Active Voice Repartee Repartee Using - Mailbox Manager

Using Mailbox Manager

© 2002 Active Voice LLC
All rights reserved.
First edition 2002.

Repartee and TeLANophy are trademarks of Active
Voice LLC.

To access your mailbox by computer

1. Launch Mailbox Manager.

2. When the system greets you, enter:

Host name _______________________________________________________

Extension ________________________________________________________

Active Voice LLC
Seattle, Washington
U.S.A .
www.activevoice.com

Security Code ____________________________________________________

To access your mailbox by phone from inside your organization

1. Call the voice messaging system.

2. When the system greets you, enter:

Personal ID ______________________________________________________

Security Code ____________________________________________________

For assistance, call:

Name ___________________________________________________________

Extension

________________________________________________________

Changing your mailbox setup

This guide replaces the “Changing your
mailbox setup” section of the User
Guide.

Mailbox Manager allows you to control
your personal mailbox settings, such
as:

• Your profile

• Security code

• Recorded and spelled names

• Greetings

• Playback options

• Call transfer options

• Call screening options

• Call holding options

• Message delivery options

• Message groups

You can also change most of these
setup options for your personal mailbox
by phone. When you make a change,
the system leads you step by step
through a series of simple yes-and-no
questions.

To make changes to your TeLANophy
applications, refer to the application’s
online Help.

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1

Working with the Mailbox Manager

The Mailbox Manager allows you to con­trol how you and your callers interact
with the voice messaging system by
phone.

The first time you use the Mailbox Man­ager, you enter the host name, your
extension, and your security code in the
connect dialog box. .

The menu bar allows you to navigate
through the screens of the Mailbox Man­ager.

TIP:Click “Save” frequently to save
changes as you make them. If you move
to another screen within Mailbox Man­ager without saving changes first, you
are prompted to save before proceeding.

Menu bar

The Profile screen is where the system
stores your name, extension number, fax
ID, delivery number, and other settings.

Always click
Logout to exit

CHANGING YOUR MAILBOX SETUP

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2

To change your profile

To use the Control bar

a Access the Mailbox Manager (see

b Click “Profile.”

c Confirm and change settings as

d Click “Save.”

TIP:You must select a recording device
before you can record greetings, your
recorded name, or the names of groups.
If your computer is equipped with a
microphone and speakers, select “My
computer.” Otherwise, select “My
phone.”

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3

REPARTEE USER GUIDE

inside front cover).

needed.

a On the control bar, click to select

phone or computer playback.

b On the control bar, click to listen

to your recorded name.

c On the control bar, click to record

your name with your recording
device:

Phone: Pick up the handset when the
phone rings, wait for the beep, then
speak into the handset.

Computer: Wait for the tone, then
speak into the microphone.

d Click to stop recording.

Drag slider to skip forward
or back in the recording

Changing your security code

Your security code prevents others from
using your personal ID to listen to your
messages. Change your security code as
often as you like. Your security code
should be four to ten digits long.

If you forget your security code, contact
your system manager.

Type old and new security

codes here

To change your security code
by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Profile.”

c Click “Change Code.”

d In the Change Security Code dialog

box, type your old and new pass­words in the corresponding fields.

e Click “OK,” and then click “Save.”

To change your security code
by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 7 4 to change your security

code.

c Follow the system instructions. Enter

1 for Yes, 2 for No.

TIP:When you change your mailbox
security code, update your TeLANophy
security code. See “To change mail and
service options” in ViewMail online
Help or “Changing mail and service
options” in ViewMail for Microsoft Mes­saging online Help.

CHANGING YOUR MAILBOX SETUP

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4

Changing your recorded and spelled names

The system uses your recorded name
to identify both you and your messages
to other callers. You can change your
spelled name only by phone. If your
phone keypad has letters, you can also
spell your name for the system.

The system uses your spelled name for
the directory. Callers can enter the first
letters of your name to locate you in
the directory. You can also remove your
name from this directory.

To add or remove your name
from the directory by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 7 7 to change your directory

listing.

c Follow the system instructions to

change your spelled name. Enter 1
for Yes, 2 for No.

To change your recorded
name by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Profile.”

c On the Control bar, click to

record your name with your record­ing device:

Phone: Pick up the handset when
the phone rings, wait for the beep,
then speak into the handset.

Computer: Wait for the tone, then
speak into the microphone.

d Click to stop recording.

To change your recorded
name by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 7 5 to change your recorded

name.

c Follow the system instructions to

record your name. Enter 1 for Yes, 2
for No.

To change your spelled name
by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 7 6 to change your spelled

name.

c Follow the system instructions to

change your spelled name. Enter 1
for Yes, 2 for No.

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REPARTEE USER GUIDE

Changing your greetings

Callers hear a greeting before they leave
a message. Your mailbox can have one
of three greetings: standard, busy, or
alternate. You can rerecord or switch
between greetings by phone or by com­puter.

If the system has been configured for
message notification to your pager, add
the following message to your greeting:
“or press 1 to beep my pager.”

Standard greeting

The standard greeting plays when your
extension is unanswered. A typical
standard greeting is: “Hello, this is Pat
Green. I am not at my desk right now.
Please leave a message.”

Busy greeting

The busy greeting plays when your
extension is busy.* A typical busy
greeting is: “Hello, this is Pat Green. I am
on the phone now. Please leave a

message.” For callers to hear your busy
greeting, you must activate it.

If you do not want to use a separate
busy greeting, then record a standard
greeting for all situations when you are
unavailable. For example: “Hello, this
is Pat Green. I am not available at this
time. Please leave a message.”

Alternate greeting

The alternate greeting plays for special
occasions, such as a vacation. A typical
alternate greeting is: “Hello, this is Pat
Green. I am out of the office today and
will return tomorrow.”

When your alternate greeting is active,
the system plays it instead of any of your
other greetings.

System-generated greetings

If you do not record greetings in your
own voice, the system plays greetings

that include your recorded name or your
extension. For example:

• For a standard greeting, “Pat Green is
not available right now.”

• For a busy greeting, “Extension 1 2 3
is busy.”

• For an alternate greeting, “Pat Green
is out today.”

To switch between your
greetings by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Greetings.”

c From the “Choose a greeting” list

box, select a greeting.

d For “This greeting is,” select the

“Enabled” check box.

e Click “Save.”

* This feature may not be available at your site.

CHANGING YOUR MAILBOX SETUP

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6

To rerecord your standard,
alternate, or busy greeting by
computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Greetings.”

c From the “Choose a greeting” list

box, select the greeting to rerecord.

d For “Greeting source,” click “Record

my greeting.”

e On the Control bar, click to

record the greeting with your record­ing device:

Phone: Pick up the handset when
the phone rings, wait for the beep,
then speak into the handset.

Choose a greeting
list box

f Click to stop recording.

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REPARTEE USER GUIDE

Computer: Wait for the tone, then
speak into the microphone.

Greeting source

Control bar

To switch between your stan­dard and alternate greeting
by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 4 5 to switch to your other

greeting (standard or alternate).

To rerecord your standard,
alternate, or busy greeting by
phone

a Access your mailbox by phone (see

inside front cover).

b To rerecord your:

• standard greeting, enter 7 4 6 1.

• alternate greeting, enter 7 4 7 1.

• busy greeting, enter 7 4 8 1.

c Enter ✱ to stop recording.

To activate your busy
greeting by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 4 8 to hear your busy greet-

ing.

c Follow the system instructions to

activate your busy greeting. Enter 1
for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP

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8

Playback options

The Playback options screen stores set­tings for how messages are played.
These options are not available by
phone. Without Mailbox Manager, you
need to ask your system manager to
change these options. The Playback
options consist of:

Announce

New e-mail messages If the optional

e-mail integration package is in­stalled, the system includes new
e-mail messages in the total when
announcing the number of new mes­sages.

Voice message length The system
announces the total length, in min­utes, of new voice messages.

Telephone conversation type

Menu mode conversation This con-

versation plays menus of options.
Enter the number associated with the
option to perform the particular task.

Yes/No conversation This conversa­tion leads you step by step through all
of your options with easy, yes-and-no
questions. Enter 1 for Yes, 2 for No.

Voice message time stamp

Announce timestamp before
messages The system plays the time

and date that the message was
recorded before playing the message.

Announce time stamp after
messages The system plays the time

and date that the message was
recorded after playing the message.

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REPARTEE USER GUIDE

To change your playback
options by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Playback.”

c Confirm and change the settings as

needed.

d Click “Save.”

Announce options

Conversation options

Listening to a

message options

CHANGING YOUR MAILBOX SETUP

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Changing call transfer options

T

T

The voice messaging system is set up
to transfer calls to your extension just
as a receptionist would. When you are
unavailable or on another call, the sys­tem takes a message for you. If you will
be away for a while, you can turn off call
transfer or have your calls transferred to
a different phone number.

Turn on call transfer before transferring
your calls to a different phone number.
You can enter up to nine digits for the
new phone number..

b Enter 7 6 4 to turn call transfer on or

off.

c Follow the system instructions. Enter

1 for Yes, 2 for No.

To change the number to
which calls are transferred by
phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 6 4 1 4 to change the number

to which your calls are transferred.

c Follow the system instructions. Enter

1 for Yes, 2 for No.

To turn call transfer on or off
by phone

a Access your mailbox by phone (see

inside front cover).

SEE ALSO

IP: T I P : TIP:

IP: TIP: TIP:

Changing call screening options ............13

Changing call holding options................ 15

11

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REPARTEE USER GUIDE

To turn call transfer on or off
by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Transfer/Screening.”

c To turn call transfer on, for “Transfer

incoming calls to,” select “My exten­sion.” To turn call transfer off, select
“My voicemail.”

d Click “Save.”

To change the number to
which calls are transferred by
computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Transfer/Screening.”

c For “Transfer incoming calls to,”

select “This number.” Type the
phone number or extension.

d Click “Save.”

Turn transfer on or

off here

Select screening

options here

Turn holding on or

off here

CHANGING YOUR MAILBOX SETUP

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Changing call screening options

When available, the system can use a
variety of call screening options.* You
can select these options on the Transfer/
Screening screen of the Mailbox Man­ager.

These options are not available by
phone. If your system manager has set
up call screening for your extension, you
can only turn call screening on and off
by phone.

What you hear when you pick up the
phone depends on which of the follow­ing options you have selected.

Announce before connecting caller

The system plays a beep before trans­ferring the call.

* This feature may not be available at your site.

Screen Name The system asks the
caller’s name before ringing your
extension. The system plays “Call
from <caller’s name spoken by the
caller>” before transferring the call.

Ask me if I want to take the call The
system says “Enter 1 to take the call,
or 2 and I’ll take a message” and then
waits for a response from you before
transferring the call.

Remember Screen Name The sys­tems asks and plays the caller’s name
as above, and if the caller leaves a
message, will append the caller’s
name to the beginning of the mes­sage.

Tell me who the call is for The sys­tem says, “Call for <your name>”
before transferring the call.

Two or more of these options may be
combined. For example, if you select
“Screen name” and “Ask me if I want to
take the call,” the system asks the caller’s
name, then rings your extension. When
you answer the call, the system plays the
caller’s recorded name, then asks if you
want to take the call.

13

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REPARTEE USER GUIDE

To change call screening
options by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Transfer/Screening.”

c Select the “Screening” check box.

d Select the transfer/screening options

as needed.

e Click “Save.”

To turn call screening on or off
by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 6 4 1 5 to turn call screening

on or off.

c Enter 1 to turn call screening on.

Enter 2 to turn it off.

Select screening

options here

CHANGING YOUR MAILBOX SETUP

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14

Changing call holding options

The system can hold a call until your
extension is available.* When call hold­ing is turned on and your extension is
busy, the system asks callers if they want
to hold until you are available or to leave
a message. The system also tells callers
how many calls are holding ahead of
theirs.

If your system manager has set up call
holding for you, you can turn call hold­ing on and off. Your system manager sets
the number of calls that the system can
hold for you.

* This feature may not be available at your site.

To turn call holding on or off
by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Transfer/Screening.”

c To turn call holding on, select the

“Holding” check box. To turn it off,
clear the check box.

d Click “Save.”

To turn call holding on or off
by phone

a Access your mailbox by phone (see

inside front cover).

b Enter 7 6 4 1 6 to turn call holding on

or off.

c Enter 1 to turn call holding on. Enter

2 to turn it off.

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REPARTEE USER GUIDE

Changing message delivery options

The system can deliver messages to sev­eral different phone numbers. You can
set a range of minutes, hours, and days
that a message delivery phone number
is in effect. You can set the system to
deliver only urgent messages. You also
can set the system to delay message
delivery to any of the numbers.

To change message delivery
options by computer

a Access the Mailbox Manager (see

inside front cover).

b Click “Notification.”

c To edit a message delivery device,

select the device and click “Edit.”

To add a new device, click “Add.”

d On the Message Delivery screen,

confirm and change the settings as
needed and click “OK.”

e Click “Save.”

TIP:

Times to deliver
messages

Days to deliver
messages

Types to deliver
and how often

Name of the device

Phone number
to reach device

CHANGING YOUR MAILBOX SETUP

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16

If changing message delivery by phone,
you may not be able to enter a pager
number that requires special dialing
characters (for example, a semicolon
that represents a three-second pause).
Contact your system manager for assis­tance.

TIP:Enter # to insert a one-second pause
where you want the system to pause
between digits that it is dialing.

To change message delivery
by phone

a Access your mailbox (see inside front

cover).

b To change your message delivery

options for your:

• work phone, enter 7 6 6 5 4.

• home phone, enter 7 6 6 5 5.

• pager, enter 7 6 6 5 6.

• spare phone, enter 7 6 6 5 7.

• fax phone, enter 7 6 6 5 8.

c Enter 1 to turn on delivery for that

number or 2 to turn off delivery.

d Enter 4 to change the phone

number. After you enter a phone
number, enter ✱ to end the entry.

e Enter 5 to change the schedule, and

then follow the system instructions.
Enter 1 for Yes, 2 for No.

f Enter 6 to change the delivery mode

for messages delivered to this
number, and then follow the system
instructions. Enter 1 for Yes, 2 for No.

g Enter 7 to change fax notification,

and then follow the system instruc­tions. Enter 1 for Yes, 2 for No.

h Change any remaining message

delivery numbers by repeating the
procedure.

17

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REPARTEE USER GUIDE

Creating groups

You can create your own message
groups. When you send a message to a
group, the message is sent to all mem­bers of the group. Each group you create
has a number or a name.

There are three types of message groups:
private, open, and local access. When
you create a private group, only you can
send messages to it. When you create an
open group, other subscribers also can
send messages to it. When you create a
local access group, only subscribers call­ing from an extension within the com­pany can send messages to it.

To create a group by phone

a Access your mailbox (see inside front

cover).

b Enter 7 5 4 to create a new group.

c For numbered groups, enter a three-

digit group number. For named
groups, enter the first three letters of
the group’s name.

d Record a name for the group.

Enter ✱ when you are finished.

e Enter 1 to make the group an open

group or 2 to make it a private group.

f Follow the system instructions to

add members to the group. You can
add them by name or extension
number.

g Enter ✱ when you are finished add-

ing members.

h Enter 1 to leave a message for this

group now. Otherwise, enter 2.

TIP:Guests do not have extension num­bers, so add them to the group by spell­ing their names or by entering their
personal IDs.

CHANGING YOUR MAILBOX SETUP

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18

To create a group by com­puter

a Access the Mailbox Manager (see

inside front cover).

b Click “Groups.”

c Click “Create Group.”

d In the Create/Modify Group dialog

box, type a name for the group.

e Select a type for the group.

f If the group will be used to dispatch

messages to the first member avail­able, select the “Dispatch” check
box. Otherwise, each message sent
to the group will be delivered to all
members.

g On the control bar, click to record

the group name with your recording
device:

Phone: Pick up the handset when
the phone rings, wait for the beep,
then speak into the handset.

Computer: Wait for the tone, then
speak into the microphone.

h Click to stop recording.

Group name

i To add members to the group, click

“New.” Use the Member Properties
dialog to search for enrolled sub­scribers.

j When you are finished adding mem-

bers, click “OK.”

k Click “OK” to accept the group.

l Click “Save.”

Group type

19

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REPARTEE USER GUIDE

Changing groups

You can add and delete members of your
message groups.*

You also can delete any message group
that you own, or change the group’s
number, spelled name, or recorded
name.

To change a group by com­puter

a Access the Mailbox Manager (see

inside front cover).

b Click “Groups.”

c Select the group you want to edit.

Click “Modify Group.”

d In the Create/Modify Group dialog

box, make the desired changes and
click “OK.”

e Click “Save.”

Click to open list of enrolled

subscribers

* This feature may not be available at your site.

CHANGING YOUR MAILBOX SETUP

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20

To add or delete group
members by phone

f Enter ✱ when you are finished add-

ing or deleting members.

To hear a list of your groups and
group members by phone

21

a Access your mailbox (see inside front

cover).

b Enter 7 5 5 to edit a group.

c Enter the group name or group

number. Enter 2 until you hear the
name of the group you want, then
enter 1.

d Enter 4 to add members to a group.

Or enter 5 to delete members from
the group.

When deleting group members,
enter the first three letters of the per­son’s last name, or enter three wild-card
numbers (for example, 1 1 1) to list
each group member, then choose the
member’s name you want to delete.

e To confirm your additions or dele-

tions, enter 1.

▲

REPARTEE USER GUIDE

To change a group name or
number by phone

a Access your mailbox (see inside front

cover).

b Enter 7 5 5 to change a group name

or number.

c Enter the first three letters of the

group name. Or, enter the first three
digits of the group number.

d Enter 1 to confirm, or enter 2 to hear

the name of the next group.

e Enter 7 to change the group name or

group number.

f Follow the system instructions to

change the group’s recorded name.
Enter 1 for Yes, 2 for No.

a Access your mailbox (see inside front

cover).

b Enter 7 5 6 to list your groups and

group members.

c Follow the system instructions. Enter

1 for Yes, 2 for No.