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Siemens OpenScape Xpressions PhoneMail User Manual Download Page 95

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A31003-S2360-U106-2-7619, 2009-03-25
OpenScape Xpressions V6 PhoneMail, User Guide

95

    

   

   

A quick Reference Guide to the Menus and Key Sequences

Playing/retrieving Messages

2

Mark message that is to be sent as “confidential”

3

Mark message that is to be sent as “urgent”

4

Played Outbox message: prepare for future transmission

6

Delete message

Key sequence

Function

Summary of Contents for OpenScape Xpressions PhoneMail

Page 1: ...Communication for the open minded Siemens Enterprise Communications www siemens com open Documentation OpenScape Xpressions PhoneMail User Guide A31003 S2360 U106 2 7619 ...

Page 2: ...ed or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract Availability and technical specifications are subject to change without notice OpenScape OpenStage and HiPath are registered trademarks of Siemens Enterprise Communications GmbH Co KG All other company brand ...

Page 3: ...es Reason 2009 03 25 Added note If callers dial into a mailbox in Guest Access and the owner of this mailbox has prohibited leaving messages the callers are automatically switched back to the Guest Access See Section 2 1 Access Options on page 25 and Section 2 3 Dialing an external Mailbox Guest Access or Universal Access on page 82 BR090313113000 ...

Page 4: ...History of Changes A31003 S2360 U106 2 7619 2009 03 25 4 OpenScape Xpressions V6 PhoneMail User Guide BookHistory fm ...

Page 5: ... Mailboxes User Privilege 18 1 2 1 16 Configuration Settings via the Web Assistant 19 1 2 2 User Prompts 21 1 2 2 1 Voice only Users 21 1 2 2 2 Abbreviated User Prompts 22 1 2 2 3 Repeating System Greetings 22 1 2 2 4 Requesting Help 22 1 2 2 5 Incorrect Entries 22 1 2 2 6 Terminating the Connection 23 1 2 2 7 Explanation of the Symbols 23 2 Operating your Mailbox with OpenScape Xpressions PhoneMa...

Page 6: ...7 4 Changing the PIN Privilege 72 2 2 7 5 Setting Notifications Privilege 73 2 2 7 6 Playback Options Privilege 76 2 2 7 7 Activating deactivating Fax Tone Recognition Privilege 77 2 2 7 8 Changing the Language Privilege 77 2 2 7 9 Changing the Message Type Privilege 78 2 2 8 Connecting Privilege 80 2 2 9 Accessing Conferences and Work Groups Privileges 81 2 2 10 Accessing the Unified Communcation...

Page 7: ...uide 7 Contents 3 2 Recording and sending Messages 96 3 2 1 Record the Message 96 3 2 1 1 During the recording of Messages or Greetings 96 3 3 Triggering a programmed Key Sequence 97 3 4 Changing Answering Options 98 3 5 Changing Mailbox Options 102 3 6 Connection 103 A Glossary 105 Index 109 ...

Page 8: ...Contents A31003 S2360 U106 2 7619 2009 03 25 8 OpenScape Xpressions V6 PhoneMail User Guide PhonemailTOC fm ...

Page 9: ...fferent types of messages voicemails fax messages e mails Furthermore you can record voice mails for other users and subsequently send these messages In addition you can directly address the mailbox of another subscriber to leave a message for this subscriber You can forward calls received at your extension to your mailbox The callers will hear a personal greeting or can leave a message in your ma...

Page 10: ...nsult your administrator to learn which functions have been changed or additionally configured in your system This manual describes which settings you need to make on your telephone or on your PBX for using OpenScape Xpressions PhoneMail see Section 1 2 1 1 User specific Data on page 11 how to administer your mailbox via an arbitrary telephone see Chapter 2 Operating your Mailbox with OpenScape Xp...

Page 11: ...ee Section 2 2 7 4 Changing the PIN Privilege on page 72 NOTE Mailbox access without PIN is also possible you may specify three phone numbers trusted numbers via the Web Assistant for this purpose Number for call forwarding voice service service access number for forward access Description in the manual in Section 2 4 Call Forwarding Forward Access on page 84 Number for call forwarding fax service...

Page 12: ...nable your initial log in at the system the system administrator will provide you with the access service numbers and a PIN Using this information you can log in at the system for the first time After the initial log in the system will enforce an immediate PIN alteration and recording a name greeting Access to the system is not possible until these two steps have been executed How to log on to the...

Page 13: ...ult PIN the system will enforce an immediate PIN alteration Except for the name recording you need to perform the same steps as described in Section 1 2 1 3 Initial Login at the System on page 12 for this purpose 1 2 1 5 Simple extended Mode for Greetings PhoneMail provides two operation modes for configuring greetings and the Answering Mode answering machine service or information service The sim...

Page 14: ... will be played All other greeting types are then overridden The temporary greetings greeting type is directly configured via the answering options menu Alternative greeting You can use this greeting type to preconfigure a greeting that you wish to play more frequently to provide special information When you activate the alternative greeting all other greetings except for the greeting for calls ou...

Page 15: ...n list The distribution list can be one defined by yourself or a public distribution list created by the system administration A distribution list may either contain users or additional distribution lists You can administer your distribution lists via telephone and also via the Web based configuration interface Web Assistant see the OpenScape Xpressions Web Assistant manual and assign them a distr...

Page 16: ...ns for playing Fax Messages and e mails on page 42 in this manual 1 2 1 11 Storage Restrictions A maximum storage that your mailbox data may occupy may be defined in the system If this is the case a storage control ensures that you are automatically informed about the decreasing storage capacity after reaching a certain threshold If the storage used by your mailbox has exceeded 100 of the value se...

Page 17: ...user can enforce specific message properties by sending messages to a distribution list After you have addressed a distribution list you can send a message via a special send option key 5 as company internal message Messages of this type have the following special properties Company internal messages can only be sent via the PhoneMail TUI Company internal messages are displayed in the Web Assistan...

Page 18: ...oxes may only be accessed via the PhoneMail Direct Access Access via the Guest or Forward Access is not possible Via guest mailboxes messages can only be sent received answered deleted and saved Further features such as notifications or time profiles are not available From a guest mailbox messages can only be sent to the following persons To the PhoneMail user who has configured the relevant guest...

Page 19: ...e You can program the shortcut keys in the Web Assistant on the Voicemail system settings page Click the Edit button next to the Programmable short cuts line for this purpose A new dialog opens in which you can specify the key sequence to be executed for the keys 1 to 9 and a descriptive text for the desired menu invocation The execution of menu shortcut functions is described in this manual under...

Page 20: ...your mailbox via the Callback Access while being on the road All new messages are then continuously put out without any user action Configuring the Forwarding Mode with programmable actions that can then be triggered by the caller via the telephone keypad You find this option in the Voicemail system settings page of the Web Assistant To configure a forwarding click the Change key s link The Forwar...

Page 21: ...nging the Message Type Privilege on page 78 in this manual Recording name and welcome greetings See Section 2 2 6 2 Greetings and Answering Mode on page 56 in this manual Changing creating private distribution lists See Section 2 2 7 2 Private Distribution List Privilege on page 70 in this manual NOTE You find detailed information on the OpenScape Xpressions PhoneMail setting options available via...

Page 22: ... a specific period 1 2 2 3 Repeating System Greetings The announcement is repeated after a few seconds if you do not push any key when prompted to do so To hear a prompt again simply wait until it is repeated This is useful for example if you did not hear the announcement properly If an announcement is issued for the second time you will automatically receive a notice how to request help If you fa...

Page 23: ... page 46 1 2 2 7 Explanation of the Symbols Replace the handset or 7 6 Push star 7 and 6 in succession This can be used while messages greetings and the user s own name are being recorded for forward access and guest access Lift up the handset Speak Replace the handset Enter a digit sequence Enter a name using a sequence of digits 7 6 Push star 7 and 6 in succession This also applies for all other...

Page 24: ...The OpenScape Xpressions PhoneMail Voicemail System A31003 S2360 U106 2 7619 2009 03 25 24 OpenScape Xpressions V6 PhoneMail User Guide Intro fm About this Manual ...

Page 25: ...ressions PhoneMail if you have not correctly logged off from the Web Assistant for example by closing the Web Assistant window Not until you have been inactive in the Web Assistant for a specific period 10 minutes by default you will be automatically logged off for security reasons OpenScape Xpressions users have the following access options You can dial your own mailbox Direct Access Dial the ser...

Page 26: ... type of access is not applicable when service Voice is not active You can transfer callers to your mailbox Transfer Access You can specifically connect a caller to a mailbox This option is of particular interest if you are responsible for switching calls You can configure this option for the following situations It should be possible for a caller to record a message for another subscriber It is n...

Page 27: ...cements guide the user through menus and dialogs when the user opens his her own mailbox or an external mailbox These announcements prompt the user to make an entry or confirm an entry For the user prompt principle please refer to Section 1 2 2 User Prompts on page 21 You find a graphic overview of all menu features in Chapter 3 A quick Reference Guide to the Menus and Key Sequences ...

Page 28: ... any fax device optional issue e mails as voice mails only if the Text To Speech add on software is installed optional forward messages with or without comments voice annotation set up a direct connection to the sender of a message reply to and send messages and consequently make use of the various send options access conferences and work groups with configured connection to OpenScape only access ...

Page 29: ... activation of automatic fax tone detection for forward access optional Private Distribution Lists the user prompt language only if several languages are installed on the server optional the types of messages to be processed using the telephone you can specify for example that only voice mails and fax messages are put out but no e mails set up a connection to another user or to the operator ...

Page 30: ...eMail configuration allows polling messages without user identifi cation you need not enter a PIN You can dial your own mailbox from your own telephone and from any other telephone of your choice 2 2 1 1 Dialing your own Mailbox from your own Extension Enter the service access number for direct access If you call from your own telephone push pound If you call from a foreign telephone Enter your ow...

Page 31: ...try with the pound key Enter PIN complete your entry with the pound key If the calling telephone configuration allows polling messages without user identification you need not enter a PIN Or with name dialing Enter the service access number for direct access Enter your own name via the letter number assignment push star enter name and complete your entry with the pound key Enter PIN complete your ...

Page 32: ...ing Messages on page 33 4 Call speed dialing menu push 4 Further user prompts in this case see Section 2 2 5 Self defined Key Sequences on page 51 Note This feature is not announced 5 To play messages continuously privilege push 5 After you have reached the main menu this option will start a continuous message output In other words the inbox messages are played in succession without a user entry m...

Page 33: ...o Speech TTS add on software is installed In this case you have the same operating options as for voice mail playback You can retrieve the above message types from different folders of your mailbox message groups via your telephone Xpressions folder Messages arrive in this folder by actions you have performed by delivery rules or drag drop operations at the e mail client server Inbox Incoming mess...

Page 34: ... the recipient of the message receives or reads the message NOTE A notice of receipt informs the originator of a message that his her message has arrived in the recipient s mailbox If the recipient deletes the message without reading it no further notice is sent Notifications of non receipt These are automatic messages that you receive if the system was unable to deliver the message you have sent ...

Page 35: ... status reports how many messages are stored in your mailbox that are unread read or need to be sent how many of these belong to which type voice message fax e mail If you have activated the Xpressions folder support the name of the folder the messages of which are currently put out is announced before the message information If you have configured your mailbox to allow filtering specific messages...

Page 36: ... all messages to be sent Such messages are put out in the sequence in which they were created NOTE The output sequence may be changed by the administrator in a way that the messages to be sent are put out before the messages found in the inbox folders 3 Play voice mails push 3 For further operating steps please refer to Section 2 2 3 2 Playing back Messages on page 36 2 Play fax messages push 2 Fo...

Page 37: ...nstalled and activated The system settings determine whether the complete message header is put out or only specific originator information Message header output may also be entirely suppressed NOTE The user can push the key sequence 7 4 or 7 7 to put out the complete message header after listening to the message 2 2 3 4 Options available when listening to the Message Header After having pushed 3 ...

Page 38: ...this In case of doubt please contact your system administrator The functions are also offered after pushing star or after playing a message 1 Answer message directly push 1 The message will then contain the unread state 2 Skip message push 2 Then the next message will be issued immediately 3 Back to the beginning of message and start playback push 3 4 Save message directly push 4 5 Forward message...

Page 39: ... Put out message details push 1 2 Change to previous message push 2 3 Repeat message output push 3 7 Repeat respective message header push 7 8 Repeat 8 seconds of the message or 3 sentences in e mails push 8 Back to main menu push pound 8 To modify file attachments push 8 1 Print e mail fax push 1 The feature to edit file attachments is only provided if the current message includes an attachment 3...

Page 40: ...cord Send Message menu branch to record the reply In the standard case you are taken back to the message output after sending the reply The administrator may configure your returning to the Selection Options after Message Playback menu to send another reply though 9 Forward message push 9 Subsequently you automatically reach the menu branch for entering the recipient phone number s to address the ...

Page 41: ... seconds of the message or 3 sentences in e mails push 8 Back to main menu push pound If message attachments exist they can be edited Message attachments sent in an unsupported format cannot be edited via this feature The user is in this case only informed by announcement that the message has an attachment 8 To modify file attachments push 8 1 Print e mail fax push 1 3 Issue voice mail push 3 4 To...

Page 42: ...message or e mail to an external fax device provided that your system admin istrator has enabled this option To do this dial the external prefix normally 0 or 9 before the telephone number 1 Put out fax message or e mail optional on default printer push 1 then pound 1 1 Put out fax message or e mail optional on default fax output device internal only push 1 twice in succession 1 2 Put out fax mess...

Page 43: ...ge header then message push 3 Back to the main menu Push pound Stop message playback push star 2 Browse the messagesthat are in the folder for messages to be sent push 2 3 Continue stopped playback push 3 6 Cancel playback push 6 7 Repeat message playback push 7 Stop message header or message playback and skip to the after message playback menu push pound This feature is not available by default I...

Page 44: ...Correct entry push star Confirm entry push pound The recipient number you have entered is announced by the system for checking Now you can add further recipient numbers After the appropriate system configuration by the administrator this confirmation entry can be omitted You then have the options Push star to correct your entry or Enter another phone number to directly add another recipient Finish...

Page 45: ...essions V6 PhoneMail User Guide 45 Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox Direct Access Checking Recipient Numbers 9 Check recipient numbers push 9 The recipient numbers are now announced Complete and continue push pound ...

Page 46: ...ting incoming outgoing Messages on page 33 Correction options are available when you are playing outbox messages see Section 2 2 3 8 Selection Options with playing outgoing Messages on page 43 Dial your own mailbox see Section 2 2 1 Dialing your own Mailbox on page 30 1 Push 1 in the main menu see Section 2 2 2 Selection Options in the Main Menu Overview on page 32 to record messages A recorded an...

Page 47: ...on to a subscriber by phone number entry Enter phone number and complete entry with pound key Establish connection to a subscriber by name selection Push star key enter name and complete entry with pound key Setting up a connection Stop Pause recording push star 1 Continue stopped recording push 1 6 Delete recording push 6 1 Re record message push 1 Complete process push pound 7 Listen to recordin...

Page 48: ...rther recipient names Or Correct entry push star Confirm entry push pound The recipient number you have entered is announced by the system for checking Now you can add further recipient numbers After the appropriate system configuration by the administrator this confirmation entry can be omitted You then have the options Push star to correct your entry or Enter another phone number to directly add...

Page 49: ...rms the originator of a message that his her message has arrived in the recipient s mailbox If the recipient deletes the message without reading it no further notice is sent A read confirmation is sent by the system when the recipient reads the message 2 Mark message as private push 2 3 Mark message as urgent push 3 The message will only be delivered as urgent if the recipient explicitly allows th...

Page 50: ...week and the time if you have selected one of these three options once weekly or monthly delivery Enter month or weekday s and time Complete each entry with the pound key Entry for month 1 2 3 12 1 January etc Entry for day 1 2 3 31 Time in 24 hour format If you have activated English user prompts in your system the time is entered in 12 hour format An example enter 0830 and confirm with the pound...

Page 51: ...mmable short cuts to reach the key sequence settings dialog An example You would like to reach the check up of your notification settings directly via key 1 Normally you would have to push the keys 9 4 9 successively in the main menu On the Web Assistant s Programmable short cuts page enter the following in the lines next to 1 Key sequence 949 Description Check notifications 2 2 5 1 Using self def...

Page 52: ...s you then assign the desired greetings to the single greeting types The following greeting types are available sorted according to priority Temporary greetings Temporary greetings serve to fast and easily record greetings that are only valid for a limited period Two types of temporary greetings are available Today greeting The validity of this greeting expires at 00 00 o clock of the same day Sub...

Page 53: ...time In this situation you should provide a message to alert callers to this fact NOTE In extended mode you can individually set for each greeting type whether or not a caller may leave a message Call forwarding to the OpenScape Xpressions PhoneMail referral extensions privilege You find the operating instructions in Section 2 2 6 4 Specifying the OpenScape Xpressions PhoneMail Referral Extension ...

Page 54: ...lock of the same day Subsequently the greetings will be played again as previously configured Activating this type of greeting disables all other greeting types Out of office greeting This greeting type allows the user to freely configure the period of validity It ends at 00 00 o clock of the date the user has specified Toggling simple extended Mode Greetings can be configured in two operation mod...

Page 55: ...page 61 Or 4 Recording the individual name See Section 2 2 6 5 Recording Names on page 62 Or 5 Defining the Mobility Target Number Privilege See Section 2 2 6 6 Specifying the Mobility Number for Call Forwarding Privilege on page 63 Or 6 Defining the mailbox referral extension Privilege See Section 2 2 6 7 Specifying a Mailbox Referral Extension Privilege on page 64 Or 7 Configuring call forwardin...

Page 56: ...whether you desire the answering machine service or the information service You can also record personal greetings via the Web Assistant Recordings page NOTE In simple mode the greetings for busy line internal callers external callers and calls outside business hours are compiled under the term regular greetings 1 In the menu for editing the answering options push 1 You now have the following opti...

Page 57: ...eting push 1 The recording procedure starts You will be prompted to record the new greeting after the beep Record greeting record your greeting after the beep The same control options and key sequences available when you are recording messages are available here see Section 2 2 4 2 During the Recording Process on page 47 Stop recording push star Activate greeting push pound Subsequently you return...

Page 58: ...r 5 Modify greeting for after hours calls push 5 Cancel process and back to the main menu push pound 1 Re record selected regular greeting push 1 The recording procedure starts You will be prompted to record the new greeting after the beep Record greeting record your greeting after the beep The same control options and key sequences available when you are recording messages are available here see ...

Page 59: ...g options are available 1 In the menu for editing the answering options push 1 You now have the following options 1 Modify alternative greeting push 1 Or Note for the alternative greeting functionality When you activate the alternative greeting all other greetings except for the greeting for calls outside business hours are replaced with the alternative greeting by default Your administrator can c...

Page 60: ... private greeting push 1 The recording procedure starts You will be prompted to record the new greeting after the beep Record greeting record your greeting after the beep The same control options and key sequences available when you are recording messages are available here see Section 2 2 4 2 During the Recording Process on page 47 Stop recording push star Activate greeting push pound Subsequentl...

Page 61: ... following options 1 Modify referral extension push 1 Or 4 Cancel maintain referral extension push 4 The system prompts you to enter the referral extension number after you have pushed 1 Your deputy may be a user on the OpenScape Xpressions server on your PBX or an external user you need exchange access to enter an external number for a deputy If the deputy is an internal user you may enter the ph...

Page 62: ...ings page 4 In the menu for editing the answering options push 4 You now have the following options 1 Re record name push 1 Or 4 Cancel maintain current recording push 4 The system prompts you to enter your name after the beep if you have pushed 1 Say your name The same control options and key sequences available when you are recording messages are available here see Section 2 2 4 2 During the Rec...

Page 63: ...rwarding mode via the Web Assistant only NOTE You can only specify an external mobility number if your telephone connection allows making external calls 5 In the menu for editing the answering options push 5 You now have the following options 1 Change mobility target number push 1 Or 2 Activate function push 2 Or 3 Deactivate function push 3 Or Cancel maintain mobility target number and status pus...

Page 64: ...h 3 Cancel maintain deputy number push pound The system prompts you to enter the mailbox deputy number if you have pushed 1 Enter the mailbox referral extension and finish with the pound key Or Enter the name of the referral extension via the letter number assignment push star enter name and complete your entry with the pound key 7 In the menu for editing the answering options push 7 You now have ...

Page 65: ... available here see Section 2 2 4 2 During the Recording Process on page 47 Stop recording push star 1 Continue recording push 1 73 Play greeting for checking purposes Push 7 and 3 6 Delete recording push 6 Finish greeting recording and activate greeting push pound You return to the Set answering options menu 2 Configure out of office greeting push 2 You can also record the out of office greeting ...

Page 66: ...pound Confirm entry push pound You reach the day entry Correct entry push star You return to the month entry Enter day format T respectively TT example 5 for the 5th or 21 for the 21st of the selected month Finish the entry push pound Copy current day Push pound Confirm entry push pound You return to the Answering options menu Correct entry push star You return to the day entry In case of an out o...

Page 67: ...Direct Access 2 2 6 10 Toggling simple extended Mode To configure your personal greetings you can depending on the desired mode switch from the simple to the extended mode and vice versa any time NOTE When you switch to an operation mode that you never used before you need to newly record all greetings for this operation mode 9 Toggle between the simple and extended mode push 9 ...

Page 68: ...to your cell phone when a new mail arrives in your mailbox You can also set Xpressions to try to reach you at a number of telephones or to reach you via a pager if you are using one Playback options privilege See Section 2 2 7 6 Playback Options Privilege on page 76 If you work integrated in a Lotus Notes or Microsoft Exchange environment or if your OpenScape Xpressions server has also been config...

Page 69: ...y other extension as soon as you have dialed your own mailbox Modifying the message types privilege See Section 2 2 7 9 Changing the Message Type Privilege on page 78 You can set which message types voice mails fax messages e mails should be played and whether older messages of these types can also be processed on the telephone 2 2 7 1 Modifying mailbox options privilege How to adapt the mailbox o...

Page 70: ...ist on page 70 push 1 Or 3 Modify private distribution list see Section 2 2 7 2 Creating private distribution list on page 70 push 3 Or 6 Delete private distribution list push 6 Or 9 Check private distribution list stepwise push 9 Or Cancel the function and continue 1 Create new private distribution list push 1 Enter number of private distribution list and complete with the pound key You will then...

Page 71: ...Recording Process on page 47 The 78 key sequence for playing back the last eight seconds of the recorded messages is not permitted 2 Add numbers or names to private distribution list push 2 Or After you have pushed 2 you will be prompted to enter the numbers or names that you want to add to the distribution list Add numbers or names The same control options and key sequences available when you are...

Page 72: ... list push 6 Or Enter number of private distribution list and complete with the pound key The following options are available after you have entered the distribution list number 4 Cancel deletion process push 4 Or Delete private distribution list and continue push pound 9 In the main menu push 9 for mailbox options 2 To modify the user prompts push 2 You now have the following options 2 Switch to ...

Page 73: ...hoose the terminal device for the notification as follows 1 Select telephone for the notification push 1 2 Select text pager push 2 3 Select cell phone for an SMS notification push 3 4 Select telephone for message waiting indication MWI push 4 Back to notification menu push pound After you have selected a terminal device for the notification you will be prompted to enter the corresponding destinat...

Page 74: ...key The time is entered in 24 hour format e g 1830 for 6 30 p m or 0000 for midnight If you have activated English user prompts in your system the time is entered in 12 hour format An example enter 0830 and confirm with the pound key After the corresponding prompt select a m if a message is to be sent between midnight and noon or p m if transmission is to occur between noon and midnight Finally yo...

Page 75: ...unced terminal device push 5 6 Announce settings for the next terminal device push 6 1 Activate currently announced notification setting push 1 2 Deactivate currently announced notification setting push 2 3 Edit settings of the currently announced notification push 3 Delete currently announced notification push star Cancel and back to the configure notification branch If you have selected option 3...

Page 76: ...rectory is simultaneously changed as well though 1 Latest messages first default push 1 Or 2 Older messages first push 2 Or Cancel process and keep old settings and back push pound 5 Modify volume push 5 You can also customize the playback volume via the Web Assistant Voice mail system page 5 Increase volume push 5 Or 8 Decrease volume push 8 Or Keep volume and back push the pound key 7 Configure ...

Page 77: ...ege 2 Deactivate automatic message playback push 2 Or Keep the current playback option and back push pound 9 In the main menu push 9 for mailbox options 6 Modify fax tone recognition push 6 You now have the following options 4 Activate fax tone recognition push 4 Or 6 Deactivate fax tone recognition push 6 9 In the main menu push 9 for mailbox options 7 Change language push 7 You now have the foll...

Page 78: ...onally yes no push 3 If a PhoneMail user sends a fax or voice message the OpenScape Xpressions server generates an associated delivery report in e mail format upon request Such an e mail report describes whether the message was delivered to the recipient s inbox read or whether the delivery failed Such messages are stored in the mailbox of the sending user When a user listens to his her mailbox th...

Page 79: ...enScape Xpressions PhoneMail Using your own Mailbox Direct Access Push the keys for the desired options in succession thus for example 1 and 3 If you push one or several of the above keys a greeting informs you whether the selected message type is activated or deactivated Confirm and back push pound Or Cancel and back push star ...

Page 80: ...ening to a new or old message you can enter 70 to connect directly to the originator of the message see Section 2 2 3 6 Options available after Message Playback on page 40 Dial your own mailbox see Section 2 2 1 Dialing your own Mailbox on page 30 7 In the main menu see Section 2 2 2 Selection Options in the Main Menu Overview on page 32 push 7 for Connect 0 Call subscriber push 0 Or Cancel and ba...

Page 81: ...ectly access the following OpenScape UC Application features without another identification You now have the following options Dial your own mailbox see Section 2 2 1 Dialing your own Mailbox on page 30 2 Push key 2 in the main menu to access conferences and work groups You find further information about operating the functions available here in the OpenScape UC Application manual Dial your own ma...

Page 82: ... service access number for the guest access option Please consult your system administrator if you do not know the access number for the guest access option Enter the extension of the relevant user and complete your entry with the pound key Or Enter the name of the selected subscriber via the letter digit assignment push star enter name and complete your entry with the pound key 1 Skip welcome gre...

Page 83: ...Process on page 47 You will hear a beep 15 seconds before the recording process is completed Any pauses at the start or end of the recorded voice message are detected by the system and removed With cutting the connection the message is delivered to the dialed mailbox The following additional options are available during the recording process You can also simply replace the handset after having lef...

Page 84: ...or which actions you have configured in the Web Assistant for the forwarding mode callers may for example leave messages on your mailbox or trigger an action from the menu you have configured for example getting connected to your OpenScape Xpressions PhoneMail referral extension etc You can also have fax calls received at your extension see Section 2 2 7 Mailbox Options Privilege on page 68 These ...

Page 85: ...g left your message The message will always be sent NOTE If you have rerouted your own telephone to your mailbox you can access the main menu of your mailbox see Section 2 2 2 Selection Options in the Main Menu Overview on page 32 after dialing your number before recording a message by entering Pound followed by your PIN Before recording a message on your own mailbox you have the following options...

Page 86: ...ll phone number as trusted number You would not need to identify yourself by PIN entry then NOTE This feature requires corresponding skills in the applied devices and the applied PBX Callback Access from an internal telephone to the OpenScape Xpressions mailbox Callback Access from any external telephone to the OpenScape Xpressions mailbox After you have accessed your mailbox your new messages are...

Page 87: ...phone provided that the latter is known to the server The play retrieve message menu is subsequently activated see Section 2 2 3 Editing incoming outgoing Messages on page 33 All control options are available during and after the message playback Enter the service access number for callback access Please consult your system administrator if you do not know the access number Enter PIN Complete your...

Page 88: ...x To do this use the call forwarding function you can normally choose between automatic call forwarding and conditional call forwarding on cell phones for example if your extension is busy or cannot be reached Please consult your cell phone operating instructions for information on how to set up the call forwarding function You must use the CO number of the OpenScape Xpressions server followed by ...

Page 89: ...e notification function see Section 2 2 7 5 Setting Notifications Privilege on page 73 An SMS message will then be sent to your cell phone each time your mailbox receives a new message Enter the service access number for the direct access option including the CO number of your company Please consult your system administrator if you do not know the access number Enter your own phone number Complete...

Page 90: ...Operating your Mailbox with OpenScape Xpressions PhoneMail A31003 S2360 U106 2 7619 2009 03 25 90 OpenScape Xpressions V6 PhoneMail User Guide Bedienung fm Using the Mailbox for Calls to your Cell Phone ...

Page 91: ...resent the menu composition 3 1 Playing retrieving Messages 3 1 1 Retrieve listen to received Messages 3 1 1 1 Message Selection 3 1 1 2 During the Message Header Playback Key sequence Function 3 Call menu retrieve listen to messages 1 Play e mail 2 Fax message output 3 Play voicemails Change message group Key sequence Function 1 Output fax message e mail to the default printer 1 1 Output fax mess...

Page 92: ...by administrator delete message directly Pause message playback 3 Resume paused message playback 2 Jump to message header of next message Respond to message 4 Pause message playback save message Continue to next message 1 Answer message directly continue in main menu Record send message 9 Forward a message 7 0 Phone Contact 6 Pause message playback delete message Continue to next message 1 Answer ...

Page 93: ...4 9 Save played message and forward 4 7 0 Save played message and call message originator 6 Delete message you listened to and continue to next message 6 1 Delete played message and reply 6 9 Delete played message and forward 6 7 0 Delete played message and call message originator 7 3 Pause message playback repeat message playback 7 1 Play back message details 7 2 Jump to message header of previou...

Page 94: ...ancel 7 Listen to message again Key sequence Function Play next message 4 Send message 1 Record message again continue in main menu Record send message 2 Change recipient 1 Add recipient numbers Subsequently enter recipient phone number or enter recipient name after pushing Confirm entry Correct entry Finish with phone number entry and possibly add further phone numbers Finish process 6 Delete rec...

Page 95: ... User Guide 95 A quick Reference Guide to the Menus and Key Sequences Playing retrieving Messages 2 Mark message that is to be sent as confidential 3 Mark message that is to be sent as urgent 4 Played Outbox message prepare for future transmission 6 Delete message Key sequence Function ...

Page 96: ...nnect to the operator Enter phone number of an arbitrary subscriber Complete phone number entry and establish connection Pause recording 1 Resume paused recording process 6 1 Pause recording and re record the message 6 Pause recording and delete the message 7 3 Pause recording and check the message 7 8 Pause recording check the last eight seconds of the message 7 Pause recording return to the main...

Page 97: ...eMail User Guide 97 A quick Reference Guide to the Menus and Key Sequences Triggering a programmed Key Sequence 3 3 Triggering a programmed Key Sequence Key sequence Function 4 Invoke menu for the programmed key sequences 1 Activate first key sequence 9 Activate ninth key sequence ...

Page 98: ...ing for external callers retain greeting 1 2 4 6 Set greeting for external callers select system greeting 1 2 5 1 Set outside business hours greeting modify greeting 1 2 5 4 Set outside business hours greeting retain greeting 1 2 5 6 Set outside business hours greeting select system greeting 1 2 Cancel the process to return to the answering options menu 1 3 Toggle between regular and alternative g...

Page 99: ...ng Subsequently Stop recording 1 Continue recording 7 3 Listen to recording to check quality 6 Delete recording Finish and activate recording 8 2 Record out of office greeting subsequently Stop recording 1 Continue recording 7 3 Listen to recording to check quality 6 Delete recording Finish recording Enter year and complete the entry Copy current year Correct the year entry Confirm the year entry ...

Page 100: ...allow leaving of message 1 3 6 Set internal greeting disallow leaving of message 1 3 3 Deactivate internal greeting 1 3 Cancel the process to return to the answering options menu 1 4 1 Set external greeting modify greeting 1 4 4 Set external greeting allow leaving of message 1 4 6 Set external greeting disallow leaving of message 1 4 3 Deactivate external greeting 1 4 Cancel the process to return ...

Page 101: ...ecord and activate the temporary greeting 8 1 Record today greeting Subsequently Stop recording 1 Continue recording 7 3 Listen to recording to check quality 6 Delete recording Finish and activate recording 8 2 Record out of office greeting subsequently Stop recording 1 Continue recording 7 3 Listen to recording to check quality 6 Delete recording Finish recording Enter year and complete the entry...

Page 102: ...s 3 Change password 4 1 Notifications globally activate notifications 4 2 Notifications globally deactivate notifications 4 3 Notifications set notification destinations 4 3 1 Select telephone as notification terminal device 4 3 1 Enter telephone number 4 3 2 Select pager as notification terminal device 4 3 2 Enter pager call number 4 3 3 Select cell phone as notification terminal device for SMS 4...

Page 103: ...e 5 5 8 Reduce playback volume 5 7 1 Activate automatic message playback 5 7 2 Deactivate automatic message playback 6 4 Activate fax tone detection 6 6 Deactivate fax tone detection 7 Change user prompt language 8 1 Playback options message type 8 2 Playback options old messages Key sequence Function 7 Invoke Connect menu 0 calling a user Connect to operator Enter recipient number Confirm entry C...

Page 104: ...A quick Reference Guide to the Menus and Key Sequences A31003 S2360 U106 2 7619 2009 03 25 104 OpenScape Xpressions V6 PhoneMail User Guide Kurzreferenz fm Connection ...

Page 105: ... hotline with 0190 number since the provider for example German Telekom transmits a call made via these special numbers also to the normal trunk lines of the individual PBX With the DNIS it is now possible to distinguish whether the caller has dialed the normal PBX extension or a special phone number Direct Access Control Mode The Direct Access Control Mode allows the user to directly access his h...

Page 106: ...his special voicemail system number The phone number of the originally called telephone is transmitted as Redirected Number and used by the voicemail system to transfer the call to the desired mailbox SMS Short Message Service Text transmission service per mobile phone You can send a text message of maximal 160 characters to a cell phone Telephone User Interface TUI Describes the telephone as inte...

Page 107: ...hat a caller hears first This greeting may be a general welcome phrase by the system or a message individually recorded by the mailbox owner In case of the Ergo voicemail system you can prepare up to nine of such greetings Further settings then allow the selection of greetings from this pool according to their purpose greeting for day night operation for internal external callers ...

Page 108: ...Glossary A31003 S2360 U106 2 7619 2009 03 25 108 OpenScape Xpressions V6 PhoneMail User Guide Glossar fm ...

Page 109: ...ty number for call forwarding 63 Defining a referral extension 20 Defining the call forwarding settings 64 Defining the mobility number 21 Deleting a distribution group 72 Deputy 15 53 Dialed number identification service DNIS 105 Dialing an external mailbox 26 dialing own mailbox 25 30 Direct access 11 25 28 105 Direct forwarding 21 Distribution lists use on the telephone 15 DTMF dual tone multi ...

Page 110: ...ult fax output device 20 Selection default printer 20 Sending messages for guest access 83 on the telephone 46 Setting notifications 68 Setting prompts short detailed 21 Short message service SMS 106 Shortcuts for menu functions 19 SMS short message service 106 Storage restrictions 16 System greeting 52 T Telefon user interface 106 Telephone access 30 Access options 25 Data for telephone access 11...

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