Toshiba Recording Equipment ES48 User Manual
Telecommunication Systems Division  
®
Voice Processing Systems  
Stratagy ES software running on  
the Stratagy iES16, ES48, ES96R2,  
MAS, and MicroMAS  
User Guide  
July 2008  
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© Copyright 2005 ~ 2009  
This document is copyrighted by Toshiba America Information Systems, Inc. with all rights  
reserved. Under the copyright laws, this document cannot be reproduced in any form or by any  
means—graphic, electronic, or mechanical, including recording, taping, photocopying, without  
prior written permission of Toshiba. No patent liability is assumed, however, with respect to the  
use of the information contained herein.  
Trademarks  
Strata, SD (Secure Digital) and CIX are registered trademarks of Toshiba Corporation.  
Stratagy, eManager, My Phone Manager and Info Manager are registered trademarks of  
Toshiba America Information Systems, Inc.  
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TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)  
Telecommunication Systems Division License Agreement  
IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY  
SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS DIGITAL SOLUTIONS PRODUCT OR OTHERWISE MADE AVAILABLE TO  
YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER. IF  
YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT, DO NOT INSTALL, COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION FROM WHICH YOU  
OBTAINED IT IN ACCORDANCE WITH APPLICABLE RETURN POLICIES. EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS, THIS SOFTWARE IS LICENSED FOR DISTRIBUTION  
THROUGH TAIS AUTHORIZED CHANNELS ONLY TO END-USERS PURSUANT TO THIS LICENSE AGREEMENT.  
1. License Grant. The Software is not sold; it is licensed upon payment of applicable charges. TAIS grants to you a personal, non-transferable and non-exclusive right to use the copy of the Software  
provided under this License Agreement. You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location. Modifying, translating, renting, copying,  
distributing, printing, sublicensing, transferring or assigning all or part of the Software, or any rights granted hereunder, to any other persons and removing any proprietary notices, labels or marks from the  
Software is strictly prohibited except as permitted by applicable law; you agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief, without notice,  
against you or any other person in possession of the Software. You and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the  
Software to TAIS, upon demand. Furthermore, you hereby agree not to create derivative works based on the Software. TAIS reserves the right to terminate this license and to immediately repossess the  
software in the event that you or any other person violates this License Agreement. Execution of the Software for any additional capabilities require a valid run-time license.  
2. Intellectual Property. You acknowledge that no title to the intellectual property in the Software is transferred to you. You further acknowledge that title and full ownership rights to the Software will remain  
the exclusive property of TAIS and/or its suppliers, and you will not acquire any rights to the Software, except the license expressly set forth above. You will not remove or change any proprietary notices  
contained in or on the Software. The Software is protected under US patent, copyright, trade secret, and/or other proprietary laws, as well as international treaties. Any transfer, use, or copying of the  
software in violation of the License Agreement constitutes copyright infringement. You are hereby on notice that any transfer, use, or copying of the Software in violation of this License Agreement constitutes  
a willful infringement of copyright.  
3. No Reverse Engineering. You agree that you will not attempt, and if you employ employees or engage contractors, you will use your best efforts to prevent your employees and contractors from  
attempting to reverse compile, reverse engineer, modify, translate or disassemble the Software in whole or in part. Any failure to comply with the above or any other terms and conditions contained herein  
will result in the automatic termination of this license and the reversion of the rights granted hereunder back to TAIS.  
4. Limited Warranty. THE SOFTWARE IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TAIS AND ITS SUPPLIERS  
DISCLAIM ALL WARRANTIES WITH REGARD TO THE SOFTWARE, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE WARRANTY OF NON-INFRINGEMENT OF THIRD  
PARTY RIGHTS, THE WARRANTY OF YEAR 2000 COMPLIANCE, AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS  
TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU. NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET  
YOUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR-FREE. HOWEVER, TAIS WARRANTS THAT ANY MEDIA ON WHICH THE  
SOFTWARE IS FURNISHED IS FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP UNDER NORMAL USE FOR A PERIOD OF NINETY (90) DAYS FROM THE DATE OF DELIVERY TO  
YOU.  
5. Limitation Of Liability. TAIS’ ENTIRE LIABILITY AND YOUR SOLE AND EXCLUSIVE REMEDY UNDER THIS LICENSE AGREEMENT SHALL BE AT TAIS’ OPTION REPLACEMENT OF THE MEDIA OR  
REFUND OF THE PRICE PAID. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL,  
SPECIAL, INCIDENTAL OR INDIRECT DAMAGES FOR PERSONAL INJURY, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION/DATA, OR ANY  
OTHER PECUNIARY LOSS OF ANY KIND ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE, EVEN IF TAIS OR ITS SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF  
SUCH DAMAGES. IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE FOR ANY CLAIM BY A THIRD PARTY.  
6. State/Jurisdiction Laws. SOME STATES/JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST, OR  
THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO SUCH LIMITATIONS OR EXCLUSIONS MAY NOT APPLY TO YOU. THIS LIMITED WARRANTY GIVES YOU  
SPECIFIC RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE/JURISDICTION TO STATE/JURISDICTION.  
7. Export Laws. This License Agreement involves products and/or technical data that may be controlled under the United States Export Administration Regulations and may be subject to the approval of the  
United States Department of Commerce prior to export. Any export, directly or indirectly, in contravention of the United States Export Administration Regulations, or any other applicable law, regulation or  
order, is prohibited.  
8. Governing Law. This License Agreement will be governed by the laws of the State of California, United States of America, excluding its conflict of law provisions.  
9. United States Government Restricted Rights. The Software is provided with Restricted Rights. The Software and other materials provided hereunder constitute Commercial Computer Software and  
Software Documentation and Technical Data related to Commercial Items. Consistent with F.A.R. 12.211 and 12.212 they are licensed to the U.S. Government under, and the U.S. Government’s rights  
therein are restricted pursuant to, the vendor’s commercial license.  
10. Severability. If any provision of this License Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions hereof shall not in any way  
be affected or impaired.  
11. No Waiver. No waiver of any breach of any provision of this License Agreement shall constitute a waiver of any prior, concurrent or subsequent breach of the same or any other provisions hereof, and no  
waiver shall be effective unless made in writing and signed by an authorized representative of the waiving party.  
12. Supplier Software. The Software may include certain software provided by TAIS suppliers. In such event, you agree that such supplier may be designated by TAIS as a third party beneficiary of TAIS with  
rights to enforce the Agreement with respect to supplier’s software.  
YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU  
FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR  
AGREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT.  
Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
9740 Irvine Boulevard  
5932  
Irvine, California 92618-1697  
United States of America  
DSD 020905  
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Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
Limited Warranty  
Toshiba America Information Systems, Inc., (“TAIS”) warrants that:  
•
The CIX Attendant Console equipment, such as the PC (except for fuses, lamps, and other consumables) will, upon delivery  
by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and  
workmanship for twelve (12) months after delivery.  
•
And that the Toshiba telephone equipment (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or  
an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and workmanship for  
twenty-four (24) months after delivery.  
This warranty is void (a) if the equipment is used under other than normal use and maintenance conditions, (b) if the equipment is  
modified or altered, unless the modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse,  
neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS  
dealer, (e) if the equipment’s serial number is defaced or missing, or (f) if the equipment is installed or used in combination or in  
assembly with products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.  
The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the  
equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the  
malfunction with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not replace or repair such  
parts, the retail customer’s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to  
be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than  
thirty (30) days after such malfunction, whichever first occurs.  
Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect,  
consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be  
entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning.  
To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of  
TAIS’ authorized dealers within the twenty-four (24) month period and no later than thirty (30) days after such malfunction,  
whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time  
results in the customer being not entitled to warranty service.  
THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR  
TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES,  
EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR  
PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED.  
No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or  
extension is effective unless it is in writing and signed by the vice president and general manager, Telecommunication Systems  
Division.  
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WARRANTIES FOR NON-TOSHIBA BRANDED  
THIRD PARTY PRODUCTS  
A valuable element of Toshiba’s product strategy is to offer our customers a complete product  
portfolio. To provide this value to our customers at the most optimal prices, we offer both  
Toshiba-branded and third-party manufactured products that support our Toshiba Strata CIX  
product portfolio. Similar to other resellers of software, hardware and peripherals, these third-  
party manufactured products carry warranties independent of our Toshiba limited warranty  
provided with our Toshiba-branded products. Customers should note that third-party  
manufacturer warranties vary from product to product and are covered by the warranties  
provided through the original manufacturer and passed on intact to the purchaser by Toshiba.  
Customers should consult their product documentation for third-party warranty information  
specific to third-party products. More information may also be available in some cases from the  
manufacturer’s public website.  
While Toshiba offers a wide selection of software, hardware and peripheral products, we do  
not specifically test or guarantee that the third-party products we offer work under every  
configuration with any or all of the various models of the Toshiba Strata CIX. Toshiba does not  
endorse, warrant nor assume any liability in connection with such third party products or  
services. If you have questions about compatibility, we recommend and encourage you to  
contact the third-party software, hardware and peripheral product manufacturer directly.  
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Contents  
Introduction  
Organization .............................................................................................................. vii  
Conventions ..............................................................................................................viii  
Action/Response Table ......................................................................................... x  
Related Documents/Media .......................................................................................... xi  
Stratagy eBrochure and Advisor CD-ROM ......................................................... xi  
Chapter 1 – The Grand Tour  
Overview ...................................................................................................................... 2  
Features to Personalize Your Mailbox ........................................................................ 4  
Message Folders .......................................................................................................... 4  
Single Message Folder .......................................................................................... 5  
Dual Message Folders ........................................................................................... 5  
Multiple Message Folders ..................................................................................... 6  
Message Types ............................................................................................................. 8  
Forwarded Message .............................................................................................. 8  
Reply Message ...................................................................................................... 8  
Fax Message .......................................................................................................... 9  
E-mail Message ..................................................................................................... 9  
Greetings .................................................................................................................... 10  
Personal ............................................................................................................... 10  
System ................................................................................................................. 10  
Busy ..................................................................................................................... 10  
Special Delivery Options ........................................................................................... 11  
Urgent .................................................................................................................. 11  
Private ................................................................................................................. 11  
Return Receipt ..................................................................................................... 11  
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Contents  
Chapter 2 –Getting Started  
Future Delivery ...........................................................................................................11  
Message Destination Selections .................................................................................12  
Personal Distribution Lists ...................................................................................12  
System Distribution Lists .....................................................................................13  
Directory ..............................................................................................................13  
User Options ...............................................................................................................14  
User Prompts ..............................................................................................................15  
Chapter 2 – Getting Started  
User Tutorial ...............................................................................................................17  
Step 1: Access Your Mailbox ....................................................................................18  
Step 2: Record Your Name ........................................................................................20  
Step 3: Record Your Personal Greeting ....................................................................21  
Step 4: Change Your Security Code ..........................................................................22  
Step 5: Exit Your Mailbox or User Mode .................................................................22  
Chapter 3 – Play Messages  
Access Messages ........................................................................................................24  
Playback Controls .......................................................................................................24  
Play Messages ............................................................................................................26  
Special Functions .......................................................................................................29  
Retrieve and Listen to E-mail Messages ....................................................................33  
Chapter 4 – Send Messages  
Recording Controls .....................................................................................................38  
Send a Message ..........................................................................................................39  
Forward a Message .....................................................................................................43  
Reply to Current Message ..........................................................................................46  
Special Delivery Options ............................................................................................48  
Future Delivery ...........................................................................................................49  
Send a Direct Fax .......................................................................................................50  
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Contents  
Chapter 5 –Manage Mailbox  
Chapter 5 – Manage Mailbox  
Change Greeting ........................................................................................................ 54  
Create or Record Over a Personal Greeting ........................................................ 55  
Select a Personal Greeting ................................................................................... 57  
Review a Personal Greeting ................................................................................ 58  
Change User Options ................................................................................................. 59  
Change Do Not Disturb (DND) Setting .............................................................. 60  
Change Call Screening Setting ............................................................................ 61  
Change Security Code ......................................................................................... 62  
Select Busy Greeting ........................................................................................... 63  
Create or Record Over Busy Greeting ................................................................ 64  
Record Your Name .............................................................................................. 66  
Change Message Notification ............................................................................. 68  
Set Automatic Message Copy ............................................................................. 70  
Review Option Settings .......................................................................................73  
Manage Personal Distribution Lists ........................................................................... 74  
Manage Guest Mailboxes .......................................................................................... 76  
Use Guest Mailboxes ................................................................................................. 77  
Manage Personal Folders ........................................................................................... 78  
Appendix A – Using Stratagy ES with a Strata CIX  
Call Forward .............................................................................................................. 81  
Message Waiting ........................................................................................................ 83  
Responding to a Lit Msg LED ............................................................................ 83  
Turning On/Off Message Waiting LED on Another Extension .......................... 84  
CIX Proprietary Integration .......................................................................................84  
Soft Key Control of Voice Mail .......................................................................... 84  
Call Record to Stratagy ES .................................................................................. 90  
Direct Transfer to Voice Mailbox ..............................................................................92  
Voice Mail Conference .............................................................................................. 92  
Appendix B – Fax Printer Driver  
Configure/Personalize Fax Printer Driver ................................................................. 94  
Use Fax Printer Driver ............................................................................................... 97  
SES Fax Client Screen ............................................................................................... 99  
Schedule Fax for Future Delivery ............................................................................101  
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Contents  
Appendix C –Automatic Speech Recognition  
Appendix C – Automatic Speech Recognition  
Reach Destination .....................................................................................................104  
Access Your Mailbox ...............................................................................................104  
Send a Message ........................................................................................................105  
Appendix D – Unified Messaging (UM) with Stratagy View  
Stratagy View ...........................................................................................................108  
Configuration ............................................................................................................110  
Log In .......................................................................................................................112  
Player Window .........................................................................................................113  
Message List .............................................................................................................115  
Compose ...................................................................................................................116  
Address Book ...........................................................................................................118  
Advanced Utilities ....................................................................................................119  
Appendix E – Unified Messaging (UM) with Outlook Integration  
Stratagy ES Message Window .................................................................................122  
Address Book Feature ..............................................................................................124  
Update Stratagy ES Address Book Manually ....................................................124  
Update Stratagy ES Address Book Automatically ............................................124  
Using UM Feature ....................................................................................................125  
Voice Mail Options ..................................................................................................128  
Play Voice Message ...........................................................................................128  
Reply to Voice Message ....................................................................................129  
Forward Voice Message ....................................................................................130  
Send Voice Message ..........................................................................................131  
View Fax ..................................................................................................................131  
Appendix F – Unified Messaging with IP Integration  
Configure Windows for Stratagy ES Codec .............................................................134  
Check Codec is Installed on PC .........................................................................134  
Configure Windows ..........................................................................................135  
Record Stratagy ES Voice Messages (using Windows Sound Recorder) ................136  
Send .WAV File as Voice Message .........................................................................137  
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Contents  
Appendix G –Remote User Password Administration for TTS  
Appendix G – Remote User Password Administration for TTS  
Set Remote User Password ......................................................................................140  
Glossary ......................................................................................................................141  
Index..............................................................................................................................145  
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Introduction  
This guide describes the voice messaging capabilities and procedures for the  
Stratagy ES software running on Stratagy iES16, ES48, ES96R2, Media Applications  
Server (MAS) and MicroMAS voice processing systems.  
Organization  
This guide is divided as follows:  
• Chapter 1 – The Grand Tour is an overview of the Stratagy ES system. Topics  
covered are: features to personalize your mailbox; an explanation of message  
folders, greetings, types and destinations; special delivery options; and available  
user options and prompts.  
• Chapter 2 – Getting Started provides instructions on those features you need when  
accessing Stratagy ES for the first time, including changing your security code and  
recording your name.  
• Chapter 3 – Play Messages contains step-by-step instructions on playing  
messages.  
• Chapter 4 – Send Messages details how to send, forward, and reply to a message.  
• Chapter 5 – Manage Mailbox provides step-by-step instructions on recording  
greetings, using destination (distribution) lists, and activating options such as Do  
Not Disturb and Call Screening.  
• Appendix A – Using Stratagy ES with a Strata CIX outlines Call Forward,  
Message Waiting, CIX Proprietary Integration (i.e., Soft Key Control of Voice Mail  
and Call Record features), and the Direct Transfer to Voice Mail and Voice Mail  
Conferencing features.  
• Appendix B – Fax Printer Driver provides step-by-step instructions on  
configuring and using the fax printer driver.  
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Introduction  
Conventions  
• Appendix C – Automatic Speech Recognition contains step-by-step instructions  
on using the optional speech recognition feature.  
• Appendix D – Unified Messaging with Stratagy View contains instructions on  
configuring and using Stratagy View application.  
• Appendix E – Unified Messaging with Outlook Integration contains step-by-  
step instructions on using the optional Unified Messaging feature.  
• Appendix F – Unified Messaging with IP Integration contains instructions on  
recording and sending a .wav file using Windows® Sound Recorder.  
• Appendix G – Remote User Password Administration for TTS provides  
instructions on how to update the Stratagy ES software with your e-mail log on  
password so that the system can read your e-mail messages via Text-to-Speech  
(TTS).  
• Glossary defines frequently used Stratagy ES voice processing system features and  
functions.  
• Index  
Conventions  
Conventions  
Description  
Elaborates specific items or references other information. Within  
some tables, general notes apply to the entire table and numbered  
notes apply to specific items.  
Note  
Important!  
Calls attention to important instructions or information.  
Extension Number  
Press to answer a call to the Extension Number. Each station can have  
multiple extension buttons. Incoming calls ring the extension button(s)  
from the top down. For example, station 10's extensions ring 10-1 first,  
then 10-2, 10-3, and 10-4. A station is considered busy when all  
extensions are being used.  
Note The naming convention for DKT assignments within Toshiba is  
Directory Numbers. For clarity and ease of understanding, the terms  
Extension Number and Phantom Extension Number will be used in  
this document in lieu of PDN and PhDN.  
viii  
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Introduction  
Conventions  
Conventions  
Arial bold  
Courier  
“Type”  
Description  
Represents telephone buttons.  
Shows a computer keyboard entry or screen display.  
Indicates entry of a string of text.  
Indicates entry of a single key. For example: Type prog then press  
Enter.  
“Press”  
Shows a multiple PC keyboard or phone button entry. Entries  
without spaces between them show a simultaneous entry. Example:  
Esc+Enter. Entries with spaces between them show a sequential  
entry. Example: # + 5.  
Plus (+)  
Tilde (~)  
Means “through.” Example: 350~640 Hz frequency range.  
Denotes a procedure.  
Denotes the step in a one-step procedure.  
Grey words within the printed text denote cross-references. In the  
electronic version of this document (Library CD-ROM), cross-  
references appear in blue hypertext.  
See Figure 10  
Action/Response Table  
Actions you perform appear in The immediate response to the action performed  
this column. They can consist  
of either a single step or a  
series of numbered steps.  
appears in this column. Additional notes and  
comments are also included.  
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Introduction  
Related Documents/Media  
Related Documents/Media  
Note Some documents listed here may appear in different versions on the CD-ROM  
or in print. To find the most current version, check the version/date in the  
Publication Information on the back of the document’s title page.  
Important! Read this User Guide first, then use it with the Quick Reference Guide.  
• Strata CIX Voice Processing General Description  
• Stratagy Enterprise Server (ES) Installation & Maintenance Manual  
• Stratagy Enterprise Server System Administrator Guide  
• Stratagy Enterprise Server Quick Reference Guide  
x
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The Grand Tour  
1
This chapter provides an overview of the system and covers the following general  
topics:  
• Features to personalize your mailbox  
• Message folders  
• Message types  
• Greetings  
• Special delivery options  
• Message destinations  
• User options  
• User prompts  
• User Tutorial (New User)  
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The Grand Tour  
Overview  
Overview  
Stratagy ES manages multiple voice processing functions simultaneously 24-hours-a-  
day, seven-days-a-week. Your mailbox is always available for callers to leave private  
voice or fax (optional feature) messages. In addition, you can update your greeting at  
your convenience or send and receive messages from any touchtone telephone.  
Callers control their own progress through the system. They no longer have to wait for  
a person to answer the telephone. If your extension is busy or you do not answer, callers  
can transfer to an operator, call another extension, or record a private, detailed message.  
A representative in your company is assigned as the System Administrator for the  
system. The System Administrator is responsible for system maintenance that includes  
configuring your mailbox to suit your needs.  
The configuration affects how and which features you can access. Whenever possible,  
this guide provides information concerning feature exceptions and which features may  
be configured to work differently.  
You can access your mailbox from any tone-dialing telephone using your security  
code. After you access Stratagy ES, you hear the number of messages you have in your  
message folder(s), followed by a prompt from the Main Menu options (see Figure 1).  
You can then:  
• Listen to your messages  
• Send or forward messages  
• Reply to messages  
• Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)  
• Listen to your e-mail messages  
Note This feature is only available to users of Stratagy ES with Unified Messaging  
(UM) and Text-to-Speech (TTS) capabilities. Check with your System  
Administrator to find out if your system is configured for this feature.  
2
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The Grand Tour  
Overview  
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The Grand Tour  
Features to Personalize Your Mailbox  
Features to Personalize Your Mailbox  
The Stratagy ES Voice Processing System offers a variety of features to personalize  
your mailbox. The following are a few of those features:  
• Mailbox Security Code – Your mailbox has a security code. The code must be  
entered by you in order to “log into” your mailbox, giving you access to your  
messages, settings, greetings, etc. (see “Change Your Security Code” on page 22).  
• Name Recording – Your name is announced whenever the directory is accessed,  
you select the system greeting, or a message is sent by another Stratagy ES user.  
When you first enter your mailbox, you need to record your name (see “Record  
Your Name” on page 20).  
• Personal Greetings – You can record up to seven personal greetings that are played  
when you are unavailable (see “Change Greeting” on page 54).  
• Guest Users – You can create guest mailboxes that can be used by clients, friends,  
etc. Users frequently use this feature to create guest mailboxes for clients, so that  
they can easily exchange confidential information (see “Manage Guest Mailboxes”  
on page 76).  
• Personal Folders – You can save your messages in up to seven personal folders you  
create. The folders are for only your use and you can change them whenever  
necessary (see “Manage Personal Folders” on page 78).  
Message Folders  
Messages in the Stratagy ES are stored in message folders and play in the order  
received – FIFO (First In, First Out) or LIFO (Last In, First Out).  
Your mailbox has one of the following folder configurations:  
• A single message folder where all messages reside.  
• Dual message folders – new, saved.  
• Multiple message folders where, in addition to the new and saved folders, you can  
create up to seven personal folders for your messages.  
Note Consult your System Administrator for your mailbox’s programming.  
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Message Folders  
Single Message Folder  
Your messages reside in one message folder. When you access your mailbox,  
Stratagy ES announces you have “x messages, y is (are) new, z is (are) urgent, w  
fax(es).” New messages play based on the type (urgent messages play first) and order  
received (FIFO/LIFO). If no new messages exist, Stratagy ES plays any saved  
messages in the mailbox.  
After you play the last message in the folder, Stratagy ES prompts, “End of messages.”  
You can choose to return to the top of the folder, etc.  
Dual Message Folders  
Your messages reside in one of two folders—new or saved. When you access your  
mailbox, Stratagy ES announces you have “x new, y is (are) urgent and z saved  
messages, w fax(es).”  
New Message Folder  
New messages consist of messages that are unheard.  
When you press 1 from the Main Menu to play messages, Stratagy ES automatically  
accesses the New Message Folder. A new message begins to play based on the type  
(urgent messages play first) and order received (FIFO/LIFO). After you play the last  
message in the folder, Stratagy ES prompts, “End of messages.” You can choose to  
return to the top of the folder, or go to the top of the saved folder.  
Your Message Waiting LED only extinguishes when all new messages have been  
either deleted or saved.  
Note You can enable a Message Pending feature on your mailbox. When enabled,  
the system marks new messages that have been partially heard (for more than  
two seconds by default) as Pending. Pending messages remain in the New  
Message Folder; however, if the New Message Folder contains only Pending  
Messages, your Message Waiting LED goes out. This allows you to retain  
messages in the New Message Folder, yet alert you when new messages  
arrive. Messages marked as Pending also submit a Return Receipt notification  
to the sender of the message, if it was requested. Consult your System  
Administrator for further information.  
If no new messages exist, Stratagy ES automatically accesses the Saved Message  
Folder. If you are in the Saved Message Folder, you can toggle back to the New  
Message Folder by pressing 77.  
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The Grand Tour  
Message Folders  
Saved Message Folder  
Saved messages consist of messages that:  
• You save by pressing 2 either during or after playing the message. Stratagy  
prompts, “This message will be saved in the Saved Message Folder.”  
• Stratagy ES automatically saves when you do not press 3 (delete) after playing the  
message.  
Messages are not moved to the Saved Message Folder until you log out of your  
mailbox, enabling you to return to the new message folder and replay the message.  
Access the Saved Message Folder from the Main Menu by pressing 177 or from the  
New Message Folder by pressing 77. Stratagy ES automatically accesses the Saved  
Message Folder when no new messages exist.  
After you play the last message in the folder, Stratagy ES prompts, “End of messages.”  
You can choose to return to the top of the folder, or go to the top of the new message  
folder by pressing 77.  
Multiple Message Folders  
Your messages reside in up to nine folders— one new (folder 0), one saved (folder 1)  
and up to seven personal folders (folders 2~8), created by you for the purpose of saving  
your messages. The personal folders are for only your use. When you access your  
mailbox, Stratagy ES announces the number of messages you have in the same manner  
as the example in “Dual Message Folders” on page 5.  
Message folders enable you to store saved messages topically, providing better  
organization of important correspondence. You can record a comment for each folder,  
such as “Messages from Toshiba America,” to assist you in locating the right folder in  
which to store or retrieve a message.  
Note To create or change personal folders, see “Manage Personal Folders” on page  
78.  
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Message Folders  
New Message Folder  
The New Message Folder is configured identically for both the Dual Message and  
Multiple Message Folder mailboxes with the following exception:  
If no new messages exist in a Multiple Message Folder mailbox, Stratagy ES accesses  
the Saved Message Folder (if you have not created any personal folders) or plays the  
name/comment/number of all available personal folders. You are then requested to  
enter the folder number.  
Saved Message Folder/Personal Message Folders  
Saved messages consist of messages that:  
• Stratagy ES automatically saves when you do not press 3 (delete) after playing the  
entire message. The message is saved in the Saved Message Folder (folder 1), the  
default destination for saved messages. Stratagy ES prompts, “This message will be  
saved.”  
• You save by pressing 2 either during or after playing the message. Stratagy ES  
checks your mailbox for Personal Message Folders.  
If personal folders do not exist, Stratagy ES saves the message in the Saved  
Message Folder (folder 1). Stratagy prompts, “This message will be saved.”  
If Personal Message Folders do exist, Stratagy ES plays the recorded name/  
comment and number of all available personal folders. You are requested to enter a  
valid folder number where you want the message saved. If you know the personal  
folder number you want, you can select it at anytime. You do not have to listen to  
the entire list of available folders. If an invalid number is entered, Stratagy ES  
automatically saves the message in folder 1.  
Messages are not moved to a “save” folder until you log out of your mailbox, enabling  
you to return to the new message folder and replay the message.  
After you play the last message in the folder, Stratagy ES prompts, “End of messages.”  
You can choose to return to the top of the folder, go to the top of another folder, etc.  
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The Grand Tour  
Message Types  
Access Folders  
When you press 77 from the New or Saved Message Folders or 177 from the Main  
Menu, Stratagy ES checks your mailbox for personal folders. Depending upon whether  
it finds any, Stratagy ES performs the following procedures:  
Access Method  
No Personal Folders  
Personal Folders  
From New or Saved  
Message Folder, press 77.  
Goes to Saved Message Stratagy ES prompts you to:  
Folder.  
Enter a personal folder number.  
From Main Menu, press  
or press...  
177.  
0 for the New Message Folder.  
1 for the Saved Message Folder.  
Message Types  
The Stratagy ES has the following special types of messages—forwarded, reply, fax,  
and e-mail.  
Forwarded Message  
Any message sent to you can be forwarded to one or more individual destinations or a  
personal or system distribution list. When forwarding a message, recording a message  
(comment) is optional.  
Reply Message  
Messages from other Stratagy ES users to which you want to send an immediate  
response can be sent as a reply message. When replying to a message, Stratagy ES does  
not prompt you to select the destination if the original message was recorded within a  
user’s mailbox. If the message was not recorded from a user’s mailbox, you can still  
reply to the message but the system requests that you enter a destination mailbox  
number.  
When listening to a reply message, a prompt notifies the user of the name/mailbox  
number of the person who sent the reply.  
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Message Types  
Fax Message  
Note Fax Messaging is an optional feature in the Stratagy ES. Check with your  
System Administrator to find out if your system is configured for this feature.  
Fax messages can be sent to your mailbox and stored or forwarded along with voice  
messages. When you access your mailbox, Stratagy ES tells you the number of fax  
messages that are in your mailbox. Once you access the fax message, Stratagy ES plays  
the header information that includes the number of pages received. You cannot listen  
to the actual fax document.  
You can forward the fax to other users as you would a voice message, including  
sending a voice comment with the fax to provide information about the message. You  
can also print the fax. See “Special Functions” on page 29 for details.  
E-mail Message  
Note This feature is only available to users of Stratagy ES with Unified Messaging  
(UM) and Text-to-Speech (TTS) capabilities. Check with your System  
Administrator to find out if your system is configured for this feature.  
You can retrieve and listen to your e-mail messages from your mailbox. Once you  
access the e-mail message, Stratagy ES plays the header information that includes  
sender information and time and then plays the content. Upon playing the e-mail  
message you can:  
• Delete it from your e-mail Inbox on your computer. E-mails that are not deleted  
remain in your e-mail Inbox and are played the next time you access this function.  
• Forward it to other users that have UM privileges. The destination user must have  
both a Stratagy ES voice mailbox and an e-mail address that has been defined in the  
destination user’s mailbox.  
• Reply to a e-mail message. The Stratagy ES generates an e-mail message with your  
recorded reply attached as an audio .wav file, and sent back to the originator.  
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Greetings  
Greetings  
You can select either a personal or system greeting to play to callers when you do not  
answer or when your telephone is busy.  
Depending on how your system is configured, callers may hear a separate busy  
greeting—the system or the custom busy greeting. See “Change User Options” on page  
59 for details.  
Personal  
Personal greetings are greetings that you record for callers. Stratagy ES stores all  
recorded greetings under the personal greeting number (1~7) for your mailbox. Using  
the greeting number, you can select which greeting plays.  
The System Administrator can also schedule your greetings to automatically play at  
different times. If you choose, you can override the automatic schedule using “Select a  
Personal Greeting” on page 57.  
System  
The system greeting is a standard prerecorded greeting with all Stratagy ES systems. It  
cannot be recorded over or deleted. The greeting states, “Please leave a message for  
(name).” Stratagy ES adds your name from the name recording that you made (see  
“Record Your Name” on page 20).  
Busy  
If your mailbox is configured for a personal busy greeting, you can record a custom  
busy greeting that plays when your extension is busy. If a custom greeting is not  
recorded, the default system busy greeting plays.The custom busy greeting can also be  
turned On/Off using the Select Your Busy Greeting option on the Change User Options  
Menu (see “Select Busy Greeting” on page 63).  
Note The System Administrator must configure your mailbox for the custom busy  
greeting option to be available.  
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Special Delivery Options  
Special Delivery Options  
In addition to recording and sending a new message, you can mark the message urgent,  
private, or request a return receipt.  
Urgent  
Messages can be marked urgent by the sender and always play first in the New Message  
Folder. After the message plays, the urgent status is removed.  
Private  
Messages can be marked private by the sender. The same options, such as saving and  
deleting, apply to the private messages; however, a private message cannot be  
forwarded or copied using the Automatic Message Copy feature. Once a message is  
sent, the private status cannot be removed.  
Return Receipt  
You can mark a message for Return Receipt if you want verification that it has been  
played. When a user completely plays a message marked for Return Receipt, a  
notification is sent back to the sender. Stratagy ES notifies the sender the time the  
message was heard and by whom and then plays the original message as a reminder of  
the message. This can be helpful if multiple messages were sent to the same destination  
with Return Receipt requested.  
Future Delivery  
Stratagy ES can be configured so that your message is delivered at a future specified  
time and date. After marking the message for future delivery, you can review (play,  
save, delete) the message at any time before it is sent (see “5 Future Delivery Review”  
on page 30).  
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Message Destination Selections  
Message Destination Selections  
At the beginning of the Send Messages menu, you are asked to enter the destination  
mailbox number(s).You can choose to enter a single destination (e.g., mailbox number)  
or multiple destinations (e.g., mailbox number, personal lists). Using the Multiple  
Destinations option enables you to address your message to all the recipients at the start  
of the menu.  
You can then record your message and, if desired, add additional destinations when  
prompted later in the menu. Valid destinations are:  
• Mailbox Number  
Note If you don’t know the user’s mailbox number, you can locate the mailbox  
number on Stratagy ES’s system-wide directory by pressing 00.  
• Personal distribution list  
• System distribution list  
• Audio Messaging Interchange Specification (AMIS) Proxy mailbox number  
• AMIS Gateway number plus a remote mailbox number  
Note AMIS analog networking is an optional feature and enables a Stratagy  
mailbox user to send, receive and reply to relayed voice messages over any  
remote voice mail system that supports the AMIS analog protocol.  
See “Send a Message” on page 39 for instructions on using these options.  
Personal Distribution Lists  
You can create up to 25 Personal Distribution Lists consisting of other system users.  
You can add or delete users at any time. The lists are for only your use.  
At the time you create a list, you are given the option of recording a “list comment” that  
serves as the title or name for the list. The comment plays each time you use the list to  
confirm that you have chosen the correct distribution list.  
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Message Destination Selections  
System Distribution Lists  
In addition to Personal Distribution Lists, Stratagy ES supports system-wide  
distribution lists created by the System Administrator for use by everyone in your  
company. You should check with your System Administrator to find out which lists are  
available.  
The “list comment” for the selected system list is played whenever you enter the  
mailbox number to confirm that the right list has been chosen.  
Important! When creating lists, you should keep in mind that Stratagy ES does not  
check for duplicate users on separate lists when sending a message. For  
example, if you select Personal Distribution List #1 and #3 as  
destinations for your message and Mailbox Number 1001 is on both  
lists, the message is sent twice to Mailbox Number 1001.  
Directory  
Using your telephone’s dial pad, you can enter the digits corresponding to the first few  
letters of a user’s name or the first letters of a system distribution list name. Stratagy ES  
plays the recorded name and mailbox number that matches the combination of entered  
digits. You can then select the name or go on to the next name in the directory.  
Each mailbox can be identified with up to two names. These names are entered into the  
automated directory by the System Administrator and enhance the directory’s search/  
find capabilities. Common choices for the names are the first and last names of the user,  
last name of the user and a commonly misspelled version of the last name or in the case  
of a system distribution list, two words that might appear in the list title.  
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The Grand Tour  
User Options  
User Options  
You can set your mailbox for Do Not Disturb (DND) or call screening, select or record  
a busy greeting (plays when your telephone is busy), designate where or how you are  
notified of a message, and set your mailbox to automatically copy messages to another  
mailbox.  
The following is a brief description of each of the options. Please see “Change User  
Options” on page 59 for more detailed information.  
Important! The System Administrator must activate these features for them to be  
available.  
• DND – When a caller enters your extension number, the Stratagy ES automatically  
sends the call to your mailbox without first ringing your telephone.  
• Call Screening – Stratagy ES asks callers for their name. Without the caller’s  
knowledge, the system relays that information to you. You can decide to receive the  
call, let the call forward to your mailbox, or transfer the call to another extension  
with or without an announcement.  
• Busy Greeting – You can record your own custom busy greeting that plays when  
callers reach your extension, and it is busy.  
• Message Notification – Your mailbox can have notification records programmed  
by the System Administrator with a specific notification method (message waiting  
lights, pagers, voice, etc.) and the time/day when that notification record applies.  
Once you have turned on a specific notification record, Stratagy ES automatically  
calls you at the designated number and with the chosen method to notify you of  
your messages.  
• Automatic Message Copy – You can set your mailbox to automatically copy all  
messages or just urgent messages to another mailbox during specified times of the  
day.  
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User Prompts  
User Prompts  
The Stratagy ES system prompts only for menu options available to you. You do not  
hear prompts for options:  
• Not available in your Stratagy ES system (i.e., fax).  
• Not configured for your mailbox by the System Administrator (e.g., guest users,  
DND).  
Check with your System Administrator to verify which user options and features are  
available to you.  
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Getting Started  
2
This chapter instructs you on accessing and exiting your mailbox and outlines the user  
tutorial steps.  
User Tutorial  
When you log on to the Stratagy ES Voice Processing system for the very first time,  
you hear a tutorial that walks you through the following basic steps:  
• Record your name. Your name is announced whenever the directory is accessed,  
you select the system greeting, or another Stratagy ES user sends a message to you.  
• Record your personal greeting. Your personal greeting automatically plays when  
you are not available to answer your telephone.  
• Change the default security code for your mailbox to ensure privacy. You should  
change it on a regular basis.  
Note If you do not complete the tutorial before hanging up, Stratagy ES saves any  
completed portion (e.g., your name recording) and restarts where you left off  
the next time you log on to your mailbox. Once the Stratagy ES tutorial is  
completed successfully, it cannot be replayed.  
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Getting Started  
Step 1: Access Your Mailbox  
Step 1: Access Your Mailbox  
The Main Menu (shown below) is your starting point for all of Stratagy ES’s  
messaging features. Pressing 999 from most menus returns you to the Main Menu.  
To access your mailbox, you need to know:  
• The telephone number to access Stratagy ES  
• Your mailbox number  
• Your default security code  
Please ask your System Administrator if you do not have this information.  
MAINMENU  
1
2
3
4  
0
Play Messages  
Send Messages  
Manage Mailbox  
Listen to E-mail Messages  
Exit user mode  
#
Hang Up  
Each time you access your mailbox, Stratagy ES announces:  
• The number of new and saved messages you have in your message folder(s).  
• The number of messages that will be purged upon exiting your mailbox, if  
applicable.  
Stratagy ES then plays the Main Menu options.  
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Getting Started  
Step 1: Access Your Mailbox  
If you receive new messages while you are logged on to your mailbox, Stratagy ES  
informs you that new messages have arrived every time you return to the Main Menu.  
1. From an internal telephone, The system answers with your standard  
call Stratagy ES on  
___________  
company greeting.  
...or from an external  
telephone, call Stratagy ES  
on ___________.  
2. When Stratagy ES answers, Stratagy ES prompts you to enter your mailbox  
press .  
number.  
*
3. Enter your mailbox  
number.  
Stratagy ES prompts you to enter your security  
code.  
4. Enter the default security  
code.  
You are now in your mailbox. Stratagy ES plays  
the number of messages you have and then  
prompts you with a list of choices from the  
Main Menu.  
If you make a mistake  
while entering the code,  
press to re-enter.  
*
Note If the Stratagy ES is fully integrated with the telephone system, Stratagy ES is  
informed of your mailbox number and prompts you for your security code.  
Consult your System Administrator for information on how your system is  
integrated.  
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Getting Started  
Step 2: Record Your Name  
Step 2: Record Your Name  
Your name is announced whenever the directory is accessed, you select the system  
greeting, or a message is sent by you to another Stratagy ES user.  
When you first enter your mailbox, the Stratagy ES tutorial prompts you to record your  
name and walks you through the entire recording sequence. You can re-record your  
name at any time (see “Record Your Name” on page 66).  
1. At the tone, state your name  
slowly and clearly (if you  
like, you can also state your  
extension).  
2. Press # when done.  
Stratagy ES plays your name recording.  
3. After your name plays,  
press:  
# To accept the recording  
Your recording becomes part of your mailbox  
and Stratagy ES prompts you to record your  
personal greeting.  
Re-record  
Stratagy ES returns you to the record your name  
prompt.  
*
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Getting Started  
Step 3: Record Your Personal Greeting  
Step 3: Record Your Personal Greeting  
The tutorial now prompts you to record your personal greeting. This greeting becomes  
your Personal Greeting #1. You can record up to six other greetings (see “Create or  
Record Over a Personal Greeting” on page 55 for instructions).  
Personal greetings should be informative and advise callers when you will be available  
to return their calls or respond to their messages. You can update personal greetings as  
often as you want.  
Sample Greeting  
“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19,  
and I am in the office today. I am either on the telephone or have stepped away for a  
few minutes and your call has been forwarded to my voice mailbox. If at the tone you  
leave a detailed message and a telephone number where I can reach you, I will be happy  
to return your call.”  
1. At the tone, begin recording The following information should be included:  
your greeting.  
• Your name  
• Company and/or department  
• Date  
• Your availability  
• Instructions to leave a detailed message  
• Call coverage options  
2. Press # when done.  
Stratagy ES plays your greeting.  
3. After your greeting plays,  
press:  
# To accept the recording  
Your greeting becomes Personal Greeting #1  
and Stratagy ES prompts you to change your  
security code.  
Re-record  
Stratagy ES returns you to the record your  
greeting prompt.  
*
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Getting Started  
Step 4: Change Your Security Code  
Step 4: Change Your Security Code  
You should change your security code on a regular basis to ensure the privacy of your  
messages and personal greetings (see “Change Security Code” on page 62).  
Stratagy ES prompts you to enter your new security code and notifies you of the  
number of allowable digits. For example, Stratagy ES might prompt “the new security  
code must have at least three digits and 16 maximum digits” or “the new security code  
must be exactly four digits.”  
1. Enter your new security  
Stratagy ES prompts you to re-enter your new  
security code for verification.  
code + #.  
2. Re-enter your new security  
After entering the security code a second time,  
Stratagy ES announces that your security code  
has been changed.  
code + #.  
You have completed the tutorial. Stratagy ES announces “mailbox number xxx is  
enabled,” and announces the number of messages in your mailbox. You can now  
perform any of the functions available on the Stratagy ES Main Menu or exit the  
mailbox.  
Step 5: Exit Your Mailbox or User Mode  
To exit your mailbox, press Stratagy prompts, “Thank you for calling.  
Good-bye.”  
# to hang up  
...or to exit the user mode,  
press 0.  
Stratagy ES can be configured so that you can  
exit your mailbox without leaving the  
Stratagy ES system. Please ask your System  
Administrator to find out if your system is  
configured for this or some other function when  
pressing 0.  
If you have the “0 to EXIT User Mode”  
capability, you hear Stratagy ES’s instructional  
greeting. You can now access another user or a  
different mailbox.  
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Play Messages  
3
This chapter explains how to use the Play Messages feature. It covers:  
• Accessing messages  
• Playback controls  
• Playing messages  
• Special functions  
• Retrieve and listen to e-mail messages  
Stratagy ES lights the message waiting light on your telephone when a voice or fax  
message has been left for you on the Stratagy ES system.  
Note Your telephone system and telephone must support a message waiting light  
for this feature to function.  
If configured, Stratagy ES automatically turns off your message waiting light on your  
telephone when your new message folder is empty or only Pending messages remain  
(see “Message Folders” on page 4).  
All new messages must be deleted, saved, or pending (partially heard) for Stratagy ES  
to turn off the message waiting light on your telephone. The Message Waiting LED  
remains on only if there are new messages in the folder.  
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Play Messages  
Access Messages  
Access Messages  
Once you press 1 to play your messages, the following telephone keys assist you in  
going through your messages:  
1
Takes you to the next message or back to the top of the folder when you have  
reached the last message in the folder.  
1 Replays the current message.  
*
*
2 Takes you to the previous message or back to the last message in the folder when  
you have reached the top of the message folder.  
If you receive new messages while you are accessing your mailbox, Stratagy ES  
notifies you every time you return to the Main Menu that new messages have arrived.  
Note See “Message Folders” on page 4 on using access keys 77 and 177.  
Playback Controls  
While playing a message, you can pause, control the volume, location, and speed of  
playback using the following keys (shown below).  
Press  
to play Previous Message  
(from first message go to last)  
Play Next Message  
(from last message go to first)  
Pause/Resume  
(toggle or 30 secs.)  
Turn Up volume  
Go Forward (advance)  
Back Up (rewind)  
Press twice to  
Change Speed (toggle)  
3095  
Turn Down volume  
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Play Messages  
Playback Controls  
1 Play Next Message  
Plays next message in folder. If you are at the last message in the folder, goes to the  
first message in the same folder.  
*1 Replay Current Message  
Plays previous message in folder. If you are at the first message in the folder, goes to  
the last message in the same folder.  
*2 Play Previous Message  
Plays previous message in folder. If you are at the first message in the folder, goes to  
the last message in the same folder.  
4 Pause/Resume (toggle or 30 seconds)  
At any time while playing messages, you can press 4 to pause the playback. The  
message resumes playing as soon as you press 4 or automatically at the end of a defined  
amount of time (default is 30 seconds). You can pause the playback as many times as  
necessary.  
8 Turn Up Volume, 0 Turn Down Volume  
Each time you press 8 or 0, the volume of messages adjusts one increment until the  
maximum number of increments is reached. Stratagy ES saves the current level when  
you exit.  
Back Up (rewind)  
*
The message backs up/rewinds and then begins playing. The default is five seconds (set  
by the System Administrator).  
# Go Forward (advance)  
The message goes forward/advances and then begins playing. The default is five  
seconds (set by the System Administrator).  
##Change Speed (toggle)  
Two speeds are available for playing messages: normal and fast (level set for your  
mailbox by the System Administrator). When you exit the Play Messages Menu, the  
system returns to the default speed.  
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Play Messages  
Play Messages  
Play Messages  
When you access your mailbox, Stratagy ES tells you the number of urgent, new,  
saved, and fax messages (if supported by your system; check with your System  
Administrator) you have in your mailbox.  
When you press 1 from the Main Menu to play messages (menu shown below),  
Stratagy ES automatically accesses the New Message Folder. If no messages exist in  
the New Message Folder, Stratagy ES automatically accesses the Saved Message  
Folder or Personal Folders.  
If your mailbox is empty, the Stratagy ES Main menu prompt does not include “press  
1 to play messages.”  
From the Main Menu:  
Play Messages  
Play the next message  
Replay the current message  
Save the current mesage  
Play the Previous message  
Delete the current message  
While playing a message, you can press:  
Forward the current message  
Pause/Resume (toggle or 30 seconds)  
Reply to the current message  
Turn Up volume  
Special Functions  
Turn Down volume  
Immediate Fax print of all fax documents  
Backup (rewind)  
within a folder†  
Go Forward (advance)  
Immediate Fax print of current fax document†  
Change Speed (toggle)  
Send All Fax documents to fax machine  
(Change speed is not supported in Release 5.)  
for print within a folder†  
Send Current Fax to fax machine for print†  
4554  
Message Date and Time  
Future Delivery Review (Play, Save, Delete)  
Continuous Delete  
New/Saved message folder (toggle)  
Continuous Play  
Return to previous menu  
Return to the Main Menu  
†
Optional feature  
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Play Messages  
Play Messages  
1. From the Main Menu,  
A message plays.  
press 1.  
While the message plays,  
you can select 4 to pause/  
resume, 8 to turn up  
volume, 0 to turn down  
volume, to back up  
*
(rewind), # to go forward  
(advance), and/or ## to  
change speed (toggle).  
2. (Optional) While the  
message plays or  
immediately after, you can  
select one of the following:  
1 Play the next message  
Skips to the beginning of the next message.  
Note If you reach the end of your messages,  
pressing 1 takes you back to the top of  
the same folder.  
2 Save the current  
Single or dual message folders: Stratagy ES  
saves the message and the Play Messages Menu  
plays.  
message  
(Optional) For Multiple  
Folder mailboxes:  
Enter a folder number  
(1 for Saved Message  
Folder, 2~8for Personal  
Folders).  
Multiple message folders: Stratagy ES plays the  
recorded names/comment/numbers of all  
available folders. You are requested to enter a  
valid folder number where you want the  
message saved.  
If an invalid number is entered, Stratagy ES  
automatically saves the message in folder 1.  
Note To create or change  
personal folders, see  
“Manage Personal  
Folders” on page 78.  
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Play Messages  
Play Messages  
Note Messages are not moved to the saved  
folder until you log out of your mailbox,  
enabling you to return to the new  
message folder and replay the message.  
The Play Messages Menu plays.  
3 Delete the current  
Flags the current message for deletion. The Play  
Messages Menu plays. When you exit Play  
Messages, Stratagy ES tells you the number of  
messages to be deleted. If you do not want to  
delete a message, save the message before  
exiting your mailbox.  
message  
Note Stratagy ES can be programmed to  
purge messages after a preset length of  
time. Consult your System  
Administrator. Stratagy ES notifies you  
before purging messages.  
5 Forward the current  
With the exception of private messages, all  
messages can be forwarded to a single user,  
multiple users, or a destination list. See  
“Forward a Message” on page 43 for details on  
this feature.  
message  
6 Reply to the current  
Your reply is sent to the originator of the  
message. In addition, you can send your reply to  
a single user, multiple users, or a destination list.  
See “Reply to Current Message” on page 46 for  
details on this feature.  
message  
7 Special Functions  
Stratagy ES prompts with the options. See  
“Special Functions” on page 29 for instructions  
on using this option.  
1 Replay the current  
The current message plays from the beginning.  
*
message  
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Play Messages  
Special Functions  
2 Play the previous  
The previous message plays from the beginning.  
*
message  
Note If you are at the top of the message  
folder, pressing 2 takes you to the  
*
bottom of the same folder.  
9 Return to Main Menu  
Stratagy ES tells you the total number of  
messages that will be deleted when you log out  
of your mailbox, and then returns to the Main  
Menu.  
Special Functions  
You can print or send faxes, check the date and time a message was sent, or review a  
message set for future delivery in the Play Messages Menu.  
When you play a message, this option is available by pressing 7 Special Functions.  
Note If a message does not contain a fax, Stratagy ES does not play Fax options.  
Press an option number:  
0 Immediate Fax print of  
all fax documents  
Retrieves (prints) all the faxes from your  
mailbox while calling from a fax machine (or  
other device capable of receiving a fax) with a  
handset.  
within a folder  
1 Immediate Fax print of  
Retrieves (prints) the current fax from your  
mailbox while calling from a fax machine (or  
other device capable of receiving a fax) with a  
handset.  
current fax document  
2 Send all Fax documents Stratagy ES prompts for the fax machine’s  
telephone number.  
within a folder to a fax  
machine for print  
Enter fax machine’s  
telephone number.  
Press # to accept entry  
The system sends all fax messages to a fax  
machine (or other device capable of receiving a  
fax) for retrieval (print). The Play Messages  
Menu plays.  
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Play Messages  
Special Functions  
...or to re-enter fax  
*
number.  
3 Send Current Fax to fax Stratagy ES prompts for the fax machine’s  
telephone number.  
machine for print  
Enter fax machine’s  
telephone number.  
Press # to accept entry  
The system sends a fax message currently  
residing in your mailbox to a fax machine (or  
other device capable of receiving a fax) for  
retrieval (print). The Play Messages Menu  
plays.  
...or to re-enter fax  
*
number.  
4 Message Date and Time The date and time the message was received  
plays, followed by the entire message.  
Note If your System Administrator  
programmed an automatic date and time  
stamp for all messages, the stamp plays  
automatically at the beginning of each  
message.  
5 Future Delivery Review Stratagy ES announces the total number of  
future delivery messages and plays the first  
message (i.e., future delivery time/date,  
destination mailbox, and the entire message)  
based on chronological order. Stratagy ES  
automatically saves the message for future  
delivery.  
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Play Messages  
Special Functions  
While the message is  
playing or immediately  
after, you can press 1 to  
play the next message, 2  
to save the current  
message, 3 to delete the  
current message and/or  
9 to return to the Special  
Functions Menu.  
6 Continuous Delete  
Stratagy ES prompts for # or entry.  
*
Press # to delete all  
messages  
Deletes multiple messages at one time in your  
New, Saved or Personal Message Folder(s)  
without additional action from you.  
Note See the Continuous Play feature on  
page 32 before using Continuous  
Delete.  
The number of messages deleted is based on a  
preset length of time (designated in minutes) set  
by your System Administrator on a system-wide  
basis.  
Important! The deletion starts with the first  
message in the folder and  
continues until the preset time has  
expired. Both heard and unheard  
messages are deleted. If there are  
multiple folders, the deletion  
occurs only in the folder you are  
in when you press 6 for  
continuous delete.  
...or to cancel option.  
Returns to Play Messages Menu.  
*
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Play Messages  
Special Functions  
7 New/Saved message  
Stratagy ES checks the system for any personal  
folders you have created. If personal folders  
exist, Stratagy ES prompts for a personal folder  
number. If none exist, this feature operates as a  
toggle and moves you back and forth between  
the New and Saved Message Folders.  
folder (toggle)  
If personal folders exist,  
enter a folder number  
...or 0 to go to new  
folder, 1 to go to Saved  
Message Folder, or to  
*
return to previous menu.  
8 Continuous Play  
Plays many messages at a time in your New,  
Saved or Personal Message Folder(s) without  
additional action from you.  
Note Messages played in the New Message  
Folder remain as new messages and are  
not automatically saved.  
The number of messages played is based on a  
preset length of recorded time (designated in  
minutes) and therefore varies. (Your System  
Administrator sets the length of time on a  
system-wide basis.) The messages played are  
those whose cumulative time is equal to, or less  
than, the designated number of minutes.  
Important! The playback starts with the first  
message in the folder and  
continues until the preset time has  
expired. If there are multiple  
folders, the playback occurs only  
in the folder you are in when you  
press 8 for continuous playback.  
Ask your System Administrator to verify that  
you have this option.  
9 Return to previous  
Stratagy ES returns to the Play Messages Menu.  
menu  
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Play Messages  
Retrieve and Listen to E-mail Messages  
Retrieve and Listen to E-mail Messages  
Note This feature is only available to users of Stratagy ES with Unified Messaging  
(UM) and Text-to-Speech (TTS) capabilities. Check with your System  
Administrator to find out if your system is configured for this feature.  
When you press 4 (menu shown below) from the Main Menu, Stratagy ES announces  
how many new e-mail messages you have, and gives you the opportunity to have them  
read to you. By pressing 1, Stratagy ES retrieves and begins reading your e-mail  
messages using an automated voice.  
The order in which they are read to you, is determined by your e-mail service. In most  
cases, this is in the order in which they were received.  
From the Main Menu:  
Retrieve and Listen to E-mail Messages  
Listen to e-mail message  
Replay the current e-mail message  
Save the current e-mail mesage  
Delete the current e-mail message  
Forward the current e-mail message  
Reply to the current e-mail message  
Return to the Main Menu  
Delete e-mail messages  
Cancel deletion of e-mail messages  
5453  
1. From the Main Menu, press The system accesses your e-mail account and  
4.  
prompts you with the number of new e-mail  
messages you have. The E-mail Message Menu  
plays.  
2. Press 1 to play your e-mail  
An e-mail message plays. The system tells you  
if a attachment(s) is present. Stratagy ES can  
only alert you of the presence of attachments, it  
cannot administer them in any way.  
messages.  
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Play Messages  
Retrieve and Listen to E-mail Messages  
3. (Optional) While the  
message plays or  
immediately after, you can  
select one of the following:  
1 Play the next e-mail  
Skips to the beginning of the next e-mail  
message.  
message  
Note If you reach the end of your e-mail  
messages, pressing 9 takes you back to  
the previous menu.  
2 Save the current e-mail  
The e-mail message remains in your e-mail  
mailbox and the E-Mail Message Menu plays.  
message  
3 Delete the current  
Marks the current e-mail message for deletion  
from your e-mail account. The Listen to E-mail  
Message Menu plays.  
e-mail message  
Important! If you only press 3 and then hang  
up, the message is not deleted.  
You must press 9 to exit this menu  
in order for the deletion to be  
complete.  
5 Forward the current  
Stratagy ES requests address information. After  
the first destination has been entered, additional  
destinations can be entered by pressing 4. The  
destination user must have a Stratagy ES voice  
mailbox with an e-mail address designated  
within that mailbox.  
e-mail message  
Comments can be  
recorded for this  
message, which is  
attached as a standard  
.wav file to the original  
message.  
If the destination mailbox does not support  
e-mail, the system informs you that this was an  
invalid entry. E-mail messages cannot be  
forwarded to Stratagy ES Personal or System  
Distribution Lists.  
Note Check with your System Administrator  
to see if your mailbox is set up for this  
feature.  
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Play Messages  
Retrieve and Listen to E-mail Messages  
6 Reply to the current  
Stratagy ES creates an e-mail message with  
your reply attached as a standard .wav audio file  
and sent to the originator.  
e-mail message  
1 Replay the current  
The current e-mail message plays from the  
beginning.  
*
e-mail message  
9 Return to Main Menu  
Stratagy ES tells you the total number of e-mail  
messages that will be deleted when you leave  
this menu, and asks for confirmation.  
1
2
Delete e-mail  
messages that are  
marked for deletion  
Stratagy ES deletes all the messages you  
marked for deletion and returns you to the Main  
Menu.  
Cancels deletion of  
e-mail messages  
Stratagy ES saves the messages and the E-mail  
Message Menu plays.  
marked for deletion  
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Send Messages  
4
You can record and send a message from any touchtone telephone to another  
Stratagy ES user, several users, or to a personal or system distribution list.  
This chapter covers:  
• Recording controls  
• Send a message  
• Forward a message  
• Reply to the current message  
• Special Delivery options  
• Future Delivery  
• Send a fax  
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Send Messages  
Recording Controls  
Recording Controls  
While recording a message, you can pause/resume the recording or end the recording  
using the following keys (shown below).  
Pause/Resume  
(toggle or 30 secs.)  
End recording  
3096  
4 Pause/Resume (toggle or 30 seconds)  
At any time while recording messages to another mailbox in the system, you can press  
4 to pause the recording. The message resumes recording as soon as you press 4.  
Stratagy ES prompts you with, “Begin recording... (Beep).”  
If within a defined amount of time (default is 30 seconds) you do not press 4,  
Stratagy ES restarts another 30-second pause. If during the second 30-second pause  
you:  
• Do not press any key, Stratagy ES assumes you have cancelled the message and  
returns to the Main Menu.  
• Press #, Stratagy ES returns you to the Send Messages Menu and you can send,  
review or record over the message.  
# End Recording  
After recording a message, press # to end the recording.  
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Send Messages  
Send a Message  
Send a Message  
Using the Send Messages Menu (shown below), you can record a message and send it  
to single mailbox or multiple destinations (e.g., personal or system distribution list),  
forward a message (with a comment), or reply to a message sent you.  
From the Main Menu:  
While recording a message, you  
can press:  
Play Messages  
Forward the current message  
Pause/Resume (toggle or 30  
seconds)  
Reply to the current message  
Send Messages  
End recording  
Enter destination (one of the following):  
Mailbox number plus  
Directory plus name  
Select from the following:  
Mailbox number plus  
Personal Distribution List (1~25)  
Multiple Destinations  
Directory plus name  
Personal Distribution List (1~25)  
when finished.  
Record  
Record a message, comment, or reply.  
Press  
(Press  
when finished.)  
Send and Return to Main menu  
Review recording  
Re-record  
Append recording  
Set the Hour (1~12)  
AM  
Select Additional Destinations  
Special Delivery Options  
Set Urgent status (On/Off)  
Set Private status (On/Off)  
Set Return Receipt request (On/Off)  
Return to previous menu  
Set Future Delivery  
PM  
Set the Minutes (0~59)  
Set the Day (1~31)  
Set the Month (1~12)  
Set the Year (last two digits)  
Return to previous menu  
(message delivery time plays)  
Cancel message and select new destination  
Cancel and return to Main Menu  
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Send Messages  
Send a Message  
1. From the Main Menu,  
Stratagy ES prompts you to enter the destination  
(i.e., mailbox number, Personal or System  
Distribution List, or Multiple Destinations).  
press 2.  
2. Enter one of the following  
destinations:  
Mailbox number plus #.  
Press # again to record a  
message without playing  
the user’s name.  
If you entered a user’s mailbox number,  
Stratagy ES plays the user’s name or mailbox  
number for confirmation.  
If you entered a system distribution list mailbox  
number, Stratagy ES plays the list comment or  
number for confirmation. Ask your System  
Administrator for more information about  
system lists available to you.  
Note If your Stratagy ES system is designed  
with a fixed length number for your  
mailbox number, do not press # after  
entering a mailbox number. See your  
System Administrator for specific  
operation of your system.  
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Send Messages  
Send a Message  
00 Directory plus the first Stratagy ES plays the first match for the  
combination of letters you entered.  
letters (Q=7, Z=9) of  
the user’s first or last  
name  
Note See your System Administrator for  
specific operation of your system.  
...or the first letters of a  
system distribution list  
name.  
Note Entry must be at least  
three letters long.  
Press # to select the  
name as the destination,  
1 to hear the next name,  
or to cancel your  
*
entry and re-enter.  
01 plus a Personal  
Distribution List  
number (1~25).  
Stratagy ES plays the list comment or number  
for confirmation. See “Manage Personal  
Distribution Lists” on page 74 to create or  
revise a destination (distribution) list.  
04 Multiple Destinations  
You are prompted for the destinations: mailbox  
number, directory and/or 01 Personal  
Distribution List.  
Note If you forget to enter any destination(s),  
you can press 4 Additional Destinations  
after you record your message to add  
destinations (see page 42).  
3. Record a message after the  
tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds) the  
recording.  
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Send Messages  
Send a Message  
4. Press # again to send the  
Stratagy ES tells you that your message has  
been sent and returns you to the Main Menu.  
message immediately  
Important! If you press # to send your  
message, you cannot use the  
special recording and sending  
options.  
...or before sending the  
message, you can use all of  
the following options in any  
combination as often as  
desired.  
1 Review recording  
The recording plays.  
2 Re-record  
The system prompts you to record at the beep.  
Press # when done.  
3 Append recording  
The appended recording plays after the already  
recorded portion of the message. The system  
prompts you to record at the beep.  
Press # when done.  
4 Select Additional  
Send the message to additional destinations.  
(See Step 2 on page 40 for instructions.)  
Destinations  
7 Special Delivery  
You can send a message as urgent, private, or  
with a return receipt request. The settings may  
be used in any combination and may be changed  
prior to sending the message.  
Options  
See “Special Delivery Options” on page 48 for  
instructions on using this option.  
8 Set Future Delivery  
You can have your message delivered at a future  
specified time and date. See “Future Delivery”  
on page 49 for instructions on using this option.  
Cancel message and  
select new destination  
Cancels the message and returns you to Step 2  
on page 40.  
*
Cancel and Return to  
the Main Menu  
Cancels the message and returns you to the  
Main Menu.  
**  
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Send Messages  
Forward a Message  
Forward a Message  
Any message sent to you that is not marked as Private can be forwarded to a single  
destination or a personal or system distribution list. When forwarding a message,  
recording a message (comment) is optional.  
1. From the Play Messages  
Stratagy ES prompts you to enter the destination  
(i.e., mailbox number, Personal or System  
Distribution List or Multiple Destinations).  
Menu, press 5.  
2. Enter one of the following  
destinations:  
Mailbox number plus #.  
Press # again to record a  
message without playing  
the user’s name.  
If you entered a user’s mailbox number,  
Stratagy ES plays the user’s name or mailbox  
number for confirmation.  
If you entered a system distribution list mailbox  
number, Stratagy ES plays the list comment or  
number for confirmation. Ask your System  
Administrator for more information about  
system lists available to you.  
Note If your Stratagy ES system is designed  
with a fixed length number for your  
mailbox number, do not press # after  
entering a mailbox number. See your  
System Administrator for specific  
operation of your system.  
00 Directory plus the first Stratagy ES plays the first match for the  
combination of letters you entered.  
letters (Q=7, Z=9) of  
the user’s first or last  
name  
Note See your System Administrator for  
specific operation of your system.  
...or the first letters of a  
system distribution list  
name.  
Note Entry must be at least  
three letters long.  
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Send Messages  
Forward a Message  
Press # to select the  
name as the destination,  
1 to hear the next name,  
or to cancel your entry  
*
and re-enter.  
01 plus a Personal  
Distribution List  
number (1~25).  
Stratagy ES plays the list comment or number  
for confirmation. See “Manage Personal  
Distribution Lists” on page 74 to create or  
revise a destination (distribution) list.  
04 Multiple Destinations You are prompted for the destinations: mailbox  
number, directory and/or 01 Personal  
Distribution List.  
Note If you forget to enter any destination(s),  
you can press 4 Additional Destinations  
after you record your message to add  
destinations (see page 45).  
3. (Optional) Press 2 to record  
a message (comment) after  
the tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds) the  
recording.  
4. Press # again to forward  
Stratagy ES tells you that your message has  
been forwarded and returns you to the Main  
Menu.  
the message immediately  
Important! If you press # to forward your  
message, you cannot use the  
special recording and sending  
options.  
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Send Messages  
Forward a Message  
...or before sending the  
message, you can use any  
of the following options:  
1 Review recording  
The forwarding comment plays.  
2 Re-record  
The system prompts you to record the comment  
at the beep.  
Press # when done.  
3 Append recording  
The appended forwarding comment plays after  
the already recorded message comment. The  
system prompts you to record at the beep.  
Press # when done.  
4 Select Additional  
Send the forwarded message to additional  
destinations. (See Step 2 on page 43 for step-by-  
step instructions.) You may repeat this step as  
often as necessary.  
Destinations  
7 Special Delivery  
You can send a message as urgent, private, or  
with a return receipt request. The settings may  
be used in any combination and may be changed  
prior to sending the message.  
Options  
See “Special Delivery Options” on page 48 for  
instructions on using this option.  
8 Set Future Delivery  
You can have your message delivered at a future  
specified time and date. See “Future Delivery”  
on page 49 for instructions on using this option.  
Cancel message and  
select new destination  
Cancels the message and returns you to Step 2  
on page 43.  
*
Cancel and Return to  
the Main Menu  
Cancels the message and returns you to the  
Main Menu.  
**  
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Send Messages  
Reply to Current Message  
Reply to Current Message  
Stratagy ES lets you reply to a message that you are currently playing.  
When you reply to a message sent from within a Stratagy ES user’s mailbox, you do  
not have to select a destination since Stratagy ES “remembers” the source of the  
message. You can send the reply to additional destinations.  
If the message was not recorded from a user’s mailbox, you may still reply to the  
message but you must enter the destination mailbox number.  
When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply  
message from [name or mailbox number].”  
1. From the Play Messages  
You are prompted to record your reply to the  
message.  
Menu, press 6.  
2. (Optional) If the message  
was not recorded from a  
user’s mailbox, you must  
enter a destination (see Step  
2 on page 40 for  
instructions).  
3. Record your reply after the  
tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds) the  
recording.  
4. Press # again to send the  
Stratagy ES tells you that your reply has been  
sent and returns you to the Main Menu.  
reply immediately  
Important! If you press # to send your reply  
you cannot use the special  
recording and sending options.  
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Send Messages  
Reply to Current Message  
...or before sending the  
message, you can use  
any of the following  
options:  
1
2
Review recording  
Re-record  
The recording plays.  
The system prompts you to record at the beep.  
Press # when done.  
3
Append recording  
The appended recording plays after the already  
recorded portion of the message. The system  
prompts you to record at the beep.  
Press # when done.  
4
7
Select Additional  
Destinations  
Send the message to additional destinations.  
(See Step 2 on page 40 for instructions.)  
Special Delivery  
Options  
You can send a message as urgent, private, or  
with a return receipt request. The settings may  
be used in any combination and may be changed  
prior to sending the message.  
See “Special Delivery Options” on page 48 for  
instructions on using this option.  
8
Set Future Delivery You can have your message delivered at a future  
specified time and date. See “Future Delivery”  
on page 49 for instructions on using this option.  
Cancel reply  
Cancels the reply and returns you to Step 3 on  
page 46.  
*
Cancel and Return  
to the Main Menu  
Cancels the message and returns you to the  
Main Menu.  
**  
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Send Messages  
Special Delivery Options  
Special Delivery Options  
You can send a message as urgent, private, or with a return receipt request. The settings  
may be used in any combination and may be changed prior to sending the message.  
When you send, forward or reply to a message, this option is available by pressing 7  
Special Delivery Options.  
Enter an option number:  
1 Set Urgent status  
Urgent messages play first in the New Message  
Folder.  
(toggle)  
To remove the urgent  
status, press 7 then 1  
again.  
2 Set Private status  
Private messages cannot be forwarded.  
(toggle)  
To remove the private  
status, press 7 then 2  
again.  
3 Set Return Receipt  
Stratagy ES notifies you when and by whom the  
message was received and plays the original  
message.  
request (toggle)  
To remove the return  
receipt request, press 7  
then 3 again.  
Only messages that have been deleted, saved, or  
marked as Pending (if so enabled) by the  
destination mailbox submit a Return Receipt  
notification.  
9 Return to previous  
Stratagy ES returns you to the previous menu.  
menu  
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Send Messages  
Future Delivery  
Future Delivery  
Stratagy ES can be configured so that your message is delivered at a future specified  
time and date. When you send, forward or reply to a message, this option is available  
by pressing 8 Set Future Delivery.  
Since each of the settings default to the current time/date, you do not need to enter all  
the options. For example, if you have recorded a message and want to have it delivered  
that afternoon at 2:30 p.m., you only need to enter the hour (2), select p.m. and enter  
the minutes (30) using options 1 and 2.  
After marking the message for future delivery, you can review (play, save, delete) the  
message at any time before it is sent. See Chapter 3 – Play Messages for instructions  
on using the Future Delivery Review option.  
Enter an option number and  
press #.  
1 Set Hour (1~12)  
Stratagy ES prompts you to select a.m. or p.m.  
1
2
AM  
PM  
2 Set Minutes (0~59)  
3 Set Day (1~31)  
4 Set Month (1~12)  
5 Set Year (two or four  
Two-digit numbers less than the last two digits  
of the current year are set for the twenty-first  
century. For example, enter 01 to set 2001.  
digits)  
9 Return to previous  
Stratagy ES plays the message delivery time  
and date and returns you to the previous menu.  
menu  
Note Once the message has been sent, you  
can review, continue to send (save), or  
delete this message using the Future  
Delivery Review option on the Play  
Messages Menu. (See Chapter 3 – Play  
Messages.)  
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Send Messages  
Send a Direct Fax  
Send a Direct Fax  
Stratagy ES enables you to send a fax to a mailbox when you are calling from a fax  
machine handset.  
1. Put the document to be  
faxed into the fax machine.  
2. From the fax machine  
handset, dial the number for  
Stratagy ES.  
The company greeting plays.  
3. Press 988.  
The system prompts you to enter the destination  
mailbox for your fax.  
4. Enter the destination  
Stratagy ES prompts you to record a comment,  
mailbox. Finish by pressing enter an additional destination or send the fax.  
#.  
5. (Optional) Press 1 to record The system prompts you to record at the beep.  
a comment.  
Begin recording at the tone.  
Finish by pressing #.  
After recording, you can  
press:  
1 Review comment  
The complete comment plays.  
2 Re-record  
The system prompts you to record at the beep.  
Press # when done.  
3 Append recording  
The appended comment plays after the already  
recorded portion. The system prompts you to  
record at the beep.  
Press # when done.  
4 Cancel recording  
The comment is canceled. The system returns to  
the previous menu.  
9 Save recording  
Stratagy ES tells you that the comment has been  
recorded and returns to the previous menu.  
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Send Messages  
Send a Direct Fax  
6. (Optional) Press 4  
Send the message to additional destinations.  
Additional Destinations.  
(See Step 2 on page 43 for step-by-step  
instructions.) You can repeat this step as often as  
necessary.  
7. Press the Start key on the  
fax machine and hang up  
the handset.  
The fax is processed and sent to the destination  
mailbox(es).  
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Manage Mailbox  
5
Stratagy ES provides special options to customize and manage your mailbox features  
(menu shown below).  
From the Main Menu:  
Manage Mailbox  
Change Greeting  
Change User Options  
Manage Personal Distribution Lists  
Manage Guest Mailboxes  
Manage Personal Folders  
Return to Main Menu  
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Manage Mailbox  
Change Greeting  
Change Greeting  
You can select either a personal or system greeting to play callers when you do not  
answer or when your telephone is busy.  
This section discusses the three basic greeting controls (menu shown below):  
• Create or record over a personal greeting  
• Select a personal greeting  
• Review a personal greeting  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Change Greeting  
~
Select a Personal Greeting  
Select System Greeting  
Review selected greeting  
Record (new) greeting  
Review recording  
Re-record  
Append recording  
Cancel recording  
Save recording  
Return to previous menu  
Review current greeting  
Return to previous menu  
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Manage Mailbox  
Change Greeting  
Create or Record Over a Personal Greeting  
Personal greetings should be informative and advise callers when you will be available  
to return their calls or respond to their messages. You can prerecord greetings for the  
days of the week when you are out of the office or on vacation. You can update personal  
greetings as often as you want.  
You can record and store up to seven different recorded greetings from which you can  
select as your personal greeting. The System Administrator can also schedule your  
greetings to play automatically at different times.  
1. From the Manage Mailbox  
Stratagy ES plays the Change Greeting options.  
Menu, press 1.  
2. Enter a number from 1~7.  
Your greeting is identified by the number  
chosen. For example, you can record a general  
greeting as greeting 1, then record a greeting for  
holidays as greeting 2. Later, you can choose  
which one plays. You can re-record a greeting at  
any time.  
3. Press 2 to record the  
greeting (speak slowly and  
clearly). Press # when  
done.  
The following information should be included  
in your Personal Greeting:  
•
•
•
•
•
•
Your name  
Company and/or department  
Date  
Your availability  
Instructions to leave a detailed message  
Call coverage options  
Sample Greeting  
“Hi. This is Mary Smith of the Toshiba  
Marketing Department. It is Monday, June 19,  
and I am in the office today. I am either on the  
telephone or have stepped away for a few  
minutes and your call has been forwarded to my  
voice mailbox. If at the tone you leave a detailed  
message and a telephone number where I can  
reach you, I will be happy to return your call.”  
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Manage Mailbox  
Change Greeting  
4. (Optional) After recording,  
You can repeat options 1~3 as many times as  
you wish.  
you can press:  
1 Review recording  
2 Re-record  
The complete greeting plays.  
The system prompts you to record at the beep.  
Press # when done.  
3 Append recording  
Appending a greeting enables you to add  
information to the end of your already recorded  
greeting. The system prompts you to record at  
the beep.  
Press # when done.  
4 Cancel recording  
The greeting is canceled. The system returns to  
the previous menu.  
9 Save recording  
Stratagy ES tells you that greeting (number) has  
been recorded and returns to the previous menu.  
Again, you are given the option to review or  
record over the greeting you have just recorded.  
5. Press 9 to return to the  
You are given the option to record another  
greeting.  
previous menu.  
6. Press 1 and select another  
greeting number (1~7).  
7. Repeat Step 3 on page 55  
for any additional greetings  
you want to record.  
Important! The last greeting selected or  
recorded is the greeting that  
callers hear as your mailbox  
greeting.  
8. To return to the Main  
Stratagy ES plays the Main Menu options.  
Menu, press 999.  
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Manage Mailbox  
Change Greeting  
Select a Personal Greeting  
1. From the Manage Mailbox  
Stratagy ES plays the Change Greeting options.  
Menu, press 1.  
2. Enter a personal greeting  
Your callers hear the selected greeting when you  
do not answer or when your telephone is busy.  
number (1~7)  
...or # to select the system  
greeting.  
Your callers hear the system greeting when you  
do not answer or when your telephone is busy.  
Note If you have recorded a busy greeting,  
this greeting does not play when your  
telephone is busy (see “Select Busy  
Greeting” on page 63 for details).  
Important! The last greeting selected or  
recorded is the greeting that  
callers hear as your mailbox  
greeting.  
...or to review the current The current greeting plays.  
*
greeting.  
3. Press 9 to return to the  
Stratagy ES returns to the previous menu.  
previous menu  
...or 99 to return to the  
The Manage Mailbox Menu plays.  
The Main Menu plays.  
Manage Mailbox Menu  
...or 999 to return to the  
Main Menu.  
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Manage Mailbox  
Change Greeting  
Review a Personal Greeting  
1. From the Manage Mailbox  
Stratagy ES plays the Change Greeting options.  
Menu, press 1.  
2. Press to review the  
The current greeting plays. Stratagy ES prompts  
you with the Change Greeting Menu options.  
*
current greeting  
Note Pressing does not affect the current  
*
greeting selection.  
...or enter a number from  
1~7, then press 1 to review  
the greeting.  
The greeting plays. Stratagy ES prompts you  
with the Change Greeting Menu options.  
3. Press 9 to return to the  
Stratagy ES returns to the previous menu.  
The Manage Mailbox Menu plays.  
The Main Menu plays.  
previous menu  
...or 99 to return to the  
Manage Mailbox Menu  
...or 999 to return to the  
Main Menu.  
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Manage Mailbox  
Change User Options  
Change User Options  
Stratagy ES provides a number of special options to improve time management and  
productivity (menu shown below). For example, the DND feature can provide blocks  
of time for meetings or projects uninterrupted by the ringing of a telephone.  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Change User Options  
Change Do Not Disturb (On/Off)  
Change Call Screening (On/Off)  
Change Security Code  
Select Busy Greeting (toggle)  
Record Busy Greeting  
Record your Name  
Change message Notification  
Set Automatic Message Copy  
Review Option Settings  
Return to previous menu  
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Important!  
• If you do not hear all the options for this menu, they may not be configured for your  
mailbox or system. Please ask your System Administrator to verify which user  
options are available to you.  
• If the DND, Call Screening or busy greeting features do not function after you have  
enabled them, contact your System Administrator. These features can only operate  
if Stratagy ES performs as the Automated Attendant (AA) and your telephone  
system or telephone may be performing that function instead.  
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Manage Mailbox  
Change User Options  
Change Do Not Disturb (DND) Setting  
If you set this feature to On, Stratagy ES automatically sends calls to your mailbox  
without first ringing your telephone. The System Administrator can also set this feature  
to turn On or Off automatically at pre-scheduled times and/or days of the week.  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 1.  
A prompt verifies the current status (On/Off) of  
the DND feature.  
Important! DND on the Stratagy ES voice  
processing system is different  
from the DND features for your  
telephone system. If your  
telephone comes with a DND  
button or feature, it works  
independently from this feature on  
Stratagy ES.  
3. (Optional) Press 1 again to  
reset the feature, if  
required.  
Pressing 1 toggles the DND feature On and Off.  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change User Options  
Change Call Screening Setting  
If you set this feature to On, Stratagy ES asks callers for their name and company.  
Without the caller’s knowledge, the system relays that information to you and provides  
you with special options to handle the call (menu shown below).  
1
2
Receive the call  
Reject the call and let the call forward  
to your mailbox  
3
4
Transfer the call to another extension  
with an announcement  
Transfer the call to another extension  
without an announcement  
The System Administrator can also set this feature to turn On or Off automatically at  
pre-scheduled times and/or days of the week.  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 2.  
A prompt verifies the current status (On/Off) of  
the Call Screening feature.  
3. (Optional) Press 2 again to  
reset the feature, if  
required.  
Pressing 2 toggles the Call Screening feature  
On and Off.  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change User Options  
Change Security Code  
Each mailbox in the system has a security code. The code must be entered by you in  
order to “log on” to your mailbox, enabling you to access your messages, settings,  
greetings, etc.  
Note You can change your security code as often as you wish to ensure the privacy  
of your messages and personal greetings.  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 3.  
Stratagy ES prompts you to enter your new  
security code and notifies you of the number of  
allowable digits.  
For example, Stratagy ES might prompt “the  
new security code must have at least 3 digits  
and 16 maximum digits” or “the new security  
code must be exactly 4 digits.”  
3. Enter your new security  
Stratagy ES prompts you to re-enter your new  
security code for verification.  
code + #.  
4. Re-enter your new security  
After entering the security code a second time,  
Stratagy ES announces that your security code  
has been changed.  
code + #.  
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Manage Mailbox  
Change User Options  
Select Busy Greeting  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 4.  
A prompt verifies the current status (custom/  
system) of the Busy Greeting feature.  
3. (Optional) Press 4 again to  
reset the feature, if  
required.  
Pressing 4 toggles between selecting your  
custom busy greeting and the system busy  
greeting.  
Note The custom busy greeting must be  
recorded before it can be selected (see  
“Create or Record Over Busy Greeting”  
on page 64).  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change User Options  
Create or Record Over Busy Greeting  
You can record your own custom busy greeting (menu shown below) that plays when  
callers reach your extension and it is busy. While your callers are listening to the busy  
greeting, they can enter a different mailbox number, press to hold (if configured for  
*
your mailbox by the System Administrator), or remain on the line to leave a message.  
From the Change User Options Menu:  
Record Busy Greeting  
Record a greeting  
Press  
when done.  
Review recording  
Re-record  
Append recording  
Cancel recording  
Save recording  
4556  
Note Depending on the configuration of your telephone and telephone system,  
Stratagy ES may not receive a busy tone when callers reach your extension. If  
Stratagy ES doesn’t receive a busy tone, your selected personal greeting plays  
instead.  
If a custom greeting is not recorded, the default system busy greeting plays.  
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Manage Mailbox  
Change User Options  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 5.  
Stratagy ES prompts you to record your custom  
busy greeting.  
3. Begin recording at the tone. Sample Greeting:  
Press # when done.  
“Thanks for calling. I’m currently on the phone.  
If you would like to hold, press star, or you can  
leave me a message after the tone.”  
4. (Optional) After recording,  
you can press:  
1 Review greeting  
The complete greeting plays.  
2 Re-record  
The system prompts you to record at the beep.  
Begin recording at the  
tone. Press # when  
done.  
3 Append recording  
The appended greeting plays after the already  
recorded portion of the greeting. The system  
prompts you to record at the beep.  
Begin recording at the  
tone. Press # when  
done.  
4 Cancel recording  
The greeting is canceled. The system returns to  
the previous menu.  
9 Save recording  
Stratagy ES tells you that the greeting has been  
recorded and returns to the previous menu.  
5. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change User Options  
Record Your Name  
Your name is announced whenever the directory is accessed, you select the system  
greeting, or a message is sent by another Stratagy ES user.  
Stratagy ES prompts you through the entire recording sequence (menu shown below).  
You can re-record your name at any time simply by repeating these steps.  
From the Change User Options Menu:  
Record your Name  
Record your name and  
press  
when done.  
Review recording  
Re-record  
Append recording  
Cancel recording  
Save recording  
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Note Some Stratagy ES systems may not be configured to play your name when  
you log on to your mailbox.  
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Manage Mailbox  
Change User Options  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 6.  
Stratagy ES prompts you to record your name.  
3. At the tone, state your name  
slowly and clearly.  
Press # when done.  
4. (Optional) After recording,  
you can press:  
1 Review recording  
Your newly recorded name plays.  
2 Re-record  
You can re-record your name as often as you  
wish.  
Press # when done.  
3 Append recording  
You can add a short comment that plays at the  
end of the recording (for example, a vacation  
announcement).  
Press # when done.  
4 Cancel recording  
You can cancel your newly recorded name (and  
extension) and return to the previous menu.  
9 Save recording  
Stratagy ES confirms that your name has been  
recorded. Stratagy ES returns to the previous  
menu.  
When your mailbox is accessed, you can select  
either the system or personal greeting to play.  
See Chapter 5 – Manage Mailbox for  
instructions on selecting and creating greetings.  
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Manage Mailbox  
Change User Options  
Change Message Notification  
Your mailbox can have notification records programmed by the System Administrator  
with a specific notification method (message waiting lights, pagers, voice, etc.) and the  
time/day when that notification record applies. The repeat count (how many times the  
notification is attempted) and interval for retrying the notification is also set.  
Once you have enabled a notification record by entering the template number (menu  
shown below), Stratagy ES automatically performs the chosen notification method.  
The Stratagy ES enables you to change digits that a notification may use in an attempt  
to notify you of a message. These digits could be the number where you can be reached,  
your paging service, or the number that displays in a digital pager’s LCD screen. It  
depends on how the notification event has been programmed.  
From the Change User Options Menu:  
Change message Notification  
Enter notification template number  
or enter  
for a list of templates  
Enable/Disable notification template  
(toggle)  
Change notification digits  
Save changes  
Return to previous menu  
4558  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 7.  
You are told the number of notification records  
you have and are prompted to enter the  
notification record number.  
3. Enter the notification  
template number  
Stratagy ES confirms the template number,  
either speaks or spells the template title, states  
whether the template is enabled or disabled, and  
tells you the phone number (if applicable).  
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Manage Mailbox  
Change User Options  
...or if you do not remember The system plays a template header record for  
each notification template consisting of the  
template number and title (e.g., CTX message  
light on). After each header record plays, you  
are asked to select the record or hear the next  
record.  
the template number you  
want, press 00.  
Press # to select the  
notification template or 1 to  
hear the next record.  
4. Press an option number:  
1 Enable/disable  
notification template  
(toggle)  
Pressing 1 toggles the notification template  
between Enable and Disable. After pressing 1, a  
prompt verifies the current status.  
2 Change notification  
Stratagy ES verifies the number entered.  
digits  
Enter the new  
notification digits and  
press #.  
# Save changes  
Stratagy ES tells you that the notification  
template changes have been recorded.  
Stratagy ES returns to the previous menu.  
9 Return to previous  
Stratagy ES cancels the change message  
notification options and returns to the previous  
menu.  
menu  
5. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change User Options  
Set Automatic Message Copy  
When enabled, the Automatic Message Copy feature (menu shown below)  
automatically copies messages from your mailbox to a designated mailbox.  
You can choose to copy all your messages or only the messages marked urgent,  
designate the mailbox destination for the copies, and set the time of day for copying the  
messages that arrive at your mailbox. You can also set a time delay, if one is needed.  
From the Change User Options Menu:  
Enable/Disable copy (toggle)  
Set Automatic Message Copy  
Enter copy Destination  
Copy All Messages  
Confirm  
Copy Urgent Messages  
Re-enter  
Return to previous menu  
Cancel and return to  
previous menu  
4559  
Set Delay Time  
Set Hour  
Set Minutes  
Set Day  
Save changes and return to  
previous menu  
Set copy Start Time  
Set Hour  
AM  
PM  
Set Minutes  
Return to previous menu  
Set copy End Time  
Set Hour  
AM  
PM  
Set Minutes  
Return to previous menu  
Save changes and return to  
previous menu  
Return to previous menu  
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Manage Mailbox  
Change User Options  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press 8.  
Stratagy ES plays the Automatic Message Copy  
Menu.  
3. Press 1 to copy all  
Stratagy ES confirms the automatic message  
copy for all messages is enabled/disabled, the  
mailbox where the message will be copied,  
delay time, and auto copying starting/ending  
times.  
messages  
...or 2 to copy only urgent  
messages  
Stratagy ES confirms the automatic message  
copy for urgent messages is enabled/disabled,  
the mailbox where the message will be copied,  
delay time, and auto copying starting/ending  
times.  
...or 9 to return to previous  
menu.  
Stratagy ES returns to the previous menu.  
4. (Optional) You can select  
all of the following options  
in any combination:  
1 Enable/Disable (toggle) Pressing 1 toggles the message copy feature On/  
Off.  
2 Enter message  
A prompt verifies the mailbox number and  
prompts you for an entry of 1, 2 or .  
destination  
*
Press 1 to confirm the  
Pressing 1 saves the mailbox number.  
number, 2 to erase and  
re-enter, or to cancel  
*
and return to previous  
menu.  
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Manage Mailbox  
Change User Options  
3 Set delay time  
Stratagy ES prompts you to enter the time.  
Only one of the following entries are allowed.  
Select one of the  
following:  
1
2
3
9
Set hour  
Set minutes  
Set day  
System prompts for number of hours to delay  
message (maximum is 24 hours). Once you  
have entered the value, Stratagy ES saves the  
entry and returns to the previous menu.  
System prompts for number of minutes to delay  
message (maximum is 60 minutes). Once you  
have entered the value, Stratagy ES saves the  
entry and returns to the previous menu.  
System prompts for number of days to delay  
message (maximum is 25 days). Once you have  
entered the value, Stratagy ES saves the entry  
and returns to the previous menu.  
Returns to previous  
menu  
Saves current entry and returns to the auto copy  
message.  
4 Set Copy Start Time.  
Stratagy ES prompts you to enter the time.  
Enter an option number  
and press #.  
1
Set Hour (1~12)  
Stratagy ES prompts you to select AM or PM.  
1
2
AM  
PM  
2
Set Minutes (0~59)  
5 Set Copy End Time.  
Stratagy ES prompts you to enter the time.  
Stratagy ES prompts you to select AM or PM.  
Enter an option number  
and press #.  
1
Set Hour (1~12)  
1
2
AM  
PM  
2
Set Minutes (0~59)  
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Manage Mailbox  
Change User Options  
9
Saves changes and  
returns to previous  
menu.  
Saves the changes and returns to the auto copy  
message.  
Cancel changes and Cancels changes and returns to the auto copy  
*
message.  
returns to previous  
menu.  
9 Return to the Manage  
You can select another user Manage Mailbox  
option.  
Mailbox Menu  
...or 99 to return to  
Main Menu.  
You can select another Main Menu option.  
Review Option Settings  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press 2.  
2. Press to Review your  
Stratagy ES verifies the status of your DND,  
Call Screening options and plays your selected  
busy message and name recording.  
*
Option Settings.  
3. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Manage Personal Distribution Lists  
Manage Personal Distribution Lists  
The Manage Personal Distribution Lists feature enables you to create and manage up  
to 25 personal distribution lists. The lists consist of the mailboxes to which you most  
frequently send messages.  
At the time you create a list, you are given the option of recording a “list comment” that  
serves as the title or name for the list. The comment plays each time you use the list to  
confirm that you have chosen the correct distribution list.  
From the Manage Personal Distribution Lists Menu (shown below), you can review the  
list contents, add and delete mailboxes to the list, and record a list comment.  
From the Main Menu:  
3
Manage Mailbox  
From the Manage Mailbox Menu:  
3
Manage Personal Distribution Lists  
1
25  
~ for a Personal Distribution Lists  
Select  
1
2
3
4
9
Review current list  
Add a mailbox to the list  
Delete a mailbox from the list  
Record a list Comment  
Return to previous menu  
Return to previous menu  
*
1. From the Manage Mailbox  
Stratagy ES plays the Manage Personal Lists  
options.  
Menu, press 3.  
2. Select the desired list  
number 1~25.  
3. After selecting a list, you  
can press:  
1 Review your current list The system prompts you with the name (and  
extension) of each mailbox on the list.  
2 Add a Mailbox to the  
Stratagy ES prompts you to enter the mailbox  
number.  
list  
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Manage Mailbox  
Manage Personal Distribution Lists  
Enter the mailbox  
number or press 00 for  
Stratagy ES directory  
assistance. Press # when  
done.  
The name (and extension) plays. You can add  
additional mailbox numbers as needed.  
3 Delete a Mailbox from  
Stratagy ES prompts you to enter the mailbox  
number.  
the list  
Enter the mailbox  
number or press 00 for  
Stratagy ES directory  
assistance. Press # when  
done.  
The name (and extension) plays. The system  
prompts “Deleted.”  
4 Record a list Comment  
When sending a message, the comment plays  
each time the destination list is selected.  
Record your comment.  
Press # when done.  
Stratagy ES prompts you to record the  
comment.  
(Optional) After  
recording, you can press  
1 to review recording, 2  
to rerecord, 3 to append  
the recording, 4 to  
cancel the recording or  
9 to save the recording  
and return to the  
previous menu.  
4. Press to return to the  
Stratagy ES returns to the previous menu.  
*
previous menu  
...or 9 to return to the  
You can select another Manage Mailbox option.  
*
Manage Mailbox Menu  
...or 99 to return to the  
You can select another Main Menu option.  
*
Main Menu.  
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Manage Mailbox  
Manage Guest Mailboxes  
Manage Guest Mailboxes  
Guest mailboxes provide limited access to the Stratagy ES system for temporary and  
project-oriented employees, such as consultants and contractors. Guest users may only  
send and receive messages to their host and other guests that share the same host  
mailbox.  
The Guest mailboxes are selected from a system-generated list and assigned on a per-  
use basis. See your System Administrator for details if you have this feature.  
Managing guest mailboxes entails creating and deleting guest mailboxes and resetting  
a guest password (menu shown below).  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Manage Guest Mailboxes  
Create a Guest Mailbox  
Delete a Guest Mailbox  
Review your Guest Mailboxes  
Reset Guest Password  
Return to previous menu  
4560  
1. From the Manage Mailbox  
Stratagy ES plays the Manage Guest Mailboxes  
options.  
Menu, press 4.  
2. Select one of the following:  
1 Create a Guest Mailbox The system prompts with a Guest Mailbox  
number. Be sure to make a note of the number  
and the person you assign.  
2 Delete a Guest Mailbox Stratagy ES prompts you to enter the mailbox  
number.  
Enter the mailbox  
number. Press # when  
done.  
The system confirms the Guest Mailbox is  
deleted.  
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Manage Mailbox  
Use Guest Mailboxes  
3 Review your Guest  
The system lists your Guest Mailbox numbers.  
Mailboxes  
4 Reset Guest Password  
Stratagy ES prompts you to enter the mailbox  
number.  
Enter the mailbox  
number.  
Stratagy ES resets the password for the guest  
mailbox.  
3. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
Use Guest Mailboxes  
A guest user can access his/her mailbox in the same manner as a regular Stratagy ES  
user. The guest can play and send messages but is denied access to all Manage Mailbox  
Menu features except “3 Change Security Code” and “6 Record your Name.”  
Note See “Access Your Mailbox” on page 18 for instructions on accessing the guest  
mailbox.  
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Manage Mailbox  
Manage Personal Folders  
Manage Personal Folders  
Your messages can reside in up to nine folders—one new, one saved and seven  
personal folders created by you for the purpose of saving your messages. The personal  
folders are for only your use.  
At the time you create a folder, you are given the option of recording a “name/  
comment” that serves as the title or name for the folder (menu shown below). The  
comment plays each time you use the folder to confirm that you have chosen the correct  
one.  
When you access your mailbox, Stratagy ES announces that you have “x number of  
new messages and x number of saved messages.” When you press 2 from the Play  
Messages menu to save a message, Stratagy ES plays the folder number and the  
recorded name/comment of each of the available folders.  
You are requested to enter a valid folder number where you want the message saved.  
If an invalid number is entered, Stratagy ES automatically saves the message in folder  
1 (i.e., standard save folder).  
From the Main Menu:  
3
Manage Mailbox  
From the Manage Mailbox Menu:  
5
Manage Personal Folders  
2
8
Select  
~
for a Personal Folder  
1
2
Review folder name/comment  
Record folder name/comment  
1
2
3
4
9
Review recording  
Re-record a folder Comment  
Append a folder Comment  
Cancel recording  
Save recording and return to previous  
menu  
9
Return to previous menu  
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Manage Mailbox  
Manage Personal Folders  
1. From the Manage Mailbox  
Stratagy ES plays the Manage Personal Folders  
options.  
Menu, press 5.  
2. Enter a number from 2~8.  
Number 1 is reserved for the standard save  
folder and cannot be used.  
3. After selecting a folder, you  
can press:  
1 Review folder name/  
The system plays the folder name and comment.  
comment  
2 Record the name and  
comment  
At the tone, state the  
folder name and  
comment slowly and  
clearly. Press # when  
done.  
4. (Optional) After recording,  
you can press:  
1 Review recording  
The newly recorded folder name/comment  
plays.  
2 Re-record  
You can re-record the folder name/comment as  
often as you wish.  
Press # when done.  
3 Append recording  
You can add a short comment that plays at the  
end of the original comment.  
Press # when done.  
4 Cancel recording  
You can cancel your newly recorded folder  
name/comment and return to the previous menu.  
9 Save recording  
Stratagy ES confirms that the folder name/  
comment has been recorded. Stratagy ES returns  
to the Manage Personal Folders menu.  
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Manage Mailbox  
Manage Personal Folders  
5. Press 9 to return to the  
Stratagy ES returns to the previous menu.  
You can select another Manage Mailbox option.  
You can select another Main Menu option.  
previous menu  
...or 99 to return to the  
Manage Mailbox Menu  
...or 999 to return to the  
Main Menu.  
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Using Stratagy ES with a  
Strata CIX  
A
This appendix covers the use of Stratagy ES voice mail with the Strata CIX/CTX. Call  
Forward, Message Waiting, CTX Proprietary Integration, Direct Transfer to Voice  
Mail and Voice Mail Conference features are all described.  
Note Check with your System Administrator about your company’s phone system  
and telephones.  
Call Forward  
Note See Strata CIX and CTX IPT/DKT Telephone User Guide for additional  
information on programming and using this feature on your phone.  
There are two types of Call Forwarding: System and Station.  
• System Call Forward (which is set in Programming) automatically directs calls to a  
predefined location, such as Voice Mail.  
• Station Call Forward enables you to assign Call Forward destinations for each  
extension on your phone. Each extension can be independently set for a different  
Call Forward feature. You can set a flexible button to perform any Call Forward  
function.  
Call Forward must be set prior to receiving the call.  
Note Station Call Forward takes priority over System Call Forward.  
Table 1 on page 82 contains the Call Forward Button sequences for performing Call  
Forward. There are two ways to perform each Call Forward function. One, enter the  
button sequence as described, or two, program a flexible button to perform the  
sequence.  
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Using Stratagy ES with a Strata CIX  
Call Forward  
To use the Call Forward button sequence  
Follow the instructions in Table 1 below shown under “Button Sequence.” Some  
features require additional input, such as:  
• Destination – If the destination is an outside number, press # after entering the  
destination. The CIX/CTX accepts destination numbers of up to 32 digits.  
• Timer – This is a two digit entry representing how long (8 to 160 seconds) your  
telephone should ring before forwarding the call. If you enter one digit, you  
must press # after entering the single digit.  
Also, in the following table, (Tone) means that a confirmation tone plays at that point  
in the sequence.  
Table 1  
Call Forward Procedures  
Feature  
Button Sequence  
Call Forward - Station  
Call Forward Any Call (Internal and Incoming Line)  
All Call  
Busy  
Press Extension button + #6011 (Tone) + Destination No. (Tone)  
Press Extension button + #6021 (Tone) + Dest. No. (Tone)  
No Answer  
Press Extension button + #6031 (Tone) + Dest. No. (Tone) + Timer + #  
Busy No Answer Press Extension button + #6041 + Dest. No. + Timer + #  
Cancel  
Press Extension button + #6051 (Tone)  
Call Forward - System  
Call Forward - Incoming Line Calls  
All Calls  
Busy  
Extension button + #6013 (Tone) + Dest. No. (Tone)  
Extension button + #6023 (Tone) + Dest. No. (Tone)  
No Answer  
Extension button + #6033 + Dest. No. (Tone) + Timer (Tone) + #  
Busy No Answer Extension button + #6043 + Dest. No. (Tone) + Timer (Tone) + #  
Cancel  
Call Forward - System  
Activate  
Extension button + #6053 (Tone)  
#620 (Tone)  
#621 (Tone)  
Cancel  
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Using Stratagy ES with a Strata CIX  
Message Waiting  
Message Waiting  
Use your Msg LED/button and LCD to see/retrieve message(s).  
An extension can receive up to four simultaneous Message Waiting indications and  
LCD messages. One message is reserved for the Message Center.  
Your phone can be programmed to have up to four additional (flexible) Message  
Waiting buttons/LEDs. Ask if these buttons have been programmed on your phone. If  
so, substitute them when the Msg button/LED is mentioned in the following steps.  
Responding to a Lit Msg LED  
1. On an LCD phone, if you see a “+” press Scroll to display additional messages;  
otherwise, go to Step 2. The “+” indicates additional messages. The LCD can show  
up to three station messages for your extension and three for each additional  
(phantom) extension that you may have.  
2. Press Msg, then lift the handset. Your phone rings the extension or voice mail  
device that sent the indication. The LED continues to flash red.  
3. After answering the message(s), place the handset back on-hook.  
4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3  
above to retrieve them. Voice mail devices turn off the LED/LCD indications after  
a short delay, after you checked all messages.  
5. To manually turn off your Msg LED, press your extension button, then press  
#409. Do this step for each message received.  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Turning On/Off Message Waiting LED on Another  
Extension  
If you call an extension and it’s busy or there is no answer, you can light that  
extension’s Message Waiting LED and enable that extension to call you back.  
1. Dial an internal extension. You hear busy tone or there’s no answer.  
2. Press Msg or 7. The Msg LED flashes red on the called phone. At your phone, the  
Msg LED lights steady red and the LCD shows the station number where you set a  
Message Waiting light.  
3. Press Spkr. Your Msg LED turns Off. The Msg LED on the called telephone  
flashes until the called party presses the flashing Msg button - which calls you  
back.  
4. To turn Off a Message LED that you have set on another extension, press #64 plus  
the extension number that has the message light set. Then hang up to release your  
telephone.  
CIX Proprietary Integration  
If your company’s Toshiba Strata CIX/CTX phone system has the Proprietary  
Integration with your Stratagy ES enabled, you have two additional features at your  
disposal—Soft Key Control of Voice Mail and Call Record to Voice Mail. If you  
cannot access these features, check with your System Administrator.  
Soft Key Control of Voice Mail  
If you have a Strata 3000 or 2000-series digital phone equipped with a Liquid Crystal  
Display (LCD), many standard functions of the Stratagy ES voice mail system can be  
displayed on the digital telephone LCD and operated by Soft Keys. Feature prompting  
makes voice mail functions easy to use via visual displays on the telephone in place of  
listening to voice prompts over the handset, although the Stratagy ES voice prompts  
still play when soft keys are used.  
Note For general information on using Soft Keys on your phone, please see the  
Strata CIX and CTX IPT/DKT Telephone User Guide.  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
When your telephone is idle, and a message arrives  
for an extension on your phone, the Msg LED is  
activated for the appropriate extension and updates  
the LCD with this display (shown right). If urgent  
messages are in the extension’s mailbox, the  
SAVED display is replaced with the number of  
URGENT messages.  
Mode  
Page  
Feature  
Scroll  
1 NEW/5 SAVED  
DIRECT SS  
SYSTEM SD  
PERSONAL SD  
EXTERNAL DIR  
INTERNAL DIR  
5951  
Soft Keys  
Soft Keys  
Once connected to your Stratagy ES voice  
mailbox, the LCD displays the Stratagy ES Main  
Menu options (shown at right). See Table 2 on page  
86 below for a list of Main Menu soft keys.  
Mode  
Page  
Feature  
Scroll  
VOICE MAIL MAIN MENU  
3 NEW / 2 SAVED  
SEND  
PLAY MSGS  
MANAGE MBX  
HANGUP  
EXIT  
5951  
Soft Keys  
Soft Keys  
You are then able to perform many of the standard  
Stratagy ES voice mail functions using the Soft  
Keys on your phone (Play Messages menu example  
shown at right). See Table 3 on page 86 for a list of  
Soft Keys.  
Mode  
Page  
Feature  
Scroll  
FRM: 5555  
MSG LENGTH: 00:54  
NEXT  
REPLAY  
PREVIOUS  
FORWARD  
SAVE  
DELETE  
SPL FUNCT  
GO FORWARD  
PREV MENU  
BACKUP  
PAUSE PLAY  
5953  
Soft Keys  
Soft Keys  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Table 2  
Stratagy ES Main Menu Soft Keys for CIX Digital Telephones  
IPT 2010-SD  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
IPT 2008-SDL  
DKT 3014-SDL  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
PLAY MSGS  
SEND  
PLAY  
PLAY  
Play Messages  
SEND  
MGMT  
SEND  
MGMT  
Send Messages  
MANAGE MBX  
EXIT  
Manage Mailbox  
Exit Mailbox  
HANGUP  
QUIT  
Disconnect from Stratagy ES  
Table 3  
Soft Keys for CIX Digital Telephones  
IPT 2010-SD  
IPT 2008-SDL  
DKT 3014-SDL  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
ACCEPT  
Confirm automatic copy destination  
Create a Guest Mailbox  
Additional Destinations  
Add a mailbox to the list  
Copy All Messages  
ADD  
ADD  
ADD  
ADD DESTS  
ADD MBX  
ALL MSGS  
AM?  
ADD  
ADD  
AM  
APPEND  
APND  
Append recording  
AUTO COPY  
BACK UP  
Set Automatic Msg Copy  
Backup (rewind)  
BSY GRT REC  
BUSY GREET  
CALL SCREEN  
CANCEL  
Record Busy Greeting  
Select Busy Greeting (toggle)  
Change Call Screening (On/Off)  
Cancel recording  
CANCEL MSG  
CANC  
CNCL  
Cancel message and select new  
destination  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Table 3  
Soft Keys for CIX Digital Telephones (continued)  
IPT 2010-SD  
IPT 2008-SDL  
DKT 3014-SDL  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
CHANGE  
Change notification digits  
Change Greeting  
CHG  
GRT  
GRT  
GREETING  
CONT DELETE  
CONT PLAY  
DATE & TIME  
DELAY TIME  
DELETE  
Continuous Delete  
Continuous Play  
DATE  
Message Date and Time  
Set Delay Time  
DEL  
DEL  
DEL  
DEL  
Delete the message/guest mailbox  
DELETE MBX  
Delete a mailbox from the personal  
distribution list  
DELETE MSG  
DESTINATION  
DIRECTORY  
DND  
Delete message (Future Delivery Review)  
Enter automatic copy destination  
Directory plus name  
DIR  
DIR  
DND  
DND  
Change Do Not Disturb (On/Off)  
Enable/Disable:  
ENABLE/  
DISABLE  
Notification template (toggle)  
Automatic copy  
END TIME  
Set copy End Time  
FOLDERS  
FLDR  
FWD  
New/Saved message folder  
Forward the current message  
FORWARD  
FUTURE DLVR  
FWD  
GST  
Set Future Delivery, Future Delivery  
Review  
GO FORWARD  
Go forward (advance)  
GUEST MBXES GST  
Manage Guest Mailboxes  
IMM ALL FAX  
IMM THS FAX  
SNDN  
SND1  
Immediate Fax (all faxes in folder)  
Immediate Fax (current fax doc)  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Table 3  
Soft Keys for CIX Digital Telephones (continued)  
IPT 2010-SD  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
IPT 2008-SDL  
DKT 3014-SDL  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
MARK PRIVAT  
PRV  
PRV  
Set Private status (On/Off)  
MARK  
URG  
URG  
Set Urgent status (On/Off)  
URGENT  
MSG  
FLDR  
FLDR  
Manage Personal Folders  
FOLDERS  
MSG NOTIFY  
MULTI ENTRY  
Change message Notification  
Multiple Destinations  
MULTI  
NAME  
MULTI  
NAME  
NAME  
Record your Name  
RECORD  
NEXT  
NEXT  
NEXT  
Play next message  
NEXT MSG  
Play next message (Future Delivery  
Review)  
NEXT NAME  
PAUSE  
NEXT  
PAUS  
NEXT  
PAUS  
Play next name  
Pause recording  
PAUSE PLAY  
PER DST LST  
Pause playback  
LIST  
LIST  
LIST  
LIST  
Manage Personal Distribution Lists  
Personal distribution list (1~25)  
PERSONAL  
LIST  
PM?  
PM  
PREVIOUS  
PREV MENU  
Play the Previous message  
Return to previous menu  
Record a list Comment  
PREV  
REC  
COMMENT  
COMM  
COMM  
REC  
RECORD  
REC  
Record  
REENTER  
Re-enter automatic copy destination  
Re-enter name or Exit  
REENTER  
NAM  
REDO  
REDO  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Table 3  
Soft Keys for CIX Digital Telephones (continued)  
IPT 2010-SD  
IPT 2008-SDL  
DKT 3014-SDL  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
REPLAY  
Replay current message  
Reply to the current message  
Re-record  
REPLY  
RPLY  
RPLY  
RREC  
RSET  
RE RECORD  
RREC  
RSET  
RESET  
Reset Guest Password  
PWORD  
RETRN RECPT RTRC  
RTRC  
REVW  
REVW  
Set Return Receipt request (On/Off)  
Review recording/guest mailboxes  
Review current list  
REVIEW  
REVW  
REVW  
REVIEW LIST  
REV OPTIONS  
SAVE  
Review Option Settings  
SAVE  
SAVE  
Save the message/recording/changes  
Save message (Future Delivery Review)  
Change Security Code  
SAVE MSG  
SECURITY  
COD  
CODE  
CODE  
SELECT NAME  
SEND MSG  
PICK  
PICK  
Select name  
SEND  
SEND  
Send and Return to Main menu  
Set the Day (1~31)  
SET DAY  
SET HOUR  
Set the Hour (1~12)  
SET MINUTES  
SET MONTH  
SET YEAR  
Set the Minutes (0~59)  
Set up Month (1~12)  
Set up Year (last two digits)  
Special Functions  
SPCL FUNCT  
SND ALL FAX  
SND THS FAX  
SPCIAL SEND  
START TIME  
SPCL  
FAXN  
FAX1  
SPCL  
Send All Fax (in folder to fax dev)  
Send Current Fax (to fax device)  
Special Delivery Options  
Set copy Start Time  
SPCL  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
Table 3  
Soft Keys for CIX Digital Telephones (continued)  
IPT 2010-SD  
IPT 1020-SD  
DKT 3007-SD  
DKT 3020-SD  
IPT 2008-SDL  
DKT 3014-SDL  
DKT 2010-SD  
DKT 2020-SD  
Voice Mail Functions  
STOP  
STOP  
STOP  
OPTN  
End recording  
URGENT  
MSGS  
Copy Urgent Messages  
USER OPTNS  
YES  
OPTN  
Change User Options  
Resume playback  
Call Record to Stratagy ES  
While on an active call, a station user can record the conversation and store it in a  
Stratagy ES voice mailbox. Recordings can also be paused or restarted. Depending  
upon your System Administrator, you are given either a manual method of recording  
that allows you to designate the mailbox where the recording will be sent or an auto  
method that automatically sends the recording to a predefined mailbox that is assigned  
to the phone you are using. This may be your personal mailbox.  
Note Ask your System Administrator which method you need to use when  
recording a call.  
This feature requires the presence of a Record and a PS/RES (Pause/Resume)  
button on your telephone. Feature codes are not available.  
Important! Stratagy ES mailboxes have a definable limit on the length one message  
can be. If you plan on doing lengthy recordings using this feature, see  
your System Administrator so your message recording time can be  
properly defined.  
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Using Stratagy ES with a Strata CIX  
CIX Proprietary Integration  
To record a call  
1. With a call in progress, press Record.  
If you are using the auto method, the Record LED flashes rapidly and there is  
approximately a one second interval (in extreme busy conditions, up to five  
seconds) before the recording starts and the Record LED changes to the in-use  
interval flash rate. You are now recording. Continue to Step 3.  
...or if you are using the manual method, the Record LED flashes green rapidly.  
Continue to Step 2.  
2. (Manual method only) If you want to record the call to the predefined mailbox  
associated with the phone you are using, press #. The Record LED flashes rapidly  
and there is approximately a one second interval (in extreme busy conditions, up to  
five seconds) before the recording starts and the Record LED changes to the in-use  
interval flash rate. You are now recording.  
...or if you want to record this call to another mailbox, enter the mailbox number  
(usually the extension number). Finish by pressing #. The Record LED flashes  
rapidly and there is approximately a one second interval (in extreme busy  
conditions, up to five seconds) before the recording starts and the Record LED  
changes to the in-use interval flash rate. You are now recording.  
3. To stop recording, press Record. The LED turns off and the recording stops. To  
resume recording at this point, you need to begin a new recording, see Step 1 on  
previous page.  
Pause/Resume Recording  
You can pause the recording while continuing the conversation by pressing PS/RES.  
The PS/RES LED flashes red. Your conversation is no longer being recorded.  
To resume recording as part of the same message, press the PS/RES button again.  
You can pause and resume indefinitely throughout the conversation. The only limit  
may be a message length imposed by the voice mail system.  
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Using Stratagy ES with a Strata CIX  
Direct Transfer to Voice Mailbox  
Direct Transfer to Voice Mailbox  
An internal user on the Strata CIX/CTX can transfer a call directly to another person’s  
voice mailbox without waiting for the call to forward from the called party’s telephone.  
The voice mailbox does not even need to be associated with an active telephone in the  
Strata CIX/CTX.  
Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to  
his/her mailbox. It eliminates the need for the caller to enter the desired mailbox  
number after being connected to the voice mail system.  
To transfer a call directly to Voice Mail (VM)  
1. While on a call, press Cnf/Trn. You hear feature dial tone.  
2. Press Direct Transfer to VM or enter #407. You hear entry tone.  
3. Enter the VM mailbox number (usually the same as the extension number), then  
press #. The call transfers immediately and your extension becomes idle. The  
transferred party hears the greeting associated with the specified mailbox and can  
then leave a message.  
Note See Strata CIX and CTX IPT/DKT Telephone User Guide for information on  
programming this feature on your phone.  
Voice Mail Conference  
Voice Mail ports may be included in conference calls. This enables all members of the  
conference to listen to and play voice mail messages.  
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Fax Printer Driver  
B
The Stratagy ES Fax Printer Driver enables you to select a document that you have  
created on your computer and after converting it to a Tagged Image Format (TIFF),  
gives you the option to store the file locally on your hard drive, send it to another  
Stratagy ES user’s mailbox, or transmit it to a remote facsimile device using the fax  
ports of the Stratagy ES.  
Notes  
•
The ability of sending faxes through the Stratagy ES requires the server be  
updated with the optional Fax Server Feature Group. Check with your System  
Administrator to find out if your system is configured for the Fax Server Feature  
Group.  
•
This printer driver can only be used on computers running Windows® 2000/ME/  
98 and Windows NT®.  
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Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
Note To use this printer driver, you must first load the Stratagy ES Fax Printer  
Driver on your computer. See your System Administrator for details.  
1. From Windows, select  
Start, Settings, then Control  
Panel.  
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2. From the Control Panel  
screen, select SES  
FaxClient.  
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Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
3. In the Host name: field on  
the SES tab screen, type the  
computer name or IP  
address for the Stratagy ES.  
Check with your System  
Administrator for this  
information.  
4. Click on Login tab.  
5623  
5. Fill in the following fields  
on the screen:  
• Mailbox Id – Type your  
mailbox number in the  
Stratagy ES.  
• SAC – Type your  
mailbox’s security code.  
• Verify SAC – For  
verification, type your  
mailbox’s security code  
again.  
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Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
• Never show the Login  
dialog – Check/uncheck  
whether or not you want  
to type your mailbox  
number and security  
code each time you use  
the Stratagy ES Fax  
Printer Driver.  
6. Click the Cover Page tab.  
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7. Fill in the Name/Company/  
Phone/Fax and E-mail  
fields. This information  
becomes the From: data on  
the cover page each time  
you send a fax using the  
Stratagy ES Fax Printer  
Driver.  
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Fax Printer Driver  
Use Fax Printer Driver  
8. For custom cover pages, the  
Image field needs to define  
the location of the template  
file being used for the cover  
page.  
Note If a custom cover page  
is desired, see your  
System Administrator  
for details.  
Use Fax Printer Driver  
1. With the document  
displayed on your PC’s  
monitor, select the Print  
option from the File menu.  
2. From the Name field’s  
drop-down menu, select  
StratagyES Fax.  
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Fax Printer Driver  
Use Fax Printer Driver  
3. Click OK.  
5822  
Note If you removed the check mark from the  
Never show the Login dialog field (SES  
Fax Client Setup screen) when you  
configured the fax printer driver, this  
screen does not display. See Step 5 on  
page 95 for details.  
4. Type your mailbox number Once authorization has been satisfied, the SES  
and security code in the  
fields provided.  
Fax Client window displays (see “SES Fax  
Client Screen” on page 99).  
Note This is a security  
feature to prevent  
unauthorized use of  
Stratagy ES fax  
features.  
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Fax Printer Driver  
SES Fax Client Screen  
SES Fax Client Screen  
The SES Fax Client screen (shown below) enables you to create and send a fax using  
Stratagy ES. Using the fields on this screen, you can address the fax (destination, fax  
number), add a cover page or a note to the fax, and enter destination information (name/  
company/fax/phone/e-mail) that will appear on the top of the cover page.  
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Fax Printer Driver  
SES Fax Client Screen  
Table 4  
SES Fax Client Screen Fields  
BUTTON  
DESCRIPTION  
Document Title  
Pages  
Defines the name of the document that you are attempting to fax.  
Provides a page count of the fax document.  
Destination Type  
Enables you to select the type of destination for this fax. The three options  
are Local file, Mailbox, or Phone number.  
Phone/Mailbox List/  
Path  
Depending on which Destination Type was selected, this field defines the fax  
number, mailbox number, or file name.  
Browse  
Enables you to browse for a path/directory where you can store the TIF file,  
or to peruse the Stratagy ES user directory for a destination mailbox number.  
Add  
Adds the defined destination to the list for distribution.  
Removes the highlighted destination from the list.  
Remove  
Add List  
Save List  
Add Cover Page  
Enables you to select a previously created list to the distribution.  
Saves the currently defined list entries as a distribution list.  
Provides the bottom portion of the screen where destination information can  
be defined.  
Schedule  
Send  
Enables you to schedule the fax for future delivery.  
Sends the fax to the defined destinations.  
To (Name/Company/ Defines destination information (such as a recipients name, company, phone  
Fax/Phone/Email)  
number, etc.). This information appears on the cover page.  
Add a Note  
Provides a text box where comments can be written and added to the cover  
page.  
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Fax Printer Driver  
Schedule Fax for Future Delivery  
Schedule Fax for Future Delivery  
1. After filling out the SES Fax Client  
screen, click Schedule. The Schedule  
Fax screen displays (shown right).  
2. Using the drop-down menu select the  
date.  
3. Using the scroll buttons, set the time of  
day.  
4. Click Send.  
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Automatic Speech Recognition C  
Note Automatic Speech Recognition (ASR) is an optional feature in the  
Stratagy ES. Check with your System Administrator to find out if your system  
is configured for this feature.  
Stratagy ES’s ASR feature enables you to speak into the phone and accomplish the  
following tasks:  
• Reach a destination by saying the user’s name  
• Log into your mailbox by saying a login command  
• Send a message by saying “send message” or “quick message”  
A typical company instructional greeting when you reach your company’s main phone  
number would be, “Thank you for calling ABC Corporation. Please say the full name  
of the person you wish to reach or enter the extension number. You can also say ‘send  
message’ to send a message or ‘login’ to login to your mailbox.”  
This appendix covers the general procedures for each of these tasks.  
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Automatic Speech Recognition  
Reach Destination  
Reach Destination  
After listening to your company’s instructional greeting and saying the user’s name,  
Stratagy ES follows this procedure:  
• Stratagy ES identifies the name and transfers your call to the user’s mailbox.  
• If Stratagy ES is not sure about the spoken name, it prompts you with the name  
match it has made and requests that you confirm the choice by saying “yes” or “no.”  
If you say “yes,” Stratagy ES transfers your call to the user’s mailbox.  
...or if Stratagy ES cannot make a match for the spoken name (first or last name) or  
you say “no” when prompted to confirm the spoken name, it prompts you to repeat  
the name. If Stratagy ES recognizes the name when you repeat it, it transfers your  
call to the user’s mailbox.  
• If Stratagy ES still cannot identify the spoken name, it prompts you to spell the first  
and last name. If Stratagy ES recognizes the name, it transfers your call to the user’s  
mailbox.  
...or if Stratagy ES cannot make a match, it transfers your call to the company  
operator.  
Note At any time during these steps, you can say “operator help” and reach the  
company operator.  
Access Your Mailbox  
After listening to your company’s instructional greeting and speaking one of the login  
commands (i.e., mailbox login, mailbox logon, user login, user logon, access mailbox,  
log me in), Stratagy ES follows this procedure:  
• Stratagy ES prompts you for your name. If Stratagy ES recognizes the name, it then  
prompts you for your password.  
...or if Stratagy ES does not recognize the name, it follows the same steps as in  
“Reach Destination” procedure except it does not transfer you to an operator as a  
final solution. Instead, Stratagy ES requests that you hang up and try again.  
• You enter your password using the telephone dial pad. Stratagy ES gives you access  
to your mailbox.  
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Automatic Speech Recognition  
Send a Message  
Send a Message  
After listening to your company’s instructional greeting and saying either “send  
message” or “quick message,” Stratagy ES follows this procedure:  
• Stratagy ES prompts you to speak the name of the user for whom you want to leave  
a message. Stratagy ES identifies the name and transfers your call to the user’s  
mailbox where you can leave the message.  
...or if Stratagy ES does not recognize the name, it follows the same steps as in the  
“Reach Destination” procedure except it does not transfer you to an operator as a  
final solution. Instead, Stratagy ES requests you hang up and try again.  
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Unified Messaging (UM)  
with Stratagy View  
D
Unified Messaging (UM) lets you efficiently access e-mail, voice mail and fax  
messages all within your e-mail inbox. These different types of messages can be  
retrieved, saved and forwarded just as easily as you currently retrieve messages from  
your telephone.  
This appendix includes instructions on how to configure Stratagy View and set up the  
different options for voice message playback and management. It also includes  
procedures on how to play and send voice messages with Stratagy ES UM using  
Stratagy View.  
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Unified Messaging (UM) with Stratagy View  
Stratagy View  
Stratagy View  
Stratagy View (SV) is a browser based application that allows you to access all your  
voice and fax messages.  
You can play your voice messages over your multimedia PC speakers or through your  
telephone. Faxes can be viewed on your PC screen; no more going back and forth to  
the fax machine!  
When a new message arrives in your Stratagy ES voice mailbox, the voicemail system  
sends an email message embedded with a web link to your email inbox (as shown  
below).  
Ralph Huntington  
Huntington, Ralph  
Figure 2  
Stratagy View Voice Message in the Email Inbox  
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Unified Messaging (UM) with Stratagy View  
Stratagy View  
By clicking on the link “here to access your message” you are immediately routed to  
the SV web server.  
After successfully entering your personal credentials you will be presented with a web  
page embedded with a Java based multimedia player. If you check the “Keep me signed  
in” box in the log in screen, each time the emailed message link is activated, you will  
be automatically sent to the SV window and the message immediately begins to play.  
The player also includes additional controls to rewind, fast forward, pause, and stop  
message playback.  
In addition, there are controls to create a Voice Reply or Voice Forward. These options  
allow you to forward a voice or fax message to another voice mail user or to reply to a  
voice mail user.  
If a fax message is included in the message, a Fax button will appear in the player  
window. When the fax button is clicked, then SV will pass the TIFF or PDF file to  
whatever program on your PC that has been configured for viewing those file types.  
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Unified Messaging (UM) with Stratagy View  
Configuration  
Configuration  
Before using Stratagy View, take a moment and review the Configuration page. By  
configuring this page you can determine the following:  
• How messages are played back and recorded.  
• Which Personal Folder within your voice mailbox will messages be saved that have  
been accessed using Stratagy View.  
• How message items will be displayed in the Message List page.  
• Which email credentials will the voice mail system use to manage voice and fax  
messages in your email inbox.  
Ralph Huntington - 2641  
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Unified Messaging (UM) with Stratagy View  
Configuration  
Table 5  
Stratagy View Configuration screen parameters  
PARAMETERS  
DESCRIPTION  
Message Play /  
Record option  
• Use local PC (Speaker/Microphone) – Select this option when Stratagy  
View should use the speakers and microphone of your local computer to  
either play or record a voice message.  
• Use Telephone – When this option is selected, a field will be presented  
wherein you must enter the number of the telephone you wish to use for  
message playback and record. If the telephone is an outside number, you  
must also include the outside line access code (typically 9) in front of the  
number. If the number is long distance, you must add the required area  
code information. A general rule to follow is that you should enter  
whatever group of numbers would be required if you were to manually dial  
the number from your office telephone.  
Save folder  
Use the drop down menu to select a Personal Folder within your voice  
mailbox in which messages that have been accessed by Stratagy View will be  
deposited for archiving. Make sure you log into your mailbox and follow the  
User Guide instructions for creating a new Personal Folder to match your  
entry here.  
Items display  
These two fields define how the Message List will present your messages.  
You can define;  
• How many messages to display in a page.  
• How often, in minutes, the Message List should be updated with new  
message information.  
The default for both is 10.  
Email Information  
Enter your email credentials so that the voice mail system is able to keep  
your voice mailbox message information synchronized with voice / fax  
messages displayed in your email inbox.  
An example of synchronization would be if you were to log into your voice  
mailbox via a telephone and then listen to and delete a voice message, the  
voice mail server will log into the email server and subsequently locate and  
delete the corresponding Stratagy View email message for that voice  
message.  
Note This information is kept confidential on the voice mail system.  
Click Save if you changed any of the configuration settings.  
Consult your System Administrator if you have any questions concerning the  
Configuration page.  
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Unified Messaging (UM) with Stratagy View  
Log In  
Log In  
The log in screen (shown below) displays if you are using Stratagy View for the first  
time or if you are returning to Stratagy View after logging out.  
Table 6  
Stratagy View Log in Parameters  
PARAMETERS  
Mailbox  
DESCRIPTION  
Enter your voice mailbox number.  
Enter your voice mailbox security code.  
Security Code  
Keep me signed in  
Check this box if you choose to have Stratagy View keep you logged in, even  
if you have closed the browser window.  
Log in to Server  
If you had accessed Stratagy View by clicking on the embedded link in the  
email message, Stratagy View will automatically fill in this field. If you  
accessed Stratagy View from an alternate action, consult your System  
Administrator for the correct information to enter in this field. Once entered,  
Stratagy View will remember it and you won’t have to enter this information  
again.  
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Unified Messaging (UM) with Stratagy View  
Player Window  
Player Window  
The Player Window displays when the link in the email message is accessed or if you  
select a message from the Message List window.  
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Multimedi  
a Controls  
Volume Control  
Progress Bar  
Figure 3  
Stratagy View Player window  
To re-size the player window  
For convenience, the Stratagy View player window can also be re-sized to a mini-  
player (see Figure 4 on page 114).  
Click the Hide Menu button to re-size to a mini-player view  
Click the Show Menu button to view the entire window again.  
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Unified Messaging (UM) with Stratagy View  
Player Window  
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Figure 4  
Mini Player window  
Note Stratagy View will remember the last window size selected.  
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Unified Messaging (UM) with Stratagy View  
Message List  
Message List  
When you click on the Message List option in the left pane, a window with a list of all  
of the messages residing in your mailbox is displayed. The Message List also shows  
who the messages were from (if known), the date and time of arrival, and the length of  
the message in seconds (shown below).  
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Figure 5  
Example of the Message List window  
You can incorporate desktop short cuts to take you directly to Stratagy View. You don’t  
need to not log into your email inbox first. This becomes useful when you return from  
a meeting and see your MSG LED flashing and you want to know quickly who left you  
messages. Simply drag the envelop icon, in the Address bar, to the desktop. If “About”  
is selected in the menu bar, there is an option to add Stratagy View to the browser’s  
Favorites or Bookmarks list.  
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Unified Messaging (UM) with Stratagy View  
Compose  
Compose  
You can record and send a voice message using the Stratagy View multimedia  
capabilities by clicking the Compose option in the left pane.  
Record button (Red) /  
Stop button (Black)  
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Unified Messaging (UM) with Stratagy View  
Compose  
1. Address the message –  
To button.  
After launching the Compose page, click on the  
‘To’ button to access the Stratagy View Address  
Book, or begin typing in the To address window  
and Stratagy View will attempt to automatically  
fill in the remainder of the address based upon  
entries in the Address Book.  
2. Record the message  
Click the red Record button on the multimedia  
control for Stratagy View to begin recording the  
message using whatever device has been  
configured for recording messages in the  
Configuration page, either your PC microphone or  
a specific telephone.  
3. Stop recording  
When recording begins you will notice that the red  
record button changes into a black stop button.  
Click this button when you wish to stop recording.  
4. Review the message  
5. Send the message  
After stopping the message recording you can  
click on the Play button to review the message you  
have recorded.  
If you are satisfied with the message you have  
recorded, click Send.  
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Unified Messaging (UM) with Stratagy View  
Address Book  
Address Book  
Use the Stratagy View Address Book to quickly address voice and/or fax messages to  
internal or external recipients. The SV System Address book is automatically  
populated with all the users of your host voice mail system. Personal contact  
information can be entered into the Personal Address Book.  
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1. Add a contact to your  
Personal address book.  
After launching the Address Book, select the  
Personal address book tab, click the Add button  
at the bottom of the page. A dialog box will  
appear.  
2. Enter contact information  
Enter the new contact’s name and email address  
into the fields provided, and then click the Save  
button. You can enter another contact or click  
the Close button to dismiss the dialog box.  
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Advanced Utilities  
On rare occasions, you may need to manually synchronize the voice/fax message status  
between your voice mail box and your email inbox.  
The Advanced Utilities window enables you to:  
• Synchronize your voice mailbox’s voice/fax message count with that of your email  
inbox.  
• Synchronize your email inbox’s voice/fax message count to that of your voice  
mailbox.  
Important! Check with your System Administrator if you have any questions or  
concerns about using this utility.  
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Unified Messaging (UM)  
with Outlook Integration  
E
Unified Messaging (UM) lets you efficiently access e-mail, voice mail and fax  
messages all within your e-mail inbox. You can also retrieve, save and forward all these  
different types of messages as easily as you currently retrieve messages from your  
telephone.  
This appendix discusses how to play and send voice messages with Stratagy ES UM  
using Outlook Integration. It also includes instructions on how to configure your  
computer and Microsoft’s Outlook® to integrate with the Stratagy ES and how to set  
up the different options for voice message playback and management.  
Stratagy ES can integrate with Outlook e-mail client to provide innovative UM  
functions. This integration enables you to play your voice messages over your  
multimedia PC speakers or through your telephone.You can also view faxes on your  
PC screen, no more going back and forth to the fax machine!  
Note See the Stratagy Advisor CD-ROM for more UM information.  
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Unified Messaging (UM) with Outlook Integration  
Stratagy ES Message Window  
Stratagy ES Message Window  
The Stratagy ES Message window (see Figure 6 below and Table 7 on page 123)  
enables you to manage both your voice and fax messages from your PC.  
The Message window displays when you select a message from the Microsoft Outlook  
Inbox window. Using the toolbar, buttons and slides on the Message window, you can  
perform all the necessary functions to play, send, forward or reply to a message or view  
a fax.  
Configure  
Stratagy Voice  
Standard  
Mail Button  
Outlook  
Toolbar  
Record Stratagy  
Voice Message  
Button  
Telephone  
Playback  
Multimedia  
Buttons  
Voice Reply  
Playback Slide  
Voice Forward  
Fax Viewer  
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Volume Slide  
Speed Slide  
Figure 6  
Stratagy ES Message Window  
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Unified Messaging (UM) with Outlook Integration  
Stratagy ES Message Window  
Table 7  
Stratagy ES Message Box Buttons  
BUTTON  
DESCRIPTION  
Multimedia  
Playback Slide  
Enables you to play, rewind, fast forward, pause and stop message playback.  
Enables you to move to a specific part of the message by dragging this slide  
button.  
Volume Slide  
Speed Slide  
You can adjust the volume of a message by moving the slider.  
If you are playing the message through your telephone, you can use this slide  
bar to change the speed of the playback.  
Voice Forward  
Voice Reply  
Lets you easily forward a message to a co-worker.  
Displays only when you receive a message from a co-worker, enabling you to  
reply to the sender.  
Telephone Playback Displays when you set up Outlook to play or record voice messages using  
your telephone. Clicking on it, directs Stratagy ES to call your telephone to  
start the play or record process.  
NoteWhile Stratagy ES is processing the call to your telephone, the icon  
displays an off-hook receiver.  
Fax Viewer  
Displays when the message contains a fax. When you click on this button,  
Outlook launches your computer’s designated application for viewing the  
Tagged Image File Format (TIFF) files.  
NoteIf your computer is not configured to view TIFF files, ask your System  
Administrator for assistance.  
Standard Outlook  
Toolbar  
You can also use this toolbar for sending voice replies and forwarding voice  
messages to anyone that has e-mail.  
NoteIf you’re sending a voice message to someone who’s not on the  
Stratagy ES system, you must also send the Stratagy ES audio driver  
so the recipient can play the message on their computer. Your System  
Administrator has details about this driver.  
Configure Stratagy  
Voice Mail  
Using this button, you can select personal preferences, such as playing voice  
messages through your PC speakers or telephone.  
Record Stratagy  
Voice Message  
Using this button, you can easily record voice messages for co-workers or  
any co-workers who use the Stratagy ES system.  
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Unified Messaging (UM) with Outlook Integration  
Address Book Feature  
Address Book Feature  
The Stratagy ES Address Book makes it easy to find and select addresses for user’s  
mailboxes. The address book lists all voice mailbox addresses in the system.  
The address book can be manually or automatically updated with the most current  
mailbox list.  
Update Stratagy ES Address Book Manually  
From the  
Microsoft  
Outlook Inbox  
screen (shown at  
right), select  
Tools, then  
Synchronize  
Stratagy Address  
Book. Stratagy ES  
updates the  
address book with  
the most current  
mailbox list.  
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Update Stratagy ES Address Book Automatically  
The Stratagy ES Address book can be automatically updated with the Stratagy ES  
at regular intervals (set number of days). See Step 9 on page 127 for instructions on  
setting the feature.  
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Unified Messaging (UM) with Outlook Integration  
Using UM Feature  
Using UM Feature  
Step 1: Configure Your Computer for UM  
Note This step may have already been performed for you. Check with your System  
Administrator.  
Before using UM features, you’ll need to configure the Stratagy ES to coordinate and  
synchronize information with your computer.  
1. From the Standard Outlook toolbar,  
click Configure Stratagy Voice Mail  
(see Figure 6 on page 122). The  
Stratagy ES Message Configuration  
(Media Setting) screen displays  
(shown right).  
Note Using this screen, you can set up  
your system to play voice  
messages through speakers, and  
determine how your Stratagy ES  
messages are managed within  
Outlook.  
2. From the Media Setting tab screen,  
select PC Speaker/Microphone or  
Telephone handset as your choice for  
playing and recording your messages.  
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• PC Speaker/Microphone – The  
messages play over your PC’s  
speaker/microphone.  
• Telephone handset – If you choose Telephone handset, you need to enter either  
an extension number or direct dial number in the Telephone Number field. This  
number is where you will receive your voice messages. A Telephone icon will  
display on the Stratagy Message window indicating that you have chosen this  
option.  
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Unified Messaging (UM) with Outlook Integration  
Using UM Feature  
3. In the next section of the screen, select the method you want Stratagy ES to use  
when processing a message after you select it to play in Outlook.  
• Save the message to my Stratagy personal folder – If you select this option, you  
need to select one of your personal folders from the drop-down list where the  
messages will be stored.  
Important! The default setting is folder “1” which is your saved message folder.  
The Multiple Message Folder Feature must be enabled in order to use  
folders 2~8. (See “Manage Personal Folders” on page 78.)  
• Delete the message from Stratagy – Deletes the message automatically from  
your Stratagy mailbox after it has been downloaded to Outlook.  
Important! If you choose to have messages deleted from the Stratagy ES mailbox,  
the only copy of these messages that will be left will be on your  
computer.  
4. Click OK and a dialog box informs  
you that the changes will be applied  
next time you open the message. Click  
OK again, then User Information tab.  
The User Information screen displays  
(shown right).  
5. In the Mailbox number field, type the  
mailbox number of the user. Press  
Enter.  
6. In the Mailbox security code field,  
type the security code for the  
previously defined mailbox. Press  
Enter.  
7. The next two fields, Server name/IP  
address and Domain name, should be  
filled in by your System  
53391  
Administrator.  
8. In the Email password field, type your  
e-mail password if you are going to use the e-mail Text-to-Speech (TTS) feature.  
Press Enter.  
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Unified Messaging (UM) with Outlook Integration  
Using UM Feature  
Notes  
•
The mailbox number, Server name/IP address and Domain name should have  
been filled in during the installation of the Stratagy ES Outlook Integration  
software. These fields are available if changes are required.  
•
•
Without this password, the TTS e-mail feature does not work.  
This password must match the one entered in the E-mail Server (e.g., Exchange)  
account password for the TTS e-mail feature to function.  
9. In the Synchronize StratagyES Address Book every ___ Days field, type the  
interval (number of days) you wish to have Outlook synchronize with the  
Stratagy ES for the latest directory updates. After the specified amount of days, an  
automatic synchronization takes place.  
To disable automatic synchronization, type zero for the number of days.  
10. Click Apply.  
Step 2: View Message Log  
When you receive a  
voice or fax message in  
your Stratagy ES  
mailbox, an e-mail  
message is inserted into  
your Outlook Inbox  
(shown at right). The  
Subject field tells you  
what type of message  
you received—voice,  
fax or a voice and fax.  
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Unified Messaging (UM) with Outlook Integration  
Voice Mail Options  
Step 3: Select Message  
Double-click on a message listed in the Microsoft Outlook Inbox. The Stratagy ES  
Message window displays (see Figure 6 on page 122), enabling you to manage  
both your voice and fax messages from your PC.  
See “Voice Mail Options” on page 128 and “View Fax” on page 131 for  
instructions on using your voice and fax mail.  
Note When you listen to and delete a Stratagy ES message by telephone, the e-mail  
listing is not deleted from the Outlook screen. If you click on the screen  
listing, you are alerted that the message has already been deleted by  
telephone. You must now delete it from the Outlook screen.  
Voice Mail Options  
UM voice mail option enables you to:  
• Play a voice message  
• Reply to a voice message  
• Forward a voice message  
• Send a voice message  
Play Voice Message  
From the Stratagy Voice and Fax Message screen, click Play on the multimedia  
bar. The voice message plays. While the message is playing you can use the other  
multimedia buttons to navigate through the message (see Figure 7).  
Figure 7 Multimedia Bar (Buttons)  
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Unified Messaging (UM) with Outlook Integration  
Voice Mail Options  
Reply to Voice Message  
1. From the Stratagy Voice and  
Fax Message screen, click  
Voice Reply. Another message  
form displays with the To field  
filled in with the address of the  
original sender (shown right).  
2. Click Record (see Figure 7) on  
the multimedia bar.  
3. Speak your message clearly  
into the microphone.  
4. Click Stop on the multimedia  
bar.  
5. Click Send on the toolbar. The  
Reply Message window closes.  
The Outlook Inbox remains on the screen.  
6. (Optional) From the Outlook Inbox screen, type a brief note into the Comments  
field about the voice message so you will not have to replay it to review the  
contents.  
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Unified Messaging (UM) with Outlook Integration  
Voice Mail Options  
Forward Voice Message  
1. From the Stratagy Message  
window, click Voice Forward.  
Another message form  
displays (shown right).  
2. Click To field. The Select  
Names screen displays (shown  
right).  
3. From the Show Names from  
the field drop-down list, select  
the Stratagy ES Address Book.  
4. Select a name or names from  
the address book. Click OK.  
The screen in Step 1 above  
displays with the To field filled  
in with your destination(s).  
5. (Optional) To record a  
comment to go along with the  
forwarded message, click  
Record on the multimedia bar.  
6. Speak your message clearly into the microphone. When finished, click End  
Recording on the Standard Outlook Toolbar (see Figure 6 on page 122).  
7. Click Send. The Reply Message window closes. The Outlook Inbox remains on the  
screen.  
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Unified Messaging (UM) with Outlook Integration  
View Fax  
Send Voice Message  
1. From the Stratagy Voice and  
Fax Message screen, click  
Record Stratagy Voice  
Message in the Standard  
Outlook toolbar.  
2. Click To field. The Select  
Names screen displays (shown  
right).  
3. From the Show Names from  
the field drop-down list, select  
Stratagy ES Address Book.  
4. Select a name or names from  
the address book. Click OK.  
The screen in Step 1 above  
displays with the To field filled in with your destination(s).  
5. Click Record (see Figure 7) on the multimedia bar.  
6. Speak your message clearly into the microphone.  
7. Click Stop.  
8. Click Send. The Message window closes. The Outlook Inbox is still displayed.  
View Fax  
UM enables you to view a fax message.  
From the Stratagy Voice and Fax Message screen, click Fax Viewer (see Figure 6  
on page 122). The Stratagy ES Message window launches your computer’s  
designated application for displaying TIFF files.  
Note Most imaging software lets you edit the fax, zoom in and out, rotate its view.  
You need to check with your System Administrator on your software’s  
features.  
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Unified Messaging with IP Integration  
View Fax  
Unified Messaging with  
IP Integration  
F
This appendix provides instructions on how to configure your computer to properly  
record .wav files in the correct format to send into Stratagy ES as voice messages.  
Note This process is only necessary if your computer is configured to use Unified  
Messaging with Internet Protocol (IP) Standard Integration.  
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Unified Messaging with IP Integration  
Configure Windows for Stratagy ES Codec  
Configure Windows for Stratagy ES Codec  
Note Before beginning the setup procedure, the TAIS Audio Codec must be  
installed on your PC.  
Check Codec is Installed on  
PC  
1. Click Start >Settings > Control Panel >  
Sounds and Multimedia > Hardware tab  
(shown right).  
2. Confirm if the Stratagy ES Audio Codec  
is present. If it is present, continue with  
this setup. If it is not, contact your  
System Administrator to have the Codec  
installed on your PC.  
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Unified Messaging with IP Integration  
Configure Windows for Stratagy ES Codec  
Configure Windows  
1. Click Start > Settings > Control Panel >  
Multimedia (shown right).  
2. In the Recording section of the  
Multimedia Properties window, click  
Customize. The Sound Selection screen  
displays (shown right).  
Note In Windows 2000 you can access  
the Sound Selection screen directly  
by selecting Start > Programs >  
Accessories > Entertainment >  
Sound Recorder > File > Properties > Convert Now.  
3. From the Sound Selection screen, select Toshiba ADPCM from the Format field’s  
drop-down menu (this value is only present if the TAIS Audio Codec has been  
properly installed).  
4. From the Attributes field, select 8,000 KHz, 4 Bit, Mono from the drop-down  
menu.  
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Unified Messaging with IP Integration  
Record Stratagy ES Voice Messages (using Windows Sound Recorder)  
5. Click Save As and the Save As dialog  
box displays. Type Stratagy ES Format  
in the available field.  
6. Click OK. The Sound Selection screen  
displays (shown right).  
7. From the Sound Selection screen, click  
OK.  
8. From the Multimedia Properties screen,  
click OK to quit Multimedia Properties.  
This completes the setup.  
Record Stratagy ES Voice Messages (using  
Windows Sound Recorder)  
This procedure explains one way in which to record a .wav file that can be sent into the  
Stratagy ES as a voice message. Other multimedia software can be used to perform this  
function provided that the software provides a way to set the recording compression  
rate. To use Microsoft Sound Recorder, perform the following:  
1. From the Start Menu, select Programs > Accessories > either Multimedia  
(Windows NT®) or Entertainment (Windows 98 & Windows 2000) > Sound  
Recorder.  
2. Click Record (red button) and record your message through the multimedia  
microphone connected to your PC.  
3. When finished recording, click on File > Save As.  
4. Select a folder in which to save the .wav file.  
5. Enter a File name for the .wav file.  
6. Click Change. The Sound Selection window displays.  
7. From the Name field’s drop-down menu, select Stratagy ES Format. The attributes  
should change to reflect the proper compression of 8,000 KHz, 4 Bit, Mono.  
8. Click OK to close the Sound Selection window. The Save As window displays.  
9. If the target folder information is correct, click Save.  
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Unified Messaging with IP Integration  
Send .WAV File as Voice Message  
Send .WAV File as Voice Message  
1. To send the .wav file  
into Stratagy ES as  
either a new, reply, or  
forwarded voice  
message to a mailbox,  
attach the .wav file to an  
e-mail message (shown  
right).  
2. Make sure that the  
address for the message  
is correct. The  
addressing convention  
for sending voice  
messages into a Stratagy  
ES is defined as <target  
mailbox  
number>@<system  
computer name.domain>.  
Note As a quick tip, every time you get a Stratagy ES voice message from a  
Stratagy ES voice mail user, add that address to your personal address book.  
If other Stratagy ES mailbox addresses are entered in either the To:, cc:, or bcc:  
fields, those mailboxes also receive your message.  
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Remote User Password  
Administration for TTS  
G
This appendix provides instructions on how to update the Stratagy ES software with  
your e-mail log on password so that the system can retrieve e-mail messages and read  
them via Text-to-Speech (TTS).  
Note This procedure is only required if you have TTS Privileges and you use  
Unified Messaging with the Internet Protocol (IP) Standard Integration.  
Please contact your System Administrator to confirm your mailbox privileges.  
To update the Stratagy ES with your e-mail password, the Stratagy ES Remote User  
Password Administration applet must be installed on the your computer.  
• Without the password, the TTS e-mail feature does not work.  
• This password must match the E-mail Server (e.g., Exchange) account password for  
the TTS feature to work.  
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Remote User Password Administration for TTS  
Set Remote User Password  
Set Remote User Password  
To install Stratagy ES Remote User Password Administration applet  
1. Insert the Stratagy ES Software CD-ROM into your computer.  
2. From the Main  
Menu, select  
Remote User  
Password  
Administration.  
The Stratagy ES  
Remote User  
Password  
Administration  
screen displays  
(shown right).  
3. Enter the Stratagy  
ES mailbox number  
for the user.  
4. Enter that mailbox’s security code.  
5. Enter the password that you enter to log into your e-mail service.  
6. Enter the computer name or IP address of the host Stratagy ES system on the local  
network. Your System Administrator should have this information.  
7. Enter the computer name or IP address of the host SMTP server on the local  
network.  
8. Click Send Update. The applet will securely send your e-mail password directly  
into the Stratagy ES system. Your System Administrator should have this  
information.  
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Glossary  
This glossary defines frequently-used Stratagy ES voice processing system features and  
functions.  
Term  
Busy Greeting  
Definition  
You can select your custom busy or the system busy greeting for  
callers to hear when your telephone is busy. If you do not record  
your custom busy greeting, the system busy greeting  
automatically plays.  
Call Screening operates in On/Off mode. When On, Stratagy ES  
asks callers for their name and company. Without the caller’s  
knowledge, the system relays that information to you. You can  
decide to receive the call, let the call forward to your mailbox, or  
transfer the call to another extension with or without  
announcement.  
Call Screening  
Someone who calls into the Stratagy ES system. A caller can  
obtain information, leave a message for someone, and/or  
provide information.  
Caller  
The telephone user the caller reached. See “User.”  
Called Party  
Directory  
A caller enters digits corresponding to the first few letters of a  
user’s name and Stratagy ES plays the recorded name (and  
optionally extension) that matches the entered digits. Stratagy  
ES offers the caller the option of selecting the name and being  
transferred or hearing the next name.  
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Glossary  
Do Not Disturb ~ Name Recording  
Term  
Definition  
Do Not Disturb operates in On/Off mode. When On, Stratagy ES  
automatically sends calls to your mailbox without ringing your  
telephone first.  
Do Not Disturb  
Fax messages sent to your mailbox. With the optional fax mail  
feature, your mailbox can receive, store, and forward fax  
messages along with voice messages. When you access your  
mailbox, Stratagy ES tells you the number of fax messages in  
your mailbox; and when you play the message, states the  
number of pages received. You cannot listen to the actual fax  
information. If you are calling from a fax machine, the fax can be  
transmitted on the same telephone connection; otherwise, you  
can direct the fax to a fax machine’s number. The system redials  
the designated fax number and transmits the document.  
Fax Messages  
Messages play in either FIFO or LIFO order. FIFO plays  
messages from oldest to newest.  
FIFO (First In, First Out)  
Future Delivery  
With future delivery, you can arrange for your message to be  
delivered at a specific time and date in the future. Once you  
send the message, you can use the Play Messages—Future  
Delivery Review option to review, continue to send, or delete the  
message.  
Guest mailboxes provide limited access to the Stratagy ES  
system for temporary and project-oriented employees, such as  
consultants and contractors. Guest users can only send and  
receive messages to their Host mailbox and other guests of the  
Host mailbox.  
Guest Mailbox  
Messages play in either LIFO or FIFO order. LIFO plays  
messages from newest to oldest.  
LIFO (Last In, First Out)  
Mailbox  
A user mailbox records messages from callers. A user  
periodically checks the mailbox for messages, etc., or a variety  
of automatic notification methods can be employed. There is  
generally one mailbox for each extension, although several  
mailboxes can share a single extension when multiple users  
share the same telephone line.  
Your name (and optionally, extension) recording is used for the  
directory, system greeting, and mailbox.  
Name Recording  
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Glossary  
New Message Folder ~ Saved Message Folder  
Term  
Definition  
The new message folder contains unheard and partially heard  
messages. When playing new messages, urgent messages  
always play first.  
New Message Folder  
Mailboxes configured for multiple folders can create up to seven  
personal folders for saving messages. The folders can only be  
accessed by the mailbox user that created them.  
Personal Folders  
You may record up to seven personal greetings which are  
played for callers when you are unavailable. Although only one  
greeting can be in effect at any one time, you can switch  
between the greetings by entering the greeting number, or pre-  
schedule different greetings to play at a certain time and/or day.  
Personal Greetings  
Greetings can be reviewed or re-recorded. You can also select  
the default system greeting.  
A mailbox user can create/modify up to seven personal  
destination (distribution) lists and list comments for identification.  
When sending messages, you can select a mailbox number,  
personal distribution list, system distribution list, and/or the  
directory as the destination.  
Personal Distribution List  
You can mark a message “private,” meaning the message  
cannot be forwarded by the recipient to another user. The  
recipient is told the message has the Private attribute set when  
listening to his/her messages.  
Private Messages  
Return Receipt  
When sending, forwarding, or replying to a message, you can  
request a return receipt. Stratagy ES notifies you when and by  
whom the message was received. The recipient is not notified  
that receipt verification was requested and cannot circumvent  
the procedure.  
The saved message folder contains messages that you saved or  
that were automatically saved by the system. Messages flagged  
to be saved can be stored in the saved message folder.  
Saved Message Folder  
Mailboxes configured for Personal folders have the option of  
saving messages in a personal folder created by the mailbox  
user.  
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Glossary  
Security Code ~ User Notification  
Term  
Definition  
Each mailbox in the system has a security code. You must enter  
your security code to access your mailbox. The security code  
ensures the privacy of your messages, personal greetings, etc.  
Security Code  
The representative in your company responsible for configuring  
the Stratagy ES system and your mailbox to suit you and your  
companies needs.  
System Administrator  
System Greeting  
Pre-recorded greeting that adds your recorded name: “Please  
leave a message for (name).” Can be used by any user on the  
Stratagy ES system. Based on your selection, callers hear the  
system greeting or a personal greeting.  
System-wide destination (distribution) list the System  
Administrator creates for Stratagy ES system users. When  
sending messages, you can choose a mailbox number, personal  
distribution list, system distribution list, and/or the directory as  
the destination.  
System Distribution List  
CIX Proprietary Integration  
Urgent Messages  
User  
Proprietary integration between Strata CIX phone system and  
Stratagy ES voice mail. Provides a Soft Key Control of Voice  
Mail feature that enables the user to perform many of the  
standard functions using soft keys on the Strata 3000/2000-  
series digital telephones.  
Messages are stamped Urgent by the sender and by default, are  
played first, followed by all other messages. The System  
Administrator can set a notification record to use pager  
notification exclusively whenever Urgent messages are  
received.  
Subscriber of the mailbox, also known as a mailbox user. A user  
has access to one or more mailboxes in the system by knowing  
the security codes. Once a user accesses his/her mailbox, he/  
she can play back messages, delete those messages, send  
them to other mailboxes, etc.  
Each mailbox can have notification records set by the System  
Administrator to automatically call and notify you of your  
messages. You can enable/disable the notify method for each of  
these records or change the notification telephone number.  
User Notification  
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Index  
A
C
about this guide  
call forward  
conventions, viii  
system, 81  
organization, vii  
call record, 90  
call screening, 61  
change  
related documents/media, xi  
access your mailbox, 18  
ASR, 103  
greeting, 54  
security code, 22, 62  
user options, 59  
continuous  
delete, 31  
play, 32  
copy  
automatic message copy, 70  
Automatic Speech Recognition, 103  
B
basic functions  
delete, 28, 34  
forward, 28  
automatic message, 70  
CTX Proprietary Integration, 84, 144  
play, 27, 34  
replay current message, 28, 35  
reply, 28  
D
date/time of message, 30  
delete messages, 28, 34  
destination  
save, 27, 34  
busy greeting, 10  
record, 65  
additional users, 42, 45, 47  
directory, 13, 41, 43  
select, 63  
buttons  
mailbox number, 40, 43  
multiple destinations, 41, 44  
personal list, 12, 41, 44  
extension, ix  
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Index  
E ~ M  
system list, 13  
direct transfer to voice mailbox, 92  
directory, 41, 43  
review greeting, 58  
sample, 21, 55  
system, 10  
distribution lists, 12, 13  
guest mailboxes  
manage, 76  
use, 77  
E
e-mail messages, 9, 33  
exit mailbox, 22  
extension number, ix  
L
lists  
personal distribution, 41, 44  
F
fax messages, 9, 29  
schedule for future delivery, 101  
fax printer driver, 93  
folders, 32  
M
mailbox, 19, 40, 43  
access, 18  
exit, 22  
manage options, 53  
personalize, 4  
dual message, 5  
new, 5  
multiple message, 6  
personal, 78  
security code, 22  
manage  
single message, 5  
forward message, 8, 28, 43  
future delivery, 11  
faxes, 101  
guest mailboxes, 76  
mailbox, 53  
personal folders, 78  
menu  
review, 30  
setting, 42, 47, 49  
main, 3  
message waiting, 83  
message waiting light  
on [PhDN/MW], 84  
on another telephone, 84  
messages  
G
getting started, 17  
greeting  
busy, 10, 65  
change, 54  
personal, 10  
access, 24  
additional destinations, 42, 45, 47  
append, 42, 47  
automatic copy, 70  
continuous delete, 31  
continuous play, 32  
change your selection, 57  
create, 55  
record over, 55  
146  
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Index  
N ~ P  
control  
back up (rewind), 25  
urgent, 11, 48  
Msg button/LED, 83  
multiple destinations, 41, 44  
change speed, 25  
go forward (advance), 25  
pause/resume, 25, 44, 46  
play next, 25  
N
name  
recording, 20, 66  
new/saved messages, 5, 32  
notification, 68  
play previous, 25  
replay current, 25  
volume, 25  
date and time, 30  
delete, 28, 34  
P
pause/resume playback, 25, 27, 44, 46  
pause/resume recording, 38, 41  
personal  
destination, 12  
e-mail, 9, 33  
fax, 9, 29  
folders, 4  
distribution list, 41, 44  
folders, 78  
greeting, 10  
dual message, 5  
saved, 6, 7  
change your selection, 57  
create, 55  
record over, 55  
review, 58  
sample, 55  
multiple message, 6  
personal, 78  
single message, 5  
forward, 8, 28, 43  
future delivery, 11, 30, 49  
new message folder, 5, 32  
notification, 68  
play, 23  
private, 11, 48  
reply, 8, 28, 46  
play messages, 23  
special functions, 29  
playback  
back up (rewind), 25  
change speed, 25  
continuous delete, 31  
continuous play, 32  
go forward (advance), 25  
next message, 25, 27, 34  
pause/resume, 25, 27, 44, 46  
previous message, 25, 29  
replay, 28, 35  
re-record, 42, 47  
return receipt request, 11, 48  
review recording, 42, 47  
save, 27, 34  
saved message folder, 6, 7, 32  
send, 37  
special delivery options, 11  
types, 8  
replay current message, 25  
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Index  
R ~ U  
volume, 25  
urgent, 48  
private messages, 11, 48  
special functions, 29, 48  
continuous delete, 31  
continuous play, 32  
date/time, 30  
R
record  
future delivery review, 30  
immediate print all faxes, 29  
immediate print current fax, 29  
new/saved folder, 32  
send fax, 29  
busy greeting, 65  
messages  
append  
comment, 45  
recording, 42, 47  
re-record  
comment, 45  
message, 42, 47  
review  
Strata 3000/2000 digital phones, 84  
Strata CIX/CTX, 84  
system  
greeting, 10  
comment, 45  
recording, 42, 47  
name, 20, 66  
T
text-to-speech, 33  
tutorial, 17  
pause/resume, 38, 41  
personal greeting, 21  
record to voice mail, 90  
reply message, 8, 28, 46  
set future delivery, 49  
special functions, 48  
return receipt request, 11, 48  
Stratagy ES Advisor, xi  
U
unified messaging, 107, 121  
address book feature, 124  
configuration, 125  
forward voice message, 130  
message received, 127  
play voice message, 128  
reply to voice message, 129  
select message, 128  
send voice message, 131  
update address book automatically, 124  
update address book manually, 124  
view fax, 131  
S
save messages  
personal folders, 27  
security code, 17  
change, 22, 62  
send messages, 37  
soft keys, 84  
special delivery options  
private, 48  
voice mail options, 128  
return receipt request, 48  
unified messaging (IP integration), 133  
148  
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Index  
V ~ V  
configure windows for Stratagy ES  
Codec, 134  
record .wav file, 136  
send .wav file, 137  
urgent messages, 11, 48  
user options  
do not disturb, 14, 60  
message notification selection, 14, 68  
security code, 62  
user prompts, 15  
user tutorial, 17  
V
automatic message copy, 70  
busy greeting, 14, 65  
call screening, 14, 61  
change, 59  
voice mail conference, 92  
volume control, 25, 27  
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