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

MITEL

Inter-Tel® Voice Mail

User Guide

Notice

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This user guide is released by Inter-Tel (Delaware), Incorporated and provides information
necessary to use Inter-Tel Basic Voice Mail (BVM) and Enterprise
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.

®

Messaging (EM) voice

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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

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).

Some features described in this user guide may or may not be enabled for your
system. Contact your voice mail administrator for more information.

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

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

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

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.

* until you return to the Main menu.

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

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

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

4. Do one of the following:

Press # or say “Skip” to select an option or advance to the next step. Press
say “Cancel” to cancel an option or return to the previous menu.

subscriber.

* or

• 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”
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:

to erase and

• 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 #
recorded name.

to accept your

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