Toshiba Stratagy ES48 User Manual Download Page 65

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Stratagy ES User Guide 04/05

Manage Mailbox

Stratagy ES provides special options to customize and manage your mailbox features
(menu shown below).

From the Main Menu:

Manage Mailbox

Change

Greeting

Change

User Options

Manage

Personal

Distribution

Lists

Manage

Guest Mailboxes

Manage

Personal Folders

Return

to Main Menu

4576

Summary of Contents for Stratagy ES48

Page 1: ...April 2005 Digital Solutions Division Stratagy iES16 iES32 ES8 ES48 ES96R2 User Guide Voice Processing Systems ...

Page 2: ...rsion C April 2005 Copyright 2005 Toshiba America Information Systems Inc Digital Solutions Division All rights reserved No part of this manual covered by the copyrights hereon may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or information retrieval systems without express written permission of the publisher of this material Tr...

Page 3: ...Y RIGHTS THE WARRANTY OF YEAR 2000 COMPLIANCE AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET YOUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE HOWEVER...

Page 4: ... such defective or missing parts as are causing the malfunction with new or refurbished parts at their option If TAIS or one of its authorized dealers does not replace or repair such parts the retail customer s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective and which are returned to TAIS through one of its authorized dealers wi...

Page 5: ...CD ROM viii Chapter 1 The Grand Tour Overview 2 Features to Personalize Your Mailbox 4 Message Folders 4 Single Message Folder 5 Dual Message Folders 5 Multiple Message Folders 6 Message Types 8 Forwarded Message 8 Reply Message 8 Fax Message 9 E mail Message 9 Greetings 10 Personal 10 System 10 Busy 10 Special Delivery Options 11 Urgent 11 Private 11 Return Receipt 11 ...

Page 6: ...Your Mailbox 18 Step 2 Record Your Name 20 Step 3 Record Your Personal Greeting 21 Step 4 Change Your Security Code 22 Step 5 Exit Your Mailbox or User Mode 22 Chapter 3 Play Messages Access Messages 24 Playback Controls 24 Play Messages 26 Special Functions 29 Retrieve and Listen to E mail Messages 33 Chapter 4 Send Messages Recording Controls 38 Send a Message 39 Forward a Message 43 Reply to Cu...

Page 7: ...omatic Message Copy 70 Review Option Settings 73 Manage Personal Distribution Lists 74 Manage Guest Mailboxes 76 Use Guest Mailboxes 77 Manage Personal Folders 78 Appendix A Using Stratagy ES with a Strata CIX CTX Call Forward 81 Message Waiting 83 Responding to a Lit Msg LED 83 Turning On Off Message Waiting LED on Another Extension 84 CTX Proprietary Integration 84 Soft Key Control of Voice Mail...

Page 8: ...ratagy ES Address Book Automatically 110 Using UM Feature 111 Voice Mail Options 114 Play Voice Message 114 Reply to Voice Message 115 Forward Voice Message 116 Send Voice Message 117 View Fax 117 Appendix E Unified Messaging with IP Integration Configure Windows for Stratagy ES Codec 120 Check Codec is Installed on PC 120 Configure Windows 121 Record Stratagy ES Voice Messages using Windows Sound...

Page 9: ...agy ES for the first time including changing your security code and recording your name Chapter 3 Play Messages contains step by step instructions on playing messages Chapter 4 Send Messages details how to send forward and reply to a message Chapter 5 Manage Mailbox provides step by step instructions on recording greetings using destination distribution lists and activating options such as Do Not ...

Page 10: ...ratagy ES voice processing system features and functions Index Conventions Conventions Description Note Elaborates specific items or references other information Within some tables general notes apply to the entire table and numbered notes apply to specific items Important Calls attention to important instructions or information Extension Number Press to answer a call to the Extension Number Each ...

Page 11: ...with spaces between them show a sequential entry Example 5 Tilde Means through Example 350 640 Hz frequency range Denotes the step in a one step procedure Denotes a procedure See Figure 10 Grey words within the printed text denote cross references In the electronic version of this document Library CD ROM cross references appear in blue hypertext Actions you perform appear in this column They can c...

Page 12: ...d user tutorial Stratagy Advisor Additional copies of this CD ROM can be purchased from your Dealer Sales Representative eBrochure The eBrochure provides a description of each of the Stratagy products along with audio supplemented mini demonstrations illustrating the capabilities of Stratagy voice processing Also included on the CD ROM is an electronic copy of this Stratagy General Description Adv...

Page 13: ...chapter provides an overview of the system and covers the following general topics Features to personalize your mailbox Message folders Message types Greetings Special delivery options Message destinations User options User prompts User Tutorial New User ...

Page 14: ...ministrator is responsible for system maintenance that includes configuring your mailbox to suit your needs The configuration affects how and which features you can access Whenever possible this guide provides information concerning feature exceptions and which features may be configured to work differently You can access your mailbox from any tone dialing telephone using your security code After ...

Page 15: ...g On Off Change Security Code Select Busy Greeting toggle Record Busy Greeting Record your Name Change message Notification Set Automatic Message Copy Review Option Settings Return to previous menu Manage Personal Distribution Lists Manage Guest Mailboxes Manage Personal Message Folders Select for a Personal Message Folder Review folder name comment Record folder name comment Return to previous me...

Page 16: ...when you are unavailable see Change Greeting on page 54 Guest Users You can create guest mailboxes that can be used by clients friends etc Users frequently use this feature to create guest mailboxes for clients so that they can easily exchange confidential information see Manage Guest Mailboxes on page 76 Personal Folders You can save your messages in up to seven personal folders you create The fo...

Page 17: ...ssages Stratagy ES automatically accesses the New Message Folder A new message begins to play based on the type urgent messages play first and order received FIFO LIFO After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder or go to the top of the saved folder Your Message Waiting LED only extinguishes when all new message...

Page 18: ...cally accesses the Saved Message Folder when no new messages exist After you play the last message in the folder Stratagy ES prompts End of messages You can choose to return to the top of the folder or go to the top of the new message folder by pressing Multiple Message Folders Your messages reside in up to nine folders one new folder 0 one saved folder 1 and up to seven personal folders folders 2...

Page 19: ... You save by pressing either during or after playing the message Stratagy ES checks your mailbox for Personal Message Folders If personal folders do not exist Stratagy ES saves the message in the Saved Message Folder folder 1 Stratagy prompts This message will be saved If Personal Message Folders do exist Stratagy ES plays the recorded name comment and number of all available personal folders You ...

Page 20: ... Messages from other Stratagy ES users to which you want to send an immediate response can be sent as a reply message When replying to a message Stratagy ES does not prompt you to select the destination if the original message was recorded within a user s mailbox If the message was not recorded from a user s mailbox you can still reply to the message but the system requests that you enter a destin...

Page 21: ...details E mail Message Note This feature is only available to users of Stratagy ES with Unified Messaging UM and Text to Speech TTS capabilities Check with your System Administrator to find out if your system is configured for this feature You can retrieve and listen to your e mail messages from your mailbox Once you access the e mail message Stratagy ES plays the header information that includes ...

Page 22: ...ifferent times If you choose you can override the automatic schedule using Select a Personal Greeting on page 57 System The system greeting is a standard prerecorded greeting with all Stratagy ES systems It cannot be recorded over or deleted The greeting states Please leave a message for name Stratagy ES adds your name from the name recording that you made see Record Your Name on page 20 Busy If y...

Page 23: ...e Once a message is sent the private status cannot be removed Return Receipt You can mark a message for Return Receipt if you want verification that it has been played When a user completely plays a message marked for Return Receipt a notification is sent back to the sender Stratagy ES notifies the sender the time the message was heard and by whom and then plays the original message as a reminder ...

Page 24: ...stem wide directory by pressing Personal distribution list System distribution list Audio Messaging Interchange Specification AMIS Proxy mailbox number AMIS Gateway number plus a remote mailbox number Note AMIS analog networking is an optional feature and enables a Stratagy mailbox user to send receive and reply to relayed voice messages over any remote voice mail system that supports the AMIS ana...

Page 25: ...and 3 as destinations for your message and Mailbox Number 1001 is on both lists the message is sent twice to Mailbox Number 1001 Directory Using your telephone s dial pad you can enter the digits corresponding to the first few letters of a user s name or the first letters of a system distribution list name Stratagy ES plays the recorded name and mailbox number that matches the combination of enter...

Page 26: ... callers for their name Without the caller s knowledge the system relays that information to you You can decide to receive the call let the call forward to your mailbox or transfer the call to another extension with or without an announcement Busy Greeting You can record your own custom busy greeting that plays when callers reach your extension and it is busy Message Notification Your mailbox can ...

Page 27: ... only for menu options available to you You do not hear prompts for options Not available in your Stratagy ES system i e fax Not configured for your mailbox by the System Administrator e g guest users DND Check with your System Administrator to verify which user options and features are available to you ...

Page 28: ...The Grand Tour User Prompts 16 Stratagy ES User Guide 04 05 ...

Page 29: ...ed you select the system greeting or another Stratagy ES user sends a message to you Record your personal greeting Your personal greeting automatically plays when you are not available to answer your telephone Change the default security code for your mailbox to ensure privacy You should change it on a regular basis Note If you do not complete the tutorial before hanging up Stratagy ES saves any c...

Page 30: ...r Your default security code Please ask your System Administrator if you do not have this information Each time you access your mailbox Stratagy ES announces The number of new and saved messages you have in your message folder s The number of messages that will be purged upon exiting your mailbox if applicable Stratagy ES then plays the Main Menu options MAIN MENU Play Messages Send Messages Manag...

Page 31: ...or information on how your system is integrated 1 From an internal telephone call Stratagy ES on ___________ or from an external telephone call Stratagy ES on ___________ The system answers with your standard company greeting 2 When Stratagy ES answers press Stratagy ES prompts you to enter your mailbox number 3 Enter your mailbox number Stratagy ES prompts you to enter your security code 4 Enter ...

Page 32: ... record your name and walks you through the entire recording sequence You can re record your name at any time see Record Your Name on page 66 1 At the tone state your name slowly and clearly if you like you can also state your extension 2 Press when done Stratagy ES plays your name recording 3 After your name plays press To accept the recording Your recording becomes part of your mailbox and Strat...

Page 33: ...epartment It is Monday June 19 and I am in the office today I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox If at the tone you leave a detailed message and a telephone number where I can reach you I will be happy to return your call 1 At the tone begin recording your greeting The following information should be included x You...

Page 34: ...You can now perform any of the functions available on the Stratagy ES Main Menu or exit the mailbox Step 5 Exit Your Mailbox or User Mode 1 Enter your new security code Stratagy ES prompts you to re enter your new security code for verification 2 Re enter your new security code After entering the security code a second time Stratagy ES announces that your security code has been changed To exit you...

Page 35: ...n the Stratagy ES system Note Your telephone system and telephone must support a message waiting light for this feature to function If configured Stratagy ES automatically turns off your message waiting light on your telephone when your new message folder is empty or only Pending messages remain see Message Folders on page 4 All new messages must be deleted saved or pending partially heard for Str...

Page 36: ...top of the message folder If you receive new messages while you are accessing your mailbox Stratagy ES notifies you every time you return to the Main Menu that new messages have arrived Note See Message Folders on page 4 on using access keys and Playback Controls While playing a message you can pause control the volume location and speed of playback using the following keys shown below Press twice...

Page 37: ... soon as you press or automatically at the end of a defined amount of time default is 30 seconds You can pause the playback as many times as necessary Turn Up Volume Turn Down Volume Each time you press or the volume of messages adjusts one increment until the maximum number of increments is reached Stratagy ES saves the current level when you exit Back Up rewind The message backs up rewinds and t...

Page 38: ...in Menu Play Messages Play the next message Replay the current message Save the current mesage Play the Previous message Delete the current message Forward the current message Reply to the current message Special Functions Immediate Fax print of all fax documents within a folder Immediate Fax print of current fax document Send All Fax documents to fax machine for print within a folder Send Current...

Page 39: ... of your messages pressing takes you back to the top of the same folder Save the current message Single or dual message folders Stratagy ES saves the message and the Play Messages Menu plays Optional For Multiple Folder mailboxes Enter a folder number for Saved Message Folder for Personal Folders Note To create or change personal folders see Manage Personal Folders on page 78 Multiple message fold...

Page 40: ... after a preset length of time Consult your System Administrator Stratagy ES notifies you before purging messages Forward the current message With the exception of private messages all messages can be forwarded to a single user multiple users or a destination list See Forward a Message on page 43 for details on this feature Reply to the current message Your reply is sent to the originator of the m...

Page 41: ...es that will be deleted when you log out of your mailbox and then returns to the Main Menu Press an option number Immediate Fax print of all fax documents within a folder Retrieves prints all the faxes from your mailbox while calling from a fax machine or other device capable of receiving a fax with a handset Immediate Fax print of current fax document Retrieves prints the current fax from your ma...

Page 42: ...The Play Messages Menu plays or to re enter fax number Message Date and Time The date and time the message was received plays followed by the entire message Note If your System Administrator programmed an automatic date and time stamp for all messages the stamp plays automatically at the beginning of each message Future Delivery Review Stratagy ES announces the total number of future delivery mess...

Page 43: ...al Message Folder s without additional action from you Note See the Continuous Play feature on page 32 before using Continuous Delete The number of messages deleted is based on a preset length of time designated in minutes set by your System Administrator on a system wide basis Important The deletion starts with the first message in the folder and continues until the preset time has expired Both h...

Page 44: ...ditional action from you Note Messages played in the New Message Folder remain as new messages and are not automatically saved The number of messages played is based on a preset length of recorded time designated in minutes and therefore varies Your System Administrator sets the length of time on a system wide basis The messages played are those whose cumulative time is equal to or less than the d...

Page 45: ...ey are read to you is determined by your e mail service In most cases this is in the order in which they were received 1 From the Main Menu press The system accesses your e mail account and prompts you with the number of new e mail messages you have The E mail Message Menu plays 2 Press to play your e mail messages An e mail message plays The system tells you if a attachment s is present Stratagy ...

Page 46: ...tant If you only press and then hang up the message is not deleted You must press to exit this menu in order for the deletion to be complete Forward the current e mail message Comments can be recorded for this message which is attached as a standard wav file to the original message Stratagy ES requests address information After the first destination has been entered additional destinations can be ...

Page 47: ...age The current e mail message plays from the beginning Return to Main Menu Stratagy ES tells you the total number of e mail messages that will be deleted when you leave this menu and asks for confirmation Delete e mail messages that are marked for deletion Stratagy ES deletes all the messages you marked for deletion and returns you to the Main Menu Cancels deletion of e mail messages marked for d...

Page 48: ...Play Messages Retrieve and Listen to E mail Messages 36 Stratagy ES User Guide 04 05 ...

Page 49: ...message from any touchtone telephone to another Stratagy ES user several users or to a personal or system distribution list This chapter covers Recording controls Send a message Forward a message Reply to the current message Special Delivery options Future Delivery Send a fax ...

Page 50: ...recording as soon as you press Stratagy ES prompts you with Begin recording Beep If within a defined amount of time default is 30 seconds you do not press Stratagy ES restarts another 30 second pause If during the second 30 second pause you Do not press any key Stratagy ES assumes you have cancelled the message and returns to the Main Menu Press Stratagy ES returns you to the Send Messages Menu an...

Page 51: ... Select from the following Mailbox number plus Directory plus name Personal Distribution List 1 25 Press when finished From the Main Menu Play Messages Forward the current message Reply to the current message Send Messages Enter destination one of the following Mailbox number plus Directory plus name Personal Distribution List 1 25 Multiple Destinations Record Record a message comment or reply Pre...

Page 52: ...user s name If you entered a user s mailbox number Stratagy ES plays the user s name or mailbox number for confirmation If you entered a system distribution list mailbox number Stratagy ES plays the list comment or number for confirmation Ask your System Administrator for more information about system lists available to you Note If your Stratagy ES system is designed with a fixed length number for...

Page 53: ...rator for specific operation of your system plus a Personal Distribution List number Stratagy ES plays the list comment or number for confirmation See Manage Personal Distribution Lists on page 74 to create or revise a destination distribution list Multiple Destinations You are prompted for the destinations mailbox number directory and or Personal Distribution List Note If you forget to enter any ...

Page 54: ...ed portion of the message The system prompts you to record at the beep Select Additional Destinations Send the message to additional destinations See Step 2 on page 40 for instructions Special Delivery Options You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior to sending the message See Special Delivery Opt...

Page 55: ...ber Stratagy ES plays the user s name or mailbox number for confirmation If you entered a system distribution list mailbox number Stratagy ES plays the list comment or number for confirmation Ask your System Administrator for more information about system lists available to you Note If your Stratagy ES system is designed with a fixed length number for your mailbox number do not press after enterin...

Page 56: ...estinations mailbox number directory and or Personal Distribution List Note If you forget to enter any destination s you can press Additional Destinations after you record your message to add destinations see page 45 3 Optional Press to record a message comment after the tone When finished press While recording you can press to pause resume toggle or 30 seconds the recording 4 Press again to forwa...

Page 57: ... Step 2 on page 43 for step by step instructions You may repeat this step as often as necessary Special Delivery Options You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior to sending the message See Special Delivery Options on page 48 for instructions on using this option Set Future Delivery You can have yo...

Page 58: ...lbox number When the originator s receives and plays the reply he she hears the prompt Reply message from name or mailbox number 1 From the Play Messages Menu press You are prompted to record your reply to the message 2 Optional If the message was not recorded from a user s mailbox you must enter a destination see Step 2 on page 40 for instructions 3 Record your reply after the tone When finished ...

Page 59: ...ge to additional destinations See Step 2 on page 40 for instructions Special Delivery Options You can send a message as urgent private or with a return receipt request The settings may be used in any combination and may be changed prior to sending the message See Special Delivery Options on page 48 for instructions on using this option Set Future Delivery You can have your message delivered at a f...

Page 60: ...toggle To remove the urgent status press then again Urgent messages play first in the New Message Folder Set Private status toggle To remove the private status press then again Private messages cannot be forwarded Set Return Receipt request toggle To remove the return receipt request press then again Stratagy ES notifies you when and by whom the message was received and plays the original message ...

Page 61: ...g the message for future delivery you can review play save delete the message at any time before it is sent See Chapter 3 Play Messages for instructions on using the Future Delivery Review option Enter an option number and press Set Hour AM PM Stratagy ES prompts you to select a m or p m Set Minutes Set Day Set Month Set Year two or four digits Two digit numbers less than the last two digits of th...

Page 62: ...s you to record a comment enter an additional destination or send the fax 5 Optional Press to record a comment Begin recording at the tone Finish by pressing The system prompts you to record at the beep After recording you can press Review comment The complete comment plays Re record Press when done The system prompts you to record at the beep Append recording Press when done The appended comment ...

Page 63: ...tional Destinations Send the message to additional destinations See Step 2 on page 43 for step by step instructions You can repeat this step as often as necessary 7 Press the 6WDUW key on the fax machine and hang up the handset The fax is processed and sent to the destination mailbox es ...

Page 64: ...Send Messages Send a Direct Fax 52 Stratagy ES User Guide 04 05 ...

Page 65: ...rovides special options to customize and manage your mailbox features menu shown below From the Main Menu Manage Mailbox Change Greeting Change User Options Manage Personal Distribution Lists Manage Guest Mailboxes Manage Personal Folders Return to Main Menu 4576 ...

Page 66: ... controls menu shown below Create or record over a personal greeting Select a personal greeting Review a personal greeting From the Main Menu Manage Mailbox From the Manage Mailbox Menu Change Greeting Select a Personal Greeting Select System Greeting Review selected greeting Record new greeting Review recording Re record Append recording Cancel recording Save recording Return to previous menu Rev...

Page 67: ...nter a number from Your greeting is identified by the number chosen For example you can record a general greeting as greeting 1 then record a greeting for holidays as greeting 2 Later you can choose which one plays You can re record a greeting at any time 3 Press to record the greeting speak slowly and clearly Press when done The following information should be included in your Personal Greeting x...

Page 68: ...ding The greeting is canceled The system returns to the previous menu Save recording Stratagy ES tells you that greeting number has been recorded and returns to the previous menu Again you are given the option to review or record over the greeting you have just recorded 5 Press to return to the previous menu You are given the option to record another greeting 6 Press and select another greeting nu...

Page 69: ...ng when you do not answer or when your telephone is busy Note If you have recorded a busy greeting this greeting does not play when your telephone is busy see Select Busy Greeting on page 63 for details Important The last greeting selected or recorded is the greeting that callers hear as your mailbox greeting or to review the current greeting The current greeting plays 3 Press to return to the pre...

Page 70: ...S prompts you with the Change Greeting Menu options Note Pressing does not affect the current greeting selection or enter a number from then press to review the greeting The greeting plays Stratagy ES prompts you with the Change Greeting Menu options 3 Press to return to the previous menu Stratagy ES returns to the previous menu or to return to the Manage Mailbox Menu The Manage Mailbox Menu plays...

Page 71: ...verify which user options are available to you If the DND Call Screening or busy greeting features do not function after you have enabled them contact your System Administrator These features can only operate if Stratagy ES performs as the Automated Attendant AA and your telephone system or telephone may be performing that function instead From the Main Menu Manage Mailbox From the Manage Mailbox ...

Page 72: ...ES plays the Change User Options Menu 2 Press A prompt verifies the current status On Off of the DND feature Important DND on the Stratagy ES voice processing system is different from the DND features for your telephone system If your telephone comes with a DND button or feature it works independently from this feature on Stratagy ES 3 Optional Press again to reset the feature if required Pressing...

Page 73: ... the week 1 From the Manage Mailbox Menu press Stratagy ES plays the Change User Options Menu 2 Press A prompt verifies the current status On Off of the Call Screening feature 3 Optional Press again to reset the feature if required Pressing toggles the Call Screening feature On and Off 4 Press to return to the Manage Mailbox Menu You can select another user Manage Mailbox option or to return to th...

Page 74: ...Manage Mailbox Menu press Stratagy ES plays the Change User Options Menu 2 Press Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digits For example Stratagy ES might prompt the new security code must have at least 3 digits and 16 maximum digits or the new security code must be exactly 4 digits 3 Enter your new security code Stratagy ES prompts yo...

Page 75: ...eting feature 3 Optional Press again to reset the feature if required Pressing toggles between selecting your custom busy greeting and the system busy greeting Note The custom busy greeting must be recorded before it can be selected see Create or Record Over Busy Greeting on page 64 4 Press to return to the Manage Mailbox Menu You can select another user Manage Mailbox option or to return to the M...

Page 76: ...mailbox by the System Administrator or remain on the line to leave a message Note Depending on the configuration of your telephone and telephone system Stratagy ES may not receive a busy tone when callers reach your extension If Stratagy ES doesn t receive a busy tone your selected personal greeting plays instead If a custom greeting is not recorded the default system busy greeting plays From the ...

Page 77: ...g The complete greeting plays Re record Begin recording at the tone Press when done The system prompts you to record at the beep Append recording Begin recording at the tone Press when done The appended greeting plays after the already recorded portion of the greeting The system prompts you to record at the beep Cancel recording The greeting is canceled The system returns to the previous menu Save...

Page 78: ... Stratagy ES prompts you through the entire recording sequence menu shown below You can re record your name at any time simply by repeating these steps Note Some Stratagy ES systems may not be configured to play your name when you log on to your mailbox From the Change User Options Menu Record your Name Record your name and press when done Review recording Re record Append recording Cancel recordi...

Page 79: ...n done You can re record your name as often as you wish Append recording Press when done You can add a short comment that plays at the end of the recording for example a vacation announcement Cancel recording You can cancel your newly recorded name and extension and return to the previous menu Save recording Stratagy ES confirms that your name has been recorded Stratagy ES returns to the previous ...

Page 80: ...ou of a message These digits could be the number where you can be reached your paging service or the number that displays in a digital pager s LCD screen It depends on how the notification event has been programmed 1 From the Manage Mailbox Menu press Stratagy ES plays the Change User Options Menu 2 Press You are told the number of notification records you have and are prompted to enter the notifi...

Page 81: ...ification template toggle Pressing toggles the notification template between Enable and Disable After pressing a prompt verifies the current status Change notification digits Enter the new notification digits and press Stratagy ES verifies the number entered Save changes Stratagy ES tells you that the notification template changes have been recorded Stratagy ES returns to the previous menu Return ...

Page 82: ...sages that arrive at your mailbox You can also set a time delay if one is needed From the Change User Options Menu Set Automatic Message Copy Copy All Messages Copy Urgent Messages Return to previous menu Enable Disable copy toggle Enter copy Destination Confirm Re enter Cancel and return to previous menu Set Delay Time Set Hour Set Minutes Set Day Save changes and return to previous menu Set copy...

Page 83: ...rgent messages Stratagy ES confirms the automatic message copy for urgent messages is enabled disabled the mailbox where the message will be copied delay time and auto copying starting ending times or to return to previous menu Stratagy ES returns to the previous menu 4 Optional You can select all of the following options in any combination Enable Disable toggle Pressing toggles the message copy f...

Page 84: ...ou have entered the value Stratagy ES saves the entry and returns to the previous menu Set day System prompts for number of days to delay message maximum is 25 days Once you have entered the value Stratagy ES saves the entry and returns to the previous menu Returns to previous menu Saves current entry and returns to the auto copy message Set Copy Start Time Stratagy ES prompts you to enter the tim...

Page 85: ... can select another user Manage Mailbox option or to return to Main Menu You can select another Main Menu option 1 From the Manage Mailbox Menu press Stratagy ES plays the Change User Options Menu 2 Press to Review your Option Settings Stratagy ES verifies the status of your DND Call Screening options and plays your selected busy message and name recording 3 Press to return to the Manage Mailbox M...

Page 86: ...rsonal Distribution Lists Menu shown below you can review the list contents add and delete mailboxes to the list and record a list comment 1 From the Manage Mailbox Menu press Stratagy ES plays the Manage Personal Lists options 2 Select the desired list number 3 After selecting a list you can press Review your current list The system prompts you with the name and extension of each mailbox on the l...

Page 87: ...sion plays The system prompts Deleted Record a list Comment Record your comment Press when done Optional After recording you can press to review recording to rerecord to append the recording to cancel the recording or to save the recording and return to the previous menu When sending a message the comment plays each time the destination list is selected Stratagy ES prompts you to record the commen...

Page 88: ...ilboxes entails creating and deleting guest mailboxes and resetting a guest password menu shown below 1 From the Manage Mailbox Menu press Stratagy ES plays the Manage Guest Mailboxes options 2 Select one of the following Create a Guest Mailbox The system prompts with a Guest Mailbox number Be sure to make a note of the number and the person you assign Delete a Guest Mailbox Stratagy ES prompts yo...

Page 89: ... and Record your Name Note See Access Your Mailbox on page 18 for instructions on accessing the guest mailbox Review your Guest Mailboxes The system lists your Guest Mailbox numbers Reset Guest Password Stratagy ES prompts you to enter the mailbox number Enter the mailbox number Stratagy ES resets the password for the guest mailbox 3 Press to return to the Manage Mailbox Menu You can select anothe...

Page 90: ...atagy ES announces that you have x number of new messages and x number of saved messages When you press from the Play Messages menu to save a message Stratagy ES plays the folder number and the recorded name comment of each of the available folders You are requested to enter a valid folder number where you want the message saved If an invalid number is entered Stratagy ES automatically saves the m...

Page 91: ...tate the folder name and comment slowly and clearly Press when done 4 Optional After recording you can press Review recording The newly recorded folder name comment plays Re record Press when done You can re record the folder name comment as often as you wish Append recording Press when done You can add a short comment that plays at the end of the original comment Cancel recording You can cancel y...

Page 92: ...S User Guide 04 05 5 Press to return to the previous menu Stratagy ES returns to the previous menu or to return to the Manage Mailbox Menu You can select another Manage Mailbox option or to return to the Main Menu You can select another Main Menu option ...

Page 93: ... Forwarding System and Station System Call Forward which is set in Programming automatically directs calls to a predefined location such as Voice Mail Station Call Forward enables you to assign Call Forward destinations for each extension on your phone Each extension can be independently set for a different Call Forward feature You can set a flexible button to perform any Call Forward function Cal...

Page 94: ... the following table Tone means that a confirmation tone plays at that point in the sequence Table 1 Call Forward Procedures Feature Button Sequence Call Forward Station Call Forward Any Call Internal and Incoming Line All Call Press Extension button Tone Destination No Tone Busy Press Extension button Tone Dest No Tone No Answer Press Extension button Tone Dest No Tone Timer Busy No Answer Press ...

Page 95: ...LCD phone if you see a press 6FUROO to display additional messages otherwise go to Step 2 The indicates additional messages The LCD can show up to three station messages for your extension and three for each additional phantom extension that you may have 2 Press 0VJ then lift the handset Your phone rings the extension or voice mail device that sent the indication The LED continues to flash red 3 A...

Page 96: ...ber that has the message light set Then hang up to release your telephone CTX Proprietary Integration If your company s Toshiba Strata CIX CTX phone system has the Proprietary Integration with your Stratagy ES enabled you have two additional features at your disposal Soft Key Control of Voice Mail and Call Record to Voice Mail If you cannot access these features check with your System Administrato...

Page 97: ...ons shown at right See Table 2 on page 86 below for a list of Main Menu soft keys You are then able to perform many of the standard Stratagy ES voice mail functions using the Soft Keys on your phone Play Messages menu example shown at right See Table 3 on page 86 for a list of Soft Keys 5951 Soft Keys Feature Scroll Mode Page 1 NEW 5 SAVED DIRECT SS Soft Keys SYSTEM SD PERSONAL SD EXTERNAL DIR INT...

Page 98: ...gy ES Table 3 Soft Keys for CIX CTX Digital Telephones IPT 2008 SDL DKT 3014 SDL IPT 2010 SD IPT 1020 SD DKT 3007 SD DKT 3020 SD DKT 2010 SD DKT 2020 SD Voice Mail Functions ACCEPT Confirm automatic copy destination ADD ADD ADD Create a Guest Mailbox ADD DESTS Additional Destinations ADD MBX ADD ADD Add a mailbox to the list ALL MSGS Copy All Messages AM AM APPEND APND Append recording AUTO COPY S...

Page 99: ... copy destination DIRECTORY DIR DIR Directory plus name DND DND DND Change Do Not Disturb On Off ENABLE DISABLE Enable Disable x Notification template toggle x Automatic copy END TIME Set copy End Time FOLDERS FLDR New Saved message folder FORWARD FWD FWD Forward the current message FUTURE DLVR Set Future Delivery Future Delivery Review GO FORWARD Go forward advance GUEST MBXES GST GST Manage Gues...

Page 100: ...livery Review NEXT NAME NEXT NEXT Play next name PAUSE PAUS PAUS Pause recording PAUSE PLAY Pause playback PER DST LST LIST LIST Manage Personal Distribution Lists PERSONAL LIST LIST LIST Personal distribution list 1 25 PM PM PREVIOUS Play the Previous message PREV MENU PREV Return to previous menu REC COMMENT COMM COMM Record a list Comment RECORD REC REC Record REENTER Re enter automatic copy de...

Page 101: ... message Future Delivery Review SECURITY COD CODE CODE Change Security Code SELECT NAME PICK PICK Select name SEND MSG SEND SEND Send and Return to Main menu SET DAY Set the Day 1 31 SET HOUR Set the Hour 1 12 SET MINUTES Set the Minutes 0 59 SET MONTH Set up Month 1 12 SET YEAR Set up Year last two digits SPCL FUNCT SPCL Special Functions SND ALL FAX FAXN Send All Fax in folder to fax dev SND THS...

Page 102: ...may be your personal mailbox Note Ask your System Administrator which method you need to use when recording a call This feature requires the presence of a 5HFRUG and a 36 5 6 Pause Resume button on your telephone Feature codes are not available Important Stratagy ES mailboxes have a definable limit on the length one message can be If you plan on doing lengthy recordings using this feature see your...

Page 103: ...rts and the Record LED changes to the in use interval flash rate You are now recording or if you want to record this call to another mailbox enter the mailbox number usually the extension number Finish by pressing The Record LED flashes rapidly and there is approximately a one second interval in extreme busy conditions up to five seconds before the recording starts and the Record LED changes to th...

Page 104: ...er the desired mailbox number after being connected to the voice mail system To transfer a call directly to Voice Mail VM 1 While on a call press QI 7UQ You hear feature dial tone 2 Press LUHFW 7UDQVIHU WR 90 or enter You hear entry tone 3 Enter the VM mailbox number usually the same as the extension number then press The call transfers immediately and your extension becomes idle The transferred p...

Page 105: ...rd drive send it to another Stratagy ES user s mailbox or transmit it to a remote facsimile device using the fax ports of the Stratagy ES Notes The ability of sending faxes through the Stratagy ES requires the server be updated with the optional Fax Server Feature Group Check with your System Administrator to find out if your system is configured for the Fax Server Feature Group This printer drive...

Page 106: ...ure Personalize Fax Printer Driver Note To use this printer driver you must first load the Stratagy ES Fax Printer Driver on your computer See your System Administrator for details 1 From Windows select Start Settings then Control Panel 2 From the Control Panel screen select SES FaxClient 5621 5622 ...

Page 107: ...e the computer name or IP address for the Stratagy ES Check with your System Administrator for this information 4 Click on Login tab 5 Fill in the following fields on the screen Mailbox Id Type your mailbox number in the Stratagy ES SAC Type your mailbox s security code Verify SAC For verification type your mailbox s security code again 5623 ...

Page 108: ...k whether or not you want to type your mailbox number and security code each time you use the Stratagy ES Fax Printer Driver 6 Click the Cover Page tab 7 Fill in the Name Company Phone Fax and E mail fields This information becomes the From data on the cover page each time you send a fax using the Stratagy ES Fax Printer Driver 6590 ...

Page 109: ...age field needs to define the location of the template file being used for the cover page Note If a custom cover page is desired see your System Administrator for details 1 With the document displayed on your PC s monitor select the Print option from the File menu 2 From the Name field s drop down menu select StratagyES Fax 5625 ...

Page 110: ... screen when you configured the fax printer driver this screen does not display See Step 5 on page 95 for details 4 Type your mailbox number and security code in the fields provided Note This is a security feature to prevent unauthorized use of Stratagy ES fax features Once authorization has been satisfied the SES Fax Client window displays see SES Fax Client Screen on page 99 5822 ...

Page 111: ...ient screen shown below enables you to create and send a fax using Stratagy ES Using the fields on this screen you can address the fax destination fax number add a cover page or a note to the fax and enter destination information name company fax phone e mail that will appear on the top of the cover page 6585 ...

Page 112: ...le or to peruse the Stratagy ES user directory for a destination mailbox number Add Adds the defined destination to the list for distribution Remove Removes the highlighted destination from the list Add List Enables you to select a previously created list to the distribution Save List Saves the currently defined list entries as a distribution list Add Cover Page Provides the bottom portion of the ...

Page 113: ...ser Guide 04 05 101 Schedule Fax for Future Delivery 1 After filling out the SES Fax Client screen click Schedule The Schedule Fax screen displays shown right 2 Using the drop down menu select the date 3 Using the scroll buttons set the time of day 4 Click Send 6586 ...

Page 114: ...Fax Printer Driver Schedule Fax for Future Delivery 102 Stratagy ES User Guide 04 05 ...

Page 115: ...g tasks Reach a destination by saying the user s name Log into your mailbox by saying a login command Send a message by saying send message or quick message A typical company instructional greeting when you reach your company s main phone number would be Thank you for calling ABC Corporation Please say the full name of the person you wish to reach or enter the extension number You can also say sen...

Page 116: ...cannot identify the spoken name it prompts you to spell the first and last name If Stratagy ES recognizes the name it transfers your call to the user s mailbox or if Stratagy ES cannot make a match it transfers your call to the company operator Note At any time during these steps you can say operator help and reach the company operator Access Your Mailbox After listening to your company s instruct...

Page 117: ... Stratagy ES prompts you to speak the name of the user for whom you want to leave a message Stratagy ES identifies the name and transfers your call to the user s mailbox where you can leave the message or if Stratagy ES does not recognize the name it follows the same steps as in the Reach Destination procedure except it does not transfer you to an operator as a final solution Instead Stratagy ES r...

Page 118: ...Automatic Speech Recognition Send a Message 106 Stratagy ES User Guide 04 05 ...

Page 119: ...h Stratagy ES UM using Outlook Integration It also includes instructions on how to configure your computer and Microsoft s Outlook to integrate with the Stratagy ES and how to set up the different options for voice message playback and management Stratagy ES can integrate with Outlook e mail client to provide innovative UM functions This integration enables you to play your voice messages over you...

Page 120: ... you select a message from the Microsoft Outlook Inbox window Using the toolbar buttons and slides on the Message window you can perform all the necessary functions to play send forward or reply to a message or view a fax Figure 2 Stratagy ES Message Window Voice Reply Voice Forward Playback Slide Multimedia Buttons Standard Outlook Toolbar Telephone Playback Fax Viewer Configure Stratagy Voice Ma...

Page 121: ...Clicking on it directs Stratagy ES to call your telephone to start the play or record process Note While Stratagy ES is processing the call to your telephone the icon displays an off hook receiver Fax Viewer Displays when the message contains a fax When you click on this button Outlook launches your computer s designated application for viewing the Tagged Image File Format TIFF files Note If your ...

Page 122: ...e Microsoft Outlook Inbox screen shown at right select Tools then Synchronize Stratagy Address Book Stratagy ES updates the address book with the most current mailbox list Update Stratagy ES Address Book Automatically The Stratagy ES Address book can be automatically updated with the Stratagy ES at regular intervals set number of days See Step 9 on page 113 for instructions on setting the feature ...

Page 123: ...ystem to play voice messages through speakers and determine how your Stratagy ES messages are managed within Outlook 2 From the Media Setting tab screen select PC Speaker Microphone or Telephone handset as your choice for playing and recording your messages PC Speaker Microphone The messages play over your PC s speaker microphone Telephone handset If you choose Telephone handset you need to enter ...

Page 124: ...ded to Outlook Important If you choose to have messages deleted from the Stratagy ES mailbox the only copy of these messages that will be left will be on your computer 4 Click OK and a dialog box informs you that the changes will be applied next time you open the message Click OK again then User Information tab The User Information screen displays shown right 5 In the Mailbox number field type the...

Page 125: ...assword for the TTS e mail feature to function 9 In the Synchronize StratagyES Address Book every ___ Days field type the interval number of days you wish to have Outlook synchronize with the Stratagy ES for the latest directory updates After the specified amount of days an automatic synchronization takes place To disable automatic synchronization type zero for the number of days 10 Click Apply St...

Page 126: ...t deleted from the Outlook screen If you click on the screen listing you are alerted that the message has already been deleted by telephone You must now delete it from the Outlook screen Voice Mail Options UM voice mail option enables you to Play a voice message Reply to a voice message Forward a voice message Send a voice message Play Voice Message From the Stratagy Voice and Fax Message screen c...

Page 127: ...h the address of the original sender shown right 2 Click Record see Figure 3 on the multimedia bar 3 Speak your message clearly into the microphone 4 Click Stop on the multimedia bar 5 Click Send on the toolbar The Reply Message window closes The Outlook Inbox remains on the screen 6 Optional From the Outlook Inbox screen type a brief note into the Comments field about the voice message so you wil...

Page 128: ...n list select the Stratagy ES Address Book 4 Select a name or names from the address book Click OK The screen in Step 1 above displays with the To field filled in with your destination s 5 Optional To record a comment to go along with the forwarded message click Record on the multimedia bar 6 Speak your message clearly into the microphone When finished click End Recording on the Standard Outlook T...

Page 129: ...e displays with the To field filled in with your destination s 5 Click Record see Figure 3 on the multimedia bar 6 Speak your message clearly into the microphone 7 Click Stop 8 Click Send The Message window closes The Outlook Inbox is still displayed View Fax UM enables you to view a fax message From the Stratagy Voice and Fax Message screen click Fax Viewer see Figure 2 on page 108 The Stratagy E...

Page 130: ...Unified Messaging UM with Outlook Integration View Fax 118 Stratagy ES User Guide 04 05 ...

Page 131: ...provides instructions on how to configure your computer to properly record wav files in the correct format to send into Stratagy ES as voice messages Note This process is only necessary if your computer is configured to use Unified Messaging with Internet Protocol IP Standard Integration ...

Page 132: ...ng the setup procedure the TAIS Audio Codec must be installed on your PC Check Codec is Installed on PC 1 Click Start Settings Control Panel Sounds and Multimedia Hardware tab shown right 2 Confirm if the Stratagy ES Audio Codec is present If it is present continue with this setup If it is not contact your System Administrator to have the Codec installed on your PC 5950 ...

Page 133: ...ound Selection screen displays shown right Note In Windows 2000 you can access the Sound Selection screen directly by selecting Start Programs Accessories Entertainment Sound Recorder File Properties Convert Now 3 From the Sound Selection screen select Toshiba ADPCM from the Format field s drop down menu this value is only present if the TAIS Audio Codec has been properly installed 4 From the Attr...

Page 134: ...rm this function provided that the software provides a way to set the recording compression rate To use Microsoft Sound Recorder perform the following 1 From the Start Menu select Programs Accessories either Multimedia Windows NT or Entertainment Windows 98 Windows 2000 Sound Recorder 2 Click Record red button and record your message through the multimedia microphone connected to your PC 3 When fi...

Page 135: ...wn right 2 Make sure that the address for the message is correct The addressing convention for sending voice messages into a Stratagy ES is defined as target mailbox number system computer name domain Note As a quick tip every time you get a Stratagy ES voice message from a Stratagy ES voice mail user add that address to your personal address book If other Stratagy ES mailbox addresses are entered...

Page 136: ...Unified Messaging with IP Integration Send WAV File as Voice Message 124 Stratagy ES User Guide 04 05 ...

Page 137: ...y required if you have TTS Privileges and you use Unified Messaging with the Internet Protocol IP Standard Integration Please contact your System Administrator to confirm your mailbox privileges To update the Stratagy ES with your e mail password the Stratagy ES Remote User Password Administration applet must be installed on the your computer Without the password the TTS e mail feature does not wo...

Page 138: ...displays shown right 3 Enter the Stratagy ES mailbox number for the user 4 Enter that mailbox s security code 5 Enter the password that you enter to log into your e mail service 6 Enter the computer name or IP address of the host Stratagy ES system on the local network Your System Administrator should have this information 7 Enter the computer name or IP address of the host SMTP server on the loca...

Page 139: ...aller s knowledge the system relays that information to you You can decide to receive the call let the call forward to your mailbox or transfer the call to another extension with or without announcement Caller Someone who calls into the Stratagy ES system A caller can obtain information leave a message for someone and or provide information Called Party The telephone user the caller reached See Us...

Page 140: ...rom oldest to newest Future Delivery With future delivery you can arrange for your message to be delivered at a specific time and date in the future Once you send the message you can use the Play Messages Future Delivery Review option to review continue to send or delete the message Guest Mailbox Guest mailboxes provide limited access to the Stratagy ES system for temporary and project oriented em...

Page 141: ...create modify up to seven personal destination distribution lists and list comments for identification When sending messages you can select a mailbox number personal distribution list system distribution list and or the directory as the destination Private Messages You can mark a message private meaning the message cannot be forwarded by the recipient to another user The recipient is told the mess...

Page 142: ...tory as the destination CTX Proprietary Integration Proprietary integration between Strata CIX CTX phone system and Stratagy ES voice mail Provides a Soft Key Control of Voice Mail feature that enables the user to perform many of the standard functions using soft keys on the Strata 3000 2000 series digital telephones Urgent Messages Messages are stamped Urgent by the sender and by default are play...

Page 143: ...nt message 28 35 reply 28 save 27 34 busy greeting 10 record 65 select 63 buttons extension vi C call forward system 81 call record 90 call screening 61 change greeting 54 security code 22 62 user options 59 continuous delete 31 play 32 copy automatic message 70 CTX Proprietary Integration 84 130 D date time of message 30 delete messages 28 34 destination additional users 42 45 47 directory 13 41 ...

Page 144: ...view 30 setting 42 47 49 G getting started 17 greeting busy 10 65 change 54 personal 10 change your selection 57 create 55 record over 55 review greeting 58 sample 21 55 system 10 guest mailboxes manage 76 use 77 L lists personal distribution 41 44 M mailbox 19 40 43 access 18 exit 22 manage options 53 personalize 4 security code 22 manage guest mailboxes 76 mailbox 53 personal folders 78 menu mai...

Page 145: ... request 11 48 review recording 42 47 save 27 34 saved message folder 6 7 32 send 37 special delivery options 11 types 8 urgent 11 48 Msg button LED 83 multiple destinations 41 44 N name recording 20 66 new saved messages 5 32 notification 68 P pause resume playback 25 27 44 46 pause resume recording 38 41 personal distribution list 41 44 folders 78 greeting 10 change your selection 57 create 55 r...

Page 146: ... 48 return receipt request 48 urgent 48 special functions 29 48 continuous delete 31 continuous play 32 date time 30 future delivery review 30 immediate print all faxes 29 immediate print current fax 29 new saved folder 32 send fax 29 Strata 3000 2000 digital phones 84 Strata CIX CTX 84 system greeting 10 T text to speech 33 tutorial 17 Stratagy ES Advisor viii U unified messaging 107 address book...

Page 147: ...av file 122 send wav file 123 urgent messages 11 48 user options automatic message copy 70 busy greeting 14 65 call screening 14 61 change 59 do not disturb 14 60 message notification selection 14 68 security code 62 user prompts 15 user tutorial 17 V voice mail conference 92 volume control 25 27 ...

Page 148: ...Index V V 136 Stratagy ES User Guide 04 05 ...

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