Mitel Speech Server manual

ATTEN DANT / UNIFIED MESSAGIN G USER GUIDE[...]

NO TI CE THIS DOCUMENT I S PROVI DED T O YOU FOR INFORMA TI O NAL PURPOSES ONL Y . The information contained in this doc ument is believed by Mitel Networks to be accurate as of the date of its pub licat ion a nd is subj ect to c han ge without not ice. Mitel Netwo rks as sume s no responsib ility for any errors or omissions in this document and sh[...]

iii Tab le of Con te nts G e t t i n gS t a r t e d ........... ....... ...... ...... ....... ...... ....... ...... ....... 1 P u r p o s eo ft h i sG u i d e .. ....... ...... ...... ............. ....... ...... ....... 1 About Mitel Netw orks™ Spe ech Server . ...... ....... ...... ....... ...... ....... 1 Benefits of t he Syst em . . ....... .[...]

iv Mitel Netw orks Spe ech S erver Delivering Mes sages ............ ....... ...... ...... ....... ...... ....... ... 3 0 M a k i n ga n d D e l i v e r i n ga M e s s a g e ...... ...... ...... ....... ...... ....... ... 3 0 Managing F axes . . ....... ...... ....... ...... ...... ....... ............. ... 3 1 P l a y i n g aF a x .. ....... .....[...]

1 Gettin g Starte d P u r p o s eo ft h i sG u i d e This guide p rovides proce dures for mana ging calls, messages, tasks, meetings, and appointments on the Mitel Networks™ S peech S erver system with the Unified Messaging option. Abou t M itel N etwor ks Sp eech Server Mi tel Networks S peech Server p rovides auto-attendant functiona lity with [...]

Mitel Netw orks Speech S erv er 2 Benef its o f t he System Yo u c a n • Place calls to any number in the C ompany Directory w ith a nam e, exte nsion, or department name, 24 hours a day from any phone. • Place calls by name to your frequently-called numbers in your Personal Directory . • Access the system from your home or cellular p hone an[...]

Mitel Netw orks Speech S erve r 3 Lis t of F eatures The S peech Server - Unified Messaging system can provide the following features : • Call by nam e • Call by department • Call by num ber • Multi-level menuing • Barge-in • Check a num ber • Call the operator • Demo m ode •E x p e r t m o d e • T ouchto ne dialing • Change l[...]

Mitel Netw orks Speech S erv er 4 Enrolling o n the Syst em The first time that you log i n, the system wi ll guide you t h rough enroll ment. After you have enrolled, you can begin using your Personal Directory . Bef ore you start , e nsure t hat your system admini strator has given you t he foll owing in formatio n : • S peech Server exte nsion[...]

Mitel Netw orks Speech S erve r 5 Logg i n g In T o log in from an exten sion with au tomatic log in • Dial t he S peech Server ext ension nu mber . Y ou rec eive immediate acc ess to t he Company Directory and to y our Personal Directory . Y o u can say "M essenger, " "Calenda r ," "T ask Manager ," or "User Op[...]

Mitel Netw orks Speech S erv er 6 Recording Your Primary Greeting T o re cord your p rima ry greeting 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. Say “User O ptions” a nd then “Record my primary gree ting.” 3. When prompted, say yo ur greeting, and then press the # key a ft er c ompleting the recording. 4. Afte[...]

Mitel Netw orks Speech S erve r 7 Set ting You r Perso nal Prefe ren ces Program your personal preferenc es with your Personal Web Page. Y our personal Profile Set tings sho w your personal directory an d l et you • Program your phone num bers (cellular phone , hom e, fax, pa ger nu mber , or voice ma il) • Set y our forwardi ng opti ons (desti[...]

Mitel Netw orks Speech S erv er 8 Acces si ng your Pe rsonal W eb Page T o acc ess your Per sonal Web Page 1. Open the browser window (Microsoft™ Internet Explorer 5.5 or greater) on your PC. 2. Enter the URL of t he log in p age for your Personal Web Page. Get this URL from your administrato r . 3. Enter your l ogin ID and login PIN. 4. If the U[...]

Mitel Netw orks Speech S erve r 9 Fea ture s (con tin ued ) Mo bili ty (Reach Me) "enabled" o r " disabled" Allows you to redirect your calls to your home, cellu lar phone, pager, f ax num ber , voice ma il, or te mpo rary number. Me ssag in g "enabl ed" o r "disabled" Mess aging allows all mess ages (e-mail,[...]

Mitel Netw orks Speech S erv er 10 T o exit you r Pers onal Web Page • In the top ri ght-hand c orner of the b rowser window , click . Changi ng Yo ur PIN T o ch ang e your PI N 1. In your Personal Web Page, click Change PIN . 2. Enter your c urrent PIN. 3. Enter your n ew PI N (4- to 7-di git number). 4. Re-enter your P IN as a conf irmation. 5.[...]

Mitel Netw orks Speech S erve r 11 - Use part i al lo gin if y ou want immediate access to na mes in the Co mpany Directory and in your Personal Directory . Also use part ial login if y ou wan t the syst em to perform a security check before providi n g access to your messages . The security check is the entering of you r PIN n umb er with your tel[...]

Mitel Netw orks Speech S erv er 12 to the v oice command, "F ax Forward." U sers say "Fax F orward" after t hey he ar a message (email, voice mail, or fax) that requ ires pri n ting on a fax machine. 5. C lick Sa v e . Whi le Mobi lity is enabl ed, all calls t o your name are directed to the Reach M e number . Note t hat if a us[...]

Mitel Netw orks Speech S erve r 13 Setting the Me ssaging O ptions If you hav e the Unified M e ssaging option, you can set your m essaging voice interface options: T o set the or der of your messag es and to select the recorde d greeting 1. C lick Mes saging . 2. If you want your u rgent messages t o take priority , select the che ck box f or s te[...]

Mitel Netw orks Speech S erv er 14 Setting Personal Pr eferences w ith the Pho ne Y ou can use voice c ommand s to set a nd/or m odify vario us user options. T o acc ess user options • Dial the S pe ech Server extens ion num ber and say "User Opt ions." Y ou can now ch oose from the following options: Creatin g Your Pers onal Di recto r[...]

Mitel Netw orks Speech S erve r 15 Creating and M od ifying C ontacts Unified-messaging users an d A ttendant-only users on a Speech Server syst em with the Unified Messag ing option, creat e and mo dify their Persona l Directory via Microsoft O utlook. Speec h Server supports up to six distinct phone num bers for each contact: business, home, page[...]

Mitel Netw orks Speech S erv er 16 T o make a V oice Con t ac t category 1. In Microsoft Outlook, open your Co nt acts f o lder . 2. Right-click a contact n ame. 3. Select Categ ories from the po p-up menu . 4. Click the Master Category List button. 5. In the New category te xt box , type Vo i c e C o n t a c t , click Add and th en OK . 6. In the [...]

Mitel Netw orks Speech S erve r 17 4. Dial the S peech S erver extensio n numb er . Login if ne cessary . 5. Say "St art recording sess ion." 6. Afte r the system prompts you t o conne ct, cli ck Connect . 7. C lick Recor d . At the tone, rec ord the pers on's nam e. 8. C lick Pl ay to listen to your recording. T o record over the na[...]

Mitel Netw orks Speech S erv er 18 Using Speech Commands The Speech Server syst em responds to your speech commands. Whe n you become more comfortable with the prompts, you can use the Barge-in feature and the Expert Mode featu re. Barg e-i n Barge-in allows you to interrupt a system prompt with a request. The system will stop playing the prompt a [...]

Mitel Netw orks Speech S erve r 19 When calling a name in your Personal Direct o ry • Say the nam e as it is entered in your Pers onal Directory . For example, say th e first and last name of the pers on. • In noisy environm ents, press *T (*8) to switch fro m S peech-comm and M ode to T ouc htone Mode and then dial the phone numb er . •P r e[...]

Mitel Netw orks Speech S erv er 20 Nav igat ing t hro ug h t he Ap plic a tio ns Mana gi ng Calls Pla cin g a C all Y ou c an place c alls by sayi ng a con tact nam e, a departmen t nam e, or t he numbers of the p hone number . The syst em can cal l contact names in the Company Directory or i n your Personal Directory . When using the Company Direc[...]

Mitel Netw orks Speech S erve r 21 Conditi ons: • The department name must be programm ed in the Company D irectory . • The name of the person must be programmed in your Personal Directory or in t he Company Directory . • If your administrator creates a multi-level menu wi th Call T ransfer , T ransfer to V oicemail, Audio Message, a nd Voi c[...]

Mitel Netw orks Speech S erv er 22 T o place a call 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. When the At tendant ans wers, say - the first and last na me of the person tha t you w ant to cal l, or the first and last nam e and th en d irect the c all, or - a department nam e, o r - a phone number (one digit at a time[...]

Mitel Netw orks Speech S erve r 23 3. The syst em confirms the requested name. If t he confirm ation is correct , rema in silent or say "Y es ," and the Attendant will r o ute your call. If the confirmed nam e is i n correct, say "No" or “Cancel,” an d the Attendant will all ow you to req uest the n ame aga in. If, af ter se[...]

Mitel Netw orks Speech S erv er 24 Y ou can also set the time at which you wan t the call forwarding to expire. Aft e r the call forwarding expires, the system directs calls t hat are made to you r name back to your of fice num ber . T o forward c alls to your home, cellular phon e, fax mach ine, p ag er , voice mail, or to a te mpor ar y num ber 1[...]

Mitel Netw orks Speech S erve r 25 Ch ecking a Phon e Num ber T o ch eck a pho ne nu mbe r in the C o mpany Dire cto ry or in your P erso na l Dir ectory 1. Dial the S peech S erver extensio n numb er . L ogin if ne cessary . - For a business number in the Company Directory , say "Chec k the number for fi rs t name, last n ame . " - For a[...]

Mitel Netw orks Speech S erv er 26 T o set the language of the auto-attendant promp t s for the call 1. Dial the S peec h Server extensio n numb er . 2. Request the secondary lan guage. For examp le, if the Attendant greeting is in English, say - "Français"; or - "Español." 3. The Attenda nt provide s prom pts and respo nds to[...]

Mitel Netw orks Speech S erve r 27 T o listen to y our mes sage sum mary 1. Dial the S peech S erver extensio n numb er . L ogin if ne cessary . 2. Say "Messe nger ." The Attendant provides a message sum mary . After playback of the mes sage sum mary , you can - Play your e-m ail or voice mail mess ages - Send a ne w m essage - Find a n e[...]

Mitel Netw orks Speech S erv er 28 5. Say "Messe nger" to r e turn to the main menu . Exampl es: T o listen to ol d voice mails from a certain time period, say "Play old voice m ails sent since the last four days." Y ou mu st give a num ber of m inutes, ho urs, or days; do not give the date. Th e nu mber can not be greater than [...]

Mitel Netw orks Speech S erve r 29 Forwardin g Messages Y ou can use voi ce commands to forward v oice mails, fax es, and e-mai l messages to another person in your Personal or Company Directory . The system can f orward a message providing the directory has the e-mail addres s for t he perso n to wh om you are forwarding the m essage. V oi ce comm[...]

Mitel Netw orks Speech S erv er 30 Deli vering Messag es Maki ng a nd De liv ering a Messag e T o deliver a messag e to s omeo ne in th e C ompany Directory or Persona l Directory 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. Say "M essenger. " 3. Say "M ake a m essage. " 4. When prompted, say the fir[...]

Mitel Netw orks Speech S erve r 31 Mana gi ng Fax es Play ing a Fax T o listen to an unr ead fax 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. Say "Messe nger ." The Attendant provides a message sum mary . 3. Say "P lay fax. " If you h ave an unrea d fax, the system will p lay the nam e of the s end e[...]

Mitel Netw orks Speech S erv er 32 4. After identifying t h e fax message that you want to forward to a fax mac hine, say "Fax f or war d." 5. When prom pted, say "Y es" if you want t o use the def ault fax n umber , or say "No " if you want to send the fax to anoth er fax number , for example, a f a x machine in a hot[...]

Mitel Netw orks Speech S erve r 33 The system will save your appointment unle ss you say " Make c hanges." If you s ay "M ake changes" yo u can t hen have a choice of the fo llowing commands: Chang ing Appo intm ents T o chang e an appointmen t 1. Dial the S peech S erver extensio n numb er . L ogin if ne cessary . 2. Say "[...]

Mitel Netw orks Speech S erv er 34 Managi ng Meet ing Re qu ests Meeting req uests in volve co-ordi nating your s chedule w ith the schedules of other p eople. Setting up a meeting request involves sending ou t a meet ing request as an e-mail to all the partici pants. The meeting reque st s are then accept ed or declined. Managing mee ting requests[...]

Mitel Netw orks Speech S erve r 35 Ch ang in g th e Dat e/T ime T o change the date or time of your meeting reque st 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. Say "Cale ndar ." 3. Say "P lay" or "Chec k Calendar" and then say "Play ." 4. Say "Nex t" or " Previous[...]

Mitel Netw orks Speech S erv er 36 Rece iv ing Mee ting Re que s ts Meeting Reques ts a re received with your voice mail messa ges, your e-mail messages, a nd your fax messages in Microsoft Outlook. Af ter playing a Mee ting Request, you have the option of accepting or d eclining and s en ding a r e spons e. Handling meeting requests with voice com[...]

Mitel Netw orks Speech S erve r 37 Checkin g You r Calend ar Appointm ents a nd Meeting Reques ts are managed with yo ur voice commands usin g the Outlook Ca lendar in M icrosoft Outlook. U sing voice comm ands with Ca lendar i s depende nt on the Calendar a nd T ask Manage ment system option. For further information on the f unctionality of Outloo[...]

Mitel Netw orks Speech S erv er 38 Ma nagin g Tas ks A t ask o utlines an activity that is due at a certain date/time, with a p articular priority , status (st a te of compl etion), and a m essage attached (text or voi ce). A task can also be us ed to lea ve yourself a memo, in which the content of the message is the main component of interest. Man[...]

Mitel Netw orks Speech S erve r 39 Ch anging Tas ks T o change the date or descri ption of a t a sk 1. Dial the S peech S erver extensio n numb er . L ogin if ne cessary . 2. Say "T ask Manage r ." 3. Say "Review ." Y ou can also sa y "Next," "Prev ious," "Delete, " or "Pla y aga in." 4. W[...]

Mitel Netw orks Speech S erv er 40 Using Touchtone Comman ds Placing Calls T o place a call with touchtone dialing 1. Dial the S peec h Server extensio n numb er . 2. After the Attend ant answers, di al the num ber . The Attendant pl aces the c all. Switchin g to T ouch tone Sometimes, whe n you are i n a noisy environmen t, you may want to u se th[...]

Mitel Netw orks Speech S erve r 41 Playing Messag es T o play yo ur messa ges 1. Dial the S peech S erver extensio n numb er . Login if ne cessary . 2. Say "M essenger. " 3. Press P [7] t o play y our new m essages. 4. Press 1 to play y our "read" m essages . Durin g m ess a ge pla yback, you can Making and Sen din g Messa ges T[...]

Mitel Netw orks Speech S erv er 42 Sett ing A dd ress O ptio ns Before sending a message, you have th e option of modifying the list o f message recipients. • When you have finished recording your mess age, press O [6] t o access the Addr essing Options menu. If you wi sh, you can now choose to review the list of recip ients, add or delete a reci[...]

Mitel Netw orks Speech S erve r 43 Settin g Greet ing Opt ions T o p rog ram gre e ting opt ion s 1. Dial the S peech S erver extensio n numb er . L ogin if ne cessary . 2. Say "M essenger. " 3. Press U [8] to ent er the user opt ions. 4. Press G [4] to enter the greeting options. Choo se from the options provided: Press To G [4] Switch t[...]

Mitel Netw orks Speech S erv er 44 Using Y our PC f o r Voi ce Mess ag es If you inst all the Mitel Networks™ S peech Server Multimedia Outlook Plug-in, you wi l l be able to use Microsoft Outlook to manage your voice mails. Y ou can use your PC speakers or a phone to listen to your voice messages and use Microsoft Outlook to reply and forward y [...]

Mitel Netw orks Speech S erve r 45 8. C lick Ye s when the syst em asks you if it should create a folder . The S tart Copying Files window op ens. 9. C lick Next. Th e sof t ware installs, and then the User Profiles Information window opens. 10. Select the Logon User Names for the people that are using your PC that require the customized Outlook s [...]

Mitel Netw orks Speech S erv er 46 Chang ing Yo ur Vo ice Message Pla ybac k T o chang e the auto-play settings for you r v oice messag es and your playb ack device 1. Open M icrosoft Outlook , and c lick To o l s , Opt i ons ,a n dt h e nt h e Un ified Messaging tab. 2. Select the type of automatic play for the voice message s. - If you want to au[...]

Mitel Netw orks Speech S erve r 47 Voic e Mess age Bu tto ns The Mu ltimedia Outlook Plug-in provides the following buttons so you can manage your voice messag es: Functi on Button Play Stop Pause Forwar d/Revi ew Adjust vol ume Adjust r ecordi ng level Playb ack device New voice mess age Reply wi th voice message Re pl y to A ll wit h vo ic e mes [...]

Mitel Netw orks Speech S erv er 48 The Mi tel Networks Q uickPlay toolbar ha s some o f the sam e butt ons. Y ou can play , stop, pause, review , adjust the vol um e, or playback your message over the telephone while you are previewing your m essages. Playing Voice Mess a ges With the Multimedia Outlook Plug-in, you have the choice of one of the fo[...]

Mitel Netw orks Speech S erve r 49 Refer to o ne of the foll owing procedures that desc ribes your pl ayback pref erences. Usin g Y our P C Sp eak er s as a Pla yb ac k De vi ce T o play a voice messa ge with Auto-play When Preview ing 1. Select t he voice mes sage in the Out look Inbox. T he system automatical ly plays your voice messag e over the[...]

Mitel Netw orks Speech S erv er 50 T o play a voice messa ge without Auto-pl ay 1. Select the voice message in the inbox. 2. C lick QuickP lay to open t he Mitel Net works Q uickPlay toolba r . 3. On the Mitel Networks QuickPla y toolbar , cli ck the Play button to hear the voice message with you r speakers. or 1. Double-click the voice message in [...]

Mitel Netw orks Speech S erve r 51 T o play a voice messa ge without Auto-pl ay 1. C lick QuickP lay to open the Mitel Networks QuickPl ay toolbar . 2. Select the voice message in the Outlook Inbox. 3. On th e Mitel Net works Qu ickPlay t oolbar , click the Play but ton. 4. Answer th e phone to hear your voice message. 5. Use the M itel Net works Q[...]

Mitel Netw orks Speech S erv er 52 For w ardi n g wit h Voi ce T o forward v oice m essages and e-m ail mess ages with a voice m essage 1. Click the e-mail or v o ice message that you want to forward. 2. Clic k 3. Enter the e-mail ad dress(es) for the recip ients. 4. Click the Record butto n . 5. Say y our voice mes sage. 6. Click the Stop but ton [...]

Mitel Netw orks Speech S erve r 53 Using Outlook Web A ccess Y ou can use any computer with web access to access your messages. Online Help is provided to assis t you in the use of the Microsoft Exchange Multime dia t ool. This help is accessed when composin g or receiving a message. • When compos ing a messag e, click the Reco rd butto n, cl ick[...]

Mitel Netw orks Speech S erv er 54 NOTES[...]