu and Shortcuts Standard Conversation While listening to the Main menu press Action Key s Hear new messages Send a message Review saved messages 31 Review deleted messages 32 Change setup options C
72. aling your primary extension You set forwarding from the device itself not in Connection Note that the phone number must be able to be passed to Connection for the system to recognize the device Talk to your Connection administrator to learn more OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 14 Changing Personal Settings E Changing Your Directory Listing Status Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 You can add five alternate devices and view any administrator defined alternate devices in the Cisco Unity Assistant To Add an Alternate Device in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Personal In the Alternate Extension section in the User Defined Extensions table enter an extension or phone number up to 30 characters in length in the Number field for the device When entering numbers in the User Defined Extensions table note the following considerations Each alternate device that you add must be unique Connection will not accept a number that is already assigned to another user either as a primary extension or alternate device or to another Connection entity such as a public distribution list Use digits 0 through 9 Do not use spaces dashes or parentheses e You may also be able to enter a valid alias for a SIP URL For example if the U
73. ame and then tells you how many new and saved messages you have After your message counts Connection plays the Main menu Once you choose to play either your new or old messages Connection plays them in the order you specify in the Cisco Unity Assistant web tool first ordered by message type and urgency then by the time the message was sent Alternatively if you are using the touchtone key input style and have enabled the Message Type menu Connection allows you to choose which messages you want to hear by type By default Connection plays information about a message and the sender before and after playing the message What you hear about a message and the sender depends on whether the message was left by another user or by an unidentified caller Connection user Connection plays the message number time stamp and recorded name and or extension of the user who left the message Unidentified caller Connection plays the message number and time stamp Connection may also play the phone number of the caller if the number is available and if the system is set up to do so You use the Cisco Unity Assistant web tool to specify what information Connection plays about a message and the message sender before and after playing messages OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 20 Changing Message Playback Settings E Enabling the Message Type Menu Enabling the Message Type Menu If you
74. ample if your name is John Doe you could not use a numeric representation of johnd johndoe jdoe doe Cisco PCA The password must contain at least three of the following four characters an uppercase character a lowercase character a number or a symbol The password cannot contain your username or its reverse The password cannot contain your primary extension or its reverse A character cannot be used more than three times consecutively for example cooool The characters cannot all be consecutive in ascending or descending order for example abcdef or fedcba Changing Your Phone Password Your phone password protects the privacy of your messages and secures your Cisco Unity Connection mailbox from unauthorized access You can change your phone password at any time This section contains two procedures Do the applicable procedure to change your phone password by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Tip If you forget your phone password use the Cisco Unity Assistant web tool to change it because you are not required to enter an existing phone password to change it there To Change Your Phone Passw ord by Phone Step1 Log o
75. an add any of your destinations to a destination group You can also add a destination to more than one destination group A destination group must contain at least one phone number The order of destinations within a group is important because Cisco Unity Connection dials the destinations from top to bottom as they appear in the list After you add destinations to a group you may need to reorder them to suit your needs To Create a Destination Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destination Groups On the Destinations Groups page click the New Destination Group icon below the menu bar On the Destination Group page enter the name of the group Click Save On the Destination Group page click Add Destinations On the Add Destinations page check the check box next to the destination that you want to add to the group You can check multiple check boxes to add more than one destination at a time Click Add Destinations On the Destination Group page enter a number in the Priority column to specify the order in which you want Connection to try the destinations in the group For example to call your mobile phone first and your home phone second enter for your mobile phone and 2 for your home phone Click Save Changing a Destination Group Step 1 Step 2 Step 3 On the Destination Group page you can
76. and any changes such as marking the message as new or changing the subject and return to the Cisco Unity Inbox Mark Message as Unheard Mark Message as Unread for NDRs Close Check this check box to save the message as new This may trigger the message waiting indicator on your phone Close the message without saving changes and return to the Cisco Unity Inbox Checking Voice Messages in Your E mail Program amp Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Voice messages and receipts typically appear in a separate folder in your e mail program Messages contain a WAV file attachment with the recording You play a voice message by opening the attachment Your e mail program may notify you of new voice messages in the same way that it notifies you of new e mail messages You can listen to and delete voice messages in your e mail program you cannot send reply to or forward them The From field of a message will contain either the name of a Cisco Unity Connection user or Unity Connection Messaging System when a message is left by someone who is not a Connection user or by a user who did not log on before leaving the message The Subject field displays the phone number of the caller if it is available OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter7 Checking Messages HI Checking Voice Messag
77. ation you do not have to wait for the system to finish a prompt In addition if you know exactly what you want to do you can say more complex commands without having to navigate through a hierarchy of menus to accomplish a task For example you can say Send a private and urgent message to Tina Chen at the Main menu If you are not comfortable saying commands or you are in a situation where your commands are not recognized by the system for example you are on a mobile phone where there is background noise the voice recognition option offers a small set of touchtone key options for select commands To hear the touchtone key options available for any menu press 0 or say Touchtone command Help For a temporary switch from using voice commands to using only touchtone keys say Touchtone conversation or press 9 at the Main menu To switch back to using voice commands hang up and log on to Cisco Unity Connection again Your Connection administrator determines whether the voice recognition option is available to you When voice recognition is enabled you have the option of changing the Input Style setting in the Cisco Unity Assistant to using only touchtone keys or using touchtone keys and voice commands For information on changing the setting see the Changing Your Phone Input Style section on page 15 4 User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 Chapter2 The Tools You Use Worki
78. carefully and respond as prompted You do not need to refer to any Connection documentation during enrollment The system will tell you when the enrollment process is complete If you hang up before you have completely enrolled none of your changes are saved and the first time enrollment conversation plays again the next time you log on to Connection After enrollment see the The Tools You Use chapter to learn about the tools that you use to check and send messages record additional greetings and set up notification devices OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter1 Getting Started HI Enrolling as a Cisco Unity Connection User At any time after enrollment you can rerecord your name and greeting or change your phone password and directory listing status User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 CHAPTER The Tools You Use As a Cisco Unity Connection user you can send and manage messages by using a phone and by using the Cisco Unity Inbox web tool you may also be able to manage voice messages in your e mail program The Cisco Unity Assistant web tool lets you personalize your Connection phone settings This chapter contains the following sections Working with Cisco Unity Connection by Phone page 2 1 Working with the Cisco Unity Web Tools page 2 3 Working with the Media Master page 2 4 Managing Voice Messages in Your E mail P
79. ce Commands Note This feature is not available on all systems Ask your Connection administrator whether it is available to you The name dialing feature allows you to place a call to another Cisco Unity Connection user by saying the person s name or extension For example when you say Call Harriet Smith Connection finds the extension for Harriet in the corporate directory and places the call To use the name dialing feature you must be configured to use the voice recognition option and have the Input Style setting in the Cisco Unity Assistant web tool set to use voice commands See the Changing Your Phone Input Style section on page 15 4 for more information If you are configured to use the Personal Call Transfer Rules web tool the feature also allows you to place calls to personal contacts You can set up a personal contacts list with names and phone numbers for people who are not in the Connection directory such as your customers suppliers family members and friends To place a call you say the name and the phone at which you want to reach your contact For example when you say Call Bob at home Connection finds the home number for Bob in your personal contacts list and places the call See the Managing Your Personal Contacts List chapter for more information Note that to place calls by using voice commands you must be logged on to Connection Tip Step 1 Consider adding alternate names
80. ch you want to hear the Connection conversation Step4 Scroll to the bottom of the page and click Save Changing the Speed of the Connection Conversation You can set the speed at which you hear prompts recorded names and user greetings in the Cisco Unity Connection conversation wy Note The speed that you specify here does not affect the speed of messages To Change the Speed of the Connection Conversation in the Cisco Unity Assistant W eb Tool Step1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Preferences menu click Phone Menu Step3 On the Phone Menu page in the Menu Speed list click the level at which you want to hear the Connection conversation Step4 Scroll to the bottom of the page and click Save User Guide for Cisco Unity Connection Release 2 x OL 12744 01 m Chapter 15 Changing Cisco Unity Connection Conversation Settings HZ Changing the Time Format Used for Message Time Stamps Changing the Time Format Used for Message Time Stamps Step 1 Step 2 Step 3 Step 4 You can select the time format used for the message time stamps that you hear when you listen to your messages by phone The following time formats are available 12 Hour Clock You hear 1 p m when listening to the time stamp for a message left at 1 00 p m 24 Hour Clock You hear 1300 when listening to the time stamp for a message left at 1 00 p m
81. change the group name add or delete destinations from the group and change the priority order of the destinations in the group To Change a Destination Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destination Groups On the Destination Groups page click the name of the group OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Destination Groups in the Personal Call Transfer Rules Web Tool Step 4 Step 5 Step 6 On the Destination Group page change the group name or change the priority order of the destinations in the group Click Add Destinations to add another destination to the group To remove a destination from the group click the check box next to the destination name to select it and click Delete Selected Click Save Deleting a Destination from a Destination Group Step 1 Step 2 Step 3 Step 4 Step 5 The last phone destination cannot be deleted from a destination group if that will result in the group having only SMTP destinations To Delete a Destination from a Destination Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destination Groups On the Destination Groups
82. clude 1 the country code and the area code as applicable You can also enter comma to insert a one second pause and to correspond to the and keys on the phone Click Save The entry is added to your personal contacts list Changing Information for Personal Contacts in the Personal Call Transfer Rules Web Tool Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Do the procedure in this section when you want to change the name or phone number for a contact or to assign an alternate name To Change Information for a Personal Contact in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Contacts menu click View Contacts On the Personal Contacts page click the first name of the contact whose information you want to change In the Alternate Spelling of First Name and Alternate Spelling of Last Name fields change the alternate spellings of your contact s name as applicable If you use non Roman alphabet characters in the First Name and Last Name fields using the Roman alphabet for the alternate spellings enables Connection to identify the names if you call the contact by using voice commands You can use the characters A Z a z and 0 9 In the Alternate Names section change the information as applicable a To delete an alternate name check the check box next to the name and click Delete Selected b To add an alternate name c
83. co Unity Connection Release 2 x P24 E OL 12744 01 Chapter12 Managing Your Personal Contacts List Importing Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool W Note that Connection does not distinguish duplicate entries or enter phone number information in the Dialable Phone fields After the import is complete you may want to review your personal contacts list to remove duplicate entries or to add dialable phone numbers if you call contacts by using voice commands See Adding Personal Contacts in the Personal Call Transfer Rules Web Tool section on page 12 2 for information about adding dialable phone information for a contact To Import Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules Step2 On the Contacts menu click Import Contacts Step3 On the Import Contacts from Exchange page click Import Contacts Connection imports the entries from your Exchange Contacts folder and displays the results of the import User Guide for Cisco Unity Connection Release 2 x OL 12744 01 o Chapter12 Managing Your Personal Contacts List HI importing Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool User Guide for Cisco Unity Connection Release 2 x P26 OL 12744 01 CHAPTER Placing Calls by Using Voi
84. commands The touchtone key procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Note Step 1 Step 2 Step 3 Step 4 With a multilingual system you manage greetings in languages other than your default language by phone only and you phone input style must be set to Touchtone Keys Only To Enable or Disable Your Alternate Greeting by Phone Using Touchtone Keys Log on to Cisco Unity Connection Press 4 1 With a multilingual system Connection plays a list of available languages Press the applicable key to choose the language for the alternate greeting that you want to enable or disable Connection will play the Greetings menu options in the same language Press to skip hearing your current greeting Press 2 to enable or disable your alternate greeting When your alternate greeting is enabled pressing 2 disables it when it is disabled pressing 2 enables it User Guide for Cisco Unity Connection Release 2 x Mirs E OL 12744 01 Chapter 17 Managing Personal Greetings Step 5 Step 1 Step 2 Recording Greetings in Additional Languages by Phone with a Multilingual System i If you enabled your alternate greeting either Press 1 to specify the day and time when you want Conn
85. cording User Guide for Cisco Unity Connection Release 2 x OL 12744 01 ECE Chapter16 Changing Recording and Playback Settings E Changing Playback Volume for Messages Step 4 Step 5 Step 6 Set the applicable device Playback Device Choose the phone or the multimedia speakers attached to your computer If you choose the phone click your extension or enter another phone number in the Active Phone Number field Recording Device Choose the phone or the multimedia microphone attached to your computer If you choose the phone click your extension or enter another phone number in the Active Phone Number field Tip Use the phone to get the best sound quality Choose the performance setting that best suits your system Play Message While Play messages as they download to Connection Downloading Download Complete Download messages completely before they are played Message Before Playing Tip For the best performance and quality we recommend that users who use Connection in a low bandwidth environment for example with a slow modem download messages completely before playing them Click OK Changing Playback Volume for Messages You can adjust the playback volume of messages in several ways As you listen to an individual message by phone you can adjust the volume by using touchtone keys the change does not affect the playback volume of other messages To adjust the playback volume for all messages
86. ction Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change Your Recorded Name by Phone Log on to Cisco Unity Connection OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 14 Changing Personal Settings W Adding Alternate Spellings of Your Name Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 Step 4 Step 5 If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have finished changing your recorded name hang up and log on to Connection again Press 4 3 2 At the tone record your name or press to keep the current recording Use the following keys as you record Key Action 8 Pause or resume End recording Table 14 1 Use These Keys Anytime Key Action x Cancel or back up 0 Help To Change Your Recorded Name in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Personal On the Personal page on the Media Master click Record and record your name When you finish recording click Stop Click Save Adding Alternate Spellings of Your Name Step 1 If your name is entered using
87. d in your e mail program so the program can continue to access your Connection account For additional information see the Updating Your E mail Program Password to Match Your Cisco PCA Password section on page 4 4 To Change Your Cisco PCA Password in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link On the Passwords menu click Change Cisco PCA Password On the Cisco PCA Password page enter your new password then enter it again to confirm it Click Save OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter4 Securing and Changing Your Cisco Unity Connection Passwords HI Updating Your E mail Program Passw ord to Match Your Cisco PCA Password Updating Your E mail Program Password to Match Your Cisco PCA Password Note This feature is not available on all systems Ask your Connection administrator whether it is available to you If your e mail program uses your Cisco Unity Connection username and Cisco PCA password to access your Connection account to retrieve voice messages you must update your e mail program password when you change your Cisco PCA password in the Cisco Unity Assistant web tool This ensures that the e mail program can continue to access your Connection account If you are having trouble receiving voice messages in your e mail program consider the following tips If your e mail program is prompting you for your Co
88. dnesday at noon 4 Normal voice message sent 4 Normal voice message sent 4 Urgent voice message sent Thursday at 8 30 a m Wednesday at noon Tuesday at 2 13 p m 5 Urgent e mail message sent 5 Urgent e mail message sent 5 Urgent voice message sent Wednesday at 4 10 p m Wednesday at 4 10 p m Tuesday at 10 30 a m 1 You may not be able to play deleted messages by phone Ask your Connection administrator You can set the order in which Connection plays your messages only in the Cisco Unity Assistant web tool not by phone To Change Message Playback Order in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Message Playback On the Message Playback page in the New Message Play Order section use the Move Up and Move Down buttons to put the list of message types in the order in which you want them played In the Then By list click Newest First or Oldest First to specify the message order for all new messages Note that this does not allow you to have a particular message type played In the Saved Message Play Order section use the Move Up and Move Down buttons to put the list of message types in the order in which you want them played In the Then By list click Newest First or Oldest First to specify the message order for all saved messages In the Deleted Message Play Order section click Newest First or Oldes
89. e Personal Call Transfer Rules web tool you can create rules to transfer and screen calls based on caller identification time of day and meeting schedules You can also set Cisco Unity Connection to transfer selected calls to a destination or destination group You can change the characteristics of your rules as frequently as you need For example you might create a rule that sends all calls from a co worker to your mobile phone and later change the rule to send all calls except those from the co worker to your mobile phone Rules can be general such as Send all my calls to voice mail Or they can be specific such as Send calls from Jane Smith to my mobile phone if she calls between 9 00 am and 10 00 am and screen the call A rule set is a group of one or more rules that you can enable on certain days and for a range of dates according to your schedule When the date or day specified for a rule set becomes current Connection activates the rule set and begins processing calls against it Connection gives precedence to a rule set enabled for a range of dates over one enabled for day s of the week Connection uses the first rule in the set that matches the condition of an incoming call and applies it Therefore the way in which you order your rules within a set is important In general order rules from most specific to least specific To set up arule set successfully see the Task List for Setting Up a Rule Set section o
90. e depending on whether you are using touchtone keys or voice commands The procedures use keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Find Messages by Using the Phone View Option Using Touchtone Keys Log on to Cisco Unity Connection Press 5 to access Message Locator OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter9 Finding Messages by Phone W Finding Messages by Using the Phone View Option Step3 Use the following keys to define your search Key Action Find voice messages from another user When prompted use the phone keypad to spell the user name or to enter the extension of the user Press to switch between spelling and number entry Find voice messages from all outside callers Connection searches for any messages left by unidentified callers including outside callers and users who did not log on to Connection before calling from an external phone or from a phone that is not associated with a user account such as a conference room Find voice messages from a specific outside caller When prompted use the phone keypad to enter the phone number or part of the number of the caller followed by You may have to enter country area city or trunk codes firs
91. e 21 5 of system broadcast messages 6 1 setting up a device 21 1 O Optional Conversation 1 phone menus and shortcuts 23 7 P pager using as an alternate device 14 3 pager notification device setting up 21 1 passwords changing Cisco PCA 4 3 changing phone 4 2 securing 4 1 updating e mail program to match Cisco PCA 4 4 personal call transfer rules m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Index W about 19 11 importing Exchange contacts into personal contacts adding to rule set 19 12 ee aa applying to all incoming calls 19 24 reordering rules inrule setin 19 15 canceling applying to all incoming calls 19 24 tesing rae setin ae personal contacts list about 12 1 Personal Call Transfer Rules web tool about 2 4 accessing 32 adding a contact to 12 2 accessing Help for 3 2 advantages of adding Connection users 12 1 adding personal contact 12 2 changing information for a contact 12 3 adding rule to rule set 19 12 deleting acontact pai changing in importing Exchange contacts 12 4 caller message settings 19 21 personal destinations call holding settings 19 21 changing 19 6 creating 19 6 deleting 19 7 phone 19 5 See also destinations 19 5 call screening settings 19 22 destination group 19 9 information for a personal contact 12 3 loop detection setting for phone destinations 19 8 personal settings changing 14 1 name of caller group 19 4 phone personal d
92. e Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Caller Groups menu click View Caller Groups On the Caller Groups page click the caller group name On the Caller Group page change the name of the group in the Name field Click Save User Guide for Cisco Unity Connection Release 2 x Em OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls Managing Destinations in the Personal Call Transfer Rules Web Tool W Deleting a Caller Group Step 1 Step 2 Step 3 Step 4 You cannot delete a caller group if it is used by a rule Delete the caller group from the rule first then delete the caller group To Delete a Caller Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Caller Groups menu click View Caller Groups On the Caller Groups page check the check box next to the group that you want to delete You can check multiple check boxes to delete more than one group at a time Click the Delete Selected Rows icon below the menu bar M anaging Destinations in the Personal Call Transfer Rules Web Tool amp Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Destinations are phone numbers or e mail addresses to which Cisco Unity Connection can transfer your incoming calls or send text messages as a part o
93. e Include Message Counts check box if you want Connection to include the number of new and total voice messages in the notification message Check the Include Caller ID check box if you want Connection to identify the caller s name and phone number in the notification message Check the Include a Link to Cisco PCA check box if you want to include a link in the e mail message to the Cisco PCA In the Notify Me Of Voice Messages list choose the types of messages and message urgency for which Connection will call the device When None is selected Connection does not call the device when a new message of that type arrives To set up your notification schedule use the Quick Add options to specify a schedule Or Check or uncheck the check boxes in the schedule to specify the active and inactive hours for the notification device Connection makes notification calls during the active hours if you have new messages When a new message arrives during inactive hours Connection sends a message notification at the start of the next active hour in your schedule Timesaver Step 13 Attempt First Contact After lt x gt Minutes There are several ways to set up your notification schedule quickly Click Clear Schedule to uncheck all check blocks at once Alternatively click Invert Schedule to check all the blocks that you currently do not have checked and uncheck the ones that you do have checked You can use the Copy Day s Schedule function
94. e Locator option is enabled by your Connection administrator Connection prompts you to Press 5 to find messages in the Main menu Using the Message Locator menu you can find voice messages from a particular user by entering the user name or extension You can also use it to find voice messages from all outside callers or messages left by callers who called from a specific number Based on the criteria that you enter Connection begins playing messages as they are found By default messages are presented in order of newest to oldest regardless of whether the messages are new or saved though your Connection administrator may change this playback order The procedure below uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Find Messages by Using the Message Locator Option Log on to Cisco Unity Connection OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter9 Finding Messages by Phone WE Finding Messages by Using the Message Locator Option Step2 If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you
95. e Message Type menu Connection plays e mails only for users who have the text to speech option 2 Depending on how Connection is set up at your organization you may not receive all types of receipts Note that you will not hear the Message Type menu if it is disabled in the Cisco Unity Assistant Step4 Use the following keys to control playback as you listen to a message Key s Action Key s Action Restart message 8 Pause Resume 2 Save 9 Fast forward 3 Delete Fast forward to end 4 Slow playback Skip message save as is 5 Change volume Cancel or back up 6 Fast playback 0 Help 7 Rewind message 1 Not available on some systems Step5 Use the following keys to manage the message after you have listened to it Key s Action Key s Action 1 Replay message 6 Save as new 2 Save 7 Rewind message 3 Delete 9 Play message properties 4 Reply Save as is Resend original message when responding to an NDR 42 Reply to all Cancel or back up 44 Call the user 0 Help 5 Forward message 1 Not available on some systems m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter7 Checking Messages Checking Messages by Phone W To Check Messages by Phone Using Voice Commands Step1 Log on to Cisco Unity Connection Step2 When Connection asks What do you want to do say Play Messages Connection tells you the total number
96. e arrives during inactive hours Connection sends a message notification at the start of the next active hour in your schedule Timesaver There are several ways to set up your notification schedule quickly Click Clear Schedule to uncheck all check blocks at once Alternatively click Invert Schedule to check all the blocks that you currently do not have checked and uncheck the ones that you do have checked You can use the Copy Day s Schedule function below the schedule to copy a schedule for one day to other days User Guide for Cisco Unity Connection Release 2 x ka OL 12744 01 Chapter 21 Changing Message Notification Settings Step 12 Attempt First Contact After lt x gt Minutes Setting Up a Notification Device Mi Specify the timing and frequency of the calls made by Connection to notify you of new messages Enter the number of minutes that Connection waits to make the first notification call once message notification is triggered If the delay time takes the notification out to a time when the device schedule is no longer active the notification does not take place You can space notifications on different devices at regular intervals such as 15 minutes to achieve a cascading message notification effect If There Are Still New Messages Enter the number of minutes that Connection makes regular notification calls as long as Try Again Every lt x gt Minutes you have new messages The range for the redi
97. e as new Cancel or back up Help 0 Not available on some systems Phone Menus for Alternate Keypad M apping N This section lists the touchtone key sequences for the following menus Main Menu and Shortcuts Alternate Keypad Mapping N page 23 10 During Message Menu and Shortcuts Alternate Keypad Mapping N page 23 11 After Message Menu and Shortcuts Alternate Keypad Mapping N page 23 11 Main M enu and Shortcuts Alternate Keypad M apping N While listening to the Main menu press Action Key s Hear new messages 1 Send a message 2 Review saved and deleted messages 3 Change setup options 4 Find messages from a Connection user 51 Find messages from all outside callers 52 Find messages from an outside callers 53 Exit j Repeat menu Main menu Help 0 Not available on some systems User Guide for Cisco Unity Connection Release 2 x P2310 U OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for Alternate Keypad Mapping X i During Message Menu and Shortcuts Alternate Keypad Mapping N While listening to a message press Action Ky Rewind message 1 Fast forward 3 Skip message save as is 6 Reply 71 Call the Connection user 9 Cancel or back up Operator 0 Not available on some systems After Message Menu and Shortcuts Alternate Keypad M apping N After listening to a mess
98. e page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Message Playback On the Message Playback page check the Message Type Menu check box Scroll to the bottom of the page and click Save User Guide for Cisco Unity Connection Release 2 x 20 2 i OL 12744 01 Chapter 20 Changing Message Playback Settings Changing Message Playback Order Ml Changing Message Playback Order You can customize the order in which your new saved and deleted messages are played For new and saved messages you use playback settings to sort by message type for example voice or e mail and by urgency In this way you can specify that Cisco Unity Connection plays urgent voice messages first followed by normal voice messages By default new and saved messages are sorted by type in the following order Urgent voice messages Normal voice messages Urgent e mails Normal e mails Receipts and notices Note that except for receipts messages are sorted so that Connection plays urgent messages for each message type first Receipts are sorted only by the time that they were sent For each message type Connection plays the messages according to the time a message was sent so that either the newest or oldest messages are played first Because deleted messages are not sorted by type you can indicate only whether Connection plays newest or oldest messages first Note You cannot change t
99. earch the list of users in the Connection directory or your personal contacts list You may be able to search for both users and system contacts in the Connection directory System contacts are indicated by an asterisk next to the name in the search results list Fill in the remaining fields as applicable to your search and click Find On this page you can use the wildcard character to search by partial name Check the check box next to the name to add the contact or user to the caller group Click Add Users or Add Contacts as applicable Connection adds the contact or user to the caller group and returns to the Caller Group page On the Caller Group page click Save Deleting a Caller from a Caller Group Step 1 Step 2 Step 3 Step 4 Step 5 You can remove members of a caller group at any time To Delete a Caller from a Caller Group in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Caller Groups menu click View Caller Groups On the Caller Groups page click the caller group name On the Caller Group page check the check box next to the name of the caller you want to delete You can check multiple check boxes to delete more than one caller at a time Click Delete Selected Changing the Name of a Caller Group Step 1 Step 2 Step 3 Step 4 Step 5 To Change the Name of a Caller Group in the Personal Call Transfer Rules Web Tool On th
100. ease 2 x jg Chapter 15 Changing Cisco Unity Connection Conversation Settings E Changing Your Connection Conversation Menu Style Changing Your Connection Conversation Menu Style Step 1 Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 You can hear either full or brief menus when you access Cisco Unity Connection by phone using the touchtone key input style Full menus provide comprehensive instructions and brief menus provide abbreviated versions of full menus The voice recognition input style uses only full menus This section contains two procedures Do the applicable procedure to change the menu style by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change Your Connection Conversation Menu Style by Phone Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have finished changing your conversation menu style hang up and log on to Connection again Press 4 2 3 Press 1 to switch between full and brief menus Table 15 1
101. eb tool to change it Accessing the Cisco Unity Web Tools Access to the Cisco Unity web tools is provided through the Cisco Personal Communications Assistant PCA website This section contains procedures for accessing the Cisco Unity web tools and for accessing Help for the Cisco Unity web tools Tip If you experience problems viewing pages in the Cisco Unity web tools confirm that your browser is configured correctly Ask your Connection administrator for instructions OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter3 Accessing Cisco Unity Connection HI Accessing the Cisco Unity Web Tools To Access the Cisco Unity Web Tools Step1 Go to the Cisco PCA logon page at http lt Cisco Unity Connection server gt ciscopca The URL is case sensitive Timesaver Bookmark the Cisco PCA URL so you do not have to enter the web address each time you want to access the web tools Step2 Enter your username and password If you cannot remember your Cisco PCA password contact your Connection administrator for assistance Step3 Click Log In Step4 On the Cisco PCA Home page click a web tool link Cisco Unity Assistant Cisco Unity Inbox Cisco Unity Personal Call Transfer Rules Step5 When you are finished click Log Out in the top right corner of the navigation bar To Access Help for the Cisco Unity Web Tools Step1 On any Cisco Unity web tool page click the Help menu Step2 On
102. ecognition option Instead use the volume control on your phone to adjust message volume To Change Playback Volume for All Messages You Hear by Phone On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Message Volume list click the level at which you want to hear messages played Scroll to the bottom of the page and click Save To Change Playback Volume for All Messages You Hear Through Computer Speakers On the Cisco PCA Home page click the Cisco Unity Assistant the Cisco Unity Inbox or the Cisco Unity Personal Call Transfer Rules link Go to any page that contains the Media Master For example in the Cisco Unity Assistant web tool on the Preferences menu click Personal to use the one in the Recorded Name field In the Media Master click and drag the Volume slider to decrease or increase playback volume as applicable Changing Playback Speed for Messages You can adjust the playback speed of your messages in several ways As you listen to an individual message by phone you can adjust the playback speed by using touchtone keys the change does not affect the playback speed of other messages To adjust the playback speed for all messages that you hear by phone you use the Cisco Unity Assistant web tool To adjust the playback speed for all messages that you hear through your computer speakers you u
103. ection to disable it When Connection prompts you to enter a time of day enter it by using either the 12 or 24 hour clock format Or Press 2 to enable it indefinitely To Enable or Disable Your Alternate Greeting by Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do say either Turn on my alternate greeting When you choose this option the alternate greeting is enabled indefinitely Or Turn off my alternate greeting to disable the alternate greeting Recording Greetings in Additional Languages by Phone witha Multilingual System amp Note Step 1 This feature is not available on all systems Ask your Connection administrator whether it is available to you With a multilingual system you have the option of providing your greetings in multiple languages For example if Cisco Unity Connection is set up to provide prompts in French and Spanish you might record your standard greeting in both languages so that Spanish and French speaking callers can hear your greeting in their own language If you do not record a greeting in a language that your system provides Connection will play the system default greeting for calls associated with that language For example if you recorded your standard greeting in French but not in Spanish Spanish speaking callers would hear the system default greeting for you while French speaking callers would hear the
104. ed to be enabled in the Cisco Unity Assistant to be available as a destination in the Personal Call Transfer Rules web tool OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Destinations in the Personal Call Transfer Rules Web Tool The following sections contain information on managing destinations Creating a Personal Destination page 19 6 Changing a Personal Destination page 19 6 Deleting a Personal Destination page 19 7 Changing the Rings to Wait Setting for Phone Destinations page 19 7 Changing the Loop Detection Setting for Phone Destinations page 19 7 Creating a Personal Destination Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 To Create a Personal Destination in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destinations On the Destinations page click the New Destination icon below the menu bar On the Create Destination page in the Name field enter a name for the destination In the Phone Number field enter a phone number for the destination Use digits 0 through 9 Do not use spaces or parentheses between digits For long distance numbers also include 1 and the area code You may not be able to enter certain phone numbers or your phone system may require
105. eleted messages and allow you to permanently delete them This section contains two procedures for permanently deleting messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The procedures use keypad mappings for voice commands and the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Permanently Delete Messages by Phone Using Touchtone Keys Step1 Log on to Cisco Unity Connection Step2 Press 3 2 to access deleted messages User Guide for Cisco Unity Connection Release 2 x P02 E OL 12744 01 Chapter10 Deleting Messages Step 3 Step 1 Step 2 Checking Deleted Messages by Phone W Press the applicable key depending on how you want to delete messages Key s Action 1 Review deleted messages so that you can permanently delete them one by one 2 Permanently delete multiple deleted messages at once Table 10 2 Use These Keys Anytime Key Action x Cancel or back up 0 Help To Permanently Delete Messages by Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks what you want to do say Empty Deleted Items folder to permanently delete all messages in your Deleted Items folder Say Yes when Connection p
106. eleting Voice Messages in Your E mail Program 10 7 cHapter 11 Sending and Replying to Messages 11 1 Sending Voice Messages by Phone 11 1 Sending Voice M essages from the Cisco Unity Inbox Web Tool 11 3 Replying to Voice Messages by Phone 11 5 Replying to Voice Messages from the Cisco Unity Inbox Web Tool 11 6 Forwarding Messages by Phone 11 8 Forwarding Voice Messages from the Cisco Unity Inbox Web Tool 11 9 Addressing Voice M essages with the Cisco Unity Inbox Address Book 11 10 cHapter 12 Managing Your Personal Contacts List 12 1 Adding Personal Contacts in the Personal Call Transfer Rules Web Tool 12 2 Changing Information for Personal Contacts in the Personal Call Transfer Rules Web Tool 12 3 Deleting Personal Contacts in the Personal Call Transfer Rules Web Tool 12 4 User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 Contents W Importing Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool 12 4 cHapter 13 Placing Calls by Using Voice Commands 13 1 cHapter 14 Changing Personal Settings 14 1 Changing Your Recorded Name 14 1 Adding Alternate Spellings of Your Name 14 2 Adding Alternate Names for Yourself 14 3 Adding Alternate Devices 14 3 Changing Your Directory Listing Status 14 4 cHapter 15 Changing Cisco Unity Connection Conversation Settings 15 1 Changing Your Connection Conversation Language 15 1 Changing Your Connection Conversation Menu Style 15
107. ent or want to specify a message property you can say it at this time For example Send an urgent message to Tim Wu or Send a private message Record your message at the tone When you are finished recording press or stay silent for a few seconds When prompted say the name of the message recipient You can send messages to other Connection users or to distribution lists Connection will confirm the recipient name and ask whether you want to add another recipient or if you are done Repeat Step 5 to add any additional recipients For faster addressing you can say the name of the next recipient before Connection finishes the confirmation message Or Say Done Use the following voice commands as applicable Action Voice Command Send Review recipients Send the message Review list of recipients Edit list of message recipients Edit recipients Edit the recorded message Change recording Review the message properties Review message properties Mark the message as urgent Set urgent Mark the message as private Set private Mark the message as urgent and private Set urgent and private Mark message for return receipt Set return receipt Add other recipients Add names Review the recorded message and message properties Review message Sending Voice Messages from the Ci
108. enter the first and last names If you enter the names by using non Roman alphabet characters for example Kanji characters for a Japanese contact also enter the names by using the Roman alphabet in the Alternate Spelling of First Name and Alternate Spelling of Last Name fields You can use the characters A Z a z and 0 9 Entering this alternate spelling enables Connection to identify the names if you call the contact by using voice commands If you use voice commands and the contact is known by any alternate names for example a maiden name or a nickname enter the name s in the Alternate Names section You can enter a first name last name or both To add another alternate name for the contact click Add Row and enter the name s Repeat Step 7 to add any additional alternate names for the contact Enter contact information as applicable User Guide for Cisco Unity Connection Release 2 x i22 E OL 12744 01 Chapter 12 Managing Your Personal Contacts List Step 10 Changing Information for Personal Contacts in the Personal Call Transfer Rules Web Tool Hi When entering Dialable Phone numbers if the phone number is an internal number enter the extension for the contact For external numbers enter the phone number beginning with any access code needed to make an outside call for example 9 You can enter digits 0 through 9 Do not use spaces dashes or parentheses between digits For long distance numbers also in
109. er click Record and record an introduction if applicable When you finish recording click Stop To review your message before you send it click Play on the Media Master or click Record to rerecord the message Click Send Addressing Voice M essages with the Cisco Unity Inbox Address Book The Cisco Unity Inbox Address Book contains all Cisco Unity Connection users and private and system distribution lists to whom you can send voice messages Depending on how Cisco Unity Connection is set up at your organization the Cisco Unity Inbox Address Book may also contain remote contacts to whom you can send voice messages Remote contacts are users on remote voice messaging systems who are not in the directory User Guide for Cisco Unity Connection Release 2 x 1110 OL 12744 01 Chapter 11 Sending and Replying to Messages Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Addressing Voice Messages with the Cisco Unity Inbox Address Book Ti To Address a Voice Message with the Cisco Unity Inbox Address Book In the New Message dialog box click the Address Book icon below the menu bar In the Find Names dialog box click the applicable tab to specify the search scope In one or more fields enter the applicable information about the user private or system distribution list or remote contact to whom you want to address the message P Tip Enter an asterisk in a field to list all users private lists system distrib
110. er of rings you want Connection to wait before transferring the call to voice mail or to the next destination in a destination group Click Update Changing the Loop Detection Setting for Phone Destinations For phone destinations other than your primary extension you can use the Loop Detection Enabled setting to indicate to Cisco Unity Connection when you have configured a phone to forward calls to Connection For example you may configure your mobile phone to forward all calls to Connection to store all of your voice messages in Connection If you then create a rule that transfers calls from Connection to your mobile phone you may inadvertently create a call looping situation in which Connection forwards calls to your mobile phone and your mobile phone consequently forwards calls back to Connection and callers may never be able to reach you OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Destination Groups in the Personal Call Transfer Rules Web Tool Selecting this setting can help to eliminate the call looping problem If calls seem to be transferring from the phone destination to Connection and then back to the phone Connection will either transfer the call to the next assigned device if you have created a destination group or transfer the call to voice mail if there are no additional destinations defined Note
111. ery Tuesday every weekday or every weekend To Enable a Rule Set for Days of the Week in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click Enable Rule Sets On the Enable Rule Sets page in the Days of Week section click the rule set in the Rule Set column list that you want to enable for the applicable days of the week The check box in the Enabled column is checked automatically You can specify a rule set for one or more days of the week or you can choose Daily to apply the rule set to every day of the week Click Save OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Enabling and Disabling Rule Sets Disabling a Rule Set by Phone Step 1 Step 2 Step 3 Step 4 To Disable a Rule Set by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have disabled the rule set hang up and log on to Connection again Press 4 4 Connection plays any enabled and active rule sets and asks if you want to cancel them Press 1 to cancel an active rule set Or Press 5 to disable an
112. es in Your E mail Program User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 CHAPTER Managing Receipts As you work with Cisco Unity Connection you may manage several different types of receipts which are described in Table 8 1 Ask your Connection administrator which receipts the system is set up to use Table 8 1 Cisco Unity Connection Receipts Type Description Return Receipt you request when you are sending a message by phone Read Receipt message that informs you when the recipient opens or plays your message Nondelivery NDR Receipt message that informs you when your message could not be delivered to the intended recipient This chapter contains the following sections Managing Receipts by Phone page 1 Managing Receipts in the Cisco Unity Inbox Web Tool page 3 Managing Receipts by Phone When you check messages by phone Cisco Unity Connection plays receipts along with your other messages You play and manage receipts by phone in the same way as other messages except that you cannot reply to or forward non delivery receipts NDRs For receipts you hear a list of the recipients who received the message you sent and or played it For NDRs Connection identifies recipients whose mailboxes did not accept the message After you play an NDR Connection allows you to play the original message and resend it to the recipient s who failed to receive it You can record an introduction
113. es so that you can use the conversation and the Cisco Unity Inbox to play restore and permanently delete them ask your Connection administrator Deleting messages can be an important way to reduce your mailbox size especially when Connection is not set up to automatically delete messages once they reach a certain age Ask your Connection administrator if the system is set up to enforce a message retention policy Connection does not indicate when a message retention policy is enforced nor does it warn you before message are permanently deleted as a result of such a policy If Connection is not set up to do so make sure that you permanently delete messages periodically For information on what to do if your mailbox exceeds its size limits see the Managing the Size of Your Mailbox chapter To archive messages before deleting them you may be able to save them as WAV files to your hard disk In the Cisco Unity Inbox use the Save Recording As command on the Options menu in the Media Master if available This chapter contains the following sections Deleting New and Saved Messages by Phone page 10 1 Permanently Deleting Messages by Phone page 10 2 Checking Deleted Messages by Phone page 10 3 Deleting Messages in the Cisco Unity Inbox Web Tool page 10 6 Deleting Voice Messages in Your E mail Program page 10 7 Deleting New and Saved Messages by Phone You can delete new and saved messages by phone during message
114. essage Menu Voice Commands While listening to a message say or press Action Voice Command Key s Restart message Repeat 1 Play previous message Previous 14 Play next message Next 16 Save message Save 2 Delete Delete 3 Reply Reply 4 Reply to all Reply all N A Forward message Forward 5 Save or restore as new Mark new 6 Play message properties Message properties 9 Slow playback N A 4 Change volume N A 5 Fast playback N A 6 Rewind message N A 7 Fast forward to end N A Pause or resume N A 8 Fast forward N A 9 Not available on some systems OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HE Voice Commands After Message Menu Voice Commands After listening to a message say or press Action Voice Command Key s Replay message Repeat 1 Play previous message Previous 14 Play next message Next 16 Save or restore as saved Save 2 Delete Delete 3 Reply Reply 4 Reply to all Reply all N A Resend original message Resend 4 NDRs only Call the Connection user Call sender 44 Forward message Forward 5 Save or restore as new Mark new 6 Rewind message N A 7 Play the original message Play origin
115. estination 19 6 accessing Connection by 3 1 rings to wait setting for phone destinations 19 7 changing by rule 19 15 call transfer settings 18 2 rule processing preferences 19 26 conversation menu style 15 2 creating in directory listing status 14 4 caller group 19 3 phone password 4 2 destination group 19 9 playback speed for an individual message 16 4 personal destination 19 6 playback volume for individual message 16 3 rule set 19 12 recorded name 14 1 deleting in rule processing preferences 19 26 caller group 19 5 checking by destination from destination group 19 10 deleted messages 10 3 destination group 19 10 messages 7 1 personal contact 12 4 deleting new and saved messages by 10 1 personal destination 19 7 disabling by rule set 19 17 Transfer All rule set 19 24 disabling rule set 19 20 enabling by enabling rule set for days of the week 19 19 Transfer All rule set 19 23 enabling rule set for range of dates 19 19 finding messages by 9 1 forwarding by User Guide for Cisco Unity Connection Release 2 x OL 12744 01 E IN E index messages 11 8 managing receipts by 8 2 permanently deleting messages by 10 2 replying to messages by 11 5 sending messages by 11 1 working with Connection by 2 1 phone destinations 19 5 phone input style adjusting voice recognition settings 15 5 changing 15 4 phone menus alternate keypad mapping N 23 10 alternate keypad mapping S 23 13 alternate keypad mapping X 23 11 Optional Conversation 1 23 7
116. etfoctdn CISCO User Guide for Cisco Unity Connection Release 2 x Revised September 20 2007 Americas Headquarters Cisco Systems Inc 170 West Tasman Drive San J ose CA 95134 1706 USA http www cisco com Tel 408 526 4000 800 553 NETS 6387 Fax 408 527 0883 Text Part Number OL 12744 01 THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL ARE SUBJECT TO CHANGE WITHOUT NOTICE ALL STATEMENTS INFORMATION AND RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT WARRANTY OF ANY KIND EXPRESS OR IMPLIED USERS MUST TAKE FULL RESPONSIBILITY FOR THEIR APPLICATION OF ANY PRODUCTS THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT ARE SET FORTH IN THE INFORMATION PACKET THAT SHIPPED WITH THE PRODUCT AND ARE INCORPORATED HEREIN BY THIS REFERENCE IF YOU ARE UNABLE TO LOCATE THE SOFTWARE LICENSE OR LIMITED WARRANTY CONTACT YOUR CISCO REPRESENTATIVE FOR A COPY The Cisco implementation of TCP header compression is an adaptation of a program developed by the University of California Berkeley UCB as part of UCB s public domain version of the UNIX operating system All rights reserved Copyright 1981 Regents of the University of California NOTWITHSTANDING ANY OTHER WARRANTY HEREIN ALL DOCUMENT FILES AND SOFTWARE OF THESE SUPPLIERS ARE PROVIDED AS IS WITH ALL FAULTS CISCO AND THE ABOVE NAMED SUPPLIERS DISCLAIM ALL WARRANTIES EXPRESSED OR IMPLIED IN
117. f personal call transfer rules There are three types of destinations Phone Phone destinations are phone numbers to which Connection can transfer incoming calls Phone numbers associated with you in the Connection directory can be used as phone destinations These might include your primary extension voice mail access number and company mobile phone number Phone numbers in the directory are maintained by your Connection administrator You can also create personal phone destinations such as your personal mobile phone number your home phone number if it is not listed in the Connection directory and phone numbers at which you can be reached during a business trip You manage personal phone destinations in the Personal Call Transfer Rules web tool SMTP SMTP destinations are e mail addresses to which Connection can send a text message The message uses the standard format You have a call from lt number or extension gt at lt time gt on lt date gt For example You have a call from 3233 at 15 16 on 04 October 2006 Note that for an SMTP destination to be used in a rule it must be added to a destination group that contains at least one phone destination SMTP destinations do not appear in the Destination list on the Rule page when you are creating a rule SMTP devices may be created for you by your Connection administrator and you may be able to modify them in the Cisco Unity Assistant web tool SMTP devices do not ne
118. field You can use the wildcard characters X and to match more than one phone number The X character matches any single digit in the range 0 through 9 For example the pattern 9XXX matches the range of phone numbers from 9000 through 9999 The asterisk character matches any sequence of digits For example the pattern 5556304 matches the phone numbers 5556304 55563040 55563041 5556304100 and so forth Call Source Use to include or exclude callers based on whether the caller can be identified by Connection as a known number a Connection user a Connection system contact or a personal contact or as an unknown phone number an external caller if applicable Check the Call Source check box and click Known Number or Unknown Number in the list as applicable OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool Table 19 1 Fields in the If the Call Is Section continued Field Considerations Received Between Use to set the time period during which Connection applies the rule to your incoming calls Check the Received Between check box and click Received Between or Not Received Between in the list as applicable Choose an hourly range from the hour and minute lists I Am in a Meeting Use to have Connection use you
119. for yourself if applicable to help callers reach you successfully when they ask for you by name See the Adding Alternate Names for Yourself section on page 14 3 for more information After you say a name or extension Connection plays a matching name or extension and places the call If Connection finds more than one match for a name or extension that you requested the first match is played and Connection will ask you to confirm whether the person is correct If not say No and Connection will continue to play the other matches To Place a Call by Using Voice Commands Log on to Cisco Unity Connection OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 13 Placing Calls by Using Voice Commands Step2 When Connection asks What do you want to do say Call lt Name alternate name gt to call a Connection user For example Call Frank Edwards Or Call lt Number gt to call a Connection extension Say each digit individually For example for extension 12345 say Call one two three four five not Call twelve three forty five Or Call lt Name alternate name gt at lt home work mobile gt to call a contact at a particular number For example Call Bob on his mobile or Call Service Department at work Step3 After Connection says the name or number of the person you are calling you can allow the call to connect or you can say Ca
120. g calls These destinations are in addition to notification devices Destination groups You can organize personal destinations and notification devices into groups so that Connection routes calls to each destination in the order listed until the phone is answered the caller hangs up or the last destination in the group is reached You can specify the order of destinations in the group and the length of time that Connection waits for the phone to be picked up at each destination You manage your rules in the Personal Call Transfer Rules web tool Once rules have been set you can enable them by phone or in the web tool This chapter contains the following sections Managing Caller Groups in the Personal Call Transfer Rules Web Tool page 19 2 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Caller Groups in the Personal Call Transfer Rules Web Tool Managing Destinations in the Personal Call Transfer Rules Web Tool page 19 5 Managing Destination Groups in the Personal Call Transfer Rules Web Tool page 19 8 Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool page 19 11 Enabling and Disabling Rule Sets page 19 17 Changing Call Holding Settings in the Personal Call Transfer Rules Web Tool page 19 21 Changing Caller Message Settings in the Personal Call Transfer Rules Web Tool page 19 21 Cha
121. hange greetings 41 Turn alternate greeting on or off 412 Edit other greetings 413 Change message notification 421 Choose full or brief menus 423 Change phone password 431 Change recorded name 432 Change call transfer 44 Find messages from a Connection user 51 Find messages from all outside callers 52 Find messages from an outside caller 53 Not available on some systems Send a Message Menu and Shortcuts Standard Conversation After recording and addressing a message press Action Key s Send message Add name Change addressing 31 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HZ Phone Menus for the Standard Conversation Action Key s Change recording 32 Set delivery options 33 Mark message urgent 331 Request return receipt 332 Mark message private 333 Mark message urgent and private 33313 Review recorded message 34 During Message Menu and Shortcuts Standard Conversation While listening to a message press Action Key s Restart message 1 Play message by number saved messages only 12 Play previous saved message 14 Play next saved message 16 Save 2 Delete 3 Slow playback 4 Change volume 5 Fast playback 6
122. have finished using Message Locator hang up and log on to Connection again Step3 Press 5 to access Message Locator Step4 Use the following keys to define your search Key Action 1 Find voice messages from another user When prompted use the phone keypad to spell the user name or to enter the extension of the user Press to switch between spelling and number entry Find voice messages from all outside callers Connection searches for any messages left by unidentified callers including outside callers and users who did not log on to Connection before calling from an external phone or from a phone that is not associated with a user account such as a conference room Find voice messages from a specific outside caller When prompted use the phone keypad to enter the phone number or part of the number of the caller followed by You may have to enter country area city or trunk codes first Not all callers will have a number stored in the system If you have trouble finding messages from a specific caller contact your Connection administrator Step5 As Connection plays a message use the following keys to control playback as you listen to it Key s Action Key s Action Restart message 7 Rewind message 2 Save 8 Pause Resume 3 Delete 9 Fast forward 4 Slow playback Fast forward to end 5 Change volume Skip message save as is 6 Fast playback 1 Not available
123. he playback order for Message Locator When Connection finds messages based on the criteria that you enter they are presented to you in order of oldest to newest messages Table 20 2 lists the default order for new saved and deleted messages regardless of message type Table 20 2 Message Playback Order Message State Default Order New Oldest message first Saved Newest message first Deleted Newest message first Table 20 3 illustrates how message playback order works The example shows the order in which Connection plays messages when you listen to messages on a Thursday afternoon based on the default order settings OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 20 Changing Message Playback Settings HI Changing What Cisco Unity Connection Plays Before and After a Message Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Table 20 3 Example of How Message Playback Order Works New Messages Saved Messages Deleted Messages 1 Urgent voice message sent 1 Urgent voice message sent 1 Normal voice message sent Tuesday at 10 30 a m Tuesday at 2 13 p m Thursday 8 30 a m 2 Urgent voice message sent 2 Urgent voice message sent 2 Urgent e mail message sent Tuesday at 2 13 p m Tuesday at 10 30 a m Wednesday at 4 10 p m 3 Normal voice message sent 3 Normal voice message sent 3 Normal voice message sent Wednesday at noon Thursday 8 30 a m We
124. ice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have set rule processing preferences hang up and log on to Connection again Press 4 4 Follow the prompts to set rule processing preferences The menu options you hear will differ depending on how your rule sets are set To Change Rule Processing Preferences in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Preferences menu click Rules Settings Check one of the following check boxes if applicable Disable All Processing When checked personal call transfer rule sets are disabled and are not of Personal Call Transfer considered by Connection when processing incoming calls Incoming calls are Rules routed to the dialed extension Note Existing rule sets are not deleted when the sets are disabled Always Ring Primary When checked Connection rings the primary extension first before applying Extension Before any rule sets regardless of whether the incoming call is from an outside caller Applying Personal Call or an internal caller Transfer Rules Tip If your phone is set to Call Forward Answer check this check box to achieve consistent behavior when callers dial you directly and when callers dial your number through Connection Your primary extension will always ring befo
125. iew message properties Mark the message as urgent Set urgent Mark the message as private Set private Mark the message as urgent and private Set urgent and private Mark message for return receipt Set return receipt Add other recipients Add names Review the recorded message and message properties Review message After you have sent the forwarded message follow the prompts to handle the original message Forwarding Voice Messages from the Cisco Unity Inbox Web Tool You can forward voice messages to other Cisco Unity Connection users e mail addresses and private and system distribution lists Messages that you or another Connection user mark private cannot be forwarded to anyone from the Cisco Unity Inbox web tool You can forward a message as is or record an introduction that plays before the forwarded message The following special delivery options are available Mark Urgent The message is sent before regular messages OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages W Addressing Voice Messages with the Cisco Unity Inbox Address Book Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Mark Private Alerts the recipient to treat the message confidentially Connection users cannot forward private messages by phone or from the Cisco Unity Inbox
126. ing 4 Review message Resend original message when responding to an NDR After you send your reply follow the prompts to handle the original message OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages HI Replying to Voice Messages from the Cisco Unity Inbox Web Tool Step 1 Step 2 Step 3 Step 4 Step 5 To Reply to a Voice Message by Phone Using Voice Commands After listening to the message say Reply to reply to the sender Or Reply All to reply to the sender and to all message recipients Record your message at the tone When you are finished recording press or stay silent for a few seconds Use the following voice commands as applicable Action Voice Command Send the message Send Review list of recipients Review recipients Edit list of message recipients Edit recipients Edit the recorded message Change recording Review the message properties Review message properties Mark the message as urgent Set urgent Mark the message as private Set private Mark the message as urgent and private Set urgent and private Mark message for return receipt Set return receipt Add other recipients Add names Review the recorded message and message properties Review message After you
127. ing page click Disabled then skip to Step 6 Or To enable the greeting choose the applicable option Enabled with No End Date and Time Greeting plays indefinitely Enabled Until Greeting plays until the date and time you specify when Connection automatically disables the greeting Step5 In the Callers Hear section choose the applicable option My Personal Recording To record your own greeting On the Media Master click Record and record your greeting when you finish recording click Stop System Default Greeting To use the prerecorded system greeting Nothing To use a blank recording Step6 Click Save Playing All Greetings by Phone This section contains two procedures Do the applicable procedure to play all greetings by phone using touchtone keys or voice commands The touchtone key procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Note With a multilingual system you manage greetings in languages other than your default language by phone only and you phone input style must be set to Touchtone Keys Only To Play All Greetings by Phone Using Touchtone Keys Step1 Log on to Cisco Unity Connection Step2 Ona system with only one language press 4 1 4 and skip to
128. ing that Connection uses by default only in the Cisco Unity Assistant web tool not by phone To Change Your Message Addressing Setting in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Touchtone Keys Settings section click the option that you want to use as the default for how to identify users when addressing messages that you send User Guide for Cisco Unity Connection Release 2 x ma OL 12744 01 Chapter15 Changing Cisco Unity Connection Conversation Settings Changing Your Message Addressing Setting W Step4 Scroll to the bottom of the page and click Save User Guide for Cisco Unity Connection Release 2 x OL 12744 01 EE Chapter 15 Changing Cisco Unity Connection Conversation Settings HI Changing Your Message Addressing Setting User Guide for Cisco Unity Connection Release 2 x Piss E OL 12744 01 CHAPTER Changing Recording and Playback Settings Recording and playback settings allow you to change the devices that you use to record and play messages and to change playback volume and adjust playback speed This chapter contains the following sections Changing Recording and Playback Devices page 16 1 e Changing Playback Volume for Messages page 16 2 Changing Playback Speed for Messages page 16 3 Changing Recording and Playbac
129. ing your phone whether callers are able to skip your greeting and whether callers can leave you a message when your alternate greeting is enabled The Alternate Greeting page in the Cisco Unity Assistant web tool indicates the caller options that your administrator has enabled for you if any Note that caller options do not apply when an outside caller or another Connection user dials your extension directly Tip Other Connection users do not hear your alternate greeting when they send messages to you by phone In addition to enabling your alternate greeting consider changing your recorded name to include information that you are out of the office Your recorded name plays when users address messages to you and when callers look you up in directory assistance See Changing Your Recorded Name section on page 14 1 The Cisco PCA Home page displays a reminder when you have your alternate greeting turned on Depending on how the system is set up Connection may also play a prompt to remind you when your alternate greeting is enabled after you log on by phone Busy greeting Enable this greeting to indicate when you are on the phone For example I am currently on another line please leave a message When it is enabled the busy greeting overrides the standard closed and internal greetings when your phone is busy Note that not all phone systems provide the support necessary for the Connection busy greeting to work For assista
130. ional prompts Action Voice Command Play the standard greeting Play my greeting Play a specific greeting Play lt greeting name gt greeting Record or rerecord the standard greeting Record my greeting Record or rerecord the closed alternate holiday busy or internal greeting Record my lt greeting name gt greeting Use the system default greeting for the standard greeting Use my default greeting Use the system default greeting for a specific greeting Use default lt greeting name gt greeting Use nothing for a greeting Callers will hear only a tone to signal that they should leave a message Play nothing for my lt greeting name gt greeting Enable or disable a greeting Turn on lt greeting name gt greeting Turn off lt greeting name gt greeting Help Greetings Help If you rerecord the greeting press when you are finished To Change a Greeting in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Greetings menu click View Greetings On the Greetings page click the greeting you want to change OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 17 Managing Personal Greetings HI Playing All Greetings by Phone Step4 To disable the greeting on the lt Name gt Greet
131. ious Message Open the previous message Next Message Open the next message Resend Original Message Resend original message to recipients who failed to receive it You can for NDRs only record an introduction modify recipient list and change delivery options Delete Delete the message Save Save the receipt and any changes such as marking the message as new or changing the subject and return to the Cisco Unity Inbox Mark Message as Unread Check this check box to save the message as new Close Cancel the message without saving changes and return to the Cisco Unity Inbox The receipt is marked read User Guide for Cisco Unity Connection Release 2 x Pet OL 12744 01 CHAPTER Finding Messages by Phone Cisco Unity Connection offers three options for finding messages by phone Message Locator Allows you to find new and saved voice messages based on search criteria Phone View Allows you to find new and saved voice messages based on search criteria then displays results on the LCD screen of your Cisco IP phone Go to Message Allows you to find a saved message based on the message number This chapter contains the following sections Finding Messages by Using the Message Locator Option page 9 1 Finding Messages by Using the Phone View Option page 9 3 Finding Messages by Using the Go to Message Option page 9 7 Finding Messages by Using the Message Locator Option Step 1 When the Messag
132. ip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys p Tip To switch back to using voice commands after you have finished changing the list name hang up and log on to Connection again Press 4 2 42 Choose the private list whose name you want to change by pressing the number of the list Press 4 to record the name Note that if the list you chose does not already have members you must add them before you can record a name for the list Table 22 1 Use These Keys Anytime Key Action Cancel or back up 0 Help To Change the Name of a Private Listin the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Private Lists menu click View Private Lists On the Private Lists page click the private list whose name you want to change On the Private List page in the Name field delete the old name and enter a new one This is the display name In the Recorded Name field on the Media Master click Record and record the new name of the list When you finish recording click Stop In the Alternate Names section change the information as applicable a To delete an alternate name check the check box next to the name and click Delete Selected b To add an alternate name click Add Row and enter the name s Click Save Changing M embers
133. isco Unity Connection Release 2x jg Chapter 18 Changing Call Transfer and Screening Settings HI Changing Caller Message Settings in the Cisco Unity Assistant W eb Tool Step 4 Step 5 If you chose to transfer calls to your extension in the If My Extension Is Busy list choose how you want Connection to handle calls when your extension is busy Send Callers to Voice Mail Connection plays your greeting then prompts the caller to leave a message Put Callers on Hold Without Asking Connection puts the caller on hold and does not offer the option of leaving a message Ask Callers to Hold Connection gives the caller the option of holding or leaving a message Click Save Changing Caller Message Settings in the Cisco Unity Assistant Web Tool wy Note Step 1 Step 2 Step 3 Step 4 This section describes caller message settings for users who do not have access to the Personal Call Transfer Rules web tool If you have access to the web tool see the Changing Caller Message Settings in the Personal Call Transfer Rules Web Tool section on page 19 21 instead Caller message settings allow you to choose what callers can do when they leave messages for you The following options are available Listen To and Rerecord the Message Connection gives callers the options of listening to adding to rerecording or deleting their messages Mark the Message as Urgent Connection asks callers if they want
134. it Although it is likely that your Connection administrator has already done so for the computer that you use at the office if your organization offers remote access to the Cisco PCA you must set up the installed browser s on any other computer that you plan to use for accessing the website Ask your Connection administrator for instructions Working with the Cisco Unity Assistant Web Tool The Cisco Unity Assistant web tool lets you customize how you and your callers interact with Cisco Unity Connection by phone You can also use it to personalize your Connection settings including your recorded greetings and message delivery options and to set up message notification devices and to create private lists Some Cisco Unity Assistant pages contain a Media Master which you use to record and play greetings and names See also the Working with the Media Master section on page 2 4 Working with the Cisco Unity Inbox Web Tool Note This feature is not available on all systems Ask your Connection administrator whether it is available to you OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter2 The Tools You Use W Working with the Media Master The Cisco Unity Inbox web tool contains voice messages and any message receipts you receive By default ten messages are presented at a time though you can change the number for each session by clicking a different value in the Messages Per
135. ity Assistant web tool You do not receive system broadcast messages in the Cisco Unity Inbox web tool If you are using the voice recognition option you cannot use a voice command to delete a system broadcast message Instead you are prompted to press when the message is finished playing Once the message is deleted you can continue using voice commands to play and manage other messages OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter6 About System Broadcast Messages User Guide for Cisco Unity Connection Release 2 x E OL 12744 01 CHAPTER Checking Messages You can check voice messages by phone and you may also be able to check them in the Cisco Unity Inbox web tool and in your e mail program ask your Connection administrator Once you have listened to or opened a new voice message it is saved Ask your Connection administrator if the system is set up to enforce a message retention policy and if so how long it stores your messages before permanently deleting them Connection does not indicate when a message retention policy is enforced nor does it warn you before messages are permanently deleted as a result of such a policy This chapter contains the following sections Checking Messages by Phone page 7 1 e Checking Messages in the Cisco Unity Inbox Web Tool page 7 4 Checking Voice Messages in Your E mail Program page 7 5 Checking Messages by Phone Step 1 Step 2
136. ity Connection Voice Commands and Phone M enus This chapter contains the most frequently used voice commands and menus and shortcut key sequences for managing your messages and personal options by phone for the different versions of the Cisco Unity Connection conversation Ask your Connection administrator which conversation version you are set up to use Voice Commands page 23 1 Phone Menus for the Standard Conversation page 23 5 e Phone Menus for Optional Conversation 1 page 23 7 Phone Menus for Alternate Keypad Mapping N page 23 10 Phone Menus for Alternate Keypad Mapping X page 23 11 Phone Menus for Alternate Keypad Mapping S page 23 13 Voice Commands This section lists commands and applicable touchtone key s for the following menus while you are using voice commands in the Cisco Unity Connection conversation e Main Menu Voice Commands page 23 1 Send a Message Menu Voice Commands page 23 2 During Message Menu Voice Commands page 23 3 After Message Menu Voice Commands page 23 4 Universal Voice Commands page 23 4 Main Menu Voice Commands While listening to the Main menu say or press Action Voice Command Key s Hear voice messages e mails or receipts Play lt voice messages e mails receipts gt N A Hear all new messages Play new messages 1 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 23 Cisco Unity Connection
137. k Devices You can choose the devices you use for recording and playback in Cisco Unity Connection Recording You speak into your phone or into a multimedia microphone if your computer has one Playback You hear recordings through your phone or through multimedia speakers if your computer has them If you play messages through multimedia speakers while working in a low bandwidth environment sound quality may suffer To improve sound quality when using the Cisco Unity Inbox web tool ask your Connection administrator for assistance The phone offers the best sound quality for recordings By default the Media Master uses the phone as the recording and playback device For information on the Media Master see the Working with the Media Master section on page 2 4 Note that updates to the Media Master are saved per user per computer If you also use another computer to access the Media Master for example a computer at home you need to update the Media Master settings on the second computer as well To Choose Recording and Playback Devices Step1 On the Cisco PCA Home page click the Cisco Unity Assistant the Cisco Unity Inbox or the Cisco Unity Personal Call Transfer Rules link Step2 Go to any page that contains the Media Master For example in the Cisco Unity Assistant web tool on the Preferences menu click Personal to use the one in the Recorded Name field Step3 On the Options menu click Playback amp Re
138. l to set up the following notification devices a home phone work phone several alternative phones and pagers Using the phone you can only turn notification on and off and change notification phone numbers for your home phone work phone a pager and a spare phone This chapter contains the following sections Setting Up a Notification Device page 21 1 Cascading and Chaining Message Notification page 21 5 Enabling or Disabling a Notification Device by Phone page 21 5 Changing a Notification Phone Number by Phone page 21 6 Setting Up a Notification Device You can set up all your notification devices in the Cisco Unity Assistant web tool For Cisco Unity Connection to make notification calls the phone or pager must be enabled or turned on Disabling a notification device does not delete its settings Connection considers notification successful if the device answers even when new messages remain For example notification is considered successful even when an answering machine picks up and records the message You can change the type of messages that Connection notifies you of your notification schedules and the contact options for your notification devices only in the Cisco Unity Assistant not by phone This section contains two procedures Do the applicable procedure depending on the device you are setting up To Set Up or Change a Phone or Pager Notification Device in the Cisco Unity Assistant Web Tool page 21
139. lease 2 x OL 12744 01 CHAPTER Getting Started Your first step in using Cisco Unity Connection is to enroll as a user which you do by phone Typically Connection is set up so that you hear the first time enrollment conversation when you call Connection for the first time Enrolling as a Cisco Unity Connection User Step 1 Step 2 Step 3 The first time enrollment conversation is a set of prerecorded instructions that guide you as you do the following tasks Record your name Record a greeting that outside callers hear when you do not answer your phone Change your phone password Longer passwords are more secure See the Securing and Changing Your Cisco Unity Connection Passwords chapter for more information Choose whether to be listed in the directory When you are listed in the directory callers who do not know your extension can reach you by spelling or saying your name You must have a recorded name to be listed in the directory Typically your Connection administrator gives you an ID usually your desk phone extension and a temporary phone password To Enroll as a Cisco Unity Connection User Dial the applicable number to call Cisco Unity Connection from your desk phone from another phone within your organization or from outside your organization If you are calling from another phone within your organization or from outside your organization press when Connection answers Listen
140. les web tool Disabling a rule set means making it ineligible to be active Your options for enabling a rule set within a range of dates depends on the tool you use By phone You can enable only one rule set at a time and it becomes active immediately In the Personal Call Transfer You can set the active period in advance Rules web tool Connection allows more than one rule set to be enabled within the same time period When more than one rule set is enabled a set enabled within a range of dates takes precedence over a set enabled by days of the week When the range of dates is no longer applicable the set enabled by days of the week is restored Multiple rule sets cannot be enabled on overlapping dates The following sections contain information on enabling and disabling rule sets Enabling a Rule Set by Phone page 19 18 Enabling a Rule Set for a Range of Dates in the Personal Call Transfer Rules Web Tool page 19 19 Enabling a Rule Set for Days of the Week in the Personal Call Transfer Rules Web Tool page 19 19 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls WE Enabling and Disabling Rule Sets Disabling a Rule Set by Phone page 19 20 Disabling a Rule Set in the Personal Call Transfer Rules Web Tool Enabling a Rule Set by Phone Step 1 Step 2 Step 3 Step 4 When you enable a rule set by phone i
141. lick Add Row and enter the name s Change the applicable e mail and phone information When entering Dialable Phone numbers if the phone number is an internal number enter the extension for the contact For external numbers enter the phone number beginning with any access code needed to make an outside call for example 9 You can enter digits 0 through 9 Do not use spaces dashes or parentheses between digits For long distance numbers also include 1 the country code and the area code as applicable You can also enter comma to insert a one second pause and to correspond to the and keys on the phone In the Caller Group Membership section change the information as applicable a To remove the contact from a caller group uncheck the check box next to the group name b To add the contact to a caller group check the check box next to the group name OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter12 Managing Your Personal Contacts List HI Deleting Personal Contacts in the Personal Call Transfer Rules Web Tool Note If you have no caller groups set up the Caller Group Membership section is not displayed Step8 Click Save Deleting Personal Contacts in the Personal Call Transfer Rules Web Tool Personal contacts cannot be deleted if they are part of a caller group or a rule you must remove the contact from the caller group or rule first before deleting the con
142. ller s Caller Group Phone Number and or Call Source fields to set conditions for the caller identity in the rule Check the From check box and click From or Not From in the list as applicable Caller s Use to add callers to a rule a Check the Caller s check box then click Add Callers b On the Find Contacts page click the applicable tab depending on whether you want to search the list of users in the Connection directory or your personal contacts list You may be able to search for both users and system contacts in the Connection directory System contacts are indicated by an asterisk next to the name in the search results list c Enter a name or partial name and click Find d Check the check box next to the caller you want to add to the rule You can check multiple check boxes to add more than one caller at a time e Click Add Users or Add Contacts as applicable f To remove a caller from the rule select the name and click Delete Selected Caller Group Use to add a caller group to a rule Check the Caller Group check box and click a caller group in the list Note that before you can use a caller group in a rule you need to create the caller group Phone Number Use to add a phone number to a rule Check the Phone Number check box and enter the number that Connectionwill associate with the incoming call Connection processes the rule only if the phone number of an incoming call matches exactly what you enter in the
143. mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Send a Voice Message by Phone Using Touchtone Keys Log on to Cisco Unity Connection Press 2 Record your message at the tone Use the following keys as you record Key Action 8 Pause or resume End recording When you are finished recording press Follow the prompts to address your message Press to switch between spelling and number entry Press to confirm the recipient Press 1 to add another name or list Or Press to send the message Or Press 3 for message options Then use the following keys to select options and follow the prompts to send your message Key Action Key Action 1 Change address 4 Review message 2 Change recording Send message as is 3 Set special delivery User Guide for Cisco Unity Connection Release 2 x Pi i OL 12744 01 Chapter 11 Sending and Replying to Messages Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Sending Voice Messages from the Cisco Unity Inbox Web Tool W To Send a Voice Message By Phone Using Voice Commands Log on to Cisco Unity Connection When Connection asks What do you want to do say Send a message Je Tip If you know the message recipi
144. message body Pause or resume Increase volume Rewind message Fast forward Decrease volume Slow playback Fast playback Hl wo co N OF A W N Fast forward to end of message Not available on some systems User Guide for Cisco Unity Connection Release 2 x P2312 OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Phone Menus for Alternate Keypad Mappings i After Message Menu and Shortcuts Alternate Keypad Mapping X After listening to a message press Action Key s Save or restore as saved 1 Play message by number saved messages only 12 Play previous saved message 14 Play next saved message 16 Forward message 2 Replay message 23 Delete 3 Save or restore as new 4 Rewind 5 Save as is 6 Reply 7 Cancel or back up Not available on some systems Phone Menus for Alternate Keypad Mapping S This section lists the touchtone key sequences for the following menus Main Menu and Shortcuts Alternate Keypad Mapping S page 23 13 During Message Menu and Shortcuts Alternate Keypad Mapping S page 23 14 After Message Menu and Shortcuts Alternate Keypad Mapping S page 23 14 Main Menu and Shortcuts Alternate Keypad M apping S While listening to the Main menu press Action Key s Review saved and deleted messages Change setup options Hear new messages
145. n you may not receive all types of receipts 2 Not available on some systems OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter9 Finding Messages by Phone W Finding Messages by Using the Phone View Option Step3 When the list of messages displays on the LCD screen use the following soft keys to select the message to play back Action Key Select Start message playback from the selected message Next Go to the next page of messages if applicable Previous Go to the previous page of messages if applicable More Displays the Goto and Exit soft keys This key appears only on phones that display a maximum of 4 soft keys Goto Skip to the message specified Phone View displays a screen that allows you to specify the message number by using the phone keypad When the number is entered the message is highlighted Exit Exit the Phone View display This action returns you to the search criteria prompt Step4 As Connection plays a message use the following keys to control playback as you listen to it Key s Action Key s Action 4 Slow playback 9 Fast forward 5 Change volume Fast forward to end 6 Fast playback t Cancel or back up 7 Rewind message 0 Touchtone Help 8 Pause Resume 1 Not available on some systems m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 _Chapter 9 Finding Mes
146. n choose whether to have Cisco Unity Connection always ring the dialed extension first before processing any active personal call transfer rules If you choose not to have Connection ring the dialed extension first direct and indirect calls may be handled differently Direct calls These calls ring the extension If there is no answer the call is routed to Connection where personal call transfer rules are applied Indirect calls These calls are routed through Connection and personal call transfer rules are applied without ringing the extension OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls HI Changing Rule Processing Preferences Step 1 Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 Direct calls are those that dial your phone directly for example when another Connection user dials your extension or when an outside caller dials your direct line if you have one Indirect calls are those that are routed to you from Connection for example from callers using Connection directory assistance to reach you This section contains two procedures Do the applicable procedure to set rule processing preferences by phone or in the Personal Call Transfer Rules web tool To Change Rule Processing Preferences by Phone Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using vo
147. n displays the message No matching rule found Transfer all calls to dialed number User Guide for Cisco Unity Connection Release 2 x P1916 i OL 12744 01 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls Enabling and Disabling Rule Sets W pP Tip When using the Call Transfer Rule Tester to diagnose why a call was not forwarded in a particular way start by defining broad call conditions For example provide a name and date If the rule applies to the broad conditions begin to narrow the conditions to single out the reason why your rule did not apply to the incoming phone call Deleting a Rule Set Step 1 Step 2 Step 3 Step 4 Step 5 To Delete a Rule Setin the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click View Call Transfer Rule Sets On the Call Transfer Rule Sets page check the check box next to the rule set you want to delete Click the Delete Selected Rows icon below the menu bar If the rule set is active you will receive an error message that the rule set cannot be deleted Click OK to delete the rule set Enabling and Disabling Rule Sets Enabling a rule set means to set the days or date range that it will be active Cisco Unity Connection uses the schedule to apply rules to your incoming phone calls You can schedule the active period in advance in the Personal Call Transfer Ru
148. n it connects the call or give you the option of taking an indirect call or routing it to voice mail for the caller to leave a message 1 Busy and screening settings are unavailable when Connection is not set up to handle indirect calls for some organizations the phone system rather than the voice messaging system handles both indirect and direct calls Tip To set up call transfers for direct calls to your extension talk to your Connection administrator Your desk phone or even the phone system that your organization uses may offer transfer features that you can use to manage direct calls This chapter contains the following sections Changing Call Transfer Settings by Phone page 18 2 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 18 Changing Call Transfer and Screening Settings HI Changing Call Transfer Settings by Phone Changing Call Transfer and Holding Settings in the Cisco Unity Assistant Web Tool page 18 3 Changing Caller Message Settings in the Cisco Unity Assistant Web Tool page 18 4 Changing Call Screening Settings in the Cisco Unity Assistant Web Tool page 18 5 Changing Call Transfer Settings by Phone S Note Step 1 Step 2 Step 3 Step 4 This section describes call transfer settings for users who do not have access to the Personal Call Transfer Rules web tool If you have access to the web tool see the Changing Rule Processing Preferences
149. n page 19 11 The following sections contain information on managing personal call transfer rule sets and rules Task List for Setting Up a Rule Set page 19 11 Creating a Rule Set page 19 12 Adding a Rule to a Rule Set page 19 12 Changing a Rule page 19 15 Reordering Rules in a Rule Set page 19 15 Testing a Rule Set page 19 16 Deleting a Rule Set page 19 17 Task List for Setting Up a Rule Set To set up arule set successfully do the following tasks in the order listed 1 Set up any personal contacts caller groups personal destinations and destination groups that you plan to use in your rules See the applicable sections Managing Your Personal Contacts List page 12 1 Managing Caller Groups in the Personal Call Transfer Rules Web Tool page 19 2 Managing Destinations in the Personal Call Transfer Rules Web Tool page 19 5 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool Managing Destination Groups in the Personal Call Transfer Rules Web Tool page 19 8 Create a rule set See the Creating a Rule Set section on page 19 12 Add rules to the rule set See the Adding a Rule to a Rule Set section on page 19 12 Order the rules correctly See the Reordering Rules in a Rule Set section on page 19 15 YS U P
150. n to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x P42 E OL 12744 01 Chapter 4 Securing and Changing Your Cisco Unity Connection Passw ords Step 2 Step 3 Step 4 Step 5 Step 1 Step 2 Step 3 Step 4 Changing Your Cisco PCA Password W If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys p Tip To switch back to using voice commands after you have changed your password hang up and log on to Connection again Press 4 3 1 Enter a new password and press Use digits 0 through 9 Enter the new password again to confirm it and press To Change Your Phone Password in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link On the Passwords menu click Change Phone Password On the Phone Password page enter your new password then enter it again to confirm it Use digits 0 through 9 Click Save Changing Your Cisco PCA Password Step 1 Step 2 Step 3 Step 4 You change your Cisco PCA password in the Cisco Unity Assistant web tool Note that your e mail program may use your Cisco Unity Connection username and Cisco PCA password to access your Connection account to retrieve voice messages and receipts When you change your Cisco PCA password in the Cisco Unity Assistant also update the passwor
151. nal Call Transfer Rules web tool not by phone To Change Caller M essage Settings in the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules User Guide for Cisco Unity Connection Release 2 x OL 12744 01 g 19 21 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls E Changing Call Screening Settings in the Personal Call Transfer Rules Web Tool Step2 On the Preferences menu click Call Holding and Screening Step3 On the Call Holding and Screening Options page in the Callers Leaving a Message Can section check or uncheck the applicable check boxes Listen To and Rerecord the Message Connection gives callers the option of listening to adding to rerecording or deleting their messages Mark the Message as Urgent Connection asks callers if they want to mark their messages urgent Step4 Click Save Changing Call Screening Settings in the Personal Call Transfer Rules Web Tool S Note This section describes call screening settings for users who have access to the Personal Call Transfer Rules web tool If you do not have access to the web tool you change call screening settings in the Cisco Unity Assistant web tool See the Changing Call Screening Settings in the Cisco Unity Assistant Web Tool section on page 18 5 You can screen calls transferred to you through personal call transfer rules Adding call screening
152. nbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link In the Cisco Unity Inbox click the View Deleted Items icon below the menu bar On the Deleted Items page do any of the following tasks Listen to a voice message Click the speaker icon next to the message Or Open the message and play it by using the Media Master Reply to or forward a message Open the message and click the applicable icon Restore a message Check the check box to the left of the message and click the to the Cisco Unity Inbox Restore Selected Rows to Inbox icon below the menu bar Permanently delete a message Check the check box to the left of the message click the Delete Selected Rows icon below the menu bar then click OK User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 Chapter10 Deleting Messages Deleting Voice Messages in Your E mail Program il Deleting Voice Messages in Your E mail Program You can delete voice messages from your e mail program just as you do e mail messages Depending on how Cisco Unity Connection is set up you may also be able to retrieve deleted messages in the e mail program to listen to them to restore them to a folder or to delete them permanently For some e mail programs you may need to periodically purge your deleted messages folder to completely delete voice messages Check with your Connection administrator as to whether this step is necessary for your e mail
153. nce talk to your Connection administrator Closed greeting Enable this greeting if you want Connection to play a special greeting during the nonbusiness hours that your Connection administrator specified for your organization For example Sorry I am not available to answer your call Company office hours are lt times gt When it is enabled the closed greeting overrides the standard greeting during nonbusiness hours Holiday greeting Enable this greeting if you want Connection to play a special greeting during a holiday For example Happy holiday I am not available to answer your call I will be out of the office from lt date gt to lt date gt When it is enabled the Holiday greeting overrides the standard greeting during nonbusiness hours User Guide for Cisco Unity Connection Release 2 x P72 E OL 12744 01 Chapter17 Managing Personal Greetings Changing a Greeting W Table 17 1 Cisco Unity Connection Greetings continued Greeting Description Internal greeting Enable this greeting to provide information that coworkers need to know For example I will be in conference room B until noon today When it is enabled the internal greeting overrides the standard and off hours greetings and plays only to callers within your organization when you do not answer your phone Note that not all phone systems provide the support necessary for the Connection internal greeting to work For a
154. ncel to halt the last action without losing your connection to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x Pi E OL 12744 01 CHAPTER Changing Personal Settings Personal settings control the information about you as a user on Cisco Unity Connection and some of the choices you make for interacting with the system This chapter contains the following sections Changing Your Recorded Name page 14 1 Adding Alternate Spellings of Your Name page 14 2 Adding Alternate Names for Yourself page 3 Adding Alternate Devices page 14 3 Changing Your Directory Listing Status page 14 4 Changing Your Recorded Name Your recorded name plays with messages that you leave for other users and identifies you in directory assistance It also plays with any of your greetings that use system default recordings instead of your own recordings Tip Step 1 Other Cisco Unity Connection users do not hear your alternate greeting when they send messages to you by phone Whenever you enable your alternate greeting consider changing your recorded name to include information that you are out of the office This section contains two procedures Do the applicable procedure to change your recorded name by phone or in the Cisco Unity Assistant web tool The phone procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Conne
155. nd to help you place outgoing calls Connection also uses your personal contacts list to identify the people who call you Your personal contacts list supplements the information in the Cisco Unity Connection directory The Connection directory is internal to your organization and maintained by your system administrators while the personal contacts list is set up and maintained by you You can use your personal contacts list to store names and numbers for people who are not included in the Connection directory including customers suppliers family members and friends You manage your personal contacts list in the Personal Call Transfer Rules web tool You can add Connection users to your personal contacts list however the entries are not automatically updated and maintained by the system For example if a co worker who is listed leaves the company you will need to manually delete the entry from your personal contacts list If you use voice commands to place calls consider the following advantages to adding other Connection users to your personal contacts list e Using alternate names Alternate names can improve accuracy when you use voice commands to dial co workers Consider creating and using nicknames or other alternate names for those people in the Connection directory to whom you regularly place calls or whose names you find difficult to pronounce Using external numbers If you regularly call co workers on their personal mobile
156. nection administrator Check the Prompt for User ID on Notifications check box if you want Cisco Unity Connection to ask for your phone extension before giving you the message Check the Try To Detect Connection check box if you want Cisco Unity Connection to automatically try to detect a connection to the phone or pager before dialing extra digits In the Dial Extra Digits field enter any extra digits that Connection will dial after the phone number The digits could be a password or an access number that you enter to hear messages or an ID required by a pager In the Dial After field enter the number of seconds that Connection waits after dialing the phone or pager number before it dials the extra digits You may need to experiment with this setting Try 6 seconds then increase or decrease the time as needed In the Notify Me Of Voice Messages list choose when you want to be notified of voice messages upon the arrival of the First Voice Message the First Urgent Voice Message Every Voice Message for Every Urgent Voice Message or None to not have Connection call the device when a new message of that type arrives To set up your notification schedule use the Quick Add options to specify a schedule Or Check or uncheck the check boxes in the schedule to specify the active and inactive hours for the notification device Cisco Unity Connection makes notification calls during the active hours if you have new messages When a new messag
157. ng Messages in the Cisco Unity Inbox Web Tool Deleting Messages in the Cisco Unity Inbox Web Tool Step 1 Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 You can delete a message or group of messages directly from the Cisco Unity Inbox web tool or you can delete a message after you have opened it You also may be able to retrieve deleted messages from the Deleted Items folder in the Cisco Unity Inbox so that you can listen to them reply to or forward them restore them to the Inbox or delete them permanently This section contains two procedures the first for deleting messages and the second for retrieving messages from the Deleted Items folder To Delete a Message in the Cisco Unity Inbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link In the Cisco Unity Inbox check the check box to the left of the message that you want to delete You can check multiple check boxes to delete more than one message at a time Or Click the Select All Rows icon below the menu bar to mark all messages on the page for deletion Click the Delete Selected Rows icon below the menu bar When prompted click OK Alternatively you can delete a message by opening the message clicking Delete and clicking OK Depending on how your Connection administrator set up your account the message may be permanently deleted or saved to the Deleted Items folder To Retrieve a Deleted Message from the Deleted Items Folder in the Cisco Unity I
158. ng Your Cisco Unity Connection Passwords 4 1 Securing Your Cisco Unity Connection Passwords 4 1 Changing Your Phone Password 4 2 Changing Your Cisco PCA Password 4 3 Updating Your E mail Program Password to M atch Your Cisco PCA Password 4 4 CHAPTER 5 Managing the Size of Your Mailbox 5 1 Tips for M anaging the Size of Your Mailbox 5 1 Reasons Your M ailbox May Fill Up Quickly 5 2 Message Retention Policy May Not Be Enforced 5 2 Deleted Items and Nondelivery Receipts Are Included in Total Mailbox Size 5 2 Total M essage Size Includes Original When M essages Are Forwarded 5 2 User Guide for Cisco Unity Connection Release 2 x OL 12744 01 ii E Contents CHAPTER 6 About System Broadcast Messages 6 1 CHAPTER 7 Checking Messages 7 1 Checking Messages by Phone 7 1 Checking M essages in the Cisco Unity Inbox Web Tool 7 4 Checking Voice M essages in Your E mail Program 7 5 CHAPTER Managing Receipts 8 1 M anaging Receipts by Phone 8 1 M anaging Receipts in the Cisco Unity Inbox Web Tool 8 3 CHAPTER 9 Finding Messages by Phone 9 1 Finding M essages by Using the M essage Locator Option 9 1 Finding M essages by Using the Phone View Option 9 3 Finding Messages by Using the Go to Message Option 9 7 cHapter 10 Deleting Messages 10 1 Deleting New and Saved Messages by Phone 10 1 Permanently Deleting Messages by Phone 10 2 Checking Deleted Messages by Phone 10 3 Deleting M essages in the Cisco Unity Inbox Web Tool 10 6 D
159. ng with the Cisco Unity Web Tools Hi Customizing the Cisco Unity Connection Conversation Although you cannot control which conversation version that you hear when you access Cisco Unity Connection by phone you can customize it in many ways For example there are two styles of menus available full and brief You can also choose the language you hear and specify the order in which Connection plays your messages For information on customizing the Connection conversation see the Changing Cisco Unity Connection Conversation Settings and Changing Message Playback Settings chapters Working with the Cisco Unity Web Tools You use the following web tools to manage messages and personal preferences with Cisco Unity Connection The Cisco Unity Assistant web tool The Cisco Unity Inbox web tool e The Cisco Unity Personal Call Transfer Rules web tool Access to the Cisco Unity web tools is provided through the Cisco Personal Communications Assistant PCA website This section contains descriptions of each Cisco Unity web tool Information on using the Cisco Unity web tools to do specific tasks is provided throughout this guide and in Cisco Unity web tool Help Information on using other web tools available through the Cisco PCA is not provided in this guide or in Cisco Unity web tool Help Note The Internet browser on your computer must be set up to use the Cisco PCA and the Cisco Unity web tools that you access through
160. nging Call Screening Settings in the Personal Call Transfer Rules Web Tool page 19 22 Using the Transfer All Rule Set page 19 23 Forwarding All Calls to Cisco Unity Connection page 19 24 Changing Rule Processing Preferences page 19 25 Managing Caller Groups in the Personal Call Transfer Rules Web Tool amp Note This feature is not available on all systems Ask your Connection administrator whether it is available to you By creating a caller group you can apply one rule to multiple callers without having to recreate the rule several times Caller groups contain multiple entries from your personal contacts list and the Cisco Unity Connection directory Using groups can help you organize callers in a number of ways For example you could create a caller group of your top priority clients and co workers To ensure that these callers can reach you when you are in meetings you would create a rule set with one rule that transfers calls from anyone in the group to your mobile phone during your meeting times and another rule that transfers other calls to voice mail The following sections contain information on managing caller groups Creating a Caller Group page 19 3 Adding a Caller to a Caller Group page 19 3 Deleting a Caller from a Caller Group page 19 4 Changing the Name of a Caller Group page 19 4 Deleting a Caller Group page 19 5 User Guide for Cisco Unity Connection Release 2 x P1932 E OL 12744 01 Chapter
161. nity Personal Call Transfer Rules On the Rules menu click View Call Transfer Rule Sets On the Call Transfer Rule Sets page click the name of the rule set On the Rule Set page enter a number in the Priority column to specify the order in which you want Connection to process the rules in the set For example to process the Send all my calls to voice mail tule first enter 1 to process the Send calls from Jane Smith to my mobile phone second enter 2 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool Step5 Click Update Priority The rules are reorganized according to their priority and saved Testing a Rule Set Use the Call Transfer Rule Tester tool to see how Cisco Unity Connection would transfer an incoming call based on the rule s in a set You might choose to test a rule set after building it to see if the rule applies to a specific caller or to an incoming call that reaches you at a specific time of day The Call Transfer Rule Tester tool is also a good way to diagnose a call forwarding problem For example if a call was not forwarded in a way that you expected enter the name of the actual caller and the time of day and date when the call was placed and the Rule Tester can help you figure out the part of the rule set that Connection would appl
162. nnection password but not accepting it your Cisco PCA password may have expired or changed or it may be locked Change your Cisco PCA password in the Cisco Unity Assistant first then update it in your e mail program If you need assistance contact your Connection administrator If you use Microsoft Outlook to retrieve Cisco Unity Connection voice messages and receipts and you are not prompted for your Connection password uncheck the Remember Password check box on the Internet E mail Settings IMAP page of the E mail Accounts wizard on the Tools menu If the check box is checked and your Connection password has expired changed or is locked Outlook will not prompt you to enter your Connection password and you will not receive voice messages from Connection For information on updating your Cisco PCA password for your specific e mail program contact your Connection administrator User Guide for Cisco Unity Connection Release 2 x Pa g OL 12744 01 2 CHAPTER M anaging the Size of Your M ailbox A full mailbox can affect the speed at which Cisco Unity Connection processes your messages When you log on by phone or access the Cisco Unity Inbox web tool Connection notifies you when your mailbox is Almost full Full and you can no longer send new messages Full and you can no longer send or receive new messages Your Connection administrator sets the storage limits for your mailbox Exceeding those limits can
163. nsfer calls directly to voice mail Click Voice Mail Screen the Call Use to have Connection screen the incoming calls to which it applies the rule For details on call screening see the Changing Call Screening Settings in the Personal Call Transfer Rules Web Tool section on page 19 22 Check the Screen the Call check box Note This option is available only if your Connection administrator has enabled screening options for you and there are screening options set on the Call Holding and Screening Options page Step 7 Step 8 Step 9 In the Preview section click Update Preview to display a text version of the rule so you can confirm that it is correct before you add it to the rule set Click Save to add the rule to the rule set Repeat Step 2 through Step 8 for any additional rules you are adding to the set User Guide for Cisco Unity Connection Release 2 x 19 14 OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls A Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool W Caution A rule set cannot become active until it has been enabled After you have added rules to your set see the Enabling and Disabling Rule Sets section on page 19 17 for instructions on enabling it Changing a Rule Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 To Change a Rule in the Personal Call Transfer Rules Web Tool On the Cisco PC
164. nversation 1 While listening to the Main menu press Action Key s Hear new messages Send a message Review saved messages 31 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus HI Phone Menus for Optional Conversation 1 Action Key s Review deleted messages 32 Change setup options Change greetings 41 Turn alternate greeting on or off 412 Change message notification 421 Choose full or brief menus 423 Change phone password 431 Change recorded name 432 Change call transfer 44 Find messages from a Connection user 51 Find messages from all outside callers 52 Find messages from an outside caller 53 Not available on some systems Send a Message Menu and Shortcuts Optional Conversation 1 After addressing and recording a message press Action Key s Send message Change addressing 31 Change recording 32 Set delivery options 33 Mark message urgent and send 331 Request return receipt and send 332 Mark message private and send 333 Mark message urgent and private and send 333134 Review recorded message 34 During Message Menu and Shortcuts Optional Conversation 1 While listening to a message press Action Key s Rewind 1 Play a saved message by number
165. o Change Call Screening Settings in the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules User Guide for Cisco Unity Connection Release 2 x P1922 OL 12744 01 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls Step 2 Step 3 Step 4 Using the Transfer All Rule Set Hi On the Preferences menu click Call Holding and Screening On the Call Holding and Screening Options page in the Screen Calls section check the applicable check boxes Tell Me When the Call Is Connected Connection tells you when it connects the call Tell Me Who the Call Is For Connection plays the recorded name associated with the dialed extension Use this option when two or more people share a phone Ask Me If Want to Take the Call Connection asks if you want to take the call or have the caller leave a message Ask for Caller s Name Connection records the name of the caller and plays it for you before connecting the call Click Save Using the Transfer All Rule Set amp Note Step 1 Step 2 This feature is not available on all systems Ask your Connection administrator whether it is available to you The Transfer All rule set contains a single rule that forwards all of your calls to a specific destination for a specified time Transfer All is the only rule set that you must set by phone Cisco Unity Connection activate
166. o confirm voice commands that it interprets correctly Note Setting the value to 0 results in no prompts for confirmation and setting it to 100 results in confirmation prompts for all voice commands The default value should reliably filter out most errors and provide confirmation when necessary for most users Step4 Click Save Changing W hat Connection Plays When You Log On You can control what Cisco Unity Connection plays when you log on by phone You can choose whether or not Connection plays your recorded name You can choose the types of messages for which Connection announces count totals when you check messages You change your logon conversation only in the Cisco Unity Assistant web tool not by phone User Guide for Cisco Unity Connection Release 2 x OL 12744 01 e Chapter 15 Changing Cisco Unity Connection Conversation Settings E Changing Your Message Addressing Setting Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 To Change W hat Cisco Unity Connection Plays When You Log On On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the After Logging On Play section check the Play My Recorded Name check box to hear your recorded name when you call Connection and log on Check the Play Alternate Greeting Notification check box to have Connection tell you when your
167. of new and saved messages plays all new voice messages e mails and receipts then plays saved messages Or Use the following commands to select the type of messages that you want to hear Action Voice Command Key s Hear new and saved voice Play lt voice messages e mails receipts gt N A messages or e mails or receipts Hear all new messages Play new messages 1 Hear new or saved or deleted Play lt new saved deleted gt messages from lt user N A voice messages from a name gt Connection user Hear saved voice messages or Play saved lt voice messages e mails receipts gt N A e mails or receipts Hear all saved messages Play saved messages 3 Hear deleted voice messages or Play deleted lt voice messages e mails receipts gt N A e mails or receipts Hear all deleted messages Play deleted messages N A 1 Connection plays e mails only for users who have the text to speech option 2 Depending on how Connection is set up at your organization you may not receive all types of receipts 3 Not available on some systems Step3 Use the following keys to control playback as you listen to a message Key s Action Key s Action 4 Slow playback 9 Fast forward 5 Change volume Fast forward to end 6 Fast playback J Cancel or back up 7 Rewind message 0 Touchtone Help 8 Pause Resume 1 Not available on some systems
168. ol 18 5 changing settings in Personal Call Transfer Rules web tool 19 22 options Cisco Unity Assistant web tool 18 5 options in Personal Call Transfer Rules web tool 19 23 call transfer changing settings by phone 18 2 changing settings in Cisco Unity Assistant web tool 18 3 options Cisco Unity Assistant web tool 18 3 canceling forwarding of all incoming calls to Connection 19 24 cascading message notifications 21 5 chaining message notifications 21 5 changing alternate name for private list 22 2 caller message settings in Cisco Unity Assistant web tool 18 4 caller message settings in Personal Call Transfer Rules web tool 19 21 call holding settings in Cisco Unity Assistant web tool 18 3 call holding settings in Personal Call Transfer Rules web tool 19 21 call screening settings in Cisco Unity Assistant web tool 18 5 call screening settings in Personal Call Transfer Rules web tool 19 22 call transfer settings by phone 18 2 call transfer settings in Cisco Unity Assistant web tool 18 3 Cisco PCA password 4 3 conversation settings 15 1 destination group 19 9 directory listing status 14 4 e mail program password to match Cisco PCA password 4 4 information for a personal contact 12 3 loop detection setting for phone destinations 19 7 message addressing setting 15 6 message information that Connection plays 20 5 message playback order 20 3 name of caller group 19 4 notification device 21 1 no
169. omize many aspects of the Connection conversation This chapter contains the following sections Changing Your Connection Conversation Language page 15 1 e Changing Your Connection Conversation Menu Style page 15 2 Changing the Volume of the Connection Conversation page 15 3 Changing the Speed of the Connection Conversation page 15 3 Changing the Time Format Used for Message Time Stamps page 15 4 Changing Your Phone Input Style page 15 4 e Adjusting Voice Recognition Settings page 15 5 Changing What Connection Plays When You Log On page 15 5 Changing Your Message Addressing Setting page 15 6 Changing Your Connection Conversation Language Step 1 Step 2 Step 3 Step 4 You may be able to select the language in which you hear the Cisco Unity Connection conversation Your Connection administrator sets the language in which callers hear the Connection conversation You change your conversation language only in the Cisco Unity Assistant web tool not by phone To Change Your Connection Conversation Language in the Cisco Unity Assistant W eb Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Language list click the language in which you want to hear the Connection conversation Scroll to the bottom of the page and click Save OL 12744 01 User Guide for Cisco Unity Connection Rel
170. ommands Ete deleting a private listin 22 6 volume changing 15 3 disabling greetingin 17 5 creating enabling greetingin 17 5 caller group 19 3 destination group 19 9 User Guide for Cisco Unity Connection Release 2 x g enabling Message Type menu in 20 2 OL 12744 01 E index personal destination 19 6 private list 22 1 rule set 19 12 current greeting rerecording by phone 17 7 D deleted items effect on mailbox size 5 2 deleted messages checking by phone 10 3 deleting caller group 19 5 callers from caller groups 19 4 destination from destination group 19 10 destination group 19 10 messages by phone permanently 10 2 messages in Cisco Unity Inbox web tool 10 6 new and saved messages by phone 10 1 personal contact 12 4 personal destination 19 7 private list 22 6 rule set 19 17 voice messages in e mail program 10 7 destination groups about 19 8 changing 19 9 creating 19 9 deleting 19 10 deleting destination from 19 10 destinations about 19 5 changing loop detection setting for phone 19 7 changing rings to wait setting for phone 19 7 phone 19 5 See also personal destinations 19 5 SMTP 19 5 direct calls about 18 1 19 26 directory changing listing status 14 4 using alternate names for yourself 14 3 disabling alternate greeting by phone 17 8 greetings 17 3 notification device by phone 21 5 rule set about 19 17 rule sets by phone 19 20 rule sets in Personal Call Transfer Rules web tool 19 20
171. on some systems User Guide for Cisco Unity Connection Release 2 x OL 12744 01 _Chapter 9 Finding Messages by Phone Step 6 Finding Messages by Using the Phone View Option W Use the following keys to manage the message after you have listened to it Key s Action Key s Action 1 Replay message 5 Forward message 2 Save 6 Save as new The message waiting indicator on your phone may be triggered 3 Delete 7 Rewind message 4 Reply 9 Play message properties 42 Reply to all Save as is 44 Call the user 1 Not available on some systems Finding Messages by Using the Phone View Option Step 1 Step 2 The Phone View option allows you to search for voice messages by using the Display Messages menu and select a message to play back from results displayed on the LCD screen of your Cisco IP phone Phone View can be used with either touchtone keys or with voice commands and the criteria that you use to search for messages depends on the conversation version that you are using Based on the criteria that you enter Connection displays results on your IP phone as they are found By default messages are presented in order of newest to oldest regardless of whether the messages are new or saved though your Connection administrator may change this playback order This section contains two procedures for using the Phone View option to find messages by phone Do the applicable procedur
172. ons are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Enable or Disable a Notification Device by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have finished enabling or disabling the notification device hang up and log on to Connection again Press 42 1 After Connection announces your notification status press the applicable key for the device you want to change Key Device Key Device 1 Pager 3 Work phone 2 Home phone 4 Spare phone Press 1 to enable or disable notification to the phone or pager OL 12744 01 User Guide for Cisco Unity Connection Release 2x gy Chapter 21 Changing Message Notification Settings HI Changing a Notification Phone Number by Phone Table 21 1 Use These Keys Anytime Key Action x Cancel or back up 0 Help Changing a Notification Phone Number by Phone Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 By phone you can change the notification number for your home phone work phone a pager and a spare phone Additional notification numbers can be changed in the Cisco Unit
173. or until the last destination in the group is reached If the group contains an SMTP destination Connection sends the device a text message about the call If a destination is not answered Connection prompts the caller to press 1 to continue waiting while it tries the next destination or to press 2 to leave a voice message Connection waits for a phone to be answered based on the specified number of rings which is set in the Rings to Wait field when you create a destination If you do not specify a number of rings Connection uses the default value of four rings You can change the Rings to Wait setting anytime after you create a destination When Connection runs out of destinations the call is forwarded to your default phone number or to the primary extension in the destination group which is typically your primary extension The following sections contain information on managing destination groups Creating a Destination Group page 19 9 User Guide for Cisco Unity Connection Release 2 x ios E OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls Managing Destination Groups in the Personal Call Transfer Rules Web Tool Hi Changing a Destination Group page 19 9 Deleting a Destination from a Destination Group page 19 10 Deleting a Destination Group page 19 10 Creating a Destination Group Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 You c
174. ortcuts Standard Conversation 23 5 Send a Message Menu and Shortcuts Standard Conversation 23 5 During Message Menu and Shortcuts Standard Conversation 23 6 After M essage M enu and Shortcuts Standard Conversation 23 7 OL 12744 01 Contents W User Guide for Cisco Unity Connection Release 2 x g E Contents CHAPTER 24 INDEX Phone M enus for Optional Conversation 1 23 7 Main Menu and Shortcuts Optional Conversation 1 23 7 Send a Message M enu and Shortcuts Optional Conversation 1 23 8 During Message Menu and Shortcuts Optional Conversation 1 23 8 After M essage M enu and Shortcuts Optional Conversation 1 23 9 Phone M enus for Alternate Keypad Mapping N 23 10 Main Menu and Shortcuts Alternate Keypad MappingN 23 10 During Message Menu and Shortcuts Alternate Keypad Mapping N 23 11 After Message M enu and Shortcuts Alternate Keypad Mapping N 23 11 Phone M enus for Alternate Keypad Mapping X 23 11 Main M enu and Shortcuts Alternate Keypad Mapping X 23 12 During Message Menu and Shortcuts Alternate Keypad Mapping X 23 12 After Message M enu and Shortcuts Alternate Keypad Mapping X 23 13 Phone Menus for Alternate Keypad MappingS 23 13 Main M enu and Shortcuts Alternate Keypad Mapping S 23 13 During Message Menu and Shortcuts Alternate Keypad Mapping S 23 14 After Message M enu and Shortcuts Alternate Keypad Mapping S 23 14 Reference Information 24 1 m User Guide for Cisco Unity Connection Re
175. other trademarks mentioned in this document or Website are the property of their respective owners The use of the word partner does not imply a partnership relationship between Cisco and any other company 0705R Any Internet Protocol IP addresses used in this document are not intended to be actual addresses Any examples command display output and figures included in the document are shown for illustrative purposes only Any use of actual IP addresses in illustrative content is unintentional and coincidental User Guide for Cisco Unity Connection Release 2 x 2007 Cisco Systems Inc All rights reserved CONTENTS CHAPTER L Getting Started 1 1 Enrolling as a Cisco Unity Connection User 1 1 CHAPTER 2 The Tools YouUse 2 1 Working with Cisco Unity Connection by Phone 2 1 Using Touchtone Keys with the Cisco Unity Connection Conversation 2 2 Using Voice Commands with the Cisco Unity Connection Conversation 2 2 Customizing the Cisco Unity Connection Conversation 2 3 Working with the Cisco Unity Web Tools 2 3 Working with the Cisco Unity Assistant Web Tool 2 3 Working with the Cisco Unity Inbox Web Tool 2 3 Working with the Cisco Unity Personal Call Transfer Rules Web Tool 2 4 Working with the Media Master 2 4 M anaging Voice Messages in Your E mail Program 2 6 CHAPTER 3 Accessing Cisco Unity Connection 3 1 Accessing Cisco Unity Connection by Phone 31 Accessing the Cisco Unity Web Tools 3 1 CHAPTER 4 Securing and Changi
176. our Connection administrator determines the conversation version that you hear Typically an administrator will choose a conversation that has a keypad mapping that is familiar to you Ask your Connection administrator which conversation you are set up to use Features described in the User Guide for Cisco Unity Connection are available with all conversations However procedures in the guide use the keypad mapping for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Note that touchtone keys listed in the Voice Commands section of the Cisco Unity Connection Voice Commands and Phone Menus chapter apply only when the voice recognition option is enabled and you are using voice commands Using Voice Commands with the Cisco Unity Connection Conversation No Cisco Unity Connection provides a voice recognition option that lets you say what you want to do in the Connection conversation Voice commands are intuitive easy to use and available for most voice messaging tasks Procedures in the User Guide for Cisco Unity Connection describe the voice commands you can use or you can say Help at any time to get more information on any menu For a list of available voice commands see the Voice Commands section on page 23 1 When using the voice recognition option you can barge in with commands at most points in the convers
177. own by an uncommon nickname For example your name is William but you use the nickname Buddy e You are known by additional names For example a middle name or a maiden name Your name is not pronounced the way it would be read For example your name is Janet and is pronounced Jah nay You would add the pronunciation spelling Jahnay as an alternate name To Add An Alternate Name for Yourself in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Personal On the Personal page under Alternate Names enter your alternate names To add more alternate names click Add Row and repeat Step 3 Click Save Adding Alternate Devices You can add information about other devices that you use such as a pager a mobile phone a home phone or a phone at another work site to your Cisco Unity Connection personal preferences This makes calling Connection from an alternate device more convenient because the system behaves the same way as when you call from your primary extension Your Connection administrator may also add alternate devices for you in addition to your primary extension and may allow you to do so as well in the Cisco Unity Assistant web tool If you set an alternate device to forward to Connection callers can hear your greeting and leave messages for you in your Connection mailbox just as they would when di
178. pad mappings N phone menus and shortcuts 23 10 S phone menus and shortcuts 23 13 X phone menus and shortcuts 23 11 alternate names adding different spellings of your name 14 2 adding for your private lists 22 2 adding for yourself 14 3 alternate spellings of your name adding 14 2 busy extension call holding options for Cisco Unity Assistant web tool 18 3 busy greeting 17 2 C caller groups about 19 2 changing name of 19 4 creating 19 3 deleting 19 5 deleting callers from 19 4 callers changing settings for leaving messages in Cisco Unity Assistant web tool 18 4 changing settings for leaving messages in Personal Call Transfer Rules web tool 19 21 options for leaving messages Cisco Unity Assistant web tool 18 4 call holding changing settings in Cisco Unity Assistant web tool 18 3 changing settings in Personal Call Transfer Rules web tool 19 21 options when extension is busy Cisco Unity Assistant web tool 18 3 calls applying personal call transfer rules to all incoming 19 24 canceling applying personal call transfer rules to all incoming 19 24 canceling forwarding of all incoming to Connection 19 24 direct about 18 1 19 26 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x gy E index forwarding all incoming to Connection 19 24 indirect about 18 1 19 26 placing by using voice commands 13 1 call screening changing settings in Cisco Unity Assistant web to
179. phones add their Cisco Unity Connection directory information to your personal contacts list along with their mobile phone number so that you can use voice commands to reach them quickly Note that to place calls by using voice commands you must be logged on to Connection See the Placing Calls by Using Voice Commands chapter This chapter contains the following sections Adding Personal Contacts in the Personal Call Transfer Rules Web Tool page 12 2 Changing Information for Personal Contacts in the Personal Call Transfer Rules Web Tool page 12 3 Deleting Personal Contacts in the Personal Call Transfer Rules Web Tool page 12 4 Importing Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool page 12 4 OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter12 Managing Your Personal Contacts List E Adding Personal Contacts in the Personal Call Transfer Rules Web Tool Adding Personal Contacts in the Personal Call Transfer Rules Web Tool You can enter e mail and phone information for your personal contacts There are two types of phone numbers that you can specify Phone number Use the Work Phone Home Phone and Mobile Phone fields to enter phone numbers that Connection uses when matching your personal call transfer rules against incoming phone calls from personal contacts For example if you want to create a personal call transfer rule ba
180. program User Guide for Cisco Unity Connection Release 2 x OL 12744 01 E Chapter 10 Deleting Messages HI Deleting Voice Messages in Your E mail Program User Guide for Cisco Unity Connection Release 2 x Mios E OL 12744 01 CHAPTER Sending and Replying to Messages You can send voice messages and reply to messages by phone and from the Cisco Unity Inbox web tool Depending on the tool you use you can send reply to and forward messages to users as well as to private and system distribution lists and to e mail addresses Cisco Unity Connection does not save your sent messages You cannot reply to voice messages from unidentified callers Also when your mailbox exceeds its size quota you may not be able to send messages See the Managing the Size of Your Mailbox chapter This chapter contains the following sections Sending Voice Messages by Phone page 11 1 Sending Voice Messages from the Cisco Unity Inbox Web Tool page 11 3 Replying to Voice Messages by Phone page 11 5 Replying to Voice Messages from the Cisco Unity Inbox Web Tool page 11 6 Forwarding Messages by Phone page 11 8 Forwarding Voice Messages from the Cisco Unity Inbox Web Tool page 11 9 Addressing Voice Messages with the Cisco Unity Inbox Address Book page 11 10 Sending Voice Messages by Phone You can send voice messages to Cisco Unity Connection users and to private and system distribution lists Connection sends
181. program but typically voice messages are in a separate folder in your e mail program Messages contain a WAV file attachment with the recording You play a voice message by opening the attachment Information on managing voice messages and receipts in your e mail program is provided later in the User Guide for Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x OL 12744 01 EN Chapter2 The Tools You Use W Managing Voice Messages in Your E mail Program User Guide for Cisco Unity Connection Release 2 x P28 E OL 12744 01 CHAPTER Accessing Cisco Unity Connection This chapter contains the following sections Accessing Cisco Unity Connection by Phone page 3 1 Accessing the Cisco Unity Web Tools page 3 1 Accessing Cisco Unity Connection by Phone Step 1 Step 2 Step 3 Step 4 If you are logging on for the first time see the Getting Started chapter instead To Access Cisco Unity Connection by Phone Dial the applicable number to call Connection from your desk phone from another phone within your organization or from outside your organization If you are calling from another phone within your organization or from outside your organization press when Connection answers If prompted enter your ID usually your desk phone extension and press Enter your Connection password and press Je Tip If you forget your phone password use the Cisco Unity Assistant w
182. r Microsoft Outlook calendar to determine whether you are in a meeting when it applies the rule to an incoming call Connection considers you to be in a meeting when your Outlook meeting time is scheduled as Busy Any meetings set as Tentative Free or Out of the Office are not considered by Connection Check the I Am in a Meeting check box and click I Am In a Meeting or I Am Not in a Meeting in the list as applicable Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Step 6 In the Then Transfer the Call To section enter the applicable information that you want Connection to use when transferring calls For a rule to be valid you must specify either a destination destination group or voice mail Use Table 19 2 to determine values for the fields Table 19 2 Fields in the Then Transfer the Call To Section Field Considerations Destination Use to have Connection transfer calls to the destination you specify Click Destination then click the destination name in the list Note SMTP destinations do not appear in the Destination list To be used in a rule the devices must be in a destination group with at least one phone number Destination Group Use to have Connection transfer calls to the destination group you specify Click Destination Group then click the destination group name in the list Voice Mail Use to have Connection tra
183. r that you specify or to be transferred directly to voice mail so your phone does not ring at all When you send calls to voice mail callers do not have to wait while your phone rings unanswered your greeting plays immediately When you choose to answer indirect calls at your extension call holding settings allow you to indicate what you want Cisco Unity Connection to do when your extension is busy Holding options are described in the following procedure To Change Call Transfer and Holding Settings in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Transfer and Screening In the Transfer Calls To field choose the applicable destination for calls Extension lt Your Extension gt Calls are transferred to your extension Another Number Calls are transferred to the number you enter in the text box To transfer calls to an external phone number such as a home or mobile phone contact your Connection administrator My Personal Greeting Calls are transferred to voice mail without ringing a phone P Tip As a convenience you can edit the transfer number in the text box even when you have specified that Connection transfer calls to your extension or to voice mail Connection transfers calls to the number in the text box only when the radio button next to it is selected OL 12744 01 User Guide for C
184. re Connection tries to locate you at other destinations If you do not want your primary extension to ring at all uncheck this check box and set the Call Forward Answer setting on your phone to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x Ea OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls Changing Rule Processing Preferences Mil Step4 Click Save User Guide for Cisco Unity Connection Release 2 x OL 12744 01 1927 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls HI Changing Rule Processing Preferences User Guide for Cisco Unity Connection Release 2 x P1928 i OL 12744 01 CHAPTER Changing Message Playback Settings Message playback settings control what you hear when you check messages by phone You can use message playback settings in conjunction with phone menu settings to customize many aspects of the Cisco Unity Connection conversation You use the Cisco Unity Assistant web tool to change your message playback settings This chapter contains the following sections What You Hear When You Check Messages page 20 1 Enabling the Message Type Menu page 20 2 Changing Message Playback Order page 20 3 Changing What Cisco Unity Connection Plays Before and After a Message page 20 4 W hat You Hear When You Check Messages When you log on by phone Cisco Unity Connection plays your recorded n
185. rogram page 2 6 Working with Cisco Unity Connection by Phone When you access Cisco Unity Connection by phone you hear the Connection conversation Its recorded instructions guide you as you send and receive messages record greetings and change your personal settings You can use any phone to access Connection There are two ways in which you can use Cisco Unity Connection by phone Touchtone keys Press the touchtone keys on the phone Use this option when it is not important to have both hands free if you are in an environment with significant background noise or you want more Connection feature options Voice commands Speak into the phone handset headset or speakerphone Use this option when you want hands free access to the Connection system Note Some TTY phones text phones do not have the capability to send the appropriate tones In this case TTY users may need to use the phone keypad when navigating the Connection conversation OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter2 The Tools You Use W Working with Cisco Unity Connection by Phone Using Touchtone Keys with the Cisco Unity Connection Conversation There are several versions of the Connection conversation each providing different keypad mappings for the Connection menu options For example you may press 3 to delete a message in one version but press 7 to delete a message in another version Y
186. rompts you to confirm the action Or Play deleted messages to permanently delete messages one by one After message playback say Delete to permanently delete a message Checking Deleted Messages by Phone Depending on how Cisco Unity Connection is set up you may be able to play your deleted messages by phone just as you can play new and saved messages The Connection conversation also allows you to restore a deleted message as a new or saved message By default newest messages are played first You can specify the message playback order for deleted messages in the Cisco Unity Assistant web tool Note that you cannot enable the Message Type menu or specify a playback order by message type for deleted messages This section contains two procedures for checking deleted messages by phone Do the applicable procedure depending whether you are using touchtone keys or voice commands The procedures use keypad mappings for voice commands and the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 10 Deleting Messages E Checking Deleted Messages by Phone To Check Deleted Messages by Phone Using Touchtone Keys
187. ry connecting periodically to reach the user Call holding applies to calls transferred to the primary extension only To Change Call Holding Settings in the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules Step2 On the Preferences menu click Call Holding and Screening Step3 On the Call Holding and Screening Options page in the Call Holding Options section choose the applicable option in the If My Extension lt Number gt Is Busy list Send Callers to Voice Mail Connection plays your greeting then prompts the caller to leave a message Put Callers on Hold Without Asking Connection puts the caller on hold and does not offer the option of leaving a message Ask Callers to Hold Connection gives the caller the option of holding or leaving a message Step4 Click Save Changing Caller Message Settings in the Personal Call Transfer Rules Web Tool amp Note This section describes caller message settings for users who have access to the Personal Call Transfer Rules web tool If you do not have access to the web tool you change caller message settings in the Cisco Unity Assistant web tool See the Changing Caller Message Settings in the Cisco Unity Assistant Web Tool section on page 18 4 Caller message settings allow you to choose what callers can do with messages they leave for you You can change caller message settings only in the Perso
188. s Log on to Cisco Unity Connection User Guide for Cisco Unity Connection Release 2 x P1924 OL 12744 01 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 Step 4 Changing Rule Processing Preferences W If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys p Tip To switch back to using voice commands after you have forwarded all calls to Connection hang up and log on to Connection again Press 4 4 Press 6 to forward all calls to Connection To Cancel Forw arding of AIl Calls to Cisco Unity Connection by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys pP Tip To switch back to using voice commands after you have canceled forwarding of all calls to Connection hang up and log on to Connection again Press 4 4 Press 6 to cancel forwarding of all calls to Connection Changing Rule Processing Preferences amp Note This feature is not available on all systems Ask your Connection administrator whether it is available to you You can enable and disable personal call transfer rule sets and you ca
189. s Message properties N A Play original message NDRs only Play original 8 message Managing Receipts in the Cisco Unity Inbox Web Tool Step 1 In the Cisco Unity Inbox web tool Cisco Unity Connection displays receipts along with voice messages You open receipts in the Cisco Unity Inbox in the same way as voice messages You can only save or delete receipts and NDRs you cannot reply to or forward them For receipts you can view the recipients who received the message you sent and or played it For NDRs the Cisco Unity Inbox identifies the recipients whose mailboxes did not accept your message As you view an NDR you can use the Media Master to play the original message and you can resend it to the recipient s who did not receive it You can record an introduction modify the recipient list and change delivery options when resending a message Once you resend a message the NDR is not automatically deleted as it is when you resend a message by phone Instead the NDR remains in the Cisco Unity Inbox until you delete it To Manage Receipts in the Cisco Unity Inbox Web Tool In the Cisco Unity Inbox click the name of the sender to open the receipt OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter8 Managing Receipts W Managing Receipts in the Cisco Unity Inbox Web Tool Step2 Use the following icons or Message menu options to manage the receipt Prev
190. s applicable On the Media Master control bar click Record and record the message When you finish recording click Stop To review your message before you send it click Play on the Media Master or click Record to rerecord the message Click Send OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages W Forwarding Messages by Phone Forwarding Messages by Phone Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Messages marked private cannot be forwarded by phone or from the Cisco Unity Inbox web tool This includes any voice message that you or another Cisco Unity Connection user marked private This section contains two procedures for forwarding messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The touchtone key procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Forward a Message by Phone Using Touchtone Keys After listening to the message press 5 Record an introduction at the tone Use the following keys as you record Key Action 8 Pause or resume End recording When you are finished recording press Follow the prompts to address yo
191. s from a specific Connection Play deleted f lt gt to hear deleted ges f pecific C t user Or Play deleted lt voice messages e mails receipts gt to hear deleted messages of a specific type Note that Connection plays e mails only for users who have the text to speech option Depending on how Connection is set up at your organization you may not receive all types of receipts Step3 Use the following keys to control playback as you listen to a deleted message Key s Action Key s Action 4 Slow playback 9 Fast forward 5 Change volume Fast forward to end 6 Fast playback Cancel or back up 7 Rewind message 0 Touchtone key Help 8 Pause Resume 1 Not available on some systems Step4 Use the following voice commands to manage a deleted message after you have listened to it Action Voice Command Replay message Repeat Play previous message Previous Play next message Next Restore as saved Save Delete the message permanently Delete Reply to message Reply Call the Connection user Call sender Forward the message Forward Restore as new Mark new Play message properties Message properties 1 Not available on some systems User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 10 Deleting Messages HI Deleti
192. s the rule set and displays it on the Call Transfer Rule Sets page of the Personal Call Transfer Rules web tool When you enable Transfer All it immediately becomes your active rule set for the duration specified If a transferred call is not answered at the Transfer All destination Connection transfers the call to voice mail You can change the duration and destination of the Transfer All rule set in the Personal Call Transfer Rules web tool See the Changing a Rule section on page 19 15 for more information This section contains two procedures Do the applicable procedure to enable or disable the Transfer All rule set To Enable the Transfer All Rule Set by Phone Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys pP Tip To switch back to using voice commands after you have enabled the Transfer All rule set hang up and log on to Connection again OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls W Forwarding All Calls to Cisco Unity Connection Step 3 Step 4 Step 1 Step 2 Step 3 Step 4 Press 4 4 Press the applicable touchtone key Key Action 2 To set the Transfer All rule set to send all incoming calls to voice mail Connection prompts
193. sages by Phone Step 5 Finding Messages by Using the Go to Message Option W Use the following voice commands to manage the message after you have listened to it Action Voice Command Key s Replay message Repeat 1 Play previous message Previous 14 Play next message Next 16 Save or restore as saved Save 2 Delete message Delete 3 Reply to message Reply 4 Reply to all Reply all N A Resend original message NDRs Resend 4 only Call the Connection user Call sender 44 Forward the message Forward 5 Save or restore as new Mark new 6 Rewind message N A 7 Play message properties Message properties 1 Not available on some systems Finding Messages by Using the Go to Message Option As you listen to your saved messages you can use the Go to Message option to find a message by entering the message number You can also use Go to Message to skip back to the previous message and to skip ahead to the next message Tip Step 1 Turn on message counts in the Cisco Unity Assistant so that you know how many saved messages you have and can hear the message number for each message The procedure below uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator
194. sation Settings Adjusting Voice Recognition Settings W Adjusting Voice Recognition Settings With the voice recognition input style you can adjust the following settings The amount of time Connection waits for your first voice command after playing a menu The level of Connection confidence in its interpretations of your commands which determines whether it prompts you for confirmation You adjust voice recognition settings only in the Cisco Unity Assistant web tool not by phone To Adjust Voice Recognition Settings in the Cisco Unity Assistant Web Tool Step1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Preferences menu click Phone Menu Step3 On the Phone Menu page in the Voice Recognition Responses section adjust the settings as applicable Time to Wait Between Increase the number of milliseconds if you find that you need more time to Spoken Words to finish saying a command than Connection typically allows Decrease the number of milliseconds if you prefer that Connection respond more quickly after you say a command Note 1 second equals 1 000 milliseconds Voice Recognition Increase the percentage if you find that Connection misinterprets your voice Confirmation Confidence commands and you would prefer that it ask you more often to confirm your Threshold intentions Decrease the percentage if you find that Connection too frequently prompts you t
195. sco Unity Inbox Web Tool You can send voice messages to Cisco Unity Connection users e mail addresses and private and system distribution lists OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages WE Sending Voice Messages from the Cisco Unity Inbox Web Tool Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 To address messages to Connection users enter either their names or their primary extensions You cannot address messages to users by entering their alternate extensions Messages addressed to e mail addresses are sent as sound WAV files attached to e mail messages The following special delivery options are available Mark Urgent The message is sent before regular messages Mark Private Alerts the recipient to treat the message confidentially Connection users cannot forward private messages by phone or from the Cisco Unity Inbox Request a Heard You are notified when the recipient opens the message Message Receipt for This Message Note that you may not be able to receive all types of receipts even though the Cisco Unity Inbox allows you to request them Ask your Connection administrator whether Connection is set up to send receipts to users To Send a Voice Message from the Cisco Unity Inbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link In the Cisco Unity Inbox click the New Me
196. se 2 x lt a OL 12744 01 CHAPTER 20 CHAPTER 21 CHAPTER 22 CHAPTER 23 Changing Call Holding Settings in the Personal Call Transfer Rules Web Tool 19 21 Changing Caller Message Settings in the Personal Call Transfer Rules Web Tool 19 21 Changing Call Screening Settings in the Personal Call Transfer Rules Web Tool 19 22 Using the Transfer All Rule Set 19 23 Forwarding All Calls to Cisco Unity Connection 19 24 Changing Rule Processing Preferences 19 25 Changing Message Playback Settings 20 1 What You Hear When You Check Messages 20 1 Enabling the Message Type Menu 20 2 Changing Message Playback Order 20 3 Changing What Cisco Unity Connection Plays Before and AfteraMessage 20 4 Changing Message Notification Settings 21 1 Setting Up a Notification Device 21 1 Cascading and Chaining Message Notification 21 5 Enabling or Disabling a Notification Device by Phone 21 5 Changing a Notification Phone Number by Phone 21 6 Changing Private List Settings 22 1 Creating a Private List 22 1 Changing the Name of a Private List 22 2 Changing Members of a Private List 22 3 Deleting a Private List 22 6 Cisco Unity Connection Voice Commands and Phone Menus 23 1 Voice Commands 23 1 Main Menu Voice Commands 23 1 Send a Message Menu Voice Commands 23 2 During Message Menu Voice Commands 23 3 After Message Menu Voice Commands 23 4 Universal Voice Commands 23 4 Phone M enus for the Standard Conversation 23 5 Main M enu and Sh
197. se the Media Master OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 16 Changing Recording and Playback Settings HE Changing Playback Speed for Messages This section contains three procedures Do the applicable procedure to change message playback speed for an individual message or for all messages heard by phone or through computer speakers The procedure for an individual message uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Note Step 1 Step 2 Step 3 Step 4 Step 1 Step 2 Step 3 Step 4 The speed that you set in the following procedures does not affect the speed of the Cisco Unity Connection conversation recorded names or user greetings To Change Playback Speed for an Individual Message by Phone While listening to a message toggle among the following speed settings Press 4once Slow playback Press 4 again Slower playback Press 6 once Fast playback Press 6 again Faster playback To Change Playback Speed for All Messages You Hear by Phone On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Phone Menu On the Phone Menu page in the Message Speed list click the
198. sed on the home phone number for your mother enter the number in the Home Phone field Dialable Phone number Use the Dialable Work Phone Dialable Home Phone and Dialable Mobile Phone fields when you want to be able to call personal contacts by using voice commands You must specify the phone number in both the Dialable Phone field and the corresponding Phone field For example if you want to be able to call your mother at home by using voice commands enter the number in the Dialable Home Phone and Home Phone fields For Dialable Phone numbers add any additional numbers necessary to dial outside calls for example 9 area code phone number E mail addresses are for your information only Connection does not use e mail addresses in the personal contacts list Tip Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 You can import Microsoft Exchange contacts into your Cisco Unity Connection personal contacts list For information on importing Exchange contacts see the Importing Exchange Contacts into Your Personal Contacts List in the Personal Call Transfer Rules Web Tool section on page 12 4 To Add a Personal Contact in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Contacts menu click View Contacts On the Personal Contacts page click the New Contact icon below the menu bar In the Add Contact Entry page
199. set When you finish recording click Stop Click Save Adding a Rule to a Rule Set A Once you have created a rule set add one or more rules to it Caution Step 1 Step 2 Any personal contacts caller groups personal destinations or destination groups that you plan to use in your rules must be created before you add rules If they do not exist you will not be able to set up your rules correctly To Add a Rule to a Rule Setin the Personal Call Transfer Rules W eb Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Rules menu click View Call Transfer Rule Sets User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 Chapter19 Managing Personal Call Transfer Rules to Handle Incoming Calls Managing Rule Sets and Rules in the Personal Call Transfer Rules Web Tool W Step3 On the Call Transfer Rule Sets page click the name of the rule set to which you want to add a rule Step4 On the Rule Set page in the Transfer Rules section click Add Rule Step5 On the Rule page in the If the Call Is section enter the applicable information that you want Connection to use when identifying calls or callers Ata minimum you must choose a destination destination group or voice mail to which to transfer the incoming call Use Table 19 1 to determine values for the fields Table 19 1 Fields in the If the Call Is Section Field Considerations From Use with the Ca
200. sfer Rules to Handle Incoming Calls Step 4 Managing Destinations in the Personal Call Transfer Rules Web Tool Mi On the Change Destination page make the applicable changes and click Save Deleting a Personal Destination Step 1 Step 2 Step 3 Step 4 You cannot delete a personal destination while it is being used in a destination group or in a rule Delete the destination from the destination group or rule first then delete the destination To Delete a Personal Destination in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destinations On the Destinations page check the check box for the personal destination you want to delete You can check multiple check boxes to delete more than one personal destination at a time Click the Delete Selected Rows icon below the menu bar Changing the Rings to W ait Setting for Phone Destinations Step 1 Step 2 Step 3 Step 4 For phone destinations you can change the Rings to Wait setting on the Destinations page of the Personal Call Transfer Rules web tool To Change the Rings to W ait Setting for a Phone Destination in the Personal Call Transfer Rules Web Tool On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules On the Destinations menu click View Destinations On the Destinations page in the Rings to Wait column enter the new value for the numb
201. should leave a greeting message Hear greetings menu help Greetings Help N A Switch to temporarily using touchtone keys Touchtone conversation 9 Call Connection user Call lt user name gt N A Call lt extension gt Call personal contact or system contact Call lt contact name gt at N A lt home work mobile gt Permanently delete all messages in the Deleted Empty Deleted Items folder N A Items folder Not available on some systems Send a Message Menu Voice Commands After addressing and recording a voice message say or press Action Voice Command Key s Send message Send Edit recording Change recording N A User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 23 Cisco Unity Connection Voice Commands and Phone Menus Voice Commands Action Voice Command Key s Review message properties Review message properties N A Edit recipients Edit recipients N A Mark message urgent Set urgent N A Cancel message urgent Cancel urgent Mark message private Set private N A Cancel message private Cancel private Mark message urgent and private Set urgent and private N A Mark message return receipt Set return receipt N A Cancel return receipt Cancel return receipt Add additional recipients Add names N A Review recorded message and message Review message N A properties During M
202. sing voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys p Tip To switch back to using voice commands after you have finished changing your directory listing status hang up and log on to Connection again Step3 Press 4 3 3 Connection tells you whether or not you are listed in the directory Step4 Press 1 to change your directory listing status Table 14 2 Use These Keys Anytime Key Task Cancel or back up 0 Help To Change Your Directory Listing Status in the Cisco Unity Assistant W eb Tool Step1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Preferences menu click Personal Step3 In the Directory Listing section check the List in Phone Directory check box to be listed Or Uncheck the List in Phone Directory check box to not be listed Step4 Click Save User Guide for Cisco Unity Connection Release 2 x OL 12744 01 a 4s Chapter 14 Changing Personal Settings HI Changing Your Directory Listing Status User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 CHAPTER Changing Cisco Unity Connection Conversation Settings Conversation settings control what you hear and how you interact with Cisco Unity Connection by phone By using the settings in conjunction with message playback settings you can cust
203. ssage 6 Fast playback 14 Play previous saved message 7 Rewind message 16 Play next saved message 8 Pause Resume 2 Save 9 Fast forward Delete Fast forward to end 4 Slow playback Skip message save as is 5 Change volume 1 Not available on some systems User Guide for Cisco Unity Connection Release 2 x OL 12744 01 _ Chapter 9 Finding M essages by Phone Step 7 Finding Messages by Using the Go to Message Option Hl Use the following keys to manage the message after you have listened to it Key s Action Key s Action 1 Replay message 44 Call the user 14 Play previous saved message 5 Forward message 16 Play next saved message 6 Save as new The message waiting indicator on your phone may be triggered 2 Save 7 Rewind message 3 Delete 9 Play message properties 4 Reply Save as is 42 Reply to all 1 Not available on some systems OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter9 Finding Messages by Phone WE Finding Messages by Using the Go to Message Option User Guide for Cisco Unity Connection Release 2 x u OL 12744 01 Mo CHAPTER Deleting Messages You can delete new and saved messages by phone and in the Cisco Unity Inbox web tool you may also be able to delete voice messages in your e mail program ask your Connection administrator Cisco Unity Connection may also save your deleted messag
204. ssage by phone you can reply to only the sender or to the sender and all other recipients and you can add recipients You can also respond to nondelivery receipts NDRs by resending the original message A message from Unity Connection Messaging System means that the caller was not a Connection user or was not logged on as a user when the message was left You cannot reply to messages from such callers This section contains two procedures for replying to messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The touchtone key procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Reply to a Voice Message by Phone Using Touchtone Keys After listening to the message press 4 to reply to the sender Or Press 4 2 to reply to the sender and to all message recipients Record your reply and use the following keys as you record Key Action 8 Pause or resume End recording Press to send the message Or Press 1 to add more recipients or for other message options Then use the following keys to select options and follow the prompts to send your message Key Action Key Action 1 Change addressing 3 Set special delivery 2 Change record
205. ssage icon below the menu bar Address the message in one of the following two ways Enter usernames or primary extensions and or e mail addresses in the To Cc and Bcc fields as applicable Separate multiple names extensions and addresses with semicolons For e mail addresses enter the full e mail address of the recipient for example lt name gt lt domain gt com Click To Cc or Bec to select recipients in the Address Book See also the Addressing Voice Messages with the Cisco Unity Inbox Address Book section on page 11 10 If needed click the Check Names icon below the menu bar then search for and select your recipients to resolve name and extension conflicts When names are resolved they appear as links above the To Cc or Bec fields je Tip Click a link to remove an unwanted addressee In the Subject field type the subject of the message Choose one or more special delivery options as applicable On the Media Master click Record and record the message When you finish recording click Stop To review your message before you send it click Play on the Media Master or click Record to rerecord the message Click Send User Guide for Cisco Unity Connection Release 2 x MiLa E OL 12744 01 Chapter 11 Sending and Replying to Messages Replying to Voice Messages by Phone Mil Replying to Voice Messages by Phone Step 1 Step 2 Step 3 Step 4 When you reply to a me
206. ssistance talk to your Connection administrator Standard greeting This greeting plays during the business hours that your Connection administrator specified for your organization or in other situations when no other greeting is enabled By design the standard greeting cannot be disabled Connection prompts you to record the standard greeting when you enroll as a user For example I am away from my desk right now please leave a message Changing a Greeting When you enable a personal greeting you specify how long you want it available for use Cisco Unity Connection plays the greeting in the applicable situation until the date and time that you specified arrives and then the greeting is automatically disabled For example you can set your alternate greeting to stop playing on the day that you return from a vacation You can also enable a greeting to play indefinitely which is useful when you enable a busy or a closed greeting You choose from one of the following sources to specify what callers hear when a greeting is enabled My Personal Greeting Connection plays a greeting that you record Note Recording a greeting does not enable it System Greeting Connection plays a prerecorded greeting along with your recorded name for example Sorry lt your name gt is not available If you do not have a recorded name Connection plays your extension instead When a greeting is enabled but not recorded Connec
207. t Not all callers will have a number stored in the system If you have trouble finding messages from a specific caller contact your Connection administrator Find all new voice messages Find all voice messages Step4 When the list of messages displays on the LCD screen use the following soft keys to select the message to play back Key Action Select Start message playback from the selected message Next Go to the next page of messages if applicable Previous Go to the previous page of messages if applicable More Displays the Goto and Exit soft keys This key appears only on phones that display a maximum of 4 soft keys Goto Skip to the message specified Phone View displays a screen that allows you to specify the message number by using the phone keypad When the number is entered the message is highlighted Exit Exit the Phone View display This action returns you to the search criteria prompt Step5 As Connection plays a message use the following keys to control playback as you listen to it Key s Action Key s Action 1 Restart message 7 Rewind message 2 Save 8 Pause Resume 3 Delete 9 Fast forward 4 Slow playback Fast forward to end 5 Change volume Skip message save as is 6 Fast playback 1 Not available on some systems User Guide for Cisco Unity Connection Release 2 x OL 12744 01 _ Chapter 9 Finding M essages by Phone
208. t First to specify the message order for all deleted messages Scroll to the bottom of the page and click Save Changing W hatCisco Unity Connection Plays Before and Aftera Message Message properties are pieces of information about a message that Cisco Unity Connection can play before and after a message User Guide for Cisco Unity Connection Release 2 x 20 4 OL 12744 01 Chapter 20 Changing Message Playback Settings Step 1 Step 2 Changing What Cisco Unity Connection Plays Before and AfteraMessage i By default Connection plays the following message properties Sender s Information Before playing the message Connection plays the recorded name of the user who sent a message if available Connection may also play either the phone number of an unidentified caller if available or the extension of the user who sent the message Message Number Before playing the message Connection announces the sequential number of a message For example Message 1 a voice message Message 2 a voice message Tip Although you can turn off message counts in the Cisco Unity Assistant itis handy to know how many messages you have This is especially true for saved messages as you can skip ahead or back to a particular saved message by entering the message number Time the Message This is the time stamp Connection announces the day date and time that a Was Sent message was sent You can specify that Connection
209. t becomes active and you can enable only one rule set at a time To enable more than one rule set or to enable a rule set for a specific weekday use the Personal Call Transfer Rules web tool To Enable a Rule Set by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys pP Tip To switch back to using voice commands after you have enabled the rule set hang up and log on to Connection again Press 4 4 Press 4 to enable a rule set If you have more than one rule set Connection plays the names of both enabled and disabled rule sets in alphabetical order Use the following keys as you hear the rule sets Key Action 1 Enable the rule set Connection prompts you to enter the number of days the rule set will be active Note that a day ends at 11 59 p m so a duration of one day means until the end of the current day 11 59 p m two days is through the end of tomorrow and so on You can enter from 1 999 days for duration 9 Go to the next rule set 7 Go to the previous rule set 0 Help Exit After you enable a rule set Connection returns to the Main menu User Guide for Cisco Unity Connection Release 2 x 19 18 OL 12744 01 Chapter 19 Managing Personal Call Transfer Rules to Handle Incoming Calls
210. t entry Table 22 2 Use These Keys Anytime Key Action x Cancel or back up 0 Help To Change Members of a Private List in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Private Lists menu click View Private Lists On the Private Lists page click the private list whose members you want to change To add members skip to Step 5 To remove members on the Private List page check the check box next to any member that you want to remove from your list and click Delete Selected To add members on the Private List page click Add Members then search for names a Inthe Find Names dialog box click the applicable tab to specify the search scope b In one or more fields enter the applicable information about the user distribution list private list or remote contact that you want to add to your list Je Tip Enter an asterisk in a field to list all users distribution lists private lists or remote contacts For faster results enter one or more characters or values followed by to narrow your search If you are searching for a common name make sure that you enter information in more than one field c Click Find d In the list of possible matches check the check box next to the user distribution list private list or remote contact that you want to add to your private list and click Add Members
211. t to chain to a series of notification devices if an attempt to send notification to the first selected device fails The definition of failure to a notification device is based on the options you select for retrying a device that is not answered or is busy When setting up a chain of message notification devices select the types of messages and message urgency for which Cisco Unity Connection will call only for the first device If any message types are selected for a device other than the first message notification for the device will begin immediately and will not wait for the notification failure of the previous device Therefore your notifications will not occur as a chain but will all be activated simultaneously To set up multiple notification devices to function in a cascading or chaining sequence you may need to contact your Connection administrator for instructions Without certain settings cascading or chaining notification may not work correctly Enabling or Disabling a Notification Device by Phone Step 1 Step 2 Step 3 Step 4 Step 5 By phone you can only turn notification on and off for your home phone work phone a pager and a spare phone Additional notification devices can be turned on and off in the Cisco Unity Assistant web tool Disabling a notification device does not delete its settings The procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversati
212. tact entry To Delete a Personal Contact in the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules Step2 On the Contacts menu click View Contacts Step3 On the Personal Contacts page check the check box next to the contact name You can check multiple check boxes to delete more than one contact at a time Step4 Click the Delete Selected Rows icon below the menu bar Importing Exchange Contacts into Your Personal Contacts Listin the Personal Call Transfer Rules Web Tool wy Note This feature is not available on all systems Ask your Connection administrator whether it is available to you You can save time entering information in your personal contacts list by importing the entries from your Microsoft Exchange Contacts folder This is also a good method for ensuring that your personal contacts information is current Cisco Unity Connection imports only the names phone numbers and e mail addresses of the contacts stored on the Exchange server During the import process Connection will Display the number of contacts in your personal contacts list before the import Import new Exchange contact information into the personal contacts list e Update any Exchange contact information that may have changed since the last import Remove contacts from your personal contacts list that have been deleted in Exchange since the last import User Guide for Cis
213. tal message size As a result your mailbox can exceed its limit even though you may have relatively few messages stored in it User Guide for Cisco Unity Connection Release 2 x a OL 12744 01 CHAPTER About System Broadcast Messages Occasionally you may receive a voice message known as a system broadcast message from your Connection administrator network administrator or management personnel in your organization System broadcast messages are recorded announcements sent to everyone in your organization For example your Connection administrator may send a message asking all users to change their phone passwords or a Human Resources manager may send a message reminding employees about a deadline for a new benefits package Cisco Unity Connection plays any system broadcast messages immediately after you log on by phone You must listen to each system broadcast message in its entirety before Connection will allow you to check your new and saved messages or change your setup options Once a system broadcast message has been played it is permanently deleted for you You cannot respond to or save system broadcast messages System broadcast messages do not trigger the message waiting indicator on your phone for example a light or a distinctive dial tone when you pick up the receiver They also do not trigger message notifications for any alternate devices such as a pager or mobile phone that you may have set up in the Cisco Un
214. te lists or remote contacts For faster results enter one or more characters or values followed by to narrow your search If you are searching for a common name make sure that you enter information in more than one field Step 11 Click Find Step 12 Inthe list of possible matches check the check box next to the user distribution list private list or remote contact that you want to add to your private list and then click Add Members Or If you do not see the user distribution list private list or remote contact you want try entering different search criteria then click Find to search again Je Tip When a search returns more matches than expected increase the value in the Rows Per Page list to view as many matches as possible To limit the search enter more complete search criteria and or enter the applicable information in any additional fields that you left blank Then click Find to search again Step 13 Repeat Step 8 through Step 12 until you have finished adding members to your list Changing the Name of a Private List Each private list has a recorded name and a display name When you address messages to private lists by phone Cisco Unity Connection plays the recorded name so that you can confirm that you have addressed the message to the correct list You enter the display name in the Cisco Unity Assistant web tool The name that you enter for each private list is then displayed in the Cisco Unity Inbox
215. tention Policy May Not Be Enforced By default Cisco Unity Connection does not automatically delete messages once they reach a certain age This means that unless your Connection administrator set up the system to enforce a message retention policy you are responsible for managing the size of your mailbox by periodically reviewing your saved messages and either moving archiving or deleting them permanently If Cisco Unity Connection is set up to enforce a message retention policy ask your Connection administrator how long the system stores your messages before permanently deleting them You can then plan to archive or move important messages ahead of time Connection does not indicate when a message retention policy is enforced nor does it warn you before message are permanently deleted as a result of such a policy Deleted Items and Nondelivery Receipts Are Included in Total Mailbox Size Messages in the Deleted Items folder in the Cisco Unity Inbox web tool are included in the total mailbox size In addition when you receive nondelivery receipts NDRs for messages that you send your mailbox can quickly increase in size especially when original messages included large attachments Total Message Size Includes Original When Messages Are Forw arded You may receive messages that have been forwarded many times over which increases message size The original message plus all recorded introductions that were added during forwarding equal the to
216. tep1 On the Cisco PCA Home page click the Cisco Unity Assistant link Step 2 In the Cisco Unity Assistant on the Notification Devices menu click View Notification Devices Step3 On the Notification Devices page click the SMTP device that you want to change or set up Step4 On the lt Device name gt Notification Device page check the Notification Enabled check box to enable the device or uncheck it to disable the device Step5 In the To field enter the e mail address of the text pager text compatible mobile phone or another e mail account such as a home e mail address Step6 Inthe From field enter the phone number that you want to appear at the end of the text display For example enter the number you dial to reach Cisco Unity Connection when you are not dialing from your desk phone User Guide for Cisco Unity Connection Release 2 x oL 12744 01 TEEN Chapter 21 Changing Message Notification Settings HI Setting Up a Notification Device Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 pP Tip If you have a text compatible cellular phone that you set up as a text pager you can activate the automatic callback function available with your phone when this number is displayed In the Text field enter any text you want displayed for example You have voice mail Every time a message arrives that matches the criteria selected in the message notification settings Connection sends this message Check th
217. ter an existing phone password to change it there take appropriate measures to keep your Cisco PCA password secure To protect your Cisco Unity Connection mailbox from unauthorized access follow the security guidelines provided by your Connection administrator when you change both of your Connection passwords In general shorter passwords are easier to use but longer passwords are more secure especially when you specify a nontrivial password Table 4 1 describes the attributes of nontrivial passwords for the phone and the Cisco PCA OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter4 Securing and Changing Your Cisco Unity Connection Passwords E Changing Your Phone Password Table 4 1 Password Attributes of Nontrivial Passwords Attributes Phone The password cannot contain your primary extension or its reverse The password must contain at least three different digits The digits cannot all be consecutive in ascending or descending order for example 12345 or 54321 A digit cannot be used more than two times consecutively for example 14777 The password cannot contain repeated groups of three or more digits for example 408510408 The password cannot contain digits that are pressed in a straight line on the keypad for example 025809 or 97539 The password cannot be a numeric representation of your first or last name or the combination of your first and last names For ex
218. tification phone number by phone 21 6 personal destination 19 6 personal settings 14 1 phone input style 15 4 phone password 4 2 playback device 16 1 private list members 22 3 private list name 22 2 recorded name 14 1 recording device 16 1 rings to wait setting for phone destinations 19 7 rule 19 15 rule processing preferences 19 25 source of greetings 17 3 time format for message time stamps 15 4 what Connection plays at logon 15 5 checking deleted messages by phone 10 3 messages by phone 7 1 in Cisco Unity Inbox web tool 7 4 in e mail program 7 5 what you hear 20 1 Cisco PCA about 2 3 password changing 4 3 password securing 4 1 updating e mail program password to match 44 Cisco Personal Communications Assistant See Cisco PCA Cisco Unity Assistant web tool about 2 3 accessing 3 2 m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 accessing Help for 3 2 adding in alternate device 14 4 alternate name for private list 22 2 alternate name for yourself 14 3 alternate spelling of yourname 14 2 changing in caller message settings 18 4 call screening settings 18 5 Index recording greeting in 17 5 setting up in phone or pager notification device 21 2 SMTP notification device 21 3 Cisco Unity Inbox web tool about 2 4 accessing 3 2 accessing Help for 3 2 addressing a voice message with Address Book in 11 11 call transfer and holding settings 18 3 Cisco PCA password 4
219. tion on setting up personal call transfer rules see the Managing Personal Call Transfer Rules to Handle Incoming Calls chapter Working with the M edia Master The Media Master appears on assorted pages in the Cisco Unity web tools By clicking the controls you can make and play recordings with either your phone or your computer microphone and speakers User Guide for Cisco Unity Connection Release 2 x P24 OL 12744 01 _ Chapter 2 The Tools You Use Working with the Media Master W Figure 2 1 Media Master Open File Save Recording As Media Master Help Playback amp Recording About Media Master Eo 14 gt Playback Use Computer Record Use Phone v Use Phone Phone Eh me o 00 02 1 volume peto ipt ita g lI se Speed 8 1 Options menu 7 Stop 2 Recording playback progress 8 Pause 3 Record list 9 Play 4 Help menu 10 Volume control 5 Playback speed control 11 Playback list 6 Record The Options menu on the Media Master 1 in Figure 2 1 allows you to work with other sound WAV files in your recordings and to set your playback and recording devices Table 2 1 describes the available options Table 2 1 Options Menu Option Description Open File Open a WAV file saved on your computer to play on the selected playback device Save Recording As Save a recording as a WAV file to a location that
220. tion plays a prerecorded system greeting Nothing Connection plays no greeting Instead callers hear a tone to signal that they should leave a message You can disable a greeting at any time When a greeting is disabled Connection no longer plays it though the recording is not erased Tip If you record a personal greeting then enable the system greeting your personal greeting is no longer available by phone Use the Cisco Unity Assistant web tool to listen to and re enable the last personal greeting that you recorded or use either the phone or the Cisco Unity Assistant to record and enable a new personal greeting This section contains three procedures Do the applicable procedure to change a greeting by phone using touchtone keys or voice commands or in the Cisco Unity Assistant web tool User Guide for Cisco Unity Connection Release 2 x OL 12744 01 n Chapter 17 Managing Personal Greetings WE Changing a Greeting The touchtone key procedure uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use Note Step 1 Step 2 Step 3 Step 4 Step 5 With a multilingual system you manage greetings in languages other than your default language by phone only and your phone input style must be set to Touchtone
221. to mark their messages urgent You can change caller message settings only in the Cisco Unity Assistant not by phone To Change Caller Message Settings in the Cisco Unity Assistant Web Tool On the Cisco PCA Home page click the Cisco Unity Assistant link In the Cisco Unity Assistant on the Preferences menu click Transfer and Screening Check or uncheck one or both of the Listen To and Rerecord the Message and Mark the Message as Urgent check boxes Click Save User Guide for Cisco Unity Connection Release 2 x Piss E OL 12744 01 Chapter18 Changing Call Transfer and Screening Settings Changing Call Screening Settings in the Cisco Unity AssistantWebTool W Changing Call Screening Settings in the Cisco Unity Assistant Web Tool S Note Step 1 Step 2 Step 3 Step 4 This section describes call screening settings for users who do not have access to the Personal Call Transfer Rules web tool If you have access to the web tool see the Changing Call Screening Settings in the Personal Call Transfer Rules Web Tool section on page 19 22 instead The following call screening options are available Tell Me When the Call Cisco Unity Connection tells you when it connects the call Is Connected Tell Me Who The Call Is For Connection plays the recorded name associated with the dialed extension Use this setting when two or more people share a phone Ask Me If Want Connection asks if you want to
222. trator whether the system is set up to send receipts to users 1 Connection may offer you the private secure delivery option instead The private secure option provides the additional benefit of encrypting the message Ask your Connection administrator for details To Reply to a Voice Message from the Cisco Unity Inbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link In the Cisco Unity Inbox click the name of the sender In the open message click Reply Reply to All or Resend as applicable Address the message to additional recipients in one of the following two ways Enter user names or primary extensions and or e mail addresses in the To Cc and Bcc fields as applicable Separate multiple names extensions and addresses with semicolons For e mail addresses enter the full e mail address of the recipient for example lt name gt lt domain gt com Click To Cc or Bee to select recipients in the Address Book See also the Addressing Voice Messages with the Cisco Unity Inbox Address Book section on page 11 10 If needed click the Check Names icon below the menu bar then search for and select your recipients to resolve name and extension conflicts When the names are resolved they appear as links above the To Cc or Bec fields je Tip Click a link to remove an unwanted addressee Edit the Subject field as applicable Choose one or more special delivery options a
223. ur message Press to switch between spelling and number entry To address the message to a private list you must switch to number entry Press to confirm the recipient Press 1 to add another name or list Or Press to send the message as is Or Press 3 for message options Then use the following keys to select options and follow the prompts to send your message Key Action Key Action 1 Change addressing 4 Review message 2 Change recording Send message as is 3 Set special delivery Press to forward the message After you send the forwarded message follow the prompts to handle the original message User Guide for Cisco Unity Connection Release 2 x Pies E OL 12744 01 _Chapter 11 Sending and Replying to Messages Step 1 Step 2 Step 3 Step 4 Forwarding Voice Messages from the Cisco Unity Inbox Web Tool Mil To Forward a Message by Phone Using Voice Commands After listening to the message say Forward Record an introduction to the message and use the following keys as you record Key Action 8 Pause or resume End recording Use the following voice commands as applicable Action Voice Command Send the message Send Review list of recipients Review recipients Edit list of message recipients Edit recipients Edit the recorded message Edit message Review the message properties Rev
224. user who did not log on before leaving the message The Subject field displays the phone number of the caller if it is available Tip Step 1 For information on what to do if your mailbox exceeds its size quota see the Managing the Size of Your Mailbox chapter To Check Messages in the Cisco Unity Inbox Web Tool On the Cisco PCA Home page click the Cisco Unity Inbox link m User Guide for Cisco Unity Connection Release 2 x OL 12744 01 Chapter 7 Checking Messages Step 2 Step 3 Checking Voice Messages in Your E mail Program W In the Cisco Unity Inbox click the speaker icon next to the message to play it Click the icon again to stop playback Or Click the name of the sender to open the message in a new window then click Play on the Media Master Use the following icons or Message menu options to manage voice messages Previous Message Open the previous message Next Message Open the next message Reply Resend original message Respond with a voice message to the sender Available only for messages from other Connection users when responding to an NDR Reply to All Respond with a voice message to all who received the message and who are Connection users Forward Send the message to another Connection user and or distribution list Note that you cannot forward any message that is marked private Delete Delete the message Save Save the message
225. ution lists or remote contacts For faster results enter one or more characters or values followed by to narrow your search If you are searching for a common name make sure that you enter information in more than one field Click Find In the list of possible matches click the recipient that you want to receive the message then click To Cc or Bee To listen to the recorded name of a user or list click the speaker icon Or If you do not see the recipient you want try entering different search criteria then click Find to search again Je Tip When a search returns more matches than expected increase the value in the Rows Per Page list to view as many matches as possible To limit the search enter more complete search criteria and or enter the applicable information in any additional fields that you left blank Then click Find to search again Click Close OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages W Addressing Voice Messages with the Cisco Unity Inbox Address Book User Guide for Cisco Unity Connection Release 2 x Pill E OL 12744 01 CHAPTER Managing Your Personal Contacts List Note This feature is not available on all systems Ask your Connection administrator whether it is available to you Cisco Unity Connection uses the information in your personal contacts list to forward your incoming calls a
226. which conversation you are set up to use To Find Messages by Using the Go to Message Option Log on to Cisco Unity Connection OL 12744 01 User Guide for Cisco Unity Connection Release 2 x g Chapter9 Finding Messages by Phone WE Finding Messages by Using the Go to Message Option Step2 If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys Je Tip To switch back to using voice commands after you have finished using Go to Message hang up and log on to Connection again Step3 Press 3 1 to hear saved messages Use the following keys to select the type of messages that you want to hear You will not hear the Message Type menu if it is disabled in the Cisco Unity Assistant Key Type 1 Voice messages 2 E mails 4 Receipts All messages 1 Although the e mails key is available in the Message Type menu Connection plays e mails only for users who also have the text to speech option 2 Depending on how Connection is set up at your organization you may not receive all types of receipts Step4 Press 1 2 to find a particular message Step5 When prompted enter the message number followed by Step6 As Connection plays the message use the following keys to control playback as you listen to it Key s Action Key s Action 1 Restart me
227. y Assistant web tool When entering phone numbers do not use spaces dashes or parentheses between digits Begin with any access code needed to make an external call for example 9 For long distance numbers also include 1 and the area code Use the key to add 1 second pauses as necessary Use commas to add 1 second pauses as necessary Depending on how Cisco Unity Connection is set up you may not be able to enter certain phone numbers The procedure in this section uses keypad mappings for the standard conversation Keypad mappings for other conversations are provided in the Cisco Unity Connection Voice Commands and Phone Menus chapter Ask your Connection administrator which conversation you are set up to use To Change a Notification Phone Number by Phone Using Touchtone Keys Log on to Cisco Unity Connection If you are not using voice commands skip to Step 3 If you are using voice commands say Touchtone conversation or press 9 to temporarily change to using touchtone keys je Tip To switch back to using voice commands after you have finished changing the notification number hang up and log on to Connection again Press 42 1 After Cisco Unity Connection announces your notification status press the applicable key for the device whose number you want to change Key Device Key Device 1 Pager 3 Work phone 2 Home phone 4 Spare phone Press 3 to change the notification number
228. y to the incoming call To get results with the Call Transfer Rule Tester the rule set that contains the rule you are testing must be enabled or active Note Contact your Connection administrator if you are unable to diagnose call forwarding problems with the Call Transfer Rule Tester tool To Testa Rule Setin the Personal Call Transfer Rules Web Tool Step1 On the Cisco PCA Home page click Cisco Unity Personal Call Transfer Rules Step2 On the Tools menu click Call Transfer Rule Tester Step3 On the Call Transfer Rule Tester page enter and or choose the incoming call conditions that you want to use for the test Name or phone number of the caller If you are testing for a known user a user in the Connection directory or a personal contact click Select Caller to add the user to the Rule Tester Time of day Calendar date Year Whether or not you are in a meeting To get accurate results with the Rule Tester tool specify a date If you do not specify a date the rule is evaluated with the current date which is the default You can combine the conditions in any way to test your rules For example you can specify the caller time date and year Or you can specify only the time of day and date Step4 Click Test If an enabled or active rule applies to the call conditions that you specified Connection displays the rule If no enabled or active rule applies to the call conditions that you specified Connectio
229. you specify Playback amp Recording Configure the Media Master playback and recording settings Table 2 2 describes the Media Master options in the Playback and Recording Settings dialog box on the Options menu click Playback amp Recording The phone is the default recording and playback device for the Media Master OL 12744 01 User Guide for Cisco Unity Connection Release 2x g Chapter2 The Tools You Use W Managing Voice Messages in Your E mail Program Table 2 2 Playback amp Recording Settings Option Description Playback Device Choose the phone or the multimedia speakers connected to your computer If you choose the phone you must enter an active phone number Recording Device Choose the phone or the multimedia microphone connected to your computer If you choose the phone you must enter an active phone number Tip Use the phone to get the best sound quality Active Phone Number Choose your primary extension or enter another phone number when you have set the phone as the playback or recording device for the Media Master Connection calls the number so that you can record or listen by using the phone Performance Choose to play messages as they are download or to download messages completely before they are played Tip For the best performance and quality we recommend that users who use Cisco Unity Connection in a low bandwidth environment for example with a slow
230. your message to the intended recipients without ringing their extensions You can address a message to more than one recipient or list Depending on the input style you are using you address a message either by saying the name of a Connection user or distribution list or by using the phone keypad to spell the name of the user or list or to enter the extension or list number The following special delivery options are available Urgent Mark a message urgent so that Connection sends it before regular messages OL 12744 01 User Guide for Cisco Unity Connection Release 2 x jg Chapter 11 Sending and Replying to Messages W Sending Voice Messages by Phone Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Return receipt Request a return receipt so that Connection notifies you when the recipient opens the message Note that you may not be able to receive all types of receipts even though the Connection phone menus allow you to request them Ask your Connection administrator whether the system is set up to send receipts to users Private Mark a message private so that the recipient knows to treat it confidentially Connection users cannot forward private messages by phone or from the Cisco Unity Inbox This section contains two procedures for sending messages by phone Do the applicable procedure depending on whether you are using touchtone keys or voice commands The touchtone key procedure uses keypad

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