A Portable Guide to Voice Messaging 585-300-701 Comcode 107395352 Issue 3 November 1994
Copyright 1996, Lucent Technologies All Rights Reserved Printed in U.S.A. Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change. Your Responsibility for Your System’s Security Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party, for example, persons other than your company’s employees, agents, subcontractors, or persons working on your company’s behalf.
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A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Welcome 1 ■ Call Answering 1 ■ Voice Mail 1 ■ Voice Prompts and Help 1 Terms/Concepts 2 ■ Incoming Messages (Received by you)4 ■ Outgoing Messages (Sent by you) Tips and Highlights 4 5 ■ General 5 ■ Getting Messages 6 ■ Leaving Messages When No One Answers 8 ■ Recording Voice Mail 9 ■ Sending Voice Mail 9 Logging In 11 Record Your Name 12 ■ Tips 12 Change Your Password 13 Record and Send Messag
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Get and Respond to Messages 16 ■ Listen to Header or Message 16 ■ Respond to Header or Message 16 ■ Act on Header/Message 16 Scan Messages Quickly 17 Create Personal Greetings-Basic 18 ■ Record Greeting 18 ■ Edit 18 ■ Act on New Greeting 18 ■ Tips 18 ■ Activate Previously Recorded Greetings 18 Scan All Greetings 19 ■ Create Personal Greetings-Advanced 20 ■ Define Call Types (the first time) 20 ■ Ti
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Mailing Lists 26 ■ Create List 26 ■ Delete List 26 ■ Scan List Summaries 26 ■ Tips 26 ■ Review/Modify List 27 Personal Directory 28 ■ Create/Append Directory 28 ■ Tips 28 ■ Application 28 ■ Review/Delete Directory 29 Use Directory Assistance ■ Tips 30 30 Leave a Call Answer Message 31 Mailing Lists Log 32 List ID Group Name 32 Personal Greetings Log 33 Command Summary 34 ■ ■ Notes * R or *
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Welcome Your AUDIX® voice messaging system is a complete call answering and voice mail system. Call Answering AUDIX answers your calls when you are unavailable or too busy to answer your phone. Callers can then leave messages in your voice “mailbox.” Later, at a time convenient to you, you can access your mailbox to get those messages.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Terms/Concepts Activity MenuThe initial activities you can select after logging into the system. Header A summary of an incoming message (equivalent to a return address and postmark on a letter). It includes the length of the message in minutes and/or seconds: "Message from John Parrot received 7:34 AM, Friday, April first, 70 seconds, extension 23741.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Terms/Concepts (Cont) AUDIX Mailbox Your personal storage area for incoming and outgoing messages (and headers). Your incoming and outgoing messages are stored in categories according to their status. The system keeps incoming messages until you delete them or until an automatic deletion date. Because space is limited, it is wise to regularly review and delete messages.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Terms /Concepts (Cont) Incoming Messages (Received by you) New Messages you have not yet retrieved. Unopened Messages of which you have listened to the headers, but not the message itself. Old Messages you have listened to but have not yet deleted. Outgoing Messages (Sent by you) Delivered Messages that have been delivered but have not yet been listened to by the recipient.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights General Log in quickly From your phone, dial the system number, press # only (you don’t need to type your extension), and enter your password. Log in from anywhere From a phone connected to your company’s system, dial the system extension, then enter your extension and password.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights (Cont) Use Help For help, press * H or * 4. The system states your current options or the next step. Avoid using obvious passwords Do not use a password that would be easy for someone else to guess. See page 13. Also, do not put your password on a programmable function key or speeddial key. Getting Messages Scan messages quickly You can automatically play all of your messages by pressing just two buttons.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights (Cont) Record a personal greeting Replace the automatic system greeting with your personal hello. See page 18. Tell callers they can press 1 to skip your greeting and press * H or * 4 for help. Change your greeting everyday to match your daily schedule and record multiple greetings that play according to call type. See page 20. Delete old messages Your mailbox has limited space.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights (Cont) Leaving Messages When No One Answers Use playback and record controls To listen to and edit the messages you leave when there’s no answer, you have many controls. See pages 31 and 34. Bypass greetings and record immediately You don’t have to listen to another user’s call answer greeting. You can, instead, press 1 to bypass the greeting and begin recording immediately.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights (Cont) Make messages private To prevent another user from forwarding a message you leave, make it private. See page 31. Use a guest password To save time, leave messages directly in another user’s mailbox. Dial the system number, then enter the extension and guest password (available from your system administrator). You can leave messages, but you can’t get messages.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Tips and Highlights (Cont) Save messages you send Before sending a message, you can save it in the Outgoing Message file by pressing 4. Retrieve the message later to use again. See pages 15 and 24. Check on receipt of messages you send After you send a message, check your Outgoing Message file to see if the message was delivered and if the person listened to it. See page 24.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Logging In After you log in, you are at the Activity Menu (see page 2). The system voice prompts tell you what to do and what your options are. At any time, press * H or * 4 to get information about your current options. Important: Change your password immediately after you log into AUDIX the first time. The system may require you to do this. See page 13.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Record Your Name Record your own name to replace the system greeting for your voice mailbox. Callers will hear your voice instead of AUDIX and feel more comfortable about leaving messages. If the system asks you to record your name as you log in, you must press 1 and begin at step 2 in the instructions below. You can record your name at any time after logging in by following the entire procedure, beginning at step 1. 1.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Change Your Password Change your password immediately after you become an AUDIX subscriber. You should also continue to change your password at least once every three months. If the system asks you to change your password as you log in, you must press 1 and begin at step 2 in the instructions below. You can change your password at any time after logging in by following the entire procedure, beginning at step 1. 1.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Record and Send Messages Recording Your Message 1. Press 1 from the Activity Menu. You can skip the prompt by pressing 1 again. 2. Record at the tone. OPTIONAL •Press 1 to stop recording or pause. Editing Your Message •Press one of the following: -1 to continue recording. -2 3 to play back. See additional Playback Options on page 17 or 34. -* D or * 3 to delete (and begin again) 3. Press # to approve message.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Record and Send Messages Delivering Your Message Delivery Options 6. Press # to deliver immediately. Or, do any combination of the following: - Press 0 to have the system recite this list of options to you. - Press 1 to make your message private. (Press 1 again to undo.) - Press 2 to make your message priority (if available). (Press 2 again to undo.) - Press 3 to schedule delivery. (Press 3 again to undo.) - Press 4 to file a copy.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Get and Respond to Messages 1. Press 2 from the Activity Menu. Listen to Header or Message 2. Press any combination of the following: - 0 to listen to the message. - 2 to rewind the message (or return to previous). - 2 3 to play back the header. - (See other playback options on the next page.) Respond to Header or Message OPTIONAL You can respond to a message during or after listening to the message or header. 3.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Scan Messages Quickly Once you are familiar with how to get messages, try the easier scanning method. Auto Scan is most useful for mobile phone users, as it requires touching only two buttons.: 1. Press 7 from the Activity Menu. 2. Press one of the following: - 1 to scan headers and messages. - 2 to scan headers only. - 3 to scan messages only. 3. Use the Respond and Act On options (steps 3 and 4 on page 16) as necessary.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Create Personal Greetings-Basic Activate Previously Recorded Your system allows you to record and store several personal greetings, each for a specific situation. You can manually activate each greeting as needed (basic mode), or you can keep a number of greetings active at once (advanced mode). Record Greeting NOTE: The system skips Steps 2 and 4 below if the multiple personal greetings feature isn’t turned on. 1.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Create Personal Greetings-Basic (Cont) Greetings 1. Press 3 3 from the Activity Menu. 2. Enter the greeting number. 3. Follow the prompts to activate for all calls or for individual call types. Scan All Greetings 1. Press 3 2 from the Activity Menu. 2. Listen to first greeting status statement. 3. Press any combination of the following: - 0 to listen to a greeting. - 1 to re-record a greeting.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Create Personal Greetings-Advanced After you have recorded several personal greetings, you may want to assign those greetings to specific types of incoming calls.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Create Personal Greetings-Advanced (Cont) Call Types Internal calls come from callers at your location. Ex-ternal calls come from outside your location. Busy calls are those that come in when you are already using your phone line(s). No answer calls are those that come in when you do not answer. NOTE: These types may not be available with your system.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Create Personal Greetings-Advanced (Cont) After you have recorded multiple personal greetings (pages 18 and 19) and defined the call types to which you want to assign those greetings (pages 20 and 21), use the following procedures to assign greetings to call types. Assign Greetings to Call Types 1. Press 3 from the Activity Menu. 2. Listen to the summary of active greetings. 3. Press 3 to activate a greeting. 4.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Multiple Personal Greetings Flowchart * R or * 7= Return to Activity Menu 23
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Outgoing/Filed Messages Follow steps 1, 2, and 3 to see if an outgoing message was delivered. To modify or resend a message, follow steps 1 through 6. Access Outgoing Messages 1. Press 4 from the Activity Menu. 2. Listen to first message header. Select Message 3.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Outgoing/Filed Messages (Cont) Resend Message 6. Do one of the following: - For Filed and Nondeliverable Messages a. Enter addresses (or list via * L or * 5). a. Press # # to approve and send immediately. Or Enter delivery options (see page 15) and press #. Note: If you resend a filed message, it leaves the file cabinet portion of your mailbox. You must file a copy again to retain it (see page 15). - For Undelivered Messages a.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Mailing Lists Create List 1. Press 5 1 1 from the Activity Menu. 2. Enter list ID (up to 6 letters or digits) and press #. 3. Press one of the following: - 1 to make the list private. - 2 to make the list public. 4. Enter an address and press #. 5. Repeat step 4 until list is complete. 6. Press # to approve. Delete List See Scan List Summaries below. Scan List Summaries 1. Press 5 1 2 from the Activity Menu. 2.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Mailing Lists (Cont) Review/Modify List 1. Press 5 1 3 from the Activity Menu. 2. Enter list owner’s extension and press #. (If you own the list, simply press #.) 3. Enter list ID and press #. 4. Listen to the first name, then press any combination of the following: - # to skip to the next name. - * D or * 3 to delete name. - 2 to repeat name. - 2 2 to return to previous name. - * 1 to review from beginning.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Personal Directory The system allows you to create a personal directory of abbreviated names (aliases) for frequently used addresses. It’s essentially a sophisticated speed dialing feature. Create/Append Directory 1. Press 5 2 1 from the Activity Menu. 2. Enter an address and press #. 3. Listen to your entry’s address. If the name is incorrect, press * D or * 3 to delete and repeat steps 2 and 3. 4.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Personal Directory (Cont) Review/Delete Directory 1. Press 5 2. 2. Do one of the following: - Press 2 to review all aliases. While listening to each entry, press - # to skip to next alias. - * D or * 3 to delete. - 2 2 to return to the previous alias. - * # to stop reviewing. - Press 3 to review specific aliases: a. Enter alias to review and press #. a. Listen to corresponding address. a. Repeat for more aliases. a.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Use Directory Assistance Directory assistance is just like a telephone book. If you know the name of a person, you can use AUDIX directory assistance to find that person’s extension. Also, if you have an extension, you can use directory assistance to find the name of the person with that extension. 1. Press * * N or * * 6 from anywhere in the system. 2.
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Leave a Call Answer Message When leaving a call answer message, you have several options for making full and efficient use of the system. When it answers the phone, you can: • Press 1 to skip the greeting (if you're sure you won't be missing new information the called party might have left for you in the greeting). • Leave a detailed message (it is generally more efficient to convey information than to simply request a return call).
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Mailing Lists Log List ID Group Name _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________ ________________ _______________
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Personal Greetings Log * R or * 7= Return to Activity Menu 33
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Command Summary 34 * H or * 4 = Help / Current Options
Flow Chart of Shortcuts 35 35 * H or * 4 = Help / Current Options
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 Notes 36 * H or * 4 = Help / Current Options
A Portable Guide to Voice Messaging 585-300-701 Issue 3 November 1994 To order additional copies of this document, call the AT&T GBCS Publications Fulfillment Center: (800)457-1235 (U.S. phone) (800)457-1764 (FAX) 1 (317)361-5353 (phone outside U.S.) For more information about AT&T documents, see the AT&T Global Business Communications Systems Publications Catalog (555-000-010) Notice: The information in this document is subject to change without notice.
A Portable Guide to Voice Messaging 585-300-701 38 Issue 3 November 1994 * H or * 4 = Help / Current Options
