Callegra .UC Telephone Guide
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Trademark Information
Callegra, CallegraINBOX for Microsoft Outlook, CallegraFAX,
CallegraREPORTER, CallegraTTS (T ext To Speech) CallegraVOICE
(voice recognition), Callegra .UC, Callegra .UM, CallegraWEB, and
Solo VoiceMail are trademarks or registered trademarks of Callware
Technologies, Inc.
Copyright © 2003 Callware Technologies, Inc. All rights reserved.
U.S. Pat. No. 5,799,307 with international patents pending.
All other trademarks are the property of their respective owners.
SKU:LN-95079-025
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Contents
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Access Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Play Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Record and Send Messages . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Forward Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Reply to Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Set Message Addressing Options . . . . . . . . . . . . . . . . . . . . . .8
Use Email Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Use Fax Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Change Mailbox Setup Options . . . . . . . . . . . . . . . . . . . . . . .12
Set up Wakeup Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Set Notification Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Use Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Use Speed Dial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Restore Deleted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Install Desktop Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
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Welcome
Welcome to your Callegra .UC Unified Communications sy stem .
As a mailbox owner, you can use unified communication features from
the telephone, from a desktop client — CallegraINBOX for Outlook—
or Internet client—CallegraWEB.
This booklet guides you th rou gh you r sys t em’s telephone interface,
helping you set up and use the voice messaging system in an easy,
straightforward manner.
It also pr ovides setup instruction s f or i n s t a ll ing desktop c lient softwa r e .
See “Install Desktop Clients” on page 21. For more information about
using these desktop clients, see the online help available after
installation.
Your Personal System
Your administrator has set up a individualized system for your
company. This setup, along with the capabilities of your telephone
system, affect the way you use the Callegra .UC system. The voice
prompts you hear and the features available to you from the telephone
interface depend on the prompts and features that are enabled or
disabled for your mailbox.
Some prompts and features are not available b y default. Some examples
of these include: fax, notification, speed dial, wakeup call, urgent
message option, caller message editing, distribution list control, call
routing, and message broadcast.
Ask your administrator to enable a prompt or feature if needed. If you
are a Callegra .UC Power User, you can enable some of these features
within CallegraINBOX for Outlook or CallegraWEB.
1
Access
Mailboxes
You can access your mailbox from outside or inside your company. See
your administrator for the number and specific company instructions.
The first time you access your mailbox, a tutorial he lps you recor d yo ur
mailbox name and greeting. It also guides you through entering a
persona l passcode.The default passcode is 1234.
Your voicemail access number: ____________
Access Mailbox from an Outside Line
Access Mailbox from Main Number:
1. Dial the company
number.
Access Mailbox from Direct Line:
1. Dial your direct line telephone
number.
2. Press # when
the company
greeting plays.
2. Press * when
your mailbox
greeting plays.
3. Enter your
mailbox number
and passcode.
3. Enter your
passcode.
2
Access Mailbox from an Inside Line
1. Dial the
voicemail access
number.
2. Enter your
mailbox
number if
prompted.
3. Enter your
passcode.
Leave Message without Ringing Extension
1. Dia1 the
company
number.
2. At the main greeting,
enter the mailbox
number, immediately
followed by the * key.
3
Play Voice
Messages
When you access your mailbox, you hear the number of new voice/fax
messages you have receive d, followed by the num ber of saved vo ice/fax
messages.
When you return to the Main menu, you might hear a “chime” tone. If
you hear this, there is a new message or new messages in your mailbox.
Play Messages
To play a message:
1. From the Main menu, press 7 to access the Vo ice M essages menu.
2. Press 7 to play new messages or press 8 to play saved messages.
Save Messages
To save a message:
1. From the Main menu, press 7 to access the Vo ice M essages menu.
2. Press 7 to play a new message.
3. Press 5 to keep the message.
4
Record and
Send
Messages
You can make new messages for other mailbox owners, entire
distribution lists, or even outside telephone numbers. See“Use
Distribution Lists” on page 18 for more information.
Make a Message
To make a new message:
1. From the Main menu, press 6 to make a new message.
2. If prompted, select 1 to enter an internal mailbox extension number
or select 2 to enter an external call.
3. Enter a mailbox extension number, the external phone number, or
press * to enter a distributi on list number.
Use Message Delivery Options
After recording a new message, replying to a message, or forwarding a
message, choose fro m the following messa ge delivery options:
• Press 9 to deliver the message.
• Press 7 to play the message.
• Press 3 to discard and rerecord your message.
• Press 5 to deliver to another mailbox (not available when replying
to a message).
• Press 2 to add a comment to the existing message.
• Press 6 to access message addressing options.
• Press 4 to cancel the destination mailbox number (not available
when replying to a message).
• Press 1 to cancel making a message.
5
Forward
Messages
You can forward any non-confidential message in your mailbox to
another mailbox or distrib ut ion lis t .
You can add comments to the original message if desired. When
someone plays your forwarded message, your added comments are
played first, followed by the original message.
Forward a Message
To forward a message:
1. From the Main menu, press 7 to play the message.
2. Press 2 to forward or reply to a message.
3. Press 1 to forward the message.
4. Enter the mailbox number to forward the message or press * and
distribution list number to forward the message to all members of the
distribution list.
5. (optional) Press 2 to record your additional comm ents and press #
when you are finished recording.
6. Press 9 to forward the message.
A copy of the current message with r ecorded commen ts is forwarded
to the specified mailbox or distributio n lis t members’ boxes.
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