Telecommunication Systems Division CIX40 Voice Processing System User Guide July 2006
Publication Information Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document. Further, Toshiba America Information Systems, Inc.
TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”) Telecommunication Systems Division License Agreement IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT.
Toshiba America Information Systems, Inc. Telecommunication Systems Division End-User Limited Warranty Toshiba America Information Systems, Inc.
Contents Introduction Organization ................................................................................................................ 5 Conventions ................................................................................................................. 6 Action/Response Table ......................................................................................... 7 Related Documents/Media ...........................................................................................
System Distribution Lists .................................................................................... 10 Directory ............................................................................................................. 10 User Options .............................................................................................................. 10 User Prompts .............................................................................................................
Review a Greeting ............................................................................................... 50 Change Your User Options ........................................................................................ 51 Change Your Do Not Disturb (DND) Setting ..................................................... 52 Change Your Call Screening Setting .................................................................. 53 Change Your Security Code .................................................
Strata CIX40 Voice Processing User Guide 07/06 4
Introduction This guide describes the voice messaging capabilities and procedures for making your voice mail system work for you. Organization This guide is divided as follows: • Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics covered are: features to personalize your mailbox; an explanation of message queues, types and destinations; special delivery options; playback/recording controls; and available user options.
Introduction Conventions Conventions Conventions Note Important! Extension Number Arial bold Courier 8 Description Elaborates specific items or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items. Calls attention to important instructions or information. Press to answer a call to the Extension Number. Each station can have multiple extension buttons. Incoming calls ring the extension button(s) from the top down.
Introduction Related Documents/Media Conventions Description See Figure 10 Grey words within the printed text denote cross-references. In the electronic version of this document (Library CD-ROM or FYI Internet download), cross-references appear in blue hypertext. Action/Response Table Actions you perform appear in this column. They can consist of either a single step or a series of numbered steps. The immediate response to the action performed appears in this column.
Introduction Related Documents/Media 10 Strata CIX40 Voice Processing User Guide 07/06
The Grand Tour 1 This chapter provides an overview of the system and covers the following general topics: • • • • • • • • • • Features to personalize your mailbox Message queues Message types Greetings Special delivery options Future delivery Message destination selections User options User prompts User tutorial (New User) Strata CIX40 Voice Processing User Guide 07/06 1
The Grand Tour Overview Overview Your voice mail system manages multiple voice processing functions simultaneously 24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave private voice messages. In addition, you can update your greeting at your convenience or send and receive messages from any tone-dialing telephone. Callers control their own progress through the system. They no longer have to wait for a person to answer the telephone.
The Grand Tour Overview MAIN MENU Exit User Mode PLAY MESSAGES Play the next message Save the current message Delete the current message Forward the current message Reply to the current message Special Functions Replay the current message Play the Previous message Return to Main Menu (number of messages to be deleted plays) Message Date and Time Future Delivery Review (Play, Save, Delete) Continuous Delete New/Saved message queue (toggle) Continuous Play Return to previous menu Set the Hour (1~12) AM PM
The Grand Tour Features to Personalize Your Mailbox Features to Personalize Your Mailbox Your voice mail processing system offers a variety of features to personalize your User ID Mailbox. The following are a few of those features: • User ID Mailbox Security Code – Your User ID mailbox has a security code. The code must be entered by you in order to “log into” your User ID mailbox, giving you access to your messages, settings, greetings, etc. (see “Change Your Security Code” on page 19).
The Grand Tour Message Queues Note The Pending messages feature is available on a mailbox-to-mailbox basis. Check with your System Administrator to find out if your mailbox is configured for this feature. When you press 1 from the Main Menu to play messages, your voice mail system automatically accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO).
The Grand Tour Message Types Message Types New and Saved Messages can consist of the following special types of messages— forwarded and message reply. Forwarded Message Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional. Reply Message Messages to which you want to send an immediate answer can be sent as a reply message.
The Grand Tour Greetings Greetings You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy. Depending on how your system is configured, callers may hear a separate busy greeting—the system or the custom busy greeting. See “Change Your User Options” on page 51 for details. Personal Personal greetings are greetings that you record for callers.
The Grand Tour Special Delivery Options Special Delivery Options In addition to recording and sending a new message, you can mark the message urgent, private, or request a return receipt. Urgent Messages can be marked urgent by the sender and always play first in the New Message Queue. After the message plays, the urgent status is removed. Private Messages can be marked private by the sender.
The Grand Tour Message Destination Selections Message Destination Selections At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a single destination (e.g., User ID) or multiple destinations (e.g., personal list, User ID, system list). Entering the Multiple Destinations option enables you to address your message to all the recipients at the start of the menu.
The Grand Tour User Options System Distribution Lists In addition to Personal Distribution Lists, your voice mail system supports systemwide distribution lists created by the System Administrator for use by everyone in your company. You should check with your System Administrator to find out which lists are available. Whenever you enter the list number, the “list comment” for the selected system list plays to confirm that you have chosen the right list.
The Grand Tour User Prompts • Busy Greeting – You can record your own custom busy greeting that plays when callers reach your extension, and it is busy. • Message Notification – Your User ID can have up to 10 notification records programmed by the System Administrator with a specific notification method (message waiting lights, stutter dial tone, pagers, voice, etc.) and the time/day when that notification record applies.
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Getting Started 2 This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps. User Tutorial When you log on to the your voice mail system for the very first time, you hear a tutorial that walks you through the following basic steps: • Record your name (if required). Your name is announced whenever you log onto your mailbox (varies by system), the directory is accessed, the system greeting is selected, or when another voice mail user sends a message to you.
Getting Started Access Your Mailbox Step 1: Access Your Mailbox The Main Menu (shown below) is your starting point for all of your voice mail system’s messaging features. Pressing 999 from most menus returns you to the Main Menu. To access your mailbox, you need to know: • The telephone number to access your voice mail system • Your User ID number • Your default security code Please ask your System Administrator if you do not have this information.
Getting Started Access Your Mailbox From External Telephone 1. From an external telephone, call your voice mail system on ___________. The system answers with your standard company greeting. 2. When voice mail answers, press *. Your voice mail prompts you to enter your User ID. 3. Enter your User ID + #. If your voice mail system is designed with a fixed length number for your User ID, do not press # after entering a User ID. See your System Administrator for specific operation of your system.
Getting Started Access Your Mailbox 2. Enter the default security code + #. If you make a mistake while entering the code, press * to re-enter. 16 If your voice mail system is designed with a fixed length number for your security code, do not press # after entering the security code. See your System Administrator for specific operation of your system. You are now in your mailbox.
Getting Started Record Your Name Step 2: Record Your Name Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. Note Your voice mail system may not be configured to play your name when you log on to your mailbox. When you first enter your mailbox, the tutorial prompts you to record your name and walks you through the entire recording sequence.
Getting Started Record Your Personal Greeting(s) Step 3: Record Your Personal Greeting(s) The tutorial now prompts you to record your personal greeting. This greeting becomes your Personal Greeting #1. You can record up to six other greetings (see “Create or Record Over a Personal Greeting” on page 47 for instructions). Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages.
Getting Started Change Your Security Code Step 4: Change Your Security Code The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security code on a regular basis thereafter to ensure the privacy of your messages and personal greetings (see “Change Your Security Code” on page 54). 1. Enter your new security code + #. The minimum and maximum number of digits for the security code are determined by your System Administrator.
Getting Started Exit Your Mailbox or User Mode Step 5: Exit Your Mailbox or User Mode ä To exit your mailbox, press # to hang up from a Toshiba telephone system When you press # to hang up, you hear “Thank you for calling. Good-bye.” ...or 999# to hang up from another manufacturer’s telephone system ...or to exit the user mode, press 0. Your voice mail system can be configured so that you can exit your mailbox without leaving the voice mail system.
Play Messages 3 This chapter explains how to use the Play Messages feature. It discusses: • • • • Access Messages Playback Controls Play your messages Special functions Depending upon your telephone system and telephone, a message waiting light is lit on your telephone when a voice message has been left for you on the voice mail system.
Play Messages Playback Controls If new messages arrive while you are accessing your mailbox, your voice mail system notifies you that a new message is in the queue upon returning to the Main menu. Playback Controls While playing a message, you can pause, control the volume, location, and speed of playback using the following keys (shown below). Press to play Previous Message (from first message go to last) Play Next Message (from last message go to first) Pause/Resume (toggle or 30 secs.
Play Messages Playback Controls 1 Play Next Message Plays next message in queue. If you are at the last message in the queue, goes to the first message in the same queue. *2 Play Previous Message Plays previous message in queue. If you are at the first message in the queue, goes to the last message in the same queue. 4 Pause/Resume (toggle or 30 seconds) At any time while playing messages, you can press 4 to pause the playback for 30 seconds.
Play Messages Play Your Messages Play Your Messages When you access your mailbox, your voice mail system tells you the number of urgent, new and saved messages (if supported by your system; check with your System Administrator) you have in your mailbox. If your mailbox is empty, the voice mail system prompts do not include “press 1 to play messages.” When you press 1 from the Main Menu to play messages (menu shown below), your voice mail system automatically accesses the New Message Queue.
Play Messages Play Your Messages 1. From the Main Menu, press 1 Play Messages. A message plays. Once you play a message, your voice mail system prompts you with the Play Messages Menu until you press 9 to exit the menu or you activate another selection. While the message plays, you can select 4 pause/ resume, 8 turn up volume, 0 turn down volume, * back up (rewind), # go forward (advance) 2.
Play Messages Play Your Messages 5 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 37 for details on this feature. 6 Reply to the current message Your reply is sent to the originator of the message. In addition, you can send your reply to a single user, multiple users, or a destination list. See “Reply to the Current Message” on page 40 for details on this feature.
Play Messages Special Functions Special Functions You can check the date and time a message was sent, or review a message set for future delivery in the Play Messages menu. When you play a message, this option is available by pressing 7 Special Functions. ä Press an option number: 4 Message Date and Time The date and time the message was received plays, followed by the entire message.
Play Messages Special Functions 9 6 Return to the Special Functions Menu Continuous Delete Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Special Functions Menu. Deletes multiple messages at one time in your New or Saved Message Queue without additional action from you. Note See the Continuous Play feature on page 28 before using Continuous Delete.
Play Messages Special Functions Important! The playback starts with the first message in the queue and continues until the preset time has expired. If there are two queues—new and saved—the playback occurs only in the queue you are in when you press 8 for continuous playback. Ask your System Administrator to verify that you have this option. 9 Return to previous menu Strata CIX40 Voice Processing User Guide Your voice mail system returns to the Play Messages Menu.
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4 Send Messages From any tone-dialing telephone, you can record and send a message to a 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 Recording Controls While recording a message, you can pause/resume the recording or end the recording using the following keys (shown below). Pause/Resume (toggle or 30 secs.
Send Messages Recording Controls 4 Pause/Resume (toggle or 30 seconds) At any time while recording messages to another mailbox in the system, you can press 4 to pause for 30 seconds. The message resumes recording as soon as you press 4. Your voice mail system prompts you with, “Begin recording... (Beep).” If within the 30 seconds you do not press 4, voice mail restarts another 30-second pause.
Send Messages Send a Message Send a Message Using the Send Messages Menu (shown below), you can record a message and send it to a single mailbox or multiple destinations (e.g., personal or system distribution list), forward a message (with a comment), or reply to a message sent you.
Send Messages Send a Message 1. From the Main Menu, press 2 Send Messages. Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List, or Multiple Destinations). 2. Enter one of the following destinations: Note A message can be sent to a total of 33 © © destinations, including destinations entered in the 4 Additional Destinations option (see “4 Select Additional Destinations” on page 36). A list counts as one destination. User ID and press #.
Send Messages Send a Message © 01Personal List Enter a list number (1~7). © © You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See “Manage Your Lists” on page 61 to create or revise a destination (distribution) list. 02System List You are prompted for the destination list number. Enter a list number (1~7). Your voice mail system plays the list comment or number for confirmation.
Send Messages Send a Message 3 Append recording Press # when done. The appended recording plays after the already recorded portion of the message. The system prompts you to record at the beep. 4 Select Additional Destinations Send the message to additional destinations. Valid entries: User ID, 00, 01 and 02. You cannot enter 04 Multiple Destinations. 7 Special Delivery Options You can send a message as urgent, private, or with a return receipt request.
Send Messages Forward a Message Forward a Message Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional. 1. From the Play Messages Menu, press 5 Forward the current message. Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List or Multiple Destinations). 2.
Send Messages Forward a Message © 01Personal List Enter a list number (1~7). © © You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See “Manage Your Lists” on page 61 to create or revise a destination (distribution) list. 02System List You are prompted for the destination list number. Enter a list number (1~7). Your voice mail system plays the list comment or number for confirmation.
Send Messages Forward a Message 2 Re-record Press # when done. 3 Append recording Press # when done. The system prompts you to record the comment at the beep. The appended forwarding comment plays after the already recorded message comment. The system prompts you to record at the beep. 4 Select Additional Destinations Send the forwarded message to additional destinations. Valid entries: User ID, 00, 01 and 02. You cannot enter 04 Multiple Destinations.
Send Messages Reply to the Current Message Reply to the Current Message Your voice mail system lets you reply to a message that you are currently playing. When you reply to a message, you do not have to select the source of the message as a destination since your voice mail system “remembers” it. You can send the reply to additional destinations. When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply message from [name or User ID].
Send Messages Reply to the Current Message 2 Re-record Press # when done. 3 4 Append reply The system prompts you to record your reply at the beep. Press # when done. The appended reply plays after the already recorded portion. The system prompts you to record at the beep. Select Additional Destinations Send the message to additional destinations. You may repeat this step as often as necessary. Enter one of the following destinations: • User ID and press #.
Send Messages Reply to the Current Message • 01 Personal List Enter a list number (1~7). • 02 System List 7 You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See “Manage Your Lists” on page 61 to create or revise a destination (distribution) list. You are prompted for the destination list number. Enter a list number (1~7). Your voice mail system plays the list comment or number for confirmation.
Send Messages Special Delivery Options Special Delivery Options You can send a message as urgent, private, or with a return receipt request. The settings can be used in any combination and changed prior to sending the message. When you send, forward or reply to a message, this option is available by pressing 7 Special Delivery Options. ä Enter an option number: 1 Set Urgent status (toggle) Urgent messages play first in the New Message Queue. To remove the urgent status, press 7 then 1 again.
Send Messages Future Delivery Future Delivery Your voice mail system can be configured so that your message is delivered at a future specified time and date. After marking 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. When you send, forward or reply to a message, this option is available by pressing 8 Set Future Delivery.
Manage Mailbox 5 Your voice mail system provides special options to customize and manage your mailbox features (menu shown below).
Manage Mailbox Change Your Greeting Change Your Greeting You can select either a personal or system greeting to play callers when you do not answer or when your telephone is busy.
Manage Mailbox Change Your Greeting Create or Record Over a Personal Greeting Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want. You can store up to seven different recorded greetings from which you can choose as your personal greeting. The System Administrator can also schedule your greetings to play automatically at different times. 1.
Manage Mailbox Change Your Greeting 5. (Optional) After recording, you can press: 1 Review recording The complete greeting plays. 2 Re-record The system prompts you to record at the beep. Press # when done. 3 Append recording Press # when done. Appending a greeting enables you to add information to the end of your already recorded greeting. The system prompts you to record at the beep. 4 Cancel recording The greeting is canceled. The system returns to the previous menu.
Manage Mailbox Change Your Greeting Change Your Greeting Selection 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox Menu. 2. Press 1 Change your Greeting. Your voice mail system prompts with a list of options from the Change Your Greeting Menu. 3. Enter a personal greeting number (1~7) Your callers hear the selected greeting when you do not answer or when your telephone is busy. ...or # to select the system greeting.
Manage Mailbox Change Your Greeting Review a Greeting 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox Menu. 2. Press 1 Change your Greeting. Your voice mail system plays a list of options from the Change Your Greeting Menu. 3. Press * to review the current greeting The current greeting plays. Your voice mail system prompts you with the Change Your Greeting Menu options. Note Pressing * does not affect the current greeting selection. ...
Manage Mailbox Change Your User Options Change Your User Options Your voice mail system provides a number of special options to improve time management and productivity (menu shown below). For example, the DND feature can provide blocks of time for meetings or projects uninterrupted by the ringing of a telephone.
Manage Mailbox Change Your User Options Change Your Do Not Disturb (DND) Setting If you set this feature to on, your voice mail system automatically sends calls to your User ID (mailbox) without first ringing your telephone. The System Administrator can also set this feature to turn on or off automatically at pre-scheduled times and/or days of the week. 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox Menu. 2. Press 2 Change your User Options. 3.
Manage Mailbox Change Your User Options Change Your Call Screening Setting If you set this feature to on, your voice mail system asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you and provides you with special options to handle the call (menu shown below).
Manage Mailbox Change Your User Options Change Your Security Code Each User ID in the system has a security code. The code must be entered by you in order to “log on” to your User ID mailbox, enabling you to access your messages, settings, greetings, etc. Note You can change your security code as often as you wish to ensure the privacy of your messages and personal greetings. 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system prompts with a list of options from the Manage Mailbox Menu.
Manage Mailbox Change Your User Options Create or Record Over Your Busy Greeting You can record your own custom busy greeting that plays when callers reach your extension and it is busy. While your callers are listening to the busy greeting, they can enter a different User ID, press * to hold (if configured for your mailbox by the System Administrator), or remain on the line to leave a message.
Manage Mailbox Change Your User Options 6. Press 9 to return to the Manage Mailbox Menu ...or 99 to return to the Main Menu. You can select another user Manage Mailbox option. You can select another Main Menu option. Select Your Busy Greeting 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox options. 2. Press 2 Change your User Options. 3. Press 4 Select your Busy Greeting (toggle). A prompt verifies the current status of the feature. 4.
Manage Mailbox Change Your User Options Record Your Name Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. Your voice mail system prompts you through the entire recording sequence. You can re-record your name at any time simply by repeating these steps. Notes l l Your voice mail system may not be configured to play your name when you log on to your mailbox.
Manage Mailbox Change Your User Options 3 Append recording Press # when done. You can add a short comment that plays at the end of the recording (for example, a vacation announcement). 4 Cancel recording You can cancel your newly recorded name (and extension) and return to the previous menu. 9 Save recording Your voice mail system confirms that your name (and extension) has been recorded and returns to the previous menu.
Manage Mailbox Change Your User Options 4. Enter the notification template number (1~10). Stratagy confirms the template number, spells the template title, states whether the template is enabled or disabled, and tells you the phone number (if applicable). Note To select the correct notification template, you need to keep a written record of the template number and function for each template you will be changing. 5.
Manage Mailbox Change Your User Options Review Your Option Settings 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox options. 2. Press 2 Change your User Options. 3. Press * to Review your Option Settings. Your voice mail system verifies the status of your DND, Call Screening options and plays your selected busy message and name recording. 4. Press 9 to return to the Manage Mailbox Menu You can select another user Manage Mailbox option. ...
Manage Mailbox Manage Your Lists Manage Your Lists Your voice mail system provides the ability to create and manage up to seven personal distribution lists. The lists consist of the User IDs to which you most frequently send messages. At the time you create a list, you are given the option of recording a “list comment” that serves as a title or name for the list. The comment plays each time you use the list to confirm that you have chosen the correct distribution list.
Manage Mailbox Manage Your Lists 4. After selecting a list, you can press: 1 Review your current list The system prompts you with the name (and extension) of each User ID on the list. 2 Add a User ID to the list Your voice mail system prompts you to enter the User ID. Enter the User ID. Press # when done. The name (and extension) plays. You can add additional User IDs as needed. Delete a User ID from the list Your voice mail system prompts you to enter the User ID. Enter the User ID.
Manage Mailbox Manage Guest User IDs Manage Guest User IDs Guest User IDs provide limited access to the voice mail system for temporary and project-oriented employees, such as consultants and contractors. Guest users can only send messages to their Host User ID and other guests of their Host User ID. The Guest User IDs are selected from a system-generated list and assigned on a peruse basis. See your System Administrator for details if you have this feature.
Manage Mailbox Use Guest User IDs 3 Review your Guest User IDs The system lists your Guest User ID numbers. 4. Press 9 to return to the Manage Mailbox Menu You can select another user Manage Mailbox option. ...or 99 to return to the Main Menu. You can select another Main Menu option. Use Guest User IDs Instruct your guest users to call the voice mail system and identify themselves as guest users of your mailbox.
Integration Features 6 This chapter covers the use of your voice mail with the Strata CIX40. Call Forward, Message Waiting, CIX Integration, Direct Transfer to Voice Mail, Voice Mail Conference features, and Call Monitor are all described. Call Forward Note See Strata CIX DKT/IPT Telephone User Guide for additional information on programming and using this feature on your phone. There are two types of Call Forwarding: System and Station.
Integration Features Call Forward © © Destination – If the destination is an outside number, press # after entering the destination. The CIX accepts destination numbers of up to 32 digits. Timer – This is a two digit entry representing how long (8 to 160 seconds) your telephone should ring before forwarding the call. If you enter one digit, you must press # after entering the single digit. Also, in the following table, (Tone) means that a confirmation tone plays at that point in the sequence.
Integration Features Message Waiting Message Waiting Use your Msg LED/button and LCD to see/retrieve message(s). An extension can receive up to four simultaneous Message Waiting indications and LCD messages. One message is reserved for the Message Center. Your phone can be programmed to have up to four additional (flexible) Message Waiting buttons/LEDs. Ask if these buttons have been programmed on your phone. If so, substitute them when the Msg button/LED is mentioned in the following steps.
Integration Features CIX Integration Turning On/Off Message Waiting LED on Another Extension If you call an extension and it’s busy or there is no answer, you can light that extension’s Message Waiting LED and enable that extension to call you back. 1. Dial an internal extension. You hear busy tone or there’s no answer. 2. Press Msg or 7. The Msg LED flashes red on the called phone. At your phone, the Msg LED lights steady red and the LCD shows the station number where you set a Message Waiting light. 3.
Integration Features CIX Integration When your telephone is idle, and a message arrives for an extension on your phone, the Msg LED is activated for the appropriate extension and updates the LCD with this display (shown right). If urgent messages are in the extension’s mailbox, the SAVED display is replaced with the number of URGENT messages.
Integration Features CIX Integration Table 2 Voice Mail Main Menu Soft Keys for CIX Digital Telephones DKT 3007 SD DKT 3010 SD DKT 3020 SD IPT1020 SD DKT 2010 SD DKT 2020 SD PLAY MSGS PLAY PLAY Play Messages SEND SEND SEND Send Messages MANAGE MBX MGMT MGMT Manage Mailbox DKT 3014 SDL EXIT QUIT HANGUP Table 3 EXIT Exit Mailbox QUIT Disconnect from GVPH Voice Mail Soft Keys for CIX Digital Telephones DKT 3014 SDL ADD DKT 3007 SD DKT 3010 SD DKT 3020 SD IPT1020 SD DKT 2010 SD DKT 20
Integration Features CIX Integration Table 3 Voice Mail Soft Keys for CIX Digital Telephones (continued) DKT 3007 SD DKT 3010 SD DKT 3020 SD IPT1020 SD DKT 2010 SD DKT 2020 SD DELETE DEL DEL Delete the message/guest mailbox DELETE MBX DEL DEL Delete a mailbox from the personal distribution list DELETE MSG DMSG DMSG DIRECTORY DIR DIR Directory plus name DND DND DND Change Do Not Disturb (On/Off) EDNO EDNO FWD FWD Forward the current message FUTR Set Future Delivery, Future Delive
Integration Features CIX Integration Table 3 Voice Mail Soft Keys for CIX Digital Telephones (continued) DKT 3014 SDL DKT 3007 SD DKT 3010 SD DKT 3020 SD IPT1020 SD PREV PREVIOUS PREV MENU PREV MENU/PREV REC COMMENT COMM COMM RECORD REC REPLAY REC Voice Mail Functions Play the Previous message Return to previous menu Record a list Comment Record RMSG Replay current message REPLY REPL REPL Reply to the current message RE RECORD RREC RREC Re-record RETRN RECPT RTRC RTRC Set Retu
Integration Features CIX Integration Call Record to Voice Mail While on an active call, a station user can record the conversation and store it in a voice mailbox. Recordings can also be paused or restarted. Depending upon your System Administrator, you are given either a manual method of recording that allows you to designate the mailbox where the recording will be sent or an auto method that automatically sends the recording to a predefined mailbox that is assigned to the phone you are using.
Integration Features Direct Transfer to Voice Mailbox 3. To stop recording, press Record. The LED turns off and the recording stops. To resume recording at this point, you need to begin a new recording, see Step 1 on previous page. Pause/Resume Recording You can pause the recording while continuing the conversation by pressing PS/RES. The PS/RES LED flashes red. Your conversation is no longer being recorded. To resume recording as part of the same message, press the PS/RES button again.
Integration Features Call Monitor Call Monitor Using the flexible Call Monitor button on your telephone, you can listen to the message a caller is recording in your voice mailbox. You can also answer the call and talk to the caller anytime during the message recording. ä To enable Call Monitor on your telephone 1. While on hook, press the idle Call Monitor button. The button’s LED flashes red. 2. Enter your voice mail password (maximum of 16 digits; numbers 0~9). 3. Press #. The password displays with *.
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Glossary This glossary defines frequently-used voice processing system features and functions. Term Definition Busy Greeting You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays. Call Record You can record a live call into your mailbox from your Strata CIX telephone. Call Screening Call Screening operates in on/off mode.
Glossary Directory ~ New Message Queue Term 78 Definition Directory A caller enters digits corresponding to the first few letters of a user’s name and your voice mail system plays the recorded name (and optionally extension) that matches the entered digits. Your voice mail system offers the caller the option of selecting the name and being transferred or hearing the next name. Do Not Disturb (DND) Do Not Disturb operates in on/off mode.
Glossary Personal Greetings ~ System Greeting Term Personal Greetings Definition You may record up to seven personal greetings that are played for callers when you are unavailable. Although only one greeting can be in effect at any one time, you can switch between the greetings by entering the greeting number, or preschedule different greetings to play at a certain time and/or day. Greetings can be reviewed or re-recorded. You can also select the default system greeting.
Glossary System List ~ User Notification Term Definition System List Destination (distribution) list of User IDs created and maintained by the System Administrator. Any user on the voice mail system can use the list. When sending messages, you can choose a User ID, personal list, system list, and/or the directory as the destination. Tone-dialing Telephone DTMF push-button tone dialing telephone.
Index A call record 73 call screening 53 change security code 19 your greeting 46 your user options 51 continuous delete 28 play 28 CTX Integration 68 about this guide conventions 8 organization 7 related documents/media 9 access your mailbox 14 B basic functions delete 25 forward 26 play 25 replay current message 26 reply 26 save 25 busy greeting 7 record 55 select 56 buttons extension 8 D destination additional users 36, 39, 41 directory 10, 34, 37, 41 multiple destinations 35 personal list 9, 35, 38
Index F~M extension number 8 F FIFO 5 forward message 6, 26, 37 future delivery 8 review 27 setting 44 G getting started 13 greeting busy 7, 55, 56 change 46 personal 7 change your selection 49 create 47 record over 47 review greeting 50 sample 18, 47 system 7 guest user IDs manage 63 use 64 L LIFO 5 lists manage 61 personal distribution 35, 38, 42 system distribution 35, 38, 42 M mailbox access 14 82 exit 20 manage options 45 personalize 4 security code 19 manage guest user IDs 63 lists 61 mailbox 4
Index N~R new message queue 4, 28 notification 58 play 21 private 8, 43 queues 4 reply 6, 26, 40 re-record 35 return receipt request 8, 43 review recording 35 saved message queue 5, 28 send 31 special delivery options 8 types 6 urgent 8, 43 Msg button/LED 67 multiple destinations 35 back up (rewind) 23 continuous delete 28 continuous play 28 go forward (advance) 23 next message 23 pause/resume 23, 25, 38, 40 previous message 23 replay 26 volume 23 playback controls 22 private messages 8, 43 Q queues 4, 2
Index S~V reply message 6, 26, 40 additional users 41 set future delivery 44 special functions 43 return receipt request 8, 43 S security code 13 change 19 send messages 31 soft keys 68 special delivery options private 43 return receipt request 43 urgent 43 special functions 27, 43 continuous delete 28 continuous play 28 date/time 27 future delivery review 27 new/saved queue 28 Strata 3000/2000-series digital phones 68 Strata CTX 68 system distribution list 35, 38, 42 greeting 7 busy greeting 11, 55 busy
