Home

Mitel Speech Server User's Manual

1. 2 LishorPeatures ie oes eno meae DS eo e AE Ue am Dea 3 Enrolling onthe System pr uem nn RN ARCH RUE 4 L gging TRITT 5 Recording Your Primary Greeting 6 Changing Your Name Recording 6 Setting Your Personal Preferences 7 Accessing your Personal Web Page 8 Changing Your PIN iod IR Re xo D ae eae aes 10 Programming Your Numbers 10 Setting Your Forwarding Options 11 Setting your Personal Operator 12 Setting the Prompt Language 12 Setting the Messaging Options eae 13 Setting the Notification Settings 13 Setting Personal Preferences with the Phone 14 Creating Your Personal Directory 14 About Your Personal Directory 14 Creating and Modifying Contacts 15 Managing Your Contact List 15 Recording Contact Names eee rn 16 Testing Contact Names 17 Us
2. lesseeleeeelee een 52 Using Outlook Web 5 53 iv Getting Started Purpose of this Guide This guide provides procedures for managing calls messages tasks meetings and appointments on the Mitel Networks Speech Server system with the Unified Messaging option About Mitel Networks Speech Server Mitel Networks Speech Server provides auto attendant functionality with unified messaging The auto attendant guides you with prompts and responds to your spoken commands to direct your calls The unified messaging stores your e mails voice mails and faxes in one location and lets you use the auto attendant to access and manage your messages with any phone any where at anytime Other features also let you use a phone to manage your appointments meeting requests and tasks All of this is possible because the Speech Server system interacts with Microsoft Exchange Inbox Contacts Calendar and Tasks allowing you to to use voice commands that interact with Microsoft Outlook In order to communicate the system uses speech recognition and Text to Speech TTS technologies Speech recognition Stores your voice print when you enroll and uses your voice print to identify you every time you log in Recognizes your natural voice commands and performs your requested task for example Find messages Recognizes names in your personal contact list and includes that
3. 30 Making and Delivering a Message 30 Managing Faxes curse bere diane parve AEn dne e e etude Ae ata a hee eS 31 Playing EC 31 Forwarding sec dede DR ice LER RR DR Tee QU ae ideal BERS 31 Printing a Eax scies RERO a DRM Ete Mice ids 31 Managing Appointments hearen eiun RENE RR AR EH pea REO Ret d E He aed UA 32 Creating Appointments a eae 32 Changing Appointments 33 Deleting Appointments 33 Managing Meeting Requests 34 Creating Meeting Requests 34 Changing the Date Time EEEL rennen nenn 35 Changing the Attendees 35 Canceling Meetings 4 kk et ehh ee boxes 35 Receiving Meeting Requests 36 Declining Meeting Requests 36 Accepting Meeting Requests 36 Checking Your Calendar 0 een 37 Checking Events sau ere tas gere dearer date E Gao pee te 37 Checking 37 Managing Tasks e e oen Eie pee id 38 Greating seu iub
4. In the top right hand corner of the browser window click x Changing Your PIN To change your PIN In your Personal Web Page click Change PIN Enter your current PIN Enter your new PIN 4 to 7 digit number Re enter your PIN as a confirmation Click Change Click OK gU es ee UN The next time you want to log into your Personal Web Page you must enter your login ID and new PIN Programming Your Numbers To program your cellular phone home fax voice mail and or pager number 1 In your Personal Web Page click Phone Numbers 2 Select the Location Device that you want to program Note that you cannot change your office number Only the administrator can set your office number 3 Inthe Number field enter the digits that you would dial from your phone See your system administrator for information about your dialing plan If you are able to program your voice mail number enter the voice mail number that the administrator will give you Note The programming of a voice mail number in the Personal Web Page is for a user that does not have access to unified messaging The voice mail number does not have a login security setting and is available to the public Users with unified messaging have their voice mail number programmed by default 4 Select the Login Security levels for your Cellular phone Home Fax and Pager numbers Full Login Provides immediate access to your messages after you say Messenger
5. Tutorial Access a tutorial for the current application Auto attendant Transfer to the Attendant for Speech Server User Options Access User Options menu Desktop Transfer to Desktop and access all user functionality 19 Mitel Networks Speech Server Navigating through the Applications Place a Call DESKTOP Messenger User Options Calendar Task Manager Greeting Options Review Play Name Recording Create Task Create Appointment Call Forwarding Create Meeting Request Change PIN Check Calendar Change Fax Forward Check Availability umber To move between the Desktop applications Messenger User Options Task Manager and Calendar say Desktop To place a call while you are in the Desktop applications say Auto Attendant SE0028 Managing Calls Placing a Call You can place calls by saying acontactname a department name orthe numbers ofthe phone number The system can call contact names in the Company Directory or in your Personal Directory When using the Company Directory you can request the department name or say the name of the person and the system by default transfers the call to the business number To place a call to a cellular phone pager fax voice mail number or home number of the person in the company directory you must request it specifically For example you could say Bill Smith on his home number N
6. Use full login if you do not want a security check before accessing your messages Full login does not require you to enter your PIN Note that anyone using your phone can then access your messages You may want to program your personal cellular phone with full login Partial Login Provides access to your messages after you say Messenger and dial your PIN The PIN should be kept confidential See Changing Your PIN on page 10 10 Mitel Networks Speech Server 6 Use partial login if you want immediate access to names in the Company Directory and in your Personal Directory Also use partial login if you want the system to perform a security check before providing access to your messages The security check is the entering of your PIN number with your telephone keypad before accessing your mes sages You may want to program your desk phone with partial login Manual Login Provides access to your messages after you say Login your login ID and then Messenger Use manual login if security is important With manual login you have immediate access to the names listed in the Company Directory Access to other functionality Personal Directory User Options Messenger Calendar and Task Manager requires your voiceprint identification with your spoken login ID You may want to program a phone that serves many users a lobby or a department phone with manual login Set the call restrictions for your cellular phone
7. Delete the current message and play the next message Forward Forward the message to someone on your Personal Contact list or Company Directory After you say Forward the system will ask you for a name Fax forward Print your e mail or fax message on a fax machine Mark as unread Keep the message and mark as unread Reply to sender Reply to the sender of the current message 27 Mitel Networks Speech Server Say To Reply to all Reply to sender and all other recipients Call him her back Call the message sender Repeat or Play again Repeat the current message Skip Skip the current message and leave it marked as read unread Next Mark the current message as read and play the next message Previous Play the previous message 5 Say Messenger to return to the main menu Examples To listen to old voice mails from a certain time period say Play old voice mails sent since the last four days You must give a number of minutes hours or days do not give the date The number can not be greater than 10 To listen to an old message e mail voice mail or fax from Person A listed in your Personal Directory received sometime in the last 7 days say Play old e mailfrom Person A received since the last 7 days To listen to messages from Person X say Find messages and then when prompted say Person X Replying to Messages 28 After listening to a message you can reply either to the m
8. your voice message and click the Play button to listen to your modified voice message If you want to attach a file on the main menu bar click Insert File and then browse for the file and attach it Click Send Tip Create a voice message and save it as a draft At your convenience you can continue or modify the message and then send it Mitel Networks Speech Server Using Outlook Web Access You can use any computer with web access to access your messages Note The Multimedia Outlook Plug in is not supported when you launch your Unified Messaging through Outlook Web Access OWA We suggest that you install the Microsoft Exchange Multimedia Messaging Component so you have the ability to listen to your voice messages with a playbar or use Windows Media Player to play the attachment The instructions and the extensions to download the Outlook 2000 extensions required for multimedia messaging are located at http lt your Exchange 2000 server name gt Exchweb Bin emsetup asp Q Tip Each multimedia recording is inserted into the message body as an attachment When you receive a multimedia message you must click the attachment to start the playback of the audio message Online Help is provided to assist you in the use of the Microsoft Exchange Multimedia tool This help is accessed when composing or receiving a message When composing a message click the Record button click Start and the Multimedia Control bar opens Click
9. Click Until and then select the date and time at which you want the forwarding to expire In the Forward My Faxes To field enter the number for the fax machine that you want to direct your messages to The system uses this fax number as a default setting in response 11 Mitel Networks Speech Server 12 to the voice command Fax Forward Users say Fax Forward after they hear a message email voice mail or fax that requires printing on a fax machine 5 Click Save While Mobility is enabled all calls to your name are directed to the Reach Me number Note that if a user specifically requests one of your numbers for example John Smith on his cell phone the call would be routed to the cellular phone Note You can also set your call forwarding with speech commands See Forwarding Calls on page 23 Setting your Personal Operator If you have the Unified Messaging option you can enable a personal operator To assign a person to accept your calls when the caller presses 0 on his her phone during the greeting 1 In your Personal Web Page click Reach Me 2 Select the Enable Personal Operator check box 3 Enter the number for your Personal Operator Q Tip Many people enter their cellular phone number as their Personal Operator They then instruct callers with a voice mail greeting to press 0 to reach them on their cellular phone 4 Click Save Setting the Prompt Language To set the language of the attendant prompts a
10. ERN UO P ENSE der DES RENDUM xx ha aC Ronda 38 Checking Tasks unse unse ee ES ped aie poe ee 38 Ghanging Tasks ez Eee ud re gr 39 Deleting Tasks u dre E ar less 39 Using Touchtone Commands seeeeeeeeeeeee n n n nnn 40 Placirig Calls ao at ies eet toe i e m ate 40 Switching to Touchtone sseseeeseee eh mh 40 Playing Messages Sr aaa queen a er deni E ER Rie AR PERRO Ea 41 Making and Sending 41 Setting Address Options x vane Ree eio eR 42 Setting User Options seii aoe a Baten eed Ae 42 Setting Greeting Options eee 43 Using Your PC for Voice Messages 44 Installing the Multimedia Outlook 44 Changing Your Voice Message Playback 46 Voice Message Buttons 47 Playing Voice Messages 48 Using Your PC Speakers as a Playback Device 49 Using Your Telephone as a Playback 50 Replying with Voice e eR Ex exe Na 51 Forwarding with ix ed RIO RARE Ia km RCRUM E ERI 52 Creating Voice Messages
11. his office number when call forwarding is set to their cellular phone the system will honor your request and transfer the call to the office extension number Mitel Networks Speech Server 3 The system confirms the requested name If the confirmation is correct remain silent or say Yes and the Attendant will route your call If the confirmed name is incorrect say No or Cancel and the Attendant will allow you to request the name again If after several attempts the Attendant cannot recognize the name of the person who you are trying to call you will be routed to the operator If an operator is not available the system provides a message explaining that there is a problem and will then hang up If the line is busy and if the person you are calling has their voice mail number programmed with the Speech Server system the Attendant will tell you that you can leave a message on their voice mail if you say lt First name and last name gt on their voice mail Tip To improve recognition success minimize background noise Canceling a Call To cancel a call Say Cancel or No before the Attendant says Dialing If you press 0 you will cancel the transfer and the system will automatically route your call to the operator Transferring a Call To transfer a call using Speech Server 1 Press the Transfer key on the phone 2 Press the Speak Ease key Speech Recognition key on the 5240 IP Appliance or
12. home fax or pager number In the Privacy drop down menu select Public Trusted Users or Private Public lets everyone call you Trusted Users lets callers logged into the Speech Server system call you and Private restricts everyone from calling you at that number For example if the cellular phone belonging to Dave Black is set to Public on his Personal Web Page an outside caller can call Soeech Server and say Dave Black on his cell phone and be able to call Dave Black on his cellular phone if Dave Black is listed in the Company Directory Click Save Setting Your Forwarding Options You may want your calls forwarded to your voice mail if you don t want to be interrupted or you may want to have your calls forwarded to your cellular phone or to a location other than your office that you frequently work in Note The call forwarding feature is dependent on the Mobility option being enabled and the forwarding to a fax machine feature is dependent on the Fax Integration option being enabled To set your call forwarding 1 2 In your Personal Web Page click Reach Me In the Reach Me field select the device or location where you want to be reached or enter a temporary number that you want your calls forwarded to The office number is the default setting for the Reach Me field Click Indefinitely if you want the system to direct your calls to the Reach me number until the next time you reset the Reach Me field or
13. last name on her his cell phone Forahome number say Check the number for first name last name s home phone Fora fax number say Check the number for first name last name s fax number Tip For the above examples you can also say What is the number for 2 The system plays the number for the name that you requested If the number is not available the system responds with Sorry that number is not available Note You cannot query a home phone number fax number pager number or cellular phone number that is not programmed or is marked Private Calling the Operator To call the operator Say Operator or say Zero or dial 0 at any time Changing the Language On bilingual systems you can change the language of the auto attendant prompts After you state the desired language the Attendant will provide prompts in that language for the duration ofthe call oruntil you say English Bilingual systems are available with the following languages English and French English and Spanish 25 Mitel Networks Speech Server To set the language of the auto attendant prompts for the call Dial the Speech Server extension number 2 Request the secondary language For example if the Attendant greeting is in English say Francais or Espafiol 3 The Attendant provides prompts and responds to your commands in the requested lan guage for the duration of your call or until you say Engl
14. of the main menu When you are in the sub levels of the main menu you can press the key on the phone to get back to the previous level You can place a call to a voice mailbox first name gt lt last name on their voice mail if the recipient name is a Unified Messaging user or is in the Company Directory and has a voice mail number programmed in the Speech Server system Ifthe administrator enables Automatic Route Selection ARS the system will directly route your call to a voice mailbox If ARS is not enabled you will have to enter a voice mailbox number after the request lt first name lt last name gt on their voice mail Users are able to restrict callers from calling them on their personal numbers with privacy settings Public Trusted Users or Private Public provides no call restriction Trusted Users allows callers that are logged into the same Speech Server system to call and Private restricts calls If the number you are calling is not programmed or is marked Private or marked for Trusted Users and you are not logged into the Speech Server system the Attendant responds with Sorry that phone number is not available 21 Mitel Networks Speech Server To place a call Q 1 2 22 Tip To get a list of the departments that you can call ask the Attendant What are the departments Dial the Speech Server extension number Login if necessary When the Attendant answers
15. the voice message See Changing Your Voice Message Playback on page 46 48 Mitel Networks Speech Server Refer to one of the following procedures that describes your playback preferences Q Tip If you want to reply to the voice message you can respond with your voice or with text e mail using the Reply buttons in Microsoft Outlook To include a voice message see Replying with Voice on page 51 Tip If you want to forward the voice message you can do so with the Forward buttons in Microsoft Outlook You can add text or add a voice recording To include a voice message see Forwarding with Voice on page 52 Tip If you have your default playback device set to Speakers and you want some privacy switch to your phone with a click on the Playback Device button amp eb Using Your PC Speakers as a Playback Device Note The following two procedures assume that you selected PC Speakers as your playback device and that you have selected the auto play setting variable under Tools Options For more information see Changing Your Voice Message Playback on page 46 To play a voice message with Auto play When Previewing ie Selectthe voice message in the Outlook Inbox The system automatically plays your voice message over the speakers Click QuickPlay and use the toolbar to stop play pause fast forward or review the voice message If you decide that you want to hear a specific voice message over the pho
16. you access your Personal Web Page from the Profile button on thetoolbar and also provide identification for the playback of your voice messages Click OK Click OK Tip The Reset Controls button resets the default positions for the Unified Messaging menus and toolbar thereby deleting your customized settings for Multimedia Outlook Plug in Note The Multimedia Outlook Plug in is not supported if you launch your unified messaging through Outlook Web Access OWA Therefore we suggest that you install the Microsoft amp Outlook Multimedia Extension so you have the ability to listen to your voice messages using the playbar The instructions and the extensions are located at http lt your Exchange 2000 server name gt Exchweb Bin emsetup asp 45 Mitel Networks Speech Server Note The Mitel Networks QuickPlay toolbar is available so you can stop play pause fast forward or review your voice messages You can toggle the Playback Device button to on or off and change your auto play options with the Auto play when previewing check box If you need to launch the Mitel Networks QuickPlay toolbar click on the QuickPlay button on the Microsoft Outlook toolbar The QuickPlay button will appear depressed when the Mitel Networks QuickPlay toolbar is open Note If you have Microsoft Outlook open on a PC and then you open Microsoft Outlook using the same account on another PC you will have to restart Microsoft Outlook on the original PC
17. you want to test The attendant either confirms your request and returns you to the main menu or indicates that it cannot recognize your request In Demo Mode the system will not complete your call 5 State Disable Demonstration Mode to return to normal operation 17 Mitel Networks Speech Server Using Speech Commands The Speech Server system responds to your speech commands When you become more comfortable with the prompts you can use the Barge in feature and the Expert Mode feature Barge in Barge in allows you to interrupt a system prompt with a request The system will stop playing the prompt and respond to your request Barge in allows experienced users to obtain faster service from the Attendant Inexperienced users can still listen to the full prompts Your administrator can enable or disable this feature for you Expert Mode In Expert Mode the Speech Server provides a short tone instead of prompts when you call into the system If the system encounters an error for example if it can t recognize the requested name it provides prompts and instructions Your administrator can enable Expert Mode on your account Speaking Tips When you are speaking to the Attendant 18 Speak clearly but don t shout Speak at a normal pace not too slowly particularly when you state your login ID In noisy environments do not use speaker phones Remember that you can interrupt the prompts if Ba
18. 1300 hours If the time is available you can say Create an appointment Create meeting request Back to Calendar or Desktop If the time is not available the Attendant will tell you what is scheduled and you are returned to Calendar so you can check for another time 37 Mitel Networks Speech Server Managing Tasks 38 A task outlines an activity that is due at a certain date time with a particular priority status state of completion and a message attached text or voice A task can also be used to leave yourself a memo in which the content of the message is the main component of interest Managing tasks with your voice commands depends upon the Calendar and Task Management system option The tasks are managed with Outlook Tasks in Microsoft Outlook and any changes that you make with your voice commands will appear on your PC in Outlook Tasks Note Task Manager functionality is only supported in English If using French you must say English to switch to English before saying Task Manager Creating Tasks To create a task 1 Dial the Speech Server extension number Login if necessary 2 Say Task Manager 3 Say Create task Respond to the prompts to make a recording for example Draft A due 4 When prompted say the due date for example Friday or September 6 5 Thesystem will save your task unless you say Make changes If you say Make changes you can then have a choice of the following
19. MITEL NETWORKS Speech Server ATTENDANT UNIFIED MESSAGING USER GUIDE MITEL it s about YOU NOTICE THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY The information contained in this document is believed by Mitel Networks to be accurate as of the date of its publication and is subject to change without notice Mitel Networks assumes no responsibility for any errors or omissions in this document and shall have no obligation to you as a result of having made this document available to you or as a result of the information it contains No part of this document can be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without written permission from Mitel Networks Corporation The following are trademarks of their respective companies or organizations Mitel Networks is a trademark of Mitel Networks Corporation Microsoft and Windows are trademarks of Microsoft Corporation All other names and products herein are trademarks of their respective companies and are hereby acknowledged Mitel Networks Speech Server Release 4 5 June 2003 Copyright 2003 Mitel Networks Corporation All Rights Reserved Table of Contents Getting Started a eee ee E RR E MEE E 1 Purpose of this Guide 222 2 Homann ln 1 About Mitel Networks Speech Server 1 Benefits of the System
20. age click My Settings The settings that are in your Personal Web Page are dependent on the license that your system has You can only view these settings Contact your system administrator if you want to change these settings Personal Data First Name Your first name as programmed in the system Last Name Your last name as programmed in the system Nickname Your nickname as programmed in the system Department The department that you belong to Location Your location Login ID Your 10 digit for N A or 11 digit for U K login ID Language Language setting Features Expert Voice enabled or disabled Interface In Expert Voice Interface mode the Speech Server only provides a tone when you call into the system If you make an error the Speech Server provides prompts and instructions Mitel Networks Speech Server Features continued Mobility enabled or disabled Reach Me Allows you to redirect your calls to your home cellular phone pager fax number voice mail or temporary number Messaging enabled or disabled Messaging allows all messages e mail voice mail and faxes to be deposited in one location for the Unified Messaging user The user can then use voice commands to identify the messages to listen to e mails or voice mails to forward e mails or faxes to a fax machine of his her choice and to respond to messages Note that forwarding e mails and f
21. age into a Voice Contact category Then only those contacts will appear in your personal list 15 Mitel Networks Speech Server 16 Q Tip If you have a large number of contacts in Microsoft Outlook you can use the Voice Contact category to select the contacts that you want to use as voice contacts To make a Voice Contact category In Microsoft Outlook open your Contacts folder Right click a contact name Select Categories from the pop up menu Click the Master Category List button In the New category text box type Voice Contact click Add and then OK ee In the Categories window click To enter your existing contacts in the Voice Contact category 1 Right click the contact name or hold down the Ctrl key select multiple contacts and then right click on the last contact name 2 Select Categories from the pop up menu 3 Select the check box for Voice Contact 4 Click OK To enter a new contact in the Voice Contact category 1 In the Untitled Contact window click Categories after adding the information for the new contact 2 Select the check box for Voice Contact 3 Click OK Q Tip You can quickly view which contacts belong to the Voice Contact category by clicking the View menu selecting Current View and then By Category Microsoft Outlook will display your contact list sorted by category Recording Contact Names When you request a contact on your Personal Directory list the Atte
22. ard 2 Wait for the prompt asking for a name and then say the name of the person listed in your Personal Directory or your Company Directory Forwarding a Message to a Fax Machine To forward an e mail or fax to a fax machine 1 After identifying the e mail voice mail or fax that you want to forward to a fax machine say Fax forward 2 When prompted say Yes if you want to use the default fax number or say No if you want to send the e mail to another fax number for example a fax machine at a hotel 3 If you said say or key the new fax number when prompted If saying the number say the individual digits The system then asks you to verify the number 29 Mitel Networks Speech Server Delivering Messages 30 Making and Delivering a Message To deliver a message to someone in the Company Directory or Personal Directory Bog e e Dial the Speech Server extension number Login if necessary Say Messenger Say Make a message When prompted say the first and last name of the recipient s listed in your Company Directory or your Personal Directory and then say List complete At the prompt record your message When you have finished recording you can Say To Deliver Send the message immediately Modify message Change the message Review message Listen to the message Append message Add to the message Record message Delete the message and add a new message Cancel Leave withou
23. ark as unread Repeat or Play again Skip Next Previous To Stop message playback Delete the current message and play the next message Forward the message to someone on your personal contact list or Company Directory After saying Forward the system will ask you for a name Print your e mail or fax message on a fax machine Keep the message and mark as unread Repeat the current message Skip the current message and leave it marked as read unread Mark the message as read and play the next message Play the previous message 5 Say Messenger to return to the main menu Forwarding a Fax To forward a fax to a person 1 After identifying the fax that you want to forward say Forward 2 Wait for the prompt asking for a name and then say the name of the person listed in your Personal Directory or in your Company Directory Printing a Fax To print or forward a fax to a fax machine 1 Dial the Speech Server extension number Login if required Say Messenger The Attendant provides a message summary Say Play fax The system provides the name of the sender the date and time of the fax and the subject of the fax 31 Mitel Networks Speech Server 4 After identifying the fax message that you want to forward to a fax machine say Fax forward 5 When prompted say Yes if you want to use the default fax number or say No if you want to send the fax to another fax number for exa
24. axes to a fax machine requires the Fax Integration option Notification enabled or disabled Notification allows Unified messaging users to use their numeric pager or e mail enabled device to notify them when a pre selected type of messages arrives Status Account Code enabled or disabled Allows the system to dial the appropriate account code when making an outgoing call Call Restrictions From Internal Displays the restriction that is applied to calls that you make from an internal extension Your internally generated calls can be restricted to Internal calls only Internal and Local calls Internal Local and Toll calls or Internal Local Toll and International calls From External Displays the call restriction that is applied when you call into the Speech Server extension from an external number Your externally generated calls can be restricted to Internal calls only Internal and Local calls Internal Local and Toll calls or Internal Local Toll and International calls Mobility Reach Me Displays the call forwarding settings Call forwarding can be restricted to Internal calls only Internal and Local calls Internal Local and Toll calls or Internal Local Toll and International calls Note Controlling mobility via the phone is only available in English and French Mitel Networks Speech Server To exit your Personal Web Page
25. ck Previous or Next on the toolbar Using Your Telephone as a Playback Device Note The following two procedures assume that your phone is idle that you programmed Telephone as your playback device and that you have selected the auto play setting variable under Tools Options For more information see Changing Your Voice Message Playback on page 46 Note The voice mails must be in the Inbox of the Exchange Server for you to be able to use the telephone as a playback device To play a voice message with Auto play When Previewing ao fF ON Click QuickPlay Select the voice message in the Outlook Inbox Answer the phone to hear your voice message Use the Mitel Networks QuickPlay toolbar to stop or play the voice message If you want to listen to some other voice messages you can select the other voice mails before you hang up To play a voice message with Auto play When Opening 1 Double click the voice message in the Outlook Inbox 2 Answer the phone to hear your voice message Use the buttons under the subject header to stop or play the voice message If you want to hear the previous or next voice message click Previous or Next on the toolbar before you hang up Note The following procedure assumes that your phone is idle that you programmed Telephone as your playback device and that you did NOT select the auto play setting variables under Tools Options For more information see Changing Your Voice Message Pla
26. commands Say To Change due date Request a different due date Change start date Request a different start date Change reminder Modify the reminder Edit message Change the attached message Cancel Stop the creations of the task Checking Tasks To check your tasks 1 Dial the Speech Server extension number Login if necessary 2 Say Task Manager 3 Say Play The system plays the first task You can say Next Previous Delete or Play again If you want to check off a task as being completed say Mark as completed 4 Say Desktop to return to the Desktop Q Tip Desktop gives you an overview of the system and lets you choose various functions for example Auto attendant Messenger Calendar Task Manager and User Options Mitel Networks Speech Server Changing Tasks To change the date or description of a task 1 Dial the Speech Server extension number Login if necessary 2 Say Task Manager 3 Say Review You can also say Next Previous Delete or Play again 4 When you get to the task that you want to modify say Make changes Say To Change due date Request a different due date Change start date Request a different start date Change reminder Modify the reminder Changes complete Save your changes and return to Task Manager Deleting Tasks To change the date or description of a task Bow Dial the Speech Server extension number Login if necessary Say Task Manag
27. contact within the task for example Call Doctor Fisher Text to Speech Reads names that are not personally recorded Reads your text messages e mails and certain text attachments over the phone Reads the sender and subject text of all of your messages e mails faxes and voice mails that are in your Microsoft Outlook Inbox Available in French United Kingdom U K English and North American N A English Note The system supports Spanish auto attendant prompts but does not support the playback of e mails in Spanish Mitel Networks Speech Server Benefits of the System You can Place calls to any number in the Company Directory with aname extension or department name 24 hours a day from any phone Place calls by name to your frequently called numbers in your Personal Directory Access the system from your home or cellular phone and use voice commands to place calls to numbers that are programmed in your Personal or Company Directory With the Mobility Forwarding option forward your incoming calls to another number for example your home number or cellular phone number Listen to all of your messages from one inbox Microsoft Exchange Use your phone to listen to your e mails The Unified Messaging software is synchronized with the contact list in Microsoft Exchange and uses Text to Speech TTS to play your e mail messages over the phone You can reply with a voice message that will be sent as an e mail a
28. d let you Program your phone numbers cellular phone home fax pager number or voice mail Note The programming of a voice mail number in the Personal Web Page is for a user that does not have access to unified messaging Users with unified messaging have their voice mail number programmed in another server Set your forwarding options destination and expiration time Set the prompt language the language of the auto attendant voice prompts bilingual systems only Set your messaging options e Set your notification settings Change your PIN Mitel Networks Speech Server Accessing your Personal Web Page To access your Personal Web Page 1 Open the browser window Microsoft Internet Explorer 5 5 or greater on your PC 2 Enter the URL of the login page for your Personal Web Page Get this URL from your administrator Enter your login ID and login PIN If the User Interface Language option is available on bilingual systems only select the language for your Personal Web Page from the drop down menu 5 Click Login or press the Enter key Your Personal Web Page is displayed If your login ID or PIN was incorrect you will receive the message Access Denied Enter your login ID and PIN correctly Tip Bookmark the Speech Server login page in your browser G Tip If you cannot access your Personal Web page contact your system administrator To view your profile settings n your Personal Web P
29. dant confirms the date and time say Yes to return to the main menu To disable call forwarding 1 2 3 Dial the Speech Server extension number Login if necessary Say Call forwarding The Attendant states your current call forwarding settings Say Disable call forwarding To query your call forwarding setting 1 2 Dial the Speech Server extension number Login if necessary Say Call forwarding The Attendant states your current call forwarding number and the expiration time Mitel Networks Speech Server Q Tip Call forwarding is an optional feature that your system administrator can enable on a per user basis To obtain access to this feature contact your system administrator Your ability to redirect calls to internal local long distance or international toll numbers is also controlled by your system administrator Contact your system administrator to obtain the required redirection privileges Checking a Phone Number To check a phone number in the Company Directory or in your Personal Directory 1 Dial the Speech Server extension number Login if necessary Fora business number in the Company Directory say Check the number for first name last name For a department number say Check the number for department name Foraname in your Personal Directory say Check the number for the name listed in your Personal Directory Foracellular phone number say Checkthe number for first name
30. dial the Speech Server extension number 3 Say the name of the person department 4 After the Attendant confirms the name hang up the handset Forwarding Calls You can forward your calls to one of your programmed numbers cellular phone pager fax home number or voice mail or a temporary number If you enable call forwarding callers who request you by name are forwarded to your call forwarding number Your redirection privileges determine if you can redirect your calls to internal local toll or international numbers You can enable disable or query the call forwarding with the Attendant You can also program the call forwarding in the Reach Me section of your Personal Web Page For example if Bill Jones is working from home he can set Reach me to his home phone number Then if someone calls him by requesting his name the system automatically redirects the call to Bill s home phone number however if a caller specifically requests a number for example Bill Jones on his cell phone the call is directed to his cellular phone 23 Mitel Networks Speech Server 24 You can also set the time at which you want the call forwarding to expire After the call forwarding expires the system directs calls that are made to your name back to your office number Note If your phone is on a PBX other than the 3300 ICP the calls that are redirected are only the calls that go through the Speech Server People calling your
31. e 13 Mitel Networks Speech Server Setting Personal Preferences with the Phone You can use voice commands to set and or modify various user options To access user options Dial the Speech Server extension number and say User Options You can now choose from the following options Say To Greeting options Select which greeting is played to callers change your primary greeting or change your alternate greeting Name recording Review and record your name Change PIN Change your personal identification number Call forwarding Change your call forwarding options Change fax forward number Change your fax number for forwarding Q Tip The first three options can be set using either voice commands or the touchtone buttons on your phone In addition you can choose your greeting change your PIN or change your fax forward number by modifying the settings on your Personal Web Page Creating Your Personal Directory 14 About Your Personal Directory Your Personal Directory is a list of names and phone numbers for your personal use The Personal Directory allows you to use voice commands to direct calls or messages to people not listed in the Company Directory Manage your Personal Directory in the Contacts folder in Microsoft Outlook The Speech Server supports up to five numbers business home fax cellular and pager per contact With voice commands you can place a call to any of these five numbers or place a ca
32. eck a number e Call the operator Demo mode Expert mode Touchtone dialing Change language Mobility Reach Me Forwarding Voice Portal inbox for messages Notification Fax Integration Calendar management with your phone Task management with your phone Voice mail management with your PC e Playback of voice messages through a phone as directed from Microsoft Outlook Mitel Networks Speech Server Enrolling on the System The first time that you log in the system will guide you through enrollment After you have enrolled you can begin using your Personal Directory Before you start ensure that your system administrator has given you the following information Speech Server extension 2 to 7 digit number Your Login ID 10 digit number in North America 11 digit number in the Your PIN 4 to 7 digit number Your extension programmed for L Automatic Login Partial or Full OR L Manual Login The URL of the login page for your Personal Web Page Logging into the Personal Web Page uses the same Login ID and PIN t Tip The URL has the server name between the slashes for example http computername login html Tip You should change the PIN that was given to you The PIN secures access to your Personal Directory See Changing Your PIN on page 10 To enroll 1 Dial the Speech Server extension number If your extension is programmed for a manual login say Lo
33. eived with your voice mail messages your e mail messages and your fax messages in Microsoft Outlook After playing a Meeting Request you have the option of accepting or declining and sending a response Handling meeting requests with voice commands is dependent on the Calendar and Task Management system option When this system option is not enabled the meeting request will be handled as an e mail Declining Meeting Requests To decline a meeting request PON a Dial the Speech Server extension number Login if necessary Say Messenger Say Play to hear the messages After listening to the meeting request say Decline and when asked if you want to re spond say Yes You are then given the option of creating a voice message for the sender of the meeting request Accepting Meeting Requests To accept a meeting request Bom Dial the Speech Server extension number Login if necessary Say Messenger Say Play to hear the messages After listening to the meeting request say Accept and when asked if you want to respond say Yes You are then given the option of creating a voice message for the sender of the meeting request Mitel Networks Speech Server Checking Your Calendar Appointments and Meeting Requests are managed with your voice commands using the Outlook Calendar in Microsoft Outlook Using voice commands with Calendar is dependent on the Calendar and Task Management system option For
34. er Say Review You can also say Next Previous or Play again When you get to the task that you want to delete say Delete 39 Mitel Networks Speech Server Using Touchtone Commands Placing Calls To place a call with touchtone dialing 1 Dial the Speech Server extension number 2 After the Attendant answers dial the number The Attendant places the call Switching to Touchtone Sometimes when you are in a noisy environment you may want to use the phone pad DTMF dialing to provide your messaging commands instead of using voice commands To give messaging commands with touchtone dialing Press M 6 to access Messenger while you are in the Attendant mode Press T 8 to switch to Touchtone Mode if you are in the Messenger mode The Unified Messaging system uses the following phone keys for DTMF commands Press this Phone Key To P key 7 Play a message D key 3 Delete a message K key 5 Keep the message Marks the message as read and moves to the next message A key 2 Answer a message G key 4 Give forward a message M key 6 Make a new message Skip to the next message leaving the message as read unread Go to the previous message 1 Listen to your read messages U key 8 Change your user options PIN greetings name recording 0 Transfer to the Operator X key 9 Exit to the main menu Desktop 40 Mitel Ne
35. essage sender only or to the message sender and all other recipients The system can deliver a reply to any e mails received The System can also deliver a reply to a voice mail message if the sender s e mail address is listed in either the Company Directory or the Personal Directory To reply to a message 1 After hearing the message say Reply or Reply to all 2 Atthe prompt record your message When you have finished recording your message you can Review the message Modify the recipient list Deliver the message Mitel Networks Speech Server Forwarding Messages You can use voice commands to forward voice mails faxes and e mail messages to another person in your Personal or Company Directory The system can forward a message providing the directory has the e mail address for the person to whom you are forwarding the message Voice commands can also forward faxes and e mails to a fax machine if the Fax Integration system option is enabled This option lets you forward faxes to a default fax machine or to another fax machine This option is convenient when you are traveling and you want to print e mails and faxes from a fax machine at your hotel When you are forwarding messages to another person the messages are forwarded as e mails Forwarding a Message to Another Person To forward an e mail voice mail or fax to a contact name 1 After identifying the e mail voice mail or fax that you want to forward say Forw
36. f 4 f you selected Telephone in the previous step enter the number of your phone in the Phone Number or Extension box 5 Click OK 46 Mitel Networks Speech Server Voice Message Buttons The Multimedia Outlook Plug in provides the following buttons so you can manage your voice messages Function Button Play P Stop Pause EL Forward Review Adjust volume aj 28 Adjust recording level Ts P dri Playback device 9 New voice message D New Reply with voice message X Reply Reply to All with voice message to all Forward with voice message 5 Forward 47 Mitel Networks Speech Server Function Button Previous voice message D Previous Next voice message Next Record Show hide QuickPlay toolbar QuickPlay Open Personal Web Page e Profile The Mitel Networks QuickPlay toolbar has some ofthe same buttons You can play stop pause review adjust the volume or playback your message over the telephone while you are previewing your messages Disconnected Playing Voice Messages With the Multimedia Outlook Plug in you have the choice of one of the following playback devices that can play your voice messages PC Speakers Telephone You also have the choice of setting the system to play your voice messages automatically when you preview your inbox or when you open
37. further information on the functionality of Outlook Calendar refer to the Help files in Microsoft Outlook Note Calendar functionality is only supported in English If using French you must say English to switch to English before saying Calendar Checking Events To check for scheduled events 1 2 Dial the Speech Server extension number Login if necessary Say Calendar The system provides you with a summary of the events scheduled for the remainder of the day If you want to check the events for another day say Check Calendar and when prompted say the date for example Wednesday or October 5 Say Play When playing the events scheduled you can say Next Previous Delete Make Changes or Play again You can say the following options Say To Check Calendar Hear the summary of events for another day Create appointment Create an appointment in Calendar Create meeting request Create a meeting in Calendar Check availability Find out if a specific time of day is free Summary Repeat the current summary Desktop Return to the Desktop Checking Availability To check if you are available for a specific time in your calendar 9 Orso Dial the Speech Server extension number Login if necessary Say Calendar Say Check Availability When prompted say the date for example Tomorrow Friday or September 6 When prompted say the time for example 9 a m or
38. gin 2 Say your PIN say your login ID and repeat your login ID to provide a voiceprint Record your name Callers will hear this recording when they ask for your name Listen to the tutorial At the end of the tutorial you will hear a tone or Who would you like to call You can now say the name of the person to whom you want to speak to Mitel Networks Speech Server Logging In To log in from an extension with automatic login Dial the Speech Server extension number You receive immediate access to the Company Directory and to your Personal Directory You can say Messenger Calendar Task Manager or User Options to access the other system features Two types of automatic logins exist so you can choose the level of security that you want You may want a security check before accessing your messages Full Login gives immediate access to your messages after you say Messenger There is no verification Partial Login gives you access to your messages after you say Messenger and enter your PIN Your system administrator usually programs the automatic login into your business extension number however you can program the type of automatic login you want for your cellular phone pager fax and home phone numbers If you want you can change the login type for your business extension as well See Programming Your Numbers on page 10 To log in from an extension or external number with manual login Q Tip T
39. he system will say Please say the new date and after you respond with the new date the system will take your changes and confirm the meeting request settings with you Q Tip After you make a date or time change to a meeting request an e mail will be sent out to the attendees to inform them of the change Changing the Attendees To change the attendees for your meeting request Dial the Speech Server extension number Login if necessary Say Calendar Say Play or say Check Calendar to give a specific date and then say Play Say Next or Previous until you receive the meeting request that you want to modify Say Make changes Say Change attendees Say Add attendee or Delete attendee After adding or deleting say List Complete po When you are completely finished making the changes say List complete Canceling Meetings To cancel your meeting request Dial the Speech Server extension number Login if necessary Say Calendar Say Play or say Check Calendar to give a specific date and then say Play Say Next or Previous until you receive the meeting request that you want to delete Qr sooo m Say Delete Because you initially created the meeting request the system provides prompts for you to record a message and send the cancellation message to the attendees 35 Mitel Networks Speech Server 36 Receiving Meeting Requests Meeting Requests are rec
40. his procedure could apply to a company phone programmed with manual login your home phone programmed with manual login or a pay phone that you manually login with 1 Dialthe Speech Server extension number You receive immediate access to the Company Directory Say Login Say your 10 digit for N A usage or 11 digit for U K usage login ID so the system can verify your voice with the voiceprint registered during your enrollment After the system verifies your voice you have access to your Personal Directory and you can say Messenger Calendar Task Manager or User Options to access other system features Note You can log into Messaging directly with touchtone commands If you are calling from another phone that is not assigned to you has partial login and is on the same system dial the Speech Server extension number and press M 6 on the phone When the Attendant asks for a PIN press and then dial your login ID and PIN to access your messages Mitel Networks Speech Server Recording Your Primary Greeting To record your primary greeting 1 2 Dial the Speech Server extension number Login if necessary Say User Options and then Record my primary greeting 3 When prompted say your greeting and then press the key after completing the Em E Q recording After hearing the recorded greeting say Yes or No to accept or reject the greeting If necessary re record you
41. in order to receive full functionality of the Multimedia Outlook Plug in Changing Your Voice Message Playback To change the auto play settings for your voice messages and your playback device 1 Open Microsoft Outlook and click Tools Options and then the Unified Messaging tab 2 Select the type of automatic play for the voice messages If you want to automatically hear the voice message when the voice message file is opened that is after double clicking the voice message in the Inbox click Auto play when opening If you want to automatically hear the voice message when the voice message is high lighted that is by a single click on the voice message in the Inbox click Auto play when previewing Note The Mitel Networks QuickPlay toolbar provides an Auto play when previewing check box so you can change your auto play preference there as well This setting will also change your auto play setting in Tools Options 3 Selectthe default playback device for your voice message If the system detects that your PC does not have audio capabilities you will only get Telephone as a choice If you want to hear the voice message from your phone select Telephone from the drop down menu If you want to hear the voice message from your PC speakers select PC Speakers from the drop down menu Note The Mitel Networks QuickPlay toolbar provides a Playback Device button a that temporarily turns the telephone playback on or of
42. ing Speech 18 B rgesin d ard aye oh whe Meese ae Noch ra 18 Expert Mode scc fur how ER an Ses SR dus bes ee as 18 Speaking Tips icc eere ee RA Delle Rod ok 18 Universal Voice Commands 0 Anna a a 19 Navigating through the Applications 20 Managing Galle 222 wate eden a e a ee lese WEE eg ROS 20 Placing a Gall Go Nd Ne nce lash Nr fat ead ene Darbar deena 20 Ganceling a Gall hr 23 Trarnsternng a Gall 2er ees i 23 Forwarding Calls 2 clle Here re EB HF Be eden 23 Checking a Phone Number 25 Calling the Operator desserrer iea a a een nennen 25 Changing the Language 0 een een 25 Managing Messages KE EREE EE hh hh 26 Playing Messages cece rh ren 26 Replying to Messages on nenne rn 28 Forwarding Messages o ooe rices kerra a a e hh rn 29 Forwarding a Message to Another Person 29 Forwarding a Message to a Fax 29 Mitel Networks Speech Server Delivering Messages
43. ish Q Tip You can specify the auto attendant prompt language for your user account from your Personal Web Page Then every time you log into the system the system will respond in the specified language See Setting the Prompt Language on page 12 Managing Messages 26 Playing Messages From the Unified Messaging main menu you can request a summary of your Inbox contents The system responds by telling you how many unread e mail and or voice mail messages you have in your Inbox The format of this summary is dependent on your Personal Profile settings in your Personal Web Page Note If the Fax Integration system option is enabled the summary will also tell you how many unread faxes you have From the main menu you can play all voice mail and e mail messages in your Inbox If the e mail has a playable attachment you can play that too If the Fax Integration system option is enabled you can play your fax to receive the fax header information If the Calendar and Task Management system option is enabled the system will also identify Meeting Requests Meeting Updates Meeting Cancellations Meeting Acceptances or Meeting Declines that you have Note The system supports the playing of e mail attachments in certain file formats rich text files text files or HTML files less than 20 K in size When these are present the voice interface will ask you if you want to hear the attachment Q Tip Sometimes when you are in a nois
44. lick on the voice message part If you want to re record your voice message click the Record button repeat your voice message and click the Play button to listen to your modified voice message If you want to attach a file on the main menu bar click Insert File and then browse for the file and attach it Click Send 51 Mitel Networks Speech Server Forwarding with Voice Note Recording a voice message requires a microphone attached to your PC To forward voice messages and e mail messages with a voice message Soo d 0 m oa Click the e mail or voice message that you want to forward Click Forward Enter the e mail address es for the recipients Click the Record button MW Say your voice message Click the Stop button mJ If you want to listen to your recording click the Play button or click the voice message part If you want to re record your voice message click the Record button repeat your voice message and click the Play button to listen to your modified voice message Click Send Creating Voice Messages 52 To create a voice message O9 9r gt Ne Click s New Enter the e mail address es for the recipients Click the Record button 9j Say your voice message Click the Stop button mJ If you want to listen to your recording click the Play button 2 click the voice message part If you want to re record your voice message click the Record button repeat
45. llback to the business number of the contact after listening to their voice mail or e mail message Q Tip Contact your system administrator to enable the Personal Directory feature to allow you to place calls to your Personal Directory contacts Note Unified Messaging users and auto attendant only users on a Speech Server Unified Messaging system use Microsoft Outlook to create and modify their Personal Directories Q Tip For instructions on how to use Microsoft Outlook refer to the Help file within Microsoft Outlook Mitel Networks Speech Server Creating and Modifying Contacts Unified messaging users and Attendant only users on a Speech Server system with the Unified Messaging option create and modify their Personal Directory via Microsoft Outlook Speech Server supports up to six distinct phone numbers for each contact business home pager mobile fax and voice mail if the user does not have unified messaging To create and modify a contact for your Personal Directory 1 In the File menu in Microsoft Outlook point to New and then click Contact In the Full Name box type the first and last name for the contact Enter the information that you want to include for the contact Include their multiple phone numbers and e mail address so you can call them and send them messages Speech Server supports up to six numbers for the contact name Business Home Business Fax Mobile Voice mail and Pager The administrator program
46. mple a fax machine in a hotel room 6 If you say say or enter the new fax number when prompted If saying the number say the individual digits The system then asks you to verify the number To change your default fax machine setting Dial the Speech Server extension number Login if necessary Say User Options Say Change fax forward number PO When prompted say or enter the desired fax number If saying the number say the individual digits The system asks you to confirm the number Managing Appointments 32 Appointments do not involve another person in the way a meeting does An appointment only requires a time and an attached voice message Managing appointments with your voice commands depends upon the Calendar and Task Management system option The appointments are managed with Outlook Calendar in Microsoft Exchange and any changes that you make with your voice commands will appear on your PC in Outlook Calendar For further information on the functionality of Outlook Calendar refer to the Help files in Microsoft Outlook Note Calendar functionality is only supported in English If using French you must say English to switch to English before saying Calendar Creating Appointments To create an appointment 1 Dial the Speech Server extension number Login if necessary 2 Say Calendar The Attendant provides a summary 3 Say Create appointment 4 When prompted say the date for exam
47. nd the three options listed in the table using the Personal Directory Web Page 42 Mitel Networks Speech Server Setting Greeting Options To program greeting options 1 Dial the Speech Server extension number Login if necessary 2 Say Messenger 3 Press U 8 to enter the user options 4 Press G 4 to enter the greeting options Choose from the options provided Press To G 4 Switch to the other greeting 7 Change your primary greeting A 2 Change your alternate greeting L 5 Listen to your primary greeting M 6 Listen to your alternate greeting X 9 Exit to main menu 43 Mitel Networks Speech Server Using Your PC for Voice Messages If you install the Mitel Networks Speech Server Multimedia Outlook Plug in you will be able to use Microsoft Outlook to manage your voice mails You can use your PC speakers or a phone to listen to your voice messages and use Microsoft Outlook to reply and forward your messages with a personal voice message Note To create voice mails in Microsoft Outlook you must have a microphone connected to your PC Installing the Multimedia Outlook Plug in 44 Your administrator will e mail you The location of the setup exe file The Speech Server platform name or address To install the Multimedia Outlook Plug in you must have local administrator rights on the PC Note The Multimedia Outlook Plug in requires Microsoft Outlook 2000 o
48. nd the playback of the e mails 1 In your Personal Web Page click Prompt Language In the Play prompts in field select the language of the Attendant prompts for your login In the Email Playback Language menu bar select the language for the Text To Speech playback of your e mails 4 Click Save Speech Server provides your prompts and responds to your commands in the selected language Note The system supports Spanish attendant prompts but does not supportthe playback of e mails in Spanish Q Tip This option is only available on bilingual systems Bilingual systems are available with the following languages English French and English Spanish Mitel Networks Speech Server Setting the Messaging Options If you have the Unified Messaging option you can set your messaging voice interface options To set the order of your messages and to select the recorded greeting 1 2 Click Messaging If you want your urgent messages to take priority select the check box for step A in your Personal Web Page Select the order of message types with the pull down menus in step B in your Personal Web Page The message summary and message playback use this message order Select the chronological order in step C in your Personal Web Page Last Received or First Received Select the recorded greeting that will be played to your callers Primary Greeting or Alternate Greeting Click Save Setting the Notification Settings The N
49. ndant plays back the requested name to confirm the destination before it routes the call By default the Attendant plays a computer generated name TTS however you can record the name yourself and the system will use your recorded name to confirm calls Use your Personal Web Page and your phone to record the names To record the contact in your Personal Directory 1 Login to your Personal Web Page 2 Click the contact name that you want to record in your Personal Directory 3 Click Record Name Mitel Networks Speech Server 4 Dial the Speech Server extension number Login if necessary 5 Say Start recording session 6 After the system prompts you to connect click Connect 7 Click Record At the tone record the person s name 8 Click Play to listen to your recording To record over the name click Record again 9 When you are satisfied with your recording click Save 10 If desired click on another name and record it 11 After you have finished recording names click Disconnect to return to the main menu 12 Hang up Testing Contact Names The system has a demonstration mode that allows you to try features such as Call by Name without actually placing the call Instead of routing the call to the requested party the system returns you to the main menu To test your personal contact entries Dial the Speech Server extension number Login if necessary Say Enable Demonstration mode State the name that
50. ne click the Playback Device button on the Mitel Networks QuickPlay toolbar select the voice mail message and answer your phone to hear that message The Playback Device button toggles on and off on for the phone and off for the speakers To play a voice message with Auto play When Opening 1 Double click the voice message in the Outlook Inbox The system automatically plays your voice message over the speakers Use the buttons under the subject header to stop play pause fast forward or review the voice message If you want to hear the previous or next voice message click Previous or Next on the toolbar Note The following procedure assumes that you selected PC Speakers as your playback device and that you have NOT selected the auto play setting variables under Tools Options For more information see Changing Your Voice Message Playback on page 46 49 Mitel Networks Speech Server 50 To play a voice message without Auto play 1 Select the voice message in the inbox 2 Click QuickPlay to open the Mitel Networks QuickPlay toolbar 3 the Mitel Networks QuickPlay toolbar click the Play button to hear the voice message with your speakers or Double click the voice message in the Outlook inbox Click the Play button under the subject header Use the buttons under the subject header to stop play pause fast forward or review the voice message If you want to hear the previous or next voice message cli
51. ntment oF oN Dial the Speech Server extension number Login if necessary Say Calendar Say Play or say Check Calendar to give a specific date and then say Play Say Next or Previous until you hear the appointment that you want to delete Say Delete Note Saying Cancel will cancel the current operation not delete the appointment 33 Mitel Networks Speech Server Managing Meeting Requests 34 Meeting requests involve co ordinating your schedule with the schedules of other people Setting up a meeting request involves sending out a meeting request as an e mail to all the participants The meeting requests are then accepted or declined Managing meeting requests with your voice commands depends upon the Calendar and Task Management system option The meeting requests are managed with Outlook Calendar in Microsoft Exchange and any changes that you make with your voice commands will appear on your PC in Outlook Calendar For further information on the functionality of Outlook Calendar refer to the Help files in Microsoft Outlook Note Calendar functionality is only supported in English If using French you must say English to switch to English before saying Calendar Creating Meeting Requests To create a meeting request 1 Dial the Speech Server extension number Login if necessary 2 Say Calendar 3 Say Create meeting request 4 When prompted say the date for example Today Tomorro
52. on the drop down menu on the right hand side of the Multimedia Control window and then select Help To access this help during message playback expand the drop down menu on the right hand side of the Multimedia Control window that appears during message playback and then select Help For more information on multimedia messaging contact your system administrator 53 Mitel Networks Speech Server 54 NOTES
53. ote that to receive the call Bill would not have his home phone number set to Private If the phone number is set to Trusted Users then you would have to login to the Speech Server system and then request the call When using the Personal Directory you have the option of calling any of the five phone numbers business home pager cellular phone or fax that belong to your personal contact as long as they were programmed in Microsoft Outlook When placing the call you must askforthe number specifically For example you could say Bob Black on his home number The home phone number for Bob Black would be programmed in your contact list in Microsoft Outlook 20 Mitel Networks Speech Server Conditions The department name must be programmed in the Company Directory The name of the person must be programmed your Personal Directory or in the Company Directory If your administrator creates a multi level menu with Call Transfer Transfer to Voicemail Audio Message and VoiceXML nodes you can call into the system and answer prompts within a series of menus to speak or leave a message with a specific person obtain information from a recorded script or interact with a VoiceXML script When you initially make a call into the system the multi level menu lets you place a call to the company directory while you are at the main menu but does not let you direct calls to the company directory when you are within the sub levels
54. otification service is an added feature to Unified Messaging You can be notified on your e mail activated device or numeric pager of received messages or meeting reminders Notification of fax messages and meeting reminders are dependent on their respective system option Fax Integration or Calendar and Task Management Only one device can be programmed for notification To set the device and the type of messages 1 Click Notification 2 Select the Notification Enabled check box In the Mobile Device drop down menu select the type of mobile device that will notify you If you select an e mail enabled cellular phone or pager enter the e mail address for the mobile device and select the format for the e mail the part of the e mail that you will hear subject only body only If you select a numeric pager enter the phone number of the pager for example 6135924444 the number of pauses required for answer pauses are entered with commas one comma is one pause two pauses may be required and then the numeric message or sequence for the pager for example 23452345 Select the type of messages of which you want to be notified You may want to program Urgent e mails All voice mails No faxes and No meeting reminders All faxes refer to all the reports that will be generated by the fax server and includes all incoming fax messages to the fax server The word New refers only to the incoming fax messages Click Sav
55. phone number directly will not be rerouted If your phone is on a 3300 ICP system integrated with the Speech Server system the administrator can configure your phone to have all of the calls to your number be redirected to your Reach Me call forwarding number Note The ability to program call forwarding over the phone is available in French U K English and N A English To forward calls to your home cellular phone fax machine pager voice mail or to a temporary number Bode 6 Dial the Speech Server extension number Login if necessary Say Call forwarding Say Forward Calls Say Home Cell Pager Fax Voice Mail or say the phone number one digit at a time include the international or area code if required The personalized numbers except the voice mail number for Unified Messaging users must be programmed in your Personal Directory in order for the system to respond to your request Tip lf Speech Server recognizes the phone number that you are calling from the system will provide you with the choice of saying Use this number When the Attendant asks you if you want to set an expiration date say Yes or No If you said Yes say the date and time when prompted for example March 10th and 10 30 a m Midnight is recognized as zero hours that is 0 00 If you said No to the expiration date expect the system to forward all of your calls to your requested destination After the Atten
56. ple Today Tomorrow Friday or September 6 Say Yes when the Attendant asks you to confirm the date 5 When prompted say the start time for example 9 a m and the end time 6 When prompted say a description of the appointment The system records this voice message Reminders will be sent to your desktop if you have the Reminder setting pro grammed in Outlook Calendar Mitel Networks Speech Server The system will save your appointment unless you say Make changes If you say Make changes you can then have a choice of the following commands Say To Change date Request a different date Change start time Request a different start time Change end time Request a different end time Edit message Re record the description of the appointment Cancel Stop the creation of the appointment G Tip Recurrences of the appointment can be set using Microsoft Outlook Changing Appointments To change an appointment Di px rue pae qom Dial the Speech Server extension number Login if necessary Say Calendar The Attendant provides a summary Say Play or say Check Calendar to give a specific date and then say Play Say Next or Previous until you receive the appointment you want to change Say Make changes Say the parameter that you wantto change for example Start time End time or Date Respond to the prompts to change the parameter Deleting Appointments To delete an appoi
57. r Microsoft Outlook XP and a microphone for creating voice mails The plug in works in the Microsoft Windows 98 Microsoft Windows 2000 Microsoft Windows NT or Windows XP operating systems For Windows NT users must have NT4 SP4 or greater PC Sound cards and PC speakers are optional To install the Multimedia Outlook Plug in 1 Close Microsoft Outlook if you have it open If you have the Multimedia Outlook Plug in previously installed remove the application with Add Remove Programs in Control Panel Double click on the setup exe file for the Multimedia Outlook Plug in The welcome win dow Multimedia Outlook Plug in Setup opens Click OK if you are asked to remove the existing application Click Next The Select Installation Language window opens 4 Select the language English or French for the installation instructions and for the Multi media Outlook Plug in 5 Click Next The User Settings window opens Enter the Speech Server platform name or address and click Next The Choose Destination Location window opens Click Next to accept the default setting for the location or click Browse to place the files in another location Mitel Networks Speech Server 11 12 13 14 19 20 Click Yes when the system asks you if it should create a folder The Start Copying Files window opens Click Next The software installs and then the User Profiles Information window opens Select the Logon User Name
58. r greeting until you are satisfied Note You can also record your primary greeting after saying Messenger or Desktop Simply follow the above procedure but say Messenger or Desktop instead of User Options Note Greeting Options within the User Options menu also lets you record your primary greeting record an alternative greeting and listen to your programmed greetings See Setting User Options on page 42 Tip To listen to your programmed primary greeting you can say User options Greeting options and then Listen to primary greeting Changing Your Name Recording The system records your name during your enrollment If you wish to change your name recording at a later date you can easily do so with the Attendant To change the recording of your name Dial the Speech Server extension number Login if necessary Say Record my name The system asks you if you want to record your name or hear your name 3 Say Record name 4 Say your first and last name 5 Say Yes to keep the recording Mitel Networks Speech Server Setting Your Personal Preferences Program your personal preferences with your Personal Web Page mre Profile Settings Location E Devices Persona rectory Login Number Security Privacy Phone Numbers Cephe 5924441 Public Hore 4441 Provate Prompt Language Fax 4442 Reach Me Your personal Profile Settings show your personal directory an
59. rge in is enabled If you are prompted to confirm a name answer only Yes or No If you answer No wait for the prompt before you state the name again If the system does not recognize a name it may be because the name is not programmed into the system or because your pronunciation of the name is not in the system Contact your system administrator to have the name added or to have the pronunciation corrected Mitel Networks Speech Server When calling a name in your Personal Directory Say the name as it is entered in your Personal Directory For example say the first and last name of the person In noisy environments press T 8 to switch from Speech command Mode to Touchtone Mode and then dial the phone number Press 9 to return to Desktop the top level for voice commands You can use Desktop to access the functionality under Auto Attendant Messenger Calendar Task Manager and User Options If you frequently access Speech Server from a noisy environment have your system administrator disable Barge in in your user options When entering names into your personal contact list enter the first name followed by the last name Universal Voice Commands The following voice commands are available from anywhere within Speech Server Say To Cancel or Stop Terminate the current operation Operator Transfer to the operator Repeat Replay the most recent prompt Help Get Help list of current valid commands
60. s for the people that are using your PC that require the customized Outlook security settings for the Multimedia Outlook Plug in Enabling the user name will prevent the appearance of security warnings for that user when the Outlook Plug in is opened Click Enable and then Close The InstallShield Wizard Complete window opens Click Finish Open Microsoft Outlook and click Close and Reboot when prompted After the computer reboots open Microsoft Outlook and click Tools Options and then the Unified Messaging tab Select the type of automatic play for the voice messages These settings are optional If you want to automatically hear the voice message when the voice message file is opened that is after double clicking the voice message in the Inbox click Auto play when opening If you want to automatically hear the voice message when the voice message is high lighted that is previewing the voice message in the Inbox click Auto play when previewing Select the default playback device for your voice message If you want to hear the voice message from a phone select Telephone from the drop down menu If you want to hear the voice message from your PC speakers select PC Speakers from the drop down menu If you selected Telephone in the previous step enter the number of the phone in the Phone Number or Extension box Click Messaging Profile to enter the VUID your login ID and PIN These numbers let
61. s the voice mail number 4 For instructions on how to modify a contact and for more instructions refer to Help in Microsoft Outlook Q Tip To check if you can call your contacts use the demo mode Saying Enable Demonstration mode turns on the feature Disable the Demonstration mode turns the feature off Note You can record the names of your contacts in your Personal Web Page so the system confirms the names with a human voice rather than with an automated one TTS Click on the contact name in your Personal Directory click Record Name and follow the instructions For more detailed information click on the Contacts folder in Microsoft Outlook and then click on Help in the menu bar to access Microsoft Outlook s online Help Note The number of entries that you can enter into your personal contact list is set by your system administrator Contact your administrator if you require additional entries in your contact list Managing Your Contact List A software license determines the maximum number of contacts that you can have in your Personal Web Page If you have more contacts in Microsoft Outlook than what you are licensed for the system chooses the contacts for your Personal Web Page by order of entry The maximum number that the system accepts is 505 contacts The following procedure lets you select which contacts you want to voice enable This procedure involves putting the contacts that you want for your Personal Web P
62. say the first and last name of the person that you want to call or the first and last name and then direct the call or department name or aphone number one digit at a time For example To call John Smith s Say Extension John Smith Cellular Phone Number John Smith on his cell phone Pager John Smith on his pager Facsimile John Smith on his fax Home Number John Smith at home Voice Mail John Smith on his voice mail The business number extension and voice mail number for John Smith is public this setting is fixed and cannot be changed Therefore everyone can leave a message on his voice mail or can call John Smith by saying his name or by saying John Smith at his office Tip Speech Server is very user friendly and responds to a variety of voice commands for example John Smith office number John Smith cell and John Smith cellular John Smith can choose the privacy settings Public Trusted Users or Private for his other numbers cellular phone pager fax or home numbers in his Personal Web Page and therefore can restrict callers from calling him at those numbers Private restricts all callers Public provides no restrictions and Trusted Users lets other people logged into the Speech Server system call him These settings can also be set by the administrator Note If you specifically place a call to an extension number for example John Smith at
63. t sending a message Mark as urgent Mark the message urgent Modify recipients Edit the recipient list add delete copy recipients To modify the recipient list before delivering a message When you have finished recording your message say Modify recipients Refer to the following prompts to review the list of recipients clear the list of recipients add or delete a recipient from the list or copy the message to someone in the Company Directory or in your Personal Directory Say To List recipients Playback and review the list of current message recipients Clear all recipients Delete the entire list of recipients Add recipient Add a recipient from the Company Directory or Personal Directory The system will prompt you for recipient name Delete name Remove this recipient from the list of recipients Copy recipient Send a copy cc to someone on the Company Directory or Personal Directory The system will prompt you for the recipient name Mitel Networks Speech Server Managing Faxes Playing a Fax To listen to an unread fax 1 Dial the Speech Server extension number Login if necessary Say Messenger The Attendant provides a message summary Say Play fax If you have an unread fax the system will play the name of the sender the date and time of the fax and the subject heading of the fax 4 During the playback you can Say Cancel or Stop Delete Forward Fax forward M
64. the message and exit to the main menu zero 0 Not send the message and transfer to the operator 41 Mitel Networks Speech Server Setting Address Options Before sending a message you have the option of modifying the list of message recipients When you have finished recording your message press 6 to access the Addressing Options menu If you wish you can now choose to review the list of recipients add or delete a recipient or add a cc recipient to the list Press To A 2 Add a recipient to the list D 3 Delete a recipient from the list G 4 Add a cc recipient to the list R 7 Review the list of recipients X 9 Return to the previous menu or exit from Add Recipient mode Q Tip When adding recipients enter the extension number for the recipients in the Company Directory Setting User Options To program user options 1 Dial the Speech Server extension number Login if necessary 2 Say Messenger 3 Press U 8 to change user options Choose from the options provided Press To G 4 Change your recorded greeting s N 6 Change your recorded name P 7 Change your PIN X 9 Exit to main menu Q Tip All User Options greetings call forwarding recording names changing PIN changing fax forward number can be programmed using voice commands on your phone In addition you can program call forwarding Mobility fax forward number a
65. ttachment or you can instruct the system to call the sender The e mail address ofthe sender is not required in the Personal or Company Directory but the phone number must be listed in one of the directories Use your phone to check for messages from a particular person You can then reply to or forward the message to a name listed in your Personal Directory or the Company Directory Use your pager or e mail enabled device to be notified when a message arrives Use the traditional touchtone phone commands to manage and access your messages Use your Personal Web Page to set your messaging preferences and notification settings Optional features let you Send out meeting requests Simply give the auto attendant the list of names the date the start and end time and record a message that will be e mailed to your attendees Create and manage your appointments in Calendar Microsoft Exchange Create and manage your tasks in Tasks Microsoft Exchange Search for and find faxes in your Inbox Forward an e mail or a fax to a fax machine for printing Play customized VoiceXML scripts with the Enterprise Voice Portal option These scripts are developed through Mitel Professional Services or through qualified dealers Mitel Networks Speech Server List of Features The Speech Server Unified Messaging system can provide the following features Call by name e Call by department e Call by number e Multi level menuing Barge in e Ch
66. tworks Speech Server Playing Messages To play your messages 1 2 Dial the Speech Server extension number Login if necessary Say Messenger 3 Press P 7 to play your new messages 4 Press 1 to play your read messages During message playback you can Press To A 2 Answer reply to the message D 3 Delete the message G 4 Give forward message to someone else K 5 Keep the message and skip to the next message M 6 Make a new message P 7 Play the message again Play the previous message Play the next message leaving the message as read unread X 9 Exit to the Desktop Making and Sending Messages To make and send a message 1 Dial the Speech Server extension number Login if necessary 2 Say Messenger 3 Press M 6 to make a message 4 Dial the number for the recipient in the Company Directory or Dial the number for the recipient s in the Company Directory or the Personal Directory Press the key to terminate the recipient list 5 Atthe prompt record your message When you have finished recording your message you can hang up to send the message immediately or you can Press To A 2 Append to the recorded message D 3 Discard and re record the message O 6 Set message address options R 7 Review the recorded message U 8 Mark Remove urgent flag L 5 Leave without sending the message X 9 Send
67. w Tuesday or September 15 5 When prompted say your start time and end time for example 9 a m or 10 30 p m 6 When prompted say the first and last name of the first attendee Say the names of the other attendees if required 7 Say List Complete 8 When prompted to record a voice message say a description of the meeting You will receive a reminder 15 minutes the default setting prior to the meeting time The system will save your meeting request unless you say Make Changes If you say Make Changes you can then have a choice of the following commands Say To Change attendees Change the names of the attendees Change date Request a different date Change start time Request a different start time Change end time Request a different end time Edit message Change the description of the meeting Cancel Stop the creation of the meeting Mitel Networks Speech Server Changing the Date Time To change the date or time of your meeting request Dial the Speech Server extension number Login if necessary Say Calendar Say Play or Check Calendar and then say Play Say Next or Previous until you hear the meeting request that you want to modify Say Make changes d Say the parameter that you want to change Change start time Change end time or Change date and answer the prompts in order to get the required date and time For example if you say Change date t
68. y environment you may want to use the phone pad DTMF dialing to provide your messaging commands instead of using voice commands Press T 8 to switch to Touchtone Mode See Using Touchtone Commands on page 40 Mitel Networks Speech Server To listen to your message summary 1 Dial the Speech Server extension number Login if necessary 2 Say Messenger The Attendant provides a message summary After playback of the message summary you can Play your e mail or voice mail messages Send anew message Find an e mail voice mail or fax message matching your specified criteria You can play messages sent from someone in the Company Directory as well as query the system for messages of a specific type or from a specific person in your Personal Directory Note Receiving faxes and forwarding messages to a fax machine is dependent on the Fax Integration system option being enabled To listen to your e mail and voice messages Dial the Speech Server extension number Login if necessary Say Messenger The Attendant provides a message summary You can say Play Play new voice mails Play new e mails Play old messages Play old e mails Play old voice mails Find a message The system plays back the message s matching your specified criteria Say Play to hear the message 4 During playback of the message s you can Say To Cancel or Stop Stop message playback Delete
69. yback on page 46 Mitel Networks Speech Server To play a voice message without Auto play M IL a PON oS Click QuickPlay to open the Mitel Networks QuickPlay toolbar Select the voice message in the Outlook Inbox On the Mitel Networks QuickPlay toolbar click the Play button Answer the phone to hear your voice message Use the Mitel Networks QuickPlay toolbar to stop or play the voice message If you want to listen to some other voice messages you can select the other voice mails and then click the Play button before you hang up or Double click the voice message in the Outlook inbox Click the Play button under the subject header Answer the phone to hear your voice message Use the buttons under the subject header to stop or play the voice message If you want to hear the previous or next voice message click Previous or Next on the toolbar and then click the Play button before you hang up Replying with Voice Note Recording a voice message requires a microphone attached to your PC You To cannot reply with the telephone therefore the playback device button must be turned off reply to a voice message or e mail message with a voice message Click the e mail or voice message that you want to reply to Click or Click PReply to All Click the Record button E Say your voice message 5 Click on the Stop button in If you want to listen to your recording click the Play button 2 c

Mitel Speech Server User's Manual

Contents

Download Pdf Manuals

Related Search

Related Contents