Repartee User Guide - Adams State University
Contents
1. Create a Group 4 Edit Your Groups 5 ist Your Groups Reply 4 Delete a Group 7 Change Phone Number 4 Check Next Message 5j Call Screening On Off 5 Delete f Call Holding On Off Archive 7 Hear Timestamp B Change Call Transfer AK Change Delivery Redirect Deliver Fax I Message Delivery 5 seh Mas 4 Repeat the Message ange Schedule 5 i Viel iniit _ Urgent Only On Off 6 Greetings 4 Change Security Code 4 Spare Phone On Off 7 C F i z Groups L5 Rerecord Name 5 Fax Phone On Off 8 Transfer amp Delivery 6 Respell Name 6 Change Phone Number 4 Personal Options 7 Directory Listing On Off 7 Change Schedule 5 Thisfeature may not be available at your site 70 REPARTEE USER GUIDE Index A B appointments accepting by phone 59 checking by phone 58 declining by phone 59 managing by phone 58 receiving by fax 60 call holding turning or off 29 call managing 47 call screening by computer 46 turning on or off 28 call tracking 48 call transfer changing phone number 27 turningon or off 27 D directory assistance 5 directory listing status changing 36 E e mail changing setup options 532. 54 52 REPARTEE USER GUIDE To check your e mail messages To hear who else received an Access your mailbox see inside front cover If prompted enter your e mail password followed by sk If your password uses any letters refer to the password chart later in this section Enter 4to check new e mail messages Enter 6for old archived messages Q Follow the system instructions Enter 1 for Yes 2 for No TIP If you do not havea security code for the voice messaging system you may be asked to create one the first time you check your e mail by phone e mail message Follow the steps to check your e mail messages Q When offered the message you want to check enter 1 While listening to the message enter 334 TIP Use quick message actions such as to repeat a message or k to stop and save as new Changing your e mail setup options In your setup options you can change whether e mail messages are included in your message totals To turn your e mail totaling on or off Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 7784toturn e mail totaling on or off USING E MAIL INTEGRATION 53 Your e mail password In addition to entering your security code you may be required to enter your e mail password to check your e mail messages by phone Using numbers only If you areusing
3. ViewMail Changing or revoking sent messages ViewMail for Microsoft Messaging Revoking a voice message you have sent 16 REPARTEE USER GUIDE Canceling a message by computer With ViewM ail or ViewMail for Microsoft Messaging you can cancel a voice message you have sent if the recipient has not opened it A message remains in your mailbox until the recipient opens it To cancel a message by computer Select the message Click Delete With ViewM ail for Microsoft Messaging all unopened voice messages you have sent appear in the Unopened folder which is located in the Sent Items folder This feature may not beavailableat your site TIP The Unopened folder also displays unopened faxes sent to subscribers of the voice messaging system but not voice messages sent to e mail addresses For canceling a message that has been sent TO A Ertan 810 099 1040AM EJ 465 8 11 38 3 50A 19821333 by Ative Voice reserved 2A CHECKING AND LEAVING MESSAGES 17 Archiving a message SEE ALSO OnlineHelp The system saves old messages for a set time for example until midnight To keep a message for a longer period you can archive it The system manager can tell you how long your system saves archived messages You can hear your archived messages when you review messages The only difference between archived messages and old messages i
4. 59 eam a Changing your recorded and spelled names 36 Receiving a fax of your appointments 60 Leaving a message by si Managing your tasks 61 Sending a message by computer e Sending and receiving faxes 37 Sendas b m Declining or accepting your new tasks 62 i ending faxes by computer Leaving grOUp MESSA 9 d p Receiving a fax of your tasks 63 Reviewing messages Receiving FAXES 40 Redirecting a message Changing fax 5 4 Using quick message actions and Modifying a message 14 1 i Snoriculs pa PENA 16 Using ViewCall Plus 45 Quick message actions 66 9 Screening and managing calls 46 Archiving a message 18 SNOMCUIS css oit ic eet 68 MESE Irackingicalls 4 22 2 egt tens 48 System menus e 70 Recording a conversation PhoneBASIC 49 Changing your mailbox setup 23 Using E Mail Integration 51 71 Changing your 1 24 Checking e mail by phone 52 Changing your Security GOJE censes Changing your e mail setup options 53 Changing call transfer options Your e mail password 54 Changing ca
5. cover group number Enter 755 to changea group Follow the system instructions to number change the group s recorded name Enter the first three letters of the EDERT LIRENE e ter Ne group name Or enter the first three digits of the group number Enter 1to confirm or enter 2 to hear the name of the next group CHANGING YOUR MAILBOX SETUP A 35 Changing your recorded and spelled names The system uses your recorded name To change your recorded name To change your spelled name to identify both you and your messages to other callers You can change your recorded name only by phone If your phone keypad has letters you also can Enter 77 5to change your recorded Q Enter 7 7 6to change your spelled spell your name for the system The name name system uses your spelled name for the Q Access your mailbox seeinsidefront Access your mailbox see inside front cover Cover directory Callers can enter the first Q Follow the system instructions to Q Follow the system instructions to letters of your nameto locate you in record your name Enter 1for Yes 2 change your spelled name Enter 1for for No Yes 2 for No the directory You can remove yourself from automatic directory assistance so that callers can not learn your extension number To add or remove your name from automatic directory assistance enter 1 when asked to change your directory listing status after changing your recorded name
6. Enter your personal ID and security code if required then enter the following shortcuts to do these tasks enter the following shortcuts to do these tasks TASK _ SHORICU pv TASK SHORTCUT Edit your fax greeting 7 4 9 Check new e mail messages 4 Change your fax delivery 7 6 5 8 Check old e mail messages 6 Fax e mail messages 4 5 Turn e mail totaling on or off 7 7 8 4 Fax a particular task 3 Check today s calendar 4 hear new appointments Check new tasks 4 8 This feature may not beavailableat your site This feature requires the optional E Mail Integration package USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 69 System menus New Messages Switch Greetings Edit Standard Greeting Edit Alternate Greeting Edit Busy Greeting Edit Fax Greeting Save as New Repeat the Message Check New Messages 4 Reply 4 Leave Messages 5 Check Next Message 5 Review Old Messages 6 Delete Change Setup Options 7 Archive 7 gt Deliver All New Faxes 4 5 Fax 5 Hear Current Greeting 0 Edit Groups Add Members Delete Members List Members Change Group Name gt Message Options Edit the Message Set Special Delivery Address to Others Send the Message gt SEE
7. T E E For Press To access your mailbox from outside your organization SLOWER 4 SOFTER LOUDER 5 1 CALL THE VOICE MESSAGING SYSTEM FASTER 6 BACKWARD 7 2 WHEN THE SYSTEM GREETS YOU ENTER PAUSE 8 PERSONAL ID FORWARD 9 EXIT SECURITY CODE ACTIVES VOICE ACTIVE VOICE Main menu Quick message actions Task Shortcut Task Shortcut CHECK NEW MESSAGES 4 REPEAT THE MESSAGE 3 LEAVE MESSAGES 5 SAVE MESSAGE AS NEW NEW MESSAGES ONLY 3 0 REVIEW MESSAGES 6 CHECK THE NEXT MESSAGE 3 5 CHANGE SETUP OPTIONS 7 DELETE A MESSAGE 3 6 CHANGE CALL TRANSFER MESSAGE DELIVERY 7 6 ARCHIVE A MESSAGE 3 7 HEAR WHEN THE CHANGE SECURITY CODE MESSAGE WAS SENT 38 VOICE MAILBOX NAMES y7 REDIRECT A MESSAGE 9 SWITCH PERSONAL GREETINGS 7 4 5 EXIT QUICKLY TOUCHTONE PHONES ONLY 1 FORYES 2 FORNO CURRENT MENU Writers Marion Hansen Conrad Wesselhoeft Editor Conrad Wesselhoeft Production artists Gene Breshears Loretta Matson Project manager Peter Ashmore
8. The system does not let you redirect messages that are designated as private by the original sender SEE ALSO Leaving a message by phone Special delivery options 4 12 REPARTEE USER GUIDE To redirect a message by phone Q Whilelisteningto a message enter 39to interrupt it Q Spell thelast name of the subscriber to whom you are redirecting the message Enter 1to confirm that you want to redirect the message OnlineHelp ViewMail Redirecting messages ViewMail for Microsoft Messaging Forwarding a voice message Redirecting a message by computer You can redirect a message to other subscribers using ViewM ail and ViewMail for Microsoft Messaging When you redirect a voice message the New Message form opens as follows Thesubject contains FW to indicate the message is being redirected Theoriginal voice messageis included Thisfeature may not beavailable at your site To redirect a message by computer Select the message Click Redirect Click To and then use the address book to select recipients names a subject and set delivery options as needed Use the VCR style buttons and your phone or a sound device to record an introduction O 000 Choose Send send your message For redirecting the message to other subscribers groups or guests 10 50AM 1051 AM 1040AM 8 11 99 350AM K
9. a touchtone phone and your e mail password uses numbers only enter the digits followed by For example 5 43 k You do not need to use the password chart If you are using a rotary phone your password must be numbers only Your system must be set up to work with rotary phones 54 REPARTEE USER GUIDE Using letters and numbers If your e mail password uses any letters enter 4HE when asked To enter a letter refer to the password chart e To enter a digit enter 1 followed by the digit Refer to the password chart Enter to end Your e mail password cannot use any other punctuation or symbols Do not use your phone to match letters Use the password chart PASSWORD CHART T oou gt L M 21 22 23 3l 3 33 41 42 43 51 52 53 61 2 e gt FOR EXAMPLE TODAY 81 63 31 21 93 2DAY 12 31 21 93 62 63 71 01 72 73 8l 82 83 91 92 93 02 NOU B UN nmn 11 12 13 14 15 16 17 18 19 10 End Receiving e mail by fax With the optional fax package you can deliver your e mail messages to any fax machine You can receive a fax of Aparticular e mail message All new fax and e mail messages plus their text attachments You can receive your e mail messages at your usual fax machine If you want to deliver your messages to a different fax machine just enter the fax phone number To fax a particul
10. assigned to a task enter 3 3 4 while listening to the task SEE ALSO Managing your appointments 58 Checking incomplete tasks You can check your incomplete tasks after you check new messages and appointments You hear about an in complete task beginning on the task s start date You can hear about tasks you have marked complete when you review mes sages that you have recently listened to orthat you have archived To check incomplete tasks Access your mailbox see inside front cover If prompted enter your e mail password followed by Q Enter 48to check your tasks Q Enter 1to check your incomplete tasks To mark a task complete o o Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 4 8 to check your tasks Enter 1 to check your incomplete tasks After hearing about a task enter 3 7 to mark it complete To check completed tasks o o Access your mailbox see inside front cover If prompted enter your e mail password followed by When asked to review old messages enter 68 When asked to check your completed tasks enter 1 MANAGING GROUPWISE APPOINTMENTS AND TASKS 61 Declining or accepting your new tasks When asked if you would like to accept atask you can enter 2 and the system offers the request again the next time you check your tasks To prevent the system from offering the
11. days a gigi vi ede eje v 1 15621339 3 be Active Voice a Number of archived days For archiving messages swa 8 11 33 913 15 AM Ascheved 4 Fes pears 1 TIP As the archive time decreases for a message you can archive it again which resets the archive time to the maximum value 99 ac 1 d 017 Stock weouncenent 99 038 fomes duh Ds Archived message CHECKING AND LEAVING MESSAGES 29 Recording a conversation You can record a conversation by using either your phone or computer Because the procedure for recording over the phone varies depending on how the system is set up ask your sys tem manager for detailed instructions When you use ViewMail on your com puter you can record a conversation by using the Live Record button When you finish the recorded message is placed in your voice mailbox From there you can review it delete or add an in troduction and send the recorded message to another subscriber SEE ALSO OnlineHdp ViewMail Recording conversations 20 REPARTEE USER GUIDE 464 Recorded tg conversation Renenting an Estemsion 458 gd White Kelly 463 Subject Love Recerdng of Extenona 455 15801938 ty Active Voice um Cp Speed nene Volume e s gt
12. quick message actions while listening to a message For example enter 3 4 to repeat the message After accessing your mailbox you can use the shortcuts for specific tasks A shortcut is your personal ID your security code a number sequence of menu options For example to turn on call transfer enter your personal ID your security code 7 6 4 1 65 Quick message actions While listening to a message enter 3 to When you exit the quick message actions the system saves your message as an hear a menu of quick message actions old message The system also saves your message as old when you enter 35 to check the next message After you have learned the quick action numbers you can enter a number right away to take action Except as noted TASK QUICK MESSAGE ACHON these actions are available for both new and old messages Reply 3 4 After using a quick message action you Check the next message 3 5 can continue with the next part of the conversation or take more action on a Delete 3 6 message For example you can Archive 3 7 Enter 3 4to reply to a message then 35 to check the next message Hear when the message was sent 3 8 Enter 39 to redirect a message After Redirect 3 9 you finish redirecting the message you can enter 3 4 to reply to the orig Save as new new messages only 3 0 inal sender After you reply you can enter 3 6 to delete the message Repeat the message 3 Exit quickly if you ar
13. recording messages For ending a recording session To record a conversation by computer Q Click Live Record TheLive Record Message dialog box appears To begin recording click Live Record Click Pause to stop recording temporarily Click Resume to restart Toendtherecording click Stop or hang up Or click Cancel to stop and erase the recording Toreview the message click Play To send the message to your mailbox click Send Ifthe Request Redirect dialog box appears click Yes to forward the message Click No to save the recorded message your mailbox CAUTION The useof monitoring recording or listening devices to eavesdrop monitor retrieve or record telephone conversa tionsor other sound activities whether or not contemporaneous with transmission may beillegal in certain circumstances under federal or statelaws Legal advice should besought prior to implementing any practicethat monitorsor records any telephone conversation Somefederal and ate laws requi re someform of notification to all parties to a telephone conversation such asusinga beep tone or other notification methods or re quiringtheconsent of all partiesto thetelephone conversation prior to monitoring or recordingthetelephone conversati on Some of theselaws incorporate strict penalties CHECKING AND LEAVING MESSAGES A 21 Changing your mailbox setup Y
14. request for a task again decline or accept it SEE ALSO Declining or accepting new appointments S 59 62 A REPARTEE USER GUIDE To decline or accept a task o o Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 4 8to hear new tasks While listening to a task enter 335 to accept itor 33 6to decline it Enter to hear task options Receiving a fax of your tasks If you are using the optional fax package To receive a fax ofa particular To receive a fax of your tasks you can receive a fax of a particular task task Additionally when you fax all your M Access your mailbox see inside itiescades Follow the steps to manage your tasks front cover If prompted enter your ges see page 61 e mail password followed by ead Allee 8 8 Tofaxa particular task enter 3 7 Enter 45 A list of any new tasks to decline or while you are listening to it or enter 7 Enter 1 to contirimidelive accept after the message finishes playing o ry Alistofthetasks that you marked To deliver the fax to your usual fax ihid iis in e iege mn t complete for today machine enter 1 Or to use a different ain fax machine enter 2 and enter the fax fax machine enter 2 and enter the tax phone number phone number MANAGING GROUPWISE APPOINTMENTS AND TASKS 63 Using quick message actions and shortcuts You can use
15. see step 3 36 REPARTEE USER GUIDE Sending and receiving faxes If your voice messaging system includes the optional fax package you have access to fax mail and fax on demand If you are also using TeLANophy ViewFax may also be available ViewFax You can send receive and redirect faxes from your computer Fax mail Faxes are stored in your mailbox with your other messages Callers can record a short message to accompany each fax they send Faxes can be forwarded from your mailbox to a fax machine by using any phone Fax on demand Callers can request documents from a fax library and have those documents faxed to them You can also use fax on demand to fax documents to your customers and business contacts With ViewFax you can use Fax Library Express to send your customers faxes from your computer Consult your system manager to find out if a fax library is set up on your system 37 Sending faxes by computer ViewFax You can send faxes view faxes and forward faxes from your computer with the TeLANophy ViewFax application ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it or to forward a fax you receive ViewFax converts the document to aTIFF tag image file format graphics image and displays it on the screen Fax Library Express lets you send fax on demand documents from your computer To use Fax Library Express see ViewFa
16. ACTIVE VOICE ON LINE DO CUM EN Repartee User Guide To print this guide 1 OntheFile menu click Print 2 Inthe Print dialog box select All 85 pages Click OK Printing time is approximately 20 minutes 2000 Active Voice Corporation All rights reserved First edition 2000 ActiveFax ActiveNet PhoneBASIC Repartee TeLANophy ViewCall Plus ViewFax and ViewMail are trademarks of Active Voice LLC Protected by one or more of the following United States patents 5 070 526 5 434 906 5 488 650 5 533 102 5 568 540 5 581 604 5 625 676 5 651 054 5 940 488 6 041 114 Active Voice Corporation Seattle Washington U S A www activevoice com 810 02811 Menu Mode To access your mailbox from inside your organization 1 Call the voice messaging system 2 When the system greets you enter Personal ID Security code if required For assistance call Name Extension Contents Introduction ii Changing call holding options 29 Managing GroupWise appointments Setting up your mailbox iv Changing message delivery options 30 and tasks 57 P Using groups scscsceseseseseecesesescstsseeteteseseaees 32 Managing your appointments 58 Checking and leaving messages 1 g g g Changing groups 2 34 Declining or accepting new appointments
17. Changing your security code Your security code prevents othersfrom change your security code using your personal ID to listen to your by phone messages Change your security code as often as you like Your security code should be 4to 10 digits long Q Access your mailbox see inside front cover Enter 77 4to change your security If you forget your security code call code your system manager Follow the system instructions Enter 1 for Yes 2 for No 26 REPARTEE USER GUIDE When you change your mailbox security code update your TeLANophy security code in your user profile See To change mail and service options in ViewMail online Help or Changing mail and service options in ViewMail for Microsoft Messaging online Help Changing call transfer options The voice messaging system is set up to transfer calls to your extension just as areceptionist would When you are unavailable or on another call the sys tem takes a message for you If you will be away for a while you can turn off call transfer or have your calls transferred to a different phone number Your system manager can use a variety of call transfer options that control how calls are transferred to you Depending on these options you may hear one or more of the following prompts when you answer a call Abeep that means the call is froma number outside the system not an internal extension Call for your name gt This res
18. F ume F rese rneumiHeceq Spred 020 0 0 bel For displaying the fax For sending the fax to a printer For skipping from one page to another within a fax Ele Yew See Wicker Help Ali ESTER a Page loft Role D Scal SEX SENDING AND RECEIVING FAXES A 41 Changing fax setup 42 A REPARTEE USER GUIDE If you are using fax mail you can change your Faxdelivery number or schedule Personal fax mailbox greeting Faxnotification phone number To change your fax delivery phone number or schedule Access your mailbox see inside front Cover Enter 765 8to change your fax delivery phone number or schedule Follow the system instructions Enter 1 for Yes 2 for No To change your fax greeting Access your mailbox see inside front cover Enter 7 49 to change your fax greeting Follow the system instructions Enter 1 for Yes 2 for No To change your fax notification o Access your mailbox see inside front cover To change your fax notification for your work phone enter 7 65 4 home phone enter 7 655 e pager enter 765 6 Spare phone enter 7 65 7 faxphone enter 7658 Enter 7 to turn fax notification on or off for a delivery number SENDING AND RECEIVING FAXES A 43 Using ViewCall Plus With ViewCall Plus you can identify manage and track your incoming and outgoing calls from your computer Thre
19. Modifying a message by computer With ViewMail you can modify a voice message you have sent if the recipient has not opened it ViewMail displays the message in your ViewMail mailbox until the person has opened it If the messageis still in your mailbox simply open and modify it With ViewMail for Microsoft M essaging you can modify the message by phone or delete it and send a new message Thisfeature may not beavailableat your site Unopened sent message 4 11 38 DAM Kelly White 465 188 1998 by Voice Alrighty reserved NAN Foam Whin Kelip 463 Ie AI Subject Stock ansasncement be sent d T Umer Coe CT geed nene T Pavate Rotan Receipt nene Volume is Pesas Beco For modifying message delivery options for an unopened message CHECKING AND LEAVING MESSAGES A 15 Canceling a message If the recipient has not heard your last To cancel a message by phone message the system lets you cancel it You o en ain message Start to leave another message to the same subscriber fthe subscriber has not yet heard your last message the system asks if you want to review it Enter 1 to review it When hear the message you want to cancel enter 5 to cancel it Q Enter 1to confirm the cancelation SEE ALSO Modifying a message 14
20. S AND TASKS 59 Receiving a fax of your appointments If you are using the optional fax package you can request a fax of each appoint ment scheduled for today or any other date Additionally when you fax all of your e mail and fax messages you receive All appointments scheduled for a particular day All new appointments you need to accept or decline 60 REPARTEE USER GUIDE To receive a fax of your appointments Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 4 7 to check your calendar Enter 1 to hear your appointment While listening to the appointment you wish to fax enter 3 7 Follow the system instructions Enter 1 for Yes 2 for No To receive a fax of your messages Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter45 Enter 1to confirm delivery To deliver the fax to your usual fax machine enter 1 Or to use a different fax machine enter 2 and enter the fax phone number Managing your tasks If your tasks are available on your e mail system you can access them by phone For example you can Check incomplete tasks Declineor accept new tasks Markatask complete Hear which tasks you have completed Hear who is assigned to a task With the optional fax package receive a fax of your tasks TIP To hear who else was
21. aller provides an online address book Or personal contacts in a list on your names phone numbers the caller s you can integrateViewCall Plus with computer and you can keep business location aPIM contacts in a list on the LAN TIP Pie 44 ux Trigro Gets Cyrus You may want to create more than one call log For example it may be useful to begin a new call log each week or each month 48 REPARTEE USER GUIDE PhoneBASIC ViewCall Plus includes PhoneBASIC which lets you integrate ViewCall Plus with a number of different applications such as Microsoft Office Anyone familiar with Microsoft s Visual Basic can use PhoneBASIC to customize ViewCall Plus to e Identify an incoming call by looking up required information such as credit status in a database or a spreadsheet Makecalls from within an application such as Microsoft Access or Outlook Direct calls based on a set of pre established rules SEE ALSO OnlineHep PhoneBASIC PhoneBASIC scripts can be activated by using Script Manager from the Tools menu Sample scripts Nodlp oss est C WCPLUSSSCRIPTS EXAMPLES E MAL CCMAL PES USING VIEWCALLPLUs A 49 Using E Mail Integration The two optional E Mail Integration packages that you can use with your voice messaging system are E Mail Notify Delivery and E Mail Reader E Mail Notify Delivery E Mail Notify Delivery lets you know when new e mail message
22. anage live phone calls and all types of messages visually on your computer screen TeLANophy is a suite of unified messaging and call management modules TeLANophy consists of ViewMail All of your voice and fax messages are brought together in one window with ViewMail You can access and prioritize your messages and respond to them by using your personal computer View Mail for Microsoft Messaging You can access all of your messages voice mail e mail and faxes in your Microsoft Inbox whether you are using Exchange Outlook or the Windows Messaging Inbox ViewFax You can send receive and redirect faxes from your desktop computer ViewCall Plus All of your inbound and outbound calls can be managed visually from your desktop computer With PhoneBASIC you can customize your call control applications by integrating ViewCall Plus with other applications such as Microsoft s Office suite E Mail Integration for cc Mail and Novell GroupWise You can access your e mail messages by phone With the E Mail Reader s text to speech application you can hear your e mail messages over the phone If your system uses ActiveFax you can send the messages to any fax machine Also you can access all of your messages voice mail e mail and faxes in your GroupWise mailbox Help For more detailed information about TeLANophy use the Online Help system press F1 or usethe Help menu Introduci
23. ar e mail message Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 4to check e mail messages When offered the e mail message you want enter 1 Enter 7 to fax the message OO Follow the system instructions Enter 1 for Yes 2 for No To fax your e mail messages o o Access your mailbox see inside front cover If prompted enter your e mail password followed by Enter 4 5 to fax your e mail messages To deliver the fax to your usual fax machine enter 1 Or to use a dif ferent fax machine enter 2 and enter the fax phone number Follow the system instructions Enter 1for Yes 2 for No USING E MAIL INTEGRATION A 55 Managing GroupWise appointments and tasks If you are using the Novell GroupWise E Mail Integration you can access your appointments and tasks by phone You can handle all of your tasks appointments voice messages faxes and e mail messages through your e mail inbox You need a sound device to listen to your voice messages and a fax viewer to read your faxes If you want ask your system manager to set the system to forward all of your messages to your e mail inbox Or you can receive a notice in your e mail inbox when you have new messages waiting Managing your appointments If your calendar is available on your Checking appointments along e mail system you can manage your with new messages appointments
24. ays Standard delivery The system stores your faxes until you request them When you check messages the system tells you which faxes are waiting Fully automatic delivery The system automatically delivers your faxes to a fax number that you specify in your setup options Your system manager may have already set up this option for you Custom delivery Other fax delivery options may be available depending on your system Consult your system manager To redirect a fax to another fax number check your fax messages Then request fax delivery and enter the new number This changes the fax number for that delivery only You can also request that more than one fax be delivered in the same fax delivery The system adds its own cover sheet to each delivery bundle The cover sheet lists which faxes are included and their page lengths ViewFax Use ViewF ax to display a fax mes sage within ViewMail or ViewMail for Microsoft Messaging If you click ViewFax within the ViewM ail message ViewFax converts the fax document to a TIFF graphics image and displays it on the screen GroupWise users see a separate TIFF attachment for each fax page You can reply to faxes archive them save them as new messages or re direct them to other subscribers just like voice messages This feature may not beavailableat your site Win Kelly 463 AN Emgiiopeos Subject Fae Sut A711730 58 AM _
25. by phone For example The system tells you about your appointments after offering new e Check your appointments for today messages When checking appointments you can another day you hear thetime stamp which indicates Accept or decline new appointments D and day the appointment Hear who else received a request to attend an appointment To check your appointments e With the optional fax package receive Access your mailbox see inside front a fax of your appointments cover If prompted enter your e mail password followed by Enter 47 to check your calendar Q Follow the system instructions Enter 1 for Yes 2 for No SEE ALSO Managing your 61 58 REPARTEE USER GUIDE Declining or accepting new appointments When asked if you would like to accept To decline or accept a new TIP an appointment you can enter2andthe appointment system offers the request again the next time you check your calendar To hear who else was asked to attend the appointment enter 3 3 4 while listening to the appointment Access your mailbox see inside front cover If prompted enter your To prevent the system from offering the e mail password followed by sk ine ill Enter 47 to check your calendar Whilelistening to an appointment enter 3 35 to accept it or 33 6 to decline it SEE ALSO Declining or accepting your new MANAGING GROUPWISE APPOINTMENT
26. caller contact information Click Monitor to listen to message as it is being recorded If you decide to speak with the caller click Take call to pull the call out of your mailbox and transfer the call to your extension Managing calls After you have identified the caller ViewCall Plus supplies you with several tools to manage your phone calls Connect an incoming call to your phone Ask the caller to hold Ask the caller to transfer to another extension Ask the caller to leave a message TAPI or TSAPI compliant systems For TAPI and TSAPI compliant systems ViewCall Plus offers the following enhanced mode options Select an identified caller s name and click this button to call the person back Select a name in your contact list and click this button to dial the contact e e Add a name to create conference call X SO Release the connection between your phone and an active call or conference call D This feature may not beavailableat your site USING VIEWCALLPLUS A 47 Tracking calls Call log Contact list TIP You can useViewCall Plus to keep track The Contact List window stores and of your calls The Call Log window displays general notes and reminders You can use several contact lists or PIMs records all call activity for your extension with each contact name ViewCall Plus at once For example you can keep It also displays information such as c
27. checking by phone 52 integration options iii 51 password 54 receiving by fax 55 sending voice messages with 7 shortcuts 67 69 E Mail Notify and Delivery 51 E Mail Reader 51 F fax greetings changing 43 fax mail settings 40 fax number changing 42 fax setup changing 42 fax on demand about 37 sending by computer 38 faxes changing delivery schedule 42 delivery options 40 of appointments 60 of e mail 55 oftasks 63 receiving 40 sending by computer 38 shortcuts 69 viewing by computer 41 G K greetings activate busy 25 alternate 24 busy 24 changing 24 fax 42 43 rerecord 25 standard 24 switching between standard and alternate 25 system generated 25 groups addingor deleting members 34 changing members 34 changing name or number 35 creating 32 listing members 33 listing of 33 sending messages to 8 9 GroupWise E Mail Integration about 57 shortcuts 69 continued 71 72 L live record button ViewMail 20 M mailboxes changingsetup 23 security code 26 setup initial iv menus shortcuts 68 system diagram 70 message groups See groups messages archiving by computer 19 archiving by phone 18 canceling by computer 17 canceling by phone 16 checking by computer 3 checking by phone 2 deliveringto phone numbers 30 delivery schedule 30 forwarding by computer 12 13 group by computer 9 group by phone 8 leaving by phone 4 modifying by computer 15 modifying by phone 14 playback options 2 redirecting b
28. cipients names Typeina subject and set delivery options as needed UsetheVCR style buttons and your phoneor a sound device to record the message You can also add sounds from the clipboard or from a WAV file To send the message choose Send 6 REPARTEE USER GUIDE Kal White 463 8 11 98 350AM For composing and sending a message 10 50AM 1051AM aaa 1040AM 1960 1938 bs cte Voice Coporelion Alrighty reserved For selecting special delivery options With ViewMail for Microsoft Messaging you can send a ViewMail message to LER me Ioir Com p another subscriber by usingtheViewMail NK mee s SIBI a and sending a address book message Tracy Black AJLA 10 25 AM You also can send aViewM ail message Soles rostre Sod manerent 10 22 AM to someone outside the voice messaging oy Premiere MS system When you use the Microsoft Camie usse Cn EE iL Messagi ng address book theVi ewMail I Vanaja 3103700 message is sent as an e mail message with an attached WAV file With the E mail Integration for Novell For addressing a message GroupWise you can leave a voice Baca to multiple subscribers or Shen oa fe message as an attachment to an anad b message groups M stie un Sesti Fecpeert iver 5 chad DA Seattle Duatributan Lots Its Fios Seattle e mail mes
29. de additional security by always requiring both a personal ID and a security codeto play messages Identify you automatically when you are using your assigned extension Tell you how longit will take to play your messages Checking new messages by computer If your system uses ViewM ail ViewM ail for Microsoft Messaging or the Novell GroupWise integration you can check messages visually from your computer Information about each message is provided on the screen When available names phone numbers and a subject are included with messages ViewM ail also provides the length of the message and the time it was sent You can listen to messages either with a computer sound device or a phone To check new messages from your computer Q Double click the message to open it Use theVCR style buttons to play and respond to the message Oneor more of these features may not be available at your site 1862 1933 by Ate Voce ghi reserved anos MAN Ble Edt Mew Go Tode Hep z x e ox fe Got Vanagas sth Autch restr lt 89 P oa sew release Voice message VCR style buttons Urgent voice message Fax message Tus 8JLL 28 10 25 AM Tue alt LG 1022 AM CHECKING AND LEAVING MESSAGES 3 Leaving a message by phone Thesystem lets you leave voice messages for subscribers groups or guests If you call a
30. e integrated ViewCall Plus windows work together to control your phone calls the Telephone window the Call Log window and the Contact List window For TAPI telephone application programming interface and TSAPI telephony server application programming interface compliant phone systems ViewCall Plus also offers an enhanced mode that adds even more features such as the contact list and call log ViewCall Plus also comes with PhoneBASIC which lets you customize ViewCall Plus in many different ways 45 Screening and managing calls With ViewCall Plus you can identify callers and manage your calls from your computer SEE ALSO OnlineHelp ViewCall Plus Screening calls Placing calls on hold 46 A REPARTEE USER GUIDE Identifying and screening calls When you receive a call the Telephone window displays the call on your com puter screen There are several ways to identify the caller before picking up the phone If Call Screeningis on you can click Who is it to play the caller s recorded name The system can also ask callers to enter their phone or account number The system then match esthis data to your contact list and displays the caller contact information TIP The system can display caller identi fication data This requires additional equipment and system compatibility The system can also match the phone number to your contact list or PIM Personal Information M anager and display
31. e using a touchtone phone 66 REPARTEE USER GUIDE E Mail Integration package While listening to an e mail message appointment or task enter 3 3 to hear amenu of additional options TASK QUICK MESSAGE ACTION Hear who else received the message appointment or task 3J 3J 4J Accept an appointment or task 3 3 5 Decline an appointment or task 3J3J 6 Mark a task complete 3 3 7 Exit quickly This feature not beavailableat your site USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 67 Shortcuts Use shortcuts to accelerate your responses to the system Voice messaging Enter your personal ID and security code if required then enter the following shortcuts to do these tasks HVS sasa DE 6 4 80 4 69 6 8 8 5 09 8 4j Hes TASK SHORTCUT TASK SHORTOUT Check new messages 4 Change your security code Leave a message 5 Turn call transfer off Review old messages 6 Turn call transfer on Change setup options 7 Change the phone number for call transfer Switch personal greetings a 4J 5 Turn call screening options on or off Change your standard greeting 4 6 Create a message group Change your alternate greeting E 4 7 Edit a message group Change your busy greeting 7 4 8 List your message groups Change your recorded name 68 REPARTEE USER GUIDE 82 1 88 1 7 5 Fax package E Mail Integration package Enter your personal ID and security code if required then
32. eferences for saving sent voice messages 10 REPARTEE USER GUIDE Reviewing messages New message by computer ViewMail and ViewMail for Microsoft Messaging list all of your opened old 2 messages in your mailbox until the wand fases system deletes them at the set time ee es EE usually at midnight every night debe WO TO A Erspioyees 8 10 38 1040AM 9 033 arnunceneert E Khwe 465 811298 350AM Gilt To review an old message by computer l Double click the message te Voce Art reserved 2 nmm UsetheVCR style buttons to play Old message the message Microsalt E Edt Go Iod Compose io m je mmi e cox Tue dJLL 33 10 25 aM Seles Stok snoucerert Tue 8JL L9 10 22 AM New message Pat Grens Report om mew pradect release Tow 0 11 90 10 20 Conan veeting e starting 20600 Tue 8Jt 98 10 19 AM Prattofax gt Tew 0 11 90 250 AM 1 m fenascerart Mon 410 1 05 PN 2 Unread This feature may not beavailableat your site CHECKING AND LEAVING MESSAGES 11 Redirecting a message Thesystem lets you Redirect a message to another subscriber Recordan introduction to the message Usespecial delivery options
33. elp White 463 4 186 1998 by cie Voce Al ghi reserved 24 awa For redirecting a message Be Edt Tous Conpoze Hep m3 e mm e x c OK fedet eo S Gf Tracy Black Soles pytt Pak Creme kel Wie Pat Grenn 496 Stock youncewent Report oa sew prodect release Conon weeting e tating ort Prat 20 gt Tus G L 1 38 10 25 AM Tue 10 22 AM Tem 0 11 50 19 20 Tue 9 1499 10 19 AM Tow 1 11 90 250 AM Ven 810 94 1 05 PN CHECKING AND LEAVING MESSAGES A 13 Modifying a message Depending on system settings you can To modify a message by phone use one or more of these message pecans options after you record a message o 05 Modify the message Enter 4to stop recording Vedi While modifying you can enter 4 to ts del tions o Bali tis el Very OLONE add to the end of the message or 5 to e Markit for special delivery listen to it If you have a touchtone phone you can enter 6 to rerecord Redirect itto others the message Enter when you finish modifying SEE ALSO Leaving a message by phone 4 OnlineHelp Redirecting a 5 12 ViewMail Changing or revoking sent 16 messages ViewMail for Microsoft Messaging Revoking a voice message you have sent Canceling a 14 A REPARTEE USER GUIDE
34. essage delivery phone number is in effect You can tell the system to deliver only urgent messages You also can set the system to delay any of the delivery numbers This causes the system to try one delivery number first then to try others only if necessary Entering a pager number may require special dialing characters that are unavailable on a phone for example a semicolon that represents a 3 second pause Contact your system manager for assistance Use the following form to plan your phone numbers and schedules for message delivery REPARTEE USER GUIDE Fill in your message delivery numbers and schedule WORK PHONE FROM OR EXTENSION HOME PHONE FROM PAGER PHONE FROM SPARE PHONE FROM TIP Enter to insert a 1 second pause where you want the system to pause between digits that it is dialing TO TO TO TO To change message delivery Access your mailbox see inside front cover To change your message delivery options for your work phone enter 7 6654 homephone enter 7 6655 pager enter 76656 spare phone enter 7 665 7 e faxphone enter 76658 o o Enter 1to turn on delivery for that number or 2to turn off delivery Enter 4to changethe phone number After you enter a phone number enter to end the entry Enter 5to changethe schedule and then follow the system instructions Enter 1 for Yes 2 for No Enter 6to changethe delivery mode for me
35. king and leaving messages Depending on your system you can use a phone or computer to Check new messages Leave a message to one or more subscribers or guests Leave a message to a group Review messages Redirect a message Modify or cancel a message after leaving it Archive a message Record a conversation Checking new messages SEE ALSO Modifying a message 14 Canceling a 16 Shortcuts a a MEME e TEILTE 68 2 REPARTEE USER GUIDE Checking new messages by phone New messages are messages that you have not yet heard The system notifies you when you have new messages The system plays all urgent messages first then all regular messages It also sorts your messages by sender If the system does not know who left a message it says that the message is from your message box After you listen to the messages from a subscriber you can reply immediately you dont haveto dial the subscriber s extension Oneor more of thesefeatures may not beavailable at your site To check new messages by phone Access your mailbox see inside front Cover Q Enter 4to check new messages Follow the system instructions Enter 1 for Yes 2 for No Optional playback features The system manager can set up special options for your mailbox to Play your new messages automatically each time you call the system Provi
36. lable at this time Please leave a message Thisfeature may not be available at your site Alternate greeting The alternate greeting plays for special occasions such as a vacation A typical alternate greeting is Hello this is Pat Green am out of the office today and will return tomorrow When your alternate greeting is active the system plays it instead of any of your other greetings System generated greetings If you do not record greetings in your own voice the system plays greetings that include your recorded name or your extension For example Forastandard greeting Pat Green is not available right now For a busy greeting Extension 123 is busy Foran alternate greeting Pat Green is out today To switch between your standard and alternate greeting Access your mailbox see inside front Cover Q Enter 7 45to switch to your other greeting standard or alternate To rerecord your standard alternate or busy greeting Access your mailbox see inside front cover Torerecord your standard greeting enter 7461 e alternate greeting enter 7 4 7 1 busy greeting enter 7 48 1 Enter to stop recording To activate your busy greeting Q Access your mailbox see inside front Cover Enter748218to hear your busy greeting Q Follow the system instructions to activate your busy greeting Enter 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP A 25
37. last message Enter 1to review the message Q Listen to the message or enter 2 to interrupt it Q Enter 2to avoid canceling the message Q Enter 7to list who has not heard the message Enter k to stop thelist Sending Group messages by computer With ViewMail and ViewMail for Microsoft Messaging you can either For addressing a message to multiple choose more subscriber names or a groups group name from the ViewM ail address book Create your groups by phone or ask the system manager to create your groups for you Fee Support Je White Key 497 mam Sales Boonen Pat 2521 Cancri Subject Tobe zert a Fuge Pevate T Rosoi Ce CO Sewed nee oes Volume Dr Jod Pupe ho Peson Rowewe j Forest Becod Thisfeature may not beavailableat your site CHECKING AND LEAVING MESSAGES 9 Reviewing messages You can review old messages and To review messages by phone ied Access your mailbox see inside front oe cover Reviewing messages by phone Enter 6to review old messages After you have heard a new message the Q Follow the system instructions Enter system saves it for a set amount of time 1 for Yes 2 for No for example until midnight TIP Enter to skip a message Enter 7 to archive a message SEE ALSO ViewMail Opening messages ViewMail for Microsoft Messaging To set pr
38. ll screening options Receiving e mail by fax 55 Introduction Welcome to Repartee a simple yet powerful voice messaging system that can greet your callers and record your messages You will find it quick and easy to use REPARTEE USER GUIDE On the phone The voice messaging system lets you control how your mailbox receives messages and plays them back You can change these settings whenever you like from any phone The phone options consist of Menu conversation The menu conversation leads you quickly to your destination You will hear a menu of options Enter the number associated with the option to perform the particular task The voice messaging system s menu options are diagrammed on page 70 1 for Yes 2 for No If you prefer ask your system manager to set up your mailbox with the 1for Yes 2 for No conversation This conversation leads you step by step through all of your options with easy yes and no questions Just enter 1for Yes 2 for No Shortcuts To perform routine tasks quickly you can enter a sequence of numbers in advance of the conversation questions or menus Rotary phones If your system uses dial pulse detection you can use a rotary dial pulse tone phone to send and receive messages and to change your feature settings Help When the system conversation asks you a question enter 3to hear a Help menu of options On the computer If your system has TeLANophy you can m
39. ng TeLANophy tutorial INTRODUCTION Setting up your mailbox First fill in the blanks on the inside front cover of this guide and perform the procedure To access your mailbox from inside your organization This makes your mailbox ready to use and enrolls you on the system as a subscriber iv REPARTEE USER GUIDE The system will ask you a few simple questions to record your name spell your name if required record a personal greeting and set your security code Your system manager has assigned you a personal ID As soon as you hear the system greeting enter your personal ID This tells the system who you are and allows you to check messages or leave messages You should also set up a security code that only you know This prevents someone else from hearing your mes sages You can change your security code as often as you like After you have set up your mailbox by phone you can also begin using TeLANophy Contact your system manager to get TeLANophy set up on your desktop To set up your mailbox Access your mailbox see inside front Cover Answer the system questions Enter 1 for Yes 2 for No If you are not sure enter 2 You can always changethe option later Q When the system tells you that your mailbox is set up enter 1to confirm your settings TIP To exit the system quickly enter three or moretimes Orhangup and thesystem will exitautomatically after afew seconds Chec
40. o include a cover page select Send Cover To create a custom cover page click Cover select the type of cover page and then click OK To preview the fax click ViewFax To send the fax click Send The fax waits in a queue and the status of the fax is displayed in your ViewM ail window until it has been sent For including a cover sheet For previewing an outgoing fax SENDING AND RECEIVING FAXES A 39 Receiving faxes If you are using the optional fax package your faxes are stored in your mailbox as fax messages A fax message can have two parts a fax document and an optional voice message annotation Callers can record a voice annotation that you hear when you check your messages If a fax message does not have a voice annotation you will hear only what time the fax arrived A fax and its voice annotation always remain together as a single fax message When you archive a fax message both are archived SEE ALSO Checking new 2 Changing message delivery Poo 30 40 A REPARTEE USER GUIDE Fax mail settings Depending on your system you may have a separate fax number or one extension for both faxes and phone calls Your fax mailbox can have a personal greeting Otherwise the system greets calls with your name or fax number Fax delivery options The system can deliver your faxes in three w
41. ou can change these setup options for your personal mailbox by phone Greetings Security code Call transfer options Call screening options Call holding options Message delivery options Message groups Recorded and spelled names When you make a change the system leads you step by step through a series of simple yes and no questions To make changes to your TeLANophy applications refer to the application s online Help 23 Changing your greetings Callers hear a greeting before they leave a message Your mailbox can have one of three greetings standard busy or alternate You can rerecord or switch between greetings only by phone If you wantto give your callers the option of activating your pager add the following message to your greeting or press 1to beep my pager Standard greeting Thestandard greeting plays when your extension is unanswered A typical standard greeting is Hello this is Pat Green am not at my desk right now Please leave a message 24 REPARTEE USER GUIDE Busy greeting The busy greeting plays when your extension is busy A typical busy greet ingis Hello this is Pat Green am on the phone now Please leave a message For callers to hear your busy greeting you must activate it n If you do not want to use a separate busy greeting then record a standard greeting for all situations when you are unavailable For example Hello this is Pat Green am not avai
42. ponse often is used if you share an extension with another person Thesefeatures may not beavailable at your site Call from callers name gt This response means the call is from a subscriber on an internal extension Call from callers name spoken by the caller This response means that the call is from a number outside the system or from an internal extension that is not identified as a subscriber Enter 1to take the call or 2 and I ll take a message This response gives you a choice Turn on call transfer before transferring your calls to a different phone number You can enter up to nine digits for the new phone number To turn call transfer on or off Q Access your mailbox see inside front Cover Q Enter 764toturn call transfer on or off Q Follow the system instructions Enter 1 for Yes 2 for No To change the number to which calls are transferred Access your mailbox see inside front Cover Enter76414to change the number to which your calls are transferred Follow the system instructions Enter 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP A 27 Changing call screening options The system can screen your calls When To turn call screening on or off call screening is turned on the system asks the caller s name Then it rings your Access your mailbox see inside front extension plays the caller s recorded PvE name and asks if you want to take the Ente
43. pt The system tells you when a subscriber has heard the message Future delivery The messageis delivered at the time and day you specify To leave an identified To leave a message directly in a subscriber s mailbox riber m poa subscriber message Access your mailbox seeinsidefront Enter 2 until you hear the name of the Call another subscriber When the Cover subscriber you want then enter 1 subscriber does not answer the call is forwarded terselcemail Enter 5to leave any messages Q Record your message at the beep The Onthe phone spell the subscriber s rus Beat least seconds Enter 5 to leave a message name Otherwise enterthe extension long to be delivered Follow the system instructions Enter number Enter to start over or to stop 1 for Yes 2 for No recording When spelling a subscriber s last name use a wild card number typically 0 or 1 for any letter in the last name you do not know CHECKING AND LEAVING MESSAGES 5 Sending a message by computer Depending on the optional TeLANophy applications on your system you can use ViewM ail ViewM ail for Microsoft Messaging or Novell GroupWise integration to send voice messages by computer To send a message by computer Q If you are using ViewM ail click Send If you are using ViewM ail for Microsoft Messaging click New voice message Click To and then use the address book to select re
44. r 76415to turn call screening call If you do not take the call the on or off stem takes a message for you 3 T Enter 1 to turn call screening on If your system manager has set up call Enter 2 to turn it off screening for your extension you can turn call screening on and off SEE ALSO UsingViewCall Plus 45 Thisfeaturemay not be availableat your site 28 REPARTEE USER GUIDE Changing call holding options The system can hold a call until your extension is available When call holding is turned on and your extension is busy the system asks callers if they wantto hold until you are available or to leave a message The system also tells callers how many calls are holding ahead of theirs If your system manager has set up call holding for you you can turn call holding on and off Your system manager sets the number of calls that the system can hold for you SEE ALSO UsingViewCall Plus 45 To turn call holding on or off Access your mailbox see inside front Cover Enter 76416to turn call holding on or off Enter 1 to turn call holding on Enter 2 to turn it off This feature may not beavailableat your site CHANGING YOUR MAILBOX SETUP A 29 Changing message delivery options Thesystem can dial up to four different phone numbers to deliver your mes sages You can set a range of minutes hours and days that a m
45. s arrive When you check voice and fax messages over the phone you hear the number of new e mail messages you have received and information about those messages E Mail Notify Delivery can also alert you to voice and fax messages in your e mail inbox E Mail Reader E Mail Reader lets you hear and respond to e mail over the phone using text to speech conversation E Mail Reader reads the text portion of your e mail messages and plays any attached WAV files If you are using the fax package you can also have the system fax your e mail messages to any fax machine Depending on how your system is set up you can check your voice and fax messages through your e mail inbox If your messages are delivered to your e mail inbox the messages are deleted from your voice mailbox to avoid duplication 51 Checking e mail by phone E Mail Integration lets you manage your e mail messages by phone For example you can Hear the e mail message its length who sent it the time it was sent who else received it and any attachments e Record a reply Depending on the system subscribers can hear the reply by phone or receivethe reply as an e mail attachment WAV file Redirect an e mail message to another subscriber s e mail inbox Delete any e mail message you have heard from the e mail system Other wise the system keeps it as an e mail message that you have already read SEE ALSO Your e mail password
46. s that archived messages are saved for a longer period of time After you listen to your archived messages the system gives you the option of archiving the messages again After listeningto an archived message you must enter 3 7 to archiveit again or it will be deleted To archive a message by phone While listening to a message enter 3 7 to archive it ViewMail Archiving and saving messages ViewMail for Microsoft Messaging Saving a voice message temporarily ViewMail for Microsoft Messaging ViewMail columns 18 A REPARTEE USER GUIDE Archiving messages by computer You can archive a message using ViewMail or ViewMail for Microsoft Messaging When the number of archived days reaches zero the voice message is deleted with other old voice messages In the ViewMail mailbox archived messages appear with an Archive icon that displays the number of days the voice message remains archived With ViewMail for Microsoft M essaging you can see how many days are left for an archived message by opening the voice message Or you can add the ViewMail Archive Days column to your mailbox by usingthe Field Chooser Thisfeature may not beavailableat your site To archive a message by computer Select the message f you haveViewMail click Archive If you have ViewMail for Microsoft Messaging select Archive Voice Message from the File menu ANE volore TO Kale White 465 Number of archived
47. sage Stos Disko Arter Book Cortect TL CHECKING AND LEAVING MESSAGES 7 Leaving a group message You can leave a message for more than one subscriber either by Leaving the message for a message group Adding names to the address list A message group is a mailing list of subscribers and guests Your system manager can create message groups or you can create your own message groups To leave a group message by phone Access your mailbox see inside front cover Enter 5 to leave a message Spell the group name or enter the special group ID and group number Enter 2 until you hear the name of the group you want then enter 1 After the beep record your message The message must be at least 3 seconds long to be delivered 8 REPARTEE USER GUIDE To leave a message to several subscribers by phone Leave a message for the first subscriber Enter 6 to stop recording Follow the system instructions to add a subscriber as a message recipient Q Repeat step 3for each subscriber you wantto receive the message The system tells you when everyone in a group has received your message If you do not get this confirmation you can ask the system who in the group has not yet heard the message To find out who has not heard a group message by phone Q Start to leave a new message to the group The system says that some members have not heard your
48. ssages delivered to this number and then follow the system instructions Enter 1 for Yes 2 for No Enter 7 to change fax notification and then follow the system instructions Enter 1 for Yes 2 for No Change any remaining message delivery numbers by repeating the procedure CHANGING YOUR MAILBOX SETUP A 31 Using groups You can create your own message groups When you send a message to a group the message is sent to all members of the group Each group you create has a number or aname There are two types of message groups private and open When you create a private group only you can send mes sages to it When you create an open group other subscribers also can send messages to it To confirm that you successfully created a group you can hear a list of your groups and group members 32 REPARTEE USER GUIDE To create a group by phone Q Access your mailbox see inside front cover Enter 75 4to create a new group For numbered groups enter a three digit group number For named groups enter the first three letters of the groups name Record a name for the group Enter when you arefinished Q Enter 1to makethe group an open group or 2 to make it a private group Q Follow the system instructions to add members to the group You can add them by name or extension number Enter when you are finished adding members Enter 1to leave a message for this group now O
49. subscriber s extension and the call is unanswered your call is automatically routed to the subscriber s mailbox where you can leave a message You can also leave messages directly in a subscriber s mailbox If your phone system uses identified subscriber messaging the system automatically tags a message from your assigned extension with your name If your phone system does not use identified subscriber messaging or you are calling from another subscriber s extension you need to identify yourself as a subscriber by entering your personal ID and security code SEE ALSO Modifying a message 14 Canceling a 16 4 REPARTEE USER GUIDE Directory assistance Your system may use automatic directory assistance numeric directory assistance or both to help callers find subscribers extension numbers Callers with letters on their phones can use automatic directory assistance which identifies subscribers by their last names All callers can use numeric directory assistance which groups subscribers by department location or some other category SHORTCUTS ARO 68 Special delivery options When you leave an identified subscriber message you can mark it with one or more of these special delivery options Urgent The message is played first before regular messages Private The message cannot be redirected Return recei
50. therwise enter 2 TIP Guests do not have extension numbers so add themto the group by spellingtheir names or by enteringtheir personal IDs To hear a list of your groups and group members by phone Access your mailbox see inside front cover Enter 75 6to list your groups and group members Follow the system instructions Enter 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP A Changing groups You can add and delete members of your message groups You also can delete any message group that you own or change the group s number spelled name or recorded name 34 REPARTEE USER GUIDE To add or delete group members by phone Q Access your mailbox seeinside front To confirm your additions cover deletions enter 1 Enter 755to edit a group Q Enter when you are finished Enter the group name or group adding or deleting members number Enter 2 until you hear the name of the group you want then enter 1 Enter 4to add members to a group Or enter 5 to delete members from the group When deleting group members enter the first three letters of the persons last name or enter three wild card numbers for example 111 to list each group member then choose the member s name you want to delete Thisfeature may not beavailable at your site To change a group name or number by phone Access your mailbox seeinside front Enter 7 to change the group name or
51. x online Help Fax Library Express dialog box SEE ALSO OnlineHep ViewFax Addressing and sendinga fax 38 REPARTEE USER GUIDE For redirecting a fax 1051 AM anwsa 1040AM E ewe 463 3 50AM 1 19821333 by Active Voice reserved 24 lawa MEAN For recording an introduction to a redirected fax Print to fax Use the print to fax feature to fax documents to other subscribers groups personal database contacts or other recipients For selecting the Print to Fax Print Driver Prrter tre gt Sun ide Print to Where Pretore Comments Pape rare fa Nunes of copies fi E C Currant page f n Page osso Enter 032 numbers rdo ranges separated by commun Por exargle 135 02 Print phat corset j Pyt pages T ee Cao To send a fax by computer Q From aWindows based program open the document you want to fax Use only a program that prints to a network printer such as a word processing graphics or database program From the File menu click Print select Print to Fax Print Driver from the list of available printers and click OK Select the message recipients For selecting message recipients Asea A Regos cosi Deponens Cogote oon Users 185 T
52. y phone 12 REPARTEE USER GUIDE return receipt 5 reviewing by phone 10 sending by computer 6 shortcuts 66 special delivery options 5 urgent 5 N O name changing 36 P Q passwords e mail 54 PhoneBASIC 49 playback options 2 Print to Fax 39 R recording conversations 20 rotary phone using with e mail passwords 54 using with the voice messaging system ii S screening Seecall screening shortcuts about 65 e mail 67 69 fax 69 quick message actions 66 voice messaging 68 T U tasks accepting by phone 62 checking by phone 61 declining by phone 62 marking as complete by phone 61 receiving by fax 63 TeLANophy about iii archiving messages 19 calllog 48 canceling messages 17 changing messages 15 checking messages 3 contact list 48 forwarding messages 12 13 group messages 9 help options iii managing calls 47 modifying messages 15 PhoneBASIC 49 PIM integration 46 48 Print to Fax 39 recording conversations 20 21 redirecting messages 12 13 reviewing messages 11 screening calls 46 sending faxes 38 39 sending messages 6 setup iv TAPI or TSAPI compliant system options 47 tracking calls 48 ViewCall Plus iii 45 ViewFax iii 37 38 ViewMail iii 6 ViewMail for Microsoft Messaging iii 6 7 transfer See call transfer V Z ViewCall Plus SeeTeLANophy ViewFax SeeTeLANophy ViewMail SeeTeLANophy ViewM ail for Microsoft Messaging SeeTeLANophy 73 Message playback options R E P A R
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