Toshiba_Answering_Machine

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., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant.

CIX-UG-GVPH-VA

Version A, July 2006

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

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Telecommunication Systems Division License Agreement

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Toshiba America Information Systems, Inc.

Telecommunication Systems Division5932

9740 Irvine Boulevard

Irvine, California 92618-1697

United States of America

DSD 020905

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

End-User Limited Warranty

Toshiba America Information Systems, Inc., (???TAIS???) warrants that this telephone equipment manufactured by Toshiba (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery, except as otherwise provided by TAIS in the TAIS warranty accompanying the products or posted on TAIS???s website. Products which are not manufactured by Toshiba but are purchased from Toshiba, will be subject to the warranty provisions provided by the equipment manufacturer, unless TAIS notifies the end-user of any additional warranty provisions in writing.

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The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement of such defective or missing parts as are causing the malfunc- tion by TAIS or its authorized dealer with new or refurbished parts (at their option). If TAIS or one of its autho- rized dealers does not replace or repair such parts, the retail customer???s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than thirty (30) days after such malfunction, whichever first occurs.

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Contents

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.

???Chapter 2 ??? Getting Started provides instructions on those features you need when accessing your voice mail for the first time, including changing your security code and recording your name.

???Chapter 3 ??? Play Messages contains step-by-step instructions on playing messages.

???Chapter 4 ??? Send Messages details how to send, forward, and reply to a message.

???Chapter 5 ??? Manage Mailbox provides step-by-step instructions on recording greetings, using destination (distribution) lists, and activating options such as Do Not Disturb (DND) and Call Screening.

???Chapter 6 ??? Integration Features outlines Call Forward, Message Waiting, Soft Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing and Call Monitor features.

???Glossary defines frequently-used voice processing system features and functions.

???Index

Introduction

Conventions

Introduction

Directory

You can enter the Dual Tone Multi-frequency (DTMF) digits corresponding to the first few letters of a user???s name and your voice mail system plays the recorded name (User ID and optionally the extension) that matches the combination of entered digits. You can then select the name or go on to the next name in the directory.

Each User ID can be identified with up to two names. These names are entered into the automated directory by the System Administrator and enhance the directory???s search/find capabilities. Common choices for the names are the first and last names of the user or the last name of the user and a commonly misspelled version of the last name.

User Options

You can set your telephone for Do Not Disturb (DND) or call screening, select or record a busy greeting (plays when your telephone is busy), and designate where or how you are notified of a message.

The following is a brief description of each of the options. Please see ???Change Your User Options??? on page 51 for more detailed information.

Important! The System Administrator must activate these features for them to be available.

???DND ??? Your voice mail system automatically sends calls to your User ID (mailbox) without first ringing your telephone.

???Call Screening ??? Your voice mail system asks callers for their name and company. Without the caller???s knowledge, the system relays that information to you. You can decide to receive the call, let the call forward to your mailbox, or transfer the call to another extension with or without an announcement.

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.

Once you have turned on a specific notification record, your voice mail system automatically calls you at the designated number and with the chosen method to notify you of your messages.

User Prompts

Your voice mail system prompts only for menu options available to you. You do not hear prompts for options:

???Not supported by your voice mail system (e.g., future delivery)

???Not configured for your mailbox by the System Administrator (e.g., guest users, do not disturb).

Check with your System Administrator to verify which user options are available to you.

User Tutorial (New User)

A first time user of the voice mail system automatically hears a user-friendly tutorial upon logging in to his/her mailbox. The tutorial walks the user through the process of:

???Recording his/her name (if required)

???Recording a personal greeting for the mailbox

???Changing the default security code

Once the tutorial is completed successfully, it cannot be replayed.

This page is intentionally left blank.

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.

???Record your personal greeting. Your personal greeting automatically plays when you are not available to answer your telephone.

???Change the default security code for your mailbox to ensure privacy. You should change it on a regular basis.

Note If you do not complete the tutorial before hanging up, your voice mail system saves any completed portion (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed.

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.

MAIN MENU

1Play Messages

2Send Messages

3Manage Mailbox

0 Exit user mode

#Hang Up

Each time you access your User ID (mailbox), your voice mail system announces:

???Your name (and extension, if applicable)

Note Your voice mail system may not be configured to play your name when you log on to your mailbox.

???The number of new and saved messages you have in your message queue(s)

???The number of messages that will be purged upon exiting your mailbox, if applicable

Your voice mail system then plays the Main Menu options.

If you receive new messages while you are logged on to your mailbox, your voice mail system informs you that you have new messages when you return to the Main Menu.

Getting Started

Access Your Mailbox

From External Telephone

1.From an external telephone, call your voice mail system on

___________.

2.When voice mail answers, press *.

3.Enter your User ID + #.

4.Enter the default security code + #.

If you make a mistake while entering the code, press * to re-enter.

The system answers with your standard company greeting.

Your voice mail prompts you to 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.

Your voice mail prompts you to enter your security code.

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. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

From Internal Telephone

1.From an internal telephone, call your voice mail system on

___________.

Your voice mail prompts you to enter your security code.

Getting Started

Access Your Mailbox

2.Enter the default security code + #.

If you make a mistake while entering the code, press * to re-enter.

You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

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. You can re-record your name at any time (see ???Record Your Name??? on page 57).

1.At the tone, state your name slowly and clearly (if you like, you can also state your extension).

2.Press # when done.

3.After your name plays, press:

1To accept the recording

2Re-record

Your voice mail plays your name recording.

Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting.

Your voice mail system returns you to the record your name prompt.

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. You can update personal greetings as often as you want.

Sample Greeting

???Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at the tone you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.???

1.At the tone, begin recording your greeting.

2.Press # when done.

3.After your greeting plays, press:

1To accept the recording

2Re-record

The following information should be included in your Personal Greeting:

??Your name

??Company and/or department

??Date

??Your availability

??Instructions to leave a detailed message

??Call coverage options

Your voice mail system plays your greeting.

Your greeting becomes Personal Greeting #1 and your voice mail system prompts you to change your security code.

Your voice mail system returns you to the record your greeting prompt.

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).

You have completed the tutorial. Your voice mail system announces ???mailbox number xxx is enabled,??? plays your recorded name and announces the number of messages in your mailbox. You can now perform any of the functions available on your voice mail system???s Main Menu or exit the mailbox.

Getting Started

Exit Your Mailbox or User Mode

Step 5: Exit Your Mailbox or User Mode

??To exit your mailbox, press # to hang up from a Toshiba telephone system

...or 999# to hang up from another manufacturer???s telephone system

...or to exit the user mode, press 0.

When you press # to hang up, you hear ???Thank you for calling. Good-bye.???

Your voice mail system can be configured so that you can exit your mailbox without leaving the voice mail system. Please ask your System Administrator to find out if your system is configured for this or some other function when pressing 0.

If you have the ???0 to EXIT User Mode??? capability, you hear the voice mail system???s company greeting. You can now access another user or a different mailbox.

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.

If configured, your voice mail system automatically turns off your message waiting light on your telephone when your new message queue is empty or only Pending messages remain (see ???Message Queues??? on page 4). The Message Waiting LED remains on only if there are new messages in the queue.

Access Messages

Once you press 1 to play your messages, the following telephone keys assist you in going through your messages:

1Takes you to the next message or back to the top of the queue when you have reached the last message in the queue.

*1 Replays the current message.

*2 Takes you to the previous message or back to the last message in the queue when you have reached the top of the message queue.

77 Toggles between the New and Saved Message Queues.

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).

Turn Down volume

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. The message resumes playing as soon as you press 4 or automatically at the end of 30 seconds. You can pause the playback as many times as necessary.

8 Turn Up Volume, 0 Turn Down Volume

Each time you press 8 or 0, the volume of messages adjusts one increment until the maximum number of increments is reached. Your voice mail system saves the current level when you exit.

* Back Up (rewind)

The message backs up/rewinds and then begins playing. The default is five seconds (set by the System Administrator).

# Go Forward (advance)

The message goes forward/advances and then begins playing. The default is five seconds (set by the System Administrator).

Play 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. If no messages exist in the New Message Queue, your voice mail system automatically accesses the Saved Message Queue.

From the Main Menu:

Play Messages

Play the next message

Save the current mesage

Delete the current message

Forward the current message

Reply to the current message

Special Functions

Message Date and Time

Future Delivery Review (Play, Save, Delete)

Continuous Delete

New/Saved message queue (toggle)

Continuous Play

Return to previous menu

Replay the current message

Play the Previous message

Return to the Main Menu

While playing a message, you can press:

Pause/Resume (toggle or 30 seconds)

Turn Up volume

Turn Down volume

Backup (rewind)

Go Forward (advance)

7399

Play Messages

Play Your Messages

1.From the Main Menu, press 1 Play Messages.

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.(Optional) While the message plays or

immediately after, you can select one of the following:

1Play the next message

2Save the current message

3Delete the current message

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.

Skips to the beginning of the next message.

Note If you reach the end of your messages, pressing 1 takes you back to the top of the same queue.

Saves the current message. The Play Messages Menu plays.

Flags the current message for deletion. The Play Messages Menu plays. When you exit Play Messages, your voice mail system tells you the number of messages to be deleted. If you do not want to delete a message, save the message before exiting your mailbox.

Note Your voice mail system can be programmed to delete messages after a preset length of time. Consult your System Administrator. Your voice mail system notifies you before purging messages.

Play Messages

Play Your Messages

5Forward the current message

6Reply to the current message

7Special Functions

*1 Replay the current message

*2 Play the previous message

9 Return to Main Menu

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.

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.

Your voice mail system prompts with the options. See

???Special Functions??? on page 27 for instructions on using this option.

The current message plays from the beginning.

The previous message plays from the beginning.

Note If you are at the top of the message queue, pressingqueue. *2 takes you to the bottom of the same

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 Main Menu.

Play Messages

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.

?? Press an option number:

2Save the current Saves the current future delivery message. message

3Delete the current Flags the current future delivery message for deletion.

Play Messages

Special Functions

9Return to the Special Functions Menu

6 Continuous Delete

7New/Saved message queue (toggle)

8Continuous Play

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.

The number of messages deleted is based on a preset length of time (designated in minutes) set on a system-wide basis by your System Administrator.

Important! The deletion starts with the first message in the queue and continues until the preset time has expired. Both heard and unheard messages are deleted. If there are two queues???new and saved???the deletion occurs only in the queue you are in when you press 6 for continuous delete.

Ask your System Administrator to verify that you have this option.

This feature operates as a toggle; use it to move back and forth between the New and Saved Message Queues.

Plays multiple messages at one time in your New or Saved Message Queue without additional action from you.

The number of messages played is based on a preset length of recorded time (designated in minutes) and therefore varies. (Your System Administrator sets the length of time on a system-wide basis.) The messages played are those whose cumulative time is equal to, or less than, the designated number of minutes.

Play Messages

Special Functions

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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.)

End recording

3096

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. If during the second 30-second pause you:

???Do not press any key, voice mail assumes you have cancelled the message and returns to the Main Menu.

???Press #, your voice mail system returns you to the Send Messages Menu and you can send, review or record over the message.

#End Recording

After recording a message, press # to end the recording.

Send Messages

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.

From the Main Menu:

Play Messages

Forward the current message Reply to the current message

Send Messages

Enter one of the following:

User ID plus

Directory plus name

Personal List (1~7)

System List (1~7)

Multiple Destinations

Record

Record a message, comment, or reply

Send and Return to Main menu

Review recording

Re-record

Append recording

Select Additional Destinations

Special Delivery Options

Set Urgent status (On/Off)

Set Private status (On/Off)

Set Return Receipt request (On/Off)

Return to previous menu

Set Future Delivery

Cancel message and select new destination

Cancel and return to Main Menu

While recording a message, you can press:

Pause/Resume (toggle or 30

seconds)

End recording

Select from the following:

User ID plus

Directory plus name

Personal List (1~7)

System List (1~7)

Press when finished

Set the Hour (1~12)

Set the Minutes (0~59)

Set the Day (1~31)

Set the Month (1~12)

Set the Year (last two digits)

Return to previous menu (message delivery time plays)

7400

Send Messages

Send a Message

??User ID and press #. Your voice mail system plays the user???s name or User

Send Messages

Send a Message

??01Personal List You are prompted for the destination list number.

3.Record a message after

the tone. When finished, press #.

Send Messages

Send a Message

3Append recording

Press # when done.

4Select Additional Destinations

7Special Delivery Options

8Set Future Delivery

*Cancel message and select new destination

**Cancel and Return to the Main Menu

The appended recording plays after the already recorded portion of the message. The system prompts you to record at the beep.

Send the message to additional destinations. Valid entries: User ID, 00, 01 and 02. You cannot enter

04 Multiple Destinations.

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.

See ???Special Delivery Options??? on page 43 for instructions on using this option.

You can have your message delivered at a future specified time and date. See ???Future Delivery??? on page 44 for instructions on using this option.

Cancels the message and returns you to Step 2 on

page 34.

Cancels the message and returns you to the Main Menu.

Send Messages

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.

??User ID and press #. Your voice mail system plays the user???s name or User

Send Messages

Forward a Message

??01Personal List You are prompted for the destination list number.

Send Messages

Forward a Message

2Re-record

Press # when done.

3Append recording

Press # when done.

4Select Additional Destinations

7Special Delivery Options

8Set Future Delivery

*Cancel message and select new destination

**Cancel and Return to the Main Menu

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.

Send the forwarded message to additional destinations. Valid entries: User ID, 00, 01 and 02. You cannot enter 04 Multiple Destinations.

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.

See ???Special Delivery Options??? on page 43 for instructions on using this option.

You can have your message delivered at a future specified time and date. See ???Future Delivery??? on page 44 for instructions on using this option.

Cancels the message and returns you to Step 2 on

page 37.

Cancels the message and returns you to the Main Menu.

Send Messages

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].???

Important! The Reply feature only works if the original message is sent from a another voice mail user. When a voice mail user that has not logged on to his/her mailbox leaves a message for you, you have to enter a destination to respond.

1.From the Play Messages Menu, press 6 Reply to the current message.

2.Record your reply after

the tone. When finished, press #.

While recording, you can press 4 to pause/resume (toggle or 30 seconds) the recording.

3.Press # again to send the reply immediately

...or before sending the reply, you can use any of the following options:

1 Review reply

You are prompted to record your reply to the message.

Your voice mail system tells you that your reply has been sent and returns you to the Main Menu.

Important! If you press # to send your reply you cannot use the special recording and sending options.

The recording plays.

Send Messages

Reply to the Current Message

2Re-record

Press # when done.

3Append reply

Press # when done.

4Select Additional Destinations

Enter one of the following destinations:

???User ID and press #. Press # again to record a reply without playing the user???s name.

???00 Directory

Enter the first few letters of the first or last name (Q = 7,

Z = 9).

Press # to select the name as the destination

...or 1 to hear the next name

...or * to cancel your entry and re- enter.

The system prompts you to record your reply at the beep.

The appended reply plays after the already recorded portion. The system prompts you to record at the beep.

Send the message to additional destinations. You may repeat this step as often as necessary.

Your voice mail system plays the user???s name or User ID for confirmation.

Note 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.

You are prompted to enter the person???s name.

Your voice mail system plays the first name that matches the combination of the letters you entered.

Send Messages

Reply to the Current Message

??? 01 Personal List

Enter a list number (1~7).

??? 02 System List

Enter a list number (1~7).

7Special Delivery Options

8Set Future Delivery

*Cancel reply

**Cancel and Return to the Main Menu

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.

Your voice mail system plays the list comment or number for confirmation. Ask your System Administrator for more information about System Lists.

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.

See ???Special Delivery Options??? on page 43 for instructions on using this option.

You can have your message delivered at a future specified time and date. See ???Future Delivery??? on page 44 for instructions on using this option.

Cancels the reply and returns you to Step 2 on page

40.

Cancels the message and returns you to the Main Menu.

Send Messages

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.

??Enter an option number:

1Set Urgent status (toggle)

To remove the urgent status, press 7 then 1 again.

2Set Private status (toggle)

To remove the private status, press 7 then 2 again.

3Set Return Receipt request (toggle)

To remove the return receipt request, press 7 then 3 again.

9Return to previous menu

Urgent messages play first in the New Message Queue.

Private messages cannot be forwarded.

Your voice mail system notifies you when and by whom the message was received and plays the original message.

Note A message that is only partially heard (for five seconds or longer) sends back a return receipt to the sender.

Your voice mail system returns you to the previous menu.

Send Messages

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. You can choose any or all of the selections.

Your voice mail system provides special options to customize and manage your mailbox features (menu shown below).

From the Main Menu:

3 Manage Mailbox

1Change your Greeting

2Change your User Options

3Manage your Lists

4Manage your Guest User IDs

9 Return to Main Menu

Manage Mailbox

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.

This section discusses the three basic greeting controls (menu shown below):

???Create or record over a personal greeting

???Change your greeting selection

???Review a greeting

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change your Greeting

Select ~ for a Personal Greeting or for the

System Greeting

Review selected greeting

Record (new) greeting

Review current greeting

Return to previous menu

3608

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.From the Manage

Mailbox Menu, press

1 Change your Greeting.

2.Enter a number from

1~7.

3.Press 2 to record the greeting (speak slowly and clearly).

4. Press # when done.

Your voice mail system prompts with a list of options from the Change your Greeting Menu.

Your greeting is identified by the number chosen. For example, you can record a general greeting as greeting 1, then record a greeting for holidays as greeting 2. Later, you can choose which one plays. You can re-record a greeting at any time.

The following information should be included in your Personal Greeting:

??Your name

??Company and/or department

??Date

??Your availability

??Instructions to leave a detailed message

??Call coverage options

Sample Greeting

Manage Mailbox

Change Your Greeting

5.(Optional) After recording, you can press:

Manage Mailbox

Change Your Greeting

Change Your Greeting Selection

1.From the Main Menu, press 3 Manage Mailbox.

2.Press 1 Change your Greeting.

3.Enter a personal greeting number (1~7)

...or # to select the system greeting.

...or * to review the current greeting.

4.Press 9 to return to the previous menu

...or 99 to return to the Manage Mailbox Menu

...or 999 to return to the Main Menu.

Your voice mail system plays the Manage Mailbox Menu.

Your voice mail system prompts with a list of options from the Change Your Greeting Menu.

Your callers hear the selected greeting when you do not answer or when your telephone is busy.

Your callers hear the system greeting when you do not answer or when your telephone is busy.

Note If you have recorded a busy greeting, this greeting does not play when your telephone is busy (see ???Create or Record Over Your Busy Greeting??? on page 55 for details).

Important! The last greeting selected or recorded is the greeting that callers hear as your User ID greeting.

The current greeting plays.

Your voice mail system returns to the previous menu.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Manage Mailbox

Change Your Greeting

Review a Greeting

1.From the Main Menu, press 3 Manage Mailbox.

2.Press 1 Change your Greeting.

3.currentPress *greetingto review the

...or enter a number from 1~7, then press 1 to review the greeting. Press 9 to return to previous menu.

4.Press 9 to return to the Manage Mailbox Menu

...or 99 to return to the Main Menu.

Your voice mail system plays the Manage Mailbox Menu.

Your voice mail system plays a list of options from the Change Your Greeting Menu.

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.

The greeting plays. Your voice mail system prompts you with the Change Your Greeting Menu options.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Manage Mailbox

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.

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu: Change your User Options

Change your Do Not Disturb (On/Off)

Change your Call Screening (On/Off)

Change your Security Code

Select your Busy Greeting (toggle)

Record your Busy Greeting

Record your Name

Change message Notification

Review your Option Settings

Return to previous menu

Record

Review recording

Re-record

Append recording

Cancel recording

Save recording

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits

Save changes

Return to previous menu

3612

Important! If you do not hear all the options for this menu, they may not be configured for your telephone or system. Please ask your System Administrator to verify which user options are available to you.

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.

2.Press 2 Change your User Options.

3.Press 1 Change your Do A prompt verifies the current status of the feature.

Not Disturb (On/Off).

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).

1Receive the call

2Reject the call and let the call forward to your mailbox

3Transfer the call to another extension with an announcement

4Transfer the call to another extension without an announcement

The System Administrator can also set this feature to turn on or off automatically at pre-scheduled times and/or days of the week.

2.Press 2 Change your User Options.

3.Press 2 Change your Call A prompt verifies the current status of the feature.

Screening (On/Off).

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.

2.Press 2 Change your User Options.

3.Press 3 Change your Security Code.

4.Enter your new security code + #.

5.Re-enter your new security code + #.

Your voice mail system prompts with a list of options from the Manage Mailbox Menu.

Your voice mail system prompts with a list of options from the Change your User Options Menu.

Your voice mail system prompts you to enter your new security code.

The minimum and maximum number of digits for the security code are determined by your System Administrator. Please ask your System Administrator for confirmation on the number.

Your voice mail system prompts you to re-enter your new security code for verification.

After entering the security code a second time, your voice mail system announces that your security code has been changed.

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.

Note Depending on the configuration of your telephone and telephone system, Stratagy may not receive a busy tone when callers reach your extension. If Stratagy doesn???t receive a busy tone, your selected personal greeting plays instead.

If a custom greeting is not recorded, the default system busy greeting plays.

2.Press 2 Change your User Options.

3.Press 5 Record your Busy Your voice mail system prompts you to record

4.Begin recording at the tone. Press # when done.

5.(Optional) After recording, you can press:

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

2.Press 2 Change your User Options.

3.Press 4 Select your Busy A prompt verifies the current status of the feature.

Greeting (toggle).

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

???

Your voice mail system may not be configured to play your name when you log on to your mailbox.

Your system may be programmed such that you need to record your extension as well as your name. Ask your System Administrator for the requirements of your system.

1.From the Manage

Mailbox Menu, press 2 Change your User Options.

2.Press 6 Record your Name.

3.At the tone, state your name slowly and clearly (and your extension, if required).

Press # when done.

4.(Optional) After recording, you can press:

1Review recording

2Re-record

Press # when done.

Your voice mail system prompts with Change your User Options Menu.

Your voice mail system prompts you to record your name.

Your newly recorded name (and extension) plays.

You can re-record your name (and extension) as often as you wish.

Manage Mailbox

Change Your User Options

3Append recording

Press # when done.

4Cancel recording

9 Save recording

You can add a short comment that plays at the end of the recording (for example, a vacation announcement).

You can cancel your newly recorded name (and extension) and return to the previous menu.

Your voice mail system confirms that your name (and extension) has been recorded and returns to the previous menu.

Change Your 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, pagers, voice, etc.) and the time/day when that notification record applies. The repeat count (how many times the notification is attempted) and interval for retrying the notification is also set.

Once you have turned on the notification record numbers, your voice mail system automatically calls you at the designated number and with the chosen notification method.

Using the Change Message Notification option, you can enable/disable a notification method and/or change the notify phone number.

2.Press 2 Change your User Options.

3.Press 7 Change message Notification.

Manage Mailbox

Change Your User Options

4.Enter the notification template number (1~10).

5.Press an option number:

1Enable/disable notification template (toggle)

2Change notification digits. Enter the new notification telephone

number???s digits and press #.

#Save changes

9Return to previous menu

6.Press 9 to return to the Manage Mailbox Menu

...or 99 to return to the Main Menu.

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.

Pressing 1 toggles the notification template between Enable and Disable. After pressing 1, a prompt verifies the current status.

Your voice mail system verifies the telephone number entered.

Your voice mail system tells you that the notification template changes have been saved. Your voice mail system returns to the previous menu.

Your voice mail system cancels the change message notification options and returns to the previous menu.

You can select another user Manage Mailbox option.

You can select another Main Menu option.

Manage Mailbox

Change Your User Options

Review Your Option Settings

2.Press 2 Change your User Options.

3.Press * to Review your Your voice mail system verifies the status of your Option Settings.DND, Call Screening options and plays your

Manage Mailbox

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.

From the Manage Your Lists Menu (shown below), you can review the list contents, add and delete User IDs to the list, and record a list comment to help you identify the list.

From the Main Menu:

3 Manage Mailbox

From the Manage Mailbox Menu:

3 Manage your Lists

Select 1 ~ 7 for a Personal List

1Review your current list

2Add a User ID to the list

3Delete a User ID from the list

4Record a list Comment

9 Return to previous menu

Manage Mailbox

Manage Your Lists

4.After selecting a list, you can press:

1Review your current list

2Add a User ID to the list

Enter the User ID. Press # when done.

3Delete a User ID from the list

Enter the User ID. Press # when done.

4Record a list Comment

Record your comment. Press

#when done.

5.Press 9 to return to the previous menu

...or 99 to return to the Manage Mailbox Menu

...or 999 to return to the Main Menu.

The system prompts you with the name (and extension) of each User ID on the list.

Your voice mail system prompts you to enter the User ID.

The name (and extension) plays. You can add additional User IDs as needed.

Your voice mail system prompts you to enter the User ID.

The name (and extension) plays. The system prompts ???Deleted.???

When sending a message, the comment plays each time the destination list is selected. Your voice mail system prompts you to record the comment.

Your voice mail system returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

Manage Mailbox

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 per- use basis. See your System Administrator for details if you have this feature.

Managing Guest User IDs involves creating and deleting these IDs (menu shown below).

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Manage Guest Mailboxes

Create a Guest Mailbox

Delete a Guest Mailbox

Review your Guest Mailboxes

Return to previous menu

3498

3.Select one of the following:

1 Create a Guest User ID The system prompts with a Guest User ID

Manage Mailbox

Use Guest User IDs

3Review your Guest User IDs

4.Press 9 to return to the Manage Mailbox Menu

...or 99 to return to the Main Menu.

The system lists your Guest User ID numbers.

You can select another user Manage Mailbox option.

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. Only then can they use voice mail to send, receive, and reply to the messages with your mailbox (Host ID) as a typical voice mail user.

Note See ???Access Your Mailbox??? on page 14 for more detailed instructions of the following steps.

1.Call the voice mail system.

2.Enter 998 + #.Note Check with your System Administrator for

4.Enter * + the Guest User ID + #.

5.Enter the security code + #.

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.

???System Call Forward (which is set in Programming) automatically directs calls to a predefined location, such as Voice Mail.

???Station Call Forward enables you to assign Call Forward destinations for each extension on your phone. Each extension can be independently set for a different Call Forward feature. You can set a flexible button to perform any Call Forward function.

Call Forward must be set prior to receiving the call.

Note Station Call Forward takes priority over System Call Forward.

Table 1 on page 66 contains the Call Forward Button sequences for performing Call Forward. There are two ways to perform each Call Forward function. One, enter the button sequence as described, or two, program a flexible button to perform the sequence.

??To use the Call Forward button sequence

??Follow the instructions in Table 1 below shown under ???Button Sequence.??? Some features require additional input, such as:

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.

Table 1 Call Forward Procedures

Call Forward - Station

Call Forward Any Call (Internal and Incoming Line)

Call Forward - System

Call Forward - Incoming Line Calls

Integration Features

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.

Responding to a Lit Msg LED

1.On an LCD phone, if you see a ???+??? press Scroll to display additional messages; otherwise, go to Step 2. The ???+??? indicates additional messages. The LCD can show up to three station messages for your extension and three for each additional (phantom) extension that you may have.

2.Press Msg, then lift the handset. Your phone rings the extension or voice mail device that sent the indication. The LED continues to flash red.

3.After answering the message(s), place the handset back on-hook.

4.If the Msg LED continues to flash, you have more messages; repeat Steps 1~3 above to retrieve them. Voice mail devices turn off the LED/LCD indications after a short delay, after you checked all messages.

5.To manually turn off your Msg LED, press your extension button, then press #409. Do this step for each message received.

Integration Features

CIX Integration

Turning On/Off Message Waiting LED on Another Exten- sion

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.Press Spkr. Your Msg LED turns Off. The Msg LED on the called telephone flashes until the called party presses the flashing Msg button - which calls you back.

4.To turn Off a Message LED that you have set on another extension, press #64 plus the extension number that has the message light set. Then hang up to release your telephone.

CIX Integration

If your company???s Toshiba Strata CIX phone system has the Proprietary Integration with your voice mail enabled, you have two additional features at your disposal???Soft Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access these features, check with your System Administrator.

Soft Key Control of Voice Mail

If you have a Strata 3000-series digital phone equipped with a Liquid Crystal Display (LCD), many standard functions of the voice mail system can be displayed on the digital telephone LCD and operated by Soft Keys. Feature prompting makes voice mail functions easy to use via visual displays on the telephone in place of listening to voice prompts over the handset, although the voice prompts still play when soft keys are used.

Note For general information on using Soft Keys on your phone, please see the

Strata CIX DKT/IPT Telephone User Guide.

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.

Once connected to your voice mailbox, the LCD displays the Main Menu options (shown at right). See Table 2 on page 70 below for a list of Main Menu soft keys.

You are then able to perform many of the standard voice mail functions using the Soft Keys on your phone (Play Messages menu example shown at right). See Table 3 on page 70 for a list of Soft Keys.

DIRECT SS

SYSTEM SD

PERSONAL SD

EXTERNAL DIR

INTERNAL DIR

Integration Features

CIX Integration

Integration Features

CIX Integration

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. This may be your personal mailbox.

Note Ask your System Administrator which method you need to use when recording a call.

This feature requires the presence of a Record and a PS/RES (Pause/Resume) button on your telephone. Feature codes are not available.

Important! Voice mailboxes have a definable limit on the length one message can be. If you plan on doing lengthy recordings using this feature, see your System Administrator so your message recording time can be properly defined.

??To record a call

1.With a call in progress, press Record.

If you are using the auto method, the Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording. Continue to Step 3.

...or if you are using the manual method, the Record LED flashes green rapidly. Continue to Step 2.

2.(Manual method only) If you want to record the call to the predefined mailbox associated with the phone you are using, press #. The Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording.

...or if you want to record this call to another mailbox, enter the mailbox number (usually the extension number). Finish by pressing #. The Record LED flashes rapidly and there is approximately a one second interval (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording.

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. You can pause and resume indefinitely throughout the conversation. The only limit may be a message length imposed by the voice mail system.

Direct Transfer to Voice Mailbox

An internal user on the Strata CIX can transfer a call directly to another person???s voice mailbox without waiting for the call to forward from the called party???s telephone. The voice mailbox does not even need to be associated with an active telephone in the Strata CIX.

Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to his/her mailbox. It eliminates the need for the caller to enter the desired mailbox number after being connected to the voice mail system.

??To transfer a call directly to Voice Mail (VM)

1.While on a call, press Cnf/Trn. You hear feature dial tone.

2.Press Direct Transfer to VM or enter #407. You hear entry tone.

3.Enter the VM mailbox number (usually the same as the extension number), then press

#. The call transfers immediately and your extension becomes idle. The transferred party hears the greeting associated with the specified mailbox and can then leave a message.

Note See Strata CIX DKT/IPT Telephone User Guide for information on programming this feature on your phone.

Voice Mail Conference

Voice Mail ports may be included in conference calls. This enables all members of the conference to listen to and play voice mail messages.

Integration Features

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.

??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 *. The LCD now displays ???Call Monitor Enabled??? briefly and then displays the original information. The Call Monitor LED turns solid red indicating that the feature is enabled.

??To disable Call Monitor on your telephone

?? With the Call Monitor LED solid red, press Call Monitor. The Call Monitor LED turns off.

??To monitor a call using Call Monitor

A flashing red Call Monitor LED indicates that a message is being recorded in voice mail.

??Using the speakerphone or handset, press Call Monitor. The Call Monitor LED lights green. You can hear the caller leaving the message, but the caller cannot hear you. The LCD displays ???Monitoring Voice Mail.???

??To answer the call during the message recording

??To talk to the caller during the recording, press Call Monitor. The recording stops and the LED turns solid red. The LCD display indicates the extension or line to which you are connected.

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Glossary

This glossary defines frequently-used voice processing system features and functions.

Glossary

Directory ~ New Message Queue