Home

CIX Voicemail System User Guide

1. 5951 Soft Keys Soft Keys Once connected to your voice mailbox the LCD displays the Main Menu options shown at right See Table 2 on page 67 below for a list of Main Mode Feature Menu soft ke s E VOICE MAIL MAIN MENU E ys 3 NEW 2 SAVED E PLAY MSGS SEND Go 5 MANAGE MBX EXIT HANGUP Soft Keys Soft Keys You are then able to perform many of the standard voice mail functions using the Soft Keys on your phone Play Messages menu example shown at ES GE right See Table 3 on page 67 for a list of Soft Sch MSG LENGTH 00 54 Keys NEXT SAVE DELETE BACKUP PAUSE PLAY GO FORWARD PREV MENU REPLAY PREVIOUS FORWARD SPL FUNCT Soft Keys 5959 Soft Keys 66 Integration Features CTX Integration Table 2 Voice Mail Main Menu Soft Keys for CIX Digital Telephones DKT 3207 SD DKT 3214 SDL e SC Se o SC So Voice Mail Functions IPT2020 SD PLAY MSGS PLAY PLAY Play Messages SEND SEND SEND Send Messages MANAGE MBX MGMT MGMT Manage Mailbox EXIT EXIT Exit Mailbox HANGUP QUIT QUIT Disconnect from GVMU Table 3 Voice Mail Soft Keys for CIX Digital Telephones DKT 3207 SD DKT 3214 SDL See SC So See SE So Voice Mail Functions IPT2020 SD ADD
2. Enter the notification template number 1 10 Press an option number 1 Enable disable notification template toggle Change notification digits Enter the new notification telephone number s digits and press Save changes Return to previous menu Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change Your User Options Stratagy confirms the template number spells the 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 Pressing 1 toggles the notification template between Enable and Disable After pressing 1 a prompt verifies the current status Your voice mail system verifies the telephone number entered Your voice mail system tells you that the notification template changes have been saved Your voice mail system returns to the previous menu Your voice mail system 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 56 Manage Mailbox Change Your User Options Review Your Option Settings 1 From the Main Menu press 3 Manage Mailbox Press 2 Change your User Options Press to R
3. Using the flexible Call Monitor button on your telephone you can listen to the message a caller is recording in your voice mailbox You can also answer the call and talk to the caller anytime during the message recording To enable Call Monitor on your telephone 1 While on hook press the idle Call Monitor button The button s LED flashes red 2 Enter your voice mail password maximum of 16 digits numbers 0 9 3 Press The password displays with The LCD now displays Call Monitor Enabled briefly and then displays the original information The Call Monitor LED turns solid red indicating that the feature is enabled To disable Call Monitor on your telephone With the Call Monitor LED solid red press Call Monitor The Call Monitor LED turns off To monitor a call using Call Monitor A flashing red Call Monitor LED indicates that a message is being recorded in voice mail Using the speakerphone or handset press Call Monitor The Call Monitor LED lights green You can hear the caller leaving the message but the caller cannot hear you The LCD displays Monitoring Voice Mail To answer the call during the message recording To talk to the caller during the recording press Call Monitor The recording stops and the LED turns solid red The LCD display indicates the extension or line to which you are connected 72 Glossary This glossary defines frequently used voice processing system features and functi
4. Press 9 to return to the previous menu or 99 to return to the Manage Mailbox Menu or 999 to return to the Main Menu Your voice mail system plays the Manage Mailbox Menu Your voice mail system 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 Your callers hear the system greeting 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 52 for details The last greeting selected or recorded is the greeting that callers hear as your User ID greeting Important The current greeting plays Your voice mail system returns to the previous menu You can select another user Manage Mailbox option You can select another Main Menu option 46 Review a Greeting 1 From the Main Menu press 3 Manage Mailbox Press 1 Change your Greeting Press to review the current greeting Or enter a number from 1 7 then press 1 to review the greeting Press 9 to return to previous menu Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change Your Greeting Your voice mail system plays the Manage Mailbox Menu Your voice mail system plays a list of options from the Change Your Gre
5. Review your Guest User IDs El Return to a previous menu El Return to a Main Menu Seii E E for a Personal Greeting or Ed for the System Greeting El Review selected greeting Bl Record new greeting Review greeting Aa Re record Not available El Append to recording pe El cancel recording El Save recording El Return to a previous menu Review current greeting Return to a previous menu Figure 1 CIX Voicemail User Guide 04 06 Enter notification template number El Enable Disable notification template toggle Change notification digits Save changes El Return to previous menu Change your Do Not Disturb On Off Change your Call Screening On Off Change your Security Code Select your Busy Greeting toggle Record your Busy Greeting Record your Name Change message Notification Review your Option Settings Return to previous menu oR ES fool ato fy l oen Admin Main Menu 6231 The Grand Tour Features to Personalize Your Mailbox Features to Personalize Your Mailbox Your voice mail 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 security code The code must be entered by you in order to log into your User ID mailbox giving you access to your messages settings greetings etc see Change Your Security Code on page 1
6. User IDs etc Number for the mailbox user also known as a voice mailbox A user mailbox records messages from callers A user periodically checks the mailbox for messages etc or a variety 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 automatically call and notify you of messages You can enable disable the notify method for each of these records or change the notification telephone number 80
7. again You can pause and resume indefinitely throughout the conversation The only limit may be a message length imposed by the voice mail system Direct Transfer to Voice Mailbox An internal user on the Strata CIX can transfer a call directly to another person 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 CIX Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to his her mailbox It eliminates the need for the caller to enter the desired mailbox number after being connected to the voice mail system gt To transfer a call directly to Voice Mail VM 1 While on a call press Cnf Trn You hear feature dial tone 2 Press Direct Transfer to VM or enter 407 You hear entry tone 3 Enter the VM mailbox number usually the same as the extension number then 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 Note See Strata CIX CTX DKT IPT Telephone User Guide for information on programming this feature on your phone Voice Mail Conference Voice Mail ports may be included in conference calls This enables all members of the conference to listen to and play voice mail messages 71 Integration Features Call Monitor Call Monitor
8. ill as aaa Change Your Message Notification ccccecccecseesseceteeeeceeeceseeeeeeeceseeneeeeeeenees Review Your Option Settings cccccccscsscceseceseeeneeesecsecseeeeceseeeseececeeeeneeeeeeenes Manage Your Wists tdi Manage Guest User IDS c csscsscccols ie oidcencddoediecsoccegncoesdne donde cadvcdaatessdcatavdeasnsSdenseseeaveass Use Guest User LDS scree rei neoe eebe dde Chapter 6 Integration Features Gall Forowaptt eier Ee Ee EE bes Message Wai a ds Responding to a Lit Msg LED oo ce cececccecscesceesseeseceeceseeeseeeseeaecnsecneeseneenneenaes Turning On Off Message Waiting LED on Another Extension ooococonnnncconnccn CIX Inte e Soft Key Control of Voice Mail oo cceccccscssecssesseceeeceseecsceeseceseceeeeeeeeaeeaeeaeens Call Record to Voice Mail neinei a a Direct Transfer to Voice Mailbox eececcecssessecesceseeeeeeesceesceesecseeceseecaeeeaecneeseeeenseeaaes Voice Mail Conference cccceccccccessesssecsteeeecseecescenseceseceseseseeesecsaeseeseeeessecaeseeeneenaes Calli Monitor ee Eet ee El Te E Introduction This guide describes the voice messaging capabilities and procedures for making your voice mail system work for you Organization This guide is divided as follows Chapter 1 The Grand Tour is an overview of the voice mail system Topics covered are features to personalize your mailbox an explanation of message queues types and destinations special delivery options playb
9. not be configured for your telephone or system Please ask your System Administrator to verify which user options are available to you mail User Guide 04 06 48 Manage Mailbox Change Your User Options Change Your Do Not Disturb DND Setting If you set this feature to on your voice mail system automatically sends calls to your User ID mailbox without first ringing your telephone 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 Your voice mail system plays the Manage press 3 Manage Mailbox Mailbox Menu 2 Press 2 Change your User Options 3 Press 1 Change your Do A prompt verifies the current status of the feature E Important DND on the your voice processing system is different from the DND features for your telephone system If your telephone comes with a DND button or feature it works independently from this feature on your voice mail system 4 Optional Press 1 again Pressing 1 toggles the DND feature On and Off to reset the feature if required 5 Press 9 to return to the You can select another user Manage Mailbox Manage Mailbox Menu option or 99 to return to the You can select another Main Menu option Main Menu 49 Manage Mailbox Change Your User Options Change Your Call Screening Setting If you set this feature to on your voice mail system asks callers for their name and co
10. personal greeting plays instead If a custom greeting is not recorded the default system busy greeting plays 1 From the Main Menu press 3 Manage Mailbox 2 Press 2 Change your User Options 3 Press 5 Record your Busy Greeting 4 Begin recording at the tone Press when done 5 Optional After recording you can press 1 2 Review greeting Re record Press when done Append recording Press when done Cancel recording Save recording Your voice mail system plays the Manage Mailbox options Your voice mail system prompts you to record your custom busy greeting The complete greeting plays The system prompts you to record at the beep The system prompts you to record at the beep The appended greeting plays after the already recorded portion of the greeting The greeting is canceled The system returns to the previous menu Your voice mail system tells you that the greeting has been saved and returns to the previous menu 52 6 Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change Your User Options You can select another user Manage Mailbox option You can select another Main Menu option Select Your Busy Greeting 1 From the Main Menu press 3 Manage Mailbox Press 2 Change your User Options Press 4 Select your Busy Greeting toggle Optional Press 4 again to reset the feature 1f requir
11. the system relays that information to you You can 10 The Grand Tour User Prompts decide to receive the call let the call forward to your mailbox or transfer the call to another extension with or without an announcement Busy Greeting You can record your own custom busy greeting that plays when callers reach your extension and it is busy e 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 notification record your voice mail system automatically calls you at the designated number and with the chosen method to notify you of your messages User Prompts Your voice mail system prompts only for menu options available to you You do not hear prompts for options e Not supported by your voice mail system e g future delivery Not configured for your mailbox by the System Administrator e g guest users do not disturb Check with your System Administrator to verify which user options are available to you User Tutorial New User A first time user of the voice mail system automatically hears a user friendly tutorial upon logging in to his her mailbox The tutorial walks the user through the process of e Recording his her name if required e Recording a per
12. 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 You are prompted to enter the person s name Your voice mail system plays the first name that matches the combination of the letters you entered 34 e 01 Personal List Enter a list number 1 7 e 02 System List Enter a list number 1 7 e 04 Multiple Destinations Optional Record a message comment after the tone When finished press While recording you can press 4 to pause resume toggle or 30 seconds the recording Press again to forward the message immediately Or before sending the message you can use any of the following options 1 Review recording 2 Re record Press when done Send Messages Forward a Message You are prompted for the destination list number Your voice mail system plays the list comment or number for confirmation Manage Your Lists on page 58 to create or revise a destination distribution list You are prompted for the destination list number Your voice mail system plays the list comment or number for confirmation Ask your System Administrator for more information about System Lists You are prompted for the destinations User ID 00 01 Personal List and or 02 System List Your voice mail system tells you that your message has been forwarded and returns you to the Main Menu Import
13. workmanship for twenty four 24 months after delivery This warranty is void a if the equipment is used under other than normal use and maintenance conditions b if the equipment is modified or altered unless the modification or alteration is expressly authorized by TCL c if the equipment is subject to abuse neglect lightning electrical fault or accident d if the equipment is repaired by someone other than TCL or an authorized TCL dealer e if the equipment s serial number is defaced or missing or f if the equipment is installed or used in combination or in assembly with products not supplied by TCL and which are not compatible or are of inferior quality design or performance The sole obligation of TCL or Toshiba Corporation under this warranty or under any other legal obligation with respect to the equipment is the repair or replacement by TCL or its authorized dealer of such defective or missing parts as are causing the malfunction with new or refurbished parts at their option If TCL or one of its authorized dealers does not replace or repair such parts the retail customer s sole remedy will be a refund of the price charged by TCL to its dealers for such parts as are proven to be defective and which are returned to TCL through one of its authorized dealers within the warranty period and no later than thirty 30 days after such malfunction whichever first occurs Under no circumstances will the retail customer or any use
14. 7 Name Recording Your name is announced whenever you log onto your mailbox the directory is accessed the system greeting is selected or when a message is sent by another voice mail user When you first enter your mailbox you need to record your name see Record Your Name on page 15 Personal Greetings You can record up to seven personal greetings that are played when you are unavailable see Record Your Name on page 15 Guest Users You can create Guest User IDs that can be used by clients friends etc Users frequently use this feature to create guest IDs for clients so that they may easily exchange confidential information see Manage Guest User IDs on page 60 Message Queues Your messages reside in one of two queues new or saved Messages play in FIFO First In First Out or LIFO Last In First Out order Ask your System Administrator to find out how your mailbox is configured New Message Queue Messages in the New Message Queue are New or Pending messages New messages consist of messages that are unheard or partially heard less than five seconds They remain in the queue the Message Waiting LED remains on and a Return Receipt is not sent if applicable until the message is completely heard Messages that you have partially heard five seconds or longer are called Pending messages They remain in the New Message Queue the Message Waiting LED is turned off and a Return Receipt is se
15. A station is considered Extension busy when all extensions are being used Number Note The naming convention for DKT assignments within Toshiba is Directory Numbers For clarity and ease of understanding the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN Arial bold Represents telephone buttons Courier Shows a computer keyboard entry or screen display Type Indicates entry of a string of text amp 35 Indicates entry of a single key For example Type prog then press Press Enter Shows a multiple PC keyboard or phone button entry Entries Plus without spaces between them show a simultaneous entry Example Esc Enter Entries with spaces between them show a sequential entry Example 5 Tilde Means through Example 350 640 Hz frequency range Denotes the step in a one step procedure vi Introduction Related Documents Media Conventions Description gt Denotes a procedure Grey words within the printed text denote cross references In the See Figure 10 electronic version of this document cross references appear in blue hypertext Action Response Table Actions you perform appear The immediate response to the action performed in this column They can appears in this column Additional notes and comments consist of either a single step are also included or a series of numbered steps Related Doc
16. ADD ADD Create a Guest Mailbox ADD DESTS ADD Additional Destinations ADD MBX ADD ADD Add a mailbox to the list AM AM AM AM APPEND APPD APPD Append recording BSY GRT REC RECB Record Busy Greeting BUSY GREET RGRT Select Busy Greeting toggle CALL SCREEN SCRN SCRN Change Call Screening On Off CANCEL CRTN Cancel recording CANCEL MSG CANC CANC HE and selecknow CHANGE CHNO CHNO Change notification digits CHG GREETING GRT GRT Change Greeting CONT DELETE CDEL CDEL Continuous Delete CONT PLAY CPLY Continuous Play DATE amp TIME DATE DATE Message Date and Time 67 Integration Features CTX Integration Table 3 Voice Mail Soft Keys for CIX Digital Telephones continued DKT 3207 SD DKT 3214 SDL See SE Ge GE So SG Voice Mail Functions IPT2020 SD DELETE DEL DEL Delete the message guest mailbox DELETE MBX DEL DEL aunt from the personal DELETE MSG DMSG DMSG Delete message Future Delivery Review DIRECTORY DIR DIR Directory plus name DND DND DND Change Do Not Disturb On Off Enable Disable ENABLE EDNO EDNO Notification template toggle e Automatic copy FORWARD FWD FWD Forward the current message FUTURE DLVR FUTR Set Future Delivery Future Delivery Review GO FORWARD Go forward advance GUEST MBXES GST Manage Guest Mailboxes MARK PRIVAT PRV PRV Set Private status On Off MARK URGENT URG URG Set Urgent status On Off MSG NOTIFY NOTE Change me
17. CIX Voicemail System User Guide Publication Information Toshiba of Canada Limited reserves the right without prior notice to revise this information publication for any reason including but not limited to utilization of new advances in the state of technical arts or to simply change the design of this document Further Toshiba of Canada Limited also reserves the right without prior notice to make such changes in equipment design or components as engineering or manufacturing methods may warrant CIX UG LVMUI1 VA Version A April 2006 Copyright 2006 Toshiba of Canada Limited All rights reserved No part of this manual covered by the copyrights hereon may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or information retrieval systems without express written permission of the publisher of this material Strata is registered trademark of Toshiba Corporation Stratagy is a registered trademark of Toshiba America Information Systems Inc Trademarks registered trademarks and service marks are the property of their respective owners Toshiba Of Canada Limited Limited Warranty Toshiba of Canada Limited TCL warrants that this voice processing equipment except for fuses lamps and other consumables will upon delivery by TCL or an authorized TCL dealer to a retail customer in new condition be free from defects in material and
18. O turn down volume back up rewind go forward advance change speed toggle Optional While the message plays or immediately after you can select one of the following 1 Play the next message 2 Save the current message Play Messages Play Your Messages A message plays Once you play a message your voice mail system prompts you with the Play Messages Menu until you press 9 to exit the menu or you activate another selection Skips to the beginning of the next message Note If you reach the end of your messages pressing 1 takes you back to the top of the same queue Saves the current message The Play Messages Menu plays 23 3 Delete the current message 5 Forward the current message 6 Reply to the current message 7 Special Functions 1 Replay the current message 2 Play the previous message 9 Return to Main Menu Play Messages Play Your Messages Flags the current message for deletion The Play Messages Menu plays When you exit Play Messages your voice mail system 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 Note Your voice mail system can be programmed to delete messages after a preset length of time Consult your System Administrator Your voice mail system notifies you before purging messages With the exception of private messages all messages can be forwarded to a single user mu
19. Up volume Go Forward advance Press twice to Change Speed toggle 3095 1 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 2 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 4 Pause Resume toggle or 30 seconds At any time while playing messages you can press 4 to pause the playback for 30 seconds The message resumes playing as soon as you press 4 or automatically at the end of 30 seconds You can pause the playback as many times as necessary 8 Turn Up Volume 0 Turn Down Volume Each time you press 8 or O the volume of messages adjusts one increment until the maximum number of increments is reached Your voice mail system 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 Go Forward advance The message goes forward advances and then begins playing The default is five seconds set by the System Administrator If this is selected at the end of a message it will return you to the beginning of the message 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 r
20. Year last two digits SPCL FUNCT SPCL SPCL Special Functions SPCIAL SEND SPCL SPCL Special Delivery Options STOP STOP STOP End recording USER OPTNS OPTN OPTN Change User Options YES YES YES Continuous Delete 69 Integration Features CTX Integration Call Record to Voice Mail While on an active call a station user can record the conversation and store it ina voice 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 Note Ask your System Administrator which method you need to use when recording a call This feature requires the presence of a Record and a PS RES Pause Resume button on your telephone Feature codes are not available Important Voice 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 gt Torecord a call 1 With a call in progress press Record 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 re
21. ack recording controls and available user options Chapter 2 Getting Started provides instructions on those features you need when accessing your voice mail for the first time including changing your security code and recording your name Chapter 3 Play Messages contains step by step instructions on playing messages Chapter 4 Send Messages details how to send forward and reply to a message Chapter 5 Manage Mailbox provides step by step instructions on recording greetings using destination distribution lists and activating options such as Do Not Disturb DND and Call Screening Chapter 6 Integration Features outlines Call Forward Message Waiting Soft Key Control Call Record Direct Transfer to Voice Mail Voice Mail Conferencing and Call Monitor features Glossary defines frequently used voice processing system features and functions Introduction Conventions Conventions Conventions Description Elaborates specific items or references other information Within Note some tables general notes apply to the entire table and numbered notes apply to specific items Important Calls attention to important instructions or information Press to answer a call to the Extension Number Each station can have multiple extension buttons Incoming calls ring the extension button s from the top down For example station 10 s extensions ring 10 1 first then 10 2 10 3 and 10 4
22. ages for your extension and three for each additional phantom extension that you may have Press Msg then lift the handset Your phone rings the extension or voice mail device that sent the indication The LED continues to flash red After answering the message s place the handset back on hook If the Msg LED continues to flash you have more messages repeat Steps 1 3 above to retrieve them Voice mail devices turn off the LED LCD indications after a short delay after you checked all messages To manually turn off your Msg LED press your extension button then press 409 Do this step for each message received 64 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 2 Dial an internal extension You hear busy tone or there s no answer Press Msg or 7 The Msg LED flashes red on the called phone At your phone the Msg LED lights steady red and the LCD shows the station number where you set a Message Waiting light Press Spkr Your Msg LED turns Off The Msg LED on the called telephone flashes until the called party presses the flashing Msg button which calls you back To turn Off a Message LED that you have set on another extension press 64 plus the extension number that has the message light set Then hang up to release your te
23. ailbox If at the tone you leave a detailed message and a telephone number where I can reach you I will be happy to return your call At the tone begin The following information should be included in your recording your greeting Personal Greeting e Your name e Company and or department e Date e Your availability e Instructions to leave a detailed message e Call coverage options Press when done Your voice mail system plays your greeting After your greeting plays press 1 To accept the Your greeting becomes Personal Greeting 1 and your recording voice mail system prompts you to change your security code 2 Re record Your voice mail system returns you to the record your greeting prompt 16 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 code on a regular basis thereafter to ensure the privacy of your messages and personal greetings see Change Your Security Code on page 51 1 Enter your new security The minimum and maximum number of digits for the code security code are determined by your System Administrator Please ask your System Administrator for confirmation on the number Your voice mail system prompts you to re enter your new security code for verification 2 Re enter your new After entering the security code a second time you
24. ame Q 7 Z 9 Press to select the name as the destination or 1 to hear the next name Or to cancel your entry and re enter e 01 Personal List Enter a list number 1 7 Your voice mail system prompts you to enter the destination i e User ID Personal System List or Multiple Destinations Note A message can be sent to a total of 33 destinations including destinations entered in the 4 Additional Destinations option see 4 Select Additional Destinations on page 32 A list counts as one destination Your voice mail system plays the user s name or User ID for confirmation Note If your voice mail system is designed 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 You are prompted to enter the person s name Your voice mail system plays the first name that matches the combination of letters you entered You are prompted for the destination list number Your voice mail system plays the list comment or number for confirmation See Manage Your Lists on page 58 to create or revise a destination distribution list 31 e 02 System List Enter a list number 1 7 e 04 Multiple Destinations Record a message after the tone When finished press While recording you can press 4 to pause resume toggle or 30 seconds the recording Press again to send the message i
25. ant Ifyou press to forward your message you cannot use the special recording and sending options The forwarding comment plays The system prompts you to record the comment at the beep 35 3 Append recording Press when done 4 Select Additional Destinations 7 Special Delivery Options 8 Set Future Delivery Cancel message and select new destination Cancel and Return to the Main Menu Send Messages Forward a Message The appended forwarding comment plays after the already recorded message comment The system prompts you to record at the beep Send the forwarded message to additional destinations Valid entries User ID 00 01 and 02 You cannot enter 04 Multiple Destinations 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 Special Delivery Options on page 40 for instructions on using this option You can have your message delivered at a future specified time and date Future Delivery on page 41 for instructions on using this option Cancels the message and returns you to Enter one of the following destinations on page 34 Cancels the message and returns you to the Main Menu 36 Send Messages Reply to the Current Message Reply to the Current Message Your voice mail system lets you reply to a message that you are currently playing When you reply to a m
26. cconnconnconnonnnonncconocononanonannon ccoo nono 19 Chapter 3 Play Messages ACCESS leegent dee ee 21 Playback Controls tii lata 22 Play Your Message ii dias 24 Special FUNCION ee A aa 27 Chapter 4 Send Messages Recording Controls oo ccccccccssscesseesseeseceseeeeeceseesseceaeceeeseeeseeecsaecsseseeseeeeeeesaeseeeeeesaes 32 SENA Messenger iere AA e AAA A eege E E EE Ad 33 Forward a Message scs iscccstecacdscacsetasukectsdsusetvcsedebasabacdsizeeesidaskeet caskseslecvitesaeseav eebvet tease 37 Reply to the Current Message niinen ieee a i e 40 Special Delivery E TEE 43 Future Delivery di eenegen 44 Contents Chapter 5 Manage Mailbox Chapter 5 Manage Mailbox Change Your Greeting did diaria Create or Record Over a Personal Greeting oooonooonincnionconnconnconnnannnnnccononononnonnnos Change Your Greeting Selection cccccccecccsscessecstecsteeseceseceseecseecseceaeeeneeeseeesees Review a Greeti a o o nn de do di Change Your User Options id a da Change Your Do Not Disturb DND Setting coooonncninccooncooncnnonnnonnocononncnnncnnnos Change Your Call Screening Setting oooconooninoninnnooncoonconnconoconcnnnnonnnconoconanannnnn nos Change Your Security Code rsi ir ieni enn E a E E E EA a Create or Record Over Your Busy Greeting ocooocoonnocnnoccnoncnnnconnnonnnnncconoconananonnnos Select Your Busy Greeting ccccccccsccessceseeesessecseesecseeceseeeseecseceeceseeeseeseesaeens Record Your Name
27. cording 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 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 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 70 Integration Features Direct Transfer to Voice Mailbox 3 To stop recording press Record The LED turns off and the recording stops To resume recording at this point you need to begin a new recording see Step 1 on previous page Pause Resume Recording You can pause the recording while continuing the conversation by pressing PS RES The PS RES LED flashes red Your conversation is no longer being recorded To resume recording as part of the same message press the PS RES button
28. d messages to their Host User ID and other guests of their Host User ID 1 The Guest User IDs are selected from a system generated list and assigned on a per use 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 From the Main Menu El Manage Mailbox From the Manage Mailbox Menu D Manage Guest Mailboxes H Create a Guest Mailbox H Delete a Guest Mailbox El Review your Guest Mailboxes El Return to previous menu From the Main Menu press 3 Manage Mailbox Press 4 Manage Guest User IDs Select one of the following 1 Create a Guest User ID 2 Delete a Guest User ID 3498 Your voice mail system plays the Manage Mailbox Menu Your voice mail system plays the Manage Guest User IDs Menu The system prompts with a Guest User ID number Be sure to make a note of the number and the person you assign Your voice mail system prompts you to enter the User ID 60 Enter the User ID Press when done 3 Review your Guest User IDs 4 Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Use Guest User IDs The system confirms the Guest User ID is deleted The system lists your Guest User ID numbers You can select another user Manage Mailbox option You can select another Main Menu option Use Guest User IDs Instruct your guest user
29. e The telephone number to access your voice mail system e Your User ID number e Your default security code Please ask your System Administrator if you do not have this information MAIN MENU Play Messages Send Messages Manage Mailbox Exit user mode Hang Up Each time you access your User ID mailbox your voice mail system announces e Your name and extension if applicable Note Your voice mail system may not be configured to play your name when you log on to your mailbox e The number of new and saved messages you have in your message queue s The number of messages that will be purged upon exiting your mailbox if applicable Your voice mail system then plays the Main Menu options If you receive new messages while you are logged on to your mailbox your voice mail system informs you that you have new messages when you return to the Main Menu 13 Getting Started Step 1 Access Your Mailbox From External Telephone 1 From an external telephone call your voice mail system on When voice mail answers press Enter your User ID Enter the default security code If you make a mistake while entering the code press to re enter The system answers with your standard company greeting Your voice mail prompts you to enter your User ID If your voice mail system is designed with a fixed length number for your User ID do not press after entering a User ID See your System Administ
30. e a a e I 5 Message Types heroeno irie A EE EEE E EEE EEE EET 6 Forwarded Messi as 6 Reply Message 6 TEN A aes 7 NET EU E H NEE ee eeh Eege D BUSY ea EE 7 Special Delivery Options cccccecccessecssecseceseeeseeeseeseceseceseeeeecsaecseceseeeeeeseeceeeeeeeeeags 8 Uren raa n a a na ds ds r a 8 PV EEA T EAEE EEEE A e e EEE T 8 Return Recopa a E E E 8 Future Delivery idad aliada 8 Contents Chapter 2 Getting Started Message Destination Selections cccceccesscesscessecseceteceeceseeeseeeseesseceseseeeseeeeeseeaeeseeees 9 Personal Distribution Lists eie ens eree eaaa ie E E EE 9 System Distribution Lists sursin e E E E e E E eei 10 DITKA A E ad E EEA 10 OEA o Ton E a E AA N Tee ele 10 User er 11 User Tutorial New User ssesssssssesesssssesseseesresesestessestestssssstestsrtsstesesessesesressesrssres 11 Chapter 2 Getting Started User DER 13 Step 1 Access Your Mailbox c cccccccccccscssscesseesseesecesecseeeeseesseecsecesecneeeeseeeneeaeeeenes 14 From External Telephone cccceccccesccesecesceeceeeseesaecaeeseceseceseeaecnseceeeeneeeneeenaes 15 From Internal Telephone 15 Step 2 Record Your Name eege niet a aer ar a i a a e 16 Step 3 Record Your Personal Greeting s ccccccsesscessceseeeseeeeceteceseeeeeeeseesseeseenes 17 Step 4 Change Your Security Code oo cccceccccscessecsecsseeseceeeceseeeseceseeeeseeeseeeesaeesaees 18 Step 5 Exit Your Mailbox or User Mode c ooooonccciocono
31. earing the next name Do Not Disturb operates in on off mode When on your voice mail system automatically sends calls to your User ID mailbox without ringing your telephone first Dual Tone Multi frequency 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 voice mail system 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 See User ID Your name and optionally extension recording is used for the directory system greeting and User ID 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 78 Term Personal Greetings Personal List Private Messages Return Receipt Saved Message Queue Security Code System Administrator System Greeting Glossary Personal Greetings System Greeting Definition You may record up to seven personal gree
32. ed Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Your voice mail system plays the Manage Mailbox options A prompt verifies the current status of the feature Pressing 4 toggles between selecting your custom busy greeting and the system busy greeting You can select another user Manage Mailbox option You can select another Main Menu option 53 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 voice mail user Your voice mail system prompts you through the entire recording sequence You can re record your name at any time simply by repeating these steps Notes e Your voice mail system may not be configured to play your name when you log on to your mailbox e 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 Your voice mail system prompts with Change Mailbox Menu press your User Options Menu 2 Change your User Options 2 Press 6 Record your Your voice mail system prompts you to record Name your 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 1 Review recording Yo
33. elephone If your extension is busy or you do not answer callers can transfer to an operator call another extension or record a private detailed message A representative in your company has been assigned as the System Administrator for the system The System Administrator is responsible for configuring the system and your mailbox to suit your company s needs The configuration affects how and which features you can access Whenever possible this guide provides information concerning feature exceptions and which features may be configured to work differently You can access your mailbox from any tone dialing telephone using your security code After you access your voice mail you hear the number of messages you have in your message queue s followed by a prompt from the Main Menu options see Figure 1 You can then Listen to your messages Send or forward messages Reply to messages Manage your mailbox e g change your greetings create distribution lists etc MAIN MENU The Grand Tour Overview D Exit User Mode El Hana Up Vv H PLay MESSAGES y BH SEND MESSAGES y El MANAGE MAILBOX y Play the next message Save the current message Delete the current message Forward the current message Reply to the current message Special Functions H Replay the current message D Play the Previous message Return to Main Menu number of message
34. essage you do not have to select the source of the message as a destination since your voice mail system 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 another voice mail user When a voice mail 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 You are prompted to record your reply to the message Menu press 6 Reply to the current message 2 Record your reply after the tone When finished press While recording you can press 4 to pause resume toggle or 30 seconds the recording 3 Press again to send the Your voice mail system tells you that your reply has reply immediately been sent and returns you to the Main Menu Important Ifyou press to send your reply you cannot use the special recording and sending options Or before sending the reply you can use any of the following options 1 Review reply The recording plays 2 Re record The system prompts you to record your reply at the beep Press when done 37 Send Messages Reply to the Current Message 3 Append reply The appended reply plays after the already recorded portion The system prompts you to record at the beep Press whe
35. eting Menu The current greeting plays Your voice mail system prompts you with the Change Your Greeting Menu options Note Pressing does not affect the current greeting selection The greeting plays Your voice mail system prompts you with the Change Your Greeting Menu options You can select another user Manage Mailbox option You can select another Main Menu option 47 Manage Mailbox Change Your User Options Change Your User Options Your voice mail system 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 From the Main Menu El Manage Mailbox From the Manage Mailbox Menu Record Review recording El Change your User Options Re record Change your Do Not Disturb On Off Change your Call Screening On Off Append recording Cancel recording ooann Save recording Change your Security Code Select your Busy Greeting toggle Record your Busy Greeting Record your Name Change message Notification gt Enter notification template number Review your Option Settings H Enable Disable notification template toggle Change notification digits Save changes Return to previous menu Return to previous menu 3612 Important Ifyou do not hear all the options for this menu they may
36. eturns to the default speed 21 Play Messages Play Your Messages Play Your Messages When you access your mailbox your voice mail system tells you the number of urgent new and saved messages if supported by your system check with your System Administrator you have in your mailbox If your mailbox is empty the voice mail system prompts do not include press 1 to play messages When you press 1 from the Main Menu to play messages menu shown below your voice mail system automatically accesses the New Message Queue If no messages exist in the New Message Queue your voice mail system automatically accesses the Saved Message Queue From the Main Menu H Play Messages H Play the next message H Save the current mesage E Delete the current message D Forward the current message DH Reply to the current message While playing a message you can press H Special Functions El Pause Resume toggle or 30 seconds DH Message Date and Time D Turn Up volume H Turn Down volume E Backup rewind E Go Forward advance DD Change Speed toggle E Future Delivery Review Play Save Delete D continuous Delete H New Saved message queue toggle D continuous Play El Return to previous menu od Replay the current message D H Play the Previous message E Return to the Main Menu 22 From the Main Menu press 1 Play Messages While the message plays you can select 4 pause resume 8 turn up volume
37. eview your Option Settings Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Your voice mail system plays the Manage Mailbox options Your voice mail system verifies the status of your DND Call Screening options and plays your selected busy message and name recording You can select another user Manage Mailbox option You can select another Main Menu option 57 Manage Mailbox Manage Your Lists Manage Your Lists Your voice mail system provides the ability to create and manage up to seven personal distribution lists The lists consist of the User IDs to which you most frequently send messages 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 list The comment plays each time you use the 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 El Manage Mailbox From the Manage Mailbox Menu El Manage your Lists Select H Hr 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 El Return to previous menu 1 From the Main Menu Your voice mail system plays the Manage press 3 Manage Mailbox Mailbox Me
38. g on to your mailbox When you first enter your mailbox the tutorial prompts you to record your name and walks you through the entire recording sequence You can re record your name at any time see Record Your Name on page 54 At the tone state your name slowly and clearly if you like you can also state your extension Press when done After your name plays press 1 To accept the recording 2 Re record Your voice mail plays your name recording Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting Your voice mail system returns you to the record your name prompt 15 Getting Started Step 3 Record Your Personal Greeting s Step 3 Record Your Personal Greeting s 1 The tutorial now prompts you to record your personal greeting This greeting becomes your Personal Greeting 1 You can record up to six other greetings see Create or Record Over a Personal Greeting on page 44 for instructions Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages You can update personal greetings as often as you want Sample Greeting Hi This is Mary Smith of the Toshiba Marketing Department It is Monday 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 m
39. ge 40 for instructions on using this option You can have your message delivered at a future specified time and date Future Delivery on page 41 for instructions on using this option Cancels the message and returns you to Step 2 on page al Cancels the message and returns you to the Main Menu 33 Send Messages Forward a Message 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 1 From the Play Messages Menu press 5 Forward the current message 2 Enter one of the following destinations e User ID and press Press again to record a message without playing the user s name e 00 Directory Enter the first few letters of the first or last name Q 7 Z 9 Press to select the name as the destination or 1 to hear the next name Or to cancel your entry and re enter Your voice mail system 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 destinations entered in the 4 Additional Destinations option see 4 Select Additional Destinations on page 36 A list counts as one destination Your voice mail system plays the user s name or User ID for confirmation Note If your voice mail system is designed
40. he security code ensures the privacy of your messages personal greetings etc The representative in your company responsible for configuring the voice mail system and your mailbox to suit you and your companies needs Pre recorded greeting that adds your recorded name and extension if required Please leave a message for name Can be used by any user on the voice mail system Based on your selection callers hear the system greeting or a personal greeting 79 Term System List Tone dialing Telephone Urgent Messages User User ID User ID Mailboxes User Notification Glossary System List User Notification Definition Destination distribution list of User IDs created and maintained by the System Administrator Any user on the voice mail system can use the list When sending messages you can choose a User ID personal list system list and or the directory as the destination DTMF push button tone dialing telephone Messages are marked Urgent by the sender and by default are played first followed by all other messages The System Administrator can set a notification record to use pager notification exclusively whenever Urgent messages 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 accesses his her User ID he she can play back messages delete those messages send them to other
41. ice mail system plays the message delivery time and date and returns you to the previous menu Note You can review continue to send save or delete this message using the Future Delivery Review option on the Play Messages Menu See Chapter 3 Play Messages 41 Manage Mailbox Future Delivery Manage Mailbox 5 Your voice mail system provides special options to customize and manage your mailbox features menu shown below From the Main Menu E Manage Mailbox Change your Greeting Change your User Options Manage your Lists Manage your Guest User IDs Return to Main Menu 42 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 e Create or record over a personal greeting e Change your greeting selection e Review a greeting From the Main Menu El Manage Mailbox From the Manage Mailbox Menu H Change your Greeting Select D KA for a Personal Greeting or EJ for the System Greeting El Review selected greeting DH Record new greeting El Review recording Bl Re record Not available El Append to recording for System El Cancel recording arena E Save recording E Return to previous menu EJ Review current greeting E Return to previous menu 3608 43 Manage Mailbox Change Your Greet
42. ilization of new advances in the state of technical arts or to simply change the design of this document Further Toshiba of Canada Limited also reserves the right without prior notice to make such changes in equipment design or components as engineering or manufacturing methods may warrant CIX UG LVMUI1 VA Version A April 2006 Copyright 2006 Toshiba of Canada Limited All rights reserved No part of this manual covered by the copyrights hereon may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or information retrieval systems without express written permission of the publisher of this material Strata is registered trademark of Toshiba Corporation Stratagy is a registered trademark of Toshiba America Information Systems Inc Trademarks registered trademarks and service marks are the property of their respective owners Contents Introduction Organization ee dese Eeer v CONVENTIONS RA ASE A A E EE EE E S AEA ANEA vi Action Response Table s sscsssieisiscssscstcsscsencesedesceeod NENNEN EENEG vii Related Documents Media cccccccccccssssssscccessesssscescecscsseececcussessassesceseessaseeesesseseaa vil Chapter 1 The Grand Tour OVINA 2 Features to Personalize Your Mailbox oconnocnoconocononnnonononconnonnnconnonnnonnnconocononancan ccoo 4 MEET O aere EA 4 New Message QUEUE dicta ia 4 Saved Message Queue ie nnne r a a
43. ing 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 Your voice mail system prompts with a list of Mailbox Menu press options from the Change your Greeting Menu 1 Change your Greeting 2 Enter a number from Your greeting is identified by the number chosen 1 7 For example you can record a general greeting as greeting 1 then record a greeting for holidays as greeting 2 Later you can choose which one plays You can re record a greeting at any time 3 Press 2 to record the The following information should be included in greeting speak slowly your Personal Greeting and clearly Y e Your name 4 Press when done Company and or department Date Your availability Instructions to leave a detailed message Call coverage options 44 Optional After recording you can press 1 Review recording 2 Re record Press when done 3 Append recording Press when done 4 Cancel recording 9 Save recording Press 9 to return to the previous menu Press 1 and select another greeting number 1 7 Repea
44. ion 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 Forward takes priority over System Call Forward Table on page 63 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 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 62 Integration Features Call Forward e Destination If the destination is an outside number press after entering the destination The CIX accepts destination numbers of up to 32 digits e Timer This is a two digit entry representing how long 8 to 160 seconds your telephone should ring before forwarding the call If you enter one digit you must press after entering the single digit Also in the following table Tone means that a confirmation tone plays at that point in the sequence Table 1 Call Forward Procedures Feature Button Sequence Call Forward Station Call Forward Any Call Internal and Incoming Line All Call Press Extension button 6011 Tone Destination No Tone Busy Press Extensio
45. lephone CTX Integration If your company s Toshiba Strata CIX phone system has the Proprietary Integration with your voice mail enabled you have two additional features at your disposal Soft Key Control of Voice Mail and Call Record to Voice Mail If you cannot access these features check with your System Administrator Soft Key Control of Voice Mail If you have a Strata 3200 3000 series digital phone equipped with a Liquid Crystal Display LCD many standard functions of the voice mail system can be displayed on the digital telephone LCD and operated by Soft Keys Feature prompting makes voice mail functions easy to use via visual displays on the telephone in place of listening to voice prompts over the handset although the voice prompts still play when soft keys are used Note For general information on using Soft Keys on your phone please see the Strata CIX CTX DKT IPT Telephone User Guide 65 Integration Features CTX Integration When your telephone is idle and a message arrives for an extension on your phone the Msg LED is activated for the appropriate extension and fme sews saven Feature updates the LCD with this display shown right Page Seron If urgent messages are in the extension s mailbox l the SAVED display is replaced with the number of DIRECT SS URGENT messages SYSTEM SD E PERSONAL SD EXTERNAL DIR INTERNAL DIR
46. lit on your telephone when a voice message has been left for you on the voice mail system If configured your voice mail system 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 1 to play your messages the following telephone keys assist you in going through your messages 1 Takes you to the next message or back to the top of the queue when you have reached the last message in the queue 1 Replays the current message 2 Takes you to the previous message or back to the last message in the queue when you have reached the top of the message queue 77 Toggles between the New and Saved Message Queues 19 Play Messages Playback Controls If new messages arrive while you are accessing your mailbox your voice mail system 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 Press 2 to play Previous Message Play Next Message L from first message go to last from last message go to first 1 JKL Pause Resume 5 toggle or 30 secs OPER Back Up rewind Turn Down volume Turn
47. ltiple users or a destination list See Forward a Message on page 34 for details on this feature 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 37 for details on this feature Your voice mail system prompts with the options Special Functions on page 25 for instructions on using this option The current message plays from the beginning The previous message plays from the beginning Note If you are at the top of the message queue pressing 2 takes you to the bottom of the same queue Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox and then returns to the Main Menu 24 Play Messages Special Functions 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 When you play a message this option is available by pressing 7 Special Functions Press an option number 4 Message Date and Time 5 Future Delivery Review While the message is playing or immediately after you can select any of the following 1 Play the next message 2 Save the current message 3 Delete the current message The date and time the message was received plays followed by the entire message Note If your System Administrato
48. mmediately Or before sending the message you can use any of the following options 1 Review recording 2 Re record Press when done 3 Append recording Press when done 4 Select Additional Destinations Send Messages Send a Message You are prompted for the destination list number Your voice mail system plays the list comment or number for confirmation Ask your System Administrator for more information about System Lists You are prompted for the destinations User ID 00 01 Personal List and or 02 System List Your voice mail system tells you that your message has been sent and returns you to the Main Menu Important Ifyou press to send your message you cannot use the special recording and sending options The recording plays The system prompts you to record at the beep The appended recording plays after the already recorded portion of the message The system prompts you to record at the beep Send the message to additional destinations Valid entries User ID 00 01 and 02 You cannot enter 04 Multiple Destinations 32 7 Special Delivery Options 8 Set Future Delivery Cancel message and select new destination Cancel and Return to the Main Menu Send Messages Send a Message 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 Special Delivery Options on pa
49. mment for the selected 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 letters of a user s name and your voice mail system plays the recorded name User ID and optionally the extension that matches the combination of entered digits 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 48 for more detailed information Important The System Administrator must activate these features for them to be available e DND Your voice mail system automatically sends calls to your User ID mailbox without first ringing your telephone e Call Screening Your voice mail system asks callers for their name and company Without the caller s knowledge
50. mpany 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 Your voice mail system plays the Manage press 3 Manage Mailbox Mailbox options 2 Press 2 Change your User Options 3 Press 2 Change your Call A prompt verifies the current status of the feature Screening On Off 4 Optional Press 2 again Pressing 2 toggles the Call Screening feature On to reset the feature if and Off required 5 Press 9 to return to the You can select another user Manage Mailbox Manage Mailbox Menu option or 99 to return to the You can select another Main Menu option Main Menu 50 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 security code as often as you wish to ensure the privacy of your messages and personal greetings 1 F
51. n Menu El Play Messages El Forward the current message D Reply to the current message El Send Messages Enter one of the following User ID plus EJ O H Directory plus name O El Personal List 1 7 H BH system List 1 7 O El Multiple Destinations Record Record a message comment or reply Send and Return to Main menu Review recording Re record Append recording Select Additional Destinations Ost Special Delivery Options H Set Urgent status On Off El Set Private status On Off H Set Return Receipt request On Off El Return to previous menu El Set Future Delivery EJ Cancel message and select new destination El El Cancel and return to Main Menu While recording a message you can press El Pause Resume toggle or 30 seconds El End recording Select from the following User ID plus D O O Directory plus name DI H Personal List 1 7 DI H System List 1 7 Press D when finished Set the Hour 1 12 H am H 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 CIX Voicemail User Guide 04 06 7400 30 From the Main Menu press 2 Send Messages Enter one of the following destinations e User ID and press Press again to record a message without playing the user s name e 00 Directory Enter the first few letters of the first or last n
52. n button 6021 Tone Dest No Tone No Answer Press Extension button 6031 Tone Dest No Tone Timer Busy No Answer Press Extension button 6041 Dest No Timer Cancel Press Extension button 6051 Tone Forward System Call Forward Incoming Line Calls All Calls Extension button 6013 Tone Dest No Tone Busy Extension button 6023 Tone Dest No Tone No Answer Extension button 6033 Dest No Tone Timer Tone Busy No Answer Extension button 6043 Dest No Tone Timer Tone Cancel Extension button 6053 Tone Call Forward System Activate 620 Tone Cancel 621 Tone 63 Integration Features Message Waiting Message Waiting Use your Msg LED button and LCD to see retrieve message s An extension can receive up to four simultaneous Message Waiting indications and LCD messages One message is reserved for the Message Center Your phone can be programmed to have up to four additional flexible Message Waiting buttons LEDs Ask if these buttons have been programmed on your phone If so substitute them when the Msg button LED is mentioned in the following steps Responding to a Lit Msg LED 1 On an LCD phone if you see a press Seroll to display additional messages otherwise go to Step 2 The indicates additional messages The LCD can show up to three station mess
53. n done 4 Select Additional Send the message to additional destinations You may Destinations repeat this step as often as necessary Enter one of the following destinations e User ID and Your voice mail system plays the user s name or User press Press ID for confirmation again to record a reply without playing the user s Note If your voice mail system is designed with a fixed length number for your User ID do not press after entering a User ID See your ae System Administrator for specific operation of your system 00 Directory You are prompted to enter the person s name Enter the first few Your voice mail system plays the first name that letters of the first or matches the combination of the letters you entered last name Q 7 Z 9 Press to select the name as the destination or 1 to hear the next name Or to cancel your entry and re enter e 01 Personal List You are prompted for the destination list number Enter a list number Your voice mail system plays the list comment or 1 7 number for confirmation Manage Your Lists on page 58 to create or revise a destination distribution list 38 e 02 System List Enter a list number 1 7 7 Special Delivery Options 8 Set Future Delivery Cancel reply Cancel and Return to the Main Menu Send Messages Reply to the Current Message You are prompted for the destination list number Your voice mail system play
54. nations are e User ID Note If you don t know the user s User ID you can locate the ID on your voice mail system s system wide directory by pressing 00 e Personal distribution list e System distribution list See Send a Message on page 30 for instructions on using these options 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 Your voice mail system does not check for duplicates when you send a message using more than one list For example if you select Personal Distribution List 1 and 3 as destinations for your message and User ID 1001 is on both lists User ID 1001 receives the same message twice The Grand Tour User Options System Distribution Lists In addition to Personal Distribution Lists your voice mail system 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 co
55. nt if applicable The Grand Tour Message Queues Note The Pending messages feature is available on a mailbox to mailbox basis Check with your System Administrator to find out if your mailbox is configured for this feature When you press 1 from the Main Menu to play messages your voice mail system automatically accesses the New Message Queue A new message begins to play based on the type urgent messages play first and order received FIFO LIFO If no new messages exist your voice mail system automatically accesses the Saved Message Queue If you are in the Saved Message Queue you can toggle back to the New Message Queue by pressing 77 After you play the last message in the queue your voice mail system prompts End of messages You can choose to return to the top of the queue go to the top of the other queue etc Saved Message Queue Saved messages are messages that you saved or that were automatically saved by your voice mail system at the end of the message Access the Saved Message Queue from the Main Menu by pressing 177 or from the New Message Queue by pressing 77 Your voice mail system automatically accesses the Saved Message Queue when no new messages exist Saved messages play based on order received FIFO LIFO After you play the last message in the queue your voice mail prompts End of messages You can choose to return to the top of the queue go to the top of the other queue etc Note Ask your S
56. nu 2 Press 3 Manage your Lists 3 Select the desired list You are prompted to enter an option number 1 7 58 4 After selecting a list you can press 1 2 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 Press when done Record a list Comment Record your comment Press when done 5 Press 9 to return to the previous menu or 99 to return to the Manage Mailbox Menu or 999 to return to the Main Menu Manage Mailbox Manage Your Lists The system prompts you with the name and extension of each User ID on the list Your voice mail system prompts you to enter the User ID The name and extension plays You can add additional User IDs as needed Your voice mail system prompts you to enter the User ID The name and extension plays The system prompts Deleted When sending a message the comment plays each time the destination list is selected Your voice mail system prompts you to record the comment Your voice mail system returns to the previous menu You can select another Manage Mailbox option You can select another Main Menu option 59 Manage Mailbox Manage Guest User IDs Manage Guest User IDs Guest User IDs provide limited access to the voice mail system for temporary and project oriented employees such as consultants and contractors Guest users can only sen
57. ons Term Busy Greeting Call Record Call Screening Caller Called Party Definition 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 You can record a live call into your mailbox from your Strata CIX telephone Call Screening operates in on off mode When on your voice mail system 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 mailbox or transfer the call to another extension with or without announcement Someone who calls into the voice mail system A caller can obtain information leave a message for someone and or provide information The telephone user the caller reached See User 77 Term Directory Do Not Disturb DND DTMF FIFO First In First Out Future Delivery Guest User ID LIFO Last In First Out Mailbox User ID Name Recording New Message Queue Glossary Directory New Message Queue Definition A caller enters digits corresponding to the first few letters of a user s name and your voice mail system plays the recorded name and optionally extension that matches the entered digits Your voice mail system offers the caller the option of selecting the name and being transferred or h
58. ox 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 46 System The system greeting is a standard prerecorded greeting It cannot be recorded over or deleted The greeting states Please leave a message for name Your voice mail system adds your name from the name recording that you have made see Record Your Name on page 15 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 52 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 53 Note The System Administrator must configure your User ID mailbox for the custom busy greeting option to be available 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 Me
59. r security code voice mail system announces that your security code has been changed You have completed the tutorial Your voice mail system 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 your voice mail system s Main Menu or exit the mailbox 17 Getting Started Step 5 Exit Your Mailbox or User Mode Step 5 Exit Your Mailbox or User Mode To exit your mailbox press to hang up from a Toshiba telephone system or 999 to hang up from another manufacturer s telephone system Or to exit the user mode press O When you press to hang up you hear Thank you for calling Good bye Your voice mail system can be configured so that you can exit your mailbox without leaving the voice mail system Please ask your System Administrator to find out if your system is configured for this or some other function when pressing O If you have the 0 to EXIT User Mode capability you hear the voice mail system s company greeting You can now access another user or a different mailbox 18 Play Messages Access Messages Play Messages 3 This chapter explains how to use the Play Messages feature It discusses e Access Messages e Playback Controls e Play your messages e Special functions Depending upon your telephone system and telephone a message waiting light is
60. r or dealer or other person be entitled to any direct special indirect consequential or exemplary damages for breach of contract tort or otherwise Under no circumstances will any such person be entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning To obtain service under this warranty the retail customer must bring the malfunction of the machine to the attention of one of TCL s authorized dealers within the twenty four 24 month period and no later than thirty 30 days after such malfunction whichever first occurs Failure to bring the malfunction to the attention of an authorized TCL dealer within the prescribed time results in the customer being not entitled to warranty service THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA OF CANADA LIMITED OR TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING THE WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND FITNESS FOR USE ARE EXCLUDED No TCL dealer and no person other than an officer of TCL may extend or modify this warranty No such modification or extension is effective unless it is in writing and signed by the vice president and general manager Office Products Group Publication Information Toshiba of Canada Limited reserves the right without prior notice to revise this information publication for any reason including but not limited to ut
61. r programmed an automatic date and time stamp for all messages the stamp plays automatically at the beginning of each message Your voice mail system plays your name the future delivery time date the message will be sent and the entire message Your voice mail system automatically saves the message for future delivery Skips to the beginning of the next future delivery message Saves the current future delivery message Flags the current future delivery message for deletion When you exit the future delivery review voice mail 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 25 9 Return to the Special Functions Menu 6 Continuous Delete 7 New Saved message queue toggle 8 Continuous Play Play Messages Special Functions Your voice mail system 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 Deletes multiple messages at one time in your New or Saved Message Queue without additional action from you Note See the Continuous Play feature on page 26 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
62. rator for specific operation of your system Your voice mail prompts you to enter your security code If your voice mail system is designed with a fixed length number for your security code do not press after entering the security code See your System Administrator for specific operation of your system You are now in your mailbox Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu From Internal Telephone 1 From an internal telephone call your voice mail system on Enter the default security code If you make a mistake while entering the code press to re enter Your voice mail prompts you to enter your security code If your voice mail system is designed with a fixed length number for your security code do not press after entering the security code See your System Administrator for specific operation of your system You are now in your mailbox Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu 14 Getting Started Step 2 Record Your Name Step 2 Record Your Name 1 Your name is announced whenever you log onto your mailbox the directory is accessed the system greeting is selected or when a message is sent by another voice mail user Note Your voice mail system may not be configured to play your name when you lo
63. rom the Main Menu press 3 Manage Mailbox 2 Press 2 Change your User Options 3 Press 3 Change your Security Code 4 Enter your new security code 5 Re enter your new security code Your voice mail system prompts with a list of options from the Manage Mailbox Menu Your voice mail system prompts with a list of options from the Change your User Options Menu Your voice mail system 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 Your voice mail system prompts you to re enter your new security code for verification After entering the security code a second time your voice mail system announces that your security code has been changed 51 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 listening to the busy greeting they can enter a different User ID press to hold if configured for your mailbox by the 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
64. s 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 Special Delivery Options on page 40 for instructions on using this option You can have your message delivered at a future specified time and date Future Delivery on page 41 for instructions on using this option Cancels the reply and returns you to Step 2 on page 37 Cancels the message and returns you to the Main Menu 39 Send Messages Special Delivery Options 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 prior to sending the message When you send forward or reply to a message this option is available by pressing 7 Special Delivery Options Enter an option number 1 Set Urgent status toggle To remove the urgent status press 7 then 1 again Set Private status toggle To remove the private status press 7 then 2 again Set Return Receipt request toggle To remove the return receipt request press 7 then 3 again Return to previous menu Urgent messages play first in the New Message Queue Private messages cannot be forwarded Your voice mail system notifies you when and by whom the me
65. s to be deleted plays Message Date and Time Future Delivery Review Play Save Delete Continuous Delete Continuous Play Return to previous menu HOA 5 New Saved message queue toggle H am A 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 DD Enter one of the following User ID plus El nO Directory plus name O E personal List 1 7 D B system List 1 7 og Multiple Destinations Record Record a message comment or reply Press a when finished Send and Return to Main Menu Review recording Re record Append recording Select Additional Destinations User ID plus a oo Directory DH personal List 1 7 D G system List 1 7 Press El when finished Special Delivery Options El set Urgent status On Off E set Private status On Off El Set Return Receipt request On Off Return to previous menu Set the Hour 1 12 A D set Future Delivery EJ Cancel message and select new destination El El Cancel and Return to Main Menu Change your Greeting Change your User Options Manage your Lists Select El Md for a Personal List H Review your current list E Add a User ID to the list El Delete a User ID from the list El Record a list Comment El Return to a previous menu El return to a previous menu D Manage Guest User IDs H Create a Guest User ID E Delete a Guest User ID El
66. s to call the voice mail system and identify themselves as guest users of your mailbox Only then can they use voice mail to send receive and reply to the messages with your mailbox Host ID as a typical voice mail user Note See Access Your Mailbox on page 13 for more detailed instructions of the following steps 1 Call the voice mail system 2 Enter 998 3 Enter the Host User ID 4 Enter the Guest User ID 5 Enter the security code Note Check with your System Administrator for the User ID default 998 configured for your system The Host User ID s greeting plays Note Your voice mail system uses the combination of the Host User ID and the Guest User ID to identify the caller as your guest 61 Integration Features Call Forward Integration Features 6 This chapter covers the use of your voice mail with the Strata CIX Call Forward Message Waiting CIX Integration Direct Transfer to Voice Mail Voice Mail Conference features and Call Monitor are all described Call Forward Note See Strata CIX CTX DKT IPT 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 e System Call Forward which is set in Programming automatically directs calls to a predefined location such as Voice Mail e Station Call Forward enables you to assign Call Forward destinations for each extens
67. sonal greeting for the mailbox e Changing the default security code Once the tutorial is completed successfully it cannot be replayed 11 Getting Started User Tutorial Getting Started 2 This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps User Tutorial When you log on to the your voice mail system for the very first time you hear a tutorial that walks you through the following basic steps e Record your name if required Your name is announced whenever you log onto your mailbox varies by system the directory is accessed the system greeting is selected or when another voice mail user sends a message to you Record your personal greeting Your personal greeting automatically plays when you are not available to answer your telephone e Change the default security code for your mailbox to ensure privacy You should change it on a regular basis Note If you do not complete the tutorial before hanging up your voice mail system saves any completed portion e g your name recording and restarts where you left off the next time you log on to your mailbox Once the tutorial is completed successfully it cannot be replayed 12 Step 1 Access Your Mailbox The Main Menu shown below is your starting point for all of your voice mail system s messaging features Pressing 999 from most menus returns you to the Main Menu To access your mailbox you need to know
68. ssage Notification MULTI ENTRY MULT MULT Multiple Destinations NAME RECORD NAME Record your Name NEXT NEXT NEXT Play next message NEXT MSG NMSG NMSG Ge message Future Delivery NO NO NO Continuous Delete PAUSE PAUS PAUS Pause recording PER DST LST LIST LIST Manage Personal Distribution Lists PERSNL LIST LIST LIST Personal distribution list 1 7 PM PM PM PM 68 Integration Features CTX Integration Table 3 Voice Mail Soft Keys for CIX Digital Telephones continued DKT 3207 SD DKT 3214 SDL See SC Ge GE So SG Voice Mail Functions IPT2020 SD PREVIOUS PREV Play the Previous message PREV MENU PREV MENU PREV Return to previous menu REC COMMENT COMM COMM Record a list Comment RECORD REC REC Record REPLAY RMSG Replay current message REPLY REPL REPL Reply to the current message RE RECORD RREC RREC Re record RETRN RECPT RTRC RTRC Set Return Receipt request On Off REVIEW REVW REVW Review recording guest mailboxes REVIEW LIST REVW REVW Review current list REV OPTIONS ROPT Review Option Settings SAVE SAVE SAVE Save the message recording changes SAVE MSG SMSG SMSG Save message Future Delivery Review SECURTY COD CODE CODE Change Security Code SEND MSG SEND SEND Send and Return to Main menu SET DAY DAY DAY Set the Day 1 31 SET HOUR HOUR HOUR Set the Hour 1 12 SET MINUTES MIN MIN Set the Minutes 0 59 SET MONTH MTH MTH Set up Month 1 12 SET YEAR YEAR YEAR Set up
69. ssage Queue After the message plays the urgent status is removed Private Messages can be marked private by the sender The same options such as saving and deleting apply to the private messages however a private message cannot be forwarded Once a message is sent the private status cannot be removed Return Receipt You can mark a message Return Receipt if you want verification of its receipt When a user plays completely or partially a message marked for Return Receipt a notification is sent back to the sender Your voice mail system notifies the sender when and by whom the message was received and plays the original message Future Delivery Your voice mail system can be configured so that your message is delivered at a future time and date specified by you After marking the message for future delivery you can review play save delete the message at any time before it is sent The Grand Tour Message Destination Selections Message Destination Selections At the beginning of the Send Messages menu you are asked to enter the message destination s You can choose to enter a single destination e g User ID or multiple destinations e g personal list User ID system list Entering the Multiple Destinations option enables you to address your message to all the recipients at the start of the menu You can then record your message and if desired add additional destinations when prompted later in the menu Valid desti
70. ssage was received and plays the original message Note A message that is only partially heard for five seconds or longer sends back a return receipt to the sender Your voice mail system returns you to the previous menu 40 Future Delivery Send Messages Future Delivery Your voice mail system can be configured so that your message is delivered at a future specified time 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 Play Messages on page 19 for instructions on using the Future Delivery Review option When you send forward or reply to a message this option is available by pressing 8 Set Future Delivery You can choose any or all of the selections Enter an option number and press 1 Set Hour 1 12 1 AM 2 PM Set Minutes 0 59 Set Day 1 31 Set Month 1 12 Set the Year last two digits Return to previous menu a fb WN o Each of these settings default to the current time date To 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 the hour 2 select PM and enter the minutes 30 using options 1 and 2 Your voice mail system prompts you to select AM or PM Two digit numbers under 80 will be set for the next century For example enter 59 to set 2059 Your vo
71. t Step 3 on page 44 To return to the Main Menu press 999 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 If at the tone you leave a detailed message and a telephone number where I can reach you I will be happy to return your call The complete greeting plays The system prompts you to record at the beep Appending a greeting enables you to add information to the end of your already recorded greeting The system prompts you to record at the beep The greeting is canceled The system returns to the previous menu Your voice mail system tells you that greeting number has been recorded and returns to the previous menu Again you are given the option to review or record over the greeting you have just recorded You are given the option to record another greeting Important The last greeting selected or recorded is the greeting that callers hear as your User ID greeting Your voice mail system plays the Main Menu options 45 Manage Mailbox Change Your Greeting Change Your Greeting Selection 1 From the Main Menu press 3 Manage Mailbox Press 1 Change your Greeting Enter a personal greeting number 1 7 or to select the system greeting Or to review the current greeting
72. 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 are in when you press 6 for continuous delete Ask your System Administrator to verify that you have this option This feature operates as a toggle use it to move back and forth between the New and Saved Message Queues Plays multiple messages at one time in your New or Saved Message Queue without additional action from you The number of messages played is based on a preset length of recorded time designated in minutes and therefore varies Your System Administrator sets the length of time on a system wide basis The messages played are those whose cumulative time is equal to or less than the designated number of minutes 26 9 Return to previous menu Play Messages Special Functions Important The playback starts with the first message in the queue and continues until the preset time has expired If there are two queues new and saved the playback occurs only in the queue you are in when you press 8 for continuous playback Ask your System Administrator to verify that you have this option Your voice mail system returns to the Play Messages Menu 27 Send Messages Special Functions Send Messages 4 From any tone dialing telephone you can record and send a message to a user several users or to a personal or system distribution list This chapter co
73. tings that are 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 pre schedule different greetings to play at a certain time and or day 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 attribute set when listening to his her messages When sending forwarding or replying to a message you can request a return receipt Your voice mail system 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 security code You must enter your security code to access your mailbox T
74. uments Media Note Some documents listed here may appear in different versions on OPGONLINE 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 Quick Reference Guide e Strata CIX General Description e Strata CIX Installation and Maintenance Manual e CIX Voicemail Quick Reference Guide e CIX Voicemail Programming Manual For authorized users Internet site OPGONLINE http www opgonline ca contains all current documentation and enables you to view print and download current publications vii The Grand Tour This chapter provides an overview of the system and covers the following general topics Features to personalize your mailbox e Message queues e Message types e Greetings e Special delivery options e Future delivery e Message destination selections e User options e User prompts User tutorial New User The Grand Tour Overview Overview Your voice mail system manages multiple voice processing functions simultaneously 24 hours a day 7 days a week Your mailbox is always available for callers to leave private voice messages In addition you can update your greeting at your convenience or send and receive messages from any tone dialing telephone Callers control their own progress through the system They no longer have to wait for a person to answer the t
75. ur newly recorded name and extension plays 2 Re record You can re record your name and extension as often as you wish Press when done y 54 Manage Mailbox Change Your User Options 3 Append recording You can add a short comment that plays at the end of the recording for example a vacation Press when done announcement 4 Cancel recording You can cancel your newly recorded name and extension and return to the previous menu 9 Save recording Your voice mail system 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 turned on the notification record numbers your voice mail system automatically calls 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 Your voice mail system plays the Manage press 3 Manage Mailbox Mailbox options 2 Press 2 Change your User Options 3 Press 7 Change message Notification 55
76. vers e Recording controls e Send a message e Forward a message Reply to the current message e Special delivery options e Future delivery 28 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 JKL Pause Resume _ 4 toggle or 30 secs 8 OPER El 3096 End recording 4 Pause Resume toggle or 30 seconds At any time while recording messages to another mailbox in the system you can press 4 to pause for 30 seconds The message resumes recording as soon as you press 4 Your voice mail system prompts you with Begin recording Beep If within the 30 seconds you do not press 4 volce mail restarts another 30 second pause If during the second 30 second pause you Do not press any key voice mail assumes you have cancelled the message and returns to the Main Menu e Press your voice mail system returns you to the Send Messages Menu and you can send review or record over the message End Recording After recording a message press to end the recording 29 Send a Message Using the Send Messages Menu shown below you can record a message and send it to a single mailbox or multiple destinations e g personal or system distribution list Send Messages Send a Message forward a message with a comment or reply to a message sent you From the Mai
77. ystem Administrator to find out if your mailbox is configured with one or two New and Saved message queue s 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 your voice mail system does not prompt you to select the destination since it remembers the source The Reply feature only works if the original message is sent from another voice mail user on the same system When listening to a reply message a prompt notifies the user of the name User ID of the person who sent the reply The Grand Tour Greetings Greetings You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy Depending on how your system is configured callers may hear a separate busy greeting the system or the custom busy greeting Change Your User Options on page 48 for details Personal Personal greetings are greetings that you record for callers Your voice mail system stores all recorded greetings under the personal greeting number 1 7 for your mailb

CIX Voicemail System User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents