Lucent Technologies INTUITY Voice/FAX Messaging User's Manual
Contents
1. D or 3 Delete and begin again 6 Press to approve voice message 7 Press 0 to access delivery options a Press 5 to attach a fax b Press to input fax and send 8 Insert fax and press START on the fax machine 22 SHORT PATH Send Voice Fax Message Record Address Approve Approve JKL To include a fax Attach fax START Press START le sn o o gt NOTE The button label on your fax machine may be different from START Common alternate keys for this function are SEND TRANSMIT and CONNECT At the prompt press the key that begins the transmission process 23 Sharing Fax Machines If you use a shared or public fax machine such as a departmental fax you may wish to avoid tying it up while you transmit to multiple addresses You may want to store a fax for later use or it may simply be more efficient to send a fax from your own desk particularly if you want to attach a private voice message to your fax In any case you can send a fax and or fax message to your own mailbox or a fax only message to your personal fax extension by keying your extension as the delivery address Later you can access the fax and change the delivery options and or voice fax message from the Activity Menu How to Get and Respond to Messages Listening to a Message Header 24 1 Press 2 from the Activity Men2. 2 to use your personal directory You can create your personal directory in name or number addressing mode 1 2 Enter an address and press Press 5 2 1 from the Activity Menu 3 Listen to your entry s address If the name is incorrect press and 3 press o l fc to delete and repeat steps 2 Enter your abbreviated version of the address up to 10 characters and 5 Repeat steps 2 3 and 4 to add more names to your personal directory 6 Press 40 L to approve SHORT PATH Personal Directory Enter Address Create repeat Enter Alias Approve Reviewing and Deleting Entries from a Directory 1 Press 5 2 2 Do one of the following 41 m Press 2 to review all aliases While listening to each entry press L Skip to next alias D BI Delete aa 2 Return to the previous alias L Stop reviewing m Press 3 to review specific aliases a b c d Enter alias to review and press Listen to corresponding address Repeat for more aliases Press to stop reviewing 3 Press R 7 to return to the Activity Menu Tips Your personal directory activates automatica
3. D 2 L Return to the previous greeting Save and skip to the next greeting 4 Press to quit scanning B Delete and skip to the next greeting 31 Create Personal Greetings Listen to greetings Play or replay o Enter Record or re record 1 greeting number Review status 2 and listen Delete Dor 3 Approve save Change create greetings in Enter greeting number and speak new greeting Stop continue 1 Play back 23 Use for Delete xD or 3 allcalls 1 Approve save Scan greetings Play or replay 0 2 Re record 1 Return to previous 2 If call types Delete xDor 3 have been Listen to Skip administered greeting number Approve save and status Activate greetings Use for each call type 0 Use for internal or busy 1 Use for external or If call types no answer 2 Enter have been Use for Out of Hours 3 greeting administered Approve number Ditrerentiate Out of Hours 3 a Internal external 1 Not Out eines Busy no answer 2 of Hours 4 Initial setting z 7 Differentiate Internal external 1 Change Busy no answer 2 setting Out of Hours 3 Turn off Out of Hours 4 Same greeting for all calls 5 Approve How to Access Outgoing or Filed Messages To check the status of outgoing messages access them by following the steps listed below then m
4. How to Log In alo n Creating or Changing Your Password i Recording Your Name Creating Your Personal Greeting Recording Your Basic Greeting Composing a Single Voice fax Extension Greeting hm Ph iii Contents Composing a Greeting If You Have a Personal Fax Extension 13 4 Selecting Delivery Options 15 Creating and Sending a Fax only Message ABR on 16 Creating and Sending a Voice Message ABR on 17 Creating and Sending a Voice Message ABR off 19 irst time 21 23 23 23 24 24 25 26 27 27 28 29 29 30 iv Contents Contents vi Welcome INTUITY Voice FAX Messaging is a powerful call answer voice mail and fax message system Besides sending and receiving voice mail you can send receive forward and voice annotate faxes Call Answering INTUITY Voice FAX Messaging answers calls when you are unavailable or too busy to answer your telephone Callers may then leave messages in your voice mailbox Later you can access your mailbox to get those messages Voice Mail INTUITY Voice FAX Messaging lets you record voice and voice fax messages in advance and send them directly to the mailboxes of other system users without actually calling their telephones Conversely other users can record and send voice mail messages and voice fax messages directly to your mailbox When convenient you can access your mailbox to get those messages FAX
5. Press to re send an undelivered message to the original recipient only How to Create Mailing Lists Creating a List 1 Press 5 1 1 from the Activity Menu 2 Enter list ID up to 6 letters or digits and press 36 3 Press one of the following Make the list private at 2 Make the list public 4 Enter an address and press 5 Repeat step 4 until list is complete 6 Press to approve gt NOTE After you address a message using a list the system asks for more extensions Do not add extensions that are already used in addressing of the list just appended A 2 to switch Specify an address as a number or name press modes Tip L When creating a list you can also include an existing list by entering 5 at step 4 Deleting Addresses from a List Delete addresses from a mailing list in two ways D a Review the list until you find each address then press B or m Atstep 4 when creating a list press 1 immediately enter the address to be deleted and press D B Repeat for other addresses 37 Scanning List Summaries 1 Press 5 1 2 from the Activity Menu 2 Listen to the list summary 3 Press any of the following Skip to next list
6. again to undo a Make your message priority if available Press 2 again to undo no Schedule delivery Press 3 again to undo co 15 To schedule delivery Enter delivery time 405 4 05 Enter A or 2 for AM or P or 7 for PM and press Enter delivery month and day 502 May 2 and press Press to approve or 3 or D to start over PO Nee gt File a copy Press again to undo o To include a fax in voice fax mode Creating and Sending a Fax only Message ABR on From the system fax machine from which you wish to transmit access the Activity Menu by entering your system extension and password as you would if you were logging in from your own telephone 1 Press 1 from the Activity Menu 2 To address a fax only message select one of the following m Enter recipient s address that is the telephone extension if internal or the telephone number if external and press To send to a mailing list a Press L to access a list b Enter list owner s extension and press If you re the owner just press c Enter list ID name and press Press 0 to access delivery options Press to approve address Press to input fax and send Insert fax and press START on the fax machine Or
7. to modify and or re send the selected message m Press to re send the message as is To re record the message a Press 1 Speak message at the tone b c Edit normally d Press to approve LS Tips You can modify re send three types of outgoing messages m Undelivered scheduled for future delivery a Undeliverable incorrect address or recipient s mailbox is full a Filed 34 Press to re send an undelivered message to the original recipient only Options Modify Replay Append Address Approve amp Send Now 35 Re sending a Message When you have selected a message to modify re send choose one of the following options to re direct your message 1 For filed and undeliverable messages a Enter address es or list via L 5 b Press to approve and send immediately or c Enter delivery options and press 2 For undelivered messages a Enter additional addresses and press 1 b Press 1 to review and edit original addresses c Change delivery times or options LS Tips If you re send a filed message it leaves the file cabinet portion of your mailbox You must file a copy again to retain it The Outgoing Message file consumes much of your system s resources Be sure to delete messages and headers regularly
8. D 3 Delete the entire list Review modify list members Return to Reviewing and Modifying a List o Create Make private Enter address repeat A Approve 38 Reviewing and Modifying a List 1 Press 5 1 3 from the Activity Menu 2 Enter list owner s extension and press If you own the list simply press 3 Enter list ID and press 4 Listen to the first name then press any of the following Skip to the next name D B Delete name 2 Repeat name 2 2 Return to previous name i Review from beginning 1 Add delete specified entries or change public private status then do the following a Press Y 9 or N 6 to change status b Enter address and press c Listen to name and if deleting press D 3 d Repeat b and c for each addition deletion 5 Press to stop adding deleting specified entries 6 Press when finished reviewing 39 How to Create a Personal Directory The system allows you to create a personal directory of abbreviated names aliases for frequently used addresses It s essentially a sophisticated speed dialing feature Creating and Appending a Directory You must be addressing by name A
9. Messaging INTUITY Voice FAX Messaging lets you send receive and voice annotate faxes You can forward voice annotate and re send received faxes or direct faxes to printers PCs or LAN fax servers You can send or forward a fax to any address within your system and append a voice message to the fax if you choose or you may elect to send or forward only a fax to an address outside your system You can send or forward faxes to internal extensions by using system mailing lists and or to external numbers by addressing your fax messages individually Intuity Advantages INTUITY Voice FAX Messaging provides four key voice and fax advantages Mobility Convenience Privacy Security You can access your voice fax and voice fax messages from anywhere You can retrieve a fax from your mailbox and have it printed anywhere a fax machine is available With compatible fax software and a modem you can access and download faxes to a PC or laptop computer for later use You can retrieve your voice fax and voice fax messages from your desktop from your home office from anywhere in the country or from across the world You can also retrieve your voice fax and voice fax messages any time you want You control when and where a voice or fax message is retrieved and where a fax is printed so you can be sure that it ends up in your hands only Only you can retrieve your voice fax and voice fax messages using you
10. a greeting Enter a number 1 to 9 for the greeting Speak greeting at the tone Optional To edit your greeting oak ond Press 1 to stop recording or pause Press one of the following 1 Continue recording 2 8 Play back D 3 Delete and begin again 7 Press to approve 8 Do one of the following Press to leave the greeting inactive Follow the prompts to activate the greeting 12 Composing a Single Voice fax Extension Greeting Fax messaging is a new capability and many callers will be unfamiliar with it at first Callers will find it helpful if you record a greeting that briefly instructs them about your fax messaging Explain how to transmit a fax This is Richard Hyatt at Gobels amp Nixon I m away from my desk please leave a message at the tone If you want to include a fax with your message press START on your fax machine when you finish speaking If you want to send only a fax press START on your fax machine now Composing a Greeting If You Have a Personal Fax Extension While it is a true mailbox a personal fax extension also acts as a storage site to reduce the memory limits of a single voice fax extension for users who receive many faxes Callers cannot address voice messages to your personal fax extension A personal fax extension stores faxes only If you have a personal fax extension the system a
11. public switched network when e Answered by the called station e Answered by the attendant e Routed to a recorded announcement that can be administered by the CPE user This equipment returns answer supervision signals on all DID calls for warded back to the public switched telephone network Permissible exceptions are e A call is unanswered e A busy tone is received e A reorder tone is received Ordering Information Call Lucent Technologies BCS Publications Center Voice 1 800 457 1235 International Voice 317 322 6791 Fax 1 800 457 1764 International Fax 317 322 6699 Lucent Technologies BCS Publications Center 2855 N Franklin Road Indianapolis IN 46219 Document No 585 310 733 Comcode 107731481 Issue 2 February 1996 For additional documents refer to the section in About This Document entitled Related Resources Write Order You can be placed on a standing order list for this and other documents you may need For more information on standing orders or to be put on a list to receive future issues of this document contact the Lucent Technol ogies Publications Center Acknowledgment This document was prepared by the Product Documentation Develop ment Lucent Technologies Denver CO Contents Voice Prompts and Help Address Before Record ABR Autodelete wWwlo w rm Pp AYR Autoprint Header Mailbox Personal Fax Extension O o How to Navigate Your Mailbox Options
12. to dial through the greeting if you won t be missing information in the greeting m Leave a detailed message it s generally more efficient to convey information than just requesting a return call a Press D 3 to delete and start over m Press 1 2 3 to stop recording and review your message Before or after leaving a message you can m Transfer to another extension 8 a Press T 43 b Enter the extension c Press gt NOTE 44 If you record a message and either hang up or go to another option the system automatically delivers your message to the person you are calling To prevent delivery of your message you must delete it with D 3 Command Summary BASIC COMMANDS xH or 4 Ror 7 W or 9 x Nor 6 X or 9 0 xD or 3 xxU or 8 xxH or 4 xT or 8 Ror 7 xAor 2 xLor 5 T Help Return to Activity Menu Wait Look up number name Exit system oat ansfer call to operator Delete Undelete not available on all systems Hold message in category Transfer out Relogin Use while addressing Alternate address switch between name and number addressing Use mailing list for addressing Record Get amp Create amp send respond greetings ABC DEF 1 Message a
13. DE Fpa 16 SHORT PATH Send Fax Only Address Approve Attach fax Press START 17 Creating and Sending a Voice Message ABR on Access the Activity Menu by entering your system extension and password 1 Press 1 from the Activity Menu 2 To address a voice message select one of the following a Enter recipient s address that is the telephone extension if internal or the telephone number if external and press To send to a mailing list a b C oak Ow Optional Press L to access a list Enter list owner s extension and press If you re the owner just press Enter list ID name and press Press 0 to access delivery options Press to approve address Record message at the tone To edit your message before approving m Press 1 to stop recording or pause Press one of the following 5 2 3 3 D or Continue recording Play back Delete and begin again 7 Press to approve voice message 8 Press to send 18 Record Address Approve Approve Send now 19 Creating and Sending a Voice Message ABR off Access the Activity Menu by entering your system extension and password 1 Press 1 f
14. Lucent Technologies Bell Labs Innovations INTUITY Voice FAX Messaging User s Guide 585 310 733 Comcode 107731481 Issue 2 February 1996 Copyright 1998 Lucent Technologies All Rights Reserved Printed in U S A Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing However information is subject to change Your Responsibility for Your System s Security Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example persons other than your company s employees agents subcontractors or persons working on your com pany s behalf Note that there may be a risk of toll fraud associated with your telecommunications system and if toll fraud occurs it can result in substantial additional charges for your telecommunications services You and your system manager are responsible for the security of your sys tem such as programming and configuring your equipment to prevent unauthorized use The system manager is also responsible for reading all installation instruction and system administration documents provided with this product in order to fully understand the features that can intro duce risk of toll fraud and the steps that can be taken to reduce that risk Lucent Technologies does not warrant that this product is immune from or will prevent unauthorized use of common carrier telecommunication ser vice
15. ce message New Unopened Old Fax voice or voice fax messages you haven t retrieved Fax voice or voice fax message headers to which you ve listened but have not yet listened to the message itself Fax voice or voice fax messages to which you ve listened or printed but haven t deleted Outgoing Messages sent by you Accessed Undelivered Undeliverable Filed Personal Fax Extension Fax voice or voice fax messages delivered and listened to by the recipient Fax voice or voice fax messages not yet sent but scheduled for future delivery You can listen to re address and re record these messages any time before delivery Fax voice or voice fax messages that could not be delivered normally because the intended recipient s mailbox is full You can listen to re address and re record these messages Copies of outgoing fax voice or voice fax messages that you ve saved to re send and or modify If you receive frequent faxes or use your telephone extensively your system administrator may set up a second fax only extension your personal fax extension A personal fax extension has these characteristics a t stores faxes only m It doesn t accept voice messages The system sends faxes and the fax portion of voice fax messages to this extension automatically Fax headers are stored in your primary mailbox Fax only messages addressed to your fax extension do not ri
16. ceipt of messages you send Delete outgoing filed messages To listen to and edit the messages you leave when there s no answer you have many controls You don t have to listen to another user s call answer greeting You can instead press 1 to bypass the greeting and begin recording immediately If you don t know the extension of another user find it with your voice messaging system Log in press N 6 and enter the person s name last name first The system tells you the extension When you want someone to listen to your message right away send it as a priority message When you want to prevent another user from forwarding a message you send make it private Before sending a message you can save it in the Outgoing Message file Retrieve the message later to use again After you send a message check your Outgoing Message file to see if the message was delivered and if the person listened to it Delete messages filed in the Outgoing Message file Saved outgoing messages use system storage unnecessarily Schedule delivery Schedule a message for delivery to others ata specified time and date Use the system as a calendar reminder by scheduling messages to yourself Use mailing lists Create a mailing list of extensions Then send your message to one destination the mailing list All extensions in the list receive the message You can also forwar
17. d messages to a mailing list Send messagesto When you send a message and don t know the a name not an extension of the recipient press A l extension 2 Then enter the person s name last name first between extension and name A 2 switches you back and forth To order additional copies of this document call the AT amp T GBCS Publications Fulfillment Center 800 457 1235 US telephone 800 457 1754 FAX 1 317 361 5353 telephone outside US For more information about AT amp T documents see the AT amp T Global Business Communications Systems Publications Catalog 555 000 010 49 50
18. dify a list 2 Personal directory submenu 1 To create a directory 2 To review a directory 3 Fax option submenu 1 Select a default print number YorN Turn autoprint on or off 9 Select autodelete YorN Turn autodelete on or off 4 Password 5 Account name 6 Addressing options submenu 1 Address before record ABR on or off 7 Call answer options Call answer on off a One personal mailbox option is not explained later 7 1 call answer on off If you are away from your telephone for extended periods illness vacation sabbatical etc you may wish to turn your call answer capability off so your mailbox doesn t fill up To administer your call answer options see 7 above gt NOTE Because the system doesn t signal a caller that call answer is off compose a greeting that tells callers when call answer is disabled and if you wish other options for reaching you How to Log In Your system administrator establishes your extension or telephone number and a default password for login and assigns a system mailbox access number your system extension You should receive directions specific to your system prior to logging in After you dial the system extension and enter your extension and the default password you are at the Activity Menu The system voice prompts tell you what to do and what your options are At any time press H 4 to get information about
19. e system greeting for your mailbox Callers hear your voice speaking your name and feel comfortable about leaving messages You can record your name any time after logging in Press 5 5 from the Activity Menu Say your name after the tone Press 1 Optional Press one of the following PO Ness 1 to re record return to step 2 2 3 to play back 5 Press to approve gt NOTE This capability may not be available on your system 0S Tips Usually you don t have to wait for the voice prompts you can dial through them to enter a command without waiting from anywhere in the system You can t dial through error messages and important announcements the system wants you to hear When you try to dial through prompts at these times you hear a beep After leaving a call answer message for someone else access your own voice mailbox by pressing R 7 11 Creating Your Personal Greeting Your system allows you to record and store several personal greetings each for a specific situation You can manually activate each greeting as needed basic mode or you can keep a number of greetings active at once See How to Create Multiple Personal Greetings Recording Your Basic Greeting Press 3 from the Activity Menu Listen to a summary of active greetings Press 1 to record or re record
20. e that come in after standard business hours defined by your system administrator Weekend greetings must be activated manually basic mode only Defining Call Types the first time 1 Press 3 4 from the Activity Menu 2 Press one of the following Differentiate internal external calls l N Differentiate busy no answer calls 3 Press one of the following Differentiate out of hours calls w gt Make no distinction between prime time and out of hours calls 28 0S Tips When you select the out of hours call type the other call types automatically apply only to prime time calls You must make a choice between internal external and busy no answer call types The system is not set up to handle both sets of situations simultaneously Changing Call Type Definition 1 Press 3 4 from the Activity Menu 2 Press any of the following 1 2 3 4 5 Differentiate internal external calls Differentiate busy no answer calls Differentiate out of hours calls Turn off out of hours differentiation Use a single greeting for all calls negate call type definition 3 Press to approve then proceed to Assigning Greetings to Call After you have recorded multiple personal greetings and defined the call types to which you want to assign those greetings use the following procedures to assign greeti
21. he fax page count Scanning Messages Quickly Once you are familiar with how to get messages try the easier autoscan method Autoscan is most useful for mobile telephone users because it requires touching only two buttons 1 Press 7 from the Activity Menu 2 Press one of the following 1 Scan headers and messages 2 Scan headers only 3 Scan messages only 4 Print all new faxes 3 Use the Respond and Act On options as necessary The system pauses three seconds between messages How to Create and Use Multiple Personal Greetings After you have recorded several personal greetings you may want to assign those greetings to specific types of incoming calls Besides the basic mode of using one greeting for all calls you can set up specific greetings for a 1 internal and 2 external calls m 1 busy and 2 no answer calls 27 1 prime time internal 2 prime time external and 3 out of hours calls 1 prime time busy 2 prime time no answer and 3 out of hours calls The first step is to define the types of calls you want to differentiate then move on to changing call type definitions and assigning greetings to call types Call Types Internal Those from callers at your business location External Those from outside your business location Busy Those that come in when you are using your telephone line s No answer Those that come in when you do not answer Out of hours Thos
22. ilbox file options GHI JKL MNO Scan PRS TUV WXY 9 Q 7 Z 9 Skip Oper 0 L PLAYBACK CONTROLS Pause Rewind Play ABC DEF 1 Louder Back Up Advance GHI JKL MNO Softer Slower Faster PRS TUV WXY 7 8 9 Q 7 Z 9 Listen Replay Skip bd Oper 0 iG 45 Tips and Highlights General Message Handling Logging in From your telephone dial the system extension quickly press you don t need to enter your extension and enter your password Logging in froma From any telephone connected to your system telephone company s system dial the system extension then enter your extension and password Logginginfroma From any telephone not connected to your remote telephone company s system dial the complete system number including local prefix and the area code if long distance then enter your extension and password Dialing through If you know which buttons to push push them without waiting for the system to respond gt NOTE You can t bypass error beeps and important system messages 4 The system states your current options or For Help press H the next step 46 Getting Messages Scan messages quickly Use playback controls Record a personal greeting Delete old messages Answer messages from your mailbox Forward messages You can automatically play all your message
23. lly the system refers to your personal directory anytime you enter a name address The system doesn t care what numbers or letters you use for each alias You should try to use 2 or 3 letter abbreviations that use people s initials For example for Mel F Lewis you might enter M F L instead of the longer name You can also use an alias when transferring out of the system with T 8 How to Use Directory Assistance If you know the name of a person you can use the names directory to find that person s extension If you know the extension you can use the names directory to find the name of the person with that extension 42 1 Press N 6 from anywhere in the system 2 Do one of the following To hear the extension number associated with a name enter the name last name first with no spaces between the first and last name then press To hear the name associated with an address press 2 enter the address then press Al t Tips The extension you hear associated with a name is not always the entire address You must add the appropriate prefix numbers for users on remote systems How to Leave a Call Answer Message When leaving a call answer message you have several options for making full and efficient use of the system When it answers the telephone you can m Press 1
24. mode from a modem enabled PC running compatible facsimile software To do so a user should follow the conventions set forth in the fax software user instructions It is strongly recommended that users address software concerns with system administration before attempting to transmit a fax from a PC 14 Setting Addressing Options Before moving into the Creating a Message category it is necessary to determine whether messages will be recorded first or addressed first The options are address before record ABR onor address before record off Once set addressing can be left in the selected option with no further action by the user or modified according to individual requirements gt NOTE In fax messaging mode the system uses your active phone line to send the fax then hangs up when transmission is complete Thus you must address a fax before you send it It is recommended that you elect ABR on To change the ABR setting 1 Press 5 Personal Mailbox Options from the Activity Menu 5 2 Press 6 You hear the prompt Address before record turned on or off 3 Press 1 to change ABR setting Selecting Delivery Options When you have created addressed your message and have moved to sending faxes or creating and sending voice or voice fax messages several delivery options are available Press 0 to listen to the list of options Make your message private Press 1
25. ng your telephone Fax only messages addressed to your fax extension do trigger your message light Activity Menu access to your personal fax extension and your personal mailbox extension is the same the system does not separate them You cannotcreate a greeting for your personal fax extension it is set by the system Example Fax extension for your name Press START on your fax machine now gt NOTE If you do not have a personal fax extension you have a single number for both voice and fax messages Because of the system memory demands of fax messaging you are urged to act on fax voice or voice fax messages immediately to clear them from your mailbox Your system administrator establishes your mailbox memory size How to Navigate Your Mailbox Options Of the principal Activity Menu activities Personal Mailbox Options 5 affects the entire system more than any other Mailbox Options contain the Subscriber user Administration submenu from which you select and define the conditions that control mailing lists personal directories fax printing password account names and call answer options Each submenu choice is explained in greater detail in subsequent sections of this booklet from the To select and set your personal mailbox options you will press 5 Activity Menu and select from these submenus 1 Mailing list submenu 1 To create a list 2 To scan an existing list 3 To mo
26. ngs to call types 29 Assigning Greetings to Call Types Press 3 from the Activity Menu Listen to the summary of active greetings Press 3 to activate a greeting Enter a number 0 to 9 to indicate which greeting you want to assign to a call type 5 Press any of the following AUO NI Use the greeting for each call type Use the greeting for internal or busy calls no Use the greeting for external or no answer calls w Use the greeting for out of hours calls gt 5 Use a single greeting for all calls negate call type definition 6 Press to approve 7 to return to the Activity Menu 7 Press R gt NOTE To set up different greetings strictly for prime time and out of hours calls you must assign the same greeting to the two prime time calls types internal and external or busy and no answer Listen to the voice prompts for guidance Activating Previously Recorded Greetings 1 Press 3 3 from the Activity Menu 2 Enter the greeting number 3 Follow the prompts to activate for all calls or for individual call types 30 Scanning All Greetings 1 Press 3 2 from the Activity Menu 2 Listen to first greeting status statement 3 Press any combination of the following 0 1 Listen to a greeting Re record a greeting
27. nt A user selected option on off that defines whether the system automatically sends faxes to a designated fax printer Header A summary of an incoming voice fax or voice fax message equivalent to a return address and postmark on a letter It includes the length of the message in minutes and or seconds and a page count for fax messages The three header types are Voice message Message from Norman Bates received 7 34 AM Friday April seventh 70 seconds extension 77956 Fax message Fax call from extension 40668 received 1 22 PM Thursday August third 4 pages Voice fax message Voice and fax message from Eileen Dover received 3 16 PM Monday December twelfth 45 seconds 3 pages extension 75433 Mailbox Your personal storage area for incoming and outgoing voice fax or voice fax messages and headers Your incoming and outgoing voice fax or voice fax messages are stored in categories according to their status The system keeps incoming messages until you delete them or until an automatic deletion date Because space is limited it is wise to review and delete messages regularly Outgoing messages m Undeliverable Delivered Accessed Filed Undelivered Header Address Incoming Messages received by you Voice Message A voice only transmission Fax Message A fax only transmission Voice Fax Message A fax transmission annotated with a voi
28. ove on to selecting modifying Jand them Accessing Outgoing Messages 1 Press 4 from the Activity Menu 2 Listen to the first category and message header Categories Undeliverable Can t be delivered usually because the recipient s mailbox is full You can listen to re address and re record these messages Filed Copies of outgoing messages you ve saved to re send and or modify Undelivered Not yet sent because they re scheduled for future delivery You can listen to re address and re record these messages prior to delivery Delivered Delivered but not yet listened to Accessed Delivered and listened to Selecting a Message When you have accessed your filed messages select individual messages to modify by following the selection procedure 1 Press any or none of the following 0 Listen to the message 2 3 Play back the message header D 3 Delete and skip to the next message 33 2 2 Return to previous messages Save and skip to the next message Skip to the next message category gt NOTE For delivered or accessed messages you can listen to the headers only You can t change or re send these messages After you review an accessed message header the system deletes the header automatically Modifying a Message When you have selected a message to modify or re send choose one of the following options 1 Press 1
29. ptions Print to lt default fax machine extension or name gt lt printer ext gt Specify a destination This number becomes the default for the remainder of the call 6 Print at this fax machine if you have fax capability at your desk or are at the default fax machine or any other fax machine including off site Wait for the START prompt gt NOTE The button label on your fax machine may be different from START Common alternate keys for this function are PRINT RECEIVE and REC PORT At the prompt press whatever key begins the printing process Acting on a Header or Message After you have listened to a header or message you can choose from several options 1 Press any of the following D B Delete message U 8 Restore the last message you deleted Save and skip to next message H 4 Hold message in current category and skip to next message Skip to next message category 26 gt NOTE If you have a personal fax extension you receive only voice messages and fax message headers through your telephone set Faxes go directly into your personal fax extension without ringing your telephone Fax headers do trigger your message light The header may give you a length of time in seconds This is the length of the message The header also gives you t
30. r password protected login to access your mailbox Voice Prompts and Help INTUITY Voice FAX Messaging voice prompts tell you what to do at every step in a task Once you have selected the appropriate Activity Menu option you can rely solely on the voice prompts to figure out what to do To find help at any time press H The voice prompts define what step you re on and what your options are To return to the Activity Menu press R al A g Terms and Concepts Activity Menu After you log into the system you have six principal keypad activities represented by the Activity Menu graphic below As you press keys in the Activity Menu to access the principal functions you move to different menu levels and the keys change meaning Record amp send respond greetings ABC DEF ga E Personal Message mailbox iles options GHI 4 Scan PRS 7 Naj TT Return to Activity Menu Address A telephone number usually an extension or aname specified for an outgoing voice fax or voice fax message equivalent to an address on a letter Address Before Record ABR A user selected option on off that defines whether a message is addressed before it is created or created before it is addressed Autodelete A user selected option on off that defines whether the system automatically removes faxes from the mailbox as they are printed Autopri
31. rom the Activity Menu 2 Record message at the tone 3 Optional To edit your message before approving m Press 1 to stop recording or pause Press one of the following 1 Continue recording 2 38 Play back D or B Delete and begin again Press to approve voice message Address voice message ABR off Press 0 to access delivery options Press to approve address to send OOO Press 20 Record Approve Address Approve Send now 21 Creating and Sending a Voice fax Message ABR on Access the Activity Menu by entering your system extension and password 1 Press 1 from the Activity Menu 2 To address a voice fax message select one of the following a Enter recipient s address that is the telephone extension if internal or the telephone number if external and press To send to a mailing list a Press L to access a list b Enter list owner s extension and press If you re the owner just press c Enter list ID name and press 3 Press to approve address 4 Record message at the tone 5 Optional To edit your message before approving m Press 1 to stop recording or pause Press one of the following Continue recording 2 wo Play back
32. s by pressing just two buttons 7 plus either 1 to scan messages and headers 2 to scan headers only or 3 to scan messages only Scanning is especially useful with a car telephone When listening to messages you have controls for loudness speed stepping back and forth pausing and repeating messages Replace the automatic system greeting with your personal hello Tell callers they can press 1 to skip your greeting and press H 4 for Help Change your greeting everyday to match your daily schedule Your mailbox has limited space When it s getting full the system tells you Delete messages or greetings you don t need Answer a message sent by another user immediately after listening to it either by pressing 1 0 to call the person or by sending the caller a return voice mail message by pressing 1 7 You can forward a message to another user or a list of users immediately after listening to it After you forward it you return to the original place in your mailbox To forward to a mailing list press L 5 to specify the lists address 47 Leaving Messages When No One Answers Use playback and record controls Bypass greetings and record immediately Use directory assistance Sending Voice Mail 48 Make messages priority Make messages private Save messages you send Check on re
33. s or facilities accessed through or connected to it Lucent Technolo gies will not be responsible for any charges that result from such unauthorized use Lucent Technologies Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical support or assistance call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 Lucent Technologies Web Page The world wide web home page for Lucent Technologies is http www lucent com Federal Communications Commission Statement Part 15 Class A Statement This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable pro tection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radi ate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communi cations Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to cor rect the interference at his own expense Part 68 Answer Supervision Signaling Allowing this equipment to be operated in a manner that does not provide proper answer supervision sig naling is in violation of Part 68 Rules This equipment returns answer supervision signals to the
34. u 2 Press any of the following 0 Y w Listen Rewind or return to previous Play back the header Responding to a Message Optional You can respond to a message during or after listening to the header or message 1 Press 0 to call sender or press one of the following Reply to sender by voice mail 1 2 Forward with comment at beginning 1 3 Forward with comment at end With ABR on address your message then record new message With ABR off record your message then address Press to approve Schedule delivery or press to send now Cree Gor D Printing a Fax You access and print faxes from the Activity Menu If the autoprint option is active your fax prints automatically to a designated printer The message and header stay in your mailbox until you delete them You can reprint if you wish To select a default printer or specify a printer destination 1 After listening to the header or message press 5 3 then do one of the following 1 Direct fax to a default print number Y N Turn autoprint on off 9 Turn autodelete on off If autodelete is active faxes are deleted after they are printed 2 If autoprint is not active access your mailbox to retrieve the fax and listen to the message header 25 3 Press T to print the fax and choose one of these print o
35. utomatically sends faxes to this extension Fax messages addressed to your fax extension do not ring your telephone Fax messages addressed to your fax extension do trigger your message light Like voice mail headers and voice messages fax headers addressed to your personal fax extension are stored in your primary mailbox In the case of a voice fax message a caller must address the message both fax and voice to your primary mailbox 13 If you have a personal fax extension you may want to list your extension on your business card or company stationery and or instruct callers to send faxes to your fax only number Instructional greeting if you have a personal fax extension This is Diane Downer at the Commander Heater Company I m unable to take your call please leave a message at the tone If you want to send me a fax please call my fax number at 332 3626 How to Record and Send Messages Sending faxes and creating and sending voice and voice fax messages are similar in all respects but one to send a fax you must access the system from the fax machine from which you wish to transmit You can record a voice message and attach it to a fax in two ways From the system fax machine from which you wish to transmit From any telephone from which you can access your mailbox See Sharing Fax Machines gt NOTE Advanced fax users will quickly note that a fax can be transmitted in the manual send
36. your current options Dial the system s Z extension or complete phone number Enter your 2 extension From your own extension just press in step 2 then press Enter your 3 password then press Creating or Changing Your Password After logging in to your mailbox the first time replace the default password with your personal password To change your password any time after logging in 1 2 Enter new password up to 15 digits and press 3 Re enter new password and press Press 5 4 from the Activity Menu A CAUTION gt NOTE Change the default password to your personal password immediately after you log in to the system the first time 10 To ensure the security of your messages and the system do not use a password that uses Ascending or descending digits for example 1234 or 4321 The same digits for example 0000 Digits corresponding to your name or initials for example 5646 for John The current year for example 1993 The same number as your extension for example extension 3455 password 3455 A reverse extension for example extension 3455 password 5543 Numbers that identify you such as your social security number employee ID room number or department A programmable function key or speed dial key Recording Your Name Record your name to replace th
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