Lucent Technologies INTUITY Voice/FAX Messaging manual

I NTUITY ™ Voice /FAX Mess aging User ’s Gu ide 58 5-310-73 3 Com code 10773 1481 Issue 2 Febru ary 1996[...]

Copyright  1998, Lucen t Te chnol ogi es All Rig hts R eserv ed, Print ed in U. S. A. Notice Eve ry eff ort wa s ma de to ensu re tha t the inform atio n in thi s boo k wa s comp lete a nd accu rate a t t he tim e o f prin ting . H owev er, i nforma tion is su bj ect to chang e. Your Responsibi lity for Your Sy stem’s Security Tol l frau d is [...]

ii i Contents ■ We l co m e 1 ■ Ca ll An sw er ing 1 ■ Vo ic e M a il 1 ■ FA X Me s sagi ng 1 ■ Int uity Advantages 2 ■ Voice Promp ts and Help 2 ■ Terms and Concept s 3 A c ti v i ty M e n u 3 Address 3 Addr ess Before Recor d (ABR) 4 Aut odelete 4 Autoprint 4 Head er 4 M ailb ox 5 Personal Fa x Extension 6 ■ How to Na vigate Your [...]

iv Conten ts Compos ing a Greet ing If You Hav e a Personal F ax Exten s ion 13 ■ How to Re cord and Send M essages 14 Setting Address ing Op tions 15 Selecting Delivery Options 15 Creating and Sendin g a Fax-only Mess age (ABR on) 16 Creating and Sendin g a Voice Messag e (ABR on) 17 Creating and Sendin g a Voice Messag e (ABR off) 19 Creating a[...]

v Contents ■ How to A ccess O utgoing or F iled M essages 32 Acce ssing Out going Mes sages 32 Select ing a Message 32 Modify ing a Message 33 Re-sendi ng a Message 34 ■ How to Create M ail ing Lists 35 Creating a List 35 Deleting A ddresses from a Li st 36 Scannin g Li st Su mmaries 37 Review ing and Mo difying a List 38 ■ How to Cre ate a P[...]

vi Conten ts[...]

1 Welcom e I NT UIT Y TM V oic e/F AX Messag ing i s a p owerful c all an swer, voic e mail, an d fa x- mes sag e sy stem. Besid es se nd in g and rec ei ving voic e m ail, you c an send , rec ei ve, fo r ward , and voi c e annotat e faxes. Call A nsw er in g I NT UIT Y V oic e/ F A X Messag ing an swe rs c alls when you are unav ail ab le or to o [...]

2 In tu it y Ad van ta ges I NT UIT Y V oic e/ F A X Mes sag ing p rovid es four key voic e and fax ad vanta g es: Voic e Prom p ts and Hel p I NT UIT Y V oic e/F A X M essag ing voic e p rom p t s tell you what to d o at every step in a task . Onc e you hav e selec ted the ap p rop riate A c tivity Menu op t ion, you c a n rely solely on the voic [...]

3 Ter ms an d Co ncep ts Ac tiv ity M e n u Af ter you l og into the system, you have six p rinc ip al keyp ad ac t ivities, rep re s ented b y t he A c tivity Men u g rap hic b elow. As y ou p res s keys in the Ac t ivity Menu to ac c e ss the p rinc ip al f u nc tions , you move to d if ferent menu leve ls and the keys c ha ng e m eanin g . Addre[...]

4 Addres s B e fo re Rec ord ( A BR) A user-sel ec ted op t ion (on/of f) t hat d efines whet her a messag e is ad d resse d b e fo re it is c r ea ted , o r c re ate d b ef o r e i t i s ad d re sse d . Autodel ete A user-sel ec ted op t ion (on/of f) t hat d efines whet her the system automat ic al ly remov es fax es from the m ailb ox as they ar[...]

5 Mailbo x Y our p ersonal stora g e area for i nc om in g and outg oi ng voic e, fax, or voic e-fax mes sag es and hea d ers. Y our i nc om ing and outg oing voi c e, fax , or v oic e-fax mes s ag es are st ored in c ateg ories a c c ord ing to their s tatus. T he system kee p s inc om ing m essag e s until you d el ete them or until an automatic [...]

6 Outgoing M essages (sent by yo u) Per s onal Fax Extension If you rec eive freq uent faxes, or use you r telep hone ex tens ively, your system ad minist r ator ma y s et up a sec ond fax-only exte nsion, your p ersona l fax extens ion . A p ersonal fax ext ension has these c h arac te rist ic s: ■ It stor es fax e s o nly. ■ It d o es n’t a[...]

7 ■ T he syst em send s faxe s and th e f ax p ortion of voic e-f ax m e ssa g es to this extension automat ic ally. F ax head e rs are s tored in your p rim ary m ailb ox . ■ F ax-onl y m essag es ad d res sed to your fax exten s ion d o not ring you r telep hone. ■ F ax-onl y m essag es ad d res sed to your fax exten s ion do tri g g er you[...]

8 T o sele c t and set your p ersona l mailb ox op tions, you will p res s f rom the Ac t ivity M enu, an d selec t f rom t hese sub m enus: 1. M ail in g lis t sub m e nu 2. P ersonal d irec tory sub m enu 3. F a x op ti on sub menu 4. P assword 5. Ac c ou nt name 6. Ad d r essing op tions sub men u 7. Call answer op tions O ne p ers onal m ailb o[...]

9 NOTE : Bec aus e the system d oesn’ t sig nal a c a ller that c all an swer is off, c omp ose a g reet ing that t ells c al lers w hen c all answer is d isab led and , if you wi sh, other op t ions for reac hing you. Ho w to L og I n Y our system ad m inistrator estab lishes your extension or telep h one num b er a nd a d efault p assword for l[...]

10 Cre at ing or Changing Your Password After log g ing in t o your mailb ox the first time, rep lac e t he d ef ault p assword with your p ersona l p assword . T o c ha ng e y our p ass word any ti me after log g ing i n: 1. P ress f rom t he Ac tivity Menu. 2. E nter new p a ssword (up to 15 d ig its) and p ress . 3. R e-enter new p assw ord and [...]

11 Reco rdi ng Y our Name R ec ord your na m e t o rep l ac e t he syst em g ree ting fo r yo u r mai lb ox. Callers hea r your v o ic e s p eakin g your name and feel c om f ortab le ab ou t leavin g messag es. Y ou c an r e c ord your na me any time after log g ing in. 1 . P ress fr om t he Ac tivity M enu. 2 . S ay your name after t he tone. 3. [...]

12 Cre at ing Your Pers onal Greet ing Y our syste m allows you to rec o rd a nd store several p ersonal g reeting s, ea c h for a sp e c ific situation . Y ou c an manual ly ac tivate eac h g ree ting as nee d ed (b as ic mod e), or you c an ke e p a nu mb er of g reet ing s ac tive at onc e. S ee “ H ow to Create M ultip l e P ersonal Greeting [...]

13 Composing a Single Voice-fax Ext ension Gre et ing F ax m es sag i ng i s a new c a p ab ilit y and m an y c all er s w ill b e u nf am ili ar w ith it a t fir st. Ca llers will f ind it he lp ful if yo u rec or d a g r eet ing tha t b rief ly ins truc ts them ab out your fa x m essag ing . E xp lain ho w to t ransm it a fa x: “ T his is R i c[...]

14 If you have a p ersonal fax extens ion, you may want to l i st your extension on your b usi n ess c ard o r c omp any st a ti onery a nd /or instr u c t c all e rs to se n d faxes to your fax-only n umb er. Instruc tional g reeting if y o u have a p e rson al fax extension: “ T his is Diane Do wner a t the Com m and er Hea ter Comp any. I’m [...]

15 Se tting A dd res sing O pti on s Before moving int o the “ Creating a Messag e” c ateg o ry, it i s nec ess ary to d eter m in e whe ther m es sa g e s will b e rec ord ed fi r st o r ad d r e s se d f ir s t. T he op t ions are ad d res s b efore rec ord (ABR ) on or ad d ress b efore rec ord off . O nc e set, ad d ress ing c an b e left i[...]

16 T o sc hed ule d e livery: 1. E nter d e livery time (405 = 4:05). 2. E nter (or ) for A M or (or ) for P M and p ress . 3. E nter d e livery month and d a y (502 = M ay 2) and p ress . 4. P ress t o ap p rove or (or ) to s tart ov er. Cre at ing and Sendi ng a Fax-onl y Mes sa ge (A BR on) F rom the system f ax m a c hine fr o m whi c h you wis[...]

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18 Cre ating and Sending a V oice Messa ge (A BR on ) Ac c ess the Ac t ivity M enu b y entering your syst e m ext e nsion and p asswo rd . 1. P ress f rom the Ac t ivity M enu. 2. T o ad d ress a v oic e m essag e, selec t one o f th e f oll owing : ■ E nte r rec ip ient’s ad d res s (t h at is, the t el ep hon e extension , if interna l; or t[...]

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20 Cre ating and Sending a V oice Messa ge (A BR of f ) Ac c ess the Ac t ivity M enu b y entering your syst e m ext e nsion and p asswo rd . 1. P ress f rom the Ac t ivity M enu. 2. R ec ord m essag e at t he tone. 3. (Optional): T o ed it y our messag e b ef ore ap p ro ving : ■ P r ess to stop rec ord ing or p ause. ■ P r ess one of the f ol[...]

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22 Cre at ing and Sendi ng a Voice-fax Mes sa ge (A BR on) Ac c ess the Ac t ivity M enu b y entering your syst e m ext e nsion and p asswo rd . 1. P ress f rom the Ac t ivity M enu. 2. T o ad d ress a voic e-fax messag e, selec t one of the f ol lowing : ■ E nte r rec ip ient’s ad d res s (t h at is, the t el ep hon e extension , if interna l;[...]

23 NO TE: T he b utton la b el on yo ur fax m ac hin e may b e d if ferent from S T ART . Common alternate keys for this func ti on are SE N D , TRAN SM I T , and CONNE CT . At t he p romp t, p r ess the key that b eg in s the transmission p roc es s.[...]

24 Shar ing Fax Machines If you use a shared or p ub lic fax mac hine (suc h as a d ep artment al fax), you may wish to avoid tying it up while you transm it to multi p le ad d ress es. Y ou may want to s tore a fax for l ater use , or it may simp ly b e more effic ie nt to send a fax from y our own d es k, p artic ul arly if you want to a ttac h a[...]

25 Respo ndi n g t o a Message (Optional ) Y ou c an resp ond to a m essag e d u r ing or after l istening t o the head er or messag e. 1 . P re ss to c all send e r or p res s one of the foll ow ing : 2 . W ith A BR on, ad d ress your messa g e, then rec ord new m essag e. 3 . W ith ABR off, rec ord your messa g e, then ad d res s. 4. P r es s to [...]

26 3. P ress to p rint the fax , and c h oose o ne of these p rint op tions : W ai t for the ST A RT p romp t. NOT E: T he b utton la b el on yo ur fax m ac hi ne may b e d if ferent from ST A R T . Common alterna te keys for this func ti on a re PR I N T , REC E I VE , and REC / PO RT . A t t he p romp t, p ress whatever key b eg ins the p rinting[...]

27 NOTE : If you have a p ersonal fax e xtension , you rec eive only vo ic e messag es and fax messag e head e rs t hrou g h your telep hone set. F a xes g o d irec tly into your p e rsonal fax extension w ithout ring ing your telep ho ne. F ax h ead ers d o trig g e r y our messag e lig h t. T h e he ad er m ay g ive y ou a leng th of time in sec [...]

28 ■ 1) p rime-time i nternal, 2) p rime-t ime ext ernal, and 3) o ut-of-hours c alls ■ 1) p rime-tim e b usy , 2) p r ime-time no answer, and 3) out-of-hours c al ls T h e first step is to d e fine th e typ es of c al ls you w ant to d ifferentiate ; then mo ve on to c hang i ng c all typ e d efini tions and as sig ning g reet ing s to c all t[...]

29 ☞ Ti ps W hen you selec t the out-of -hours c al l typ e , the other c all ty p es automat ic al ly ap p ly only to p rime-time c alls. Y ou m ust mak e a c hoic e b etwee n i nternal/external and b usy/no an s wer c all typ es . T he sy s t em i s not set up t o hand le b ot h sets of situat ions simultaneous ly. Changi ng Call Type Defini ti[...]

30 Assi gning Gree ting s to Call Types 1. P ress f rom the Ac t ivity M enu. 2. Listen to the summary of ac tive g reet ing s. 3. P ress t o a c tivate a g r eeting . 4. E nter a n umb er (0 to 9) to i nd ic ate whic h g reeting you want to assig n to a c al l ty p e. 5. P ress any of the f ollowing : 6 . P re ss t o ap p r ov e. 7. P ress ( ) to [...]

31 Scanni ng All G reet i ngs 1 . P ress fr om t he Ac tivity M enu. 2 . Listen to first g reeting stat us st atement. 3 . P ress any c om b ina tion of the following : 4. P r es s to q u i t s cann i ng . Listen to a g reeting . R e -rec ord a g reet ing . ( ) Delet e and skip to the next g ree ting . R e turn to t he p reviou s g ree ting . S av [...]

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33 Ho w to A cces s Ou tg oi ng o r F i led Me ss ag e s T o c hec k the status of outg o ing messag es, ac c ess them b y f ollowing the s tep s listed b elow, then move on to s e lec t ing , mod ifying , and re-send ing them . Ac cessi n g O utgo in g M e ssag es 1 . P ress f rom t he Ac t ivity M enu. 2 . Listen to the first c a t eg ory an d me[...]

34 NOTE : F or d elivered or ac c e s sed messag es, you c an listen to the head ers only. Y ou c an ’t c han g e or re-send t hese messag es. A fter yo u review an ac c ess ed messag e head er, t he system d e letes the head er automa ti c ally. Mo dif yi n g a M essa g e W he n you have selec t ed a messag e to mod i fy or re-send , c hoose one[...]

35 P ress t o re-send an un d elivered messag e to the orig inal rec i p ient only. # #[...]

36 Re-s endi ng a Message W he n you hav e s elec ted a m essag e to m od ify/ r e-send , c ho ose on e o f the following op tions to r e -d irec t your messag e. 1. F o r filed and und eliverab l e mess ag e s: a. E nter ad d ress( es) or li st vi a ( ). b . P ress to ap p rov e and send imme d iately. or c. E n t e r del i v e r y opt i o n s an [...]

37 3 . P re ss one of t he following : 4 . E nter an ad d ress and p r ess . 5 . R ep eat step 4 until l ist is c omp lete. 6. P r es s t o a p p ro v e. NOTE : A fter yo u ad d ress a messag e usin g a li st, t he syst e m asks for more extensions . Do not ad d extension s that are al rea d y us ed in ad d ress ing of the l i st just ap p end ed .[...]

38 Scanni ng Lis t Sum mari es 1. P ress from the Ac tivity Menu. 2. Listen t o the list sum m ary. 3. P ress any of the f ollowing : S kip t o ne xt lis t . ( ) Delete the entire list. R eview/mod ify list m em b ers. (R et urn to “ R eviewing and Mod i fying a List.” ) 512 # * D * 3 0[...]

39 Revi ewi ng and Modify i ng a Lis t 1 . P ress from the A c tivity Menu. 2 . E nter li st owner’s extensio n and p ress . (If you own the list, simp ly pr e s s . ) 3. E nt er li st ID and p ress . 4 . Listen to the fi rst name, then p ress any of the foll owing : 5 . P re ss to s top ad d i ng /d el eting s p ec i fied entries. 6 . P ress wh [...]

40 Ho w to Cr eat e a Per son al Di re ct ory T h e syst em allows you t o c reat e a p ersonal d i rec tory of ab b reviated names (aliases ) f or freq u ently used ad d ress es. It’s essentially a s o p histic ated sp e ed - d ialing fea ture. Cre ating and Appending a Directory Y ou must b e ad d ressing b y nam e ( / ) to use your p ersonal d[...]

41 Revi ewing and Deleti ng Entries from a Direc tory 1. P r es s . 2 . Do one of t he following : 5 2[...]

42 ■ P r ess to review al l aliases. W hile l istening to eac h ent ry, p ress ■ P re s s t o re vi e w s p e c if ic a li a se s: a. E nter alias to review and p ress . b . Listen to c o rresp ond ing ad d res s. c . R ep eat for more aliases. d . P r e s s to s to p re vi e w i n g . 3. P ress ( ) to return to the Ac tivity Menu. ☞ Tip s Y [...]

43 1. P r e ss ( ) fr o m an ywhere in the syste m. 2 . Do one of t he following : ■ T o hea r the e xtensio n nu mb er assoc iate d with a nam e, en ter the name ( l ast name first, with n o sp ac es b etween the f irst and last nam e), then p r ess . ■ T o hea r the n ame assoc iated with an ad d ress, p ress ( ), enter the ad d ress, then p [...]

44 b . E nter the extensio n. c. P r e s s . NOTE : If you rec o r d a m essag e and ei ther hang up or g o to anot her op tion, t he system au tomat ic all y d elivers you r m essag e to t he p erson y ou are c alling . T o p revent d elivery of your mes sag e , you must d elete it wi th ( ) Com mand S ummary # * D * 3[...]

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46 Ti ps a nd Hi ghli g ht s Gener al Message Handli ng NOTE : Y ou c an ’t b yp as s error b eep s and imp ortant system mess ag e s. F or H elp , p ress ( ). T he syst e m s tates you r c urrent op tio n s or the ne xt step . Lo g g ing in qu i ck l y F rom your telep hone , d ia l t he system extension , p r ess (y ou d on’t need t o enter y[...]

47 Getting M essages S c an m essag es qu i ck l y Y ou c an au tomatic al ly p lay all your messag es b y p ressing ju st two b utt ons, p lus e ither to sc an m essag es and h ead e rs, to sc an head ers only, o r t o s c an m ess ag es only. S c an ning is esp ec i ally useful with a c ar telep hon e. Use p layb ac k co n t r o l s W h en l iste[...]

48 Lea ving Messages When N o One Answer s Sending Voice M ail Use p layb ac k an d r e c ord co n t r o l s T o listen to a nd ed it the m essag e s y ou leave w hen there’s no answer, y ou have many c ontrols. B y pa s s gr e e t i n g s an d r e c ord i mmed iat ely Y ou d on ’t have to l i sten to anothe r user’s c all a nswer g reeting .[...]

49 T o ord er ad d ition al c op i es of this d oc ument, c all the AT &T GB CS P u b lic ati ons F ulfillment Cen t er: (800) 457-1235 (US t elep hone) (800)457-1 754 (F AX ) 1 ( 3 17) 361-5353 (telep ho ne outsid e US ) F or more informat ion ab out AT &T d oc um ent s, see the AT &T Glob al Business Comm unic a t ions S ystems P ub l[...]

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