Instruction/ maintenance manual of the product Voice/FAX Messaging Lucent Technologies
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I NTUITY ™ Voice /FAX Mess aging User ’s Gu ide 58 5-310-73 3 Com code 10773 1481 Issue 2 Febru ary 1996.
Copyright 1998, Lucen t Te chnol ogi es All Rig hts R eserv ed, Print ed in U. S. A. Notice Eve ry eff ort wa s ma de to ensu re tha t the inform atio n in thi s boo k wa s comp lete a nd accu rate a t t he tim e o f prin ting . H owev er, i nforma tion is su bj ect to chang e.
ii i Contents ■ We lc om e 1 ■ Ca ll A ns wer ing 1 ■ Voic e M a il 1 ■ FA X Mes sa ging 1 ■ Intuity Advant ages 2 ■ Voice Promp ts and Help 2 ■ Terms and Concept s 3 A c ti v i ty M e n.
iv Conten ts Composing a Greeting If You Have a Personal Fax E xtension 13 ■ How t o Reco r d and Send Messages 14 Setting A ddressing Options 15 Selecting Delivery Options 15 Creating and Sendin g .
v Contents ■ How to Acces s Outg oing or F iled Mess ages 32 Accessi ng Outgoing M essa ges 32 Selecting a Message 32 Modify ing a Message 33 Re-sending a Message 34 ■ How to Cre ate Mailing L ist.
vi Conten ts.
1 Welcom e I NT UIT Y TM V oic e/F AX Me ssag ing is a p owerful c all an swer, voic e mail, an d fax- mess ag e system. Besid es send ing and rec ei ving voic e m ail, you c an send , rec ei ve, fo rward , and voi c e annotat e faxes.
2 Intu it y Ad van ta ges I NT UI T Y Voi c e/F AX Messag ing p rov id es fo ur key voic e and fax ad vantag es: Voic e Prom p ts and Hel p I NT UI T Y V oi c e/F AX Messag ing voic e p rom p ts te ll you what to d o at every step in a task.
3 Ter ms an d Co ncep ts Activ ity M e n u After you log into the system , you have six p rinc ip al k e yp ad ac t ivities, rep resented b y the Ac tivity Menu g rap hic b elow. As y ou p ress key s in the Ac tivity Menu to ac c e ss the p rinc ip al f u nc tions, you mo ve to d ifferen t menu levels and the keys c ha ng e meanin g .
4 Address Before Rec ord (ABR) A user-selec ted op t ion (on/of f) that d efines whet her a messag e is ad d ressed b e fo re it is c re a ted , or c re ate d b e fo re i t i s ad d re ss ed . Autodelet e A user-selec ted op t ion (on/of f) that d efines whet her the system automatic ally removes faxes from the m ailb ox as they are p rin ted .
5 Mailbox Y our p ersonal stora g e area for i nc omin g and outg oing voic e, fax, or voic e-fax mess ag es and hea d ers. Y our inc oming and outg oing voi c e, fax, or voi c e-fax m essag es are st ored in c at eg ories ac c ord i ng to their status.
6 Outgoing M essages (sent by yo u) Personal Fax Extension If you rec eive freq uent faxes, or use your telep hone extens ively, your system ad minist r ator ma y set up a s ec ond fax-only extens ion, your p ersona l fax extension . A p ersonal fax ext ension has thes e c h arac teristic s: ■ It st ores faxes only .
7 ■ T he syste m send s faxe s and the f ax p ortion o f voi c e-fa x messag es to this extension automatic ally. F ax head ers are stored i n your p rimary ma ilb ox . ■ F ax -only m essag es ad d ressed to your fax exten sion d o not ring your telep hone.
8 T o selec t and set your p ers ona l mailb ox op tions, you will p r ess from the Ac tivity M enu, an d selec t fr om thes e sub m enus: 1. Ma il in g list sub m enu 2. P ers onal d ire c tory sub m enu 3. F a x op tion sub menu 4. P assw ord 5. Ac c ou nt name 6.
9 NOTE: Bec ause the s ystem d oes n’t sig nal a c a ller that c all answe r is off, c om p ose a g reeting that tells c allers when c all answer is d isab led and , if you wish, other op tions for reac hi ng you.
10 Creating or Changing Your Password After log g ing i n to your mailb ox the fi rst time , rep lac e the d ef ault p assword with your p ersona l p ass word . T o c hang e your p assw ord any ti me af ter log g ing i n: 1. P ress f rom the Ac tivity Menu.
11 Recordi ng Y our Name R ec ord you r name to rep lac e t he syste m g reeti ng for your mai lb ox. Cal lers hear your voic e sp eak in g your name and feel c om fortab le ab ou t leaving messag es. Y ou c an rec ord your name any time after l og g ing in.
12 Creating Your Pers onal Greeti ng Y our system all ows you to rec o rd a nd store several p ersonal g reeting s, ea c h for a sp e c ific situation . Y ou c an m anually ac tivate eac h g ree ting as need ed (b asic mod e), or you c an keep a nu mb er of g reeting s a c tive at on c e.
13 Composing a Single Voice-fax Ext ension Greeting F ax m ess ag i ng i s a new c ap ab ility and ma ny c all er s will b e un fam ili ar w ith it at fir st. C allers will f ind it help ful if you rec ord a g r eetin g that b r iefly ins truc ts them ab out y our fa x messa g ing .
14 If you have a p ers onal fax extension, you may want to list y o ur extension on your b usiness c ard or c omp any st at i onery and /or instr uc t c allers to se n d faxes to your fax-only numb er. Instruc tional g reeting if y o u hav e a p e rsonal fax extension: “ This is Diane Do wner a t the Com mand er Hea ter Com p any.
15 Settin g Ad dres sing Opti on s Before moving into the “ Creating a Messag e” c ateg o ry, it i s nec essary to d eter m in e whe the r m es sa g es w ill b e rec or d ed fir st or ad d re s se d fir s t. T he op t ions are ad d res s b efore rec ord (ABR ) on or ad d ress b efo r e rec ord off .
16 T o sc hed ule d e livery: 1. Ent e r d e livery time (405 = 4:05). 2. Ent er (or ) f o r AM or (or ) for P M and p ress . 3. Ent e r d e livery mont h and d a y (502 = May 2) and p ress .
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18 Creating and Sending a Voice Message (ABR on ) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu.
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20 Creating and Sending a Voice Message (ABR of f) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu. 2. Rec ord m essag e at t he t one. 3. (Optional): T o ed it y our me ssag e b efore a p p ro ving : ■ P ress to stop rec ord ing or p ause.
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22 Creating and Sendi ng a V oice-fax Mes sa ge (A BR on) Ac c ess the Ac tivity Menu b y entering your system ext e nsion and p asswo rd . 1. Press from the Ac t ivity Menu.
23 NOTE: T he b utton lab el on your fax mac hine m ay b e d if ferent from ST ART . Common alternate keys for t his func tion are SE N D , TRAN SM I T , and CONNE CT .
24 Sharing Fax Machines If you use a shared or p ub lic fax mac hi ne (suc h as a d ep artmental fax), you may w ish to avoid tying it up w hile you transmit to multip le ad d res ses .
25 Respondin g to a Message (Opt ional) Y ou c an resp ond to a mess ag e d u ring or after listening to the head er or messag e. 1. P ress to c all send e r or p ress one of the following : 2. W ith ABR on, ad d ress your messa g e, then rec ord new messag e.
26 3. Press to p rin t the f ax, and c h oose o ne of these p rint op tions: W ait for the STA RT p romp t. NOT E: T he b utto n lab el on your fax mac hine m ay b e d if ferent from STA RT . Common alternate k eys for t his func tion a re PR I N T , REC E I VE , and REC / PO RT .
27 NOTE: If you have a p ers onal fax extension , you rec eive only voic e me ssag es and fax messag e head e rs throug h yo ur telep hone set. F a xes g o d irec tly into your p e rsonal fax exten sion w it hout ring ing y our telep ho ne. F ax head ers d o trig g e r your messag e l ig h t.
28 ■ 1) p rime-t ime internal, 2) p rime-time ext ernal, and 3) out-of-hours c alls ■ 1) p rime-t ime b usy, 2) p rime-time no answer, and 3 ) out-of-hours c al ls T h e first st ep is to d e fine.
29 ☞ Ti ps W hen you selec t the out-of-h ours c al l typ e , the other c all typ es automatic ally ap p ly only to p rime-time c alls. Y ou mus t mak e a c hoic e b e twee n internal/external and b usy /no an swer c all typ es. T he s ystem i s not set up to hand le b oth s ets of s ituations simultaneously.
30 Assigning Gree ting s to Call Types 1. Press from the Ac t ivity Menu. 2. Li sten to the summary of ac t ive g reeting s. 3. Press to a c tivate a g reeting . 4. Ent er a n umb er (0 to 9) t o ind ic ate whic h g reeting y ou want to assig n to a c al l typ e.
31 Scanning All G reetings 1. P r e ss f rom the Ac tivity M enu. 2. Li sten to f irst g reet ing stat us statement . 3. P ress any c omb ina tion of the following : 4. P r es s to qui t s c an n i n g . Listen to a g reet ing . R e -rec ord a g reet ing .
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33 Ho w to A cces s Ou tgoi ng o r F i led Me s s ag e s T o c hec k the status of outg o ing messag es, ac c es s them b y following the s tep s listed b elow, then move on to selec t ing , mod ify ing , and re-send ing t hem . Acce ssi n g O utgo in g M e ssag es 1.
34 NOTE: F or d elivered or ac c e ssed messag es , you c an listen to t he head ers only. Y ou c an’t c han g e or re-send t hese m essag es. A fter you revie w an ac c ess ed mess ag e head er, the system d e let es the head er automatic ally.
35 P ress t o re-send an und elivered messag e to the orig inal rec ip ient only. # #.
36 Re-sendi ng a Message W hen y ou have selec ted a m essag e to mod ify/re-sen d , c ho ose on e o f the following op tions to r e -d irec t you r messag e. 1. F o r filed and und eliverab le mess ag es: a. Ent e r ad d ress (es) or list vi a ( ). b .
37 3. P ress one of the following : 4. E nt er an ad d ress and p ress . 5. R ep eat step 4 until l ist is c omp lete. 6. P r es s to a p p rov e. NOTE: Afte r you a d d ress a mess ag e using a li st, t he syst em asks fo r more extensions. Do not ad d extension s that are alread y used in ad d r essing of the list just ap p end ed .
38 Scanning Lis t Sum mari es 1. Press from the Ac tivity Menu. 2. Li sten to the list summary. 3. Press any of the following : S k ip to nex t list . ( ) Delete the entire list. R eview/mod ify lis t mem b ers. (R et urn to “ R eviewi ng and M od ifying a List.
39 Reviewing and Modify ing a Lis t 1. P r e ss from t he A c tivity Menu. 2. E nter list o wner’s extensio n and p ress . (If you o wn the list, simp ly pr e s s . ) 3. E nt er l ist ID and p ress . 4. Li sten to the first na me, then p ress any of the foll owing : 5.
40 How to Creat e a Per sonal Di rect or y T h e syst em allo ws you to c reate a p ersonal d i rec tory of ab b reviated names (aliases) for freq u ently used ad d resses.
41 Reviewing and Deleti ng Entries from a Direct ory 1. P r es s . 2. Do one of the following : 5 2.
42 ■ P ress to review al l aliases. W hi le listening to eac h entry, p ress ■ Pres s t o r e vi ew s p e c if ic a lia se s: a. Ent e r alias to r e view and p ress . b . Listen to c o rresp ond ing ad d ress. c . R ep eat for more alia ses. d . Pres s to s to p re vi e w i n g .
43 1. P r ess ( ) fr om anywhe re in th e syste m. 2. Do one of the following : ■ T o hea r the e xtension nu mb er assoc iate d wit h a name, en ter the name (last name first , with no sp ac es b etween the first and last name), then p ress . ■ T o hea r the n ame assoc iated with an ad d ress, p ress ( ), enter the ad d ress, then p ress .
44 b . E nter the e xtensio n. c. P r e s s . NOTE: If you rec o rd a m essag e and ei ther hang up or g o to another op t ion, the system au tomatic ally d elivers you r mes sag e to the p erson you are c all ing .
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46 Tips a nd Hi ghli ght s General Message Handli ng NOTE: Y ou c an ’t b y p as s error b eep s and imp orta nt system messag es. F or H elp, p ress ( ).
47 Getting M essages S c an messa g es qu i ck l y Y ou c an automatic ally p lay all your messag es b y p ress ing just two b uttons , p lus e ither to sc an mess ag es and h ead e rs, to sc an head ers only, or to sc an mess ag es onl y. S c an ning is esp ec ially usefu l with a c ar telep hon e.
48 Leaving Messages When No O ne Answers Sending V oice Mail Use p l ayb ac k and rec ord co n t r o ls T o listen to a nd ed it th e mess ag e s you leave w hen there ’s no answer, you hav e m any c ontrols . B y pa s s gr e e ti n gs and rec ord imme d iat ely Y ou d on ’t have to l i sten to anothe r user’s c all ans wer g reeting .
49 T o ord er ad d ition al c op i es of this d oc ument, c all the AT &T GBCS P ub lic ations F ul fillment Cen ter: (800) 457-1235 (US tele p hone) (800)457-1754 (F AX ) 1 (317) 361-5353 (telep .
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An important point after buying a device Lucent Technologies Voice/FAX Messaging (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Lucent Technologies Voice/FAX Messaging yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Lucent Technologies Voice/FAX Messaging - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Lucent Technologies Voice/FAX Messaging you will learn all the available features of the product, as well as information on its operation. The information that you get Lucent Technologies Voice/FAX Messaging will certainly help you make a decision on the purchase.
If you already are a holder of Lucent Technologies Voice/FAX Messaging, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Lucent Technologies Voice/FAX Messaging.
However, one of the most important roles played by the user manual is to help in solving problems with Lucent Technologies Voice/FAX Messaging. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Lucent Technologies Voice/FAX Messaging along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
