AT&T AUDIX VOICE MESSAGING User's Manual
Contents
1. a amp A PORTABLE GUIDE TO AUDIX VOICE MESSAGING To order additional copies of this document call AT amp T Customer Information Center USA 800 432 6600 Canada 800 255 1242 For more detailed information on AUDIX features see the AUDIX Feature Descriptions manual 585 305 203 For more information about AT amp T documents see the Global Business Communications Systems Publications Catalog 555 000 010 NOTICE The information in this document is subject to change without notice AT amp T assumes no responsibility for any errors that may appear in this document Prepared by AT amp T Product Documentation Development Department Denver Colorado Copyright 1993 AT amp T 585 305 715 Issue 1 November 1993 Outside Front Cover Outside Back Cover TABLE OF CONTENTS 2 Activate Other Existing Personal Greetings 4 Listen to or Scan Greetings 5___Review Outgoing Messages 5 Review Outgoing Messages Headers 5__ Modify Resend Outgoing Message 7 __ Change Password Administer Lists 7 Create Mailing List 7 Review Modify List 8 Scan List Summar Inside 8 _Create Add to Personal Director Cover 9 Review Modify Directory Entries 9 Record Your Name 0 Scan Messages Quick 0 Listen to Headers and or Messages 1 Guest Password 2___ Mailing Lists 3 Personal Greetings Log 5 Flowchart of Shortcuts 6 Your Personal Director 7 _ Command Menus 2 _ Modify a Rec2. H to hold message in current category and skip to next header CONTINUED ON NEXT PAGE m Record a new message press 1 4 Speak message Press 1 to stop pause optional Press to approve Enter recipient s address and press Repeat for more addresses See page lto use lists Press to send now OR Press to approve address list and access Options Menu TIPS m To quickly scan your messages press 7 from the Activity Menu and listen to the prompts m While listening to messages press 1 7 to respond to sender with voice mail without attaching original and press to send it now m Periodically you may find broadcast messages in your mailbox These are general AUDIX messages from authorized users m Using H to hold a new message in its category leaves your message lamp or altered dial tone on m Press R any time to re start at the Activity Menu m After pressing 1 to respond to a message you can press to cancel the reply option and return to getting messages MULTIPLE PERSONAL GREETINGS AN OVERVIEW AUDIX allows you to greet callers with a personal message as an answering machine does But AUDIX can also allow you to record up to nine different greetings and to play one greeting for all callers or specific greetings for different types of callers known as call types These are m Internal calls from the same PBX m Ex
3. 5 Repeat steps 3 and 4 to add names 6 When finished press to approve additions REVIEW MODIFY DIRECTORY ENTRIES 1 Press 5 2 2 Use as necessary m Press 2 to review all entries Options While listening to each entry Press to skip to the next alias Press D to delete Press 2 to return to previous alias Press to stop reviewing m Press 3 to review specific entries Enter alias to review and press Repeat for more aliases Press to stop reviewing 3 Press to return to Activity Menu RECORD YOUR NAME 1 Press 5 5 2 Speak your name after the tone 3 Press 1 after speaking your name Options m Press 1 to re record and go to step 2 m Press to approve m Press 2 3 to play back 19 LISTEN TO HEADERS AND OR MESSAGES 1 Press 7 2 Choose one PRESS m Press 1 to scan headers and messages E m Press 2 to scan headers only m Press 3 to scan messages only 3 Make selection and listen TIP m If you select headers only press 0 to listen to the accompanying message just after each header plays m Mobile phone users will find this hands free feature useful ae 20 SCAN deuce m Do nothing AUDIX will alert you MESSAGES as it skips a the next message after QUICKLY a 3 second pause m Press D to delete If immediately m scan messages i after deleting a message you need m scan headers t
4. greeting for no answer calls m To use greeting for out of hours calls if you selected out of hours when 13 administering call types press 3 NOTE To set up different greetings for prime time and out of hours calls only you must assign the same greet ing to the two prime time call types internal external or busy no answer m When finished selecting call types press LISTEN TO OR SCAN GREETINGS AUDIX allows you to listen to specific greetings or to scan the status of all greetings using the following easy steps 1 Press 3 2 Press 0 to listen to a specific greeting and enter the greeting number you wish to hear OR Press 2 to scan all greetings 3 Listen to AUDIX prompts 14 REVIEW OUTGOING MODIFY RESEND MESSAGES HEADERS OUTGOING MESSAGE 1 Press 4 For an Undelivered Nondeliverable 2 Listen to header and press 0 to or Filed Message listen to its message 3 Repeat steps 1 and 2 and OR options until you find the Listen to header only message to modify NOTE If the message has been 4 Press 1 to modify or resend delivered accessed you cannot the message listen to it Message Options 15 REVIEW Options m Press to send message as it MESSAGES m Press to skip to the next header exists Go to step 5 m Press 2 3 to play back header m Press 1 to re record Beview m Press D to delete header and any Speak message modif attached m
5. message shortcuts Tips Q5 7620 21 FLOWCHART OF SHORTCUTS Here are a few shortcuts for the most frequently used AUDIX procedures For additional procedures see the individual activities in this guide 25 ACTIVITIES F ee Approve Enter Deliver now Reply Voice Mail Deliver now ecord Seni Speak sg Extension s T4 m gt 7 gt Speak message gt 1 message Call sender Listen to Skip to next header gt 0 Get Respond stento message gt Forward with comment 2 header gt L9 Respond Forward 2 1 New message Delete Undelete D xix U Return to getting messages L Change a Create Administer Listen to greeting Choose Approve Use for all calls Record Greeting greeting 1 greeting Speak 1 3 status ee greeting Change Password Change Enter Re enter 5 4 New password New password Inside Back Cover YOUR PERSONAL DIRECTORY Back of 26 Fold Down Menu Panel ACTIVITY MENU BASIC COMMANDS PLAY BACK CONTROLS Record Get Administer Help H essages Messages Greetings Rewind Play Pause ABC DEF Restar
6. select which ones you want to hear by skipping headers categories RECORD SEND MESSAGES 1 Press 1 2 Speak message Edit m Press 1 to stop pause THEN Press 1 to continue m Press 2 3 to play back Begin at step 1 m Press D to delete and re record For Lists of People See to create lists m Press L m Press if you are list owner OR Enter list owner s address and press m Enter list ID name and press m Repeat either group of steps above for more individuals or more lists 3 When done press to approve 5 Press to send now RECORD ea ee MESSAGE ress to approve address list an SSAGES ADDRESS SEND MESSAGE ov Opa he Meta m record 4 Use as necessary For Special Options medit al m Press 0 to hear all available m address a ae dd d Options Menu selections m file ae a a cae ica Press 1 to make message private ne to add Press 2 to make message priority a Te ove penta dividual Press 3 to schedule delivery m Repeat for more individuals Press Aig leiacony CONTINUED ON NEXT PAGE TIPS To Schedule Delivery m To schedule future delivery press 3 while in Options Menu then Enter delivery time enter 405 for 4 05 Enter A AM or P PM and press Enter delivery month and day enter 502 for May 2 and press Listen to the schedule If incorrect press D to delete and repeat delivery s
7. NG 7 Choose as necessary Indicate greeting number you will record 1 9 System greeting is 0 Speak greeting at the tone Edit m Press 1 to stop pause THEN Press 1 to continue m Press 2 3 to play back m Press D to delete and re record Begin at step 5 When finished press to approve You must1 Press 3 4 go to step 7 to have your callers hear this greeting For All Calls m Press 1 For Different Call Types m Listen to AUDIX prompts and select call types for this greeting 0 3 Prompts will vary depending on the call types you have administered 11 8 When finished press MODIFY CALL TYPES 2 Choose one m To distinguish between internal and external calls press 1 m To distinguish between busy and no answer calls press 2 CONTINUED ON NEXT PAGE CONTINUED FROM PAGE 11 m To distinguish between prime time and out of hours calls press 3 m To remove the prime time and out of hours distinction press 4 m To use the same greeting for all calls press 5 m Repeat step 2 until call type setup is correct 3 When finished press MODIFY A RECORDED PERSONAL GREETING Press 3 Listen to greeting in use Press 1 to record greeting Indicate greeting number you will record 1 9 System greeting is 0 5 Choose one m Press 1 to re record then go to step 5 of Record a New Greeting page 11 Penns m Press 2 to see if greeti
8. all Vacation Hi this is John Endall I ll be on vacation May 3 through May 14 Leave a message and TIl call you when I return NOTES ABOUT YOUR GREETINGS ADMINISTER GREETINGS If you plan to use one greeting for all calls go to Record a New Greeting If you plan to distinguish between call types go to Administer Call Types ADMINISTER CALL TYPES PRESS VA d 1 Press 3 4 2 Choose one ADMINISTER GREETINGS m record m activate PBX press 1 m To distinguish between internal calls from the same PBX and external calls from an outside hours calls you must initially specify internal external or busy no answer call types and out of hours call types Once you have specified the out of hours call type other call types automatically apply to prime time calls only 3 Choose one m To distinguish between prime time calls and out of hours calls press 3 as 0 m To make no distinction between prime time and out of hours calls press 4 m To distinguish between busy calls you re on the phone and no answer calls you re out press 2 NOTE To set up different greetings strictly for prime time and out of Press to return to the Activity Menu RECORD A NEW GREETING Penns Press 3 Listen to greeting in use Press 1 to record a new greeting ACTIVATE A NEW GREETI
9. essage Press 1 to stop y m Press to skip to the next Press to approve Go m resend to step 5 t m check files category CONTINUED ON NEXT PAGE CONTINUED FROM PAGE 15 Addressee Options 5 Choose one Filed amp Nondeliverable Messages m To send to a new recipient Enter address and press Repeat for more recipients Press to send now OR Press to approve message and access Options Menu Undelivered Messages m Press to send to original recipient only m To review addressees press 1 m To send to additional recipients Enter address and press Repeat for more recipients Press to send now OR Press to approve message and access Options Menu TIP m If you send a filed message to a recipient the message leaves your file cabinet To retain a copy of the message you must save a copy of it again after you approve it 16 CHANGE PASSWORD 1 Press 5 4 2 Enter new password up to 15 digits 0 9 and press 3 Re enter new password and press PRESS w CREATE MAILING LIST CN 1 Press 5 1 2 Press 1 3 Enter list ID up to 6 letters or CHANGE digits and press PASSWORD 4 Press 1 for private list 2 for public ADMINISTER accessible by other subscribers on your system HSTS 5 Enter recipient s address and press m create 6 Repeat step 5 until list is complete m scan 7 Press to approve the
10. list m modify REVIEW MODIFY LIST 1 Press 5 1 2 Press 3 3 Enter list owner s address and press press only if you own the list Enter list ID and press Listen to the first name a gt Options m Press to skip tonextname 17 m Press D to delete name m Press 2 to return to previous name CONTINUED ON NEXT PAGE CONTINUED FROM PAGE 17 m To add delete one or more specific entries press 1 Press Y or N to change list status public private Enter new address address to delete and press Confirm name and if deleting press D Repeat for each new recipient deletion Press to stop adding deleting entries Press 1 to review from beginning When finished reviewing press SCAN LIST SUMMARY 1 Press 5 1 2 Press 2 3 Listen to the list summary Options m Press to skip to the next list m Press D to delete list m Press 0 to review list members CREATE ADD TO PERSONAL DIRECTORY The personal directory allows you to use system directory information more efficiently through aliases abbreviations for those you call frequently Press 5 2 2 Press 1 _ 3 Enter extension name address and 18 press 4 Listen to your entry s name address Options m Incorrect name press D delete Repeat steps 3 and 4 m Correct name enter alias up to 10 characters that identify subscriber and press
11. ng is active m Press 0 to play the greeting m Press D to delete the greeting then go to step 3 of Record a New Greeting m Repeat step 5 as necessary 6 Press to approve greeting as is NOTE AUDIX usually returns you to step 2 However if you have re recorded an inactive greeting AUDIX will present further options Go to Activate Other 12 Existing Personal Greetings ACTIVATE OTHER EXISTING PERSONAL GREETINGS If you have already recorded personal greetings and you now want to activate them 1 Press 3 2 Press 3 CONTINUED ON NEXT PAGE oo Choose one m Identify the greeting 0 9 you want to activate System greeting is 0 If you enter a number for a greeting not yet recorded AUDIX will ask you to select another number m When finished activating greetings press and return to step 2 4 Choose one and return to step 3 m To use greeting for all calls press 0 m To use greeting for internal or busy calls press 1 NOTE If you selected internal external when administering call types AUDIX will use this greeting for internal calls Likewise if you selected busy no an swer AUDIX will use this greeting for busy calls m To use greeting for external or no answer calls press 2 NOTE If you selected internal exter nal when administering call types AUDIX will use this greeting for external calls Likewise if you selected busy no answer AUDIX will use this
12. o exit AUDIX and place another call or drop AUDIX from a conference call Your AUDIX number Your extension TIPS m Get your initial password from your system administrator 7 ae Ta change your password m You can usually interrupt the AUDIX prompts when you re ready to enter a command m To bypass greetings press 1 immediately when the system answers AUDIX TERMS Activity Menu The initial options you can access after logging in to AUDIX Header A spoken message summary Message from Ward Corbett delivered 1 09 AM Friday May first extension 54399 Address Your extension or name Use A to switch between these two modes of addressing Incoming Message A message received from someone The categories are new unopened and old Outgoing Message A message you ve recorded to send to others The categories are undelivered undeliverable delivered filed and accessed AUDIX Mailbox A storage area for incoming and outgoing messages and headers AUDIX keeps old and new messages until you delete them or until your system s automatic delete date Your system administrator determines how long AUDIX stores old and new messages before deleting them Because mailbox space is limited it is wise to regularly delete unnecessary messages AUDIX stores file copies in the file cabinet portion of the outgoing mailbox While listening to AUDIX headers or messages you can
13. o restore it press U to undelete the message m Press to skip to next message m Press to skip to next category m Press H to hold in category GUEST PASSWORD MORE TIPS The guest password allows outside callers to m Send yourself an AUDIX message as a bypass an operator receptionist and leave you meeting reminder confidential voice mail To use it outside callers m If you prefer to address messages by must name ask your system administrator to 1 Dial AUDIX number and wait for answer Seb inaras yournogmalmode 2 Enter recipient s extension and press 3 Enter guest password and press 4 Speak message 21 5 Hang up when finished Guest Password Get this from your system administrator MAILING LISTS 22 PERSONAL GREETINGS LOG 1 23 INDEX A activate call types greeting other existing pers greetings Activity Men address addressmessagq4 i Administer Greetings Administer List AUDIX definition offl forward messagq exit fro logging i G Get Message f6 _ mailbox guest password tem BEE transfer from n pee Slefi520 B broadcast message __ _ mistente C call types sf10f11f12 13 busy sh Cid messages 6 20 i external internal 8fi0ji1f13__ lists mailing modify create noanswer 8 10f11f13 ID out of hours modify lists mailing cont review summary Scan Messages Quick send
14. orded Personal Greeting _ A a C a ked ked CO CO ea kez S 1 S E S KI po po a _ _ WELCOME TO AUDIX ACTIVITY NENU AUDIX is a complete and easy to use voice mail and message service system available thot ae ay A to you 24 hours a day from any touch tone ges hae i telephone 1 2 lal By pressing the buttons on your touch tone Review Password telephone you can perform these tasks from Messages Lists the AUDIX Activity Menu H i A This menu and other important AUDIX 1 commands are always visible on the Scan y Messages command menu panel on PRS TUV WXY 7 8 9 Listening to Prompts Getting Help AUDIX has a comprehensive help system that talks you through its layers of menu o options If you need more information simply listen to the system prompts or press R Relog in H to get HELP SR LOGGING IN 1 Dial your AUDIX number and wait for the system to answer 2 Press if calling from your ext OR Enter your extension and press 3 Enter your password and press NOTE Your AUDIX system may require that you record your own name when you log in the first time If so AUDIX will prompt you through the steps See page 19 for the complete procedure LEAVING AUDIX You can m Hang up m Press T enter an extension and press to transfer to an inside extension m Press X t
15. t at Activity Menu R ABC 1 2 3 Wait 1 2 Review Password Transfer out of system essages Lists Look up name ext in Louder GHI JKL Directory GHI 4 5 Exit system 4 Scan Transfer call to operator essages Delete Softe Fold Down Menu Panel MNO 6 PRS TUV WXY Undelete PRS 8 9 Hold message in category Alternate addressing z 0 switch between name ext z Use group list during addressing R Relog in Hear Options Menu to continue Q 7 Z after addressing Q 7 Z5 Press 3 to pause and 3 again
16. teps above Press to approve schedule m Press to send m When recording a message you can skip the edit options and just press to approve AUDIX will deliver your message as soon as possible usually within seconds unless you specify a delivery time To prevent recipients from forwarding a message press 1 while in the Options Menu to make the message private To switch between ext name addressing press A Enter last name first To pause while recording press 3 then 1 to continue See the play back control s on the command menu panel on LISTEN TO MESSAGE 1 Press 2 2 Listen to message header 3 Press 0 and listen to message Options m Respond go to step 4 RESPOND TO MESSAGE 4 Choose one m Call sender directly press 1 0 m Reply to sender by voice mail Press 1 7 and speak message to send reply m Press 2 3 to play back summary only m Press D to delete and skip to next OR summary If immediately after Press 1 1 9 and speak deleting a message you need to message to attach 6 restore it press U to undelete the original GET message kes to approve and m Press 2 to return to previous send now MESSAGES ess 2 to P on m listen m Press to save and skip to next Press to approve message m replay summary and access Options Menu forward m Forward with comment msave delete Press to skip to next category es 12 m Press
17. ternal calls from an outside PBX m Busy calls when you are on the phone m No answer calls when you are not in m Out of hours when your office is closed The easiest way to use this powerful feature is to m Select or administer your call types select a number 1 9 for each call type m Record the corresponding greetings m Activate the appropriate greetings You can have up to three different greetings active simultaneously and you can assign different greetings for the following call type combinations m Internal and external calls m Busy and no answer calls m Prime time and out of hours calls m Prime time busy prime time no answer and out of hours calls m Prime time internal prime time external and out of hours calls To use the Multiple Personal Greetings feature see the procedures under Administer Greetings beginning on page 10 SAMPLE GREETINGS You might want to create a library of greetings to use for different call types and occasions For example Internal Hi this is John Sorry I missed your call Leave me a message and Ill call you back External Hello this is John Endall at Smith Propulsion Systems I m away from my desk Please leave your name and number and I ll return your call Out of hours Hello this is John Endall at Smith Propulsion Systems We are open from 8 AM to 5 PM weekdays Please leave a message at the tone and I ll return your c
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