Mitel Inter-Tel Axxess, Inter-Tel 5000 User Manual

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M I T E L

Inter-Tel® Voice Mail

User Guide

Notice

This user guide is released by Inter-Tel (Delaware), Incorporated and provides information necessary to use Inter-Tel Basic Voice Mail (BVM) and Enterprise® Messaging (EM) voice mail on an Inter-Tel Axxess®/5000 system. The guide contents, which reflect current InterTel standards, are subject to revision or change without notice.

Some features or applications mentioned may require a future release and are not available in this release. Future product features are subject to availability and cost. Some features may require additional hardware and/or specific software.

The contents of this guide may include technical or other inaccuracies. Inter-Tel reserves the right to make revisions or changes without prior notice. Software packages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide.

For sales, service, or technical support, contact your local authorized Inter-Tel provider:

Enter provider information above.

If you have any questions or comments regarding this guide or other technical documentation, contact the Technical Publications Department (USA) at:

tech_pubs@inter-tel.com

Mitel® is a registered trademark of Mitel Networks Corporation.

Inter-Tel® is a registered trademark of Inter-Tel (Delaware), Incorporated.

All other trademarks mentioned in this document are the property of their respective owners, including Mitel Networks Corporation and Inter-Tel, (Delaware) Incorporated. All rights reserved.

© 2008 Inter-Tel (Delaware), Incorporated

Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works must be obtained from Inter-Tel (Delaware), Incorporated.

Contents

About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Mailbox Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Recording Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Recording Your Directory Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Understanding Mailbox Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Message Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Recovering Deleted Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Canceling Unheard Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Recording and Sending Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Using Remote Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Mailbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Changing Your Mailbox Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Programming a Fax Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Changing the Call Screening Transfer Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Receiving Screened Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Changing the Message Envelope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Changing the Message Search Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Voice Mail Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 E-Mail Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Entering Your E-Mail Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Using Main Menu E-Mail Reader Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Listening to Fax Message Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Troubleshooting Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Voice Mail Flowchart (Without E-Mail Reader) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Voice Mail Flowchart (With E-Mail Reader) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Inter-Tel® Voice Mail User Guide

iii

About Voice Mail

Inter-Tel voice mail is an integrated component of the Inter-Tel Axxess/5000 phone system. This user guide provides feature instructions for Basic Voice Mail (BVM) and Enterprise Messaging (EM) voice mail system features. Use this guide as a supplement to your endpoint user guide. Contact your voice mail administrator for more information.

NOTE

Some features described in this user guide may or may not be enabled for your

system. Contact your voice mail administrator for more information.

 

 

 

Your voice mail account is an electronic mailbox that usually corresponds to your extension. However, you can have a mailbox that does not correspond to an extension.

Your mailbox may also include E-Mail Reader and Automatic Speech Recognition (ASR), which are advanced voice mail features. See the following section “Automatic Speech Recognition (ASR)“ and “E-Mail Reader” on page 16 for more information. For quick reference, you can use the voice mail flowcharts on page 23 (for systems without E-Mail Reader) and on page 24 (for systems with E-Mail Reader).

Automatic Speech Recognition (ASR)

You can use ASR to issue voice commands instead of pressing dialpad buttons for voice mail options. ASR commands are included in the feature instructions.1 When using ASR, follow these guidelines for best results:

Use the handset for voice commands. External microphones pick up background noise, which may cause misinterpreted voice commands.

Do not say “Pound” to activate features when using ASR. The silence that follows your voice command functions as the # button.

Use the dialpad buttons to select menu options when recording messages. Because ASR is automatically disabled, recorded messages include any attempted voice commands.

Use the dialpad buttons when entering mailbox and E-Mail Reader passwords. This prevents your password from being heard by others, you cannot use ASR.

NOTE

If the system fails to understand an ASR command three times in a row,

you are prompted to press * to transfer to the dialpad button menu.

 

To temporarily disable ASR:

1.Access your mailbox (see page 2).

2.In the Main menu, press 8 or say “Disable” to disable ASR for the current call.

To enable ASR after disabling it:

1.Press * until you return to the Main menu.

2.Press 8 to enable ASR.

1.This feature may or may not be enabled for your system.

Inter-Tel® Voice Mail User Guide

1

Mailbox Access

This section explains how to access and set up your voice mail account. If necessary, contact your voice mail administrator for the voice mail extension number and password.

To access voice mail:

NOTE

Press # or say “Skip” to select an option or advance to the next step. Press * or

say “Cancel” to cancel an option or return to the previous menu.

 

1.Dial the voice mail extension number. You hear the Main menu.

2.During or after the greeting, press * or say “Login” to identify yourself as a subscriber.

3.Enter the default password (your mailbox number).

4.Do one of the following:

If this is an existing account, enter your mailbox password (if programmed), and then press #. If you do not have a password, press # to bypass the password prompt. See page 10 for information about programming your mailbox password.

If this is a new account, use the following steps to set up your voice mail account.

To set up your voice mail account:

1.Follow steps 1 to 3 in the preceding section.

2.Do one of the following:

If you want to use a password, enter a new password using digits 0 to 9 (up to 12 digits), and then press #. The messaging system plays back your password.

If you do not want to use a password, press # or say “Skip.”

3.Press # or say “Accept” to accept the entry, or press 3 or say “Erase” to erase and re-enter your password. After accepting the new password, the system prompts you to record your directory name.

4.After the tone, record your first and last names for the directory. When prompted, select one of the following options:

Press # or say “Accept” to accept the name.

Press 1 or say “Replay” to replay the recorded name.

Press 2 or say “Append” to add to your name.

Press 3 or say “Rerecord” to erase and rerecord your name.

See page 4 to rerecord or change your directory name.

After recording your name, the system plays a message that introduces you to voice mail features. To skip the introduction, press # or say “Skip.”

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Inter-Tel® Voice Mail User Guide

Recording Personal Greetings

You may want to include the following information when recording your personal greeting:

Whether you are in the office and where you can be reached.

When you will be returning calls.

How to exit voice mail (for callers who do not want to leave a message). For example, “Press 0 to return to the operator.”

The following are sample greetings to help you plan your message:

Hello, this is __________. I am either on another line or away from my desk and cannot take your call at this time. If you need to speak to someone immediately, please dial zero now. Otherwise, leave a detailed message, and I will return your call as soon as possible. Thank you.

Hello, this is __________. I will be away from the office from day/date until day/date. If you need to speak to someone immediately, please dial zero now. Otherwise, leave a detailed message, and I will return your call when I return. Thank you.

If you do not record a personal greeting, the default system greeting is used. Following is a sample default system greeting.

__________ is not availble. After the tone please record your message. When finished leaving your message, hang up, or press # for more options.

To record or change your personal greeting:

1.Access your mailbox as described on page 2.

2.Press 4 or say “Personal” to select the Personal Options menu.

3.Press 1 or say “Greeting” to record or change your personal greeting.

4.Do one of the following:

Press 1 or say “Primary” to record or enable your primary greeting.

Press 2 or say “Alternate” to record or enable your alternate greeting.

Press 3 or say “System” to enable the system default mailbox greeting.

5.Do one of the following:

If you selected the system greeting option, hang up.

If you already have a primary or alternate greeting, it is played when you select primary or alternate.

6.Do one of the following:

Press # or say “Accept” to accept the greeting.

Press 1 or say “Replay” to replay the greeting.

Press 2 or say “Append” to add to the greeting.

Press 3 or say “Erase” to erase and rerecord the greeting.

Press * or say “Cancel” to exit without changing your greeting.

Inter-Tel® Voice Mail User Guide

3

Recording Your Directory Name

Your directory name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you. You can change your directory name at any time.

To record your directory name:

1.Access your mailbox as described on page 2.

2.Press 4 or say “Personal” to select the Personal Options Menu.

3.Press 2 or say “Name.” Your recorded name is played.

4.Do one of the following:

Press # or say “Accept” to accept your recorded name.

Press 1 or say “Replay” to replay your recorded name.

Press 2 or say “Append” to add to your name.

5.Press 3 or say “Erase” to erase and rerecord your name. When you hear a tone, record your first and last name. Then say “Accept” or press # to accept your recorded name.

Understanding Mailbox Messages

When accessing your mailbox, you may hear one of the following messages:

Mailbox almost full or full: If your mailbox is full, no new messages can be received until you delete waiting or saved messages.

Quota grace limit reached: If enabled, a mailbox can “overfill” beyond its normal capacity. When the quota grace limit is reached, this announcement is played.

Message count and type: The system announces the number of new and saved messages. The system also informs you if the messages are priority messages. If E-Mail Reader is enabled, the message media type (voice, e-mail, or fax) is indicated. See “E-Mail Reader” on page 16.

Remote Messaging: The system indicates if the Remote Messaging feature is enabled. See “Using Remote Messaging” on page 8.

Contact your voice mail administrator for more information about these and other features.

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Inter-Tel® Voice Mail User Guide

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