ATTENDANT / UNIFIED MESSAGING USER GUIDE
NOTICE THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY. The information contained in this document is believed by Mitel Networks to be accurate as of the date of its publication and is subject to change without notice. Mitel Networks assumes no responsibility for any errors or omissions in this document and shall have no obligation to you as a result of having made this document available to you or as a result of the information it contains.
Table of Contents Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Purpose of this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About Mitel Networks™ Speech Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Benefits of the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mitel Networks Speech Server Delivering Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Making and Delivering a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Playing a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Getting Started Purpose of this Guide This guide provides procedures for managing calls, messages, tasks, meetings, and appointments on the Mitel Networks™ Speech Server system with the Unified Messaging option. About Mitel Networks Speech Server Mitel Networks Speech Server provides auto-attendant functionality with unified messaging. • The auto-attendant guides you with prompts and responds to your spoken commands to direct your calls.
Mitel Networks Speech Server Benefits of the System You can • Place calls to any number in the Company Directory with a name, extension, or department name, 24 hours a day from any phone. • Place calls by name to your frequently-called numbers in your Personal Directory. • Access the system from your home or cellular phone and use voice commands to place calls to numbers that are programmed in your Personal or Company Directory.
Mitel Networks Speech Server List of Features The Speech Server - Unified Messaging system can provide the following features: • Call by name • Call by department • Call by number • Multi-level 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 Integration • Calendar management with your phone • Task management
Mitel Networks Speech Server Enrolling on the System The first time that you log in, the system will guide you through enrollment. After you have enrolled, you can begin using your Personal Directory.
Mitel Networks Speech Server Logging In To log in from an extension with automatic login • Dial the Speech Server extension number. You receive immediate access to the Company Directory and to your Personal Directory. You can say "Messenger," "Calendar," "Task Manager," or "User Options" to access the other system features. Two types of automatic logins exist so you can choose the level of security that you want. You may want a security check before accessing your messages.
Mitel Networks Speech Server Recording Your Primary Greeting To record your primary greeting 1. Dial the Speech Server extension number. Login if necessary. 2. Say “User Options” and then “Record my primary greeting.” 3. When prompted, say your greeting, and then press the # key after completing the recording. 4. After hearing the recorded greeting, say “Yes” or “No” to accept or reject the greeting. If necessary, re-record your greeting until you are satisfied.
Mitel Networks Speech Server Setting Your Personal Preferences Program your personal preferences with your Personal Web Page. Your personal Profile Settings show your personal directory and let you • Program your phone numbers (cellular phone, home, fax, pager number, or voice mail) Note: The programming of a voice mail number in the Personal Web Page is for a user that does not have access to unified messaging. Users with unified messaging have their voice mail number programmed in another server.
Mitel Networks Speech Server Accessing your Personal Web Page To access your Personal Web Page 1. Open the browser window (Microsoft™ Internet Explorer 5.5 or greater) on your PC. 2. Enter the URL of the login page for your Personal Web Page. Get this URL from your administrator. 3. Enter your login ID and login PIN. 4. If the User Interface Language option is available (on bilingual systems only), select the language for your Personal Web Page from the drop-down menu. 5.
Mitel Networks Speech Server Features (continued) Mobility (Reach Me) "enabled" or "disabled" Messaging "enabled" or "disabled" Messaging allows all messages (e-mail, voice mail, and faxes) to be deposited in one location for the Unified Messaging user. The user can then use voice commands to identify the messages, to listen to e-mails or voice mails, to forward e-mails or faxes to a fax machine of his/her choice, and to respond to messages.
Mitel Networks Speech Server To exit your Personal Web Page • In the top right-hand corner of the browser window, click . Changing Your PIN To change your PIN 1. In your Personal Web Page, click Change PIN. 2. Enter your current PIN. 3. Enter your new PIN (4- to 7-digit number). 4. Re-enter your PIN as a confirmation. 5. Click Change. 6. Click OK. The next time you want to log into your Personal Web Page you must enter your login ID and new PIN.
Mitel Networks Speech Server - Use partial login if you want immediate access to names in the Company Directory and in your Personal Directory. Also use partial login if you want the system to perform a security check before providing access to your messages. The security check is the entering of your PIN number with your telephone keypad before accessing your messages. You may want to program your desk phone with partial login.
Mitel Networks Speech Server to the voice command, "Fax Forward." Users say "Fax Forward" after they hear a message (email, voice mail, or fax) that requires printing on a fax machine. 5. Click Save. While Mobility is enabled, all calls to your name are directed to the Reach Me number. Note that if a user specifically requests one of your numbers, for example "John Smith on his cell phone," the call would be routed to the cellular phone. Note: You can also set your call forwarding with speech commands.
Mitel Networks Speech Server Setting the Messaging Options If you have the Unified Messaging option, you can set your messaging voice interface options: To set the order of your messages and to select the recorded greeting 1. Click Messaging. 2. If you want your urgent messages to take priority, select the check box for step A in your Personal Web Page. 3. Select the order of message types with the pull down menus in step B in your Personal Web Page.
Mitel Networks Speech Server Setting Personal Preferences with the Phone You can use voice commands to set and/or modify various user options. To access user options • Dial the Speech Server extension number and say "User Options.
Mitel Networks Speech Server Creating and Modifying Contacts Unified-messaging users and Attendant-only users on a Speech Server system with the Unified Messaging option, create and modify their Personal Directory via Microsoft Outlook. Speech Server supports up to six distinct phone numbers for each contact: business, home, pager, mobile, fax, and voice mail (if the user does not have unified messaging). To create and modify a contact for your Personal Directory 1.
Mitel Networks Speech Server Tip: If you have a large number of contacts in Microsoft Outlook, you can use the Voice Contact category to select the contacts that you want to use as voice contacts. To make a Voice Contact category 1. In Microsoft Outlook, open your Contacts folder. 2. Right-click a contact name. 3. Select Categories from the pop-up menu. 4. Click the Master Category List button. 5. In the New category text box, type Voice Contact, click Add and then OK. 6.
Mitel Networks Speech Server 4. Dial the Speech Server extension number. Login if necessary. 5. Say "Start recording session." 6. After the system prompts you to connect, click Connect. 7. Click Record. At the tone, record the person's name. 8. Click Play to listen to your recording. To record over the name, click Record again. 9. When you are satisfied with your recording, click Save. 10. If desired, click on another name and record it. 11.
Mitel Networks Speech Server Using Speech Commands The Speech Server system responds to your speech commands. When you become more comfortable with the prompts, you can use the Barge-in feature and the Expert Mode feature. Barge-in Barge-in allows you to interrupt a system prompt with a request. The system will stop playing the prompt and respond to your request. Barge-in allows experienced users to obtain faster service from the Attendant. Inexperienced users can still listen to the full prompts.
Mitel Networks Speech Server When calling a name in your Personal Directory • Say the name as it is entered in your Personal Directory. For example, say the first and last name of the person. • In noisy environments, press *T (*8) to switch from Speech-command Mode to Touchtone Mode and then dial the phone number. • Press 9 to return to Desktop (the top level for voice commands). You can use Desktop to access the functionality under Auto Attendant, Messenger, Calendar, Task Manager, and User Options.
Mitel Networks Speech Server Navigating through the Applications Managing Calls Placing a Call You can place calls by saying a contact name, a department name, or the numbers of the phone number. The system can call contact names in the Company Directory or in your Personal Directory. When using the Company Directory, you can request the department name or say the name of the person and the system (by default) transfers the call to the business number.
Mitel Networks Speech Server Conditions: • The department name must be programmed in the Company Directory. • The name of the person must be programmed in your Personal Directory or in the Company Directory.
Mitel Networks Speech Server To place a call Tip: To get a list of the departments that you can call, ask the Attendant, "What are the departments?". 1. Dial the Speech Server extension number. Login if necessary. 2. When the Attendant answers, say - the first and last name of the person that you want to call, or the first and last name and then direct the call, or - a department name, or - a phone number (one digit at a time).
Mitel Networks Speech Server 3. The system confirms the requested name. If the confirmation is correct, remain silent or say "Yes," and the Attendant will route your call. If the confirmed name is incorrect, say "No" or “Cancel,” and the Attendant will allow you to request the name again. If, after several attempts, the Attendant cannot recognize the name of the person who you are trying to call, you will be routed to the operator.
Mitel Networks Speech Server You can also set the time at which you want the call forwarding to expire. After the call forwarding expires, the system directs calls that are made to your name back to your office number. Note: If your phone is on a PBX other than the 3300 ICP, the calls that are redirected are only the calls that go through the Speech Server. People calling your phone number directly will not be rerouted.
Mitel Networks Speech Server Tip: Call forwarding is an optional feature that your system administrator can enable on a per-user basis. To obtain access to this feature, contact your system administrator. Your ability to redirect calls to internal, local, long distance, or international toll numbers is also controlled by your system administrator. Contact your system administrator to obtain the required redirection privileges.
Mitel Networks Speech Server To set the language of the auto-attendant prompts for the call 1. Dial the Speech Server extension number. 2. Request the secondary language. For example, if the Attendant greeting is in English, say - "Français"; or - "Español." 3. The Attendant provides prompts and responds to your commands in the requested language for the duration of your call or until you say "English".
Mitel Networks Speech Server To listen to your message summary 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." The Attendant provides a message summary. After playback of the message summary, you can - Play your e-mail or voice mail messages - Send a new message - Find an e-mail, voice mail, or fax message matching your specified criteria.
Mitel Networks Speech Server Say To "Reply to all" Reply to sender and all other recipients "Call him / her back" Call the message sender "Repeat" or "Play again" Repeat the current message "Skip" Skip the current message and leave it marked as "read"/"unread" "Next" Mark the current message as "read" and play the next message "Previous" Play the previous message. 5. Say "Messenger" to return to the main menu.
Mitel Networks Speech Server Forwarding Messages You can use voice commands to forward voice mails, faxes, and e-mail messages to another person in your Personal or Company Directory. The system can forward a message providing the directory has the e-mail address for the person to whom you are forwarding the message. Voice commands can also forward faxes and e-mails to a fax machine if the Fax Integration system option is enabled.
Mitel Networks Speech Server Delivering Messages Making and Delivering a Message To deliver a message to someone in the Company Directory or Personal Directory 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Say "Make a message." 4. When prompted, say the first and last name of the recipient(s) listed in your Company Directory or your Personal Directory, and then say "List complete." 5. At the prompt, record your message. 6.
Mitel Networks Speech Server Managing Faxes Playing a Fax To listen to an unread fax 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." The Attendant provides a message summary. 3. Say "Play fax." If you have an unread fax, the system will play the name of the sender, the date and time of the fax, and the subject heading of the fax. 4.
Mitel Networks Speech Server 4. After identifying the fax message that you want to forward to a fax machine, say "Fax forward." 5. When prompted, say "Yes" if you want to use the default fax number, or say "No" if you want to send the fax to another fax number, for example, a fax machine in a hotel room. 6. If you say "No," say or enter the new fax number when prompted. If saying the number, say the individual digits. The system then asks you to verify the number.
Mitel Networks Speech Server The system will save your appointment unless you say "Make changes." If you say "Make changes" you can then have a choice of the following commands: Say... To "Change date" Request a different date "Change start time" Request a different start time "Change end time" Request a different end time "Edit message" Re-record the description of the appointment "Cancel " Stop the creation of the appointment.
Mitel Networks Speech Server Managing Meeting Requests Meeting requests involve co-ordinating your schedule with the schedules of other people. Setting up a meeting request involves sending out a meeting request as an e-mail to all the participants. The meeting requests are then accepted or declined. Managing meeting requests with your voice commands depends upon the Calendar and Task Management system option.
Mitel Networks Speech Server Changing the Date/Time To change the date or time of your meeting request 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar." 3. Say "Play" or "Check Calendar" and then say "Play." 4. Say "Next" or "Previous" until you hear the meeting request that you want to modify. 5. Say "Make changes." 6.
Mitel Networks Speech Server Receiving Meeting Requests Meeting Requests are received with your voice mail messages, your e-mail messages, and your fax messages in Microsoft Outlook. After playing a Meeting Request, you have the option of accepting or declining and sending a response. Handling meeting requests with voice commands is dependent on the Calendar and Task Management system option. When this system option is not enabled, the meeting request will be handled as an e-mail.
Mitel Networks Speech Server Checking Your Calendar Appointments and Meeting Requests are managed with your voice commands using the Outlook Calendar in Microsoft Outlook. Using voice commands with Calendar is dependent on the Calendar and Task Management system option. For further information on the functionality of Outlook Calendar, refer to the Help files in Microsoft Outlook. Note: Calendar functionality is only supported in English.
Mitel Networks Speech Server Managing Tasks A task outlines an activity that is due at a certain date/time, with a particular priority, status (state of completion), and a message attached (text or voice). A task can also be used to leave yourself a memo, in which the content of the message is the main component of interest. Managing tasks with your voice commands depends upon the Calendar and Task Management system option.
Mitel Networks Speech Server Changing 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," "Previous," "Delete," or "Play again." 4. When you get to the task that you want to modify, say "Make changes." Say...
Mitel Networks Speech Server Using Touchtone Commands Placing Calls To place a call with touchtone dialing 1. Dial the Speech Server extension number. 2. After the Attendant answers, dial the number. The Attendant places the call. Switching to Touchtone Sometimes, when you are in a noisy environment, you may want to use the phone pad (DTMF dialing) to provide your messaging commands instead of using voice commands.
Mitel Networks Speech Server Playing Messages To play your messages 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press P [7] to play your new messages. 4. Press 1 to play your "read" messages.
Mitel Networks Speech Server Setting Address Options Before sending a message, you have the option of modifying the list of message recipients. • When you have finished recording your message, press O [6] to access the Addressing Options menu. If you wish, you can now choose to review the list of recipients, add or delete a recipient, or add a "cc" recipient to the list.
Mitel Networks Speech Server Setting Greeting Options To program greeting options 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press U [8] to enter the user options. 4. Press G [4] to enter the greeting options.
Mitel Networks Speech Server 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. Note: To create voice mails in Microsoft Outlook, you must have a microphone connected to your PC.
Mitel Networks Speech Server 8. Click Yes when the system asks you if it should create a folder. The Start Copying Files window opens. 9. Click Next. The software installs, and then the User Profiles Information window opens. 10. Select the Logon User Names for the people that are using your PC that require the customized Outlook security settings for the Multimedia Outlook Plug-in. Enabling the user name will prevent the appearance of security warnings for that user when the Outlook Plug-in is opened. 11.
Mitel Networks Speech Server Note: The Mitel Networks™ QuickPlay toolbar is available so you can stop, play, pause, fast forward, or review your voice messages. You can toggle the Playback Device button to on or off and change your auto-play options with the "Auto-play when previewing" check box. If you need to launch the Mitel Networks QuickPlay toolbar, click on the QuickPlay button on the Microsoft Outlook toolbar.
Mitel Networks Speech Server Voice Message Buttons The Multimedia Outlook Plug-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 with voice message Reply to All with voice message Forward with voice message 47
Mitel Networks Speech Server Function Button Previous voice message Next voice message Record Show/hide QuickPlay toolbar Open Personal Web Page The Mitel Networks QuickPlay toolbar has some of the same buttons. You can play, stop, pause, review, adjust the volume, or playback your message over the telephone while you are previewing your messages.
Mitel Networks Speech Server Refer to one of the following procedures that describes your playback preferences. Tip: If you want to reply to the voice message, you can respond with your voice or with text (e-mail), using the Reply buttons in Microsoft Outlook. To include a voice message, see Replying with Voice, on page 51. Tip: If you want to forward the voice message, you can do so with the Forward buttons in Microsoft Outlook. You can add text or add a voice recording.
Mitel Networks Speech Server To play a voice message without Auto-play 1. Select the voice message in the inbox. 2. Click QuickPlay to open the Mitel Networks QuickPlay toolbar. 3. On the Mitel Networks QuickPlay toolbar, click the Play button to hear the voice message with your speakers. or 1. Double-click the voice message in the Outlook inbox. 2. Click the Play button under the subject header. Use the buttons under the subject header to stop, play, pause, fast forward, or review the voice message.
Mitel Networks Speech Server To play a voice message without Auto-play 1. Click QuickPlay to open the Mitel Networks QuickPlay toolbar. 2. Select the voice message in the Outlook Inbox. 3. On the Mitel Networks QuickPlay toolbar, click the Play button. 4. Answer the phone to hear your voice message. 5. Use the Mitel Networks QuickPlay toolbar to stop or play the voice message. 6.
Mitel Networks Speech Server Forwarding with Voice Note: Recording a voice message requires a microphone attached to your PC. To forward voice messages and e-mail messages with a voice message 1. Click the e-mail or voice message that you want to forward. 2. Click 3. Enter the e-mail address(es) for the recipients. 4. Click the Record button . 5. Say your voice message. 6. Click the Stop button . 7. If you want to listen to your recording, click the Play button or click on the voice message part.
Mitel Networks Speech Server Using Outlook Web Access You can use any computer with web access to access your messages. Note: The Multimedia Outlook Plug-in is not supported when you launch your Unified Messaging through Outlook Web Access (OWA). We suggest that you install the Microsoft Exchange Multimedia Messaging Component so you have the ability to listen to your voice messages with a playbar or use Windows Media Player to play the attachment.
Mitel Networks Speech Server NOTES 54
