Lucent Technologies 585-300-701, Comcode 107395352 User Manual

A Portable Guide to Voice Messaging

585-300-701 Comcode 107395352 Issue 3 November 1994

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 Commissio n Stat e ment 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 FC C Rules . The se limi ts 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 harmf ul interference 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

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:

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

branch circuits.

• Answered by the called station

• Answered by the attendant

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

• A call is unanswered

• A busy tone is received

• A reorder t o ne is receive d

Trademarks

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

AUDIX is a registered trademark of Lucent Technologies.

Ordering Information Call: Lucent Technologies Publications Center

Voice 1 800 457-1235 International Voice 317 361-5353

Write: Lucent Technologies Publications Center

Order: Document No. 585-300-701

For additional documents, refer to the section entitled, “Related Docume nt s” in “Ab out This Book.”

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.

European Union Declaration of Conformity

Lucent Technologies Business Communications Systems declares that XXX equipment specified in this document conforms to the reference d European Union (EU) Directives and Harmonized Standards listed below:

EMC Directive 89/336/EEC Low Voltage Directive 73/23/EEC

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 AT&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.

Fax 1 800 457-1764 International Fax 317 361-5355

P.O. Box 4100 Crawfordsville, IN 47933

Comcode 107395352 Issue 3, November 1994

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

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

■ Getting Messages 6

■ Leaving Messages When No

One Answers 8

■ Recording Voice Mail 9

■ Se ndi ng Voic e Mail 9

Issue 3

Logging In 11 Record Your Name 12

■ Tips 12

Change Your Password 13 Record and Send Messages 14

■ Recor di ng Your Mes sage 14

■ Ed iti ng You r Mess age 14

■ Ad dres si ng You r Mes sage 14

■ Tips 14

■ Delivering Your Message 15

■ Tips 15

R or

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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 Greeti ngs-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 Cal l Type Definit ion 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

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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

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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 th en leave mes-

sages in your voice “mailbox.” 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 their phon es.

Conversely, othe r use rs ca n re cord and send voic e ma il messages 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 (se e page 2 ), you can rely solely on the voice prompts to figure out what to do. You really don’t need this

book.

H (Help) or

Press

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

4 to find out what step you’re on in a

H when you

NOTE: The

you just deleted (see pp. 16 & 34) and the out of the Reply to Sender opt i on are not available on In tui t y AUDIX R2.0 voice messaging systems, but they are available on Intuity AUDIX R3.2 systems.

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

* *

# command to back

R or

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Terms/Concepts

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 minutes and/or seconds: "Message from John Parrot

received 7:34 AM, Friday, April first, 70 seconds, extensi on 23741."

Address A number or a name specified for an

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

H or

4 = Help / Current Options

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Terms/Concepts (Cont)

AUDIX Mailbox Y our personal storage area for incoming

and outgoing messages (and headers).

Your incoming and outgoi ng messages are stored in categories according to their status. The syst em 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.

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Terms /Conce pts (Cont)

Incoming Messages (Received by you)

New Messages you have not yet retrieved. Unopened Messages of 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 recipi ent.

Undelivered Messages that have not yet been sent

because you schedu led 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 recipient’s mailbox is full. You can listen to, readdress, and re-record these messa ges.

Filed Copies of outgoing messages that you

saved to resend and/or modify.

H or

4 = Help / Current Options

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Tips and High lights

General

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Dial ahead If you know what buttons to push, push

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

to type your ex tension), a nd en ter your password.

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

From any pho ne not connected to your company’s system, dial the complete phone number, including lo cal prefix (and the area code if long distance), then enter your extension and password.

After you get the greeting for another user’s voice mailbox, you can press R to log into your vo ice mailbox. P ress

R immediately or leave a mess a ge

and then press useful for long distance or pay calls because you can leave and get messages with one phone c a ll.

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

R. This tip is extra

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Tips and Highlights (Cont)

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Use Help Fo r help, press * H or

states your current options or the next step.

Avoid using obvious passwords

Do not use a password that would be easy for someone else to guess. Se e page 13.

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

Getting Messages

Scan messages quickly

Use playback controls

Make your mailbox bigger when away

You can automatically play all o f your messages by pressing just two buttons. Scanning is extra useful wi th a car phone. See page 17.

When listening to messages, yo u have controls for loudness, speed, stepping back and forth pau sing , and r epe at ing messages. See page 34.

When you’re on vacation or away from your phone for an extended period, ask your system administrator to temporarily ma k e yo ur mail bo x 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. The system

H or

4 = Help / Current Options

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Tips and High lights (Con t)

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Record a personal greeting

Delete old messages

Answer messages from your mailbox

Forward messages

Replace the automatic system greeting with your personal hello. Se e page 18. Tell callers they can press 1 to skip your greeting and press

4 for help.

Change your greeting everyd ay to match your daily schedule and record multiple greetings that pla y according 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 another user immediately after listening to it, either by pressing 1 0 to call the person or by pressing 1 7, 1 1 9, or 1 1 6 to send them a return voice mail message. See page 16.

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. S ee page 16. To forward to a mailing list, press or

5 to specify the list’s address.

H or

R or

7= Return to Activity Menu 7

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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

Transfer to operator

T o liste n to and ed it the messag e s you leave when there’s no answer, you have many controls. See pages 31 and 34.

You don’t have to listen to another user’s call answer gree ting. You can, instead, press 1 to bypass the greeting and begin recording imme diately.

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 person ’s nam e,

* *

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 #.

NOTE:

your system.

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.

this option may not be ac ti v e on

this option may not be active on

* *

Make messages priority

H or

When you want someone to listen to your messa ge right away, send it as a priority messa ge. S ee pag e 31. NOTE:

this option may not be ava il a ble for all

users

4 = Help / Current Options

A Portable Guide to Voice Messaging 585-300-701

Tips and High lights (Con t)

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Issue 3

Make messages private

Use a guest password

To prevent another user from forwarding a message you leave, make it private. See page 31.

To save time, leave messages dire ctly in another user’s mailbox. Dial the system number, then enter the extension and guest password (available from your system administ r a tor). You can

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 with your system number and extension .

Recording Voice Mail

Use playback and record controls

To listen to and edit the messages you send, you have man y controls. See pages 14 and 34.

Sending Voice Mail

Make messages priority

Make messages private

R or

When you want someone to listen to your message right a w ay, send it as a priority message. See page 15.

this option may not be avail-

NOTE:

able for all users

To prevent another user from forwarding a message you send, make it private. See page 15.

7= Return to Activity Menu 9

A Portable Guide to Voice Messaging 585-300-701

Tips and Highlights (Cont)

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Issue 3

Save messages you send

Check on receipt of messages you send

Delete outgoing/ filed messages

Schedule delivery

Use mailing lists

Before sending a message, you can save it in the Outgoing Message file by pressing 4. Retrieve the message later to use again. See pag es 15 and

24. After you send a message, check

your Outgoing Message file to see if the message was d eliver ed and if th e person listene d 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/ reminder by sch edu ling me ssa ges to yourself. See page 15.

Create a mailing list of extesions. 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.

Send messages to a name, not an extension

H or

When you send a message and don't know the extension of the recipient,

A or * 2. Then enter the per-

press

son's name, last name first. 2 switches you back and forth between extension and name .

4 = Help / Current Options

A or *

A Portable Guide to Voice Messaging 585-300-701

Logging In

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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.

Important : Change your password immediately after

you log into AUDIX the first time. The system may require you to do this. See page 13.

R or

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Record Your Name

Record your own name to replace the system greeting for your voice mailbo x. 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 record your name at any time after logg in g in by following the entire procedure, beginning 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 com-

without waiting

mand 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 c all answer mes sage, access your own voice ma ilbox by pressing bility may not be available on your system.

Schedule a voice message to yourself as a meeting reminder (p. 15).

and

from anywhere in the system

7. NOTE: this capa-

H or

4 = Help / Current Options

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Issue 3

Change Your Password

Change your password immediately after you become an AUDIX subscriber. You should also continu e to change your password at lea st once every three mo nths.

If the system asks you to change your password as you log in, you mus t p r ess 1 and be gi n at ste p 2 in the in structio ns below. You can change your password at any time after logging in by following the entire procedure, beginning at step

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:

- Ascending or descending digits (for example, 1234 or

4321)

- The same digits (for example 0000)

- Digits corresponding to your name or initials (for ex am-

ple, 5646 for John)

- Current year (for example, 1993)

- The same number as your extension (for example,

extension 3455, password 3455)

- Reverse extensi on (for example, extensi on 3455, pass-

word 5543)

- Numbers that identify you, such as your social security

number, employee ID, room number, or department

Also, do not put your password on a programmable function key or speed-dial key.

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A Portable Guide to Voice Messaging 585-300-701

Record and Send Messages

Recording Your Message

1. Press 1 from the Activity Menu. You can 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 addi tional Playback

Options on page 17 or 34.

D or * 3 to delete (and begin again)

OPTIONAL

3. Press # to approve message.

Addressing Your Message

4. Do one of the following:

- Enter recipient’s address

and press #.

- To send to multiple recipients via a mailing list:

a. Press

a. Enter list owner’s

a. Enter list ID (name)

Repeat step 4 for additional recipients.

5. Press # to approve

addressing.

L to access

a list.

extension and press #. (If you’re the owner, just press #.)

and press #.

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Tips

Press * A switch between number and name addressing. Enter last name first. (See the alphabetic keyp ad reference on page 34.)

You can use only your mailing lists and those of other users on your Audix system.

Press delete an incorrect address or list.

To review addresses press

H or

4 = Help / Current Options

A Portable Guide to Voice Messaging 585-300-701

Record and Send Mes sages

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 pri vate. (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.)

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Issue 3

Then press # to approve and deliver.

Send

Messages

Record

Approve

Address

Approve Send

Now

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

start over.

Tips

Filed messages can be modified and sent again. See page 24.

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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 playbac k op tions on the next page.)

Respond to Header or Message

Y ou can respond to a message during or after listening to the message or header.

3. Do one of the following :

- To reply to sender by voice mail, press 1 1 6 or 1 7. To reply and attach original, pr ess 1 1 9. After recording, press # to approve, then schedule delivery or press # to send now.

- To call sender, press 1 0.

- To record a message to someone other than the sender, press 1 4.

sages” steps 2 - 6 to complete this or the next

OPTIONAL

option. Use

- To forward with comment, press 1 2 .

- To escape back to step 2, press #

available with your syst em )

(See “Record and Send Mes-

to send to mailing lists.)

(may not be

Act on Header/Message

4. Press any combination:

D or * 3 to delete message.

U or * * 8 to restore the

* *

last message you deleted

(not available w ith all system s).

- # 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

H or

4 = Help / Current Options

Tips

Pressing * * H or * * 4 to hold a message in the New category lets your message waiting indicator stay on.

When recording a response, press skip the record prompt.

The system saves messages for the length of time set by your administrator. delete them.

Each message header tells you the length of the message in minutes and/or seconds.

1 to

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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 t wo buttons.:

1. Press 7 from the Activity Menu.

2. Press one of the following:

- 1 to scan headers and messages.

- 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.

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A Portable Guide to Voice Messaging 585-300-701

Create Personal Greetings-Basic

Activate Previously Recorded

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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 you 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 scanning 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.

H or

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Create Personal Greetings -Basic ( 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 statement.

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 next 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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Create Personal Greetings-Advan ced

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

• 1) internal and 2) external calls

• 1) busy and 2) no answer calls

• 1) prime-time internal, 2) prime-time

external, and 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 connected 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 page 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 .

H or

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Create Personal Greetin gs-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 com e in when you do not answer. NOTE: These types may not be available with your system.

Out-of-hours calls are t hose that come in after standard

business hours — defined by your system administrator. (Weekend greetings must be activated ma nually — 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 your system).

- 3 to differentiate out-of-hours calls.

- 4 to turn off out-of-hours differentiation.

- 5 to use a single greeting for all cal ls (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, simply select another call type in its place.

To deselect a greeting, simply select another greeting in its place.

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Create Personal Greetings-Advan ced (Cont)

After you have recorded multiple personal greetings (pages 18 and 19) and defined the call types to which you want to assign those greetings ( pages 20 and 21), use the following procedures to assign greetings to call types.

Assign Greetings to Call T ypes

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 greeting 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 different greetings strictly for prime-time and out-of hours calls, you must assign the same greeting to the two primetime calls types (internal and external or b us y and no answer).

Your sp ecific options 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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November 1994

Multiple Personal Greeting s Flow chart

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Outgoing/Filed Messages

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 listen to the message

- 2 3 to play back 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 modify 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. Speak message at

a. Edit normally.

Delivered

the tone.

Accessed

messages, you can

Tips

You can modify/re-send three types of outgoing mesage s: (scheduled for future delivery),

(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).

Undelivered

Nondeliverable

# #

to resend an

a. Press # to approve.

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Filed

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November 1994

Outgoing/Filed Messages ( Cont)

Resend Message

6. Do one of the following:

- For Filed and Nondeliverable Messages -

a. Enter addresses (or list via a. Press # # to ap prove and send immediately.

Or Enter delivery options ( s ee 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 #.

1 to review

Enter

and edit original addresses.

a. Change delivery

times or options (see p. 15).

L or * 5).

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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.

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

(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

number or name — press

(See the alphabetic key pad reference on p. 34.)

Delete addresses in two ways: 1) Review the list until you find each address, then press

; or 2) At step 4 on page

27, press 1 immediately, enter the address to be deleted, and pr ess

. Repeat for other

addresses.

NOTE:

not

add

to switch modes.

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after

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Mailing Lists (Cont)

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 an d press #. a. Listen to name, and

if deleting, press * D

a. Repeat b and c for

each addition/deletion.

a. Press

# to stop

adding/deleting specifie d entries.

5. Press # when finished

reviewing.

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Personal Directory

The system allows you to create a personal directory of abbreviated names (aliases) for frequently used addresses. It’s essentially a sophisticated 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 and 3.

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

5. Repeat steps 2, 3, an d 4 to add more names to your personal directory.

6. When finished, press # to approve.

Tips

Your personal directory comes into play automatically; the system refers to your personal directory anytime you enter a name address.

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

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.

Application

When name–addressing a voice mail m essag e to Dr. Emilio Ramirez, you might enter E R # inst ead of th e long e r name. Yo u can also use an alias when trans f erring out of the sys-

T or * 8).

tem (

H or

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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. Listen to corresponding address. a. Repeat for more aliases. a. Press * # to stop reviewing.

3. Press * R or * 7 to return to the Activity Menu.

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Use Directory Assistance

Directory ass is ta nc e is jus t lik e a telephone book. If you know the name of a person, you can use AUDIX directory

assistance to find that pers on’s extension. Also, if you have an extension, you can use directory assistance to find the name of the person with that extension.

1. Press

2. Do one of the following:

- If you want to hear the extension number associated

with a name, enter the name (last name first, with no spaces between the first and last name), then press #.

- 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 associated with a name is not always the entire address. You must add the appropriate prefix numbers f or remote sy stem s.

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Leave a Call Answer Messag e

When leaving a call answer message, you have several options for making full and efficien t u s e 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 infor m ation the called par ty might have left for you in the greeting).

• Leave a detailed message (it is generally more efficient to convey information than to simply request a return call).

• Press

• Press 1 2 3 to stop recording and review your mes-

Before, or after leaving a message, you can:

• Escape to a covering extension by pres sing 0.

• Transfer to an other extension (may not be active on your

• If the receiver's mailb ox is on th e same system a s your

D or * 3 to delete and start over.

sage.

(It is possible that no covering extension has been assigned, and this won't work. Check with yo ur system administrator.)

system

a. Press

T or * 8.

a. Enter the extension. a. Press #.

own, you can log into yours by pressing

may not be available on yo ur system).

(

R or * 7

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

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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A Portable Guide to Voice Messaging 585-300-701

Mailing Lists Log

November 1994

List ID Group Name

_______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________

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A Portable Guide to Voice Messaging 585-300-701

Personal Greetin gs Log

November 1994

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Command Summary

November 1994

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H or

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Flow Chart of Shortcuts

A Portable Guide to Voice Messaging 585-300-701

Notes

November 1994

Issue 3

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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.)

For more information about AT&T documents, see the

Global Business Communications Systems Publications Catalog

(555-000-010)

Notice: The information in this document is subjec t to change without notice. AT&T assumes no responsibility for any errors that may app ear in this doc ument.

Pr epared by Product Documentation Development, Denver, CO.

November 1994

Issue 3

AT&T

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A Portable Guide to Voice Messaging 585-300-701

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Issue 3

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Lucent Technologies 585-300-701, Comcode 107395352 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome

Call Answering

Voice Mail

Voice Prompts and Help

Terms/Concepts

Incoming Messages (Received by you)

Outgoing Messages (Sent by you)

Tips and High lights

General

Getting Messages

Leaving Messages When No One Answers

Recording Voice Mail

Sending Voice Mail

Logging In

Record Your Name

Tips

Change Your Password

Record and Send Messages

Recording Your Message

Editing Your Message

Addressing Your Message

Tips

Delivering Your Message

Tips

Get and Respond to Messages

Listen to Header or Message

Respond to Header or Message

Act on Header/Message

Scan Messages Quickly

Create Personal Greetings-Basic

Record Greeting

Edit

Act on New Greeting

Tips

Scan All Greetings

Create Personal Greetings-Advan ced

Define Call Types (the first time)

Tips

Call Types

Change Call Type Definition

Tips

Assign Greetings to Call T ypes

Tips

Multiple Personal Greeting s Flow chart

Outgoing/Filed Messages

Access Outgoing Messages

Select Message

Modify Message

Resend Message

Mailing Lists

Create List

Delete List

Scan List Summaries

Tips

Review/Modify List

Personal Directory

Create/Append Directory

Tips

Application

Review/Delete Directory

Use Directory Assistance

Tips

Leave a Call Answer Messag e

Mailing Lists Log

List ID Group Name

Personal Greetin gs Log

Command Summary

Notes