Lucent Technologies 585-300-701, Comcode 107395352 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 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
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 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
*
*
R or
7= Return to Activity Menu v
A Portable Guide to Voice Messaging
585-300-701
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 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
7= Return to Activity Menu 1
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
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).
*
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 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.
*
R or
*
7= Return to Activity Menu 3
A Portable Guide to Voice Messaging
585-300-701
November 1994
Issue 3
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.
*
4
*
H or
4 = Help / Current Options
A Portable Guide to Voice Messaging
585-300-701
Tips and High lights
General
November 1994
Issue 3
Log in
quickly
Log in from
anywhere
Log in after
leaving a
message
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
*
*
*
R or
*
7= Return to Activity Menu 5
A Portable Guide to Voice Messaging
585-300-701
Tips and Highlights (Cont)
November 1994
Issue 3
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
*
*
6
*
H or
4 = Help / Current Options
A Portable Guide to Voice Messaging
585-300-701
Tips and High lights (Con t)
November 1994
Issue 3
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
*
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
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,
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.
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
* *
N
Make
messages
priority
8
*
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
Loading...