Avaya Distributed Office Voice Mail Quick Reference Guide
Contents
1. Press For Recording and sending messages 2 Listening to messages 3 Recording or deleting a Personal Greeting 4 Changing your Personal Operator Personalizing your mailbox iG Using Outcalling 8 Choosing Call Answer Mode Transferring to another extension Your messages About message categories You can assign Priority Private and Return Receipt categories to messages you send e Priority messages are heard first when listening to new messages e You cannot forward Private messages e Return Receipt messages notify you when the message is listened to by the recipient You can assign one two or all cate gories to a message Listening to messages 1 Log in to voice mail 2 Press 2 to get messages The system plays the message header 3 Choose an option To listen to the message press 0 If the message is a fax it will be transferred to your email if configured To skip the message press The message will remain as new until you listen to the body To replay the header only press 2 3 To delete the message press 3 To play or replay the message press 0 To change the message status back to new press 6 then press to go to the next message The next time you log in for messages you hear this message again as a new message To return to the previous message press 5 To backup to2. IP Telephony Contact Centers Mobility Services AVAYA Avaya Distributed Office voice mail Quick Reference Guide 03 602108 Issue 2 May 2008 This guide explains how to use Avaya Distributed Office voice mail Logging in from an onsite location 1 Enter the Distributed Office voice mail extension to access the voice mail system 2 Identify your mailbox From your own telephone extension press From another telephone extension enter your extension and then press 3 Enter your Password and press Note When you first log in your password is not set Press Follow the prompts to enter a new password record your name and select your preferred language if applicable Logging in from a remote location 1 Call in on a line that is answered by the Distributed Office Messaging Automated Attendant or Call Answer Service When you hear the menu or greeting press 7 See your system manager for the voice mail service number 2 Enter your extension and press 3 Enter your password and press Note When you first log in your password is not set Press Follow the prompts to enter a new password record your name and select your preferred language if applicable 4 The system announces the number of new messages and old messages that you have in your mailbox avaya com Options After you log in choose an option
3. an extension press 2 See Using the Directory to find an extension by name To delete the last recipient press 3 Repeat the above steps to address the message to other recipients Press when you finish Recording and sending messages 1 2 3 4 5 Log in to voice mail Press 1 to record a message Record your message Press 1 when you finish recording Choose an option To approve the recorded message press Go to Step 6 To play back the recorded message press 2 3 To re record the message press 2 1 Go to Step 3 To delete the recorded message and return to the voice mail Activity Menu press 8 avaya com Choose an option Enter the extension of ana recipient then press To use your Personal Mailing Lists press 5 Then enter the Mailing List number from 1 to 10 Then press To use the Directory press 2 See Using the Directory to find an extension by name To delete the last entry press 3 Repeat Step 6 to address the mes sage to others Press when you finish Choose an option To make the message Private press 1 To make the message Priority press 2 To request a Return Receipt press 3 To cancel the previously selected category press 0 To send the recorded message press Personalizing your mailbox Recordin
4. ect Outcalling To access the Directory 3 Press 4 to change your list of press 9 Outcalling Numbers To hear a list of extensions by name in the Directory 4 m the entry number from 1 to press 1 Using the Directory to find an If your mailbox has Outcalling per extension by name mission you hear the number If not you hear Entry number x is not 1 Press 2 to access the Directory used Enter up to the first ten letters of 5 Choose an option the last name and then press Legal disclaimer For full legal page information please see the documents Avaya Support Notices for Software Documentation 03 600758 and Avaya Support Notices for Hardware Documentation 03 600759 These documents can be accessed on the Web site Support avaya com On the Web site search for the document number in the Search box AVAYA COMMUNICATIONS AT THE HEART OF BUSINESS avaya com
5. g your name l 2 Log in to the voice mail system Press 5 to change your name recording or greeting Press 5 to change your name recording Choose an option To listen to the current name recording press 0 To record your name press 1 Choose an option To approve your name press To play back your name press 2 3 To re record your name press 2 1 Recording or deleting a Personal Greeting You can have one or two different Personal Greetings for each language 1 Log in to voice mail 2 Press 3 to change one or both of your greetings 3 Press 1 to change your busy greeting or 2 to change your unavailable greeting The system announces the current settings 4 Chose the greeting language you want to change To select the primary language Mailbox language 1 press 1 To select the secondary language Mailbox language 2 press 2 The system announces the selected language 5 Choose an option To listen to your greeting press 3 To record your greeting press 1 To delete your greeting press 3 Record your greeting and press 1 Choose an option To approve your greeting press To play back your greeting press 2 3 To re record your greeting press 2 1 To delete the greeting you just recorded press 3 Creating mailing lists Use Mailing Lists to send mes
6. ng press 3 About Outcalling To keep the Outcalling number and return to the Outcalling With Outcalling voice mail calls the menu press numbers which you have programmed to signal that a new message has arrived 6 Enter the Outcalling number and in your mailbox You can use Outcalling wait five seconds for the system for all messages or just for Priority confirmation messages if your mailbox has outcalling 7 Choose an option permission If you have finished entering the number press Listen to the Outcalling entry information and Tip If you choose Outcalling for Priority messages only instruct your callers on how to leave a Priority message go to Step 9 Turning Outcalling on or off To enter more digits press 1 1 Log in to voice mail Then repeat Step 7 2 Press 6 to select Outcalling Sr Choose an option To confirm your entry press 9 3 Press 1 then choose an option ia ae Y P To cancel your entry press 6 To turn Outcalling off press 0 Return to Step 4 to program more To activate Outcalling for all Outcalling Numbers messages press 1 To activate for Priority messages Transferring to another extension only press 2 1 Press 4 Press when you finish 2 Chose an option Setting your Outcalling numbers ae a Enter the extension and press 1 Log in to voice mail E ie To call the operator press 0 2 Press 6 to sel
7. ption Enter the extension of the mailbox then press Press 2 to use the Directory See Using the Directory to find an extension by name 8 Press when you finish Changing the mailbox language The voice mailbox supports up to two languages and TTY teletypewriter for system prompts and your personal greetings 1 Log in to voice mail 2 Press 5 to select Administer Personal Options 3 Press 2 to select Mailbox Language avaya com a Chose an option Note Not all of these options may be available on your system To select the primary language Mailbox language 1 press 1 To select the secondary language Mailbox language 2 press 2 To select the primary language TTY Mailbox language 1 press 3 To select the secondary language TTY Mailbox language 2 press 4 The system announces the selected language 5 Press when you finish Changing your Personal Operator You can change the extension that answers your calls when you are unavailable If you use the Personal Operator option ensure that your greeting tells callers to press O to reach your personal operator 1 Log in to voice mail 2 Press 4 to change your Personal Operator 3 Choose an option Enter the extension of your Personal Operator and press To delete your Personal Operator press 3 4 Press when you finish Changing your Pas
8. sages to multiple mailboxes without entering each extension individually You can have up to 10 Mailing Lists Each list can include up to 50 mailboxes 1 Log in to voice mail 2 Press 5 to select Administer Personal Options 3 Press 1 to select Mailing Lists 4 Press 1 to create a list 5 Enter the number that you want to assign to the list from 1 to 10 then press 6 Choose an option Enter the extension of the mailbox and then press To use the Directory to add an extension press 2 See Using the Directory to find an extension by name To delete the last entry press 3 Repeat Step 6 for each mailbox that you want to add 7 Press when you finish Reviewing or modifying Mailing Lists 1 Log in to voice mail 2 Press 5 to select Administer Personal Options 3 Press 1 to select Mailing Lists 4 Press 3 to review or modify Mailing Lists The system announces the number of entries in the first Mailing List 5 Choose an option To review or modify the list press 1 Go to step 7 To delete the list press 3 To skip to the next list press The system announces the number of entries in the next Mailing List Repeat Step 5 6 Press when you finish 7 Choose an option To skip the extension press To delete the extension press 3 To add an extension press then choose an o
9. sword Your password consists of four to 15 digits depending on how the system is configured 1 Log in to voice mail 2 Press 5 to select Administer Personal Options 3 Press 4 to change your password 4 Enter the new password and press 5 Confirm the new password and press 6 Press when you finish Choosing Call Answer Mode Call Answer Mode determines whether callers can leave a message after your Personal Greeting e When your mailbox is in Record Mode callers can leave a message e When your mailbox is in Answer Only Mode callers cannot leave a message 1 Log in to voice mail 2 Press 8 to change Call Answer Mode 3 Choose an option For Record Mode press 1 For Answer Only Mode press 2 4 Press when you finish TTY Support You can enable or disable TTY support for your voice mail Distributed Office voice mail supports storage and retrieval of TTY messages Note TTY is available for US English only and may not be available on your system 1 Log in to voice mail 2 Press 5 to select Administer Personal Options 3 Press 7 to change the TTY status The current status is announced 4 Chose an option To enable TTY support press 1 To disable TTY support press 2 To change or add an Outcalling 5 The new status is announced number press 1 Go to Step 6 To delete the Outcalling number Using Outcalli
10. the desired message press 5 repeatedly To respond to the message press 1 Note Delete faxes which you have transferred in order to free space in your voice mail Responding to messages 1 After the recorded message plays press 1 to respond to the recorded message 2 Choose an option To reply to the sender by voice mail press 1 Go to step 3 Note the sender must have a mailbox in the system To forward the recorded message press 2 Go to step 5 To call to an internal sender back press 3 Go to step 5 Record your response and then press 1 4 Choose an option To approve press To play back your comments press 2 3 To re record your response press 2 1 To cancel responding or forwarding press 8 5 Do one of the following If you are responding to the message go to Step 6 Ifyou are forwarding the message do one of the following Record a comment that will be heard by the recipients before the message then press 11 To play back the recording press 2 3 To re record the comment press 2 1 To delete the comment press 3 To approve the recording press 6 Enter the extension of ana recipient then press To use your Personal Mailing Lists press 6 Then enter the Mailing List number from 1 to 10 Then press To use the Directory to add
Download Pdf Manuals
Related Search