Toshiba GVMU-LVMU User Manual

Strata GVMU/LVMU User Guide

Business Communications Division

Voice Processing System

User Guide

July 2006

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Version 1, July 2006

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Chapter 1 – The Grand Tour

Introduction

Organisation ................................................................................................................. v

Conventions ................................................................................................................vi

Action/Response Table ........................................................................................vii

Related Documents/Media .........................................................................................vii

Chapter 1 – The Grand Tour

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

Features to Personalise Your Mailbox .........................................................................4

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Contents

Strata LVMU/GVMU Voice Processing System User Guide 7/06 i

Chapter 2 – Getting Started

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

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

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

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

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

Chapter 2 – Getting Started

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

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

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

Chapter 3 – Play Messages

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

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

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

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

Chapter 4 – Send Messages

Contents

Recording Controls ....................................................................................................32

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

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

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

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

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

Chapter 5 – Manage Mailbox

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

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

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

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

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

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

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

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

Strata LVMU/GVMU Voice Processing System User Guide 7/06 ii

Chapter 6 – Integration Features

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

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

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

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

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

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

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

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

Chapter 6 – Integration Features

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

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

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

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

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

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

Call Record (LVMU only) .........................................................................................70

To record a call ....................................................................................................70

Pause/Resume Recording ....................................................................................71

Call Monitor (LVMU only) .................................................................................71

Direct Transfer to Voice Mailbox ..............................................................................72

Voice Mail Conference ..............................................................................................72

Contents

Notes to Users............................................................................................................73

Glossary ........................................................................................................................83

Index................................................................................................................................87

Strata LVMU/GVMU Voice Processing System User Guide 7/06 iii

Contents

Chapter 6 – Integration Features

iv Strata LVMU/GVMU Voice Processing System User Guide 7/06

Introduction

This guide describes the voice messaging capabilities and procedures for making your

voice mail system work for you.

Organisation

This guide is divided as follows:

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

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

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

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

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

messages.

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

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

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

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

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

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

• Index

Strata LVMU/GVMU Voice Processing System User Guide 7/06 v

Introduction

Conventions

Conventions Description

Note

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

Important!

Calls attention to important instructions or information.

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

Extension

Number

busy when all extensions are being used.

Note The naming convention for DKT assignments within

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

Arial bold

Represents telephone buttons.

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

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

Shows a multiple PC keyboard or phone button entry. Entries

Plus (+)

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

# + 5.

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

Denotes the step in a one-step procedure.

³ Denotes a procedure.

vi Strata LVMU/GVMU Voice Processing System User Guide 7/06

Conventions Description

See Figure 10 Cross-references appear in blue.

Action/Response Table

Introduction

The Grand Tour 1

This chapter provides an overview of the system and covers the following general

topics:

• Features to personalise your mailbox

• Message queues

• Message types

• Greetings

• Special delivery options

• Future delivery

• Message destination selections

• User options

• User prompts

• User tutorial (New User)

Strata LVMU/GVMU Voice Processing System User Guide 7/06 1

The Grand Tour

Overview

Your voice mail system manages multiple voice processing functions simultaneously

24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave

private voice messages. In addition, you can update your greeting at your convenience

or send and receive messages from any tone-dialling telephone.

Callers control their own progress through the system. They no longer have to wait for

a person to answer the telephone. If your extension is busy or you do not answer,

callers can transfer to an operator, call another extension, or record a private, detailed

message.

A representative in your company has been assigned as the System Administrator for

the system. The System Administrator is responsible for configuring the system and

your mailbox to suit your company’s needs.

The configuration affects how and which features you can access. Whenever possible,

this guide provides information concerning feature exceptions and which features may

be configured to work differently.

You can access your mailbox from any tone-dialling telephone using your security

code. After you access your voice mail, you hear the number of messages you have in

your message queue(s), followed by a prompt from the Main Menu options (see

Figure 1). You can then:

• 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 messages at different speeds

In addition LVMU can provide the following features

• lets you listen to messages being left in you mailbox in real time, allowing you

to connect the caller to your handset and take the call yourself should you wish.

• Call record can be used to record telephone conversations, either to your own

voicemail box or any other of your choice.

• Variable speed message play back.

Where these three features appear to in this document they refer only to L VMU and

are not supported by GVMU.

2 Strata LVMU/GVMU Voice Processing System User Guide 7/06

LAY MESSAGES

AIN MENU

END MESSAGES

Exit

User Mode

The Grand Tour

ANG UP

ANAGE MAILBOX

Overview

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

Replay the current message Play the Previous message

Return to Main Menu

(number of messages to be deleted plays)

Toggle playback speed

Message Date and Time

Future Delivery Review

(Play, S ave, Delete)

Continuous Delete New/Saved message que Continuous Play Return to previous menu

Set the Hour (1~12)

AM PM

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

(message delivery time plays)

ue (toggle)

Figure 1 Admin Main Menu

Enter one of the following:

User ID plus

Directory plus name

Personal List (1~7)

stem List (1~7)

Multiple Destinations

Record

Record a message, comment or reply

(Press when finished.)

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

Directory Personal List (1~7)

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

Set Urgent status (On/Off) Set Private status (On/Off)

Set Return Receipt request (On/Off?)

Return to previous menu

Set Future Delivery

message and select new

Cancel

destination

Cancel and Return to Main Menu

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits Save changes

Return to previous menu

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

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

Return to a previous menu

Manage Guest User IDs

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

Return to a Main Menu

Select ~ for a Personal Greeting or for the System Greeting

Review selected greeting Record (new) greeting

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

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

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

Not available

for System

greeting

7398 LVMU

Strata LVMU/GVMU Voice Processing System User Guide 7/06 3

The Grand Tour

Features to Personalise Your Mailbox

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

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

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

Code” on page 18).

• Name Recording – Your name can be announced whenever you log onto your

mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. When you first enter your mailbox, you need to record your name (see “Record Your Name” on page 16).

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

played when you are unavailable (see “Change Your Greeting” on page 46).

• Guest Users

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

page 63).

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

Message Queues

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

New Message Queue

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

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

Messages that you have partially heard (five seconds or longer) are called Pending messages. They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable.

4 Strata LVMU/GVMU Voice Processing System User Guide 7/06

The Grand Tour

Message Queues

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

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

When you press

1 from the Main Menu to play messages, your voice mail system

automatically accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO). If no new messages exist, your voice mail system automatically accesses the Saved Message Queue. If you are in the Saved Message Queue, you can toggle back to the New Message Queue by pressing

77.

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

Saved Message Queue

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

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

77. Your voice mail system automatically accesses

the Saved Message Queue when no new messages exist. Saved messages play based on order received (FIFO/LIFO).

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

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

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

177 or from the

Strata LVMU/GVMU Voice Processing System User Guide 7/06 5

The Grand Tour

Message Types

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

Forwarded Message

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

Reply Message

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

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

6 Strata LVMU/GVMU Voice Processing System User Guide 7/06

Greetings

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

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

Personal

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

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

“Change Your Greeting Selection” on page 49.

System

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

Your Name” on page 16).

The Grand Tour

Greetings

Busy

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

Your Busy Greeting” on page 55 for details.

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

Greeting” on page 56).

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

busy greeting option to be available.

Strata LVMU/GVMU Voice Processing System User Guide 7/06 7

The Grand Tour

Special Delivery Options

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

Urgent

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

Private

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

Return Receipt

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

Future Delivery

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

8 Strata LVMU/GVMU Voice Processing System User Guide 7/06

Message Destination Selections

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

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

• User ID

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

system’s system-wide directory by pressing

• Personal distribution list

• System distribution list

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

Personal Distribution Lists

00.

The Grand Tour

Message Destination Selections

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

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

Important! Try not to duplicate users on your distribution lists. Your voice mail

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

Strata LVMU/GVMU Voice Processing System User Guide 7/06 9

The Grand Tour

User Options

System Distribution Lists

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

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

User Prompts

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

• Not supported by your voice mail system.

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

not disturb).

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

The Grand Tour

User Prompts

User Tutorial (New User)

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

• Recording his/her name (if required)

• Recording a personal greeting for the mailbox

• Changing the default security code

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

Strata LVMU/GVMU Voice Processing System User Guide 7/06 11

The Grand Tour

User Tutorial (New User)

12 Strata LVMU/GVMU Voice Processing System User Guide 7/06

Getting Started 2

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

User Tutorial

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

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

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

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

you are not available to answer your telephone.

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

change it on a regular basis.

Note If you do not complete the tutorial before hanging up, your voice mail system

saves any completed portion (e.g., your name recording). Next ti me y ou log on to your mailbox any saved portions are replay and the tutorial continues. Once the tutorial is completed successfully, it cann ot be replayed.

Strata LVMU/GVMU Voice Processing System User Guide 7/06 13

Getting Started

Step 1: Access Your Mailbox

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

To access your mailbox, you need to know:

• The telephone number to access your voice mail system

• Your User ID number

• Your default security code

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

Play Messages

Send Messages

Manage Mailbox

Exit user mode

Hang Up

999 from most menus returns you to the Main

MAIN MENU

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

• Your name (and extension, if applicable)

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

on to your mailbox.

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

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

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

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

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From External Telephone

Getting Started

Step 1: Access Your Mailbox

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

2. When voice mail answers, press

3. Enter your User ID +

4. Enter the default security code +

If you make a mistake while entering the code, press

to re-enter.

#. If your voice mail system is designed with a fixed

The system answers with your standard company greeting.

Your voice mail prompts you to enter your User ID.

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

Your voice mail prompts you to enter your security code.

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

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

From Internal Telephone

# after

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

2. Enter the default security code +

If you make a mistake while entering the code, press

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to re-enter.

Your voice mail prompts you to enter your security code.

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

Getting Started

Step 2: Record Your Name

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

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

on to your mailbox.

When you first enter your mailbox, the tutorial prompts you to record your name and walks you through the entire recording sequence. You can re-record your name at any time (see “Record Your Name” on page 57).

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

2. Press

3. After your name plays,

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

press:

1 To accept the

recording

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

Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting.

name prompt.

16 Strata LVMU/GVMU Voice Processing System User Guide 7/06

Step 3: Record Your Personal Greeting(s)

The tutorial now prompts you to record your personal greeting. This greetin g becomes your Personal Greeting #1. You can record up to six other greetings (see “Create or

Record Over a Personal Greeting” on page 47 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 Department. It is Monday, 19th June, and I am in the office today. I am either on the telephone or have stepped away from my desk. At the tone please leave a detailed message and a contact number where I can reach you and I will be happy to return your call.”

Getting Started

1. At the tone, begin recording your greeting.

The following information should be included in your Personal Greeting:

• Your name

• Company and/or department

• Date

• Your availability

• Instructions to leave a detailed message

• Call coverage options

2. Press

3. After your greeting plays,

# when done. Your voice mail system plays your greeting.

press:

1 To accept the

recording

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

Your greeting becomes Personal Greeting #1 and your voice mail system prompts you to change your security code.

greeting prompt.

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+ 73 hidden pages