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

Issue 2

January 1997

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

585-310-748

Issue 2

January 1997

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

585-310-748

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

Issue 2

January 1997

Page v

INTUITY Multimedia Messaging User’s Guide

Contents

585-310-748

Issue 2

January 1997

Page vi

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

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):

585-310-748 Issue 2

January 1997

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.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

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

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

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.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

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

January 1997

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

585-310-748 Issue 2

January 1997

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

585-310-748 Issue 2

January 1997

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.

INTUITY Multimedia Messaging User’s Guide

585-310-748 Issue 2

January 1997

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:

585-310-748 Issue 2

January 1997

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.

585-310-748 Issue 2

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 .

+ 61 hidden pages

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