Toshiba Answering Machine Es96r User Manual

Telecommunication Systems Division  
®
Voice Processing Systems  
Stratagy iES32, ES4, ES80,  
ES96, ES96R  
User Guide  
January 2003  
TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (TAIS)  
Telecommunication Systems Division License Agreement  
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Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
9740 Irvine Boulevard  
Irvine, California 92618-1697  
United States of America  
TSD 081601  
5932  
Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
Limited Warranty  
Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuses, lamps,  
and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free  
from defects in material and workmanship for twenty-four (24) months after delivery. This warranty is void (a) if the equipment  
is used under other than normal use and maintenance conditions, (b) if the equipment is modified or altered, unless the  
modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical  
fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the  
equipment’s serial number is defaced or missing, or (f) if the equipment is installed or used in combination or in assembly with  
products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.  
Customer will, at its sole cost and expense, provide the necessary Uninterruptible Power Supply (UPS) equipment as specified  
by TAIS in the Stratagy Voice Processing General Description for use with the Stratagy ES system at all times. System failures  
and/or damages resulting from either not using a UPS with the Stratagy ES or the use of a UPS not equivalent to that specified by  
TAIS are not covered by this warranty.  
The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the  
equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the  
malfunction with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not replace or repair  
such parts, the retail customer’s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are  
proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no  
later than thirty (30) days after such malfunction, whichever first occurs.  
Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect,  
consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be  
entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning.  
To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of  
TAIS’ authorized dealers within the twenty-four (24) month period and no later than thirty (30) days after such malfunction,  
whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time  
results in the customer being not entitled to warranty service.  
THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR  
TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES,  
EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR  
PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED.  
No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or  
extension is effective unless it is in writing and signed by the vice president and general manager, Telecommunication Systems  
Division.  
Contents  
Introduction  
Organization .............................................................................................................. vii  
Greetings .................................................................................................................... 10  
Personal ............................................................................................................... 10  
System ................................................................................................................. 10  
Busy ..................................................................................................................... 10  
Special Delivery Options ........................................................................................... 11  
Urgent .................................................................................................................. 11  
Private ................................................................................................................. 11  
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Contents  
Chapter 2 –Getting Started  
Future Delivery ...........................................................................................................11  
Personal Distribution Lists ...................................................................................12  
Step 1: Access Your Mailbox ....................................................................................18  
Chapter 3 Play Messages  
Access Messages ........................................................................................................24  
Recording Controls .....................................................................................................38  
Send a Message ..........................................................................................................39  
Forward a Message .....................................................................................................43  
Reply to the Current Message ....................................................................................46  
Special Delivery Options ............................................................................................48  
Future Delivery ...........................................................................................................49  
Send a Direct Fax .......................................................................................................50  
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Chapter 5 Manage Mailbox  
Change Message Notification ............................................................................. 68  
Review Option Settings ....................................................................................... 73  
Manage Personal Distribution Lists ........................................................................... 74  
Manage Guest Mailboxes ..........................................................................................76  
Use Guest Mailboxes ................................................................................................. 77  
Manage Personal Folders ........................................................................................... 78  
Responding to a Lit Msg LED ............................................................................ 83  
Turning On/Off Message Waiting LED on Another Extension .......................... 84  
Toshiba Proprietary Integration .................................................................................84  
Soft Key Control of Voice Mail .......................................................................... 84  
Call Record to Stratagy ES .................................................................................. 90  
Direct Transfer to Voice Mailbox .............................................................................. 91  
Voice Mail Conference .............................................................................................. 91  
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Contents  
Appendix B Fax Printer Driver  
Appendix B Fax Printer Driver  
Configure/Personalize Fax Printer Driver ..................................................................94  
Use Fax Printer Driver ...............................................................................................97  
SES Fax Client Screen ...............................................................................................98  
Reach Destination .....................................................................................................102  
Access Your Mailbox ...............................................................................................102  
Send a Message ........................................................................................................103  
Using UM Feature ....................................................................................................109  
Play Voice Message ...........................................................................................112  
Reply to Voice Message ....................................................................................113  
Forward Voice Message ....................................................................................114  
Send Voice Message ..........................................................................................115  
View Fax ..................................................................................................................115  
Configure Windows for Stratagy ES Codec .............................................................118  
Check Codec is Installed on PC .........................................................................118  
Configure Windows ..........................................................................................119  
Record Stratagy ES Voice Messages (using Windows Sound Recorder) ................120  
Send .WAV File as Voice Message .........................................................................121  
Appendix F Remote User Password Administration for TTS  
Set Remote User Password .......................................................................................124  
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Stratagy ES User Guide 01/03  
Call Forward ............................................................................................................ 126  
Set Call Forward to Stratagy ES ........................................................................ 126  
Cancel Call Forward .......................................................................................... 130  
Cancel the Programmed Call Forward Voice Mail Code ..................................130  
Message Retrieval .................................................................................................... 131  
Glossary ...................................................................................................................... 133  
Index.............................................................................................................................. 137  
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Contents  
Appendix G Using Stratagy ES with a Strata Legacy System  
vi  
Stratagy ES User Guide 01/03  
Introduction  
This guide describes the voice messaging capabilities and procedures for making the  
Stratagy ES and Stratagy iES32 Voice Processing System work for you.  
Organization  
This guide is divided as follows:  
Chapter 1 The Grand Tour is an overview of the Stratagy ES system. Topics  
covered are: features to personalize your mailbox; an explanation of message  
folders, greetings, types and 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 CTX outlines Call Forward,  
Message Waiting, Toshiba Proprietary Integration (i.e., Soft Key Control of Voice  
Mail and Call Record features), and the Direct Transfer to Voice Mail and Voice  
Mail Conferencing features.  
Appendix B Fax Printer Driver provides step-by-step instructions on  
configuring and using the fax printer driver.  
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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 Outlook Integration contains step-by-  
step instructions on using the optional Unified Messaging feature.  
Appendix E Unified Messaging with IP Integration contains instructions on  
recording and sending a .wav file using Windows® Sound Recorder.  
Appendix F Remote User Password Administration for TTS provides  
instructions on how to update the Stratagy ES software with your e-mail log on  
password so that the system can read your e-mail messages via Text-to-Speech  
(TTS).  
Appendix G Using Stratagy ES with a Strata Legacy System explains how to  
program your Toshiba proprietary telephone for Call Forward and Message  
Retrieval when using your integrated Stratagy ES system.  
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.  
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.  
Extension Number  
Note  
The naming convention for DKT assignments within Toshiba is  
Directory Numbers. For clarity and ease of understanding, the  
terms Extension Number and Phantom Extension Number will be  
used in this document in lieu of PDN and PhDN.  
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Introduction  
Conventions  
Conventions  
$ULDOꢀEROG  
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 progthen 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 the step in a one-step procedure.  
Denotes a 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 this column. They can  
The immediate response to the action performed  
appears in this column. Additional notes and comments  
consist of either a single step are also included.  
or a series of numbered  
steps.  
Stratagy ES User Guide 01/03  
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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 documents title page.  
Important! Read this User Guide first, then use it with the Quick Reference Guide.  
Stratagy General Description  
Stratagy Enterprise Server (ES) Installation & Maintenance Manual  
Stratagy Enterprise Server System Administrator Guide  
Stratagy Enterprise Server Quick Reference Guide  
Stratagy Library CD-ROM  
Stratagy eBrochure and Advisor CD-ROM  
Packaged with every Stratagy shipped is a CD-ROM containing Stratagy eBrochure,  
and an end-user tutorial, Stratagy Advisor. Additional copies of this CD-ROM can be  
purchased from your Dealer Sales Representative.  
eBrochure  
The eBrochure provides a description of each of the Stratagy products along with  
audio supplemented mini-demonstrations illustrating the capabilities of Stratagy voice  
processing. Also included on the CD-ROM is an electronic copy of this Stratagy  
General Description.  
Advisor  
The Stratagy Advisor is an end-user tutorial that can be used as a learning tool for the  
new user or as a refresher course for existing Stratagy users.  
The Stratagy Advisor program covers general topicssuch as play messages, send  
messages, etc.that are applicable to all models of Stratagy systems. The Stratagy  
iES32 and Stratagy ES tutorials are separated into two sections: the Telephone User  
Interface (TUI) and Unified Messaging. All presentations interact with the viewer in  
order to provide a better understanding of how Stratagy works.  
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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)  
Stratagy ES User Guide 01/03  
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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.  
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The Grand Tour  
Overview  
Stratagy ES User Guide 01/03  
3
   
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 intoyour mailbox, giving you access to your  
messages, settings, greetings, etc. (see Change Your Security Codeon 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  
Personal Greetings You can record up to seven personal greetings that are  
played when you are unavailable (see Change Greetingon 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 Folderson 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 mailboxs programming.  
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The Grand Tour  
Message Folders  
Single Message Folder  
Your messages reside in one message folder. When you access your mailbox,  
Stratagy ES announces you have x messages, y is (are) new, z is (are) urgent, w  
fax(es).New messages play based on the type (urgent messages play first) and order  
received (FIFO/LIFO). If no new messages exist, Stratagy ES plays any saved  
messages in the mailbox.  
After you play the last message in the folder, Stratagy ES prompts, End of  
messages.You can choose to return to the top of the folder, etc.  
Dual Message Folders  
Your messages reside in one of two foldersnew 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 pressꢀꢁꢀfrom 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.  
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The Grand Tour  
Message Folders  
If no new messages exist, Stratagy ES automatically accesses the Saved Message  
Folder. If you are in the Saved Message Folder, you can toggle back to the New  
Message Folder by pressingꢀꢂꢂ.  
Saved Message Folder  
Saved messages consist of messages that:  
You save by pressing 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 (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 pressingꢀꢁꢂꢂꢀor from the  
New Message Folder by pressingꢀꢂꢂ. 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 ꢂꢂ.  
Multiple Message Folders  
Your messages reside in up to nine foldersone 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 Folderson 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 Folderson page  
78.  
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The Grand Tour  
Message Folders  
New Message Folder  
The New Message Folder is configured identically for both the Dual Message and  
Multiple Message Folder mailboxes with the following exception:  
If no new messages exist in a Multiple Message Folder mailbox, Stratagy ES accesses  
the Saved Message Folder (if you have not created any personal folders) or plays the  
name/comment/number of all available personal folders. You are then requested to  
enter the folder number.  
Saved Message Folder/Personal Message Folders  
Saved messages consist of messages that:  
Stratagy ES automatically saves when you do not press (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 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 savefolder 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 ꢂꢂ from the New or Saved Message Folders or ꢁꢂꢂ from the Main  
Menu, Stratagy ES checks your mailbox for personal folders. Depending upon  
whether it finds any, Stratagy ES performs the following procedures:  
Access Method  
No Personal Folders  
Personal Folders  
From New or Saved  
Stratagy ES prompts you to:  
Message Folder, press ꢂꢂ.  
Enter a personal folder number.  
or press...  
Goes to Saved Message  
Folder.  
From Main Menu, press  
ꢁꢂꢂ.  
for the New Message Folder.  
for the Saved Message Folder.  
Message Types  
The Stratagy ES has the following special types of messagesforwarded, 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 users mailbox. If the message was not recorded from a users 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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The Grand Tour  
Message Types  
Fax Message  
Note Fax Messaging is an optional feature in the Stratagy ES. Check with your  
System Administrator to find out if your system is configured for this feature.  
Fax messages can be sent to your mailbox and stored or forwarded along with voice  
messages. When you access your mailbox, Stratagy ES tells you the number of fax  
messages that are in your mailbox. Once you access the fax message, Stratagy ES  
plays the header information that includes the number of pages received. You cannot  
listen to the actual fax document.  
You can forward the fax to other users as you would a voice message, including  
sending a voice comment with the fax to provide information about the message. You  
can also print the fax. See Special Functionson 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 users 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.  
Stratagy ES User Guide 01/03  
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The Grand Tour  
Greetings  
Greetings  
You can select either a personal or system greeting to play to callers when you do not  
answer or when your telephone is busy.  
Depending on how your system is configured, callers may hear a separate busy  
greetingthe system or the custom busy greeting. See Change User Optionson  
page 59 for details.  
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  
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 Nameon 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 Greetingon page 63).  
Note The System Administrator must configure your mailbox for the custom busy  
greeting option to be available.  
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Stratagy ES User Guide 01/03  
             
The Grand Tour  
Special Delivery Options  
Special Delivery Options  
In addition to recording and sending a new message, you can mark the message  
urgent, private, or request a return receipt.  
Urgent  
Messages can be marked urgent by the sender and always play first in the New  
Message Folder. After the message plays, the urgent status is removed.  
Private  
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 Future Delivery Review”  
on page 30).  
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The Grand Tour  
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 dont know the users mailbox number, you can locate the mailbox  
number on Stratagy ESs system-wide directory by pressing ꢅꢅ.  
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 Messageon 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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The Grand Tour  
Message Destination Selections  
System Distribution Lists  
In addition to Personal Distribution Lists, Stratagy ES supports system-wide  
distribution lists created by the System Administrator for use by everyone in your  
company. You should check with your System Administrator to find out which lists  
are available.  
The list commentfor the selected system list is played whenever you enter the  
mailbox number to confirm that the right list has been chosen.  
Important! When creating lists, you should keep in mind that Stratagy ES does not  
check for duplicate users on separate lists when sending a message. For  
example, if you select Personal Distribution List #1 and #3 as destina-  
tions for your message and Mailbox Number 1001 is on both lists, the  
message is sent twice to Mailbox Number 1001.  
Directory  
Using your telephones dial pad, you can enter the digits corresponding to the first few  
letters of a users 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 directorys  
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  
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  
Optionson 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 callers  
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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The Grand Tour  
User Prompts  
User Prompts  
The Stratagy ES system prompts only for menu options available to you. You do not  
hear prompts for options:  
Not available in your Stratagy ES system (i.e., fax).  
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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The Grand Tour  
User Prompts  
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Stratagy ES User Guide 01/03  
Getting Started  
2
This chapter instructs you on accessing and exiting your mailbox and outlines the user  
tutorial steps.  
User Tutorial  
When you log on to the Stratagy ES Voice Processing system for the very first time,  
you hear a tutorial that walks you through the following basic steps:  
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 ESs  
messaging features. Pressing ꢇꢇꢇ 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  
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 Nameon 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 Greetingon 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 Codeon 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 digitsor 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 .  
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  
pressingꢀꢅ.  
If you have the 0 to EXIT User Mode”  
capability, you hear Stratagy ESs 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 Folderson 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 to play your messages, the following telephone keys assist you in  
going through your messages:  
Takes you to the next message or back to the top of the folder when you have  
reached the last message in the folder.  
Replays the current message.  
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 Folderson page 4 on using access keys ꢂꢂ and ꢁꢂꢂ.  
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  
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.  
ꢈꢁ 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.  
ꢈꢃ 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.  
Pause/Resume (toggle or 30 seconds)  
At any time while playing messages, you can press to pause the playback. The  
message resumes playing as soon as you press 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.  
Turn Up Volume, Turn Down Volume  
Each time you pressꢀꢋꢀorꢀꢅ, 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).  
ꢉꢉ 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 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  
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  
for print within a folder†  
4554  
Send Current Fax to fax machine for print†  
Message Date and Time  
Future Delivery Review (Play, Save, Delete)  
Continuous Delete  
New/Saved message folder (toggle)  
Continuous Play  
Return to previous menu  
Return to the Main Menu  
Optional feature  
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Stratagy ES User Guide 01/03  
 
Play Messages  
Play Messages  
1. From the Main Menu,  
A message plays.  
pressꢀꢁ.  
While the message plays,  
you can select to pause/  
resume, to turn up  
volume, to turn down  
volume, to back up  
(rewind), to go forward  
(advance), and/or ꢉꢉ to  
change speed (toggle).  
2. (Optional) While the  
message plays or  
immediately after, you can  
select one of the following:  
Play the next message  
Skips to the beginning of the next message.  
Note If you reach the end of your messages,  
pressing takes you back to the top of  
the same folder.  
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:  
(for Saved Message  
Folder, ~for 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 .  
Note To create or change  
personal folders, see  
Manage Personal  
Folderson 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.  
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  
Consult your System Administrator.  
Stratagy ES notifies you before purging  
messages.  
Forward the current  
With the exception of private messages, all  
multiple users, or a destination list. See  
Forward a Messageon page 43 for details on  
this feature.  
message  
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 the Current Messageon page 46  
for details on this feature.  
message  
Special Functions  
Stratagy ES prompts with the options. See  
Special Functionson page 29 for instructions  
on using this option.  
The current message plays from the beginning.  
Replay the current  
message  
The previous message plays from the beginning.  
Play the previous  
message  
Note If you are at the top of the message  
folder, pressing  
bottom of the same folder.  
takes you to the  
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Stratagy ES User Guide 01/03  
         
Play Messages  
Special Functions  
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 Special Functions.  
Note If a message does not contain a fax, Stratagy ES does not play Fax options.  
Press an option number:  
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  
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  
Send all Fax documents Stratagy ES prompts for the fax machines  
telephone number.  
within a folder to a fax  
machine for print  
Enter fax machines  
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.  
...or to re-enter fax  
number.  
Send Current Fax to fax Stratagy ES prompts for the fax machines  
telephone number.  
machine for print  
Stratagy ES User Guide 01/03  
29  
         
Play Messages  
Special Functions  
Enter fax machines  
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.  
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.  
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.  
While the message is  
playing or immediately  
after, you can press to  
play the next message, ꢃ  
to save the current  
message, to delete the  
current message and/or  
to return to the Special  
Functions Menu.  
Continuous Delete  
Stratagy ES prompts for or entry.  
30  
Stratagy ES User Guide 01/03  
       
Play Messages  
Special Functions  
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 pressꢀꢌꢀfor  
continuous delete.  
...or to cancel option.  
Returns to Play Messages Menu.  
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 to go to new  
folder, to go to Saved  
Message Folder, or to  
return to previous menu.  
Stratagy ES User Guide 01/03  
31  
   
Play Messages  
Special Functions  
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  
pressꢀꢋꢀfor continuous playback.  
Ask your System Administrator to verify that  
you have this option.  
Return to previous  
Stratagy ES returns to the Play Messages Menu.  
menu  
32  
Stratagy ES User Guide 01/03  
   
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 (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 , 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  
.  
prompts you with the number of new e-mail  
messages you have. The E-mail Message Menu  
plays.  
2. Press 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.  
Stratagy ES User Guide 01/03  
33  
     
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:  
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 takes you back to  
the previous menu.  
Save the current e-mail  
The e-mail message remains in your e-mail  
mailbox and the E-Mail Message Menu plays.  
message  
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 and then hang  
up, the message is not deleted.  
You must press to exit this menu  
in order for the deletion to be  
complete.  
Forward the current  
Stratagy ES requests address information. After  
the first destination has been entered, additional  
destinations can be entered by pressing . 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.  
34  
Stratagy ES User Guide 01/03  
     
Play Messages  
Retrieve and Listen to E-mail Messages  
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  
The current e-mail message plays from the  
beginning.  
Replay the current  
e-mail message  
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.  
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  
Stratagy ES User Guide 01/03  
35  
 
Play Messages  
Retrieve and Listen to E-mail Messages  
36  
Stratagy ES User Guide 01/03  
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  
Stratagy ES User Guide 01/03  
37  
   
Send Messages  
Recording Controls  
Recording Controls  
While recording a message, you can pause/resume the recording or end the recording  
using the following keys (shown below).  
Pause/Resume  
(toggle or 30 secs.)  
End recording  
3096  
Pause/Resume (toggle or 30 seconds)  
At any time while recording messages to another mailbox in the system, you can press  
to pause the recording. The message resumes recording as soon as you press .  
Stratagy ES prompts you with, Begin recording... (Beep).”  
If within a defined amount of time (default is 30 seconds) you do not press ,  
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.  
38  
Stratagy ES User Guide 01/03  
   
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  
4555  
Stratagy ES User Guide 01/03  
39  
 
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. Enter one of the following  
destinations:  
0DLOER[ꢀQXPEHU plus . If you entered a users mailbox number,  
Stratagy ES plays the users name or mailbox  
number for confirmation.  
Press again to record a  
message without playing  
the users name.  
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.  
ꢅꢅ Directory plus the first Stratagy ES plays the first match for the  
combination of letters you entered.  
letters (Q=7, Z=9) of  
the users 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.  
Pressꢀꢉꢀto select the  
name as the destination,  
ꢁꢀto hear the next name,  
or to cancel your  
entry and re-enter.  
40  
Stratagy ES User Guide 01/03  
     
Send Messages  
Send a Message  
ꢅꢁ plus a Personal  
Distribution List  
number (~ꢃꢆ).  
Stratagy ES plays the list comment or number  
for confirmation. See Manage Personal  
Distribution Listson page 74 to create or  
revise a destination (distribution) list.  
ꢅꢊ Multiple Destinations  
You are prompted for the destinations: mailbox  
number, directory and/or ꢅꢁ Personal  
Distribution List.  
Note If you forget to enter any destination(s),  
you can press 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 to pause/resume  
(toggle or 30 seconds) the  
recording.  
4. Pressꢀꢉ 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 pressꢀꢉꢀto 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.  
Review recording  
The recording plays.  
Re-record  
The system prompts you to record at the beep.  
Pressꢀꢉꢀwhen done.  
Stratagy ES User Guide 01/03  
41  
         
Send Messages  
Send a Message  
Append recording  
The appended recording plays after the already  
recorded portion of the message. The system  
prompts you to record at the beep.  
Pressꢀꢉꢀwhen done.  
Select Additional  
(See Step 2 on page 40 for instructions.)  
Destinations  
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 Optionson page 48 for  
instructions on using this option.  
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.  
ꢈꢈ  
42  
Stratagy ES User Guide 01/03  
       
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 .  
2. Enter one of the following  
destinations:  
0DLOER[ꢀQXPEHU plus . If you entered a users mailbox number,  
Stratagy ES plays the users name or mailbox  
number for confirmation.  
Press again to record a  
message without playing  
the users name.  
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.  
ꢅꢅ Directory plus the first Stratagy ES plays the first match for the  
combination of letters you entered.  
letters (Q=7, Z=9) of  
the users 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.  
Stratagy ES User Guide 01/03  
43  
         
Send Messages  
Forward a Message  
Pressꢀꢉꢀto select the  
name as the destination,  
ꢁꢀto hear the next name,  
or to cancel your entry  
and re-enter.  
ꢅꢁ plus a Personal  
Distribution List  
number (~ꢃꢆ).  
Stratagy ES plays the list comment or number  
for confirmation. See Manage Personal  
Distribution Listson page 74 to create or  
revise a destination (distribution) list.  
ꢅꢊ Multiple Destinations You are prompted for the destinations: mailbox  
number, directory and/or ꢅꢁ Personal  
Distribution List.  
Note If you forget to enter any destination(s),  
you can press Additional Destinations  
after you record your message to add  
destinations (see page 45).  
3. (Optional) Press to record  
a message (comment) after  
the tone. When finished,  
press .  
While recording, you can  
press to pause/resume  
(toggle or 30 seconds) the  
recording.  
4. Pressꢀꢉ 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 ꢉꢀto forward your  
message, you cannot use the  
special recording and sending  
options.  
...or before sending the  
message, you can use any  
of the following options:  
44  
Stratagy ES User Guide 01/03  
     
Send Messages  
Forward a Message  
Review recording  
The forwarding comment plays.  
Re-record  
The system prompts you to record the comment  
at the beep.  
Pressꢀꢉꢀwhen done.  
Append recording  
The appended forwarding comment plays after  
the already recorded message comment. The  
system prompts you to record at the beep.  
Pressꢀꢉꢀwhen done.  
Select Additional  
Send the forwarded message to additional  
step instructions.) You may repeat this step as  
often as necessary.  
Destinations  
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 Optionson page 48 for  
instructions on using this option.  
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.  
ꢈꢈ  
Stratagy ES User Guide 01/03  
45  
         
Send Messages  
Reply to the Current Message  
Reply to the Current Message  
Stratagy ES lets you reply to a message that you are currently playing.  
When you reply to a message sent from within a Stratagy ES users mailbox, you do  
not have to select a destination since Stratagy ES remembersthe source of the  
message. You can send the reply to additional destinations.  
If the message was not recorded from a users 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 .  
2. (Optional) If the message  
was not recorded from a  
users 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 to pause/resume  
(toggle or 30 seconds) the  
recording.  
4. Pressꢀꢉ 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 ꢉꢀto send your reply  
you cannot use the special  
recording and sending options.  
46  
Stratagy ES User Guide 01/03  
       
Send Messages  
Reply to the Current Message  
...or before sending the  
message, you can use  
any of the following  
options:  
Review recording  
Re-record  
The recording plays.  
The system prompts you to record at the beep.  
Pressꢀꢉꢀwhen done.  
Append recording  
The appended recording plays after the already  
recorded portion of the message. The system  
prompts you to record at the beep.  
Pressꢀꢉꢀwhen done.  
Select 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 Optionson page 48 for  
instructions on using this option.  
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.  
ꢈꢈ  
Stratagy ES User Guide 01/03  
47  
         
Send Messages  
Special Delivery Options  
Special Delivery Options  
You can send a message as urgent, private, or with a return receipt request. The  
settings may be used in any combination and may be changed prior to sending the  
message.  
When you send, forward or reply to a message, this option is available by pressing ꢂꢀ  
Special Delivery Options.  
Enter an option number:  
Set Urgent status  
Urgent messages play first in the New Message  
Folder.  
(toggle)  
To remove the urgent  
status, press then ꢁ  
again.  
Set Private status  
Private messages cannot be forwarded.  
(toggle)  
To remove the private  
status, press then ꢃ  
again.  
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 ꢂ  
then again.  
Only messages that have been deleted, saved, or  
marked as Pending (if so enabled) by the  
destination mailbox submit a Return Receipt  
notification.  
Return to previous  
Stratagy ES returns you to the previous menu.  
menu  
48  
Stratagy ES User Guide 01/03  
         
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 ꢋꢀSet 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 .  
Set Hour (~ꢁꢃ)  
Stratagy ES prompts you to select a.m. or p.m.  
AM  
PM  
Set Minutes (~ꢆꢇ)  
Set Day (~ꢄꢁ)  
Set Month (~ꢁꢃ)  
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 ꢅꢁ to set 2001.  
digits)  
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.)  
Stratagy ES User Guide 01/03  
49  
   
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 ꢇꢋꢋ.  
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 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:  
Review comment  
The complete comment plays.  
Re-record  
The system prompts you to record at the beep.  
Press when done.  
Append recording  
The appended comment plays after the already  
recorded portion. The system prompts you to  
record at the beep.  
Pressꢀꢉꢀwhen done.  
Cancel recording  
The comment is canceled. The system returns to  
the previous menu.  
Save recording  
Stratagy ES tells you that the comment has been  
recorded and returns to the previous menu.  
50  
Stratagy ES User Guide 01/03  
 
Send Messages  
Send a Direct Fax  
6. (Optional) Press ꢊ  
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 6WDUW 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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Send Messages  
Send a Direct Fax  
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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 .  
2. Enter a number from ~.  
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 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:  
Review recording  
Re-record  
The complete greeting plays.  
The system prompts you to record at the beep.  
Press when done.  
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.  
Cancel recording  
The greeting is canceled. The system returns to  
the previous menu.  
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 to return to the  
You are given the option to record another  
greeting.  
previous menu.  
6. Press and select another  
greeting number (~).  
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 ꢇꢇꢇ.  
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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 .  
2. Enter a personal greeting  
do not answer or when your telephone is busy.  
number (~)  
...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  
Greetingon 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 to return to the  
Stratagy ES returns to the previous menu.  
previous menu  
...or ꢇꢇ to return to the  
Manage Mailbox Menu  
The Manage Mailbox Menu plays.  
The Main Menu plays.  
...or ꢇꢇꢇꢀto 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 .  
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  
~, then press to review  
the greeting.  
The greeting plays. Stratagy ES prompts you  
with the Change Greeting Menu options.  
3. Press to return to the  
Stratagy ES returns to the previous menu.  
The Manage Mailbox Menu plays.  
The Main Menu plays.  
previous menu  
...or ꢇꢇ to return to the  
Manage Mailbox Menu  
...or ꢇꢇꢇꢀto 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  
4553  
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. Press .  
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 again to  
reset the feature, if  
required.  
Pressing toggles the DND feature On and Off.  
4. Press to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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 callers knowledge, the system relays that information to you and  
provides you with special options to handle the call (menu shown below).  
Receive the call  
Reject the call and let the call forward  
to your mailbox  
Transfer the call to another extension  
with an announcement  
Transfer the call to another extension  
without an announcement  
The System Administrator can also set this feature to turn On or Off automatically at  
pre-scheduled times and/or days of the week.  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press .  
2. Press .  
A prompt verifies the current status (On/Off) of  
the Call Screening feature.  
3. (Optional) Press again to  
reset the feature, if  
required.  
Pressing toggles the Call Screening feature  
On and Off.  
4. Press to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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 onto 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. Press .  
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 digitsor 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. Pressꢀꢊ.  
system) of the Busy Greeting feature.  
3. (Optional) Press again to  
reset the feature, if  
required.  
Pressing 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 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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 doesnt 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. Pressꢀꢆ.  
Stratagy ES prompts you to record your custom  
busy greeting.  
3. Begin recording at the tone. Sample Greeting:  
Press when done.  
Thanks for calling. Im 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:  
Review greeting  
The complete greeting plays.  
Re-record  
The system prompts you to record at the beep.  
Begin recording at the  
tone. Press when  
done.  
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. Pressꢀꢉꢀwhen  
done.  
Cancel recording  
The greeting is canceled. The system returns to  
the previous menu.  
Save recording  
Stratagy ES tells you that the greeting has been  
recorded and returns to the previous menu.  
5. Press to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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  
4557  
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. Press .  
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:  
Review recording  
Your newly recorded name plays.  
Re-record  
You can re-record your name as often as you  
wish.  
Press when done.  
Append recording  
You can add a short comment that plays at the  
end of the recording (for example, a vacation  
announcement).  
Press when done.  
Cancel recording  
You can cancel your newly recorded name (and  
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 pagers 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. Pressꢀꢂ.  
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 template  
number you want, press  
ꢅꢅ.  
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.  
Press to select the  
notification template or ꢁ  
to hear the next record.  
4. Press an option number:  
Enable/disable  
notification template  
(toggle)  
Pressing toggles the notification template  
between Enable and Disable. After pressing , a  
prompt verifies the current status.  
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.  
Return to previous  
Stratagy ES cancels the change message  
notification options and returns to the previous  
menu.  
menu  
5. Press to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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. Press .  
Stratagy ES plays the Automatic Message Copy  
Menu.  
3. Press 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 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 to return to previous Stratagy ES returns to the previous menu.  
menu.  
4. (Optional) You can select  
all of the following options  
in any combination:  
Enable/Disable (toggle) Pressing toggles the message copy feature On/  
Off.  
Enter message  
A prompt verifies the mailbox number and  
prompts you for an entry of , or .  
destination  
Press to confirm the  
Pressing saves the mailbox number.  
number, to erase and  
re-enter, or to cancel  
and return to previous  
menu.  
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Manage Mailbox  
Change User Options  
Set delay time  
Stratagy ES prompts you to enter the time.  
Only one of the following entries are allowed.  
Select one of the  
following:  
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.  
Set Copy Start Time.  
Stratagy ES prompts you to enter the time.  
Enter an option number  
and press .  
Set Hour (~ꢁꢃ)  
Stratagy ES prompts you to select AM or PM.  
AM  
PM  
Set Minutes (~ꢆꢇ)  
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 .  
Set Hour (~ꢁꢃ)  
AM  
PM  
Set Minutes (~ꢆꢇ)  
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Manage Mailbox  
Change User Options  
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.  
Return to the Manage  
You can select another user Manage Mailbox  
option.  
Mailbox Menu  
...or ꢇꢇꢀto return to  
You can select another Main Menu option.  
Main Menu.  
Review Option Settings  
1. From the Manage Mailbox  
Stratagy ES plays the Change User Options  
Menu.  
Menu, press .  
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.  
ꢀꢈ  
Option Settings.  
3. Press to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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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:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Manage Personal Distribution Lists  
Select  
~
for a Personal Distribution Lists  
Review current list  
Add a mailbox to the list  
Delete a mailbox from the list  
Record a list Comment  
Return to previous menu  
Return to previous menu  
1. From the Manage Mailbox  
Stratagy ES plays the Manage Personal Lists  
options.  
Menu, press .  
2. Select the desired list  
number ~ꢃꢆ.  
3. After selecting a list, you  
can press:  
Review your current list The system prompts you with the name (and  
extension) of each mailbox on the list.  
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 ꢅꢅ for  
Stratagy ES directory  
assistance. Press when  
done.  
The name (and extension) plays. You can add  
additional mailbox numbers as needed.  
Delete a Mailbox from  
Stratagy ES prompts you to enter the mailbox  
number.  
the list  
Enter the mailbox  
number or press ꢅꢅ for  
Stratagy ES directory  
assistance. Press when  
done.  
The name (and extension) plays. The system  
prompts Deleted.”  
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  
to review recording, ꢃ  
to rerecord, to append  
the recording, to  
cancel the recording or  
to save the recording  
and return to the  
previous menu.  
4. Press 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  
to return to the  
Manage Mailbox Menu  
...or  
Main Menu.  
ꢇꢇꢀto return to the  
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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 .  
2. Select one of the following:  
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.  
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  
Review your Guest  
The system lists your Guest Mailbox numbers.  
Mailboxes  
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 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or ꢇꢇꢀto return to the  
You can select another Main Menu option.  
Main Menu.  
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 Change Security Codeand Record your  
Name.”  
Note See Access Your Mailboxon page 18 for instructions on accessing the guest  
mailbox.  
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77  
   
Manage Mailbox  
Manage Personal Folders  
Manage Personal Folders  
Your messages can reside in up to nine foldersone 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/  
commentthat 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 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 ꢁ  
(i.e., standard save folder).  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Manage Personal Folders  
Select  
~
for a Personal Folder  
Review folder name/comment  
Record folder name/comment  
Review recording  
Re-record a folder Comment  
Append a folder Comment  
Cancel recording  
Save recording and return to previous  
menu  
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 .  
2. Enter a number from ~.  
Number 1 is reserved for the standard save  
folder and cannot be used.  
3. After selecting a folder, you  
can press:  
Review folder name/  
The system plays the folder name and comment.  
comment  
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:  
Review recording  
The newly recorded folder name/comment  
plays.  
Re-record  
You can re-record the folder name/comment as  
often as you wish.  
Press when done.  
Append recording  
You can add a short comment that plays at the  
end of the original comment.  
Press when done.  
Cancel recording  
You can cancel your newly recorded folder  
name/comment and return to the previous menu.  
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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79  
Manage Mailbox  
Manage Personal Folders  
5. Press 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 ꢇꢇ to return to the  
Manage Mailbox Menu  
...or ꢇꢇꢇꢀto return to the  
Main Menu.  
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Using Stratagy ES with a  
Strata CTX  
A
This appendix covers the use of Stratagy ES voice mail with the Strata CTX. Call  
Forward, Message Waiting, Toshiba Proprietary Integration, Direct Transfer to Voice  
Mail and Voice Mail Conference features are all described.  
Note Check with your System Administrator about your companys phone system  
and telephones.  
Call Forward  
Note See Strata CTX 3000/2000-series Telephone User Guide for additional  
information on programming and using this feature on your phone.  
There are two types of Call Forwarding: System and Station.  
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 CTX  
Call Forward  
To use the Call Forward button sequence  
Follow the instructions in Table 1 below shown under Button Sequence.Some  
features require additional input, such as:  
Destination If the destination is an outside number, press after entering the  
destination. The 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  
Press Extension button + ꢉꢌꢅꢁꢁ (Tone) + Destination No. (Tone)  
Press Extension button + ꢉꢌꢅꢃꢁ (Tone) + Dest. No. (Tone)  
Press Extension button + ꢉꢌꢅꢄꢁ (Tone) + Dest. No. (Tone) + Timer +  
Press Extension button + ꢉꢌꢅꢊꢁ + Dest. No. + Timer +  
Press Extension button +ꢀꢉꢌꢅꢆꢁ (Tone)  
Busy  
No Answer  
Busy No Answer  
Cancel  
Call Forward - System  
Call Forward - Incoming Line Calls  
All Calls  
Busy  
Extension button + ꢉꢌꢅꢁꢄ (Tone) + Dest. No. (Tone)  
Extension button + ꢉꢌꢅꢃꢄ (Tone) + Dest. No. (Tone)  
Extension button + ꢉꢌꢅꢄꢄ + Dest. No. (Tone) + Timer (Tone) +  
Extension button + ꢉꢌꢅꢊꢄ + Dest. No. (Tone) + Timer (Tone) +  
Extension button + ꢉꢌꢅꢆꢄ (Tone)  
No Answer  
Busy No Answer  
Cancel  
Call Forward - System  
Activate  
ꢉꢌꢃꢅ (Tone)  
Cancel  
ꢉꢌꢃꢁ (Tone)  
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Using Stratagy ES with a Strata CTX  
Message Waiting  
Message Waiting  
Use your 0VJꢀLED/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 0VJ button/LED is mentioned in the following steps.  
Responding to a Lit Msg LED  
1. On an LCD phone, if you see a +press 6FUROO 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 0VJ, 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  
ꢉꢊꢅꢇ. Do this step for each message received.  
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Using Stratagy ES with a Strata CTX  
Toshiba 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 0VJ or . 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 6SNU. Your Msg LED turns Off. The Msg LED on the called telephone  
flashes until the called party presses the flashing 0VJ button - which calls you  
back.  
4. To turn Off a Message LED that you have set on another extension, press ꢁꢂꢃ plus  
the extension number that has the message light set. Then hang up to release your  
telephone.  
Toshiba Proprietary Integration  
If your company’s Toshiba Strata CTX phone system has the Proprietary Integration  
with your Stratagy ES enabled, you have two additional features at your disposal—  
Soft Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access  
these features, check with your System Administrator.  
Soft Key Control of Voice Mail  
If you have a Strata 3000 or 2000-series digital phone equipped with a Liquid Crystal  
Display (LCD), many standard functions of the Stratagy ES voice mail system can be  
displayed on the digital telephone LCD and operated by Soft Keys. Feature prompting  
makes voice mail functions easy to use via visual displays on the telephone in place of  
listening to voice prompts over the handset, although the Stratagy ES voice prompts  
still play when soft keys are used.  
Note For general information on using Soft Keys on your phone, please see the  
Strata CTX DKT3000/2000-Series Telephone User Guide.  
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Using Stratagy ES with a Strata CTX  
Toshiba Proprietary Integration  
When your telephone is idle, and a message  
arrives for an extension on your phone, the Msg  
LED is activated for the appropriate extension and  
updates the LCD with this display (shown right).  
If urgent messages are in the extensions 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  
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  
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 CTX  
Toshiba Proprietary Integration  
Table 2  
Stratagy ES Main Menu Soft Keys for CTX Digital Telephones  
DKT 3010 SD  
DKT 3020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
Play Messages  
PLAY MSGS  
SEND  
PLAY  
PLAY  
SEND  
MGMT  
SEND  
MGMT  
Send Messages  
MANAGE MBX  
EXIT  
Manage Mailbox  
Exit Mailbox  
HANGUP  
QUIT  
Disconnect from Stratagy ES  
Table 3  
Soft Keys for CTX Digital Telephones  
DKT 3010 SD  
DKT 3020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
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  
BSY GRT REC  
BUSY GREET  
CALL SCREEN  
CANCEL  
Set Automatic Msg Copy  
Backup (rewind)  
Record Busy Greeting  
Select Busy Greeting (toggle)  
Change Call Screening (On/Off)  
Cancel recording  
Cancel message and select new  
destination  
CANCEL MSG  
CHANGE  
CANC  
GRT  
CNCL  
GRT  
Change notification digits  
Change Greeting  
CHG  
GREETING  
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Using Stratagy ES with a Strata CTX  
Toshiba Proprietary Integration  
Table 3  
Soft Keys for CTX Digital Telephones (continued)  
DKT 3010 SD  
DKT 3020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
CONT DELETE  
CONT PLAY  
DATE & TIME  
DELAY TIME  
DELETE  
Continuous Delete  
Continuous Play  
DATE  
Message Date and Time  
Set Delay Time  
DEL  
DEL  
DEL  
Delete the message/guest mailbox  
Delete a mailbox from the personal  
distribution list  
DELETE MBX  
DEL  
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  
FOLDERS  
FORWARD  
Set copy End Time  
FLDR  
FWD  
New/Saved message folder  
Forward the current message  
FWD  
GST  
Set Future Delivery, Future Delivery  
Review  
FUTURE DLVR  
GO FORWARD  
Go forward (advance)  
GUEST MBXES GST  
Manage Guest Mailboxes  
Immediate Fax (all faxes in folder)  
Immediate Fax (current fax doc)  
Set Private status (On/Off)  
IMM ALL FAX  
IMM THS FAX  
MARK PRIVAT  
SNDN  
SND1  
PRV  
PRV  
URG  
MARK  
URGENT  
URG  
Set Urgent status (On/Off)  
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87  
Using Stratagy ES with a Strata CTX  
Toshiba Proprietary Integration  
Table 3  
Soft Keys for CTX Digital Telephones (continued)  
DKT 3010 SD  
DKT 3020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
Manage Personal Folders  
MSG  
FOLDERS  
FLDR  
FLDR  
MSG NOTIFY  
MULTI ENTRY  
Change message Notification  
Multiple Destinations  
MULTI  
NAME  
NEXT  
MULTI  
NAME  
NEXT  
NAME  
RECORD  
Record your Name  
Play next message  
NEXT  
Play next message (Future Delivery  
Review)  
NEXT MSG  
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  
LIST  
Personal distribution list (1~25)  
PM?  
PM  
PREVIOUS  
PREV MENU  
Play the Previous message  
Return to previous menu  
PREV  
COMM  
REC  
REC  
COMMENT  
COMM  
REC  
Record a list Comment  
RECORD  
Record  
REENTER  
Re-enter automatic copy destination  
REENTER  
NAM  
REDO  
REDO  
Re-enter name or Exit  
REPLAY  
Replay current message  
Reply to the current message  
Re-record  
REPLY  
RPLY  
RPLY  
RE RECORD  
RREC  
RREC  
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Using Stratagy ES with a Strata CTX  
Toshiba Proprietary Integration  
Table 3  
Soft Keys for CTX Digital Telephones (continued)  
DKT 3010 SD  
DKT 3020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
RESET  
PWORD  
RSET  
RSET  
Reset Guest Password  
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)  
SAVE MSG  
SECURITY  
COD  
CODE  
CODE  
Change Security Code  
SELECT NAME  
SEND MSG  
SET DAY  
PICK  
PICK  
Select name  
SEND  
SEND  
Send and Return to Main menu  
Set the Day (1~31)  
SET HOUR  
SET MINUTES  
SET MONTH  
SET YEAR  
Set the Hour (1~12)  
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  
STOP  
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  
STOP  
STOP  
OPTN  
End recording  
URGENT  
MSGS  
Copy Urgent Messages  
USER OPTNS  
YES  
OPTN  
Change User Options  
Resume playback  
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89  
Using Stratagy ES with a Strata CTX  
Toshiba Proprietary Integration  
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 5HFRUG and a 36ꢍ5(6 (Pause/Resume)  
button on your telephone. Feature codes are not available.  
Important! Stratagy ES mailboxes have a definable limit on the length one message  
can be. If you plan on doing lengthy recordings using this feature, see  
your System Administrator so your message recording time can be  
properly defined.  
To record a call  
1. With a call in progress, press 5HFRUG.  
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.  
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Using Stratagy ES with a Strata CTX  
Direct Transfer to Voice Mailbox  
3. To stop recording, press 5HFRUG. 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 36ꢍ5(6.  
The PS/RES LED flashes red. Your conversation is no longer being recorded.  
To resume recording as part of the same message, press the 36ꢍ5(6 button again.  
You can pause and resume indefinitely throughout the conversation. The only limit  
may be a message length imposed by the voice mail system.  
Direct Transfer to Voice Mailbox  
An internal user on the Strata CTX can transfer a call directly to another persons  
voice mailbox without waiting for the call to forward from the called partys  
telephone. The voice mailbox does not even need to be associated with an active  
telephone in the Strata CTX.  
Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to  
his/her mailbox. It 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 &QIꢍ7UQ. You hear feature dial tone.  
2. Press 'LUHFWꢀ7UDQVIHUꢀWRꢀ90 or enter ꢉꢊꢅꢂ. You hear entry tone.  
3. Enter the VM mailbox number (usually the same as the extension number), then  
press . The call transfers immediately and your extension becomes idle. The  
transferred party hears the greeting associated with the specified mailbox and can  
then leave a message.  
Note See Strata CTX 3000/2000-series Telephone User Guide for information on  
programming this feature on your phone.  
Voice Mail Conference  
Voice Mail ports may be included in conference calls. This enables all members of the  
conference to listen to and play voice mail messages.  
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Using Stratagy ES with a Strata CTX  
Voice Mail Conference  
92  
Stratagy ES User Guide 01/03  
Fax Printer Driver  
B
The Stratagy ES Fax Printer Driver enables you to select a document that you have  
created on your computer and after converting it to a Tagged Image Format (TIFF),  
gives you the option to store the file locally on your hard drive, send it to another  
Stratagy ES users 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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93  
   
Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
Note To use this printer driver, you must first load the Stratagy ES Fax Printer Driver  
on your computer. See your System Administrator for details.  
1. From Windows, select  
Start, Settings, then Control  
Panel.  
5621  
2. From the Control Panel  
screen, select SES  
FaxClient.  
5622  
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Stratagy ES User Guide 01/03  
 
Fax Printer Driver  
Configure/Personalize Fax Printer Driver  
3. In the Host name: field on  
the SES tab screen, type the  
computer name or IP  
address for the Stratagy ES.  
Check with your System  
Administrator for this  
information.  
4. Click on Login tab.  
5623  
5. Fill in the following fields  
on the screen:  
Mailbox Id Type your  
mailbox number in the  
Stratagy ES.  
SAC Type your  
mailboxs security code.  
Verify SAC For  
verification, type your  
mailboxs security code  
again.  
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95  
 
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.  
6590  
7. Fill in the Name/Company/  
Phone/Fax and E-mail  
fields. This information  
becomes the From: data on  
the cover page each time  
you send a fax using the  
Stratagy ES Fax Printer  
Driver.  
8. For custom cover pages, the  
Image field needs to define  
the location of the template  
file being used for the cover  
page.  
Note If a custom cover page is  
desired, see your System  
Administrator for details.  
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Fax Printer Driver  
Use Fax Printer Driver  
Use Fax Printer Driver  
1. With the document  
displayed on your PCs  
monitor, select the Print  
option from the File menu.  
2. From the Name fields  
drop-down menu, select  
StratagyES Fax.  
5625  
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.  
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Fax Printer Driver  
SES Fax Client Screen  
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 Screenon page 98).  
Note This is a security feature  
to prevent unauthorized  
use of Stratagy ES fax  
features.  
SES Fax Client Screen  
The SES Fax Client screen (shown below) enables you to create and send a fax using  
Stratagy ES. Using the fields on this screen, you can address the fax (destination, fax  
number), add a cover page or a note to the fax, and enter destination information  
(name/company/fax/phone/e-mail) that will appear on the top of the cover page.  
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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 ESs ASR feature enables you to speak into the phone and accomplish the  
following tasks:  
Reach a destination by saying the users name  
Log into your mailbox by saying a login command  
Send a message by saying send messageor quick message”  
A typical company instructional greeting when you reach your companys 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  
messageto send a message or loginto 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 companys instructional greeting and saying the users name,  
Stratagy ES follows this procedure:  
Stratagy ES identifies the name and transfers your call to the users 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 yesor  
no.If you say yes,Stratagy ES transfers your call to the users mailbox.  
...or if Stratagy ES cannot make a match for the spoken name (first or last name) or  
you say nowhen 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 users 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  
users 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 helpand reach the  
company operator.  
Access Your Mailbox  
After listening to your companys 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 Destinationprocedure 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 companys instructional greeting and saying either send  
messageor 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 users  
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 Destinationprocedure 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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Automatic Speech Recognition  
Send a Message  
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Unified Messaging (UM)  
with Outlook Integration  
D
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 Microsofts 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 2 below and Table 5 on page 107)  
enables you to manage both your voice and fax messages from your PC.  
The Message window displays when you select a message from the Microsoft  
Outlook Inbox window. Using the toolbar, buttons and slides on the Message window,  
you can perform all the necessary functions to play, send, forward or reply to a  
message or view a fax.  
Configure  
Stratagy Voice  
Standard  
Mail Button  
Outlook  
Toolbar  
Record Stratagy  
Voice Message  
Button  
Telephone  
Playback  
Multimedia  
Buttons  
Voice Reply  
Playback Slide  
Voice Forward  
Fax Viewer  
5423  
Volume Slide  
Speed Slide  
Figure 2  
Stratagy ES Message Window  
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Unified Messaging (UM) with Outlook Integration  
Stratagy ES Message Window  
Table 5  
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.  
Note  
While 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 computers designated application for viewing the  
Tagged Image File Format (TIFF) files.  
Note  
If 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.  
Note  
If youre sending a voice message to someone whos 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 users  
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.  
5338  
Update Stratagy ES Address Book Automatically  
The Stratagy ES Address book can be automatically updated with the Stratagy ES  
at regular intervals (set number of days). See Step 9 on page 111 for instructions on  
setting the feature.  
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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, youll need to configure the Stratagy ES to coordinate and  
synchronize information with your computer.  
1. From the Standard Outlook toolbar,  
click Configure Stratagy Voice Mail  
(see Figure 2 on page 106). The  
Stratagy ES Message Configuration  
(Media Setting) screen displays  
(shown right).  
Note Using this screen, you can set up  
your system to play voice  
messages through speakers, and  
determine how your Stratagy ES  
messages are managed within  
Outlook.  
2. From the Media Setting tab screen,  
select PC Speaker/Microphone or  
Telephone handset as your choice for  
playing and recording your messages.  
5421  
PC Speaker/Microphone The  
messages play over your PCs  
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.  
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.  
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Unified Messaging (UM) with Outlook Integration  
Using UM Feature  
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 1which is your saved message folder.  
The Multiple Message Folder Feature must be enabled in order to use  
folders 2~8. (See Manage Personal Folderson 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 com-  
puter.  
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  
Administrator.  
53391  
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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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 receivedvoice,  
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 2 on page 106), enabling you to manage  
both your voice and fax messages from your PC.  
See Voice Mail Optionson page 112 and View Faxon page 115 for  
instructions on using your voice and fax mail.  
Note When you listen to and delete a Stratagy ES message by telephone, the e-mail  
listing is not deleted from the Outlook screen. If you click on the screen listing,  
you are alerted that the message has already been deleted by telephone. You  
must now delete it from the Outlook screen.  
Voice Mail Options  
UM voice mail option enables you to:  
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 3).  
Figure 3 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 3) on  
the multimedia bar.  
3. Speak your message clearly  
into the microphone.  
4. Click Stop on the multimedia  
bar.  
5. Click Send on the toolbar. The  
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 2 on page 106).  
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 3) 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 2  
on page 106). The Stratagy ES Message window launches your computers  
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 softwares features.  
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Unified Messaging (UM) with Outlook Integration  
View Fax  
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Unified Messaging with  
IP Integration  
E
This appendix provides instructions on how to configure your computer to properly  
record .wav files in the correct format to send into Stratagy ES as voice messages.  
Note This process is only necessary if your computer is configured to use Unified  
Messaging with Internet Protocol (IP) Standard Integration.  
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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 fields  
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 fields 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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Unified Messaging with IP Integration  
Send .WAV File as Voice Message  
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Remote User Password  
Administration for TTS  
F
This appendix provides instructions on how to update the Stratagy ES software with  
your e-mail log on password so that the system can retrieve e-mail messages and read  
them via Text-to-Speech (TTS).  
Note This procedure is only required if you have TTS Privileges and you use Unified  
Messaging with the Internet Protocol (IP) Standard Integration.  
Please contact your System Administrator to confirm your mailbox privileges.  
To update the Stratagy ES with your e-mail password, the Stratagy ES Remote User  
Password Administration applet must be installed on the 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 mailboxs 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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Using Stratagy ES with a  
Strata Legacy System  
G
Notes  
Toshiba Legacy systems are Strata DK8/16, DK14, DK40i, DK424i, DK24/56/96.  
For information on Strata CTX systems, see Appendix A Using Stratagy ES with  
a Strata CTX.  
The naming convention for DKT assignments within Toshiba is Directory  
Numbers. For clarity and ease of understanding, the terms Extension Number and  
Phantom Extension Number will be used in this document in lieu of PDN and  
PhDN.  
This appendix explains the procedures for programming Toshiba Legacy proprietary  
telephones for Call Forward and Message Retrieval when using a Stratagy ES Voice  
Processing System with one of the following Toshiba telephone systems:  
Strata DK14, DK40i, DK424i  
Note Any reference to Strata DK 424i in this appendix, should be read to include  
DK424 and DK280. Any reference to DK40i should be read to include DK40  
and DK16e.  
Strata DK8/16, DK24/56/96  
Once programmed, your Stratagy ES voice processing system can answer calls when  
you are busy or not available. It can give callers choices when you do not answer, such  
as: recording a message, dialing another extension, or dialing 0 for assistance.  
Note This appendix does not include the procedures for Call Forward and Message  
Retrieval with a standard telephone. Consult the appropriate Toshiba Standard  
Telephone User Guide for these instructions.  
Stratagy ES User Guide 01/03  
125  
 
Using Stratagy ES with a Strata Legacy System  
Call Forward  
If you have a Strata telephone system, you need to program your telephone only once  
for the Call Forward and Message Retrieval functions. Then you can follow the  
appropriate steps for using Call Forward and Message Retrieval.  
Notes  
If you do not have Call Forward keys, you can use access codes instead. Refer to  
the appropriate User Guide for the Call Forward access/cancellation codes or  
check with your System Administrator.  
If the Stratagy ES is fully integrated with your telephone system, you may not need  
to enter a Voice Mail ID code for Call Forwarding or Message Retrieval. Please  
consult your System Administrator if Voice Mail ID codes are required.  
With most Toshiba proprietary telephones, you can store the sequence of steps on a  
Speed Dial button for quick access. Refer to the appropriate Quick Reference or  
User Guide for your telephone for information and instructions on using Speed  
Dial buttons.  
Call Forward  
To direct forwarded calls to your mailbox and to ensure that callers receive your  
personal greeting, additional internal access digits must be programmed initially from  
your telephone for your extension number and for each phantom extension number by  
your telephone. These digits are called voice mail ID codes.  
Note Your telephone must be the owner of the phantom extension number to store a  
voice mail ID code for the phantom extension number.  
Set Call Forward to Stratagy ES  
Skip to To forward calls to Stratagy ESon page 128 if you have already performed  
this function. Once programmed, this code is automatically sent to the Stratagy ES  
system whenever calls are forwarded to the Stratagy ES system from your telephone,  
enabling callers direct access into your mailbox.  
126  
Stratagy ES User Guide 01/03  
     
Using Stratagy ES with a Strata Legacy System  
Call Forward  
To program the Stratagy ES Voice Mail Code from a Strata DK telephone  
1. Press the extension number You hear a dial tone.  
or phantom extension  
number.  
2. For Strata DK14, DK40i,  
You hear a confirmation tone. Display  
telephones show #656 I.D. CODE SET.”  
and DK424, press ꢉꢌꢆꢌ  
...or for Strata DK8/16 and  
DK24/56/96, press ꢌꢆꢌ.  
You have completed programming and hear a  
confirmation tone. Display telephones show  
656 I.D. CODE SET.”  
3. Press ꢇꢁ.  
4. Enter your Stratagy ES  
mailbox number.  
5. Press 5HGLDO.  
You hear a confirmation tone. Display  
telephones show DATA PROGRAMED.”  
6. Press 6SNU.  
Resets your telephone to the idle condition.  
Notes  
To change the voice mail code, repeat steps.  
In order for the button to function properly  
while using the Stratagy ES system with a  
Toshiba Strata system, the 6SHHGꢀ'LDOꢀ  
(5(3ꢀ6'6) button and the 5HGLDO (5'/)  
button must be provided on your Toshiba  
proprietary telephone.  
Stratagy ES User Guide 01/03  
127  
Using Stratagy ES with a Strata Legacy System  
Call Forward  
To forward calls to Stratagy ES  
1. Press the appropriate &DOOꢀ  
The Call Forward LED flashes, or you hear a  
confirmation tone.  
)RUZDUG button  
...or press the extension  
number or phantom  
extension number, then  
enter the appropriate Call  
Forward access code.  
You hear a confirmation tone if an access code  
is dialed. Display telephones show CALL  
FORWARD TO.”  
Call Forward Access Codes  
Strata  
Strata  
DK14,  
DK8/16 and  
DK40i, and  
DK24/54/96  
DK424i  
Call Forward All Calls  
ꢌꢅꢁ  
ꢌꢅꢃ  
ꢌꢅꢄ  
ꢌꢅꢊ  
ꢉꢌꢅꢁ  
ꢉꢌꢅꢃ  
ꢉꢌꢅꢄ  
ꢉꢌꢅꢊ  
Call Forward Busy  
Call Forward No Answer  
Call Forward Busy No  
Answer  
2. Dial the Stratagy ES system You hear a confirmation tone.  
number _____________.  
128  
Stratagy ES User Guide 01/03  
 
Using Stratagy ES with a Strata Legacy System  
Call Forward  
3. (Optional) For Call  
Forward-No Answer and  
Call Forward- Busy/No  
Answer, you can set the  
number of seconds that  
your telephone rings before  
forwarding.  
Note Some older telephones do not have  
6SHHGꢀ'LDO and 5HGLDO buttons. You  
may need to press 6'6 (or 5(3) + the  
number of seconds (08~60) + 5'/ or  
+ the number of seconds (08~60) + .  
If you pressed a Call  
Forward button in Step 1,  
enter the numberof seconds  
(ꢅꢋaꢌꢅ)  
...or if you pressed a  
extension number or  
phantom extension number  
in Step 1, press 6SHHGꢀ  
'LDO and enter the number  
of seconds (ꢅꢋaꢌꢅ).  
4. Press the same Call  
Forward button used in  
Step 1  
The Call Forward LED lights steady.  
...or if you used an access  
code sequence, press  
5HGLDO, then 6SNU.  
Stratagy ES User Guide 01/03  
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Using Stratagy ES with a Strata Legacy System  
Call Forward  
Cancel Call Forward  
1. Press the appropriate &DOOꢀ  
)RUZDUG button, then  
6SNU  
confirmation tone. Call Forward registration is  
canceled.  
...or press the extension  
number or phantom  
extension number, then  
enter the appropriate Call  
Forward access code.  
You hear a confirmation dial tone. Display  
telephones show CALL FORWARD TO.”  
Dialing the access code (e.g., ꢉꢌꢅꢁ) and no  
station number cancels any Call Forward type.  
See To forward calls to Stratagy ESon page  
128 for access codes.  
2. Press 6SNU (63($1(5).  
Cancel the Programmed Call Forward Voice Mail Code  
1. Press the extension number You hear a dial tone.  
or phantom extension  
number.  
2. For Strata DK14, DK40i,  
You hear a confirmation tone. Display  
telephones show #656 (or 656) ID CODE  
SET.”  
and DK424i, press ꢉꢌꢆꢌ.  
...or for Strata DK8/16 and  
DK24/56/96, press ꢌꢆꢌ.  
3. Press 5HGLDO.  
You will hear a confirmation tone. Display  
telephones show DATA PROGRAMED.The  
voice mail code is canceled.  
4. Press 6SNU (63($1(5).  
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Using Stratagy ES with a Strata Legacy System  
Message Retrieval  
Message Retrieval  
You can program your 0VJ or phantom extension number/message waiting buttons to  
automatically retrieve your voice mail messages when you press it.  
Skip to To retrieve messages with Msg or Phantom Extension Number/Message  
Waiting buttonon page 132 if you have already performed this function. Once  
programmed, this key does not need to be programmed again.  
To program your 0VJ button to retrieve messages  
1. Press the extension number You hear a dial or confirmation tone after you  
or phantom extension  
number.  
press the button.  
2. For Strata DK8/16 and  
You hear a confirmation tone. 657or #657”  
is the Stratagy ES System Identification code  
for message retrieval from voice mail.  
DK24/56/96, press ꢌꢆꢂ.  
For Strata DK14, DK40i,  
and DK424i, press ꢉꢌꢆꢂ.  
Your telephone must have the 6SHHGꢀ'LDO  
(5(3, 6'6) button and the 5HGLDO (5'/)  
button for the button to function properly  
while using the Stratagy ES system.  
3. Press ꢇꢃ (the Voice Mail  
ID code for Message  
Retrieval).  
4. Enter your Stratagy ES  
mailbox number + .  
5. Enter your security  
By storing your security code, you avoid having  
to enter your code every time you access your  
mailbox.  
code + .  
Important! Including your security code in  
this programming will enable  
anyone to retrieve your messages  
from your phone. If a security code  
is not desired, do not include it.  
6. Press 5HGLDO.  
You hear a confirmation tone. Display  
telephones show, DATA PROGRAMED.”  
7. Press 6SNU.  
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Using Stratagy ES with a Strata Legacy System  
Message Retrieval  
To retrieve messages with Msg or Phantom Extension Number/Message Waiting  
button  
When the Message LED  
flashes…  
For Strata DK14, DK40i,  
and DK424i, press 0VJ or  
[Phantom Extension  
Number/MW]  
Stratagy ES is called and you are automatically  
connected to your mailbox.  
...or for the Strata DK8/16  
and DK24/56/96, press the  
extension number + 0VJ.  
The system automatically calls Stratagy ES.  
Note Pressing 0VJ before the extension  
number cancels the message waiting  
notification (e.g., the message light goes  
Off even though the registered messages  
may not have been retrieved).  
To cancel automatic retrieval  
For Strata DK14, DK40i, and DK424i, press the extension number or phantom  
extension number + ꢉꢌꢆꢂ + 5HGLDO  
...or for the Strata DK8/16 and DK24/56/96, press the extension number or  
phantom extension number + ꢌꢆꢂ + 5HGLDO.  
Note If you have a Toshiba telephone system, see Chapter 5 Manage Mailbox for  
further instructions on using the Call Forward and Message Retrieval features.  
If you have one of the telephones listed in that chapter, you may need to  
program your telephone (once) so that the message waiting key works properly.  
Depending upon your telephone system and telephone, a message waiting light  
is lit on your telephone when a voice message has been left for you on the  
Stratagy ES system.  
If configured, Stratagy ES automatically turns off your message waiting light  
on your telephone when your new message queue is empty or only partially  
heard messages remain. All unheard messages must be accessed and partially  
heard, deleted or saved for Stratagy ES to turn off the message waiting light on  
your telephone.  
132  
Stratagy ES User Guide 01/03  
   
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 callers  
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  
users 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.  
Stratagy ES User Guide 01/03  
133  
 
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 machines 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 MessagesFuture  
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  
134  
Stratagy ES User Guide 01/03  
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.  
Stratagy ES User Guide 01/03  
135  
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  
Proprietary integration between Strata CTX phone system and  
Stratagy ES voice mail. Provides a Soft Key Control of Voice  
Mail feature that enables the user to perform many of the  
standard functions using soft keys on the Strata 3000/2000-  
series digital telephones.  
Toshiba Proprietary  
Integration  
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.  
Urgent Messages  
Subscriber of the mailbox, also known as a mailbox user. A user  
has access to one or more mailboxes in the system by knowing  
the security codes. Once a user accesses his/her mailbox, he/  
she can play back messages, delete those messages, send  
them to other mailboxes, etc.  
User  
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  
136  
Stratagy ES User Guide 01/03  
 
Index  
A
about this guide  
conventions, viii  
system, 81  
organization, vii  
call record, 90  
call screening, 61  
greeting, 54  
security code, 22, 62  
user options, 59  
related documents/media, x  
access your mailbox, 18  
ASR, 101  
automatic message copy, 70  
Automatic Speech Recognition, 101  
B
delete, 30  
play, 32  
basic functions  
delete, 28, 34  
forward, 28  
automatic message, 70  
play, 27, 34  
replay current message, 28, 35  
reply, 28  
date/time of message, 30  
delete messages, 28, 34  
destination  
save, 27, 34  
busy greeting, 10  
record, 64  
select, 63  
buttons  
additional users, 42, 45, 47  
directory, 13, 40, 43  
mailbox number, 40, 43  
multiple destinations, 41, 44  
personal list, 12, 41, 44  
system list, 13  
extension, viii  
Stratagy ES User Guide 01/03  
137  
 
Index  
E ~ M  
direct transfer to voice mailbox, 91  
directory, 40, 43  
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, viii  
personal distribution, 41, 44  
F
fax messages, 9, 29  
schedule for future delivery, 100  
fax printer driver, 93  
folders, 31  
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, 100  
guest mailboxes, 76  
mailbox, 53  
personal folders, 78  
review, 30  
setting, 42, 47, 49  
main, 3  
message waiting, 83  
message waiting light  
on [PhDN/MW], 84  
on another telephone, 84  
G
getting started, 17  
greeting  
busy, 10, 64  
access, 24  
change, 54  
personal, 10  
change your selection, 57  
create, 55  
record over, 55  
review greeting, 58  
additional destinations, 42, 45, 47  
append, 42, 47  
automatic copy, 70  
continuous delete, 30  
continuous play, 32  
control  
138  
Stratagy ES User Guide 01/03  
Index  
N ~ P  
back up (rewind), 25  
change speed, 25  
go forward (advance), 25  
pause/resume, 25, 44, 46  
play next, 25  
play previous, 25  
replay current, 25  
volume, 25  
Msg button/LED, 83  
multiple destinations, 41, 44  
recording, 20, 66  
new/saved messages, 5, 31  
notification, 68  
date and time, 30  
delete, 28, 34  
destination, 12  
pause/resume recording, 38, 41  
e-mail, 9, 33  
fax, 9, 29  
distribution list, 41, 44  
folders, 4  
folders, 78  
dual message, 5  
saved, 6, 7  
multiple message, 6  
personal, 78  
greeting, 10  
change your selection, 57  
create, 55  
record over, 55  
single message, 5  
forward, 8, 28, 43  
future delivery, 11, 30, 49  
new message folder, 5, 31  
notification, 68  
review, 58  
sample, 55  
play messages, 23  
special functions, 29  
play, 23  
back up (rewind), 25  
private, 11, 48  
change speed, 25  
reply, 8, 28, 46  
continuous delete, 30  
continuous play, 32  
go forward (advance), 25  
next message, 25, 27, 34  
pause/resume, 25, 27, 44, 46  
previous message, 25, 28  
replay, 28, 35  
re-record, 41, 47  
return receipt request, 11, 48  
review recording, 41, 47  
save, 27, 34  
saved message folder, 6, 7, 31  
send, 37  
special delivery options, 11  
types, 8  
replay current message, 25  
volume, 25  
urgent, 11, 48  
private messages, 11, 48  
Stratagy ES User Guide 01/03  
139  
Index  
R ~ U  
continuous play, 32  
date/time, 30  
R
record  
busy greeting, 64  
messages  
append  
comment, 45  
recording, 42, 47  
re-record  
future delivery review, 30  
immediate print all faxes, 29  
immediate print current fax, 29  
new/saved folder, 31  
send fax, 29  
Strata 3000/2000 digital phones, 84  
Strata CTX, 84  
Strata DK24/56/96, 8/16 and 280 telephones  
call forward, 126  
message retrieval, 131  
system  
comment, 45  
message, 41, 47  
review  
comment, 45  
recording, 41, 47  
name, 20, 66  
greeting, 10  
pause/resume, 38, 41  
personal greeting, 21  
record to voice mail, 90  
reply message, 8, 28, 46  
set future delivery, 49  
special functions, 48  
T
text-to-speech, 33  
Toshiba Proprietary Integration, 84, 136  
Toshiba telephone systems, 132  
Stratagy ES Advisor, x  
return receipt request, 11, 48  
S
unified messaging, 105  
address book feature, 108  
configuration, 109  
save messages  
personal folders, 27  
security code, 17  
change, 22, 62  
send messages, 37  
soft keys, 84  
forward voice message, 114  
message received, 111  
play voice message, 112  
reply to voice message, 113  
select message, 112  
special delivery options  
private, 48  
send voice message, 115  
update address book automatically, 108  
update address book manually, 108  
view fax, 115  
return receipt request, 48  
urgent, 48  
special functions, 29, 48  
continuous delete, 30  
140  
Stratagy ES User Guide 01/03  
Index  
V ~ V  
voice mail options, 112  
unified messaging (IP integration), 117  
configure windows for Stratagy ES  
Codec, 118  
record .wav file, 120  
send .wav file, 121  
urgent messages, 11, 48  
user options  
automatic message copy, 70  
busy greeting, 14, 64  
call screening, 14, 61  
change, 59  
do not disturb, 14, 60  
message notification selection, 14, 68  
security code, 62  
user prompts, 15  
user tutorial, 17  
V
voice mail conference, 91  
volume control, 25, 27  
Stratagy ES User Guide 01/03  
141  
Index  
V ~ V  
142  
Stratagy ES User Guide 01/03  

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