Toshiba CIX40 User Manual

Telecommunication Systems Division

CIX40 Voice Processing System

User Guide

July 2006

Publication Information

Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document.

Further, Toshiba America Information Systems, Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant.

CIX-UG-GVPH-VA

Version A, July 2006

All rights reserved. No part of this manual, covered by the copyrights hereon, may be reproduced in any form or by any means— graphic, electronic, or mechanical, including recording, taping, photocopying, or information retrieval systems—without express written permission of the publisher of this material.

Strata is a registered trademark of Toshiba Corporation.

Stratagy and Perception are registered trademarks of Toshiba America Information Systems, Inc.

Trademarks, registered trademarks, and service marks are the property of their respective owners.

TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)

Telecommunication Systems Division License Agreement

IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS TELECOMMUNICATION SYSTEMS PRODUCT OR OTHERWISE MADE

VAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER. IF YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT, DO NOT INSTALL, COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION FROM WHICH YOU OBTAINED IT IN ACCORDANCE WITH APPLICABLE RETURN POLICIES. EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS, THIS SOFTWARE IS LICENSED FOR DISTRIBUTION THROUGH TAIS AUTHORIZED CHANNELS ONLY TO END-USERS PURSUANT TO THIS LICENSE AGREEMENT.

1. License Grant. The Software is not sold; it is licensed upon payment of applicable charges. TAIS grants to you a personal, non-transferable and non-exclusive right to use the copy of the Software provided under this License Agreement. You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location. Modifying, translating, renting, copying, distributing, printing, sublicensing, transferring or assigning all or part of the Software, or any rights granted hereunder, to any other persons and removing any proprietary notices, labels or marks from the Software is strictly prohibited except as permitted by applicable law; you agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief, without notice, against you or any other person in possession of the Software. You and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the Software to TAIS, upon demand. Furthermore, you hereby agree not to create derivative works based on the Software. TAIS reserves the right to terminate this license and to immediately repossess the software in the event that you or any other person violates this License Agreement. Execution of the Software for any additional capabilities require a valid run-time license.

2. Intellectual Property. You acknowledge that no title to the intellectual property in the Software is transferred to you. You further acknowledge that title and full ownership rights to the Software will remain the exclusive property of TAIS and/or its suppliers, and you will not acquire any rights to the Software, except the license expressly set forth above. You will not remove or change any proprietary notices contained in or on the Software. The Software is protected under US patent, copyright, trade secret, and/or other proprietary laws, as well as international treaties. Any transfer, use, or copying of the software in violation of the License Agreement constitutes copyright infringement. You are hereby on notice that any transfer, use, or copying of the Software in violation of this License Agreement constitutes a willful infringement of copyright.

3. No Reverse Engineering. You agree that you will not attempt, and if you employ employees or engage contractors, you will use your best efforts to prevent your employees and contractors from attempting to reverse compile, reverse engineer, modify, translate or disassemble the Software in whole or in part. Any failure to comply with the above or any other terms and conditions contained herein

ill result in the automatic termination of this license and the reversion of the rights granted hereunder back to TAIS.

4. Limited Warranty. THE SOFTWARE IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TAIS AND ITS SUPPLIERS DISCLAIM ALL WARRANTIES WITH REGARD TO THE SOFTWARE, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE WARRANTY OF NON-INFRINGEMENT OF THIRD PARTY RIGHTS, THE WARRANTY OF YEAR 2000 COMPLIANCE, AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU. NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET

OUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR-FREE. HOWEVER, TAIS WARRANTS THAT ANY MEDIA ON WHICH THE SOFTWARE IS FURNISHED IS FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP UNDER NORMAL USE FOR A PERIOD OF NINETY (90) DAYS FROM THE DATE OF DELIVERY TO

OU.

5. Limitation Of Liability. TAIS’ ENTIRE LIABILITY AND YOUR SOLE AND EXCLUSIVE REMEDY UNDER THIS LICENSE AGREEMENT SHALL BE AT TAIS’ OPTION REPLACEMENT OF THE MEDIA OR REFUND OF THE PRICE PAID. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, SPECIAL, INCIDENTAL OR INDIRECT DAMAGES FOR PERSONAL INJURY, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION/DATA, OR ANY OTHER PECUNIARY LOSS OF ANY KIND ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE, EVEN IF TAIS OR ITS SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE FOR ANY CLAIM BY A THIRD PARTY.

6. State/Jurisdiction Laws. SOME STATES/JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST, OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO SUCH LIMITATIONS OR EXCLUSIONS MAY NOT APPLY TO YOU. THIS LIMITED WARRANTY GIVES YOU SPECIFIC RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE/JURISDICTION TO STATE/JURISDICTION.

7. Export Laws. This License Agreement involves products and/or technical data that may be controlled under the United States Export Administration Regulations and may be subject to the approval of the United States Department of Commerce prior to export. Any export, directly or indirectly, in contravention of the United States Export Administration Regulations, or any other applicable law, regulation or order, is prohibited.

8. Governing Law. This License Agreement will be governed by the laws of the State of California, United States of America, excluding its conflict of law provisions.

9. United States Government Restricted Rights. The Software is provided with Restricted Rights. The Software and other materials provided hereunder constitute Commercial Computer Software and Software Documentation and Technical Data related to Commercial Items. Consistent with F.A.R. 12.211 and 12.212 they are licensed to the U.S. Government under, and the U.S. Government’s rights therein are restricted pursuant to, the vendor’s commercial license.

10. Severability. If any provision of this License Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions hereof shall not in any way be affected or impaired.

11. No Waiver. No waiver of any breach of any provision of this License Agreement shall constitute a waiver of any prior, concurrent or subsequent breach of the same or any other provisions hereof, and no

aiver shall be effective unless made in writing and signed by an authorized representative of the waiving party.

12. Supplier Software. The Software may include certain software provided by TAIS suppliers. In such event, you agree that such supplier may be designated by TAIS as a third party beneficiary of TAIS with rights to enforce the Agreement with respect to supplier’s software.

OU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR

GREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT.

Toshiba America Information Systems, Inc. Telecommunication Systems Division 9740 Irvine Boulevard Irvine, California 92618-1697 United States of America

DSD 020905

5932

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

End-User Limited Warranty

Toshiba America Information Systems, Inc., (“TAIS”) warrants that this telephone equipment manufactured by Toshiba (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery, except as otherwise provided by TAIS in the TAIS warranty accompanying the products or posted on TAIS’s website. Products which are not manufactured by Toshiba but are purchased from Toshiba, will be subject to the warranty provisions provided by the equipment manufacturer, unless TAIS notifies the end-user of any additional warranty provisions in writing.

This warranty is void (a) if the equipment is used under other than normal use and maintenance conditions, (b) if the equipment is modified or altered, unless the modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the equipment’s serial number is defaced or missing, or (f) if the equipment is installed or used in combination or in assembly with products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement of such defective or missing parts as are causing the malfunction by TAIS or its authorized dealer with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not replace or repair such parts, the retail customer’s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than thirty (30) days after such malfunction, whichever first occurs.

Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect, consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning.

To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of TAIS’ authorized dealers within the applicable warranty period and no later than thirty (30) days after such malfunction, whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time results in the customer being not entitled to warranty service.

THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED.

No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or extension is effective unless it is in writing and signed by the Vice President and General Manager, Telecommunication Systems Division.

Introduction

Organization ................................................................................................................ 5

Conventions ................................................................................................................. 6

Action/Response Table ......................................................................................... 7

Related Documents/Media ........................................................................................... 7

Chapter 1 – The Grand Tour

Overview ......................................................................................................................2

Features to Personalize Your Mailbox ........................................................................4

Message Queues .......................................................................................................... 4

New Message Queue ............................................................................................. 4

Saved Message Queue ........................................................................................... 5

Message Types ............................................................................................................. 6

Forwarded Message .............................................................................................. 6

Reply Message ......................................................................................................6

Greetings ......................................................................................................................7

Personal ................................................................................................................. 7

System ................................................................................................................... 7

Busy .......................................................................................................................7

Special Delivery Options ............................................................................................. 8

Urgent ....................................................................................................................8

Private ................................................................................................................... 8

Return Receipt ....................................................................................................... 8

Future Delivery ............................................................................................................ 8

Message Destination Selections .................................................................................. 9

Personal Distribution Lists .................................................................................... 9

Strata CIX40 Voice Processing User Guide 07/06 1

System Distribution Lists .................................................................................... 10

Directory ............................................................................................................. 10

User Options ................ .............................................................................................. 10

User Prompts ....................................................................................... .... ..... ............. 11

User Tutorial (New User) ..........................................................................................11

Chapter 2 – Getting Started

User Tutorial .......................................................................... ..... ............................... 13

Step 1: Access Your Mailbox ................................................................................... 14

From External Telephone ....................................................................................15

From Internal Telephone ................................................. ..... .... ..... ...................... 15

Step 2: Record Your Name ....................................................................................... 17

Step 3: Record Your Personal Greeting(s) ............................................................... 18

Step 4: Change Your Security Code ......................................................................... 19

Step 5: Exit Your Mailbox or User Mode ................................................................. 20

Chapter 3 – Play Messages

Access Messages ....................................................................................................... 21

Playback Controls ...................................................................................................... 22

Play Your Messages .................................................................................................. 24

Special Functions .......................................................................................................27

Chapter 4 – Send Messages

Recording Controls .................................................................................................... 31

Send a Message ..........................................................................................................33

Forward a Message .................................................................................................... 37

Reply to the Current Message .................................................................................... 40

Special Delivery Options ........................................................................................... 43

Future Delivery .......................................................................................................... 44

Chapter 5 – Manage Mailbox

Change Your Greeting ............................................................................................... 46

Create or Record Over a Personal Greeting ........................................................47

Change Your Greeting Selection ........................................................................49

Strata CIX40 Voice Processing User Guide 07/06 2

Review a Greeting ...............................................................................................50

Change Your User Options ........................................................................................ 51

Change Your Do Not Disturb (DND) Setting ..................................................... 52

Change Your Call Screening Setting .................................................................. 53

Change Your Security Code ................................................................................ 54

Create or Record Over Your Busy Greeting .......................................................55

Select Your Busy Greeting .................................................................................. 56

Record Your Name ......................................................................................... ....57

Change Your Message Notification ....................................................................58

Review Your Option Settings ............................................................................. 60

Manage Your Lists ....................................................................................... .... ..... ....61

Manage Guest User IDs ............................................................................................. 63

Use Guest User IDs ...................................................................................................64

Chapter 6 – Integration Features

Call Forward .............................................................................................................. 65

Message Waiting ....................................................................................................... 67

Responding to a Lit Msg LED ............................................................................67

Turning On/Off Message Waiting LED on Another Extension ..........................68

CIX Integration .......................................................................................................... 68

Soft Key Control of Voice Mail ..........................................................................68

Call Record to Voice Mail .................................................................................. 73

Direct Transfer to Voice Mailbox .............................................................................. 74

Voice Mail Conference ..............................................................................................74

Call Monitor ...............................................................................................................75

Glossary........................................................................................................................ 77

Strata CIX40 Voice Processing User Guide 07/06 3

Strata CIX40 Voice Processing User Guide 07/06 4

Introduction

This guide describes the voice messaging capabilities and procedures for making your voice mail system work for you.

Organization

This guide is divided as follows:

• Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics

covered are: features to personalize your mailbox; an explanation of message queues, types and destinations; special delivery options; playback/recording controls; and available user options.

• Chapter 2 – Getting Started provides instructions on those features you need

when accessing your voice mail for the first time, including changing your security code and recording your name.

• Chapter 3 – Play Messages contains step-by-step instructions on playing

messages.

• Chapter 4 – Send Messages details how to send, forward, and reply to a

message.

• Chapter 5 – Manage Mailbox provides step-by-step instructions on recording

greetings, using destination (distribution) lists, and activating options such as Do Not Disturb (DND) and Call Screening.

• Chapter 6 – Integration Features outlines Call Forward, Message W aiting, Soft

Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing and Call Monitor features.

• Glossary defines frequently-used voice processing system features and functions.

• Index

Strata CIX40 Voice Processing User Guide 07/06 7

Introduction

Conventions

Conventions Description

Note

Elaborates specific items or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items.

Important!

Calls attention to important instructions or information.

Press to answer a call to the Extension Number. Each station can have multiple extension buttons. Incoming calls ring the extension button(s) from the top down. For example, station 10's extensions ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered

Extension

Number

busy when all extensions are being used.

Note The naming convention for DKT assignments within

Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN.

Arial bold

Represents telephone buttons.

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

Indicates entry of a single key . For example: Type prog then press Enter.

Shows a multiple PC keyboard or phone button entry. Entries

Plus (+)

without spaces between them show a simultaneous entry. Example: Esc+Enter. Entries with spaces between them show a sequential entry . Example:

# + 5.

Tilde (~) Means “through.” Example: 350~640 Hz frequency range.

Denotes the step in a one-step procedure.

! Denotes a procedure.

8 Strata CIX40 Voice Processing User Guide 07/06

Conventions Description

Grey words within the printed text denote cross-references. In the

See Figure 10

electronic version of this document (Library CD-ROM or FYI Internet download), cross-references appear in blue hypertext.

Action/Response Table

Introduction

Overview

Your voice mail system manages multiple voice processing functions simultaneously 24-hours-a-day, 7-days-a-week. private voice messages. In addition, you can update your greeting at your convenience or send and receive messages from any tone-dialing telephone.

Callers control their own progress through the system. They no longer have to wait for a person to answer the telephone. If your extension is busy or you do not answer, callers can transfer to an operator , call another extension, or record a private, detailed message.

A representative in your company has been assigned as the System Administra tor for the system. The System Administrator is responsible for configuring the system and your mailbox to suit your company’s needs.

The configuration affects how and which features you can access. Whenever possible, this guide provides information concerning feature exceptions and which features may be configured to work differently.

You can access your mailbox from any tone-dialing telephone using your security code. After you access your voice mail, you hear the number of messages you have in your message queue(s), followed by a prompt from the Main Menu options (see

Figure 1). You can then:

Your mailbox is always available for callers to leave

• Listen to your messages

• Send or forward messages

• Reply to messages

• Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)

2 Strata CIX40 Voice Processing User Guide 07/06

The Grand Tour

MAIN MENU

HANG UPExit User Mode

SEND MESSAGESPLAY MESSAGES MANAGE MAILBOX

Overview

Play the next message Save the current message Delete the current message Forward the current message Reply to the current message Special Functions

Replay the current message Play the Previous message

Return to Main Menu

(number of messages to be deleted plays)

Message Date and Time

Future Delivery Review

(Play, Save, Delete)

Continuous Delete New/Saved message queue (toggle) Continuous Play Return to previous menu

Set the Hour (1~12)

AM PM

Set the Minutes (0~59) Set the Day (1~31) Set the Month (1~12) Set the Year (last two digits) Return to previous menu

(message delivery time plays)

Enter one of the following:

User ID plus

Directory plus name

Personal List (1~7)

System List (1~7)

Multiple Destinations

Record

Record a message, comment or reply

(Press when finished.)

Send and Return to Main Menu Review recording Re-record Append recording Select Additional Destinations User ID plus

Directory Personal List (1~7)

System List (1~7) Press when finished Special Delivery Options

Set Urgent status (On/Off)

Private status (On/Off)

Set

Set Return Receipt request (On/Off?)

Return to previous menu Set Future Delivery Cancel message and select new

destination

Cancel and Return to Main Menu

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits Save changes Return to previous menu

Change your Greeting Change your User Options Manage your Lists Select ~ for a Personal List

Review your current list Add a User ID to the list Delete a User ID from the list Record a list Comment Return to a previous menu

Return to a previous menu

Manage Guest User IDs

Create a Guest User ID Delete a Guest User ID Review your Guest User IDs Return to a previous menu

Return to a Main Menu

Select ~ for a Personal Greeting or for the System Greeting

Review selected greeting Record (new) greeting

Review greeting Re-record Append to recording Cancel recording Save recording

Return to a previous menu Review current greeting Return to a previous menu

Change your Do Not Disturb (On/Off) Change your Call Screening (On/Off) Change your Security Code Select your Busy Greeting (toggle) Record your Busy Greeting Record your Name Change message Notification Review your Option Settings Return to previous menu

Not available

for System

greeting

6231

Figure 1 Admin Main Menu

Strata CIX40 Voice Processing User Guide 07/06 3

The Grand Tour

Features to Personalize Your Mailbox

Your voice mail processing system offers a variety of features to personalize your User ID Mailbox. The following are a few of those features:

• User ID Mailbox Security Code – Your User ID mailbox has a security code. The

code must be entered by you in order to “log into” your User ID mailbox, giving you access to your messages, settings, greetings, etc. (see

Code” on page 19

• Name Recording – Y our name is announced whe never you log onto your mailbox,

the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. When you first enter your mailbox, you need to record your name (see

“Record Your Name” on page 17).

• Personal Greetings – You can record up to seven personal greetings that are

played when you are unavailable (see

• Guest Users

etc. Users frequently use this feature to create guest IDs for clients, so that they may easily exchange confidential information (see

page 63

– You can create Guest User IDs that can be used by clients, friends,

“Change Your Greeting” on page 46).

“Change Your Security

“Manage Guest User IDs” on

Message Queues

Your messages reside in one of two queues—new or saved. Messages play in FIFO (First In, First Out) or LIFO (Last In, First Out) order. Ask your System Administrator to find out how your mailbox is configured.

New Message Queue

Messages in the New Message Queue are New or Pending messages. New messages consist of messages that are unheard or partially heard (less than five

seconds). They remain in the queue, the Message Waiting LED remains on, and a Return Receipt is not sent, if applicable, until the message is completely heard.

Messages that you have partially heard (five seconds or longer ) ar e calle d Pendin g messages. They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable.

4 Strata CIX40 Voice Processing User Guide 07/06

The Grand Tour

Message Queues

Note The Pending messages feature is available on a mailbox-to-mailbox basis.

Check with your System Administrator to find out if your mailbox is configured for this feature.

When you press 1 from the Main Menu to play messages, your voice mail system automatically accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO). If no new messages exist, your voice mail system automatically accesses the Saved Message Queue. If you are in the Saved Message Queue, you ca n toggle ba ck to the New Message Queue by pressing 77.

After you play the last message in the queue, your voice mail system prompt s, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.

Saved Message Queue

Saved messages are messages that you saved or that were automatically saved by your voice mail system at the end of the message.

Access the Saved Message Queue from the Main Menu by p ressing 177 or from the New Message Queue by pressing 77. Y our voice mail system automatically accesses the Saved Message Queue when no new messages exist. Saved messages play based on order received (FIFO/LIFO).

After you play the last message in the queue, your voice mail prompts, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.

Note Ask your System Administrator to find out if your mailbox is configured with one

or two (New and Saved) message queue(s).

Strata CIX40 Voice Processing User Guide 07/06 5

The Grand Tour

Message Types

New and Saved Messages can consist of the following special types of messages— forwarded and message reply.

Forwarded Message

Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message ( comment) is optional.

Reply Message

Messages to which you want to send an immediate answer can be sent as a reply message. When replying to a message, your voice mail system does not prompt you to select the destination since it “remembers” the source. The Reply feature only works if the original message is sent from another voice mail user on the same system.

When listening to a reply message, a prompt notifies the user of the name/User ID of the person who sent the reply.

6 Strata CIX40 Voice Processing User Guide 07/06

Greetings

You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy.

Depending on how your system is configured, callers may hear a separate busy greeting—the system or the custom busy greeting. See on page 51 for details.

Personal

Personal greetings are greetings that you record for callers. Your voice mail system stores all recorded greetings under the personal greeting number (1~7) for your mailbox. Using the greeting number, you can select the greeting which plays.

The System Administrator can also schedule your greetings to automatically play at different times. If you choose, you can override the automatic schedule using the

“Change Your Greeting Selection” on page 49.

System

The system greeting is a standard prer ecorded greeting. It cannot be recorded over or deleted. The greeting states, “Please leave a message for (name).” Your voice mail system adds your name from the name recording that you have made (see

Your Name” on page 17

The Grand Tour

Greetings

“Change Your User Options”

“Record

Busy

If your User ID mailbox is configured for a personal busy greeting, you can record a custom busy greeting that plays when your extension is busy. If a custom greeting is not recorded, the default system busy greeting plays. See

Your Busy Greeting” on page 55

The custom busy greeting can also be turned on/off using the Select Your Busy Greeting option on the Change Your User Options Menu (see

Greeting” on page 56

Note The System Administrator must configure your User ID mailbox for the custom

busy greeting option to be available.

Strata CIX40 Voice Processing User Guide 07/06 7

for details.

“Create or Record Over

“Select Your Busy

The Grand Tour

Special Delivery Options

In addition to recording and sending a new message, you can mark the message urgent, private, or request a return receipt.

Urgent

Messages can be marked urgent by the sender and always play first in the New Message Queue. After the message plays, the urgent status is removed.

Private

Messages can be marked private by the sender. The same options, such as saving and deleting, apply to the private messages; however, a private message cannot be forwarded. Once a message is sent, the private status cannot be removed.

Return Receipt

You can mark a message Return Receipt if you want verification of it s receipt. Wh en a user plays (completely or partially) a message marked for Return Receipt, a notification is sent back to the sender. Your voice mail system notifies the sender when and by whom the message was received and plays the original message.

Future Delivery

Your voice mail system can be configured so that your message is delivered at a future time and date specified by you. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent.

8 Strata CIX40 Voice Processing User Guide 07/06

Message Destination Selections

At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a single destination (e.g., User ID) or multiple destinations (e.g., personal list, User ID, system list). Entering the Multiple Destinations option enables you to address your message to all the recipients at the start of the menu.

You can then record your message and, if desired, add additional destinations when prompted later in the menu. Valid destinations are:

• User ID

Note If you don’t know the user’s User ID, you can locate the ID on your voice mail

system’s system-wide directory by pressing 00.

• Personal distribution list

• System distribution list

“Send a Message” on page 33 for instructions on using these options.

See

Personal Distribution Lists

You can originate up to seven Personal Distribution Lists consisting of other system users. You can add or delete users at any time. The lists are for only your use.

At the time you create a list, you are given the option of recording a “list comment” that serves as the title or name for the list. The comment plays ea ch time you use the list to confirm that you have chosen the correct distribution list.

The Grand Tour

Message Destination Selections

Important!

Try not to duplicate users on your distribution lists. Your voice mail system does not check for duplicates when you send a message using more than one list. For example, if you select Personal Distribution List #1 and #3 as destinations for your message and User ID 1001 is on both lists, User ID 1001 receives the same message twice.

Strata CIX40 Voice Processing User Guide 07/06 9

The Grand Tour

User Options

System Distribution Lists

In addition to Personal Distribution Lists, your voice mail system supports systemwide distribution lists created by the System Administrator for use by everyone in your company. You should check with your System Administrator to find out which lists are available.

Whenever you enter the list number, the “list comment” for the selected system list plays to confirm that you have chosen the right list.

User Prompts

Your voice mail system prompts only for menu options available to you. You do not hear prompts for options:

• Not supported by your voice mail system (e.g., future delivery)

• Not configured for your mailbox by the System Administrator (e.g., guest users, do

not disturb).

Check with your System Administrator to verify which user options are available to you.

The Grand Tour

User Prompts

User Tutorial (New User)

A first time user of the voice mail system automatically hears a user-friendly tutorial upon logging in to his/her mailbox. The tutorial walks the user through the process of:

• Recording his/her name (if required)

• Recording a personal greeting for the mailbox

• Changing the default security code

Once the tutorial is completed successfully, it cannot be replayed.

Strata CIX40 Voice Processing User Guide 07/06 11

This page is intentionally left blank.

Getting Started 2

This chapter instructs you on accessing and exiting your mailbox and ou tlines the user tutorial steps.

User Tutorial

When you log on to the your voice mail system for the very first time, you hear a tutorial that walks you through the following basic steps:

• Record your name (if required). Your name is announced whenever you log onto

your mailbox (varies by system), the directory is accessed, the system greeting is selected, or when another voice mail user sends a message to you.

• Record your personal greeting. Your personal greeting automatically plays when

you are not available to answer your telephone .

• Change the default security code for your mailbox to ensure privacy. You should

change it on a regular basis.

Note If you do not complete the tutorial before hanging up, your voice mail sys te m

saves any completed portion (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed.

Strata CIX40 Voice Processing User Guide 07/06 13

Getting Started

Access Your Mailbox

Step 1: Access Your Mailbox

The Main Menu (shown below) is your st arting point for all of your voice mail system’s messaging features. Pressing 999 from most menus returns you to the Main Menu.

To access your mailbox, you need to know:

• The telephone number to access your voice mail system

• Your User ID number

• Your default security code

Please ask your System Administrator if you do not have this information.

MAIN MENU

Play Messages

Send Messages

Manage Mailbox

Exit user mode

Hang Up

Each time you access your User ID (mailbox), your voice mail system announces:

• Your name (and extension, if applicable)

Note Your voice mail system may not be configured to play your name when you log

on to your mailbox.

• The number of new and saved messages you have in your message queue(s)

• The number of messages that will be purged upon exiting your mailbox, if

applicable Your voice mail system then plays the Main Menu options. If you receive new messages while you are logged on to your mailbox, your voice mail

system informs you that you have new messages when you return to the Main Menu.

14 Strata CIX40 Voice Processing User Guide 07/06

From External Telephone

Getting Started

Access Your Mailbox

1. From an external telephone, call your voice mail system on ___________.

2. When voice mail answers, press

3. Enter your User ID + #. If your voice mail system is designed with a fixed

4. Enter th e default security code + #.

If you make a mistake while entering the code, press

to re-enter.

The system answers with your standard company greeting.

Your voice mail prompts you to enter your User ID.

length number for your User ID, do not press # after entering a User ID. See your System Administrator for specific operation of your system.

Your voice mail prompts you to enter your security code.

If your voice mail system is designed with a fixed length number for your security code, do not press # after entering the security code. See your System Administrator for specific operation of your system.

You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

From Internal Telephone

1. From an internal telephone, call your voice mail system on ___________.

Strata CIX40 Voice Processing User Guide 07/06 15

Your voice mail prompts you to enter your security code.

Getting Started

Access Your Mailbox

2. Enter th e default security code + #.

If you make a mistake while entering the code, press

to re-enter.

You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

16 Strata CIX40 Voice Processing User Guide 07/06

Step 2: Record Your Name

Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user.

Note Your voice mail system may not be configured to play your name when you log

on to your mailbox.

When you first enter your mailbox, the tutorial prompts you to record your name and walks you through the entire recording sequence. You can re-record your name at any time (see

1. At the tone, state your name slowly and clearly (if you like, you can also state your extension).

2. Press # when done. Your voice mail plays your name recording.

3. After your name plays, press:

“Record Your Name” on page 57).

Getting Started

Record Your Name

1 To accept the

recording

2 Re-record Your voice mail system returns you to the record your

Strata CIX40 Voice Processing User Guide 07/06 17

Y our reco rding becomes part of your mailb ox and your voice mail system prompts you to record your personal greeting.

name prompt.

+ 67 hidden pages

Toshiba CIX40 User Manual

Contents

Introduction

Organization

Conventions

Action/Response Table

Related Documents/Media

Overview

Features to Personalize Your Mailbox

Message Queues

New Message Queue

Saved Message Queue

Message Types

Forwarded Message

Reply Message

Greetings

Personal

System

Busy

Special Delivery Options

Urgent

Private

Return Receipt

Future Delivery

Message Destination Selections

Personal Distribution Lists

User Options

System Distribution Lists

Directory

User Prompts

User Tutorial (New User)

User Tutorial

From External Telephone

From Internal Telephone