Avaya 40DHB0002USCW User Manual

IP Office 3.0

Intuity Emulation Mode Mailbox Users Guide

40DHB0002USCW Issue 8d (2nd March 2005)

Table of Contents

Accessing Your Mailbox............................................................................................................ 5

Logging In................................................................................................................................................... 5

First Time Login.......................................................................................................................................... 6

Normal Login .............................................................................................................................................. 6

Avaya DS Phones ...................................................................................................................................... 7

Phone Manager .......................................................................................................................................... 7

Remote Access .......................................................................................................................................... 7

IP Office Intuity Flowchart........................................................................................................................... 8

Collecting, Sending and Leaving Messages............................................................................ 9

Logging In................................................................................................................................................... 9

Collecting Your Messages........................................................................................................................ 10

Scanning Your Messages......................................................................................................................... 11

Calling the Message Sender .................................................................................................................... 11

Replying to a Messages ........................................................................................................................... 12

Forwarding a Message ............................................................................................................................. 13

Recording Messages................................................................................................................................ 14

Sending a New Message.......................................................................................................................... 15

Leaving a Message .................................................................................................................................. 16

Mailbox Options ....................................................................................................................... 17

Changing Your Password......................................................................................................................... 17

Record Your Name................................................................................................................................... 17

Setting a Fax Number............................................................................................................................... 18

Address Before Record ............................................................................................................................ 18

Close Your Mailbox .................................................................................................................................. 19

Voicemail Ringback .................................................................................................................................. 19

Greetings .................................................................................................................................. 21

Administer Personal Greetings................................................................................................................. 21

Create a Personal Greeting...................................................................................................................... 22

Call Types................................................................................................................................................. 23

Activate a Greeting ................................................................................................................................... 24

Scanning Greetings .................................................................................................................................. 25

Listen to a Greeting .................................................................................................................................. 26

Mailing Lists ............................................................................................................................. 27

Mailing Lists.............................................................................................................................................. 27

Creating a Mailing List .............................................................................................................................. 28

Scanning Your Mailing Lists ..................................................................................................................... 29

Reviewing Mailbox Lists ........................................................................................................................... 30

Index.......................................................................................................................................... 31

Intuity Emulation Mode Mailbox Users Guide Page iii IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Accessing Your Mailbox

Logging In

The log in method will vary according to whether it is the first time the mailbox has been accessed or not.

We have detailed dialing the default IP Office short code *17 to start voicemail access. This is the default method available to all extension users. Depending on the type of phone you have or IP Office software you may have alternate methods of access.

• First Time Access The first time that you login to your mailbox, you may be asked to set a mailbox password and to record your name.

• Normal Login For subsequent logins you should only need to enter your mailbox number and password.

• Avaya DS Phones Many Avaya phones have special keys or menus for accessing voicemail mailboxes.

• Phone Manager Phone Manager is an IP Office application that can display when you have voicemail messages. Phone Manager Pro can be used to play and control those messages.

• Remote Access Occasionally you may want to access your mailbox from a phone that is not on your telephone system.

Intuity Emulation Mode Mailbox Users Guide Page 5 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Intuity Mailbox User

First Time Login

The first time you call your mailbox you will be prompted to record your name and change the mailbox password. The name you record will be used in various system announcements and in the voicemail system's directory search.

Typically your mailbox number matches your extension number, the internal number people dial to call you. Your system administrator will tell you if your mailbox number is different.

Similarly your system administrator will tell you if your mailbox already has an password set. Normally it won't as the system makes you set a password during your first login.

1. Dial *17 .

2. If dialing from your own extension, just press #. Otherwise enter your extension number and press #.

3. Enter your password and press #. If no password has not been set yet just press #.

4. You will be asked to enter a new password. You can change the password again at a later date through the mailbox personal options.

• Enter a new password and press #. Note that your password cannot be the same as your

extension number or a set of repeated digit or consecutive numbers.

• Re-enter the new password and press #.

5. You will be asked to record your name. You can record your name again at a later date through the mailbox personal options.

• Press 1. At the tone, speak your name and then press 1 again. Your recording will be

played back.

• Either press # to accept the recording or 1 to record again.

6. After you log in, the voice prompts tell you what to do. A chart of many of the controls is given in Mailbox Controls.

• For help at any time press *4.

• To return to the activity menu press *7.

• If you are at the end of a menu, you can return to the previous menu by pressing #.

Normal Login

1. Dial *17 or use an alternate method supported by your phone or Phone Manager software.

2. If dialing from your own extension, just press #. Otherwise enter your extension number and press #.

3. Enter you voicemail password and press #.

4. After you log in, the voice prompts tell you what to do. A chart of many of the controls is given in Mailbox Controls.

• For help at any time, press *4.

• To return to the activity menu, press *7.

• If you are at the end of a menu you can return to the previous menu by pressing #.

Intuity Emulation Mode Mailbox Users Guide Page 6 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Accessing Your Mailbox

Avaya DS Phones

On phones in these series with a Menu key, you can use the following method to access your mailbox. Other Avaya phones may have a dedicated MESSAGES key for starting mailbox access.

1. Press

2. Press the display key below Msgs.

3. Press the display key below Voice.

4. The names of the mailboxes for which you receive message waiting indication are shown plus the number of new messages in each.

5. Press the display key below the mailbox required. Continue as per a normal login.

Menu twice.

Phone Manager

Phone Manager is an IP Office application that can be used to handle both phone calls and to alter many of you personal settings.

1. Click on the Messages tab.

2. The names of the mailboxes for which you receive message waiting indication are shown plus the number of new messages in each.

3. Click on any of the mailboxes to start voicemail access. Continue as per a normal login.

• Once they have logged into a mailbox, users of Phone Manager Pro are able to control

the playing of messages through the Phone Managers Voicemail tab.

Remote Access

There may be occasions where you will want to access you own mailbox from a phone outside your companies phone system. Normally to do this your system will be configured with a special number you can dial in on and then select the mailbox required. However if this has not been done, the following method can be used for remote access.

1. Call in to your company and ask to be connected to a number that will go to voicemail, ie. a number that will not be answered by a person.

• Typically, ask to be connected to your own extension number.

2. Wait for the voicemail system to respond and ask you to leave a message. After the tone, press # to complete message delivery. In some cases you may hear the prompt "No message to save".

3. Dial *7. You will be asked to select the mailbox that you require.

4. Enter your extension number and press #.

5. Enter your mailbox password and press #.

Intuity Emulation Mode Mailbox Users Guide Page 7 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Intuity Mailbox User

IP Office Intuity Flowchart

Users can access the following controls when collecting mail. Those shown in gray are not supported by IP Office Intuity emulation. The absence of any other features does not imply that they are supported unless specifically detailed as such elsewhere.

• Whilst collecting messages, pressing *0 will transfer you to your mailbox's reception number if set

by the System Administrator.

• You can usually dial through a voice prompt to enter a command without waiting for the prompt to

finish. You can not dial through error messages or prompts that the system wants you to hear.

• For details of options available to callers leaving a message see Caller Actions After Leaving a

Message.

Intuity Emulation Mode Mailbox Users Guide Page 8 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Collecting, Sending and Leaving Messages

Logging In

The log in method will vary according to whether it is the first time the mailbox has been accessed or not.

• First Time Access

Details the information requested during the initial login to a new mailbox.

• Normal Login

• Alternate Login Methods

Summarizes logging in from various types of Avaya phone supported by IP Office and from the IP Office Phone Manager application.

Intuity Emulation Mode Mailbox Users Guide Page 9 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

Intuity Mailbox User

Collecting Your Messages

Your mailbox keeps messages until they are deleted either by yourself or automatically after a pre-set time period. By default messages are deleted 720 hours (30 days) after being played but your system administrator can change the setting for different message types.

To listen to messages in your mailbox:

1. Log into your mailbox. When you log in, the number of new and priority messages is announced.

2. Press 2 to receive your messages. Alternatively you can press 7 to quickly scan through your messages.

3. When messages are retrieved, they are grouped in categories. Priority messages are presented first, then new messages and then old messages. Once you have heard a new message it is marked as old.

4. Each message starts with a header, which contains details about who the message was from if known and when it was left.

5. You can use the following control whilst listening to your messages.

• Skip the message header and listen to message: Press 0.

• Reply to or Forwarding Message: Press 1.

• Restart message: Press 2.

• Pause / Resume: Press 3.

• Backup 5 seconds: Press 5.

• Advance 5 seconds: Press 6.

• Skip message: Press #.

• Replay Header: Press 23.

• Delete and continue to next message: Press *3.

• Leave message in current category and skip to next: Press **4.

• Undelete message just deleted: Press **8.

• Back to previous message: Press *2.

• Skip to next category of messages: Press *#.

Intuity Emulation Mode Mailbox Users Guide Page 10 IP Office 3.0 40DHB0002USCW Issue 8d (2nd March 2005)

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