Lucent Technologies INTUITY Voice-FAX Messaging User Manual

INTUITY

™

Voice/FAX Messaging User’s Guide

585-310-733
Comcode 107731481
Issue 2
February 1996

Copyright  1998, Lucent Te chnologies
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 unauthori zed us e 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 behal f. Note that there may be a ris k 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 s ystem manag er ar e respon sib le fo r the secur ity of yo ur sys ­tem, such as pro gr a mming and confi gur ing your equipment to prevent
unauthorized use. The syst em manager is also res ponsible for reading all
installation, instru ction, and system administration documents provided
with this product in order to fully understand the features that can intro­duce risk of to ll 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-carr ier telecommunication ser­vices or facilities accessed through or connected to it. Luce nt Technolo­gies will not be responsible for any charges that result from such
unauthorized use.

Lucent Techno logies Fraud Interv ention

If you suspect that you ar e being victimized by toll fraud and you need
technical s upport or assistance, call Techn ical Service Center Toll Fraud
Intervention Hotline at 1 800 643-2353.

Ordering Information
Call: Lucent Technologies BCS Publications Center

Voice 1 800 457 -1 235 International Voice 317 322- 6791
Fax [phone] International Fax [phone]

Write: Lucent Technologies BCS Publications Center

2855 N. Frankl in Road
Indianapo li s , IN 46219

Order: Document No. 585-310-733

Comcode 107731481, Issue 2, February 1996
For additional documents, refer to the section in “About This Document”
entitle d “Rel at ed Reso u rc es. ”

You can be placed on a standing order l ist for this and other documents
you may need . For more inf ormation on standing orders, or to be put on a
list to receive future issues of thi s document, contact the Lucent Technol­ogies Publi cations Center.

Acknowledgment

This document was prepared by the Product Documentation Develop­ment, Lucent Technologies , Denver, CO.

Lucent Techno logies Web Page

The world wide w eb home page for Lucent Technologies is:

http://www.lucent.com

Federal Communications Commission Statement
Part 15: Class A Statement. This equipment has been tested and found

to comply with the limits for a Class A digital device, pursuant to Part 15
of the FCC Rules. These limits are desi gned to provide reasonable pro ­tection agai ns t harmful interf e r ence when the equipment is operated in a
commercial environment. This equipment generat es , uses, and can radi­ate radio-frequency ener gy and, if not installed and used in accordance
with the instructions, may cause harmful interference to radio communi­cations. Operation of this equipment in a residential area is likely to
cause harm ful interferen ce, in which case the user w ill be required to cor­rect the inter ference at his own expense.

Part 68: Answe r-Super vision Signal ing. Allowing this equipment to be
operated in a manner that does not provide pr oper answer - s upervision sig­naling is i n violation of Part 68 Rules. Th is equipment retur ns answer­supervisio n signa ls to th e public swi tche d netwo rk whe n:

• 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 bac k to the public switched teleph one network. Permissible
exceptions are:

• A call is unanswered

• A busy tone i s re ceived

• A reorder tone is received

Contents

■ Welcome 1

■ Call Answering 1

■ Voice Mail 1

■ FAX Messaging 1

■ Intuity Advantages 2

■ Voice Prompts and Help 2

■ Terms and Concepts 3

Activ ity Men u 3
Address 3
Address Before Record (ABR) 4
Autodelete 4
Autoprint 4
Header 4
Mailbox 5
Personal Fax Extension 6

■ How to Navigate Your Mailbox Options 7

■ How to Log In 9

Creating or Changing Your Password 10
Recording Your Name 11
Creating Your Personal Greeting 12
Recording Your Basic Greeting 12
Composing a Single Voice-fax Extension Greeting 13

iii

Contents

■ How to Record and Send Messages 14

■ How to Get and Respond to Messages 23

Composing a Greeting If You Have a

Personal Fax Extension 13

Setting Addressing Options 15
Selecting Delivery Options 15
Creating and Sending a Fax-only Message (ABR on) 16
Creating and Sending a Voice Message (ABR on) 17
Creating and Sending a Voice Message (ABR off) 19
Creating and Sending a Voice-fax Message (ABR on) 21
Sharing Fax Machines 23

Listening to a Message Header 23
Responding to a Message 24
Printing a Fax 24

iv

Acting on a Header or Message 25
Scanning Messages Quickly 26

■ How to Create and Use Multiple Personal Greetings 26

Call Types 27
Defining Call Types (the first time) 27
Changing Call Type Definition 28
Assigning Greetings to Call Types 29
Activating Previously Recorded Greetings 29
Scanning All Greetings 30

Contents

■ How to Access Outgoing or Filed Messages 32

■ How to Create Mailing Lists 35

■ How to Create a Personal Directory 39

■ How to Use Directory Assistance 41

Accessing Outgoing Messages 32
Selecting a Message 32
Modifying a Message 33
Re-sending a Message 34

Creating a List 35
Deleting Addresses from a List 36
Scanning List Summaries 37
Reviewing and Modifying a List 38

Creating and Appending a Directory 39
Reviewing and Deleting Entries from a Directory 40

■ How to Leave a Call Answer Message 42

■ Command Summary 44

■ Tips and Highlights 45

General Message Handling 45
Leaving Messages When No One Answers 47
Sending Voice Mail 47

v

Contents

vi

Welcome

INTUITYTM Voice/FAX Messaging is a powerful call answer, voice mail, and fax­messag e s ystem . Besides sendin g and receiving voice mail, you can send ,
receive, forward, and voice annotate faxes.

Call Answering

INTUITY Voice/FAX Messaging answers calls when you are unavailable or too
b usy to answer your telephone. Callers may then leave messages in your

voic e “mailbox . ” Later, you can acce ss your mailbox to ge t those messages.

Voice Mail

INTUITY Voice/FAX Messaging lets you record voice and voice-fax messages in
advance and send them directly to the mailboxes of other system users without
actually calling their telephones.

Conversely, other users c an record and send voice mail messag es and voic e­fax messages directly to your mailbox. When convenient, you can access your
mailb ox to get those messag es .

FAX Messaging

INTUITY V oi ce/FAX Messaging lets you send, receive, and voice annotate faxes.
You can forward, voice annotate, and re-send received faxes; or direct faxes to
printers, PCs, or LAN fax servers.

You can send or forward a fax to any address within your system (and append
a voice message to the fax if you choose); or you may elect to send or forward
only a fax to an address outside your system. You can send or forward faxes

to

to internal extensions, by using system mailing lists, and/or
numbers, b y addressing your fax messages individually.

external

1

Intuity Advantages

INTUITY Voice/FAX Messaging provides four key voice and fax adv antages:

Mobility You can acc ess your voice, fax, and voice-fax

messages from anywhere.
You can retrieve a fax from your mailbox and have it

printed anywhere a fax mac hin e is available.
With compatible fax software and a modem, you can

access and download faxes to a PC or lap top
com puter for later use.

Convenienc e You can retrieve your voice, fax, and voice-fax

messag es from your desktop, from your home office,
from anywhere in the country, or from across the world.

You can also retrieve your voice, fax, and voice-f ax

time

messages any

Privacy You control when and where a voice or fax message is

retrieved, and where a fax is printed, so you can be
sure that it ends up in your hands only.

Security Only you can retrieve your voice, fax, and voice-fax

messag es using your passw ord-protected login to
access your mailbox.

you want.

Voice Prompts and Hel p

INTUITY V oice/FAX Messaging voice prompts tell you what to do at every step in
a task. Once you have selected the appropriate Activity Menu option, you can

rely solely on the voice prompts

To find help at any time, press . The voice promp t s define what step

you’re on and what your options are.
To return to the Activity Menu, press ( ).

2

to figure out what to do.

H

*

R

*

7

*

Terms and Concepts

Activity M en u

After you log into the system, you have six princ ipal keyp ad ac tivities,
represented by the Activity Menu graphic below. As you press keys in the
Act ivity Menu to access the principal functions, you move to dif ferent menu
levels and the keys change meaning.

Address

A telephone number (usually an extension) or a name specified for an outgoing
voice, fax, or voice-fax message (equivalent to an address on a letter).

3

Address Before Record (ABR)

A user-selec t ed option (on/ off) that defines whether a messag e is add res sed
before it is created, or created before it is addressed.

Autodelete

A user-selec t ed option (on/ off) that defines whether the system automatic ally
removes faxes from the mailbox as they are printed.

Autoprint

A user-selec t ed option (on/ off) that defines whether the system automatic ally
sends faxes to a designated fax p rinter.

Header

A summary of an incom ing voic e, fax, or voice-fax message (equivalent to a
return address and postmark on a letter). It includes the length of the message
in minutes and/ or seconds, and a page co unt for fax messages. The three
header types are:

Voice message

“Message from Norman Bates, received 7:34 AM, Friday, April seventh, 70
seconds, extension 77956.”

Fax message

“Fax call from extension 40668, received 1:22 PM, Thursday, August third, 4
pages.”

Voice-fax message

“Voice and fax message from Eileen Dover, received 3:16 PM, Monday,
Dec ember twelfth, 45 sec onds, 3 p ages, extension 75433.”

4

Mailbox

Your personal storage area for incoming and outgoi ng voice, fax, or voic e-f ax
messages and headers.

Your incoming and outgoing voice, fax, or voice-fax messages are stored in
categories according to their status. The system keeps incoming messages
until you del ete them or until an automatic delet ion date. Beca us e spac e is
limited, it is wise to review and delete messages regularly.

Incoming Messages (received by you)

Voice Message A voice-only transmission.
Fax Message A fax-only transmission.
Voice-Fax Message A fax transmission annotated with a voice

messag e.

5

New Fax, voice, or voice-fax messages you haven’t

Unop ene d Fax, voice, or voice-fax message headers to

Old Fax, voice, or voice-fa x messages to which

Outgoing Messages (sent by you)

Accessed Fax, voice, or voice-fax messages delivered and

listene d to by the reci pient.

Und elive red Fax, voice, or voice-f ax messages not yet sent but

scheduled for future delivery. You can listen to, re­ad dress, and re-record these mes sages any time
be fore delivery.

Und elive rable Fax, voic e, or voic e-f ax messages that could not be

d elivered, normally because the intended recipient's
mailbox is full. You can listen to, r e- address, and re­record these messages.

Filed Copies of outgoing f ax, voice, or voice-fax mess ages

that you’ve saved to re-send and/or modify.

retrieved.

which you'v e listened, but have not yet listened
to the message itself.

you've listened or printed, but hav en’t deleted.

Personal Fax Extension

If you receive frequent faxes, or use your telep hone ex tens ively, your system
administrator may set up a second fax-only extension, your

extension

.

personal fax

A personal fax extension has these characteristics:

■ It stores faxes only.

■ It doesn’t accept voice messages.

6

■ The system sends faxes and the fax portion of voic e-fax messages to

this extension automatical ly. Fax heade rs are stored in your primary
mailbox.

■ Fax-only messages addressed to your fax extension

d o not

ring your

telephone.

■ Fax-only messages addressed to your fax extension

do

trigger your

message light.

■ Activity Menu access to your personal fax extension and your persona l

mailbox extension is the same—the system

■ You

cannot

create a greeting for your personal fax extension; it is set by

doe s not

the system. Example: “Fax extension for (your name). Press

separate them.

START on

your fax machine now.”

NOTE:

If you do not have a personal fax extension, you have a single
number for both voice and fax messages. Because of the system
memory dem ands of fax messag ing, you are urged to act on fax,
voice, or voice-fax messages immediately to clear them from your
mailbo x. Your system administrator establishes your mailbox
memory si z e .

How to Navigate Your Mailbox Options

Of the princip al Activity Menu activities, Personal Mailb ox Options affec ts
the entire system more than any other. Mailbox Options contain the Subscriber
(user) Admi nistration submenu, from which you select and define the
conditions th at control mailin g lists, personal d i r ectories, fax printing,
p assword, account names, and call answer options. Each submenu choice is
exp laine d in greater detail in subsequent sections of this booklet.

5

7

To select and set your p ersonal mailbox op t ions, you will p res s from the

5

Activity Menu, and select from these submenus:

1. Mailing list submenu

1

2

3

To create a list
To scan an existing list
To modify a list

2. Personal directory submenu

1

2

To create a directory
To review a directory

3. F ax option submenu

1

Select a default print number
Y or N Turn autoprint on or off

9

Select autodelete
Y or N Turn autodelete on or off

4. Pass word

5. Account name

6. Addressing options submenu

1

Address before record (ABR ) on or off

7. Call answer options

1

Call answer on/off

One personal mailbox option is not explained later, 7 1 call-answer on/off. If
you are away from your telephone for extended period s (illness, vacation,
sabbatical, etc.), you may wish to turn your call answer capability off so your
mailbox doesn’t fill up. To administer your call answer options, see 7 above.

8

NOTE:

Because the system doesn’t signal a caller that call answer is off,
compose a greeting that tells callers when call answer is disabled
and, if you wish, other op t ions for reaching you.

How to Log In

Your system administrator establishes your extension or telephone number and
a default password for login and assigns a system mailbox-access number,

system extension

your

prior

to logging in.

After you dial the system ext ension and enter your extension and the default
p assword, you are at the Activity Menu. The syst em voice prompts tell you
what to do and what your options are. At any time, press ) to get
information about your current options.

.You should rec eive directions specific to your system

H

*

4

*

9

Creating or Changing Your Password

After logging in to your mailbox the first time, replace the default password with
your persona l password .

To change your password any time after logging in:

1. Press from the Activity Menu.

2. Enter new pa ssword (up to 15 digits) and press .

3. Re-enter new password and press .

!

CAUTION:

5 4

#

#

To ensu r e the security of your messages and the system, do not use a
p assw ord 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 example, 5646

for John)

■ The current year (for example, 1993)

■ The same number as your extension (for example, extension

3455, pa ssword 3455)

■ A reverse extension (for example, extension 3455, p as sw ord

5543)

■ Numbers that identify you, such as your social security number,

employee ID, room number, or department

■ A programmable function key or speed-dial key.

10

NOTE:

Chang e the default password to your person al password imm ediately
after you log in to the system the first tim e.

Recording Your Name

Record your name to replace the system greeting for your mailbox. Callers
hear your voice s peaking yo ur name and feel com fortable about leaving
messages.

You can rec ord your name any time after logging in.

1. Press from the Activity Menu.

5 5

2. Say your name after the tone.

3. Press

(Optional)

4.

1

Press one of the following :

1

to re-record (return to step 2).

2 3

to play bac k.

5. Press to approve.

#

NOTE:

This cap a bility may not be available on your system.

☞ Tips

Usually, you don’t have to wait for the voice prompts; you can dial through
them to ente r a c ommand, without waiting, from anywhere in the system.

You can’t dial through error messages and important announcements 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 for someone else, access your own voice

R

mailbox by pressing ( ).

*

7

*

11