INTUITY™ Multimedia Messaging
User’s Guide
585-310-748
Comcode 107889354
Issue 2
January 1997
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Contents
Page iii
Contents
Contents
for Your Messaging System
vii
1
3
4
4
5
6
8
8
■ Welcome
■ Call Your Mailbox
■ Get Around in Your Mailbox
Voice Prompts and Help
Basic Commands
■ Change Your Password
■ Record a Greeting for Callers
Recording Your Basic Greeting
Personal Fax Extension
10
11
11
11
12
13
15
15
15
■ Get Messages You’ve Received
Multimedia Component Limits
Listening to a Voice/E-Mail Message
Responding to a Message
Acting on a Message
Handling a Call When You Hear Fax Tones
Option One ____
Option Two ____
Modem-Equipped Computer
16
18
19
21
■ Record and Send Messages
Sending a Voice or Voice-Fax Message
Sending a Fax-Only Message
Sending a Voice-Fax Message by Forwarding
a Fax
21
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
Contents
Page iv
Forwarding E-Mail and Attached Files
22
23
25
27
28
29
30
31
Enhanced Delivery Options
■ Leave a Message When a User Doesn’t Answer
■ Set Fax/E-Mail Print Options
Selecting Autoprint/Autodelete (Optional)
■ Create Mailing Lists
Deleting Addresses from a List
Scanning List Summaries
Greetings
33
33
34
34
Call Types
Defining Call Types the First Time
Changing Call Types
Messages
38
38
39
39
41
41
42
44
45
Checking the Status of Messages You’ve Sent
Changing and Re-sending a Message
Re-sending a Message
■ Create a Personal Directory
Creating and Appending a Directory
Reviewing and Deleting Entries from a Directory
■ Scan/Print Messages Quickly
■ How the System Interprets Text/E-Mail
■ Joined Telephone and E-Mail
Mailboxes
49
49
52
Options to Join Mailboxes
Frequency of Polling Mailboxes
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January 1997
Contents
Password
55
55
57
57
57
60
60
63
Leaving a Guest Password Message
■ Tips and Highlights
General Message Handling
Getting Messages
Leaving Messages When No One Answers
Mailing Messages
■ Terms and Concepts
Index
IN-1
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Contents
Page vi
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Important Numbers and Codes for Your Messaging System
Page vii
Important Numbers and Codes
for Your Messaging System
This page lists the primary numbers and codes you need to use your multimedia
messaging system effectively. If the blanks on this page have not been completed, call
your system administrator for the proper codes/numbers.
■
■
■
■
■
System phone number:
___________
___________
___________
___________
System default password:
Your system administrator’s telephone number:
Guest password:
Your mailbox holds ______ minutes of greetings and messages. One fax page is
the equivalent of 40 seconds of a voice message. Two kilobytes of e-mail or a
binary file is the equivalent of 1 second of a voice message.
■
■
■
A message can be up to _____ minutes in length.
A message expires and is deleted after _____ days in your mailbox.
Mail prefixes for remote locations:
Prefix
Description
_____________
_____________
_____________
_____________
_______________________________________
_______________________________________
_______________________________________
_______________________________________
See attachment for additional mailing prefixes.
Fax print prefix numbers:
■
_________ (prefix) and ________ (digits required, in-house system)
_________ (prefix) and ________ (digits required, local area)
_________ (prefix) and ________ (digits required, long-distance
_________ (prefix) and ________ (digits required,__________________)
_________ (prefix) and ________ (digits required,__________________)
■
■
Transfer into AUDIX code:
_______________________
Joined mailbox polling time and
frequency:
_____________________________
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Important Numbers and Codes for Your Messaging System
Page viii
■
Available options for joined mailboxes (marked with X):
AUDIX to E-mail
Options
Lotus to E-mail
Options
Link
Link
❑
❑
❑
❑
❑
❑
❑
❑
❑
❑
❑
Copy headers only
Transfer
Copy headers only
Transfer
Unread only
Unread only
Remove old copies
Remove old copies
Propagate expirations
■
Current large list extensions:
List Extension
_____________
_____________
_____________
_____________
Description
_______________________________________
_______________________________________
_______________________________________
_______________________________________
See attachment for additional large lists.
For information about PC-based voice/fax message handling, see the Lucent
Intuity Message Manager User’s Guide for your specific system.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Welcome
Page 1
Welcome
TM
®
With the INTUITY AUDIX messaging system, you have the following capabilities using
your telephone:
Call
Answering
The system answers calls when you can’t. Callers may then leave
messages in your “mailbox.” Later, you can access your mailbox to get
those messages.
Voice Mail
You can record voice messages in advance and send them to the
mailboxes of other users without actually calling their telephones.
Other users also can record and send voice mail messages directly to your
mailbox. When convenient, you can access your mailbox to get those
messages.
Fax
Messaging
Callers can send faxes to your normal telephone number instead of to a fax
machine. In addition, you and other users can:
■ Attach a fax to a voice mail message in a single call
■ Forward received faxes
■ Send faxes to printers, PCs, or laptop computers
■ Send or forward faxes to internal extensions, system mailing lists,
and/or external numbers.
1
Text
AUDIX lets you receive e-mail and attached binary files . You can:
Message
Storage
and
■ Print an e-mail message to a fax machine
■ Forward e-mail and binary files to:
Retrieval
— Internal extensions and mailing lists
— External numbers, including PCs or laptop computers
— Notes and cc:mail users connected to your system
■ Listen to e-mail
■ However, you can’t create an e-mail message using your telephone.
1. A binary file is a computer software file that you can look at with the appropriate
software product. For example, you might receive binary files that you view and
modify with Lotus® 1-2-3™ or Microsoft® Word™.
CAUTION: By sending or receiving an attached file, you might inadvertently
spread a computer virus. Always check files you send or receive for viruses before
running them.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Welcome
Page 2
TM
Lucent
INTUITY
Lucent INTUITY Message Manager is a Windows -based interface to
AUDIX that runs on your P.C. With it, you can:
Message
Manager
■ Create, send, receive, forward, respond to, and review all message
1
types, including voice, fax, text, and attached files
■ See a list of message headers
■ Annotate messages with subject headings
For more information, see the Lucent INTUITY™ Message Manager
Release 4 User Guide, 585-310-743.
Messaging
to and from
e-mail
You can send voice or fax messages to an e-mail user (such as a user of
Lotus Notes or cc:mail). You can also receive e-mail in your voice mailbox
if integrated messaging software is connected to your system.
systems
In addition, you have joined mailboxes. Joined mailboxes are logically
linked so you can:
■ Manage all of your incoming messages (voice, fax, e-mail, and binary
files) from either mailbox. Thus, a voice message in your voice
mailbox also appears in your e-mail mailbox. E-mail in your e-mail
mailbox also appears in your voice mailbox.
■ Click on an icon in your e-mail mailbox to listen to a voice message,
instead of logging into your voice mailbox.
■ Print e-mail from your voice mailbox in the same way you print faxes.
■ Listen to e-mail from your voice mailbox (if text-to-speech conversion
is available on your system).
■ Copy headers only from one mailbox to the other so you are notified
that you have messages in the other mailbox.
For more information, see ‘‘Joined Telephone and E-Mail Mailboxes’’ on
page 49. Or see the user guide for your e-mail integrated messaging
product.
1. CAUTION: By sending or receiving an attached file, you might inadvertently spread a
computer virus. Always check files you send or receive for viruses before running them.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Call Your Mailbox
Call Your Mailbox
Your mailbox stores incoming and outgoing voice, fax, e-mail, or multimedia messages
and headers. Your mailbox stores messages by their status (see Figure 1).
Figure 1. Your Voice Mailbox
To call the first time, pick up your phone and enter:
1. Your system-access number.
#
2. Your extension, followed by
.
#
3. Your default password, followed by
.
NOTE:
Change your default password to a new password as soon as possible. See
‘‘Change Your Password’’ on page 6.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Around in Your Mailbox
Page 4
Get Around in Your Mailbox
When you call your mailbox and login, you reach the Main Menu. The Main Menu is also
referred to as the Activity Menu.
MAIN MENU OPTIONS
1
Record and send messages
Create, address, and select delivery options for mail messages.
2
Get messages
Listen to, respond to, print, and delete messages.
3
Create greetings
Create, change, and activate personal greetings
4
Outgoing and filed messages
Determine the status of and listen to messages you previously created.
5
Personal options
Set up mailing lists, personal directory, fax printing, preferred medium, password,
recorded name, and addressing sequence.
6
Outcalling
Select if, when, and where the system calls you when new messages are
delivered to your mailbox.
7
Autoscan/Autoprint
Scan messages or print all new faxes by pushing just two buttons.
Voice Prompts and Help
After you log in, the voice prompts always tell you what to do.
H
4
■
For help at any time, press
(
) to get a list of your current options, or
*
*
*
R
7
■
To return to the Main Menu, press
(
).
*
Tips
Usually, you can dial through a voice prompt to enter a command
without waiting for the prompt to finish. But you can’t dial through
error messages and prompts the system wants you to hear.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Around in Your Mailbox
Page 5
Basic Commands
Touch-Tone Keys
Command
4
7
9
H
(or
(or
(or
6
)
)
)
Help
*
*
*
*
*
*
(or
R
Return to Main Menu
Wait
W
N
X
)
)
Look up number/name
Exit system
* *
* *
* *
* *
9
(or
0
Transfer call to operator
Delete
*
*
3
D
(or
8
)
*
(or
U
H
)
)
Undelete
* *
* *
* *
* *
4
(or
Hold message in category
Transfer out
8
T
(or
7
)
*
*
(or
R
)
Log in again
* *
* *
Use while listening to messages
9
Increase speed
8
4
7
6
5
Decrease speed
Increase volume
Decrease volume
Skip forward
Skip backward
6
5
Skip to next message component
Skip to previous message component
*
*
Use while addressing
2
5
A
L
(or
(or
)
)
Alternate between name and number addressing
Use mailing list for addressing
*
*
*
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Change Your Password
Page 6
Change Your Password
Your system administrator establishes your default password. Change this password
immediately after you login the first time.
To change your password:
5
4
1. Press
from the Main Menu.
#
2. Enter the new password (up to 15 digits), followed by
.
#
3. Re-enter the new password again, followed by
.
!
SECURITY ALERT:
Don’t use a password that uses:
■
■
■
■
■
Ascending or descending digits (for example, 1234 or 4321)
The same digits (for example 0000)
Digits matching your name or initials (for example, 5646 for John)
The current year (for example, 1996)
The same number as your extension (for example, extension 3455,
password 3455)
■
■
A reverse extension (for example, extension 3455, password 5543)
Numbers that identify you, such as your social security number, employee
ID, room number, or department
■
A programmable function key or speed-dial key
Personal
Change
options
password
admin.
Enter
Enter
Log into
mailbox
New password
New password
Figure 2. Change Password
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record Your Name
Page 7
Record Your Name
Record your name to replace the system greeting for your mailbox. Callers hear your
voice and feel comfortable they have reached the right person.
To record your name:
5
1
5
1. Press
2. Press
from the Main Menu. Speak your name after the tone.
to stop.
3. (Optional): One of the following:
Re-record.
1
2
#
3
Play back.
4.
to approve.
Playback
Approve
Personal Record
Stop
options
name
Record
name
Log into
mailbox
Initial login
to mailbox
Re-record
4namerec LJK 032696
Figure 3. Record Your Name1
1. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record a Greeting for Callers
Page 8
Record a Greeting for Callers
When you don’t answer your telephone, the system works just like an answering
machine. The system sends the call to your mailbox. Then, the caller either hears a
system greeting or a greeting you’ve recorded.
You can record and store several personal greetings, each for a specific situation. You
can manually activate each greeting as needed, or you can keep a number of greetings
active at once (see ‘‘Create and Use Multiple Personal Greetings’’ on page 33).
Recording Your Basic Greeting
To record your basic greeting:
3
1
1. Press
from the Main Menu. Speak your greeting at the tone.
You may need to enter a greeting number before you speak your greeting.
2. (Optional): Press one of the following:
1
2
1
Pause (and
Play back.
again to continue recording).
3
3
D
(
)
Delete and begin again.
*
*
#
3. Press
to approve. Do one of the following:
■
Follow the prompts to activate the greeting.
#
■
Press
to leave the greeting inactive.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record a Greeting for Callers
Page 9
Stop/
continue
recording
Personal
greeting
administration
Delete
If
greeting not
Listen to
greeting
recorded
Record
greeting
Playback
Record
Greeting
greeting
number
Approve
Active
Review
status
Not
active
Scan
greetings
If
Play
Activate
previously
recorded
greetings
greeting
recorded
Activate
greeting
Re-record
Delete
Approve
4pgchrec LJK 032696
Figure 4. Record Basic Greeting2
Recording a Special Greeting for
Voice/Fax Messages
Fax messaging is new. So your greeting should briefly tell callers how to send a fax to
your mailbox number.
Example:
“This is Richard Hyatt. I’m away from my desk. Please leave a message at the tone. My
telephone is also a fax line. To send me a fax, send it to this number the same way you
send any fax.”
2. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record a Greeting for Callers
Page 10
Recording a Special Greeting for a
Personal Fax Extension
If you receive frequent faxes, your system administrator may set up a second fax-only
extension, your personal fax extension. In this case, your greeting should tell callers how
to send a fax to your fax extension.
Example:
“This is Diane Downer. I’m unable to take your call; please leave a message at the tone.
If you want to send me a fax, please call my fax number at 332-3626.”
NOTE:
A personal fax extension does not accept voice messages. To leave a voice-fax
message, callers must call your normal extension.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 11
Get Messages You’ve Received
You can listen to:
■
Message headers, which tell you:
— Message type(s) — voice, fax, e-mail, and/or binary file
— Who sent the message
— When the message was sent and how big it is
Voice messages
■
■
E-Mail messages. See ‘‘How the System Interprets Text/E-Mail’’ on page 45.
You can print out:
■
Fax messages
E-Mail messages
■
A cover page is included when you print. It lists the size of each component of a
message, including the size of attached files. You can view an attached file only by using
Message Manager or a joined e-mail mailbox.
!
CAUTION:
By sending or receiving an attached file, you might inadvertently spread a
computer virus. Always check files you send or receive for viruses before running
them.
Multimedia Component Limits
A single message can contain up to four message components. But it can contain only
one component of each media type — voice, fax, e-mail, and binary file. The system
removes any additional components of a single media type. Thus, if someone sends you
a message with two or more components of the same media, the system tells you that
some components couldn’t be delivered.
For example, say that an e-mail user sends a message directly to your phone mailbox
with a voice component and two binary files. The system stores only the first binary file in
your phone mailbox.
Tips
See ‘‘Joined Telephone and E-Mail Mailboxes’’ on page 49
for a description of what messages may or may not appear
in your phone mailbox.
Listening to a Voice/E-Mail Message
2
1. Press
from the Main Menu. Listen to the header of the first message.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 12
If someone sends you a message with two or more components of the same
media, the system tells you that some components couldn’t be delivered. In this
case, contact the sender to find out what you failed to receive.
2. Press any of the following:
0
0
rewind and listen from the start.
again to
With a joined e-mail mailbox, you may hear headers that don’t
have an attached message. See ‘‘Joined Telephone and E-Mail
Mailboxes’’ on page 49 for more information.
2
2
previous message.
to skip to the
*
3
2
Play back the header after pressing
.
1
Print the fax or e-mail, if any. See ‘‘Printing Fax/E-Mail
Messages’’ on page 15.
*
9
8
4
7
6
5
Increase speed
Decrease speed
Increase volume
Decrease volume
Skip forward
Skip backward
6
5
Skip to next message component
Skip to previous message component
*
*
Responding to a Message
1
3. (Optional): Press , and one of the following:
0
Call the sender. In this case, you exit your mailbox.
1
2
3
4
Reply to the sender by voice mail.
Forward with comment at the beginning.
Forward with comment at the end.
Record and address a new message.
0
If you press any key other than , continue with Steps a, b, and c.
a. Record and address your message, if necessary. See Step 4 in ‘‘Sending a
Voice or Voice-Fax Message’’ on page 19. (If you’re replying to the sender,
you don’t need to address the message.)
#
b. Press
to approve, if necessary.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 13
#
#
c. Press
to send, or enter a delivery option, then press . See ‘‘Enhanced
Delivery Options’’ on page 23.
NOTE:
The components of a response or message you forward always have
the following sequence:
Voice
Fax
E-Mail File
The system puts the message components in this sequence even if
the original sequence was different.
Acting on a Message
4. Press one of the following:.
D
3
(
)
Delete the message.
*
*
U
8
* * ( * *
)
)
Undelete the message.
#
Save and skip to the next message.
Save and skip to the previous message.
2
*
H
4
* * ( * *
Hold the message in the current category and
skip to the next message.
#
Skip to the next message category.
*
Tips
Your mailbox keeps incoming messages until you delete
them or until the system deletes them automatically.
Because space is limited, it is wise to review and delete
messages regularly.
If you have a joined mailbox, deleting a message from
your phone mailbox may also delete the same message
in your e-mail mailbox. See ‘‘Joined Telephone and
E-Mail Mailboxes’’ on page 49.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 14
Call sender
Listen to
message
Yes
Reply to sender
by voice mail
Attach
original
Respond
Record
message
No
Log into
mailbox
Forward with
Skip to
next category
comment at beginning
Get
messages
Forward with comment
at end
Replay
header
Record a new message
Listen to
message
header
Skip to
next header
Hold message in
current category
Print to default fax machine
Delete
Enter
Enter
Fax print Fax machine
prefix
number/extension
Print fax
and e-mail
Print to fax machine
attached to your phone Press
START
on
fax machine
4incom LJK 032696
Figure 5. Get and Respond to Messages3
3. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 15
Handling a Call When You Hear Fax Tones
You may answer your phone and hear fax tones. Fax tones indicate someone’s trying to
send you a fax. In this case, you must manually transfer the call to your mailbox.
To transfer the call to your mailbox, do the following (marked with an X):
Option One ____
1. Press TRANSFER on your telephone.
2. Enter the Transfer into Mailbox code.
3. Press TRANSFER again.
This action sends the fax call to your mailbox.
Option Two ____
1. Press TRANSFER on your telephone.
2. Enter the Transfer into Mailbox code.
3. Enter your mailbox extension when prompted.
4. Press TRANSFER again.
This action sends the fax call to your mailbox.
Printing Fax/E-Mail Messages
To print a fax or e-mail:
2
1. Press
from the Main Menu.
2. Listen to the message header.
1
3. Press
to print the fax and/or e-mail portions of the message.
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 16
4. Select one of the following options:
#
Print to your
default fax
machine.
Press . Important. You must already have
selected and set up your default fax printer. See
‘‘Set Fax/E-Mail Print Options’’ on page 27.
6
Print to the fax
machine
attached to your
phone.
Press
.
*
Press START on the fax machine, and hang up.
The button on your fax machine may be labeled
something other than START. Common alternates
are PRINT and RECEIVE.
Print to a fax
machine you
specify
Enter the fax print prefix and the fax machine’s
extension/phone number.
#
Press
.
For this option, you must enter a fax print prefix
and the correct number of digits for the
extension/phone number of the fax machine.
Fax Print Prefixes
Your system administrator may designate the same fax print prefix for internal, local, long
distance, and international calls or a different prefix for each call type.
Examples:
To print to a fax
You might use prefix
Followed by
machine that is . . .
3
3
F
Within your system
(
for fax)
4 digits (for example,
extension 5679)
5
F
L
An external local
telephone call
(
for fax
8 digits (for example,
9 555 3201)
local)
A long-distance
telephone call
10 digits (for example,
9 303 555 3201)
fax long distance)
Printing All New Faxes at Once
See ‘‘Scan/Print Messages Quickly’’ on page 44.
Downloading a Fax or E-Mail to a
Modem-Equipped Computer
Downloading faxes or e-mail to a modem-equipped PC or laptop is similar to printing
from a fax machine with a handset.
To download a fax or e-mail to a PC or laptop:
1. Set up your modem and fax-software:
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Get Messages You’ve Received
Page 17
a. Connect the fax modem to the computer with a serial cable (if you’re using
an external modem).
b. Connect your telephone wall jack to the modem jack marked “Line.”
c. Connect the telephone set to the modem jack marked “Phone.”
d. Disable the ANSWER ON (number of rings) and/or AUTOMATIC RECEIVE options
in your fax-software dialogue.
e. Enable the MANUAL RECEIVE in your fax-software dialogue.
2. Place a call to your mailbox from the telephone handset.
2
3. Press
4. Press
5. Press
to listen to the message.
1
to print.
*
*
6
to print on the fax machine from which you are calling. (Here, your PC
or laptop substitutes for the fax machine.)
6. At the prompt, select MANUAL RECEIVE from the fax-software dialogue.
NOTE:
Your fax dialogue choice may be labelled something other then MANUAL
RECEIVE. Common alternates are START, CONNECT, RECEIVE, or PRINT. Press
whatever key begins the downloading process.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 18
Record and Send Messages
Sending voice, fax, voice-fax, and voice-e-mail messages from your mailbox are similar
tasks, but there are important differences:
■
You can record and send a voice message from any telephone.
■
You can send a fax or voice-fax message from any telephone attached to a fax
machine.
■
■
You can send a fax to your own mailbox and forward the fax (forwarding requires
that you attach a voice comment).
You can record and send a voice-e-mail or a voice-fax-e-mail message (with or
without attached files) only if you first send the e-mail to your phone mailbox (from
Message Manager or your e-mail mailbox) and then forward it with an attached
fax. (Of course, you can send voice-e-mail and voice-fax-e-mail messages in a
single step with Message Manager or an integrated e-mail mailbox.)
!
CAUTION:
By sending or receiving an attached file, you might inadvertently spread a
computer virus. Always check files you send or receive for viruses before
running them.
Multimedia Component Limits
Any message you send or forward can contain only one fax, one e-mail, and one
attached file component. You cannot forward a fax and attach a second fax to a
message.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 19
NOTE:
This procedure says to record the message, then address it. For an alternative
sequence, see ‘‘Addressing a Message Before Recording It’’ on page 53.
1
1. Press
from the Main Menu.
2. Record your voice message at the tone.
(Optional): To edit, press one of the following:
1
2
1
Pause. Press
Play back.
again to continue recording.
3
D
3
(or
)
Delete (and begin again).
*
*
#
3. Press
to approve the message.
4. To address, select one or more of the following:
#
■
Enter the user’s extension and press
.
If the user is in a different location, you may need to also add a prefix.
#
■
Enter an enhanced list extension and press
.
An enhanced list is a large list of users that your administrator makes. The
system automatically forwards the message you send to each user in the
enhanced list. Users on certain systems may not be able to reply to you
1
1
9
1
1
6
1
4
1
0
with
,
,
, or
. You may want to include a comment
about this in your message.
NOTE:
You should schedule delivery of messages to enhanced lists for
off-peak hours, for example, at 10:00 p.m. or 4:00 a.m. That way,
delivery of messages will not conflict with other user-generated
traffic.
■
To send to an e-mail user:
a. Be sure you are in name-addressing mode. You may need to press
2
A
(
) to change addressing modes.
*
*
b. Enter the name, last name first, of the e-mail user.
#
c. Press
.
■
To send to a mailing list:
L
a. Press
to access a list.
*
#
b. Enter the list owner’s extension and press
.
#
If you’re the owner, press
.
#
c. Enter the list ID (name) and press
.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 20
#
5. Press
to approve the address.
5
6. (Optional): To attach a fax, press
.
This option works only if you are using a phone attached to a fax machine.
#
#
7. Press
to send. Or, enter other options, and press
to send. See ‘‘Enhanced
Delivery Options’’ on page 23.
8. If attaching a fax, do the following:
a. Load the document into the fax machine.
b. Press START on the fax machine.
NOTE:
The button on your fax machine may be labeled something other than START.
Common alternates are SEND, TRANSMIT, and CONNECT.
Pause
Private
Log into
mailbox
Continue
Playback
Priority
Record
message
Approve
addresses
Speak
Approve
Delete
Schedule
delivery
message
Address
message
Fax only
(no voice)
File a
copy
Attach
a fax
Approve
If attaching a
fax, press
START
on fax machine
and hang up
4el-rsof LJK 032696
Figure 6. Recording and Sending Messages4
4. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 21
Sending a Fax-Only Message
To send a fax-only message from a telephone that is attached to a fax machine:
1
1. Press
2. Press
from the Main Menu.
#
to bypass voice recording.
3. Address the message. (See Step 4 in‘‘Sending a Voice or Voice-Fax Message’’ on
page 19.)
#
4. Press
to approve addresses.
5. Load the document into the fax machine.
#
#
6. Press
to send. Or, enter other options, and press
to send. See ‘‘Enhanced
Delivery Options’’ on page 23.
7. Press START on the fax machine.
The button on your fax machine may be labeled something other than START.
Common alternates are SEND, TRANSMIT, and CONNECT.
Sending a Voice-Fax Message by Forwarding
a Fax
You can send a fax to your own mailbox and then forward the fax. However, you must
always attach a voice message when you forward a fax.
1. From any fax machine, send a fax to your own mailbox.
2. Log into your mailbox.
2
3. Press
4. Press
from the Main Menu. Listen to your message headers.
1
2
to forward the fax with your voice comment attached.
5. Speak your message at the tone.
(Optional): To edit, press one of the following:
1
Continue recording.
2
3
D
3
(
)
Delete (and begin again).
*
*
#
6. Press
to approve the voice message.
page 19.)
#
8. Press
when finished addressing.
#
#
9. Press
to send. Or, enter other options, and press
to send. See ‘‘Enhanced
Delivery Options’’ on page 23.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 22
Sending a Multimedia Message by
Forwarding E-Mail and Attached Files
You can send e-mail and/or an attached file to your own phone mailbox and then forward
it. However, you must record a voice message when you forward e-mail or an attached
file. You may also attach a fax.
1. From your e-mail mailbox or from Message Manager, send an e-mail and/or
attached file message to your own phone mailbox.
2. Log into your mailbox.
2
3. Press
4. Press
from the Main Menu. Listen to your message headers.
1
2
to forward the e-mail/attached file with your voice comment attached.
5. Speak your message at the tone.
(Optional): To edit, press one of the following:
1
Continue recording.
2
3
Play back.
D
3
(
)
Delete (and begin again).
*
*
#
6. Press
to approve the voice message.
7. Address the message. See Step 4 in ‘‘Sending a Voice or Voice-Fax Message’’ on
page 19.
#
8. Press
when finished addressing.
5
9. (Optional): To attach a fax, press
.
#
#
10. Press
to send. Or, enter other options, and press
to send. See ‘‘Enhanced
Delivery Options’’ on page 23.
11. If attaching a fax, do the following:
a. Load the document into the fax machine.
b. Press START on the fax machine.
NOTE:
The button on your fax machine may be labeled something other than
START. Common alternates are SEND, TRANSMIT, and CONNECT.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 23
Enhanced Delivery Options
When you have created/addressed a message and are ready to send, several delivery
options are available. Select any of the following:
0
Review delivery options
1
1
Make your message private. (Press
again to undo.)
NOTE:
The person receiving a private message can’t forward it.
NOTE:
The system cannot deliver a private message to an e-mail user.
2
2
Make your message priority (if available). (Press
again to undo.)
NOTE:
The system places a priority message in a mailbox ahead of all
other messages, regardless of when the other messages were
received.
3
3
Schedule delivery. (Press
To schedule delivery:
again to undo.)
a. Enter the delivery time (405 = 4:05).
#
2
A
7
P
b. Enter
(
) for AM or
(
) for PM and press
.
#
c. Enter month and day of delivery (502 = May 2nd) and press
#
3
D
d. Press
to approve or
(or
) to start over.
*
You should schedule delivery of messages to enhanced lists for
off-peak hours, for example, at 10:00 p.m. or 4:00 a.m. That way,
delivery of messages will not conflict with other user-generated
traffic.
4
5
4
File a copy. (Press
again to undo.)
Include a fax (only if you are calling from a telephone attached to a fax
machine).
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Record and Send Messages
Page 24
If attaching a
fax, press
START
on fax machine
and hang up
Log into
mailbox
Approve
Options
Create a
message
Private
Priority
Address
the
message
Enter
A.M.
Deliver at
next occurrence
Enter
Hour Minutes
:
Schedule
delivery
Delete
Enter
Enter
P. M .
Month Day
File a
copy
Approve
Attach a
fax
Figure 7. Enhanced Call Delivery5
5. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Leave a Message When a User Doesn’t Answer
Page 25
Leave a Message When a User Doesn’t
Answer
If you call a user who doesn’t answer, your call goes to the user’s mailbox. At this point,
you have several options for making full and efficient use of the system. When you hear
the user’s mailbox greeting, do any of the following:
1
1. (Optional): Press
to dial through the greeting (if you won't be missing
information in the greeting).
2. Record your voice message at the tone.
Leave a detailed message (it's generally more efficient to convey information than
just requesting a return call).
3. (Optional): To edit, press one of the following:
1
2
1
Pause. Press
Play back.
again to continue recording.
3
D
3
(or
)
Delete (and begin again).
*
*
#
4. Hang up, or press
to approve the message and enter other options. See
‘‘Enhanced Delivery Options’’ on page 23.
5. If attaching a fax, do the following:
a. Load the document into the fax machine.
b. Press START on the fax machine.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Leave a Message When a User Doesn’t Answer
Page 26
Before or after leaving a message, you can transfer to another extension.
To transfer to another extension:
8
a. Press
T (
).
*
*
b. Enter the extension.
#
c. Press
.
NOTE:
If you record a message and either hang up or go to another option, the system
automatically delivers your message to the person you are calling. To prevent
D
3
delivery of your message, you must delete it with
(
).
*
*
Mailbox answers
subscriber’s
phone
If attaching a
fax, press
START
on fax machine
and hang up
Private
Priority
Hang up
Approve
Transfer Enter
Approve
Extension
Speak
message
Stop/
Escape to
attendant
continue
recording
Attach
a fax
Review
Delete
Figure 8. Leaving a Message and/or Fax6
6. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Set Fax/E-Mail Print Options
Page 27
Set Fax/E-Mail Print Options
To print faxes and e-mail to the same fax machine each time, select the telephone
number of a fax machine as your default fax print number.
To select your default fax/e-mail print number:
5
1
3
1. Press
2. Press
from the Main Menu.
to select the default fax print number.
3. Enter the fax print prefix number and the default fax print number.
For example:
When the fax-print prefix is 329 (FAX) and the fax machine extension is 12345,
enter 32912345.
NOTE:
You must enter a fax print prefix. Attach this prefix to the front of the
extension or telephone number of the fax machine. You must also use the
correct number of digits in the phone number or extension of the fax
machine.
#
4. Press
to approve.
5. (Optional if autoprint is turned on): Press:
9
Y
N
(
)
Turn on autodelete. Autodelete deletes each fax (and
e-mail message if included in the same message)
immediately after it autoprints. Manually printed faxes
won’t autodelete.
6
(
)
Turn off autodelete.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Set Fax/E-Mail Print Options
Page 28
Selecting Autoprint/Autodelete (Optional)
To have your faxes print automatically to the default fax machine, do the following:
NOTE:
Autoprint includes e-mail if the e-mail is included in the same message as a fax.
5
9
3
1. Press
2. Press
from the Main Menu.
Y
6
N
(
) to turn autoprint on. Press
(
) to turn autoprint off.
3. (Optional if autoprint is turned on): To have your fax and e-mail messages deleted
9
Y
automatically after they print to the default printer, press
(
) to turn autodelete
6
N
on. Press
(
) to turn autodelete off.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create Mailing Lists
Page 29
Create Mailing Lists
A mailing list is a list of users to whom you might send a message simultaneously. A
mailing list can save you a lot of time if you periodically send messages to the same
group or groups of people.
5
1
1
1. Press
from the Main Menu.
#
2. Enter the list ID (up to six letters or digits) and press
3. Press one of the following:
.
1
Make the list private.
2
Make the list public
#
4. Enter an address and press
.
If the user is in a different location, you may need to add a prefix to the extension.
NOTE:
When including e-mail-only users, be sure you are in name-addressing
2
A
mode. You may need to press
(
) to change addressing modes.
*
*
5. Repeat Step 4 until the list is complete.
#
6. Press
to approve..
Tips
When creating a list, you can also include an existing
L
5
list by entering
(
) at step 4.
*
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create Mailing Lists
Page 30
Alternate
addressing
Private
Public
Create
list
Log into
mailbox
Enter
List ID
Approve
Enter
Extension
Enter
Name
Personal
options
admin.
Add
Yes
entries/
change
status
Review
list
Modify
status
members
List
admin.
Listen
Summary
of all
No
Previous
entry
Rewind to
previous
list
lists
Listen to
list ID
Skip
entry
Review/
modify list
Skip to
next list
Delete
entry
Delete
list
Enter
Owner
Extension
Add more entries
Enter
List ID
Review
Enter
Extension
Stop
Approve
Enter
Name
4maillop LJK 032696
Figure 9. Create a Mailing List7
Deleting Addresses from a List
There are two ways to delete addresses:
D
3
■
Review the list until you find an address, then press
(
), or
*
*
■
At step 4 (when creating a list), enter the address again and press
D
3
(
)
*
*
NOTE:
Though it appears that you have added a recipient twice, by deleting that
number immediately after you add it, it will be deleted.
7. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create Mailing Lists
Page 31
Scanning List Summaries
5
1
2
1. Press
from the Main Menu.
2. Listen to the list summary.
3. Press any of the following:
#
Skip to next list.
D
3
(
)
Delete the entire list.
*
*
0
Review/modify list members. See ‘‘Reviewing and
Modifying a List’’ on page 31.
Reviewing and Modifying a List
5
1
3
1. Press
from the Main Menu.
#
2. Enter the list owner’s extension and press . (If you own the list, you need only
#
press .)
#
3. Enter the list ID and press
.
4. Listen to the first name, then press any of the following:
#
Skip to the next name.
3
D
(
)
Delete the name.
*
*
2
Repeat the name.
2
2
1
Return to the previous name.
Review from the beginning.
*
1
Add entries or change public/private status, then do the
following:
Y
9
N
6
a. Press
(
) or
(
) to change the status.
#
b. Enter the address and press
c. Listen to the name.
.
d. Repeat steps b and c for each addition.
Stop reviewing/modifying specified entries.
#
*
#
5. Press
when finished reviewing.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Set the Message Medium You Want to Get First
Page 32
Set the Message Medium You Want to Get
First
You can set your mailbox so that the first messages you get over the telephone are in a
specific medium. Thus, if you specify faxes as your preferred medium, you get all new
faxes before any new voice messages, e-mail messages, or binary files. You also get all
old faxes before any old messages in other media.
The preferred medium you set also applies to multimedia messages whose primary
medium matches the one you set. For example, say that a new voice/fax/e-mail message
arrives in your mailbox. If your preferred medium is fax and most of this new message
consists of a fax, you will get the message before any other voice, e-mail, or binary file
messages that are in a single medium.
NOTE:
The system still plays priority messages first, regardless of their primary medium.
Setting the Preferred Medium
5
8
1. Press
2. Press:
to access the preferred media list.
0
1
2
3
4
7
No preferred media (keep a chronological order)
Voice
Fax
Text
Binary files
R
(
)
Return to Main Menu
*
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create and Use Multiple Personal Greetings
Page 33
Create and Use Multiple Personal
Greetings
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
greeting for all calls, you can set up specific greetings for:
■
■
■
■
Internal and external calls
Busy and no-answer calls
Prime-time internal, prime-time external, and out-of-hours calls
Prime-time busy, prime-time no-answer, and out-of-hours calls
The first step is to define the types of calls you want to differentiate; then move on to
changing call-type definitions and assigning greetings to call types.
Call Types
Internal
Calls from inside your business location.
Calls from outside your business location.
External
Busy
Calls that come in when you’re using your telephone
line(s).
No answer
Calls that come in when you don’t answer.
Out-of-hours
Calls that come in after standard business hours (as
defined by your system administrator).
(You must activate weekend greetings manually.)
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create and Use Multiple Personal Greetings
Page 34
Defining Call Types the First Time
3
4
1. Press
from the Main Menu.
2. Press one of the following:
1
Differentiate internal/external calls.
Differentiate busy/no-answer calls.
2
3. Press one of the following:
3
Differentiate out-of-hours calls.
Make no distinction between prime time and out-of-hours calls.
4
Changing Call Types
3
4
1. Press
from the Main Menu.
2. Press any of the following:
1
Differentiate internal/external calls.
2
3
4
5
Differentiate busy/no-answer calls.
Differentiate out-of-hours calls.
Turn off out-of-hours differentiation.
Use a single greeting for all calls (negate call-type
definition).
#
3. Press
to approve, then see ‘‘Assigning Greetings to Call Types’’ on page 34.
Assigning Greetings to Call Types
3
1. Press
from the Main Menu.
2. Listen to the summary of active greetings.
3
3. Press
to activate a greeting.
4. Enter a number (0 to 9) to indicate which greeting you want to assign to a call
type.
5. Press any of the following:
1
Use the greeting for each call type.
2
Use the greeting for internal (or busy) calls.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create and Use Multiple Personal Greetings
Page 35
3
Use the greeting for external (or no-answer) calls.
4
Use the greeting for out-of-hours calls.
5
Use a single greeting for all calls (negate call-type
definition).
#
6. Press
7. Press
to approve.
R
7
(
) to return to the Main Menu.
*
*
NOTE:
To set up different greetings strictly for prime-time and out-of hours calls, you must
assign the same greeting to the two prime-time call types (internal/external or
busy/no-answer) and a second greeting for out-of-hours calls.
Activating Previously Recorded Greetings
3
3
1. Press
from the Main Menu.
2. Enter the greeting number.
3. Listen to the prompts for instructions on activating call types.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create and Use Multiple Personal Greetings
Page 36
Scanning All Greetings
3
2
1. Press
from the Main Menu.
2. Listen to the status of the first greeting.
3. Press any combination of the following:
0
Listen to a greeting.
1
Re-record a greeting.
D
3
(
)
Delete and skip to the next greeting.
Return to the previous greeting.
Save and skip to the next greeting.
*
*
2
#
#
4. Press
to quit scanning.
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create and Use Multiple Personal Greetings
Page 37
DEF
Create Personal Greetings
3
Listen to
greetings
Oper
0
Change
or create
greetings
Stop/continue 1
Enter greeting
Use
1
Play back
Delete
2 3
3 or
#
number and
speak new
greeting
for all
calls
1
D
Approve/save
Scan
greetings
If call types
have been
administered
ABC
2
Activate
Use for each call type
0
greetings
Use for internal or busy 1
Use for external or
If call types
Enter
greeting
number
DEF
have been
3
no answer
Use for Out-of-Hours
Approve
2
3
#
administered
Differentiate:
Administer
call types
1
2
3
Internal/external
Busy/no answer
Out-of-Hours
GHI
4
Turn off Out-of-Hours
Same greeting for
all calls
4
5
#
Approve
p_greet1 CJL 032796
Figure 10. Create Multiple Personal Greetings
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Check and Reuse Outgoing or Filed Messages
Page 38
Check and Reuse Outgoing or Filed
Messages
After you’ve sent a message, it progresses through a series of status categories. These
categories are::
Undelivered
Not yet sent because it’s scheduled for future delivery.
You can listen to, re-address, and re-record the
message prior to delivery.
Delivered
Delivered but not yet listened to.
Delivered and listened to.
Accessed
Undeliverable
Can't be delivered, usually because the recipient's
mailbox is full. You can listen to, re-address, and
re-record the message.
Filed
Copies and saves the outgoing message to re-send
and/or modify.
You can check the status of outgoing messages. Or you can select, modify, and re-send
them.
Checking the Status of Messages You’ve Sent
To check the status of outgoing messages:
4
1. Press
from the Main Menu.
2. Listen to the first category and message header.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Check and Reuse Outgoing or Filed Messages
3. Press any or none of the following:
Page 39
0
Listen to the message.
1
Modify/re-send modified messages.
2
3
D
2
Play back the message header.
Delete and skip to the next message.
Return to previous messages.
3
(
)
*
*
2
#
Save and skip to the next message.
Skip to the next message category.
#
*
NOTE:
For delivered or accessed messages, you can listen to the headers only. After you
review an accessed message header, the system deletes the header
automatically.
Changing and Re-sending a Message
1
4. Press
to change and/or re-send the selected message.
#
■
Press
to re-send the message as is.
■
To change the message:
1
a. Press
.
b. Speak the message at the tone.
c. (Optional): To edit, press one of the following:
1
Continue recording.
2
3
Play back.
D
3
(
)
Delete (and begin again).
*
*
#
d. Press
to approve.
Re-sending a Message
5. For filed and undeliverable messages:
L
5
a. Enter address(es) or list via
(
).
*
*
#
#
#
b. Press
press
to approve and send immediately, or enter delivery options and
.
For undelivered messages:
#
a. Enter additional addresses and press
.
1
b. Press
to review and edit original addresses.
*
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Check and Reuse Outgoing or Filed Messages
Page 40
c. Change delivery times or options.
Tips
You can change/re-send three types of outgoing messages:
■ Undelivered (scheduled for future delivery)
■ Undeliverable (incorrect address or recipient’s mailbox
is full)
■ Filed
#
#
Press
to re-send an undelivered message to the
original recipient only.
If you re-send a filed message, it leaves the file cabinet
portion of your mailbox. You must file a copy again to retain
it.
Skip to next
category
Skip
Log into
mailbox
Record / modify
new message
Listen
Listen to
Change/
header
send again
Approve and resend
existing message
Check status
of outgoing
messages
Delete
4existms CJL 032696
Figure 11. Checking Status of Messages You’ve Sent8
8. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create a Personal Directory
Page 41
Create a Personal Directory
You can create a personal directory of abbreviated names (aliases) for frequently used
addresses. Essentially, it’s a sophisticated speed-dialing feature.
NOTE:
A
2
You must be addressing by name
(
) to use an alias as an address.
*
*
Creating and Appending a Directory
5
2
1
1. Press
from the Main Menu.
#
2. Enter an address and press
.
You can enter most addresses in your personal directory using name or number
addressing. However, you must identify an e-mail-only user with name
addressing.
3. Listen to your entry’s address.
D
3
If the name is incorrect, press
(
) to delete and repeat step.
*
#
4. Enter your abbreviated version of the address (up to 10 characters) and press
.
5. Repeat Steps 2 to 4 to add more names to your personal directory.
#
6. Press
to approve.
Log
into
mailbox
Alternate
addressing
Personal
options
admin.
Approve
Delete
Add
entries
Enter
Alias
Enter
Extension
Personal
directory
Delete
Review
all
entries
Enter
Name
Repeat as necessary
Review
specific
entries
4pdo LJK 032696
Figure 12. Create a Personal Directory9
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Create a Personal Directory
Page 42
Reviewing and Deleting Entries from a Directory
5
2
1. Press
2. Press:
■
from the Main Menu.
2
to review all aliases. While listening to each entry, press:
#
Skip to the next alias.
D
3
(
)
Delete.
*
*
2
2
Return to the previous alias.
Stop reviewing.
#
#
3
■
to review specific aliases:
#
a. Enter an alias to review and press
.
b. Listen to the corresponding address.
D
3
c. Press
(
) to delete.
*
*
d. Repeat for more aliases.
#
e. Press
to stop reviewing.
*
R
7
3. Press
(
) to return to the Main Menu.
*
*
Tips
The system refers to your personal directory
automatically each time you enter a name
address.
The system doesn’t care what numbers or letters
you use for each alias.
A common method is to use two- or three-letter
abbreviations that use people’s initials. For
example, for Mel F. Lewis, you might enter M F L
instead of the longer name.
You can also use an alias when transferring out
8
of the system with
T (
).
*
9. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
How to Use Directory Assistance
Page 43
How to Use Directory Assistance
If you know the name of a person, you can use directory assistance to find that person’s
extension. If you know the extension, you can use directory assistance to find the name
of the person with that extension.
N
6
1. Press
) from anywhere in the system.
* * ( * *
2. Do one of the following:
■
■
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
.
A
2
To hear the name associated with an address, press
(
), enter the
*
*
#
address, then press
.
Tips
The extension you hear associated with a name is not
always the entire address.
Add the appropriate prefix numbers for users on remote
systems.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Scan/Print Messages Quickly
Page 44
Scan/Print Messages Quickly
The autoscan option lets you get messages automatically with just 2 button presses.
Autoscan is useful for car telephone users because it requires fewer button presses.
The autoscan option also lets you print all new faxes (and e-mail messages, if included
with a fax). Note however that this option doesn’t print e-mail if a fax is not also included
in the same message.
7
1. Press
from the Main Menu, then press:
1
Scan headers and messages.
Scan headers only.
2
3
4
Scan messages only.
Print all new faxes.
2. Use the RESPOND and ACT ON options as necessary.
Headers
and messages
Header
Message
Headers
only
Log into
mailbox
Header
Auto
message
scan
Messages
only
"Messages"
Message
"No
Print to default
fax machine
Print new
faxes and
e-mail
messages"
Return to
activity menu
messages
Enter
Enter
Fax print Fax machine
prefix
number/extension
Print to fax
machine you’re
calling from
Press
START
4amso LJK 032696
on fax machine
Figure 13. Autoscanning Messages/Autoprinting All New Faxes
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
How the System Interprets Text/E-Mail
Page 45
How the System Interprets Text/E-Mail
Your system changes e-mail into speech so you can listen to it. The system follows
certain rules to make these changes. Therefore, some parts of an e-mail message may
sound odd because of the way the system interprets it. The following list explains what
things might sound odd.
Acronymsand
abbreviations
that use
The system normally pronounces words exactly as they are
spelled. The system also pronounces acronyms as words.
For example, for unicef, the system says “UNICEF.”
capital letters
The system also pronounces many all-capital abbreviations
letter by letter. For example, for IBM, the system says “I B
M.”
However, the system may inappropriately pronounce some
all-capital abbreviations as words. For example, the
abbreviation VAT stands for the value-added tax typical of
European countries. The system reads this abbreviation as
“vat,” not “V A T.”
If a period (.) appears before a space in an all-caps
abbreviation, the system ignores it. Thus, for V. A. T. , the
system says “V A T.” If a period is followed by a letter or
number, the system says “period.”
Other
common
abbreviations
The system pronounces many common abbreviations in
their full form. For example, the system pronounces Wed.
as “Wednesday,” Mr. as “Mister”, and Oct. as “October.” It
also pronounces re: as “regarding.”
However, some abbreviations may have more than one
interpretation. In these cases, the system may pronounce
the wrong interpretation. For example, Dr could be “drive,”
“doctor,” or “Denver.” But the system is sensitive to the
context of the abbreviation. So if the context is clear, the
system usually uses the correct interpretation.
Dates
Times
The system pronounces numbers written with two single slashes
(/) as dates. For example, the system says “April tenth, 1996,” if
written as 04/10/96. However, the system pronounces 04/10
(without the year) as “four tenths.” Also, the system doesn’t
pronounce numbers with single dashes(-) as dates. For example,
the system says “4 dash 10 dash 96” if written as 4-10-96.
The system pronounces numbers written with colons as hours
and minutes, including times that use the 24-hour clock. For
example, the system pronounces 10:23 as “ten twenty-three.” The
system also recognizes and pronounces 24-hour-clock time.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
How the System Interprets Text/E-Mail
Page 46
Fractions
and
The system recognizes a slash (/) with a number before and after
it as a fraction. For example, for 1/3, the system says “one third.”
Decimals
The system also recognizes decimal points. For example, for
2.50, the system says “two point five zero.”
Punctuation1
The system ignores most punctuation, including the following:
■ Comma (,)
■ Exclamation point (!)
■ Parentheses ()
■ Dash (–), except with numbers before and after it
■ Colon and semicolon
■ Brackets, both square [ ] and curly { }
■ Question mark (?)
■ Slash (/) and backslash (\)
■ Double quotes (“)
■ Smily face — colon and right parenthesis ( :) )
■ Apostrophe (‘). NOTE: The system pronounces contractions
correctly.
1. The system ignores a period(.) at the end of a sentence or when a space follows the period. The system
says “period” if text follows the period. For example, U.S.A. is pronounced “U period S period A.”
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
How the System Interprets Text/E-Mail
Page 47
Spoken
symbols
The system pronounces some symbols as follows:
■ ampersand (&) as “and”
■ plus sign (+) as “plus sign”
■ equals sign (=) as “equals sign”
■ greater than (>) as “greater than sign”
■ less than (<) as “less than sign”
■ percent sign (%) as “percent sign”
■ dollar sign ($) as “dollar sign,” or “dollars” when followed by
numbers
■ at sign (@) as “at sign”
■ minus sign (-) as “minus”(with a number before and after it)
■ greater than and less than (<>) as “less than sign greater than
sign”
■ less than and equals (<=) as “less than sign equals sign”
■ greater than and equals (<=) as “greater than sign equals
sign”
■ circumflex (^ ) as “circumflex”
■ asterisk (*) as “asterisk”
■ <grin> as “less than sign grin greater than sign”
The system ignores all other special characters.
Other
special
characters
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
How the System Interprets Text/E-Mail
Page 48
Rules for Creating Text Messages You Send to
Phone Mailboxes
Because of the way the system interprets text, use the following rules when sending text
messages to users who might listen to, not read, them:
1. Use capital letters only at the beginning of a sentence or for very common
all-capital abbreviations.
2. Do not use abbreviations, if possible.
3. For all capital abbreviations, insert a period and space between each letter, if
possible.
4. Write dates with slashes, including the year, or spell out the dates.
5. Always include a space after a period, except for decimal numbers.
6. Use a colon (:) in clock time, a slash (/) for fractions, a dollar sign ($) followed by
numbers for dollars, and an apostrophe in contractions.
7. Avoid all other punctuation, especially when the punctuation carries any other
significant meaning. Instead, spell out the significant punctuation. For example,
instead of When the $ are > 100, issue 11 (issue 12 and 13 are also sometimes
included) sells much more quickly, write When the price is greater than 100, issue
11 sells much more quickly. Issue 12 and 13 are also sometimes included in this
pattern.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Joined Telephone and E-Mail Mailboxes
Page 49
Joined Telephone and E-Mail
Mailboxes
You may have an e-mail mailbox, such as Lotus Notes or Lotus cc:Mail mailbox, that is
joined to your telephone mailbox. In this case, two factors affect the messages in your
telephone mailbox:
■
The options you use to join your AUDIX and e-mail mailboxes
■
The frequency with which your AUDIX and e-mail mailboxes are polled and
updated for messages and status changes
Options to Join Mailboxes
Options to join your mailboxes determine how messages are stored in the mailboxes.
Options fall into two categories:
■
AUDIX to E-Mail — These options apply to messages that your AUDIX mailbox
originally receives.
■
E-Mail to AUDIX — These options apply to messages that your e-mail mailbox
originally receives.
AUDIX-to-E-Mail Options
These options apply to messages that your AUDIX mailbox originally receives. For more
information about how to set up these options, see the user guide for your integrated
messaging product.
Option
What It Does
Link
Copies any new message in AUDIX to your e-mail mailbox and
creates a logical link between the original and the copy. You
can then access the message in either mailbox.
If the status of the message changes in one mailbox, it also
changes in the other. So, if you delete the message in AUDIX,
the message is also deleted from e-mail. If you delete the
message from e-mail, the message is also deleted from AUDIX.
!
CAUTION:
With this option turned on, deleting a message from one
mailbox also deletes it from the other mailbox.
Copy
headers
only
Copies only the header of a new message in AUDIX to your
e-mail mailbox. A change in the status of the message header in
e-mail doesn’t affect the status of the message in AUDIX. See
the user guide for your e-mail integrated messaging product.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Joined Telephone and E-Mail Mailboxes
Page 50
Transfer
Transfers any new message in AUDIX to your e-mail mailbox.
The message is then deleted from your AUDIX mailbox. If you
use this option, you should use only your e-mail mailbox to get
messages because they won’t be available over the telephone.
!
CAUTION:
This option deletes all messages from your AUDIX
mailbox.
Unread
only
Allows the link, copy, or transfer option to apply only to new and
unopened messages. Thus, this option doesn’t link, copy, or
transfer old messages to the e-mail mailbox. However, if an
unread message is linked, it remains linked when it becomes
old.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Joined Telephone and E-Mail Mailboxes
Page 51
Remove
old copies
Deletes a linked AUDIX message from the e-mail mailbox after
the number of days you specify. However, the message stays in
your AUDIX mailbox until you manually delete it or it expires.
Propagate
expirations
This option deletes a linked or copied message from the e-mail
mailbox when the message storage time expires in AUDIX. The
message is also deleted in your AUDIX mailbox.
NOTE:
Priority AUDIX messages retain their priority status in your e-mail mailbox. Private
AUDIX messages aren’t linked or transferred to your e-mail mailbox. Only the
message headers of private AUDIX messages are placed in joined e-mail
mailboxes.
E-Mail-to-AUDIX Options
These options apply to messages that your e-mail mailbox originally receives.
Option
What It Does
Link
Copies any new message in your e-mail mailbox to your AUDIX
mailbox and creates a logical link between the original and the
copy. You can then access the message in either mailbox.
If the status of the message changes in one mailbox, the status also
changes in the other. So, if you delete the message in e-mail, the
message is also deleted from AUDIX. If you delete the message
from AUDIX, the message is also deleted from e-mail.
!
CAUTION:
With this option turned on, deleting a message from one
mailbox also deletes it from the other mailbox.
Copy
headers
only
Copies only the header of a new message in e-mail to your AUDIX
mailbox. A change in the status of the message header in AUDIX
doesn’t affect the status of the message in e-mail. See the user
guide for your integrated messaging product.
Transfer
Transfers any new message in e-mail to your AUDIX mailbox. The
message is then deleted from your e-mail mailbox. If you use this
option, you should use only your AUDIX mailbox to get messages.
!
CAUTION:
This option deletes all messages from your e-mail mailbox.
Unread
only
Allows the link, copy, or transfer option to apply only to new and
unopened messages. Thus, this option doesn’t link, copy, or
transfer old messages to the AUDIX mailbox. However, if an unread
message is linked, it will remain linked when it becomes old.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Joined Telephone and E-Mail Mailboxes
Page 52
Remove
old
Deletes a linked e-mail message from the AUDIX mailbox after the
number of days you specify. However, the message stays in your
copies
e-mail mailbox until you manually delete it or it expires.
NOTE:
High priority e-mail messages retain their priority status in AUDIX. Medium priority
messages don’t. Also, if a message has two or more components of the same
media, the system tells you that some components couldn’t be delivered. In this
case, you must go to your e-mail mailbox to access the missing components.
Frequency of Polling Mailboxes
Your system administrator sets the frequency with which your AUDIX and e-mail
mailboxes are polled. If one mailbox has a new message, the other mailbox won’t have
the message until the next poll. For example, say that polling happens every 30 minutes
and a new message arrives in your e-mail mailbox one minute after the last polling. That
message won’t show up in AUDIX for 29 more minutes.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Set Addressing Options
Page 53
Set Addressing Options
You can address a message before you record it. To set this addressing sequence:
1. Log into your mailbox.
5
2. Press
3. Press
from the Main Menu.
6
.
You hear the prompt, “Address before record turned on/off.”
1
4. Press
to change the setting.
Addressing
options
Turn
address-before-record
off/on
Personal options
administration
Log into
mailbox
4off-on CJL 032696
Addressing a Message Before Recording It
The way you record and send a message with addressing before record is shown in
Figure 15.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Set Addressing Options
Page 54
Add addresses or lists
Review
lists
Log into
mailbox
Enter
Approve
Address
Record
message
Enter more
addresses
Enter
Enter
Enter
Send
message
Delete
addresses
List ID
Approve
Add more addresses or lists
If attaching a fax
(delivery options),
press
Send
Approve
START
on fax machine
and hang up.
Delivery
Options
4sendmsg CJL 032696
Figure 15. Sending a Message with Address Before Record10
10. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Leave Messages with the Guest Password
Page 55
Leave Messages with the Guest
Password
You can access a user’s mailbox by dialing your messaging system number, entering
the user’s extension, and entering the system-wide guest password. You can leave a
message for that user, but you can’t listen to other messages in that user’s mailbox..
Tips
Give the guest password to clients and friends so
they can leave you messages quickly without ringing
your phone.
Leaving a Guest Password Message
To leave a message using the guest password:
1. Dial the system number using a touch-tone telephone.
2. Enter the extension of the user for whom you wish to leave a message, and press
#
.
#
3. Enter the system-wide guest password and press
4. Leave a message for the user.
.
Once connected to a user’s mailbox, you can use the normal edit and review
commands.
Figure 16 shows the steps necessary to leave a message with a guest password.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Leave Messages with the Guest Password
Page 56
If attaching a
fax, press
START
on fax machine
If sending
a fax only
Dial the
system
number
Hang up
Approve
Approve
Enter
Guest
password
Enter
Stop/continue
recording
Private
Priority
Extension
Speak
message
Review
Delete
Attach a fax
4gustpas CJL 032796
Figure 16. Guest Password Operation11
11. The bold line in this figure shows the simplest, most direct path.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 57
Tips and Highlights
General Message Handling
#
Log in quickly
From your telephone, dial the system extension, press
(you don’t need to enter your extension), and enter your
password.
Log in from a
system telephone
From any telephone connected to your company’s
system, dial the system extension, then enter your
extension and password.
Log in from a
remote telephone
From any telephone not connected to your company’s
system, dial the complete system number, including
local prefix and the area code if long distance, then enter
your extension and password.
Dial through
If you know which buttons to push, push them without
waiting for the system to respond.
NOTE:
You can’t dial through error beeps and important system messages.
H
4
For Help, press
next step.
(
). The system states your current options or the
*
*
Getting Messages
Use playback
controls
When listening to messages, you have controls for
loudness, speed, stepping back and forth, pausing,
and repeating messages.
Record a personal
greeting
Replace the automatic system greeting with your
1
personal hello. Tell callers they can press
to skip
H
4
your greeting and press
(
) for Help.
*
*
Change your greeting daily to match your schedule.
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 your mailbox
You can answer a message sent by another user
immediately after listening to it, either by pressing
1
0
to call the person or by sending the caller a return
1
7
voice mail message by pressing
.
Forward messages
You can forward a message to another user or a list
of users immediately after listening to it. After you
forward it, you return to the original place in your
L
mailbox. To forward to a mailing list, press
(
*
*
5
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 58
Scan messages
quickly
You can automatically play all your messages by
7
1
pressing just two buttons,
plus either
to scan
2
messages and headers,
to scan headers only, or
3
to scan messages only. Scanning is especially
useful with a car telephone.
Print all new faxes
at one time
You can automatically print all new faxes by pressing
7
4
just two buttons,
and . Old and private faxes
don’t print automatically.
Set up a default fax
print number
Set up a default fax print number. Then, when you
1
have a fax in your mailbox, simply press
*
#
followed by
to print the fax.
NOTE:
You must include the fax print prefix in your
default fax print number.
Transfer calls to
your mailbox upon
hearing fax tone.
When you answer a phone call and hear fax tone,
don’t hang up. Instead, transfer it to your mailbox by
doing one of the following (marked with an X):
— Press TRANSFER on your phone, enter the
Transfer into Mailbox code, and press TRANSFER
again. This action sends the fax call to your
mailbox.
— Press TRANSFER on your phone, enter the
Transfer into Mailbox code, enter your mailbox
extension when prompted, and press TRANSFER
again. This action sends the fax call to your
mailbox.
Print faxes
Turn on autoprint to print faxes automatically as they
5
3
automatically as
they arrive in our
mailbox
arrive in your mailbox. To do this, press
from the
9
Y
Main Menu. Then press
(
) to turn autoprint on.
NOTE:
Private faxes don’t autoprint.
Always get the
message medium
you prefer first
Set your mailbox so that the first messages you get
are in a specific medium — voice, fax, e-mail, or
binary files. Thus, you can get all new faxes before
any new voice messages, e-mail messages, or binary
files. In this case, you also get all old faxes before any
old messages in other media.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 59
Record a greeting
that tells people
about sending
faxes
Let people know how to take advantage of your fax
messaging capability. Record a greeting that tells
them to simply press START on their fax machine to
send you a fax.
Listen to e-mail
while travelling
When you are gone from the office and can’t use
Message Manager or an e-mail system to read
e-mail, call into your mailbox and listen to your e-mail.
To listen to e-mail, you must select appropriate
options on the synchronizer.
Turn off your
mailbox when away
Turn off the call answer capability of your mailbox for
times when you’re on vacation or away from your
office for awhile. This prevents your mailbox from
filling up and encourages people to seek other
personnel for assistance. It also helps save resources
5
7
on your AUDIX system. To do this, press
.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 60
Leaving Messages When No One Answers
Use playback
and record
controls
To listen to and edit the messages you leave when
there’s no answer, you have many controls.
Bypass greetings
and record
You don’t have to listen to another user’s call answer
1
greeting. You can, instead, press
to bypass the
immediately
greeting and begin recording immediately.
Use directory
assistance
If you don’t know the extension of another user, log into
N
6
your mailbox, press
) and enter the
( * *
person’s name, last name first. The system tells you the
extension.
Leave a fax
message
Send a fax from a fax machine directly to another user’s
extension or phone number. To do so, simply dial the
user’s phone number and press START on the fax
machine. When the user doesn’t answer, the fax is
placed in the user’s mailbox.
Leave a voice-fax
message
From a fax machine, call a user’s phone number. When
the user doesn’t answer, record your voice message in
the user’s mailbox. Then load your fax in the fax
machine and press START. The fax is attached to your
voice message.
Mailing Messages
Make messages
priority
When you want someone to listen to your message right
away, send it as a priority message.
Make messages
private
When you want to prevent another user from forwarding
a message you send, make it private.
Save messages
you send
Before sending a message, you can save it in your
outgoing message file. Retrieve the message later to
use again.
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.
Delete outgoing/
filed messages
Delete messages filed in the Outgoing Message file.
Saved outgoing messages use system storage
unnecessarily.
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.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 61
Use mailing lists
Create a mailing list of extensions. Then send your
message to one destination—the mailing list. All
extensions in the list receive the message. You can also
forward messages to a mailing list.
Send a fax to a
group of people at
once
Don’t stand at the fax machine sending the same fax
over and over. Instead, send the fax simultaneously to
as many people as you wish. You can do this in two
ways:
■ Send the fax to your own mailbox. Then forward it to
anyone you want, including mailing lists.
■ From a phone attached to a fax machine, call your
mailbox, address the message to anyone you want,
including mailing lists, press START on the fax
machine, and hang up.
Send messages to
a name, not an
extension
When you send a message and don't know the
A
2
extension of the recipient, press
(
). Then
*
*
A
enter the person's name, last name first. Pressing
*
2
(
) switches you back and forth between extension
*
and name.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Tips and Highlights
Page 62
Attach a fax to a
message
Send a voice-fax message and explain in the voice
portion what the attached fax contains. To do this, call
your mailbox from a phone attached to a fax machine.
5
#
Next, record and address your message, press
and START on the fax machine, and hang up.
,
,
Send a message
to an e-mail-only
user
Record voice messages and address them to e-mail
users. You do this simply by addressing by the e-mail
user’s name.
Address a
Address messages before recording them. To turn on
5
6
message before
recording it
this option, press
from the Main Menu.
Send messages to
system enhanced
lists
Address and send a message to an enhanced mailing
list that may contain up to 1500 users. Your
administrator creates these special lists.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Terms and Concepts
Terms and Concepts
Autodelete
Page 63
An option (on/off) with which you decide whether the system
automatically deletes faxes and e-mail from your mailbox after
they are autoprinted to the default fax printer.
Autoprint
An option (on/off) with which you decide whether the system
automatically sends faxes to a default fax printer.
Default
Fax Printer
A fax machine you choose as the everyday destination for your
faxes.
Fax-print
Prefix
Number
A number, determined by your system administrator, you must
enter before you specify a fax print destination number.
Messages
Incoming Messages (Messages You Receive)
New
Voice, fax, or voice-fax messages you
haven’t retrieved.
Unopened
Voice, fax, or voice-fax message headers
to which you've listened, but have not yet
listened to or printed the message itself.
Old
Voice, fax, or voice-fax messages to which
you've listened or printed, but haven’t
deleted.
Outgoing Messages (MessagesYou Send)
Delivered
Messages that the user has received but
hasn’t listened to.
Accessed
Undelivered
Messages the user has received and
listened to.
Messages not yet sent but scheduled for
future delivery. You can listen to,
re-address, and re-record these messages
any time before delivery.
Undeliverable
Messages that could not be delivered,
normally because the intended user's
mailbox is full. You can listen to,
re-address, and re-record these
messages.
Filed
Copies of outgoing messages that you’ve
saved to re-send and/or modify.
Multimedia message
A message that contains two or more components of different
media — voice, fax, e-mail, or binary file.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Terms and Concepts
Page 64
Header
A summary of an incoming voice, fax, e-mail, or multimedia
message (equivalent to a return address and postmark on a
letter). It may include the length of a voice component in
minutes and/or seconds, the length of an e-mail component in
minutes and/or seconds, a page count for the fax component,
and the size of a binary file in kilobytes. When an e-mail
message or an annotated message from Message Manager is
included, the header also tells you the subject of the e-mail.
The following are examples header types:
Voice message
“Message from Norman Bates, received
7:34 AM, Friday, April seventh, 70
seconds, extension 77956.”
Fax message
“Fax call from extension 40668, received
1:22 PM, Thursday, August third, 4 pages.”
Voice-fax
message
“Voice and fax message from Eileen
Dover, received 3:16 PM, Monday,
December twelfth, 45 seconds, 3 pages,
extension 75433.”
Voice-fax-e-mail
message
“Multimedia message from Laura Morrisey,
received 4:10 PM, Monday, December
twelfth, 45 seconds, 3 pages, 1 minute 25
seconds, extension 93117.”
Personal
Fax
Extension
An additional extension that you have to receive faxes. A
personal fax extension allows your mailbox to receive faxes
without causing your phone to ring. A personal fax extension
doesn’t allow callers to leave voice messages.
Fax-tone
call
A call that is playing fax-tones when you answer the call. A
fax-tone call occurs when someone sends a fax to your phone
number and you answer it before it is sent to your mailbox.
When you receive a fax-tone call, you should press TRANSFER
on your phone, enter the Transfer into Mailbox code, and press
TRANSFER again.
Binary file
A computer software file that you can look at with the
appropriate software product. A binary file might be used to
send a spreadsheet, a Word document, or a Powerpoint
document.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Terms and Concepts
Page 65
Preferred
medium
The message medium you want to get first when you access
messages. Thus, if you specify faxes as your preferred
medium, you get all new faxes before any new voice messages,
e-mail messages, or binary files. You also get all old faxes
before any old messages in other media.
The preferred medium you set also applies to multimedia
messages whose primary medium matches the one you set. For
example, say that a new voice/fax/e-mail message arrives in
your mailbox. If your preferred medium is fax and most of this
new message consists of a fax, you will get the message before
any other voice, fax, or binary file messages.
Joined
mailboxes
An e-mail mailbox and AUDIX mailbox that logically share
messages and/or message headers. The messages and/or
headers in one mailbox are either copied or transferred to the
other mailbox. Action taken on a message in one mailbox
typically affects the status of the same message in the other
mailbox.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Terms and Concepts
Page 66
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Index
Page IN-1
Index
A
activity menu see main menu, 4
address
alternate between name/number addressing, 5
before recording, 53
changing sequence, 53
creating a personal directory
mailing list command, 5
addressing a message, 19
aliases see personal directory
announcements see voice prompts
attached fax machine
printing, 16
attached file,definition, 1
attaching a fax, 20
autoscanning messages, 44
B
binary file,definition, 1
building mailing lists see creating mailing lists
C
changing a message you sent, 39
changing address options, 53
command list, 5
copy headers option
AUDIX-to-e-mail, 49
e-mail-to AUDIX, 51
creating a personal directory, 41
creating mailing lists, 29
D
decrease speed command, 5
decrease volume command, 5
default fax machine
printing to, 16
delete command, 5
deleted messages, restoring see undelete command
deleting messages, 13
dialing through voice prompts, 4
directory assistance, 5, 43
disconnect command see exit command
downloading fax/e-mail messages, 16
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Index
E
e-mail messages
how interpreted, 45
integration overview, 2
listening to e-mail, 45
options for integration, 49
polling for updates, 52
printing, 15
priority messages, 52
rules for creating, 48
sending, 18
sending to a computer, 16
enhanced lists, 19
erase command see delete command
exit command, 5
expirations option
AUDIX-to-e-mail, 51
F
fax messages
attaching to voice messages, 20
fax print prefix, 16
printing, 15
recording, 19
sending, 19
sending by forwarding, 21
sending to a computer, 16
sending without voice, 21
fax print prefix
definition, 16
fax tones, 15
forwarding fax messages, 21
G
getting messages
scanning messages, 44
guest password, 55
H
help, 4, 5
hold message in category command, 13
I
incoming calls with fax tone, 15
increase speed command, 5
increase volume command, 5
instructions on system use, 4
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
Index
integrated messaging
copy headers option, 49
e-mail-to AUDIX, 51
expirations option, 51
link option, 49
e-mail-to AUDIX, 51
overview, 2
polling for updates, 52
priority messages, 52
remove old copies option, 51
e-mail-to AUDIX, 52
transfer option, 50
e-mail-to AUDIX, 51
unread only option, 50
e-mail-to AUDIX, 51
J
joined mailboxes, 49
definition, 2
jump ahead command see skip forward command
jump back command see skip backward command
K
L
leaving messages, 25
with guest password, 55
link option
AUDIX-to-e-mail, 49
e-mail-to AUDIX, 51
list see mailing list
listening to e-mail, 45
listening to message
louder command, 5
skip
skip to next component command, 5
slow down command, 5
softer command, 5
speed up command, 5
logging in, 3
again, 5
look up number/name, 5, 43
Lotus Notes, 2
louder command see increase volume command
Lucent INTUITY. see INTUITY
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Index
M
mailbox
access, 3
definition, 3
integrated mailboxes, 49
polling for e-mail updates, 52
types of messages, 3
mailing list
creating, 29
sending to, 19
mailing list command, 5
main menu
access, 5
definition, 4
options, 4
return to, 5
return to command, 4
making mailing lists see creating mailing lists
Message Manager, 2
messages
addressing, 19
changing a message you sent, 39
deleting, 13
fax tone calls, 15
holding message in category, 13
leaving messages
options, 25
leaving with guest password, 55
recording, overview, 18
rules of e-mail messages
scanning automatically, 44
sending fax-only messages, 21
sending, overview, 18
skip
to next category, 13
skipping to next message, 13
N
names
personal directory
names directory, 5, 43
number directory, 5
O
operator, transfer to, 5
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Index
P
personal directory
creating, 41
play messages
faster see increase speed command
jump backsee skip backward command
softer see decrease volume command
prefix
fax print, 16
printing
print all messages, 44
printing faxes/e-mail, 15
printing to
attached fax machine, 16
default fax machine, 16
fax machine you specify, 16
priority messages
with e-mail integration, 52
prompts, 4
R
reaccess system see relogin
recording
voice/fax messages, 19
relogin command, 5
remove old copies option
AUDIX-to-e-mail, 51
e-mail-to AUDIX, 52
resending a message, 39
restore command see undelete command
return to main menu, 4, 5
S
scanning messages quickly, 44
sending a fax message, 20
sending messages, 19
attaching a fax, 20
fax-only messages, 21
forwarding a fax with voice, 21
overview, 18
to a mailing list, 19
to e-mail users, 19
to enhanced lists, 19
skip
to next component command, 5
to next message, 13
to previous component command, 5
to previous message, 13
skip backward command, 5
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January 1997
Index
Page IN-6
skip forward command, 5
skipping
voice prompts, 4
slow down command see decrease speed command
softer command see decrease volume command
speed up command see increase speed command
spoken e-mail, 45
system access, 3
system help, 4
T
text messages see e-mail messages
transfer option
AUDIX-to-e-mail, 50
e-mail-to AUDIX, 51
transfer out of system command, 5
transfer to operator command, 5
transferring faxes to your mailbox, 15
U
undelete command, 5
undeleting messages, 13
unread only option
AUDIX-to-e-mail, 50
e-mail-to AUDIX, 51
updates of e-mail messages, 52
V
voice messages
recording, 19
sending, 19
voice prompt
dialing through, 4
voice prompts, 4
W
wait command, 5
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 7
INTUITY Messaging Solutions Release 4,
Phase 2 Books
NOTE:
Guidebuilder is cancelled until later in 1997.
Current as of January 22, 1997
.
Title, Document No.
Comcode
Issue Brief Description
No.
General Information
INTUITY™ Messaging
Solutions Release 4 System
Description, 585-310-235
107731606
1
Contains a comprehensive description of
the Lucent INTUITY system, including
hardware, software, feature packages, and
administration and maintenance
capabilities.
INTUITY™ Messaging
Solutions Release 4
Documentation Guide,
585-310-016
107889222
107852469
2
Describes each of the Release 4 books
including content and audience. Previous
release document sets are listed in
descending order after the Relase 4
section. Ordering information and a
description of how the books have changed
from previous releases are also included.
GBCS Product Security
Handbook, 555-025-600
5
Discusses security risks and measures you
can take to help prevent external
tele-communication fraud. It includes
specific information on the Lucent INTUITY
messaging system and other Lucent
products
Planning
INTUITY™ Messaging
Solutions Release 4
Planning for Migrations,
585-310-606
107889230
2
Contains a high-level description of the
process needed for migrating from the
AUDIX R1, DEFINITY AUDIX, AUDIX Voice
Power, or AUDIX Voice Power on MERLIN
LEGEND (IS II or III) systems to the Lucent
INTUITY Messaging Solutions R4 system. It
describes how users can manage the
migration and compares the INTUITY AUDIX
system with the voice messaging system
being replaced.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 8
Title, Document No.
Comcode
Issue Brief Description
No.
INTUITY™ Messaging
107889248
2
Contains a high-level description of the
process for upgrading from the INTUITY
AUDIX R2.0 and R3.0 systems to the Lucent
INTUITY Messaging Solutions R4 system. It
describes how users can manage the
upgrade and identifies feature differences
between releases.
Solutions Release 4 Change
Description and Upgrade
Planning, 585-310-607
Installation
INTUITY™ Messaging
Solutions Release 4
Migration Procedures,
585-310-167
107889255
2
Contains the procedures and checklists
needed for migrating to Lucent INTUITY R4
from the following systems: DEFINITY
AUDIX, AUDIX R1, AUDIX Voice Power, and
MERLIN LEGEND AUDIX Voice Power. It
includes migration error codes and
procedures and checklists for migration
processes.
INTUITY™ Messaging
Solutions Release 4 Upgrade
Procedures, 585-310-168
107889263
107889271
2
2
Contains the procedures and a checklist
necessary to upgrade from Lucent INTUITY
R2 to Lucent INTUITYR4 or from Lucent
INTUITY R3 to Lucent INTUITY R4.
INTUITY™ Messaging
Contains complete instructions for hardware
and software installation, initial
Solutions Release 4 MAP/40
and MAP/40s System
Installation, 585-310-169
administration, and acceptance testing of a
new Lucent INTUITY system. The book also
include complete switch integration
instructions for the System 75, System 85,
and MERLIN LEGEND switches.
INTUITY™ Messaging
Solutions Release 4 System
Installation Worksheets,
585-310-170
107731671
107889289
1
2
An online Microsoft word document
consisting of 45 worksheets located on the
Lucent Technologies BCS IntraWorks home
page. These can be used by project
managers or account reps to provide
customer specific information to the
installer.
INTUITY™ Messaging
Solutions Release 4 MAP/100
System Installation,
585-310-173
Same as the MAP/40 install except with
specific information for the MAP/100. Both
books also include: appendices containing
an installation checklist, an overview of the
user interface, installation troubleshooting,
and supplemental information on switch
preadministration, connectivity, and
pinouts.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 9
Title, Document No.
Comcode
Issue Brief Description
No.
Maintenance
INTUITY™ Messaging
107889297
2
Contains information for troubleshooting
and diagnosing problems associated with
the MAP/40 and MAP/40s hardware. It
includes component replacement
Solutions Release 4 MAP/40
and MAP/40s Maintenance,
585-310-171
procedures and common system
procedures as well as installation
procedures for software and RFUs.
Appendices contain a system configuration
description, a list of component ordering
numbers, a checklist for building a system,
and checklists for disaster recovery.
INTUITY™ Messaging
Solutions Release 4 MAP/100
Maintenance, 585-310-174
107889305
2
Contains the same type of information as
the MAP/40 book only the information is
specific to the MAP/100.
Switch Integration
INTUITY Integration with
System 75 and DEFINITY
Communications System
Generic 1 and Generic 3,
585-310-214
107643355
4
This book contains the procedures needed
to administer a System 75, DEFINITY
Communications System Generic 1 (G1),
Generic 3i (G3i), Generic 3r (G3r), Generic
3s (G3s), and Generic 3vs (G3vs) to
integrate with an Lucent INTUITY system. It
includes a description of the switch
integration process; a list of requirements,
including the switches supported by the
Lucent INTUITY system; configuration
descriptions and diagrams.
INTUITY Integration with
System 85 and DEFINITY
Communications System
Generic 2, 585-310-215
107643306
107643199
2
2
Contains the procedures needed to
administer a DEFINITY Generic 2 or System
85 switch to integrate with a Lucent INTUITY
system. It includes planning, installation,
and administration information
INTUITY Integration with
MERLIN LEGEND
Communications System,
585-310-231
Contains the procedures needed to
administer a MERLIN LEGEND switch to
work with a Lucent INTUITY system. It
includes an overview of the integration
process, prerequisite information,
administration planning information,
software installation procedures.and
procedures for using MERLIN LEGEND
SPM with the Lucent INTUITY system.
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Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 10
Title, Document No.
Comcode
Issue Brief Description
No.
INTUITY Integration with the
5ESS Switch, 585-310-219
107156671
1
Includes an overview of the integration
process, planning, 5ESS switch
administration, hardware installation,
programming the 3A translator,
administering the Lucent INTUITY system,
alarms, and installing 5ESS switch software
package on a Lucent INTUITY system.
INTUITY Integration with
DMS-100, 585-310-223
107156689
1
Includes an overview of the integration
process, planning, DMS-100 switch
requirements and administration, setting the
202T modem, hardware installation,
administering the Lucent INTUITY system,
alarms, and installing DMS-100 switch
software package on a Lucent INTUITY
system.
INTUITY Integration with
Northern Telecom SL-1,
Meridian, and Meridian
SL-1, 585-310-221
107697237
2
Includes prerequisite information, switch
integration device (SID) basics, installation
and administration planning information,
hardware and software installation
procedures, Lucent INTUITY system
administration procedures, Northern
Telecom switch and SID administration
guidelines, integration acceptance tests
and cut-to-service procedures, and basic
SID troubleshooting procedures.
INTUITY Integration with Mitel,
585-310-222
107662967
107643280
107643272
2
2
2
Contains the procedures needed to
administer a Mitel SX-2000 Digital, SX-100,
and SX-200 switch to work with a Lucent
INTUITY system. Includes the same
information as described for the DMS-100.
INTUITY Integration with NEC
NEAX, 585-310-216
Contains the procedures needed to install
and administer a NEC NEAX 2400 MCI
switch to integrate with a Lucent INTUITY
system. Includes the same information as
described for the DMS-100..
INTUITY Integration with
ROLM 8000, 9000, 9571,
585-310-220
Contains the procedures needed to
administer a ROLM 8000, 9000, or 9751
CBX to work with a Lucent INTUITY system.
Contains the same information as described
for the DMS-100.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 11
Title, Document No.
Comcode
Issue Brief Description
No.
System Administration
INTUITY™ Messaging
Solutions Release 4
107889313
2
Contains system functionality overviews,
planning considerations, and
Administration, 585-310-564
recommendations and instructions for
administering AUDIX, fax mail, e-mail, ELA,
the Lucent INTUITY platform, and integrating
with Lotus Notes/cc:mail. It includes
procedures for the administration of system
features, users, automated attendants and
bulletin boards, fax print destinations,
trusted servers, and the Applications
Programming Interface for Message
Manager
INTUITY™ Messaging
Solutions Release 4 Alarm
and Log Messages,
585-310-566
107889321
2
Describes how to use alarm and activity
logs as well as listing alarms that the
customer or installer can address. These
listings include procedures on how to fix the
problems that generated the alarms.
AUDIX Administration and
Data Acquisition Package,
585-302-502
107764938 13
Describes how to use the AUDIX
Administration and Data Acquisition
Package (ADAP) to download system and
traffic data from AUDIX database files to a
personal computer for further processing. It
also describes how to upload data, such as
subscriber or class of service changes,
from the PC to the AUDIX system.
INTUITY Call Accounting
System User Guide,
585-310-728
107380610
107380628
107889339
1
1
2
Contains the procedures needed to
administer, install, and maintain a call
accounting system.
INTUITY Call Accounting
System Quick Reference,
585-310-729
A foldout card which contains an
abbreviated view of CAS commands.
Designed for the experienced CAS user.
INTUITY™ Messaging
Solutions Digital Networking,
585-310-567
Contains a description of digital networking,
explains the different types of networking,
provides procedures for administering
networking and remote users, describes the
traffic reports, and provides troubleshooting
procedures for INTUITY AUDIX Release 3 and
Release 4. Switch administration
procedures and planning worksheets also
are included.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 12
Title, Document No.
Comcode
Issue Brief Description
No.
AMIS Analog Networking,
585-300-512
107643330
6
Includes an overview and feature
description, and procedures for
administering AMIS Analog Networking on
INTUITY AUDIX R2, R3.2, and R3.2 systems,
AUDIX R1, and DEFINITY AUDIX R2, R3,
R3.1, and R3.2 systems.
System Use/Subscriber
INTUITY™ Messaging
Solutions Release 4
User-Handout Artwork,
585-310-744
107731739
1
This package contains camera-ready
artwork from several user documents.
Customers may use this artwork to
customize and print their own version of
each document.
INTUITY™ Messaging
Solutions Release 4
Guidebuilder, 585-310-745
107731812
1
Guidebuilder is a software product that
customers use to print custom documents
for end users. It allows customers to
include in the documents only those INTUITY
AUDIX features that have been purchased
or turned on. It also allows customers to
incorporate customer-specific codes such
as network prefixes, fax print prefixes, and
system telephone numbers.
(On Delay)
A Portable Guide to Voice
Messaging, 585-300-701
107395352
3
This pocket-sized book provides the user
with concise yet comprehensive
task-oriented information for using the voice
mail and call answer features of INTUITY
AUDIX and DEFINITY AUDIX.
INTUITY™ Multimedia
Messaging User’s Guide,
585-310-748
107731762
106710148
1
3
This book provides the user with concise yet
comprehensive task-oriented information for
using the voice mail, call answer, and
multimedia features of INTUITY AUDIX.
Voice Messaging Quick
Reference, 585-300-702
Summarizes the most commonly used
subscriber features for INTUITY AUDIX and
DEFINITY AUDIX messaging systems. One
package includes 150 quick-reference
guides.
INTUITY™ Multimedia
Messaging Quick
Reference, 585-310-751
107731796
106710163
1
2
Summarizes the most commonly- used user
features, including multimedia features, for
INTUITY AUDIX. One package includes 150
quick-reference guides
Voice Messaging Wallet
Card, 585-300-704
Contains a summary of commands and a
memory jogger for the user’s entry-level
menu of task choices. One package
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 13
Title, Document No.
Comcode
Issue Brief Description
No.
Multiple Personal Greetings
Quick Reference,
585-300-705
107419251
5
Summarizes procedures for using the
multiple personal greetings feature. One
package includes 150 quick- reference
guides
Voice Messaging Outcalling
Quick Reference,
585-300-706
107307365
107723843
1
1
Summarizes the use of the outcalling
feature. One package includes 150
quick-reference guides.
INTUITY™ Message Manager
Release 4 User Guide,
585-310-743
Introduces new users to Message Manager.
Describes installation and use.
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INTUITY Multimedia Messaging User’s Guide 585-310-748
Issue 2
January 1997
Intuity Messaging Solutions Release 4, Phase 2 Books
Page 14
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