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 1 800 457-1764 International Fax 317 361-5355
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.”
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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
585-300-701
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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November 1994
Issue 3
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
585-300-701
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
585-300-701
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
585-300-701
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
585-300-701
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
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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
A Portable Guide to Voice Messaging
585-300-701
Tips and Highlig hts (Cont )
Issue 3
November 1994
Make
messages
private
Use a guest
password
To prevent another user from forwarding a message you leave, make it private. See pag e 31.
To save time, leave mess ages directly
in another user’s mailbox. Dial the system number, then enter the extension
and guest password (available from
your system adm inistrator). You ca n
leave messages, but you can’t get messages.
Customers or other callers can also
save time by using the guest password.
So give it to them, along wi th your system numb er and extension.
Recording V oice Mail
Use playback
and record
controls
To listen to and edit the messages
you send, you have many controls.
See pages 14 and 34.
Sending Voice Mail
Make
messages
priority
Make
messages
private
When you want someone to listen to
your message right away, send it as
a priority message. See page 15.
NOTE:
able for all users
To prevent another user from forwarding a message you send, make
it private. See page 15.
this option may not be avail-
.
*
R or
*
7= Return to Activity Menu 9
A Portable Guide to Voice Messaging
585-300-701
Tips and Highlights (Cont)
Issue 3
November 1994
Save
messages yo u
send
Check on
receipt of
messages yo u
send
Delete
outgoing/ filed
messages
Schedule
delivery
Before sending a message, you can
save it in the Outgoing Message file
by pressi ng 4. Retrieve the message
later to use again. See pages 15 and
24.
After you send a message, check
your Outgoing Message file to see if
the message was del ivered a nd if the
person listened to it. See page 24.
Delete messages filed in the Outgoing Message file. Filed outgoing
messages can unnecessarily use system storage.
Schedule a message for delivery to
others at a specified time and date.
Use the system as a calendar/
reminde r by sch edu ling me ssa ges to
yourself. See page 15.
Use mailing
lists
Send
messages to a
name, not an
extension
Create a mailing list of extesion s.
Then send your message to one des-
tination — the mailing list. All
extensions in the list receive the
message. See page 26. Y ou can also
forward messages to a mailing list.
When you send a message and don't
know the extension of the recipient,
press
son's name, last name first.
2 switches you back and forth
between extension and name .
A or * 2. Then enter the per-
*
A or *
*
10
*
H or
*
4 = Help / Current Options
A Portable Guide to Voice Messaging
585-300-701
Logging In
Issue 3
November 1994
After you log in, you are at the Activity Menu (see page 2).
The system voice prompts tell you what to do and what your
options are. At any time, press * H or * 4 to get information
about your current options.
Importa n t: Change your password immediately after
you log into AUDIX the first time. The system may require
you to do thi s. See page 13.
*
R or
*
7= Return to Activity Menu 11
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
Record Y our Name
Record your own name to replace the system greeting for
your voice mai lbox. Callers will hear your voice instead of
AUDIX and feel more comfortable about leaving messages.
If the system asks you to record your name as you log in,
you must press 1 and begin at step 2 in the instructions
below. You can recor d yo ur na m e at any time after loggin g
in by following the enti r e procedure, beginnin g at step 1.
1. Press 5 5 from the Activity Menu.
2. Say your name after the tone.
3. Press 1.
4. Press one of the following
- 1 to re-record (return to step 2).
- 2 3 to play back.
OPTIONAL
5. Press 1.
6. Press # to approve.
Tips
You usually don’t have to wait for the voice prompts. In
most cases, you can dial through them to enter a command
You can’t dial through errors and important messages the
system wants you to hear. When you try to dial through
prompts at these times, you hear a beep.
After leaving a call answer message, ac cess your own
voic e mailb ox by pressing
bility may not be available on your system.
Sched ule a voice message to yourself as a meeting
reminder (p. 15).
without waiting
and
from anywhere in the system
R
*
7. NOTE: this cap a-
or
*
.
12
*
H or
*
4 = Help / Current Options
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
Change Y our Password
Change your password immediately after you become an
AUDIX subscriber. You should also continue to change
your password a t l east once every three months.
If the system asks you to change your password as you log
in, y ou mus t pr e ss 1 and be gin at ste p 2 in the in structions
below. You can change your password at any time after logging in by following the ent ire procedure, beginning at st ep
1.
1. Press 5 4 from the Activity Menu.
2. Enter new password (up to 15 digits) and press #.
3. Re-enter new password and press #.
Caution:
Do not use a password that uses:
- Ascendin g or descending digits (for examp le, 1234 or
4321)
- The same digits (for example 0000)
- Digits corresponding to your name or in itia ls (for ex am-
ple, 5646 for John)
- Current year (for example, 1993)
- The same number as your extension (for example,
extension 3455, password 345 5)
- Reverse ext ension (for example, extension 3455, pass-
word 5543 )
- Numbers that identify you, such as your social security
number, employee ID, ro om number, or department
Also, do not put yo ur password on a programmable function key or speed -dial key.
*
R or
*
7= Return to Activity Menu 13
A Portable Guide to Voice Messaging
585-300-701
Record and Send Me ssages
Recording Y our Message
1. Press 1 from the Activity Menu.
You ca n skip the prompt by pressing 1 again.
2. Record at the tone.
•Press 1 to stop recording or pause.
Editing Your Message
•Press one of the following:
-1 to continue recording.
-2 3 to play back. See additional Playback
Options on page 17 or 34.
D or * 3 to delete (and begin ag ain)
-
OPTIONAL
*
Issue 3
November 1994
3. Press # to approve mess age.
Addressing Your Message
4. Do one of the following:
- Enter recipient’s address
and press #.
- To sen d to multiple
recipients via a mailing
list:
a. Press
a list.
a. Enter list owner’s
extension and press #.
(If you’re the owner,
just press #.)
a. Enter list ID (name)
and press #.
Repeat step 4 for additional
recipients.
5. Press # to approve
addressing.
L to access
*
Tips
Press * A
switch between
numb er and name
addressing. Enter
last name first.
(See the alphabetic keypad reference on page 34.)
You can use only
your mailing lists
and those of other
users on your
Audix system.
1
D
*
.
Press
delete an incorrect add ress or
list.
To review
addresses press
*
or
or
2
to
*
3
to
*
14
*
H or
*
4 = Help / Current Options
A Portable Guide to Voice Messaging
585-300-701
Record and Se nd Messag es
Delivering Your Message
6. Press # to deliver immediately.
Or, do any combination of the following:
- Press 0 to have the system recite this list of
options to you.
- Press 1 to make your message private.
(Press 1 again to undo.)
- Press 2 to make your message priority
(if available).
(Press 2 again to undo.)
- Press 3 to schedule delivery.
(Press 3 again to undo.)
Delivery Options
- Press 4 to file a copy.
(Press 4 again to undo.)
Issue 3
November 1994
Then press # to approve
and deliver.
Send
Messages
Record
Approve
Address
Approve
1
Speak
#
#
#
To schedule delivery:
a. Enter delivery time
(405 = 4:05).
a. Enter A (or 2) for
AM or P
(or 7) for PM and
press #.
a. Enter delivery
month and day (502
= May 2) and press
#.
a. Press # to approve
3 (or * D) to
or
*
start over.
Tips
Send
Now
*
R or
#
*
7= Return to Activity Menu 15
Filed messages
can be modified
and sent again.
See page 24.
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
Get and Respond to Messages
1. Press 2 from the Activity Menu.
Listen to Header or Message
2. Press any combination of the following:
- 0 to listen to the message.
- 2 to rewind the message (or return to previous).
- 2 3 to play back the header.
- (See other play ba c k op tions on the next pag e. )
Respond to Header or Message
You can respond to a message during or after listening to the
message or header.
3. Do one of the following :
- T o reply to sender by voice mail, press 1 1 6 or
1 7. To reply and attach original, press 1 1 9.
After recording, press # to approve, then
schedule delivery or press # to send now.
- To call sender, press 1 0.
- T o record a message to someone other than the
(See “Record and Send Mes-
L
or
to send to mailing lists.)
5
*
(may not be
OPTIONAL
sender, press 1 4.
sages” st eps 2 - 6 to comp lete this or th e next
option. Use
*
- To forward with comment, press 1 2 .
- To escape back to step 2, pr ess #
available with your system)
Act on Header/Message
4. Press any combination:
-
D or * 3 to delete message.
*
U or * * 8 to restore the
-
* *
last message you de leted
(not availa ble with all systems).
- # to save and skip to the
next message.
H or * * 4 to hold
-
* *
message in current category
and skip to next message.
# to skip to the next
*
message category
16
*
H or
*
4 = Help / Current Options
Tips
Pressing * * H or * * 4
to hold a message in
the New category lets
your messag e wa iting
indicator stay on.
When recording a
response, press
skip the record prompt.
The system saves
messages for the
length of time set b y
your ad ministrator.
delete them.
Each message header
tells you the length of
the message in minutes and/or seconds.
1 to
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
Scan Messages Quickly
Once you are familiar with how to get messages, try the easier scanning method. Auto Scan is most useful for mobile
phone users, as it requires touching only two buttons.:
1. Press 7 from the Activity Menu.
2. Press one of the following:
- 1 to scan headers and me ssages.
- 2 to scan headers only.
- 3 to scan messages only.
3. Use the Respond and Act On options (steps 3 and 4 on
page 16) as necessary. The system pauses three seconds
between messages.
NOTE: Don’t forget to delete messages so your
mailbox doesn’t fill up.
*
R or
*
7= Return to Activity Menu 17
A Portable Guide to Voice Messaging
585-300-701
Create Personal Greeting s-Basic
Activate Previously Recorded
November 1994
Issue 3
Your system allows you to record and store several personal
greetings, each for a specific situation. You can manually
activate each greeting as needed (basic mode), or yo u can
keep a number of greetings active at once (advanced mode).
Record Greeting
NOTE: The system skips Steps 2 and 4 below if the
multiple personal greetings feature isn’t turned on.
1. Press 3 from the Activity Menu.
2. Listen to a summary of active greetings.
3. Press 1 to record or re-record a greeting.
4. Enter a number (1-9) for the greeting.
5. Speak greeting at the tone.
6. Press 1 to stop or pause.
Edit
7. Press:
- 1 to continue.
- 2 3 to play back.
-
D to delete
OPTIONAL
*
- (return to step 5).
8. Press # to approve.
Act on New Greeting
9. Do one of the following:
- Press # to leave the
greeting inactive.
- Follow the prompts to
activate the greeting.
Tips
The system
greeting is
always greeting
0.
The system
doesn’t care what
single-digit number you assign to
each greeting.
Keep track of
your greetings by
noting them on
page 33 or by
sc anning them.
NOTE: You can also assign greetings to specific
types of calls. This advanced mode allows you to
have as many as three greetings active at once. See
pages 20-23.
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Issue 3
Create Personal Greet ings-B asic (Cont )
Greetings
1. Press 3 3 from the Activity Menu.
2. Enter the greeting number.
3. Follow the prompts to activate for all calls or for individual call types.
Scan All Greetings
1. Press 3 2 from the Activity Menu.
2. Listen to first greeting status stat ement.
3. Press any combination of the following:
- 0 to listen to a greeting.
- 1 to re-record a greeting.
- * D or * 3 to delete and skip to the ne xt gree tin g.
- 2 to return to the previous
greeting.
- # to save and skip to
the next greeting.
Then press * # to quit scanning.
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Issue 3
Create Personal Greeting s-Advanced
After you have r ecorded severa l 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:
• 1) internal and 2) ex terna l calls
• 1) busy and 2) no answer calls
• 1) prime-time internal, 2) prime-time
external, an d 3) ou t-of -hours calls
• 1) prime-time busy, 2) prime-time
no answer, and 3) out-of-hours calls
The first step is to define the types of calls you want to differentiate.
NOTE: Your system may not perm it the use of busy/no
answer call types. This is the case for systems connec ted to
the MERLIN LEGEND system.
Define Call Types (the first time)
1. Press 3 4 from the Activity Menu.
2. Press one of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not be
available on your system).
3. Press one of the following:
- 3 to differentiate out-of-hours calls.
- 4 to make no distinction between
prime time and out-of-hours calls.
4. Proceed to pag e 22 to assign
greetings to call types.
Tips
When you select the
out-of-hours call type,
the other call types
automatically apply
only to prime-time
calls.
You must make a
choice between internal/external and
busy/no answer call
types. The system is
not set up to handle
both sets of situations
simultaneously .
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Create Personal Greetings -Adv anced (Cont)
Call Types
Internal calls come from callers at your location. Ex-ternal
calls come from outside your location.
Busy calls are those that come in when you are already using
your phone line(s). No answer calls are those that come in
when you do not answer. NOTE: These types may not be
available wi th your system.
Out-of-hours calls are those that come in after st andard
business hours — defined by your system administrator.
(Weekend greetings must be activated manuall y — basic
mode only.)
Change Call Type Definition
1. Press 3 4 from the Activity Menu.
2. Press any combination of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not
be available on yo ur system).
- 3 to differentiate out-of-ho urs calls.
- 4 to turn off out-of-hours differentiation.
- 5 to use a single greeting for all calls (negate call type
definition).
3. Press # to approve and proceed to page 22 to assign
greetings to call types.
Tips
To deselect a call type,
simp ly select another
call type in its place.
To deselect a greeting,
simp ly select another
greeting in its place.
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Create Personal Greeting s-Advanced (Cont)
After you have recorded multiple personal greetings (pages
18 and 19) and defined the call types to which yo u want to
assign those greetings (pages 20 and 21) , use the followin g
procedures to assign greetings to call types.
Assign Greetings to Call Types
1. Press 3 from the Activity Menu.
2. Listen to the summary of active greetings.
3. Press 3 to activate a greeting.
4. Enter 0-9 to indicate which greeting you want to assign
to a call type.
5. Press any combination of the following:
- 1 to use the greetin g for each call type.
- 2 to use the greeting for Internal (or Busy) calls.
- 3 to use the greeting for External (or No Answer) calls.
- 4 to use the greeting for Out-of-hours calls.
6. Press # to approve.
7. Press * R or * 7 to return to the Activity Menu.
Tips
To set up d ifferent greetings strictly for prime-time
and out-of hours calls, you
must assig n the same
greeting to the two primetime calls types (internal
and externa l or busy and
no answer).
Your specific op tions at
step 5 depend on the call
types you chose to differentiate on pages 20 and
21. Listen to the voice
prompts for guidance.
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Multiple Personal Gree tings Flowch art
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Outgoing/Filed Messag es
Follow steps 1, 2, and 3 to see if an outgoing message was
delivered. To modify or resend a message, follow steps 1
through 6.
Access Outgoing Messages
1. Press 4 from the Activity Menu.
2. Listen to first message header.
Select Message
3. Press any or none of the following:
- 0 To list en to the messag e
- 2 3 to play ba ck the message header
-
D or * 3 to delete and skip to the next message
*
- 2 2 to return to previous messages
- # To save and skip to the next message
# to skip to the next message category
-
*
NOTE: For
listen to the headers only. You can’t change or resend
these messages. After you review an accessed message header, the system deletes the header automatically.
Modify Message
4. Press 1 to modif y and/or
resend the selected
message.
5. Do one of the following:
- To resend the message
as is, press # and go to
step 6.
- To re-record:
a. Press 1.
a. Sp eak message at
a. Edit normally.
Delivered
the tone.
or
Accessed
messages, you can
Tips
You can modify/re-send
three types of outgoing
mesages:
(sc heduled for future
d eliver y ),
(bad adress or recipient’s
mailbox is full), and
Be sure to delete messages and headers regularly. The Outgoing
Message file consumes
much of your system's
resources.
Press
undelivered message to
the original recipient only
(step 6).
Und elivered
Nond eliverable
# #
to resend an
a. Press # to approve.
Filed
.
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Outgoing/Filed Mess ages (Co nt)
Resend Message
6. Do one of the following:
- For Filed and Nondeliverable Messages -
Issue 3
November 1994
a. Enter addresses (or list via
L or * 5).
*
a. Press # # to approve and send immediately.
Or
Enter delivery options (see page 15) and press #.
Note: If you resend a filed message, it leaves the file
cabinet portion of your mailbox. You must file a copy
again to retain it (see page 15).
- For Undelivered
Messages -
a. Enter additional
addresses and
press #.
Or
Enter
1 to review
*
and edit original
addresses.
a. Change delivery
times or options
(see p. 15).
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Mailing Lists
Create List
1. Press 5 1 1 from the Activity Menu.
2. Enter list ID (up to 6 letters or digits) and press #.
3. Press one of the following:
- 1 to make the list private.
- 2 to make the list public.
4. Enter an address and press #.
5. Repeat step 4 until list is complete.
6. Press # to approve.
Delete List
See Scan List Summaries below.
Issue 3
Scan List Summaries
1. Press 5 1 2 from the
Activity Menu.
2. Listen to the list
summary.
3. Press any combination
of the following:
- # to skip to next list.
D or * 3 to delete
-
*
the entire list.
- 0 to review/modify
list members.
(Go to step 4 of
Review/Modify List.)
Tips
When creating a list, you
can also append an existing list by entering
5
(at step 4).
you append a list, the system asks for more extensions. Do
extensions of the list just
appended.
Specify an address as a
numbe r or name — press
A
or
*
(See the alphabetic keypad reference on p. 34.)
Delete addresses in two
ways: 1) Review the list
until you find each
address, then press
*
27, press 1 immediately,
enter the address to be
deleted, an d press
*
ad dresses.
*
3
; or 2) At step 4 on page
3
. Repeat for other
NOTE:
not
add
2
to switch modes.
L
*
after
D
*
D
*
or
or
or
*
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Mailing List s (C ont)
Review/Modify List
1. Press 5 1 3 from the Activity Menu.
2. Enter list owner’s extension and press #. (If you own
the list, simply press #.)
3. Enter list ID and press #.
4. Listen to the first name, then press any combination of
the following:
- # to skip to the next name.
D or * 3 to delete name .
-
*
- 2 to repeat name.
- 2 2 to return to previous name.
1 to review from beginning.
-
*
- 1 to add/delete specified entries or change public/pri-
vate status, then do the following:
a. Press Y (9) or N (6) to change status.
a. Enter address and press #.
a. Listen to name, and
if deleting, press * D
3.
or
*
a. Repe at b and c for
each addition/deletion.
a. Press
adding/deleting
specified entries.
5. Press # when finished
reviewing.
# to stop
*
*
R or
*
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Personal Directory
The system allows yo u to create a personal directory of
abbreviated names (aliases) for frequently used addresses.
It’s essentially a sophisti cated speed dialing feature.
Create/Append Directory
1. Press 5 2 1 from the Activity Menu.
2. Enter an address and press #.
3. Listen to your entry’s address.
If the name is incorrect, press
D or * 3 to delete and repeat
*
steps 2 an d 3.
4. Enter your abbrevia ted
Tips
version of the address
(up to 10 characters)
and press #.
5. Repeat steps 2, 3, and
4 to add more names to
your personal directory.
6. When finished, press #
to approve.
NOTE: You must be addressing by name (*A or * 2) to
use your personal directory. You can create your personal directory in name or number addressing mode.
Your personal directory
comes into play automatically; the system refers to
your personal directory
anytime you enter a name
ad dress.
The system doesn’t care
what numbers or letters
you use for each alias.
Application
When name–addressing a vo ice mail m essag e to Dr. Emilio
Ramirez, you might e nter E R # in st ead of th e long e r name.
You can also use an alias when transferring out of the system (
T or * 8).
*
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November 1994
Personal Directory (Cont)
Review/Delete Directory
1. Press 5 2.
2. Do one of the following:
- Press 2 to review all aliases. While listening to each
entry, press
- # to skip to next alias.
D or * 3 to delete.
-
*
- 2 2 to return to the previous alias.
# to stop reviewing.
-
*
- Press 3 to review specific aliases:
a. Enter alias to review and press #.
a. Liste n to corresponding address.
a. Repeat for more aliases.
Issue 3
a. Press * # to stop reviewing.
3. Press * R or * 7 to return to the Activity Menu.
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Use Directory Assistance
Directo ry as s is ta nc e is jus t lik e a telephone bo ok . If you
know the name of a person, you can use AUDIX directory
assistance to find that person’s extension. Also, if yo u have
an extension, yo u can use directory assistance to find the
name of the person with that extensio n.
1. Press
2. Do one of the following:
- If you want to hear the exten sion number associated
with a name, enter the name (last name first, with no
spaces between the first and last name), then press #.
- If you want to hear the name associated with an address,
press
the alphabetic keypad reference on p. 34)
N or * * 6 from anywhere in the system.
* *
A or * 2, enter the address, then press #. (See
*
Tips
The extension number you hear
assoc iated with a name is not
always the entire address. You
must add the appropriate prefix numbers for remote systems.
30
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Issue 3
Leave a Call An swer Message
When leaving a call answer message, you have several
options for making ful l and efficient use of the system.
When it answers the phone, you can:
•Press 1 to skip the greeting (if you're sure you won't
be missing new information the called party might
have left for you in the greeting).
• Leave a detailed message (it is generally more efficient to convey informat ion than to simply request a
return call).
• Press
D or * 3 to delete and start over.
*
• Press 1 2 3 to stop recording and review your message.
Before, or after leaving a message, you can:
• Escape to a covering extension by pressing 0.
(It is possible that no covering extension has been
assigned, and this won't work. Ch eck with your system administrator.)
• T ransfer to an other extension (may not be active on your
system
a. Press
):
*
T or * 8.
a. Enter the extension.
a. Press #.
• If the receiv er's mailbox is on the same system as your
own, you can log into yours by pressing
may not be availa ble on your system).
(
NOTE: if you record a message and then either hang up or
go to another option, the system delivers your message to
the person you are calling. You don’t have to approve it. To
prevent delivery of your message, you must delete it with
3
.
*
R or * 7
*
After recording a message and approving it with #, you can
mark it as Private (non-forwardable) by pressing 1 or mark
it as Priority by pressing 2..
*
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Mailing Lists Log
November 1994
List ID Group Name
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
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_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
32
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Personal Gr eetings Log
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November 1994
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Command Summary
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November 1994
34
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Flow Chart of Shortcuts
35
*
35
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Notes
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November 1994
36
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A Portable Guide to Voice Messaging
585-300-701
To order additional copies of this document, call the AT&T
GBCS Publications Fulfillment Center:
(800)457-1235 (U.S. phone)
(800)457-1764 (FAX)
1 (317)361-5353 (phone
outside U.S.)
November 1994
Issue 3
For more information about AT&T documents, see the
Global Business Communications Systems Publications
Catalog
Notice: The information in this docum ent is subject to
change without notice. AT&T assumes no responsibility for
any errors that may appear in this d ocument.
Prepared by Product Documentation Development, Denver,
CO.
Cop yright 1994 AT&T
585-300-701, Issue 3,
November, 1994
(555-000-010)
AT&T
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Issue 3
November 1994
38
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