Toshiba America Information Systems, Inc., Telecommunication
Systems Division, reserves the right, without prior notice, to revise
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Further, Toshiba America Information Systems, Inc.,
Telecommunication Systems Division, also reserves the right,
without prior notice, to make such changes in equipment design or
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TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)
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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
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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
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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
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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
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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
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extension is effective unless it is in writ in g and signed by the vice president and ge ne ral manager, Telecommunication
Systems Division.
Contents
Introduction
Organization ................................................................................................................ v
Conventions ................................................................................................................ vi
Appendix B – Using Stratagy with a Strata Legacy System
ivStratagy 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 06/02v
Introduction
Conventions
•Glossary defines frequently-used Stratagy voice processing system features and
functions.
•Index
Conventions
ConventionsDescription
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
$ULDOEROG
CourierShows 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.
NoteThe 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.
viStratagy User Guide 06/02
Related Documents/M edi a
ConventionsDescription
Tilde (~)Means “through.” Example: 350~640 Hz frequency range.
Introduction
➤
➤
See Figure 10
Denotes the step in a one-step procedure.
Denotes a procedure.
Grey words within the printed text denote cross-references. In the
electronic version of this document (Library CD-ROM or FYI
Internet download), cross-references appear in blue hypertext.
Action/Response Table
Actions you perform appear
in this column. They can
consist of eith er a single st ep
or a series of numbered
steps.
The immediate response to the action performed
appears in this c olumn. Addi tional notes an d comments
are also included.
Related Documents/Media
Note Some documents listed h ere may appear in different versions on the CD-ROM,
FYI, or in print. To find the most current version, check the version/date in the
Publication Information on the back of the document’s title page.
Important!Read this User Guide first, then use it with the Qui ck Reference Guide.
•Stratagy Quick R eference Guide
•Stratagy Voice Processing General Description
•Stratagy Voice Processing Installat ion and Maint enance Manual
•Stratagy System Administ rator Guide
•Stratagy Library CD-ROM
For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current
Stratagy documentation and enables you to view, print, and download current
publications.
Stratagy User Guide 06/02vii
Introduction
Related Documents/Media
Stratagy eBrochure and Advisor CD-ROM
Packaged with every Stratagy shipped is a CD-ROM containing Stratagy eBrochure,
and an end-user tutorial, Stratagy Advisor.
eBrochure
The eBrochure provides a description of each of the Stratagy products along with
audio supplemented min i-demonstr ations i llustr ating t he capabi lities of S tratagy voi ce
processing. Also included on the CD-ROM is an electronic copy of this
General Description
Advisor
The Stratagy Advisor is an end-user tutori al that can b e used as a learning tool for the
new user or as a refresh er course for existing Stratagy users.
The Stratagy Advisor program covers general topics—such as play messages, send
messages, etc.—that are applicable to all models of Stratagy systems. All
presentations interact with the viewer in order to provide a better understanding of
how Stratagy works.
.
Stratagy
viiiStratagy User Guide 06/02
The Grand Tour1
This chapter provides an overview of the system and covers the following general
topics:
•Features to personalize your mailbox
•Message queues
•Message types
•Greetings
•Special delivery options
•Future delivery
•Message destination selections
•User options
•User prompts
•User tutorial (New User)
Stratagy User Guide 06/021
The Grand Tour
Overview
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.)
2Stratagy User Guide 06/02
P
LAY MESSAGES
M
AIN MENU
S
END MESSAGES
Exit User Mode
H
ANG UP
M
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 1Stratag 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 DeliveryCancel 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 SettingsReturn to previous menu
†
Not available
for System
greeting
6231
Stratagy User Guide 06/023
The Grand Tour
Features to Personalize Your Mailbox
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.
4Stratagy 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 06/025
The Grand Tour
Message Types
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.
6Stratagy 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 06/027
The Grand Tour
Special Delivery Options
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.
8Stratagy 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 06/029
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.
Directory
You can enter the Dual Tone Multi-frequency (DTMF) digits corresponding to the
first few let ters of a user’s name and Strata gy plays the recorded name (User ID and
optionally the ex tensi on) tha t matche s the c ombin ation of ente red di gits. You can then
select the name or go on to the next name in the directory.
Each User ID can be identified with up to two names. These names are entered into
the automated directory by the System Administrator and enhance the directory’s
search/find capabilities. Common choices for the names are the first and last names of
the user or the last name of the user and a commonly misspelled version of the last
name.
User Options
You can set your telephone for Do Not Disturb (DND) or call screening, select or
record a busy greeting (plays when your telephone is busy), and designate where or
how you are notified of a message.
The following is a brief description of each of the options. Please see “Change Your
User Options” on page 51 for more detailed information.
Important!The System Administrator must act ivate these features for them to be
available.
•DND – Stratagy automatically sends calls to your User ID (mailbox) without first
ringing your telephone.
•Call Screening – Stratagy asks callers for their name and company. Without the
caller’s knowledge, the system relays that information to you. You can decide to
receive the call, let the call forward to your mail box, or tran sfer the call t o another
extension with or without an announcement.
10Stratagy User Guide 06/02
•Busy Greeting – You can record your own custom busy greeting that plays when
callers reach your extension, and it is busy.
•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, stutter dial tone, pagers, voice, etc.) and the time/day
when that notification record applies.
Once you have turned on a specific n otifica tion record, Stra tagy automati cally call s
you at the designated number and with the chosen method to notify you of your
messages.
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 06/0211
The Grand Tour
User Tutorial (New User)
12Stratagy User Guide 06/02
Getting Started2
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 06/0213
Getting Started
Step 1: Access Your Mailbox
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.
14Stratagy 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 06/0215
Getting Started
Step 2: Record Your Name
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-recordStratagy 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.
16Stratagy User Guide 06/02
Step 3: Record Your Personal Greeting(s)
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 06/0217
when done.Stratagy plays your greeting.
press:
To accept the
recording
Re-recordStratagy 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
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.
18Stratagy User Guide 06/02
Step 5: Exit Your Mailbox or User Mode
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 06/0219
Getting Started
Step 5: Exit Your Mailbox or User Mode
20Stratagy User Guide 06/02
Play Messages3
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 06/0221
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.)
Pressto 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.
22Stratagy 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 pressto 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 pressor, 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 06/0223
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
24Stratagy 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
g
g
(rewind),
(advance),
g
speed
g
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 messageSkips 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 06/0225
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 FunctionsStratagy 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 MenuStratagy 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.
26Stratagy 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 06/0227
Play Messages
Special Functions
Return to the
Special Functions
Menu
Continuous DeleteDeletes 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 PlayPlays 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.
28Stratagy 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
menu
Stratagy returns to the Play Messages Menu.
Stratagy User Guide 06/0229
Play Messages
Special Functions
30Stratagy User Guide 06/02
Send Messages4
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 06/0231
Send Messages
Recording Controls
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.
32Stratagy 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 recordingSelect 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 06/0233
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.
• DirectoryYou 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.
34Stratagy 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 pressto send your message,
you cannot use the special recording
and sending options.
The appended recording plays after the already
recorded portion of the message. The system prompts
when done.
Press
Select Additional
Destinations
Stratagy User Guide 06/0235
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 DeliveryYou 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.
36Stratagy 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.
• DirectoryYou 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 06/0237
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.
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.
38Stratagy 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 06/0239
Send Messages
Reply to the Current Message
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 replyThe 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.
40Stratagy 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.
• DirectoryYou 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 06/0241
Send Messages
Reply to the Current Message
• System List
Enter a list nu mber
~).
(
Special Delivery
Options
Set Future DeliveryYou can have your message delivered at a future
Cancel replyCancels 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.
42Stratagy 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
thenagain.
Return to previous
five seconds or longer) sends back a return
receipt to the sender.
Stratagy return s you to the p revious menu.
menu
Stratagy User Guide 06/0243
Send Messages
Future Delivery
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
menu
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).
44Stratagy User Guide 06/02
Manage Mailbox5
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 06/0245
Manage Mailbox
Change Your Greeting
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
46Stratagy 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 06/0247
Manage Mailbox
Change Your Greeting
5. (Optional) After
recording, you can press:
Review recordingThe 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 recordingThe greeting is canceled. The system returns to
the previous menu.
Save recordingStratagy 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.
48Stratagy 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 06/0249
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
50Stratagy 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
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 SettingsReturn to previous menu
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 06/0251
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.
52Stratagy 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 06/0253
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.
54Stratagy 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.
Cancel recordingThe 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 recordingStratagy tel l s yo u t hat the greeting has been saved
and returns to the previous menu.
Stratagy User Guide 06/0255
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.
56Stratagy 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 recordingYour 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 06/0257
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 recordingYou can cancel your newly recorded name (and
announcement).
extension) and return to the previous menu.
Save recordingStratagy 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.
58Stratagy 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 changesStratagy tells you that the notification template
changes have been saved. Stratagy returns to the
previous menu.
Return to previous
menu
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 06/0259
Manage Mailbox
Manage Your Lists
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
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.
60Stratagy 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 06/0261
Manage Mailbox
Manage Guest User IDs
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
ID
The system prompts with a Guest User ID
number . Be sure to make a note of the number and
the person you assign.
62Stratagy 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 06/0263
.
Manage Mailbox
Use Guest User IDs
64Stratagy 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 06/0265
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 1Call Forward Procedures
FeatureButton Sequence
Call Forward - Station
Call Forward Any Call (Internal and Incoming Line)
after entering the single digit.
after entering the
All CallPress Extension button +
BusyPress Extension button +
No AnswerPress Extension button +
Busy No AnswerPress Exten sion button + + Dest . No. + Timer +
CancelPress Extension button + (Tone)
Call Forward - System
Call Forward - Incoming Line Calls
All CallsExtension button +
BusyExtension button +
No AnswerExtension button +
Busy No AnswerExtension button + + Dest. No. (Tone) + Timer (Tone) +
CancelExtension button + (Tone)
Use your 0VJLED/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 06/0267
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 365(6 (Pause/Resume)
68Stratagy 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 365(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
365(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 06/0269
Using Stratagy with a Strata CTX
Direct Transfer to Voice Mailbox
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.
&QI7UQ. 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.
70Stratagy User Guide 06/02
Using Stratagy with a
Strata Legacy SystemB
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 06/0271
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.
72Stratagy 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(36'6) button and the 5HGLDO (5'/)
button must be provided on your Toshiba
proprietary telephone.
6SHHG'LDO
Stratagy User Guide 06/0273
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.
74Stratagy 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 06/0275
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.
76Stratagy 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 06/0277
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.
78Stratagy User Guide 06/02
Glossary
This glossary defines frequently-used Stratagy voice processing system features and
functions.
TermDefinition
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 06/0279
The telephone user the caller reached. See “User.”
Glossary
Directory ~ Name Recording
TermDefinition
Directory
Do Not Disturb (DND)
DTMF
Fax Messages
FIFO (First In, First Out)
Future Delivery
Guest User ID
LIFO (Last In, First Out)
A caller enters digits corresponding to the first few letters of a
user’s name and Stratagy plays the recorded name (and
optionally extension) that matches the entered digits. Stratagy
offers the caller the option of selecting the name and being
transferred or hearing the next name.
Do Not Disturb operates in on/off mode. When on, Stratagy
automatically sends calls to your User ID (mailbox) without
ringing your telephone first.
Dual Tone Multi-frequency.
Fax messages sent to your mailbox. With the optional fax mail
feature, your mailbox can receive, store, and forward fax
messages along with voice messages. When you access your
mailbox, Stratagy tells you the n umber of fax messages in your
mailbox; and when you pla y the message, states the number of
pages received. You cannot listen to the actual fax info rma tio n.
If you are calling from a fa x machin e, the fax ca n be transm itted
on the same telephone connection; otherwise, you can direct
the fax to a fax machine’s number. The system redials the
designated fax number and transmits the document.
Messages play in either FIFO or LIFO order. FIFO plays
messages from oldest to newest.
With future delivery, you can arrange for your message to be
delivered at a specific time and date in the future. Once you
send the message, you can use the Play Messages—Future
Delivery Review option to review, continue to send, or delete
the message.
Guest User IDs provide limited access to the
for temporary and project-oriented employees, such as
consultants and contractors. Guest users can only send
messages to their Host User ID and other guests of their Host
User ID.
Messages play in either LIFO or FIFO order. LIFO plays
messages from newest to oldest.
Stratagy system
Mailbox (User ID)
Name Recording
See User ID.
Your name (and optionally, extension) recording is used for the
directory, system greeting, and User ID.
80Stratagy User Guide 06/02
TermDefinition
New Message Queue
Personal Greetings
Personal List
Private Messages
Return Receipt
Saved Message Queue
Security Code
System Administrator
Glossary
New Message Queue ~ System Administrator
There are two message queues: new and saved. The new
message queue contains unheard and partially heard
messages. When playing new messages, urgent messages
always play first.
You may record up to seven pe rso nal gre eti ngs th at a re played
for callers when you are unavailable. Although only one
greeting can be in effect at any one time, you can switch
between the greetings by entering the greeting number, or preschedule dif fer ent greetings to play at a certai n t im e an d/o r da y.
Greetings can be reviewed or re-recorded. You can also select
the default system greeting.
You can create/modify up to seven personal destination
(distribution) lists of User IDs and record a list comment for
identification. When sending messages, you can select a User
ID, personal list, system list, and/or the directory as the
destination.
You can mark a message “private,” meaning the message
cannot be forwarded by the recipient to another user. The
recipient is told the message has the Private attrib ute se t w he n
listening to his/her messages.
When sending, forwarding, or replying to a message, you can
request a return receipt. Stratagy notifies you when and by
whom the message was received. The recipient is not notified
that receipt verification was requested and cannot circumvent
the procedure.
There are two message queues: new and saved. The saved
message queue contains messages that you saved or that
were automatically saved by the system. Messages flagged to
be saved are moved to the saved message queue after you
have logged out of your mailbox.
Each User ID in the system has a securi ty code. You must enter
your security code to access your mailbox. The security code
ensures the privacy of your messages, personal greetings, etc.
The representativ e in your co mp any respon sible for co nfiguring
the Stratagy system and your mailbox to suit you and your
companies needs.
Stratagy User Guide 06/0281
Glossary
System Greeting ~ User Notification
TermDefinition
System Greeting
System List
Pre-recor ded greeting that adds your recor ded name (and
extension, if required): “Please leave a message for (name).”
Can be used by any user on the Stratagy system. Based on
your selection, callers hear the system greeting or a personal
greeting.
Destination (distribution) list of User IDs created and
maintained by the System Administrator. Any user on the
Strat agy syst em can use the list . When sendi ng messa ges, you
can choose a User ID, personal list, system list, and/or the
directory as the destination.
Tone-dialing Telephone
Urgent Messages
User
User ID/User ID Mailboxes
User Notification
DTMF push-button tone dialing telephone.
Messages are marke d Urgent by th e send er and by defau lt, are
played first, followed by all other messages. The System
Administrator can set a notification record to use pager
notification exclusively whenever Urgent me ssages are
received.
Subscriber of the mailbox, also known as a mailbox user. A
user has access to one or more User IDs in the system by
knowing the security codes. Once a user ac cesses his/he r User
ID, he/she ca n play back messages, delete those messages,
send them to other User IDs, etc.
Number for the mailbox user, also known as a voice mailbox.
A user mailbox records messages from callers. A user
periodically che cks th e ma ilbox for messages, etc., or a varie ty
of automatic notification methods can be employed. There is
generally one mailbox for each extension, although several
mailboxes can share a single extension when multiple users
share the same telephone line.
Each User ID can have up to 10 notification records set by the
System Administrator to auto ma tic all y cal l and not ify you of
messages. You can enable/disable the notify method for each
of these records or change the notification telephone number.
82Stratagy User Guide 06/02
Index
A
about this guide
conventions, vi
organization, v
related documents/me dia, vii