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ATTENDANT / UNIFIED MESSAGING USER GUIDE

Summary of Contents for Speech Server

Page 1: ...ATTENDANT UNIFIED MESSAGING USER GUIDE...

Page 2: ...he information it contains No part of this document can be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without written permission from Mitel Networks...

Page 3: ...Settings 13 Setting Personal Preferences with the Phone 14 Creating Your Personal Directory 14 About Your Personal Directory 14 Creating and Modifying Contacts 15 Managing Your Contact List 15 Recordi...

Page 4: ...r 37 Checking Events 37 Checking Availability 37 Managing Tasks 38 Creating Tasks 38 Checking Tasks 38 Changing Tasks 39 Deleting Tasks 39 Using Touchtone Commands 40 Placing Calls 40 Switching to Tou...

Page 5: ...ge Inbox Contacts Calendar and Tasks allowing you to to use voice commands that interact with Microsoft Outlook In order to communicate the system uses speech recognition and Text to Speech TTS techno...

Page 6: ...er The e mail address of the sender is not required in the Personal or Company Directory but the phone number must be listed in one of the directories Use your phone to check for messages from a parti...

Page 7: ...l menuing Barge in Check a number Call the operator Demo mode Expert mode Touchtone dialing Change language Mobility Reach Me Forwarding Voice Portal One inbox for messages Notification Fax Integratio...

Page 8: ...page for your Personal Web Page ______________________ Logging into the Personal Web Page uses the same Login ID and PIN To enroll 1 Dial the Speech Server extension number If your extension is progr...

Page 9: ...ogin type for your business extension as well See Programming Your Numbers on page 10 To log in from an extension or external number with manual login 1 Dial the Speech Server extension number You rec...

Page 10: ...ily do so with the Attendant To change the recording of your name 1 Dial the Speech Server extension number Login if necessary 2 Say Record my name The system asks you if you want to record your name...

Page 11: ...or voice mail Set your forwarding options destination and expiration time Set the prompt language the language of the auto attendant voice prompts bilingual systems only Set your messaging options Se...

Page 12: ...lick My Settings The settings that are in your Personal Web Page are dependent on the license that your system has You can only view these settings Contact your system administrator if you want to cha...

Page 13: ...atus Account Code enabled or disabled Allows the system to dial the appropriate account code when making an outgoing call Call Restrictions From Internal Displays the restriction that is applied to ca...

Page 14: ...formation about your dialing plan If you are able to program your voice mail number enter the voice mail number that the administrator will give you 4 Select the Login Security levels for your Cellula...

Page 15: ...number For example if the cellular phone belonging to Dave Black is set to Public on his Personal Web Page an outside caller can call Speech Server and say Dave Black on his cell phone and be able to...

Page 16: ...ing the Prompt Language To set the language of the attendant prompts and the playback of the e mails 1 In your Personal Web Page click Prompt Language 2 In the Play prompts in field select the languag...

Page 17: ...s are dependent on their respective system option Fax Integration or Calendar and Task Management Only one device can be programmed for notification To set the device and the type of messages 1 Click...

Page 18: ...istening to their voice mail or e mail message Say To Greeting options Select which greeting is played to callers change your primary greeting or change your alternate greeting Name recording Review a...

Page 19: ...utlook and then click on Help in the menu bar to access Microsoft Outlook s online Help Managing Your Contact List A software license determines the maximum number of contacts that you can have in you...

Page 20: ...or Voice Contact 3 Click OK Recording Contact Names When you request a contact on your Personal Directory list the Attendant plays back the requested name to confirm the destination before it routes t...

Page 21: ...eturn to the main menu 12 Hang up Testing Contact Names The system has a demonstration mode that allows you to try features such as Call by Name without actually placing the call Instead of routing th...

Page 22: ...to the system If the system encounters an error for example if it can t recognize the requested name it provides prompts and instructions Your administrator can enable Expert Mode on your account Spea...

Page 23: ...y access Speech Server from a noisy environment have your system administrator disable Barge in in your user options When entering names into your personal contact list enter the first name followed b...

Page 24: ...y directory you must request it specifically For example you could say Bill Smith on his home number Note that to receive the call Bill would not have his home phone number set to Private If the phone...

Page 25: ...press the key on the phone to get back to the previous level You can place a call to a voice mailbox first name last name on their voice mail if the recipient name is a Unified Messaging user or is in...

Page 26: ...callers from calling him at those numbers Private restricts all callers Public provides no restrictions and Trusted Users lets other people logged into the Speech Server system call him These setting...

Page 27: ...all using Speech Server 1 Press the Transfer key on the phone 2 Press the Speak Ease key Speech Recognition key on the 5240 IP Appliance or dial the Speech Server extension number 3 Say the name of th...

Page 28: ...forward all of your calls to your requested destination 6 After the Attendant confirms the date and time say Yes to return to the main menu To disable call forwarding 1 Dial the Speech Server extensio...

Page 29: ...is not available Calling the Operator To call the operator Say Operator or say Zero or dial 0 at any time Changing the Language On bilingual systems you can change the language of the auto attendant...

Page 30: ...enabled you can play your fax to receive the fax header information If the Calendar and Task Management system option is enabled the system will also identify Meeting Requests Meeting Updates Meeting...

Page 31: ...r The Attendant provides a message summary 3 You can say Play Play new voice mails Play new e mails Play old messages Play old e mails Play old voice mails Find a message The system plays back the mes...

Page 32: ...n reply either to the message sender only or to the message sender and all other recipients The system can deliver a reply to any e mails received The system can also deliver a reply to a voice mail m...

Page 33: ...other person the messages are forwarded as e mails Forwarding a Message to Another Person To forward an e mail voice mail or fax to a contact name 1 After identifying the e mail voice mail or fax that...

Page 34: ...recipient from the list or copy the message to someone in the Company Directory or in your Personal Directory Say To Deliver Send the message immediately Modify message Review message Append message...

Page 35: ...Directory Printing a Fax To print or forward a fax to a fax machine 1 Dial the Speech Server extension number Login if required 2 Say Messenger The Attendant provides a message summary 3 Say Play fax...

Page 36: ...naging appointments with your voice commands depends upon the Calendar and Task Management system option The appointments are managed with Outlook Calendar in Microsoft Exchange and any changes that y...

Page 37: ...Start time End time or Date 7 Respond to the prompts to change the parameter Deleting Appointments To delete an appointment 1 Dial the Speech Server extension number Login if necessary 2 Say Calendar...

Page 38: ...te meeting request 4 When prompted say the date for example Today Tomorrow Tuesday or September 15 5 When prompted say your start time and end time for example 9 a m or 10 30 p m 6 When prompted say t...

Page 39: ...nsion number Login if necessary 2 Say Calendar 3 Say Play or say Check Calendar to give a specific date and then say Play 4 Say Next or Previous until you receive the meeting request that you want to...

Page 40: ...equests To decline a meeting request 1 Dial the Speech Server extension number Login if necessary 2 Say Messenger 3 Say Play to hear the messages 4 After listening to the meeting request say Decline a...

Page 41: ...can say the following options Checking Availability To check if you are available for a specific time in your calendar 1 Dial the Speech Server extension number Login if necessary 2 Say Calendar 3 Say...

Page 42: ...example Friday or September 6 5 The system will save your task unless you say Make changes If you say Make changes you can then have a choice of the following commands Checking Tasks To check your ta...

Page 43: ...odify say Make changes Deleting Tasks To change the date or description of a task 1 Dial the Speech Server extension number Login if necessary 2 Say Task Manager 3 Say Review You can also say Next Pre...

Page 44: ...ss Messenger while you are in the Attendant mode Press T 8 to switch to Touchtone Mode if you are in the Messenger mode The Unified Messaging system uses the following phone keys for DTMF commands Pre...

Page 45: ...ate the recipient list 5 At the prompt record your message When you have finished recording your message you can hang up to send the message immediately or you can Press To A 2 Answer reply to the mes...

Page 46: ...provided Press To A 2 Add a recipient to the list D 3 Delete a recipient from the list G 4 Add a cc recipient to the list R 7 Review the list of recipients X 9 Return to the previous menu or exit from...

Page 47: ...ssary 2 Say Messenger 3 Press U 8 to enter the user options 4 Press G 4 to enter the greeting options Choose from the options provided Press To G 4 Switch to the other greeting P 7 Change your primary...

Page 48: ...setup exe file for the Multimedia Outlook Plug in The welcome win dow Multimedia Outlook Plug in Setup opens Click OK if you are asked to remove the existing application 3 Click Next The Select Insta...

Page 49: ...voice message is high lighted that is previewing the voice message in the Inbox click Auto play when previewing 16 Select the default playback device for your voice message If you want to hear the voi...

Page 50: ...wn menu 4 If you selected Telephone in the previous step enter the number of your phone in the Phone Number or Extension box 5 Click OK Note The Mitel Networks QuickPlay toolbar is available so you ca...

Page 51: ...lug in provides the following buttons so you can manage your voice messages Function Button Play Stop Pause Forward Review Adjust volume Adjust recording level Playback device New voice message Reply...

Page 52: ...ultimedia Outlook Plug in you have the choice of one of the following playback devices that can play your voice messages PC Speakers Telephone You also have the choice of setting the system to play yo...

Page 53: ...ard or review the voice message If you want to hear the previous or next voice message click Previous or Next on the toolbar Tip If you want to reply to the voice message you can respond with your voi...

Page 54: ...en to some other voice messages you can select the other voice mails before you hang up To play a voice message with Auto play When Opening 1 Double click the voice message in the Outlook Inbox 2 Answ...

Page 55: ...e If you want to hear the previous or next voice message click Previous or Next on the toolbar and then click the Play button before you hang up Replying with Voice To reply to a voice message or e ma...

Page 56: ...lick Send Creating Voice Messages To create a voice message 1 Click 2 Enter the e mail address es for the recipients 3 Click the Record button 4 Say your voice message 5 Click the Stop button 6 If you...

Page 57: ...message playback and then select Help For more information on multimedia messaging contact your system administrator Note The Multimedia Outlook Plug in is not supported when you launch your Unified M...

Page 58: ...Mitel Networks Speech Server 54 NOTES...

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