AUDIX Voice Power System R3.
Contents ____________________________________________ __________________________________________ Basics . . . . . . . What is AUDIX Voice Power? About Your Dialpad . . . Logging In . . . . . Direct Login . . . . Indirect Login . . . Activity Menu . . . . Changing Activities . . . Changing Your Password . Time-Saving Tips . . . Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents ________________________________________________ ______________________________________________ Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . 19 19 21 23 24 26 . . . . . . . . . . . . 27 27 30 . . . . . . . . 31 33 . . . Recording Your Personal Greetings . Selecting the Greeting in Use . . . . . . . . . . . . . . . . . . 35 35 37 37 39 . . . . Recording a Message . . . . Addressing Messages to Individuals Name Addressing . . . . .
Contents ____________________________________________________________________ __________________________________________________________________ Troubleshooting . Mailbox Full . . . . Maintenance Mailbox . . . . . . . . . . . . . . . . . . . . . 41 41 42 . . .
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Basics ________________________________________________ ______________________________________________ This section explains the information you need to get started with AUDIX Voice Power, such as, how to log in. What is AUDIX Voice Power? AUDIX Voice Power has many features to help you in your business environment. • Call-Answer is your personal telephone answering service. You can record your own greeting to callers or have AUDIX Voice Power answer with your extension number or name.
Basics ____________________________________________________________________ __________________________________________________________________ • AUDIX Voice Power has other services which are implemented on a company-wide basis. For more information on how other features of AUDIX Voice Power, such as, automated attendant, message drop, or information service can help increase communication in your department, consult your system administrator.
Basics ________________________________________________ ______________________________________________ _____________________ ______________________ Touch tone Letters ____________________ 2 ABC 3 DEF 4 GHI JKL 5 MNO 6 7 PQRS 8 TUV 9 _____________________ WXYZ Logging In To listen to your messages or to send voice mail, you must first identify yourself to the AUDIX Voice Power system. The login procedure tells AUDIX Voice Power who you are.
Basics ____________________________________________________________________ __________________________________________________________________ Direct Login The direct login procedure uses a special extension number that takes you directly to the activity menu. 1. Dial the AUDIX Voice Power number and wait for the system to answer. 2. Enter your own extension number followed by # . Or, if you are calling from your own office phone, just press # . 3. Enter your password followed by # .
Basics ________________________________________________ ______________________________________________ Indirect Login The indirect login procedure involves first accessing the Call-Answer feature or the Automated Attendant feature and then transferring to the AUDIX Voice Power activity menu by dialing * R . 1. Dial the AUDIX Voice Power number and wait for the system to answer. Either the Automated Attendant or the Call- Answer feature will answer. Press * R to log in. 2.
Basics ____________________________________________________________________ __________________________________________________________________ Activity Menu After you log in, AUDIX Voice Power recites the activity menu. The selections on the activity menu are: • Press 1 to record messages: record, edit, address, and send voice mail messages. • Press 2 to get messages: listen to, respond to, and delete voice mail messages.
Basics ________________________________________________ ______________________________________________ Changing Activities You can leave an AUDIX Voice Power activity in the following ways: • To transfer from the activity menu to another extension within your company, press * T , enter an extension number (or name), and then press # . You may only be able to transfer to other subscribers. Check with your system administrator for transfer restrictions.
Basics ____________________________________________________________________ __________________________________________________________________ Changing Your Password Your password helps to ensure that only you can access your messages. You use it each time you log in, and you can change it as often as you wish. The first time you log in to AUDIX Voice Power, use the password supplied by your system administrator. To protect your privacy, you should change this password immediately.
Basics ________________________________________________ ______________________________________________ Time-Saving Tips When you become skilled at using AUDIX Voice Power, you will not need to listen to each complete voice announcement. Here are some shortcuts that you can use to save time. • If you are calling AUDIX Voice Power from your own extension, you do not need to enter your extension number when you log in. Press # immediately when prompted for your extension.
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Retrieving Messages ________________________________________________ ______________________________________________ Your mailbox contains messages sent to you by other AUDIX Voice Power subscribers and other callers inside and outside your telephone system. When a message arrives, AUDIX Voice Power notifies you by turning on your telephone’s message-waiting lamp (if it is equipped with one). You can retrieve messages from any phone, inside or outside your company.
Retrieving Messages ____________________________________________________________________ __________________________________________________________________ Getting Your Messages Each message consists of a header and a body. The header tells you when the message arrived and identifies the caller (if the caller is an AUDIX Voice Power subscriber calling from his or her own extension). The body is the actual message left by the caller. To listen to your messages, follow these steps: 1.
Retrieving Messages ________________________________________________ ______________________________________________ — Press 1 to reply or forward. See Replying to a Message or Forwarding a Message or Comment. • Press 2 2 to go back to the previous message header and message body. • Press 2 3 to play the current message header. • Press • Press # to skip to the next message header. * D to delete the current message and go to the next message header.
Retrieving Messages ____________________________________________________________________ __________________________________________________________________ To reply to voice mail messages, follow these steps: 1. While the message is playing, or after it has finished, press 1 to reply or forward the message. 2. Press 1 to reply by voice mail to a message. 3. When prompted, press message. Press 6 9 (Y) to attach the original (N) to send your reply only.
Retrieving Messages ________________________________________________ ______________________________________________ Forwarding a Message With or Without Comment You may forward a received message to other subscribers with an added message (comment) of your own, or you can send a new message to other subscribers while listening to voice mail. To forward a voice mail message or record a new message, follow these steps: 1. While the message is playing, or after it has finished, press 1 to reply or forward. 2.
Retrieving Messages ____________________________________________________________________ __________________________________________________________________ 5. Press * # to approve the message. Before approving, you have the following options. • Press • Press • Press 2 3 to listen your message. 2 1 to rerecord your message. * D to delete your message. 6. Address the message. You can address the message using extension numbers, names, and/or lists.
Retrieving Messages ________________________________________________ ______________________________________________ • If you make a mistake, press * D to delete the last name, extension, or list you entered. • To review the recipients, press * 1 . See Reviewing the List of Recipients. • When you are finished addressing, press # * to send the message. "Delivery scheduled" message has been sent.
Retrieving Messages ____________________________________________________________________ __________________________________________________________________ What to do with Undelivered Messages Voice mail messages may be returned to your voice mailbox, for example, when a recipient’s mailbox is full or a recipient is not currently a subscriber. To resend a returned message, press 1 to reply to a message and then press 5 to resend the message. To delete a returned message, press 18 * D .
Sending Messages ________________________________________________ ______________________________________________ The alternative to calling subscribers and leaving messages is to create a voice mail message and then address it. This is quicker than calling the recipient and allows you to send a single message to many people simultaneously. Recording a Message You can record and address voice mail for delivery to other subscribers on your AUDIX Voice Power system.
Sending Messages ____________________________________________________________________ __________________________________________________________________ 5. Press * # to approve your message and proceed to addressing. Before approving the message, you have the following options: • Press • Press • Press 2 3 to listen to your message. 2 1 to rerecord your message. * D to delete your message. 6. Address the message.
Sending Messages ________________________________________________ ______________________________________________ Addressing Messages to Individuals You can send a single voice mail message to one or more people by specifying the extension number of each person or by dialing the name of each person. Specifics on addressing by name are covered in the Name Addressing section. To address voice mail by extension number or name, follow these steps: 1. Record your message as described previously.
Sending Messages ____________________________________________________________________ __________________________________________________________________ 3. The recipient’s name or extension is voiced back (The name is voiced if it has been recorded; otherwise the extension number will be repeated.) If this is not the recipient you intended, press * D to delete the entry. 4. Repeat Steps 2 and 3 for each additional recipient. You can review the recipient list at any time by pressing * 1 .
Sending Messages ________________________________________________ ______________________________________________ Name Addressing The Name Addressing feature of AUDIX Voice Power allows callers and subscribers to enter the name of the person they are trying to reach instead of the extension number. The name is entered using the letters which correspond to touch tones on the dialpad.
Sending Messages ____________________________________________________________________ __________________________________________________________________ Addressing Messages to Groups If you have created a mailing list in advance of recording a message, you can use that list to address the message. You may also use a list created by another subscriber (for example, a department list created by the supervisor) to address a message.
Sending Messages ________________________________________________ ______________________________________________ AUDIX Voice Power voices back the name or extension number of the list’s owner. (The name is used if it has been recorded; otherwise the extension number will be repeated.) 4. Enter the list ID followed by # . AUDIX Voice Power repeats the list ID and tells you the number of entries. If the list is not found, AUDIX Voice Power will ask you to start over.
Sending Messages ____________________________________________________________________ __________________________________________________________________ Reviewing the List of Recipients While addressing your message, but before sending the message, you can review the list of recipients. To review the list of recipients, use these commands: • • • • • • • Press * Press # Press 2 2 to back up to the previous entry. Press 2 3 to rewind and replay the current entry.
Mailing Lists ________________________________________________ ______________________________________________ A mailing list is a group of subscriber extensions that you can build on the system. If you often need to communicate information to the same group of people, you can create a mailing list of their extensions. You can then record a single message and address it to the entire group simply by entering the list’s ID number.
Mailing Lists ____________________________________________________________________ __________________________________________________________________ 2. Press 5 to administer lists or your password. 3. Press 1 to create a list. 4. Enter a list ID (up to 6 digits) followed by # . AT&T suggests using the letters on the buttons to spell something meaningful for the list ID. 5. Enter each extension or name to be included in the list followed by # .
Mailing Lists ________________________________________________ ______________________________________________ If you specify a list ID while creating a mailing list, all of the members on that list ID’s mailing list are included in the current mailing list individually. That is, the current mailing list does not record the list ID as a mailing list member; the mailing list only uses the list ID as a means to add more individual members to the current list and then discards the list ID.
Mailing Lists ____________________________________________________________________ __________________________________________________________________ Scanning and Deleting Mailing Lists Scanning allows you to find out what mailing lists you have created. You can only scan your own mailing lists. During scanning, AUDIX Voice Power tells you the list ID and number of entries in each list. To scan your mailing lists, follow these steps: 1. Log in to AUDIX Voice Power. 2.
Mailing Lists ________________________________________________ ______________________________________________ Reviewing and Modifying Mailing Lists This procedure allows you to add, change, or delete members of an existing mailing list which you own. Before beginning this procedure, you must know the list ID. If you do not know the list ID, use the Scanning and Deleting Mailing Lists procedure. You can also review lists belonging to other subscribers. However, you are not permitted to modify them.
Mailing Lists ____________________________________________________________________ __________________________________________________________________ 5. Enter the list ID followed by # . If the list is not found, AUDIX Voice Power asks you to enter the list ID again. AUDIX Voice Power tells you the number of entries in the list and the first name (or extension number) on the list. 6. You then have the following options. • Press • Press • Press # 2 to skip to the next entry.
Mailing Lists ________________________________________________ ______________________________________________ Mailing List Suggestions To use mailing lists more effectively: • Each supervisor may have a list that includes everybody in the group. The department head may have a list that includes everybody in the department. By advertising the list ID, these lists can be used by a subscriber to send voice mail to the group or department. • Existing lists can be used as the basis for new lists.
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Customizing Name and Greeting ________________________________________________ ______________________________________________ Recording Your Name If a subscriber’s name has been recorded, AUDIX Voice Power will voice it back whenever that subscriber’s extension is entered. For example, other AUDIX Voice Power subscribers who address mail to you can hear your name as confirmation that they have addressed their mail correctly. (If you have not recorded your name, they will hear only your extension number.
Customizing Name and Greeting ____________________________________________________________________ __________________________________________________________________ 5. Speak your name. 6. Press 1 7. Press * to stop recording. # to approve your name. Before approving your name, you have the following options: • Press • Press • Press 36 2 3 to listen to your name. 2 1 to rerecord your name. * D to delete your name.
Customizing Name and Greeting ________________________________________________ ______________________________________________ Changing Your Greetings You can record two personal greetings and select which greeting your callers will hear when AUDIX Voice Power answers your telephone. If you prefer not to use a personal greeting, AUDIX Voice Power will answer with a standard system greeting which includes your recorded name and ask your caller to leave a message.
Customizing Name and Greeting ____________________________________________________________________ __________________________________________________________________ 5. Press 1 to begin recording. Before recording, you can press 0 to listen the current recording of the greeting you selected. 6. Speak your greeting. 7. Press 1 8. Press * to stop recording. # to approve your greeting.
Customizing Name and Greeting ________________________________________________ ______________________________________________ Selecting the Greeting in Use There are three possible greetings you can use: system greeting, primary personal greeting, and alternate personal greeting. If you need to change the greeting currently in use, follow these steps: 1. Log in to AUDIX Voice Power. 2. Press 3 to administer your name or greeting. 3. Press 1 to administer your greetings.
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Troubleshooting ________________________________________________ ______________________________________________ If you experience problems with AUDIX Voice Power report them to your system administrator immediately. Mailbox Full Your mailbox size is determined by your system administrator. If you mailbox is full, AUDIX Voice Power will inform you when you log in. Keep your mailbox free of unneeded messages so that there is always room for callers to leave new messages.
Troubleshooting ____________________________________________________________________ __________________________________________________________________ Maintenance Mailbox A special maintenance mailbox has been set up to aid you in communicating AUDIX Voice Power troubles. To leave a message in the maintenance mailbox, record a voice mail message and then address it to 9 9 9 8 . Be sure to include your name, extension, the time and date when the trouble occurred, and a description of the trouble.
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