Toshiba ES96R, ES4 User Manual 2

Telecommunication Systems Division

Voice Processing Systems

Stratagy iES32, ES4, ES80,

ES96, ES96R

User Guide

January 2003

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.

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.

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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

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.

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

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

ii Stratagy ES User Guide 01/03

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

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

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

Contents

Appendix G –Using Stratagy ES with a Strata Legacy System

vi Stratagy ES User Guide 01/03

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

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.

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

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

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

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

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.

6 Stratagy ES User Guide 01/03

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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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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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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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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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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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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User Prompts

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