Mitel Inter-Tel 5000 User's Manual
Contents
1. Number of Times Button is Pressed Button 1 2 3 4 5 1 amp 1 2 A B C 2 3 D E F 3 4 G H ii 4 5 J K L 5 6 M N O 6 7 P Q R S 7 8 T U V 8 9 Ww x Y Z 9 0 0 14 Inter Tel Voice Mail User Guide To search the Directory Dial the voice mail number Press or say Directory Press the appropriate dialpad buttons to spell the name or say the last name of the person see the table on page 14 For example if you say John the system locates all of the subscribers with the first or last name of John If 10 or fewer matches are found you have the following options e Press or say Yes to accept the name that is played e Press 1 or say Previous to browse to the previous name in the list e Press 2 or say More to hear more information about the subscriber e Press 3 or say Next to browse to the next name in the list e Press 4 or say New to search for a new name e Press or say Cancel to exit the directory If more than 10 matches are found the system prompts you to browse or filter the list Do one of the following e Press 1 or say Yes to browse the list see step 3 for options e Press 2 or say No to select the filter option and then respond to one of the following filter questions o The system begins by asking you if the name you are searching for is the last name If it is press 1 or say Yes say the last name or spell the l2. 000 eee eee ett 12 Changing the Message Search Order 0 0 0 0 eee eae 13 Voice Mail Directory 2266 ee ee au sau ee na a aan an eee ewes 14 E Mail Reader 4 45 2 4 4 4 2 00 16 Entering Your E Mail Password 0 000 cece teens 16 Using Main Menu E Mail Reader Count llle 19 Listening to Fax Message Notifications lille 20 Troubleshooting Tips lese I nn 21 Voice Mail Flowchart Without E Mail Reader eee 23 Voice Mail Flowchart With E Mail Reader 00 0 cece e eee 24 Inter Tel Voice Mail User Guide iii About Voice Mail Inter Tel voice mail is an integrated component of the Inter Tel Axxess 5000 phone system This user guide provides feature instructions for Basic Voice Mail BVM and Enterprise Messaging EM voice mail system features Use this guide as a supplement to your endpoint user guide Contact your voice mail administrator for more information Some features described in this user guide may or may not be enabled for your NOTE hee system Contact your voice mail administrator for more information Your voice mail account is an electronic mailbox that usually corresponds to your extension However you can have a mailbox that does not correspond to an extension Your mailbox may also include E Mail Reader and Automatic Speech Recognition ASR which are advanced voice mail features See the f
3. Voice mail records the message Depending on when the message was received voice mail calls either your primary or alternate cascade The cascade level 1 number for example your home phone receives the call from voice mail There is no answer so voice mail places another call to the cascade level 2 number The cascade level 2 number for example your mobile phone receives the call from voice mail and you answer the call You are notified of the new message You have a voice message from If the system cannot reach you you receive a voice message stating that NOTE notification could not be completed You cannot use Remote Messaging for E Mail Reader e mail and fax messages see page 16 2 This feature may or may not be enabled for your system Inter Tel Voice Mail User Guide To set up Remote Messaging 1 2 3 4 10 Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options Menu Press 5 or say Remote to select Remote Messaging Press 1 or say Primary to set up a primary cascade or press 2 or say Alternate to set up an alternate cascade Press 1 or say Level and then enter or say the number 1 to 9 of the level that you want to program Then select one of the following options e To send notifications to a phone number Press 2 or say Number and then select one of the following opt
4. Inter Tel Voice Mail User Guide 3 Recording Your Directory Name Your directory name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you You can change your directory name at any time To record your directory name Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options Menu Press 2 or say Name Your recorded name is played Pens Do one of the following e Press or say Accept to accept your recorded name e Press 1 or say Replay to replay your recorded name e Press 2 or say Append to add to your name 5 Press 3 or say Erase to erase and rerecord your name When you hear a tone record your first and last name Then say Accept or press to accept your recorded name Understanding Mailbox Messages When accessing your mailbox you may hear one of the following messages e Mailbox almost full or full If your mailbox is full no new messages can be received until you delete waiting or saved messages e Quota grace limit reached If enabled a mailbox can overfill beyond its normal capacity When the quota grace limit is reached this announcement is played e Message count and type The system announces the number of new and saved messages The system also informs you if the messages are priority messages If E Mail Reader is enabled the message media type voice e mail
5. User Guide Notice This user guide is released by Inter Tel Delaware Incorporated and provides information necessary to use Inter Tel Basic Voice Mail BVM and Enterprise Messaging EM voice mail on an Inter Tel Axxess 5000 system The guide contents which reflect current Inter Tel standards are subject to revision or change without notice Some features or applications mentioned may require a future release and are not available in this release Future product features are subject to availability and cost Some features may require additional hardware and or specific software The contents of this guide may include technical or other inaccuracies Inter Tel reserves the right to make revisions or changes without prior notice Software packages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide For sales service or technical support contact your local authorized Inter Tel provider Enter provider information above If you have any questions or comments regarding this guide or other technical documentation contact the Technical Publications Department USA at tech_pubs inter tel com Mitel is a registered trademark of Mitel Networks Corporation Inter Tel is a registered trademark of Inter Tel Delaware Incorporated All other trademarks mentioned in this document are the property of their respective owners including Mitel Networks C
6. Chg Envelope Settings EJ Time Date En Message Source EU Length Subj Pages EU All Options EN None ES Remote Messaging E Primary Cascade EN Alternate Cascade EX More Options E Fax Number 1 Message Order EU BEERS Unannounced Screened Transfer Method EU Message Order New Messages Saved Messages EN First In First Out EN Last In First Out EN Transfer Method Eu EN El Announce Only Delivery Options Private Certified Priority Send Send and Exit Hang Up Message Options Cancel Unheard Msgs EE Recover Del Msgs Ei Voice Mail E Mail Facsimile Accessing Messages While message is playing Back Up Pause Move Forward Lower Volume Play Envelope Higher Volume Save Message Delete Message Skip to End After the message Replay Message Reply to Message VoiceMail Msg E Call Back EN BE EECEEEBEEE E Forward a Copy Go to Previous Message El Play Envelope Go to Next Message Save Message Delete Message EREE Remote Messaging Program Cascade Level EN Enter cascade level then Change xu Personal EN Pager El Enter Time of Day EN Set Days of Week Weekdays EN All Days 2 Individual Day 1 7 EN Select Msg Cat
7. or fax is indicated See E Mail Reader on page 16 e Remote Messaging The system indicates if the Remote Messaging feature is enabled See Using Remote Messaging on page 8 Contact your voice mail administrator for more information about these and other features Inter Tel Voice Mail User Guide Message Features The following are mailbox message features Listening to Messages To listen to messages 1 2 3 Access your mailbox as described on page 2 If E Mail Reader is enabled for your mailbox press 1 or say Voice Mail Do one of the following e Press 1 or say New to listen to new messages e Press 3 or say Saved to listen to saved messages While you are listening to a voice message you can use the following options e Press or say Skip to skip to the end of the recording e Press 1 or say Back Up to rewind three seconds and replay the message e Press 2 or say Pause to pause Press or say Continue to continue e Press 3 or say Forward to skip ahead three seconds e Press 4 or say Lower to lower the volume e Press 5 or say Envelope to play the message envelope e Press 6 or say Higher to raise the volume e Press 7 or say Save to save the new message in your mailbox e Press 9 or say Delete Message to delete the message After listening to a message you have the following options Press 1 or say Replay to replay the mess
8. be away from the office from day date until day date If you need to speak to someone immediately please dial zero now Otherwise leave a detailed message and will return your call when return Thank you If you do not record a personal greeting the default system greeting is used Following is a sample default system greeting is not availble After the tone please record your message When finished leaving your message hang up or press for more options To record or change your personal greeting Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options menu Press 1 or say Greeting to record or change your personal greeting B o6 Wc Do one of the following e Press 1 or say Primary to record or enable your primary greeting e Press 2 or say Alternate to record or enable your alternate greeting e Press 3 or say System to enable the system default mailbox greeting 5 Doone ofthe following e f you selected the system greeting option hang up e lf you already have a primary or alternate greeting it is played when you select primary or alternate 6 Doone ofthe following e Press or say Accept to accept the greeting e Press 1 or say Replay to replay the greeting e Press 2 or say Append to add to the greeting e Press 3 or say Erase to erase and rerecord the greeting e Press or say Cancel to exit without changing your greeting
9. many messages you have in the mailbox and then plays them for you Inter Tel Voice Mail User Guide Recording and Sending Voice Messages You can record and send voice messages to other mailbox extensions in your voice mail system To record and send voice messages Access your mailbox as described on page 2 Press 2 or say Record Say or enter the mailbox number or group list number The system announces the name assigned to the number You have the following options e Press or say Yes to accept the subscriber s name e Press or say No to start over 4 Record your message after the tone While recording you can e Press 2 to pause while recording Press or say Continue to continue e Press 3to erase and rerecord your message 5 When finished recording do one of the following e Press or say Send to send the message and return to the voice mail options e Press or say Cancel to cancel the recording e Press 1 or say Replay to replay your message e Press 2 or say Append to add to your message e Press 3 or say Erase to erase and rerecord your message e Press 4 or say Copy to copy your message to other mailboxes Press when you are finished adding mailboxes Depending on your voice mail system version you may be required to copy messages to additional mailboxes after sending NOTE the message to the first recipient If so after sending the first message press
10. the message source option Press 3 or say Length to enable or disable the message length option Press 4 or say All Options to enable all options Press 5 or say None to turn off the envelope Press or say Accept to accept the changes Press or say Cancel to return to the Personal Options Menu 12 Inter Tel Voice Mail User Guide Changing the Message Search Order You can change the order in which you retrieve your new and saved messages based on the date and time they are received When more than one message is left in your mailbox the search order can be configured as first in first out the oldest message is played first or last in first out the newest message is played first If E Mail Reader is enabled for your mailbox changing the message search order applies to your voice e mail and fax messages To change the message search order Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options menu Press 9 or say More to select the More Options menu Press 2 or say Order for the Message Search Order menu Select one of the following options a fF oN gt e Press 1 or say New to change the search order for new messages e Press 2 or say Saved to change the search order for saved messages 6 Your current message search order is played Select one of the following options e Press 1 or say First to retrieve message
11. to listen to the previous message e Press 5 or say Envelope to play the introductory message envelope See page 12 for information about the message envelope e Press 6 or say Next to listen to the next message e Press 7 or say Save to save the message e Press 9 or say Delete Message to delete the message 20 Inter Tel Voice Mail User Guide Troubleshooting Tips The following table contains troubleshooting tips for basic voice mail features Contact your voice mail administrator for additional help Problem Possible Solution I do not know my voice mail password Try using the extension number which is the default password If your mailbox does not have an assigned password pressing will allow you to access your mailbox If these options do not work contact your voice mail administrator for assistance cannot change the system greeting Only your voice mail administrator can change the system greeting cannot use one or more of the voice mail features described in this guide Your system may not support the feature or your voice mail administrator may not have enabled the feature Contact your voice mail administrator for more information get a Mailbox almost full or full message No new messages can be received until waiting or saved messages are deleted get a Mailbox quota grace limit reached message The voice mail system grace limit has
12. To recover deleted voice messages 1 2 3 4 Access your mailbox as described on page 2 Press 5 or say Options to select the Message Options menu Press 2 or say Recover to select the Recover Deleted Messages menu Do one of the following e Press 1 or say Listen to listen to your deleted messages After each message you can o Press 1 or say Replay to replay the message o Press 2 or say Reply to reply to the message o Press 3 or say Forward to forward the message o Press 4 or say Previous to listen to the previous message o Press 5 or say Envelope to play the message envelope o Press 6 or say Next to listen to the next message o Press 7 or say Recover to recover the message e Press 2 or say Recover to recover all deleted messages e Press 3 or say Purge to permanently delete all deleted messages Canceling Unheard Voice Messages You can cancel unretrieved messages that you have sent to other subscribers You cannot cancel messages that you have sent to group lists To cancel unheard voice messages Access your mailbox as described on page 2 While listening to the voice mail main menu press 5 or say Options to select the Message Options menu Press 1 or say Unheard to select unheard messages When prompted enter or say the mailbox number containing the unheard message Press or say Yes to confirm the mailbox number The system tells you how
13. age from the beginning Press 2 or say Reply to reply to the message Then do one of the following o Press 1 or say Voice Mail to leave a voice message for the subscriber you cannot leave messages for outside callers o Press 2 or say Callback to place a return call If the number is available your call is transferred to the caller s extension or telephone number Press 3 or say Forward to forward a copy of the message to another subscriber If you want to include an introduction press 1 or say Record Otherwise press or say Accept to forward the message without additional comments Press 4 or say Previous to listen to the previous message Press 5 or say Envelope to play the introductory message envelope See Changing the Message Envelope on page 12 for more information Press 6 or say Next to listen to the next message Press 7 or say Save to save the new message in your mailbox Press 9 or say Delete Message to delete the message Inter Tel Voice Mail User Guide Recovering Deleted Voice Messages You can recover deleted voice messages within a specific time frame before they are erased from the system The time frame can be up to 24 hours and is programmed by your voice mail administrator Any recovered messages are restored as saved messages in your mailbox If E Mail Reader is enabled for your mailbox you can also recover deleted e mail and fax messages See E Mail Reader on page 16
14. and then enter the additional recipient s mailbox number Press to send the message 6 Press or say Send to send the message and return to voice mail options or press 9 or say Options to use one of the following special delivery options o Press 1 or say Private This prevents the recipient from forwarding the message to other subscribers o Press 2 or say Certified When the recipient listens to the message you will receive a receipt notice o Press 3 or say Priority This places your message ahead of all other waiting messages in the receiving mailbox 7 Press or say Send to send the message with the special delivery option or press or say Cancel to cancel delivery options Inter Tel Voice Mail User Guide 7 Using Remote Messaging You can use Remote Messaging to call you when your mailbox receives new voice messages Using cascade levels of up to nine phone numbers the voice mail system calls each number until it successfully connects to a device for example your home phone a mobile phone or a pager You can use primary and alternate cascades to program messages for different time periods For example you can use a primary cascade to notify you of new messages from 5 00 P M to 10 00 P M on weekdays You can also use an alternate cascade to notify you of new messages on weekends See the Remote Messaging example below See page 9 to set up Remote Messaging J
15. as described on page 2 The system announces that it was unable to retrieve your e mail and fax messages and provides the following options e Press or say Continue to access your mailbox without access to your e mail messages e Press 1 or say Password to enter your new e mail password 2 When prompted enter your e mail password using the dialpad buttons see the following table and then press NOTE For a description of special character locations press 2 3 Your new password is played You have the following options e Press or say Accept to accept the password e Press 3 or say Re enter to erase and re enter the password Number of Times Button is Pressed Button 1 2 3 4 5 6 7 8 9 1 1 amp B space 2 a b C 2 A B C 3 d e f 3 D E F 4 g h i 4 G H 5 j k 5 J K L 6 m n o 6 M N O 7 p q r S 7 P Q R S 8 t u V 8 T U V 9 w x y Zz 9 W X Y Z 0 0 Inter Tel Voice Mail User Guide 17 To use E Mail Reader to access your e mail account 1 Access your mailbox as described on page 2 2 Press 3 or say E Mail Then select one of the following Press 1 or say New to listen to new messages Press 3 or say Saved to listen to saved messages 3 After the e mail envelope is played E Mail Reader reads the body text of the e mail message While you are listening to a message you can use the foll
16. ast name o If you did not respond to the first question the system asks if the name you are searching for is the first name If it is press 1 or say Yes say the first name or spell the first name After the list has been filtered by first or last name a smaller list of names is returned You can then browse the list and select the appropriate name Inter Tel Voice Mail User Guide 15 E Mail Reader You can use E Mail Reader to listen to e mail messages and fax message envelopes from your mailbox E Mail Reader uses Text to Speech TTS to convert e mail text into an audio file After you listen to your message you have the same options to save forward delete and so on as in voice mail When you reply to an e mail message you are prompted to record a message Your reply is then sent as an audio file attachment in an e mail to the receiver If the e mail has multiple recipients you have the option of replying to just the sender or to all of the recipients When you forward an e mail message the e mail is converted to a fax and forwarded to the fax destination number you specify E Mail Reader does not distinguish between e mail messages and meeting invitations and responses Therefore e mail messages and meeting messages including invitations cancellations and responses can be accessed from your mailbox You cannot forward an e mail message to a voice mailbox or group list When you forward an e mail message the
17. ature may or may not be enabled for your system 10 Inter Tel Voice Mail User Guide Changing the Call Screening Transfer Method You can use the following Call Screening Transfer options to apply conditions to outside calls that are transferred to your extension from the system Auto Attendant e Unannounced Calls Calls are sent directly to your extension e Announce Only Calls Before Auto Attendant transfers a call to you a prompt asks the caller to record his or her name When you answer you hear You have a call from caller s name Then the call is sent to your extension e Screened Calls Before Auto Attendant transfers a call to you a prompt asks the caller to record his or her name When you answer you hear You have a call from caller s name You can then choose whether or not to accept the call To change the Call Screening Transfer method Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options Menu Press 9 or say More for the More Options menu Pens Press 5 or say Transfer to select the Transfer Method menu Then select one of the following e Press 1 or say Unannounced to select unannounced transfers e Press 2 or say Screened to select screened transfers e Press 3 or say Announce to select announce only transfers e Press or say Cancel to return to the Personal Options menu changes Receiving Screened Calls You have the
18. cept the entry or press 3 or say Erase to erase and re enter your password After accepting the new password the system prompts you to record your directory name 4 After the tone record your first and last names for the directory When prompted select one of the following options e Press or say Accept to accept the name e Press 1 or say Replay to replay the recorded name e Press 2 or say Append to add to your name e Press 3 or say Rerecord to erase and rerecord your name See page 4 to rerecord or change your directory name After recording your name the system plays a message that introduces you to voice mail features To skip the introduction press or say Skip 2 Inter Tel Voice Mail User Guide Recording Personal Greetings You may want to include the following information when recording your personal greeting e Whether you are in the office and where you can be reached e When you will be returning calls e How to exit voice mail for callers who do not want to leave a message For example Press 0 to return to the operator The following are sample greetings to help you plan your message e Hello this is Lam either on another line or away from my desk and cannot take your call at this time If you need to speak to someone immediately please dial zero now Otherwise leave a detailed message and will return your call as soon as possible Thank you e Hello this is will
19. ductory message envelope See page 12 for information about the message envelope Press 6 or say Next to listen to the next message Press 7 or say Save to save the message Press 9 or say Delete Message to delete the message 18 Inter Tel Voice Mail User Guide Using Main Menu E Mail Reader Count After you set up your E Mail Reader account the system announces the number of voice e mail and fax messages you have each time you access your mailbox before you can listen to your messages The voice prompt that indicates the number of e mail and fax messages is the Main Menu E Mail Reader Count option Voice message prompts are not included in Main Menu E Mail Reader Count and are always played when you access your mailbox You can disable the Main Menu E Mail Reader Count option Disabling the Main Menu E Mail Reader Count option defers e mail and fax prompts until you select the E Mail or Fax message option from the main menu Disabling Main Menu E Mail Reader Count does not disable E Mail Reader It only defers the voice prompts until the appropriate option is selected To disable or enable the Main Menu E Mail Reader Count option Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options menu Press 9 or say More to select More Options Be wc Press 4 or say E Mail Reader Count to select the E Mail Reader Count toggle option 5 Doone ofthe f
20. e mail is converted to a fax and forwarded NOTES to the fax destination number that you specify If an e mail message includes a hyperlink E Mail Reader reads the hyperlink as text Entering Your E Mail Password You may be prompted to enter your E Mail Reader account password usually your network password whenever you or your voice mail administrator set up your e mail account mailbox or change your e mail password Use the following tips when entering your e mail password e Do not use Automatic Speech Recognition ASR To prevent others from overhearing your password use the dialpad buttons on your handset to set up your e mail password e Enter password characters correctly E mail passwords are case sensitive and can contain special characters Your entry must exactly match the case and characters If necessary contact your voice mail administrator for assistance 5 This feature may or may not be enabled for your system 16 Inter Tel Voice Mail User Guide To enter your e mail password To repeat menu instructions say Help or press 0 at any time If you enter an incorrect password or if you choose not to enter a new E Mail NOTES Reader password the Main Menu E Mail Reader Count option see page 19 is automatically disabled This prevents having to hear the invalid password prompt for each subsequent login and to protect against being locked out from your e mail account 1 Access your mailbox
21. egory EJ All Messages EE Priority Messages EU Inter Tel Voice Mail User Guide 23 Voice Mail Flowchart With E Mail Reader In most menus you can press or say Cancel to return to the previous menu or press or say Accept to accept the option Mailbox Access 1 Dial the voice mail extension number 2 Say Login or press and then say or enter your mailbox number 3 Enter your password and then press Subscriber Mailbox Menu Voice Mail Record E Mail Personal Options Message Options Facsimile Disable ASR Recording Options While recording the msg Pause Continue Erase After recording Replay Append Erase rerecord Copy Delivery Options Personal Options Record Greeting EB Primary Greeting E Alternate Greeting EU System Greeting EM Record Directory Name EY Rec Chg Password Chg Envelope Settings EJ Time Date En Message Source EU Length Subj Pages EU All Options EN None EN Remote Messaging 5 Primary Cascade XN Alternate Cascade EU More Options EI Fax Number En Message Orde EU E Mail Rdr Count EJ Transfer Method EU BEE Message Order New Messages Saved Messages 2 First In First Out EN Last In First Out EN Accessing Messa
22. following options when you receive a screened call e Press or say Accept to accept the call e Press 1 or say Replay to replay the announcement e Press 2 or say Voice Mail to send the call to voice mail e Press 3 or say Forward and then enter the extension number to forward the call to another extension e Press or say Refuse to refuse the call 4 This feature may or may not be enabled for your system Inter Tel Voice Mail User Guide 11 Changing the Message Envelope When you listen to voice messages or e mail or fax messages if E Mail Reader is enabled an envelope is played for each message By default the envelope contains the following information e Time and Date The time and date the message was received e Source The source of the voice e mail or fax message e Length The length of the message voice messages only e Subject The text in the subject field e mail messages only e Pages The number of pages included faxes only You can change your envelope options or turn off the message envelope To change envelope options Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options menu Press 4 or say Envelope to select the Message Envelope Options menu You have the following options Press 1 or say Time Date to enable or disable the time and date options Press 2 or say Source to enable or disable
23. ges While message is playing Back Up Pause Move Forward Lower Volume Play Envelope Higher Volume Save Message Delete Message Skip to End After the message Replay Message Reply to Message Voice Mail Message KM Call Back EN BE CONCEDEN Forward a Copy E Go to Previous Message EN Play Envelope Go to Next Message Save Message Delete Message EREE BEEBE Transfer Method Unannounced Screened Announce Only Delivery Options Private EN Certified EN Priority El Send El Send and Exit Hang Up Message Options Cancel Unheard Msgs EE Recover Del Msgs EN Voice Mail E Mail Facsimile Remote Messaging Program Cascade Level EN Enter cascade level then Change EB Personal 2 Pager El Enter Time of Day EN Set Days of Week Weekdays E All Days EN Individual Day 1 7 EU Select Msg Category MU All Messages EN Priority Messages EU 24 Inter Tel Voice Mail User Guide Part No 835 3205 Issue 1 May 2008 O00 0 0 TT
24. guidelines Inter Tel Voice Mail User Guide 21 Problem Possible Solution I cannot use ASR to enter my E Mail Reader password To prevent others from overhearing your password you must use the dialpad buttons to enter your password cannot set the number of rings before a call is sent to voice mail This feature is set by the voice mail administrator The system does not recognize my cell phone digits You may need to enable dual tone multi frequency DTMF on your cell phone 22 Inter Tel Voice Mail User Guide Voice Mail Flowchart Without E Mail Reader In most menus you can press or say Cancel to return to the previous menu or press or say Accept to accept the option Mailbox Access 1 Dial the voice mail extension number 2 Say Login or press y and then say or enter your mailbox number 3 Enter your password and then press Subscriber Mailbox Menu New Message Record Saved Personal Options Message Options Disable ASR Recording Options While recording the msg Pause Continue ERE Erase After recording Replay Append Erase rerecord Copy Delivery Options Personal Options Record Greeting EN Primary Greeting KM Alternate Greeting EU System Greeting EM Record Directory Name EY Rec Chg Password
25. he following features to customize voice mail options Changing Your Mailbox Password You can change your mailbox password at any time The new password can be up to 12 digits long and must be numeric It cannot contain letters or characters To change your mailbox password Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options Menu Press 3 or say Password So cum Do one of the following e f you want to use a password enter a new password using digits 0 to 9 up to 12 digits and then press The system plays back your password e f you do not want to use a password press or say Skip 5 Press or say Accept to accept the password as entered or press 3 or say Re enter to erase and re enter your password Programming a Fax Destination You can specify a fax destination number for your mailbox so callers can send a fax to your fax machine through your mailbox To enter a fax destination number Access your mailbox as described on page 2 Press 4 or say Personal to select the Personal Options menu Press 9 or say More for the More Options menu Press 1 or say Number to select Fax Number ak on Enter or say the fax destination number If you use the dialpad to enter the number press when you are done 6 Press or say Accepted to accept the number or press 3 or say Re enter to erase and re enter the number 3 This fe
26. ions o Press 1 or say Internal for an extension number and then say or enter the number o Press 2 or say Outside for an outside number and then say or enter the number e To send notifications to a pager o Press 1 or say Pager o Press 2 or say Personal Press 1 or say Change to save the setting Press 3 or say Days and then select one of the following e Press 1 or say Weekdays for Monday through Friday e Press 2 or say Days for all days e Press 3 or say Day to select individual days You are prompted to press or say numbers 1 to 7 which correspond to the days Sunday through Saturday Press 2 or say Time Then say or enter the times you want the message notification to start and stop Enter or say the times as two digits for the hour and two digits for the minutes for example 0900 9 00 A M If you are entering the time in a 12 hour format e Press 1 or say AM for A M e Press 2 or say PM for P M If you want to have 24 hour notification program the starting and ending times to the same time for example enter 0900 for the starting time and 0900 for the ending time Press 4 or say Category Then select one of the following options e Press 1 or say All Messages for all messages e Press 2 or say Priority for priority messages only Press or hang up to save the settings and exit Inter Tel Voice Mail User Guide Mailbox Preferences You can use t
27. ollowing e f E Mail Reader Count is enabled press 1 or say Disable to disable e f E Mail Reader Count is disabled press 1 or say Enable to enable Inter Tel Voice Mail User Guide 19 Listening to Fax Message Notifications Using E Mail Reader you can listen to fax message notifications When you access a fax message E Mail Reader announces the fax message according to the envelope option see page 12 Because a fax message is received by your e mail account as an image attachment E Mail Reader cannot translate the text in a fax To view the fax and read it you must access it from your e mail account however you can save delete and forward a fax to a fax number that you specify To listen to a fax message notification 1 Access your mailbox as described on page 2 2 Press 6 or say Facsimile to access your fax messages Then select one of the following e Press 1 or say New to listen to new messages e Press 3 or say Saved to listen to saved messages 3 After the fax envelope is played you have the following options e Press 3 or say Forward to forward a copy of the message to a fax destination Then say or enter the fax destination number The system plays the fax destination number Select one of the following o Press or say Yes to verify the number The system announces that the fax is scheduled for delivery o Press or say No to start over e Press 4 or say Previous
28. ollowing section Automatic Speech Recognition ASR and E Mail Reader on page 16 for more information For quick reference you can use the voice mail flowcharts on page 23 for systems without E Mail Reader and on page 24 for systems with E Mail Reader Automatic Speech Recognition ASR You can use ASR to issue voice commands instead of pressing dialpad buttons for voice mail options ASR commands are included in the feature instructions When using ASR follow these guidelines for best results e Use the handset for voice commands External microphones pick up background noise which may cause misinterpreted voice commands e Do not say Pound to activate features when using ASR The silence that follows your voice command functions as the button e Use the dialpad buttons to select menu options when recording messages Because ASR is automatically disabled recorded messages include any attempted voice commands e Use the dialpad buttons when entering mailbox and E Mail Reader passwords This prevents your password from being heard by others you cannot use ASR If the system fails to understand an ASR command three times in a row DAE you are prompted to press to transfer to the dialpad button menu To temporarily disable ASR 1 Access your mailbox see page 2 2 Inthe Main menu press 8 or say Disable to disable ASR for the current call To enable ASR after disabling it 1 Press until you return
29. orporation and Inter Tel Delaware Incorporated All rights reserved 2008 Inter Tel Delaware Incorporated Personal use of this material is permitted However permission to reprint republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists or to reuse any copyrighted component of this work in other works must be obtained from Inter Tel Delaware Incorporated Contents About Voice Mail 0 0 0 ccc n Rh hun 1 Automatic Speech Recognition ASR oooooocoooncccnn nennen nn nen 1 Mailbox ACCESS 4223 rhetor Ie P 88 a a aa RA LA RA ce A e 2 Recording Personal Greetings lise 3 Recording Your Directory NaMe ooooccccccocooo e 4 Understanding Mailbox Messages sss IIIA 4 Message Features oo ooocccconnn hh hh rh hh 5 Listening to Messages 0 00 c cee 5 Recovering Deleted Voice Messages 0 ccc eee eee 6 Canceling Unheard Voice Messages sls eee 6 Recording and Sending Voice Messages isle eee 7 Using Remote Messaging 0 cece III 8 Mailbox Preferences seeee ee RI II hh 10 Changing Your Mailbox Password slseleeee III 10 Programming a Fax Destination 0 0 0 ccc re 10 Changing the Call Screening Transfer Method 0 ee eee eee 11 Receiving Screened Calls 0 0 0 eect eee ee 11 Changing the Message Envelope
30. owing options Press or say Skip to skip to the end of the recording Press 1 or say Back Up to rewind a few seconds and replay the message Press 2 or say Pause to pause Press or say Continue to continue Press 3 or say Forward to skip ahead Press 4 or say Lower to lower the volume Press 5 or say Envelope to play the message envelope Press 6 or say Higher to raise the volume Press 9 or say Delete Message to delete the message Press or say Cancel to return to the previous menu 4 When E Mail Reader has finished reading the e mail you have the following options Press 1 or say Replay to replay the message from the beginning Press 2 or say Reply to reply to the message If the e mail message had more than one recipient you have the following options o Press 1 or say Everyone to reply to all recipients o Press 2 or say Sender to reply to the sender o Press 3 or say Hear to hear all recipients Press 3 or say Forward to forward a copy of the message to a fax destination Then say or enter the fax destination number The system plays the fax destination number Select one of the following o Press or say Yes to verify the number The system announces that the fax is scheduled for delivery o Press or say No to start over Press 4 or say Previous to listen to the previous message Press 5 or say Envelope to play the intro
31. reached its capacity This feature allows a mailbox to overfill beyond normal capacity When the quota grace limit has been reached this announcement is played Contact your voice mail administrator for assistance My e mail password has expired for my e mail client and have to change it Do also have to update it for my mailbox cannot retrieve deleted messages If you change your e mail password you are prompted to update it for E Mail Reader See page 16 for additional information about entering your e mail password Voice mail may have erased your message After a programmed amount of time has lapsed voice mail automatically erases all deleted messages see page 6 If you attempt to recover a deleted voice message within this time frame but you are unsuccessful your voice mail system may not have sufficient space available to store deleted messages I do not have e mail and fax messages in my mailbox If your mailbox does not have E Mail Reader see page 16 you will not receive e mail and fax messages Contact your voice mail administrator to determine if E Mail Reader is enabled for your mailbox get the wrong response when I say a command Several factors affect the system response to voice commands It is possible that Automatic Speech Recognition ASR is not enabled on your system If your system does not prompt you to say a command ASR is not enabled See page 1 for additional ASR
32. s as first in first out e Press 2 or say Last to retrieve messages as last in first out e Press or say Cancel to return to the Personal Options menu without making changes Inter Tel Voice Mail User Guide 13 Voice Mail Directory Subscribers or non subscribers can use dialpad buttons or ASR if enabled see page 1 to search for directory names ASR may not be able to locate names that are pronounced differently than they are spelled For these types of names spell the name using the dialpad buttons see the table below When one to 10 matches are located you can browse the list of returned names The Directory lists are circular That is when the end of the list is reached the next name played is the first name in the Directory When the correct name is played say Yes or press to select it If the system locates more than 10 matches you can either browse the list using the options mentioned above or filter the list by responding to the filtering questions generated by the system Based on your responses the system filters the list to include first or last name matches only If the system cannot locate an exact match it returns the closest match found To use the dialpad buttons to spell a name When prompted press the appropriate dialpad buttons to spell the name The number of times a button is pressed determines which character is entered as shown in the following table
33. to the Main menu 2 Press 8 to enable ASR 1 This feature may or may not be enabled for your system Inter Tel Voice Mail User Guide 1 Mailbox Access This section explains how to access and set up your voice mail account If necessary contact your voice mail administrator for the voice mail extension number and password To access voice mail Press or say Skip to select an option or advance to the next step Press or NOTE say Cancel to cancel an option or return to the previous menu Dial the voice mail extension number You hear the Main menu 2 During or after the greeting press or say Login to identify yourself as a subscriber 3 Enter the default password your mailbox number Do one of the following e f this is an existing account enter your mailbox password if programmed and then press If you do not have a password press to bypass the password prompt See page 10 for information about programming your mailbox password e f this is a new account use the following steps to set up your voice mail account To set up your voice mail account Follow steps 1 to 3 in the preceding section 2 Doone ofthe following e f you want to use a password enter a new password using digits O to 9 up to 12 digits and then press The messaging system plays back your password e f you do not want to use a password press or say Skip 3 Press or say Accept to ac
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