Embedded Voicemail User Guide (Intuity Mode)
Contents
1. used for new messages received by your mailbox Use Change to change the mode displayed Press Done to save the change The modes are Email Mode Off Voicemail email is not used Email Mode Copy Copy new voicemail messages to the email address leaving the original message in the mailbox Email Mode Fwd Forward new voicemail messages to the email address deleting the original message from the mailbox Email Mode Alert Send an alert email message to the email address leaving the message in the mailbox Change the mailbox password To do this requires entry of the existing password Voicemail switch voicemail usage on or off When off the voicemail system does not answer unanswered calls Using the Visual Voice Button for Voicemail Transfer If pressed when you have a call is connected the Visual Voice button allows entry of an extension number for direct to voicemail transfer of the connected call This system shows this option if you have a configured email address for voicemail email usage in the telephone system configuration This control allows you to see and change the current voicemail email option Embedded Voicemail User Guide Intuity Mode Page 14 IP Office 15 604067 Issue 12f 19 August 2013 Chapter 2 Listening to Messages Embedded Voicemail User Guide Intuity Mode IP Office 15 604067 Issue 12f 19 August 2013 2 Listening to Messages This section covers actions you can perform while listening to2. AVAYA IP Office Embedded Voicemail User Guide Intuity Mode 15 604067 Issue 12f 19 August 2013 2013 AVAYA All Rights Reserved Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes For full support please see the complete document Avaya Support Notices for Hardware Documentation document number 03 600759 For full support please see the complete document Avaya Support Notices for Software Documentation document number 03 600758 To locate this document on our website simply go to http www avaya com support and search for the document number in the search box Documentation disclaimer Documentation means information published by Avaya in varying mediums which may include product information operating instructions and performance specifications that Avaya generally makes available to users of its products Documentation does not include marketing materials Avaya shall not be responsible for any modifications additions or deletions to the original published version of documentation unless such modifications additions or deletions were performed by Avaya End User agrees to indemnify and hold harmless Avaya Avaya s a
3. Outcalling 6 Replay header 23 Re login 7 Back restart 5 Exit 9 Advance to end 6 Save and skip message 4 1 Record messages Save and play next Delete 3 e Record message 1 Save 7 Start stop recording 1 Rewind 2 3 Greetings Replay 5 Advance 6 e Listen to greeting 0 Playback 23 e Create change or delete greeting 1 Delete 3 e Activate 3 Approve e Enter address and press e Cancel address 3 e Finish addressing 6 Outcalling e Configure outcalling 1 e Change number 3 e Turn outcalling off 6 e Turn outcalling on 9 IMPORTANT Old Messages are automatically deleted after 24 hours After you listen to new message it is marked as old and it is automatically deleted after 24 hours If you do not want the message deleted you must mark it as a saved message e To mark the current message as saved Press 7 while listening to the message e To mark the current message as saved and skip to the next message Press 4 e To mark the current message as saved and play the next message Press You can also use the following short codes to control your mailbox These are default system features however your system maintainer can change them For users with Avaya telephones that include programmable buttons your system administrator can also assign these functions to buttons e Turn Voicemail On 18 Causes calls to go to voicemail when you are busy or do not an
4. e Message Waiting Lamp Most Avaya telephones include a message waiting lamp typically at the top right of the phone This lamp lights when your mailbox contains any new messages that you have not heard In addition many Avaya phones have a MESSAGE button which also lights when your mailbox contains new messages e Your system administrator can also configure your message indicators to light when a group mailbox contains new messages You can then see and access that additional mailbox through Visual Voice 144 You can also access it by using the group extension number during mailbox login instead of your extension number e Ringback If you enable ringback whenever you use your phone immediately after completing the call the system will automatically call you if your mailbox contains any new messages This is useful if you have a telephone that does not have a message waiting lamp or button e To switch ringback on Dial 48 e To switch ringback off Dial 49 e Outcalling 2 Outcalling allows you to specify a number that the system calls when your mailbox contains any new messages If you answer the call the system prompts you to login to hear your messages e Voicemail Emaill 274 The voicemail system can send an email whenever your mailbox receives a new message The email can be just a simple alert that you have a new message or it can also include an attached copy of the message Embedded Voicemail User Guide Intuity Mode Page 2
5. of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2013 Avaya Inc All rights reserved Embedded Voicemail User Guide Intuity Mode Page 34 IP Office 15 604067 Issue 12f 19 August 2013
6. the system to transfer callers to the receptionist or one of your colleagues Contact your system administrator to find out if they have set any transfer numbers for your mailbox When this feature is set remember to alter your mailbox greeting 234 in order to inform callers of the options they can use 3 4 Record Your Name You hear your name played as a confirmation when you log in to your mailbox The system also uses it for other system announcements and functions You can change your name recording at any time To record your name 1 Log in 11 to your mailbox 2 Press 5 to for personal options 3 Press 5 If you have already recorded your name you hear it played back to you You also hear an explanation of when your name is used 4 After the tone speak your name and then press 1 to stop recording The maximum length is 12 seconds When you have finished recording your name the system plays back the recording 5 Review the recording and select one of the following options e To record your name again Press 1 e To accept the recording Press 6 Hang up or choose another option Embedded Voicemail User Guide Intuity Mode Page 24 IP Office 15 604067 Issue 12f 19 August 2013 Chapter 4 Voicemail Notification Embedded Voicemail User Guide Intuity Mode IP Office 15 604067 Issue 12f 19 August 2013 4 Voicemail Notification There are several ways that the system can alert you when you have a new message
7. 6 IP Office 15 604067 Issue 12f 19 August 2013 Voicemail Notification 4 1 Voicemail Email You can have notification of new messages sent to your email address The notification can be a simple alert to tell you that you have a message or a copy of the voicemail message if required There are no Voicemail Email controls available to you through your mailboxes spoken prompts interface However if you have an Avaya telephone that supports Visual Voice 144 operation you can use Visual Voice to control your Voicemail Email settings e Email Address Enabling Voicemail Email Functions Before you can use the email options your system administrator must enter your email address into the telephone system configuration Otherwise you hear the message Email is not enabled on this mailbox whenever you try to use an email option Your system administrator can tell you whether they have configured your mailbox to use email Embedded Voicemail User Guide Intuity Mode Page 27 IP Office 15 604067 Issue 12f 19 August 2013 4 2 Outcalling You can receive notification of a new voice message by using the outcalling feature When you receive a new message the voicemail system notifies you by calling a number that you have set You can then retrieve the message from the number at which you received the notification Systems running IP Office Release 7 0 or higher support this option Each outcalling alert rings for a duration you can set The defau
8. Press 1 To restart recording Press 1 again To rewind the recording Press 2 To play back the recording Press 23 To delete the recording Press 3 To approve the recording Press Recordings must be at least 3 seconds long Embedded Voicemail User Guide Intuity Mode Page 18 IP Office 15 604067 Issue 12f 19 August 2013 Listening to Messages Sending a New Message 2 6 Sending a New Message When you are listening to a message you can record a new message and send it to another mailbox or mailboxes To send a message 1 While listening to your messages press 1 2 After the tone record your message To stop recording Press 1 To restart recording Press 1 again To rewind the recording Press 2 To play back the recording Press 23 To delete the recording Press 3 To approve the recording Press Recordings must be at least 3 seconds long Embedded Voicemail User Guide Intuity Mode Page 19 IP Office 15 604067 Issue 12f 19 August 2013 Chapter 3 Changing Your Settings Embedded Voicemail User Guide Intuity Mode Page 21 IP Office 15 604067 Issue 12f 19 August 2013 3 Changing Your Settings This section covers the following topics e Changing your password 224 e Recording a greeting 235 e Deleting a greeting 225 e Listening to your greeting 2 e Breakout transfer options 24 e Recording your name 24 3 1 Changing Your Password You are required to have a mailbox p
9. all Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support website http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks The trademarks logos and service marks Marks displayed in this site the Documentation and Product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the Documentation and Product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Linux is the registered trademark of Linus Torvalds in the U S and other countries Embedded Voicemail User Guide Intuity Mode Page 3 IP Office 15 604067 Issue 12f 19 August 2013 Downloading Documentation For the most current versions of Documentation see the Avaya Support website http support avaya com Contact Avaya Support See the Avaya Support website http support avaya com f
10. allsender 18 Collect 17 Delete 17 Fastforward 17 Forward 18 Leave 13 Listen 17 Play 17 Repeat 17 Reply 18 Rewind 17 Save 17 Send 19 Skip 17 N Name 24 O Outcalling 28 Answer 30 Destination 29 Disable 29 Enable 29 Timeout 29 P Password 11 22 Play 17 R Reception 24 Record Greeting 23 Name 24 Repeat 17 Reply toa message 18 Reply to sender 18 Rewind 17 Ringback 12 S Save 17 Send a message 19 Set Password 22 Skip 17 Your Mailbox Greeting 13 T Timeout 29 Transfer 24 Trusted source 11 V Visual voice 14 Voicemail On Off 12 Voicemail email 14 27 Page 31 15 604067 Issue 12f 19 August 2013 Voicemail Ringback On Off 12 Embedded Voicemail User Guide Intuity Mode Page 32 IP Office 15 604067 Issue 12f 19 August 2013 Embedded Voicemail User Guide Intuity Mode Page 33 IP Office 15 604067 Issue 12f 19 August 2013 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property
11. are that permits one user to interface with the Software Units may be linked to a specific identified Server Database License DL End User may install and use each copy of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicates with no more than a single instance of the same database CPU License CP End User may install and use each copy of the Software on a number of Servers up to the number indicated in the order provided that the performance capacity of the Server s does not exceed the performance capacity specified for the Software End User may not reinstall or operate the Software on Server s with a larger performance capacity without Avaya s prior consent and payment of an upgrade fee Embedded Voicemail User Guide Intuity Mode Page 2 IP Office 15 604067 Issue 12f 19 August 2013 Named User License NU You may i install and use the Software on a single Designated Processor or Server per authorized Named User defined below or ii install and use the Software on a Server so long as only authorized Named Users access and use the Software Named User means a user or device that has been expressly authorized by Avaya to access and use the Software At Avaya s sole discretion a Named User may be without limitation designated by name corporate function e g webmaster or helpdesk an e mail or voice mail account in the name of a person
12. assword set The system asks you to set a password when you first login to the mailbox If somehow that password becomes removed the system asks you to set a new password When accessing your mailbox from a trusted source see below you do not need to enter your password By default the system sets your extension as a trusted source To access to your mailbox from other locations including in response to Outcalling you will need to enter your password To change your password 1 Log in 11 to your mailbox 2 Press 5 to access your personal options 3 Press 4 to change your password 4 Enter the new password and press e Enter at least four digits and up to 15 If you enter less than four numbers the system will prompt you to enter a longer code Do not set an obvious code For example the system will not allow you to use the following e Your extension number e A sequence of digits for example 1234 e The same repeated digits for example 1111 5 Re enter the new password and press Trusted Sources By default even when you have a password set you can access your mailbox from your own extension without needing to use the password This is because your extension number is set as a trusted source Your system maintainer can change that if required They can also add other numbers as trusted sources for your mailbox if you require that Mailbox access from numbers that are not trusted sources requires entry of your mailbo
13. f New Old and Saved messages Select one of those options to start playback of messages in that category Once message playback is selected the available controls change e Previous Play the previous message e Copy Copy the message to another mailbox When pressed the phone displays Next Play the next message e Pre Rec Record a message to attach to the start of Rewind Rewind approximately 5 the copied message seconds e Targets Enter the destination for the message FFwd Step forwards approximately 5 copy seconds e Done Copy the message using the targets entered Delete Delete the current message e Pause Pause the current message Press the button Save Mark the messaged as a saved again to unpause message Main O Hunt group names may be displayed you have been configured for hunt group mailbox access The number shows the number of new messages in the mailbox Press the button to access the mailbox in the same way as the Listen option above Message Record and send a voicemail message to another mailbox or mailboxes Change the main greeting used for callers to your mailbox If you have not recorded a greeting the system s uses its default mailbox greeting e Record Record a new greeting e Listen Listen to the current greeting or the new greeting just recorded e Submit Submit the new greeting just recorded e Delete Delete the current greeting The mailbox reverts to using the default system greeting
14. gents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked websites referenced within this site or documentation provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on its hardware and Software Product s Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this Product while under warranty is available to Avaya customers and other parties through the Avaya Support website http support avaya com Please note that if you acquired the Product s from an authorized Avaya Channel Partner outside of the United States and Canada the warranty is provided to you by said Avaya Channel Partner and not by Avaya Software means computer programs in object code provided by Avaya or an Avaya Channel Partner whether as stand alone products
15. he message with a comment 3 After the tone record your comment To stop recording Press 1 To restart recording Press 1 again To rewind the recording Press 2 To play back the recording Press 23 To delete the recording Press 3 To approve the recording Press Recordings must be at least 3 seconds long 4 Enter a mailbox number or dial the required name and then press Repeat until you have entered all the mailboxes to which you want to forward the message To delete the last number that you entered Press 3 5 Press to finish addressing 2 4 Calling the Sender When an internal caller leaves a message the system will capture the caller s number and store that with the message You can choose to make a call to the caller s number To call the message sender 1 While listening to the message press 1 2 To attempt the call press 0 The system logs you out of your mailbox 2 5 Replying to a Message When you receive a voice message from an internal caller you can send a reply message to the sender You can choose to reply with or without the original message attached To reply to a message 1 While listening to the message press 1 2 To reply to the message with voicemail press 1 again 3 Select the type of reply e To reply without attaching the original message Press 6 e To reply with the original message attached Press 9 4 After the tone record your reply To stop recording
16. isconnect This option will disconnect your call 1 4 Full Mailbox When a mailbox is full and unable to store new voicemail messages the voicemail system plays an information message and disconnects the call Embedded Voicemail User Guide Intuity Mode Page 13 IP Office 15 604067 Issue 12f 19 August 2013 1 5 Visual Voice Visual Voice allows you to access your mailbox using the display menu of your phone rather than following spoken mailbox prompts Not all phones support Visual Voice To use Visual Voice your system maintainer must add a Visual Voice button to your phone Alternatively your system maintainer can set the MESSAGES button on your phone to act as a Visual Voice button e On phones that have a display but do not support visual voice operation use of the button for user mailbox access using voice prompts and for direct to voicemail transfer during a call is supported does not include T3 and T3 IP phones e On T3 phones the Visual Voice button goes direct to the Listen function of Visual Voice To access the full set of Visual Voice functions use Menu gt Settings gt Voicemail Settings Visual Voice Controls The arrangement of options on the screen will vary depending on the phone type and display size You can access controls not shown on the current display by using the phone s lt and gt buttons to move between screen pages Button Functions Accesses your mailbox When pressed the screen shows the number o
17. l be a Designated System License The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the documentation or other materials available to you Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users License type s Designated System s License DS End User may install and use each copy of the Software only on a number of Designated Processors up to the number indicated in the order Avaya may require the Designated Processor s to be identified in the order by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Concurrent User License CU End User may install and use the Software on multiple Designated Processors or one or more Servers so long as only the licensed number of Units are accessing and using the Software at any given time A Unit means the unit on which Avaya at its sole discretion bases the pricing of its licenses and can be without limitation an agent port or user an e mail or voice mail account in the name of a person or corporate function e g webmaster or helpdesk or a directory entry in the administrative database utilized by the Softw
18. lt is 15 seconds The call ends if not answered If answered the system prompts you to enter your mailbox password 22 When answer the outcalling call automatically ends if e You press to indicate that you do not want any more outcalling calls for the current new messages e You enter the wrong password 3 times e More than 5 minutes passes with no response Up to 3 outcalling calls are attempted with a minimum of 15 minutes between calls unless you answer and press or access your mailbox by another method If you receive any more new messages in the meantime they do not restart the outcalling attempts This section covers the following actions e Initial outcalling configuration 2 e Setting your outcalling destination 2 e Setting your outcalling timeout 29 gt e Turning outcalling on 2 e Turning outcalling off 295 e Answering outcalling calls 3 4 2 1 Initial Outcalling Configuration The first time you access the outcalling menus the system prompts you to set a destination number for outcalling alerts Once set you can then change the number 295 turn outcalling on 294 turn outcalling off 2A and change the timeout 2A used for how long outcalling calls ring To configure outcalling 1 Press 6 An announcement tells you that you have not configured outcalling 2 Press 1 to configure your outcalling options You need to specify the destination telephone number where you want to receive your new voicemail
19. mode mailbox operation This guide is for Intuity mode Your system administrator can confirm which mode your system uses e First time login 1 e Trusted Sources 1 e Switching to another mailbox 11 e Normal login 1 e Mailbox controls 12 e Caller options 1 gt e Visual voicel 14 Embedded Voicemail User Guide Intuity Mode Page 9 IP Office 15 604067 Issue 12f 19 August 2013 1 1 Logging In 1 1 1 First Time Login The first time you call your mailbox the system prompts you to set a mailbox password and to record your name The system uses the password to control access to your messages and mailbox settings It uses the name you record in announcements to callers Though set during the initial mailbox login you can change the password 224 and change the recorded name 24 at any time To login 1 Dial 17 2 At the prompt if dialing from your own extension press Otherwise enter your extension number and press 3 When prompted for a password press If this is not accepted contact your system administrator who may have already set a password for your mailbox 4 If no password is already set the system requests you to set a password for your mailbox Enter a new password and press e Enter at least four digits and up to 15 If you enter less than four numbers the system will prompt you to enter a longer code Do not set an obvious code For example the system will not allow you to use the follo
20. ng 6 Press 2 3 to playback the greeting that you have just recorded Ti Press to confirm the recording The system announces the number of the greeting just recorded If you want to add to the recording press 1 Start speaking the extra words press 1 when finished 8 Press to save the recording 3 2 2 Deleting Your Greeting You can delete a personal greeting any time If you delete it the system plays the default system greeting to callers To delete your greeting 1 Log in 11 to your mailbox 2 Press 3 to select personal greetings 3 Press 1 to create change or delete a greeting 4 Press 3 The system deletes the greeting 3 2 3 Listening to Your Greeting At any time you can check and if necessary change each of your existing personal greeting messages To listen to your greeting 1 Log in 114 to your mailbox 2 Press 3 for personal greetings 3 Press O to listen to a greeting If you have not recorded a greeting you hear Greeting not recorded 4 Press to return to the main greetings menu Embedded Voicemail User Guide Intuity Mode Page 23 IP Office 15 604067 Issue 12f 19 August 2013 3 3 Transfer Options Your system administrator can set up to 3 transfer numbers for your mailbox When a caller to your mailbox presses 0 2 or 3 the system transfers them to the matching number configured by your system administrator For the O option the caller can also press 0 Typically this feature allows
21. notification 3 When you have configured an outcalling destination number you can turn outcalling on off Embedded Voicemail User Guide Intuity Mode Page 28 IP Office 15 604067 Issue 12f 19 August 2013 Voicemail Notification Outcalling 4 2 2 Setting Your Outcalling Destination You can add or change the telephone number that outcalling uses To set your outcalling destination number 1 Log in 11 to your mailbox 2 Press 6 to change outcalling information 3 Press 1 to configure your outcalling options 4 Press 1 to change or enter the destination number 5 Press 1 enter the new destination number then press The system plays back the number e If you need to re enter the destination number Press 1 6 Press to accept and enable the new destination e You can change the time out setting by pressing 2 e Enter the new value in seconds and press The system plays back the new settings e Press to accept and enable the new configuration 7 Press 7 to return to the activity menu 4 2 3 Setting Your Outcalling Timeout The timeout controls how long the outcalling call rings the destination number before hanging up if not answered The default is 15 seconds with the maximum being 59 seconds If the destination specified is an internal number outcalling does not go to voicemail if unanswered However if the destination is an external number with its own voicemail the timeout must be set to less than the time before the ex
22. or corporate function or a directory entry in the administrative database utilized by the Software that permits one user to interface with the Software Shrinkwrap License SR You may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickthrough license accompanying or applicable to the Software Shrinkwrap License Heritage Nortel Software Heritage Nortel Software means the software that was acquired by Avaya as part of its purchase of the Nortel Enterprise Solutions Business in December 2009 The Heritage Nortel Software currently available for license from Avaya is the software contained within the list of Heritage Nortel Products located at http support avaya com Licenselnfo under the link Heritage Nortel Products For Heritage Nortel Software Avaya grants Customer a license to use Heritage Nortel Software provided hereunder solely to the extent of the authorized activation or authorized usage level solely for the purpose specified in the Documentation and solely as embedded in for execution on or in the event the applicable Documentation permits installation on non Avaya equipment for communication with Avaya equipment Charges for Heritage Nortel Software may be based on extent of activation or use authorized as specified in an order or invoice Copyright Except where expressly stated otherwise no use should be made of mate
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24. or product notices and articles or to report a problem with your Avaya product For a list of support telephone numbers and contact addresses go to the Avaya Support website http support avaya com scroll to the bottom of the page and select Contact Avaya Support Embedded Voicemail User Guide Intuity Mode Page 4 IP Office 15 604067 Issue 12f 19 August 2013 Contents 1 Embedded Voicemail TA LOGGING Nee eee ae a ee 10 1 1 1 First Time LOQiN cee ceeseeeeseeeeeeeeeeeesteeneees 10 11 2 TrUusted SOurceS ses esis cades deeveaewes 11 1 1 3 Switching to Another Mailbox ceeeeeeeeeeeees 11 1 1 4 Normal LOGIN eee eeeeeeeeneeeeeeeeeesneeeeeneeeeees 11 1 2 Default Mailbox Controls eeeeeteeeeeeeeeeeeeeeeneeeeeeees 12 13 Galler Options an heed ie dees eines 13 1 4 Full Mailbo kiinan an dnote ee 13 125 MiSUal VOICE a eprorin daiaire ia aiaa paa toare saaie i aekin 14 2 Listening to Messages 2 1 Listening to Messages eeeeereereerirrrrerrnenrne 17 2 2 Marking a Message as Saved ecceeceeseeseeeeteeeeeeees 17 2 3 Forwarding a Message seeeisseeriirerirerrresene 18 2 4 Calling the Sender e eseeseeeeeeeeeeeeeneeeeerneersneneeeneenne 18 2 5 Replying to a MESSAGE eeeeeeeesceeeenteteesneeeeenneereneees 18 2 6 Sending a New MeSSag eeceeeceeeeeeeeeeseeeeeteeeneeeees 19 3 Changing Your Settings 3 1 Changing Your PaSSWOIMG ecceeceeeeeeeeeeteeeeeteeeneeeees 22 3 2 Pe
25. ou hear the outcalling announcement enter your extension number and press You hear the Welcome to Avaya IP Office announcement 3 Log in to voicemail in the usual way and collect your new message To cancel further message notification 1 Answer the outcalling alert 2 When you hear the outcalling announcement enter The system cancels any further outcalling for that new message You still receive outcalling alerts for any subsequent new message Embedded Voicemail User Guide Intuity Mode Page 30 IP Office 15 604067 Issue 12f 19 August 2013 Index A Alerts Email 27 Outcalling 28 Answer Outcalling 30 Attach Original message 18 Breakout 24 Button 14 c Call sender 18 Change Greeting 23 Name 24 Password 22 Collect 17 Collecting messages Outcalling 30 Copy to email 14 D Delete 17 Greeting 23 Destination Outcalling 29 Disable Outcalling 29 Ringback 12 Voicemail 12 14 E Email 27 Alert mode 14 Mode 14 Enable Outcalling 29 Ringback 12 Voicemail 12 14 Erase Greeting 23 F Fast forward 17 First login 10 Forward to email 14 Forward a message 18 G Greeting Delete 23 Listen to 23 Record 23 L Leave a message 13 Listen 17 Listen to Greeting 23 Login 11 First time 10 M Mailbox Embedded Voicemail User Guide Intuity Mode IP Office Index Full 13 Login 11 Name 24 Password 11 22 Switch to another 11 Trusted source 11 Mailbox Controls 12 Mark assaved 17 Message Button 14 C
26. owing controls to listen to all or part of the message again e To restart message Press 2 e To replay header Press 23 e To pause Press 3 e To resume Press 3 e To rewind 5 seconds Press 5 e To restart Press 5 e To fast forward 5 seconds Press 6 e To save a new or old message Press 7 3 When you have listened to the message you have the following options e To reply to or forward the message Press 1 e To delete the message and continue to the next message Press 3 e To skip the message and play the next message Press e To skip to the next message Press e To leave the message in current category and skip to next category Press 4 e To go back to previous message Press 2 e To hang up and end voicemail Press 9 2 2 Marking a Message as Saved Once you have played a message it is marked as old The system automatically deletes old messages after 24 hours To stop this happening to the current message you can mark it as being a saved message To save a message 1 While listening to a new or old message press 7 to save it Embedded Voicemail User Guide Intuity Mode Page 17 IP Office 15 604067 Issue 12f 19 August 2013 2 3 Forwarding a Message You can forward a message to a different mailbox or to several mailboxes at the same time When you do this you can record a comment at the start of the message To forward a message 1 While listening to the message press 1 2 Press 2 to forward t
27. ponents mean certain software programs or portions thereof included in the Software that may contain software including open source software distributed under third party agreements Third Party Components which contain terms regarding the rights to use certain portions of the Software Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available in the Documentation or on Avaya s website at http support avaya com Copyright You agree to the Third Party Terms for any such Third Party Components Note to Service Provider The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently licensed for such purpose Preventing Toll Fraud Toll Fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of Toll Fraud associated with your system and that if Toll Fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Toll Fraud intervention If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support c
28. rials on this site the Documentation Software or hardware provided by Avaya All content on this site the documentation and the Product provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software unless expressly authorized by Avaya Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Virtualization Each vAppliance will have its own ordering code Note that each instance of a vAppliance must be separately ordered If the end user customer or Avaya channel partner would like to install two of the same type of vAppliances then two vAppliances of that type must be ordered Each Product has its own ordering code Note that each instance of a Product must be separately licensed and ordered Instance means one unique copy of the Software For example if the end user customer or Avaya channel partner would like to install two instances of the same type of Products then two Products of that type must be ordered Third Party Components Third Party Com
29. rsonal Greeting eececeseceeeseseeeeeseeeeaeeeseeeeeeeseeeeas 23 3 2 1 Recording Your Greeting ccsceeceeeeeeeeeenees 23 3 2 2 Deleting Your Greeting ecceeseeeeeeeteseeeeenees 23 3 2 3 Listening to Your Greeting scceeeceeeeeeeeeenees 23 3 3 Transfer Options ccceeeeseceeeseeseeeeeseeeeaeesseeeeaeeeeeeeees 24 3 4 Record Your NAme eecccceseeeeeeeeeeeseeeeeseeeesneereneees 24 4 Voicemail Notification 4 1 Voicemail Email 2 eeeceeeseeceeeeeeeeeeeeeeeneneeseneeeeeseners 27 4 2 Qutcallling i io a 28 4 2 1 Initial Outcalling Configuration 28 4 2 2 Setting Your Outcalling Destination 29 4 2 3 Setting Your Outcalling Timeout 29 4 2 4 Turning Outcalling On eee eeeeeeseeseeteeeeeeeeeeaees 29 4 2 5 Turning Outcalling Off eee eeeeeeeeeeeeeeeeeeeeees 29 4 2 6 Answering Outcalling Callls eeeeeeeeeetees 30 Index jai Se ee 31 Embedded Voicemail User Guide Intuity Mode IP Office Contents Page 5 15 604067 Issue 12f 19 August 2013 Chapter 1 Embedded Voicemail Embedded Voicemail User Guide Intuity Mode IP Office 15 604067 Issue 12f 19 August 2013 Embedded Voicemail 1 Embedded Voicemail This user guide is for Embedded Voicemail provided by an IP Office system running in IP Office Essential Edition IP Office Preferred Edition or IP Office Advanced Edition mode Your system maintainer can configure your system to support either Intuity or IP Office
30. s You can use the re login feature to access mailboxes sequentially without needing to disconnect after checking each mailbox To switch to another mailbox 1 While already logged in to a mailbox dial 7 You can then specify the new mailbox required 1 1 4 Normal Login If you have already completed a first time login 104 the subsequent login process is much faster To login 1 Dial 17 2 The system prompts you to enter the number of the mailbox you want to access If dialing from your own extension for your mailbox just press Otherwise enter your extension number and press 3 If requested enter your password and press The system requests a password if you are accessing a mailbox from a number not set as a trusted source 114 for that mailbox 4 After you log in the voice prompts provide instructions See Default Mailbox Controls 124 for a summary of the controls e For help at any time Press 4 e To return to the activity menu Press 7 e To exit the system Press 9 Embedded Voicemail User Guide Intuity Mode Page 11 IP Office 15 604067 Issue 12f 19 August 2013 1 2 Default Mailbox Controls The following is a summary of the options that are available after you have logged into 114 a mailbox Activity Menu 2 Get messages e Record messages 1 Listen to message 0 Get messages 2 Reply Forward 1 Greetings 3 Restart 2 Help 4 Skip to previous 2 Personal options 5 Pause resume 3
31. swer If the extension to which you forward your calls does not answer calls will also go to voicemail e Turn Voicemail Off 19 Switches the above feature off e Voicemail Ringback On 48 If ringback is on when you have new messages the voicemail system will ring you following the completion of any call e Voicemail Ringback Off 49 Switches the above feature off Embedded Voicemail User Guide Intuity Mode Page 12 IP Office 15 604067 Issue 12f 19 August 2013 Embedded Voicemail Default Mailbox Controls 1 3 Caller Options Callers to your mailbox can perform the following actions e Skip Your Mailbox Greeting Callers can skip your greeting message and go straight to leaving a message by pressing 1 e Transfer to another number 24 Depending on your settings the caller can select a transfer to another extension rather than leaving a message e Leave a message After hearing the tone your caller can start recording a message The system only saves messages that are longer than 3 seconds The default maximum message length is 120 seconds However the system administrator can adjust that e Options after leaving a message After leaving a mailbox message callers can press rather than hanging up immediately The caller hears a prompt informing them if the system saved the message They can then select additional options e 7 Login Using 7 you can select to login 114 to a mailbox to collect messages e 9 D
32. ternal voicemail might answer For example if you have voicemail active for your mobile telephone where any calls go to voicemail if not answered after 30 seconds you must set the outcalling timeout to less than 30 seconds To set your outcalling timeout 1 Log in 11 to your mailbox 2 Press 6 for change outcalling information 3 Press 1 to configure your outcalling options 4 Press 2 to change the length of the timeout 5 Enter the time out length between 5 and 59 seconds 6 Press to confirm the time out length 7 Press 7 to return to the outcalling menu 4 2 4 Turning Outcalling On Once you have a set an outcalling destination you can choose to switch outcalling on To turn outcalling on 1 Log in 114 to your mailbox 2 Press 6 to access your outcalling settings 3 Press 9 to switch outcalling on 4 2 5 Turning Outcalling Off You can turn outcalling off Doing this does not delete the outcalling number or timeout you have set To turn outcalling off 1 Log in 114 to your mailbox 2 Press 6 to access your outcalling settings 3 Press 6 to switch outcalling off Embedded Voicemail User Guide Intuity Mode Page 29 IP Office 15 604067 Issue 12f 19 August 2013 4 2 6 Answering Outcalling Calls When you have a new message the system tries to call your outcalling destination number three times with a 15 minute interval between each call To collect a message 1 Answer the outcalling alert 2 When y
33. wing e Your extension number e A sequence of digits for example 1234 e The same repeated digits for example 1111 5 Re enter the new password and press 6 The system now requests you to record your name a Press 1 At the tone speak your name and then press 1 again b The system plays back your recording Press to accept the recording or 1 to record again 7 After you log in the voice prompts provide instructions See Default Mailbox Controls 124 for a summary of the controls Embedded Voicemail User Guide Intuity Mode Page 10 IP Office 15 604067 Issue 12f 19 August 2013 Embedded Voicemail Logging In 1 1 2 Trusted Sources By default even when you have a password set you can access your mailbox from your own extension without needing to use the password This is because your extension number is set as a trusted source Your system maintainer can change that if required They can also add other numbers as trusted sources for your mailbox if you require that Mailbox access from numbers that are not trusted sources requires entry of your mailbox password For example entry of your password is usually required if your maintainer has configured a method for you to access your mailbox from remote locations other than your own extension 1 1 3 Switching to Another Mailbox Some users may have access to multiple mailboxes For example in a call centre or a hunt group supervisors may need to check multiple mailboxe
34. x password For example entry of your password is usually required if your maintainer has configured a method for you to access your mailbox from remote locations other than your own extension System Administration The system administrator cannot see your password However they are able to clear your existing password If they do this the system will prompt you to set a new password when you next log in Alternatively the administrator can set the new password for you Embedded Voicemail User Guide Intuity Mode Page 22 IP Office 15 604067 Issue 12f 19 August 2013 Changing Your Settings Changing Your Password 3 2 Personal Greeting By default callers to your mailbox hear the default system greeting Your call has been answered by Avaya IP Office You can replace this with a personal greeting You can delete your personal greeting at any time If you delete it the system plays the default system greeting to callers 3 2 1 Recording Your Greeting You can record the greeting heard by callers to your voicemail At any time you can listen to a greeting message and re record it e A greeting must be longer than 3 seconds The maximum length of a greeting is 120 seconds by default To record your greeting 1 Log in 11 to your mailbox Press 3 to select personal greetings Press 1 to create or change a greeting Start speaking your greeting at the tone 2 3 4 5 When you have finished press 1 to edit your greeti
35. your messages e Listening to your messages 174 e Marking a message a saved 174 e Forwarding a message 185 e Calling the message sender 12 gt e Replying to a message 12 e Sending a new message 1 Embedded Voicemail User Guide Intuity Mode Page 16 IP Office 15 604067 Issue 12f 19 August 2013 Listening to Messages 2 1 Listening to Messages The system groups messages into the following categories e New After you have listened to a new message it automatically becomes an old message e Saved This category applies to messages you marked as saved 174 You would normally do this for messages that you do not want the system to automatically delete e Old After you have listened to a new message it automatically becomes an old message Unless you delete them sooner the system automatically deletes old messages after 24 hours When you get your messages the system starts with your new messages then your saved messages and then finally your old messages When you retrieve your messages each message starts with a header which contains details about who left the message if known and when To listen to your messages 1 Log in 11 to your mailbox e The system announces the number of new messages 2 Press 2 to get your messages The system plays the header details of the first message e During or after the header to listen to the actual message Press O As you listen to your messages you can use the foll
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