Active Voice Repartee For Windows 2000 Repartee for - Windows 2000 User Guide

Repartee

for Windows® 2000

User Guide

®

© 2002-2003 Active Voice LLC
All rights reserved.
Second edition 2003.

ActiveFax, PhoneBASIC, Repartee, TeLANophy, View­Call, ViewFax, and ViewMail are trademarks of Active
Voi ce, LLC.

All other brands and product names used in this docu­ment are trademarks of their respective owners.

Licensed under one or more of the following patents:
U.S. Nos. 4,994,926; 5,291,302; 5,459,584; 4,696,028;
4,809,321; 4,850,012; 4,922,526; 4,935,958; 4,955,047;
4,972,469; 4,975,941; 5,020,095; 5,027,384; 5,029,196;
5,099,509; 5,109,405; 5,148,478; 5,166,974; 5,168,519;
5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401;
5,181,243; 5,724,408; and Canadian No. 1329852.

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

To access your mailbox by phone

1. Call the voice messaging system.

From inside your organization, dial ____________________________________

From outside your organization, dial ___________________________________

2. When the system greets you, enter:

Personal ID ______________________________________________________

Security code ____________________________________________________

To access your mailbox by computer

1. Start Mailbox Manager.

2. On the Connect dialog box, enter:

Host name_______________________________________________________

Extension _______________________________________________________

Security code ____________________________________________________

For assistance, call______________________________________________________

Contents

Introduction ii

Setting up your mailbox .......................................iv

Checking and leaving messages 1

Checking new messages ..................................... 2

Leaving a message by phone.............................. 4

Sending a message by computer ........................ 6

Leaving a group message by phone.................... 8

Sending a group message by computer*............. 9

Reviewing messages ......................................... 10

Redirecting a message ...................................... 12

Modifying a message ......................................... 14

Canceling a message ........................................ 16

Archiving a message.......................................... 18

Changing your mailbox setup 21

Working with the Mailbox Manager.................... 22

Changing your security code ............................. 24

Changing your recorded and spelled names ..... 25

Changing your greetings.................................... 26

Playback options................................................ 29

Changing call transfer options ........................... 31

Changing call screening options.........................33

Changing call holding options.............................35

Changing message delivery options...................36

Creating groups ..................................................38

Changing groups ................................................40

Sending and receiving faxes 43

Sending faxes by computer................................44

Receiving faxes ..................................................46

Changing fax setup.............................................48

Using e-mail integration 49

Checking e-mail by phone..................................50

Entering your e-mail password ...........................51

E-mail password charts ......................................52

Changing your e-mail setup options ...................53

Receiving e-mail by fax ......................................54

Using speech recognition 55

Accessing your mailbox...................................... 56

Checking voice messages.................................. 57

Checking e-mail messages ................................ 58

Leaving messages .............................................59

Saying numbers, times, or dates........................60

Using ViewCall Plus 61

Screening and managing calls...........................62

Tracking calls ..................................................... 64

PhoneBASIC......................................................65

Using quick message actions
and shortcuts 67

Quick message actions ...................................... 68

Shortcuts ............................................................69

System menus ...................................................72

Index 75

▲ i

Introduction

Welcome to Repartee® for
Windows
voice messaging system that can greet
your callers and record your messages.

®

2000, a simple yet powerful

On the phone

The voice messaging system lets you
control how your mailbox receives mes­sages and plays them back. You can
change these settings whenever you like,
from any phone. The phone options
consist of:

Menu conversation The menu

conversation leads you quickly to
your destination. You will hear a
menu of options. Press the number
associated with the option to perform
a particular task. The voice messag­ing system’s menu options are dia­grammed on page 72.

1 for Yes, 2 for No

ask your system manager to set your
mailbox for the 1 for Yes, 2 for No

®

If you prefer,

conversation. This conversation
leads you through all of your options
with easy, yes-and-no questions. Just
press 1 for Yes, 2 for No.

Shortcuts To perfo rm routine

tasks quickly, you can enter a
sequence of numbers in advance of
the conversation questions or menus.

Help When the system conversa-

tion asks you a question, press 3 to
hear a Help menu of options.

Receiving faxes

With ActiveFax®, your faxes are included
with your voice messages. You can
deliver your faxes to a fax machine by
using any phone. See “Sending and
receiving faxes,” on page 43 for details.

Checking e-mail by phone

Depending on the options installed, you
may be able to use text-to-speech tech­nology to listen to your e-mail messages
by phone. You can reply, archive, redi­rect, or delete any e-mail message by
phone. See “Using e-mail integration,”
on page 49 for details.

Speaking commands

Depending on the options installed, you
may be able to give the system com­mands by speaking instead of pressing
touchtone keys.

If your system includes speech recogni­tion, simply respond to prompts with
short phrases in your normal speaking
voice. You can speak a command at any
time. For example, say “Check new mes­sages” or “setup options.”

Or, if desired, you can press a touchtone
key at any time. See “Using speech rec­ognition,” on page 55 for details.

ii ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

On the computer

You can use the Mailbox Manager pro­gram to change your mailbox setup from
your desktop computer.

If your system has TeLANophy
manage all types of messages and phone
calls visually on your desktop computer.
TeLANophy is a suite of unified messag­ing and call management programs.
TeLANophy consists of:

ViewMail

®

All of your voice and fax messages are
brought together in one window with
ViewMail. You can access and priori­tize your messages and respond to
them by computer.

ViewMail for Microsoft®
Messaging

You can access all of your voice mes­sages, faxes, and e-mail messagesin
your Microsoft Inbox, whether you
are using Exchange, Outlook, or the
Windows Messaging Inbox.

®

, you can

ViewMail for Lotus® Notes

®

You can access all of your voice mes­sages, faxes, and e-mail messagesin
your Lotus Notes Inbox.

ViewFax

®

You can send, receive, and redirect
faxes from your desktop computer.

ViewCall® Plus

All of your inbound and outbound
calls can be managed visually from
your desktop computer. With

®

PhoneBASIC

, you can customize
your call control by integrating View­Call Plus with other programs, such

®

as Microsoft’s Office

E-mail integration

suite.

You can access all of your voice, fax,
and e-mail messages in your e-mail
mailbox. Using text-to-speech tech­nology, you can hear your e-mail by
phone. You can also send e-mail mes­sages to any fax machine.

Help

For more detailed information about
any of these programs, see the
Online Help system for the program.

F1 or use the Help menu.

Press

INTRODUCTION ▲ iii

Setting up your mailbox

First, fill in the blanks on the inside front
cover of this guide and perform the pro­cedure “To access your mailbox by
phone.” This makes your mailbox ready
to use and enrolls you on the system as a
subscriber.

The system will ask you a few simple
questions to record your name, spell
your name (if required), record
a personal greeting, and set your
security code.

Your system manager has assigned you
a personal ID. As soon as you hear the
system greeting, enter your personal ID.
This tells the system who you are and
allows you to check messages or leave
messages.

You should also set a security code that
only you know. This prevents someone
else from hearing your messages. You
can change your security code as often
as you like.

After you have set up your mailbox
by phone, you can use TeLANophy. Con­tact your system manager to install the
TeLANophy programs on your com­puter.

To set up your mailbox

1

Access your mailbox (see inside front
cover).

2 Answer the system questions. Press 1

for Yes, 2 for No. If you are not sure,
press 2. You can always change the
option later.

3 When the system tells you that your

mailbox is set up, press 1 to confirm
your settings.

TIP

To exit the system quickly,
press ✱ three or more times. Or
hang up and the system will exit
automatically after a few seconds.

iv ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Checking and leaving messages

Depending on your system, you can
use a phone or computer to:

• Check new messages

• Leave a message to one or more
subscribers or guests

• Leave a message to a group

• Review messages

• Redirect a message

• Modify or cancel a message after
leaving it

• Archive a message

▲ 1

Checking new messages

Checking new messages
by phone

New messages are messages that you
have not yet heard. The system notifies
you when you have new messages.

The system plays all urgent messages
first, then all regular messages. It also
sorts your messages by sender. If the sys­tem does not know who left a message, it
says that the message is “from your mes­sage box.”

After you listen to the messages from a
subscriber, you can reply immediately;
you don’t have to dial the subscriber’s
extension.

SEE ALSO

Modifying a message ...............................14

Canceling a message................................16

Shortcuts...................................................69

2 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To check new messages
by phone

1

Access your mailbox (see inside front
cover).

2 Press 4 to check new messages. Fol-

low the system instructions. Press 1
for Yes, 2 for No.

* One or more of these features may not be
available at your site.

Optional playback features*

The system manager can set up special
options for your mailbox to:

• Play your new messages automati­cally each time you call the system.

• Provide additional security by always
requiring both a personal ID and a
security code to play messages.

• Identify you automatically when you
are using your assigned extension.

• Tell you how long it will take to play
your messages.

Checking new messages
by computer

If your system uses ViewMail, ViewMail
for Microsoft Messaging, or ViewMail for
Lotus Notes, you can check messages
visually on your computer.

Information about each message is pro­vided on the screen. When available,
names, phone numbers, and a subject
are included with messages. ViewMail
also provides the length of the message
and the time it was sent.

You can listen to messages either with a
computer sound device or a phone.

To check new messages by
computer

1

Double-click the message to open it.

2 Use the VCR-style buttons to play

and respond to the message.

Urgent voice message

Voice message

VCR-style buttons

CHECKING AND LEAVING MESSAGES ▲ 3

Leaving a message by phone

The system lets you leave voice mes­sages for subscribers, groups, or guests.
If you call a subscriber’s extension and
the call is unanswered, your call is auto­matically routed to the subscriber’s
mailbox, where you can leave a message.
You can also leave messages directly in a
subscriber’s mailbox.

If your phone system uses identified
subscriber messaging, the system auto­matically tags a message from your
assigned extension with your name.

If your phone system does not use iden­tified subscriber messaging or you are
calling from another subscriber’s exten­sion, you need to identify yourself as a
subscriber by entering your personal ID
and security code.

SEE ALSO

Modifying a message............................... 14

Canceling a message ............................... 16

Directory assistance

Your system may use automatic direc­tory assistance, numeric directory assis­tance, or both, to help callers find
subscribers’ extension numbers.

Callers with letters on their phones
can use automatic directory assistance,
which identifies subscribers by their
last names. All callers can use numeric
directory assistance, which groups sub­scribers by department, location,
or some other category.

TIP

To finish recording a message, you
can press * or just stop speaking.

Shortcuts...................................................69

Special delivery options

When you leave an identified subscriber
message, you can mark it with one or
more of these special delivery options:

Urgent The message is played first,

before regular messages.

Private The message cannot be

redirected.

Return receipt The system tells

you when a subscriber has heard the
message.

Future delivery The message is

delivered at the time and day you
specify.

4 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To leave an identified
subscriber message

1

Call another subscriber. When the
subscriber does not answer, the call
is automatically forwarded to voice
mail.

2 Follow the system instructions to

record your message. Press 1 for Yes,
2 for No.

3 Press # to start over or ✱ to stop

recording.

To leave a message directly
in a subscriber’s mailbox

1

Access your mailbox (see inside front
cover).

2 Press 5 to leave any messages.
3 On the phone, spell the subscriber’s

name. Otherwise, enter the exten­sion number.

When spelling a subscriber’s last
name, use a “wild card” number
(typically 0 or 1) for any letter in
the last name you do not know.

4 Press 1 when you hear the name of

the subscriber you want. Otherwise,
press 2 to hear the next matching
name.

5 Record your message at the beep.

The message must be at least three
seconds long to be delivered.

6 Press # to start over or ✱ to stop

recording.

TIP

With speech recognition, access your
mailbox, then say “Leave a message.”
Press touchtone keys to spell a name,
or say the extension number, if asked.
Say “Yes” when you hear the name
you want, then record the message.

CHECKING AND LEAVING MESSAGES ▲ 5

Sending a message by computer

Depending on installed options, you can
use ViewMail, ViewMail for Microsoft Mes­saging, or ViewMail for Lotus Notes to send
voice messages by computer.

To send a message
by computer

1

If you are using ViewMail, click “Send.”
If you are using ViewMail for Microsoft
Messaging, click “New voice message.”
If you are using ViewMail for Lotus
Notes, select “New memo> Voice mail.”

2 Click “To” and then use the address

book to select recipients’ names.

3 Type in a subject and select delivery

options as needed. For future deliv­ery, click “To be sent,” then select the
date and time. Click “OK.”

4 Use the VCR-style buttons and your

phone or a sound device to record the
message. You can also add sounds from
the clipboard or from a .Wav file.

5 To send the message, click “Send.”

For composing and
sending a message

For selecting
special delivery options

6 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

With ViewMail, you can send a message
to another subscriber with the ViewMail
address book.

With ViewMail for Microsoft Messaging
or ViewMail for Lotus Notes, you also
can send a voice message to someone
outside the voice messaging system.
When you use the Microsoft Messaging
or Lotus Notes address book, the mes­sage i s sen t as a n e-m ail m essa ge with an
attached WAV file.

For composing

and sending a

message

For addressing a message
to multiple subscribers or
message groups

For selecting
an address

CHECKING AND LEAVING MESSAGES ▲ 7

Leaving a group message by phone

You can leave a message for more than
one subscriber either by:

• Leaving the message for a message
group.

• Adding names to the address list.

A message group is a mailing list of sub­scribers and guests. Your system man­ager can create message groups or you
can create your own message groups.

To leave a group message
by phone

1

Access your mailbox (see inside front
cover).

2 Press 5 to leave a message.
3 Spell the group name, or enter the spe-

cial group ID and group number.

4 Press 1 when you hear the name of

the group you want. Otherwise,
press 2 to hear the next matching
name.

5 After the beep, record your message.

The message must be at least three sec­onds long to be delivered. Press * to fin­ish recording.

6 If desired, follow the system prompts to

edit the message, set special delivery, or
address the message to others.

7 Press * to send the message.

To leave a message to sev­eral subscribers by phone

1

Leave a message for the first sub­scriber.

2 Press ✱6 to stop recording.
3 Follow the system instructions to

add a subscriber as a message recipi­ent.

4 Repeat step 3 for each subscriber

you want to receive the message.

5 Press * when you are finished.

The system tells you when everyone in a
group has received your message. If you
do not get this confirmation, you can ask
the system who in the group has not yet
heard the message.

To find out by phone who has
not heard a group message

1

Start to leave a new message to the
group.

2 The system says that some members

have not heard your last message.
Press 1 to review the message.

3 Listen to the message or press 2 to

interrupt it.

4 Press 2 to avoid canceling the mes-

sage.

5 Press 7 to list who has not heard the

message. Press ✱ to stop the list.

8 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Sending a group message by computer*

With ViewMail, ViewMail for Microsoft
Messaging, or ViewMail for Lotus
Notes, you can either choose more
subscriber names or a group name
from the ViewMail address book. Cre­ate your groups by phone or ask the
system manager to create your groups
for you.

For addressing a message to multiple
subscribers or message groups

* This feature may not be available at your site.

CHECKING AND LEAVING MESSAGES ▲ 9

Reviewing messages

SEE ALSO

Online Help:

ViewMail, Opening messages
ViewMail for Microsoft Messaging, To set

preferences for saving sent voice
messages

You can review old messages and
archived messages by phone or by com­puter.

Reviewing messages by phone

After you have heard a new message, the
system saves it for a set amount of time
(for example, until midnight).

To review messages by
phone

1

Access your mailbox (see inside front
cover).

2 Press 6 to review old messages.
3 Follow the system instructions. Press

1 for Yes, 2 for No.

TIP

Press ✱ to skip a message. Press 3 7 to
archive a message.

10 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Reviewing messages
by computer*

ViewMail lists all of your opened (old)
messages in your mailbox until the sys­tem deletes them at the set time, usually
at midnight every night.

To review an old message
by computer

1

Double-click the message.

2 Use the VCR-style buttons to play

the message.

* This feature may not be available at your site.

New message

Old message

Opened message

New message

CHECKING AND LEAVING MESSAGES ▲ 11

Redirecting a message

The system lets you:

• Redirect a message to another sub­scriber.

• Record an introduction to the mes­sage.

• Use special delivery options.

The system does not let you redirect
messages that are designated as private
by the original sender.

SEE ALSO

Leaving a message by phone:

Special delivery options ............................ 4

To redirect a message
by phone

1

While listening to a message, press
3 9 to interrupt it.

2 Spell the last name of the subscriber

to whom you are redirecting the
message.

3 Press 1 to confirm that you want to

redirect the message.

Online Help:

ViewMail, Redirecting messages
ViewMail for Microsoft Messaging,

Forwarding a voice message

Redirecting a message
by computer*

You can redirect a message to other sub­scribers using ViewMail, ViewMail for
Microsoft Messaging, or ViewMail for
Lotus Notes. When you redirect a voice
message, the original voice message is
included.

* This feature may not be available at your site.

12 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To redirect a message
by computer

1

Select the message.

2 Click “Redirect.”
3 Click “To” and then use the address

book to select recipients’ names.

4 Type in a subject and set delivery

options as needed.

5 Use the VCR-style buttons and your

phone or a sound device to record an
introduction.

6 Click “Send” to send your message.

For redirecting the message to other
subscribers, groups, or guests

For redirecting a message

CHECKING AND LEAVING MESSAGES ▲ 13

Modifying a message

SEE ALSO

Leaving a message by phone .................... 4

Redirecting a message............................. 12

Canceling a message ............................... 16

Depending on system settings, you can
use one or more of these message
options after you record a message:

• Modify the message.

• Modify its delivery options.

• Mark it for special delivery.

• Redirect it to others.

Online Help:

ViewMail, Changing or revoking sent
messages

ViewMail for Microsoft Messaging,
Revoking a voice message you have sent

To modify a message by
phone

1

Record a message.

2 Press ✱4 to stop recording.
3 While modifying, you can press 4 to

add to the end of the message, 5 to
listen to the message, or 6 to
rerecord the message.

4 Press ✱ when you finish modifying.

14 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Modifying a message
by computer*

With ViewMail, you can modify a voice
message you have sent if the recipient
has not opened it.

ViewMail displays the message in your
ViewMail inbox until the person has
opened it. If the message is still in your
mailbox, simply open and modify it.

* This feature may not be available at your site.

Unopened sent
message

For modifying message
delivery options for an
unopened message

CHECKING AND LEAVING MESSAGES ▲ 15

Canceling a message

SEE ALSO

Modifying a message ...............................14

Online Help:

ViewMail, Changing or revoking sent
messages

ViewMail for Microsoft Messaging,
Revoking a voice message you have sent

If the recipient has not heard your last
message, the system lets you cancel it.
You can then record a new message.

To cancel a message by
phone

1

Start to leave another message to the
same subscriber.

2 If the subscriber has not yet heard

your last message, the system asks if
you want to review it.

3 Press 1 to review it.
4 When you hear the message you

want to cancel, press 5 to cancel it.

5 Press 1 to confirm the cancellation.

16 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Canceling a message
by computer*

With ViewMail, you can cancel a voice
message you have sent if the recipient
has not opened it. A message remains in
your mailbox until the recipient opens it.

To cancel a message
by computer

1

Select the message.

2 Click “Delete.”

With ViewMail for Microsoft Messaging,
all unopened voice messages you have
sent appear in the Unopened folder,
which is located in the Sent Items
folder.*

* This feature may not be available at your site.

For canceling a message
that has been sent

CHECKING AND LEAVING MESSAGES ▲ 17

Archiving a message

SEE ALSO

Online Help:

ViewMail, Archiving and saving messages
ViewMail for Microsoft Messaging, Sav-

ing a voice message temporarily
ViewMail for Microsoft Messaging,

ViewMail columns

The system saves old messages for a set
time (for example, until midnight). To
keep a message for a longer period, you
can archive it. The system manager can
tell you how long your system saves
archived messages.

You can hear your archived messages
when you review messages. The only dif­ference between archived messages and
old messages is that archived messages
are saved for a longer period of time.

After you listen to your archived mes­sages, the system gives you the option of
archiving the messages again.

WARNING!

After listening to an archived message,
you must press 3 7 to archive it again or it
will be deleted.

To archive a message
by phone

While listening to a message, press 3 7
to archive it.

18 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Archiving messages
by computer*

You can archive a message using View­Mail, ViewMail for Microsoft Messaging,
or ViewMail for Lotus Notes.

When the number of archived days
reaches zero, the voice message is
deleted with other old voice messages.

In the ViewMail mailbox, archived mes­sages appear with an Archive icon. The
number of days the voice message
remains archived is displayed in the
Archive Days column, which appears
before the Phone column in the View­Mail mailbox.

With ViewMail for Microsoft Messaging,
you can see how many days are left for
an archived message by opening the
voice message.

* This feature may not be available at your site.

To archive a message
by computer

1

Select the message.

2 If you have ViewMail or ViewMail for

Lotus Notes, click “Archive.” If you
have ViewMail for Microsoft Messag­ing, select “Archive Voice Message”
from the File menu.

For archiving messages

Number of
archived
days

TIP

As the archive time decreases for a
message, you can archive it again,
which resets the archive time to the
maximum value.

CHECKING AND LEAVING MESSAGES ▲ 19

Changing your mailbox setup

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
programs, refer to the program’s online
Help.

▲ 21

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 per­sonal ID 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.

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

22 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To change your profile

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Profile.”
3 Confirm and change settings as

needed.

4 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.”

To use the

1

On the control bar, click to select
phone or computer playback.

2 On the control bar, click to listen

to your recorded name.

3 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.

4 Click to stop recording.

Drag slider to skip forward or
back in the recorded message

CHANGING YOUR MAILBOX SETUP ▲ 23

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 three to 10 digits long.

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

Type old and new security

code in these fields

To change your security
code by computer

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Profile.”
3 Click “Change Code.”

4 In the Change Security Code dialog

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

5 Click “OK,” and then click “Save.”

To change your security
code by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 7 4 to change your security

code.

3 Follow the system instructions. Press

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.

24 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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 change your recorded
name by computer

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Profile.”

3 On the , 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.

4 Click to stop recording.

To add or remove your name
from the directory by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 7 7 to change your directory

listing.

3 Follow the system instructions to

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

To change your recorded
name by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 7 5 to change your recorded

name.

3 Follow the system instructions to

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

To change the spelling of
your name by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 7 6 to change your spelled

name.

3 Follow the system instructions to

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

CHANGING YOUR MAILBOX SETUP ▲ 25

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

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Greetings.”
3 From the “Choose a greeting” list

box, select a greeting.

4 For “This greeting is,” select the

“Enabled” check box.

5 Click “Save.”

* This feature may not be available at your site.

26 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Greetings.”
3 From the “Choose a greeting” list

box, select the greeting to rerecord.

4 On the Greeting Source 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.

Computer: Wait for the tone, then

speak into the microphone.

5 Click to stop recording.

Greeting source control bar

CHANGING YOUR MAILBOX SETUP ▲ 27

To switch between your
standard and alternate
greeting by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 4 5 to switch to your other

greeting (standard or alternate).

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

1

Access your mailbox by phone (see
inside front cover).

2 To rerecord your:

• standard greeting, press 7 4 6 1.

• alternate greeting, press 7 4 7 1.

• busy greeting, press 7 4 8 1.

3 Press ✱ to stop recording.

To activate your busy
greeting by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 4 8 to hear your busy greet-

ing.

3 Follow the system instructions to

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

28 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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 e-mail

integration is installed, the system
can include new e-mail messages
when announcing the number of new
messages.

Voice message length The sys-

tem announces the total length, in
minutes, of new voice messages.

Telephone conversation type

Menu mode conversation This

conversation plays menus of options.
Press the number associated with the
option to perform the particular task.

Yes/No conversation This con-

versation leads you step by step
through all of your options with easy,
yes-and-no questions. Press 1 for Yes,
2 for No.

Voice message time stamp

Announce timestamp before

messages

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

Announce time stamp after

messages

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

The system plays

The system plays

CHANGING YOUR MAILBOX SETUP ▲ 29

To change your playback
options by computer

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Playback.”

Announce options

3 Confirm and change the settings as

needed.

4 Click “Save.”

30 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Conversation option

Listening to a

message option

Changing call transfer options

The system can 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.

To turn call transfer on or off
by computer

1

Access the Mailbox Manager (see
inside front cover).

Select transfer/screening

Turn transfer on

or off here

options here

2 Click “Transfer/Screening.”
3 To turn call transfer on, in the

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

4 Click “Save.”

Turn holding on

or off here

CHANGING YOUR MAILBOX SETUP ▲ 31

To change the number to
which calls are transferred
by computer

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Transfer/Screening.”
3 In the “Transfer incoming calls to”

group, select “This number.” Type
the phone number or extension,
then click “Save.”

SEE ALSO

Changing call screening options.............33

TIP

TIP

Changing call holding options................35

To turn call transfer on or off
by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 6 4 to turn call transfer on or

off.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

To change the number to
which calls are transferred
by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 6 4 1 4 to change the number

to which your calls are transferred.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

32 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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 select.

Announce before connecting

caller

The system plays a beep

before transferring the call.

* This feature may not be available at your site.

Play screened name before con-

necting

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 “Press 1 to
take the call, or 2 and I’ll take a mes­sage,” then waits for a response from
you before transferring the call.

Play screened name in voice

message

The system asks and
plays the caller’s name as above. The
system adds the caller’s name to the
beginning of the caller’s 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
“Play screened name before connecting”
and “Ask me if I want to take the call,”
the system asks for 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.

CHANGING YOUR MAILBOX SETUP ▲ 33

To change call screening
options by computer

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Transfer/Screening.”
3 Select the “Screening” check box.
4 Select the transfer/screening options

as needed.

5 Click “Save.”

To turn call screening on or off
by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 6 4 1 5 to turn call screening

on or off.

3 Press 1 to turn call screening on.

Press 2 to turn it off.

34 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Transfer/Screening.”
3 To turn call holding on, select the

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

4 Click “Save.”

To turn call holding on or off
by phone

1

Access your mailbox by phone (see
inside front cover).

2 Press 7 6 4 1 6 to turn call holding on

or off.

3 Press 1 to turn call holding on. Press

2 to turn it off.

CHANGING YOUR MAILBOX SETUP ▲ 35

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

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Notification.”
3 To edit a message delivery device,

select the device and click “Edit.”

To add a new device, click “Add.”

4 On the Message Delivery screen,

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

Click “Save.”

Times to deliver
messages

Days to deliver
messages

Delivery types
and frequency

Name of the device

Phone number
to reach device

36 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

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

Press # 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

1

Access your mailbox (see inside front
cover).

2 To change your message delivery

options for your:

• work phone, press 7 6 6 5 4.

• home phone, press 7 6 6 5 5.

• pager, press 7 6 6 5 6.

• spare phone, press 7 6 6 5 7.

• fax phone, press 7 6 6 5 8.

3 Press 1 to turn on delivery for that

number or 2 to turn off delivery.

4 Press 4 to change the phone number.

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

5 Press 5 to change the schedule, and

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

6 Press 6 to change the delivery mode

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

7 Press 7 to change fax notification,

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

8 Change any remaining message

delivery numbers by repeating the
procedure.

CHANGING YOUR MAILBOX SETUP ▲ 37

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 two types of groups: public
and private. Other subscribers can send
messages to a public group. Only you
can send messages to a private group.

To create a group by com­puter

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Groups.”
3 Click “Create Group.”
4 Type a name for the group.
5 Select a type for the group.
6 To dispatch messages to the first

group member available, select the
“Dispatch” check box. Otherwise,

each message sent to the group will
be delivered to all members.

7 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.

8 Click to stop recording.

Group name

9 To add members, click “New.” Use

the Member Properties dialog to
search for enrolled subscribers.

10 When you are finished, click “OK.”
11 Click “OK” to accept the group.
12 Click “Save.”

Group type

38 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To create a group by phone

1

Access your mailbox (see inside front
cover).

2 Press 7 5 4 to create a new group.
3 For numbered groups, enter a three-

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

4 Record a name for the group.

Press ✱ when you are finished.

5 Press 1 to make the group a public

group or 2 to make it a private group.

6 Follow the system instructions to

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

7 Press ✱ when you are finished add-

ing members.

8 Press 1 to leave a message for this

group now. Otherwise, press 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 ▲ 39

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

1

Access the Mailbox Manager (see
inside front cover).

2 Click “Groups.”
3 Select the group you want to edit.

Click “Modify Group.”

4 In the Create/Modify Group dialog

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

5 Click “Save.”

Click to open list of enrolled

subscribers

* This feature may not be available at your site.

40 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

To add or delete group
members by phone

To change a group name or
number by phone

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

1

Access your mailbox (see inside front
cover).

2 Press 7 5 5 to edit a group.
3 Press the group name or number.

Press 1 when you hear the name of
the group. Otherwise, press 2 to hear
the next matching name.

4 Press 4 to add members. Or, press 5

to delete members from the group.

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

5 To confirm your additions or dele-

tions, press 1.

6 Press ✱ when you are finished add-

ing or deleting members.

1

Access your mailbox (see inside front
cover).

2 Press 7 5 5 to change a group name

or number.

3 Press the first three letters of the

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

4 Press 1 to confirm, or press 2 to hear

the name of the next group.

5 Press 7 to change the group name or

group number.

6 Follow the system instructions to

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

1

Access your mailbox (see inside front
cover).

2 Press 7 5 6 to list your groups and

group members.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 41

Sending and receiving faxes

With ActiveFax, you have access to fax
mail. Your faxes are included with your
voice messages. If you are also using
TeLANophy, ViewFax may also be avail­able by computer.

ViewFax

You can send, receive, and redirect faxes
by computer.

Fax mail

Faxes are stored in your mailbox with
your other messages. Callers can record
a short message to accompany each fax
they send. Faxes can be forwarded from
your mailbox to a fax machine by using
any phone.

▲ 43

Sending faxes by computer

ViewFax

You can send faxes, view faxes, and for­ward faxes by computer with the
TeLANophy ViewFax program.

ViewFax works from within ViewMail or
ViewMail for Microsoft Messaging to
display a document before you fax it, or
to forward a fax you receive. ViewFax
converts the document to a TIFF (tag
image file format) graphics image and
displays it on the screen.

SEE ALSO

Online Help:

ViewFax, Addressing and sending a fax

44 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

For redirecting a fax

For recording an introduction to
a redirected fax

Print-to-fax

Use the print-to-fax feature to fax docu­ments to other subscribers, groups, per­sonal database contacts, or other
recipients.

For selecting the
“Print-to-Fax Print Driver”

* This feature may not be available at your site.

To send a fax by computer

1

Open the document you want to fax.
Use any Windows program that
prints to a network printer, such as a
word-processing, graphics, or data­base program.

2 From the File menu, click “Print,”

then select “Print-to-Fax Print
Driver” from the list of available
printers. Click “OK.”

3 Select the message recipients.

For selecting message recipients

4 To include a cover page, select “Send

Cover.”

5 To create a custom cover page, click

“Cover,” then select the type of cover
page. Click “OK.”

6 To preview the fax, click “ViewFax.”
7 To send the fax, click “Send.” The

status of the fax is displayed in your
ViewMail window until it has been
sent.

For including a
cover sheet

For previewing
an outgoing fax

SENDING AND RECEIVING FAXES ▲ 45

Receiving faxes

With ActiveFax, your faxes are stored in
your mailbox as fax messages. A fax mes­sage can have two parts: a fax document
and an optional voice message annota­tion.

Callers can record a voice annotation
that you hear when you check your mes­sages. If a fax message does not have a
voice annotation, you will hear only
what time the fax arrived.

A fax and its voice annotation always
remain together as a single fax message.
When you archive a fax message, both
are archived.

SEE ALSO

Checking new messages ............................2

Changing message delivery

options ......................................................36

Fax mail settings

Depending on your system, you may
have a separate fax number or one
extension for both faxes and phone calls.

Your fax mailbox can have a personal
greeting. Otherwise, the system greets
calls with your name or fax number.

Fax delivery options

The system can deliver your faxes in
three ways.

Standard delivery The system

stores your faxes until you request
them. When you check messages, the
system tells you which faxes are wait­ing.

Fully automatic delivery The

system automatically delivers your
faxes to a fax number that you specify
in your setup options. Your system
manager may have already set up this
option for you.

Custom delivery Other fax deliv-

ery options may be available depend­ing on your system. Consult your
system manager.

To redirect a fax to another fax number,
check your fax messages. Then request
fax delivery and enter the new number.
This changes the fax number for that
delivery only.

You can also request that more than one
fax be delivered in the same fax delivery.
The system adds its own cover sheet to
each delivery bundle. The cover sheet
lists which faxes are included and their
page lengths.

46 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

ViewFax*

Use ViewFax to display a fax mes­sage within ViewMail, ViewMail
for Microsoft Messaging, or ViewMail for
Lotus Notes. If you click “ViewFax”
within the ViewMail message, ViewFax
converts the fax document to a TIFF
graphics image and displays it on the
screen.

You can reply to faxes, archive them,
save them as new messages, or re­direct them to other subscribers just
like voice messages.

For displaying the fax

For sending the
fax to a printer

For skipping from one page to
another within a fax

SENDING AND RECEIVING FAXES ▲ 47

Changing fax setup

If you are using fax mail, you can change
your:

• Fax delivery number or schedule

• Personal fax mailbox greeting

• Fax notification phone number

To change your fax delivery
phone number or schedule

1

Access your mailbox (see inside front
cover).

2 Press 7 6 5 8 to change your fax deliv-

ery phone number or schedule.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

SEE ALSO

Checking new messages ............................2

Changing message delivery

options ......................................................36

To change your fax greeting

1

Access your mailbox (see inside front
cover).

2 Press 7 4 9 to change your fax greet-

ing.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

To change your fax notifica­tion

1

Access your mailbox (see inside front
cover).

2 To change your fax notification for

your:

• work phone, press 7 6 5 4.

• home phone, press 7 6 5 5.

• pager, press 7 6 5 6.

• spare phone, press 7 6 5 7.

• fax phone, press 7 6 5 8.

3 Press 7 to turn fax notification on or

off for a delivery number.

48 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Using e-mail integration

If your system includes e-mail integra­tion, you can hear and respond to your
e-mail messages by phone.

With e-mail integration, when you
check voice and fax messages by
phone, you hear the number of new
e-mail messages you have received.

With text-to-speech technology, the
system reads the text portion of your
e-mail messages and plays any
attached .Wav files. You can also have
the system fax your e-mail messages
to any fax machine.

Depending on how your system is set
up, you can check your voice and fax
messages through your e-mail inbox.
If your voice and fax messages are
delivered to your e-mail inbox, the mes­sages are deleted from your voice mail­box to avoid duplication.

▲ 49

Checking e-mail by phone

E-mail integration lets you manage your
e-mail messages by phone. For example,
you can:

• Hear the e-mail message, its length,
who sent it, the time it was sent, who
else received it, and any attachments.

• Record a reply. Depending on the sys­tem, subscribers can hear the
reply by phone or receive the reply
as an e-mail attachment (.Wav file).

• Redirect an e-mail message to
another subscriber’s e-mail inb ox.

• Delete any e-mail message you have
heard from the e-mail system.

To skip entering your e-mail password,
press *. The system will not offer e-mail
messages during the call.

SEE ALSO

Your e-mail password ..............................51

To check your e-mail mes­sages

1

Access your mailbox (see inside front
cover).

2 Press 4 to check new e-mail mes-

sages. Press 6 for e-mail messages
you have already read. The system
offers any new voice or fax messages
first.

3 If prompted, enter your e-mail

password, followed by ✱. If your
password uses any letters, press
# #, then refer to the password
charts.

4 Follow the system instructions. Press

1 for Yes, 2 for No.

TIP

If you do not have a security code for
the voice messaging system, you may
be asked to create one the first time
you check your e-mail by phone.

To hear who else received an
e-mail message

1

Follow the steps to check your
e-mail messages.

2 When offered the message you want

to check, press 1.

3 While listening to the message, press

3 3 4.

TIP

Use quick message actions such as #
to repeat a message or
save as new. Messages saved as new
are marked unread in your e-mail
inbox.

✱ to stop and

50 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Entering your e-mail password

In addition to entering your security
code, you may be required to enter your
e-mail password to check your e-mail
messages by phone.

Entering numbers only

If your e-mail password uses numbers
only, enter the digits, followed by ✱. For
example: press 5 4 3 ✱. You do not need
to use the password charts on page 52.

Entering letters and numbers

If your e-mail password uses any letters,
press ## when asked.

• Enter upper- or lowercase letters to
match your e-mail password. Refer to
the password charts on page 52.

• To enter a digit, press 1 followed by
the digit. Refer to the password charts
on page 52.

•Press✱ to end.

Your e-mail password cannot use any
punctuation or symbols. Do not use
your phone to match letters. Use the
password charts.

Changing your e-mail pass­word by phone

You can change your e-mail password by
phone with setup options. See “Chang­ing your e-mail setup options,” on
page 53.

Entering your e-mail password
by voice

With speech recognition, if your e-mail
password uses numbers only, you can
say the numbers. When you are finished,
say “End.” For example, say “Five, four,
three, end.”

If your e-mail password uses numbers
and letters, press # # when asked, then
press touchtone keys to enter the pass­word. Refer to the password charts on
page 52.

USING E-MAIL INTEGRATION ▲ 51

E-mail password charts

If your e-mail password uses any letters,
use these charts to enter the password. If
your e-mail password uses numbers
only, just press or say the digits. You do
not need to use the password charts.

Lowercase letters

a=21
b=22
c=23
d=31
e=32
f=33
g=41
h=42
i=43
j=51
k=52
l=53
m=61

n=62
o=63
p=71
q=01
r=72
s=73
t=81
u=82
v=83
w=91
x=92
y=93
z=02
✱ =End

Uppercase letters

A=24
B=25
C=26
D=34
E=35
F=36
G=44
H=45
I=46
J=54
K=55
L=56
M=64

E-mail password examples

today = ## 81 63 31 21 93 ✱
TODAY = ## 84 66 34 24 96 ✱
2day = ## 12 31 21 93 ✱
ToDay = ## 84 63 34 21 93 ✱

Numbers

N=65
O=66
P=74
Q=04
R=75
S=76
T=84
U=85
V=86
W=94
X=95
Y=96
Z=05
✱ =End

1=11
2=12
3=13
4=14
5=15
6=16
7=17
8=18
9=19
0=10
✱ =End

52 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Changing your e-mail setup options

In your setup options, you can change
whether e-mail messages are included in
your message totals. You can also
change your e-mail password.

To turn your e-mail totaling
on or off

1

Access your mailbox (see inside front
cover).

2 Press 7 7 8 4. Press 1 to turn on e-mail

totaling on. Press 2 to turn off e-mail
totaling.

To change your e-mail pass­word by phone

1

Access your mailbox (see inside front
cover).

2 Press 7 7 8 5.
3 Enter your current e-mail password.

If your password uses numbers only,
enter the numbers.

If your e-mail password uses any let­ters, press ## when asked. Use the
password charts on page 52.

When you are finished, press *.

4 Enter your new e-mail password. If

your new password uses numbers
only, enter the numbers.

If your e-mail password uses any let­ters, press ## when asked. Use the
password charts on page 52.

When you are finished, press *.

5 Enter your new e-mail password

again to confirm. If your new pass­word uses numbers only, enter the
numbers.

If your e-mail password uses any let­ters, press ## when asked. Use the
password charts on page 52.

When you are finished, press *.

USING E-MAIL INTEGRATION ▲ 53

Receiving e-mail by fax

With the system’s fax features, you can
deliver your e-mail messages to any fax
machine. Your system manager must
turn on this feature for you.

You can receive a fax of:

• A particular e-mail message.

• All new fax and e-mail messages plus
their text attachments.

You can receive your e-mail messages at
your usual fax machine. If you want to
deliver your messages to a different fax
machine, just enter the fax phone num­ber.

To fax a particular e-mail
message

1

Access your mailbox (see inside front
cover).

2 Press 4 to check new messages. Press

6 for old messages (e-mail messages
you have already read). Follow the
system prompts to check any new
voice or fax messages first.

3 If prompted, enter your e-mail

password, followed by ✱. If your
password uses any letters, press
# #, then refer to the password
charts.

4 When offered the e-mail message

you want, press 1.

5 Press 3 7 to fax the message.
6 Follow the system instructions. Press

1 for Yes, 2 for No.

To fax your e-mail messages

1

Access your mailbox (see inside front
cover).

2 Press 4 5 to fax your e-mail

messages.

3 To deliver the fax to your usual fax

machine, press 1. Or to use a differ­ent fax machine, press 2 and enter
the fax phone number.

4 Follow the system instructions. Press

1 for Yes, 2 for No.

54 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Using speech recognition

If your system includes speech recog­nition, you can listen to voice, fax, or
e-mail messages by speaking menu
options or commands instead of press­ing touchtone keys. The system leads
you step by step through the speech
recognition conversation.

With speech recognition, you can
respond to system prompts with a few
words. Just answer in your normal
speaking voice. For example, say
"Check new messages" or "setup
options."

To use speech recognition, the system
manager must turn on the feature for
you. The next time you call the system,
just start speaking at any time. You can
speak commands, or press a touch­tone key at any time.

▲ 55

Accessing your mailbox

With speech recognition, you can navi­gate the system by saying menu options
and commands.

Speech recognition is available when
you listen to voice, fax, or e-mail mes­sages. The system leads you through
your options for each type of message.

Entering a personal ID and
security code

To access your mailbox, call the system,
then press touchtone keys to enter your
personal ID. You can press or say your
security code. To protect your mailbox
from unauthorized access, say your
security code only in a secure location.

When you are finished saying your secu­rity code, you can say “End” to move
ahead to the next prompt.

Entering an e-mail password

If the system includes e-mail integration
and your e-mail password consists of
numbers only, say the numbers, fol­lowed by “End.” For example, say “Five,
four, three, end.”

Otherwise, to enter an alphanumeric
e-mail password, press touchtone keys.
Use the password charts on page 52.

To skip entering your e-mail password,
say “End.”

Using menus

For a menu option, say each level of the
menu. For example, say “Setup options,
greetings, switch greetings.” Refer to the
menu diagram on page 72.

Pressing touchtone keys

If desired, at any time you can press a
touchtone key for a menu option. Or, to
exit or return to using speech com­mands, press 3 at the main menu.

Systemwide commands

These spoken commands are available
throughout the conversation.

Say the following
commands.
Ye s

No
Main menu
Previous menu
Stop

Or

Press

1

2

✱

#

✱

56 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Checking voice messages

To check voice messages
with speech recognition

1

Access your mailbox (see inside front
cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front
cover.

3 Press or say your security code.When

you are finished saying your security
code, you can say “End” to move
ahead to the next prompt.

4 Say “Check new messages” or

“Check old messages.” The words in
bold are required.

5 Follow the instructions by respond-

ing in your normal speaking voice.
See the following table for com­mands available during voice mes­sage playback.

During a voice message

You can control voice message playback
by speaking any of the commands listed
on the following table.

The words in bold are required.

Say the following commands.
Words in bold are required.

Menu options
Slow down playback
Adjust volume
Speed up playback

Rewind

1

Pause
Fast forward
Repeat
Save as new
Reply

2

Skip
Delete message
Archive

Redirect

1

If the message does not rewind completely, say

“Repeat” to repeat the entire message.

2

The message is marked as old or read.

3

To cancel out of redirecting a message, say “End.”

3

Or

Press

3

4

5

6

7

8

9

#

✱

3 4

3 5

3

3 7

3 9

6

USING SPEECH RECOGNITION ▲ 57

Checking e-mail messages

To check e-mail messages
with speech recognition

1

Access your mailbox (see inside front
cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front
cover.

3 Press or say your security code.When

you are finished saying your security
code, you can say “End” to move
ahead to the next prompt.

4 Say “Check new messages” or

“Check old messages.” The words in
bold are required.

5 If asked for your e-mail password,

enter it by following the instructions
on pages 51 –52.

6 Follow the instructions by respond-

ing in your normal speaking voice.
See the following tables for com­mands available during e-mail mes­sage playback.

During an e-mail message

You can control e-mail message play­back by speaking any of the commands
on the following table.

The words in bold are required.

TIP

When the system is reading who
received an e-mail message or its
subject, you can say “Yes” to skip
ahead to the body of the message. Or,
you can say “No” to save the message
as new then go to the next message.

Say the following commands.
Words in bold are required.
Menu options

Rewind

1

Pause
Fas t forward
Repeat
Save as new
Reply

2

Skip
Delete message
Archive

Redirect

1

If the message does not rewind completely, say

“Repeat” to repeat the entire message.

2

The message is marked as old or read.

3

To cancel out of redirecting a message, say “End.”

3

Or

Press

3

7

8

9

#

✱

3 4

3 5

3

3 7

3 9

6

58 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Leaving messages

If you are set up to leave messages by
extension, you can say a recipient’s
number. Otherwise, spell a recipient’s
name using touchtone keys. To switch
between entering a name or extension,
press # #.

To cancel composing a message, say
“End.”

To leave messages with
speech recognition

1

Access your mailbox (see inside front
cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front
cover.

3 Press or say your security code.

When you are finished saying your
security code, you can say “End” to
move ahead to the next prompt.

4 Say “Leave messages.” The word in

bold is required.

5 Using touchtone keys, spell the sub-

scriber’s name. Otherwise, say the
extension number.

When spelling a subscriber’s last
name, use a “wild card” number
(typically 0 or 1) for any letter in
the last name you do not know.

6 Say “Yes” when you hear the name of

the subscriber you want. Otherwise,
say “No” to hear the next matching
name.

7 Record your message at the beep.

The message must be at least three
seconds long to be delivered.

8 When asked, say “Send.” Or, if

desired, follow the prompts to edit
the message, address it to others, or
set special delivery options.

USING SPEECH RECOGNITION ▲ 59

Saying numbers, times, or dates

Saying a phone number

Speak numbers exactly, digit by digit. For
a phone number, say the numbers. For a
one-second pause, say “Pause.” When
you are finished, say “End.”

For example, for extension 123 followed
by a one-second pause, say “One, two,
three, pause, end.”

For zero (0), say “zero” instead of “oh.”

Spelling names

To spell with letters, press touchtone
keys. Or, to leave messages by saying the
extension, ask your system manager.

Setting future delivery

To send a message later today, say
“Today.” For tomorrow, say “One.” For
two days from now, say “Two,” and so
on.

For a date, say “Date,” then the month,
followed by the day. For example, say
“Date.” When asked, say “March.” When
asked, say “Fifth.”

Speaking the time and date

For the time, say the hour, then the min­utes, if necessary. Include “A. M.” or
“P. M.” For example, for 4:00 in the after­noon, say “Four P. M.” For 7:15 in the
morning, say “Seven fifteen A. M.”

For a message delivery schedule, say the
day of the week. For example, say “Mon­day.”

60 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Using ViewCall Plus

With ViewCall Plus, you can identify,
manage, and track your incoming and
outgoing calls on your computer.

Three integrated ViewCall Plus win­dows work together to control your
phone calls: the Telephone window, the
Call Log window, and the Contact List
window.

For TAPI- (telephone application pro­gramming interface) compliant phone
systems, ViewCall Plus also offers an
enhanced mode that adds even more
features, such as the contact list and
call log.

ViewCall Plus also comes with
PhoneBASIC, which lets you
customize ViewCall Plus in many
different ways.

▲ 61

Screening and managing calls

With ViewCall Plus, you can identify
callers and manage your calls from
your computer.

SEE ALSO

Online Help:

ViewCall Plus, Screening calls, Placing
calls on hold

Identifying and screening calls

When you receive a call through the sys­tem or with a system using TAPI, the
Telephone window displays the call on
your computer screen. There are several
ways to identify the caller before picking
up the phone:

If Call Screening is on, you can
click “Who is it?” to play the
caller’s recorded name.

The system can also ask callers
to enter their phone or account
number. The system then match­es this data to your contact list
and displays the caller contact
information.

TIP

The system can display caller identi­fication data when it has the addi­tionally required equipment and
system compatibility. The system can
also match the phone number to
your contact list or PIM (Personal
Information Manager) and display
caller contact information.

Click “Monitor” to listen to a
message as it is being recorded.
If you decide to speak with the
caller, click “Take call” to pull
the call out of your mailbox and
transfer the call to your extension.

62 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Managing calls

TAPI-compliant systems*

After you have identified the caller,
ViewCall Plus supplies you with several
tools to manage your phone calls:

Connect an incoming call to
your phone.

Ask the caller to hold.

Ask the caller to transfer to
another extension.

Ask the caller to leave a message.

For TAPI-compliant systems, ViewCall
Plus offers the following enhanced mode
options:

Select an identified caller’s name
and click this button to call the
person back.

Select a name in your contact list
and click this button to dial the
contact.

Add a name to create a
conference call.

Release the connection between
your phone and an active call or
conference call.

* This feature may not be available at your site.

USING VIEWCALL PLUS ▲ 63

Tracking calls

Call log

You can use ViewCall Plus to keep track
of your calls. The Call Log window
records all call activity for your exten­sion. It also displays information such as
caller names, phone numbers, and the
caller’s location.

TIP

You may want to create more than
one call log. For example, it may be
useful to begin a new call log each
week or each month.

Contact list

The Contact List window stores and
displays general notes and reminders
with each contact name. ViewCall Plus
provides an online address book. Or
you can integrate ViewCall Plus with
aPIM.

Call Log

Contact list

TIP

You can use several contact lists or PIMs
at once. For example, you can keep per­sonal contacts in a list on your
computer and you can keep business
contacts in a list on the LAN.

64 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

PhoneBASIC

ViewCall Plus includes PhoneBASIC,
which lets you integrate ViewCall Plus
with a number of different programs,
such as Microsoft Office.

Anyone familiar with Microsoft’s Visual
Basic can use PhoneBASIC to customize
ViewCall Plus to:

• Identify an incoming call by looking
up required information, such as
credit status, in a database or a
spreadsheet.

• Make calls from within another pro-

®

gram, such as Microsoft Access

®

Outlook

.

or

• Direct calls based on a set of pre­established rules.

SEE ALSO

Online Help:

TIP

TIP

PhoneBASIC

PhoneBASIC scripts can be activated
by using Script Manager from the Tools
menu.

Sample scripts

USING VIEWCALL PLUS ▲ 65

Using quick message actions and shortcuts

You can use quick message actions
while listening to a message. For
example, press 3 4 # to repeat a
message.

After accessing your mailbox, you can
use the shortcuts for specific tasks.
A shortcut is your personal ID + your
security code + a number sequence of
menu options. For example, to turn on
call transfer, enter your personal ID +
your security code + .

7 6 4 1

▲ 67

Quick message actions

While listening to a message, press 3 to
hear a menu of quick message actions.
Except as noted, these actions are avail­able for both new and old messages.

After using a quick message action, you
can continue with the next part of the
conversation or take more action on a
message. For example, you can:

• Press 3 4 to reply to a message, then
3 5 to check the next message.

• Press 3 9 to redirect a message. After
you finish redirecting the message,
you can press 3 4 to reply to the orig­inal sender. After you reply, you can
press 3 6 to delete the message.

When you exit the quick message
actions, the system saves your message
as an old message. The system also saves
your message as old when you press 3 5
to check the next message.

TASK QUICK MESSAGE ACTION

Reply

Check the next message

Delete

Archive

Hear when the message was sent

Redirect

Save as new (new messages only)

Repeat the message

Exit quickly

3 4

3 5

3 6

3 7

3 8

3 9

3 0

3 #

✱

68 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Shortcuts

Use shortcuts to accelerate your responses to the system.

Voice messaging

Press your personal ID and security code
(if required), then enter the following
shortcuts to do these tasks.

TASK SHORTCUT

Check new messages

Leave a message

Reveiw old messages

Change setup options

Switch personal greetings

Change your standard greeting

Change your alternate greeting

Change your busy greeting

7 4 5

7 4 6

7 4 7

7 4 8

TASK SHORTCUT

4

5

6

7

Change your security code

Turn call transfer off

Turn call transfer on

Change the phone number for call transfer

Turn call screening options off

Add a message group

Edit a message group

List your message groups

Change your recorded name

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 69

7 7 4

7 6 4 2

7 6 4 1

7 6 4 1 4

7 6 4 1 5

7 5 4

7 5 5

7 5 6

7 7 5

ActiveFax

Press your personal ID and security
code, then enter the following shortcuts

to do these tasks.

TASK SHORTCUT

Edit your fax greeting

Change your fax delivery

Deliver all faxes

70 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

7 4 9

7 6 5 8

4 5

E-Mail integration*

Enter your personal ID and security
code, then enter the following shortcuts
to do these tasks.

For details on entering your e-mail pass­word, see “Entering your e-mail pass-

word,” on page 51..

TASK SHORTCUT

Check new e-mail messages

Check old e-mail messages

While listening to an e-mail message, to
hear recipients

Turn e-mail totaling on or off

Change your e-mail password

*This feature may not be available at your site.

7 7 8

7 7 8

4 6

6 6

3 3

4

5

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 71

System menus

Main Menu:

Slower Backward

New messages

4

Old messages

6

Send a message

5

4 7

Softer/louder Pause

5 8

Faster Forw ard

6

Address and record the
message, then:

Commands

Yes

1

No

2

Main menu

✱

Previous menu

#

Deliver all new faxes

4 5

72 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

During Message

9

Message Options

Edit message

4

Change special delivery

5

Address to others

6

Send the message

✱

Hear e-mail recipients* Hear timestamp

3 8

Reply Redirect/deliver fax

4 9

Check next message Save as new

5

Delete Repeat the message

6 #

Archive/fax an e-mail

7

* This feature may not be a vailable at your site.

0

Edit Message

After Message

Add

4

Listen

5

Rerecord

6

Finish

✱

Special Delivery

Urgent

4

Private

5

Receipt

6

Future delivery

7

Finish

✱

With speech recognition, follow the system prompts. Do not use the menu tree.

Main Menu

7

Setup options

* This feature may not be available at your site.

Setup Options

Greetings

4

Groups

5

Transfer or delivery

6

Personal options

7

Hear current greeting Edit alternate greeting

4 7

Switch greetings Edit busy greeting

5 8

Edit standard greeting Edit fax greeting

6

Groups

Create a group

4

Edit a group

5

List your groups

6

Delete a group

7

9

Add members

4

Delete members

5

List members

6

Change group name

7

Edit Groups

Transfer or Delivery

Greetings

Change call transfer

4

Change message delivery

5

Personal Options

Change security code

4

Record a name

5

Change spelled name

6

Directory listing on/off

7

E-mail setup

8

E-mail Setup*

Totaling on/off

4

Change password

5

Call Transfer Options

Change phone number

4

Call screening on/off

5

Call holding on/off

6

Delivery Numbers

Work phone on/off

4

Home phone on/off

5

Pager on/off

6

Spare phone on/off

7

Fax phone on/off

8

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 73

Delivery Options

Change phone number

4

Change schedule

5

Change delivery mode

6

Index

A-B

busy greeting 26

C

call holding

about

35

turning on or off by computer

turning on or off by phone
call managing
call screening

about

by computer

changing by computer

definition of options

turning on or off by phone
call tracking
call transfer

about

changing phone number by

turning on or off by computer

turning on or off by phone
control bar

33

31

phone

63

62

64

32

23

35

34

33

34

32

D

directory, adding your name 25

E

e-mail

checking by phone
integration options
password
receiving by fax
shortcuts

35

51

71

F

faxes

delivery options for
of e-mail
printing
sending by computer
setup options for
shortcuts
viewing by computer

54

45

71

G-L

greetings

31

about

26

activating busy greeting by

phone
alternate
busy
rerecording by computer

26

26

28

54

48

50

iii

46

44

47

27

rerecording by phone
standard
switching by computer
switching by phone
system-generated

groups

about
adding or deleting members
changing by computer
changing members
changing name or number
changing the name by phone
creating by computer
creating by phone
deleting members by phone
listing groups and members by

sending messages to

26

38

phone

28

26

28

26

40

40

38

39

41

8

M-O

mailbox

greetings
setup, initial

menus

conversation mode
shortcuts
system diagram

message delivery

26

iv

29

69

72

about

36

changing phone number by

computer

changing phone number by

phone
message delivery schedule
messages

archiving by computer

40

archiving by phone
canceling by computer

40

canceling by phone
checking by computer

41

checking by phone
forwarding by computer
group, by computer

41

group, by phone
leaving by phone
modifying by computer
modifying by phone
playback options
redirecting by phone
return receipt
reviewing by phone
sending by computer
special delivery options
time stamps for
urgent

4

36

37

37

19

18

17

16

3

2

12

9

8

4

15

14

2

12

4

10

6

4

29

INDEX ▲ 75

P-Q

passwords, e-mail 51
PhoneBASIC
playback options

about
changing by computer

profile

about
changing mailbox settings
changing recorded name

65

2

29

22

R

recorded name 25

changing by computer
changing by phone

S

security code

about

24

changing by phone

shortcuts

about

67

e-mail

71

fax

70, 71

quick message actions
voice messaging

69

25

24

30

25

68

25

speech recognition

dates
e-mail messages and
e-mail password and
leaving a message with
numbers
security code entry
systemwide commands
time entry

23

voice messages and

spelled name, changing

by phone

standard greeting

T-U

TeLANophy

about
archiving messages
call log
canceling messages
changing messages
checking messages
contact list
forwarding messages
group messages
managing calls
modifying messages
PhoneBASIC

60

iii

64

60

60

64

25

65

26

9

63

56

57

19

17

15

3

58
56

12

15

59

56

PIM integration
redirecting messages
reviewing messages
screening calls
sending messages
setup

iv

TAPI-compliant system
tracking calls
ViewCall Plus
ViewFax
ViewMail
ViewMail for Microsoft Messag-

ing

time stamps for messages

64

12

11

62

6

63

64

iii, 61

iii

iii, 6

iii, 6

29

V-X

ViewCall Plus. See TeLANophy
ViewFax. See TeLANophy
ViewMail for Microsoft Messaging.

See TeLANophy

ViewMail. See TeLANophy

Y-Z

yes or no conversation 29

76 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE

Publications team: Shelly Haverkamp, Gene Breshears, Tracy Beck, and Andrew

Hammoude

Message playback options

To access your mailbox

For Press

SLOWER

SOFTER/LOUDER

FASTER

BACKWARD

PAUSE

FORWARD

EXIT

4

5

6

7

8

9

✱

Repartee

for Windows® 2000

CALL THE VOICE MESSAGING SYSTEM.

1.

WHEN THE SYSTEM GREETS YOU,

2.

ENTER YOUR PERSONAL ID:

YOUR SECURITY CODE:

®

Main menu

Task Shortcut

CHECK NEW MESSAGES

LEAVE MESSAGES

REVIEW MESSAGES

CHANGE SETUP OPTIONS

CHANGE CALL TRANSFER,
MESSAGE DELIVERY

CHANGE SECURITY CODE,
VOICE MAILBOX NAMES

SWITCH PERSONAL
GREETINGS

7 6

7 7

7 4 5

Quick message actions

Task Shortcut

REPEAT THE MESSAGE

4

SAVE MESSAGE AS NEW

5

(NEW MESSAGES ONLY)

6

CHECK THE NEXT MESSAGE

7

DELETE A MESSAGE

ARCHIVE A MESSAGE

HEAR WHEN THE MESSAGE
WAS SENT

REDIRECT THE MESSAGE

EXIT QUICKLY

3 #

3 0

3 5

3 6

3 7

3 8

3 9

✱

1 2

FOR YES FOR NO MAIN MENU

✱