Lucent Technologies 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 lc om e 1 ■ Ca ll A ns wer ing 1 ■ Voic e M a il 1 ■ FA X Mes sa ging 1 ■ Intuity Advant ages 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 Addre ss Befo re Reco rd (ABR) 4 Autodelete 4 Autoprint 4 Header 4 Ma ilb ox 5 Personal Fax Extensi on 6 ■ How to Na vigat e Your Mai[...]

iv Conten ts Composing a Greeting If You Have a Personal Fax E xtension 13 ■ How t o Reco r d and Send Messages 14 Setting A ddressing Options 15 Selecting Delivery Options 15 Creating and Sendin g a Fax-only Message (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 and Sen[...]

v Contents ■ How to Acces s Outg oing or F iled Mess ages 32 Accessi ng Outgoing M essa ges 32 Selecting a Message 32 Modify ing a Message 33 Re-sending a Message 34 ■ How to Cre ate Mailing L ist s 35 Creating a List 35 Deleting Addres ses from a Li st 36 Scannin g List Summaries 37 Review ing and Modifying a List 38 ■ How to Cre ate a Perso[...]

vi Conten ts[...]

1 Welcom e I NT UIT Y TM V oic e/F AX Me ssag ing is a p owerful c all an swer, voic e mail, an d fax- mess ag e system. Besid es send ing and rec ei ving voic e m ail, you c an send , rec ei ve, fo rward , and voi c e annotat e faxes. Call A nswer in g I NT UI T Y Voi c e/F AX Messag ing answers c alls when you are unavailab le or t o o b usy to a[...]

2 Intu it y Ad van ta ges I NT UI T Y Voi c e/F AX Messag ing p rov id es fo ur key voic e and fax ad vantag es: Voic e Prom p ts and Hel p I NT UI T Y V oi c e/F AX Messag ing voic e p rom p ts te ll you what to d o at every step in a task. O nc e y ou have s elec ted the ap p rop riate A c t ivity Menu op tion, y ou c a n rely solely on the voic [...]

3 Ter ms an d Co ncep ts Activ ity M e n u After you log into the system , you have six p rinc ip al k e yp ad ac t ivities, rep resented b y the Ac tivity Menu g rap hic b elow. As y ou p ress key s in the Ac tivity Menu to ac c e ss the p rinc ip al f u nc tions, you mo ve to d ifferen t menu levels and the keys c ha ng e meanin g . Address A tel[...]

4 Address Before Rec ord (ABR) A user-selec ted op t ion (on/of f) that d efines whet her a messag e is ad d ressed b e fo re it is c re a ted , or c re ate d b e fo re i t i s ad d re ss ed . Autodelet e A user-selec ted op t ion (on/of f) that d efines whet her the system automatic ally removes faxes from the m ailb ox as they are p rin ted . Aut[...]

5 Mailbox Y our p ersonal stora g e area for i nc omin g and outg oing voic e, fax, or voic e-fax mess ag es and hea d ers. Y our inc oming and outg oing voi c e, fax, or voi c e-fax m essag es are st ored in c at eg ories ac c ord i ng to their status. T he system kee p s inc oming m essag e s until you d el ete them or until an automatic d eletio[...]

6 Outgoing M essages (sent by yo u) Personal Fax Extension If you rec eive freq uent faxes, or use your telep hone extens ively, your system ad minist r ator ma y set up a s ec ond fax-only extens ion, your p ersona l fax extension . A p ersonal fax ext ension has thes e c h arac teristic s: ■ It st ores faxes only . ■ It d o es n’t ac c ep t[...]

7 ■ T he syste m send s faxe s and the f ax p ortion o f voi c e-fa x messag es to this extension automatic ally. F ax head ers are stored i n your p rimary ma ilb ox . ■ F ax -only m essag es ad d ressed to your fax exten sion d o not ring your telep hone. ■ F ax -only m essag es ad d ressed to your fax exten sion do trig g er y our messag e[...]

8 T o selec t and set your p ers ona l mailb ox op tions, you will p r ess from the Ac tivity M enu, an d selec t fr om thes e sub m enus: 1. Ma il in g list sub m enu 2. P ers onal d ire c tory sub m enu 3. F a x op tion sub menu 4. P assw ord 5. Ac c ou nt name 6. Ad d res sing op tions s ub menu 7. Call answer op tions One p ersonal m ailb ox o [...]

9 NOTE: Bec ause the s ystem d oes n’t sig nal a c a ller that c all answe r is off, c om p ose a g reeting that tells c allers when c all answer is d isab led and , if you wish, other op tions for reac hi ng you. Ho w to L og In Y our system ad m inistrator estab lis hes your extension or telep h one numb er a nd a d efault p assword for log in [...]

10 Creating or Changing Your Password After log g ing i n to your mailb ox the fi rst time , rep lac e the d ef ault p assword with your p ersona l p ass word . T o c hang e your p assw ord any ti me af ter log g ing i n: 1. P ress f rom the Ac tivity Menu. 2. E nte r new p a ssword (up to 15 d ig its) and p re ss . 3. R e-ent er new p as sword and[...]

11 Recordi ng Y our Name R ec ord you r name to rep lac e t he syste m g reeti ng for your mai lb ox. Cal lers hear your voic e sp eak in g your name and feel c om fortab le ab ou t leaving messag es. Y ou c an rec ord your name any time after l og g ing in. 1. P r e ss f rom the Ac tivity M enu. 2. S ay your name after the t o ne. 3. P r es s 4. ([...]

12 Creating Your Pers onal Greeti ng Y our system all ows 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 m anually ac tivate eac h g ree ting as need ed (b asic mod e), or you c an keep a nu mb er of g reeting s a c tive at on c e. S ee “ H ow to Create Multip le P ersonal Gree ti ng s.”[...]

13 Composing a Single Voice-fax Ext ension Greeting F ax m ess ag i ng i s a new c ap ab ility and ma ny c all er s will b e un fam ili ar w ith it at fir st. C allers will f ind it help ful if you rec ord a g r eetin g that b r iefly ins truc ts them ab out y our fa x messa g ing . E xp lain how to transmit a fa x: “ This is R ic hard Hyat t at [...]

14 If you have a p ers onal fax extension, you may want to list y o ur extension on your b usiness c ard or c omp any st at i onery and /or instr uc t c allers to se n d faxes to your fax-only numb er. Instruc tional g reeting if y o u hav e a p e rsonal fax extension: “ This is Diane Do wner a t the Com mand er Hea ter Com p any. I’m u nab l e[...]

15 Settin g Ad dres sing Opti on s Before moving into the “ Creating a Messag e” c ateg o ry, it i s nec essary to d eter m in e whe the r m es sa g es w ill b e rec or d ed fir st or ad d re s se d fir s t. T he op t ions are ad d res s b efore rec ord (ABR ) on or ad d ress b efo r e rec ord off . Onc e set, ad d ressing c an b e left in the [...]

16 T o sc hed ule d e livery: 1. Ent e r d e livery time (405 = 4:05). 2. Ent er (or ) f o r AM or (or ) for P M and p ress . 3. Ent e r d e livery mont h and d a y (502 = May 2) and p ress . 4. Press to a p p rove or (or ) t o start ov er. Creating and Sendi ng a F ax-only Mes sa ge (A BR on) F rom the syst em fa x mac hin e from wh ic h yo u wish[...]

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18 Creating and Sending a Voice Message (ABR on ) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu. 2. T o ad d res s a v oic e mess ag e, selec t one o f the following : ■ E nter rec ip ient’s ad d ress (that is, the telep hon e extension , if internal; or the telep hone num b [...]

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20 Creating and Sending a Voice Message (ABR of f) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu. 2. Rec ord m essag e at t he t one. 3. (Optional): T o ed it y our me ssag e b efore a p p ro ving : ■ P ress to stop rec ord ing or p ause. ■ P ress one of the following : 4. P [...]

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22 Creating and Sendi ng a V oice-fax Mes sa ge (A BR on) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu. 2. T o ad d res s a voic e-fax messag e, selec t one of the following : ■ E nter rec ip ient’s ad d ress (that is, the telep hon e extension , if internal; or the telep ho[...]

23 NOTE: T he b utton lab el on your fax mac hine m ay b e d if ferent from ST ART . Common alternate keys for t his func tion are SE N D , TRAN SM I T , and CONNE CT . At the p romp t, p res s the key that b eg in s the transmission p roc ess.[...]

24 Sharing Fax Machines If you use a shared or p ub lic fax mac hi ne (suc h as a d ep artmental fax), you may w ish to avoid tying it up w hile you transmit to multip le ad d res ses . Y ou may want to s tore a fax for later u se, or it m a y simp ly b e m ore effic ie nt to send a fax from you r own d esk , p art ic ularly if y ou want t o attac [...]

25 Respondin g to a Message (Opt ional) Y ou c an resp ond to a mess ag e d u ring or after listening to the head er or messag e. 1. P ress to c all send e r or p ress one of the following : 2. W ith ABR on, ad d ress your messa g e, then rec ord new messag e. 3. W ith ABR off, rec ord your messag e, then ad d ress . 4. P r es s to app r o ve . 5. [...]

26 3. Press to p rin t the f ax, and c h oose o ne of these p rint op tions: W ait for the STA RT p romp t. NOT E: T he b utto n lab el on your fax mac hine m ay b e d if ferent from STA RT . Common alternate k eys for t his func tion a re PR I N T , REC E I VE , and REC / PO RT . At t he p romp t, p r ess whatever key b eg in s the p rinting pr o [...]

27 NOTE: If you have a p ers onal fax extension , you rec eive only voic e me ssag es and fax messag e head e rs throug h yo ur telep hone set. F a xes g o d irec tly into your p e rsonal fax exten sion w it hout ring ing y our telep ho ne. F ax head ers d o trig g e r your messag e l ig h t. T h e he ad er may g ive you a leng th of tim e in sec o[...]

28 ■ 1) p rime-t ime internal, 2) p rime-time ext ernal, and 3) out-of-hours c alls ■ 1) p rime-t ime b usy, 2) p rime-time no answer, and 3 ) out-of-hours c al ls T h e first st ep is to d e fine the t yp es of c alls you w ant to d iffe rentiate; then move on to c hang i ng c all typ e d efini tions and assig ning g reet ing s to c all t yp e[...]

29 ☞ Ti ps W hen you selec t the out-of-h ours c al l typ e , the other c all typ es automatic ally ap p ly only to p rime-time c alls. Y ou mus t mak e a c hoic e b e twee n internal/external and b usy /no an swer c all typ es. T he s ystem i s not set up to hand le b oth s ets of s ituations simultaneously. Changing Call Type Defini tion 1. P r[...]

30 Assigning Gree ting s to Call Types 1. Press from the Ac t ivity Menu. 2. Li sten to the summary of ac t ive g reeting s. 3. Press to a c tivate a g reeting . 4. Ent er a n umb er (0 to 9) t o ind ic ate whic h g reeting y ou want to assig n to a c al l typ e. 5. Press any of the following : 6. P r e ss to app rov e. 7. Press ( ) to return to t [...]

31 Scanning All G reetings 1. P r e ss f rom the Ac tivity M enu. 2. Li sten to f irst g reet ing stat us statement . 3. P ress any c omb ina tion of the following : 4. P r es s to qui t s c an n i n g . Listen to a g reet ing . R e -rec ord a g reet ing . ( ) Delete and s kip to the next g ree ting . R e turn to the p reviou s g r ee ting . S ave [...]

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33 Ho w to A cces s Ou tgoi ng o r F i led Me s s ag e s T o c hec k the status of outg o ing messag es, ac c es s them b y following the s tep s listed b elow, then move on to selec t ing , mod ify ing , and re-send ing t hem . Acce ssi n g O utgo in g M e ssag es 1. P r e ss fr om the A c t ivity Menu. 2. Listen to the first c ateg ory an d messa[...]

34 NOTE: F or d elivered or ac c e ssed messag es , you c an listen to t he head ers only. Y ou c an’t c han g e or re-send t hese m essag es. A fter you revie w an ac c ess ed mess ag e head er, the system d e let es the head er automatic ally. Mod if yi n g a Me ssa g e W hen you have selec ted a messag e to mod i fy or re-send , c hoose one of[...]

35 P ress t o re-send an und elivered messag e to the orig inal rec ip ient only. # #[...]

36 Re-sendi ng a Message W hen y ou have selec ted a m essag e to mod ify/re-sen d , c ho ose on e o f the following op tions to r e -d irec t you r messag e. 1. F o r filed and und eliverab le mess ag es: a. Ent e r ad d ress (es) or list vi a ( ). b . P ress to ap p rove and s end immed iately. or c. E n t e r del i v e ry opt i o n s an d pr e s[...]

37 3. P ress one of the following : 4. E nt er an ad d ress and p ress . 5. R ep eat step 4 until l ist is c omp lete. 6. P r es s to a p p rov e. NOTE: Afte r you a d d ress a mess ag e using a li st, t he syst em asks fo r more extensions. Do not ad d extension s that are alread y used in ad d r essing of the list just ap p end ed . S p ec ify an[...]

38 Scanning Lis t Sum mari es 1. Press from the Ac tivity Menu. 2. Li sten to the list summary. 3. Press any of the following : S k ip to nex t list . ( ) Delete the entire list. R eview/mod ify lis t mem b ers. (R et urn to “ R eviewi ng and M od ifying a List.” ) 512 # * D * 3 0[...]

39 Reviewing and Modify ing a Lis t 1. P r e ss from t he A c tivity Menu. 2. E nter list o wner’s extensio n and p ress . (If you o wn the list, simp ly pr e s s . ) 3. E nt er l ist ID and p ress . 4. Li sten to the first na me, then p ress any of the foll owing : 5. P ress to stop ad d i ng /d eleting sp ec i fied entries. 6. P ress when finis[...]

40 How to Creat e a Per sonal Di rect or y T h e syst em allo ws you to c reate a p ersonal d i rec tory of ab b reviated names (aliases) for freq u ently used ad d resses. It’s essentially a sop histic ated sp e ed - d ialing fea ture. Creating and Appending a Directory Y ou must b e ad d ressi ng b y nam e ( / ) to use your p ersonal d irec tor[...]

41 Reviewing and Deleti ng Entries from a Direct ory 1. P r es s . 2. Do one of the following : 5 2[...]

42 ■ P ress to review al l aliases. W hi le listening to eac h entry, p ress ■ Pres s t o r e vi ew s p e c if ic a lia se s: a. Ent e r alias to r e view and p ress . b . Listen to c o rresp ond ing ad d ress. c . R ep eat for more alia ses. d . Pres s to s to p re vi e w i n g . 3. Press ( ) to return to the Ac t ivity Menu. ☞ Tips Y our p [...]

43 1. P r ess ( ) fr om anywhe re in th e syste m. 2. Do one of the following : ■ T o hea r the e xtension nu mb er assoc iate d wit h a name, en ter the name (last name first , with no sp ac es b etween the first and last name), then p ress . ■ T o hea r the n ame assoc iated with an ad d ress, p ress ( ), enter the ad d ress, then p ress . ?[...]

44 b . E nter the e xtensio n. c. P r e s s . NOTE: If you rec o rd a m essag e and ei ther hang up or g o to another op t ion, the system au tomatic ally d elivers you r mes sag e to the p erson you are c all ing . T o p rev ent d elivery of your mes sag e , you must d elete it with ( ) Comm and S um mary # * D * 3[...]

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46 Tips a nd Hi ghli ght s General Message Handli ng NOTE: Y ou c an ’t b y p as s error b eep s and imp orta nt system messag es. F or H elp, p ress ( ). T he system states yo u r c urrent op tion s or the ne xt step . Log g i ng in qu i ck l y F rom y our telep hone , d ia l the system extension , p ress (you d o n’t need to enter your ex ten[...]

47 Getting M essages S c an messa g es qu i ck l y Y ou c an automatic ally p lay all your messag es b y p ress ing just two b uttons , p lus e ither to sc an mess ag es and h ead e rs, to sc an head ers only, or to sc an mess ag es onl y. S c an ning is esp ec ially usefu l with a c ar telep hon e. Use p layb ac k co nt r o l s When liste ning t o[...]

48 Leaving Messages When No O ne Answers Sending V oice Mail Use p l ayb ac k and rec ord co n t r o ls T o listen to a nd ed it th e mess ag e s you leave w hen there ’s no answer, you hav e m any c ontrols . B y pa s s gr e e ti n gs and rec ord imme d iat ely Y ou d on ’t have to l i sten to anothe r user’s c all ans wer g reeting . Y ou c[...]

49 T o ord er ad d ition al c op i es of this d oc ument, c all the AT &T GBCS P ub lic ations F ul fillment Cen ter: (800) 457-1235 (US tele p hone) (800)457-1754 (F AX ) 1 (317) 361-5353 (telep ho ne outsid e US ) F or m ore informat ion ab out AT &T d oc um ents , see the AT &T Glob al Bu siness Comm unic a tions S ystems Pub lic ati[...]

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