Avaya IP Ofice Platform, IP Office Platform User Manual

15-604067 Issue 14b - (13 November 2014)

Avaya IP Office™ Platform Embedded
Voicemail User Guide (Intuity Mode)

IP Office™ Platform

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 2

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

© 2014 AVAYA All Rights Reserved.
Notice

While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing,
Avaya assumes no liability for any errors. Avaya reserves the right to make changes and corrections to the information in this document
without the obligation to notify any person or organization of such changes.
For full support, please see the complete document, Avaya Support Notices for Hardware Documentation, document number 03–600759.
For full support, please see the complete document, Avaya Support Notices for Software Documentation, document number 03–600758.
To locate this document on our website, simply go to http://www.avaya.com/support and search for the document number in the search box.

Documentation disclaimer
“Documentation” means information published by Avaya in varying mediums which may include product information, operating instructions and
performance specifications that Avaya generally makes available to users of its products. Documentation does not include marketing
materials. Avaya shall not be responsible for any modifications, additions, or deletions to the original published version of documentation
unless such modifications, additions, or deletions were performed by Avaya. End User agrees to indemnify and hold harmless Avaya, Avaya's
agents, servants and employees against all claims, lawsuits, demands and judgments arising out of, or in connection with, subsequent
modifications, additions or deletions to this documentation, to the extent made by End User.

Link disclaimer
Avaya is not responsible for the contents or reliability of any linked websites referenced within this site or documentation provided by Avaya.
Avaya is not responsible for the accuracy of any information, statement or content provided on these sites and does not necessarily endorse
the products, services, or information described or offered within them. Avaya does not guarantee that these links will work all the time and has
no control over the availability of the linked pages.

Warranty
Avaya provides a limited warranty on its hardware and Software (“Product(s)”). Refer to your sales agreement to establish the terms of the
limited warranty. In addition, Avaya’s standard warranty language, as well as information regarding support for this Product while under
warranty is available to Avaya customers and other parties through the Avaya Support website: http://support.avaya.com. Please note that if
you acquired the Product(s) from an authorized Avaya Channel Partner outside of the United States and Canada, the warranty is provided to
you by said Avaya Channel Partner and not by Avaya. “Software” means computer programs in object code, provided by Avaya or an Avaya
Channel Partner, whether as stand-alone products or pre-installed on hardware products, and any upgrades, updates, bug fixes, or modified
versions.

Licenses
THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE, HTTP://SUPPORT.AVAYA.COM/LICENSEINFO ARE
APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC., ANY
AVAYA AFFILIATE, OR AN AUTHORIZED AVAYA CHANNEL PARTNER (AS APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH
AVAYA OR AN AUTHORIZED AVAYA CHANNEL PARTNER. UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES
NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA, AN AVAYA AFFILIATE OR
AN AVAYA AUTHORIZED AVAYA CHANNEL PARTNER; AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND
ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE. BY INSTALLING, DOWNLOADING OR USING THE
SOFTWARE, OR AUTHORIZING OTHERS TO DO SO, YOU, ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE
INSTALLING, DOWNLOADING OR USING THE SOFTWARE (HEREINAFTER REFERRED TO INTERCHANGEABLY AS “YOU” AND “END
USER”), AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR
THE APPLICABLE AVAYA AFFILIATE (“AVAYA”).
Avaya grants you a license within the scope of the license types described below, with the exception of Heritage Nortel Software, for which the
scope of the license is detailed below. Where the order documentation does not expressly identify a license type, the applicable license will be
a Designated System License. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a
different number of licenses or units of capacity is specified in the documentation or other materials available to you. “Designated Processor”
means a single stand-alone computing device. “Server” means a Designated Processor that hosts a software application to be accessed by
multiple users.

License type(s)
Designated System(s) License (DS). End User may install and use each copy of the Software only on a number of Designated Processors up
to the number indicated in the order. Avaya may require the Designated Processor(s) to be identified in the order by type, serial number,
feature key, location or other specific designation, or to be provided by End User to Avaya through electronic means established by Avaya
specifically for this purpose.

Concurrent User License (CU). End User may install and use the Software on multiple Designated Processors or one or more Servers, so long
as only the licensed number of Units are accessing and using the Software at any given time. A “Unit” means the unit on which Avaya, at its
sole discretion, bases the pricing of its licenses and can be, without limitation, an agent, port or user, an e-mail or voice mail account in the
name of a person or corporate function (e.g., webmaster or helpdesk), or a directory entry in the administrative database utilized by the
Software that permits one user to interface with the Software. Units may be linked to a specific, identified Server.

Database License (DL). End User may install and use each copy of the Software on one Server or on multiple Servers provided that each of
the Servers on which the Software is installed communicates with no more than a single instance of the same database.

CPU License (CP). End User may install and use each copy of the Software on a number of Servers up to the number indicated in the order
provided that the performance capacity of the Server(s) does not exceed the performance capacity specified for the Software. End User may
not reinstall or operate the Software on Server(s) with a larger performance capacity without Avaya’s prior consent and payment of an upgrade
fee.

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 3

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Named User License (NU). You may: (i) install and use the Software on a single Designated Processor or Server per authorized Named User
(defined below); or (ii) install and use the Software on a Server so long as only authorized Named Users access and use the Software. “Named
User”, means a user or device that has been expressly authorized by Avaya to access and use the Software. At Avaya’s sole discretion, a
“Named User” may be, without limitation, designated by name, corporate function (e.g., webmaster or helpdesk), an e-mail or voice mail
account in the name of a person or corporate function, or a directory entry in the administrative database utilized by the Software that permits
one user to interface with the Software.

Shrinkwrap License (SR). You may install and use the Software in accordance with the terms and conditions of the applicable license
agreements, such as “shrinkwrap” or “clickthrough” license accompanying or applicable to the Software (“Shrinkwrap License”).

Heritage Nortel Software
“Heritage Nortel Software” means the software that was acquired by Avaya as part of its purchase of the Nortel Enterprise Solutions Business
in December 2009. The Heritage Nortel Software currently available for license from Avaya is the software contained within the list of Heritage
Nortel Products located at http://support.avaya.com/LicenseInfo under the link “Heritage Nortel Products”. For Heritage Nortel Software, Avaya
grants Customer a license to use Heritage Nortel Software provided hereunder solely to the extent of the authorized activation or authorized
usage level, solely for the purpose specified in the Documentation, and solely as embedded in, for execution on, or (in the event the applicable
Documentation permits installation on non-Avaya equipment) for communication with Avaya equipment. Charges for Heritage Nortel Software
may be based on extent of activation or use authorized as specified in an order or invoice.

Copyright
Except where expressly stated otherwise, no use should be made of materials on this site, the Documentation, Software, or hardware provided
by Avaya. All content on this site, the documentation and the Product provided by Avaya including the selection, arrangement and design of
the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis
rights relating to the protection of databases. You may not modify, copy, reproduce, republish, upload, post, transmit or distribute in any way
any content, in whole or in part, including any code and software unless expressly authorized by Avaya. Unauthorized reproduction,
transmission, dissemination, storage, and or use without the express written consent of Avaya can be a criminal, as well as a civil offense
under the applicable law.

Virtualization
Each vAppliance will have its own ordering code. Note that each instance of a vAppliance must be separately ordered. If the end user
customer or Avaya channel partner would like to install two of the same type of vAppliances, then two vAppliances of that type must be
ordered.
Each Product has its own ordering code. Note that each instance of a Product must be separately licensed and ordered. “Instance” means one
unique copy of the Software. For example, if the end user customer or Avaya channel partner would like to install two instances of the same
type of Products, then two Products of that type must be ordered.

Third Party Components
“Third Party Components” mean certain software programs or portions thereof included in the Software that may contain software (including
open source software) distributed under third party agreements (“Third Party Components”), which contain terms regarding the rights to use
certain portions of the Software (“Third Party Terms”). Information regarding distributed Linux OS source code (for those Products that have
distributed Linux OS source code) and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is
available in the Documentation or on Avaya’s website at: http://support.avaya.com/Copyright. You agree to the Third Party Terms for any such
Third Party Components.

Note to Service Provider
The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently
licensed for such purpose.

Preventing Toll Fraud
“Toll Fraud” is the unauthorized use of your telecommunications system by an unauthorized party (for example, a person who is not a
corporate employee, agent, subcontractor, or is not working on your company's behalf). Be aware that there can be a risk of Toll Fraud
associated with your system and that, if Toll Fraud occurs, it can result in substantial additional charges for your telecommunications services.

Avaya Toll Fraud intervention
If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support, call Technical Service Center Toll
Fraud Intervention Hotline at [phone] for the United States and Canada. For additional support telephone numbers, see the Avaya
Support website: http://support.avaya.com. Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending
mail to: [e-mail].

Trademarks
The trademarks, logos and service marks (“Marks”) displayed in this site, the Documentation and Product(s) provided by Avaya are the
registered or unregistered Marks of Avaya, its affiliates, or other third parties. Users are not permitted to use such Marks without prior written
consent from Avaya or such third party which may own the Mark. Nothing contained in this site, the Documentation and Product(s) should be
construed as granting, by implication, estoppel, or otherwise, any license or right in and to the Marks without the express written permission of
Avaya or the applicable third party.
Avaya is a registered trademark of Avaya Inc.
All non-Avaya trademarks are the property of their respective owners. Linux® is the registered trademark of Linus Torvalds in the U.S. and
other countries.

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 4

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Downloading Documentation
For the most current versions of Documentation, see the Avaya Support website: http://support.avaya.com.

Contact Avaya Support
See the Avaya Support website: http://support.avaya.com for product notices and articles, or to report a problem with your Avaya product. For
a list of support telephone numbers and contact addresses, go to the Avaya Support website: http://support.avaya.com, scroll to the bottom of
the page, and select Contact Avaya Support.

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 5

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Contents

Contents

Embedded Voicemail1.

..................................................................... 101.1 Logging In

............................................................................ 101.1.1 First Time Login

............................................................................ 111.1.2 Trusted Sources

............................................................................ 111.1.3 Switching to Another Mailbox

............................................................................ 111.1.4 Normal Login

..................................................................... 121.2 Default Mailbox Controls

..................................................................... 131.3 Caller Options

..................................................................... 131.4 Full Mailbox

..................................................................... 141.5 Visual Voice

Listening to Messages2.

..................................................................... 172.1 Listening to Messages

..................................................................... 172.2 Marking a Message as Saved

..................................................................... 182.3 Forwarding a Message

..................................................................... 182.4 Calling the Sender

..................................................................... 182.5 Replying to a Message

..................................................................... 192.6 Sending a New Message

Changing Your Settings3.

..................................................................... 223.1 Changing Your Password

..................................................................... 233.2 Personal Greeting

............................................................................ 233.2.1 Recording Your Greeting

............................................................................ 233.2.2 Deleting Your Greeting

............................................................................ 233.2.3 Listening to Your Greeting

..................................................................... 243.3 Transfer Options

..................................................................... 243.4 Record Your Name

Voicemail Notification4.

..................................................................... 274.1 Voicemail Email

..................................................................... 284.2 Outcalling

............................................................................ 284.2.1 Initial Outcalling Configuration

............................................................................ 294.2.2 Setting Your Outcalling Destination

............................................................................ 294.2.3 Setting Your Outcalling Timeout

............................................................................ 294.2.4 Turning Outcalling On

............................................................................ 294.2.5 Turning Outcalling Off

............................................................................ 304.2.6 Answering Outcalling Calls

Document History5.

...............................................................................33Index

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 7

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Embedded Voicemail

Chapter 1.

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 9

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Embedded Voicemail:

1. Embedded Voicemail

This user guide is for Embedded Voicemail provided by an IP Office system running in IP Office Essential Edition, IP Office
Preferred Edition or IP Office Advanced Edition mode.

Your system maintainer can configure your system to support either Intuity or IP Office mode mailbox operation. This
guide is for Intuity mode. Your system administrator can confirm which mode your system uses.

· First time login

· Switching to another mailbox

· Normal login

· Trusted Sources

· Mailbox controls

· Caller options

· Visual voice

10

11

11

11

12

13

14

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 10

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

1.1 Logging In

1.1.1 First Time Login

The first time you call your mailbox, the system prompts you to set a mailbox password and to record your name. The
system uses the password to control access to your messages and mailbox settings. It uses the name you record in
announcements to callers. Though set during the initial mailbox login, you can change the password and change the

recorded name at any time.

To login:

1.Dial *17.

2.At the prompt, if dialing from your own extension, press #. Otherwise, enter your extension number and press #.

3.When prompted for a password press #. If this is not accepted, contact your system administrator who may have

already set a password for your mailbox.

4.If no password is already set, the system requests you to set a password for your mailbox. Enter a new password

and press #.

· Enter at least four digits and up to 15. Do not set an obvious code. For example:

· Your extension number.

· A sequence of digits, for example 1234.

· The same repeated digits, for example 1111.

5.The system will prompt you if the password does not meet its requirements. Re-enter the new password and

press #.

6.The system now requests you to record your name.

a. Press 1. At the tone, speak your name and then press 1 again.
b.The system plays back your recording. Press # to accept the recording or 1 to record again.

7.After you log in, the voice prompts provide instructions. See Default Mailbox Controls for a summary of the
controls.

22

24

12

Avaya IP Office™ Platform Embedded Voicemail User Guide (Intuity Mode) Page 11

15-604067 Issue 14b (13 November 2014)IP Office™ Platform

Embedded Voicemail: Logging In

1.1.2 Trusted Sources

By default, even when you have a password set, you can access your mailbox from your own extension without needing
to use the password. This is because your extension number is set as a 'trusted source'. Your system maintainer can
change that if required. They can also add other numbers as trusted sources for your mailbox if you require that.

Mailbox access from numbers that are not trusted sources requires entry of your mailbox password. For example, entry
of your password is usually required if your maintainer has configured a method for you to access your mailbox from
remote locations other than your own extension.

1.1.3 Switching to Another Mailbox

Some users may have access to multiple mailboxes. For example, in a call centre or a hunt group, supervisors may need
to check multiple mailboxes. You can use the re-login feature to access mailboxes sequentially, without needing to
disconnect after checking each mailbox.

To switch to another mailbox:

1.While already logged in to a mailbox, dial **7. You can then specify the new mailbox required.

1.1.4 Normal Login

If you have already completed a first time login , the subsequent login process is much faster.

To login:

1.Dial *17.

2.The system prompts you to enter the number of the mailbox you want to access. If dialing from your own

extension, for your mailbox, just press #. Otherwise, enter your extension number and press #.

3.If requested, enter your password and press #. The system requests a password if you are accessing a mailbox
from a number not set as a trusted source for that mailbox.

4.After you log in, the voice prompts provide instructions. See Default Mailbox Controls for a summary of the
controls.

· For help at any time: Press *4.

· To return to the activity menu: Press *7.

· To exit the system: Press **9.

10

11

12