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Intuity Emulation Mode Mailbox Users Guide

Page 31

IP Office 3.0

40DHB0002USCW Issue 8d (2nd March 2005)

Index

A

Accept 6, 19
Accept Call Answer
19
Accessing

Personal
Greetings 21

Accessing 21
Activate

Greeting 24

Activate 24
Address Before
Record 18
Administer Personal
Greetings 21
Alternate Login
Methods 5, 9
And/or 11
Authors Note 8
Avaya

types 5, 9

Avaya 5, 7, 9
Avaya 4400 7

C

Call Types 23
Calling

Message Sender
11

Calling 11
Changing

Your Password
17

Changing 17
CLI 11
Close Your Mailbox
19
Collecting

Your 10
Your Messages
10

Collecting 10
Create

Personal Greeting
22

Create 22, 27, 28

D

Diverting

voicemail 19

Diverting 19

F

Fax Number

Setting 18

Fax Number 18

First Time Login 6
Forwarding

Message 13

Forwarding 13
Forwarding Message
10, 14, 28

G

Greeting

Activate 24
Listen 26

Greeting 24, 26
Greetings

Scanning 25

Greetings 24, 25, 26

I

In

Logging 5, 9

In 5, 6, 7, 9, 10, 27,
28, 29, 30
Invalid 18
IP Office 5, 7, 8, 9,
19, 21, 27
IP Office application
7
IP Office Intuity
Flowchart 8
IP Office Phone
Manager application
5, 9

L

Listen

Greeting 26

Listen 10, 26, 29
Lists

Mailing 27

Lists 27
Logging

In 5, 9

Logging 5, 9
Login 5, 6, 9, 22, 23,
24, 25, 26
Login Methods 5, 9

M

Mailbox Lists

Reviewing 30

Mailbox Lists 30
Mailing

Lists 27

Mailing 27
Mailing List 28
Menu key 7
Message Sender

Calling 11

Message Sender 11
Message waiting 7
Messages

Forwarding 13
Recording 14
Replying 12

Messages 7, 8, 10,
12, 13, 14, 27
Msgs 7

N

New Message

Sending 15

New Message 10, 15
Normal Login 6

O

Outcalling 19

P

Pause / Resume 10
Pause/Resume 11
PDD 30
Personal Greeting

Create 22

Personal Greeting 22
Personal Greetings

Accessing 21

Personal Greetings
21
Phone Manager 6, 7,
27
Phone Manager Pro
7, 27
Phone Managers
Voicemail 7
Phones 5, 6, 7, 9, 27
Press Menu 7
Private 13, 14, 27,
28, 29, 30

R

Record Your Name
6, 17
Recording

Messages 14

Recording 14
Replay Header 10
Replying

Messages 12

Replying 12
Reviewing

Mailbox Lists 30

Reviewing 30
Ringback 19

S

Scanning

Greetings 25
Your Mailing Lists
29
Your Messages
11

Scanning 11, 25, 29
Sending

New Message 15

Sending 15
Series Phones 7
Setting

Fax Number 18

Setting 18
Sorry 19
Stop/start 14
Stop/start recording
14
System
Administrator 6, 8,
10

T

Types

Avaya 5, 9

Types 5, 9, 10, 24

U

Undelete 10

V

Voice 6, 7, 8
Voice prompt 8
Voicemail

diverting 19

Voicemail 5, 6, 7, 9,
17, 19
Voicemail Ringback
19
Voicemail ringback
on/off 19

Y

Your

Collecting 10

Your Mailing Lists

Scanning 29

Your Mailing Lists 29
Your Messages

Collecting 10
Scanning 11

Your Messages 10,
11, 14
Your Password

Changing 17

Your Password 6, 17

«
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Summary of Contents for IP Office 3.0

Page 1: ...IP Office 3 0 Intuity Emulation Mode Mailbox Users Guide 40DHB0002USCW Issue 8d 2nd March 2005 ...

Page 2: ......

Page 3: ...ing the Message Sender 11 Replying to a Messages 12 Forwarding a Message 13 Recording Messages 14 Sending a New Message 15 Leaving a Message 16 Mailbox Options 17 Changing Your Password 17 Record Your Name 17 Setting a Fax Number 18 Address Before Record 18 Close Your Mailbox 19 Voicemail Ringback 19 Greetings 21 Administer Personal Greetings 21 Create a Personal Greeting 22 Call Types 23 Activate...

Page 4: ......

Page 5: ...re you may have alternate methods of access First Time Access The first time that you login to your mailbox you may be asked to set a mailbox password and to record your name Normal Login For subsequent logins you should only need to enter your mailbox number and password Avaya DS Phones Many Avaya phones have special keys or menus for accessing voicemail mailboxes Phone Manager Phone Manager is a...

Page 6: ...ns Enter a new password and press Note that your password cannot be the same as your extension number or a set of repeated digit or consecutive numbers Re enter the new password and press 5 You will be asked to record your name You can record your name again at a later date through the mailbox personal options Press 1 At the tone speak your name and then press 1 again Your recording will be played...

Page 7: ...n each 3 Click on any of the mailboxes to start voicemail access Continue as per a normal login Once they have logged into a mailbox users of Phone Manager Pro are able to control the playing of messages through the Phone Managers Voicemail tab Remote Access There may be occasions where you will want to access you own mailbox from a phone outside your companies phone system Normally to do this you...

Page 8: ...tures does not imply that they are supported unless specifically detailed as such elsewhere Whilst collecting messages pressing 0 will transfer you to your mailbox s reception number if set by the System Administrator You can usually dial through a voice prompt to enter a command without waiting for the prompt to finish You can not dial through error messages or prompts that the system wants you t...

Page 9: ...g the default IP Office short code 17 to start voicemail access This is the default method available to all extension users Depending on the type of phone you have or IP Office software you may have alternate methods of access First Time Access Details the information requested during the initial login to a new mailbox Normal Login Alternate Login Methods Summarizes logging in from various types o...

Page 10: ...r messages 3 When messages are retrieved they are grouped in categories Priority messages are presented first then new messages and then old messages Once you have heard a new message it is marked as old 4 Each message starts with a header which contains details about who the message was from if known and when it was left 5 You can use the following control whilst listening to your messages Skip t...

Page 11: ... scan mode required Scan headers and messages Press 1 Scan headers only Press 2 Scan messages only Press 3 5 Whilst your messages and or message header are playing you can use the following options Rewind current message Press 2 Pause Resume Press 3 Exit scan messages 7 6 After hearing all you messages you are returned to the activity menu Calling the Message Sender If the caller was another exten...

Page 12: ...ther mailbox user To send a reply message 1 When listening to the message press 1 2 To select reply press 1 again 3 Select the type of reply To reply without the original message attached Press 6 To reply with the original message attached Press 9 4 After the tone start recording your reply and press when finished 5 Your reply will be sent and you are returned to message collection ...

Page 13: ...ill prompt you for the forwarding addresses Whilst entering addresses you can press 2 to switch between entering an address by extension number or by matching a user name Enter a mailbox number or dial the required name and then press Repeat until you have enter all the mailboxes to which you want to forward the message To select and add a mailing list press 5 You will be asked to enter the mailbo...

Page 14: ...ward the message Whilst entering addresses you can press 2 to switch between entering an address by extension number or by matching a user name Enter a mailbox number or dial the required name and then press Repeat until you have enter all the mailboxes to which you want to forward the message To select and add a mailing list press 5 You will be asked to enter the mailbox number of the mailing lis...

Page 15: ...itch between entering an address by extension number or by matching a user name Enter a mailbox number or dial the required name and then press Repeat until you have enter all the mailboxes to which you want to forward the message To select and add a mailing list press 5 You will be asked to enter the mailbox number of the mailing list s owner and then the number of the list For more details see M...

Page 16: ...lers can press rather than hanging up They will then hear the options for marking a message as private press 1 or priority press 2 followed by a request to press again The caller can then access a number of other options Access another mailbox Press 7 Transfer to another extension Press 8 Transfer via the name number directory Press 6 Transfer to cover extension Press 0 This will only happen if th...

Page 17: ...llows passwords of up to 15 digits Note that your password cannot be the same as your extension number or a set of repeated digit or consecutive numbers 5 Re enter the new password and press Record Your Name Your name is played as a confirmation when you access the mailbox It is also used for other system announcements and for the system s directory search feature To record your name 1 Log into yo...

Page 18: ...fax numbers cannot be set until a default system fax number is set by your system administrator 4 If you already have a personal fax print number set it is played to you To change or set a fax print number press 1 Press 5 to set a fax printing number Enter the extension number of your preferred fax destination and then press To delete your fax print number press 3 To return to the activity menu pr...

Page 19: ...state is played 4 To change the current state press 1 To stop calls diverting to voicemail The IP Office also provides an additional voicemail on or off function accessed by dialing 18 or 19 from your own extension When off 19 callers are no longer diverted to voicemail when you are busy or do not answer Voicemail Ringback Ringback is an feature where the voicemail system will ring you if you have...

Page 20: ......

Page 21: ... can then select which greeting should be applied to various different types of calls all calls internal external busy no answer out of hours The process for using personal greetings can be summarized as 1 Create some personal greetings 2 Select the call types for which you may want different greetings used 3 Activate a greeting and the call types for which it should be used Accessing Personal Gre...

Page 22: ... number 1 to 9 when requested 5 If the greeting already exists the system will announce if it is active in use and for what call types You can then select To listen to the greeting press 0 To record over the greeting press 1 and follow the steps below as for a new greeting To delete the greeting press 6 Start speaking at the tone and when finished press 1 Then To append further some further record...

Page 23: ...To allow different greeting for internal and external calls press 1 To allow different greetings for busy and no answer calls press 2 To allow a different greeting for out of hours calls press 3 To return to using the same greeting for all calls press 5 When recording a greeting you can select to have it applied to all calls see Create a Personal Greeting 5 Press to end call type administration 6 ...

Page 24: ...r mailbox 2 Press 3 to select personal greetings 3 Press 3 to activate a greeting 4 Enter the greeting number 1 to 9 when requested 5 The list of possible options will be played these depend on the selected call types To apply the greeting to all call types press 0 To apply the greeting to internal calls press 1 To apply the greeting to external calls press 2 To apply the greeting to out of hours ...

Page 25: ...hrough your current personal greetings telling which are active and for what call types and allowing you to listen to the greeting if required 1 Login to your mailbox 2 Press 3 to select personal greetings 3 Press 2 to scan greetings 4 The first greetings status and usage is played To listen to the actual greeting press 0 To skip to the next greeting press ...

Page 26: ...ting personal greetings 1 Login to your mailbox 2 Press 3 to select personal greetings 3 Press 2 to listen to a delete a greeting 4 Enter the greeting number 1 to 9 when requested 5 The greeting is played You can then select from the following actions To hear the greeting again press 0 To record over the greeting press 1 To hear the greeting status press 2 To delete the greeting press 3 To exit to...

Page 27: ...s either private or public When addressing a message you can select one of your own lists or a another mailboxes public list Similarly when creating or modifying your own lists you can import the contents of one of another mailboxes public lists into your list Creating and modifying mailing lists 1 Log into you mailbox 2 Press 5 to select personal options 3 Press 1 to select mailing lists 4 The pr...

Page 28: ...forwarding message However they cannot be modified by other users Private lists can only be used by yourself 7 You can now start adding other mailboxes to the mailing list 8 To add a mailbox enter the mailbox number and press For local mailboxes the mailbox users name will be played as confirmation 9 You can also select the following options whilst adding mailboxes To switch to selecting mailboxes...

Page 29: ...ist press 2 To delete the list press 3 To review and if necessary change the list status and members press 0 6 If you press 0 to review the list the system will start announcing the members names if available or numbers You can use the following options To go to the next member press To go back to the previous member press 2 To delete the member press 3 If you delete all the member in a list the l...

Page 30: ...by 6 The system will start announcing the members names if available or numbers You can use the following options To go to the next member press To go back to the previous member press 2 7 For your own mailing lists you can also use the following To delete the member press 3 If you delete all the member in a list the list is also deleted To add new members and change the list status press 1 The sy...

Page 31: ...M Mailbox Lists Reviewing 30 Mailbox Lists 30 Mailing Lists 27 Mailing 27 Mailing List 28 Menu key 7 Message Sender Calling 11 Message Sender 11 Message waiting 7 Messages Forwarding 13 Recording 14 Replying 12 Messages 7 8 10 12 13 14 27 Msgs 7 N New Message Sending 15 New Message 10 15 Normal Login 6 O Outcalling 19 P Pause Resume 10 Pause Resume 11 PDD 30 Personal Greeting Create 22 Personal Gr...

Page 32: ...a or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be ...

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