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Toshiba ES4 Answering Machine User Manual

1. Config Stratagy voice mail b items to show in this view My Shortcuts Other Shortcuts El 0 Items 5338 Update Stratagy ES Address Book Automatically The Stratagy ES Address book can be automatically updated with the Stratagy ES at regular intervals set number of days See Step 9 on page 111 for instructions on setting the feature 108 Stratagy ES User Guide 01 03 Unified Messaging UM with Outlook Integration Using UM Feature Using UM Feature Step 1 Configure Your Computer for UM Note This step may have already been performed for you Check with your System Administrator Before using UM features you ll need to configure the Stratagy ES to coordinate and synchronize information with your computer 1 From the Standard Outlook toolbar click Configure Stratagy Voice Mail see Figure 2 on page 106 The Stratagy ES Message Configuration Media Setting screen displays shown right Note Using this screen you can set up your system to play voice messages through speakers and determine how your Stratagy ES messages are managed within Outlook 2 From the Media Setting tab screen select PC Speaker Microphone or Telephone handset as your choice for playing and recording your messages e PC Speaker Microphone The messages play over your PC s speaker microphone Stratagy ES Message Configuration 12 xi Media Setting User Information m PLAYBACK RECO
2. Conventions Description Arial bold Represents telephone buttons Courier Shows a computer keyboard entry or screen display Type Indicates entry of a string of text da m 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 gt Denotes a procedure Grey words within the printed text denote cross references In the See Figure 10 electronic version of this document Library CD ROM 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 Introduction Related Documents Media Related Documents Media Note Some documents listed here may appear in different versions on the CD ROM 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 Stratagy Gene
3. 2 Dial the Stratagy ES syste number 128 The Call Forward LED flashes or you hear a confirmation tone You hear a confirmation tone if an access code is dialed Display telephones show CALL FORWARD TO Call Forward Access Codes Strata oa DK8 16 and ya and DK24 54 96 DK 42 4i Call Forward All Calls 601 601 Call Forward Busy 602 602 Call Forward No Answer 603 603 Call Forward Busy No 604 604 Answer You hear a confirmation tone 3 Optional For Call Forward No Answer and Call Forward Busy No Answer you can set the number of seconds that your telephone rings before forwarding If you pressed a Call Forward button in Step 1 enter the numberof seconds 08 60 Or if you pressed a extension number or phantom extension number in Step 1 press Speed Dial and enter the number of seconds 08 60 Press the same Call Forward button used in Step 1 Or if you used an access code sequence press Redial then Spkr Using Stratagy ES with a Strata Legacy System Call Forward Note Some older telephones do not have Speed Dial and Redial buttons You may need to press SDS or REP the number of seconds 08 60 RDL or the number of seconds 08 60 The Call Forward LED lights steady 129 Using Stratagy ES with a Strata Legacy System Call Forward Cancel Call Forward 1 Press the appropriate Call Forward button then Spkr Or press the extension nu
4. 5 Limitation Of Liability TAIS ENTIRE LIABILITY AND YOUR SOLE AND EXCLUSIVE REMEDY UNDER THIS LICENSE AGREEMENT SHALL BE AT TAIS OPTION REPLACEMENT OF THE MEDIA OR REFUND OF THE PRICE PAID TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL SPECIAL INCIDENTAL OR INDIRECT DAMAGES FOR PERSONAL INJURY LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION DATA OR ANY OTHER PECUNIARY LOSS OF ANY KIND ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF TAIS OR ITS SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE FOR ANY CLAIM BY A THIRD PARTY 6 State Jurisdiction Laws SOME STATES JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES SO SUCH LIMITATIONS OR EXCLUSIONS MAY NOT APPLY TO YOU THIS LIMITED WARRANTY GIVES YOU SPECIFIC RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION 7 Export Laws This License Agreement involves products and or technical data that may be controlled under the United States Export Administration Regulations and may be subject to the approval of the United States Department of Commerce prior to export Any export directly or indirectly in contravention of the Unite
5. Customize The Sound Selection screen TATI seveas Remove displays shown right Format PCM Note In Windows 2000 you can access the f i Attributes 8 000 kHz 8 Bit Mono 7kb sec Sound Selection screen directly by selecting Start gt Programs gt Cancel Accessories gt Entertainment gt Sound Recorder gt File gt Properties gt Convert Now 5559 3 From the Sound Selection screen select Toshiba ADPCM from the Format field s drop down menu this value is only present if the TAIS Audio Codec has been properly installed 4 From the Attributes field select 8 000 KHz 4 Bit Mono from the drop down menu Stratagy ES User Guide 01 03 119 Unified Messaging with IP Integration Record Stratagy ES Voice Messages using Windows Sound Recorder 5 8 Click Save As and the Save As dialog box displays Type Stratagy ES Format in the available field Click OK The Sound Selection screen displays shown right From the Sound Selection screen click OK From the Multimedia Properties screen click OK to quit Multimedia Properties This completes the setup Save this format as Stratagy ES Format 5561 Sound Selection Name Stratagy ES Format El Save As Remove Toshiba ADPCM El Attributes 8 000 kHz 8 Bit Mono 3 kb sec J Cancel Format 5560 Record Stratagy ES Voice Messages using Windows Sound Recorder This procedure explains one way in whic
6. If you have the 0 to EXIT User Mode capability you hear Stratagy ES s instructional greeting You can now access another user or a different mailbox Play Messages This chapter explains how to use the Play Messages feature It covers e Accessing messages e Playback controls e Playing messages e Special functions e Retrieve and listen to e mail messages Stratagy ES lights the message waiting light on your telephone when a voice or fax message has been left for you on the Stratagy ES system Note Your telephone system and telephone must support a message waiting light for this feature to function If configured Stratagy ES automatically turns off your message waiting light on your telephone when your new message folder is empty or only Pending messages remain see Message Folders on page 4 All new messages must be deleted saved or pending partially heard for Stratagy ES to turn off the message waiting light on your telephone The Message Waiting LED remains on only if there are new messages in the folder 23 Play Messages Access Messages 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 folder when you have reached the last message in the folder 1 Replays the current message 2 Takes you to the previous message or back to the last message in the folder whe
7. Note To create or change personal folders see Manage Personal Folders on page 78 Play Messages Play Messages A message plays 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 folder Single or dual message folders Stratagy ES saves the message and the Play Messages Menu plays Multiple message folders Stratagy ES plays the recorded names comment numbers of all available folders You are requested to enter a valid folder number where you want the message saved If an invalid number is entered Stratagy ES automatically saves the message in folder 1 27 Play Messages Play Messages Note Messages are not moved to the saved folder until you log out of your mailbox enabling you to return to the new message folder and replay the message The Play Messages Menu plays 3 Delete the current Flags the current message for deletion The Play message Messages Menu plays When you exit Play Messages Stratagy ES 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 Stratagy ES can be programmed to purge messages after a preset length of time Consult your System Administrator Stratagy ES notifies you before purging messages 5 Forward the current With the exception of private messages all message messages can be forwarded to a single u
8. El Change notification digits El Save changes E Return to previous menu 4558 1 From the Manage Mailbox Stratagy ES plays the Change User Options Menu press 2 Menu 2 Press 7 You are told the number of notification records you have and are prompted to enter the notification record number 3 Enter the notification Stratagy ES confirms the template number template number either speaks or spells the template title states whether the template is enabled or disabled and tells you the phone number if applicable Or if you do not remember the template number you want press 00 Press to select the notification template or 1 to hear the next record Press an option number 1 Enable disable notification template toggle 2 Change notification digits Enter the new notification digits and press H Save changes 9 Return to previous menu Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change User Options The system plays a template header record for each notification template consisting of the template number and title e g CTX message light on After each header record plays you are asked to select the record or hear the next record Pressing 1 toggles the notification template between Enable and Disable After pressing 1 a prompt verifies the current status Stratagy ES verifies the number entered Stratagy ES tells you
9. PJ 0919S Bunai ofueyD nue urew 0 UInjoy pue jeaouRD EJ uoneunsap Mau joejas pue fess w jaoueD Auaayjag aanyny jag nuau snoineid oy unyay E uouo 99y UInjoy PS A yo uo smes peaud 1S A YO UO snyeys uasan es A suondo Asaatjag eads paysiuy u ym EJ SS91d se L 1517 uoNNquisig jeuosieg A El Mopar El El EJ snid saquinu xoquew suopeunsaq jeuonippy 1999S 6uip10991 pu ddy piooal ay Buip10991 MalAaYy nueyl urew o uN ey pue pues paysiuy uaym A SS ld Ajdai Jo juaWWOD ebessau e plo9ay jsanba y pro99y suoyeunsag ajdninw El sz 4 1517 UONNquISI0 feucsied A eweu snd Aoa Ej EJ snid szaquinu xoqew Bulmo o ay Jo auo 49 Uy nuew snolnaud o wanjay Aejd snonuyuog a 65B0 siapjo aBessau paAes maN SS IIY ajejag snonuyuoy ejejag anes feld manoy A ANNA au pue ayeg abessayy puud 10 uUlyYJLW XE 0 XBY JUBUND pues OPO e uym uud 10 aulyoew XB 0 SJUSUINIOP XBy Ily Pues pu wn op Xe juauno jo yud xey 9 e pau 9PIOJ UY S USLUN9op xe ye jo JU xey ayeIpawuy shed pajajep aq o sabessau jo saquunu nua y ule o Winey suoyouny e19ads ebessau juaJino ay 0 Ajday eBessau juan y p1emJo y obessau jueuno y ajejag abessow snoinaid ou BIA a s sapjo4 aBessayy euosiag aa 1 p 04 ebessey anes prepuels py ebessau Juano ay anes ebessau jueuno ayy eldoy H ebessau xau ay BId 4SI9VSS3 A TIVIN 3
10. Press 8 Press 1 to copy all messages or 2 to copy only urgent messages Or 9 to return to previous menu Optional You can select all of the following options in any combination 1 Enable Disable toggle 2 Enter message destination Press 1 to confirm the number 2 to erase and re enter or to cancel and return to previous menu Manage Mailbox Change User Options Stratagy ES plays the Change User Options Menu Stratagy ES plays the Automatic Message Copy Menu Stratagy ES confirms the automatic message copy for all messages is enabled disabled the mailbox where the message will be copied delay time and auto copying starting ending times Stratagy ES confirms the automatic message copy for urgent messages is enabled disabled the mailbox where the message will be copied delay time and auto copying starting ending times Stratagy ES returns to the previous menu Pressing 1 toggles the message copy feature On Off A prompt verifies the mailbox number and prompts you for an entry of 1 2 or Pressing 1 saves the mailbox number 71 Manage Mailbox Change User Options 72 3 Set delay time Select one of the following 4 Set hour 2 Set minutes 3 Set day 9 Returns to previous menu Set Copy Start Time Enter an option number and press 1 Set Hour 1 12 1 AM 2 PM 2 Set Minutes 0 59 Set Copy End Time Enter an option number and press 4 Set H
11. SAC Verify SAC IV Never show the Login dialog 5623 5 Fill in the following fields on the screen e Mailbox Id Type your mailbox number in the Stratagy ES e SAC Type your mailbox s security code e Verify SAC For verification type your mailbox s security code again Stratagy ES User Guide 01 03 95 Fax Printer Driver Configure Personalize Fax Printer Driver e Never show the Login dialog Check uncheck whether or not you want to type your mailbox number and security code each time you use the Stratagy ES Fax Printer Driver 6 Click the Cover Page tab SES Login Cover Page Name foo Comey Phone gt MS T Always add cover sheet 6590 7 Fill in the Name Company Phone Fax and E mail fields This information becomes the From data on the cover page each time you send a fax using the Stratagy ES Fax Printer Driver 8 For custom cover pages the Image field needs to define the location of the template file being used for the cover page Note If a custom cover page is desired see your System Administrator for details 96 Stratagy ES User Guide 01 03 Fax Printer Driver Use Fax Printer Driver Use Fax Printer Driver With the document displayed on your PC s monitor select the Print option from the File menu 2 From the Name field s drop down menu select StratagyES Fax L o f cose 3 Click OK 5822 Note If you removed the c
12. 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 See Step 2 on page 43 for step by step instructions You may repeat this step as often as necessary You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior to sending the message See Special Delivery Options on page 48 for instructions on using this option You can have your message delivered at a future specified time and date See Future Delivery on page 49 for instructions on using this option Cancels the message and returns you to Step 2 on page 43 Cancels the message and returns you to the Main Menu 45 Reply to the Current Message Send Messages 46 Reply to the Current Message Stratagy ES lets you reply to a message that you are currently playing When you reply to a message sent from within a Stratagy ES user s mailbox you do not have to select a destination since Stratagy ES remembers the source of the message You can send the reply to additional destinations If the message was not recorded from a user s mailbox you may still reply to the message but you must enter the destination mailbox number When the originator s receives and plays the reply he she hears the prompt Reply message from name or
13. Tone Timer Busy No Answer Press Extension button 6041 Dest No Timer Cancel Press Extension button 6051 Tone Call 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 82 Using Stratagy ES with a Strata CTX 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 messages for your extension and three for each additional phantom
14. You can then e Listen to your messages e Send or forward messages e Reply to messages e Manage your mailbox e g change your greetings create distribution lists etc e Listen to your e mail messages Note This feature is only available to users of Stratagy ES with Unified Messaging UM and Text to Speech TTS capabilities Check with your System Administrator to find out if your system is configured for this feature The Grand Tour rview Ove nua uen s3 bejens ni S LL Pue WN seuinbey anea jeuondo y sobessau Irewu e jo uOne ep jeoueD E seBessow pew ajajeg M shed pajajap aq 0 sebessaul jrew jo Jaquinu nus uw 0 Winey ebessau jrew zuan ay 0 Ajday eBessau pew juaJIno ay PIJEMO ebesseu jrew juaJno y ajeJag obessau jrew juana ay aaes ebessau jew queno ayy ejd y py ebessau reu a 0 U3 S17 Nua A uie e o unyay nusw snoad 0 UINJSY B JUaWWOD EWeU Japo p10094 F yu wwos weu Jepjo meney Pp Jepjo4 bess y jeuosied e Jo EJ A Vas suapjo4 abessay euos1ad Lue s xoq en ysany obeuey S SI UOINGI SIg eUOSJag Obeuey nuaw snolaeid 0 UIN OY s6umas uodo meney Adog abessay newozny 19S uoneoynon abessow abueyo WEN INC psooay Bunaaiy Asng p1099y 91660 Bunaasy Asng pajas apog yanoas ebueyo 4O UO Buruaasds eg abueyo 4O UO g4njsiq JON OQ ebueyD suondo Jasf abueyo Buyear9 wajs s ay 104 py 0 Bun9a15 euosiag e 104 py
15. functions Term Definition Busy Greeting 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 Call Screening Call Screening operates in On Off mode When On Stratagy ES 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 Caller Someone who calls into the Stratagy ES system A caller can obtain information leave a message for someone and or provide information Called Party The telephone user the caller reached See User Directory A caller enters digits corresponding to the first few letters of a user s name and Stratagy ES plays the recorded name and optionally extension that matches the entered digits Stratagy ES offers the caller the option of selecting the name and being transferred or hearing the next name 133 Glossary Do Not Disturb Name Recording Term Definition Do Not Disturb Do Not Disturb operates in On Off mode When On Stratagy ES automatically sends calls to your mailbox without ringing your telephone first Fax Messages Fax messages sent to your mailbox With the optional fax mail fe
16. 0 U9 SI7 pue analog q XOYTIVIA 39VNVIA El S39VSS3 A GNAS dN 9NYH El epow ues 1X3 El NNZIA NIYIN SI9VSS3 N AVId O The Grand Tour Features to Personalize Your Mailbox Features to Personalize Your Mailbox The Stratagy ES Voice Processing System offers a variety of features to personalize your mailbox The following are a few of those features e Mailbox Security Code Your mailbox has a security code The code must be entered by you in order to log into your mailbox giving you access to your messages settings greetings etc see Change Your Security Code on page 22 e Name Recording Your name is announced whenever the directory is accessed you select the system greeting or a message is sent by another Stratagy ES user When you first enter your mailbox you need to record your name see Record Your Name on page 20 e Personal Greetings You can record up to seven personal greetings that are played when you are unavailable see Change Greeting on page 54 e Guest Users You can create guest mailboxes that can be used by clients friends etc Users frequently use this feature to create guest mailboxes for clients so that they can easily exchange confidential information see Manage Guest Mailboxes on page 76 Personal Folders You can save your messages in up to seven personal folders yo
17. Reply Message window closes Unified Messaging UM with Outlook Integration Voice Mail Options for Ele Edit View Insert Tools Actions Help M StratagyES Voice Message Stratagy ES Message Rich Text ax H thela BA y amp om Q2 To Dan Holman Subject StratagyES Voice Message Comments 14 lt 4 B jiji ija 0 8 gt 0 1 1 Length 0 00 00 Position 0 00 00 LE Volume Speed Voice Forward 5524 The Outlook Inbox remains on the screen 6 Optional From the Outlook Inbox screen type a brief note into the Comments field about the voice message so you will not have to replay 1t to review the contents o S 0 Stratagy ES User Guide 113 Unified Messaging UM with Outlook Integration Voice Mail Options 114 Forward Voice Message 1 From the Stratagy Message window click Voice Forward StratagyES Voice Message Stratagy ES Message Rich Text Ele Edit view Insert Tools Actions Help Another message form Gin AS ts AZ displays shown right n Subject StratagyES Voice Message Comments Jajaj ol ml gt er 11 Length 0 00 00 Position 0 00 00 an 5425 2 Click To field The Select Select Names El Names screen displays shown Show Names from the Stratagy ES Address Book right Type Name or Select From List 3 From the Show Names from Message Recipients the field drop
18. Show Names from the Stratagy ES Address Book Type Name or Select From List Bob Hamilton Wilma Hilton Randy Howard Heather King g Perry Lang Ec gt Charles Lau Marilyn Lowell fa Speak your message clearly into the microphone Click Stop Click Send The Message window closes The Outlook Inbox is still displayed oo N A ul View Fax UM enables you to view a fax message From the Stratagy Voice and Fax Message screen click Fax Viewer see Figure 2 on page 106 The Stratagy ES Message window launches your computer s designated application for displaying TIFF files Note Most imaging software lets you edit the fax zoom in and out rotate its view You need to check with your System Administrator on your software s features Stratagy ES User Guide 01 03 5426 Unified Messaging UM with Outlook Integration View Fax 116 Stratagy ES User Guide 01 03 Unified Messaging with IP Integration E This appendix provides instructions on how to configure your computer to properly record wav files in the correct format to send into Stratagy ES as voice messages Note This process is only necessary if your computer is configured to use Unified Messaging with Internet Protocol IP Standard Integration 117 Unified Messaging with IP Integration Configure Windows for Stratagy ES Codec Configure Windows for Stratagy ES Codec Note Before beginning the setup procedure
19. TTS capabilities Check with your System Administrator to find out if your system is configured for this feature When you press 4 menu shown below from the Main Menu Stratagy ES announces how many new e mail messages you have and gives you the opportunity to have them read to you By pressing 1 Stratagy ES retrieves and begins reading your e mail messages using an automated voice The order in which they are read to you is determined by your e mail service In most cases this is in the order in which they were received From the Main Menu EJ Retrieve and Listen to E mail Messages El Listen to e mail message El El Replay the current e mail message Save the current e mail mesage Delete the current e mail message Forward the current e mail message Reply to the current e mail message Return to the Main Menu E Delete e mail messages El Cancel deletion of e mail messages 5453 1 From the Main Menu press The system accesses your e mail account and 4 prompts you with the number of new e mail messages you have The E mail Message Menu plays 2 Press 1 to play your e mail An e mail message plays The system tells you messages if a attachment s is present Stratagy ES can only alert you of the presence of attachments it cannot administer them in any way 33 Play Messages Retrieve and Listen to E mail Messages 3 Optional While the message plays or immediately after you can select one of th
20. e Toshiba Legacy systems are Strata DK8 16 DK14 DK401 DK424i DK24 56 96 For information on Strata CTX systems see Appendix A Using Stratagy ES with a Strata CTX e 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 This appendix explains the procedures for programming Toshiba Legacy proprietary telephones for Call Forward and Message Retrieval when using a Stratagy ES Voice Processing System with one of the following Toshiba telephone systems e Strata DK14 DK40i DK424i Note Any reference to Strata DK 424i in this appendix should be read to include DK424 and DK280 Any reference to DK40i should be read to include DK40 and DK 16e e Strata DK8 16 DK24 56 96 Once programmed your Stratagy ES voice processing system can answer calls when you are busy or not available It can give callers choices when you do not answer such as recording a message dialing another extension or dialing O for assistance Note This appendix does not include the procedures for Call Forward and Message Retrieval with a standard telephone Consult the appropriate Toshiba Standard Telephone User Guide for these instructions 125 Using Stratagy ES with a Strata Legacy System Call Forward If you have a Strata telephone system you need to program your telephone only onc
21. 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 83 Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration 84 Turning On Off Message Waiting LED on Another Extension If you call an extension and it s busy or there is no answer you can light that extension s Message Waiting LED and enable that extension to call you back 1 Dial an internal extension You hear busy tone or there s no answer 2 Press 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 3 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 4 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 relea
22. files Note If your computer is not configured to view TIFF files ask your System Administrator for assistance You can also use this toolbar for sending voice replies and forwarding voice messages to anyone that has e mail Note If you re sending a voice message to someone who s not on the Stratagy ES system you must also send the Stratagy ES audio driver so the recipient can play the message on their computer Your System Administrator has details about this driver Using this button you can select personal preferences such as playing voice messages through your PC speakers or telephone Using this button you can easily record voice messages for co workers or any co workers who use the Stratagy ES system 107 Unified Messaging UM with Outlook Integration Address Book Feature Address Book Feature The Stratagy ES Address Book makes it easy to find and select addresses for user s mailboxes The address book lists all voice mailbox addresses in the system The address book can be manually or automatically updated with the most current mailbox list Update Stratagy ES Address Book Manually From the 18 Inbox Microsoft Outlook Microsoft Ele Edt wew Favorites Tools Actions Help Outlook Inbox ESO AR o Services Options screen shown at right select Tools then Synchronize Stratagy Address Book Stratagy ES updates the address book with the most current mailbox list
23. is ccccsctsicgesssoteceindack PhseayestaestievscesleeetecdsbesstectubansesThesanesunggereotze 66 Change Message Notification ee eescsseeseeceseeeeeeeeeesceceaeeeseceseceeesneceseeeneeaes 68 Set Automatic Message COPY eocoocococcconcconnconanonnnnnncnnoconncnnncnnncnnn cnn n crac roca rn ncnnccnnos 70 Review Option Settin 2S concisa irte 73 Manage Personal Distribution Lists oooonncononccnocnnoccnoncnononanonono nan nnnn conca no nccnnccnnnrnn crias 74 Manage Guest Mallboxes ictcciitcucnta ndice aee i ie cidad 76 Use Guest Mailboxes iii eed eee Set de TT Manage Personal Folders ece iene a a e eel le el ee 78 Appendix A Using Stratagy ES with a Strata CTX Cal Forward voii a dis ebstai ded aos 81 Message WISE dels bile tan EL ta 83 Responding to a Lit Msg LED 0 eee ceceeeseceseeeeceeeeeseecaeeeseceaecnaeeseeseeeeaeeeeaes 83 Turning On Off Message Waiting LED on Another Extension eee 84 Toshiba Proprietary Integration 20 0 0 ee eeseeseesseceeecsseeseceseceseeeeeeeseessaeceseceaeseaeeeeeeees 84 Soft Key Control of Voice Mail oo eee ceeesecsseceseceeeceseesseeeseccsaecnseeseeeseeeaeeeaes 84 Call Record to Stratagy ES evi 90 Direct Transfer to Voice Mailbox oo eee eeeceseeeneceseceeeeeseeeacecseecaecesaecaeeseesseeeeneesaes 91 Voice Mall Conference sista divisive cn tit 91 Contents Appendix B Fax Printer Driver Appendix B Fax Printer Driver Configure Personalize Fax Printer Driver ooooocnnncnoc
24. messages into a Stratagy ES is defined as lt target mailbox number gt lt system computer name domain gt New Message Fle Edt a Insert Format Tools Message 31 2 amp Aa y Send Cut a a Undo Check Spelling Attach Priority Sign To 57520 stratagyes tais net face Subject Attach ki sample msg wav 16 9 _ A AA Fe ees Mt Ui At 070 i y Gt Note As a quick tip every time you get a Stratagy ES voice message from a Stratagy ES voice mail user add that address to your personal address book If other Stratagy ES mailbox addresses are entered in either the To cc or bec fields those mailboxes also receive your message Stratagy ES User Guide 01 03 121 Unified Messaging with IP Integration Send WAV File as Voice Message 122 Stratagy ES User Guide 01 03 Remote User Password Administration for TTS F This appendix provides instructions on how to update the Stratagy ES software with your e mail log on password so that the system can retrieve e mail messages and read them via Text to Speech TTS Note This procedure is only required if you have TTS Privileges and you use Unified Messaging with the Internet Protocol IP Standard Integration Please contact your System Administrator to confirm your mailbox privileges To update the Stratagy ES with your e mail password the Stratagy ES Remote User Password Administration applet must be installed on the yo
25. 132 tutorial 17 Stratagy ES Advisor x U unified messaging 105 address book feature 108 configuration 109 forward voice message 114 message received 111 play voice message 112 reply to voice message 113 select message 112 send voice message 115 update address book automatically 108 update address book manually 108 view fax 115 voice mail options 112 unified messaging IP integration 117 configure windows for Stratagy ES Codec 118 record wav file 120 send wav file 121 urgent messages 11 48 user options automatic message copy 70 busy greeting 14 64 call screening 14 61 change 59 do not disturb 14 60 message notification selection 14 68 security code 62 user prompts 15 user tutorial 17 V voice mail conference 91 volume control 25 27 Index V V 141 Index V V 142 Stratagy ES User Guide 01 03
26. 49 Send a Direct Fax Send Messages 50 Send a Direct Fax Stratagy ES enables you to send a fax to a mailbox when you are calling from a fax machine handset Put the document to be faxed into the fax machine From the fax machine handset dial the number for Stratagy ES Press 988 Enter the destination mailbox Finish by pressing Optional Press 1 to record a comment Begin recording at the tone Finish by pressing After recording you can press 4 Review comment 2 Re record Press when done 3 Append recording Press when done 4 Cancel recording 9 Save recording The company greeting plays The system prompts you to enter the destination mailbox for your fax Stratagy ES prompts you to record a comment enter an additional destination or send the fax The system prompts you to record at the beep The complete comment plays The system prompts you to record at the beep The appended comment plays after the already recorded portion The system prompts you to record at the beep The comment is canceled The system returns to the previous menu Stratagy ES tells you that the comment has been recorded and returns to the previous menu 6 Optional Press 4 Additional Destinations Press the Start key on the fax machine and hang up the handset Send Messages Send a Direct Fax Send the message to additional destinations See Step 2 on page 43 for step by st
27. Add Cover Page Schedule Send To Name Company Fax Phone Email Add a Note Fax Printer Driver SES Fax Client Screen SES Fax Client Screen Fields Defines the name of the document that you are attempting to fax Provides a page count of the fax document Enables you to select the type of destination for this fax The three options are Local file Mailbox or Phone number Depending on which Destination Type was selected this field defines the fax number mailbox number or file name Enables you to browse for a path directory where you can store the TIF file or to peruse the Stratagy ES user directory for a destination mailbox number Adds the defined destination to the list for distribution Removes the highlighted destination from the list Enables you to select a previously created list to the distribution Saves the currently defined list entries as a distribution list Provides the bottom portion of the screen where destination information can be defined Enables you to schedule the fax for future delivery Sends the fax to the defined destinations Defines destination information such as a recipients name company phone number etc This information appears on the cover page Provides a text box where comments can be written and added to the cover page 99 Fax Printer Driver Schedule Fax for Future Delivery Schedule Fax for Future Delivery 1 After filling out the SES Fax Client Schedule Fax sc
28. Appendix F Remote User Password Administration for TTS provides instructions on how to update the Stratagy ES software with your e mail log on password so that the system can read your e mail messages via Text to Speech TTS e Appendix G Using Stratagy ES with a Strata Legacy System explains how to program your Toshiba proprietary telephone for Call Forward and Message Retrieval when using your integrated Stratagy ES system e Glossary defines frequently used Stratagy ES voice processing system features and functions e Index 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 A station is considered busy when all Extension Number extensions are being used Note The naming convention for DKT assignments within Toshiba is Directory Numbers For clarity and ease of understanding the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN viii Introduction Conventions
29. DK8 16 The system automatically calls Stratagy ES and DK24 56 96 press the f Note Pressing Msg before the extension extension number Msg number cancels the message waiting notification e g the message light goes Off even though the registered messages may not have been retrieved To cancel automatic retrieval For Strata DK14 DK40i and DK424i press the extension number or phantom extension number 657 Redial Or for the Strata DK8 16 and DK24 56 96 press the extension number or phantom extension number 657 Redial Note If you have a Toshiba telephone system see Chapter 5 Manage Mailbox for further instructions on using the Call Forward and Message Retrieval features If you have one of the telephones listed in that chapter you may need to program your telephone once so that the message waiting key works properly Depending upon your telephone system and telephone a message waiting light is lit on your telephone when a voice message has been left for you on the Stratagy ES system If configured Stratagy ES automatically turns off your message waiting light on your telephone when your new message queue is empty or only partially heard messages remain All unheard messages must be accessed and partially heard deleted or saved for Stratagy ES to turn off the message waiting light on your telephone Glossary This glossary defines frequently used Stratagy ES voice processing system features and
30. Disturb DND or call screening select or record a busy greeting plays when your telephone is busy designate where or how you are notified of a message and set your mailbox to automatically copy messages to another mailbox The following is a brief description of each of the options Please see Change User Options on page 59 for more detailed information Important The System Administrator must activate these features for them to be available e DND When a caller enters your extension number the Stratagy ES automatically sends the call to your mailbox without first ringing your telephone e Call Screening Stratagy ES asks callers for their name 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 an announcement e 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 mailbox can have 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 Once you have turned on a specific notification record Stratagy ES automatically calls you at the designated number and with the chosen method to notify you of your messages e Automatic M
31. Guest Mailboxes 76 Manage Guest Mailboxes Guest mailboxes provide limited access to the Stratagy ES system for temporary and project oriented employees such as consultants and contractors Guest users may only send and receive messages to their host and other guests that share the same host mailbox The Guest mailboxes 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 mailboxes entails creating and deleting guest mailboxes and resetting a guest password menu shown below From the Main Menu El Manage Mailbox From the Manage Mailbox Menu El Manage Guest Mailboxes Create a Guest Mailbox Delete a Guest Mailbox Review your Guest Mailboxes Reset Guest Password Return to previous menu 4560 1 From the Manage Mailbox Stratagy ES plays the Manage Guest Mailboxes Menu press 4 options 2 Select one of the following 1 Create a Guest Mailbox The system prompts with a Guest Mailbox number Be sure to make a note of the number and the person you assign 2 Delete a Guest Mailbox Stratagy ES prompts you to enter the mailbox number Enter the mailbox The system confirms the Guest Mailbox is number Press when deleted done 3 Review your Guest Mailboxes 4 Reset Guest Password Enter the mailbox number 3 Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main
32. Immediate Fax all faxes in folder IMM THS FAX SND1 Immediate Fax current fax doc MARK PRIVAT PRV PRV Set Private status On Off aa URG URG Set Urgent status On Off 87 Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration 88 Table 3 Soft Keys for CTX Digital Telephones continued DKT 3010 SD DKT 2010 SD E gt DKT 3014 SDL DKT 3020 SD DKT 2020 SD Voice Mail Functions MSG FOLDERS FLDR FLDR Manage Personal Folders MSG NOTIFY Change message Notification MULTI ENTRY MULTI MULTI Multiple Destinations NAME RECORD NAME NAME Record your Name NEXT NEXT NEXT Play next message NEXT MSG Play next message Future Delivery Review NEXT NAME NEXT NEXT Play next name PAUSE PAUS PAUS Pause recording PAUSE PLAY Pause playback PER DST LST LIST LIST Manage Personal Distribution Lists oe LIST LIST Personal distribution list 1 25 PM PM PREVIOUS Play the Previous message PREV MENU PREV Return to previous menu REG COMM COMM Record a list Comment COMMENT RECORD REC REC Record REENTER Re enter automatic copy destination PENTTI REDO REDO Re enter name or Exit NAM REPLAY Replay current message REPLY RPLY RPLY Reply to the current message RE RECORD RREC RREC Re record Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration Table 3 Sof
33. Set Return Receipt request On Off El Return to previous menu Set Future Delivery 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 Mailbox number plus EJ O O Directory plus name O El Personal Distribution List 1 25 Press El when finished Set the Hour 1 12 E 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 4555 39 Send Messages Send a Message 40 1 From the Main Menu press 2 2 Enter one of the following destinations Mailbox number plus Press again to record a message without playing the user s name 00 Directory plus the first letters Q 7 Z 9 of the user s first or last name or the first letters of a system distribution list name Note Entry must be at least three letters long Press to select the name as the destination 1 to hear the next name or to cancel your entry and re enter Stratagy ES prompts you to enter the destination i e mailbox number Personal or System Distribution List or Multiple Destinations If you entered a user s mailbox number Stratagy ES plays the user s name or mailbox number for confirmation If you entered
34. are of inferior quality design or performance Customer will at its sole cost and expense provide the necessary Uninterruptible Power Supply UPS equipment as specified by TAIS in the Stratagy Voice Processing General Description for use with the Stratagy ES system at all times System failures and or damages resulting from either not using a UPS with the Stratagy ES or the use of a UPS not equivalent to that specified by TAIS are not covered by this warranty The sole obligation of TAIS or Toshiba Corporation under this warranty or under any other legal obligation with respect to the equipment is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the malfunction with new or refurbished parts at their option If TAIS or one of its authorized dealers does not replace or repair such parts the retail customer s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than thirty 30 days after such malfunction whichever first occurs Under no circumstances will the retail customer or any user 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
35. consist of messages that are unheard When you press 1 from the Main Menu to play messages Stratagy ES automatically accesses the New Message Folder A new message begins to play based on the type urgent messages play first and order received FIFO LIFO After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder or go to the top of the saved folder Your Message Waiting LED only extinguishes when all new messages have been either deleted or saved Note You can enable a Message Pending feature on your mailbox When enabled the system marks new messages that have been partially heard for more than two seconds by default as Pending Pending messages remain in the New Message Folder however if the New Message Folder contains only Pending Messages your Message Waiting LED goes out This allows you to retain messages in the New Message Folder yet alert you when new messages arrive Messages marked as Pending also submit a Return Receipt notification to the sender of the message if it was requested Consult your System Administrator for further information The Grand Tour Message Folders If no new messages exist Stratagy ES automatically accesses the Saved Message Folder If you are in the Saved Message Folder you can toggle back to the New Message Folder by pressing 77 Saved Message Folder Saved messages consist of messages that e You save by pre
36. down list select To gt the Stratagy ES Address Book 59b Hamilton a Randy Howard 4 Select a name or names from Heather King c gt z the address book Click OK Chas Lau i a arilyn Lowel The screen in Step 1 above Bob Martin displays with the To field filled Tom M ES Nay el in with your destination s I 5 Optional To record a mew Properties Fido Send options comment to go along with the Cancel tep forwarded message click Record on the multimedia bar 5426 6 Speak your message clearly into the microphone When finished click End Recording on the Standard Outlook Toolbar see Figure 2 on page 106 7 Click Send The Reply Message window closes The Outlook Inbox remains on the screen Stratagy ES User Guide 01 03 Unified Messaging UM with Outlook Integration View Fax Send Voice Message 1 From the Stratagy Voice and Fax Message screen click Record Stratagy Voice Message in the Standard a l Outlook toolbar E 2 Click To field The Select Names screen displays shown right 3 From the Show Names from Bob Martin the field drop down list select May Redad Stratagy ES Address Book Pa I 4 Select a name or names from tiem Properties Fid Send options the address book Click OK Cancel tep The screen in Step 1 above displays with the To field filled in with your destination s Click Record see Figure 3 on the multimedia bar
37. e Message folders e Message types e Greetings e Special delivery options e Message destinations e User options e User prompts e User Tutorial New User The Grand Tour Overview Overview Stratagy ES manages multiple voice processing functions simultaneously 24 hours a day seven days a week Your mailbox is always available for callers to leave private voice or fax optional feature messages In addition you can update your greeting at your convenience or send and receive messages from any touchtone telephone Callers control their own progress through the system They no longer have to wait for a person to answer the telephone If your extension is busy or you do not answer callers can transfer to an operator call another extension or record a private detailed message A representative in your company is assigned as the System Administrator for the system The System Administrator is responsible for system maintenance that includes configuring your mailbox to suit your 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 Stratagy ES you hear the number of messages you have in your message folder s followed by a prompt from the Main Menu options see Figure 1
38. each of the available folders You are requested to enter a valid folder number where you want the message saved If an invalid number is entered Stratagy ES automatically saves the message in folder 1 i e standard save folder From the Main Menu El Manage Mailbox From the Manage Mailbox Menu B Manage Personal Folders Select H H for a Personal Folder El Review folder name comment Bl Record folder name comment Review recording Re record a folder Comment Append a folder Comment Cancel recording Save recording and return to previous menu El Return to previous menu 1 From the Manage Mailbox Menu press 5 Enter a number from 2 8 After selecting a folder you can press 1 2 Review folder name comment Record the name and comment At the tone state the folder name and comment slowly and clearly Press when done Optional After recording you can press 1 2 Review recording Re record Press when done Append recording Press when done Cancel recording Save recording Manage Mailbox Manage Personal Folders Stratagy ES plays the Manage Personal Folders options Number is reserved for the standard save folder and cannot be used The system plays the folder name and comment The newly recorded folder name comment plays You can re record the folder name comment as often as you wish You can add a short comment that plays at the end of the original c
39. is automatically sent to the Stratagy ES system whenever calls are forwarded to the Stratagy ES system from your telephone enabling callers direct access into your mailbox 126 Using Stratagy ES with a Strata Legacy System Call Forward gt To program the Stratagy ES Voice Mail Code from a Strata DK telephone 1 Press the extension number You hear a dial tone or phantom extension number 2 For Strata DK14 DK40i You hear a confirmation tone Display and DK424 press 656 telephones show 656 I D CODE SET Or for Strata DK8 16 and You have completed programming and hear a DK24 56 96 press 656 confirmation tone Display telephones show 656 I D CODE SET 3 Press 91 Enter your Stratagy ES mailbox number 5 Press Redial You hear a confirmation tone Display telephones show DATA PROGRAMED 6 Press Spkr Resets your telephone to the idle condition Notes e To change the voice mail code repeat steps e In order for the button to function properly while using the Stratagy ES system with a Toshiba Strata system the Speed Dial REP SDS button and the Redial RDL button must be provided on your Toshiba proprietary telephone 127 Using Stratagy ES with a Strata Legacy System Call Forward To forward calls to Stratagy ES 1 Press the appropriate Call Forward button Or press the extension number or phantom extension number then enter the appropriate Call Forward access code
40. mailbox number 1 From the Play Messages You are prompted to record your reply to the Menu press 6 message 2 Optional If the message was not recorded from a user s mailbox you must enter a destination see Step 2 on page 40 for instructions 3 Record your reply after the tone When finished press While recording you can press 4 to pause resume toggle or 30 seconds the recording 4 Press again to send the Stratagy ES tells you that your reply has been reply immediately sent and returns you to the Main Menu Important Jf you press to send your reply you cannot use the special recording and sending options 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 7 Special Delivery Options 8 Set Future Delivery Cancel reply Cancel and Return to the Main Menu Send Messages Reply to the Current Message 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 See Step 2 on page 40 for instructions You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior t
41. 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 Stratagy ES 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 To record 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 recording starts and the Record LED changes to the in use interval flash rate You are now recording Continue to Step 3 Or if you are using the manual method the Record LED flashes green rapidly Continue to Step 2 2 Manual method only If you want to record the call to the predefined mailbox associated with the phone you are using press The Record LED flashes rapidly and there is 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 n
42. return your call 55 Manage Mailbox Change Greeting 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 Repeat Step 3 on page 55 for any additional greetings you want to record To return to the Main Menu press 999 You can repeat options 1 3 as many times as you wish 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 Stratagy ES 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 The last greeting selected or recorded is the greeting that callers hear as your mailbox greeting Important Stratagy ES plays the Main Menu options Manage Mailbox Change Greeting Select a Personal Greeting 1 From the Manage Mailbox Menu press 1 Enter a personal greeting number 1 7 or to select the system greeting or to review the current greeting Press
43. that the notification template changes have been recorded Stratagy ES returns to the previous menu Stratagy ES 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 69 Manage Mailbox Change User Options 70 Set Automatic Message Copy When enabled the Automatic Message Copy feature menu shown below automatically copies messages from your mailbox to a designated mailbox You can choose to copy all your messages or only the messages marked urgent designate the mailbox destination for the copies and set the time of day for copying the messages that arrive at your mailbox You can also set a time delay if one is needed From the Change User Options Menu El Set Automatic Message Copy El Enable Disable copy toggle E Enter copy Destination El Confirm E Re enter E Cancel and return to ir previous menu El Set Delay Time E Set Hour E Set Minutes EJ Set Day El Save changes and return to previous menu El Set copy Start Time El Set Hour E Am a pm E Set Minutes El Return to previous menu EJ Set copy End Time E Set Hour Ey AM B PM H Set Minutes E Return to previous menu El Copy All Messages E Copy Urgent Messages El Return to previous menu El Save changes and return to previous menu EJ Return to previous menu From the Manage Mailbox Menu press 2
44. the TAIS Audio Codec must be installed on your PC Check Codec is Installed on zix PC Sounds Audio Hardware Devices 1 Click Start gt Settings gt Control Panel gt a Stratagy ES ADPCM Audio CODEC DWD CD A Sounds and Multimedia gt Hardware tab Crystal WDM Audio Codec Sound vid A Disabled Device Sound vid shown right p Crystal WDM Audio Control Registers Sound vid Audio Codecs Sound vid 2 Confirm if the Stratagy ES Audio Codec E Legacy Audio Divers Sound vid of is present If it is present continue with a pares Ena Device Properties this setup If it is not contact your nace eae System Administrator to have the Codec Hardware Revision Not available Location Location O 0 installed on your PC Device Status This device is working properly Troubleshoot Properties 118 Unified Messaging with IP Integration Configure Windows for Stratagy ES Codec Configure Windows 1 Click Start gt Settings gt Control Panel gt Multimedia shown right Multimedia Properties Audo Video MIDI CDMusic Devices p Playback Qh Volume Low i High Preferred device F Show volume control on the taskbar r Recording A Volume Low eee Ce Prefered device Prefered quality CD Quay Cie TT Use preferred devices only b 2 In the Recording section of the Sound Selection 21x Multimedia Properties window click Name
45. 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 TAIS 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 TAIS dealer within the prescribed time results in the customer being not entitled to warranty service THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS INC OR TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING THE WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE AND FITNESS FOR USE ARE EXCLUDED No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty No such modification or extension is effective unless it is in writing and signed by the vice president and general manager Telecommunication Systems Division Contents Introduction OPP ANIZAUOM dd das vii CONO O eieiei aede E sgbaces iii iii Vili Action Response Table sopire erior etie EE a aa Ea E EE EAEE ix Related Documents Me dias iieii iet iia es dd ee E ae aa xX Stratagy eBrochure and Advisor CD ROM cccccsceeesceceeeeceeeeeeaeceeeeneaeeeeteeees x Chapter 1 The Grand Tour OVErVIEW ib E A 2 Features to Per
46. 4 Change Your Security Code 22 Step 4 Change Your Security Code You should change your security code on a regular basis to ensure the privacy of your messages and personal greetings see Change Security Code on page 62 Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digits For example Stratagy ES might prompt the new security code must have at least three digits and 16 maximum digits or the new security code must be exactly four digits 1 Enter your new security code 2 Re enter your new security code Stratagy ES prompts you to re enter your new security code for verification After entering the security code a second time Stratagy ES announces that your security code has been changed You have completed the tutorial Stratagy ES announces mailbox number xxx is enabled and announces the number of messages in your mailbox You can now perform any of the functions available on the Stratagy ES Main Menu or exit the mailbox Step 5 Exit Your Mailbox or User Mode To exit your mailbox press to hang up or to exit the user mode press O Stratagy prompts Thank you for calling Good bye Stratagy ES can be configured so that you can exit your mailbox without leaving the Stratagy ES system Please ask your System Administrator to find out if your system is configured for this or some other function when pressing O
47. 9 to return to the previous menu or 99 to return to the Manage Mailbox Menu or 999 to return to the Main Menu Stratagy ES plays the Change Greeting options 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 Select Busy Greeting on page 63 for details Important The last greeting selected or recorded is the greeting that callers hear as your mailbox greeting The current greeting plays Stratagy ES returns to the previous menu The Manage Mailbox Menu plays The Main Menu plays 57 Manage Mailbox Change Greeting 58 Review a Personal Greeting 1 From the Manage Mailbox Menu press 1 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 the previous menu or 99 to return to the Manage Mailbox Menu or 999 to return to the Main Menu Stratagy ES plays the Change Greeting options The current greeting plays Stratagy ES prompts you with the Change Greeting Menu options Note Pressing does not affect the current greeting selection The greeting plays Stratagy ES prompts you with the Change Greeting Menu options Stratagy ES returns to the previous men
48. ER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT ORAL OR WRITTEN OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT Toshiba America Information Systems Inc Telecommuni ion Systems Division 9740 Irvine Boulevard Irvine California 92618 1697 United States of America TSD 081601 5932 Toshiba America Information Systems Inc Telecommunication Systems Division Limited Warranty Toshiba America Information Systems Inc TAIS warrants that this voice processing equipment except for fuses lamps and other consumables will upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition be free from defects in material and 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 TAIS c if the equipment is subject to abuse neglect lightning electrical fault or accident d if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer e if the equipment s serial number is defaced or missing or f if the equipment is installed or used in combination or in assembly with products not supplied by TAIS and which are not compatible or
49. Group Check with your System Administrator to find out if your system is configured for the Fax Server Feature Group e This printer driver can only be used on computers running Windows 2000 ME 98 and Windows NT 93 Fax Printer Driver Configure Personalize Fax Printer Driver Configure Personalize Fax Printer Driver Note To use this printer driver you must first load the Stratagy ES Fax Printer Driver on your computer See your System Administrator for details 1 From Windows select Co Start Settings then Control al jejej lt xel l P an el Accessibility Options Server EJAdd Remove Programs Mo Services SSES Fax Cie Console SES Fax Client RS CSNW E Sounds 8 Date Time B System E Devices P Tape Devices E Display A Telephony Find Fast Furs Fonts Intemet Options Keyboard LiveUpdate ED Mail Modems gt Mouse Multimedia i Network ODBC Data Sources PC Card PCMCIA Ports Printers RealPlayer Regional Settings SCSI Adapters Changes SES Fax client settings 5621 e screen select 3 SES Login Cover Page FaxClient l Host name 5622 94 Stratagy ES User Guide 01 03 Fax Printer Driver Configure Personalize Fax Printer Driver 3 In the Host name field on the SES tab screen type the computer name or IP address for the Stratagy ES Check with your System Administrator for this information 4 Click on Login tab SES Login Cover Page Mailbox Id
50. Menu Manage Mailbox Use Guest Mailboxes The system lists your Guest Mailbox numbers Stratagy ES prompts you to enter the mailbox number Stratagy ES resets the password for the guest mailbox You can select another user Manage Mailbox option You can select another Main Menu option Use Guest Mailboxes A guest user can access his her mailbox in the same manner as a regular Stratagy ES user The guest can play and send messages but is denied access to all Manage Mailbox Menu features except 3 Change Security Code and 6 Record your Name Note See Access Your Mailbox on page 18 for instructions on accessing the guest mailbox 77 Manage Mailbox Manage Personal Folders 78 Manage Personal Folders Your messages can reside in up to nine folders one new one saved and seven personal folders created by you for the purpose of saving your messages The personal folders are for only your use At the time you create a folder you are given the option of recording a name comment that serves as the title or name for the folder menu shown below The comment plays each time you use the folder to confirm that you have chosen the correct one When you access your mailbox Stratagy ES announces that you have x number of new messages and x number of saved messages When you press 2 from the Play Messages menu to save a message Stratagy ES plays the folder number and the recorded name comment of
51. RD OPTIONS Playback Record Option PC Speaker Microphone Telephone handset Telephone Number 3752 After a Stratagy Voice Message is selected Save the message to my Stratagy personal folder 1 y Delete the message from Stratagy e Telephone handset If you choose Telephone handset you need to enter either an extension number or direct dial number in the Telephone Number field This number is where you will receive your voice messages A Telephone icon will display on the Stratagy Message window indicating that you have chosen this option 3 In the next section of the screen select the method you want Stratagy ES to use when processing a message after you select it to play in Outlook 109 Unified Messaging UM with Outlook Integration Using UM Feature e Save the message to my Stratagy personal folder If you select this option you need to select one of your personal folders from the drop down list where the messages will be stored Important The default setting is folder 1 which is your saved message folder The Multiple Message Folder Feature must be enabled in order to use folders 2 8 See Manage Personal Folders on page 78 e Delete the message from Stratagy Deletes the message automatically from your Stratagy mailbox after it has been downloaded to Outlook Important If you choose to have messages deleted from the Stratagy ES mailbox the only c
52. RMATION SYSTEMS INC TAIS Telecommunication Systems Division License Agreement IMPORTANT THIS LICENSE AGREEMENT AGREEMENT IS A LEGAL AGREEMENT BETWEEN YOU YOU AND TAIS CAREFULLY READ THIS LICENSE AGREEMENT USE OF ANY SOFTWARE OR ANY RELATED INFORMATION COLLECTIVELY SOFTWARE INSTALLED ON OR SHIPPED WITH A TAIS TELECOMMUNICATION SYSTEM PRODUCT OR OTHERWISE MADE AVAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER IF YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT DO NOT INSTALL COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION FROM WHICH YOU OBTAINED IT INACCORDANCE WITH APPLICABLE RETURN POLICIES EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS THIS SOFTWARE IS LICENSED FOR DISTRIBUTION ONLY TO END USERS PURSUANT TO THIS LICENSE AGREEMENT 1 License Grant The Software is not sold it is licensed upon payment of applicable charges TAIS grants to you a personal non transferable and non exclusive right to use the copy of the Software provided under this License Agreement You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location Modifying translating renting copying distributing transferring or assigning all or part of the Software or any rights granted hereunder to any other persons and removing any proprietary notices label
53. S with Unified Messaging UM and Text to Speech TTS capabilities Check with your System Administrator to find out if your system is configured for this feature You can retrieve and listen to your e mail messages from your mailbox Once you access the e mail message Stratagy ES plays the header information that includes sender information and time and then plays the content Upon playing the e mail message you can e Delete it from your e mail Inbox on your computer e mails that are not deleted remain in your e mail Inbox and are played the next time you access this function e Forward it to other users that have UM privileges The destination user must have both a Stratagy ES voice mailbox and an e mail address that has been defined in the destination user s mailbox e Reply to a e mail message The Stratagy ES generates an e mail message with your recorded reply attached as an audio wav file and sent back to the originator 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 See Change User Options on page 59 for details Personal Personal greetings are greetings that you record for callers Stratagy ES stores all recorded greetings under the personal greeting number 1 7 for you
54. TOS H l BA Telecommunication Systems Division Stratagy Voice Processing Systems Stratagy iES32 ES4 ES80 ES96 ES96R User Guide Publication Information Toshiba America Information Systems Inc Telecommunication Systems Division reserves the right without prior notice to revise this information publication for any reason including but not limited to utilization of new advances in the state of technical arts or to simply change the design of this document Further Toshiba America Information Systems Inc Telecommunication Systems Division also reserves the right without prior notice to make such changes in equipment design or components as engineering or manufacturing methods may warrant STG UG ESALL VB 4016230 Version B January 2003 Copyright 2003 Toshiba America Information Systems Inc Telecommunication Systems Division All rights reserved No part of this manual covered by the copyrights hereon may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or information retrieval systems without express written permission of the publisher of this material Strata is a registered trademark of Toshiba Corporation Stratagy and Perception are registered trademarks of Toshiba America Information Systems Inc Trademarks registered trademarks and service marks are the property of their respective owners TOSHIBA AMERICA INFO
55. You enter your password using the telephone dial pad Stratagy ES gives you access to your mailbox Automatic Speech Recognition Send a Message Send a Message After listening to your company s instructional greeting and saying either send message or quick message Stratagy ES follows this procedure e Stratagy ES prompts you to speak the name of the user for whom you want to leave a message Stratagy ES identifies the name and transfers your call to the user s mailbox where you can leave the message Or if Stratagy ES does not recognize the name it follows the same steps as in the Reach Destination procedure except it does not transfer you to an operator as a final solution Instead Stratagy ES requests you hang up and try again 103 Automatic Speech Recognition Send a Message 104 Stratagy ES User Guide 01 03 Unified Messaging UM with Outlook Integration Unified Messaging UM lets you efficiently access e mail voice mail and fax messages all within your e mail inbox You can also retrieve save and forward all these different types of messages as easily as you currently retrieve messages from your telephone This appendix discusses how to play and send voice messages with Stratagy ES UM using Outlook Integration It also includes instructions on how to configure your computer and Microsoft s Outlook to integrate with the Stratagy ES and how to set up the different options for voice message play
56. a system distribution list mailbox number Stratagy ES plays the list comment or number for confirmation Ask your System Administrator for more information about system lists available to you Note If your Stratagy ES system is designed with a fixed length number for your mailbox number do not press after entering a mailbox number See your System Administrator for specific operation of your system Stratagy ES plays the first match for the combination of letters you entered Note See your System Administrator for specific operation of your system 01 plus a Personal Distribution List number 1 25 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 immediately or before sending the message you can use all of the following options in any combination as often as desired 1 Review recording 2 Re record Press when done Send Messages Send a Message Stratagy ES plays the list comment or number for confirmation See Manage Personal Distribution Lists on page 74 to create or revise a destination distribution list You are prompted for the destinations mailbox number directory and or 01 Personal Distribution List Note If you forget to enter any destination s you can press 4 Additional Destinations after you record your message to add
57. able disable the notify method for each of these records or change the notification telephone number 136 Index A about this guide conventions vili organization vii related documents media x access your mailbox 18 ASR 101 automatic message copy 70 Automatic Speech Recognition 101 B basic functions delete 28 34 forward 28 play 27 34 replay current message 28 35 reply 28 save 27 34 busy greeting 10 record 64 select 63 buttons extension viii C call forward system 81 call record 90 call screening 61 change greeting 54 security code 22 62 user options 59 continuous delete 30 play 32 copy automatic message 70 D date time of message 30 delete messages 28 34 destination additional users 42 45 47 directory 13 40 43 mailbox number 40 43 multiple destinations 41 44 personal list 12 41 44 system list 13 137 Index E M direct transfer to voice mailbox 91 directory 40 43 distribution lists 12 13 E e mail messages 9 33 exit mailbox 22 extension number viii F fax messages 9 29 schedule for future delivery 100 fax printer driver 93 folders 31 dual message 5 new 5 multiple message 6 personal 78 single message 5 forward message 8 28 43 future delivery 11 faxes 100 review 30 setting 42 47 49 G getting started 17 greeting busy 10 64 change 54 personal 10 change your selectio
58. anage Mailbox option You can select another Main Menu option Stratagy ES plays the Change User Options Menu Stratagy ES 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 73 Manage Mailbox Manage Personal Distribution Lists 74 Manage Personal Distribution Lists The Manage Personal Distribution Lists feature enables you to create and manage up to 25 personal distribution lists The lists consist of the mailboxes 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 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 From the Manage Personal Distribution Lists Menu shown below you can review the list contents add and delete mailboxes to the list and record a list comment From the Main Menu El Manage Mailbox From the Manage Mailbox Menu El Manage Personal Distribution Lists Select El ZE for a Personal Distribution Lists Review current list Add a mailbox to the list Delete a mailbox from the list Record a list Comment Return to previous menu Return to previous menu 1 From the Manage Mailbox Menu press 3 2 Select the desired list number 1 25 3 After selecti
59. and restarts where you left off the next time you log on to your mailbox Once the Stratagy ES tutorial is completed successfully it cannot be replayed 17 Getting Started Step 1 Access Your Mailbox 18 Step 1 Access Your Mailbox The Main Menu shown below is your starting point for all of Stratagy ES s messaging features Pressing 999 from most menus returns you to the Main Menu To access your mailbox you need to know e The telephone number to access Stratagy ES e Your mailbox 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 Listen to E mail Messages Exit user mode Hang Up Each time you access your mailbox Stratagy ES announces e The number of new and saved messages you have in your message folder s e The number of messages that will be purged upon exiting your mailbox if applicable Stratagy ES then plays the Main Menu options Getting Started Step 1 Access Your Mailbox If you receive new messages while you are logged on to your mailbox Stratagy ES informs you that new messages have arrived every time you return to the Main Menu 1 From an internal telephone call Stratagy ES on or from an external telephone call Stratagy ES on When Stratagy ES answers press Enter your mailbox number Enter the default security code If you make a mistake while entering
60. ature your mailbox can receive store and forward fax messages along with voice messages When you access your mailbox Stratagy ES tells you the number of fax messages in your mailbox and when you play the message states the number of pages received You cannot listen to the actual fax information If you are calling from a fax machine the fax can be transmitted on the same telephone connection otherwise you can direct the fax to a fax machine s number The system redials the designated fax number and transmits the document FIFO First In First Out Messages play in either FIFO or LIFO order FIFO plays messages from oldest to newest Future Delivery 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 Mailbox Guest mailboxes provide limited access to the Stratagy ES system for temporary and project oriented employees such as consultants and contractors Guest users can only send and receive messages to their Host mailbox and other guests of the Host mailbox LIFO Last In First Out Messages play in either LIFO or FIFO order LIFO plays messages from newest to oldest Mailbox A user mailbox records messages from callers A user periodically checks the mailbox for messages etc or a variety o
61. back and management Stratagy ES can integrate with Outlook e mail client to provide innovative UM functions This integration enables you to play your voice messages over your multimedia PC speakers or through your telephone You can also view faxes on your PC screen no more going back and forth to the fax machine Note See the Stratagy Advisor CD ROM for more UM information 105 Unified Messaging UM with Outlook Integration Stratagy ES Message Window Stratagy ES Message Window The Stratagy ES Message window see Figure 2 below and Table 5 on page 107 enables you to manage both your voice and fax messages from your PC The Message window displays when you select a message from the Microsoft Outlook Inbox window Using the toolbar buttons and slides on the Message window you can perform all the necessary functions to play send forward or reply to a message or view a fax Configure Standard Stratagy Voice and Fax Message Stratagy ES Message Rich Text AS Outlook File Edit View Insert Tools Actions Form Layout Help Record Stratagy r Rx 9 Voice Message a Reply to All Y Forward amp Es Toolbar ee Tue 5 2 00 4 01 PM From Karena Wright Sent Button To John Dart Subject Stratagy Voice and Fax Message Comments Telephone Playback Multimedia Buttons 4 lt i m gt mil i O IA E Playback Slide __ Length 0 00 00 Position 0 00 00 4 i Voice Fo
62. bution list and or the directory as the destination Private Messages 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 Return Receipt When sending forwarding or replying to a message you can request a return receipt Stratagy ES 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 Saved Message Folder The saved message folder contains messages that you saved or that were automatically saved by the system Messages flagged to be saved can be stored in the saved message folder Mailboxes configured for Personal folders have the option of saving messages in a personal folder created by the mailbox user 135 Glossary Security Code User Notification Term Definition Security Code Each mailbox in the system has a security code You must enter your security code to access your mailbox The security code ensures the privacy of your messages personal greetings etc System Administrator The representative in your company responsible for configuring the Stratagy ES system and your mailbox to suit you and your companies needs System Greeting Pre recorded greeting that adds your recorded name Please leave a m
63. ccnoccnoncnonacnnnnnnconanonn nono n conc cnn nann nano 94 Use Fax Printer DTS A A A es da e a 97 SES Fax Client creed ista io ais 98 Schedule Fax for Future Delivery cooncnnccnnncnoconococonoconccnnnonnnonnc conan on nonnccnn nana Esie Eh 100 Appendix C Automatic Speech Recognition Reach Destin ation AA AA E AAA AA ccc 102 ACCESS CUM DA db ss 102 Senda Message simrer aaea a dacchatstocbsote cthidecebesdatelebiadeenebisuceys 103 Appendix D Unified Messaging UM with Outlook Integration Stratagy ES Message Window o0 cee eesesseeseesseceseceeeceseeeseeeeeecaaeceaeeseeeseeeaeesaeeeaaees 106 Address Book Feature viii aeons Sak eed WR aed I 108 Update Stratagy ES Address Book Manually 0 0 0 ceecesceseeeeeeeeeeeseeeeeenaees 108 Update Stratagy ES Address Book Automatically 0 cece ceeesseeeeseesreeeneeenees 108 Using UM Eeatlte sidente wick eel Sees ee Reel ft di ETRE 109 Voice Mail Options s 2 eben 2S0ep ccshen abist diles if 112 Play Voice Message moteros alt zchensoestebodecctbncehdetensustceleud lowe siGepsaed leg bid 112 Reply to Voice Message cirio ita diia 113 Forward Voice Message ricas A tot 114 Send Voice MESSI ias ca a aria 115 View Pax A A REIR E A EEEREN 115 Appendix E Unified Messaging with IP Integration Configure Windows for Stratagy ES Codec oo ee eeecssecsseceeceseceseeeeeeeeeseneeeaeeaees 118 Check Codec is Installed on PC oo eecceseeeeceeeceseecneeeesecaecaeeeeeseeeeaeeseneenae
64. d States Export Administration Regulations or any other applicable law regulation or order is prohibited 8 Governing Law This License Agreement will be governed by the laws of the State of California United States of America excluding its conflict of law provisions 9 United States Government Restricted Rights The Software is provided with Restricted Rights Use duplication or disclosure by the United States Government its agencies and or instrumentalities is subject to restrictions as set forth in subparagraph c 1 ii of The Rights in Technical Data and Computer Software Clause at DFARS 252 227 7013 October 1988 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable 10 Severability If any provision of this License Agreement shall be held to be invalid illegal or unenforceable the validity legality and enforceability of the remaining provisions hereof shall not in any way be affected or impaired 11 No Waiver No waiver of any breach of any provision of this License Agreement shall constitute a waiver of any prior concurrent or subsequent breach of the same or any other provisions hereof and no waiver shall be effective unless made in writing and signed by an authorized representative of the waiving party YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS YOU FURTH
65. d returns to the previous menu You can select another user Manage Mailbox option You can select another Main Menu option 65 Manage Mailbox Change User Options Record Your Name Your name is announced whenever the directory is accessed you select the system greeting or a message is sent by another Stratagy ES user Stratagy ES prompts you through the entire recording sequence menu shown below You can re record your name at any time simply by repeating these steps From the Change User Options Menu El Record your Name Record your name and press El when done El Review recording E Re record El Append recording El Cancel recording E Save recording 4557 Note Some Stratagy ES systems may not be configured to play your name when you log on to your mailbox 66 From the Manage Mailbox Menu press 2 Press 6 At the tone state your name slowly and clearly Press when done 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 Manage Mailbox Change User Options Stratagy ES plays the Change User Options Menu Stratagy ES prompts you to record your name Your newly recorded name plays You can re record your name as often as you wish You can add a short comment that plays at the end of the recording for example a vacation announcement Yo
66. destinations see page 42 Stratagy ES tells you that your message has been sent and returns you to the Main Menu Important Jf you 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 41 Send Messages Send a Message 42 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 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 See Step 2 on page 40 for instructions You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior to sending the message See Special Delivery Options on page 48 for instructions on using this option You can have your message delivered at a future specified time and date See Future Delivery on page 49 for instructions on using this option Cancels the message and returns you to Step 2 on page 40 Cancels the message and returns you to the Main Menu Forward a Message Send Messages Forward a Message Any message sent to you that is not marked as Private can be forwarded to a single destination or a per
67. e for the Call Forward and Message Retrieval functions Then you can follow the appropriate steps for using Call Forward and Message Retrieval Notes e Ifyou do not have Call Forward keys you can use access codes instead Refer to the appropriate User Guide for the Call Forward access cancellation codes or check with your System Administrator e Ifthe Stratagy ES is fully integrated with your telephone system you may not need to enter a Voice Mail ID code for Call Forwarding or Message Retrieval Please consult your System Administrator if Voice Mail ID codes are required e With most Toshiba proprietary telephones you can store the sequence of steps on a Speed Dial button for quick access Refer to the appropriate Quick Reference or User Guide for your telephone for information and instructions on using Speed Dial buttons Call Forward To direct forwarded calls to your mailbox and to ensure that callers receive your personal greeting additional internal access digits must be programmed initially from your telephone for your extension number and for each phantom extension number by your telephone These digits are called voice mail ID codes Note Your telephone must be the owner of the phantom extension number to store a voice mail ID code for the phantom extension number Set Call Forward to Stratagy ES Skip to To forward calls to Stratagy ES on page 128 if you have already performed this function Once programmed this code
68. e end of a defined amount of time default is 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 Stratagy ES 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 Change Speed toggle Two speeds are available for playing messages normal and fast level set for your mailbox by the System Administrator When you exit the Play Messages Menu the system returns to the default speed 25 Play Messages Play Messages 26 Play Messages When you access your mailbox Stratagy ES tells you the number of urgent new saved and fax messages if supported by your system check with your System Administrator you have in your mailbox When you press 1 from the Main Menu to play messages menu shown below Stratagy ES automatically accesses the New Message Folder If no messages exist in the New Message Folder Stratagy ES automatically accesses the Saved Message Folder or Personal Folders If your mailbox is empty the Stratagy ES Main menu prompt does not include press 1 to play mes
69. e following 1 Play the next e mail message 2 Save the current e mail message 3 Delete the current e mail message 5 Forward the current e mail message Comments can be recorded for this message which is attached as a standard wav file to the original message 34 Skips to the beginning of the next e mail message Note If you reach the end of your e mail messages pressing 9 takes you back to the previous menu The e mail message remains in your e mail mailbox and the E Mail Message Menu plays Marks the current e mail message for deletion from your e mail account The Listen to E mail Message Menu plays Important Jf you only press 3 and then hang up the message is not deleted You must press 9 to exit this menu in order for the deletion to be complete Stratagy ES requests address information After the first destination has been entered additional destinations can be entered by pressing 4 The destination user must have a Stratagy ES voice mailbox with an e mail address designated within that mailbox If the destination mailbox does not support e mail the system informs you that this was an invalid entry E mail messages cannot be forwarded to Stratagy ES Personal or System Distribution Lists Note Check with your System Administrator to see if your mailbox is set up for this feature 6 Reply to the current e mail message 1 Replay the current e mail message 9 Return to Main Menu 4 Del
70. e mail feature to function 9 In the Synchronize StratagyES Address Book every ___ Days field type the interval number of days you wish to have Outlook synchronize with the Stratagy ES for the latest directory updates After the specified amount of days an automatic synchronization takes place To disable automatic synchronization type zero for the number of days 10 Click Apply Step 2 View Message Log When you receive a El inbox Microsoft Outlook MEE el 7 Ele Edit View Favorites Tools Actions Help voice or fax message in Para al ao CL gt your Stratagy ES mailbox an e mail 8 A Stratagy Fa We 8 PI message is inserted into eee de Karena Wright Stratagy Voice and Fax Message Tue 5 2 00 4 O Jeff Preston Stratagy Voice Message Mon 5 22 00 your Outlook Inbox Ken Chandler Stratagy Voice Message Tue 6 10 00 3 39 PM 4 DAN S F1IRACING COM Missed you in Monacco Tue 6 13 00 3 52 AM shown at right The Darrin Holland About that meeting this morning Tue 6 13 00 3 55 PM S b t field tells you Ron Hunter Stratagy Voice Message Tue 6 13 00 4 02 PM ubjec what type of message you received voice fax or a voice and fax My Shortcuts Other Shortcuts ll 7 Items Stratagy ES User Guide 01 03 111 Unified Messaging UM with Outlook Integration Voice Mail Options Step 3 Select Message Double click on a message listed in the Microsoft Outlook Inbox The Stratagy ES Messa
71. enu Send Messages Future Delivery Future Delivery Stratagy ES can be configured so that your message is delivered at a future specified time and date When you send forward or reply to a message this option is available by pressing 8 Set Future Delivery Since each of the settings default to the current time date 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 p m you only need to enter the hour 2 select p m and enter the minutes 30 using options 1 and 2 After marking the message for future delivery you can review play save delete the message at any time before it is sent See Chapter 3 Play Messages for instructions on using the Future Delivery Review option Enter an option number and press 1 Set Hour 1 12 Stratagy ES prompts you to select a m or p m 1 AM 2 PM 2 Set Minutes 0 59 3 Set Day 1 31 4 Set Month 1 12 5 Set Year two or four Two digit numbers less than the last two digits digits of the current year are set for the twenty first century For example enter 01 to set 2001 9 Return to previous Stratagy ES plays the message delivery time menu and date and returns you to the previous menu Note Once the message has been sent 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
72. ep instructions You can repeat this step as often as necessary The fax is processed and sent to the destination mailbox es 51 Send Messages Send a Direct Fax 52 Stratagy ES User Guide 01 03 Manage Mailbox 5 Stratagy ES provides special options to customize and manage your mailbox features menu shown below From the Main Menu El Manage Mailbox Change Greeting Change User Options Manage Personal Distribution Lists Manage Guest Mailboxes Manage Personal Folders Return to Main Menu 4576 Manage Mailbox Change Greeting Change 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 Select a personal greeting e Review a personal greeting From the Main Menu El Manage Mailbox From the Manage Mailbox Menu El Change Greeting El A Select a Personal Greeting E Select System Greeting El Review selected greeting El Record new greeting El Review recording El Re record El Append recording El Cancel recording El Save recording El Return to previous menu EJ Review current greeting El Return to previous menu 4550 54 Manage Mailbox Change Greeting Create or Record Over a Personal Greeting Personal greetings should be informative and advise callers when you will be a
73. eplaced with the number of DIRECT ss URGENT messages SYSTEM SD PERSONAL SD EX EXTERNAL DIR E INTERNAL DIR Soft Keys Soft Keys Once connected to your Stratagy ES voice mailbox the LCD displays the Stratagy ES Main Menu options shown at right See Table 2 on Mode Feature 86 below for a list of Main Menu soft keys Page A page y 3 NEW 2 SAVED E PLAY MSGS SEND E EH MANAGE MBX Co E EXIT HANGUP E Soft Keys Soft Keys You are then able to perform many of the standard Stratagy ES voice mail functions using the Soft Keys on your phone Play Messages menu ae re example shown at right See Table 3 on page 86 lada T A ES MSG LENGTH 00 54 for a list of Soft Keys Next REPLAY c EJ SAVE PREVIOUS 4 E DELETE FORWARD a SPL FUNCT EJ BACKUP GO FORWARD a E PAUSE PLAY PREV MENU m Soft Keys Soft Keys 85 Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration 86 Table 2 Stratagy ES Main Menu Soft Keys for CTX Digital Telephones pkT3o4 soL XT 301080 DKT 2010 SD Voice Mail Functions PLAY MSGS PLAY PLAY Play Messages SEND SEND SEND Send Messages MANAGE MBX MGMT MGMT Manage Mailbox EXIT Exit Mailbox HANGUP QUIT Disconnect from Stratagy ES Table 3 Soft Keys for CTX Digital Telephones oersoisoL PKT3010SD DKT 2010 SD Voice Mail Functions ACCEPT Confirm automatic copy de
74. es 118 Configure Windows ninia illa 119 Record Stratagy ES Voice Messages using Windows Sound Recorder 120 Send WAV File as Voice Message cococonocccocnooncnoncconaconccnnnonanonnc conan nonnn cra nana nonancnncnns 121 Appendix F Remote User Password Administration for TTS Set Remote User Pass word ciscccccceiicsstesiccccdssietoseestiecsssastiassictesessasaceasedvcstsescessesdeusteke 124 Contents Appendix G Using Stratagy ES with a Strata Legacy System Appendix G Using Stratagy ES with a Strata Legacy System Call POrw ard acess rita tocan dede tilda ida dci 126 Set Call Forward to Stratagy ES coocoocccnoccnocanocononononoconocnncnononano nac a R a 126 Cancel Call Forward vccisstec esiescscesecscs seenccnistuesedotussuesdisecesivescdsevecedeesseceneseuezedvtns 130 Cancel the Programmed Call Forward Voice Mail Code c coooconccnnconncinnccnoncnnnos 130 Message Retreat aida 131 GIOSSALY nia 133 Contents Appendix G Using Stratagy ES with a Strata Legacy System vi Stratagy ES User Guide 01 03 Introduction This guide describes the voice messaging capabilities and procedures for making the Stratagy ES and Stratagy iES32 Voice Processing System work for you Organization This guide is divided as follows Chapter 1 The Grand Tour is an overview of the Stratagy ES system Topics covered are features to personalize your mailbox an explanation of message folders greetings types and desti
75. essage Copy You can set your mailbox to automatically copy all messages or just urgent messages to another mailbox during specified times of the day The Grand Tour User Prompts User Prompts The Stratagy ES system prompts only for menu options available to you You do not hear prompts for options Not available in your Stratagy ES system i e fax e Not configured for your mailbox by the System Administrator e g guest users DND Check with your System Administrator to verify which user options and features are available to you 15 The Grand Tour User Prompts 16 Stratagy ES User Guide 01 03 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 Stratagy ES Voice Processing system for the very first time you hear a tutorial that walks you through the following basic steps e Record your name Your name is announced whenever the directory is accessed you select the system greeting or another Stratagy ES user sends a message to you e 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 Stratagy ES saves any completed portion e g your name recording
76. essage for name Can be used by any user on the Stratagy ES system Based on your selection callers hear the system greeting or a personal greeting System Distribution List System wide destination distribution list the System Administrator creates for Stratagy ES system users When sending messages you can choose a mailbox number personal distribution list system distribution list and or the directory as the destination Toshiba Proprietary Integration Proprietary integration between Strata CTX phone system and Stratagy ES voice mail Provides a Soft Key Control of Voice Mail feature that enables the user to perform many of the standard functions using soft keys on the Strata 3000 2000 series digital telephones Urgent Messages Messages are stamped 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 User Subscriber of the mailbox also known as a mailbox user A user has access to one or more mailboxes in the system by knowing the security codes Once a user accesses his her mailbox he she can play back messages delete those messages send them to other mailboxes etc User Notification Each mailbox can have notification records set by the System Administrator to automatically call and notify you of your messages You can en
77. ete e mail messages that are marked for deletion 2 Cancels deletion of e mail messages marked for deletion Play Messages Retrieve and Listen to E mail Messages Stratagy ES creates an e mail message with your reply attached as a standard wav audio file and sent to the originator The current e mail message plays from the beginning Stratagy ES tells you the total number of e mail messages that will be deleted when you leave this menu and asks for confirmation Stratagy ES deletes all the messages you marked for deletion and returns you to the Main Menu Stratagy ES saves the messages and the E mail Message Menu plays 35 Play Messages Retrieve and Listen to E mail Messages 36 Stratagy ES User Guide 01 03 Send Messages You can record and send a message from any touchtone telephone to another Stratagy ES user several users or to a personal or system distribution list This chapter covers e Recording controls e Send a message e Forward a message e Reply to the current message e Special Delivery options e Future Delivery e Send a fax 37 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 toggle or 30 secs OPER 10 3096 End recording 4 Pause Resume toggle or 30 seconds At any time while recording messages to another mailbox in the system you can
78. f 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 Name Recording Your name and optionally extension recording is used for the directory system greeting and mailbox 134 Glossary New Message Folder Saved Message Folder Term Definition New Message Folder The new message folder contains unheard and partially heard messages When playing new messages urgent messages always play first Personal Folders Mailboxes configured for multiple folders can create up to seven personal folders for saving messages The folders can only be accessed by the mailbox user that created them Personal Greetings You may record up to seven personal greetings which 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 Personal Distribution List A mailbox user can create modify up to seven personal destination distribution lists and list comments for identification When sending messages you can select a mailbox number personal distribution list system distri
79. ge window displays see Figure 2 on page 106 enabling you to manage both your voice and fax messages from your PC See Voice Mail Options on page 112 and View Fax on page 115 for instructions on using your voice and fax mail Note When you listen to and delete a Stratagy ES message by telephone the e mail listing is not deleted from the Outlook screen If you click on the screen listing you are alerted that the message has already been deleted by telephone You must now delete it from the Outlook screen Voice Mail Options UM voice mail option enables you to e Play a voice message e Reply to a voice message e Forward a voice message e Send a voice message Play Voice Message From the Stratagy Voice and Fax Message screen click Play on the multimedia bar The voice message plays While the message is playing you can use the other multimedia buttons to navigate through the message see Figure 3 A e e lt gt K 0 amp ES ES e ON e SS BS q gt 9 CS O ee A O aa oj ae Figure 3 Multimedia Bar Buttons 112 Reply to Voice Message 1 From the Stratagy Voice and Fax Message screen click Voice Reply Another message form displays with the To field filled in with the address of the original sender shown right 2 Click Record see Figure 3 on the multimedia bar 3 Speak your message clearly into the microphone 4 Click Stop on the multimedia bar 5 Click Send on the toolbar The
80. h to record a wav file that can be sent into the Stratagy ES as a voice message Other multimedia software can be used to perform this function provided that the software provides a way to set the recording compression rate To use Microsoft Sound Recorder perform the following 1 NYDN Hb U From the Start Menu select Programs gt Accessories gt either Multimedia Windows NT or Entertainment Windows 98 amp Windows 2000 gt Sound Recorder microphone connected to your PC Enter a File name for the wav file Click Record red button and record your message through the multimedia When finished recording click on File gt Save As Select a folder in which to save the wav file Click Change The Sound Selection window displays From the Name field s drop down menu select Stratagy ES Format The attributes should change to reflect the proper compression of 8 000 KHz 4 Bit Mono Click OK to close the Sound Selection window The Save As window displays If the target folder information is correct click Save 120 Unified Messaging with IP Integration Send WAV File as Voice Message Send WAV File as Voice Message 1 To send the wav file into Stratagy ES as either a new reply or forwarded voice message to a mailbox attach the wav file to an e mail message shown right 2 Make sure that the address for the message is correct The addressing convention for sending voice
81. h to store or retrieve a message Note To create or change personal folders see Manage Personal Folders on page 78 The Grand Tour Message Folders New Message Folder The New Message Folder is configured identically for both the Dual Message and Multiple Message Folder mailboxes with the following exception If no new messages exist in a Multiple Message Folder mailbox Stratagy ES accesses the Saved Message Folder if you have not created any personal folders or plays the name comment number of all available personal folders You are then requested to enter the folder number Saved Message Folder Personal Message Folders Saved messages consist of messages that Stratagy ES automatically saves when you do not press 3 delete after playing the entire message The message is saved in the Saved Message Folder folder 1 the default destination for saved messages Stratagy ES prompts This message will be saved You save by pressing 2 either during or after playing the message Stratagy ES checks your mailbox for Personal Message Folders If personal folders do not exist Stratagy ES saves the message in the Saved Message Folder folder 1 Stratagy prompts This message will be saved If Personal Message Folders do exist Stratagy ES plays the recorded name comment and number of all available personal folders You are requested to enter a valid folder number where you want the message saved If you know the pers
82. heck mark from the Never show the Login dialog field SES Fax Client Setup screen when you configured the fax printer driver this screen does not display See Step 5 on page 95 for details Stratagy ES User Guide 01 03 97 Fax Printer Driver SES Fax Client Screen 4 Type your mailbox number Once authorization has been satisfied the SES and security code in the Fax Client window displays see SES Fax fields provided Client Screen on page 98 Note This is a security feature to prevent unauthorized use of Stratagy ES fax features SES Fax Client Screen The SES Fax Client screen shown below enables you to create and send a fax using Stratagy ES Using the fields on this screen you can address the fax destination fax number add a cover page or a note to the fax and enter destination information name company fax phone e mail that will appear on the top of the cover page Document Title Pages Microsor Word SESDesigndoc mooo m Destination Destination Type Number or Path Mailbox number Fax number File path Pa Remove Add List Save List V Add Cover Page Send _cancar m To Name John Dart Company Toshiba America Phone os5833000 O Fax 495876738 O Email JDat toshibaco Ref In Add a Note 98 Stratagy ES User Guide 01 03 Table 4 Document Title Pages Destination Type Phone Mailbox List Path Browse Add Remove Add List Save List
83. ication After entering the security code a second time Stratagy ES announces that your security code has been changed 62 Select Busy Greeting 1 From the Manage Mailbox Menu press 2 Press 4 Optional Press 4 again to reset the feature if required Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change User Options Stratagy ES plays the Change User Options Menu A prompt verifies the current status custom system of the Busy Greeting feature Pressing 4 toggles between selecting your custom busy greeting and the system busy greeting Note The custom busy greeting must be recorded before it can be selected see Create or Record Over Busy Greeting on page 64 You can select another user Manage Mailbox option You can select another Main Menu option 63 64 Manage Mailbox Change User Options Create or Record Over Busy Greeting You can record your own custom busy greeting menu shown below 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 mailbox number press to hold if configured for your mailbox by the System Administrator or remain on the line to leave a message From the Change User Options Menu El Record Busy Greeting Record a greeting Press EJ when done El Review recording EJ Re record El Append recording El Ca
84. iminates the need for the caller to enter the desired mailbox number after being connected to the voice mail system To transfer a call directly to Voice Mail VM 1 While on a call press 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 CTX 3000 2000 series 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 91 Using Stratagy ES with a Strata CTX Voice Mail Conference 92 Stratagy ES User Guide 01 03 Fax Printer Driver B The Stratagy ES Fax Printer Driver enables you to select a document that you have created on your computer and after converting it to a Tagged Image Format TIFF gives you the option to store the file locally on your hard drive send it to another Stratagy ES user s mailbox or transmit it to a remote facsimile device using the fax ports of the Stratagy ES Notes e The ability of sending faxes through the Stratagy ES requires the server be updated with the optional Fax Server Feature
85. ing Started Step 3 Record Your Personal Greeting Step 3 Record Your Personal Greeting 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 55 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 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 1 Atthetone begin recording The following information should be included your greeting e oe e Company and or department e Date e Your availability e Instructions to leave a detailed message e Call coverage options 2 Press when done Stratagy ES plays your greeting 3 After your greeting plays press To accept the recording Your greeting becomes Personal Greeting 1 and Stratagy ES prompts you to change your security code Re record Stratagy ES returns you to the record your greeting prompt 21 Getting Started Step
86. ist 41 44 folders 78 greeting 10 change your selection 57 create 55 record over 55 review 58 sample 55 play messages 23 special functions 29 playback back up rewind 25 change speed 25 continuous delete 30 continuous play 32 go forward advance 25 next message 25 27 34 pause resume 25 27 44 46 previous message 25 28 replay 28 35 replay current message 25 volume 25 private messages 11 48 139 Index R U R record busy greeting 64 messages append comment 45 recording 42 47 re record comment 45 message 41 47 review comment 45 recording 41 47 name 20 66 pause resume 38 41 personal greeting 21 record to voice mail 90 reply message 8 28 46 set future delivery 49 special functions 48 return receipt request 11 48 S save messages personal folders 27 security code 17 change 22 62 send messages 37 soft keys 84 special delivery options private 48 return receipt request 48 urgent 48 special functions 29 48 continuous delete 30 140 continuous play 32 date time 30 future delivery review 30 immediate print all faxes 29 immediate print current fax 29 new saved folder 31 send fax 29 Strata 3000 2000 digital phones 84 Strata CTX 84 Strata DK24 56 96 8 16 and 280 telephones call forward 126 message retrieval 131 system greeting 10 T text to speech 33 Toshiba Proprietary Integration 84 136 Toshiba telephone systems
87. l your entry and re enter 01 plus a Personal Distribution List number 1 25 04 Multiple Destinations Optional Press 2 to 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 Stratagy ES plays the list comment or number for confirmation See Manage Personal Distribution Lists on page 74 to create or revise a destination distribution list You are prompted for the destinations mailbox number directory and or 01 Personal Distribution List Note If you forget to enter any destination s you can press 4 Additional Destinations after you record your message to add destinations see page 45 Stratagy ES tells you that your message has been forwarded and returns you to the Main Menu Important Jf you press to forward your message you cannot use the special recording and sending options Review recording Re record Press when done Append recording Press when done Select Additional Destinations Special Delivery Options Set Future Delivery Cancel message and select new destination Cancel and Return to the Main Menu Send Messages Forward a Message The forwarding comment plays The system prompts you to record the comment at the beep
88. mber or phantom extension number then enter the appropriate Call Forward access code 2 Press Spkr SPEAKER The Call Forward LED turns OFF or you hear a confirmation tone Call Forward registration is canceled You hear a confirmation dial tone Display telephones show CALL FORWARD TO Dialing the access code e g 601 and no station number cancels any Call Forward type See To forward calls to Stratagy ES on page 128 for access codes Cancel the Programmed Call Forward Voice Mail Code 1 130 Press the extension number or phantom extension number For Strata DK14 DK40i and DK424i press 656 or for Strata DK8 16 and DK24 56 96 press 656 Press Redial Press Spkr SPEAKER You hear a dial tone You hear a confirmation tone Display telephones show 656 or 656 ID CODE SET You will hear a confirmation tone Display telephones show DATA PROGRAMED The voice mail code is canceled Message Retrieval Using Stratagy ES with a Strata Legacy System Message Retrieval You can program your Msg or phantom extension number message waiting buttons to automatically retrieve your voice mail messages when you press it Skip to To retrieve messages with Msg or Phantom Extension Number Message Waiting button on page 132 if you have already performed this function Once programmed this key does not need to be programmed again To program your Msg button to retrieve
89. ment is optional Reply Message Messages from other Stratagy ES users to which you want to send an immediate response can be sent as a reply message When replying to a message Stratagy ES does not prompt you to select the destination if the original message was recorded within a user s mailbox If the message was not recorded from a user s mailbox you can still reply to the message but the system requests that you enter a destination mailbox number When listening to a reply message a prompt notifies the user of the name mailbox number of the person who sent the reply The Grand Tour Message Types Fax Message Note Fax Messaging is an optional feature in the Stratagy ES Check with your System Administrator to find out if your system is configured for this feature Fax messages can be sent to your mailbox and stored or forwarded along with voice messages When you access your mailbox Stratagy ES tells you the number of fax messages that are in your mailbox Once you access the fax message Stratagy ES plays the header information that includes the number of pages received You cannot listen to the actual fax document You can forward the fax to other users as you would a voice message including sending a voice comment with the fax to provide information about the message You can also print the fax See Special Functions on page 29 for details E mail Message Note This feature is only available to users of Stratagy E
90. messages 1 Press the extension number or phantom extension number For Strata DK8 16 and DK24 56 96 press 657 For Strata DK14 DK40i and DK424i press 657 Press 92 the Voice Mail ID code for Message Retrieval Enter your Stratagy ES mailbox number Enter your security code Press Redial Press Spkr You hear a dial or confirmation tone after you press the button You hear a confirmation tone 657 or 657 is the Stratagy ES System Identification code for message retrieval from voice mail Your telephone must have the Speed Dial REP SDS button and the Redial RDL button for the button to function properly while using the Stratagy ES system By storing your security code you avoid having to enter your code every time you access your mailbox Important Including your security code in this programming will enable anyone to retrieve your messages from your phone If a security code is not desired do not include it You hear a confirmation tone Display telephones show DATA PROGRAMED 131 Using Stratagy ES with a Strata Legacy System Message Retrieval 132 To retrieve messages with Msg or Phantom Extension Number Message Waiting button When the Message LED flashes For Strata DK14 DK40i Stratagy ES is called and you are automatically and DK424i press Msg or connected to your mailbox Phantom Extension Number MW Or for the Strata
91. n 57 create 55 record over 55 review greeting 58 138 sample 21 55 system 10 guest mailboxes manage 76 use 77 L lists personal distribution 41 44 mailbox 19 40 43 access 18 exit 22 manage options 53 personalize 4 security code 22 manage guest mailboxes 76 mailbox 53 personal folders 78 menu main 3 message waiting 83 message waiting light on PhDN MW 84 on another telephone 84 messages access 24 additional destinations 42 45 47 append 42 47 automatic copy 70 continuous delete 30 continuous play 32 control back up rewind 25 change speed 25 go forward advance 25 pause resume 25 44 46 play next 25 play previous 25 replay current 25 volume 25 date and time 30 delete 28 34 destination 12 e mail 9 33 fax 9 29 folders 4 dual message 5 saved 6 7 multiple message 6 personal 78 single message 5 forward 8 28 43 future delivery 11 30 49 new message folder 5 31 notification 68 play 23 private 11 48 reply 8 28 46 re record 41 47 return receipt request 11 48 review recording 41 47 save 27 34 saved message folder 6 7 31 send 37 special delivery options 11 types 8 urgent 11 48 Index N P Msg button LED 83 multiple destinations 41 44 N name recording 20 66 new saved messages 5 31 notification 68 P pause resume playback 25 27 44 46 pause resume recording 38 41 personal distribution l
92. n you have reached the top of the message folder If you receive new messages while you are accessing your mailbox Stratagy ES notifies you every time you return to the Main Menu that new messages have arrived Note See Message Folders on page 4 on using access keys 77 and 177 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 Z from first message go to last Play Next Message from last message go to first Pause Resume toggle or 30 secs Turn Up volume v pe 7 ozo ro xs lt Go Forward advance Back Up rewind El Press twice to Change Speed toggle 3095 Turn Down volume 24 Play Messages Playback Controls 1 Play Next Message Plays next message in folder If you are at the last message in the folder goes to the first message in the same folder 4 Replay Current Message Plays previous message in folder If you are at the first message in the folder goes to the last message in the same folder 2 Play Previous Message Plays previous message in folder If you are at the first message in the folder goes to the last message in the same folder 4 Pause Resume toggle or 30 seconds At any time while playing messages you can press 4 to pause the playback The message resumes playing as soon as you press 4 or automatically at th
93. nations special delivery options and available user options and prompts Chapter 2 Getting Started provides instructions on those features you need when accessing Stratagy ES 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 and Call Screening Appendix A Using Stratagy ES with a Strata CTX outlines Call Forward Message Waiting Toshiba Proprietary Integration i e Soft Key Control of Voice Mail and Call Record features and the Direct Transfer to Voice Mail and Voice Mail Conferencing features Appendix B Fax Printer Driver provides step by step instructions on configuring and using the fax printer driver vii Introduction Conventions e Appendix C Automatic Speech Recognition contains step by step instructions on using the optional speech recognition feature e Appendix D Unified Messaging with Outlook Integration contains step by step instructions on using the optional Unified Messaging feature e Appendix E Unified Messaging with IP Integration contains instructions on recording and sending a wav file using Windows Sound Recorder e
94. ncel recording E Save recording 4556 Note Depending on the configuration of your telephone and telephone system Stratagy ES may not receive a busy tone when callers reach your extension If Stratagy ES doesn t receive a busy tone your selected personal greeting plays instead If a custom greeting is not recorded the default system busy greeting plays From the Manage Mailbox Menu press 2 Press 5 Begin recording at the tone Press when done Optional After recording you can press 1 Review greeting 2 Re record Begin recording at the tone Press when done 3 Append recording Begin recording at the tone Press when done 4 Cancel recording 9 Save recording Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change User Options Stratagy ES plays the Change User Options Menu Stratagy ES prompts you to record your custom busy greeting Sample Greeting Thanks for calling I m currently on the phone If you would like to hold press star or you can leave me a message after the tone The complete greeting plays The system prompts you to record at the beep The appended greeting plays after the already recorded portion of the greeting The system prompts you to record at the beep The greeting is canceled The system returns to the previous menu Stratagy ES tells you that the greeting has been recorded an
95. ne 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 Manage Mailbox Menu press 2 2 Press 1 3 Optional Press 1 again to reset the feature if required 4 Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu 60 Stratagy ES plays the Change User Options Menu A prompt verifies the current status On Off of the DND feature Important DND on the Stratagy ES 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 Stratagy ES Pressing 1 toggles the DND feature On and Off You can select another user Manage Mailbox option You can select another Main Menu option Manage Mailbox Change User Options Change Call Screening Setting If you set this feature to On Stratagy ES asks callers for their name and company Without the caller s knowledge the system relays that information to you and provides you with special options to handle the call menu shown below Receive the call Reject the call and let the call forward to your mailbox Transfer the call to another extension with an announcement Transfer the call to another extension without an announcement The System Administrator can also set this feature to turn On or Off automatically at
96. ng a list you can press 1 Review your current list 2 Add a Mailbox to the list Stratagy ES plays the Manage Personal Lists options The system prompts you with the name and extension of each mailbox on the list Stratagy ES prompts you to enter the mailbox number Manage Mailbox Manage Personal Distribution Lists Enter the mailbox The name and extension plays You can add number or press OO for additional mailbox numbers as needed Stratagy ES directory assistance Press when done 3 Delete a Mailbox from Stratagy ES prompts you to enter the mailbox the list number Enter the mailbox The name and extension plays The system number or press 00 for prompts Deleted Stratagy ES directory assistance Press when done 4 Record a list Comment When sending a message the comment plays each time the destination list is selected Record your comment Press when done Stratagy ES prompts you to record the comment Optional After recording you can press 1 to review recording 2 to rerecord 3 to append the recording 4 to cancel the recording or 9 to save the recording and return to the previous menu 4 Press to return to the Stratagy ES returns to the previous menu previous menu Or 9 to return to the You can select another Manage Mailbox option Manage Mailbox Menu Or 99 to return to the You can select another Main Menu option Main Menu 75 Manage Mailbox Manage
97. nis nnii i aise 22 Step 5 Exit Your Mailbox or User Mode 0 cece ceeceeeeeeeeeeeeeseeeeessaecnseeseceseeeseeeees 22 Chapter 3 Play Messages ACCESS E RN 24 Playback Controls iii dis das 24 Play Messages onene Aeae A Is 26 Special FUNCIONS a nan la id iia 29 Retrieve and Listen to E mail Messages coooonnccnnocanoconoccnonononcnnnannnccononnn nono cono ccnnncnnacns 33 Chapter 4 Send Messages Recording Controls cita A E 38 SENA MESSAGE ada 39 Forwarda Messa unesco cosstvatos e e E E E EO AEE EERS 43 Reply to the Current Message 00 ccc ceescesessceseeeeesescesseceaeceeeeseeseneeeaeesaeesaeceaeeneeeees 46 Special Delivery Options ces nineri eie in needed 48 Puttire Deliver adan 49 Senda Direct Fax ii ee aoe ete dete eds 50 Contents Chapter 5 Manage Mailbox Chapter 5 Manage Mailbox Change Greene eiii laica tati aie 54 Create or Record Over a Personal Greeting eee eeeescessecnecesseceseeseeesneeeneeeaes 55 Selecta Personal Greeting iii di ice 57 Review a Personal Greetin go ee eeceesseeesecsseceseeeeeeseeeseeesaeeesecaeceaeeseeeseeeneesaes 58 Change User Options i e hel dese ea ia eee ne ees 59 Change Do Not Disturb DND Setting oo ee cseeseecneccnseceseeeeeeseeeaeeeeaes 60 Change Call Screening Setting nociones ies neeite 61 Change Security Code miei ii 62 Sel ect Busy GEMA rt 63 Create or Record Over Busy Greeting ocooonocnoncconcconnconnconnconaconccon anno nonnncnn nana connnos 64 Record YourName
98. nstitutes a willful infringement of copyright 3 No Reverse Engineering You agree that you will not attempt and if you employ employees or engage contractors you will use your best efforts to prevent your employees and contractors from attempting to reverse compile reverse engineer modify translate or disassemble the Software in whole or in part Any failure to comply with the above or any other terms and conditions contained herein will result in the automatic termination of this license and the reversion of the rights granted hereunder back to TAIS 4 Limited Warranty THE SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW TAIS AND ITS SUPPLIERS DISCLAIM ALL WARRANTIES WITH REGARD TO THE SOFTWARE EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE WARRANTY OF NON INFRINGEMENT OF THIRD PARTY RIGHTS THE WARRANTY OF YEAR 2000 COMPLIANCE AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET YOUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE HOWEVER TAIS WARRANTS THAT ANY MEDIA ON WHICH THE SOFTWARE IS FURNISHED IS FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP UNDER NORMAL USE FOR A PERIOD OF NINETY 90 DAYS FROM THE DATE OF DELIVERY TO YOU
99. nt of current fax document Send all Fax documents within a folder to a fax machine for print Enter fax machine s telephone number Press to accept entry Or to re enter fax number Send Current Fax to fax machine for print mailbox while calling from a fax machine or other device capable of receiving a fax with a handset Retrieves prints the current fax from your mailbox while calling from a fax machine or other device capable of receiving a fax with a handset Stratagy ES prompts for the fax machine s telephone number The system sends all fax messages to a fax machine or other device capable of receiving a fax for retrieval print The Play Messages Menu plays Stratagy ES prompts for the fax machine s telephone number 29 Play Messages Special Functions 30 Enter fax machine s telephone number Press to accept entry or to re enter fax number Message Date and Time Future Delivery Review While the message is playing or immediately after you can press 1 to play the next message 2 to save the current message 3 to delete the current message and or 9 to return to the Special Functions Menu 6 Continuous Delete The system sends a fax message currently residing in your mailbox to a fax machine or other device capable of receiving a fax for retrieval print The Play Messages Menu plays The date and time the message was received plays followed by
100. o sending the message See Special Delivery Options on page 48 for instructions on using this option You can have your message delivered at a future specified time and date See Future Delivery on page 49 for instructions on using this option Cancels the reply and returns you to Step 3 on page 46 Cancels the message and returns you to the Main Menu 47 Send Messages Special Delivery Options Special Delivery Options You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be 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 48 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 Folder Private messages cannot be forwarded Stratagy ES notifies you when and by whom the message was received and plays the original message Only messages that have been deleted saved or marked as Pending if so enabled by the destination mailbox submit a Return Receipt notification Stratagy ES returns you to the previous m
101. omment You can cancel your newly recorded folder name comment and return to the previous menu Stratagy ES confirms that the folder name comment has been recorded Stratagy ES returns to the Manage Personal Folders menu 79 Manage Mailbox Manage Personal Folders 80 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 Stratagy ES returns to the previous menu You can select another Manage Mailbox option You can select another Main Menu option Using Stratagy ES with a Strata CTX A This appendix covers the use of Stratagy ES voice mail with the Strata CTX Call Forward Message Waiting Toshiba Proprietary Integration Direct Transfer to Voice Mail and Voice Mail Conference features are all described Note Check with your System Administrator about your company s phone system and telephones Call Forward Note See Strata CTX 3000 2000 series Telephone User Guide for additional information on programming and using this feature on your phone There are two types of Call Forwarding System and Station 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 extension on your phone Each extension can be independently set for a different Call Forward feature You can set a flexible button to
102. ompany You should check with your System Administrator to find out which lists are available The list comment for the selected system list is played whenever you enter the mailbox number to confirm that the right list has been chosen Important When creating lists you should keep in mind that Stratagy ES does not check for duplicate users on separate lists when sending a message For example if you select Personal Distribution List 1 and 3 as destina tions for your message and Mailbox Number 1001 is on both lists the message is sent twice to Mailbox Number 1001 Directory Using your telephone s dial pad you can enter the digits corresponding to the first few letters of a user s name or the first letters of a system distribution list name Stratagy ES plays the recorded name and mailbox number that matches the combination of entered digits You can then select the name or go on to the next name in the directory Each mailbox 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 last name of the user and a commonly misspelled version of the last name or in the case of a system distribution list two words that might appear in the list title 13 The Grand Tour User Options 14 User Options You can set your mailbox for Do Not
103. onal folder number you want you can select it at anytime You do not have to listen to the entire list of available folders If an invalid number is entered Stratagy ES automatically saves the message in folder 1 Messages are not moved to a save folder until you log out of your mailbox enabling you to return to the new message folder and replay the message After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder go to the top of another folder etc The Grand Tour Message Types Access Folders When you press 77 from the New or Saved Message Folders or 177 from the Main Menu Stratagy ES checks your mailbox for personal folders Depending upon whether it finds any Stratagy ES performs the following procedures Access Method No Personal Folders Personal Folders From New or Saved Stratagy ES prompts you to Message Folder press 77 Enter a personal folder number Goes to Saved Message or press Folder p From Main Menu press 177 j O for the New Message Folder 1 for the Saved Message Folder Message Types The Stratagy ES has the following special types of messages forwarded reply fax and e mail Forwarded Message Any message sent to you can be forwarded to one or more individual destinations or a personal or system distribution list When forwarding a message recording a message com
104. opy of these messages that will be left will be on your com puter 4 Click OK and a dialog box informs Stratagy ES Message Configuration 121 x you that the changes will be applied Media Setting User Infomation next time you open the message Click STRATAGY ES SERVER OK again then User Information tab E The User Information screen displays shown right Mailbox security code laa 5 In the Mailbox number field type the eS mailbox number of the user Press Enter Domain name 6 In the Mailbox security code field type the security code for the coe ES reviously defined mailbox Press ee y d d a o Synchronize StratagyES Address Book every 7 Days 7 The next two fields Server name IP address and Domain name should be filled in by your System Cancel amy Hep Administrator aaa 8 In the Email password field type your e mail password if you are going to use the e mail Text to Speech TTS feature Press Enter 110 gy ES U Unified Messaging UM with Outlook Integration Using UM Feature Notes e The mailbox number Server name IP address and Domain name should have been filled in during the installation of the Stratagy ES Outlook Integration software These fields are available if changes are required e Without this password the TTS e mail feature does not work e This password must match the one entered in the E mail Server e g Exchange account password for the TTS
105. our 1 12 1 AM 2 PM 2 Set Minutes 0 59 Stratagy ES prompts you to enter the time Only one of the following entries are allowed System prompts for number of hours to delay message maximum is 24 hours Once you have entered the value Stratagy ES saves the entry and returns to the previous menu System prompts for number of minutes to delay message maximum is 60 minutes Once you have entered the value Stratagy ES saves the entry and returns to the previous menu System prompts for number of days to delay message maximum is 25 days Once you have entered the value Stratagy ES saves the entry and returns to the previous menu Saves current entry and returns to the auto copy message Stratagy ES prompts you to enter the time Stratagy ES prompts you to select AM or PM Stratagy ES prompts you to enter the time Stratagy ES prompts you to select AM or PM 9 Saves changes and returns to previous menu Cancel changes and returns to previous menu 9 Return to the Manage Mailbox Menu or 99 to return to Main Menu Review Option Settings 1 From the Manage Mailbox Menu press 2 Press to Review your Option Settings Press 9 to return to the Manage Mailbox Menu or 99 to return to the Main Menu Manage Mailbox Change User Options Saves the changes and returns to the auto copy message Cancels changes and returns to the auto copy message You can select another user M
106. ow 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 Using Stratagy ES with a Strata CTX 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 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 CTX 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 CTX Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to his her mailbox It el
107. 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 1 on page 82 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 81 Using Stratagy ES with a Strata CTX Call Forward To use the Call Forward button sequence Follow the instructions in Table 1 below shown under Button Sequence Some features require additional input such as e Destination If the destination is an outside number press after entering the destin ation The CTX 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 Extension button 6021 Tone Dest No Tone No Answer Press Extension button 6031 Tone Dest No
108. pre scheduled times and or days of the week 1 From the Manage Mailbox Stratagy ES plays the Change User Options Menu press 2 Press 2 Menu A prompt verifies the current status On Off of the Call Screening feature Optional Press 2 again to Pressing 2 toggles the Call Screening feature reset the feature if On and Off required 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 61 Manage Mailbox Change User Options Change Security Code Each mailbox in the system has a security code The code must be entered by you in order to log on to your mailbox enabling you to access your messages settings greetings etc Note Youcan change your security code as often as you wish to ensure the privacy of your messages and personal greetings 1 From the Manage Mailbox Menu press 2 2 Press 3 3 Enter your new security code 4 Re enter your new security code Stratagy ES plays the Change User Options Menu Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digits For example Stratagy ES might prompt the new security code must have at least 3 digits and 16 maximum digits or the new security code must be exactly 4 digits Stratagy ES prompts you to re enter your new security code for verif
109. press 4 to pause the recording The message resumes recording as soon as you press 4 Stratagy ES prompts you with Begin recording Beep If within a defined amount of time default is 30 seconds you do not press 4 Stratagy ES restarts another 30 second pause If during the second 30 second pause you e Do not press any key Stratagy ES assumes you have cancelled the message and returns to the Main Menu e Press HE Stratagy ES 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 38 Send a Message Using the Send Messages Menu shown below you can record a message and send it to 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 Main Menu El Play Messages Forward the current message Reply to the current message El Send Messages Enter destination one of the following Mailbox number plus E g o Directory plus name O El Personal Distribution List 1 25 O El Multiple Destinations Record Record a message comment or reply Press El wnen finished Send and Return to Main menu Review recording Re record Append recording Select Additional Destinations Special Delivery Options E se Urgent status On Off El Set Private status On Off El
110. r mailbox Using the greeting number you can select which greeting 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 Select a Personal Greeting on page 57 System The system greeting is a standard prerecorded greeting with all Stratagy ES systems It cannot be recorded over or deleted The greeting states Please leave a message for name Stratagy ES adds your name from the name recording that you made see Record Your Name on page 20 Busy 10 If your 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 The custom busy greeting can also be turned On Off using the Select Your Busy Greeting option on the Change User Options Menu see Select Busy Greeting on page 63 Note The System Administrator must configure your 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 Message Folder After the message plays the urgent status is removed Private Message
111. ral Description e Stratagy Enterprise Server ES Installation amp Maintenance Manual e Stratagy Enterprise Server System Administrator Guide e Stratagy Enterprise Server Quick Reference Guide e Stratagy Library CD ROM Stratagy eBrochure and Advisor CD ROM Packaged with every Stratagy shipped is a CD ROM containing Stratagy eBrochure and an end user tutorial Stratagy Advisor Additional copies of this CD ROM can be purchased from your Dealer Sales Representative eBrochure The eBrochure provides a description of each of the Stratagy products along with audio supplemented mini demonstrations illustrating the capabilities of Stratagy voice processing Also included on the CD ROM is an electronic copy of this Stratagy General Description Advisor The Stratagy Advisor is an end user tutorial that can be used as a learning tool for the new user or as a refresher course for existing Stratagy users The Stratagy Advisor program covers general topics such as play messages send messages etc that are applicable to all models of Stratagy systems The Stratagy 1ES32 and Stratagy ES tutorials are separated into two sections the Telephone User Interface TUI and Unified Messaging All presentations interact with the viewer in order to provide a better understanding of how Stratagy works The Grand Tour This chapter provides an overview of the system and covers the following general topics e Features to personalize your mailbox
112. reen click Schedule The Schedule Fax screen displays shown right 2 Using the drop down menu select the date 3 Using the scroll buttons set the time of day 4 Click Send 6586 100 Stratagy ES User Guide 01 03 Automatic Speech Recognition C Note Automatic Speech Recognition ASR is an optional feature in the Stratagy ES Check with your System Administrator to find out if your system is configured for this feature Stratagy ES s ASR feature enables you to speak into the phone and accomplish the following tasks e Reach a destination by saying the user s name e Log into your mailbox by saying a login command e Send a message by saying send message or quick message A typical company instructional greeting when you reach your company s main phone number would be Thank you for calling ABC Corporation Please say the full name of the person you wish to reach or enter the extension number You can also say send message to send a message or login to login to your mailbox This appendix covers the general procedures for each of these tasks 101 Automatic Speech Recognition Reach Destination Reach Destination After listening to your company s instructional greeting and saying the user s name Stratagy ES follows this procedure Stratagy ES identifies the name and transfers your call to the user s mailbox If Stratagy ES is not sure about the spoken name it prompts yo
113. rt of the menu You can then record your message and if desired add additional destinations when prompted later in the menu Valid destinations are e Mailbox Number Note If you don t know the user s mailbox number you can locate the mailbox number on Stratagy ES s system wide directory by pressing 00 e Personal distribution list e System distribution list e Audio Messaging Interchange Specification AMIS Proxy mailbox number e AMIS Gateway number plus a remote mailbox number Note AMIS analog networking is an optional feature and enables a Stratagy mailbox user to send receive and reply to relayed voice messages over any remote voice mail system that supports the AMIS analog protocol See Send a Message on page 39 for instructions on using these options Personal Distribution Lists You can create up to 25 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 The Grand Tour Message Destination Selections System Distribution Lists In addition to Personal Distribution Lists Stratagy ES supports system wide distribution lists created by the System Administrator for use by everyone in your c
114. rward Volume Speed lt p Ford OO O Fax Viewer Volume Slide Speed Slide Figure 2 Stratagy ES Message Window 106 Stratagy ES User Guide 01 03 Table 5 Multimedia Playback Slide Volume Slide Speed Slide Voice Forward Voice Reply Telephone Playback Fax Viewer Standard Outlook Toolbar Configure Stratagy Voice Mail Record Stratagy Voice Message Unified Messaging UM with Outlook Integration Stratagy ES Message Window Stratagy ES Message Box Buttons Enables you to play rewind fast forward pause and stop message playback Enables you to move to a specific part of the message by dragging this slide button You can adjust the volume of a message by moving the slider If you are playing the message through your telephone you can use this slide bar to change the speed of the playback Lets you easily forward a message to a co worker Displays only when you receive a message from a co worker enabling you to reply to the sender Displays when you set up Outlook to play or record voice messages using your telephone Clicking on it directs Stratagy ES to call your telephone to start the play or record process Note While Stratagy ES is processing the call to your telephone the icon displays an off hook receiver Displays when the message contains a fax When you click on this button Outlook launches your computer s designated application for viewing the Tagged Image File Format TIFF
115. s 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 or copied using the Automatic Message Copy feature Once a message is sent the private status cannot be removed Return Receipt You can mark a message for Return Receipt if you want verification that it has been played When a user completely plays a message marked for Return Receipt a notification is sent back to the sender Stratagy ES notifies the sender the time the message was heard and by whom and then plays the original message as a reminder of the message This can be helpful if multiple messages were sent to the same destination with Return Receipt requested Future Delivery Stratagy ES 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 5 Future Delivery Review on page 30 11 The Grand Tour Message Destination Selections 12 Message Destination Selections At the beginning of the Send Messages menu you are asked to enter the destination mailbox number s You can choose to enter a single destination e g mailbox number or multiple destinations e g mailbox number personal lists Using the Multiple Destinations option enables you to address your message to all the recipients at the sta
116. s or marks from the Software is strictly prohibited You agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief without notice against You or any other person in possession of the Software You and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the Software to TAIS upon demand Furthermore you hereby agree not to create derivative works based on the Software TAIS reserves the right to terminate this license and to immediately repossess the software in the event that You or any other person violates this License Agreement 2 Intellectual Property You acknowledge that no title to the intellectual property in the Software is transferred to you You further acknowledge that title and full ownership rights to the Software will remain the exclusive property of TAIS and or its suppliers and you will not acquire any rights to the Software except the license expressly set forth above You will not remove or change any proprietary notices contained in or on the Software The Software is protected under US patent copyright trade secret and or other proprietary laws as well as international treaties Any transfer use or copying of the software in violation of the License Agreement constitutes copyright infringement You are hereby on notice that any transfer use or copying of the Software in violation of this License Agreement co
117. sages HONBOAO OO From the Main Menu 1 Play Messages E Play the next message Replay the current message Pl Save the current mesage El El Play the Previous message El Delete the current message El Forward the current message O Reply to the current message Special Functions Immediate Fax print of all fax documents within a folder Immediate Fax print of current fax document Send All Fax documents to fax machine for print within a folder Send Current Fax to fax machine for print Message Date and Time Future Delivery Review Play Save Delete Continuous Delete New Saved message folder toggle Continuous Play Return to previous menu E Return to the Main Menu While playing a message you can press El Pause Resume toggle or 30 seconds EJ Turn Up volume Turn Down volume EJ Backup rewind El Go Forward advance El El Change Speed toggle t Optional feature 4554 From the Main Menu press 1 While the message plays you can select 4 to pause resume 8 to turn up volume O to turn down volume to back up rewind to go forward advance and or to 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 Optional For Multiple Folder mailboxes Enter a folder number 1 for Saved Message Folder 2 8 for Personal Folders
118. se your telephone Toshiba Proprietary Integration If your company s Toshiba Strata CTX phone system has the Proprietary Integration with your Stratagy ES 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 3000 or 2000 series digital phone equipped with a Liquid Crystal Display LCD many standard functions of the Stratagy ES 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 Stratagy ES voice prompts still play when soft keys are used Note For general information on using Soft Keys on your phone please see the Strata CTX DKT3000 2000 Series Telephone User Guide Using Stratagy ES with a Strata CTX Toshiba Proprietary 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 ERON news SAVED Feature updates the LCD with this display shown right 2 EA If urgent messages are in the extension s mailbox the SAVED display is r
119. ser multiple users or a destination list See Forward a Message on page 43 for details on this feature 6 Reply to the current Your reply is sent to the originator of the message 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 46 for details on this feature 7 Special Functions Stratagy ES prompts with the options See Special Functions on page 29 for instructions on using this option 1 Replay the current The current message plays from the beginning message 2 Play the previous The previous message plays from the beginning message Note If you are at the top of the message folder pressing 2 takes you to the bottom of the same folder 28 Play Messages Special Functions 9 Return to Main Menu Stratagy ES 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 Special Functions You can print or send faxes 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 Note If a message does not contain a fax Stratagy ES does not play Fax options Press an option number O Immediate Fax print of Retrieves prints all the faxes from your all fax documents within a folder Immediate Fax pri
120. sonal or system distribution list When forwarding a message recording a message comment is optional 1 From the Play Messages Menu press 5 2 Enter one of the following destinations Mailbox number plus Press again to record a message without playing the user s name 00 Directory plus the first letters Q 7 Z 9 of the user s first or last name or the first letters of a system distribution list name Note Entry must be at least three letters long Stratagy ES prompts you to enter the destination i e mailbox number Personal or System Distribution List or Multiple Destinations If you entered a user s mailbox number Stratagy ES plays the user s name or mailbox number for confirmation If you entered a system distribution list mailbox number Stratagy ES plays the list comment or number for confirmation Ask your System Administrator for more information about system lists available to you Note If your Stratagy ES system is designed with a fixed length number for your mailbox number do not press after entering a mailbox number See your System Administrator for specific operation of your system Stratagy ES plays the first match for the combination of letters you entered Note See your System Administrator for specific operation of your system 43 Send Messages Forward a Message 44 Press to select the name as the destination 1 to hear the next name or to cance
121. sonalize Your Mailbox ooooocnnncnnccnocccocnnonccnnnonncnnoconoconncnnncnnncnanonnccnnnoon 4 Message Folders exito idilio ista adorada 4 Single Message Folder ici a 5 Dual Message Folders 5 cii 50 00 ini ac Weng eet a a eiaa 5 Multiple Message Folders eee eeeceseeseecsseeseceseeceeeseeeseeecaaecaeeseeesaeeseeeeaeeaaees 6 Message Typesss i tert ciisehyt eeactisen tetra Io Pen ra 8 Eorwarded Message sit ts 8 Reply Messages cocinando led 8 Fax Message iinan eaaa a is 9 E mail Messale id A ti tt 9 RAIN 10 Personal s ssccessstesesseciaesssscucavesecvcnsavnbets aecgeesoeeatesnsvasesbascanas sesso cbesdestsuacentoutseresten 10 riot 10 BUSY EEEE E cdot le ceteas ocdeuda tovi tas autaved debate sbeumteanucatedieedets 10 Special Delivery Options cnica dt a i a i a 11 Dr o O 11 NN TN RAT 11 Contents Chapter 2 Getting Started Returm Recetas dar 11 Future Delivery iii a A An 11 Message Destination Selections scriind epesi 12 Personal Distribution Lists 2 050 026 hissed oki See feces dais iii ad 12 System Distribution Lists viii ni deta ennai ies 13 DECO A AA E ena 13 US tE OPUONS 20 A A E E AS 14 Us Cr Prompts vna rides 15 Chapter 2 Getting Started User Tutorial cut a 17 Step 1 Access Your MAIIDOX citen it dnd deal olaa dat do 18 Step 2 Record Your Name italia dao aii 20 Step 3 Record Your Personal Greeting 0 0 cece ceeceseeeseeeseeeseeceaeeaeceaeceeeceseeeeeeeaes 21 Step 4 Change Your Security Code oo iii
122. ssing 2 either during or after playing the message Stratagy prompts This message will be saved in the Saved Message Folder e Stratagy ES automatically saves when you do not press 3 delete after playing the message Messages are not moved to the Saved Message Folder until you log out of your mailbox enabling you to return to the new message folder and replay the message Access the Saved Message Folder from the Main Menu by pressing 177 or from the New Message Folder by pressing 77 Stratagy ES automatically accesses the Saved Message Folder when no new messages exist After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder or go to the top of the new message folder by pressing 77 Multiple Message Folders Your messages reside in up to nine folders one new folder 0 one saved folder 1 and up to seven personal folders folders 2 8 created by you for the purpose of saving your messages The personal folders are for only your use When you access your mailbox Stratagy ES announces the number of messages you have in the same manner as the example in Dual Message Folders on page 5 Message folders enable you to store saved messages topically providing better organization of important correspondence You can record a comment for each folder such as Messages from Toshiba America to assist you in locating the right folder in whic
123. stination ADD ADD ADD Create a Guest Mailbox ADD DESTS Additional Destinations ADD MBX ADD ADD Add a mailbox to the list ALL MSGS Copy All Messages AM AM APPEND APND Append recording AUTO COPY Set Automatic Msg Copy BACK UP Backup rewind BSY GRT REC Record Busy Greeting BUSY GREET Select Busy Greeting toggle CALL SCREEN Change Call Screening On Off CANCEL Cancel recording CANCEL MSG CANC CNCL e a and Secunia CHANGE Change notification digits E GRT GRT Change Greeting Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration Table 3 Soft Keys for CTX Digital Telephones continued BIG 014 SDI aaron Voice Mail Functions CONT DELETE Continuous Delete CONT PLAY Continuous Play DATE amp TIME DATE Message Date and Time DELAY TIME Set Delay Time DELETE DEL DEL Delete the message guest mailbox DELETE MBX DEL DEL ee from the personal DELETE MSG Delete message Future Delivery Review DESTINATION Enter automatic copy destination DIRECTORY DIR DIR Directory plus name DND DND DND Change Do Not Disturb On Off Enable Disable SABLE Notification template toggle Automatic copy END TIME Set copy End Time FOLDERS FLDR New Saved message folder FORWARD FWD FWD Forward the current message FUTURE DLVR Set Future Delivery Future Delivery Review GO FORWARD Go forward advance GUEST MBXES GST GST Manage Guest Mailboxes IMM ALL FAX SNDN
124. t Keys for CTX Digital Telephones continued pkrsorasoL DKT30108D Dkr 2010 sD Voice Mail Functions AGES RSET RSET Reset Guest Password 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 Review Option Settings SAVE SAVE SAVE Save the message recording changes SAVE MSG Save message Future Delivery Review acd CODE CODE Change Security Code SELECT NAME PICK PICK Select name SEND MSG SEND SEND Send and Return to Main menu SET DAY Set the Day 1 31 SET HOUR Set the Hour 1 12 SET MINUTES Set the Minutes 0 59 SET MONTH Set up Month 1 12 SET YEAR Set up Year last two digits SPCL FUNCT SPCL Special Functions SND ALL FAX FAXN Send All Fax in folder to fax dev SND THS FAX FAX1 Send Current Fax to fax device SPCIAL SEND SPCL SPCL Special Delivery Options START TIME Set copy Start Time STOP STOP STOP End recording ay Copy Urgent Messages USER OPTNS OPTN OPTN Change User Options YES Resume playback 89 Using Stratagy ES with a Strata CTX Toshiba Proprietary Integration 90 Call Record to Stratagy ES While on an active call a station user can record the conversation and store it in a Stratagy ES 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
125. the code press to re enter The system answers with your standard company greeting Stratagy ES prompts you to enter your mailbox number Stratagy ES prompts you to enter your security code You are now in your mailbox Stratagy ES plays the number of messages you have and then prompts you with a list of choices from the Main Menu Note If the Stratagy ES is fully integrated with the telephone system Stratagy ES is informed of your mailbox number and prompts you for your security code Consult your System Administrator for information on how your system is integrated 19 Getting Started Step 2 Record Your Name 20 Step 2 Record Your Name Your name is announced whenever the directory is accessed you select the system greeting or a message is sent by you to another Stratagy ES user When you first enter your mailbox the Stratagy ES 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 66 1 Atthe tone state your name slowly and clearly if you like you can also state your extension Press when done After your name plays press To accept the recording Re record Stratagy ES plays your name recording Your recording becomes part of your mailbox and Stratagy ES prompts you to record your personal greeting Stratagy ES returns you to the record your name prompt Gett
126. the entire message Note If your System Administrator programmed an automatic date and time stamp for all messages the stamp plays automatically at the beginning of each message Stratagy ES announces the total number of future delivery messages and plays the first message i e future delivery time date destination mailbox and the entire message based on chronological order Stratagy ES automatically saves the message for future delivery Stratagy ES prompts for or entry Press to delete all messages Or to cancel option 7 New Saved message folder toggle If personal folders exist enter a folder number or O to go to new folder 1 to go to Saved Message Folder or to return to previous menu Play Messages Special Functions Deletes multiple messages at one time in your New Saved or Personal Message Folder s without additional action from you Note See the Continuous Play feature on page 32 before using Continuous Delete The number of messages deleted is based on a preset length of time designated in minutes set by your System Administrator on a system wide basis Important The deletion starts with the first message in the folder and continues until the preset time has expired Both heard and unheard messages are deleted If there are multiple folders the deletion occurs only in the folder you are in when you press 6 for continuous delete Returns to Play Messages Menu S
127. tratagy ES checks the system for any personal folders you have created If personal folders exist Stratagy ES prompts for a personal folder number If none exist this feature operates as a toggle and moves you back and forth between the New and Saved Message Folders 31 Play Messages Special Functions 32 8 Continuous Play 9 Return to previous menu Plays many messages at a time in your New Saved or Personal Message Folder s without additional action from you Note Messages played in the New Message Folder remain as new messages and are not automatically saved 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 Important The playback starts with the first message in the folder and continues until the preset time has expired If there are multiple folders the playback occurs only in the folder you are in when you press 8 for continuous playback Ask your System Administrator to verify that you have this option Stratagy ES returns to the Play Messages Menu Play Messages Retrieve and Listen to E mail Messages Retrieve and Listen to E mail Messages Note This feature is only available to users of Stratagy ES with Unified Messaging UM and Text to Speech
128. u The Manage Mailbox Menu plays The Main Menu plays Manage Mailbox Change User Options Change User Options Stratagy ES 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 EA Change User Options Change Do Not Disturb On Off Change Call Screening On Off Change Security Code Select Busy Greeting toggle Record Busy Greeting Record your Name Change message Notification Set Automatic Message Copy Review Option Settings Return to previous menu HHAONAHAOAAOs 4553 Important e Ifyou do not hear all the options for this menu they may not be configured for your mailbox or system Please ask your System Administrator to verify which user options are available to you e Ifthe DND Call Screening or busy greeting features do not function after you have enabled them contact your System Administrator These features can only operate if Stratagy ES performs as the Automated Attendant AA and your telephone system or telephone may be performing that function instead 59 Manage Mailbox Change User Options Change Do Not Disturb DND Setting If you set this feature to On Stratagy ES automatically sends calls to your mailbox without first ringing your telepho
129. u can cancel your newly recorded name and extension and return to the previous menu Stratagy ES confirms that your name has been recorded Stratagy ES returns to the previous menu When your mailbox is accessed you can select either the system or personal greeting to play See Chapter 5 Manage Mailbox for instructions on selecting and creating greetings 67 Manage Mailbox Change User Options 68 Change Message Notification Your mailbox can have 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 enabled a notification record by entering the template number menu shown below Stratagy ES automatically performs the chosen notification method The Stratagy ES enables you to change digits that a notification may use in an attempt to notify you of a message These digits could be the number where you can be reached your paging service or the number that displays in a digital pager s LCD screen It depends on how the notification event has been programmed From the Change User Options Menu Change message Notification Enter notification template number or enter O El for a list of templates El Enable Disable notification template toggle
130. u create The folders are for only your use and you can change them whenever necessary see Manage Personal Folders on page 78 Message Folders Messages in the Stratagy ES are stored in message folders and play in the order received FIFO First In First Out or LIFO Last In First Out Your mailbox has one of the following folder configurations e A single message folder where all messages reside e Dual message folders new saved e Multiple message folders where in addition to the new and saved folders you can create up to seven personal folders for your messages Note Consult your System Administrator for your mailbox s programming The Grand Tour Message Folders Single Message Folder Your messages reside in one message folder When you access your mailbox Stratagy ES announces you have x messages y is are new z is are urgent w fax es New messages play based on the type urgent messages play first and order received FIFO LIFO If no new messages exist Stratagy ES plays any saved messages in the mailbox After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder etc Dual Message Folders Your messages reside in one of two folders new or saved When you access your mailbox Stratagy ES announces you have x new y is are urgent and z saved messages w fax es New Message Folder New messages
131. u with the name match it has made and requests that you confirm the choice by saying yes or no If you say yes Stratagy ES transfers your call to the user s mailbox or if Stratagy ES cannot make a match for the spoken name first or last name or you say no when prompted to confirm the spoken name it prompts you to repeat the name If Stratagy ES recognizes the name when you repeat it it transfers your call to the user s mailbox If Stratagy ES still cannot identify the spoken name it prompts you to spell the first and last name If Stratagy ES recognizes the name it transfers your call to the user s mailbox Or if Stratagy ES cannot make a match it transfers your call to the company operator Note At any time during these steps you can say operator help and reach the company operator Access Your Mailbox After listening to your company s instructional greeting and speaking one of the login commands i e mailbox login mailbox logon user login user logon access mailbox log me in Stratagy ES follows this procedure 102 Stratagy ES prompts you for your name If Stratagy ES recognizes the name it then prompts you for your password Or if Stratagy ES does not recognize the name it follows the same steps as in Reach Destination procedure except it does not transfer you to an operator as a final solution Instead Stratagy ES requests that you hang up and try again
132. ur computer e Without the password the TTS e mail feature does not work This password must match the E mail Server e g Exchange account password for the TTS feature to work 123 Remote User Password Administration for TTS Set Remote User Password Set Remote User Password 124 Enter the Stratagy Cancel Hep gt To install Stratagy ES Remote User Password Administration applet 1 Insert the Stratagy ES Software CD ROM into your computer 2 From the Main Menu select m User Information Remote User E Mailbox Number Password Administration Mailbox Security Code The Stratagy ES E mail Password Remote User Pass word m Server Information Administration Stratagy ES Server Name IP Address screen displays Network SMTP Server Name IP Address shown right 6588 ES mailbox number for the user 4 Enter that mailbox s security code 5 Enter the password that you enter to log into your e mail service 6 Enter the computer name or IP address of the host Stratagy ES system on the local network Your System Administrator should have this information Enter the computer name or IP address of the host SMTP server on the local network Click Send Update The applet will securely send your e mail password directly into the Stratagy ES system Your System Administrator should have this information Using Stratagy ES witha Strata Legacy System G Notes
133. vailable to return their calls or respond to their messages You can prerecord greetings for the days of the week when you are out of the office or on vacation You can update personal greetings as often as you want You can record and store up to seven different recorded greetings from which you can select as your personal greeting The System Administrator can also schedule your greetings to play automatically at different times 1 From the Manage Mailbox Stratagy ES plays the Change Greeting options Menu press 1 2 Enter a number from 1 7 Your greeting is identified by the number chosen For example you can record a general greeting as greeting 1 then record a greeting for holidays 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 greeting speak slowly and in your Personal Greeting clearly Press when e Your name done e Company and or department e Date e Your availability e Instructions to leave a detailed message e Call coverage options 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

Toshiba ES4 Answering Machine User Manual

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