Lucent Technologies 585-310-748 User Manual

INTUITY™ Multimedia Messaging

User’s Guide

585-310-748 Comcode 107889354 Issue 2 January 1997

Notice

Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change.

Your Responsibility for Your System’s Security

Toll fraud is the unauthorized use of your telecommunications system by an

unauthorized party, for example, persons other than your company’s employees, agents, subcontractors, or persons working on your company’s behalf. Note that there may be a risk of toll fraud associated with your telecommunications system and, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

Y ou and your system manager are responsible for the security of your system, such as programming and configuring your equipment to prevent unauthorized use. The system manager is also responsible for reading all installation, instruction, and system administration documents provided with this product in order to fully understand the features that can introduce risk of toll fraud and the steps that can be taken to reduce that risk. Lucent Technologies does not warrant that this product is immune from or will prevent unauthorize d us e of common-carrier telecommunication services or facilities accessed through or connected to it. Lucent Technologies will not be responsible for any charges that result from such unauthorized use.

Lucent Corporate Security

Whether or not immediate support is required, all toll fraud incidents involving Lucent products or services should be reported to Lucent Corporate Security at 1 800 821-8235. In addition to recording the incident, Lucent Corporate Security is available for consultation on security issues, investigation support, referral to law enforcement agencies, and educational programs.

Lucent Technologies Fraud Intervention

If you suspect that you are being victimized by toll fraud and you need technical support or assistance, call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643-2353.

Federal Communications Commission Statement Part 15: Class B Statement. This equipment has been tested and found to

comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio-frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interf er en ce to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient the receiving television or radio antenna where this may be done safely.

• To the extent possible, relocate the receiver with respect to the telephone equipment.

• Where the telephone equipment requires ac power, plug the telephone into a different ac outlet so that the telephone equipment and receiver are on different branch circuits.

Part 15: Personal Computer Statement. This equipment has been certified to comply with the limits for a Class B computing device, pursuant to Subpart J of Part 15 of FCC Rules. Only peripherals (computing input/output devices, terminals printers, etc.) certified to comply with the Class B limits may be attached to this computer. Operation with noncertified peripherals is likely to result in interference to radio and television reception..

Part 68: Network Registration Number. This equipment is registered with the FCC in accordance with Part 68 of the FCC Rules. It is identif ied b y an FCC registration number.

Part 68: Answer-Supervision Signaling. Allowing this equipment to be operated in a manner that does not provide proper answer-supervision signaling is in violation of Part 68 rules. This equipment returns answer-supervision signals to the public switched network when:

• Answered by the called station

• Answered by the attendant

• Routed to a recorded announcement that can be administered by the CPE user

This equipment returns answer-supervision signals on all DID calls forwarded back to the public switched telephone network. Permissible exceptions are:

• A call is unanswered

• A busy tone is received

• A reorder tone is received

Canadian Department of Communications (DOC) Interference Information

This digital apparatus does not exceed the Class A limits for radio noise emissions set out in the radio interference regulations of the Canadian Department of Communications.

Le Présent Appareil Nom

les limites applicables aux appareils numériques de la class A préscrites dans le reglement sur le brouillage radioélectrique édicté par le ministére des Communications du Canada.

Trademarks

See the section titled “About This Book”.

Ordering Information Call: Lucent Technologies Publications Center

Write: Lucent Technologies Publications Center

Order: Document No. 585-310-748

Y ou can be placed on a Standing Order list for this and other documents you may need. Standing Order will enable you to automatically receive updated versions of individual documents or document sets, billed to account information that you provide. For more information on Standing Orders, or to be put on a list to receive future issues of this document, please contact the Lucent Technologies Publications Center.

Warranty

Lucent Technologies provides a limited warranty on this product. Refer to the “Limited Use Software License Agreement” card provided with your package.

Voice 1 800 457-1235 International Voice 317 361-5353 Fax 1 800 457-1764 International Fax 317 361-5355

P.O. Box 4100 Crawfordsville, IN 47933

Comcode 107889354 Issue 2, January 1997

met pas de bruits radioélectriques dépassant

érique n’é

European Union Declaration of Confor mi ty

Lucent Technologies Business Communications Systems declares that XXX equipment specified in this document conforms to the referenced European Union (EU) Direc tive s and Ha rmonized Standards listed below: EMC Directive 89/336/EEC Low-Voltage Directive 73/23/EEC

The “CE” mark affixed to the equipment means that it conforms to the above directives.

Comments

To comment on this document, return the comment card at the front of the document.

Acknowledgment

This document was prepared by the Product Documentation Development group, Lucent Technologies, Denver, CO and Columbus, OH.

INTUITY Multimedia Messaging User’s Guide

585-310-748

Contents

Contents iii

■ Important Numbers and Codes

for Your Messaging System vii

■ Welcome 1

■ Call Your Mailbox 3

■ Get Around in Your Mailbox 4

Voice Prompts and Help 4 Basic Commands 5

■ Change Your Password 6

■ Record Your Name 7

■ Record a Greeting for Callers 8

Recording Your Basic Greeting 8

Recording a Special Greeting for Voice/Fax Messages 9

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Page iii

Recording a Special Greeting for a Personal Fax Extensi on 10

■ Get Messages You’ve Received 11

Multimedia Component Limits 11 Listening to a Voice/E-Mail Message 11 Responding to a Message 12 Acting on a Message 13 Handling a Call When You Hear Fax Tones 15

Option One ____ 15 Option Two ____ 15

Printing Fax/E-Mail Messages 15

Fax Print Prefixes 16 Printing All

New

Faxes at Once 16

Downloading a Fax or E-Mail to a Modem-Equipped Computer 16

■ Record and Send Messages 18

Multimedia Component Limits 18 Sending a Voice or Voice-Fax Message 19 Sending a Fax-Only Message 21 Sending a Voice-Fax Message by Forwarding

a Fax 21

INTUITY Multimedia Messaging User’s Guide

Contents

Sending a Multimedia Message by Forwarding E-Mail and Attach ed File s 22

Enhanced Delivery Options 23

■ Leave a Message When a User Doesn’t Answer 25

■ Set Fax/E-Mail Print Options 27

Selecting Autoprint/Autodelete (Optional) 28

■ Create Mailing Lists 29

Deleting Addresses from a List 30 Scanning List Summaries 31 Reviewing and Modifying a List 31

■ Set the Message Medium You Want to Get First 32

Setting the Preferred Medium 32

■ Create and Use Multiple Personal

Greetings 33

Call Types 33

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Page iv

Defining Call Types the First Time 34 Changing Call Types 34 Assigning Greetings to Call Types 34 Activating Previously Recorded Greetings 35 Scanning All Greetings 36

■ Check and Reuse Outgoing or Filed

Messages 38

Checking the Status of Messages You’ve Sent 38

Changing and Re-sending a Message 39 Re-sending a Message 39

■ Create a Personal Directory 41

Creating and Appending a Directory 41 Reviewing and Deleting Entries from a Directory 42

■ How to Use Directory Assistance 43

■ Scan/Print Messages Quickly 44

■ How the System Interprets Text/E-Mail 45

Rules for Creating Text Messages You Send to Phone Mailboxes 48

■ Joined Telephone and E-Mail

Mailboxes 49

Options to Join Mailboxes 49 Frequency of Polling Mailboxes 52

INTUITY Multimedia Messaging User’s Guide

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Contents

■ Set Addressing Options 53

Addressing a Message Before Recording It 53

■ Leave Messages with the Guest

Password 55

Leaving a Guest Password Message 55

■ Tips and Highlights 57

General Message Handling 57

Getting Messages 57 Leaving Messages When No One Answers 60 Mailing Messages 60

■ Terms and Concepts 63

Index IN-1

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Page v

INTUITY Multimedia Messaging User’s Guide

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Page vi

INTUITY Multimedia Messaging User’s Guide

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Important Numbers and Codes for Your Messaging System

This page lists the primary numbers and codes you need to use your multimedia messaging system effectively. If the blanks on this page have not been completed, call your system administrator for the proper codes/numbers.

■ System phone number: ___________

Page viiImportant Numbers and Codes for Your Messaging System

■ System

■ Your system administrator’s telephone number: ____ _______

■ Guest password: ___________

■ Your mailbox holds ______ minutes of greetings and messages. One fax page is

default

password: ___________

the equivalent of 40 seconds of a voice message. Two kilobytes of e-mail or a binary file is the equivalent of 1 second of a voice message.

■ A message can be up to _____ minutes in length.

■ A message expires and is deleted after _____ days in your mailbox.

■ Mail prefixes for remote locations:

Prefix Description

_____________ ________________ ____________ ___________ _____________ ________________ ____________ ___________ _____________ ________________ ____________ ___________ _____________ ________________ ____________ ___________ See attachment for additional mailing prefixes.

■ Fax print prefix numbers:

_________ (prefix) and ________ (digits required, in-house system) _________ (prefix) and ________ (digits required, local area) _________ (prefix) and ________ (digits required, long-distance _________ (prefix) and ________ (digits required,__________________) _________ (prefix) and ________ (digits required,__________________)

■ Transfer into AUDIX code: _______________________

■ Joined mailbox polling time and

frequency: _____________________________

INTUITY Multimedia Messaging User’s Guide

■ Available options for joined mailboxes (marked with X):

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Page viiiImportant Numbers and Codes for Your Messaging System

AUDIX to E-mail Options

Link

❑

Copy headers only

❑

Transfer

❑

Unread onl y

❑

Remove old copies

❑

Propag ate ex pirations

❑

■ Current large list extensions:

List Extension Description

For information about PC-based voice/fax message handling, see the Lucent

Intuity Message Manager User’s Guide

Lotus to E-mail Options

Link

❑

Copy head e rs only

❑

Transfer

❑

Unread only

❑

Remove old copies

❑

for your specific system.

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Welcome

With the INTUITYTM AUDIX® messaging system, you have the following capabilities using

your telephone:

Page 1Welcome

Call Answering

The system answers calls when you can’t. Callers may then leave messages in your “mailbox.” Later, you can access your mailbox to get those messages.

Voice Mail You can record voice messages in advance and send them to the

mailboxes of other users without actually calling their telephones. Other users also can record and send voice mail messages directly to your

mailbox. When convenient, you can access your mailbox to get those messages.

Fax Messaging

Text Message Storage and Retrieval

Callers can send faxes to your normal telephone number instead of to a fax machine. In addition, you and other users can:

■ Attach a fax to a voice mail message in a single call

■ Forward received faxes

■ Send faxes to printers, PCs, or laptop computers

■ Send or forward faxes to internal extensions, system mailing lists,

external numbers.

and/or

AUDIX lets you receive e-mail and attached binary files1. You can:

■ Print an e-mail message to a fax machine

■ Forward e-mail and binary files to:

— Internal extensions and mailing lists — External numbers, including PCs or laptop computers — Notes and cc:mail users connected to your system

■ Listen to e-mail

■ However, you can’t create an e-mail message using your telephone.

1. A binary file is a computer software file that you can look at with the appropriate software product. For example, you might receive binary files that you view and modify with Lotus® 1-2-3™ or Microsoft® Word™.

CAUTION

: By sending or receiving an attached file, you migh t inadvertently spread a computer virus. Always check files you send or receive for viruses before running them.

INTUITY Multimedia Messaging User’s Guide

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Page 2Welcome

Lucent

NTUITY

I Message Manager

Messaging to and from e-mail systems

Lucent I

NTUITY Message Manager is a Windows

-based interface to

AUDIX that runs on your P.C. With it, you can:

■ Create, send, rec e ive, forward, respond to, and review all message

types, including voice, fax, text, and attac hed files

■ Launch (start) other app l ications to view and use an attached file

■ Reorder the sequence used to store and playback messages

■ See a list of message headers

■ Annotate messages with subject headings

For more information, see the Lucent I

NTUITY™ Message Manager

Release 4 User Guide, 585-310-743.

You can send voice or fax messages to an e-mail user (such as a user of Lotus Notes or cc:mail). You can also receive e-mail in yo ur voice mailbox if integrated messaging software is connected to your system.

In addition, you have joined mailboxes. Joined mailboxes are logically linked so you can:

■ Manage all of your incoming messages (voice, fax, e-mail, and binary

files) from either mailbox. Thus, a voice message in your voice mailbox also appears in your e-mail mailbox. E-mail in your e-mail mailbox also appears in your voice mailbox.

■ Click on an icon in your e-mail mailbox to listen to a voice message,

instead of logging into your voice mailbox.

■ Print e-mail from your voice mailbox in the same way you print faxes.

■ Listen to e-mail from your voice mailbox (if text-to-speech conversion

is available on your system).

■ Copy headers only from one mailbox to the other so you are notified

that you have messages in the other mailbox.

For more information, see ‘‘Joined Telephone and E-Mail Mailboxes’’ on

page 49. Or see the user guide for your e-mail integrated messaging

product.

1. CAUTION: By sending or receiving an attached file, you might inadvertently spread a computer virus. Always check files you send or receive for viruses before running them.

INTUITY Multimedia Messaging User’s Guide

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Call Your Mailbox

Your mailbox stores incoming and outgoing voice, fax, e-mail, or multimedia messages and headers. Your mailbox stores messages by their status (see Figure 1

Page 3Call Your Mailbox

Figure 1. Your Voice Mailbox

To call the first time, pick up your phone and enter:

1. Your system-access number.

2. Your extension, followed by .

3. Your default password, followed by .

NOTE:

Change your default password to a new password as soon as possible. See

‘‘

Change Your Password’’ on page 6.

INTUITY Multimedia Messaging User’s Guide

4*R

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Get Around in Your Mailbox

When you call your mailbox and login, you reach the Main Menu. The Main Menu is also referred to as the Activity Menu.

MAIN MENU OPTIONS

Record and send messages Create, address, and select delivery options for mail messages.

Get messages Listen to, respond to, print, and delete messages.

Create greetings Create, change, and activate personal greetings

Outgoing and filed messages Determine the status of and listen to messages you previously created.

Personal options Set up mailing lists, personal directory, fax printing, preferred medium, password, recorded name, and addressing sequence.

Outcalling Select if, when, and where the system calls you when new messages are delivered to your mailbox.

Autoscan/Autoprint Scan messages or print all new faxes by pushing just two buttons.

Page 4Get Around in Your Mailbox

Voice Prompts and Help

After you log in,

■ For

■ To return to the Main Menu, press ( ).

Tips

the voice prompts always tell you what to do

help

at any time, press ( ) to get a list of your

Usually, you can dial through a voice prompt to enter a command without waiting for the prompt to finish. But you can’t dial through error messages and prompts the system wants you to hear.

current

options, or

INTUITY Multimedia Messaging User’s Guide

Basic Commands

Touch-Tone Keys Command

585-310-748 Issue 2

January 1997

Page 5Get Around in Your Mailbox

(or ) Help

(or ) Return to Main Menu

(or ) Wait

(or ) Look up number/name

* *

(or ) Exit system

* *

Transfer call to operator

(or ) Delete

(or ) Undelete

* *

(or ) Hold message in category

* *

(or ) Transfer out

(or ) Log in again

* *

* * * *

* *

Use while listening to messages

Inc reas e spee d Dec reas e speed Inc reas e vol um e Dec reas e vol um e Skip forward

Skip to next message component

Skip to previous message component

Skip backward

Use while addressing

(or ) Alternate between name an d number addressing

(or ) Use mailing list for addressing

INTUITY Multimedia Messaging User’s Guide

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Change Your Password

Your system administrator establishes your default password. Change this password

immediately

To change your password:

after you login the first time.

January 1997

Page 6Change Your Password

1. Press from the Main Menu.

2. Enter the new password (up to 15 digits), followed by .

3. Re-enter the new password again, followed by .

5 4

SECURITY ALERT:

Don’t use a password that uses:

■ Ascending or descending digits (for example, 1234 or 4321)

■ The same digits (for example 0000)

■ Digits matching your name or initials (for example, 5646 for John)

■ The current year (for example, 1996)

■ The same number as your extension (for example, extension 3455,

pa ss word 3455)

■ A reverse extension (for example, extension 3455, password 5543)

■ Numbers that identify you, such as your social security number, employee

ID, room number, or department

■ A programmable function key or speed-dial key

Personal options admin.

Log into mailbox

Change password

New password

EnterEnter New password

Figure 2. Change Password

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Record Your Name

Record your name to replace the system greeting for your mailbox. Callers hear your voice and feel comfortable they have reached the right person.

To record your name:

Page 7Record Your Name

1. Press from the Main Menu. Speak your name after the tone.

2. Press to stop.

5 5

3. (Optional): One of the following:

2 3

4. to approve.

Log into mailbox

Re-record.

Play back.

Personal options

Record name

Record

Stop

name

Initial login to mailbox

4namerec LJK 032696

Figure 3. Record Your Name

Playback

Approve

Re-record

1. The bold line in this figure shows the simplest, most direct path.

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Record a Greeting for Callers

When you don’t answer your telephone, the system works just like an answering machine. The system sends the call to your mailbox. Then, the caller either hears a system greeting or a greeting you’ve recorded.

You can record and store several personal greetings, each for a specific situation. You can manually activate each greeting as needed, or you can keep a number of greetings active at once (see ‘‘

Recording Your Basic Greeting

To record your basic greeting:

Create and Use Multiple Personal Greetings’’ on page 33).

Page 8Record a Greeting for Callers

1. Press from the Main Menu. Speak your greeting at the tone.

3 1

You may need to enter a greeting number before you speak your greeting.

2. (Optional):

1 1

2 3

Play back.

( ) Delete and begin again.

3. Press to approve. Do one of the following:

■ Follow the prompts to activate the greeting.

■ Press to leave the greeting inactive.

Press one of the following:

Pause (and again to continue recording).

INTUITY Multimedia Messaging User’s Guide

Personal greeting administration

Listen to greeting

greeting not

recorded

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Page 9Record a Greeting for Callers

Stop/ continue recording

Delete

Record

Playback

greeting

Record greeting

Greeting number

Review status

Scan greetings

Activate greeting

greeting

recorded

Play

Re-record

Delete

Approve

Figure 4. Record Basic Greeting

Recording a Special Greeting for Voice/Fax Messages

Fax messaging is new. So your greeting should briefly tell callers your mailbox number.

Approve

Active

4pgchrec LJK 032696

how to send

Not

active

Activate

previously

recorded

greetings

a fax to

Example:

“This is Richard Hyatt. I’m away from my desk. Please leave a message at the tone. My telephone is also a

fax line

. To send me a fax, send it to this number the same way you

send any fax.”

2. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

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Recording a Special Greeting for a Personal Fax Extension

If you receive frequent faxes, your system administrator may set up a second fax-only extension, your

to send

a fax to your fax extension.

Example:

“This is Diane Downer. I’m unable to take your call; please leave a message at the tone. If you want to send me a fax, please call my fax number at 332-3626.”

A personal fax extension message, callers must call your normal extension.

personal fax extension.

NOTE:

does not accept

In this case, your greeting should tell callers

voice messages. To leave a voice-fax

Page 10Record a Greeting for Callers

how

INTUITY Multimedia Messaging User’s Guide

Get Messages You’ve Received

You can listen to:

■ Message headers, which tell you:

— Message type(s) — voice, fax, e-mail, and/or binary file — Who sent the message — When the message was sent and how big it is

■ Voice messages

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January 1997

Page 11Get Messages Yo u’ve Received

■ E-Mail messages. See

‘‘How the System Interprets Text/E-Mail’’ on page 45.

You can print out:

■ Fax messages

■ E-Mail messages

A cover page is included when you print. It lists the size of each component of a message, including the size of att ached files. You can view an att ached file only by using Message Manager or a joined e-mail mailbox.

CAUTION:

By sending or receiving an attached file, you might inadvertently spread a computer virus. Always check files you send or receive for viruses before running them.

Multimedia Component Limits

A single message can contain up to four message components. But it can contain only one component of each media type — voice, fax, e-mail, and binary file. The system removes any additional components of a single media type. Thus, if someone sends you a message with two or more components of the same media, the system tells you that some components couldn’t be delivered.

For example

, say that an e-mail user sends a message directly to your phone mailbox with a voice component and two binary files. The system stores only the first binary file in your phone mailbox.

Tips

Joined Telephone and E-Mail Mailboxes’’ on page 49

See ‘‘ for a description of what messages may or may not appear in your phone mailbox.

Listening to a Voice/E-Mail Message

1. Press from the Main Menu. Listen to the header of the first message.

INTUITY Multimedia Messaging User’s Guide

If someone sends you a message with two or more components of the same

media, the system tells you that some components couldn’t be delivered. In this case, contact the sender to find out what you failed to receive.

2. Press any of the following:

585-310-748 Issue 2

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Page 12Get Messages Yo u’ve Received

0 0

Listen to the voice or e-mail message, if any. Press again to rewind and listen from the start.

With a joined e-mail mailbox, you may hear headers that don’t have an attached message. See ‘‘

Joined Telephone and E-Mail

Mailboxes’’ on page 49 for more information.

Rewind to the start of the message. Press to skip to the

previous message.

3 2

* *

Play back the header after pressing .

Print the fax or e-mail, if any. See ‘‘

Printi ng Fax/E-Mail

Messag es’’ on page 15.

Increase speed Decrease speed Increase volume Decrease volume Skip forward Skip backward

Skip to next message component

Skip to previous message component

Responding to a Message

3. (Optional):

Reply to the sender by voice mail.

If you press any key other than , continue with Steps a, b, and c.

a. Record and address your message, if necessary. S ee Step 4 in ‘‘

b. Press to approve, if necessary .

Press , and one of the following:

Call the sender. In this case, you exit your mailbox.

Forward with comment at the beginning. Forward with comment at the end. Record and address a new message.

Voice or Voice-Fax M e ssage’’ on page 19. (If you’re replying to the sender,

you don’t need to address the message.)

Sending a

INTUITY Multimedia Messaging User’s Guide

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Page 13Get Messages Yo u’ve Received

c. Press to send, or enter a delivery option, then press . See ‘‘Enhanced

Delivery Options’’ on page 23.

Acting on a Message

4. Press one of the following:.

( ) Delete the message.

( ) Undelete the message.

* *

Save and skip to the previous message.

( ) Hold the message in the current category and

* *

# #

NOTE:

The components of a response or message you forward always have the following sequence:

Voice Fax E-Mail File

The system puts the message components in this sequence even if the original sequence was different.

Save and skip to the next message.

skip to the next message.

Skip to the next message category.

Tips

Your mailbox keeps incoming messages until you delete them or until the system deletes them automatically. Because space is limited, it is wise to review and delete messages regularly.

If you have a joined mailbox, deleting a message from your phone mailbox may also delete the same message in your e-mail mailbox. See ‘‘

Joined Telephone and

E-Mail Mailboxes’’ on page 49.

INTUITY Multimedia Messaging User’s Guide

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Page 14Get Messages Yo u’ve Received

Log into

mailbox

Get messages

Listen to

message

header

4incom LJK 032696

Listen to message

Respond

Skip to next category

Replay header

Skip to next header

Hold message in current category

Delete

Print fax and e-mail

Call sender

Yes

Reply to sender by voice mail

Attach

original

Forward with commentatbeginning

Forwardwithcomment at end

Record a new message

Print to default fax machine

Enter

Fax print prefix

Enter

Fax machine number/extension

Print to fax machine attached to your phone

fax machine

Record

message

Press

START

Figure 5. Get and Respond to Messages

3. The bold line in this figure shows the simplest, most direct path.

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Handling a Call When You Hear Fax Tones

You may answer your phone and hear fax tones. Fax tones indicate someone’s trying to send you a fax. In this case, you must manually transfer the call to your mailbox.

To transfer the call to your mailbox, do the following (marked with an X):

Option One ____

1. Pr ess TRANSFER on your telephone.

2. Enter the Transfer into Mailbox code.

3. Press TRA NSFER again. This action sends the fax call to your mailbox.

Option Two ____

1. Press TRANSFER on your telephone.

Page 15Get Messages Yo u’ve Received

2. Enter the Transfer into Mailbox code.

3. Enter your mailbox extension when prompted.

4. Press TRA NSFER again. This action sends the fax call to your mailbox.

Printing Fax/E-Mail Messages

To print a fax or e-mail:

1. Press from the Main Menu.

2. Listen to the message header.

3. Press to print the fax and/or e-mail portions of the message.

INTUITY Multimedia Messaging User’s Guide

4. Select one of the following options:

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Page 16Get Messages Yo u’ve Received

Print to your default fax machine.

Print to the fax machine attached to your phone.

Print to a fax machine you specify

Press . selected and set up your default fax printer. See

‘‘

Press . Press The butt on o n your fax machi ne may be labeled

something other than are

Enter the fax print prefix and the fax machine’s extension/phone number.

Press . For this option,

Important

. You must already have

Set Fax/E-Mail Print Options’’ on page 27.

START on the fax machine, and hang up.

START. Common alternates

PRINT and RECEIVE.

you must enter a fax print prefix and the correct number of digits for the extension/phone number of the fax machine.

Fax Print Prefixes

Your system administrator may designate the same fax print prefix for internal, local, long distance, and international calls or a different prefix for each call type.

Examples:

To print to a fax

You might use prefix Followed by

machine that is . . .

Within your system ( for f

ax) 4 digits (for example,

extension 5679)

An external local telephone call

A long-distance telephone call

3 5 F L

( for f

ocal)

3 5 5 F

( for

ax long distance)

8 digits (for example, 9 555 3201)

10 digits (for example, 9 303 555 3201)

Printing All New Faxes at Once

See ‘‘Scan/Print Messages Quickly’’ on page 44.

Downloading a Fax or E-Mail to a Modem-Equipped Computer

Downloading faxes or e-mail to a modem-equipped PC or laptop is similar to printing from a fax machine with a handset.

To download a fax or e-mail to a PC or laptop:

1. Set up your modem and fax-software:

INTUITY Multimedia Messaging User’s Guide

a. Connect the fax modem to the computer with a serial cable (if you’re using

an external modem). b. Connect your telephone wall jack to the modem jack marked “Line.” c. Connect the telephone set to the modem jack marked “Phone.”

585-310-748 Issue 2

January 1997

Page 17Get Messages Yo u’ve Received

d. Disable the

ANSWER ON (number of rings) and/or AUTOMATIC RECEIVE options

in your fax-software dialogue. e. Enable the

MANUAL RECEIVE in your fax-software dialogue.

2. Place a call to your mailbox from the telephone handset.

3. Press to listen to the message.

4. Press to print.

5. Press to print on the fax machine from which you are calling. (Here, your PC

6. At the prompt, select

or laptop substitutes for the fax machine.)

MANUAL RECEIVE from the fax-software dialogue.

NOTE:

Your fax dialogue choice may be labelled something other then MANUAL

RECEIVE. Common alternates are START, CONNECT, RECEIVE, or PRINT. Press

whatever key begins the downloading process.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Record and Send Messages

Sending voice, fax, voice-fax, and voice-e-mail messages from your mailbox are similar tasks, but there are

■ You can record and send a voice message from any telephone.

■ You can send a fax or voice-fax message from any telephone attached to a fax

machine.

■ You can send a fax to your own mailbox and forward the fax (forwarding requires

that you attach a voice comment).

■ You can record and send a voice-e-mail or a voice-fax-e-mail message (with or

without attached files) Message Manager or your e-mail mailbox) and then forward it with an attached fax. (Of course, you can send voice-e-mail and voice-fax-e-mail messages in a single step with Message Manager or an integrated e-mail mailbox.)

By sending or receiving an attached file, you might inadvertently spread a computer virus. Always check files you send or receive for viruses before running them

important

CAUTION:

differences:

only if

you first send the e-mail to your phone mailbox (from

Page 18Record and Send Messages

Multimedia Component Limits

Any message you send or forward can contain only one fax, one e-mail, and one attached file component. You cannot forward a fax and attach a second fax to a message.

INTUITY Multimedia Messaging User’s Guide

Sending a Voice or Voice-Fax Message

NOTE:

This procedure says to record the message, then address it. For an alternative sequence, see ‘‘

Addressing a Message Bef ore Recording It’’ on page 53.

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January 1997

Page 19Record and Send Messages

1. Press from the Main Menu.

2. Record your voice message at the tone. (Optional): To edit, press one of the following:

1 1

2 3

Play back.

(or ) Delete (and begin again).

3. Press to approve the message.

Pause. P ress again to continue recording.

4. To address, select one or more of the following:

■ Enter the user’s extension and press .

If the user is in a different location, you may need to also add a prefix.

■ Enter an enhanced list extension and press .

An enhanced list is a large list of users that your administrator makes. The system automatically forwards the message you send to each user in the enhanced list.

1 1 9 1 1 6 1 4 1 0

with

, , , or .

Users on certain systems may not be able to reply to you

You may want to include a comment

about this in your message.

NOTE:

You should schedule delivery of messages to enhanced lists for off-peak hours, for example, at 10:00 p.m. or 4:00 a.m. That way, delivery of messages will not conflict with other user-generated traffic.

■ To send to an e-mail user:

a. Be sure you are in name-addressing mode. You may need to press

( ) to change addressing modes.

b. Enter the name, last name first, of the e-mail user. c. Press .

■ To send to a mailing list:

a. Press to access a list.

b. Enter the list owner’s extension and press .

If you’re the owner, press .

c. Enter the list ID (name) and press .

INTUITY Multimedia Messaging User’s Guide

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January 1997

Page 20Record and Send Messages

5. Press to approve the address.

6. (Optional):

To attach a fax, press .

This option works only if you are using a phone attached to a fax machine.

7. Press to send. Or, enter other options, and press to send. See ‘‘

# #

Delivery Options’’ on page 23.

8. If attaching a fax, do the following:

a. Load the document into the fax machine. b. Press

START on the fax machine.

NOTE:

The bu tto n on y o u r fa x machin e may be labe l ed so m ething o t her t han START. Common alternates are

SEND, TRANSMIT, and CONNECT.

Pause

Log into mailbox

Playback

Continue

Record message

Speak

message

Approve

Address

Approve addresses

message

Fax only

Delete

(no voice)

Enhanced

Private

Priority

Schedule delivery

File a copy

4el-rsof LJK 032696

Figure 6. Recording and Sending Messages

4. The bold line in this figure shows the simplest, most direct path.

Attach afax

Approve

If attaching a

fax, press

START

on fax machine

and han

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

Sending a Fax-Only Message

To send a fax-only message from a telephone that is attached to a fax machine:

January 1997

Page 21Record and Send Messages

1. Press from the Main Menu.

2. Press to bypass voice recordin g.

3. Address the message. (See S tep 4 in‘‘

Sending a V oice or V oice-Fax Message’’ on

page 19.)

4. Press to approve addresses.

5. Load the document into the fax machine.

6. Press to send. Or, enter other options, and press to send. See ‘‘

# #

Enhanced

Delivery Options’’ on page 23.

7. Press

START on the fax machine.

The button on your fax machine may be labeled something other than Common alternates are

SEND, TRANSMIT, and CONNECT.

START.

Sending a Voice-Fax Message by Forwarding a Fax

You can send a fax to your own mailbox and then forward the fax. However, you must always attach a voice message when you forward a fax.

1. From any fax machine, send a fax to your own mailbox.

2. Log into your mailbox.

3. Press from the Main Menu. Listen to your message headers.

4. Press to forward the fax with your voice comment attached.

1 2

5. Speak your message at the tone. (Optional): To edit, press one of the following:

1 2 3

Play back.

( ) Delete (and begin again).

6. Press to approve the voice message.

7. Address the message. (See Step 4 in ‘‘

Continue recordin g.

Sending a V oice or Voice-Fax Message’’ on

page 19.)

8. Press when finished addressing.

9. Press to send. Or, enter other options, and press to send. See ‘‘

# #

Delivery Options’’ on page 23.

Enhanced

INTUITY Multimedia Messaging User’s Guide

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January 1997

Sending a Multimedia Message by Forwarding E-Mail and Attached Files

You can send e-mail and/or an attached file to your own phone mailbox and then forward it. However, you must record a voice message when you forward e-mail or an attached file. You may also attach a fax.

1. From your e-mail mailbox or from Message Manager, send an e-mail and/or attached file message to your own phone mailbox.

2. Log into your mailbox.

Page 22Record and Send Messages

3. Press from the Main Menu. Listen to your message headers.

4. Press to forward the e-mail/attached file with your voice comment attached.

1 2

5. Speak your message at the tone. (Optional): To edit, press one of the following:

2 3

Play back.

( ) Delete (and begin again).

6. Press to approve the voice message.

7. Address the message. See Step 4 in ‘‘

Continue recording.

Sending a V oice or V oice-Fax Message’’ on

page 19.

8. Press when finished addressing.

9. (Optional):

10. Press to send. Or, enter other options, and press to send. See ‘‘

To attach a fax, press .

# #

Enhanced

Delivery Options’’ on page 23.

11. If attaching a fax, do the following: a. Load the document into the fax machine. b. Press

START on the fax machine.

NOTE:

The button on your fax machine may be labeled something other than

START. Common alternates are SEND, TRANSMIT, and CONNECT.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Enhanced Delivery Options

When you have created/addressed a message and are ready to send, several delivery options are available. Select any of the following:

Review delivery options

1 1

Make your message private. (Press again to undo.)

NOTE:

The person receiving a private message can’t forward it.

NOTE:

The system cannot deliver a private message to an e-mail user.

2 2

Make your message priority (if available). (Press again to undo.)

NOTE:

The system places a priority message in a mailbox ahead of all other messages, regardless of when the other messages were received.

Page 23Record and Send Messages

3 3

Schedule delivery. (Press again to undo.)

To schedule delivery: a. Enter the delivery time (405 = 4:05). b. Enter ( ) for AM or ( ) for PM and press .

2 A 7 P

c. Enter month and day of delivery (502 = May 2nd) and press d. Press to approve or (or ) to start over.

4 4

File a copy. (Press again to undo.)

Include a fax (only if you are calling from a telephone attached to a fax machine).

INTUITY Multimedia Messaging User’s Guide

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January 1997

Page 24Record and Send Messages

Log into mailbox

Create a message

Address

the

message

Approve

Options

Private

Priority

Schedule delivery

File a copy

Attach a fax

If attaching a

fax, press

START

on fax machine

and hang up

Enter Hour Minutes

Figure 7. Enhanced Call Delivery

Enter

A.M.

Enter

P.M .

Deliver at next occurrence

Enter Month Day

Delete

Approve

5. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

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January 1997

Leave a Message When a User Doesn’t Answer

If you call a user who doesn’t answer, your call goes to the user’s mailbox. At this point, you have several options for making full and efficient use of the system. When you hear the user’s mailbox greeting, do any of the following:

Page 25Leave a Message When a User Doesn’t Answer

1. (Optional): Press to dial through the greeting (if you won't be missing

information in the greeting).

2. Record your voice message at the tone. Leave a detailed message (it's generally more efficient to convey information than

just requesting a return call).

3. (Optional):

1 1

2 3

Play back.

(or ) Delete (and begin again).

4. Hang up, or press to approve the message and enter other options. See

‘‘

Enhanced Delivery Options’’ on pa ge 23.

To edit, press one of the following:

Pause. P ress again to continue recording.

5. If attaching a fax, do the following:

a. Load the document into the fax machine. b. Press

START on the fax machine.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

Before or after leaving a message, you can transfer to another extension.

To transfer to another extension:

January 1997

Page 26Leave a Message When a User Doesn’t Answer

a. Press T ( ).

* *

b. Enter the extension. c. Press .

NOTE:

If you record a message and either hang up or go to another option, the system automatically delivers your message to the person you are calling. To prevent

delivery of your message, you must delete it with ( ).

Mailbox answers subscriber’s phone

Private

Priority

Attach afax

Speak message

Hang up Approve Approve

Stop/ continue recording

Review

If attachinga

fax, press

on fax machine

and hang up

Transfer

Escape to attendant

START

Enter

Extension

Delete

Figure 8. Leaving a Message and/or Fax

6. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

Set Fax/E-Mail Print Options

To print faxes and e-mail to the same fax machine each time, select the telephone number of a fax machine as your

select your default fax/e-mail print number:

default

fax print number.

January 1997

Page 27Set Fax/E-Mail Print Options

1. Press from the Main Menu.

2. Press to select the default fax print number.

5 3

3. Enter the fax print prefix number and the default fax print number.

For example:

When the fax-print prefix is 329 (FAX) and the fax machine extension is 12345, enter 32912345.

NOTE:

You must enter a fax print prefix.

Attach this prefix to the front of the extension or telephone number of the fax machine. You must also use the correct number of digits in the phone number or extension of the fax machine.

4. Press to approve.

5. (Optional if autoprint is turned on): Press:

9 Y

( ) Turn on autodelete. Autodelete deletes each fax (and

e-mail message if included in the same message) immediately after it autoprints. Manually printed faxes

won’t autodelete.

6 N

( ) T u rn off autodelete.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

Selecting Autoprint/Autodelete (Optional)

To have your faxes print automatically to the default fax machine, do the following:

NOTE:

Autoprint includes e-mail if the e-mail is included in the same message as a fax.

January 1997

Page 28Set Fax/E-Mail Print Options

1. Press from the Main Menu.

2. Press ( ) to turn autoprint on. Press ( ) to turn autoprint off.

3. (Optional if autoprint is turned on):

5 3

9 Y 6 N

To have your fax and e-mail messages deleted automatically after they print to the default printer, press ( ) to turn autodelete on. Press ( ) to turn autodelete off.

6 N

9 Y

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

Create Mailing Lists

A mailing list is a list of users to whom you might send a message simultaneously. A mailing list can save you a lot of time if you periodically send messages to the same group or groups of people.

January 1997

Page 29Create Mailing Lists

1. Press from the Main Menu.

2. Enter the list ID (up to six letters or digits) and press .

5 1 1

3. Press one of the following:

Make the list private.

Make the list public

4. Enter an address and press .

If the user is in a different location, you may need to add a prefix to the extension.

NOTE:

When including e-mail-only users, be sure you are in name-addressing

mode. You may need to press ( ) to change addressing modes.

5. Repeat Step 4 until the list is complete.

Tips

When creating a list, you can also include an existing

list by entering ( ) at step 4.

6. Press to approve..

INTUITY Multimedia Messaging User’s Guide

Log into mailbox

Create list

Enter

List ID

Private

Public

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January 1997

Page 30Create Mailing Lists

Alternate addressing

Enter

Approve

Extension

Personal options admin.

List admin.

Summary of all lists

Listen to

list ID

Review/ modify list

Enter

Owner Extension

Enter

List ID

4maillop LJK 032696

Figure 9. Create a Mailing List

Review list members

Rewind to previous list

Skip to next list

Delete list

Enter

Name

Listen

Addmoreentries

Enter

Extension

Enter

Name

Add entries/ change status

Skip entry

Delete entry

Stop

Yes

Modify

status

Review

Approve

Deleting Addresses from a List

There are two ways to delete addresses:

■ Review the list until you find an address, then press ( ), or

■ At step 4 (when creating a list), enter the address again and press

( )

7. The bold line in this figure shows the simplest, most direct path.

NOTE:

Though it appears that you have added a recipient twice, by deleting that number immediately after you add it, it will be deleted.

INTUITY Multimedia Messaging User’s Guide

Scanning List Summaries

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January 1997

Page 31Create Mailing Lists

1. Press from the Main Menu.

5 1 2

2. Listen to the list summary.

3. Press any of the following:

( ) Delete the entire list.

Skip to next list.

Review/modify list members. See ‘‘

Modifying a List’’ on page 31.

Reviewing and Modifying a List

1. Press from the Main Menu.

2. Enter the list owner’s extension and press . (If you own the list, you need only

3. Enter the list ID and press .

4. Listen to the first name, then press any of the following:

5 1 3

press .)

( ) Delete the name.

Skip to the next name.

Repeat the name.

Review ing and

2 2

Return to the previous name.

Review from the beginning.

Add entries or change public/private status, then do the following:

a. Press ( ) or ( ) to change the status.

Y 9 N 6

b. Enter the address and press . c. Listen to the name. d. Repeat steps b and c for each addition.

Stop reviewing/modifying specified entries.

5. Pr ess when finished reviewing.

INTUITY Multimedia Messaging User’s Guide

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January 1997

Set the Message Medium You Want to Get First

You can set your mailbox so that the first messages you get over the telephone are in a specific medium. Thus, if you specify faxes as your preferred medium, you get all new faxes before any new voice messages, e-mail messages, or binary files. You also get all old faxes before any old messages in other media.

The preferred medium you set also applies to multimedia messages whose primary medium matches the one you set. For example, say that a new voice/fax/e-mail message arrives in your mailbox. If your preferred medium is fax and most of this new message consists of a fax, you will get the message before any other voice, e-mail, or binary file messages that are in a single medium.

NOTE:

The system still plays priority messages first, regardless of their primary medium.

Setting the Preferred Medium

Page 32Set the Message Medium You Want to Get First

1. Press to access the preferred media list.

5 8

2. Press:

( ) Return to Main Menu

No pre ferred media (keep a chronological order) Voice Fax Text Binary files

INTUITY Multimedia Messaging User’s Guide

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Create and Use Multiple Personal Greetings

After you have recorded several personal greetings, you may want to assign those greetings to specific types of incoming calls. Besides the basic mode of using one greeting for all calls, you can set up specific greetings for:

■ Internal and external calls

■ Busy and no-answer calls

■ Prime-time internal, prime-time external, and out-of-hours calls

■ Prime-time busy, prime-time no-answer, and out-of-hours calls

The first step is to define the types of calls you want to differentiate; then move on to changing call-type definitions and assigning greetings to call types.

Call Types

January 1997

Page 33Create and Use Multiple Personal Greetings

Internal Calls from inside your business location. External Calls from outside your business location. Busy Calls that come in when you’re using your telephone

line(s). No answer Calls that come in when you don’t answer. Out-of-hours Calls that come in after standard business hours (as

defined by your system administrator).

(You must activate weekend greetings manually.)

INTUITY Multimedia Messaging User’s Guide

Defining Call Types the First Time

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January 1997

Page 34Create and Use Multiple Personal Greetings

1. Press from the Main Menu.

3 4

2. Press one of the following:

Differentiate internal/external calls.

Differentiate busy/no-answer calls.

3. Press one of the following:

Differentiate out-of-hours calls.

Make no distinction between prime time and out-of-hours calls.

Changing Call Types

1. Press from the Main Menu.

2. Press any of the following:

3 4

Differentiate internal/external calls.

Differentiate busy/no-answer calls.

Differentiate out-of-hours calls.

Turn off out-of-hours differentiation.

Use a single greeting for all calls (negate call-type definition).

3. Press to approve, then see ‘‘

Assigning Greetings to Call Types

1. Press from the Main Menu

2. Listen to the summary of active greetings.

3. Press to activate a greeting.

4. Enter a number (0 to 9) to indicate which greeting you want to assign to a call

5. Press any of the following:

type.

Use the greeting for each call type.

Use the greeting for internal (or busy) calls.

Assigning Greetings to Call Types’’ on page 34.

INTUITY Multimedia Messaging User’s Guide

Use the greeting for external (or no-answer) calls.

Use the greeting for out-of-hours calls.

Use a single greeting for all calls (negate call-type

585-310-748 Issue 2

definition).

6. Press to approve.

7. Press ( ) to return to the Main Menu.

NOTE:

To set up different greetings strictly for prime-time and out-of hours calls, you must assign the same greeting to the two prime-time call types (internal/external or busy/no-answer) and a second greeting for out-of-hours calls.

Activating Previously Recorded Greetings

January 1997

Page 35Create and Use Multiple Personal Greetings

1. Press from the Main Menu.

3 3

2. Enter the greeting number.

3. Listen to the prompts for instructions on activating call types.

INTUITY Multimedia Messaging User’s Guide

Scanning All Greetings

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January 1997

Page 36Create and Use Multiple Personal Greetings

1. Press from the Main Menu.

3 2

2. Listen to the status of the first greeting.

3. Pr ess any combination of the following:

( ) Delete and skip to the next greeting.

4. Pr ess to quit scanning.

Listen to a greeting. Re-record a greeting.

Return to the previous greeting. Save and skip to the next greeting.

INTUITY Multimedia Messaging User’s Guide

DEF

Create Personal Greetings

Listen to greetings

Oper

Change or create greetings

Enter greeting

number and speak new greeting

Scan greetings

ABC

585-310-748 Issue 2

January 1997

Page 37Create and Use Multiple Personal Greetings

Stop/continue Play back Delete Approve/save

1 23 3or D #

If call types

have been

administered

Use for all calls

Activate greetings

DEF

Administer call types

GHI

Enter greeting number

If call types

havebeen

administered

Differentiate: Internal/external Busy/no answer Out-of-Hours Turn off Out-of-Hours Same greeting for

all calls

Approve

Figure 10. Create Multiple Personal Greetings

Use foreach call type Use forinternal or busy Use forexternal or

no answ er Use for Out-of-Hours Approve

1 2 3 4

5 #

p_greet1 CJL 032796

0 1

2 3 #

INTUITY Multimedia Messaging User’s Guide

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January 1997

Check and Reuse Outgoing or Filed Messages

After you’ve sent a message, it progresses through a series of status categories. These categories are::

Undeliv ered Not yet sent because it’s scheduled for future delivery.

You can listen to, re-address, and re-record the

message prior to delivery. Delivered Delivered but not yet listened to. Accessed Delivered and listened to. Undeliverable Can't be delivered, usua lly because the recipient's

mailbox is full. You can listen to, re-address, and

re-record the message. Filed Copies and saves the outgoing message to re-send

and/or modify.

Page 38Check and Reuse Outgoing or Filed Messages

You can check the status of outgoing messages. Or you can select, modify, and re-send them.

Checking the Status of Messages You’ve Sent

To check the status of outgoing messages:

1. Press from the Main Menu.

2. Listen to the first category and message header.

INTUITY Multimedia Messaging User’s Guide

3. Press any or none of the followin g:

585-310-748 Issue 2

January 1997

Page 39Check and Reuse Outgoing or Filed Messages

2 3

Play back the message header.

( ) Delete and skip to the next message.

2 2

Return to previous messages.

Skip to the next message category.

Listen to the message. Modify/re-send modified messages.

Save and skip to the next message.

NOTE:

For delivered or accessed messages, you can listen to the headers only. After you review an accessed message header, the system deletes the header automatically.

Changing and Re-sending a Message

4. Press to change and/or re-send the selected message.

■ Press to re-send the message as is.

■ To change the message:

a. Press .

b. Speak the message at the tone. c. (Optional):

2 3

Play back.

( ) Delete (and begin again).

d. Press to approve.

Re-sending a Message

5. For filed and undeliverable messages: a. Enter address(es) or list via ( ). b. Press to approve and send immediately, or enter delivery options and

press .

For undelivered messages:

a. Enter additional addresses and press . b. Press to review and edit original addresses.

To edit, press one of the following:

Continue recording.

# # #

INTUITY Multimedia Messaging User’s Guide

c. Change delivery times or options.

585-310-748 Issue 2

January 1997

Page 40Check and Reuse Outgoing or Filed Messages

Tips

Log into mailbox

You can change/re-send three types of outgoing messages:

■ Undelivered (scheduled for future delivery)

■ Undeliverable (incorrect address or recipient’s mailbox

is full)

■ Filed

Press to re-send an undelivered message to the

# #

original recipient only. If you re-send a filed message, it leaves the file cabinet

portion of your mailbox. You must file a copy again to retain it.

Skip to next category

Skip

Record / modify new message

Listen

Listen to

header

Check status

Change/ send again

of outgoing messages

Delete

Figure 11. Checking Status of Messages You’ve Sent

8. The bold line in this figure shows the simplest, most direct path.

Approve and resend existing message

4existms CJL 032696

INTUITY Multimedia Messaging User’s Guide

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January 1997

Create a Personal Directory

You can create a personal directory of abbreviated names (aliases) for frequently used addresses. Essentially, it’s a sophisticated speed-dialing feature.

NOTE:

You must be addressing by name ( ) to use an alias as an address.

Creating and Appending a Directory

Page 41Create a Personal Directory

1. Press from the Main Menu.

2. Enter an address and press .

5 2 1

You can enter most addresses in your personal directory using name or number addressing. However, you must identify an e-mail-only user with name addressing.

3. Listen to your entry’s address.

If the name is incorrect, press ( ) to delete and repeat step.

4. Enter your abbreviated version of the address (up to 10 characters) and press .

5. Repeat Steps 2 to 4 to add more names to your personal directory.

6. Press to approve.

Log into mailbox

Personal options admin.

Personal directory

Add entries

Review all entries

Alternate addressing

Enter

Extension

Enter

Name

Enter

Alias

Delete

Approve

Delete

Review specific entries

Figure 12. Create a Personal Directory

Repeat as necessary

4pdo LJK 032696

INTUITY Multimedia Messaging User’s Guide

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Reviewing and Deleting Entries from a Directory

January 1997

Page 42Create a Personal Directory

1. Press from the Main Menu.

5 2

2. Press:

■ to review all aliases. While listening to each entry, press:

( ) Delete.

2 2

Return to the previous alias.

# #

Stop reviewing.

■ to review specific aliases:

Skip to the next alias.

a. Enter an alias to review and press . b. Listen to the corresponding address.

c. Press ( ) to delete.

d. Repeat for more aliases. e. Press to stop reviewing.

3. Press ( ) to return to the Main Menu.

Tips

The system refers to your personal directory

automatically each time you enter a name address.

The system doesn’t care what numbers or letters you use for each alias.

A common method is to use two- or three-letter abbreviations that use people’s initials. For example, for Mel F. Lewis, you might enter M F L instead of the longer name.

You can also use an alias when transferring out of the system with T ( ).

9. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

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January 1997

How to Use Directory Assistance

If you know the name of a person, you can use directory assistance to find that person’s extension. If you know the extension, you can use directory assistance to find the name of the person with that extension.

Page 43How to Use Directory Assistance

1. Press ( ) from anywhere in the system.

* *

2. Do one of the following:

■ To hear the extension number associated with a name, enter the name (last

name first, with no spaces between the first and last name), then press .

■ To hear the name associated with an address, press ( ), enter the

Tips

address, then press .

The extension you hear associated with a name is not always the entire address.

Add the appropriate prefix numbers for users on remote systems.

INTUITY Multimedia Messaging User’s Guide

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Scan/Print Messages Quickly

The autoscan option lets you get messages automatically with just 2 button presses. Autoscan is useful for car telephone users because it requires fewer button presses.

January 1997

Page 44Scan/Print Me ssages Quickly

The autoscan option also lets you print all

new

faxes (and e-mail messages, if included

with a fax). Note however that this option doesn’t print e-mail if a fax is not also included in the same message.

1. Press from the Main Menu, then press:

2. Use the

Scan headers and messages.

Scan headers only.

Scan messages only.

Print all new faxes.

RESPOND and ACT ON options as necessary.

Headers and messages

Log into mailbox

Header

Headers only

Message

Header Auto message scan

"Messages"

Messages only

Message

"No messages"

Print new faxes and

Print to default fax machine

e-mail Return to activity menu

messages

Enter

Fax print prefix

Enter

Fax machine number/extension

Print to fax machine you’re calling from

4amso LJK 032696

on fax machine

Figure 13. Autoscanning Messages/Autoprinting All New Faxes

Press

START

INTUITY Multimedia Messaging User’s Guide

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January 1997

How the System Interprets Text/E-Mail

Your system changes e-mail into speech so you can listen to it. The system follows certain rules to make these changes. Therefore, some parts of an e-mail message may sound odd because of the way the system interprets it. The following list explains what things might sound odd.

Page 45How the System Interprets Text/E-Mail

Acronyms and abbreviations that use capital letters

The system normally pronounces words exactly as they are spelled. The system also pronounces acronyms as words.

For example, for unicef, the system says “UNICEF.” The system also pronounces many all-capital abbreviations

letter by letter. For example, for IBM

the system says “I B

M.” However, the system may inappropriately pronounce some

all-capital abbreviations as words. For example, the abbreviation VAT stands for the v

alue-added tax typical of European countries. The system reads this abbreviation as “vat,” not “V A T.”

If a period (.) appears before a space in an all-caps abbreviation, the system ignores it. Thus, for V. A. T. , the system says

“V A T.” If a period is followed by a letter or

number, the system says “period.”

Other common abbreviations

The system pronounces many common abbreviations in their full form. For example, the system pronounces Wed

as “Wednesday,” Mr. as “Mister”, and Oct. as “October.” It also pronounces re: as “regarding.”

However, some abbreviations may have more than one interpretation. In these cases, the system may pronounce the wrong interpretation. For example, Dr could be “drive,” “doctor,” or “Denver.” But the system is sensitive to the context of the abbreviation. So if the context is clear, the system usually uses the correct interpretation.

Dates The system pronounces numbers written with two single slashes

(/) as dates. For example, the system says “April tenth, 1996,” if written as

04/10/96

. However, the system pronounces 04/10 (without the year) as “four tenths.” Also, the system doesn’t pronounce numbers with single dashes(-) as dates. For example, the system says “4 dash 10 dash 96” if written as

4-10-96

Times The system pronounces numbers written with colons as hours

and minutes, including times that use the 24-hour clock. For example, the system pronounces

10:23

as “ten twenty-three.” The

system also recognizes and pronounces 24-hour-clock time.

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January 1997

Page 46How the System Interprets Text/E-Mail

Fractions and Deci mals

Punctuation

The system recognizes a slash (/) with a number before and after it as a fraction. For example, for

1/3

, the system says “one third.”

The system also recognizes decimal points. For example, for

2.50, the system says “two point five zero.”

The system ignores most punctuation, including the following:

■ Comma (,)

■ Exclamation point (!)

■ Parentheses ()

■ Dash (–), except with numbers before and after it

■ Colon and semicolon

■ Brackets, both square [ ] and curly { }

■ Question mark (?)

■ Slash (/) and backslash (\)

■ Double quotes (“)

■ Smily face — colon and right parenthesis ( :) )

■ Apostrophe (‘). NOTE: The system pronounces contractions

correctly.

1. The system ignores a period(.) at the end of a sentence or when a space follows the period. The system

says “period ” if text follows the p eriod. For example, U.S.A. is pronounced “U p er iod S period A. ”

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January 1997

Page 47How the System Interprets Text/E-Mail

Spoken symbols

The system pronounces some symbols as follows:

■ ampersand (&) as “and”

■ plus sign (+) as “plus sign”

■ equals sign (=) as “equals sign”

■ greater than (>) as “greater than sign”

■ less than (<) as “less than sign”

■ percent sign (%) as “percent sign”

■ dollar sign ($) as “dollar sign,” or “dollars” when followed by

numbers

■ at sign (@) as “at sign”

■ minus sign (-) as “minus”(with a number before and after it)

■ greater than and less than (<>) as “less than sign greater than

sign”

■ less than and equals (<=) as “less than sign equals sign”

■ greater than and equals (<=) as “greater than sign equals

sign”

■ circumflex (^ ) as “circumflex”

■ asterisk (*) as “asterisk”

Other special characters

■ <grin> as “less than sign grin greater than sign”

The system ignores all other special characters.

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January 1997

Rules for Creating Text Messages You Send to Phone Mailboxes

Because of the way the system interprets text, use the following rules when sending text messages to users who might listen to, not read, them:

1. Use capital letters only at the beginning of a sentence or for very common all-capital abbreviations.

2. Do not use abbreviations, if possible.

3. For all capital abbreviations, insert a period and space between each letter, if possible.

4. Write dates with slashes, including the year, or spell out the dates.

5. Always include a space after a period, except for decimal numbers.

6. Use a colon (:) in clock time, a slash (/) for fractions, a dollar sign ($) followed by numbers for dollars, and an apostrophe in contractions.

7. Avoid all other punctuation, especially when the punctuation carries any other significant meaning. Instead, spell out the significant punctuation. For example, instead of

included) sells much more quickly, write W hen the price is greater than 100, issue 11 sells much more quickly. Issue 12 and 13 are also sometimes included in this pattern

When the $ are > 100, issue 11 (issue 12 and 13 are also sometimes

Page 48How the System Interprets Text/E-Mail

INTUITY Multimedia Messaging User’s Guide

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January 1997

Joined Telephone and E-Mail Mailboxes

You may have an e-mail mailbox, such as Lotus Notes or Lotus cc:Mail mailbox, that is joined to your telephone mailbox. In this case, two factors affect the messages in your telephone mailbox:

■ The options you use to join your AUDIX and e-mail mailboxes

■ The frequency with which your AUDIX and e-mail mailboxes are polled and

updated for messages and status changes

Options to Join Mailboxes

Options to join your mailboxes determine how messages are stored in the mailboxes. Options fall into two categories:

■ AUDIX to E-Mail — These options apply to messages that your AUDIX mailbox

originally receives.

Page 49Joined Telephone and E-Mail Mailboxes

■ E-Mail to AUDIX — These options apply to messages that your e-mail mailbox

originally receives.

AUDIX-to-E-Mail Options

These options apply to messages that your AUDIX mailbox originally receives. For more information about how to set up these options, see the user guide for your integrated messaging product.

Option What It Does

Link Copies any new message in AUDIX to your e-mail mailbox and

creates a logical link between the original and the copy. You can then access the message in either mailbox.

If the status of the message changes in one mailbox, it also changes in the other. So, if you delete the message in AUDIX, the message is also deleted from e-mail. If you delete the message from e-mail, the message is also deleted from AUDIX.

CAUTION:

With this option turned on, deleting a message from one mailbox also deletes it from the other mailbox.

Cop y headers only

Copies only the header of a new message in AUDIX to your e-mail mailbox. A change in the status of the message header in e-mail doesn’t affect the status of the message in AUDIX. See the user guide for your e-mail integrated messaging product.

INTUITY Multimedia Messaging User’s Guide

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Transfer Transfers any new message in AUDIX to your e-mail mailbox.

The message is then deleted from your AUDIX mailbox. If you use this option, you should use only your e-mail mailbox to get

messages because they won’t be available over the telephone.

CAUTION:

This option deletes all messages from your AUDIX mailbox.

January 1997

Page 50Joined Telephone and E-Mail Mailboxes

Unread only

Allows the link, copy, or transfer option to apply only to new and unopened messages. Thus, this option doesn’t link, copy, or transfer old messages to the e-mail mailbox. However, if an unread message is linked, it remains linked when it becomes old.

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Page 51Joined Telephone and E-Mail Mailboxes

Remove old copies

Propagate expirations

Priority AUDIX messages retain their priority status in your e-mail mailbox. Private

AUDIX messages aren’t linked or transferred to your e-mail mailbox. Only the message headers of private AUDIX messages are placed in joined e-mail mailboxes.

Deletes a linked AUDIX message from the e-mail mailbox after the number of days you specify. However, the message stays i n your AUDIX mailbox until you manually delete it or it expires.

This option deletes a linked or copied message from the e-mail mailbox when the message storage time expires in AUDIX. The message is also deleted in your AUDIX mailbox.

NOTE:

E-Mail-to-AUDIX Options

These options apply to messages that your e-mail mailbox originally receives.

Option What It Does

Link Copies any new message in your e-mail mailbox to your AUDIX

mailbox and creates a logical link between the original and the copy. You can then access the message in either mailbox.

If the status of the message changes in one mailbox, the status also changes in the other. So, if you delete the message in e-mail, the message is also deleted from AUDIX. If you delete the message from AUDIX, the message is also deleted from e-mail.

CAUTION:

With this option turned on, deleting a message from one mailbox also deletes it from the other mailbox.

Cop y headers only

Transfer Transfers any new message in e-mail to your AUDIX mailbox. The

Copies only the header of a new message in e-mail to your AUDIX mailbox. A change in the status of the message header in AUDIX doesn’t affect the status of the message in e-mail. See the user guide for your integrated m essaging product.

message is then deleted from your e-mail mailbox. If you use this option, you should use only your AUDIX mailbox to get messages.

CAUTION:

This option deletes all messages from your e-mail mailbox.

Unread only

Allows the link, copy, or transfer option to apply only to new and unopened messages. Thus, this option doesn’t link, copy, or transfer old messages to the AUDIX mailbox. However, if an unread message is linked, it will remain linked when it becomes old.

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Page 52Joined Telephone and E-Mail Mailboxes

Remove old copies

Deletes a linked e-mail message from the AUDIX mailbox after the number of days you specify. However, the message stays in your e-mail mailbox until you manually delete it or it expires.

NOTE:

High priority e-mail messages retain their priority status in AUDIX. Medium priority

messages don’t. Also, if a message has two or more components of the same media, the system tells you that some components couldn’t be delivered. In this case, you must go to your e-mail mailbox to access the missing components.

Frequency of Polling Mailboxes

Your system administrator sets the frequency with which your AUDIX and e-mail mailboxes are polled. If one mailbox has a new message, the other mailbox won’t have the message until the next poll. For example, say that polling happens every 30 minutes and a new message arrives in your e-mail mailbox one minute after the last polling. That message won’t show up in AUDIX for 29 more minutes.

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Set Addressing Options

You can address a message before you record it. To set this addressing sequence:

1. Log into your mailbox.

January 1997

Page 53Set Addressing Options

2. Press from the Main Menu.

3. Press .

You hear the prompt, “Address before record turned on/off.”

4. Press to change the setting.

Personal options administration

Addressing options

address-before-record

Turn

off/on

Log into mailbox

4off-on CJL 032696

Figure 14. Changing the Addressing Sequence

Addressing a Message Before Recording It

The way you record and send a message with addressing before record is shown in

Figure 15

INTUITY Multimedia Messaging User’s Guide

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Page 54Set Addressing Options

Add addresses or lists

Log into

mailbox

Enter Address

Approve

Record

message

Approve

Send

Send message

Enter

Enter List ID

Add more addresses or lists

Approve

Delivery

Options

Figure 15. Sending a Message with Address Before Record

Review lists

Enter more addresses

Delete addresses

If atta ching a fax

(delivery options),

press

START

on fax machine

and hang up.

4sendmsg CJL 032696

10. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

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January 1997

Leave Messages with the Guest Password

You can access a user’s mailbox by dialing your messaging system number, entering the user’s extension, and entering the system-wide guest password. You can leave a message for that user, but you can’t listen to other messages in that user’s mailbox..

Page 55Leave Messages with the Guest Password

Tips

Give the guest password to clients and friends so they can leave you messages quickly without ringing your phone.

Leaving a Guest Password Message

To leave a message using the guest password:

1. Dial the system number using a touch-tone telephone.

2. Enter the extension of the user for whom you wish to leave a message, and press

3. Enter the system-wide guest password and press .

4. Leave a message for the user. Once connected to a user’s mailbox, you can use the normal edit and review

commands.

Figure 16

shows the steps necessary to leave a message with a guest password.

INTUITY Multimedia Messaging User’s Guide

Dial the system number

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January 1997

Page 56Leave Messages with the Guest Password

If attaching a

If sending a fax only

fax, press

START

on fax machine

Hang up

Enter Extension

Enter

Guest password

message

Figure 16. Guest Password Operation

Speak

Approve

Stop/continue recording

Approve

Private

Review Priority

Delete

Attach a fax

4gustpas CJL 032796

11. The bold line in this figure shows the simplest, most direct path.

INTUITY Multimedia Messaging User’s Guide

Tips and Highlights

General Message Handling

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Page 57Tips and Highlights

(you don’t need to enter your extension), and enter your password.

From any telephone connected to your company’s system, dial the system extension, then enter your extension and password.

From any telephone not connected to your company’s system, dial the complete system number, including local prefix and the area code if long distance, then enter your extension and password.

Dial through If you know which buttons to push, push them without

waiting for the system to respond.

NOTE:

You can’t dial through error beeps and important system messages. For Help, press ( ). The system states your current options or the

next step.

Getting Messages

Use play back c ontrol s

When listening to messages, you have controls for loudness, speed, stepping back and forth, pausing, and re peating message s.

Record a per s ona l greeting

Delete old messages

Replace the automatic system greeting with your personal hello. Tell callers they can press to skip

your greeting and press ( ) for Help. Change your greeting daily to match your schedule.

Your mailbox has limited space. When it’s getting full, the system tells you. Delete messages or greetings you don’t need.

Answer messages from your mailbox

You can answer a message sent by another user immediately after listening to it, either by pressing

to call the person or by sending the caller a return

voice mail message by pressing .

1 7

Forward messages You can forward a message to another user or a list

of users immediately after listening to it. After you forward it, you return to the original place in your mailbox. To forward to a mailing list, press (

) to specify the list’s address.

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Page 58Tips and Highlights

Scan messages quickly

Print all new faxes at one time

Set up a default fax print number

Transfer calls to your mailbox upon hearing fax tone.

You can automatically play all your messages by pressing just two buttons, plus either to scan messages and headers, to scan headers only, or

to scan messages only. Scanning is especially

7 1

useful with a car telephone. You can automatically print all new faxes by pressing

just two buttons, and . Old and private faxes

7 4

don’t print automatically. Set up a default fax print number. Then, when you

have a fax in your mailbox, simply press followed by to print the fax.

NOTE:

You must include the fax print prefix in your default fax print number.

When you answer a phone call and hear fax tone, don’t hang up. Instead, transfer it to your mailbox by doing one of the following (marked with an X):

— Press TRANSFER on your phone, enter the

Tran sfe r int o Mai l box code, a n d press T RAN SFE R again. This action sends the fax call to your mailbox.

Print faxes automatically as they arrive in our mailbox

Always get the message medium you prefer first

— Press TRANSFER on your phone, enter the

Transfer into Mailbox code, enter your mailbox extension when prompted, and press TRANSFER again. This action sends the fax call to your mailbox.

Turn on autoprint to print faxes automatically as they arri v e in you r m a ilbo x . T o do this, pr ess from t he Main Menu. Then press ( ) to turn autoprint on.

9 Y

5 3

NOTE:

Private faxes don’t autoprint.

Se t your mailbox so that the first messages you get are in a specific medium — voice, fax, e-mail, or binary files. Thus, you can get all new faxes before any new voice messages, e-mail messages, or binary files. In this case, you also get all old faxes before any old messages in other media.

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Page 59Tips and Highlights

Record a greeting that tells people about sending faxes

Listen to e-mail while travelling

Turn off your mailbox when away

Let people know how to take advantage of your fax messaging capability. Record a greeting that tells them to simply press

START on their fax machine to

send you a fax.

When you are gone from the office and can’t use Message Manager or an e-mail system to read e-mail, call into your mailbox and listen to your e-mail. To listen to e-mail, you must select appropriate options on the synchronizer.

Turn off the call answer capability of your mailbox for times when you’re on vacation or away from your office for awhile. This prevents your mailbox from filling up and encourages people to seek other personnel for assistance. It also helps save resources on your AUDIX system. To do this, press .

5 7

INTUITY Multimedia Messaging User’s Guide

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Leaving Messages When No One Answers

January 1997

Page 60Tips and Highlights

Use play back and record controls

Bypas s greetings and record immediately

Use directory assistance

Leave a fax message

Leave a voice-fax message

Mailing Messages

To listen to and edit the messages you leave when there’s no answer, you have many controls.

You don’t have to listen to another user’s call answer greeting. You can, instead, press to bypass the

greeting and begin recording immediately. If you don’t know the extension of another user, log into

your mailbox, press ( ) and enter the person’s name, last name first. The system tells you the

* *

extension.

Send a fax from a fax machine directly to another user’s extension or phone number. To do so, simply dial the user’s phone number and press

START on the fax

machine. When the user doesn’t answer, the fax is placed in the user’s mailbox.

From a fax machine, call a user’s phone number. When the user doesn’t answer, record your voice message in the user’s mailbox. Then load your fax in the fax machine and press

START. The fax is attached to your

voice message.

Make messages priority

Make messages private

Save messages you send

When you want someone to listen to your message right away, send it as a priority message.

When you want to prevent another user from forwarding a message you send, make it private.

Before sending a message, you can save it in your outgoing message file. Retrieve the message later to use again.

Check on receipt of messages you send

Delete outgoing/ filed messages

After you send a message, check your Outgoing Message file to see if the message was delivered and if the person listened to it.

Delete messages filed in the Outgoing Message file. Saved outgoing messages use system storage unnecessarily.

Schedule delivery Schedule a message for delivery to others at a

specified time and date. Use the system as a calendar/reminder by scheduling messages to yourself.

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Use mailing lists Create a mailing list of extensions. Then send your

message to one destination—the mailing list. All extensions in the list receive the message. You can also forward messages to a mailing list.

January 1997

Page 61Tips and Highlights

Send a fax to a group of people at once

Send messages to a name, not an extension

Don’t stand at the fax machine sending the same fax over and over. Instead, send the fax simultaneously to as many people as you wish. You can do this in two ways:

■ Send the fax to your own mailbox. Then forward it to

anyone you want, including mailing lists.

■ From a phone attached to a fax machine, call your

mailbox, address the message to anyone you want, including mailing lists, press

START on the fax

machine, and hang up.

When you send a message and don't know the

extension of the recipient, press ( ). Then enter the person's name, last name first. Pressing

( ) switches you back and forth between extension

and name.

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Page 62Tips and Highlights

Attach a fax to a message

Send a message to an e-mail-only user

Address a message before recording it

Send messages to system enhanced lists

Send a voice-fax message and explain in the voice portion what the attached fax contains. To do this, call your mailbox from a phone attached to a fax machine. Next, record and address your message, press , , and

START on the fax machine, and hang up.

5 #

R ecord voice messages and address them to e-mail users. You do this simply by addressing by the e-mail

user’s name. Address messages before recording them. To turn on

this option, press from the Main Menu.

5 6

Address and send a message to an enhanced mailing list that may contain up to 1500 users. Your administrator creates these special lists.

INTUITY Multimedia Messaging User’s Guide

Terms and Concepts

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January 1997

Page 63Terms and Concepts

Autodelete

Autoprint

Default Fax Printer

Fax-print Prefix Number

Messages Incoming Messages (Messages You Receive)

An option (on/off) with which you decide whether the system

automatically

they are autoprinted to the default fax printer. An option (on/off) with which you decide whether the system

automatically

A fax machine you choose as the everyday destination for your faxes.

A number, determined by your system administrator, you must enter before you specify a fax print destination number.

New Voice, fax, or voice-fax messages you

Unopened Voice, fax, or voice-fax message headers

Old Voice, fax, or voice-fax messages to which

Outgoing Messages (MessagesYou Send)

deletes faxes and e-mail from your mailbox after

sends faxes to a default fax printer.

haven’t retrieved.

to which you've listened, but have not yet listened to or printed the message itself.

you've listened or printed, but haven’t deleted.

Delivered Messages that the user has received but

hasn’t listened to.

Accessed Messages the user has received and

listened to.

Undelivered Messages not yet sent but scheduled for

future delivery. You can listen to, re-address, and re-record these messages any time before delivery.

Undeliverable Messages that could not be delivered,

normally because the intended user's mailbox is full. You can listen to, re-address, and re-record these messages.

Filed Copies of outgoing messages that you’ve

saved to re-send and/or modify.

Multimedia message

A message that contains two or more components of different media — voice, fax, e-mail, or binary file.

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Page 64Terms and Concepts

Header

Personal Fax Extension

Fax-tone call

A summary of an incoming voice, fax, e-mail, or multimedia message (equivalent to a return address and postmark on a letter). It may include the length of a voice component in minutes and/or seconds, the length of an e-mail component in minutes and/or seconds, a page count for the fax component, and the size of a binary file in kilobytes. When an e-mail message or an annotated message from Message Manager is included, the header also tells you the subject of the e-mail.

The following are examples header types: Voice message “Message from Norman Bates, received

7:34 AM, Friday, April seventh, 70 seconds, extension 77956.”

Fax message “Fax call from extension 40668, received

1:22 PM, Thursday, August third, 4 pages.”

Voice-fax message

“Voice and fax message from Eileen Dover, received 3:16 PM, Monday, December twelfth, 45 seconds, 3 pages, extension 75433.”

Voice-fax-e-mail message

“Multimedia message from Laura Morrisey, received 4:10 PM, Monday, December twelfth, 45 seconds, 3 pages, 1 minute 25 seconds, extension 93117.”

An additional extension that you have to receive faxes. A personal fax extension allows your mailbox to receive faxes without causing your phone to ring. A personal fax extension doesn’t allow callers to leave voice messages.

A call that is playing fax-tones when you answer the call. A fax-tone call occurs when someone sends a fax to your phone number and you answer it before it is sent to your mailbox.

Binary file

When you receive a fax-tone call, you should press TRANSF ER on your phone, enter the Transfer into Mailbox code, and press TRANSFER again.

A computer software file that you can look at with the appropriate software product. A binary file might be used to send a spreadsheet, a Word document, or a Powerpoint document.

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Page 65Terms and Concepts

Preferred medium

Joined mailboxes

The message medium you want to get first when you access messages. Thus, if you specify faxes as your preferred medium, you get all new faxes before any new voice messages, e-mail messages, or binary files. You also get all old faxes before any old messages in other media.

An e-mail mailbox and AUDIX mailbox that logically share messages and/or message headers. The messages and/or headers in one mailbox are either copied or transferred to the other mailbox. Action taken on a message in one mailbox typically affects the status of the same message in the other mailbox.

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Page 66Terms and Concepts

INTUITY Multimedia Messaging User’s Guide

Index

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January 1997

Page IN-1

abbreviated addresses activity menu address

alternate between name/number addressing, 5 before recording, 53 changing sequence, 53 creating a personal directory mailing list command

addressing a message, 19 aliases alternate name/number addressing command, 5 announcements attached fax machine

printing

attached file,definition, 1 attaching a fax, 20 autoscanning messages, 44

see main menu

see personal directory

, 16

see personal directory

, 4

, 5

see voice prompts

binary file,definition, 1 building mailing lists

see creating mailing lists

call an exten s ion changing a message you sent, 39 changing address options, 53 command list, 5 copy headers option

AUDIX-to-e-mail

e-mail-to AUDIX, 51 creating a personal directory, 41 creating mailing lists, 29

see transfer out of system

, 49

decrease speed command, 5 decrease volume command, 5 default fax machine

printing to delete command, 5 deleted messages, restoring deleting messages, 13 dialing through voice promp ts, 4 directory assistance, 5, 43 disconnect command downloading fax/e-mail messages, 16

, 16

see undelete command

see exit command

INTUITY Multimedia Messaging User’s Guide

Index

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January 1997

Page IN-2

e-mail messages

how interpreted

integration overview, 2

listening to e-mail, 45

options for integration, 49

polling for updates, 52

printing, 15

priority messages, 52

rules for creating, 48

sending, 18

sending to a computer, 16 enhanced lists, 19 erase command exit command, 5 expirations option

AUDIX-to-e-mai l, 51

, 45

see delete command

fax messages

attaching to voice messages, 20

fax print prefix, 16

printing, 15

recording, 19

sending, 19

sending by for warding, 21

sending to a computer, 16

sending without voice, 21 fax print prefix

definition, 16 fax tones, 15 forwarding fax messages, 21

getting messages

scanning messages group list guest password, 55

see mailing list

, 44

help, 4, 5 hold message in category command, 13

incoming calls with fax tone, 15 increase speed command, 5 increase volume command, 5 instructions on system use, 4

INTUITY Multimedia Messaging User’s Guide

Index

585-310-748 Issue 2

January 1997

Page IN-3

integrated mess aging

copy headers option

e-mail-to AUDIX, 51 expirations option, 51 link option, 49

e-mail-to AUDIX, 51 overview, 2

polling for updates, 52 priority messages, 52 remove old copies option, 51

e-mail-to AUDIX, 52 transfer opt ion, 50

e-mail-to AUDIX, 51 unread only option, 50

e-mail-to AUDIX, 51

integrated messaging options, 49

, 49

joined mailboxes, 49

definition, 2

jump ahead command jump back command

see skip forward command

see skip backward command

keep message in category

see hold message in category command

leaving messages, 25

with guest password, 55

link option

AUDIX-to-e-mail e-mail-to AUDIX, 51

list

see mailing list

listening to e-mail, 45 listening to message

louder c ommand, 5 skip

to previous component command skip backward command, 5

skip forward command, 5 skip to next component command, 5 slow d own command, 5 softer command, 5 speed up command, 5

logging in, 3

again, 5

look up number/name, 5, 43 Lotus Notes, 2 louder command Lucent INTUITY.

, 49

see increase volume command

see INTUITY

, 5

INTUITY Multimedia Messaging User’s Guide

Index

585-310-748 Issue 2

January 1997

Page IN-4

mailbox

mailing list

mailing list command, 5 mailing messages mailing voice/fax messages main menu

making mailing lists Message Manager, 2 messages

, 3

access definition, 3 integrated mailboxes, 49 polling for e-mail updates, 52 types of messages, 3

creating sending to, 19

access definition, 4 options, 4 return to, 5 return to command, 4

addressing changing a message you sent, 39 deleting, 13 downloading fax tone calls, 15 forwarding fax messages, 21 holding message in category, 13 leaving messages

leaving with guest password, 55 recording, overview, 18 rules of e-mail messages scanning automatically sending fax-only messages, 21 sending, overview, 18 skip

skipping to next message, 13 undeleting, 13

, 29

see sending messages

, 5

see creating mailing lists

, 19

see sending fax/e-mail messages to a computer

options, 25

, 44

to next category, 13

, 16

names

personal directory

names directory number directory, 5

, 5, 43

operator, transfer to, 5

INTUITY Multimedia Messaging User’s Guide

Index

585-310-748 Issue 2

January 1997

Page IN-5

personal directory

creating

play messages

faster jump ahead jump back louder slower softer

prefix

fax print

printing

print all messages, 44

printing faxes/e-mail, 15 printing to

attached fax machine, 16 default fax machine, 16 fax machine you specify, 16

priority messages

with e-mail integration

prompts, 4

, 41

see increase speed command

see skip forward comm and

see skip backward command see increase vo lume command see decrease speed command

see decrease volume command

, 16

reaccess system recording

voice/fax messages, 19

relogin command, 5 remove command remove old copies option

AUDIX-to-e-mail e-mail-to AUDIX, 52

resending a message, 39 restore command return to main menu, 4, 5

see relogin

see delete command

, 51

see undelete command

, 52

save message in category scanning messages quickly, 44 sending a fax message, 20 sending fax/e-mail messages to a computer, 16 sending messages, 19

attaching a fax, 20 fax-only messages, 21 forwarding a fax with voice, 21 overview, 18 to a mailing list, 19 to e-mail users, 19 to enhanced lists, 19

skip

to next component command to next message, 13 to previous component command, 5 to previous message, 13

skip backward command, 5

see hold command

, 5

INTUITY Multimedia Messaging User’s Guide

Index

skip forward command, 5 skipping

voice prompts, 4

slow down command softer command speed up command spoken e-mail, 45 system access, 3 system help, 4

see decrease speed command

see decrease volume command

see increase speed command

585-310-748 Issue 2

January 1997

Page IN-6

text messages transfer option

AUDIX-to-e-mail, 50

e-mail-to AUDIX, 51 transfer out of system command, 5 transfer to operator command, 5 transferring faxes to your mailbox, 15

see e-mail messages

undelete command, 5 undeleting messages, 13 unread only option

AUDIX-to-e-mail, 50

e-mail-to AUDIX, 51 updates of e-mail messages, 52

users’ list

see directory assistance

voice messages

recording

sending, 19 voice prompt

dialing through voice prompts, 4

, 19

, 4

wait command, 5

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

INTUITY Messaging Solutions Release 4, Phase 2 Books

NOTE:

Guidebuilder is cancelled until later in 1997.

Current as of January 22, 1997

Title, Document No. Comcode Issue

No.

General Information

NTUITY

™ Messaging Solutions Release 4 System Description,

585-310-235

107731606 1 Contains a comprehensive description of

January 1997

Page 7Intuity Messaging Solutions Release 4, Phase 2 Books

Brief Description

the Lucent I

NTUITY system, includ ing

hardware, software, feature packages, and administration and maintenance capabilities.

NTUITY

™ Messaging Solutions Release 4 Documentation Guide

585-310-016

GBCS Product Security Handbook

NTUITY

, 555-025-600

™ Messaging Solutions Release 4 Planning for Migrations

585-310-606

107889222 2 Des cribes each of the Release 4 boo ks

inc l uding content and audience. Previous release document sets are listed in descending order after the Relase 4 section. Ordering information and a description of how the books have changed from previous releases are also included.

107852469 5 Discusses security risks and measures you

can take to help prevent external tele-communication fraud. It includes specific information on the Lucent I

NTUITY

messaging system and other Lucent products

Planning

107889230 2 Contains a high-level description of the

process needed for migrating from the

AUDIX R1, DEFINITY AUDIX, AUDIX Voice Power, or AUDIX Voice Power on MERLIN LEGEND (IS II or III) systems to the Lucent I

NTUITY Messaging Solutions R4 system. It

describes how users can manage the migration and compares the I

NTUITY A UDIX

system with the voice messaging system being replaced.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 8Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

NTUITY

™ Messaging

107889248 2 Contains a high-level description of the

Solutions Release 4 Change Description and Upgrade Planning

, 585-310-607

Installation

NTUITY

™ Messaging

107889255 2 Contains the procedures and checklists

Solutions Release 4 Mig rati on Proc edures

585-310-167

NTUITY

™ Messaging

107889263 2 Contains the procedures and a checklist

Sol utions R ele ase 4 U pgrade Procedures

, 585-310-168

Brief Description

process for upgrading from the I

NTUITY

AUDIX R 2.0 and R3.0 systems to the Lucent I

NTUITY Messaging Solutions R4 system. It

describes how users can manage the upgrade and identifies feature differences between releases.

needed for migrating to Lucent I

NTUITY R4

from the following systems: DEFINITY AUDIX, AUDIX R1, AUDIX Voice Power, and MERLIN LEGEND AUDIX Voice Power. It includes migration error codes and procedures and checklists for migration processes.

necessary to upgrade from Lucent I R2 to Lucent I I

NTUITY R3 to Lucent INTUITY R4.

NTUITYR4 or from Lucent

NTUITY

™ Messaging Solutions Release 4 MAP/40 and MAP/40s System Installation

NTUITY

, 585-310-169

™ Messaging Solutions Release 4 System Installation Worksheets

585-310-170

NTUITY

™ Messaging Solutions Release 4 MAP /100 System Installation

585-310-173

107889271 2 Contains complete instructions for hardware

and software installation, initial administration, and acceptance testing of a new Lucent I

NTUITY system. The book also

include complete switch integration instructions for the System 75, System 85, and MERLIN LEGEND switches.

107731671 1 An online Microsoft word document

consisting of 45 worksheets located on the Lucent Technologies BCS IntraWorks home page. These can be used by project managers or account reps to provide customer specific information to the installer.

107889289 2 Same as the MAP/40 install except with

specific information for the MAP/100. Both books also include: appendices containing an installation checklist, an overview of the user interface, installation troubleshooting, and supplemental information on switch preadministration, connectivity, and pinouts.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 9Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

Maintenance

NTUITY

™ Messaging

107889297 2 Contains information for troubleshooting

Solutions Release 4 MAP/40 and MAP/40s Maintenance

585-310-171

NTUITY

™ Messaging

107889305 2 Contains the same type of information as

Solutions Release 4 MAP /100 Maintenance

, 585-310-174

Switch Integration

NTUITY

Integration with

107643355 4 This book contains the procedures needed

System 75 and DEFIN ITY Communications System Generic 1 and Generic 3

585-310-214

Brief Description

and diagnosing problems associated with the MAP/40 and MAP/40s hardware. It includes component replacement procedures and common system procedures as well as installation procedures for software and RFUs. Appendices contain a system configuration description, a list of component ordering numbers, a checklist for building a system, and checklists for disaster recovery.

the MAP/40 book only the information is specific to the MAP/100.

to administer a System 75, DE FINITY Communications System Generic 1 (G1), Generic 3i (G3i), Generic 3r (G3r), Generic 3s (G3s), and Generic 3vs (G3vs) to integrate with an Lucent I

NTUITY system. It

includes a description of the switch integration process; a list of requirements, inc l uding the switches supported by the Lucent I

NTUITY system; configuration

descriptions and diagrams.

NTUITY

Integration with System 85 and DEFIN ITY Communications System Generic 2

NTUITY

, 585-310-215

Integration with MERLIN LEGEND Communications System

585-310-231

107643306 2 Contains the procedures needed to

administer a DEFINITY Generic 2 or System 85 switch to integrate with a Lucent I

NTUITY

system. It includes planning, installation, and administration information

107643199 2 Contains the procedures needed to

administer a MERLIN LEGEND switch to

work with a Lucent I

NTUITY system. It

includes an overview of the integration process, prerequisite information, administration planning information, software installation procedures.and procedures for using MERLIN LEGEND SPM with the Lucent I

NTUITY system.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 10Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

NTUITY

Integration with the

5ESS Switch

NTUITY

Integration with DMS-100

NTUITY

, 585-310-223

Integration with

, 585-310-219

107156671 1 Inclu des an overvie w of the integrat io n

107156689 1 Inclu des an overvie w of the integrat io n

107697237 2 Includes prerequisite information, switch

Northern Telecom SL-1, Merid i an, and Meridian SL-1

, 585-310-221

Brief Description

process, planning, 5ESS switch administration, hardware installation, programming the 3A translator, administering the Lucent I

NTUITY system,

alarms, and installing 5ESS switch software package on a Lucent I

NTUITY system.

process, planning, DMS-100 switch requirements and administration, setting the 202T modem, hardware installation, administering the Lucent I

NTUITY system,

alarms, and installing DMS-100 switch software package on a Lucent I

NTUITY

system.

integration device (SID) basics, installation and administration planning information, hardware and software installation procedures, Lucent I

NTUITY system

administration procedures, Northern Telecom switch and SID administration guidelines, integration acceptance tests and cut-to-service procedures, and basic SID troubleshooting procedures.

NTUITY

Integration with Mitel

585-310-222

NTUITY

Integration with NEC NEAX

, 585-310-216

NTUITY

Integration with ROLM 8000, 9000, 9571

585-310-220

107662967 2 Contains the procedures needed to

administer a Mitel SX-2000 Digital, SX-100, and SX-200 switch to work with a Lucent I

NTUITY s ystem. Includes the same

information as described for the DMS-100.

107643280 2 Contains the procedures needed to install

and administer a NEC NEAX 2400 MCI switch to integrate with a Lucent I

NTUITY

system. Includes the same information as described for the DMS-100..

107643272 2 Contains the procedures needed to

administer a ROLM 8000, 9000, or 9751 CBX to work with a Lucent I

NTUITY system.

Contains the same information as described for the DMS-100.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 11Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

System Administration

NTUITY

™ Messaging

107889313 2 Contains system functionality overviews,

Solutions Release 4 Administration

NTUITY

™ Messaging

, 585-310-564

107889321 2 Describes how to use alarm and activity

Solutions Release 4 Alarm and Log Messages

585-310-566

AUDIX Administration and Data Acquisition Package

107764938 13 Describes how to use the AUDIX

585-302-502

Brief Description

planning considerations, and recommendations and instructions for administering AUDIX, fax mail, e-mail, ELA, the Lucent I

NTUITY platform, and integrating

with Lotus Notes/cc:mail. It includes procedures for the administration of system features, users, automated attendants and bulletin boards, fax print destinations, trusted servers, and the Applications Programming Interface for Message Manager

logs as well as listing alarms that the customer or installer can address. These listings include procedures on how to fix the problems that generated the alarms.

Administration and Data Acquisition Package (ADAP) to download system and traffic data from AUDIX database files to a personal computer for further processing. It also describes how to upload data, such as subscriber or class of service changes, from the PC to the AUDIX system.

NTUITY

Call Accounting

System User Guide

585-310-728

NTUITY

Call Accounting Syst em Quick Reference

585-310-729

NTUITY

™ Messaging

Solutions Digital Networking

585-310-567

107380610 1 Contains the procedures needed to

administer, install, and maintain a call accounting system.

107380628 1 A foldout card which contains an

abbreviated view of CAS commands. Designed for the experienced CAS user.

107889339 2 Contains a description of digital networking,

explains the different types of networking, provides procedures for administering networking and remote users, describes the traffic reports, and provides troubleshooting procedures for I

NTUIT Y AUDIX Release 3 and

Release 4. Switch administration procedures and planning worksheets also are included.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 12Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

AMIS Analog Networking

107643330 6 Includes an overview and feature

585-300-512

System Use/ Subscriber

NTUITY

™ Messaging

107731739 1 This package contains camera-ready

Solutions Release 4 User-Handout Artwork

585-310-744

NTUITY

™ Messaging

107731812 1 Guidebuilder is a software product that

Solutions Release 4 Guidebuilder

, 585-310-745

(On Delay)

Brief Description

description, and procedures for adm ini st ering AMI S Analog Networking on I

NTUITY AUDIX R2, R3.2, and R3.2 systems,

AUDIX R1, and DEFINITY AUDIX R2, R 3, R3.1, and R3.2 systems.

artwork from several user documents. Customers may use this artwork to customize and print their own version of each document.

customers use to print custom documents for end users. It allows customers to include in the documents only those I

NTUITY

AUDIX features that have been purchased or turned on. It also allows customers to incorporate customer-specific codes such as network prefixes, fax print prefixes, and system telephone numbers.

A Portable Guide to Voice Messaging

NTUITY

, 585-300-701

™ Multimedia

Messaging User’s Guide

585-310-748

Voice Messaging Quick Reference

NTUITY

, 585-300-702

™ Multimedia Messaging Quick Reference

, 585-310-751

Voice Messaging Wallet Card

, 585-300-704

107395352 3 This pocket-sized book provides the user

with concise yet comprehensive task-oriented information for using the voice mail and call answer features of I

NTUITY

AUDIX and DEFINITY AUDIX.

107731762 1 This book provides the user with concise yet

comprehensive task-oriented information for using the voice mail, call answer, and multimedia features of I

NTUITY AUDIX.

106710148 3 Summarizes the most commonly used

subscriber features for INTUITY AUDIX and DEFINITY AUDIX messaging systems. One package includes 150 quick-reference guides.

107731796 1 Summarizes the most commonly- used user

features, I

NTUITY AUDIX. One package includes 150

including multimedia features

, for

quick-reference guides

106710163 2 Contains a summary of commands and a

memory jogger for the user’s entry-level menu of task choices. One package includes 150 wallet cards.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 13Intuity Messaging Solutions Release 4, Phase 2 Books

Title, Document No. Comcode Issue

No.

Multiple Personal Greetings Quick Reference

107419251 5 Summarizes procedures for using the

585-300-705

Voice Messaging Outcalling Quick Reference

107307365 1 Summarizes the use of the outcalling

585-300-706

NTUITY

™ Message Manager Release 4 User Guide

107723843 1 Introduces new users to Message Manager.

585-310-743

Brief Description

multiple personal greetings feature. One package includes 150 quick- reference guides

feature. One package includes 150 quick-reference guides.

Describes installation and use.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

Page 14Intuity Messaging Solutions Release 4, Phase 2 Books

Lucent Technologies 585-310-748 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Welcome

Call Your Mailbox

Get Around in Your Mailbox

Voice Prompts and Help

Basic Commands

Change Your Password

Record Your Name

Record a Greeting for Callers

Recording Your Basic Greeting

Get Messages You’ve Received

Multimedia Component Limits

Listening to a Voice/E-Mail Message

Responding to a Message

Acting on a Message

Handling a Call When You Hear Fax Tones

Printing Fax/E-Mail Messages

Record and Send Messages

Multimedia Component Limits

Sending a Voice or Voice-Fax Message

Sending a Fax-Only Message

Sending a Voice-Fax Message by Forwarding a Fax

Enhanced Delivery Options

Leave a Message When a User Doesn’t Answer

Set Fax/E-Mail Print Options

Create Mailing Lists

Deleting Addresses from a List

Scanning List Summaries

Reviewing and Modifying a List

Set the Message Medium You Want to Get First

Setting the Preferred Medium

Create and Use Multiple Personal Greetings

Call Types

Defining Call Types the First Time

Changing Call Types

Assigning Greetings to Call Types

Activating Previously Recorded Greetings

Scanning All Greetings

Check and Reuse Outgoing or Filed Messages

Checking the Status of Messages You’ve Sent

Create a Personal Directory

Creating and Appending a Directory

Reviewing and Deleting Entries from a Directory

How to Use Directory Assistance

Scan/Print Messages Quickly

How the System Interprets Text/E-Mail

Joined Telephone and E-Mail Mailboxes

Options to Join Mailboxes

Frequency of Polling Mailboxes

Set Addressing Options

Addressing a Message Before Recording It

Leave Messages with the Guest Password

Leaving a Guest Password Message

Tips and Highlights

General Message Handling

Leaving Messages When No One Answers

Mailing Messages

Terms and Concepts

Index