Lucent Technologies Comcode 107395352, AUDIX User Manual

A Portable Guide to
Voice Messaging

585-300-701
Comcode 107395352
Issue 3

November 1994

Copyright  1996, Lucent Technologies
All Rights Reserved
Printed in U.S.A.

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.

You 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 unauthorized use 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 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, pursua nt to Pa rt 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 interference to radio
communications. However, there is no guarantee that interference will not occur in a partic ular
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 68: Network Registration Number. This equipment is registered with the FCC in
accordance with Part 68 of the FCC Rules. It is identified by FCC registration number
AS593M-11185-MF-E.

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 reord e r tone is received

Trademarks

DEFINITY is a registered trademark of Lucent Technologies in the U.S. and throughout the
world.

AUDIX is a registered trademark of Lucent Techno logies .

Ordering Information
Call: Lucent Te chnologies Publications Center

Voice 1 800 457-1235 International Voice 317 361-5353
Fax [phone] International Fax [phone]

Write: Lucent Technologies Publications Center

P.O. Box 4100
Crawfordsville, IN 47933

Order: Document No. 585-300-701

Comcode 107395352
Issue 3, November 1994

For additional documents, refer to the section entitled, “Related Documents” in “About This
Book.”

You 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.

European Union Declaration of Conformity

Lucent Technologies Business Communications Systems declares that XXX equipment
specified in this document conform s to the refe re nce d European Union (EU) Directives and
Harmonized 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.

Disclaimer

Intellectual property related to this product and registered to AT&T Corporation has been
transferred to Lucent Technologies Incorporated.

Any references within this text to American Telephone and Telegraph Corporation or AT&T
should be interpreted as references to Lucent Technologies Incorporated. The exception is cross
references to books published prior to December 31, 1996, which retain their original AT&T
titles.

Heritage

Lucent Technologies - formed as a result of A T&T’s planned restructuring - designs, builds, and
delivers a wide range of public and private networks, communication systems and software,
consumer and business telephone systems, and microelectronics components. The
world-renowned Bell Laboratories is the research and development arm for the company.

Acknowledgment

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

OH.

A Portable Guide to Voice Messaging
585-300-701

November 1994

Welcome 1

■ Call Answering 1

■ Voice Mail 1

■ Voice Prompts and Help 1

Terms/Concepts 2

■ Incoming Messages (Received by you)4

■ Outgoing Messages (Sent by you) 4

Tips and Highlights 5

■ General 5

Issue 3

■ Getting Messages 6

■ Leaving Messages When No

One Answers 8

■ Recording Voice Mail 9

■ Sending Voice Mail 9

Logging In 11
Record Your Name 12

■ Tips 12

Change Your Password 13
Record and Send Messages 14

■ Recording Your Message 14

■ Editing Your Mess age 14

■ Addressing You r Mess age 14

■ Tips 14

■ Delivering Your Message 15

■ Tips 15

*

R or

*

7= Return to Activity Menu iv

A Portable Guide to Voice Messaging
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November 1994

Issue 3

Get and Respond to Messages 16

■ Listen to Header or Message 16

■ Respond to Header or Message 16

■ Act on Header/Message 16

Scan Messages Quickly 17
Create Personal Greetings-Basic 18

■ Record Greeting 18

■ Edit 18

■ Act on New Greeting 18

■ Tips 18

■ Activate Previously Recorded

Greetings 18

■ Scan All Greetings 19

Create Personal Greetings-Advanced 20

■ Define Call Types (the first time) 20

■ Tips 20

■ Call Types 21

■ Change Call Type Definition 21

■ Tips 21

■ Assign Greetings to Call Types 22

■ Tips 22

Multiple Personal Greetings Flowchart 23
Outgoing/Filed Messages 24

■ Access Outgoing Messages 24

■ Select Message 24

■ Modify Message 24

■ Resend Message 25

*

R or

*

7= Return to Activity Menu v

A Portable Guide to Voice Messaging
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Mailing Lists 26

■ Create List 26

■ Delete List 26

■ Scan List Summaries 26

■ Tips 26

■ Review/Modify List 27

Personal Directory 28

■ Create/Append Directory 28

■ Tips 28

■ Application 28

■ Review/Delete Directory 29

Use Directory Assistance 30

■ Tips 30

Leave a Call Answer Message 31
Mailing Lists Log 32

■ List ID

Group Name 32

Personal Greetings Log 33
Command Summary 34

■ Notes 36

*

R or

*

7= Return to Activity Menu vi

A Portable Guide to Voice Messaging
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November 1994

Issue 3

Welcome

Your AUDIX® voice messaging system is a complete call
answering and voice mail system.

Call Answering

AUDIX answers your calls when you are unavailable or too
busy to answer your phone. Callers can then leave mes-

sages in your voice “mailb ox.” Later, at a time convenient
to you, you can access your mailbox to get those messages.

AUDIX also lets you leave messages in the voice mailboxes
of other AUDIX users when they don’t answer their
phones.

Voice Mail

AUDIX also lets you record messages in advance and send
them directly to the voice mailboxes of other AUDIX users
— without actually calling the ir ph on es.

Convers ely, other users ca n rec ord and send voic e mail me s­sages directly to your mailbox. When convenient, you can
access your mailbox to get those messages.

Voice Prompts and Help

AUDIX voice prompts tell you what to do at every step in a
task. Once you have selected the appropriate Activity
Menu option (see page 2 ), you can rely solely on the voice
prompts to figure out what to do. You really don’t need this

book.

Press

task and what your options are. Always use
forget what to do next.

NOTE: The

you just de leted (see pp. 16 & 34) and th e
out of the Reply to Se nde r option are not avai lable on Intuity
AUDIX R2.0 voice messaging systems, but they are available
on Intuity AUDIX R3.2 systems.

H (Help) or

*

* *

4 to find out what step you’re o n in a

*

H when you

*

U (or * * 8) command to recover the message

# command to bac k

*

R or

*

7= Return to Activity Menu 1

A Portable Guide to Voice Messaging
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November 1994

Issue 3

Terms/C oncepts

Activity MenuThe initial activities you can select after log­ging into the system.

Header A summary of an incoming message

(equivalent to a return address and post­mark on a letter). It includes the length
of the message in minute s and/or sec­onds: "Message from John Parrot

receiv ed 7:3 4 AM, Friday, April first,
70 seconds, ext ension 23741 ."

Address A number or a name specified for an

outgoing message (equivalent to an
address on a letter).

2

*

H or

*

4 = Help / Current Options

A Portable Guide to Voice Messaging
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November 1994

Issue 3

Terms/Concepts (Cont)

AUDIX Mailbox Your personal storage area for incoming

and outgoing mess ages (and headers).

Your incoming and outgoi ng messages are stored i n catego­ries according to their status. The system keeps incoming
messages until you delete them or until an automatic dele­tion date. Because space is limited, it is wise to regularly
review and delete messages.

*

R or

*

7= Return to Activity Menu 3

A Portable Guide to Voice Messaging
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November 1994

Issue 3

Terms /Co ncepts (Con t)

Incoming Messages (Received by you)

New Messages you have not yet ret rieved.
Unopened M ess age s o f whic h yo u have list en ed t o

the headers, but not the message itself.

Old Messages you have listened to but have

not yet deleted.

Outgoing Messages (Sent by you)

Delivered Messages that have been delivered but

have not yet been listened to by the
recipient.

Accessed Messages that have been delivered and

listened to by the recipient.

Undelivered Messages that have not yet been sent

because you scheduled them for future
delivery. You can listen to, re-address,
and re-record these messages any time
before delivery.

Nondeliverable Messages that could not be delivered,

usually because the intended recipien t’s
mailbox is full. You can listen to, re­address, and re-record these messages.

Filed Copies of outgoing messages that you

saved to resend and/or modify.

4

*

H or

*

4 = Help / Current Options

A Portable Guide to Voice Messaging
585-300-701

Tips and Highlig hts

General

Issue 3

November 1994

Log in
quickly

Log in from
anywhere

Log in after
leaving a
message

From your phone, dial the system
number, press # only (you don’t need

to type you r extensio n), and enter y our
password.

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

From any p ho ne no t connected to your
company’s system, dial the complete
phone number, including local prefix
(and the area code if long di stance),
then enter your extension and pass­word.

After you get the greeting for another
user’s voice mailbox, you can press
R to log into you r voice mailb ox. Pre ss

R immedia t ely or leav e a me s s a ge

*

and then press
useful for long distance or pay calls
because you can leave and get me s­sages with one phone call.

R. This tip is extra

*

*

Dial ahead If you know what buttons to push, push

*

R or

them without waiting for the system to
respond. NOTE: You can’t bypass
error beeps and important system mes­sages.

*

7= Return to Activity Menu 5

A Portable Guide to Voice Messaging
585-300-701

Tips and Highlights (Cont)

Issue 3

November 1994

Use Help For help, pres s * H or

states your curre nt options or the next
step.

Avoid usin g
obvious
passwords

Do not use a password that would be
easy for someone else to gu ess. See
page 13.

Also, do not put yo ur password on a
programmable function key or speed­dial key.

Getting Messages

Scan
messages
quickly

Use playback
controls

You can automatically play all of yo ur
messages by pressing just two buttons.
Scanning is extra useful with a car
phone. See page 17.

When listen ing to messa ges, you h a ve
controls for loudness, speed, stepping
back and fort h pau sing , and r epe ating
messages. See page 34.

4. The system

*

Make your
mailbox
bigger when
away

6

*

H or

When you’re on vacat ion or away
from your phone for an extended
period, ask your system administrator
to temporarily make your mailbox
bigger. You’ll reduce the cha nce of it
filling up so callers can’t leave mes­sages. Also, change your personal
greeting to tell callers who else to talk

to while you’re away.

*

4 = Help / Current Options

A Portable Guide to Voice Messaging
585-300-701

Tips and Highlig hts (Cont )

Issue 3

November 1994

Record a
personal
greeting

Delete old
messages

Answer
messages
from
your mailbox

Replace the automat ic system greet­ing with your personal hello. See
page 18. Tell callers they can press 1
to skip your greeting and press

4 for help.

*

Change your greetin g everyday to
match your daily schedule and record
multiple greetings th at play acc ording
to call type. See page 20.

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

Answer a message sent by anoth er
user immediately after listening to it,
either by pressi ng 1 0 to call the per­son or by pressi ng 1 7, 1 1 9, or 1 1 6
to send them a return voice mail mes­sage. See page 16.

H or

*

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. See page 16.
To forward to a mailing list, p re ss
or

5 to specify the list’s address.

*

*

L

*

R or

*

7= Return to Activity Menu 7

A Portable Guide to Voice Messaging
585-300-701

November 1994

Issue 3

Tips and Highlights (Cont)

Leaving Messages When No One Answers

Use play­back and
record
controls

Bypass
greetings
and record
immediately

Use direc­tory assis­tance

Transfer to
an extension

To listen to and edit the message s you
leave when there’s no answer, you have
many controls. See pages 31 and 34.

You don’t have to lis ten to another
user’s call answer greeting. You can,
instead, press 1 to bypass the greeting
and begin recording immediately.

If you don’t know the extensio n of
another user, find it with your voice
messaging system. Log in, press

6 and enter the pe rs on ’s name,

or

* *

last name first. The system tells you
the extension.

Before or after leaving a message for
another user, you can transfer to
another extension. To do this, press * T

8. Then enter the extension and #.

or

*

NOTE:

your system.

this option may not be active on

* *

N

Transfer to
operator

Make
messages
priority

8

*

H or

Before or after leaving a message for
another user, you can transfer to the
user’s secretary or operator by pressing

0. NOTE:

your system.

When you want someone to listen to
your me s sa ge right aw ay, send it as a
priority m essage. See page 31. NOTE:

this option may no t be available for all

.

users

*

4 = Help / Current Options

this option may not be active on