Aastra Telecom MX-ONE 4.2 User Manual
MX-ONE™ Messaging Voice Mail 4.2
Telephone User Interface
User Guide
MX-ONE Messaging Voice Mail 4.2
USER GUIDE
Copyright © 2008. Aastra Telecom Sweden AB. All rights reserved.
This document contains proprietary information which is protected by copyright. No part
of this document may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording, or by any information
storage and retrieval system, or translated into another language, without prior written
consent of Aastra Telecom Sweden AB, Stockholm, Sweden.
The information in this document is subject to alteration without prior notice.
Aastra makes no warranty of any kind with regard to this material, including, but not
limited to, the implied warranties of merchantability and fitness for a particular purpose.
Aastra shall not be liable for errors contained herein nor for incidental or consequential
damages in connection with the furnishing, performance or use of this material.
MX-ONE Messaging Voice Mail Telephone User Interface User Guide
Table of Contents
Contents
Page
Table of Contents...................................................................... 1
Welcome ................................................................................... 2
How to use this Guide............................................................... 3
Introduction to the Telephone User Interface ........................... 4
General Information ............................................................ 4
Getting Started .......................................................................... 7
Message Handling................................................................... 12
Handle Incoming Messages .............................................. 12
Create New Messages ....................................................... 16
........
Forward to a Fax Machine (Fax Number)
Customize Your Mailbox.................................................. 20
Other Features......................................................................... 28
Useful Hints ............................................................................ 31
Index ....................................................................................... 37
................. 18
Subscriber Information
As you use MX-ONE Messaging Voice Mail, you will need to know the following
information. For easy reference, complete this box with the information you
receive from your system administrator.
Your subscriber mailbox number:.......................................................................................
MX-ONE Messaging Voice Mail external number:...........................................................
Additional keys to access your mailbox: ............................................................................
MX-ONE Messaging Voice Mail internal extension: ........................................................
System administrator:..........................................................................................................
System administrator’s extension: ...........................Mailbox:............................................
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
1
Welcome
Welcome to MX-ONE Messaging Voice Mail, the unified
messaging application from Aastra.
With Messaging Voice Mail, you can access and manage all
r messages - voice, fax, and e-mail - in a single
you
telephone call. This user guide introduces the advanced
messaging fetures of Messaging Voice Mail using the
Telephone User Interface (TUI) – the interface you access
whenever you call into your mailbox by phone.
You can begin using the Telephone User Interface
immediately once your mailbox,
mailbox, is set up.
Easy-to-follow voice prompts guide you
called a subscriber
through the system. Initially, you may use just some of the
features, doing basic activities such as listening to and
sending voice messages. As you become more familiar with
Messaging Voice Mail, however, you can start using its
powerful message management features to save you time
and help you work more efficiently.
For example, you can set Messaging Voice
newer m
essages first or to present them in the order
Mail to present
recieved. To quickly access the messages you want –
whether voice, fax, or e-mail – you can set it to present
messages by type. If you serve a number of important
clients, you can set Messaging Voice Mail to notify you
immediately when a message arrives, even to your pager or
mobile phone.
If you are out of the office, you can let your callers know
your out-of-offic
using
e greeting. You can also ensure that
important messages are handled promptly by automatically
forwarding all your messages or selected messages to
another person. So whether you are in the office or
traveling, you can still access and manage your messages to
the benefit of you and your clients.
2
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
How to use this Guide
To use this guide, find the procedure you want in the Table
of Contents. The first part of each section contains general
information about the features available. The next pages
show the keystrokes for each feature. To quickly use a
feature, follow the path that starts at the top of the required
feature and move down through the keys shown. When
options are given you can skip down the list to the desired
feature. Tips to help enhance your use of the various
Messaging Voice Mail features are also provided.
If this is the first time you have used Messaging Voice Mail,
re to read t
be su
with the basic features, refer to the MX-ONE Messaging
Voice Mail Reference Card to quickly find the keystrokes
needed. Some features in Messaging Voice Mail are
optional, and therefore, may not be available in your system.
If you have questions about Messaging Voice Mail, consult
the system
the Messaging Voice Mail system in your organization.
his guide carefully. Once you are familiar
nistrator, who is the person responsible for
admi
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
3
Introduction to the Telephone User Interface
General Information
The Messaging Voice Mail Telephone User Interface allows
you to manage the following message types:
•Voice
•Fax
•E-mail
Note: Fax and e-mail are optional features which may not
n your system or to all users on the system.
lable o
be avai
Message management features
Away from the office, the telephone is
tool for managing messages. On the road, the telephone is
the most common and readily available device for delivery
and access of messages. But its use has traditionally been
limited to only voice mail. The Messaging Voice Mail
Telephone User Interface provides flexible message
management features for all of your incoming voice, fax,
and e-mail messages.
Unified messaging through the telephone
Messaging Voice Mail brings the same convenience of
rievi
ng and managing voice messages to fax and e-mail
ret
messages. You can access, reply to and forward all three
message types from any telephone. Wherever you have a
phone, you have access to your messages.
the most convenient
4
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
Introduction to the Telephone User Interface
The Messaging Voice Mail Telephone User Interface offers
several additional features. Separate message queues, the
ability to access messages by type and urgency, and group
processing are just a few of the powerful and time-saving
features that streamline your message management load.
Call from any telephone to hear how many messages await
you, who they are from, when they were received, and the
priority status of each message. Save or delete any of your
messages (voice, fax, and e-mail).
With group processing you can manage multiple messages
single command. You can then
with a
by selecting multiple messages and processing them all with
one command. So if you have just enough time to listen to
your messages, but not respond to them, you can quickly
select all of the messages which require immediate attention
- and with one command - forward them all to any
Messaging Voice Mail subscriber with a single voice
annotation. When travelling you can also forward all of your
fax or e-mails at once to a hotel fax machine.
This transforms your telephone into a truly universal
messagi
ng tool,
where you manage messages using nothing
more than a telephone.
save invaluable time
What can you do?
Fax and e-mail messages are managed by using the same
commands
as voice mess
ages, thereby simplifying message
management.
When handling incoming messages you can:
• Listen to yo
ur incoming vo
ice messages.
• Listen to voice comments “attached” to a incoming fax
message (if avail
able from another Messaging Voice
Mail subscriber).
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
5
Introduction to the Telephone User Interface
• Listen to your incoming e-mail text message as
Messaging Voice Mail reads them to you over the
telephone using text-to-speech conversion. Use the
same playback functions of voice mail including start/
stop/resume, backup, advance, control the speed and
volume of message playback, etc.
• View y
• Reply to any of
• Forward
• Forward any of yo
Note: The last feature is the same as “View your incoming
fax m
makes the message available for access by another person.
our incoming e-mail text messages or fax
messages by forwarding
your incoming messages (e-mail, fax,
or voice) with a voice message, to one or more
Messaging Voice Mail subscribers, or place a call to the
extension of the sender.
any of your i
or voice), adding an optional voice comment
(annotation), to one or more Messaging Voice Mail
subscribers.
fax messages to any fax machine.
essage
s by forwarding them to any fax machine”. This
them to any fax machine.
ncoming messages (e-mail, fax,
ur incoming e-m
ail text messages or
When creating new messages you can:
• Create
(record) and send a new voice message to one
or more Messaging Voice Mail subscribers.
• Create and
send a n
ew fax message, adding an optional
voice comment, to one or more Messaging Voice Mail
subscribers from any fax-equipped telephone.
Note: Text-to-speech for e-mail text messages is a feature
lable o
avai
6
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
nly in certain languages.
Getting Started
Messaging Voice Mail can automatically guide new users
through the process of setting up their mailboxes. However,
if you are not guided through this process, follow these steps
to record your name and personal greeting and set your
security code. It is important that you set up your mailbox
before using Messaging Voice Mail.
Note: Each Messaging Voice Mail system may be configured
differ
setup instructions.
Access your subscriber mailbox
Dial the Messaging Voice Mail internal or external
telephone number
Getting Started
ently so check with the system administrator for exac
t
Press the key that your system has been
access messages
Normally this is the # key, but the system administrator can
change it
Alternatively, if the system administrator has enabled quick
logon, then you may access your subs
calling your own phone number. When your own personal
greeting begins to play, press the key on your telephone that
your system administrator configured as the one to use for
quick logon. Contact your administrator for more
information.
Enter your subscriber mailbox
If Messaging V
will not
security code.
to another key or sequence of keys.
number
oice Mail recognizes your phone number it
prompt you for you mailbox number, just your
configur
criber mailbox by
ed for to
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
7
Getting Started
Enter your security code
The first time you access your mailbox, your security code
may be set
If the setup tutorial is configured for your mailbox, you will
be automatically
code and recording your name and greeting. Otherwise,
follow the next three steps to set up your mailbox.
Step 1. Change your security code
Access your subscriber mailbox
As described on previous page.
Press to access PhoneManager
Press to access the Personal Options menu
Press to change your security code
to the system default security code.
walked through changing your security
When prompted, enter a new numeric security c
ode and
press
Secu
rity codes must be numeric and may be up to 15 digits
in length. The syst
em administrator may set a minimum
security code length of anything between 2 and 15 digits.
Ask your system administrator for the minimum security
code length for your system. Try to avoid using simple
combinations such as your mailbox number or “1234”.
You may need to change your security code periodically,
on selections made by the system administrator.
ding
depen
In this case you will be alerted at logon when your security
code expires. If your security code has expired, you will be
prompted to change your security code when you access
your mailbox. You will not be able to listen to or send
messages until you change your security code.
8
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
Getting Started
Confirm the new security code by entering it again and
press
Messaging Voice Mail tells you that your securi
been changed.
ty code has
Step 2. Record your name to id
entify your mailbox
Having changed your security code you will be returned to
the Personal Op
tions menu. From this menu:
Press to record your name
When recording your name, do not include an introduction
such as “Hello, this is...”.
Messaging Voice Mail already
provides you with an introduction.
Press to begin recording, then speak your name
Press again to stop recording
Options: After recording your name, you can:
Press to review your name
Press to delete your name and start over
When satisfied, press to save the recording
Press to cancel and exit to
t saving the recording
withou
the Personal Options menu,
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
9
Getting Started
Step 3. Record greetings for your mailbox
Messaging Voice Mail lets you have two different in-office
greetings:
•
Standard greeting - when you are in the office but away
from your de
• Busy greeting - when you are on the telephone.
Having recorded your name you will be returned to the
Personal Op
Press to record a personal greeting
sk.
tions m
enu. From this menu:
Press to record the greeting to be used
when your
line is
busy
Note: This feature may be restricted or not available. Check
with the system
administrator.
Press to record the standard greeting to be used for
normal conditions
Press to begin recording, then
want your callers
to hear
speak the greeting you
Press again to stop recording
You may find it helpful to write down your greeting before
recording.
10
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
Options: After recording your greeting, you can:
Press to review your greeting
Press to delete your greeting and start over
When satisfied, press to save the recording
Getting Started
Press to cancel and exit to
t saving the recording
withou
Once you h
ave recorded your greeting you must exit
the Personal Options menu,
PhoneManager.
ess to exit PhoneManager
Pr
You are now ready to use Messaging Voice Mail.
You can exit the system at this
point or use the Quick
Reference Card and begin exploring the many features of
Messaging Voice Mail.
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
11
Message Handling
Handle Incoming Messages
Each time you access your mailbox, Messaging Voice Mail
tells you how many new and saved messages you have.
There are a number of options to choose from when
handling these messages.
For example, you can:
ce mes
• Listen to voi
fax message, and e-mail text messages (text-to-speech
conversion).
• Save or d
• Retrieve deleted m
• View a fax or e-mail text message by forwarding it to a
fax machine (See section “Forward to a Fax
• Forward a message to
• Reply to a message by immediately transferring to the
sender or
Listen to new or saved messages or retrieve deleted messages
Access your subscriber mailbox
elete messages.
by just recording a response.
sages, voice comments attached to a
essages.
one or more subscribers.
Machine”).
Press to listen to new messages
OR
Press to listen to saved messages
OR
Press to retrieve deleted messages
Message Type: Then choose one of the following options:
Press to access voice messages
Press to access fax messages
12
User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee
Loading...