Toshiba ES96R, ES4 User Manual 2

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Page 1

Telecommunication Systems Division

Voice Processing Systems

Stratagy iES32, ES4, ES80,

ES96, ES96R

User Guide

January 2003

Page 2

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.

STG-UG-ESALL-VB 4016230

Version B, January 2003

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.

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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 SYSTEM 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 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, 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; 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

greement.

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 will 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 YOUR 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 YOU.

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. Use, duplication, or disclosure by the United States Government, its agencies and/or instrumentalities is subject to restrictions as set forth in subparagraph (c)(1)(ii) of The Rights in Technical Data and Computer Software Clause at DFARS 252.227-7013 (October 1988) or subparagraphs (c)(1) and (2) of the Commercial Computer Software - Restricted Rights at 48 CFR 52.227-19, as applicable.

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.

YOU 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

TSD 081601

5932

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Toshiba America Information Systems, Inc.

Telecommunication Systems Division

Limited Warranty

Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipmen t (e xc ept for fuses, lamps, and other consumables) will, up on 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. 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 equipmen t is sub je ct to a buse , ne gl ect, lightning, electrical fault, or accident, (d) if the equi pm e n t is repa ired 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 compat ible or are of inferior quality, design, or performance.

Customer will, at i ts s o le cost and expens e, provide the neces sary Uninterru ptible Power Supp ly (UPS) equipm ent as specified by TAIS in the Stratagy Voice Processing General Description for use with the Stratagy ES system at all times. System failures and/or damages resulting from either not using a UPS with the Stratagy ES or the use of a UPS not equivalent to that specified by TAIS are not covered by this warranty.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal ob ligation with respect to the equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the malfunction 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 w hich are returned to TAIS through one of its authorized dealers wit hi n the w ar ranty period and no later than thirty (30) days after such malfunction, whichever first occurs.

Under no circumstances will the ret ai l 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 ob tain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of T A I S ’ autho rized dealers within the twenty-four (24) mo nt h per io d an d no later than thirty (30) days after such malfuncti on , whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the presc ribed time results in the customer b eing not enti tled to warra n ty 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.

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Introduction

Organization .............................................................................................................. vii

Conventions ..............................................................................................................viii

Action/Response Table ........................................................................................ix

Related Documents/Media ...........................................................................................x

Stratagy eBrochure and Advisor CD-ROM ..........................................................x

Chapter 1 – The Grand Tour

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

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

Message Folders .......................................................................................................... 4

Single Message Folder .......................................................................................... 5

Dual Message Folders ........................................................................................... 5

Multiple Message Folders ..................................................................................... 6

Message Types .............................................................................................................8

Forwarded Message .............................................................................................. 8

Reply Message .................................................... ......... ......................................... 8

Fax Message .......................................................................................................... 9

E-mail Message ..................................................................................................... 9

Greetings .................................................................................................................... 10

Personal ............................................................................................................... 10

System ................................................................................................................. 10

Busy .....................................................................................................................10

Special Delivery Options ........................................................................................... 11

Urgent ..................................................................................................................11

Private ................................................................................................................. 11

Stratagy ES User Guide 01/03 i

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Contents

Chapter 2 –Getting Started

Return Receipt .....................................................................................................11

Future Delivery ...........................................................................................................11

Message Destination Selections .................................................................................12

Personal Distribution Lists ...................................................................................12

System Distribution Lists .....................................................................................13

Directory ..............................................................................................................13

User Options ...............................................................................................................14

User Prompts ..............................................................................................................15

Chapter 2 – Getting Started

User Tutorial ...............................................................................................................17

Step 1: Access Your Mailbox ....................................................................................18

Step 2: Record Your Name ........................................................................................20

Step 3: Record Your Personal Greeting ....................................................................21

Step 4: Change Your Security Code ..........................................................................22

Step 5: Exit Your Mailbox or User Mode .................................................................22

Chapter 3 – Play Messages

Access Messages ........................................................................................................24

Playback Controls .......................................................................................................24

Play Messages ................................................................................... ......... ......... .......26

Special Functions .......................................................................................................29

Retrieve and Listen to E-mail Messages ....................................................................33

Chapter 4 – Send Messages

Recording Controls .....................................................................................................38

Send a Message ..........................................................................................................39

Forward a Message .....................................................................................................43

Reply to the Current Message ....................................................................................46

Special Delivery Options ............................................................................................48

Future Delivery ...........................................................................................................49

Send a Direct Fax .......................................................................................................50

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Chapter 5 –Manage Mailbox

Chapter 5 – Manage Mailbox

Change Greeting ........................................................................................................54

Create or Record Over a Personal Greeting ........................................................55

Select a Personal Greeting ...................................................................................57

Review a Personal Greeting ................................................................................58

Change User Options .................................................................................................59

Change Do Not Disturb (DND) Setting ..............................................................60

Change Call Screening Setting ............................................................................61

Change Security Code .........................................................................................62

Select Busy Greeting ...........................................................................................63

Create or Record Over Busy Greeting ................................................................64

Record Your Name ..............................................................................................66

Change Message Notification .............................................................................68

Set Automatic Message Copy .............................................................................70

Review Option Settings .......................................................................................73

Manage Personal Distribution Lists ...........................................................................74

Manage Guest Mailboxes ..........................................................................................76

Use Guest Mailboxes .................................................................................................77

Manage Personal Folders ...........................................................................................78

Contents

Appendix A – Using Stratagy ES with a Strata CTX

Call Forward ..............................................................................................................81

Message Waiting ........................................................................................................83

Responding to a Lit Msg LED ............................................................................83

Turning On/Off Message Waiting LED on Another Extension ..........................84

Toshiba Proprietary Integration .................................................................................84

Soft Key Control of Voice Mail ..........................................................................84

Call Record to Stratagy ES ..................................................................................90

Direct Transfer to Voice Mailbox ..............................................................................91

Voice Mail Conference ..............................................................................................91

Stratagy ES User Guide 01/03 iii

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Contents

Appendix B –Fax Printer Driver

Appendix B – Fax Printer Driver

Configure/Personalize Fax Printer Driver ..................................................................94

Use Fax Printer Driver ............................................................................................... 97

SES Fax Client Screen ...............................................................................................98

Schedule Fax for Future Delivery ............................................................................100

Appendix C – Automatic Speech Recognition

Reach Destination ................................................... ......... .........................................102

Access Your Mailbox ...............................................................................................102

Send a Message ........................................................................................................103

Appendix D – Unified Messaging (UM) with Outlook Integration

Stratagy ES Message Window .................................................................................106

Address Book Feature ..............................................................................................108

Update Stratagy ES Address Book Manually ....................................................108

Update Stratagy ES Address Book Automatically ............................................108

Using UM Feature ....................................................................................................109

Voice Mail Options ..................................................................................................112

Play Voice Message ...........................................................................................112

Reply to Voice Message ....................................................................................113

Forward Voice Message ....................................................................................114

Send Voice Message ..........................................................................................115

View Fax ..................................................................................................................115

Appendix E – Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec .............................................................118

Check Codec is Installed on PC .........................................................................118

Configure Windows ..........................................................................................119

Record Stratagy ES Voice Messages (using Windows Sound Recorder) ................120

Send .WAV File as Voice Message .........................................................................121

Appendix F – Remote User Password Administration for TTS

Set Remote User Password .......................................................................................124

iv Stratagy ES User Guide 01/03

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Contents

Appendix G –Using Stratagy ES with a Strata Legacy System

Appendix G – Using Stratagy ES with a Strata Legacy System

Call Forward ............................................................................................................126

Set Call Forward to Stratagy ES ........................................................................126

Cancel Call Forward ..........................................................................................130

Cancel the Programmed Call Forward Voice Mail Code ..................................130

Message Retrieval ....................................................................................................131

Glossary......................................................................................................................133

Index..............................................................................................................................137

Stratagy ES User Guide 01/03 v

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Contents

Appendix G –Using Stratagy ES with a Strata Legacy System

vi Stratagy ES User Guide 01/03

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Introduction

This guide describes the voice messaging capabilities and procedures for making the Stratagy ES and Stratagy iES32 Voice Processing System work for you.

Organization

This guide is divided as follows:

• Chapter 1 – The Grand Tour is an overview of the Stratagy ES system. Topics

covered are: features to personalize your mailbox; an explanation of message folders, greetings, types and destinations; special delivery options; and available user options and prompts.

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

when accessing Stratagy ES 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 and Call Screening.

• Appendix A – Using Stratagy ES with a Strata CTX outlines Call Forward,

Message Waiting, Toshiba Proprietary Integration (i.e., Soft Key Control of Voice Mail and Call Record features), and the Direct Transfer to Voice Mail and Voice Mail Conferencing features.

• Appendix B – Fax Printer Driver provides step-by-step instructions on

configuring and using the fax printer driver.

Stratagy ES User Guide 01/03 vii

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Introduction

Conventions

• Appendix C – Automatic Speech Recognition contains step-by-step instructions

• Appendix D – Unified Messaging with Ou tlook Integration contains step-by-

• Appendix E – Unified Messaging with IP Integration contains instructions on

• Appendix F – Remote User Password Administration for TTS provides

• Appendix G – Using Stratagy ES with a Stra ta Legacy System explains how to

• Glossary defines frequently-used Stratagy ES voice processing sy stem features

• Index

on using the optional speech recognition feature.

step instructions on using the optional Unified Messaging feature.

recording and sending a .wav file using Windows® Sound Recorder.

instructions on how to update the Stratagy ES software with your e-mail log on password so that the system can read your e-mail messages via Text-to-Speech (TTS).

program your Toshiba proprietary telephone for Call Forward and Message Retrieval when using your integrated Stratagy ES system.

and functions.

Conventions

Conventions Description

Elaborate s specific it ems or references other information. Within

Note

Important!

Extension Number

viii Stratagy ES User Guide 01/03

some tables, general notes apply to the entire table and numbered notes apply to specific items.

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 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 Num ber an d Phan tom Ex tensi on Numbe r wil l be used in this document in lieu of PDN and PhDN.

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Conventions Description

Introduction

Conventions

$ULDOEROG

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 singl e key. For example: Type prog then press Enter.

Shows a multiple PC keyboard or phone button entry. Entries

Plus (+)

without spaces bet ween them show a simultaneous entry. Example: Esc+Enter. En trie s with s paces between them show a seq uentia l entry. Example:

# + 5.

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

➤

Denotes the step in a one-step procedure. Denotes a procedure. Grey words within the printed text denote cross-references. In the

See Figure 10

electronic version of this document (Library CD-ROM), crossreferences appear in blue hypertext.

Action/Response Table

Actions you perform appear in this column. They can consist of eith er a single st ep

The immediate response to the action performed appears in this c olumn. Addi tional notes an d comments

are also included. or a series of numbered steps.

Stratagy ES User Guide 01/03 ix

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Introduction

Overview

Stratagy ES manages multiple voice processing functions simultaneously 24-hours-aday, seven-days-a-week. Your mailbox is always available for callers to leave private voice or fax (optional feature) messages. In addition, you can update your greeting at your convenience or send and receive messages from any touchtone telephone.

Callers control the ir own progr ess throu gh the syst em. They no long er have to wait fo r 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 is assigned as the System Administrator for the system. The System Administrator is responsible for system maintenance that includes configuring your mailbox to suit your needs.

The configuratio n af fe cts ho w and which f eatures you can ac cess. Whenev er pos sible , this guide provides inf ormation conce rning feature exc eptions and whic h features may be configured to work differently.

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

Figure 1). You can then:

• Listen to your messages

• Send or forward messages

• Reply to messages

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

• Listen to your e-mail messages

Note This feature is only available to users of Stratagy ES with Unified Messaging

(UM) and Text-to-Spee ch (TTS) capabilities . Check with your System Administrator to find out if your system is configured for this feature.

2 Stratagy ES User Guide 01/03

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The Grand Tour

Overview

ENU

AIN

ANG

User Mode

Exit

††

ESSAGES

-MAIL

Retrieve and Listen to

Listen to e-mail message

Replay the current e-mail message

Save the current e-mail message

AILBOX

ANAGE

Change Greeting

Select ~ for a Personal Greeting

or for the System Greeting

ESSAGES

END

Enter one of the following:

Directory plus name

Mailbox number plus

Delete the current e-mail message

Forward the current e-mail message

Reply to the current e-mail message

Return to Main Menu

(number of e-mail messages to be

deleted plays)

Delete e-mail messages

Cancel deletion of e-mail

messages

Change Do Not Disturb (On/Off)

Change Call Screening (On/Off)

Change Security Code

Select Busy Greeting (toggle)

Record Busy Greeting

Record your Name

Change User Options

Personal Distribution List (1~25)

Multiple Destinations

Record

Change message Notification

Send and Return to Main Menu

Review recording

Record a message, comment or reply

(Press when finished.)

5464

Set Automatic Message Copy

Review Option Settings

Return to previous menu

Manage Person al Distribution Lists

Re-record

Append recording

Select Additional Destinations

Mailbox number plus

Manage Guest Mailboxes

Features to Personalize Your Mailbox

The Stratagy ES Voice Processing System offers a variety of features to personalize your mailbox. The following are a few of those features:

• Mailbox Security Code – Your mailbox has a security code. The code must be

entered by you in order to “log into ” your mailbox, giving you access to your messages, settings, greetings, etc. (see “Change Your Security Code” on page 22).

• Name Recording – Your name is announced whenever the directory is accessed,

you select the system greeting, or a message is sent by another Stratagy ES user. When you first enter your mailbox, you need to record your name (see “Record

Your Name” on page 20).

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

played when you are unavailable (see “Change Greeting” on page 54).

• Guest Users – You can create guest mail boxe s t ha t can be used by clients, friends,

etc. Users frequently use this feature to create guest mail boxes for clients, so that they can easily exchange confidential information (see “Manage Guest Mailboxes ” on page 76).

• Personal Folders – You can save your messages in up to seven personal folders

you create. The folders are for only your use and you can change them whenever necessary (see “Manage Personal Folders” on page 78).

Message Folders

Messages in the Stratagy ES are stored in message fol ders and play in the order received – FIFO (First In, First Out) or LIF O (Last In, First Out).

Your mailbox has one of the following folder configurations:

• A single message folder where all messages reside.

• Dual message folders – new, saved.

• Multiple message folders wher e, in addi ti on to t he new and saved folders, you can

create up to seven personal folders for your messages.

Note Consult your System Administrator for your mailbox’s programming.

4 Stratagy ES User Guide 01/03

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The Grand Tour

Message Folders

Single Message Folder

Your messages reside in one message folder. When you access your mailbox, Stratagy ES announces you have “x messages, y is (are) new, z is (are) urgent, w fax(es).” New messages play based on the type (urgent messages play first) and order received (FIFO/LIFO). If no new messages exist, Stratagy ES p l ays any saved messages in the mailbox.

After you play the last message in th e folder, Stratagy ES prompts, “End of messages.” You can choose to return to the top of the folder, etc.

Dual Message Fold er s

Your messages reside in one of two folders—new or saved. When you access your mailbox, Stratagy ES announces you have “x new, y is (are) urgent and z saved messages, w fax(es).”

New Message Folder

New messages consist of messages that are unheard. When you press

accesses the New Message Folder. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO). After you play the last message in the folder, Stratagy ES prompts, “End of message s.” You can choose to return to the top of the folder, or go to the top of the saved folder.

Your Message Waiting LED only extinguishes when all new messages have been either deleted or saved.

Note You can enable a Mess age Pending feature on your mailb ox. When enab led, the

system mark s new messa ges that have been partia lly heard (for more than two seconds by default) as Pendi ng. Pending messages remain in the New Message Folder; however, if the New Message Folder contains only Pending Messages, your Message Waiting LED goes out. This allows you to retain messages in the New Message Folder, yet alert you when new messages arrive. Messages marked as Pending also submit a Return Receipt notification to the sender of the message, if it was reques ted. Con sult y our Syst em Adminis trat or for f urther information.

Stratagy ES User Guide 01/03 5

from the Main Menu to play mess ages, Stratagy ES automatically

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The Grand Tour

Message Folders

If no new mes sages exist, Stratagy ES autom atically accesses the Sa ved Message Folder. If you are in the Saved Message Folder, you can toggle back to the New Message Folder by pressing

Saved Message Folder

Saved messages consist of messages that:

• You save by pressing  either during or after playing the message. Stratagy

prompts, “This message will be saved in the Saved Message Folder.”

• Stratagy ES automatically saves when you do not press  (delete) after playing the

message.

Messages are not moved to the Saved Message Folder until you log out of your mailbox, enabling you to return to the new message folder and replay the message.

.

Access the Saved Message Folder from the Main Menu by pressing New Message Folder by pressing

. Stratagy ES automatically accesses the Saved

or from the

Message Folder when no new messages exist. After you play the last message in th e folder, Stratagy ES prompts, “End of

messages.” You can choose to return to the top of the folder, or go to the top of the new message folder by p ressing

.

Multiple Message Folders

Your messages reside in up to nine folders— one new (folder 0), one saved (folder 1) and up to seven personal folders (folders 2~8), created by you for the purpose of saving your messages. The personal folders are for only your use. When you access your mailbox, Stratagy ES announces the number of messages you have in the same manner as the example in “Dual Message Folders” on page 5.

Message folders enab le you to store saved messages to pically, providing better organization of important correspondence. You can record a comment for each folder, such as “Messages from T osh iba Ame rica,” to assist you in locating the right folder in which to store or retrieve a message.

Note To create or change personal folders, see “Manage Personal Folders” on page

78.

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The Grand Tour

Message Folders

New Message Folder

The New Message Folder is configured identically for both the Dual Message and Multiple Message Folder mailboxes with the following exception:

If no new messages exis t in a Mul tiple Mess age Fold er mailbox, S t rata gy ES accesses the Saved Message Folder (if you have not created any personal folders) or plays the name/comment/number of all available personal folders. You are then requested to enter the folder number.

Saved Message Folder/Personal Message Folders

Saved messages consist of messages that:

• Stratagy ES automatically saves when you do not press  (delete) after playing the

entire message. The message is saved in the Saved Message Folder (folder 1), the default destination for saved messages. Stratagy ES prompts, “This message will be saved.”

• You save by pressing  either during or after playing the message. Stratagy ES

checks your mailbox for Personal Message Folders. If personal folders do not exist, Stratagy ES saves the message in t he Saved

Message Folder (folder 1). Stratagy prompts, “This message will be saved.” If Personal Message Folders do exist, Strata gy ES plays the recorded name/

comment and number of all avail able person al folder s. You are requested to enter a valid folder number where you want the message saved. If you know the personal folder number you want, you can select it at anytime. You do not have to listen to the entire li st of availa ble folders. If an invalid number is entered, Stratagy ES automatically saves the message in folder 1.

Messages are not moved t o a “save” fo lder until you log out of your ma ilbox, enab ling you to return to the new message folder and replay the message.

After you play the last message in th e folder, Stratagy ES prompts, “End of messages.” You can choose to return to the top of the folder, go to the top of another folder, etc.

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The Grand Tour

Message Types

Access Folders

When you press  from the New or Saved Message Folders or  from the Main Menu, Stratagy ES checks your mailbox for personal folders. Depending upon whether it finds any, Stratagy ES performs the following procedures:

Access Method No Personal Folders Personal Folders

From New or Saved Message Folder, press .

From Main Menu, press .

Message Types

The Stratagy ES has the following special types of messages—forwarde d, reply, fax, and e-mail.

Forwarded Message

Any message sent to you can be forwar ded to one or more indivi dual des tinat ions or a personal or system distr ibuti on lis t. Whe n forwar ding a mess age, rec ordin g a mes sage (comment) is optional.

Reply Message

Messages from other Stratagy ES users to which you want to send an immediate response can be sent as a reply message. When replying to a message, Stratagy ES does not prompt you to select the destination if the original message was recorded within a user’s mailbox. If the message was not recorded from a user’s mailbox, you can still reply to the message but the system requests that you enter a destination mailbox number.

Goes to Saved Message Folder.

Stratagy ES prompts you to:

Enter a personal folder number.

•

or press...

 for the New Message Folder.

•

 for the Saved Message Folder.

•

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

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The Grand Tour

Message Types

Fax Message

Note Fax Messaging is an optional feature in the Stratagy ES. Check with your

System Administrator to find out if your system is configured for this feature.

Fax messages can be sent to your mailbox and stored or forwarded along with voice messages. When you access your mailbox, Stratagy ES tells you the number of fax messages that are in your mailbox. Once you access the fax message, Stratagy ES plays the header information that includes the number of pages received. You cannot listen to the actual fax document.

You can forward the fax to other users as you would a voice message, including sending a voice comment with th e fax to prov ide information about the message. You can also print the fax. See “Special Functions” on page 29 for details.

E-mail Message

Note This feature is only available to users of Stratagy ES with Unified Messaging

(UM) and Text-to-Spee ch (TTS) capabilities . Check with your System Administrator to find out if your system is configured for this feature.

You can retrieve and listen to your e-mail messages from your mailbox. Once you access the e-mail message, Stratagy ES plays the header information that includes sender information and time and then plays the content. Upon playing the e-mail message you can:

• Delete it from your e-mail Inbox on your computer. e-mails that are not deleted

remain in your e-mail Inbox and are played the next time you access this function.

• Forward it to other users that have UM privileges. The destination user must have

both a Stratagy ES voice mailbox and an e-mail address that has been defined in the destination user’s mailbox.

• Reply to a e-mail message. The Strat agy ES generat es an e-mail messa ge with your

recorded reply attached as an audio .wav file, and sent back to the originator.

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The Grand Tour

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 th e custom busy greetin g. See “Change User Options” on

page 59 for details.

Personal

Personal greetings are greetings that you record for callers. Stratagy ES stores all recorded greetin gs und er the personal greeting number (1~7) fo r you r mai lbox. Using the greeting number, you can select which greeting plays.

The System Administrator can also schedule your greetings to automatically play at different t imes. If you choose , you can override the aut omatic sc hedule us ing “Select a

Personal Greeting” on page 57.

System

The system greeting i s a standard prer ecorded greet ing with all S tratag y ES systems. I t cannot be recorded over or deleted. The greeting states, “Please leave a message for (name).” Stratagy ES adds your name from the name recording that you made (see

“Record Your Name” on page 20).

Busy

If your 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 defaul t syste m busy greet ing play s.The custo m busy gr eeting c an also be turned On/Off using the Select Your Busy Greeting option on the Change User Options Menu (see “Select Busy G reeting” on page 63).

Note The System Administrator must configure your mailbox for the custom busy

greeting option to be available.

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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 Folder. 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 or copied using the Automatic Message Copy feature. Once a message is sent, the private status cannot be removed.

Return Receipt

You can mark a message for Return Receipt if you want verification that it has been played. When a user completely plays a message marked for Return Receipt, a notification is sent back to the sender. Stratagy ES notifies the sender the time the message was heard and by whom and then plays the original messa ge as a reminde r of the message. This can be helpful if multiple messages were sent to the same destination with Return Receipt requested.

The Grand Tour

Special Delivery Options

Future Delivery

Stratagy ES can be configured so that your message is delivered at a future specified time and date. After marking the message for futu re delivery, you can review (play, save, delete) the messa ge at any time bef ore it is sent (s ee “ Future Delivery Review” on page 30).

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The Grand Tour

Message Destinatio n Selec t io ns

Message Destinat io n Sele ct ion s

At the beginning of the Send Messages menu, you are asked to enter the destination mailbox number(s).You can choose to enter a single destination (e.g., mailbox number) or multiple destinations (e.g., mailbox number, personal lists). Using 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:

• Mailbox Number

Note If you don’t know the user’s mailbox number, you can locate the mailbox

number on Stratagy ES’s system-wide directory by pressing

• Personal distribution list

• System distribution list

• Audio Messaging Interchange Specification (AMIS) Proxy mailbox number

• AMIS Gateway number plus a remote mailbox number

Note AMIS analog networking is an opti ona l fe ature and enables a Stratagy mail box

user to send, rece ive and re ply to rel ayed voice messages ov er any remot e voice mail system that supports the AMIS analog protocol.

.

See “Send a Message” on page 39 for instructions on using these options.

Personal Distribution Lists

You can create up to 25 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 each time you use the list to confirm that you have chosen the correct distribution list.

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The Grand Tour

Message Destination Selections

System Distribution Lists

In addition to Personal Distribution Lists, Stratagy ES supports system-wide 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.

The “list comment” for the selected system list is played whenever you enter the mailbox number to confirm that the right list has been chosen.

Important! When creating lists, you should keep in mind that Stratagy ES does not

check for duplicate use rs on separat e list s when sendi ng a message. For example, if you select Personal Distribution List #1 and #3 as destinations for your message and Mailbox Number 1001 is on both lists, the message is sent twice to Mailbox Number 1001.

User Options

You can set your mailbox fo r Do Not Disturb (DND) or cal l scre ening, sel ect or rec ord a busy greeting (plays when your telephone is busy), designate where or how you are notified of a message, an d set you r mail box to au tomatical ly co py messages to anot her mailbox.

The following is a brief description of each of the options. Please see “Change User

Options” on page 59 for more detaile d informatio n.

Important! The System Administrator must act ivate these features for them to be

• DND – When a caller en ters your ex tensi on number , the St ratagy ES automatically

sends the call to your mailbox without first ringing your telephone.

• Call Screening – Stratagy ES asks callers for their name. Without the caller’s

knowledge, the system relays that information to you. You can decide to receive the call, let the call forward to your mailbox, or t ransfer the call to another extension with or without an announcement.

• Busy Greeting – You can record your own custom busy greeting that plays when

callers reach your extension, and it is busy.

available.

• Message Notification – Your mailbox can have notification records programmed

by the System Administr ator with a specific notificati on method (message waiting lights, pagers, voice, etc.) and the time/day when that notification record applies.

Once you have turned on a specific notification record, Stratagy ES automatically calls you at the designated number and with the chosen method to notify you of your messages.

• Automatic Message Copy – You can set your mailbox to automatically copy all

messages or just urgent messages to another mailbox during specified times of the day.

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User Prompts

The Stratagy ES system prompts only for menu options available to you. You do not hear prompts for options:

• Not availa ble in your Stra tagy ES system (i.e., fax).

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

DND).

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

The Grand Tour

User Prompts

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The Grand Tour

User Prompts

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Getting Started 2

This chapter i nstruc ts yo u on a ccess ing and e xiti ng your mailb ox and outli nes t he us er tutorial ste ps.

User Tutorial

When you log on to the Stratagy ES Voice Processing system for the very first time, you hear a tutorial that walks you through the following basic steps:

• Record your name. Your name is announced whenever the directory is accessed,

you select the sys tem gree ting, o r anoth er S tra ta gy ES 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 o n a regular basis.

Note If you do not complete the tutorial before hanging up, Stratagy ES 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 Stratagy ES tutorial is completed successfully, it cannot be replayed.

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Getting Started

Step 1: Access Your Mailbox

The Main Menu (shown below) is your starting point for all of Stratagy ES’s messaging features. Pressing

To access your mailbox, you need to know:

• The telephone number to access Stratagy ES

• Your mailbox number

• Your default security code

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

 from most menus returns you to the Main Menu.

MAIN MENU



Play Messages



Send Messages



Manage Mailbox





Listen to E-mail

Listen to E-mail Messages Messages



Exit user mode



Exit user mode



Hang Up



Each time you access your mailbox, Stratagy ES announces:

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

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

applicable.

Stratagy ES then plays the Main Menu options.

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Getting Started

Step 1: Access Your Mailbox

If you receive new messages while you are logged on to your mailbox, Stratagy ES informs you that new messages have arrived every time you return to the Main Menu.

1. From a n int ernal teleph one, call Stratagy ES on

The system answers with your standard company greeting.

___________ ...or from an external

telephone, call Stratagy ES on ___________.

2. When Stratagy ES answers, press



3. Enter your mailbox number.

4. Enter the default s ecurity code.

If you make a mistake while entering the code, press

Note If the Stratagy ES is fully integrated with the telephon e system, Stratagy ES is

to re-enter.



Stratagy ES prompts you to enter your mailbox number.

Stratagy ES prompts you to enter your security code.

You are now in your mailbox . Stra tagy ES plays the number of messages you have and then prompts you with a list of choices from the Main Menu.

informed of your mailbox number and prompts you for your security code. Consult your System Administrator for information on how your system is integrated.

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Getting Started

Step 2: Record Your Name

Your name is announced whenever the directory is accessed, you select the system greeting, or a message is sent by you to another Stratagy ES user.

When you first enter your mailbox, the Stratagy ES 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 “Record Your Name” on page 66).

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

2. Press

3. After your name plays,

 when done. Stratagy ES plays your name recording.

press:

 To accept the recording Your recording becomes part of your mailbox

and Stratagy ES prompts you to record your personal greeting.

Re-record Stratagy ES returns you to the record you r name



prompt.

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Step 3: Record Your Personal Greeting

The tutorial now pr ompts you to r ecord your personal greetin g. This gree ting beco mes your Personal Greeting #1. You can record up to six other greetings (see “Create or

Record Over a Personal Greeting” on page 55 for instructions).

Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want.

Sample Greeting

“Hi. This is Mary Smith of the Toshiba Marketing Departmen t. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at t he t one you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”

Getting Started

1. At t he tone, begi n recording your greeting.

The following information should be included:

• Your name

• Company and/or department

• Date

• Your availability

• Instructio ns to leave a detailed me ssage

• Call coverage options

2. Press

3. After your greeting plays,

Stratagy ES User Guide 01/03 21

 when done. Stratagy ES plays your greeting.

press:

 To accept the recording Your greeting becomes Personal Greeting #1

and Stratagy ES prompts you to change your security cod e.

Re-record Stratagy ES returns you to the record your



greeting prompt.

Page 36

Getting Started

Step 4: Change Your Security Code

You should change yo ur s ecurity code on a regular basis to ensure the privacy of your messages and personal greetings (see “Change Security Code” on page 62).

Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digi ts. For exampl e, S tr atagy ES might prompt “the new securi ty code must have at least thr ee digit s and 16 maximu m digits” or “th e new security co de must be exactly four digits.”

1. Enter your new security code +

2. Re-enter your new security code +

You have completed the tutorial. Stratagy ES announces “mailbox number xxx is enabled,” and announces the number of messages in your mailbox. You can now perform any of the functions available on the Stratagy ES Main Menu or exit the mailbox.

.

Stratagy ES prompts you to re-enter your new security code for verifi cation.

After entering the security code a second time, Stratagy ES announces that your security code has been ch anged.

Step 5: Exit Your Mailbox or User Mode

➤ To exit your mailbox, press

 to hang up

...or to exit the user mode, press

.

Stratagy prompts, “Thank you for calling. Good-bye.”

Stratagy ES can be configured so that you can exit your mailbox without leaving the Stratagy ES system. Please ask your System Administrator to find out if your system is configured for this or some othe r funct ion when pressing

If you have the “0 to EXIT User Mode” capability, you hear Stratagy ES’s instructional greeting. You can now access another user or a different mailbox.

.

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Play Messages 3

This chapter explains how to use the Play Messages feature. It covers:

• Accessing messages

• Playback controls

• Playing messages

• Special functions

• Retrieve and listen to e-mail messages

Stratagy ES lights the message waiting light on your telephone when a voice or fax message has been left for you on the Stratagy ES system.

Note Your telephone system and telephone must support a message waiting light for

this feature to function.

If configured, Str ata gy ES automatically turns off your me ss age wai ti ng li ght on your telephone when your new message folder is empty or only Pending messages remain (see “Message Folders” on page 4).

All new messages must b e de lete d, saved , or pen din g (par tial ly hear d) fo r S tr atagy ES to turn off the message waiting light on your telephone. The Message Waiting LED remains on only if there are new messages in the folder.

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Play Messages

Access Messages

Once you press  to play your messages, the following telephone keys assist you in going through your messages:

 Takes you to the next message or back to the top of the folder when you have

reached the last message in the folder.

 Replays the current message.



 Takes you to the previous message or back to the last message in t he fo lder when



you have reached the top of the message folder.

If you receive new messages while you are accessing your mailbox, Stratagy ES notifies you every time you return to the Main Menu that new messages have arrived.

Note See “Message Fol ders” on page 4 on using access keys  and .

Playback Controls

While playing a message, you can pause, control the volume, location, and speed of playback using the following keys (shown below).

Press to play Previous Message (from first message go to last)

Play Next Message (from last message go to first)

Pause/Resume

(toggle or 30 secs.)

Back Up (rewind)

3095

Turn Down volume

Turn Up volume

Go Forward (advance)

Press twice to

Change Speed (toggle)

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 Play Next Message

Plays next message in folder. If you are at the last message in the folder, goes to the first message in the same folder.

 Replay Current Message

Plays previous message in folder. If you are at the first message in the folder, goes to the last message in the same folder.

 Play Previous Message

Plays previous message in folder. If you are at the first message in the folder, goes to the last message in the same folder.

 Pause/Resume (toggle or 30 seconds)

At any time while playing messages, you can press  to pause the playback. The message resumes playing as soon as you press defined amount of time (default is 30 seconds). You can pause the playback as many times as necessary.

 or automatically at the end of a

 Turn Up Volume,  Turn Down Volume

Play Messages

Playback Controls

Each time you pressor, the volume of messages adjusts one increment until the maximum n umber of increments is reached. Strata gy ES saves the current level when you exit.

Back Up (rewind)



The message backs up/rewinds and then begins playing. The default is five seconds (set by the System Administrator).

 Go Forward (advance)

The message goes forward/advances and then begins playing. The default is five seconds (s et by the System Administrator).

 Change Speed (toggle)

Two speeds are available for playing messages: normal and fast (level set for your mailbox by the System Administrator). When you exit the P lay Messages Menu, the system returns to the default speed.

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Play Messages

When you access your mailbox, Stratagy ES tells you the number of urgent, new, saved, and fax messages (if supported by your system; check with your System Administrator) you have in your mailbox.

When you press

 from the Main Menu to play messages (menu shown below),

Stratagy ES automatically accesses the New Message Folder. If no messages exist in the New Message Folder, Stratagy ES automatically accesses the Saved Message Folder or Personal Folders.

If your mailbox is empty, the Stratagy ES Main menu prompt does not include “press

 to play messages.”

From the Main Menu:

Play Messages

Play the next message

Replay the current message

Save the current mesage

Play the Previous message

†

Optional feature

Delete the current message

Forward the current message

Reply to the current message

Special Functions

Immediate Fax print of all fax documents

within a folder

Immediate Fax print of current fax document

Send All Fax documents to fax machine

for print within a folder

Send Current Fax to fax machine for print

Message Date and Time

Future Delivery Review (Play, Save, Delete)

Continuous Delete

New/Saved message folder (toggle)

Continuous Play

Return to previous menu

Return to the Main Menu

†

While playing a message, you can press:

Pause/Resume (toggle or 30 seconds)

Turn Up volume

Turn Down volume

Backup (rewind)

†

Go Forward (advance)

Change Speed (toggle)

4554

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Play Messages

Play Messag es

1. From the Main Menu, press

.

A message plays.

While the message plays, you can select resume, volume, volume, (rewind), (advance), and/or

 to pause/

 to turn up

 to turn down

to back up



 to go forward

 to

change speed (toggle).

2. (Optional) While the message plays or immediately after, you can select one of the following:

 Play the next message Skips to the beginning of the next message.

Note If you reach the end of your messages,

pressing

 takes you back to the top of

the same folder.

 Save the current

message

Single or dual message folders: Stratagy ES saves the message and the Play M essage s Menu plays.

(Optional) For Multiple Folder mailboxes: Enter a folde r number (

 for Saved Message

Folder,

~ for Personal

Folders).

Note To create or chang e

Multiple message folders: Stratagy ES plays the recorded names/comment/numbers of all available folders. You are requested to enter a valid folder number where you want the message saved.

If an invalid number is entered, Stratagy ES automatically saves the message in folder

personal folders, see

“Manage Personal Folders” on page 78.

.

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Play Messages

Note Messa ges are not moved to the saved

folder until you log out of your mailbox, enabling you to return to the new message folder and replay the message.

The Play Messages Me nu plays.

 Delete the current

message

Flags the current message for deletion. The Play Messages Menu plays. When you exit Play Messages, Stratagy ES tells you the number of messages to be deleted. If you do not want to delete a message, save the message before exiting your mailbox.

Note Stratagy ES can be progr ammed t o purge

messages after a preset length of time. Consult your System Administrator. Stratagy ES notifies you before purging messages.

 Forward the current

message

With the exception of private messages, all messages can be forwarded to a single user, multiple users, or a destination list. See

“Forward a Message” on page 43 for details on

this feature.

 Reply to the current

message

Your reply is sent to the originator of the message. In additi on, you c an send your repl y to a single user , multiple users, or a des tination list. See “Reply to th e Cur re nt M ess age” on page 46 for details on this feature.

 Special Functions Stratagy ES prompts with the options. See

“Special Functions” on page 29 for instructions

on using this option.

 Replay the current



The current message plays from the beginning.

message

 Play the previous



message

The previous message pla ys fro m the begi nning.

Note If you are at the top of the message

folder, pressing bottom of the same fold er.

 takes you to the



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 Return to Main Menu Stratagy ES tells you the total nu mber of

Special Functions

You can print or send faxes, check the date and time a message was sent, or review a message set for future delivery in the Play Messages Menu.

Play Messages

Special Functions

messages that will be deleted when you log out of your mailbox, and then returns to the Main Menu.

When you play a message, this option is available by pressing

Note If a message does not contain a fax, Stratagy ES does not play Fax options.

 Special Functions.

➤ Press an option number:

 Immediate Fax print of

all fax documents within a fold er

Retrieves (prints) all the faxes from your mailbox while calling from a fax machine (or other device capable of receiving a fax) with a handset.

 Immediate Fax print of

current fax document

Retrieves (prints) the current fax from your mailbox while calling from a fax machine (or other device capable of receiving a fax) with a handset.

 Send all Fax documents

within a fold er to a fax

Stratagy ES prompts for the fax machine ’s telephone number.

machine for print

Enter fax ma chine’s telephone number.

 to accept entry The system sends all fax messages to a fax

Press

machine (or other device capable of receiving a fax) for retrieval (print). The Play Messages Menu plays.

...or

to re-enter fax



number.

 Send Current Fax to fax

machine for print

Stratagy ES prompts for the fax machine ’s telephone number.

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Play Messages

Special Functions

Enter fax ma chine’s telephone number.

Press

 to accept entry The system sends a fax message currently

residing in your mailbox to a fax machine (or other device capable of receiving a fax) for retrieval (print). The Play Messages Menu plays.

...or

to re-enter fax



number.

 Message Date and Time The date and time the message was received

plays, followed by the entire message.

Note If your System Administrator

programmed an automatic date and time stamp for all messages, the stamp plays automatically at the beginning of each message.

 Future Delivery Review Stratagy ES announces the total number of

future delivery messages and plays the first message (i. e., future delivery time/date, destination mailbox, and the entire message) based on chronological order. Stratagy ES automatically saves the message for future delivery.

While the message is playing or immediately after, you can press play the next message,

 to



to save the c urrent message,

 to delete the

current me ssage and/or

 to return to the Special

Functions Menu.

 Continuous Delete Stratagy ES prompts for  or

entry.



30 Stratagy ES User Guide 01/03

Page 45

Play Messages

Special Functions

Press  to delete all messages

...or

to cancel option. Returns to Play Messages Menu.



 New/Saved message

folder (toggle) If personal folde rs exist,

enter a folder number

 to go to new

...or folder,

 to go to Saved

Message Folder, or return to previous menu.

Deletes multiple messages at one time in your New, Saved or Personal Message Folder(s) without additional action from you.

Note See the Continuous Play feature on page

32 before using Continuous Delete.

The number of messages deleted is based on a preset length of t ime (d esigna te d in mi nutes) s et by your System Administrator on a system-wide basis.

Important! The deletion starts with the first

message in the folder and continues until the preset time has expired. Both heard and unheard messages are del et ed. If there are multiple folders, the deletion occurs only in the folder you are in when you press

for

continuous delete.

Stratagy ES checks the system for any personal folders you have created. If personal folders exist, Stratagy ES prompts for a personal folder number. If none exist, this feature operates as a toggle and moves you back and forth between the New and Saved Message Folders.



Stratagy ES User Guide 01/03 31

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Play Messages

Special Functions

 Continuous Play Plays many messages at a time in your New,

Saved or Personal Message Folder(s) without additional action from you.

Note Messages played in the New Message

Folder remain as new messages and are not automatically saved.

The number of messages played is based on a preset length of recorded time (designated in minutes) and therefore varies. (Your System Administrator sets the length of time on a system-wide basis.) The messages played are those whose cumulative time is equal to, or l ess than, the designated number of minutes.

Important! The playback starts with the first

message in the folder and continues until the preset time has expired. If there are multiple folders, the playback occurs only in the folder you are in when you press

for continuous playback.

Ask your System Administrator to verify that you have this option.

 Return to previous

Stratagy ES returns to the Play Messages Menu.

32 Stratagy ES User Guide 01/03

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Play Messages

Retrieve and Listen to E-mail Messages

Note This feature is only available to users of Stratagy ES with Unified Messaging

(UM) and Text-to-Spee ch (TTS) capabilities . Check with your System Administrator to find out if your system is configured for this feature.

When you press

 (menu shown below) fro m the Main Me nu, Stratagy ES announces

how many new e-mail messages you have, and gives you the oppor tunity to have them read to you. By pressing

, Stratagy ES retrieves and begins reading your e-mail

messages using an automated voice. The order in which they are re ad to you, is dete rmin ed by your e-mail servi ce. In most

cases, this is in the order in which they w ere received.

From the Main Menu:

Retrieve and Listen to E-mail Messages

Listen to e-mail message

Replay the current e-mail message

Save the current e-mail mesage

Delete the current e-mail message

Forward the current e-mail message

Reply to the current e-mail message

Return to the Main Menu

Delete e-mail messages

Cancel deletion of e-mail messages

5453

1. From t he Main Menu, press

.

The system accesses your e-mail account and prompts you with the number of new e-mail messages you have. The E-mail Message Menu plays.

2. Press

 to play your e-mail

messages.

An e-mail message plays. The system tells you if a attachment(s) is present. Stratagy ES can only alert you of the presence of attachments, it cannot administer them in any way.

Stratagy ES User Guide 01/03 33

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Play Messages

Retrieve and Listen to E-mail Messages

3. (Optional) While the message plays or immediately after, you can select one of the following:

 Play the next e-mail

message

 Save the current e-mail

message

 Delete the current

e-mail message

 Forward the current

e-mail message Comments can be

recorded for this message, which is attached as a standard .wav file to the original message.

Skips to the beginning of the next e-mail message.

Note If you reach the end of your e-mail

messages , pressing

 takes you back to

the previous menu.

The e-mail message remains in your e-mail mailbox and the E-Mail Message Menu plays.

Marks the cu rrent e-mail message for deletion from your e-mail accou nt. The Listen to E-mail Message Menu plays.

Important! If you only press  and then hang

up, the message is not deleted. You must pr e ss

 to exit this menu

in order for the deletion to be complete.

Stratagy ES requests address information. After the first destination has been entered, ad dit ional destinations can be entered by pressing

. The

destination user must have a Stratagy ES voice mailbox with an e-mail address designated within that mailbox.

If the destination mailbox does not support e-mail, the system informs you that this was an invalid entry. E-mail messages cannot be forwarded to Stratagy ES Personal or System Distribution Lists.

Note Check with your System Administrator to

see if your mailbox is set up for this feature.

34 Stratagy ES User Guide 01/03

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Play Messages

Retrieve and Listen to E-mail Messages

 Reply to the current

e-mail message

Stratagy ES creates an e-mail message with your reply attached as a s tandard .wa v audio fi le and sent to the originator.

 Replay the current



e-mail message

 Return to Main Menu Stratagy ES tells you the total number of e-mail

The current e-mail message plays from the beginning.

messages that will be deleted when you leave this menu, and asks for confirmation.

 Delete e-mail

messages that are marked for d eletion

 Cancels deletion of

e-mail messages

Stratagy ES deletes all the messages you marked for deleti on and re turns you to the Mai n Menu.

Stratagy ES saves the messages and the E-mail Message Menu plays.

marked for d eletion

Stratagy ES User Guide 01/03 35

Page 50

Play Messages

Retrieve and Listen to E-mail Messages

36 Stratagy ES User Guide 01/03

Page 51

Send Messages 4

You can record and send a message from any touchtone telephone to another Stratagy ES user, several users, or to a personal or system distribution list.

This chapter covers:

• Recording controls

• Send a message

• Forward a message

• Reply to the current message

• Special Delivery options

• Future Delivery

• Send a fax

Stratagy ES User Guide 01/03 37

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Send Messages

Recording Controls

While recording a message, you can pause/resume the recording or end the recording using the following keys (shown below).

Pause/Resume

(toggle or 30 secs.)

 Pause/Resume (toggle or 30 seconds)

At any time while recording mess ages to anot her mailbox in the s ystem, you can pre ss

 to pause the recording. The message resumes recording as soon as you press .

Stratagy ES prompts you with, “Begin recording... (Beep).”

End recording

3096

If within a defined amount of time (default is 30 seconds) you do not press

,

Stratagy ES restarts another 30-second pause. If during the second 30-second pause you:

• Do not press any key, Stratagy ES assumes you have cancelled the message and

returns to the Ma in Menu.

• Press , Stratagy ES returns you to the Send Messages Menu and you can send,

review or record over the message.

 End Recording

After recording a message, press  to end the recording.

38 Stratagy ES User Guide 01/03

Page 53

Send a Message

Using the Send Messages Menu (shown belo w), you can recor d a message an d send it to single mailbox or multiple destinations (e.g., personal or system distribution list), forward a message (with a comment), or reply to a message sent you.

From the Main Menu:

Play Messages

Forward the current message

Reply to the current message

Send Messages

Enter destination (one of the following):

Mailbox number plus

Directory plus name

Personal Distribution List (1~25)

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

Special Delivery Options

Set Urgent status (On/Off)

Set Private status (On/Off)

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

Send Messages

Send a Message

While recording a message, you can press:

Pause/Resume (toggle or 30 seconds)

End recording

Select from the following:

Mailbox number plus

Directory plus name

Personal Distribution List (1~25)

Press when finished.

Set the Hour (1~12)

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)

4555

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Send Messages

Send a Message

1. From the Main Menu, press

.

2. Enter one of the following destinations:

0DLOER[QXPEHU plus .

Press

 again to record a

message without playing the user’s name.

 Directory plus the first

letters (Q=7, Z=9) of the user’s first or last name

...or the first letters of a system distribution list name.

Stratagy ES prompts you to enter the de stination (i.e., mailbox number, Personal or System Distribution List, or Multiple Destinations).

If you entered a user’s mailbox number, Stratagy ES plays the user’s name or mailbox number for confirmation.

If you entered a system di stri butio n list mailbox number, Stratagy ES plays the list comment or number for confirmation. Ask your System Administrator for more infor ma ti on about system lists available to you.

Note If your Stratagy ES system is designed

with a fixed length number for your mailbox number, do not press

 after

entering a mailbox number. See your System Administrator for specific operation of your system.

Stratagy ES plays the first match for the combination of letters you entered.

Note See your System Administrator for

specific operation of your system.

Note Entry must be at le ast

three letters long.

to select the

Press name as the dest in ati on,

to hea r the next name,

to cancel your



entry and re-enter.

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Send Messages

Send a Message

 plus a Personal

Distribution List number (

~).

Stratagy ES plays the list comment or number for confirmation. See “Manage Personal

Distribution Lists” on p age 74 to create or

revise a destination (distribution) list.

 Multiple Destinations You are prompted for the destinations: mailbox

number, directory and/or

 Personal

Distribution List.

Note If you forget to enter any destination(s),

you can press

 Additional Destinations

after you record your message to add destinations (see page 42).

3. Record a message after the tone. When finished, press

.

While recording, you can press

 to pause/resume

(toggle or 30 seconds) the recording.

4. Press

 again to send the

message immediately

Stratagy ES tells you that your message has been sent and returns you to the Main Menu.

Important! If you pressto send your

message, you cannot use the special re cording and sending options.

...or before sending the message, you can use al l of the following options in any combination a s often as desired.

 Review recording The recording plays.  Re-record

The system prompts you to record at the beep.

when done.

Press

Stratagy ES User Guide 01/03 41

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Send Messages

Send a Message

 Append recording

The appended recording plays after the already recorded portion of the message. The system

when done.

Press

 Select Additional

Destinations

 Special Delivery

Options

prompts you to record at the beep. Send the message to additional destinations.

(See Step 2 on page 40 for instructions.) You can send a message as urgent, private, or

with a return receipt req uest. The settings may be used in any combinat ion and may be ch anged prior to sending the message.

See “Special Delivery Options” on page 48 for instructions on using this option.

 Set Future Delivery Y ou ca n have your message del ivered at a futu re

specified time and date . See “Future Delivery” on page 49 for instructions on using this option.

Cancel message and



select new destination

Cancel and Return to



the Main Menu

Cancels the message and returns you to Step 2 on page 40.

Cancels the message an d returns you to the Main Menu.

42 Stratagy ES User Guide 01/03

Page 57

Forward a Message

Any message sent to you that is not marked as Private can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.

Send Messages

Forward a Message

1. From the Play Messages Menu, press

.

2. Enter one of the following destinations:

0DLOER[QXPEHU plus .

Press

 again to record a

message without playing the user’s name.

 Directory plus the first

letters (Q=7, Z=9) of the user’s first or last name

Stratagy ES prompts you to enter the de stination (i.e., mailbox number, Personal or System Distribution List or Multiple Destinations).

If you entered a user’s mailbox number, Stratagy ES plays the user’s name or mailbox number for confirmation.

Note If your Stratagy ES system is designed

with a fixed length number for your mailbox number, do not press

 after

entering a mailbox number. See your System Administrator for specific operation of your system.

Stratagy ES plays the first match for the combination of letters you entered.

Note See your System Administrator for

specific operation of your system.

...or the first letters of a system distribution list name.

Note Entry must be at le ast

three letters long.

Stratagy ES User Guide 01/03 43

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Send Messages

Forward a Message

3. (Opti onal) Press a message (comment) after the tone. When finished, press

4. Press the message immediately

Pressto select the name as the destination,

to hear the nex t name,

to cancel yo ur entry



and re-enter.

 plus a Personal

Distribution List number (

~).

Stratagy ES plays the list comment or number for confirmation. See “Manage Personal

Distribution Lists” on p age 74 to create or

revise a destination (distribution) list.

 Multiple Destinations You are prompted for the destinations: mailbox

number, directory and/or

 Personal

Distribution List.

Note If you forget to enter any destination(s),

you can press

 Additional Destinations

after you record your message to add destinations (see page 45).

 to record

.

While recording, you can press

 to pause/resume

(toggle or 30 seconds) the recording.

 again to forward

Stratagy ES tells you that your message has been forwarded and returns you to the Main Menu.

Important! If you press to forward your

message, you cannot use the special re cording and sending options.

...or before sending the message, you can use any of the following options:

44 Stratagy ES User Guide 01/03

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Send Messages

Forward a Message

 Review recording The forwarding comment plays.  Re-record

The system prompts you to r eco rd t he comment at the beep.

when done.

Press

 Append recording

The appended forwarding comment plays after the already recorded message comment. The

when done.

Press

 Select Additional

Destinations

system prompts you to record at the beep. Send the forwarded message to additional

destinations. (See Step 2 on page 43 for step-bystep instructions.) You may repeat this step as often as necessary.

 Special Delivery

Options

You can send a message as urgent, private, or with a return receipt req uest. The settings may be used in any combinat ion and may be ch anged prior to sending the message.

See “Special Delivery Options” on page 48 for instructions on using this option.

 Set Future Delivery Y ou ca n have your message del ivered at a futu re

specified time and date . See “Future Delivery” on page 49 for instructions on using this option.

Cancel message and



select new destination

Cancel and Return to



the Main Menu

Cancels the message and returns you to Step 2 on page 43.

Cancels the message an d returns you to the Main Menu.

Stratagy ES User Guide 01/03 45

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Send Messages

Reply to the Current Message

Stratagy ES lets you reply to a message that you are currently playing. When you reply to a message sent from within a Stratagy ES user’s mailbox, you do

not have to select a destination since Stratagy ES “remembers” the source of the message. You can send the reply to additional destinations.

If the message was not recorded fro m a user’s mailbox, you may still reply to the message but you must enter the destination mailbox number.

When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply message from [name or mailbox number].”

1. From the Play Messages Menu, press

2. (Optional) If the message was not recorded from a user’s mailbox, you must enter a destinati on (see Step

2 on page 40 for

instructions).

3. Record your reply after the tone. When finished, press

.

While recording, you can press

 to pause/resume

(toggle or 30 seconds) the recording.

4. Press

 again to send the

reply immediately

.

You are prompted to record your reply to the message.

Stratagy ES tells you that your reply has been sent and returns you to the Main Menu.

Important! If you press to send your reply

you cannot use the special recording and sending options.

46 Stratagy ES User Guide 01/03

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Send Messages

Reply to the Current Message

...or before sending the message, you can use any of the following options:

 Review recording The recording plays.  Re-record

when done.

Press

 Append recording

when done.

Press

 Select Additio nal

Destinations

 Special Delivery

Options

The system prompts you to record at the beep.

The appended recording plays after the already recorded portion of the message. The system prompts you to record at the beep.

Send the message to additional destinations. (See Step 2 on page 40 for instructions.)

You can send a message as urgent, private, or with a return receipt req uest. The settings may be used in any combinat ion and may be ch anged prior to sending the message.

See “Special Delivery Options” on page 48 for instructions on using this option.

 Set Future Delivery You can have your message delive red at a future

specified time and date . See “Future Delivery” on page 49 for instructions on using this option.

Cancel reply Cancels the reply and returns you to Step 3 on



Cancel and Return



to the Main Menu

page 46.

Cancels the message an d returns you to the Main Menu.

Stratagy ES User Guide 01/03 47

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Send Messages

Special Delivery Options

You can send a message as urgent, private, or with a return receipt request. The settings may be used in any combination and may be changed prior to sending the message.

When you send, forward or reply to a message, this option is available by pressing Special Delivery Options.

➤ Enter an option number:

 Set Urgent status

(toggle)

Urgent messages play first in the New Message Folder.

To remove the urgent status, press

 then 

again.

 Set Private status

Private messages cannot be forwar ded.

(toggle) To remove the private

status, press

 then 

again.

 Set Return Receipt

request (toggle)

Stratagy ES notifies you when and by whom the message was received and plays the original message.

To remove the return

Only messages that have bee n deleted , saved, or

receipt request, press then

 again.



marked as Pending (if so enabled) by the destination mailbox submit a Return Receipt notification.

 Return to previous

Stratagy ES returns you to the previous menu.



48 Stratagy ES User Guide 01/03

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Future Delivery

Stratagy ES can be configured so that your message is delivered at a future specified time and date. When you send, forward or reply to a message, this option is available by pressing

Since each of the settings default to the current time/date, you do not need to enter all the options. For example, if you have recorded a message and want to have it delivered that afternoon at 2:30 p.m., you only need to enter the hour (2), select p.m. and enter the minutes (30) using options 1 and 2.

After markin g the message for future d elivery, you can review (play, save, delete) the message at any time before it is sent. See Chapter 3 – Play Messages for instructions on using the Future Delivery Review option.

➤ Enter an option number and

Set Future Delivery.

press

.

 Set Hour (~)

 AM

 PM  Set Minutes (~)  Set Day (~)  Set Month (~)  Set Year (two or four

digits)

 Return to previous

Send Messages

Future Delivery

Stratagy ES prompts you to select a.m. or p.m.

Two-digit numbers less than the last two digits of the current year are set for the twenty-first century. For example, enter

 to set 2001.

Stratagy ES plays the messa ge delivery time and date and returns you to the previous menu.

Note Once the message has been sent, you can

review, continue to send (save), or delete this message using the Future Delivery Review option on the Play Messages Menu. (See Chapter 3 – Play Messages.)

Stratagy ES User Guide 01/03 49

Page 64

Send Messages

Send a Direct Fax

Stratagy ES enables you to send a fax to a mailbox when you are calling from a fax machine handset.

1. Put the document to be faxed into the fax machine.

2. From the fax machine handset, dial the number for Stratagy ES.

3. Press

4. Enter the destinat ion

5. (Opti onal) Press

. The system prompts yo u to enter the desti nation

mailbox. Finish by pressi ng

.

 to record

a comment. Begin recording at the tone.

Finish by pressing

After recording, you can press:

 Review comment The complete comment plays.  Re-record

The company greeting plays.

mailbox for your fax. Stratagy ES prompts you to record a comment,

enter an additional destination or send the fax.

The system prompts you to record at the beep.

.

The system prompts you to record at the beep.

 when done.

Press

 Append recording

The appended comment plays after the already recorded portion. The system prompts you to

when done.

Press

 Cancel recording The comment is cancel ed. The sys tem re turns t o

record at the beep.

the previous menu.

 Save recording Strat agy ES tells you that the comment has b een

recorded and returns to the previous menu.

50 Stratagy ES User Guide 01/03

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Send Messages

Send a Direct Fax

6. (Optional) Press  Additional Destinations.

7. Press the

6WDUW key on the

fax machine and hang up the handset.

Send the message to additional destinations. (See Step 2 on page 43 for step-by-step instructions.) You can repeat this step a s often as necessary.

The fax is processed and sent to the destination mailbox(es).

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Send Messages

Send a Direct Fax

52 Stratagy ES User Guide 01/03

Page 67

Manage Mailbox 5

Stratagy ES provides special options to customize and manage your mailbox features (menu shown below).

From the Main Menu:

Manage Mailbox

Change Greeting Change User Options Manage Personal Distribution Lists Manage Guest Mailboxes Manage Personal Folders Return to Main Menu

4576

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Manage Mailbox

Change Greeting

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

This section discusses the three basic greeting controls (menu shown below):

• Create or record over a personal greeting

• Select a personal greeting

• Review a personal greeting

From the Main Menu:

From the Manage Mailbox Menu:

Manage Mailbox

Change Greeting

~ Select a Personal Greeting

Select System Greeting

Review selected greeting

Record (new) greeting

Review recording

Re-record

Append recording

Cancel recording

Save recording

Return to previous menu

Review current greeting

Return to previous menu

4550

54 Stratagy ES User Guide 01/03

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Manage Mailbox

Change Greeting

Create or Record Over a Personal Greeting

Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can prerecord greetings for the days of the week when you are out of the office or on vacation. You can update personal greetings as often as you want.

You can record and store up to seven di f feren t recor ded greet ings fr om which you can select as your personal greeting. The System Administrator can also schedule your greetings to play automatically at different times.

1. From the Manage Mailbox Menu, press

2. Enter a number from

3. Press

 to record the

greeting (speak slowly and clearly). P ress done.

.

~. Your greeting is identified by the number

 when

Stratagy ES plays the Change Greeting options.

chosen. For example, you can record a general greeting as greeting 1, the n recor d a greeting f or holidays as greeting 2. Later, you can choose which one plays. You can re-record a greeting at any time.

The following information should be included in your Personal Greeting:

• Your name

• Company and/or department

• Date

• Your availability

• Instructio ns to leave a detailed me ssage

• Call coverage options

Sample Gre eting “Hi. This is Ma ry Smith of the Toshiba

Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your ca ll h as bee n for warded t o my voice mailbox. If at t he tone you l eave a detai led message and a telephone number where I can reach you, I will be happy to return your call.”

Stratagy ES User Guide 01/03 55

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Manage Mailbox

Change Greeting

4. (Optional) After r ecording, you can press:

 Review recording The complete greeting plays.  Re-record

 when done.

Press

 Append recording

 when done.

Press

You can repeat options 1~3 as many times as you wish.

The system prompts you to record at the beep.

Appending a greeting enables you to add information to the end of your already recorded greeting. The system prompts you to record at the beep.

 Cancel recording The greeting is canceled. The system returns to

the previous menu.

 Save recording Stratagy ES tells you that greeting (number) has

been recorded and returns to the previous menu. Again, you are given the option to review or record over the greeting you have just recorded.

5. Press

6. Press

7. Repeat Step 3 on page 55

 to return to the

previous menu.

 and select another

greeting number (

~).

for any additional greet ings you want to record.

You are given the option to record another greeting.

Important! The last greeting selected or

recorded is the greeting that callers hear as your mailbox greeting.

8. To return to the Main Menu, press

.

Stratagy ES plays the Main Menu options.

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Select a Person al Greeting

Manage Mailbox

Change Greeting

1. From the Manage Mailbox Menu, press

.

2. Enter a personal greeting number (

...or

~)

 to select the system

greeting.

...or

to review the current



greeting.

3. Press

 to return to the

previous menu

...or

 to return to the

Manage Mailbox Menu ...or

to return to the

Main Menu.

Stratagy ES plays the Change Greeting options.

Y our callers hear the se lected gre eting when you do not answer or when your telephone is busy.

Your callers hear the system greeting when you do not answer or when your telephone is busy.

Note If you have recorded a busy greeti ng, t his

greeting does not play when your telephone is busy (see “Select Bus y

Greeting” on page 63 for details).

Important! The last greeting selected o r

recorded is the greeting that callers hear as your mailbox greeting.

The current greeting plays.

Stratagy ES returns to the previous menu.

The Manage Mailbox Menu plays.

The Main Menu plays.

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Manage Mailbox

Change Greeting

Review a Personal Greeting

1. From the Manage Mailbox Menu, press

2. Press

3. Press



current greeting

...or enter a number from

~, then press  to review

the greeting.

 to return to the

previous menu

...or

 to return to the

Manage Mailbox Menu ...or

to return to the

Main Menu.

.

to review the

Stratagy ES plays the Change Greeting options.

The current greeting pla ys. Stratagy ES prompts you with the Change Greeting Menu options.

Note Pressing

greeting selection.

The greeting plays. Stratagy ES prompts you with the Change Greeting Menu options.

Stratagy ES returns to the previous menu.

The Manage Mailbox Menu plays.

The Main Menu plays.

does not affect the current



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Change User Options

Stratagy ES provides a number of special options to improve time management and productivity (menu shown below). For example, the DND feature can provide blocks of time for meetings or projects uninterrupted by the ringing of a telephone.

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change User Options

Change Do Not Disturb (On/Off) Change Call Screening (On/Off) Change Security Code Select Busy Greeting (toggle) Record Busy Greeting Record your Name Change message Notification Set Automatic Message Copy Review Option Settings

Return to previous menu

Manage Mailbox

Change User Options

4553

Important!

• If you do not hear all the options for this menu, they may not be conf igur ed for your

mailbox or system. Please ask your System Administrator to verify which user options are available to you.

• If the DND, Call Scr een ing or busy gr e eting fe atur es d o not func tion aft er you hav e

enabled them, contact you r System Administrator. These features can only operate if Stratagy ES performs as the Automated Attendant (AA) and your telephone system or telephone may be performing that function instead.

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Manage Mailbox

Change User Options

Change Do Not Di st urb (DND) Setting

If you set this feature to On, Stratagy ES automatically sends calls to your mailbox without first ringing your telephone. The System Administrator can also set this feature to turn On or Off automatically at pre-scheduled times and/or days of the week.

1. From the Manage Mailbox Menu, press

2. Press

. A prompt verifies the current status (On/Off) of

3. (Optional) Press

.

 again to

reset the feature, if required.

4. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

Main Menu.

Stratagy ES plays the Change User Options Menu.

the DND feature.

Important! DND on the Stratagy ES voice

processing system is different from the DND features for your telephone system. If your telephone comes with a DND button or feature, it works independently fr om t his featur e o n Stratagy ES.

Pressing  toggles the DND feature On and Off.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

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Manage Mailbox

Change User Options

Change Call Screening Setting

If you set this feature to On, Stratagy ES asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you and provides you with special options to handle the call (menu shown below).



Receive the call Reject the call and let the call forward



to your mailbox



Transfer the call to another extension with an announcement



Transfer the call to another extension without an announcement

The System Administrator can also set this feature to turn On or Off automatically at pre-scheduled times and/or days of the week.

1. From the Manage Mailbox Menu, press

2. Press

. A prompt verifies the current status (On/Off) of

.

Stratagy ES plays the Change User Options Menu.

the Call Screening feature.

3. (Optional) Press reset the feature, if

 again to

Pressing  toggles the Call Screening feature On and Off.

required.

4. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Main Menu.

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Manage Mailbox

Change User Options

Change Security Code

Each mailbox in the system has a security code. The code must be entered by you in order to “log on” to your mailbox, enabling you to access your messages, settings, greetings, etc.

Note You can change your secu rity c ode as often as you wish to en sure the pr ivacy o f

your messages and personal greetings.

1. From the Manage Mailbox Menu, press

2. Press

. Stratagy ES prompts you to enter your new

.

3. Enter your new security code +

.

4. Re-enter your new security code +

.

Stratagy ES plays the Change User Options Menu.

security code and notifies you of the number of allowable digits.

For example, Stratagy ES might prompt “the new security code must have at least 3 digits and 16 maximum digits” or “the new security code must be exactly 4 digits.”

Stratagy ES prompts you to re-enter your new security code for verifi cation.

After entering the security code a second time, Stratagy ES announces that your security code has been ch anged.

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Select Busy Greeting

Manage Mailbox

Change User Options

1. From the Manage Mailbox Menu, press

2. Press

. A prompt verifies the current st atus (custom/

3. (Optional) Press

.

 again to

reset the feature, if required.

4. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

Main Menu.

Stratagy ES plays the Change User Options Menu.

system) of the Busy Gr eeting feature. Pressing  toggles between selecting your

custom busy greeting and the system busy greeting.

Note The custom busy greeting must be

recorded before it can be selected (see

“Create or Record Over Busy Greeting”

on page 64).

You can select another user Manage Mailbox option.

You can select another Main Menu option.

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Manage Mailbox

Change User Options

Create or Record Over Busy Greeting

You can record your own custom busy greeting (menu shown below) that plays when callers reach your extensi on and it is busy. While your callers are listening to the busy greeting, they can enter a different mailbox number, press your mailbox by the System Admini str at or ), or re main on the line to leave a message.

From the Change User Options Menu:

Record Busy Greeting

Record a greeting

Press when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

Note Depending on the configuration of your telephone and telephone system,

Stratagy ES may not receive a busy tone when callers reach your extension. If Stratagy ES doesn’t receive a busy tone, your selected personal greeting plays instead.

to hold (if configured for



4556

If a custom greeting is not recorded, the defa ult system busy greeting plays.

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Manage Mailbox

Change User Options

1. From the Manage Mailbox Menu, press

2. Press

. Stratagy ES prompts you to record your custom

.

Stratagy ES plays the Change User Options Menu.

busy greeting.

3. Begin r ecording at the t one. Press

 when done.

Sample Gre eting: “Thanks for calling. I’m cu rrently on th e p hone.

If you would like to hold, press star, or you can leave me a message after the tone.”

4. (Optional) After r ecording, you can press:

 Review greeting The complete greeting plays.  Re-record

The system prompts you to record at the beep.

Begin recording at the tone. Press

 when

done.

 Append recording

The appended greeting plays after the already recorded portion of the greeting. The system

Begin recording at the tone. Press

when

prompts you to record at the beep.

done.

 Cancel recording The greeting is canceled. The system returns to

the previous menu.

 Save recording Stratagy ES tells you that the greeting has been

recorded and returns to the previous menu.

5. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Main Menu.

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Manage Mailbox

Change User Options

Record Your Name

Your name is announced whenever the directory is accessed, you select the system greeting, or a message is sent by another Stratagy ES user.

Stratagy ES prompts you through the entire recording sequence (menu shown below) . You can re-record your name at any time simply by repeating these steps.

From the Change User Options Menu:

Record your Name

Record your name and

press when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

4557

Note Some Stratagy ES systems may not be configured to play your name when you

log on to your mailbox.

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Manage Mailbox

Change User Options

1. From the Manage Mailbox Menu, press

2. Press

. Stratagy ES prompts you to record your name.

.

Stratagy ES plays the Change User Options Menu.

3. At th e tone, state you r name slowly and clearly.

Press

 when done.

4. (Optional) After r ecording, you can press:

 Review recording Your newly recorded name plays.  Re-record

You can re-record your name as often as you wish.

 when done.

Press

 Append recording

You can add a short comment that plays at the end of the recording (for example, a vacation

 when done.

Press

 Cancel recording You can cancel your newly recorded name (and

announcement).

extension) and return to the previous menu.

 Save recording Stratagy ES confirms that your name has been

recorded. Stratagy ES returns to the previous menu.

When your mailbox is accessed, you can select either the system or personal greeting to play.

See Chapter 5 – Manage Mailbox for instructions on selecting and creating greetings.

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Manage Mailbox

Change User Options

Change Message Notification

Your mailbox can have notifica tion recor ds programmed by the System Administr ator with a specific notification method (message waiting lights, pagers, voice, etc.) and the time/day when th at not if ication record applies. The repeat count (how many times the notification is attempted) and interval for retrying the notification is also set.

Once you have enabled a notification record by entering the template number (menu shown below), Stratagy ES automatically performs the chosen notification method.

The Stratagy ES enables you to change digits t hat a not ific ation may use in an at tempt to notify you of a message. These digits could be the number where you can be reached, your paging service, or the number that displays in a digital pager’s LCD screen. It depends on how the notification event has been programmed.

From the Change User Options Menu:

Change message Notification

Enter notification template number

or enter for a list of templates

Enable/Disable notification template (toggle)

Change notification digits

Save changes

Return to previous menu

4558

1. From the Manage Mailbox Menu, press

2. Press

. You are told the number of notification records

.

Stratagy ES plays the Change User Options Menu.

you have and are prompted to enter the notification record number.

3. Enter the notification template nu mber

Stratagy ES confirms the template number, either speaks or spells the template title, states whether the template is enab led or disab led, and tells you the phone number (if applicable).

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Manage Mailbox

Change User Options

...or if you do not remember the template number you want, press

.

The system plays a template header record for each notification template consisting of the template number and title (e.g., CTX message light on). After each header record plays, you are asked to select the record or hear the next

 to select the

Press notification template or

record.



to hear the next record.

4. Press an option number:

 Enable/disable

notification template (toggle)

 Change notification

Pressing  toggles the notification template between Enable and Disable. After pressing prompt verifies the current status.

Stratagy ES veri fies the numb er entered.

digits Enter the new

notification digits and

.

press

 Save changes Stratagy ES tells you that the notification

template changes have been recorded. Stratagy ES returns to the previous menu.

 Return to previous

Stratagy ES cancels the change message notification options and returns to the previous menu.

5. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Main Menu.

, a

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Manage Mailbox

Change User Options

Set Automatic Message Copy

When enabled, the Automatic Message Copy feature (menu shown below) automatically copies messages from your mailbox to a designated mailbox.

You can choose to copy all your messages or only the messages marked urgent, designate the mailbox destination for the copies, and set the time of day for copying the messages that arrive at your mailbox. You can also set a time delay, if one is needed.

From the Change User Options Menu:

Set Automatic Message Copy

Copy All Messages

Copy Urgent Messages

Return to previous menu

4559

Enable/Disable copy (toggle)

Enter copy Destination

Confirm

Re-enter

Cancel and return to previous menu

Set Delay Time

Set Hour

Set Minutes

Set Day

Save changes and return to previous menu

Set copy Start Time

Set Hour

Set Minutes

Return to previous menu

Set copy End Time

Set Hour

Set Minutes

Return to previous menu

Save changes and return to

previous menu

Return to previous menu

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Manage Mailbox

Change User Options

1. From the Manage Mailbox Menu, press

2. Press

. Stratagy ES plays the Aut omatic Message Copy

.

Stratagy ES plays the Change User Options Menu.

Menu.

3. Press

 to copy all

messages

Stratagy ES confirms the automatic message copy for al l messages is enabled/d isabled, the mailbox where the message will be copied, delay time, and auto copying starting/ending times.

...or

 to copy only urgent

messages

Stratagy ES confirms the automatic message copy for urgent messages is enabled/disabled, the mailbox where the message will be copied, delay time, and auto copying starting/ending times.

...or

 to return to previous

Stratagy ES returns to the previous menu.

menu.

4. (Opti onal) You can select all of the following options in any combination:

 Enable/Disable (toggl e) Pressing  toggle s the message co py feat ure On /

Off.

 Enter message

destination

Press

 to confirm the

number, re-enter, or

 to erase and

to cancel



A prompt verifies the mailbox number and prompts you for an entry of

Pressing

 saves the mailbox number.

,  or



and return to previous menu.

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Manage Mailbox

Change User Options

 Set delay time Stratagy ES prompts you to enter the time.

 Set Copy Start Ti me. Stratagy ES prompts you to enter the time.

 Set Copy End Time. Stratagy ES prompts you to enter the time.

Select one of the

Only one of the following entries are allowed.

following:

 Set hour System prompts for number of hours to delay

message (maximum is 24 hours). Once you have entered the value, Stratagy ES saves the entry and returns to the previous menu.

 Set minutes System prompts for number of minutes to delay

message (maximum is 60 minutes). Once you have entered the value, Stratagy ES saves the entry and returns to the previous menu.

 Set day System prompts for number of days to delay

message (maximum is 25 days). Once you ha ve entered the value, Stratagy ES saves the entry and returns to the previous menu.

 Returns to previous

Saves current entry and ret ur n s t o the auto copy message.

Enter an option number and press

 Set Hour (~)

 Set Minutes (~)

.

Stratagy ES prompts you to select AM or PM.

 AM  PM

Enter an option number and press

 Set Hour (~)

 Set Minutes (~)

.

Stratagy ES prompts you to select AM or PM.

 AM  PM

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Manage Mailbox

Change User Options

 Saves changes and

returns to previous menu.

Cancel changes and



returns to previous menu.

 Return to the Manage

Mailbox Menu

...or

to return to

Main Menu.

Review Option Settings

1. From the Manage Mailbox Menu, press

2. Press

3. Press



Option Settings.

 to return to the

Manage Mailbox Menu

...or

to return to the

Main Menu.

.

to Review your

Saves the changes and returns to the auto copy message.

Cancels changes and returns to the auto copy message.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Stratagy ES plays the Change User Options Menu.

Stratagy ES verifies the status of your DND, Call Screening options and plays your selected busy message and name recording.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

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Manage Mailbox



Manage Personal Distribution Lists

The Manage Personal Distribution Lists feature enables you to create and manage up to 25 personal distribution lists. The lists consist of the mailboxes to which you most frequently send messages.

From the Manage Personal Distribution Lists Menu (shown below), you can review the list contents, add and delete mailboxes to the list, and record a list comment.

From the Main Menu:



Manage Mailbox

From the Manage Mailbox Menu:



Manage Personal Distribution Lists



Select ~ for a Personal Distribution Lists



Review current list



Add a mailbox to the list



Delete a mailbox from the list



Record a list Comment



Return to previous menu



1. From the Manage Mailbox Menu, press

.

Stratagy ES plays the Mana ge Personal Lists options.

2. Select the desired list number

~.

3. After selecting a list, you can press:

 Review your current list The system prompts you with the name (and

extension) of each mailbox on the list.

 Add a Mailbox to the

list

Stratagy ES prompts you to enter the mailbox number.

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Manage Mailbox

Manage Personal Distribution Lists

Enter the ma ilbox number or press Stratagy ES directory assistance. Press done.

 Delete a Mailbox from

the list

Enter the ma ilbox number or press Stratagy ES directory assistance. Press done.

 Record a list Comment

Record your comment.

 when done.

Press (Optional) After

recording, you can press

 to review recording, 

to rerecord,

 to append

the recording, cancel the recording or

 to save the recording

and return to the previous menu.

4. Press previous menu

...or

to return to the



 to return to the



Manage Mailbox Menu ...or

to return t o the



Main Menu.

 for

 when

 for

 when

 to

The name (and extension) plays. You can add additional mailbox numbers as needed.

Stratagy ES prompts you to enter the mailbox number.

The name (and extension) plays. The system prompts “Deleted.”

When sending a message, the comment plays each time the destination list is selected.

Stratagy ES prompts you to record the comment.

Stratagy ES returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

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Manage Mailbox

Manage Guest Mailboxes

Guest mailboxes provide limited access to the Stratagy ES system for temporary and project-oriented e mployees, such as c onsultants an d contractor s. Guest users may onl y send and receive messages to their host and other guests that share the same host mailbox.

The Guest mailboxes are selected from a system-generated list and assigned on a peruse basis. See your System Administrator for details if you have this feature.

Managing guest mailbox es enta ils c reati ng and de leti ng guest mailbo xes and r eset ting a guest password (menu shown below).

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Manage Guest Mailboxes

Create a Guest Mailbox

Delete a Guest Mailbox

Review your Guest Mailboxes

Reset Guest Password

Return to previous menu

4560

1. From the Manage Mailbox Menu, press

.

Stratagy ES plays the Manage Guest Mailboxes options.

2. Select one of the following:

 Create a Guest Mailbox The system prompts with a Guest Mailbox

number. Be sure to make a note of the number and the person you assign.

 Delete a Guest Mailbox Stratagy ES prompts you to enter the mailbox

number.

Enter the ma ilbox number. Press

 when

The system confirms the Guest Mailbox is deleted.

done.

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Manage Mailbox

Use Guest Mailboxes

 Review your Guest

Mailboxes

 Reset Guest Password Stratagy ES prompts you to enter the mailbox

Enter the ma ilbox number.

3. Press

 to return to the

Manage Mailbox Menu

...or

to return to the

Main Menu.

Use Guest Mailboxes

A guest user can access his/her mailbox in the same manner as a regular Stratagy ES user. The guest can play and send messages but is denied access to all Manage Mailbox Menu features except “ Name.”

Note See “Access Your Mailbox” on page 18 for instructions on accessing the guest

mailbox.

 Change Security Code” and “ Record your

The system lists your Guest Mailbox numbers.

number. Stratagy ES rese ts the passwo rd for the guest

mailbox. You can select another user Manage Mailbox

option. You can select another Main Menu option.

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Manage Mailbox

Manage Personal Folders

Your messages can reside in up to nine folders—one new, one saved and seven personal folders created by you for t he purpose o f saving you r messag es. The pers onal folders are for only your use.

At the time you create a folder, you are given the option of recording a “name/ comment” t hat serves a s the title or name for the folder (menu shown below). The comment plays each time you use the folder to confirm that you have chosen the correct one.

When you access your mailbox, Stratagy ES announces that you have “x number of new messages and x number of saved messages.” When you press Messages m enu to save a message, Stratagy ES plays the folder number and th e recorded name/comment of each of the available folders.

Y o u are requested t o enter a valid fo lder number where you wan t the message saved . If an invalid number is entered, Stratagy ES automatically saves th e me ssage in folder (i.e., standard save folder).

From the Main Menu:



Manage Mailbox

From the Manage Mailbox Menu:



Manage Personal Folders

 

Select ~ for a Personal Folder



Review folder name/comment



Record folder name/comment



Review recording



Re-record a folder Comment



Append a folder Comment



Cancel recording



Save recording and return to previous



Return to previous menu

 from the Play



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Manage Mailbox

Manage Personal Folders

1. From the Manage Mailbox Menu, press

2. Enter a number from

.

~. Number 1 is reserved for the standard save

Stratagy ES plays the Manage Personal Folders options.

folder and cannot be used.

3. Afte r selecting a fol der , you can press:

 Review folder name/

The system plays the f older name and comment.

comment

 Record the name and

comment At the tone, state the

folder name and comment slowly and clearly. Press

 when

done.

4. (Optional) After r ecording, you can press:

 Review recording The newly recorded folder name/comment

plays.

 Re-record

Press

 when done.

 Append recording

Press

 when done.

 Cancel recording You can cancel your newly recorded folder

You can re-record the folder name/comment as often as you wish.

You can add a short comment that plays at the end of the original comment.

name/comment and return to the previous menu.

 Save recording Stratagy ES confirms that the folder name/

comment has been recorded. Stratagy ES returns to the Manage Personal Folders menu.

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Manage Mailbox

Manage Personal Folders

5. Press  to return to the previous menu

...or

 to return to the

Manage Mailbox Menu ...or

to return to the

Main Menu.

Stratagy ES returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

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Using Stratagy ES with a

Strata CTX A

This appendix covers the use of Stratagy ES voice mail with the Strata CTX. Call Forward, Message Waiting, Toshiba Proprietary Integration, Direct Transfer to Voice Mail and Voice Mail Conference features are all described.

Note Check with your System Administrator about your company’s phone system

and telephones.

Call Forward

Note See Strata CTX 3000/2000-series Telephone User Guide for additional

information on programming and using this feature on your phone.

There are two types of Call Forwarding: System and Station.

• System Call Forward (which is set in Programming ) automaticall y directs call s to a

predefined location, suc h as Voice Mail.

• Station Call Forward enables you to assign Call Forward destinations for each

extension on your phone. Each extension can be independently set for a different Call Forward feature. You can set a flexible button to perform any Call Forward function.

Call Forward must be set prior to receiving the call.

Note Station Call Fo rward takes priority ove r System Call Forward.

Table 1 on page 82 contains the Call Forward Button sequences for performing Call

Forward. There are two ways to perform each Call Forward function. One, enter the button sequence as described, or two, program a flexible button to perform the sequence.

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Using Stratagy ES with a Strata CTX

Call Forward

➤ To use the Call Forward button sequence

➤ Follow the instructions in Table 1 below shown under “Button Sequence.” Some

features require additional input, such as:

• Destination – If the destinatio n is an out si de number, press

destination. The CTX accepts destination numbers of up to 32 digits.

• Timer – This is a two digit entry r epresent ing how long ( 8 to 160 se conds) your

telephone should ring before forwarding the call. If you enter one digit, you must press

Also, in the following table, (Tone) means that a confirmation tone plays at that point in the sequence.

Table 1 Call Forward Procedures

Feature Button Sequence

Call Forward - Station Call Forward Any Call (Internal and Incoming Line)



after entering the single digit.



after entering the

All Call Press Extension button + Busy Press Extension button + No Answer Press Extension button + Busy No Answer Pres s Exten sion button +  + De st. No . + Timer + Cancel Press Extension button + (Tone)

Call Forward - System Call Forward - Incoming Line Calls

All Calls Extension button + Busy Extension button + No Answer Extens io n butt on + Busy No Answer Extens ion button +  + Dest. No. (Tone) + Timer (Tone) + Cancel Extension button +  (Tone)

Call Forward - System

Activate Cancel

 (Tone)  (Tone)

 (Tone) + Destination No. (Tone)  (Tone) + Dest. No. (Tone)  (Tone) + Dest. No. (Tone) + Timer +



 (Tone) + Dest. No. (Tone)  (Tone) + Dest. No. (Tone)  + Dest. No. (Tone) + Timer (Tone) +



82 Stratagy ES User Guide 01/03

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Message Waiting

Use your 0VJLED/button and LCD to see/retrieve message(s). An extension can receive up to four simultaneous Message Waiting indications and

LCD messages. One message is reserved for the Message Center. Your phone can be programmed to have up to four additional (flexible) Message

Waiting buttons/LEDs. Ask if the se bu tt ons have be en programmed on your phone. If so, substitute them when the

Responding to a Lit Msg LED

1. On an LCD phone, if you see a “+” press 6FUROO to display additional messages; otherwise, go to S tep 2. The “+” indicat es addit ional messa ges. The LCD ca n show up to three station messages for your extension and three for each additional (phantom) extension that you may have.

2. Press

3. After answering the message(s), place the handset back on-hook.

4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3

5. To manually turn off your Msg LED, press your extension button, then press

0VJ, then lift the handset. Your phone rings the extension or voice mail

device that sent the indication. The LED continues to flash red.

above to retrieve them. Voice mail devices tur n off the LED/LCD indications after a short delay, after you checked all messages.

. Do this step for each message received.

0VJ button/LED is mentioned in the following steps.

Using Stratagy ES with a St rata CTX

Message Waiting

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Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Turning On/Off Message Waiting LED on Another Extension

If you call an extension and it’s busy or there is no answer, you can light that extension’s Message Waiting LED and enable that extension to call you back.

1. Dial an internal extension. You hear busy tone or there’s no answer.

2. Press

3. Press

4. To turn Off a Message LED that you have set on another extens ion, pres s

0VJ or . The Msg LED flashes r ed on th e call ed phone . At your phone , the

Msg LED lights steady red and the LCD shows the st ation number where you set a Message Waiting light.

6SNU. Your Msg LED turns Off. The Msg LED on the called telephone

flashes until the called party presses the flashing back.

the extension number that has the message light set. Then hang up to release your telephone.

0VJ button - which calls you

Toshiba Proprietary Integration

If your company’s Toshiba Strata CTX phone system has the Proprietary Integration with your Stratagy ES enabled, you have two additional features at your disposal— Soft Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access these features, check with your System Administrator.

 plus

Soft Key Control of Voice Mail

If you have a Strata 3000 or 2000-series digital phone equipped with a Liquid Crystal Display (LCD), many standard functions of the Stratagy ES voice mail system can be displayed on the digital telephone LCD and oper ated by Soft Keys. Fea ture prompti ng makes voice mail functions eas y to use via visua l displays on t he telephone in place of listening to voice prompts over the handset, although the Stratagy ES voice prompts still play when soft keys are used.

Note For general information on using Soft Keys on your phone, please see the

Strata CTX DKT3000/2000-Series Telephone User Guide.

84 Stratagy ES User Guide 01/03

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When your telephone is idle, and a message arrives for an extension on your phone, the Msg LED is activated for the app ropri ate extensio n and updates the LCD with this display (shown right). If urgent message s are in the ext ens ion ’s mailbox, the SAVED display is replaced with the number of URGENT messages.

Once connected to your Stratagy ES voice mailbox, the LCD displays the Strata gy ES Main Menu options (shown at right). See Table 2 on

page 86 below for a list of Main Menu soft keys.

Using Stratagy ES with a St rata CTX

Toshiba Proprietary Integration

Mode

Page

Soft Keys

Mode

Page

1 NEW/5 SAVED

DIRECT SS

SYSTEM SD

PERSONAL SD

EXTERNAL DIR

INTERNAL DIR

VOICE MAIL MAIN MENU

3 NEW / 2 SAVED

PLAY MSGS

MANAGE MBX

Feature

Scroll

5951

Soft Keys

Feature

Scroll

SEND

EXIT

Soft Keys

HANGUP

5951

Soft Keys

You are then able to per form many of the sta ndard Stratagy ES voice mail functions using the Soft Keys on your phone (Play Messages menu example shown at right). See Table 3 on page 86 for a list of S oft Keys.

Mode

Page

Soft Keys

FRM: 5555

MSG LENGTH: 00:54

SAVE

DELETE

BACKUP

PAUSE PLAY

GO FORWARD

REPLAY

FORWARD

SPL FUNCT

PREV MENU

Stratagy ES User Guide 01/03 85

Feature

Scroll

5953

Soft Keys

Page 100

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Table 2 Stratagy ES Main Menu Soft Keys for CTX Digital Telephones

DKT 3014 SDL

PLAY MSGS PLAY PLAY Play Messages SEND SEND SEND Send Messages MANAGE MBX MGMT MGMT Manage Mailbox EXIT HANGUP QUIT

DKT 3010 SD DKT 3020 SD

DKT 2010 SD DKT 2020 SD

Voi ce Mail Functions

Exit Mailbox Disconnect from Stratagy ES

Table 3 Soft Keys for CTX Digital Telephones

DKT 3014 SDL

ACCEPT ADD ADD ADD Create a Guest Mailbox ADD DESTS Additional Destinations ADD MBX ADD ADD Add a mailbox to the list ALL MSGS Copy All Messages AM? APPEND APND AUTO COPY BACK UP BSY GRT REC BUSY GREET CALL SCREEN CANCEL

CANCEL MSG CANC CNCL CHANGE

CHG GREETING

DKT 3010 SD DKT 3020 SD

GRT GRT Ch ange Greeting

DKT 2010 SD DKT 2020 SD

Vo ice Ma il Fu nctio ns

Confirm automatic copy destination

AM Append recording Set Automatic Msg Copy Backup (rewind) Record Busy Greeting Select Busy Greeting (toggle) Change Call Screening (On/Off) Cancel recording Cancel message and select new

destination Change notification digits

86 Stratagy ES User Guide 01/03

Toshiba ES96R, ES4 User Manual 2

Specifications and Main Features

Frequently Asked Questions

User Manual

Publication Information

Contents

Introduction

Organization

Conventions

Action/Response Table

Related Documents/Media

Stratagy eBrochure and Advisor CD-ROM

Overview

Features to Personalize Your Mailbox

Message Folders

Single Message Folder

Dual Message Fold er s

Multiple Message Folders

Message Types

Forwarded Message

Reply Message

Fax Message

E-mail Message

Greetings

Personal

System

Busy

Special Delivery Options

Urgent

Private

Return Receipt

Future Delivery

Message Destinatio n Selec t io ns

Personal Distribution Lists

System Distribution Lists

Directory

User Options

User Prompts

User Tutorial

Access Messages

Playback Controls

Play Messages

Special Functions

Retrieve and Listen to E-mail Messages

Recording Controls

Send a Message

Forward a Message

Reply to the Current Message

Special Delivery Options

Future Delivery

Send a Direct Fax

Change Greeting

Create or Record Over a Personal Greeting

Select a Person al Greeting

Review a Personal Greeting

Change User Options

Change Do Not Di st urb (DND) Setting

Change Call Screening Setting

Change Security Code

Select Busy Greeting

Create or Record Over Busy Greeting

Record Your Name

Change Message Notification

Set Automatic Message Copy

Review Option Settings

Manage Personal Distribution Lists

Manage Guest Mailboxes

Use Guest Mailboxes

Manage Personal Folders

Call Forward

Message Waiting

Responding to a Lit Msg LED

Toshiba Proprietary Integration

Turning On/Off Message Waiting LED on Another Extension

Soft Key Control of Voice Mail