MITEL ® Inter-Tel Voice Mail User Guide
Notice This user guide is released by Inter-Tel (Delaware), Incorporated and provides information necessary to use Inter-Tel Basic Voice Mail (BVM) and Enterprise® Messaging (EM) voice mail on an Inter-Tel Axxess®/5000 system. The guide contents, which reflect current InterTel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in this release. Future product features are subject to availability and cost.
Contents About Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Automatic Speech Recognition (ASR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Mailbox Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Recording Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Voice Mail Inter-Tel voice mail is an integrated component of the Inter-Tel Axxess/5000 phone system. This user guide provides feature instructions for Basic Voice Mail (BVM) and Enterprise Messaging (EM) voice mail system features. Use this guide as a supplement to your endpoint user guide. Contact your voice mail administrator for more information. NOTE Some features described in this user guide may or may not be enabled for your system. Contact your voice mail administrator for more information.
Mailbox Access This section explains how to access and set up your voice mail account. If necessary, contact your voice mail administrator for the voice mail extension number and password. To access voice mail: NOTE Press # or say “Skip” to select an option or advance to the next step. Press * or say “Cancel” to cancel an option or return to the previous menu. 1. Dial the voice mail extension number. You hear the Main menu. 2.
Recording Personal Greetings You may want to include the following information when recording your personal greeting: • Whether you are in the office and where you can be reached. • When you will be returning calls. • How to exit voice mail (for callers who do not want to leave a message). For example, “Press 0 to return to the operator.” The following are sample greetings to help you plan your message: • Hello, this is __________.
Recording Your Directory Name Your directory name is used to identify you in the voice mail directory and to verify your mailbox number when messages are addressed to you. You can change your directory name at any time. To record your directory name: 1. Access your mailbox as described on page 2. 2. Press 4 or say “Personal” to select the Personal Options Menu. 3. Press 2 or say “Name.” Your recorded name is played. 4. Do one of the following: • Press # or say “Accept” to accept your recorded name.
Message Features The following are mailbox message features. Listening to Messages To listen to messages: 1. Access your mailbox as described on page 2. If E-Mail Reader is enabled for your mailbox, press 1 or say “Voice Mail.” 2. Do one of the following: • Press 1 or say “New” to listen to new messages. • Press 3 or say “Saved” to listen to saved messages. 3. While you are listening to a voice message, you can use the following options: • Press # or say “Skip” to skip to the end of the recording.
Recovering Deleted Voice Messages You can recover deleted voice messages within a specific time frame before they are erased from the system. The time frame can be up to 24 hours and is programmed by your voice mail administrator. Any recovered messages are restored as saved messages in your mailbox. If E-Mail Reader is enabled for your mailbox, you can also recover deleted e-mail and fax messages. See “E-Mail Reader” on page 16. To recover deleted voice messages: 1.
Recording and Sending Voice Messages You can record and send voice messages to other mailbox extensions in your voice mail system. To record and send voice messages: 1. Access your mailbox as described on page 2. 2. Press 2 or say “Record.” 3. Say or enter the mailbox number or group list number. The system announces the name assigned to the number. You have the following options: • Press # or say “Yes” to accept the subscriber’s name. • Press * or say “No” to start over. 4.
Using Remote Messaging You can use Remote Messaging to call you when your mailbox receives new voice messages2. Using “cascade levels” of up to nine phone numbers, the voice mail system calls each number until it successfully connects to a device (for example, your home phone, a mobile phone, or a pager). You can use primary and alternate cascades to program messages for different time periods. For example, you can use a primary cascade to notify you of new messages from 5:00 P.M. to 10:00 P.M. on weekdays.
To set up Remote Messaging: 1. Access your mailbox as described on page 2. 2. Press 4 or say “Personal” to select the Personal Options Menu. 3. Press 5 or say “Remote” to select Remote Messaging. 4. Press 1 or say “Primary” to set up a primary cascade, or press 2 or say “Alternate” to set up an alternate cascade. 5. Press 1 or say “Level,” and then enter or say the number (1 to 9) of the level that you want to program.
Mailbox Preferences You can use the following features to customize voice mail options. Changing Your Mailbox Password You can change your mailbox password at any time. The new password can be up to 12 digits long and must be numeric. It cannot contain letters or characters. To change your mailbox password: 1. Access your mailbox as described on page 2. 2. Press 4 or say “Personal” to select the Personal Options Menu. 3. Press 3 or say “Password.” 4.
Changing the Call Screening Transfer Method You can use the following Call Screening Transfer options to apply conditions to outside calls that are transferred to your extension from the system Auto Attendant.4 • Unannounced Calls: Calls are sent directly to your extension. • Announce-Only Calls: Before Auto Attendant transfers a call to you, a prompt asks the caller to record his or her name. When you answer, you hear “You have a call from (caller’s name).” Then the call is sent to your extension.
Changing the Message Envelope When you listen to voice messages (or e-mail or fax messages if E-Mail Reader is enabled), an “envelope” is played for each message. By default, the envelope contains the following information: • Time and Date: The time and date the message was received. • Source: The source of the voice, e-mail, or fax message. • Length: The length of the message (voice messages only). • Subject: The text in the subject field (e-mail messages only).
Changing the Message Search Order You can change the order in which you retrieve your new and saved messages based on the date and time they are received. When more than one message is left in your mailbox, the search order can be configured as first in/first out (the oldest message is played first) or last in/first out (the newest message is played first). If E-Mail Reader is enabled for your mailbox, changing the message search order applies to your voice, e-mail, and fax messages.
Voice Mail Directory Subscribers or non-subscribers can use dialpad buttons or ASR (if enabled, see page 1) to search for directory names. ASR may not be able to locate names that are pronounced differently than they are spelled. For these types of names, spell the name using the dialpad buttons (see the table below). When one to 10 matches are located, you can browse the list of returned names. The Directory lists are circular.
To search the Directory: 1. Dial the voice mail number. 2. Press # or say “Directory.” 3. Press the appropriate dialpad buttons to spell the name or say the last name of the person (see the table on page 14). For example, if you say “John,” the system locates all of the subscribers with the first or last name of John. If 10 or fewer matches are found, you have the following options: • Press # or say “Yes” to accept the name that is played.
E-Mail Reader You can use E-Mail Reader to listen to e-mail messages and fax message envelopes from your mailbox5. E-Mail Reader uses Text-to-Speech (TTS) to convert e-mail text into an audio file. After you listen to your message, you have the same options to save, forward, delete, and so on, as in voice mail. When you reply to an e-mail message, you are prompted to record a message. Your reply is then sent as an audio file attachment in an e-mail to the receiver.
To enter your e-mail password: To repeat menu instructions, say “Help” or press 0 at any time. NOTES 1. If you enter an incorrect password or if you choose not to enter a new E-Mail Reader password, the Main Menu E-Mail Reader Count option (see page 19) is automatically disabled. This prevents having to hear the invalid password prompt for each subsequent login, and to protect against being locked out from your e-mail account. Access your mailbox as described on page 2.
To use E-Mail Reader to access your e-mail account: 1. Access your mailbox as described on page 2. 2. Press 3 or say “E-Mail.” Then select one of the following: • Press 1 or say “New” to listen to new messages. • Press 3 or say “Saved” to listen to saved messages. 3. After the e-mail envelope is played, E-Mail Reader reads the body text of the e-mail message. While you are listening to a message, you can use the following options: • Press # or say “Skip” to skip to the end of the recording.
Using Main Menu E-Mail Reader Count After you set up your E-Mail Reader account, the system announces the number of voice, e-mail, and fax messages you have each time you access your mailbox before you can listen to your messages. The voice prompt that indicates the number of e-mail and fax messages is the “Main Menu E-Mail Reader Count” option. Voice message prompts are not included in Main Menu E-Mail Reader Count and are always played when you access your mailbox.
Listening to Fax Message Notifications Using E-Mail Reader, you can listen to fax message notifications. When you access a fax message, E-Mail Reader announces the fax message according to the envelope option (see page 12). Because a fax message is received by your e-mail account as an image attachment, E-Mail Reader cannot translate the text in a fax. To view the fax and read it, you must access it from your e-mail account; however, you can save, delete, and forward a fax to a fax number that you specify.
Troubleshooting Tips The following table contains troubleshooting tips for basic voice mail features. Contact your voice mail administrator for additional help. Problem Possible Solution I do not know my voice mail password. Try using the extension number, which is the default password. If your mailbox does not have an assigned password, pressing # will allow you to access your mailbox. If these options do not work, contact your voice mail administrator for assistance.
Problem I cannot use ASR to enter my E-Mail Reader password. Possible Solution To prevent others from overhearing your password, you must use the dialpad buttons to enter your password. I cannot set the number of rings This feature is set by the voice mail administrator. before a call is sent to voice mail. The system does not recognize my cell phone digits. 22 You may need to enable dual tone multi-frequency (DTMF) on your cell phone.
Voice Mail Flowchart (Without E-Mail Reader) In most menus, you can press * or say “Cancel” to return to the previous menu, or press # or say “Accept” to accept the option. Accessing Messages Mailbox Access Personal Options 1. Dial the voice mail extension number. 2. Say “Login” or press *, and then say or enter your mailbox number. 3. Enter your password, and then press #.
Voice Mail Flowchart (With E-Mail Reader) In most menus, you can press * or say “Cancel” to return to the previous menu, or press # or say “Accept” to accept the option. Mailbox Access Accessing Messages Personal Options 1. Dial the voice mail extension number. Record “Greeting” 2. Say “Login” or press *, and then say or enter your mailbox number. 3. Enter your password, and then press #.
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