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Mitel Networks Speech Server

44

Using Your PC for Voice Messages

If you install the Mitel Networks™ Speech Server Multimedia Outlook Plug-in, you will be able
to use Microsoft Outlook to manage your voice mails. You can use your PC speakers or a
phone to listen to your voice messages and use Microsoft Outlook to reply and forward your
messages with a personal voice message.

Installing the Multimedia Outlook Plug-in

Your administrator will e-mail you

•

The location of the setup.exe file

•

The Speech Server platform name or address

To install the Multimedia Outlook Plug-in, you must have local administrator rights on the PC.

To install the Multimedia Outlook Plug-in

1. Close Microsoft Outlook if you have it open. If you have the Multimedia Outlook Plug-in

previously installed, remove the application with Add /Remove Programs in Control Panel.

2. Double-click on the setup.exe file for the Multimedia Outlook Plug-in. The welcome win-

dow, Multimedia Outlook Plug-in Setup, opens. Click OK if you are asked to remove
the existing application.

3. Click Next.The Select Installation Language window opens.

4. Select the language, English or French for the installation instructions and for the Multi-

media Outlook Plug-in.

5. Click Next.The User Settings window opens.

6. Enter the Speech Server platform name or address, and click Next. The Choose

Destination Location window opens.

7. Click Next to accept the default setting for the location or click Browse to place the files

in another location.

Note: To create voice mails in Microsoft Outlook, you must have a microphone connected
to your PC.

Note: The Multimedia Outlook Plug-in requires Microsoft Outlook 2000 or Microsoft®
Outlook XP and a microphone for creating voice mails. The plug-in works in the Microsoft®
Windows 98, Microsoft® Windows 2000, Microsoft® Windows NT, or Windows XP
operating systems. For Windows NT, users must have NT4 SP4, or greater. PC Sound
cards and PC speakers are optional.

Содержание Speech Server

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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