Lucent Technologies Definity System 75 manual

1 DEFINITY/SYSTEM 75/SYSTEM 85 INTUITY AUDIX 4 User's Guide[...]

2 Copyright © 1999 Lucent Technologies All Rights Reserved Printed in USA Notice While reasonable efforts were made to ensure that the information contained in the database used to create this document was complete and accurate, Lucent Technologies cannot assume responsibility for any errors. Changes and/or corrections to the i nformation containe[...]

3 Welcome With the INTUITY™ AUDIX® messaging system, you have the following capabilities using your telephone: Voice Mail You can record voice messages in advance and send them to the mailboxes of other users without actually calling their telephones. Other users also can record and send voice mail messages directly to your mailbox. When conveni[...]

4 INTUITY Message Manager INTUITY Message Manager is a Windows™ - based interface to AUDIX that runs on your P.C. With it, you can: • Create, send, receive, forward, respond to, and review all message types, including voice, fax, email, and text messages • Launch (start) other applications to view and use an attached file • Reorder the sequ[...]

5 NOTE: Change your default password to a new password as soon as possible. See "Change Your Password". Ge t Around in Your Mailbox When you call your mailbox and login, you reach the Main Menu. The Main Menu is also referred to as the Activity Menu. Main Menu Options 1 Record and send messages Create, address, and select delivery options[...]

6 Basic C ommands * 4 (or * H ) Help * 7 (or * R ) Return to Main Menu * 9 (or * W ) Wait * * 6 (or * * N ) Look up number/name * * 9 (or * * X ) Exit system * 0 Transfer call to operator * 3 (or * D ) Delete * * 8 (or * * U ) Undelete * * 4 (or * * H ) Hold message in category * 8 (or * T ) Transfer out * * 7 (or * * R ) Log in again Use while lis[...]

7 SECURITY ALERT: Don't use a password that uses: • Ascending or descending digits (for example, 1234 or 4321) • The same digit s (for example 0000) • Digits matching your name or initials (for example, 5646 for John) • The current year (for example, 1996) • The same number as your extension (for example, extension 3455, password 345[...]

8 S t op R e c o r d na m e P e r s ona l op t i on s R e c o r d na m e R e -r e c o r d P l a y ba ck A pp r o v e Log i n t o m a il bo x I n i t i a l l og i n t o m a il bo x 4 n a m e r e c L J K 0 3 2 6 9 6 Record Your Name Record a Greeting for Callers When you don't answer your telephone, the system works just like an answering machin[...]

9 R e c o r d g r ee t i ng R e c o r d g r ee t i ng L i s t en t o g r ee t i ng S c an g r ee t i ng s P e r s ona l g r ee t i ng ad m i n i s t r a t i on A c t i v a t e g r ee t i ng G r ee t i ng nu m be r I f g r ee t i ng no t r e c o r ded I f g r ee t i ng r e c o r ded D e l e t e A pp r o v e R e v i e w s t a t u s P l a y R e -r e c[...]

10 NOTE: A personal fax extension does not accept voice messages. To leave a voice - fax message, callers must call your normal extension. Get Messages You've Received You can listen to: • Message headers, which tell you: * Message type(s) -- voice, fax, text, and/ or binary file * Who sent the message * When the message was sent and how big[...]

11 6 Skip forward 5 Skip backward * 6 Skip to next message component * 5 Skip to previous message component Responding to a Message 3. (Optional): Press 1 , and one of the following: 0 Call the sender. In this case, you exit your mailbox. 1 Reply to the sender by voice mail. 2 Forward with comment at the beginning. 3 Forward with comment at the end[...]

12 + Tips Your mailbox keeps incoming messages until you delete them or until the system deletes them automatically. Because space is limited, it is wise to review and delete messages regularly. Get and Respond to Messages Hand ling a Call When You Hear Fax Tones You may answer your phone and hear fax tones. Fax tones indicate someone's trying[...]

13 2. Enter the Transfer into Mailbox code. 3. Press TRANSFER again. This action sends the fax call to your mailbox. Option Two ____ 1. Press TRANSFER on your telephone. 2. Enter th e Transfer into Mailbox code. 3. Enter your mailbox extension when prompted. 4. Press TRANSFER again. This action sends the fax call to your mailbox. Printing Fax/Text/[...]

14 extension 5679) An external local telephone call 3 5 ( F L for f ax l ocal) 8 digits (for example, 9 555 3201) A long - distance telephone call 3 5 5 ( F L D for f ax l ong d istance) 10 digits (for example, 9 303 555 3201) Printing All New Faxes at Once See "Scan/Print Messages Quickly" later in this book. Downloading a Fax or Email t[...]

15 • You can send a fax to your own mailbox and forward th e fax (forwarding requires that you attach a voice comment). Sending a Voice or Voice - Fax Message NOTE: This procedure says to record the message, then address it. For an alternative sequence, see "Addressing a Message Before Recordin g It" later in this book. 1. Press 1 from [...]

16 b. Press START on the fax machine. NOTE: The button on your fax machine may be labeled something other than START . Common alternates are send, transmit, and CONNECT . R e c o r d m e ss age S pea k m e ss age A dd r e ss m e ss age Log i n t o m a il bo x P au s e D e l e t e P l a y ba ck A pp r o v e A pp r o v e add r e ss e s C on t i nue P[...]

17 NOTE: The button on your fax machine may be labeled something other than START . Common alternates are SEND , TRANSMIT , and CONNECT . Sending a Voice - Fax Messa ge by Forwarding a Fax You can send a fax to your own mailbox and then forward the fax. However, you must always attach a voice message when you forward a fax. 1. From any fax machine,[...]

18 9. (Optional): To attach a fax, press 5 . 10. Press # to send. Or, enter other options, and press # to send. See "Enhanced Delivery Options" later in this book. 11. If attaching a fax, do the following: a. Load the document into the fax machine. b. Press START on the fax machine. NOTE: The button on your fax machine may be labeled some[...]

19 E n t e r E n t e r A pp r o v e D e li v e r a t ne x t o cc u rr en c e D e l e t e E n t e r E n t e r H ou r M i nu t e s M on t h D a y A pp r o v e O p t i on s P r i v a t e P r i o r i t y S c hedu l e de li v e r y F il e a c op y A tt a c h a f a x Log i n t o m a il bo x C r ea t e a m e ss age A dd r e ss t he m e ss age : P . M . A [...]

20 b. Press START on the fax machine. Before or after leaving a message, you can: • Transfer to another extension: a. Press * T ( * 8 ). b. Enter the extension. c. Press # . NOTE: If you record a message and either hang up or go to a nother option, the system automatically delivers your message to the person you are calling. To prevent delivery o[...]

21 For example: When the fax - print prefix is 329 (fax) and the fax machine extension is 12345, enter 32912345. NOTE: You must enter a fax p rint prefix. Attach this prefix to the front of the extension or telephone number of the fax machine. You must also use the correct number of digits in the phone number or extension of the fax machine. 4. Pre[...]

22 1 Make the list private. 2 Make the list public. 4. Enter an address and press # . If the user is in a different location, you may need to add a prefix to the extension. NOTE: When including email - only users, be sure you are in name - addressing mode. You may need to press * 2 ( * A ) to change addressing modes. 5. Repeat Step 4 until the list[...]

23 Log i n t o m a il bo x A pp r o v e E n t e r C r ea t e li s t P r i v a t e P ub li c P e r s ona l op t i on s ad m i n . L i s t ad m i n . E n t e r E n t e r R e v i e w / m od i f y li s t A pp r o v e S t op R e v i e w D e l e t e li s t S k i p t o ne x t li s t R e w i nd t o p r e v i ou s li s t R e v i e w li s t m e m be r s D e [...]

24 2. Listen to the list summary. 3. Press any of the following: # Skip to next list. * D ( * 3 ) Delete the entire list. 0 Review/modify list members. See "Reviewing and Modifying a List" Reviewing and Modifying a List 1. Press 5 1 3 from the Main Menu. 2. Enter the list owner's extension and press # . (If you own the list, only pre[...]

25 NOTE: The system still plays priority messages first, regardless of their primary medium. Setting the Preferred Medium 1. Press 5 8 to access the preferred media list. 2. Press: 0 No preferred media (keep a chronological order) 1 Voice 2 Fax 3 Text 4 Binary files * 7 ( * R ) Return to Main Menu Create and Use Multiple Personal Greetings After yo[...]

26 Defining Call Types the First Time 1. Press 3 4 from the Main Menu. 2. Press one of the following: 1 Differentiate internal/external calls. 2 Differentiate busy/no - answer calls. 3. Press one of the following: 3 Differentiate out - of - hours calls. 4 Make no distinction between prime time and out - of - hours calls. Changing Call Types 1. Pres[...]

27 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 call types (internal/external or busy/no - answer ) and a second greeting for out - of - hours calls. Activating Previously Rec orded Greetings 1. Press 3 3 from the Main Menu. 2. Enter the greeting nu[...]

28 D i f f e r en t i a t e : I n t e r na l / e x t e r na l B u s y / no an s w e r O u t - o f - H ou r s T u r n o ff O u t - o f - H ou r s S a m e g r ee t i ng f o r a ll c a ll s A pp r o v e U s e f o r ea c h c a ll t y pe U s e f o r i n t e r na l o r bu s y U s e f o r e x t e r na l o r no an s w e r U s e f o r O u t - o f - H ou r s[...]

29 Undeliverable Can't be delivered, usua lly because the recipient's mailbox is full. You can listen to, re - address, and re - record the message. Filed Copies and saves the outgoing message to re - send and/or modify. You can check the status of outgoing messages. Or you can select, modify, and r esend them. Checking the Status of Mess[...]

30 Resending a Message 5. For filed and undeliverable messages: a. Enter address(es) or list via * L ( * 5 ). b. Press # # to approve and send immediately, or enter delivery options and press # . For undelivered messages: a. Enter additional addresses and press # . b. Press * 1 to review and edit original addresses. c. Change delivery times or opti[...]

31 Create a Personal Directory You can create a personal directory of abbreviated names (aliases) for frequently used addresses. It's essentially a sophisticated speed - dialing feature. NOTE: You must be addressing by name * A ( * 2 ) to use an alias as an address. Creating and Appending a Directory 1. Press 5 2 1 from the Main Menu. 2. Enter[...]

32 # Skip to the next alias. * D ( * 3 ) Delete. 2 2 Return to the previous alias. # # Stop reviewing. • 3 to review specific aliases: a. Enter an alias to review and press # . b. Listen to the corresponding address. c. Press * D ( * 3 ) to delete. d. Repeat for more aliases. e. Press * # to stop reviewing. 3. Press * R ( * 7 ) to return to the M[...]

33 + Tips The extension you hear associated with a name is not always the entire address. Add the appropriate prefix numbers for users on remote systems. Scan/Print Messages Quickly The autoscan option lets you get messa ges automatically with just 2 button presses. Autoscan is useful for car telephone users because it requires fewer button presses[...]

34 How the System Interprets Text/Email Your system changes text messages and email into speech so you can listen to it. The system follows certain rules to make these changes. Therefore, some parts of a text message or email message may sound odd because of the way the system interprets it. The following list explains what things might sound odd. [...]

35 Fractions and Decimals The system recognizes a slash (/) with a number before and after it as a fraction. For example, for 1/3 , the system says "one third." The system also recognizes decimal points. For example, for 2.50, the system says "two point five zero." Punctuation The system ignores most punctuation, including the f[...]

36 • greater than and less than (<>) as "less than sign greater than sign" • less than and eq uals (<=) as "less than sign equals sign" • greater than and equals (<=) as "greater than sign equals sign" • circumflex (^) as "circumflex" • asterisk (*) as "asterisk" • <grin&g[...]

37 Setting Up Outcalling "Outcalling Operations" shows all of the steps that a subscriber may need to perform to set up outcalling for his/her mailbox. E n t e r a . m . E n t e r a . m . E n t e r p . m . E n t e r p . m . A pp r o v e D e l e t e S t a r t t i m e : E nd t i m e : H ou r M i nu t e s H ou r M i nu t e s Log i n t o m a [...]

38 Include a pound sign at the beginning of the number Enter # . Include a pound sign other than at the beginning of the number. Enter * # . In this case, the system recognizes * as a marker to include # , not as a 1.5 second pause. • For example, for the system to reach your pager with an outcall, it may need to dial a 9, wait 1.5 seconds, dial [...]

39 NOTE: The language that is active for the system determines how dates and times are entered. The sequence shown in this procedure may vary from language to language. Turning Outcalling O n/Off The system saves your outcalling number even when you turn off outcalling. When you turn on outcalling again, you can use the original number and schedule[...]

40 You hear the prompt, "Address before record turned on/off." 4. Press 1 to change the setting. Log i n t o m a il bo x P e r s o n a l o p t i o n s ad m i n i s t r a t i on A d d r e s s i n g op t i on s T u r n add r e ss - be f o r e -r e c o r d o ff / on 4 o f f - o n C J L 0 3 2 6 9 6 Changing the Addressing Sequence Addressing [...]

41 You create and send a broadcast m essage normally, except that you don't address it. Instead, you simply mark the message as a broadcast. NOTE: You can't send a broadcast message to users at other locations. Sending a Broadcast Message To send a broadcast message: 1. Log into your mailbox. 2. Press 1 or 4 to record or review a message.[...]

42 + Tips Message notification turns on users' message waiting lamps when the message arrives. Turn on message notification only in emergencies. The system slows down greatly if many users try to get a broadcast message simultaneously. With a two - day default expiration, users can get the message for up to three days (the day you send it and [...]

43 • They aren't put in users' mailboxes. Users can't delete, save, replay, or forward login announcements. Thus, the only way to replay login announcements is to log in again. • Only one can be active at one time. • You can send them to users at other locations, but they are delivered as normal messages. • They don't ac[...]

44 b. Press # to save the expiration date or press 2 again to start over. # Approve broadcast options. 7. Press # to approve your message status and return to the Main Menu. "Login Announcement Operation" shows the steps necessary to send a login announcement. Log i n t o m a il bo x R e c o r d m e ss age S pea k m e ss age A pp r o v e [...]

45 Leaving a Guest Password Message To leave a message using the guest password: 1. Dial the system number using a touch - tone telephone. 2. Enter the extension of the user for whom you wish to leave a message, and press # . 3. Enter the system - wide guest password and press # . 4. Leave a message for the user. Once connected to a user's mai[...]

46 telephone system, dial the complete system number, including local prefix and the area code if long distance, then enter your extension and password. Dial through If you know which buttons to push, push them without waiting for the system to respond. NOTE: You can't dial through error beeps and important system messages. For Help, press * H[...]

47 ___ Press TRANSFER on your phone, enter the Transfer into Mailbox code, and press TRANSFER again. This action sends the fax call to your mailbox. ___ Press TRANSFER on your phone, enter th e Transfer into Mailbox code, enter your mailbox extension when prompted, and press TRANSFER again. This action sends the fax call to your mailbox. Print faxe[...]

48 Leave a voice - fax message From a fax machine, call a user's phone number. When the user doesn't answer, record your voice message in the user's mailbox. T hen load your fax in the fax machine and press START . The fax is attached to your voice message. Mailing Messages Make messages priority When you want someone to listen to yo[...]

49 call your mailbox from a phone attached to a fax machine. Next, record and address your message, press 5 , # , and START on the fax machine, and hang up. Address a message before recording it Address messages befo re recording them. To turn on this option, press 5 6 from the Main Menu. Send messages to system enhanced lists Address and send a me[...]

50 delivered, normally because the intended user's mailbox is full. You can listen to, re - address, and re - record these messages. Filed - Copies of outgoing messages that y ou've saved to re - send and/or modify. Multimedia message A message that contains two or more components of different media -- voice, fax, text, or binary file. He[...]

51 Powerpoint document. Preferred medium The message medium you want to get first when you access messages. Thus, if you specify faxes as your preferred medium, you get all new faxes before any new voice messages, text messages, or binary files. You also get all old faxes before any old messages in other media. The preferred medium you set also app[...]