DEFINITY/SYSTEM 75/SYSTEM 85 INTUITY AUDIX 4 User's Guide 1
Copyright ©1999 Lucent Technologies All Rights Reserved Printed in USA Notice While reasonable efforts were made to ensure that the information contained in the database used to create this document was complete and accurate, Lucent Technologies cannot assume responsibility for any errors. Changes and/or corrections to the information contained in the Guide Builder software may be incorporated into the data of future issues.
Welcome With the INTUITY™ AUDIX® messaging system, you have the following capabilities using your telephone: Voice Mail You can record voice messages in advance and send them to the mailboxes of other users without actually calling their telephones. Other users also can record and send voice mail messages directly to your mailbox. When convenient, you can access your mailbox to get those messages. Call Answering The system answers calls when you can't. Callers may then leave messages in your "mailbox.
INTUITY Message Manager INTUITY Message Manager is a Windows™-based interface to AUDIX that runs on your P.C.
NOTE: Change your default password to a new password as soon as possible. See "Change Your Password". Get Around in Your Mailbox When you call your mailbox and login, you reach the Main Menu. The Main Menu is also referred to as the Activity Menu. Main Menu Options 1 Record and send messages Create, address, and select delivery options for mail messages. 2 Get messages Listen to, respond to, print, and delete messages. 3 Create greetings Create, change, and activate personal greetings.
Basic Commands * 4 (or * H ) Help * 7 (or * R ) Return to Main Menu * 9 (or * W ) Wait * * 6 (or * * N ) Look up number/name * * 9 (or * * X ) Exit system *0 * 3 (or * D ) Transfer call to operator Delete * * 8 (or * * U ) Undelete * * 4 (or * * H ) Hold message in category * 8 (or * T ) Transfer out * * 7 (or * * R ) Log in again Use while listening to messages 9 Increase speed 8 Decrease speed 4 Increase volume 7 Decrease volume 6 Skip forward 5 Skip backward *6 Skip to ne
SECURITY ALERT: Don't use a password that uses: • Ascending or descending digits (for example, 1234 or 4321) • The same digits (for example 0000) • Digits matching your name or initials (for example, 5646 for John) • The current year (for example, 1996) • The same number as your extension (for example, extension 3455, password 3455) • A reverse extension (for example, extension 3455, password 5543) • Numbers that identify you, such as your social security number, employee ID, room number, or de
Log into mailbox Personal options Record name Playback Record name Stop Initial login to mailbox Approve Re-record 4namerec LJK 032696 Record Your Name Record a Greeting for Callers When you don't answer your telephone, the system works just like an answering machine. The system sends the call to your mailbox. Then, the caller either hears a system greeting or a greeting you've recorded. You can record and store several personal greetings, each for a specific situation.
Stop/ continue recording Personal greeting administration Listen to greeting Delete If greeting not recorded Record greeting Record Greeting greeting number Scan greetings Activate greeting Playback Approve Review status If greeting recorded Not active Active Play Re-record Activate previously recorded greetings Delete Approve 4pgchrec LJK 032696 Record Basic Greeting Recording a Special Greeting for Voice/Fax Messages Your greeting can briefly tell callers how to send a fax to your mailbox num
NOTE: A personal fax extension does not accept voice messages. To leave a voice-fax message, callers must call your normal extension. Get Messages You've Received You can listen to: • Message headers, which tell you: * Message type(s) -- voice, fax, text, and/or binary file * Who sent the message * When the message was sent and how big it is • Voice messages • Email messages. See "How the System Interprets Text/Email".
6 Skip forward 5 Skip backward *6 Skip to next message component *5 Skip to previous message component Responding to a Message 3. (Optional): Press 1, and one of the following: 0 Call the sender. In this case, you exit your mailbox. 1 Reply to the sender by voice mail. 2 Forward with comment at the beginning. 3 Forward with comment at the end. 4 Record and address a new message. If you press any key other than 0, continue with Steps a, b, and c. a.
+ Tips Your mailbox keeps incoming messages until you delete them or until the system deletes them automatically. Because space is limited, it is wise to review and delete messages regularly. Get and Respond to Messages Handling a Call When You Hear Fax Tones You may answer your phone and hear fax tones. Fax tones indicate someone's trying to send you a fax. In this case, you must manually transfer the call to your mailbox.
2. Enter the Transfer into Mailbox code. 3. Press TRANSFER again. This action sends the fax call to your mailbox. Option Two ____ 1. Press TRANSFER on your telephone. 2. Enter the Transfer into Mailbox code. 3. Enter your mailbox extension when prompted. 4. Press TRANSFER again. This action sends the fax call to your mailbox. Printing Fax/Text/Email Messages To print a fax, email, or text message: 1. Press 2 from the Main Menu. 2. Listen to the message header. 3.
extension 5679) An external local telephone call 3 5 ( F L for fax local) 8 digits (for example, 9 555 3201) A long-distance telephone call 3 5 5 ( F L D for fax long distance) 10 digits (for example, 9 303 555 3201) Printing All New Faxes at Once See "Scan/Print Messages Quickly" later in this book. Downloading a Fax or Email to a Modem-Equipped Computer Downloading faxes or email to a modem-equipped PC or laptop is similar to printing from a fax machine with a handset.
• You can send a fax to your own mailbox and forward the fax (forwarding requires that you attach a voice comment). Sending a Voice or Voice-Fax Message NOTE: This procedure says to record the message, then address it. For an alternative sequence, see "Addressing a Message Before Recording It" later in this book. 1. Press 1 from the Main Menu. 2. Record your voice message at the tone. (Optional): To edit, press one of the following: 1 Pause. Press 1 again to continue recording. 23 Play back.
b. Press START on the fax machine. NOTE: The button on your fax machine may be labeled something other than START. Common alternates are send, transmit, and CONNECT.
NOTE: The button on your fax machine may be labeled something other than START. Common alternates are SEND, TRANSMIT, and CONNECT. Sending a Voice-Fax Message by Forwarding a Fax You can send a fax to your own mailbox and then forward the fax. However, you must always attach a voice message when you forward a fax. 1. From any fax machine, send a fax to your own mailbox. 2. Log into your mailbox. 3. Press 2 from the Main Menu. Listen to your message headers. 4.
9. (Optional): To attach a fax, press 5. 10. Press # to send. Or, enter other options, and press # to send. See "Enhanced Delivery Options" later in this book. 11. If attaching a fax, do the following: a. Load the document into the fax machine. b. Press START on the fax machine. NOTE: The button on your fax machine may be labeled something other than START. Common alternates are SEND, TRANSMIT, and CONNECT.
Log into mailbox Approve Options Create a message Address the message If attaching a fax, press START on fax machine and hang up Private Priority Enter Schedule Enter delivery Hour Minutes A.M. : Enter File a copy Deliver at next occurrence Enter Month Day P.M. Delete Approve Attach a fax 4delschd CJL 032796 Enhanced Call Delivery Leave a Message When a User Doesn't Answer If you call a user who doesn't answer, your call goes to the user's mailbox.
b. Press START on the fax machine. Before or after leaving a message, you can: • Transfer to another extension: a. Press * T ( * 8 ). b. Enter the extension. c. Press #. NOTE: If you record a message and either hang up or go to another option, the system automatically delivers your message to the person you are calling. To prevent delivery of your message, you must delete it with * D ( * 3 ).
For example: When the fax-print prefix is 329 (fax) and the fax machine extension is 12345, enter 32912345. NOTE: You must enter a fax print prefix. Attach this prefix to the front of the extension or telephone number of the fax machine. You must also use the correct number of digits in the phone number or extension of the fax machine. 4. Press # to approve. 5. Optional. Press: 6. 9(Y) Turn on autoprint.
4. 1 Make the list private. 2 Make the list public. Enter an address and press #. If the user is in a different location, you may need to add a prefix to the extension. NOTE: When including email-only users, be sure you are in name-addressing mode. You may need to press * 2 ( * A ) to change addressing modes. 5. Repeat Step 4 until the list is complete. 6. Press # to approve. + Tips When creating a list, you can also include an existing list by entering * L ( * 5 ) at step 4.
Log into mailbox Private Create list Enter List ID Public Approve Enter Extension Enter Name Personal options admin. List admin.
2. Listen to the list summary. 3. Press any of the following: # *D(*3) 0 Skip to next list. Delete the entire list. Review/modify list members. See "Reviewing and Modifying a List" Reviewing and Modifying a List 1. Press 5 1 3 from the Main Menu. 2. Enter the list owner's extension and press #. (If you own the list, only press #.) 3. Enter the list ID and press #. 4. Listen to the first name, then press any of the following: # *D(*3) Delete the name. 2 Repeat the name.
NOTE: The system still plays priority messages first, regardless of their primary medium. Setting the Preferred Medium 1. Press 5 8 to access the preferred media list. 2. Press: 0 No preferred media (keep a chronological order) 1 Voice 2 Fax 3 Text 4 Binary files *7(*R) Return to Main Menu Create and Use Multiple Personal Greetings After you have recorded several personal greetings, you may want to assign those greetings to specific types of incoming calls.
Defining Call Types the First Time 1. Press 3 4 from the Main Menu. 2. Press one of the following: 3. 1 Differentiate internal/external calls. 2 Differentiate busy/no-answer calls. Press one of the following: 3 Differentiate out-of-hours calls. 4 Make no distinction between prime time and out-of-hours calls. Changing Call Types 1. Press 3 4 from the Main Menu. 2. Press any of the following: 3. 1 Differentiate internal/external calls. 2 Differentiate busy/no-answer calls.
NOTE: To set up different greetings strictly for prime-time and out-of hours calls, you must assign the same greeting to the two prime-time call types (internal/external or busy/noanswer ) and a second greeting for out-of-hours calls. Activating Previously Recorded Greetings 1. Press 3 3 from the Main Menu. 2. Enter the greeting number. 3. Listen to the prompts for instructions on activating call types. Scanning All Greetings 1. Press 3 2 from the Main Menu. 2.
DEF 3 Create Personal Greetings Listen to greetings Oper 0 Change or create greetings 1 Enter greeting number and speak new greeting Stop/continue Play back Delete Approve/save 1 23 3 or D # Use 1 for all calls Scan greetings If call types have been administered ABC 2 Activate greetings DEF 3 Administer call types GHI 4 Enter greeting number If call types have been administered Use for each call type Use for internal or busy Use for external or no answer Use for Out-of-Hours Approve Diff
Undeliverable Can't be delivered, usually because the recipient's mailbox is full. You can listen to, re-address, and rerecord the message. Filed Copies and saves the outgoing message to re-send and/or modify. You can check the status of outgoing messages. Or you can select, modify, and resend them. Checking the Status of Messages You've Sent To check the status of outgoing messages: 1. Press 4 from the Main Menu. 2. Listen to the first category and message header. 3.
Resending a Message 5. For filed and undeliverable messages: a. Enter address(es) or list via * L ( * 5 ). b. Press # # to approve and send immediately, or enter delivery options and press #. For undelivered messages: a. Enter additional addresses and press #. b. Press * 1 to review and edit original addresses. c. Change delivery times or options.
Create a Personal Directory You can create a personal directory of abbreviated names (aliases) for frequently used addresses. It's essentially a sophisticated speed-dialing feature. NOTE: You must be addressing by name * A ( * 2 ) to use an alias as an address. Creating and Appending a Directory 1. Press 5 2 1 from the Main Menu. 2. Enter an address and press #. You can enter most addresses in your personal directory using name or number addressing.
# *D(*3) • 3. Skip to the next alias. Delete. 22 Return to the previous alias. ## Stop reviewing. 3 to review specific aliases: a. Enter an alias to review and press #. b. Listen to the corresponding address. c. Press * D ( * 3 ) to delete. d. Repeat for more aliases. e. Press * # to stop reviewing. Press * R ( * 7 ) to return to the Main Menu. + Tips The system refers to your personal directory automatically each time you enter a name address.
+ Tips The extension you hear associated with a name is not always the entire address. Add the appropriate prefix numbers for users on remote systems. Scan/Print Messages Quickly The autoscan option lets you get messages automatically with just 2 button presses. Autoscan is useful for car telephone users because it requires fewer button presses. The autoscan option also lets you print all new faxes and text messages. 1. 2. Press 7 from the Main Menu, then press: 1 Scan headers and messages.
How the System Interprets Text/Email Your system changes text messages and email into speech so you can listen to it. The system follows certain rules to make these changes. Therefore, some parts of a text message or email message may sound odd because of the way the system interprets it. The following list explains what things might sound odd. Acronyms and abbreviations that use capital letters The system normally pronounces words exactly as they are spelled. The system also pronounces acronyms as words.
Fractions and Decimals The system recognizes a slash (/) with a number before and after it as a fraction. For example, for 1/3, the system says "one third." The system also recognizes decimal points. For example, for 2.50, the system says "two point five zero.
Other special characters • greater than and less than (<>) as "less than sign greater than sign" • less than and equals (<=) as "less than sign equals sign" • greater than and equals (<=) as "greater than sign equals sign" • circumflex (^) as "circumflex" • asterisk (*) as "asterisk" • as "less than sign grin greater than sign" The system ignores all other special characters.
Setting Up Outcalling "Outcalling Operations" shows all of the steps that a subscriber may need to perform to set up outcalling for his/her mailbox. Change number New number Log into mailbox Any time Schedule Prime time Outcalling Enter a.m. Specify Start time: time Hour Minutes : Help Restrictions Turn off Listen to restrictions Turn on Enter p.m. Enter a.m. Enter p.m.
• Include a pound sign at the beginning of the number Enter #. Include a pound sign other than at the beginning of the number. Enter * #. In this case, the system recognizes * as a marker to include #, not as a 1.5 second pause. For example, for the system to reach your pager with an outcall, it may need to dial a 9, wait 1.5 seconds, dial a seven-digit number, then dial # and a three-digit number, followed by a pound.
NOTE: The language that is active for the system determines how dates and times are entered. The sequence shown in this procedure may vary from language to language. Turning Outcalling On/Off The system saves your outcalling number even when you turn off outcalling. When you turn on outcalling again, you can use the original number and schedule you set without re-entering the number. After logging in, press 6 to select outcalling administration.
You hear the prompt, "Address before record turned on/off." 4. Press 1 to change the setting. Personal options administration Addressing options Turn address-before-record off/on Log into mailbox 4off-on CJL 032696 Changing the Addressing Sequence Addressing a Message Before Recording It The way you record and send a message with addressing before record is shown in "Sending a Message with Address Before Record".
You create and send a broadcast message normally, except that you don't address it. Instead, you simply mark the message as a broadcast. NOTE: You can't send a broadcast message to users at other locations. Sending a Broadcast Message To send a broadcast message: 1. Log into your mailbox. 2. Press 1 or 4 to record or review a message. 3. Record, edit, and address a message. See "Record and Send Messages". 4. Press 8 to mark the message as broadcast. 5. Optional.
+ Tips Message notification turns on users' message waiting lamps when the message arrives. Turn on message notification only in emergencies. The system slows down greatly if many users try to get a broadcast message simultaneously. With a two-day default expiration, users can get the message for up to three days (the day you send it and the next two days). Then the message can no longer be accessed. "Broadcast Message Operation" shows the steps to send a broadcast message.
• They aren't put in users' mailboxes. Users can't delete, save, replay, or forward login announcements. Thus, the only way to replay login announcements is to log in again. • Only one can be active at one time. • You can send them to users at other locations, but they are delivered as normal messages. • They don't activate outcalling. • They don't show up on a TTY, and a deaf or hearing-impaired user who uses only TTY for messaging will not see them.
b. # 7. Press # to save the expiration date or press 2 again to start over. Approve broadcast options. Press # to approve your message status and return to the Main Menu. "Login Announcement Operation" shows the steps necessary to send a login announcement.
Leaving a Guest Password Message To leave a message using the guest password: 1. Dial the system number using a touch-tone telephone. 2. Enter the extension of the user for whom you wish to leave a message, and press #. 3. Enter the system-wide guest password and press #. 4. Leave a message for the user. Once connected to a user's mailbox, you can use the normal edit and review commands. "Guest Password Operation" shows the steps necessary to leave a message with a guest password.
telephone system, dial the complete system number, including local prefix and the area code if long distance, then enter your extension and password. Dial through If you know which buttons to push, push them without waiting for the system to respond. NOTE: You can't dial through error beeps and important system messages. For Help, press * H ( * 4 ). The system states your current options or the next step.
___ Press TRANSFER on your phone, enter the Transfer into Mailbox code, and press TRANSFER again. This action sends the fax call to your mailbox. ___ Press TRANSFER on your phone, enter the Transfer into Mailbox code, enter your mailbox extension when prompted, and press TRANSFER again. This action sends the fax call to your mailbox. Print faxes automatically as they arrive in your mailbox Turn on autoprint to print faxes automatically as they arrive in your mailbox.
Leave a voice-fax message From a fax machine, call a user's phone number. When the user doesn't answer, record your voice message in the user's mailbox. Then load your fax in the fax machine and press START. The fax is attached to your voice message. Mailing Messages Make messages priority When you want someone to listen to your message right away, send it as a priority message. Make messages private When you want to prevent another user from forwarding a message you send, make it private.
call your mailbox from a phone attached to a fax machine. Next, record and address your message, press 5, #, and START on the fax machine, and hang up. Address a message before recording it Address messages before recording them. To turn on this option, press 5 6 from the Main Menu. Send messages to system enhanced lists Address and send a message to a large mailing list that may contain up to 1500 users. Your administrator creates these special lists.
delivered, normally because the intended user's mailbox is full. You can listen to, re-address, and rerecord these messages. Filed - Copies of outgoing messages that you've saved to re-send and/or modify. Multimedia message A message that contains two or more components of different media -- voice, fax, text, or binary file. Header A summary of an incoming voice, fax, text, or multimedia message (equivalent to a return address and postmark on a letter).
Powerpoint document. Preferred medium The message medium you want to get first when you access messages. Thus, if you specify faxes as your preferred medium, you get all new faxes before any new voice messages, text messages, or binary files. You also get all old faxes before any old messages in other media. The preferred medium you set also applies to multimedia messages whose primary medium matches the one you set. For example, say that a new voice/fax/text message arrives in your mailbox.
