T ALK P ATH TM User Guide Issue 2 - May 2004 CD P/N: 250-14
Issue Release Date Changes 1 4-97 Initial Release 1a 4-98 Statements have been added for clarification purposes. 1b 9-02 The “While Listening” mailbox operation & diagram have been updated. 2 5-04 Voice Messaging illustrations on pages 3 & 4 have been updated. Copyright © 2004 VODAVI Communications Systems, Inc. All Rights Reserved This material is copyrighted by VODAVI Communications Systems, Inc.
Vodavi INTRODUCTION The TalkPath™ is a powerful tool for telephone automation. With it, you can: • Receive voice messages. • Send voice messages. • Forward messages to a paging device or outside number. • Record a personal greeting. • Verify the date and time a message was sent. • Screen incoming calls. • Activate voice menus when you are away from your desk. • Be notified of an important message anytime, anyplace. • Allow a calling party to wait on hold.
Vodavi Voice prompts guide you through the operation of all the features. In fact, the TalkPath™ is so easy to use that you almost do not need this manual. However, by taking the time to read it, you get the most out of the product. NOTES The system administrator may not have activated all the features described in this manual and, therefore, some features may not be accessible.
Vodavi Special keys include the [✳] which replays the selections of the current menu, and [#] which takes you back to the previous menu. (Use the [✳] at specific points in the program to gain access to system features.) Replays the current selections Hang up or Disconnect. Takes you to the previous menu. As a new user, press the [✳] key often to replay the menu choices. This way you quickly become familiar with the system. However, experienced users may not need to listen to the menu selections at all.
Vodavi VOICE MESSAGING The following two illustrations show the menu structure for Voice Messaging: Listen to Messages WHIL E LI STENI NG [6] [0] Callback Sender [6] [1] Move to Saved Msgs [6] [2] Pause [6] [3] Skip [6] [8] Volume Down [6] [9] Volume Up [7] Rewind [8] Fast Forward AF TER LI STENI NG [1] [2] [3] [#] [4] [5] [8] Replay Save Delete & Confirm Forward Reply Date & Time Send a Message Record Message when finished … press any key [1] Message OK [2] Hear [3] Cancel [4] Append [5] Re-record
Vodavi Extended Options Edit Personal Options Transfer to Mbx or Ext See Auto Attendant [1] Greeting [2] Password [3] Name [4] Delete Sent Msg [8] Other [1] Notification Settings [2] Mailbox State [3] Distribution List [4] Guest Mailbox Issue 2 - May 2004 [1] Standard [2] Temporary [8] Other [1] Internal (Future) [2] Busy [3] Time Sensitive 5
Vodavi System Access 1. Dial the internal extension or outside phone number of the system. 2. Once connected, listen for a prompt similar to the following, "You have reached the voice mail center. Please enter the mailbox number of the person you are trying to reach". 3. Enter your mailbox number. 4. Next, press the [✳] key. This tells the system that you want to access your mailbox. The system respond with the prompt, "Please enter your password".
Vodavi The System Administrator usually enables a First Time Help Feature that guides you through the process of recording your name, changing your password and recording a greeting. The following pages in this "User Guide" also describes these features. Whenever you access your mailbox the system plays a message about the number of new messages, and then the number of saved messages. For example, "You have two new messages and three saved messages".
Vodavi Record Name Recording your name provides a personalized identity for your mailbox. For example, when a mailbox owner leaves a message from their mailbox the owner hears the following prompt, "Message will be sent to Your Name." The caller gets confirmation that the message has been sent to the correct person. If a name is not recorded the caller hears, "Message will be sent to mailbox XXXX". Once a name has been recorded, you can press: To listen to the current name. To record again. When finished.
Vodavi Once set, change the security using the same procedure as setting the original password. Press from the main menu. To edit a password. The system plays the current password. To keep the current password, or enter a new password followed by a [#] when finished. Greeting The greeting is a personal message that callers hear when they dial a mailbox. The greeting usually tells the caller that you are not available, when you can be reached, and how to record a message.
Vodavi • Time Sensitive - There are nine possible time periods defined by the system administrator. Check with the administrator using these prompts. An example of a typical or standard greeting might be, "Hello, this is Roger Smith. I'm either on the phone or out of the office. After the tone please leave your name, number, and a detailed message. I will return your call as soon as possible. When you have finished your message, press any key for more options or just hang up.
Vodavi To record a new Standard Greeting: 1. Access your Voice Mail. For Personal Options. To edit any greeting type. To edit the standard greeting. To listen to the current greeting. To record the greeting. Record your message. Press any key when finished recording. Repeat the above steps until you are satisfied with the greeting.
Vodavi Once the greeting has been recorded, you can: Press [1] to hear it. Press [2] to re-record. Press [3] to erase it. Press [#] to go back. Retrieving Messages To retrieve messages: 1. Enter your mailbox number + [✳] + password. 2. Press [1] to retrieve a message. Message must be deleted or saved. When messages are retrieved, new messages are played back before previously saved messages, and they are played in the order they were received. The oldest message is played first.
Vodavi Options available while and after listening to a message: W H IL E L IS T E N IN G [6] [0] Callback Sender [6] [1] Move to Saved Msgs [6] [2] Pause [6] [3] Skip [6] [8] Volume Down [6] [9] Volume Up [7] Rewind [8] Fast Forward A FT E R L IS T E N IN G [1] [2] [3] [#] [4] [5] [8] Replay Save Delete & Confirm Forward Reply Date & Time After listening to a message, do one of the following: • Delete the message. • Save the message. • Forward the message to a mailbox.
Vodavi Reply - Use Reply to respond directly to the person who left you the message without having to enter a mailbox number. To use this feature, the message must have been sent from another mailbox owner. Date/Time - Gives the date and time that the message was sent. The system automatically attaches this information to each message. NOTES If you hang up without doing a delete or save, the messages are automatically saved in the same state they were in when you accessed the mailbox.
Vodavi After you have finished recording and before you press [1] to send the message, you are given the following options: You may want to practice by entering your own mailbox number and sending yourself a message. Reply To Sender The Reply to Sender option allows you to respond to a mailbox message. TalkPath™ will automatically send a reply to the person who sent the message. 1. Enter your mailbox number + [✳] + password. 2. Press [1] to retrieve messages. 3. Press [5] to reply to the message. 4.
Vodavi If you need to edit the message, press any key on the telephone key pad instead of hanging up the phone to send the message. TalkPath™ has the following options: Mailbox State The mailbox State determines how the system handles a call when someone tries to leave a message. Usually, this means playing the called party's personal greeting and then prompting the caller to leave a message. Several other feature selections allow the call to be handled differently: 1. 2. 3. 4.
Vodavi The following selections are available for the State menu and a description of what they are used for: • Turn Greeting Off - disables the mailbox greeting. The caller only hears the tone to begin recording. The system provides this option only if "Turn Greeting On" is active. • Turn Greeting On - enables the mailbox greeting. Callers hear a complete greeting. The system provides this option only if "Turn Greeting Off" is active.
Vodavi Notification Message Notification instructs the system to contact you when a message is received by dialing an alternate phone number or activating a paging device. 1. 2. 3. 4. 5. Enter your mailbox number + password. Press [8] for Personal Options. Press [8] for Other options. Press [1] for notification. Select the type of notification. Notification type can either be: • Immediate - The system dials you as soon as the message is left.
Vodavi When the system calls you it says, "I have a new message for Your Name. Please enter your password to accept the message". Of course, you can access your messages manually at anytime. However, if you are expecting an important message or do not plan to be in the office, this feature provides added flexibility. If you are not available when the system tries to reach you, it redials periodically until you receive the message.
Vodavi When message is ready to send: 4. Enter [✳] to go to address options. 5. Press [5] to send to system list, or press [7] to send to a personal list. 6. Enter the system list number, or the personal list number (0-9). 7. Press [#] to confirm or Press [3] to cancel. 8. Press [#] to send. 9. Press [✳] to re-enter destination. Personal Distribution List If the Vodavi TalkPath™ system administrator has allowed it, you can create personal distribution lists and send messages to them. 1. 2. 3. 4. 5. 6. 7.
Vodavi Adding and Deleting Entries Use the instructions below to add to or delete entries from a distribution list. 1. 2. 3. 4. 5. 6. 7. Enter your mailbox number + password. Press [8] for Personal Options. Press [8] for Other options. Press [3] for distribution list. Press [1] to edit a list. Enter list number (0-9). Press [2] to add a mailbox number. Press [3] to delete a mailbox number. 8. Enter mailbox number followed by [#]. 9. Repeat steps 7-8 until all entries are complete. 10.
Vodavi Guest Mailboxes The TalkPath™ system allows users to create up to ten (10) guest mailboxes. Use Guest mailboxes where you can leave messages for individuals who do not have their own permanent mailbox on the system. Guests can receive messages only from you, the mailbox owner but they can reply to messages. Each guest mailbox can contain up to ten (10) messages. Use the diagram to create a guest mailbox. 1. 2. 3. 4. 5. 6. Enter your mailbox number + password. Press [8] for Personal Options.
Vodavi Leaving Guest Messages The TalkPath™ uses one guest mailbox greeting for all your guest mailboxes. This greeting is played every time any guest mailbox user accesses the guest mailbox. The guest greeting should be generic. For example: "To see if I left you a message, enter your guest mailbox number followed by the pound [#] sign." Use the following instructions to leave messages for guest mailboxes. 1. Enter your mailbox number + [✳] + password. 2. Press [2] to record a message. 3.
Vodavi Guest Instructions Have guests use the following instructions to retrieve their messages. You may want to make a copy of these instructions to provide users who have guest access to the Voice Mail system. 1. Call into the TalkPath™ system. 2. Access the mailbox of the user who has you as a guest. 3. While listening to the mailbox greeting, press [4] for guest mailbox. 4. Listen to the Guest Greeting recorded by the mailbox owner. 5. Enter the guest mailbox number followed by [#]. 6.
Vodavi AUTOMATED ATTENDANT Use the Voice Mail Menu to access the Auto Attendant (Extension Settings) menu. 1. Press [6] (Extended Options) on the Main Voice Mail menu to get to Auto Attendant functions. 2. Automated Attendant also provides another useful function that allows users to set up a Voice Notepad.
Vodavi System Access Auto Attendant system access allows a mailbox user to set and edit the special features that come with the Automated Attendant. Access extension features through the Voice Mail Owner menu. The instructions below shows the Transfer Option selections for extensions. The TalkPath™ automated voice processing transfers calls using several methods. As a mailbox user you can change the method of transfer: 1. Dial the internal extension or outside phone number. 2. Enter your mailbox number. 3.
Vodavi When TalkPath™ forwards a call to an extension the transfer can be: • Immediate Forward - Forwards the call immediately to the mailbox without trying to reach the extension. • Unsupervised (Blind) - The call transfers immediately to the extension. In the event the call is not answered, the system does not forward the call or monitor the transfer. • Supervised - If the call is not answered, it is forwarded and the voice system monitors the transfer.
Vodavi Voice Notepad The Voice Notepad is like a programmable data base used to record information that you want to retrieve later. Extended Options Notepad • Information Groups - Information is stored by Groups -- which can be any number from 1-8. Names for information groups might be: – Home Phone Numbers – Today's Schedule – Grocery List – Business Numbers. • ID - A subset of information in the group.
Vodavi To access the Voice Notepad: 1. Dial the internal extension or outside phone number. 2. Enter your mailbox number. 3. Press [✳]. 4. Enter your password. 5. Press [6] at the Mailbox Main Menu to go to Extended Options. 6. Press [2] to access the Voice Notepad. When you access Voice Notepad, the system plays any existing Notepad Group numbers and then prompts for a number. To select an Information Group: 1. Access the Voice Notepad. System plays existing group names. 2. Select a Group Number (1-8). 3.
Vodavi To create an Information Group: 1. Enter new number + [#]. 2. Record an Information Group Title (for example: Business Phones). 3. When finished, press any key. To create a new ID (example 222 for ABC Co.): 1. Enter ID + [#]. 2. Record Entry (example: "ABC’s main number is 555-1212"). 3. When finished, press [#]. To change Information Group description: 1. Press [1] + [✳]. 2. Record a new Information Group description. The system goes back through this menu again. To delete an Information Group: 1.
Vodavi INDEX A Automated Attendant: Call Transfer Options ............................. 26 System Access ...................................... 26 Voice Note Pad ..................................... 28 D Delete Lists ................................................. 21 G Getting Started .............................................. 3 Greeting ........................................................ 9 Guest Instructions ........................................ 24 Guest Mailbox ..........................
Vodavi R Record Name ................................................ 8 Reply to Sender........................................... 15 Retrieving Messages ................................... 12 S Send Message to Distribution List ................. 19 Sending a Message ..................................... 14 Special Keys ................................................. 3 System Access .............................................. 6 T To record a new Standard Greeting ..............
