A Portable Guide to
Voice Messaging
585-300-701
Comcode 107395352
Issue 3
November 1994
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Trademarks
DEFINITY is a registered trademark of Lucent Technologies in the U.S. and throughout the
world.
AUDIX is a registered trademark of Lucent Technologies.
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P.O. Box 4100
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Document No. 585-300-701
Comcode 107395352
Issue 3, November 1994
For additional documents, refer to the section entitled, “Related Documents” in “About This
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Software License Agreement” card provided with your package.
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Lucent Technologies Business Communications Systems declares that XXX equipment
specified in this document conforms to the referenced European Union (EU) Directives and
Harmonized Standards listed below:
EMC Directive
89/336/EEC
73/23/EEC
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The “CE” mark affixed to the equipment
means that it conforms to the above
Directives.
Disclaimer
Intellectual property related to this product and registered to AT&T Corporation has been
transferred to Lucent Technologies Incorporated.
Any references within this text to American Telephone and Telegraph Corporation or AT&T
should be interpreted as references to Lucent Technologies Incorporated. The exception is cross
references to books published prior to December 31, 1996, which retain their original AT&T
titles.
Heritage
Lucent Technologies - formed as a result of AT&T’s planned restructuring - designs, builds, and
delivers a wide range of public and private networks, communication systems and software,
consumer and business telephone systems, and microelectronics components. The
world-renowned Bell Laboratories is the research and development arm for the company.
Acknowledgment
This document was prepared by the Product Documentation Development group, Lucent
Technologies, Denver, CO and Columbus,
OH.
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A Portable Guide to Voice Messaging
585-300-701
November 1994
Welcome
■ Call Answering
■ Voice Mail
■ Voice Prompts and Help
Terms/Concepts
■ Incoming Messages (Received by you)4
■ Outgoing Messages (Sent by you)
4
Tips and Highlights
■ General
5
5
6
■ Getting Messages
■ Leaving Messages When No
One Answers
9
9
■ Recording Voice Mail
■ Sending Voice Mail
Logging In
Record Your Name
■ Tips
Change Your Password
Record and Send Messages
■ Recording Your Message
■ Editing Your Message
■ Addressing Your Message
■ Tips
14
14
14
14
15
15
■ Delivering Your Message
■ Tips
*
*
R or 7= Return to Activity Menu
iv
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A Portable Guide to Voice Messaging
585-300-701
November 1994
Get and Respond to Messages
■ Listen to Header or Message
■ Respond to Header or Message
■ Act on Header/Message
Scan Messages Quickly
Create Personal Greetings-Basic
■ Record Greeting
■ Edit
18
18
18
18
18
■ Act on New Greeting
■ Tips
■ Activate Previously Recorded
Greetings
■ Scan All Greetings
Create Personal Greetings-Advanced 20
■ Define Call Types (the first time)
■ Tips
■ Call Types
■ Change Call Type Definition
■ Tips
■ Assign Greetings to Call Types
■ Tips
Multiple Personal Greetings Flowchart 23
Outgoing/Filed Messages
■ Access Outgoing Messages
■ Select Message
24
24
24
24
25
■ Modify Message
■ Resend Message
*
*
R or 7= Return to Activity Menu
v
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A Portable Guide to Voice Messaging
585-300-701
November 1994
Mailing Lists
■ Create List
■ Delete List
■ Scan List Summaries
■ Tips
■ Review/Modify List
Personal Directory
■ Create/Append Directory
■ Tips
28
29
■ Application
■ Review/Delete Directory
Use Directory Assistance
■ Tips
Leave a Call Answer Message
Mailing Lists Log
32
■ List ID
Group Name
32
Personal Greetings Log
33
Command Summary
34
■ Notes
36
*
*
R or 7= Return to Activity Menu
vi
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Welcome
®
Your AUDIX voice messaging system is a complete call
answering and voice mail system.
Call Answering
AUDIX answers your calls when you are unavailable or too
busy to answer your phone. Callers can then leave mes-
sages in your voice “mailbox.” Later, at a time convenient
to you, you can access your mailbox to get those messages.
AUDIX also lets you leave messages in the voice mailboxes
of other AUDIX users when they don’t answer their
phones.
Voice Mail
AUDIX also lets you record messages in advance and send
them directly to the voice mailboxes of other AUDIX users
— without actually calling their phones.
Conversely, other users can record and send voice mail mes-
sages directly to your mailbox. When convenient, you can
access your mailbox to get those messages.
Voice Prompts and Help
AUDIX voice prompts tell you what to do at every step in a
task. Once you have selected the appropriate Activity
Menu option (see page 2 ), you can rely solely on the voice
prompts to figure out what to do. You really don’t need this
book.
Press H (Help) or 4 to find out what step you’re on in a
*
*
task and what your options are. Always use H when you
*
forget what to do next.
NOTE: The
U (or
8) command to recover the message
* *
* *
you just deleted (see pp. 16 & 34) and the # command to back
out of the Reply to Sender option are not available on Intuity
AUDIX R2.0 voice messaging systems, but they are available
on Intuity AUDIX R3.2 systems.
*
*
R or 7= Return to Activity Menu
1
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Terms/Concepts
Activity MenuThe initial activities you can select after log-
ging into the system.
Header
A summary of an incoming message
(equivalent to a return address and post-
mark on a letter). It includes the length
of the message in minutes and/or sec-
onds: "Message from John Parrot
received 7:34 AM, Friday, April first,
70 seconds, extension 23741."
Address
A number or a name specified for an
outgoing message (equivalent to an
address on a letter).
*
*
2
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Terms/Concepts (Cont)
AUDIX Mailbox Your personal storage area for incoming
and outgoing messages (and headers).
Your incoming and outgoing messages are stored in catego-
ries according to their status. The system keeps incoming
messages until you delete them or until an automatic dele-
tion date. Because space is limited, it is wise to regularly
review and delete messages.
*
*
R or 7= Return to Activity Menu
3
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Terms /Concepts (Cont)
Incoming Messages (Received by you)
New
Messages you have not yet retrieved.
Unopened
Messages of which you have listened to
the headers, but not the message itself.
Old
Messages you have listened to but have
not yet deleted.
Outgoing Messages (Sent by you)
Delivered
Messages that have been delivered but
have not yet been listened to by the
recipient.
Accessed
Messages that have been delivered and
listened to by the recipient.
Undelivered
Messages that have not yet been sent
because you scheduled them for future
delivery. You can listen to, re-address,
and re-record these messages any time
before delivery.
Nondeliverable Messages that could not be delivered,
usually because the intended recipient’s
mailbox is full. You can listen to, re-
address, and re-record these messages.
Filed
Copies of outgoing messages that you
saved to resend and/or modify.
*
*
4
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights
General
Log in
From your phone, dial the system
quickly
number, press # only (you don’t need
to type your extension), and enter your
password.
Log in from
anywhere
From a phone connected to your com-
pany’s system, dial the system exten-
sion, then enter your extension and
password.
From any phone not connected to your
company’s system, dial the complete
phone number, including local prefix
(and the area code if long distance),
then enter your extension and pass-
word.
Log in after
leaving a
message
After you get the greeting for another
user’s voice mailbox, you can press
*
R to log into your voice mailbox. Press
R immediately or leave a message
*
and then press R. This tip is extra
*
useful for long distance or pay calls
because you can leave and get mes-
sages with one phone call.
Dial ahead
If you know what buttons to push, push
them without waiting for the system to
respond. NOTE: You can’t bypass
error beeps and important system mes-
sages.
*
*
R or 7= Return to Activity Menu
5
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights (Cont)
Use Help
For help, press H or 4. The system
*
*
states your current options or the next
step.
Avoid using
obvious
passwords
Do not use a password that would be
easy for someone else to guess. See
page 13.
Also, do not put your password on a
programmable function key or speed-
dial key.
Getting Messages
Scan
You can automatically play all of your
messages
quickly
messages by pressing just two buttons.
Scanning is extra useful with a car
phone. See page 17.
Use playback When listening to messages, you have
controls
controls for loudness, speed, stepping
back and forth pausing, and repeating
messages. See page 34.
Make your
mailbox
bigger when
away
When you’re on vacation or away
from your phone for an extended
period, ask your system administrator
to temporarily make your mailbox
bigger. You’ll reduce the chance of it
filling up so callers can’t leave mes-
sages. Also, change your personal
greeting to tell callers who else to talk
to while you’re away.
*
*
6
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights (Cont)
Replace the automatic system greet-
ing with your personal hello. See
page 18. Tell callers they can press 1
Record a
personal
greeting
to skip your greeting and press H or
*
4 for help.
*
Change your greeting everyday to
match your daily schedule and record
multiple greetings that play according
to call type. See page 20.
Delete old
messages
Your mailbox has limited space.
When it’s getting full, the system tells
you.Delete messages or greetings you
don’t need.
Answer
messages
from
Answer a message sent by another
user immediately after listening to it,
either by pressing 1 0 to call the per-
son or by pressing 1 7, 1 1 9, or 1 1 6
to send them a return voice mail mes-
sage. See page 16.
your mailbox
Forward
You can forward a message to
messages
another user or a list of users immedi-
ately after listening to it. After you
forward it, you return to the original
place in your mailbox. See page 16.
To forward to a mailing list, press
L
*
or 5 to specify the list’s address.
*
*
*
R or 7= Return to Activity Menu
7
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights (Cont)
Leaving Messages When No One Answers
Use play-
back and
record
To listen to and edit the messages you
leave when there’s no answer, you have
many controls. See pages 31 and 34.
controls
Bypass
You don’t have to listen to another
user’s call answer greeting. You can,
instead, press 1 to bypass the greeting
and begin recording immediately.
greetings
and record
immediately
Use direc-
tory assis-
tance
If you don’t know the extension of
another user, find it with your voice
messaging system. Log in, press
N
* *
6 and enter the person’s name,
or
* *
last name first. The system tells you
the extension.
Transfer to
Before or after leaving a message for
an extension another user, you can transfer to
another extension. To do this, press
T
*
or 8. Then enter the extension and #.
*
NOTE: this option may not be active on
your system.
Transfer to
operator
Before or after leaving a message for
another user, you can transfer to the
user’s secretary or operator by pressing
0. NOTE: this option may not be active on
your system.
Make
messages
priority
When you want someone to listen to
your message right away, send it as a
priority message. See page 31. NOTE:
this option may not be available for all
users.
*
*
8
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights (Cont)
Make
messages
private
To prevent another user from forward-
ing a message you leave, make it pri-
vate. See page 31.
Use a guest
password
To save time, leave messages directly
in another user’s mailbox. Dial the sys-
tem number, then enter the extension
and guest password (available from
your system administrator). You can
leave messages, but you can’t get mes-
sages.
Customers or other callers can also
save time by using the guest password.
So give it to them, along with your sys-
tem number and extension.
Recording Voice Mail
Use playback
and record
controls
To listen to and edit the messages
you send, you have many controls.
See pages 14 and 34.
Sending Voice Mail
Make
When you want someone to listen to
messages
priority
your message right away, send it as
a priority message. See page 15.
NOTE: this option may not be avail-
able for all users.
Make
messages
private
To prevent another user from for-
warding a message you send, make
it private. See page 15.
*
*
R or 7= Return to Activity Menu
9
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Tips and Highlights (Cont)
Save
messages you
send
Before sending a message, you can
save it in the Outgoing Message file
by pressing 4. Retrieve the message
later to use again. See pages 15 and
24.
Check on
receipt of
messages you
send
After you send a message, check
your Outgoing Message file to see if
the message was delivered and if the
person listened to it. See page 24.
Delete
outgoing/ filed
messages
Delete messages filed in the Outgo-
ing Message file. Filed outgoing
messages can unnecessarily use sys-
tem storage.
Schedule
delivery
Schedule a message for delivery to
others at a specified time and date.
Use the system as a calendar/
reminder by scheduling messages to
yourself. See page 15.
Use mailing
lists
Create a mailing list of extesions.
Then send your message to one des-
tination — the mailing list. All
extensions in the list receive the
message. See page 26. You can also
forward messages to a mailing list.
Send
When you send a message and don't
know the extension of the recipient,
messages to a
name, not an
extension
press A or 2. Then enter the per-
*
*
son's name, last name first. A or
2 switches you back and forth
*
*
between extension and name .
*
*
10
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Logging In
After you log in, you are at the Activity Menu (see page 2).
The system voice prompts tell you what to do and what your
options are. At any time, press * H or * 4 to get information
about your current options.
Important: Change your password immediately after
you log into AUDIX the first time. The system may require
you to do this. See page 13.
*
*
R or 7= Return to Activity Menu
11
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Record Your Name
Record your own name to replace the system greeting for
your voice mailbox. Callers will hear your voice instead of
AUDIX and feel more comfortable about leaving messages.
If the system asks you to record your name as you log in,
you must press 1 and begin at step 2 in the instructions
below. You can record your name at any time after logging
in by following the entire procedure, beginning at step 1.
1. Press 5 5 from the Activity Menu.
2. Say your name after the tone.
3. Press 1.
4. Press one of the following
- 1 to re-record (return to step 2).
- 2 3 to play back.
5. Press 1.
6. Press # to approve.
Tips
You usually don’t have to wait for the voice prompts. In
most cases, you can dial through them to enter a com-
mand without waiting and from anywhere in the system.
You can’t dial through errors and important messages the
system wants you to hear. When you try to dial through
prompts at these times, you hear a beep.
After leaving a call answer message, access your own
voice mailbox by pressing R or 7. NOTE: this capa-
*
*
bility may not be available on your system.
Schedule a voice message to yourself as a meeting
reminder (p. 15).
*
*
12
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Change Your Password
Change your password immediately after you become an
AUDIX subscriber. You should also continue to change
your password at least once every three months.
If the system asks you to change your password as you log
in, you must press 1 and begin at step 2 in the instructions
below. You can change your password at any time after log-
ging in by following the entire procedure, beginning at step
1.
1. Press 5 4 from the Activity Menu.
2. Enter new password (up to 15 digits) and press #.
3. Re-enter new password and press #.
Caution:
Do not use a password that uses:
- Ascending or descending digits (for example, 1234 or
4321)
- The same digits (for example 0000)
- Digits corresponding to your name or initials (for exam-
ple, 5646 for John)
- Current year (for example, 1993)
- The same number as your extension (for example,
extension 3455, password 3455)
- Reverse extension (for example, extension 3455, pass-
word 5543)
- Numbers that identify you, such as your social security
number, employee ID, room number, or department
Also, do not put your password on a programmable func-
tion key or speed-dial key.
*
*
R or 7= Return to Activity Menu
13
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Record and Send Messages
Recording Your Message
1. Press 1 from the Activity Menu.
You can skip the prompt by pressing 1 again.
2. Record at the tone.
•Press 1 to stop recording or pause.
Editing Your Message
•Press one of the following:
-1 to continue recording.
-2 3 to play back. See additional Playback
Options on page 17 or 34.
- D or 3 to delete (and begin again)
*
*
3. Press # to approve message.
Addressing Your Message
4. Do one of the following:
Tips
Press A or 2 to
switch between
number and name
addressing. Enter
last name first.
(See the alpha-
betic keypad refer-
ence on page 34.)
- Enter recipient’s address
and press #.
- To send to multiple
recipients via a mailing
list:
*
*
a. Press L to access
*
a list.
a. Enter list owner’s
extension and press #.
(If you’re the owner,
just press #.)
You can use only
your mailing lists
and those of other
users on your
Audix system.
Press D or 3 to
a. Enter list ID (name)
*
*
delete an in-
and press #.
correct address or
list.
Repeat step 4 for additional
recipients.
To review
addresses press
1.
5. Press # to approve
*
addressing.
*
*
14
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Record and Send Messages
Delivering Your Message
6. Press # to deliver immediately.
Or, do any combination of the following:
- Press 0 to have the system recite this list of
options to you.
- Press 1 to make your message private.
(Press 1 again to undo.)
- Press 2 to make your message priority
(if available).
(Press 2 again to undo.)
- Press 3 to schedule delivery.
(Press 3 again to undo.)
- Press 4 to file a copy.
(Press 4 again to undo.)
To schedule delivery:
Then press # to approve
and deliver.
a. Enter delivery time
(405 = 4:05).
a. Enter A (or 2) for
AM or P
(or 7) for PM and
press #.
Send
Messages
a. Enter delivery
month and day (502
= May 2) and press
#.
Record
1
a. Press # to approve
or 3 (or D) to
*
*
Speak
start over.
Approve
Address
#
#
#
Approve
Tips
Filed messages
can be modified
and sent again.
See page 24.
Send
Now
#
*
*
R or 7= Return to Activity Menu
15
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Get and Respond to Messages
1. Press 2 from the Activity Menu.
Listen to Header or Message
2. Press any combination of the following:
- 0 to listen to the message.
- 2 to rewind the message (or return to previous).
- 2 3 to play back the header.
- (See other playback options on the next page.)
Respond to Header or Message
You can respond to a message during or after listening to the
message or header.
3. Do one of the following :
- To reply to sender by voice mail, press 1 1 6 or
1 7. To reply and attach original, press 1 1 9.
After recording, press # to approve, then
schedule delivery or press # to send now.
- To call sender, press 1 0.
- To record a message to someone other than the
sender, press 1 4. (See “Record and Send Mes-
sages” steps 2 - 6 to complete this or the next
option. Use L or 5 to send to mailing lists.)
*
*
- To forward with comment, press 1 2 .
- To escape back to step 2, press # (may not be
available with your system)
Act on Header/Message
4. Press any combination:
Tips
Pressing
H or
4
* *
* *
to hold a message in
-
-
D or 3 to delete message.
*
*
the New category lets
your message waiting
indicator stay on.
U or
8 to restore the
* *
* *
last message you deleted
(not available with all systems).
- # to save and skip to the
next message.
When recording a
response, press 1 to
skip the record prompt.
-
H or
4 to hold
The system saves
messages for the
length of time set by
your administrator.
delete them.
* *
* *
message in current category
and skip to next message.
# to skip to the next
message category
*
Each message header
tells you the length of
the message in min-
utes and/or seconds.
*
*
16
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Scan Messages Quickly
ier scanning method. Auto Scan is most useful for mobile
phone users, as it requires touching only two buttons.:
1. Press 7 from the Activity Menu.
2. Press one of the following:
- 1 to scan headers and messages.
- 2 to scan headers only.
- 3 to scan messages only.
3. Use the Respond and Act On options (steps 3 and 4 on
page 16) as necessary. The system pauses three seconds
between messages.
NOTE: Don’t forget to delete messages so your
mailbox doesn’t fill up.
*
*
R or 7= Return to Activity Menu
17
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Create Personal Greetings-Basic
Activate Previously Recorded
Your system allows you to record and store several personal
greetings, each for a specific situation. You can manually
activate each greeting as needed (basic mode), or you can
keep a number of greetings active at once (advanced mode).
Record Greeting
NOTE: The system skips Steps 2 and 4 below if the
multiple personal greetings feature isn’t turned on.
1. Press 3 from the Activity Menu.
2. Listen to a summary of active greetings.
3. Press 1 to record or re-record a greeting.
4. Enter a number (1-9) for the greeting.
5. Speak greeting at the tone.
6. Press 1 to stop or pause.
Edit
7. Press:
- 1 to continue.
- 2 3 to play back.
-
D to delete
*
Tips
- (return to step 5).
The system
greeting is
always greeting
0.
8. Press # to approve.
Act on New Greeting
9. Do one of the following:
The system
doesn’t care what
single-digit num-
ber you assign to
each greeting.
- Press # to leave the
greeting inactive.
- Follow the prompts to
activate the greeting.
Keep track of
your greetings by
noting them on
page 33 or by
scanning them.
NOTE: You can also assign greetings to specific
types of calls. This advanced mode allows you to
have as many as three greetings active at once. See
pages 20-23.
*
*
18
H or 4 = Help / Current Options
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
Create Personal Greetings-Basic (Cont)
Greetings
1. Press 3 3 from the Activity Menu.
2. Enter the greeting number.
3. Follow the prompts to activate for all calls or for indi-
vidual call types.
Scan All Greetings
1. Press 3 2 from the Activity Menu.
2. Listen to first greeting status statement.
3. Press any combination of the following:
- 0 to listen to a greeting.
- 1 to re-record a greeting.
-
D or 3 to delete and skip to the next greeting.
*
*
- 2 to return to the previous
greeting.
- # to save and skip to
the next greeting.
Then press * # to quit scanning.
*
*
R or 7= Return to Activity Menu
19
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Create Personal Greetings-Advanced
After you have recorded several personal greetings, you
may want to assign those greetings to specific types of
incoming calls. Besides the basic mode of using one greet-
ing for all calls, you can set up specific greetings for:
• 1) internal and 2) external calls
• 1) busy and 2) no answer calls
• 1) prime-time internal, 2) prime-time
external, and 3) out-of-hours calls
• 1) prime-time busy, 2) prime-time
no answer, and 3) out-of-hours calls
The first step is to define the types of calls you want to dif-
ferentiate.
NOTE: Your system may not permit the use of busy/no
answer call types. This is the case for systems connected to
the MERLIN LEGEND system.
Define Call Types (the first time)
1. Press 3 4 from the Activity Menu.
2. Press one of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not be
available on your system).
3. Press one of the following:
- 3 to differentiate out-of-hours calls.
- 4 to make no distinction between
prime time and out-of-hours calls.
4. Proceed to page 22 to assign
Tips
When you select the
greetings to call types.
out-of-hours call type,
the other call types
automatically apply
only to prime-time
calls.
You must make a
choice between inter-
nal/external and
busy/no answer call
types. The system is
not set up to handle
both sets of situations
simultaneously.
*
*
20
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Issue 3
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Create Personal Greetings-Advanced (Cont)
Call Types
Internal calls come from callers at your location. Ex-ternal
calls come from outside your location.
Busy calls are those that come in when you are already using
your phone line(s). No answer calls are those that come in
when you do not answer. NOTE: These types may not be
available with your system.
Out-of-hours calls are those that come in after standard
business hours — defined by your system administrator.
(Weekend greetings must be activated manually — basic
mode only.)
Change Call Type Definition
1. Press 3 4 from the Activity Menu.
2. Press any combination of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not
be available on your system).
- 3 to differentiate out-of-hours calls.
- 4 to turn off out-of-hours differentiation.
- 5 to use a single greeting for all calls (negate call type
definition).
3. Press # to approve and proceed to page 22 to assign
greetings to call types.
Tips
To deselect a call type,
simply select another
call type in its place.
To deselect a greeting,
simply select another
greeting in its place.
*
*
R or 7= Return to Activity Menu
21
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Issue 3
November 1994
Create Personal Greetings-Advanced (Cont)
After you have recorded multiple personal greetings (pages
18 and 19) and defined the call types to which you want to
assign those greetings (pages 20 and 21), use the following
procedures to assign greetings to call types.
Assign Greetings to Call Types
1. Press 3 from the Activity Menu.
2. Listen to the summary of active greetings.
3. Press 3 to activate a greeting.
4. Enter 0-9 to indicate which greeting you want to assign
to a call type.
5. Press any combination of the following:
- 1 to use the greeting for each call type.
- 2 to use the greeting for Internal (or Busy) calls.
- 3 to use the greeting for External (or No Answer) calls.
- 4 to use the greeting for Out-of-hours calls.
6. Press # to approve.
7. Press R or 7 to return to the Activity Menu.
* *
Tips
To set up different greet-
ings strictly for prime-time
and out-of hours calls, you
must assign the same
greeting to the two prime-
time calls types (internal
and external or busy and
no answer).
Your specific options at
step 5 depend on the call
types you chose to differ-
entiate on pages 20 and
21. Listen to the voice
prompts for guidance.
*
*
H or 4 = Help / Current Options
22
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Issue 3
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Outgoing/Filed Messages
Follow steps 1, 2, and 3 to see if an outgoing message was
delivered. To modify or resend a message, follow steps 1
through 6.
Access Outgoing Messages
1. Press 4 from the Activity Menu.
2. Listen to first message header.
Select Message
3. Press any or none of the following:
- 0 To listen to the message
- 2 3 to play back the message header
-
D or 3 to delete and skip to the next message
*
*
- 2 2 to return to previous messages
- # To save and skip to the next message
-
# to skip to the next message category
*
NOTE: For Delivered or Accessed messages, you can
listen to the headers only. You can’t change or resend
these messages. After you review an accessed mes-
sage header, the system deletes the header automati-
cally.
Modify Message
Tips
You can modify/re-send
three types of outgoing
mesages: Undelivered
(scheduled for future
delivery), Nondeliverable
(bad adress or recipient’s
mailbox is full), and Filed.
4. Press 1 to modify and/or
resend the selected
message.
5. Do one of the following:
- To resend the message
as is, press # and go to
step 6.
Be sure to delete mes-
sages and headers regu-
larly. The Outgoing
Message file consumes
much of your system's
resources.
- To re-record:
a. Press 1.
a. Speak message at
the tone.
Press # # to resend an
undelivered message to
the original recipient only
(step 6).
a. Edit normally.
a. Press # to approve.
*
*
24
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Issue 3
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Outgoing/Filed Messages (Cont)
Resend Message
6. Do one of the following:
- For Filed and Nondeliverable Messages -
a. Enter addresses (or list via L or 5).
*
*
a. Press # # to approve and send immediately.
Or
Enter delivery options (see page 15) and press #.
Note: If you resend a filed message, it leaves the file
cabinet portion of your mailbox. You must file a copy
again to retain it (see page 15).
- For Undelivered
Messages -
a. Enter additional
addresses and
press #.
Or
Enter 1 to review
*
and edit original
addresses.
a. Change delivery
times or options
(see p. 15).
*
*
R or 7= Return to Activity Menu
25
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Issue 3
November 1994
Mailing Lists
Create List
1. Press 5 1 1 from the Activity Menu.
2. Enter list ID (up to 6 letters or digits) and press #.
3. Press one of the following:
- 1 to make the list private.
- 2 to make the list public.
4. Enter an address and press #.
5. Repeat step 4 until list is complete.
6. Press # to approve.
Delete List
See Scan List Summaries below.
Scan List Summaries
1. Press 5 1 2 from the
Tips
Activity Menu.
When creating a list, you
2. Listen to the list
summary.
can also append an exist-
ing list by entering L or
*
5 (at step 4). NOTE: after
you append a list, the sys-
tem asks for more exten-
sions. Do not add
*
3. Press any combination
of the following:
- # to skip to next list.
extensions of the list just
appended.
-
D or * 3 to delete
the entire list.
*
Specify an address as a
number or name — press
A or 2 to switch modes.
- 0 to review/modify
list members.
(Go to step 4 of
*
*
(See the alphabetic key-
pad reference on p. 34.)
Review/Modify List.)
Delete addresses in two
ways: 1) Review the list
until you find each
address, then press D or
*
3; or 2) At step 4 on page
*
27, press 1 immediately,
enter the address to be
deleted, and press D or
*
3. Repeat for other
*
addresses.
*
*
26
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Issue 3
November 1994
Mailing Lists (Cont)
Review/Modify List
1. Press 5 1 3 from the Activity Menu.
2. Enter list owner’s extension and press #. (If you own
the list, simply press #.)
3. Enter list ID and press #.
4. Listen to the first name, then press any combination of
the following:
- # to skip to the next name.
-
D or 3 to delete name.
*
*
- 2 to repeat name.
- 2 2 to return to previous name.
-
1 to review from beginning.
*
- 1 to add/delete specified entries or change public/pri-
vate status, then do the following:
a. Press Y (9) or N (6) to change status.
a. Enter address and press #.
a. Listen to name, and
if deleting, press
or 3.
*
D
*
a. Repeat b and c for
each addition/dele-
tion.
a. Press # to stop
*
adding/deleting
specified entries.
5. Press # when finished
reviewing.
*
*
R or 7= Return to Activity Menu
27
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Issue 3
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Personal Directory
The system allows you to create a personal directory of
abbreviated names (aliases) for frequently used addresses.
It’s essentially a sophisticated speed dialing feature.
Create/Append Directory
1. Press 5 2 1 from the Activity Menu.
2. Enter an address and press #.
3. Listen to your entry’s address.
If the name is incorrect, press
D or 3 to delete and repeat
steps 2 and 3.
*
*
4. Enter your abbreviated
version of the address
(up to 10 characters)
and press #.
Tips
Your personal directory
comes into play automati-
cally; the system refers to
your personal directory
anytime you enter a name
address.
5. Repeat steps 2, 3, and
4 to add more names to
your personal directory.
The system doesn’t care
what numbers or letters
you use for each alias.
6. When finished, press #
to approve.
NOTE: You must be addressing by name (*A or * 2) to
use your personal directory. You can create your per-
sonal directory in name or number addressing mode.
Application
When name–addressing a voice mail message to Dr. Emilio
Ramirez, you might enter E R # instead of the longer name.
You can also use an alias when transferring out of the sys-
tem ( T or 8).
*
*
*
*
28
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Issue 3
November 1994
Personal Directory (Cont)
Review/Delete Directory
1. Press 5 2.
2. Do one of the following:
- Press 2 to review all aliases. While listening to each
entry, press
-
-
-
-
# to skip to next alias.
D or 3 to delete.
*
*
2 2 to return to the previous alias.
# to stop reviewing.
*
- Press 3 to review specific aliases:
a. Enter alias to review and press #.
a. Listen to corresponding address.
a. Repeat for more aliases.
a. Press # to stop reviewing.
*
3. Press R or 7 to return to the Activity Menu.
*
*
*
*
R or 7= Return to Activity Menu
29
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Issue 3
November 1994
Use Directory Assistance
Directory assistance is just like a telephone book. If you
know the name of a person, you can use AUDIX directory
assistance to find that person’s extension. Also, if you have
an extension, you can use directory assistance to find the
name of the person with that extension.
1. Press
N or
6 from anywhere in the system.
* *
* *
2. Do one of the following:
- If you want to hear the extension number associated
with a name, enter the name (last name first, with no
spaces between the first and last name), then press #.
- If you want to hear the name associated with an address,
press A or 2, enter the address, then press #. (See
*
*
the alphabetic keypad reference on p. 34)
Tips
The extension number you hear
associated with a name is not
always the entire address. You
must add the appropriate pre-
fix numbers for remote systems.
*
*
30
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Leave a Call Answer Message
When leaving a call answer message, you have several
options for making full and efficient use of the system.
When it answers the phone, you can:
• Press 1 to skip the greeting (if you're sure you won't
be missing new information the called party might
have left for you in the greeting).
• Leave a detailed message (it is generally more effi-
cient to convey information than to simply request a
return call).
• Press D or 3 to delete and start over.
*
*
• Press 1 2 3 to stop recording and review your mes-
sage.
Before, or after leaving a message, you can:
• Escape to a covering extension by pressing 0.
(It is possible that no covering extension has been
assigned, and this won't work. Check with your sys-
tem administrator.)
• Transfer to another extension (may not be active on your
system):
a. Press T or 8.
*
*
a. Enter the extension.
a. Press #.
• If the receiver's mailbox is on the same system as your
own, you can log into yours by pressing R or
(may not be available on your system).
7
*
*
NOTE: if you record a message and then either hang up or
go to another option, the system delivers your message to
the person you are calling. You don’t have to approve it. To
pre3v.ent delivery of your message, you must delete it with
*
After recording a message and approving it with #, you can
mark it as Private (non-forwardable) by pressing 1 or mark
it as Priority by pressing 2..
*
*
R or 7= Return to Activity Menu
31
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Issue 3
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Mailing Lists Log
List ID
Group Name
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
_______________ ________________
*
*
32
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Flow Chart of Shortcuts
35
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A Portable Guide to Voice Messaging
585-300-701
Issue 3
November 1994
To order additional copies of this document, call the AT&T
GBCS Publications Fulfillment Center:
(800)457-1235 (U.S. phone)
(800)457-1764 (FAX)
1 (317)361-5353 (phone
outside U.S.)
For more information about AT&T documents, see the AT&T
Global Business Communications Systems Publications
Catalog (555-000-010)
Notice: The information in this document is subject to
change without notice. AT&T assumes no responsibility for
any errors that may appear in this document.
Prepared by Product Documentation Development, Denver,
CO.
Copyright 1994 AT&T
585-300-701, Issue 3,
November, 1994
*
*
R or 7= Return to Activity Menu
37
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Issue 3
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*
*
38
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