Toshiba Stratagy Flash ivp8 User Guide

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Telecommunication Systems Division

Voice Processing Systems

Stratagy Flash, IVP8

User Guide

June 2002

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-FL/I8-VA 4016217

Version A, June 2002

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 mark s 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.

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ou 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.

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

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

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

Toshiba America Information Systems, Inc. Telecommunication Systems Division

9740 Irvine Boulevard Irvine, California 92618-1697 United States of America

TSD 081601

5932

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

Limited Warranty

Toshiba America Informat ion Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuse s, lamps, and other consumabl es) wi ll , up on delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defe ct s in mat erial and workmanship for twent y-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 modifi c at ion or alteration is expressly author iz ed by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the equipment’s serial number is defaced or missing, or (f) if the equipme nt i s inst al led or used in combination or in assembly with products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation w it h re sp ec t 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 su ch parts, the retail cu st om er’s sole remedy will be a refund of the pric e charged by TAIS to its dealers for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no la ter than thirty (30) days after such malfunction, whichever first oc curs.

Under no circumstances will the retail customer or any user or dealer or other person be ent itled 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 an y sum greater than the purcha s e price paid for the item of equi pm ent that is malfunction ing.

To obtain service under this warranty, the retail customer must bring the ma lfunction of the machine to th e a tt en ti on of one of TAIS’ authorized dealers within the tw enty-four (24) month period and no later than thirty (30) days a fte r suc h malfunction, whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time results in the customer being not entitled to warranty service.

THERE ARE NO OTHER W AR RANTIES 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 writ in g and signed by the vice president and ge ne ral manager, Telecommunication Systems Division.

Introduction

Organization ................................................................................................................ v

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

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

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

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

Chapter 1 – The Grand Tour

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Stratagy User Guide 06/02 i

Contents

Chapter 2 – Getting Started

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

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

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

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

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

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

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

Chapter 2 – Getting Started

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

Chapter 3 – Play Messages

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

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

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

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

Chapter 4 – Send Messages

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

ii Stratagy User Guide 06/02

Appendix A – Using Stratagy with a Strata CTX

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 ..............................................................................59

Manage Your Lists .....................................................................................................60

Manage Guest User IDs .............................................................................................62

Use Guest User IDs ....................................................................................................63

Appendix A – Using Stratagy with a Strata CTX

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

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

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

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

Call Record to Stratagy ..............................................................................................68

Pause/Resume Recording ....................................................................................69

Direct Transfer to Voice Mailbox ..............................................................................70

Voice Mail Conference ..............................................................................................70

Contents

Appendix B – Using Stratagy with a Strata Legacy System

Call Forward ..............................................................................................................72

Set Call Forward to Stratagy ...............................................................................72

Cancel Call Forward ............................................................................................76

Cancel the Programmed Call Forward Voice Mail Code ....................................76

Message Retrieval ......................................................................................................77

Glossary........................................................................................................................79

Index............................................................................................................................... 83

Stratagy User Guide 06/02 iii

Contents

Appendix B – Using Stratagy with a Strata Legacy System

iv Stratagy User Guide 06/02

Introduction

This guide describes the voice messaging capabilities and procedures for making the Stratagy Flash and Stratagy IVP8 Voice Processing Systems work for you.

Organization

This guide is divided as follows:

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

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

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

when accessing Stratagy 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.

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

Message Waiting, Call Record, Direct Transfer to Voice Mail and Voice Mail Conferencing features.

• Appendix B – Using Stratagy with a Strata Legacy System explains how to

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

Stratagy User Guide 06/02 v

Introduction

Conventions

• Glossary defines frequently-used Stratagy voice processing system features and

functions.

• Index

Conventions

Conventions Description

Note

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

Important!

Extension

Number

$ULDOEROG

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

Plus (+)

Calls attention to important instructions or information.

Press to answer a call to the Extension Number. Each station can have multiple extensi on but t ons. Incoming calls ring the extensio n 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 Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN.

Represents telephone buttons.

Indicates entry of a singl e key. For example: T ype prog then press Enter.

Shows a multiple PC keyboard or phone button entry. Entries 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.

vi Stratagy User Guide 06/02

Overview

Stratagy manag es multipl e voice pr ocessing f unctions simultane ously 24-h ours-a-da y, 7-days-a-week. Your mailbox, referred to as a User ID in Stratagy, is always availabl e 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-dialing 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 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 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, 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.)

2 Stratagy User Guide 06/02

LAY MESSAGES

AIN MENU

END MESSAGES

Exit User Mode

ANG UP

ANAGE MAILBOX

The Grand Tour

Overview

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

Replay the current message Play the Previous message

Return to Main Menu

(number of messages to be deleted plays)

Message Date and Time

Future Delivery Review

(Play, Save, Delete)

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

Set the Hour (1~12)

AM PM

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

(message delivery time plays)

†

Not supported by all Stratagy systems

Figure 1 Stratag y Main Menu

Enter one of the following:

User ID plus

Directory plus name

Personal List (1~7)

System List (1~7)

Multiple Destinations

Record

Record a message, comment or reply

(Press when finished.)

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

Directory Personal List (1~7)

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

Set Urgent status (On/Off) 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

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits Save changes Return to previous menu

†

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

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

Return to a previous menu

Manage Guest User IDs

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

Return to a Main Menu

Select ~ for a Personal Greeting or for the System Greeting

Review selected greeting Record (new) greeting

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

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

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

†

Not available

for System

greeting

6231

Stratagy User Guide 06/02 3

The Grand Tour

Features to Personalize Your Mailbox

The Stratagy Voice Processing System offers a variety of features to personalize your User ID Mailbox. The following are a few of those features:

• User ID Mailbox Security Code – Your User ID mailbox has a securi ty co de. 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 is announced whenever you log onto your mailbox,

the directory is acces sed, the system greet ing is sele cted, or when a mess age is sent by another Stratagy 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 featu r e to create guest IDs for clients, so that they may easily exchange confidential information (see “Manage Guest User IDs” on

page 62).

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

Note The Guest User feature is not supported by all Stratagy systems. Check with

your System Administ rator to find out if your system is con figured fo r this feature.

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 messa ge is completely heard.

4 Stratagy User Guide 06/02

The Grand Tour

Message Queues

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.

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

from the Main Menu to play messages, Stratagy automatically

accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (F IFO/LIFO) . If no new messages exist, Stratagy 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



After you play the last message in the queue, Stratagy 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 Stratagy at the end of the message.

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

. Stratagy au tomatically accesses the S aved

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, Stratagy 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).

or from th e



Stratagy User Guide 06/02 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, Stratagy 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 a Stratagy user.

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

6 Stratagy User Guide 06/02

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 Your User Options” on page 51 for details.

Personal

Personal greetings are greetings that you record for callers. Stratagy 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 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 with all Stratagy systems. It cannot be recorded over or deleted. The greeting states, “Please leave a message for (name).” Stratagy 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 Administrat or must co nfigure your User ID mailbox for the cust om

busy greeting option to be available.

Stratagy User Guide 06/02 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 i f you want ve rificat ion of it s receip t. When a user plays (completely or partially) a message marked for Return Receipt, a notification is s ent back to the sender. Stratagy noti fi es the sender when and by whom the message was received and plays the original message.

Future Delivery

Stratagy can be configured so that your message is delivered at a future time and date specified by you. After mar king the message for future de livery, you can review (play, save, delete) the message at any time before it is sent.

Note Future Delivery is not supported by all Stratagy systems. Check with your

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

8 Stratagy User Guide 06/02

Message Destination Selections

Message Destinat io n Sele ct ion s

At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a 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 Stratagy’s

system-wide directory by pressing

• Personal distribution list

• System distribution list

• AMIS local node number

• AMIS Gateway number plus a remote mailbox number

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

single destination (e.g., User ID) or multiple

.

The Grand Tour

Personal Distribution Lists

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

At the time you create a list, you are given the option of recording a “list comment” that serves as the title or name for the list. The comment plays 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. Stratagy does not

check for duplic ates when you send a mes sage u sing mor e tha n 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.

Stratagy User Guide 06/02 9

The Grand Tour

User Options

System Distribution Lists

In addition to Personal Distribution Lists, Stratagy 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.

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

User Prompts

The Stratagy syst em pr ompts only for menu options available to you. You do not hear prompts for options:

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

• Not configured for your mail box by t he System Administra tor (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 Stratagy systems automatically hears a user-friendly Stratagy 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 Stratagy tutorial is completed successfully, it cannot be replayed.

Stratagy User Guide 06/02 11

The Grand Tour

User Tutorial (New User)

12 Stratagy User Guide 06/02

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 Voice Processing 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 Stratagy 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 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 tutorial is completed successfully, it cannot be replayed.

Stratagy User Guide 06/02 13

Getting Started

Step 1: Access Your Mailbox

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

To access your mailbox, you need to know:

• The telephone number to access Stratagy

• Your User ID 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



Exit user mode



Hang Up

Each time you access your User ID (mailbox), Stratagy announces:

• Your name (and extension, if applicable)

Note Some Stratagy sy ste m s 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 Stratagy then plays the Main Menu options. If you receive new messages while you are logged on to your mailbox, Stratagy

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

14 Stratagy User Guide 06/02

Getting Started

Step 1: Access Your Mailbox

1. From an internal telephone, call Stratagy on ___________

...or from an external telephone, call Stratagy on ___________.

2. When Stratagy answers, press

3. Enter your User ID +



. If your Stra tagy syst em is desi gned with a fixed le ngth

4. Enter the default s ecurity code +

.

If you make a mistake while entering the code, press

to re-enter.



The system answers with your standard company greeting.

Stratagy prompts you to enter your User ID.

number for your User ID, do not press

 after entering

a User ID. See your System Administra tor for spec ific operation of your system.

Stratagy prompts you to enter your security code. If your Stra tagy syst em is desi gned 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. Stratagy plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

Stratagy User Guide 06/02 15

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 Stratagy user.

Note Some Stratagy sy ste m s may not be configured to play your name when you log

on to your mailbox.

When you first enter your mailbox, the Stratagy 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. Stratagy plays your name recording.

press:

 To accept the

recording

 Re-record Stratagy returns you to the record your name prompt.

Your recording becomes part of your mailbox and Stratagy pro mpts you to re cor d your perso nal gr eeti ng.

16 Stratagy User Guide 06/02

Step 3: Record Your Personal Greeting(s)

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 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 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 the tone, begin recording your greeting.

The following information should be include d 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. Afte r your greeting pla ys,

Stratagy User Guide 06/02 17

 when done. Stratagy plays your greeting.

press:

 To accept the

recording

 Re-record Stratagy returns you to the record your greeting

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

prompt.

Getting Started

Step 4: Change Your Security Code

The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security co de on a regular basis thereafter to ensure the privacy of your messages and personal greetings (see “Change Your Security Code” on page 54).

1. Enter your new security code +

2. Re-enter your new security code +

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

.

The minimum and maximum number of digits for the security code are determined by your System Administrator. Please ask your System Administrator for confirmation on the number.

Stratagy prompts you to re-enter your new security code for ve rification.

After entering the sec urity code a second time , Stratagy announces that your security code has been changed.

18 Stratagy User Guide 06/02

Step 5: Exit Your Mailbox or User Mode

Getting Started

➤ To exit your mailbox,

press

to hang up from a

Toshiba telephone system

 to hang up

...or from another manufacturer’s te lephone system

...or to exit the user mode, press

.

When you press

to hang up, you hear “Thank you

for calling. Good-bye.”

Stratagy can be configured so that you can exit your mailbox without leaving the Stratagy system. Please ask your System Administrator to find out if your system is configured for this or som e other function when pressing

.

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

Stratagy User Guide 06/02 19

Getting Started

Step 5: Exit Your Mailbox or User Mode

20 Stratagy User Guide 06/02

Play Messages 3

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

• Access Messages

• Playback Controls

• Play your messages

• Special functions

Depending upon your telephone system and telephone, a message waiting light is lit on your telephone when a voice message has been left for you on the Stratagy system.

If configured, Stratagy automatically turns off your message waiting light on your telephone when your new message queue is empty or only Pending messages remain (see “Message Queues” on page 4). The Message Waiting LED remains on only if there are new messages in the queue.

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 queue when you have

reached the last message in the queue.

 Replays the current message.  T ake s you to the previous messag e or back to the last message in t he queue when

you have reached the top of the message queue.

 Toggles between the New and Saved Message Queues.

Stratagy User Guide 06/02 21

Play Messages

Playback Controls

If new messages arrive while you are accessing your mailbox, Stratagy notifies you that a new message is in the queue upon returning to the Main menu.

Playback Controls

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

Play Next Message (from last message go to first)

Pause/Resume

(toggle or 30 secs.)

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

Turn Up volume

Back Up (rewind)

3095

Turn Down volume

Go Forward (advance)

Press twice to

Change Speed (toggle)

Note Some Stratagy systems do not support the following message controls:

 Turn Up volume,  Turn Down volume, and  Change Speed (toggle).

See your System Administrator for specific operation of your system.

22 Stratagy User Guide 06/02

 Play Next Message

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

 Play Previous Message

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

 Pause/Resume (toggle or 30 seconds)

At any time while playing messages, you can press  to pause the playback for 30 seconds. The message resumes playing as soon as you press end of 30 seconds. You can pause the playback as many times as necessary.

Turn Up Volume,  Turn Down Volume

Each time you pressor, the volume of messages adjusts one increment until the maximum number of increments is reached. Stratagy 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).

Play Messages

Playback Controls

 or automatically at the

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 Play Messages Menu, the system returns to the default speed.

Stratagy User Guide 06/02 23

Play Messages

Play Your Messages

Play Your Me ss ag e s

When you access your mailbox, Stratagy tells you the number of urgent, new and saved messages (if sup ported by your s ystem; check wi th your System Adminis trat or) you have in your mailbox. If your mailbox is empty, the Stratagy prompts do not include “press

 to play messages.”

When you press

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

Stratagy automatically accesses the New Message Queue. If no messages exist in the New Message Queue, Stratagy automatically accesses the Saved Message Queue.

From the Main Menu:

Play Messages

Play the next message

Save the current mesage

Delete the current message

Forward the current message

Reply to the current message

Special Functions

Message Date and Time

Future Delivery Review (Play, Save, Delete)

Continuous Delete

New/Saved message queue (toggle)

Continuous Play

Return to previous menu

Replay the current message

Play the Previous message

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)

†

Not supported by all systems.

†

6232

24 Stratagy User Guide 06/02

Play Messages

Play Your Messages

1. From the Main Menu, press

 Play Messages.

A message plays. Once you play a message, Stratagy prompts you with

the Play Messages Menu until you press menu or you activate another selection.

While the message play s, you can select resume, volume volume

(rewind), (advance),

g

speed

not supported by all systems

pause/

turn up

, turn down , back up

 go forward

change

(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, pressi ng

 takes you back to the top of the same queue.

 Save the current

message

 Delete the current

message

Saves the current message. The Play Messages Menu plays.

Flags the current message for deletion. The Play Messages Menu plays. When you exit Play Mes sages, Stratagy 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.

 to exit the

Note Stratagy can be programmed to del ete messages

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

Stratagy User Guide 06/02 25

Play Messages

Play Your 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 37 for details on this feature.

 Reply to the current

message

Your reply is sent to the originator of the message. In addition, you can send your reply to a single user, multiple users, or a destination list. See “Reply to the

Current Message” on page 40 for details on this

feature.

 Special Functions Stratagy prompts with the options. See “Special

Functions” on page 27 for instructions on using this

option.

 Replay the current



The current message plays from the beginning.

message

 Play the previous



message

 Return to Main Menu Stratagy tells you the total number of messages that

The previous message plays from the beginning.

Note If you are at the top of the message queue,

pressing same queue.

 takes you to the bottom of the



will be deleted when you log out of your mailbo x, and then returns to the Main Menu.

26 Stratagy User Guide 06/02

Special Functions

You can 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

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

Note Some Stratagy systems do not support the Future Delivery Review option. See

 Special Functions.

your System Admini strator for t he specific operation o f your system.

➤ Press an option number:

 Message Date and

Time

The date and time the message was received plays, followed by the entire message.

Note If your System Ad ministrato r programmed an

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

 Future Delivery

Review

Stratagy plays your na me, the futu re deliver y time/dat e the message will be sent and the entire message. Stratagy automatically saves the mess age for future delivery.

While the message is playing or immediately after, you can select any of the followin g:

 Play the next

message

 Save the current

Skips to the beginning of the next future delivery message.

Saves the current future delivery message.

message

 Delete the current

message

Flags the current future delivery message for deletion. When you exit the future delivery review, Stratagy tells you the number of messages to be deleted. If you do not want to delete a message, save the message before exiting the future delivery review.

Stratagy User Guide 06/02 27

Play Messages

Special Functions

 Return to the

Special Functions Menu

 Continuous Delete Deletes multiple messages at one time in your New or

Stratagy tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Special Functions Menu.

Saved Message Queue without additional action from you.

Note See the Continuous Play feature on page 28

before using Continuous Delete.

The number of messages deleted is based on a preset length of time (designated in minutes) set on a system-wide basis by your System Administrator.

Important! The deletion starts with the first message

in the queue and continues until the preset time has expired. Both heard and unheard messages are deleted. If there are two queues—new and saved—the deletion occurs only in the queue you ar e in when you press

for continuous

delete.

Ask your System Administ rator to verify that yo u have this option.

 New/Saved message

queue (toggle)

This feature operates as a toggle; use it to move back and forth between the New and Saved Message Queues.

 Continuous Play Plays multiple messages at one time in your New or

Saved Message Queue without additional action from you.

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 cu mula tive time is equal to, or less than, the designated number of minutes.

28 Stratagy User Guide 06/02

Play Messages

Special Functions

Important! The playback starts with the first

message in the queue and con tinues until the preset time has expi red. If there are

two queues—new and saved—the playback occurs only in the queue you are in when you press

for continuous

playback.

Ask your System Admini strator to veri fy that you have this option.

 Return to previous

Stratagy returns to the Play Messages Menu.

Stratagy User Guide 06/02 29

Play Messages

Special Functions

30 Stratagy User Guide 06/02

Send Messages 4

From any tone-dialing tele phone, you ca n record and send a message to a 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

Stratagy User Guide 06/02 31

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 for 30 seconds. The message resumes recording as soon as you press .

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

End recording

3096

If within the 30 secon ds you do n ot press

, Stratagy resta rts another 30-second p ause.

If during the second 30-second pause you:

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

returns to the Ma in Menu.

• Press , S tratagy return s you to the Send Messages Me nu and you can send, revie w

or record over the message.

 End Recording

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

32 Stratagy User Guide 06/02

Send a Message

Using the Send Messages Menu (shown belo w), you can recor d a message an d send it to a single mailbox o r mul ti ple des ti nat ions (e.g., personal or system distr ibution 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 one of the following: User ID plus

Directory plus name Personal List (1~7) System List (1~7) Multiple Destinations

Record

Record a message, comment, or reply

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

† Not supported by all systems.

†

Send Messages

Send a Message

While recording a message, you can press:

Pause/Resume (toggle or 30 seconds)

End recording

Select from the following:

User ID plus

Directory plus name Personal List (1~7) System List (1~7)

Press when finished

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)

3606

Stratagy User Guide 06/02 33

Send Messages

Send a Message

1. From the Main Menu, press

 Send Messages.

Stratagy prompts you to enter the destination (i.e., User ID, Personal, System List, or Multiple Destinations).

2. Enter one of the following destinations:

Note A message can be sent to a total of 33

destinations, including destinations entered in the

 Additional Destinations option (see “

Select Additional Destinations” on page 35). A

list counts as one destination.

• User ID and press .

Press

 again to record

a message without playing the user’s name.

Stratagy plays the user’s name or User ID for confirmation.

Note If your Stratagy s ystem is de signed wit h a fixed

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

•  Directory You are prompted to enter the person’s name.

Enter the first few letters of th e first or last name (Q=7, Z=9).

Press

to select the

name as the destination

Stratagy plays the first name that matches the combination of letters you entered.



to hear the ne xt

...or name

to cancel your

...or



entry and re-enter.

•  Personal List

Enter a list nu mber

~).

(

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirmation. See “Manage Your Lists” on page 60 to create or revise a destination (dis tribution) list.

34 Stratagy User Guide 06/02

Send Messages

Send a Message

•  System List

Enter a list nu mber

~).

(

•  Multiple

Destinations

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

.

While recording, you c an press

 to pause/ resume

(toggle or 30 seconds) the recording.

4. Press

 again to send the

message immediately

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

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirmation. Ask your System Administrator for more information about System Lists.

You are prompted for the destinations: 8VHU,', ,

 Personal List and/or  System List.

Stratagy tells you that your mes sage has been sent and returns you to the Main Menu.

Important! If you pressto send your message,

you cannot use the special recording and sending options.

 Review recording The recording plays.  Re-record

when done.

Press

 Append recording

The system prompts you to record at the beep.

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

when done.

Press

 Select Additional

Destinations

Stratagy User Guide 06/02 35

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

entries:

 Multiple Destinations.

8VHU,', ,  and . You cannot enter

Send Messages

Send a Message

 Special Delivery

Options

 Set Future Delivery You can have your message delivered at a future

Cancel message and



select new destination Cancel and Return to



the Main Menu

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

See “Special Delivery Options” on page 43 for instructions on using this option.

specified time and date . See “Future Delivery” on

page 44 for instructions on using this option.

Cancels the message and r eturns you t o Step 2 on page

34.

Cancels the message and returns you to the Main Menu.

36 Stratagy User Guide 06/02

Forward a 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.

Send Messages

Forward a Message

1. From the Play Messages Menu, press the current message.

2. Enter one of the following destinations:

 Forward

• User ID and press .

Press

 again to record

a message without playing the user’s name.

Stratagy prompts you to enter the destination (i.e., User ID, Personal, System List or Multiple Destinations).

Note A forwarded message can be sent to a total of

33 destinations, including des ti nat ions entered in the

 Additional Destinations option (see “

Select Additional Destinations” on page 39). A

list counts as one destination.

Stratagy plays the user’s name or User ID for confirmation.

Note If your Stratagy sy stem i s desi gned wi th a fixed

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

•  Directory You are prompted to enter the person’s name.

Enter the first few letters of th e first or last name (Q = 7, Z = 9).

Press

to select the

name as the destination

Stratagy plays the first name that matches the combination of the letters you entered.



to hear the ne xt

...or name

to cancel your

...or



entry and re-enter.

Stratagy User Guide 06/02 37

Send Messages

Forward a Message

•  Personal List

Enter a list nu mber

~).

(

•  System List

Enter a list nu mber

~).

(

•  Multiple

Destinations

3. (Optional) Record a message (comment) after the tone. When finished, press

.

While recording, you c an press

 to pause/ resume

(toggle or 30 seconds) the recording.

4. Press

 again to forward

the message immediately

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

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirma tion. See “Manage Your Lists” on page 60 to create or revise a destination (dis tribution) list.

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirmation. Ask your System Administrator for more information about System Lists.

You are prompted for the destinations: 8VHU,', ,



Personal List and/or  System List.

Stratagy 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 recording and sending options.

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

The system prompts you to record the comment at the beep.

when done.

Press

 Append recording

The appended forwarding comment plays after the already recorded me ssage comm ent. The system

when done.

Press

prompts you to record at the beep.

38 Stratagy User Guide 06/02

Send Messages

Forward a Message

 Select Additional

Destinations

 Special Delivery

Options

 Set Future D elivery

Cancel message and



select new destination Cancel and Return to



the Main Menu

Send the forwarded message to additional destinations. Valid entries: You cannot enter

 Multiple Destinations.

8VHU,', ,  and .

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

See “Special Delivery Options” on page 43 for instructions on using this option.

You can have your message delivered at a future specified time and date . See “Future Delivery” on

page 44 for instructions on using this option.

Cancels the message and returns you to Step 2 on page

37.

Cancels the message and returns you to the Main Menu.

Stratagy User Guide 06/02 39

Send Messages

Reply to the Current Message

Stratagy lets you r eply to a mess age that you are cur rentl y playi ng. When you reply to a message, you do not have to select the source of the message as a destination since Stratagy “remembers” it. You can send the reply to additional destinations.

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

Important! The Reply feature only works if the original message is sent from a

Stratagy user. When a Stratagy user that has not logged on to his/her mailbox leaves a message for you, you have to enter a destination to respond.

1. From the Play Messages Menu, press

 Reply to

You are prompted to record your reply to the message.

the current message.

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

.

While recording, you c an press

 to pause/ resume

(toggle or 30 seconds) the recording.

3. Press

 again to send the

reply immediately

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

Important! If you press to send your reply you

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

 Review reply The recording plays.  Re-record

The system prompts you to record your reply at the beep.

when done.

Press

cannot use the special recording and sending options.

40 Stratagy User Guide 06/02

Send Messages

Reply to the Current Message

 Append reply

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

when done.

Press

 Select Additional

Destinations

Send the message to additional destinations. You may repeat this step as often as necessary.

Enter one of the following destinations:

• User ID and

press

. Press 

again to record a reply without playing the user’s name.

Stratagy plays the user’s name or User ID for confirmation.

Note If your Stratagy system is de signed with a fixed

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

•  Directory You are prompted to enter the person’s name.

Enter the first few letters of the first or last name (Q = 7, Z = 9).

Press

to select the

name as the destination

Stratagy plays the first name that matches the combination of the letters you entered.



to hear the next

...or name

to cancel your

...or



entry and re-enter.

•  Personal List

Enter a list nu mber

~).

(

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirma tion. See “Manage Your Lists” on page 60 to create or revise a destination (dis tribution) list.

Stratagy User Guide 06/02 41

Send Messages

Reply to the Current Message

•  System List

Enter a list nu mber

~).

(

 Special Delivery

Options

 Set Future Delivery You can have your message delivered at a future

Cancel reply Cancels the reply and r eturns yo u to Step 2 on page 40.



Cancel and Return to



the Main Menu

You are prompted for the destination list number. Stratagy plays the list comment or number for

confirmation. Ask your System Administrator for more information about System Lists.

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

See “Special Delivery Options” on page 43 for instructions on using this option.

specified time and date . See “Future Delivery” on

page 44 for instructions on using this option.

Cancels the message and returns you to the Main Menu.

42 Stratagy User Guide 06/02

Special Delivery Options

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

Send Messages

Special Delivery Options

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 fi rst in the New Message Queue.

To remove the urgent status, press

 then 

again.

 Set Private status

Private messages cannot be forwarded.

(toggle) T o remove the private

status, press

 then 

again.

 Set Return Receipt

request (toggle)

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

To remove the return

Note A message that is only partially heard (for

receipt request, press



then  again.

 Return to previous

five seconds or longer) sends back a return receipt to the sender.

Stratagy return s you to the p revious menu.



Stratagy User Guide 06/02 43

Send Messages

Future Delivery

Stratagy can be configu red so th at yo ur message is deli vered at a futur e speci fied t ime and date. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent. See Chapter 3 – Play Messag es for instructions on using the Future Delivery Review option.

When you send, forward or reply to a message, this option is available by pressing Set Future Delivery. You can choose any or all of the selections.

Note Future Delivery is not supported by all Stratagy systems. Check with your

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

➤ Enter an option number

and press

.

Each of these settings default to the current time/date. T o set a future delivery time, 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 PM, you only need to enter th e hour ( 2), select PM and enter the minutes (30) using options 1 and 2.

 Set Hour (~)

 AM

 PM  Set Minutes (~)  Set Day (~)  Set Month (~)  Set the Year (last two

digits)

 Return to previous

Stratagy prompts you to select AM or PM.

Two-digit numbers under 80 will be set for the next century. For example, enter

 to set 2059.

Stratagy plays t he me ssa ge delivery time and date and returns you to the previous menu.

Note You can review , cont inue to send (save), or

delete this message using the Future Delivery Review option on the Play Messages Menu. (See Chapter 3 – Play

Messages).



44 Stratagy User Guide 06/02

Manage Mailbox 5

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

From the Main Menu:



Manage Mailbox



Change your Greeting



Change your User Options



Manage your Lists



Manage your Guest User IDs



Return to Main Menu

Stratagy User Guide 06/02 45

Manage Mailbox

Change Your 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

• Change your greeting selection

• Review a greeting

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change your Greeting Select ~ for a Personal Greeting or for the

System Greeting

Review selected greeting Record (new) greeting

Return to previous menu Review current greeting Return to previous menu

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

Not available

for System

greeting

3608

46 Stratagy User Guide 06/02

Manage Mailbox

Change Your 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 update personal greetings as often as you want. You can store up to seven different recorded greetings from which you can choose 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

 Change your Greeting.

2. Enter a number from

~.

3. Press

4. Press

to record the

greeting (speak slowly and clearly).

 when done.

Stratagy prompts with a list of options from the Change your Greeting Menu.

Your greeting is identified by the number chosen. For example, you can record a general greeting as greeting 1, then record a greeting for holidays a s greeting 2. Later , yo u can choose whi ch 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

• Instructions to leave a detailed message

• Call coverage options

Stratagy User Guide 06/02 47

Manage Mailbox

Change Your Greeting

5. (Optional) After recording, you can press:

 Review recording The complete greeting plays.

Sample Greeting

“Hi. This is Mary 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 call has been forwarded to my voice mailbox. I f at the t one you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”

 Re-record

 when done.

Press

 Append recording

The system prompts you to record at the beep.

Appending a greeting enables you to add information to the end of your already recorded

when done.

Press

greeting. The system prompts you to reco rd at the beep.

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

the previous menu.

 Save recording Stratagy tells you that greeting (number) has bee n

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

6. Press

7. Press

8. Repeat Step 3 on page 47.

 to return to the

previous menu.

 and select another

greeting number (

You are given the option to record another greeting.

~).

Important! The last greeting selected or

recorded is the greeting that calle rs hear as your User ID greeting.

9. To return to the Main Menu, press

.

Stratagy plays the Main Menu options.

48 Stratagy User Guide 06/02

Change Your Greeting Selection

Manage Mailbox

Change Your Greeting

1. From the Main Menu, press

 Manage Mailbox.

2. Press

 Change your

Greeting.

3. Enter a personal greeting number (

...or

~)

 to select the

system greeting.

...or

to review the



current greeting.

4. Press

 to return to the

previous menu

...or

 to return to the

Manage Mailbox Menu

Stratagy plays the Manage Mailbox Menu.

Stratagy prompts with a list of options from the Change Your Greeting Menu.

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

Y our callers hear the system gree ting when you do not answer or when your telephone is busy.

Note If you have recorded a busy greeting, this

greeting does not play when your telephone is busy (see “Create or Record Over Your

Busy Greeting” on page 55 for details).

Important! The last greeting selected or

recorded is the greeting that callers hear as your User ID greeting.

The current greeting plays.

Stratagy returns to the previous menu.

You can select another user Manage Mailbox option.

...or to return to the

You can select another Main Menu option.

Main Menu.

Stratagy User Guide 06/02 49

Manage Mailbox

Change Your Greeting

Review a Greeting

1. From the Main Menu, press

 Manage Mailbox.

2. Press

3. Press

4. Press

 Change your

Greeting.

to review the



current greeting

...or enter a number from

~, then press  to

review the greetin g. Press

to return to previous



menu.

 to return to the

Manage Mailbox Menu

...or to return to the Main Menu.

Stratagy plays the Manage Mailbox Menu.

Stratagy plays a list of options from the Change Your Greeting Menu.

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

Note Pressing

greeting selection.

The greeting plays. S t ratag y prompts you wit h th e Change Your Greeting Menu options.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

does not affect the current



50 Stratagy User Guide 06/02

Change Your User Options

Stratagy 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.

Manage Mailbox

Change Your User Options

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change your User Options

Record

Review recording Re-record Append recording Cancel recording Save recording

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits Save changes Return to previous menu

3612

Important! If you do not hear all the options for this menu, they may not be

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

Stratagy User Guide 06/02 51

Manage Mailbox

Change Your User Options

Change Your Do Not Disturb (DND) Setting

If you set this feature to on, stratagy automatically sends calls to your User ID (mailbox) without firs t ri nging y our te lephon e. Th e Syst em Adminis trat or can also set this feature to turn on or off automatically at pre-scheduled times and/or days of the week.

1. From the Main Menu,

 Manage Mailbox.

press

2. Press

 Change your

User Options.

3. Press

 Change your Do

Not Disturb (On/Off).

4. (Optional) Press

 again

to reset the feature, if required.

5. Press

 to return to the

Manage Mailbox Menu

...or to return to the Main Menu.

Stratagy plays the Manage Mailbox Menu.

A prompt verifies the current status of the feature.

Important! DND on the Stratagy voice

processing system is different from the DND featur es for your telephone system. If your telephone comes with a DND button or feature, it works independently from this feature on Stratagy.

Pressing  toggles the DND feature On and Off.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

52 Stratagy User Guide 06/02

Manage Mailbox

Change Your User Options

Change Your Call Screening Setting

If you set this feature to on, S tratag y asks call ers for the ir name an d 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 Main Menu,

 Manage Mailbox.

press

2. Press

 Change your

Stratagy plays the Manage Mailbox options.

User Options.

3. Press

 Change your Call

A prompt verifies the current status of the feature.

Screening (On/Off).

4. (Optional) Press to reset the feature, if

 again

Pressing  toggles the Call Screening feature On and Off.

required.

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.

Stratagy User Guide 06/02 53

Manage Mailbox

Change Your User Options

Change Your Security Code

Each User ID in the system has a security code. The code must be entered by you in order to “log on” to your User ID 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 Main Menu, press

 Manage Mailbox.

2. Press

 Change your

User Options.

3. Press

 Change your

Security Code.

4. Enter your new security code +

.

5. Re-enter your new security code +

.

Stratagy prompts with a list of options from the Manage Mailbox Menu.

Stratagy prompts with a list of options from the Change your User Options Menu.

Stratagy prompts you to enter your new security code.

The minimum and maximum number of digits for the security code are determined by your System Administrator. Please ask your System Administrator for confirmation on the number.

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

After entering the sec urity code a second time , Stratagy announces that your security code has been changed.

54 Stratagy User Guide 06/02

Manage Mailbox

Change Your User Options

Create or Record Over Your Busy Greeting

You can record your own custom busy greeting that plays when callers reach your extension and it is busy. While your callers are li steni ng to the busy greeti ng, th ey can enter a different User ID, press System Administrator), or remain on the line to leave a message.

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

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

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

to hold (if configured for your mailbox by the



1. From the Main Menu, press

 Manage Mailbox.

2. Press

 Change your

Stratagy plays the Manage Mailbox options.

User Options.

3. Press

 Record your

Busy Greeting.

Stratagy prompts you to record your custom busy greeting.

4. Begin recording at the tone. Press

 when done.

5. (Optional) After recording, you can press:

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

 when done.

Press

 Append recording

when done.

Press

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

The system prompts you to record at the beep.

The system prompts yo u to record at the beep . The appended greeting play s after the already re corded portion of the greeting.

the previous menu.

 Save recording Stratagy tel l s yo u t hat the greeting has been saved

and returns to the previous menu.

Stratagy User Guide 06/02 55

Manage Mailbox

Change Your User Options

6. 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.

Select Your Busy Greeting

1. From the Main Menu, press

 Manage Mailbox.

2. Press

 Change your

User Options.

3. Press

 Select your Busy

Greeting (toggle).

4. (Optional) Press

 again

to reset the feature, if required.

5. Press

 to return to the

Manage Mailbox Menu

...or to return to the Main Menu.

Stratagy plays the Manage Mailbox options.

A prompt verifies the current status of the feature.

Pressing  toggles between selecting your custo m busy greeting and the system busy greeting.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

56 Stratagy User Guide 06/02

Manage Mailbox

Change Your User Options

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 Stratagy user.

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

Notes

• Some Stratagy systems may not be configured to play you r name when you log on

to your mailbox.

• Your system may be programmed such that you need to record your extension as

well as your name. Ask your System Administrator for the requirements of your system.

1. From the Manage Mailbox Menu, press



Change your User



Stratagy prompts with Change your User Options Menu.

Options.

2. Press

 Record your

Stratagy prompts you to record your name.

Name.

3. At the tone, state your name slowly and clearly (and your extension, if required).

Press

when done.

4. (Optional) After recording, you can press:

 Review recording Your newly recorded name (and extension) plays.  Re-record

You can re-record your name (and extension) as often as you wish.

when done.

Press

Stratagy User Guide 06/02 57

Manage Mailbox

Change Your User Options

 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 confirms that your name (and extension)

has been recorded and returns to the previous menu.

Change Your Message Notification

Your User ID can have up to 10 notification records programmed by the System Administrator with a specific notification method (message waiting lights, pagers, voice, etc.) and the time/day when that notification record applies. The repeat count (how many times the notification is attempted) and interval for retrying the notification is also set.

Once you have tur ned on the notif ic ation reco rd numbe rs, Stratagy automatica lly c alls you at the designated number and with the chosen notification method.

Using the Change Message Notification option, you can enable/disable a notification method and/or change the notify phone number.

1. From the Main Menu,

 Manage Mailbox.

press

Stratagy plays the Manage Mailbox options.

2. Press

 Change your

User Options.

3. Press

 Change message

Notification.

4. Enter the notification template nu mber (

~).

Stratagy confirms the temp late number, spells t he template title, states whether the template is enabled or disabled, and tells you the phone number (if applicable).

Note To select the correct notification template,

you need to keep a written record of the template number and function for each template you will be changing.

58 Stratagy User Guide 06/02

5. Press an option number:

Manage Mailbox

Change Your User Options

 Enable/disable

notification template (toggle)

 Change notification

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

Stratagy verifies the telephone numbe r entered. digits. Enter the new notification te le phone number’s digits and press

.

 Save changes Stratagy tells you that the notification template

changes have been saved. Stratagy returns to the

previous menu.

 Return to previous

6. Press

 to return to the

Manage Mailbox Menu

...or to return to the

Stratagy cancels the change message notification

options and returns to the previous menu.

You can select another user Manage Mailbox

option.

You can select another Main Menu option.

Main Menu.

Review Your Option Setting s

1. From the Main Menu, press

 Manage Mailbox.

2. Press

 Change your

User Options.

Stratagy plays the Manage Mailbox options.

, a

3. Press Option Settings.

to Review your



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

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.

Stratagy User Guide 06/02 59

Manage Mailbox



Manage Your Lists

Stratagy provides the ability to create and manage up to seven personal distribution lists. The lists consist of the User ID s to which yo u most frequ ently send m essages.

At the time you create a list, you are given the option of recording a “list comment” that serves as a title or name for the l ist. The co mment pl ays each t ime you use th e list to confirm that you have chosen the correct distribution list.

From the Manage Your Lists Menu (shown below), you can review the list contents, add and delete User IDs to the list, and record a list comment to help you identify the list.

From the Main Menu:



From the Manage Mailbox Menu:





Manage Mailbox

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 previous menu

1. From the Main Menu,

 Manage Mailbox.

press

2. Press

 Manage your

Stratagy plays the Manage Mailbox Menu.

Lists.

3. Select the desired list number

~.

You are prompted to enter an option.

60 Stratagy User Guide 06/02

4. After selecting a list, you can press:

Manage Mailbox

Manage Your Lists

 Review your current

list

 Add a User ID to the

list Enter the User ID.

Press

 when done.

 Delete a User ID from

the list Enter the User ID.

 when done.

Press

 Record a list

Comment Record your

comment. Press when done.

5. Press

 to return to the

previous menu

...or

 to return to the

Manage Mailbox Menu

to return to the

...or Main Menu.

The system prompts you with the name (and extension) of each User ID on the list.

Stratagy prompts you to enter the User ID.

The name (and extension) plays. You can add additional User IDs as needed.

Stratagy prompts you to enter the User ID.

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

When sending a message, t he comment plays each time the destination list is selected. Stratagy prompts you to record the comment.



Stratagy returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

Stratagy User Guide 06/02 61

Manage Mailbox

Manage Guest User IDs

Guest User IDs provide limited access to the Stratagy system for temporary and project-oriented employees, such as consultants and co ntr ac tor s. Gu est users can only send messages to their Host User ID and other guests of their Host User ID.

The Guest User IDs 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 User IDs involves creating and deleting these IDs (menu shown below).

Note Some Stratagy systems do not support the Manage Guest User IDs option. See

your System Administrator for the specific operation of your system.

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 Return to previous menu

3498

1. From the Main Menu, press

 Manage Mailbox.

2. Press

 Manage Guest

Stratagy plays the Manage Mailbox Menu.

Stratagy plays the Manage Guest User IDs Menu.

User IDs.

3. Select one of the following:

 Create a Guest User

The system prompts with a Guest User ID number . Be sure to make a note of the number and the person you assign.

62 Stratagy User Guide 06/02

Manage Mailbox

Use Guest User IDs

 Delete a Guest U ser

Stratagy prompts you to enter the User ID.

ID Enter the User ID.

 when done.

Press

 Review your Guest

The system confirms the Guest User ID is deleted.

The syste m lists your G uest User ID numbers.

User IDs

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.

Use Guest User IDs

Instruct your guest users to call the Stratagy system and identify themselves as guest users of your mailbox. Only then can they use Stratagy to send, receive, and reply to the messages with your mailbox (Host ID) as a typical Stratagy user.

Note See “Access Your Mailbox” on page 14 for more detailed instructions of the

following steps.

1. Call the Stratagy system.

2. Enter

 + . Note Check with your System Administrator for

the User ID (default your system.

) configured for

3. Enter the Host User ID +

.

The Host User ID’s greeting plays.

Note Stratagy uses the comb ination of the Host

User ID and the Guest User ID to identify the caller as your guest.

4. Enter ID +

+ the Guest User



.

5. Enter the security code +

Stratagy User Guide 06/02 63

.

Manage Mailbox

Use Guest User IDs

64 Stratagy User Guide 06/02

Using Stratagy with

a Strata CTX A

This appendix covers the use of Stratagy Release 3.3 or higher voice mail with the Strata CTX. Call Forward, Message Waiting, 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, such 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 66 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. Refer to the appropria te User Guide for the Call Forward access/ cancellation codes or check with your System Administrator.

Stratagy User Guide 06/02 65

Using Stratagy 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 Press Exten sion button +  + Dest . No. + Timer + Cancel Press Extension button + (Tone)

Call Forward - System Call Forward - Incoming Line Calls

All Calls Extension button + Busy Extension button + No Answer Extension button + Busy No Answer Extension 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) +



66 Stratagy User Guide 06/02

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 turn 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 with a Strata CTX

Message Waiting

Stratagy User Guide 06/02 67

Using Stratagy with a Strata CTX

Call Record to Stratagy

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 tha t you have set on anot her extens ion, press

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

Call Record to Stratagy

If your company’s Stratagy i s connected to a Toshiba Strata CTX with SMDI integration, you have an additional feature at your disposal—Call Record. While on an active call, a statio n user can record t he convers ation and store it in a Stra tagy voic e mailbox. Recordings can also be paused or restarted. Depending upon your System Administrator, you are given either a manual method of recording that allows you to designate the mailbox where the recording will be sent or an auto method that automatically sends the recording to a predefined mailbox that is assigned to the phone you are using. This may be your personal mailbox.

 plus

Note Ask your System Adminis tr at or whic h met hod you need to use when recordin g

a call.

This feature requires the presence of a button on your telephone. Feature codes are not available. Check with your System Administrator to see if you have access to this feature.

Important! Stratagy mailboxes have a definable limit on the length one message

can be. If you plan on doing lengthy recordings using this feature, see your System Administrator so your message recording time can be properly defined.

5HFRUG and a 365(6 (Pause/Resume)

68 Stratagy User Guide 06/02

➤ To record a call

Using Stratagy with a Strata CTX

Call Record to Stratagy

1. With a call in progress, press

5HFRUG.

If you are using the auto method, the Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording. Continue to Step 3.

...or if you are using the manual method, the Record LED flashes green rapidly. Continue to Step 2.

2. (Manual method only) If you want to record the call to the predefined mailbox associated with the phone you are using, press

. The Record LED flashes rapidly

and there is approximat ely a one second int erval (in ext reme busy condition s, up to five seconds) befor e the r ecordi ng st arts and th e Recor d LED changes to t he in- use interval flash rate. You are now recording.

...or if you want to record this call to another mailbox, enter the mailbox number (usually the extension number). Finish by pressing

.The Record LED flashes

rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording.

3. To stop recording, press

5HFRUG. The LED turns off and the recording stops. To

resume recording at this point, you need to begin a new recording, see Step 1.

Pause/Resume Recording

You can pause the recording while continuing the conversation by pressing 365(6. The PS/RES LED flashes red. Your conversation is no longer being recorded.

To resume recording as part of the same message, press the

365(6 button again.

You can pause and resume indefinitely throughout the conversation. The only limit may be a message length imposed by the Stratagy voice mail system.

Stratagy User Guide 06/02 69

Using Stratagy with a Strata CTX

Direct Transfer to Voice Mailbox

An internal user on the Stra ta CTX can tr ansfer a call directly to another perso n’s voice mailbox without waiting for the call to forward from the called party’s telephone. The voice mailbox does not even need to be associated with an active telephone in the Strata CTX.

Direct T ransfer to Voice Mail simplifies g etting a cal l for a busy or abs ent employe e to his/her mailbox. It elim inates the need for the caller to enter the desired mailbox number after being connected to the voice mail system.

➤ To transfer a call directly to Voice Mail (VM)

1. While on a call, press

2. Enter

3. Enter the VM mailbox number (usually the same as the extension number), then

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

. You hear entry tone.

press

. The call transfers immediately and your extension becomes idle. The

transferred party hears the greeting associated with the specified mailbox and can then leave a message.

programming this feature on your phone.

&QI7UQ. You hear feature dial tone.

Voice Mail Conference

Voice Mail ports may be included i n conf erence ca lls. T his ena bles all membe rs of the conference to listen to and play voice mail messages.

70 Stratagy User Guide 06/02

Using Stratagy with a

Strata Legacy System B

Notes

• Strata Legacy systems are Strata DK14, DK40i, DK424i, DK8/16, DK24/56/96.

For information on Strata CTX systems, see Appendix A – Using Stratagy with a

Stra ta CTX.

Any reference to Str ata DK 424 i in th is append ix, sho uld be r ead to i nclude DK424 and DK280. Any reference to DK40i should be read to include DK40 and DK16e.

• The naming convention for DKT assignments within Toshiba is Directory

Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Num ber will be used in this d ocument in l i eu of PDN and PhDN.

This appendix explains the procedures for programming Strata Legacy proprietary telephones for Call Forward and Message Retrieval when using a Stratagy Voice Processin g System.

Once programmed, your Stratagy voice processing sys te m can answer calls when you are busy or not ava ilabl e. It can give callers choices when y ou do not answer, such as: recording a message, dialing another extension, or dialing 0 for assistance.

Note This appendix does not include the procedures for Call Forward and Message

Retrieval with a standard telephone. Consult the appropriate Toshiba Standard Telephone User Guide for these instructions.

If you have a Strata telephone system, you need to program your telephone only once for the Call Forward and Message Retrieval functions. Then you can follow the appropriate steps for using Call Forward and Message Retrieval.

Stratagy User Guide 06/02 71

Using Stratagy with a Strata Legacy System

Call Forward

Notes

• If you do not have Call Forward keys, you can use access codes instead. Refer to

the appropriate User Guide for the Call Forward access/cancellation codes or check with your System Administrator.

• If the Stratagy i s fu ll y int egr at ed with your telephone system, you may not need to

enter a Voice Mail ID code for Call Forwarding or Message Retrieval. Please consult your System Administrator if Voice Mail ID codes are required.

• With mo st Toshiba propriet ary tele phones, you ca n store the sequence of steps on a

Speed Dial button for quick access. Refer to the appropriate Quick Reference or User Guide for your telephone for information and instructions on using Speed Dial buttons.

Call Forward

To direct forwarded calls to your mailbox and to ensure that callers receive your personal greeting, additional internal access digits must be programmed ini tially from your telephone for you r e xtensi on number and for each p hantom ex ten sion nu mber by your telephone. These digits are called voice mail ID codes.

Note Your telephone must be the owner of the phantom extension number to store a

voice mail ID code for the phantom extension number.

Set Call Forward to Stratagy

Skip to “To forward calls to Stra tagy” on page 74 if you have already performed this function. Once programmed, this code is automatically sent to the Stratagy system whenever calls are forwarded to the Stratagy system from your telephone, enabling callers direct access into your mailbox.

72 Stratagy User Guide 06/02

Using Stratagy with a Strata Legacy System

➤ To program the Stratagy Voice Mail Code from a Strata DK telephone

Call Forward

1. Press the extension number or phantom extension number.

2. For Strata DK424i, DK40i, and DK14, press



...or for Strata DK24/56/96 and DK8/16, press

3. Press

.

.

4. Enter your Stratagy mailbox number.

5. Press

6. Press

5HGLDO. You hear a confirmation tone. Display

6SNU. Resets your telephone to the idle condition.

You hear a dial tone.

You hear a confirmation tone. Display telephones show “#656 I.D. CODE SET.”

You have completed programming and hear a confirmation tone. Display telephones show “656 I.D. CODE SET.”

telephones show “DATA PROGRAMED.”

Notes

• To change the voice mail code, repeat steps.

• In order for the  button to f unction pro perly

while using the Stratagy system with a Toshiba Strata system, the (5(36'6) button and the 5HGLDO (5'/) button must be provided on your Toshiba proprietary telephone.

6SHHG'LDO

Stratagy User Guide 06/02 73

Using Stratagy with a Strata Legacy System

Call Forward

➤ To forward calls to Stratagy

1. Press the appropriate

RU DU

button

&DOO

...or press the extension number or phantom extension number, then enter the appropriate Call Forward access code.

2. Dial the Stratagy system number _____________.

The Call Forward LED flashes, or you hear a confirma tion tone.

You hear a confirmation tone if an access code is dialed. Display telephones show “CALL FORWARD TO.”

Call Forward Access Codes

Strata

DK424i,

DK40i, and

DK14

Call Forward All Calls Call Forward Busy Call Forward No Answer

Call Forward Busy No Answer

Strata

DK24/54/96,

and DK8/16

 

 

 

 

You hear a confirmation tone.

74 Stratagy User Guide 06/02

Using Stratagy with a Strata Legacy System

Call Forward

3. (Optional) For Call Forward-No Answer and Call Forward- Busy/N o Answer, you can set the number of seconds that your telephone rings be fore forwarding.

If you pressed a Call Forward button in Step 1, enter the numbero f secon ds (

a)

...or if you pressed a extension number or phantom extension number in Step 1, press

and enter the number

'LDO

of seconds (

6SHHG

a).

4. Press the same Call Forward button used in Step 1

...or if you used an access code sequence, press

5HGLDO, then 6SNU.

Note Some older telephones do not have

6SHHG'LDO and 5HGLDO buttons. You

may need to press number of seconds (08~60) +

6'6 (or 5(3) + the

5'/ or

+ the number of seconds (08~60) +

The Call Forward LED lights steady.

.



Stratagy User Guide 06/02 75

Using Stratagy with a Strata Legacy System

Call Forward

Cancel Call Forwar d

1. Press the appropriate &DOO

)RUZDUG 6SNU

button, then

...or press the extension number or phantom extension number, then enter the appropriate Call Forward access code.

The Call Forward LED turns OFF, or you hear a confirmation tone. C all Forward registration is canceled.

You hear a confirmation dial tone. Display telephones show “CALL FORWARD TO.” Dialing the access code (e.g.,

) and no

station number cancels any Call Forward type. See “To forward calls to Stratagy” on page 74

for access codes.

2. Press

6SNU (63($.(5).

Cancel the Programmed Ca ll Fo rw ar d Voice Mail Code

1. Press the extension number or phantom extension number.

2. For Strata DK424i, DK40i, and DK14, press

.

...or for Strata DK24/56/96 and DK8/16, press

3. Press

4. Press

5HGLDO. You will hear a confirmation tone. Display

6SNU (63($.(5).

.

You hear a dial tone.

You hear a confirmation tone. Display telephones show “#656 (or 656) ID CODE SET.”

telephones show “DATA PROGRAMED.” The voice mail code is canceled.

76 Stratagy User Guide 06/02

Using Stratagy with a Strata Legacy System

Message Retrieval

You can program yo ur 0VJ or phantom extension number/message waiting but tons to automatically retrieve your voice mail messages when you press it.

Skip to “To retrieve messages with Msg or Phantom Extension Number/Message

Waiting button” on page 78 if you have already performed this function. Once

programmed, this key does not need to be programmed again.

➤ To program your 0VJ button to retrieve messages

Message Retrieval

1. Press the extension number or phantom extension number.

2. For Strata DK24/56/96 and DK8/16, press

.

For Strata DK42 4i/DK424/ DK280, DK40i/DK40/ DK16e, and DK14, press

.

3. Press

 (the Voice Mail

ID code for Message Retrieval).

4. Enter your Stratagy mailbox number +

.

5. Enter your security code +

6. Press

7. Press

.

5HGLDO. You hear a confirmation tone. Display

6SNU.

You hear a dial or confirmation tone after you press the button.

You hear a confirmation tone. “657” or “#657” is the Stratagy System Identification code for message retrieval from voice mail.

Your telephone must have the (

5(3, 6'6) button and the 5HGLDO (5'/)

button for the

 button to function properly

6SHHG'LDO

while using the Stratagy system.

By storing your security cod e, you avoid havi ng to enter your code every time you access your mailbox.

Important! Including your security code in

this programming will enable anyone to retrieve your messages from your phone. If a securi ty code is not desired, do not include it.

telephones show, “DATA PROGRAMED.”

Stratagy User Guide 06/02 77

Using Stratagy with a Strata Legacy System

Message Retrieval

➤ To retrieve messages with Msg or Phantom Extension Number/Message Waiting

button

➤ When the Message LED

flashes…

For Strata DK424i, DK40i, and DK14, press

0VJ or

Stratagy is called and you are automatic ally connected to your mailbox.

[Phantom Extension Number/MW]

...or for the Strata DK24/ 56/96 and DK8/16, press the extension number +

0VJ.

The system automatically calls Stratagy.

Note Pressing 0VJ before the extension

number cancels the message waiting notification (e.g., the message light goes Off even though the registered messages may not have been retrieved).

➤ To cancel automatic retrieval

➤ For Strata DK424i, DK40i, and DK14, press the extension number or phantom

extension number +

 + 5HGLDO

...or for the Strata DK24/56/96 and DK8/16, press the extension number or phantom extension number +

Note If you have a Toshiba telephone system, see Chap ter 5 – Manage Mailbox for

 + 5HGLDO.

further instructions on using the Call Forward and Message Retrieval features. If you have one of the telephones listed in that chapter, you may need to program your telephone (onc e) so that th e message waiti ng key works pro perly.

Depending upon your telephone system and telephone, a message wai ting light is lit on your telephone when a voice message has been left for you on the Stratagy system.

If configured, Stratagy automatically turns off your message waiting light on your telephone when your new message queue is empty or only partially heard messages remain. All unheard messages must be accessed and partially heard, deleted or saved for Stratagy to turn off the message waiting light on your telephone.

78 Stratagy User Guide 06/02

Glossary

This glossary defines frequently-used Stratagy voice processing system features and functions.

Term Definition

Busy Greeting

Call Record

Call Screening

Caller

You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays.

In Stratagy systems with software Release 3.3 or higher, you can record a live call into your mailbox from your Strata CTX telephone.

Call Screening operates in on/off mode. When on, Stratagy asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you. You can decide to receiv e the cal l, let the call forward to your mailbox, o r transfer the call to another extension with or without announcement.

Someone who calls into the Stratagy system. A caller can obtain information, leave a message for someone, and/or provide information.

Called Party

Stratagy User Guide 06/02 79

The telephone user the caller reached. See “User.”

Glossary

Directory ~ Name Recording

Term Definition

Index

about this guide

conventions, vi organization, v related documents/me dia, vii

access your mailbox, 14

basic functions

delete, 25 forward, 26 play, 25 replay current message, 26 reply, 26 save, 25

busy greeting, 7

record, 55 select, 56

buttons

extension, vi

call forward

system, 65

call record, 68

call screening, 53 change

security code, 18 your greeting, 46 your user options, 51

continuous

delete, 28 play, 28

destination

additional users, 35, 39, 41 directory, 10, 34, 37, 41 multiple des tinations, 35 personal list, 9, 34, 38, 41 system list, 10, 35, 38, 42

user ID, 34, 37, 41 direct transfer to voice mailbox, 70 directory, 34, 37, 41 distribution lists, 9, 10 do not disturb, 52

exit mailbox, 19 extension number, vi

Stratagy User Guide 06/02 83

Index

F ~ M

FIFO, 5 forward message, 6, 26, 37 future deli very, 8

review, 27 setting, 44

getting started, 13 greeting

busy, 7, 55, 56 change, 46 personal, 7

change your selection, 49 create, 47 record over, 47

review greeting, 50 sample, 17, 48 system, 7

guest user IDs

manage, 62 use, 63

LIFO, 5 lists

manage, 60 personal distribution, 34, 38, 41 system distribution, 35, 38, 42

mailbox

access, 14 exit, 19 manage options, 45

personalize, 4

security code, 18 manage

guest user IDs, 62

lists, 60

mailbox, 45 menu

change your user options, 51

greeting, 46

main, 3

manage mailbox, 45

play messages, 24

send messages, 33 message waiting, 67 message waiting light

on [PhDN/MW], 68

on another telephone, 68 messages

additional destinations, 35, 39, 41

append, 35

continuous delete, 28

continuous play, 28

control

back up (rewind), 23 change speed, 23 go forward (advance), 23 pause/resume, 23, 38, 40 play next, 23 play previous, 23 volume, 23

date and time, 27

destination, 9

forward, 6, 26, 37

future delivery, 8, 27, 44

new message queue, 4, 28

84 Stratagy User Guide 06/02

Index

N ~ R

notification, 58 play, 21 private, 8, 43 queues, 4 reply, 6, 26, 40 re-record, 35 return receipt request, 8, 43 review recording, 35 saved message queue, 5, 28 send, 31 special delivery options, 8 types, 6

urgent, 8, 43 Msg button/LED, 67 multiple des tinations, 35

name

recording, 16 new/saved messages, 4, 28 notification, 58

pause/resume playback, 23, 25, 38, 40 pause/resume recording, 32, 35 personal

distribution list, 34, 38, 41

greeting, 7

change your selection, 49 create, 47 record over, 47

play messages, 21, 24

special functions, 27 playback

back up (rewind), 23

change speed, 23 continuous delete, 28 continuous play, 28 go forward (advance), 23 next message, 23 pause/resume, 23, 25, 38, 40 previous message, 23 replay, 26

volume, 23 playback controls, 22 private messages, 8, 43

queues, 4, 28

record

busy greeting, 55

controls, 32

messages

append

comment recording, 35 reply, 41

re-record

comment message, 35 reply, 40

review

comment recording, 35 reply, 40

name, 16

pause/resume, 32, 35 record to voice mail, 68

, 38

Stratagy User Guide 06/02 85

Index

S ~ V

reply message, 6, 26, 40

additional users, 41 set future delivery, 44 special functions, 43

return receipt request, 8, 43

security code, 13

change, 18 send messages, 31 special delivery options

private, 43

return receipt request, 43

urgent, 43 special functions, 27, 43

continuous delete, 28

continuous play, 28

date/time, 27

future deli very review, 27

new/saved queue, 28 Strata DK24/56/96, 8/16 and 280 telephones

call forward, 72

message retrieval, 77 system

distribution list, 35, 38, 42

greeting, 7

urgent messages, 8, 43 user ID, 15, 34, 37, 41 user options

busy greeting, 11, 55 busy greeting selection, 56 call screening, 10, 53 change, 51 do not disturb, 10, 52

message notification selection, 11, 58 user prompts, 11 user tutorial, 11, 13

voice mail conference, 70 volume control, 23, 25

Toshiba telephone systems, 71, 78 tutorial, 13

Stratagy ES Advisor, viii user, 11

86 Stratagy User Guide 06/02

Toshiba Stratagy Flash ivp8 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Publication Information

Contents

Introduction

Organization

Conventions

Related Documents/M edi a

Action/Response Table

Stratagy eBrochure and Advisor CD-ROM

Overview

Features to Personalize Your Mailbox

Message Queues

New Message Queue

Saved Message Queue

Message Types

Forwarded Message

Reply Message

Greetings

Personal

System

Busy

Special Delivery Options

Urgent

Private

Return Receipt

Future Delivery

Message Destination Selections

Personal Distribution Lists

User Options

System Distribution Lists

Directory

User Prompts

User Tutorial (New User)

User Tutorial

Access Messages

Playback Controls

 Play Next Message

 Pause/Resume (toggle or 30 seconds)

Play Your Messages

Special Functions

Recording Controls

 Pause/Resume (toggle or 30 seconds)

Send a Message

Forward a Message

Reply to the Current Message

Special Delivery Options

Future Delivery

Change Your Greeting

Create or Record Over a Personal Greeting

Change Your Greeting Selection

Review a Greeting

Change Your User Options

Change Your Do Not Disturb (DND) Setting

Change Your Call Screening Setting

Change Your Security Code

Create or Record Over Your Busy Greeting

Select Your Busy Greeting

Record Your Name

Change Your Message Notification

Review Your Option Setting s

Manage Your Lists

Manage Guest User IDs

Use Guest User IDs

Call Forward

Message Waiting

Responding to a Lit Msg LED

Call Record to Stratagy

Turning On/Off Message Waiting LED on Another Extension

Pause/Resume Recording

Direct Transfer to Voice Mailbox

Voice Mail Conference

Call Forward

Set Call Forward to Stratagy

Cancel Call Forwar d

Cancel the Programmed Ca ll Fo rw ar d Voice Mail Code

Message Retrieval

Glossary