Contents

Contents

Appendix G ???Remote User Password Administration for TTS

Introduction

This guide describes the voice messaging capabilities and procedures for the Stratagy ES software running on Stratagy iES16, ES48, ES96R2, Media Applications Server (MAS) and MicroMAS voice processing systems.

Organization

This guide is divided as follows:

???Chapter 1 ??? The Grand Tour is an overview of the Stratagy ES system. Topics covered are: features to personalize your mailbox; an explanation of message folders, greetings, types and destinations; special delivery options; and available user options and prompts.

???Chapter 2 ??? Getting Started provides instructions on those features you need when accessing Stratagy ES 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 and Call Screening.

???Appendix A ??? Using Stratagy ES with a Strata CIX outlines Call Forward, Message Waiting, CIX Proprietary Integration (i.e., Soft Key Control of Voice Mail and Call Record features), and the Direct Transfer to Voice Mail and Voice Mail Conferencing features.

???Appendix B ??? Fax Printer Driver provides step-by-step instructions on configuring and using the fax printer driver.

Introduction

Conventions

???Appendix C ??? Automatic Speech Recognition contains step-by-step instructions on using the optional speech recognition feature.

???Appendix D ??? Unified Messaging with Stratagy View contains instructions on configuring and using Stratagy View application.

???Appendix E ??? Unified Messaging with Outlook Integration contains step-by- step instructions on using the optional Unified Messaging feature.

???Appendix F ??? Unified Messaging with IP Integration contains instructions on recording and sending a .wav file using Windows?? Sound Recorder.

???Appendix G ??? Remote User Password Administration for TTS provides instructions on how to update the Stratagy ES software with your e-mail log on password so that the system can read your e-mail messages via Text-to-Speech (TTS).

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

???Index

Conventions

Action/Response Table

Introduction

Related Documents/Media

Related Documents/Media

Note Some documents listed here may appear in different versions on the CD-ROM or in print. To find the most current version, check the version/date in the Publication Information on the back of the document???s title page.

Important! Read this User Guide first, then use it with the Quick Reference Guide.

???Strata CIX Voice Processing General Description

???Stratagy Enterprise Server (ES) Installation & Maintenance Manual

???Stratagy Enterprise Server System Administrator Guide

???Stratagy Enterprise Server Quick Reference Guide

This chapter provides an overview of the system and covers the following general topics:

???Features to personalize your mailbox

???Message folders

???Message types

???Greetings

???Special delivery options

???Message destinations

???User options

???User prompts

???User Tutorial (New User)

The Grand Tour

Overview

Overview

Stratagy ES manages multiple voice processing functions simultaneously 24-hours-a- day, seven-days-a-week. Your mailbox is always available for callers to leave private voice or fax (optional feature) messages. In addition, you can update your greeting at your convenience or send and receive messages from any touchtone telephone.

Callers control their own progress through the system. They no longer have to wait for a person to answer the telephone. If your extension is busy or you do not answer, callers can transfer to an operator, call another extension, or record a private, detailed message.

A representative in your company is assigned as the System Administrator for the system. The System Administrator is responsible for system maintenance that includes configuring your mailbox to suit your needs.

The configuration affects how and which features you can access. Whenever possible, this guide provides information concerning feature exceptions and which features may be configured to work differently.

You can access your mailbox from any tone-dialing telephone using your security code. After you access Stratagy ES, you hear the number of messages you have in your message folder(s), followed by a prompt from the Main Menu options (see Figure 1). You can then:

???Listen to your messages

???Send or forward messages

???Reply to messages

???Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)

???Listen to your e-mail messages

Note This feature is only available to users of Stratagy ES with Unified Messaging (UM) and Text-to-Speech (TTS) capabilities. Check with your System Administrator to find out if your system is configured for this feature.

The Grand Tour

Features to Personalize Your Mailbox

Features to Personalize Your Mailbox

The Stratagy ES Voice Processing System offers a variety of features to personalize your mailbox. The following are a few of those features:

???Mailbox Security Code ??? Your mailbox has a security code. The code must be entered by you in order to ???log into??? your mailbox, giving you access to your messages, settings, greetings, etc. (see ???Change Your Security Code??? on page 22).

???Name Recording ??? Your name is announced whenever the directory is accessed, you select the system greeting, or a message is sent by another Stratagy ES user. When you first enter your mailbox, you need to record your name (see ???Record Your Name??? on page 20).

???Personal Greetings ??? You can record up to seven personal greetings that are played when you are unavailable (see ???Change Greeting??? on page 54).

???Guest Users ??? You can create guest mailboxes that can be used by clients, friends, etc. Users frequently use this feature to create guest mailboxes for clients, so that they can easily exchange confidential information (see ???Manage Guest Mailboxes??? on page 76).

???Personal Folders ??? You can save your messages in up to seven personal folders you create. The folders are for only your use and you can change them whenever necessary (see ???Manage Personal Folders??? on page 78).

Message Folders

Messages in the Stratagy ES are stored in message folders and play in the order received ??? FIFO (First In, First Out) or LIFO (Last In, First Out).

Your mailbox has one of the following folder configurations:

???A single message folder where all messages reside.

???Dual message folders ??? new, saved.

???Multiple message folders where, in addition to the new and saved folders, you can create up to seven personal folders for your messages.

Note Consult your System Administrator for your mailbox???s programming.

The Grand Tour

Message Folders

Single Message Folder

Your messages reside in one message folder. When you access your mailbox, Stratagy ES announces you have ???x messages, y is (are) new, z is (are) urgent, w fax(es).??? New messages play based on the type (urgent messages play first) and order received (FIFO/LIFO). If no new messages exist, Stratagy ES plays any saved messages in the mailbox.

After you play the last message in the folder, Stratagy ES prompts, ???End of messages.??? You can choose to return to the top of the folder, etc.

Dual Message Folders

Your messages reside in one of two folders???new or saved. When you access your mailbox, Stratagy ES announces you have ???x new, y is (are) urgent and z saved messages, w fax(es).???

New Message Folder

New messages consist of messages that are unheard.

When you press 1 from the Main Menu to play messages, Stratagy ES automatically accesses the New Message Folder. A new message begins to play based on the type (urgent messages play first) and order received (FIFO/LIFO). After you play the last message in the folder, Stratagy ES prompts, ???End of messages.??? You can choose to return to the top of the folder, or go to the top of the saved folder.

Your Message Waiting LED only extinguishes when all new messages have been either deleted or saved.

Note You can enable a Message Pending feature on your mailbox. When enabled, the system marks new messages that have been partially heard (for more than two seconds by default) as Pending. Pending messages remain in the New Message Folder; however, if the New Message Folder contains only Pending Messages, your Message Waiting LED goes out. This allows you to retain messages in the New Message Folder, yet alert you when new messages arrive. Messages marked as Pending also submit a Return Receipt notification to the sender of the message, if it was requested. Consult your System Administrator for further information.

If no new messages exist, Stratagy ES automatically accesses the Saved Message Folder. If you are in the Saved Message Folder, you can toggle back to the New Message Folder by pressing 77.

The Grand Tour

Message Folders

Saved Message Folder

Saved messages consist of messages that:

???You save by pressing 2 either during or after playing the message. Stratagy prompts, ???This message will be saved in the Saved Message Folder.???

???Stratagy ES automatically saves when you do not press 3 (delete) after playing the message.

Messages are not moved to the Saved Message Folder until you log out of your mailbox, enabling you to return to the new message folder and replay the message.

Access the Saved Message Folder from the Main Menu by pressing 177 or from the New Message Folder by pressing 77. Stratagy ES automatically accesses the Saved Message Folder when no new messages exist.

After you play the last message in the folder, Stratagy ES prompts, ???End of messages.??? You can choose to return to the top of the folder, or go to the top of the new message folder by pressing 77.

Multiple Message Folders

Your messages reside in up to nine folders??? one new (folder 0), one saved (folder 1) and up to seven personal folders (folders 2~8), created by you for the purpose of saving your messages. The personal folders are for only your use. When you access your mailbox, Stratagy ES announces the number of messages you have in the same manner as the example in ???Dual Message Folders??? on page 5.

Message folders enable you to store saved messages topically, providing better organization of important correspondence. You can record a comment for each folder, such as ???Messages from Toshiba America,??? to assist you in locating the right folder in which to store or retrieve a message.

Note To create or change personal folders, see ???Manage Personal Folders??? on page 78.

The Grand Tour

Message Folders

New Message Folder

The New Message Folder is configured identically for both the Dual Message and Multiple Message Folder mailboxes with the following exception:

If no new messages exist in a Multiple Message Folder mailbox, Stratagy ES accesses the Saved Message Folder (if you have not created any personal folders) or plays the name/comment/number of all available personal folders. You are then requested to enter the folder number.

Saved Message Folder/Personal Message Folders

Saved messages consist of messages that:

???Stratagy ES automatically saves when you do not press 3 (delete) after playing the entire message. The message is saved in the Saved Message Folder (folder 1), the default destination for saved messages. Stratagy ES prompts, ???This message will be saved.???

???You save by pressing 2 either during or after playing the message. Stratagy ES checks your mailbox for Personal Message Folders.

If personal folders do not exist, Stratagy ES saves the message in the Saved Message Folder (folder 1). Stratagy prompts, ???This message will be saved.???

If Personal Message Folders do exist, Stratagy ES plays the recorded name/ comment and number of all available personal folders. You are requested to enter a valid folder number where you want the message saved. If you know the personal folder number you want, you can select it at anytime. You do not have to listen to the entire list of available folders. If an invalid number is entered, Stratagy ES automatically saves the message in folder 1.

Messages are not moved to a ???save??? folder until you log out of your mailbox, enabling you to return to the new message folder and replay the message.

After you play the last message in the folder, Stratagy ES prompts, ???End of messages.??? You can choose to return to the top of the folder, go to the top of another folder, etc.

The Grand Tour

Message Types

Access Folders

When you press 77 from the New or Saved Message Folders or 177 from the Main Menu, Stratagy ES checks your mailbox for personal folders. Depending upon whether it finds any, Stratagy ES performs the following procedures:

Message Types

The Stratagy ES has the following special types of messages???forwarded, reply, fax, and e-mail.

Forwarded Message

Any message sent to you can be forwarded to one or more individual destinations or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.

Reply Message

Messages from other Stratagy ES users to which you want to send an immediate response can be sent as a reply message. When replying to a message, Stratagy ES does not prompt you to select the destination if the original message was recorded within a user???s mailbox. If the message was not recorded from a user???s mailbox, you can still reply to the message but the system requests that you enter a destination mailbox number.

When listening to a reply message, a prompt notifies the user of the name/mailbox number of the person who sent the reply.

The Grand Tour

Message Types

Fax Message

Note Fax Messaging is an optional feature in the Stratagy ES. Check with your System Administrator to find out if your system is configured for this feature.

Fax messages can be sent to your mailbox and stored or forwarded along with voice messages. When you access your mailbox, Stratagy ES tells you the number of fax messages that are in your mailbox. Once you access the fax message, Stratagy ES plays the header information that includes the number of pages received. You cannot listen to the actual fax document.

You can forward the fax to other users as you would a voice message, including sending a voice comment with the fax to provide information about the message. You can also print the fax. See ???Special Functions??? on page 29 for details.

E-mail Message

Note This feature is only available to users of Stratagy ES with Unified Messaging (UM) and Text-to-Speech (TTS) capabilities. Check with your System Administrator to find out if your system is configured for this feature.

You can retrieve and listen to your e-mail messages from your mailbox. Once you access the e-mail message, Stratagy ES plays the header information that includes sender information and time and then plays the content. Upon playing the e-mail message you can:

???Delete it from your e-mail Inbox on your computer. E-mails that are not deleted remain in your e-mail Inbox and are played the next time you access this function.

???Forward it to other users that have UM privileges. The destination user must have both a Stratagy ES voice mailbox and an e-mail address that has been defined in the destination user???s mailbox.

???Reply to a e-mail message. The Stratagy ES generates an e-mail message with your recorded reply attached as an audio .wav file, and sent back to the originator.

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 User Options??? on page 59 for details.

Personal

Personal greetings are greetings that you record for callers. Stratagy ES stores all recorded greetings under the personal greeting number (1~7) for your mailbox. Using the greeting number, you can select which greeting plays.

The System Administrator can also schedule your greetings to automatically play at different times. If you choose, you can override the automatic schedule using ???Select a Personal Greeting??? on page 57.

System

The system greeting is a standard prerecorded greeting with all Stratagy ES systems. It cannot be recorded over or deleted. The greeting states, ???Please leave a message for (name).??? Stratagy ES adds your name from the name recording that you made (see ???Record Your Name??? on page 20).

Busy

If your mailbox is configured for a personal busy greeting, you can record a custom busy greeting that plays when your extension is busy. If a custom greeting is not recorded, the default system busy greeting plays.The custom busy greeting can also be turned On/Off using the Select Your Busy Greeting option on the Change User Options Menu (see ???Select Busy Greeting??? on page 63).

Note The System Administrator must configure your mailbox for the custom busy greeting option to be available.

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 Folder. After the message plays, the urgent status is removed.

Private

Messages can be marked private by the sender. The same options, such as saving and deleting, apply to the private messages; however, a private message cannot be forwarded or copied using the Automatic Message Copy feature. Once a message is sent, the private status cannot be removed.

Return Receipt

You can mark a message for Return Receipt if you want verification that it has been played. When a user completely plays a message marked for Return Receipt, a notification is sent back to the sender. Stratagy ES notifies the sender the time the message was heard and by whom and then plays the original message as a reminder of the message. This can be helpful if multiple messages were sent to the same destination with Return Receipt requested.

Future Delivery

Stratagy ES 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 ???5 Future Delivery Review??? on page 30).

The Grand Tour

Message Destination Selections

Message Destination Selections

At the beginning of the Send Messages menu, you are asked to enter the destination mailbox number(s).You can choose to enter a single destination (e.g., mailbox number) or multiple destinations (e.g., mailbox number, personal lists). Using the Multiple Destinations option enables you to address your message to all the recipients at the start of the menu.

You can then record your message and, if desired, add additional destinations when prompted later in the menu. Valid destinations are:

??? Mailbox Number

Note If you don???t know the user???s mailbox number, you can locate the mailbox number on Stratagy ES???s system-wide directory by pressing 00.

???Personal distribution list

???System distribution list

???Audio Messaging Interchange Specification (AMIS) Proxy mailbox number

???AMIS Gateway number plus a remote mailbox number

Note AMIS analog networking is an optional feature and enables a Stratagy mailbox user to send, receive and reply to relayed voice messages over any remote voice mail system that supports the AMIS analog protocol.

See ???Send a Message??? on page 39 for instructions on using these options.

Personal Distribution Lists

You can create up to 25 Personal Distribution Lists consisting of other system users. You can add or delete users at any time. The lists are for only your use.

At the time you create a list, you are given the option of recording a ???list comment??? that serves as the 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.

The Grand Tour

Message Destination Selections

System Distribution Lists

In addition to Personal Distribution Lists, Stratagy ES supports system-wide 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.

The ???list comment??? for the selected system list is played whenever you enter the mailbox number to confirm that the right list has been chosen.

Important! When creating lists, you should keep in mind that Stratagy ES does not check for duplicate users on separate lists when sending a message. For example, if you select Personal Distribution List #1 and #3 as destinations for your message and Mailbox Number 1001 is on both lists, the message is sent twice to Mailbox Number 1001.

Directory

Using your telephone???s dial pad, you can enter the digits corresponding to the first few letters of a user???s name or the first letters of a system distribution list name. Stratagy ES plays the recorded name and mailbox number that matches the combination of entered digits. You can then select the name or go on to the next name in the directory.

Each mailbox 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, last name of the user and a commonly misspelled version of the last name or in the case of a system distribution list, two words that might appear in the list title.

The Grand Tour

User Options

User Options

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

The following is a brief description of each of the options. Please see ???Change User Options??? on page 59 for more detailed information.

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

???DND ??? When a caller enters your extension number, the Stratagy ES automatically sends the call to your mailbox without first ringing your telephone.

???Call Screening ??? Stratagy ES asks callers for their name. 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.

???Busy Greeting ??? You can record your own custom busy greeting that plays when callers reach your extension, and it is busy.

???Message Notification ??? Your mailbox can have 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.

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

???Automatic Message Copy ??? You can set your mailbox to automatically copy all messages or just urgent messages to another mailbox during specified times of the day.

The Grand Tour

User Prompts

User Prompts

The Stratagy ES system prompts only for menu options available to you. You do not hear prompts for options:

???Not available in your Stratagy ES system (i.e., fax).

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

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

This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps.

User Tutorial

When you log on to the Stratagy ES Voice Processing system for the very first time, you hear a tutorial that walks you through the following basic steps:

???Record your name. Your name is announced whenever the directory is accessed, you select the system greeting, or another Stratagy ES 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, Stratagy ES 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 Stratagy ES tutorial is completed successfully, it cannot be replayed.

Getting Started

Step 1: Access Your Mailbox

Step 1: Access Your Mailbox

The Main Menu (shown below) is your starting point for all of Stratagy ES???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 Stratagy ES

???Your mailbox number

???Your default security code

Please ask your System Administrator if you do not have this information.

MAINMENU

1Play Messages

2Send Messages

3Manage Mailbox

43 Listen to E-mail Messages

0Messages Exit user mode

Each time you access your mailbox, Stratagy ES announces:

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

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

Stratagy ES then plays the Main Menu options.

Getting Started

Step 1: Access Your Mailbox

If you receive new messages while you are logged on to your mailbox, Stratagy ES informs you that new messages have arrived every time you return to the Main Menu.

Note If the Stratagy ES is fully integrated with the telephone system, Stratagy ES is informed of your mailbox number and prompts you for your security code. Consult your System Administrator for information on how your system is integrated.

Getting Started

Step 2: Record Your Name

Step 2: Record Your Name

Your name is announced whenever the directory is accessed, you select the system greeting, or a message is sent by you to another Stratagy ES user.

When you first enter your mailbox, the Stratagy ES 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 66).

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

Getting Started

Step 3: Record Your Personal Greeting

Step 3: Record Your Personal Greeting

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 55 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.???

Getting Started

Step 4: Change Your Security Code

Step 4: Change Your Security Code

You should change your security code on a regular basis to ensure the privacy of your messages and personal greetings (see ???Change Security Code??? on page 62).

Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digits. For example, Stratagy ES might prompt ???the new security code must have at least three digits and 16 maximum digits??? or ???the new security code must be exactly four digits.???

You have completed the tutorial. Stratagy ES announces ???mailbox number xxx is enabled,??? and announces the number of messages in your mailbox. You can now perform any of the functions available on the Stratagy ES Main Menu or exit the mailbox.

Step 5: Exit Your Mailbox or User Mode

This chapter explains how to use the Play Messages feature. It covers:

???Accessing messages

???Playback controls

???Playing messages

???Special functions

???Retrieve and listen to e-mail messages

Stratagy ES lights the message waiting light on your telephone when a voice or fax message has been left for you on the Stratagy ES system.

Note Your telephone system and telephone must support a message waiting light for this feature to function.

If configured, Stratagy ES automatically turns off your message waiting light on your telephone when your new message folder is empty or only Pending messages remain (see ???Message Folders??? on page 4).

All new messages must be deleted, saved, or pending (partially heard) for Stratagy ES to turn off the message waiting light on your telephone. The Message Waiting LED remains on only if there are new messages in the folder.

Play Messages

Access Messages

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 folder when you have reached the last message in the folder.

*1 Replays the current message.

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

If you receive new messages while you are accessing your mailbox, Stratagy ES notifies you every time you return to the Main Menu that new messages have arrived.

Note See ???Message Folders??? on page 4 on using access keys 77 and 177.

Playback Controls

While playing a message, you can pause, control the volume, location, and speed of playback using the following keys (shown below).

Play Messages

Playback Controls

1 Play Next Message

Plays next message in folder. If you are at the last message in the folder, goes to the first message in the same folder.

*1 Replay Current Message

Plays previous message in folder. If you are at the first message in the folder, goes to the last message in the same folder.

*2 Play Previous Message

Plays previous message in folder. If you are at the first message in the folder, goes to the last message in the same folder.

4 Pause/Resume (toggle or 30 seconds)

At any time while playing messages, you can press 4 to pause the playback. The message resumes playing as soon as you press 4 or automatically at the end of a defined amount of time (default is 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. Stratagy ES 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).

## Change Speed (toggle)

Two speeds are available for playing messages: normal and fast (level set for your mailbox by the System Administrator). When you exit the Play Messages Menu, the system returns to the default speed.

Play Messages

Play Messages

Play Messages

When you access your mailbox, Stratagy ES tells you the number of urgent, new, saved, and fax messages (if supported by your system; check with your System Administrator) you have in your mailbox.

When you press 1 from the Main Menu to play messages (menu shown below), Stratagy ES automatically accesses the New Message Folder. If no messages exist in the New Message Folder, Stratagy ES automatically accesses the Saved Message Folder or Personal Folders.

If your mailbox is empty, the Stratagy ES Main menu prompt does not include ???press 1 to play messages.???

Play Messages

Play Messages

Special Functions

You can print or send faxes, 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. Note If a message does not contain a fax, Stratagy ES does not play Fax options.

Play Messages

Special Functions

Play Messages

Special Functions

Play Messages

Retrieve and Listen to E-mail Messages

Retrieve and Listen to E-mail Messages

Note This feature is only available to users of Stratagy ES with Unified Messaging (UM) and Text-to-Speech (TTS) capabilities. Check with your System Administrator to find out if your system is configured for this feature.

When you press 4 (menu shown below) from the Main Menu, Stratagy ES announces how many new e-mail messages you have, and gives you the opportunity to have them read to you. By pressing 1, Stratagy ES retrieves and begins reading your e-mail messages using an automated voice.

The order in which they are read to you, is determined by your e-mail service. In most cases, this is in the order in which they were received.

From the Main Menu:

Retrieve and Listen to E-mail Messages

Listen to e-mail message

Replay the current e-mail message

Save the current e-mail mesage

Delete the current e-mail message

Forward the current e-mail message

Reply to the current e-mail message

Return to the Main Menu

Delete e-mail messages

Cancel deletion of e-mail messages

You can record and send a message from any touchtone telephone to another Stratagy ES 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

???Send a fax

Send Messages

Recording Controls

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

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 the recording. The message resumes recording as soon as you press 4. Stratagy ES prompts you with, ???Begin recording... (Beep).???

If within a defined amount of time (default is 30 seconds) you do not press 4, Stratagy ES restarts another 30-second pause. If during the second 30-second pause you:

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

???Press #, Stratagy ES 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

Send a Message

Using the Send Messages Menu (shown below), you can record a message and send it to 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

Send Messages

Forward a Message

Forward a Message

Any message sent to you that is not marked as Private can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.

Send Messages

Reply to Current Message

Reply to Current Message

Stratagy ES lets you reply to a message that you are currently playing.

When you reply to a message sent from within a Stratagy ES user???s mailbox, you do not have to select a destination since Stratagy ES ???remembers??? the source of the message. You can send the reply to additional destinations.

If the message was not recorded from a user???s mailbox, you may still reply to the message but you must enter the destination mailbox number.

When the originator(s) receives and plays the reply, he/she hears the prompt, ???Reply message from [name or mailbox number].???

2.(Optional) If the message was not recorded from a user???s mailbox, you must enter a destination (see Step 2 on page 40 for instructions).

3.Record your reply after the tone. When finished, press #.

Send Messages

Special Delivery Options

Special Delivery Options

You can send a message as urgent, private, or with a return receipt request. The settings may be used in any combination and may be 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.

Send Messages

Future Delivery

Future Delivery

Stratagy ES can be configured so that your message is delivered at a future specified time and date. When you send, forward or reply to a message, this option is available by pressing 8 Set Future Delivery.

Since each of the settings default to the current time/date, you do not need to enter all the options. For example, if you have recorded a message and want to have it delivered that afternoon at 2:30 p.m., you only need to enter the hour (2), select p.m. and enter the minutes (30) using options 1 and 2.

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.

???Enter an option number and press #.

Send Messages

Send a Direct Fax

Send a Direct Fax

Stratagy ES enables you to send a fax to a mailbox when you are calling from a fax machine handset.

Stratagy ES provides special options to customize and manage your mailbox features (menu shown below).

From the Main Menu:

Manage Mailbox

Change Greeting

Change User Options

Manage Personal Distribution Lists

Manage Guest Mailboxes

Manage Personal Folders

Return to Main Menu

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Manage Mailbox

Change Greeting

Change 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

???Select a personal greeting

???Review a personal greeting

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change Greeting

~ Select a Personal Greeting

Select System Greeting

Review selected greeting

Record (new) greeting

Review recording

Re-record

Append recording

Cancel recording

Save recording

Return to previous menu

Review current greeting

Return to previous menu

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Manage Mailbox

Change 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 prerecord greetings for the days of the week when you are out of the office or on vacation. You can update personal greetings as often as you want.

You can record and store up to seven different recorded greetings from which you can select as your personal greeting. The System Administrator can also schedule your greetings to play automatically at different times.

Manage Mailbox

Change Greeting

6.Press 1 and select another greeting number (1~7).

7.Repeat Step 3 on page 55 Important! The last greeting selected or

Manage Mailbox

Change Greeting

Select a Personal Greeting

Manage Mailbox

Change Greeting

Review a Personal Greeting

Manage Mailbox

Change User Options

Change User Options

Stratagy ES 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 User Options

Change Do Not Disturb (On/Off)

Change Call Screening (On/Off)

Change Security Code

Select Busy Greeting (toggle)

Record Busy Greeting

Record your Name

Change message Notification

Set Automatic Message Copy

Review Option Settings

Return to previous menu

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Important!

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

???If the DND, Call Screening or busy greeting features do not function after you have enabled them, contact your System Administrator. These features can only operate if Stratagy ES performs as the Automated Attendant (AA) and your telephone system or telephone may be performing that function instead.

Manage Mailbox

Change User Options

Change Do Not Disturb (DND) Setting

If you set this feature to On, Stratagy ES automatically sends calls to your 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.

Manage Mailbox

Change User Options

Change Call Screening Setting

If you set this feature to On, Stratagy ES 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.

Manage Mailbox

Change User Options

Change Security Code

Each mailbox in the system has a security code. The code must be entered by you in order to ???log on??? to your 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.

Manage Mailbox

Change User Options

Select Busy Greeting

Manage Mailbox

Change User Options

Create or Record Over Busy Greeting

You can record your own custom busy greeting (menu shown below) 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 mailbox number, press * to hold (if configured for your mailbox by the System Administrator), or remain on the line to leave a message.

From the Change User Options Menu:

Record Busy Greeting

Record a greeting

Press when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

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Note Depending on the configuration of your telephone and telephone system, Stratagy ES may not receive a busy tone when callers reach your extension. If Stratagy ES 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.

Manage Mailbox

Change User Options

Manage Mailbox

Change User Options

Record Your Name

Your name is announced whenever the directory is accessed, you select the system greeting, or a message is sent by another Stratagy ES user.

Stratagy ES prompts you through the entire recording sequence (menu shown below). You can re-record your name at any time simply by repeating these steps.

From the Change User Options Menu:

Record your Name

Record your name and press when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

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Note Some Stratagy ES systems may not be configured to play your name when you log on to your mailbox.

Manage Mailbox

Change User Options

Manage Mailbox

Change User Options

Change Message Notification

Your mailbox can have 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 enabled a notification record by entering the template number (menu shown below), Stratagy ES automatically performs the chosen notification method.

The Stratagy ES enables you to change digits that a notification may use in an attempt to notify you of a message. These digits could be the number where you can be reached, your paging service, or the number that displays in a digital pager???s LCD screen. It depends on how the notification event has been programmed.

Manage Mailbox

Change User Options

Set Automatic Message Copy

When enabled, the Automatic Message Copy feature (menu shown below) automatically copies messages from your mailbox to a designated mailbox.

You can choose to copy all your messages or only the messages marked urgent, designate the mailbox destination for the copies, and set the time of day for copying the messages that arrive at your mailbox. You can also set a time delay, if one is needed.

Manage Mailbox

Change User Options

Manage Mailbox

Change User Options

Review Option Settings

Manage Mailbox

Manage Personal Distribution Lists

Manage Personal Distribution Lists

The Manage Personal Distribution Lists feature enables you to create and manage up to 25 personal distribution lists. The lists consist of the mailboxes 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 the 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 Personal Distribution Lists Menu (shown below), you can review the list contents, add and delete mailboxes to the list, and record a list comment.

From the Main Menu:

3 Manage Mailbox

From the Manage Mailbox Menu:

3 Manage Personal Distribution Lists

Select 1 ~25 for a Personal Distribution Lists

1Review current list

2Add a mailbox to the list

3Delete a mailbox from the list

4Record a list Comment

9Return to previous menu

*Return to previous menu

Manage Mailbox

Manage Guest Mailboxes

Manage Guest Mailboxes

Guest mailboxes provide limited access to the Stratagy ES system for temporary and project-oriented employees, such as consultants and contractors. Guest users may only send and receive messages to their host and other guests that share the same host mailbox.

The Guest mailboxes 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 mailboxes entails creating and deleting guest mailboxes and resetting a guest password (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

Reset Guest Password

Return to previous menu

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Use Guest Mailboxes

A guest user can access his/her mailbox in the same manner as a regular Stratagy ES user. The guest can play and send messages but is denied access to all Manage Mailbox Menu features except ???3 Change Security Code??? and ???6 Record your Name.???

Note See ???Access Your Mailbox??? on page 18 for instructions on accessing the guest mailbox.

Manage Mailbox

Manage Personal Folders

Manage Personal Folders

Your messages can reside in up to nine folders???one new, one saved and seven personal folders created by you for the purpose of saving your messages. The personal folders are for only your use.

At the time you create a folder, you are given the option of recording a ???name/ comment??? that serves as the title or name for the folder (menu shown below). The comment plays each time you use the folder to confirm that you have chosen the correct one.

When you access your mailbox, Stratagy ES announces that you have ???x number of new messages and x number of saved messages.??? When you press 2 from the Play Messages menu to save a message, Stratagy ES plays the folder number and the recorded name/comment of each of the available folders.

You are requested to enter a valid folder number where you want the message saved. If an invalid number is entered, Stratagy ES automatically saves the message in folder 1 (i.e., standard save folder).

From the Main Menu:

3 Manage Mailbox

From the Manage Mailbox Menu:

5 Manage Personal Folders

Select 2 ~ 8 for a Personal Folder

1Review folder name/comment

2Record folder name/comment

1Review recording

2Re-record a folder Comment

3Append a folder Comment

4Cancel recording

9Save recording and return to previous menu

9 Return to previous menu

Manage Mailbox

Manage Personal Folders

This appendix covers the use of Stratagy ES voice mail with the Strata CIX/CTX. Call Forward, Message Waiting, CTX Proprietary Integration, Direct Transfer to Voice Mail and Voice Mail Conference features are all described.

Note Check with your System Administrator about your company???s phone system and telephones.

Call Forward

Note See Strata CIX and CTX IPT/DKT 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 82 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.

Using Stratagy ES with a Strata CIX

Call Forward

???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:

???Destination ??? If the destination is an outside number, press # after entering the destination. The CIX/CTX 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

Using Stratagy ES with a Strata CIX

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.

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.

Using Stratagy ES with a Strata CIX

CIX Proprietary 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.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 Proprietary Integration

If your company???s Toshiba Strata CIX/CTX phone system has the Proprietary Integration with your Stratagy ES 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 or 2000-series digital phone equipped with a Liquid Crystal Display (LCD), many standard functions of the Stratagy ES 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 Stratagy ES 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 and CTX IPT/DKT Telephone User Guide.

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

Call Record to Stratagy ES

While on an active call, a station user can record the conversation and store it in a Stratagy ES 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! Stratagy ES 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.

Using Stratagy ES with a Strata CIX

CIX Proprietary Integration

???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.

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.

Using Stratagy ES with a Strata CIX

Direct Transfer to Voice Mailbox

Direct Transfer to Voice Mailbox

An internal user on the Strata CIX/CTX 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/CTX.

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 and CTX IPT/DKT 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.

The Stratagy ES Fax Printer Driver enables you to select a document that you have created on your computer and after converting it to a Tagged Image Format (TIFF), gives you the option to store the file locally on your hard drive, send it to another Stratagy ES user???s mailbox, or transmit it to a remote facsimile device using the fax ports of the Stratagy ES.

Notes

???The ability of sending faxes through the Stratagy ES requires the server be updated with the optional Fax Server Feature Group. Check with your System Administrator to find out if your system is configured for the Fax Server Feature Group.

???This printer driver can only be used on computers running Windows?? 2000/ME/ 98 and Windows NT??.

Fax Printer Driver

Configure/Personalize Fax Printer Driver

Configure/Personalize Fax Printer Driver

Note To use this printer driver, you must first load the Stratagy ES Fax Printer Driver on your computer. See your System Administrator for details.

1.From Windows, select Start, Settings, then Control Panel.

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2.From the Control Panel screen, select SES FaxClient.

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Fax Printer Driver

Configure/Personalize Fax Printer Driver

3.In the Host name: field on the SES tab screen, type the computer name or IP address for the Stratagy ES. Check with your System Administrator for this information.

4.Click on Login tab.

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5.Fill in the following fields on the screen:

???Mailbox Id ??? Type your mailbox number in the Stratagy ES.

???SAC ??? Type your mailbox???s security code.

???Verify SAC ??? For verification, type your mailbox???s security code again.

Fax Printer Driver

Configure/Personalize Fax Printer Driver

???Never show the Login dialog ??? Check/uncheck whether or not you want to type your mailbox number and security code each time you use the Stratagy ES Fax Printer Driver.

6.Click the Cover Page tab.

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7.Fill in the Name/Company/ Phone/Fax and E-mail fields. This information becomes the From: data on the cover page each time you send a fax using the Stratagy ES Fax Printer Driver.

Fax Printer Driver

Use Fax Printer Driver

8.For custom cover pages, the Image field needs to define the location of the template file being used for the cover page.

Note If a custom cover page is desired, see your System Administrator for details.

Use Fax Printer Driver

1.With the document displayed on your PC???s monitor, select the Print option from the File menu.

2.From the Name field???s drop-down menu, select StratagyES Fax.

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Fax Printer Driver

SES Fax Client Screen

SES Fax Client Screen

The SES Fax Client screen (shown below) enables you to create and send a fax using Stratagy ES. Using the fields on this screen, you can address the fax (destination, fax number), add a cover page or a note to the fax, and enter destination information (name/ company/fax/phone/e-mail) that will appear on the top of the cover page.

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Fax Printer Driver

SES Fax Client Screen

Fax Printer Driver

Schedule Fax for Future Delivery

Schedule Fax for Future Delivery

1.After filling out the SES Fax Client screen, click Schedule. The Schedule Fax screen displays (shown right).

2.Using the drop-down menu select the date.

3.Using the scroll buttons, set the time of day.

4.Click Send.

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Automatic Speech Recognition C

Note Automatic Speech Recognition (ASR) is an optional feature in the

Stratagy ES. Check with your System Administrator to find out if your system is configured for this feature.

Stratagy ES???s ASR feature enables you to speak into the phone and accomplish the following tasks:

???Reach a destination by saying the user???s name

???Log into your mailbox by saying a login command

???Send a message by saying ???send message??? or ???quick message???

A typical company instructional greeting when you reach your company???s main phone number would be, ???Thank you for calling ABC Corporation. Please say the full name of the person you wish to reach or enter the extension number. You can also say ???send message??? to send a message or ???login??? to login to your mailbox.???

This appendix covers the general procedures for each of these tasks.

Automatic Speech Recognition

Reach Destination

Reach Destination

After listening to your company???s instructional greeting and saying the user???s name, Stratagy ES follows this procedure:

???Stratagy ES identifies the name and transfers your call to the user???s mailbox.

???If Stratagy ES is not sure about the spoken name, it prompts you with the name match it has made and requests that you confirm the choice by saying ???yes??? or ???no.??? If you say ???yes,??? Stratagy ES transfers your call to the user???s mailbox.

...or if Stratagy ES cannot make a match for the spoken name (first or last name) or you say ???no??? when prompted to confirm the spoken name, it prompts you to repeat the name. If Stratagy ES recognizes the name when you repeat it, it transfers your call to the user???s mailbox.

???If Stratagy ES still cannot identify the spoken name, it prompts you to spell the first and last name. If Stratagy ES recognizes the name, it transfers your call to the user???s mailbox.

...or if Stratagy ES cannot make a match, it transfers your call to the company operator.

Note At any time during these steps, you can say ???operator help??? and reach the company operator.

Access Your Mailbox

After listening to your company???s instructional greeting and speaking one of the login commands (i.e., mailbox login, mailbox logon, user login, user logon, access mailbox, log me in), Stratagy ES follows this procedure:

???Stratagy ES prompts you for your name. If Stratagy ES recognizes the name, it then prompts you for your password.

...or if Stratagy ES does not recognize the name, it follows the same steps as in ???Reach Destination??? procedure except it does not transfer you to an operator as a final solution. Instead, Stratagy ES requests that you hang up and try again.

???You enter your password using the telephone dial pad. Stratagy ES gives you access to your mailbox.

Automatic Speech Recognition

Send a Message

Send a Message

After listening to your company???s instructional greeting and saying either ???send message??? or ???quick message,??? Stratagy ES follows this procedure:

???Stratagy ES prompts you to speak the name of the user for whom you want to leave a message. Stratagy ES identifies the name and transfers your call to the user???s mailbox where you can leave the message.

...or if Stratagy ES does not recognize the name, it follows the same steps as in the ???Reach Destination??? procedure except it does not transfer you to an operator as a final solution. Instead, Stratagy ES requests you hang up and try again.

Unified Messaging (UM) lets you efficiently access e-mail, voice mail and fax messages all within your e-mail inbox. These different types of messages can be retrieved, saved and forwarded just as easily as you currently retrieve messages from your telephone.

This appendix includes instructions on how to configure Stratagy View and set up the different options for voice message playback and management. It also includes procedures on how to play and send voice messages with Stratagy ES UM using Stratagy View.

Unified Messaging (UM) with Stratagy View

Stratagy View

Stratagy View

Stratagy View (SV) is a browser based application that allows you to access all your voice and fax messages.

You can play your voice messages over your multimedia PC speakers or through your telephone. Faxes can be viewed on your PC screen; no more going back and forth to the fax machine!

When a new message arrives in your Stratagy ES voice mailbox, the voicemail system sends an email message embedded with a web link to your email inbox (as shown below).

Ralph Huntington

Huntington, Ralph

Figure 2 Stratagy View Voice Message in the Email Inbox

Unified Messaging (UM) with Stratagy View

Stratagy View

By clicking on the link ???here to access your message??? you are immediately routed to the SV web server.

After successfully entering your personal credentials you will be presented with a web page embedded with a Java based multimedia player. If you check the ???Keep me signed in??? box in the log in screen, each time the emailed message link is activated, you will be automatically sent to the SV window and the message immediately begins to play. The player also includes additional controls to rewind, fast forward, pause, and stop message playback.

In addition, there are controls to create a Voice Reply or Voice Forward. These options allow you to forward a voice or fax message to another voice mail user or to reply to a voice mail user.

If a fax message is included in the message, a Fax button will appear in the player window. When the fax button is clicked, then SV will pass the TIFF or PDF file to whatever program on your PC that has been configured for viewing those file types.

Unified Messaging (UM) with Stratagy View

Configuration

Configuration

Before using Stratagy View, take a moment and review the Configuration page. By configuring this page you can determine the following:

???How messages are played back and recorded.

???Which Personal Folder within your voice mailbox will messages be saved that have been accessed using Stratagy View.

???How message items will be displayed in the Message List page.

???Which email credentials will the voice mail system use to manage voice and fax messages in your email inbox.

Ralph Huntington - 2641

Unified Messaging (UM) with Stratagy View

Log In

Log In

The log in screen (shown below) displays if you are using Stratagy View for the first time or if you are returning to Stratagy View after logging out.

Unified Messaging (UM) with Stratagy View

Player Window

Player Window

The Player Window displays when the link in the email message is accessed or if you select a message from the Message List window.

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Multimedi

a Controls

Figure 3 Stratagy View Player window

???To re-size the player window

For convenience, the Stratagy View player window can also be re-sized to a mini- player (see Figure 4 on page 114).

???Click the Hide Menu button to re-size to a mini-player view Click the Show Menu button to view the entire window again.

Unified Messaging (UM) with Stratagy View

Player Window

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Figure 4 Mini Player window

Note Stratagy View will remember the last window size selected.

Unified Messaging (UM) with Stratagy View

Message List

Message List

When you click on the Message List option in the left pane, a window with a list of all of the messages residing in your mailbox is displayed. The Message List also shows who the messages were from (if known), the date and time of arrival, and the length of the message in seconds (shown below).

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Figure 5 Example of the Message List window

You can incorporate desktop short cuts to take you directly to Stratagy View. You don???t need to not log into your email inbox first. This becomes useful when you return from a meeting and see your MSG LED flashing and you want to know quickly who left you messages. Simply drag the envelop icon, in the Address bar, to the desktop. If ???About??? is selected in the menu bar, there is an option to add Stratagy View to the browser???s Favorites or Bookmarks list.

Unified Messaging (UM) with Stratagy View

Compose

Compose

You can record and send a voice message using the Stratagy View multimedia capabilities by clicking the Compose option in the left pane.

Record button (Red) /

Stop button (Black)

Unified Messaging (UM) with Stratagy View

Compose

Unified Messaging (UM) with Stratagy View

Address Book

Address Book

Use the Stratagy View Address Book to quickly address voice and/or fax messages to internal or external recipients. The SV System Address book is automatically populated with all the users of your host voice mail system. Personal contact information can be entered into the Personal Address Book.

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Advanced Utilities

On rare occasions, you may need to manually synchronize the voice/fax message status between your voice mail box and your email inbox.

The Advanced Utilities window enables you to:

???Synchronize your voice mailbox???s voice/fax message count with that of your email inbox.

???Synchronize your email inbox???s voice/fax message count to that of your voice mailbox.

Important! Check with your System Administrator if you have any questions or concerns about using this utility.

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Unified Messaging (UM) lets you efficiently access e-mail, voice mail and fax messages all within your e-mail inbox. You can also retrieve, save and forward all these different types of messages as easily as you currently retrieve messages from your telephone.

This appendix discusses how to play and send voice messages with Stratagy ES UM using Outlook Integration. It also includes instructions on how to configure your computer and Microsoft???s Outlook?? to integrate with the Stratagy ES and how to set up the different options for voice message playback and management.

Stratagy ES can integrate with Outlook e-mail client to provide innovative UM functions. This integration enables you to play your voice messages over your multimedia PC speakers or through your telephone.You can also view faxes on your PC screen, no more going back and forth to the fax machine!

Note See the Stratagy Advisor CD-ROM for more UM information.

Unified Messaging (UM) with Outlook Integration

Stratagy ES Message Window

Stratagy ES Message Window

The Stratagy ES Message window (see Figure 6 below and Table 7 on page 123) enables you to manage both your voice and fax messages from your PC.

The Message window displays when you select a message from the Microsoft Outlook Inbox window. Using the toolbar, buttons and slides on the Message window, you can perform all the necessary functions to play, send, forward or reply to a message or view a fax.

Unified Messaging (UM) with Outlook Integration

Address Book Feature

Address Book Feature

???The Stratagy ES Address Book makes it easy to find and select addresses for user???s mailboxes. The address book lists all voice mailbox addresses in the system.

The address book can be manually or automatically updated with the most current mailbox list.

Update Stratagy ES Address Book Manually

???From the Microsoft Outlook Inbox screen (shown at right), select Tools, then Synchronize Stratagy Address Book. Stratagy ES updates the address book with the most current mailbox list.

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Update Stratagy ES Address Book Automatically

???The Stratagy ES Address book can be automatically updated with the Stratagy ES at regular intervals (set number of days). See Step 9 on page 127 for instructions on setting the feature.

Unified Messaging (UM) with Outlook Integration

Using UM Feature

Using UM Feature

Step 1: Configure Your Computer for UM

Note This step may have already been performed for you. Check with your System Administrator.

Before using UM features, you???ll need to configure the Stratagy ES to coordinate and synchronize information with your computer.

1.From the Standard Outlook toolbar, click Configure Stratagy Voice Mail (see Figure 6 on page 122). The Stratagy ES Message Configuration (Media Setting) screen displays (shown right).

Note Using this screen, you can set up your system to play voice messages through speakers, and determine how your Stratagy ES messages are managed within Outlook.

2.From the Media Setting tab screen, select PC Speaker/Microphone or Telephone handset as your choice for playing and recording your messages.

???Telephone handset ??? If you choose Telephone handset, you need to enter either an extension number or direct dial number in the Telephone Number field. This number is where you will receive your voice messages. A Telephone icon will display on the Stratagy Message window indicating that you have chosen this option.

Unified Messaging (UM) with Outlook Integration

Using UM Feature

3.In the next section of the screen, select the method you want Stratagy ES to use when processing a message after you select it to play in Outlook.

???Save the message to my Stratagy personal folder ??? If you select this option, you need to select one of your personal folders from the drop-down list where the messages will be stored.

Important! The default setting is folder ???1??? which is your saved message folder. The Multiple Message Folder Feature must be enabled in order to use folders 2~8. (See ???Manage Personal Folders??? on page 78.)

???Delete the message from Stratagy ??? Deletes the message automatically from your Stratagy mailbox after it has been downloaded to Outlook.

Important! If you choose to have messages deleted from the Stratagy ES mailbox, the only copy of these messages that will be left will be on your computer.

4.Click OK and a dialog box informs you that the changes will be applied next time you open the message. Click OK again, then User Information tab. The User Information screen displays (shown right).

5.In the Mailbox number field, type the mailbox number of the user. Press

Enter.

6.In the Mailbox security code field, type the security code for the previously defined mailbox. Press

Enter.

7.The next two fields, Server name/IP address and Domain name, should be filled in by your System

8.In the Email password field, type your

e-mail password if you are going to use the e-mail Text-to-Speech (TTS) feature. Press Enter.

Unified Messaging (UM) with Outlook Integration

Using UM Feature

Notes

???The mailbox number, Server name/IP address and Domain name should have been filled in during the installation of the Stratagy ES Outlook Integration software. These fields are available if changes are required.

???Without this password, the TTS e-mail feature does not work.

???This password must match the one entered in the E-mail Server (e.g., Exchange) account password for the TTS e-mail feature to function.

9.In the Synchronize StratagyES Address Book every ___ Days field, type the interval (number of days) you wish to have Outlook synchronize with the Stratagy ES for the latest directory updates. After the specified amount of days, an automatic synchronization takes place.

To disable automatic synchronization, type zero for the number of days.

10. Click Apply.

Step 2: View Message Log

When you receive a voice or fax message in your Stratagy ES mailbox, an e-mail message is inserted into your Outlook Inbox (shown at right). The Subject field tells you what type of message you received???voice, fax or a voice and fax.

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Unified Messaging (UM) with Outlook Integration

Voice Mail Options

Step 3: Select Message

???Double-click on a message listed in the Microsoft Outlook Inbox. The Stratagy ES Message window displays (see Figure 6 on page 122), enabling you to manage both your voice and fax messages from your PC.

See ???Voice Mail Options??? on page 128 and ???View Fax??? on page 131 for instructions on using your voice and fax mail.

Note When you listen to and delete a Stratagy ES message by telephone, the e-mail listing is not deleted from the Outlook screen. If you click on the screen listing, you are alerted that the message has already been deleted by telephone. You must now delete it from the Outlook screen.

Voice Mail Options

UM voice mail option enables you to:

???Play a voice message

???Reply to a voice message

???Forward a voice message

???Send a voice message

Play Voice Message

???From the Stratagy Voice and Fax Message screen, click Play on the multimedia bar. The voice message plays. While the message is playing you can use the other multimedia buttons to navigate through the message (see Figure 7).

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Figure 7 Multimedia Bar (Buttons)

Unified Messaging (UM) with Outlook Integration

Voice Mail Options

Reply to Voice Message

Unified Messaging (UM) with Outlook Integration

Voice Mail Options

Forward Voice Message

1.From the Stratagy Message window, click Voice Forward. Another message form displays (shown right).

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2.Click To field. The Select Names screen displays (shown right).

3.From the Show Names from the field drop-down list, select the Stratagy ES Address Book.

4.Select a name or names from the address book. Click OK. The screen in Step 1 above displays with the To field filled in with your destination(s).

5.(Optional) To record a

comment to go along with the5426 forwarded message, click

Record on the multimedia bar.

6.Speak your message clearly into the microphone. When finished, click End Recording on the Standard Outlook Toolbar (see Figure 6 on page 122).

7.Click Send. The Reply Message window closes. The Outlook Inbox remains on the screen.

Unified Messaging (UM) with Outlook Integration

View Fax

Send Voice Message

View Fax

UM enables you to view a fax message.

???From the Stratagy Voice and Fax Message screen, click Fax Viewer (see Figure 6 on page 122). The Stratagy ES Message window launches your computer???s designated application for displaying TIFF files.

Note Most imaging software lets you edit the fax, zoom in and out, rotate its view. You need to check with your System Administrator on your software???s features.

Unified Messaging with IP Integration

View Fax

This appendix provides instructions on how to configure your computer to properly record .wav files in the correct format to send into Stratagy ES as voice messages.

Note This process is only necessary if your computer is configured to use Unified Messaging with Internet Protocol (IP) Standard Integration.

Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec

Configure Windows for Stratagy ES Codec

Note Before beginning the setup procedure, the TAIS Audio Codec must be installed on your PC.

Check Codec is Installed on

PC

1.Click Start >Settings > Control Panel > Sounds and Multimedia > Hardware tab (shown right).

2.Confirm if the Stratagy ES Audio Codec is present. If it is present, continue with this setup. If it is not, contact your System Administrator to have the Codec installed on your PC.

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Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec

Configure Windows

1.Click Start > Settings > Control Panel > Multimedia (shown right).

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3.From the Sound Selection screen, select Toshiba ADPCM from the Format field???s drop-down menu (this value is only present if the TAIS Audio Codec has been properly installed).

4.From the Attributes field, select 8,000 KHz, 4 Bit, Mono from the drop-down menu.

Unified Messaging with IP Integration

Record Stratagy ES Voice Messages (using Windows Sound Recorder)

5.Click Save As and the Save As dialog box displays. Type Stratagy ES Format in the available field.

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Record Stratagy ES Voice Messages (using

Windows Sound Recorder)

This procedure explains one way in which to record a .wav file that can be sent into the Stratagy ES as a voice message. Other multimedia software can be used to perform this function provided that the software provides a way to set the recording compression rate. To use Microsoft Sound Recorder, perform the following:

1.From the Start Menu, select Programs > Accessories > either Multimedia (Windows NT??) or Entertainment (Windows 98 & Windows 2000) > Sound Recorder.

2.Click Record (red button) and record your message through the multimedia microphone connected to your PC.

3.When finished recording, click on File > Save As.

4.Select a folder in which to save the .wav file.

5.Enter a File name for the .wav file.

6.Click Change. The Sound Selection window displays.

7.From the Name field???s drop-down menu, select Stratagy ES Format. The attributes should change to reflect the proper compression of 8,000 KHz, 4 Bit, Mono.

8.Click OK to close the Sound Selection window. The Save As window displays.

9.If the target folder information is correct, click Save.

Unified Messaging with IP Integration

Send .WAV File as Voice Message

Send .WAV File as Voice Message

Note As a quick tip, every time you get a Stratagy ES voice message from a Stratagy ES voice mail user, add that address to your personal address book.

If other Stratagy ES mailbox addresses are entered in either the To:, cc:, or bcc: fields, those mailboxes also receive your message.

This appendix provides instructions on how to update the Stratagy ES software with your e-mail log on password so that the system can retrieve e-mail messages and read them via Text-to-Speech (TTS).

Note This procedure is only required if you have TTS Privileges and you use Unified Messaging with the Internet Protocol (IP) Standard Integration.

Please contact your System Administrator to confirm your mailbox privileges.

To update the Stratagy ES with your e-mail password, the Stratagy ES Remote User Password Administration applet must be installed on the your computer.

???Without the password, the TTS e-mail feature does not work.

???This password must match the E-mail Server (e.g., Exchange) account password for the TTS feature to work.

Remote User Password Administration for TTS

Set Remote User Password

Set Remote User Password

???To install Stratagy ES Remote User Password Administration applet

1.Insert the Stratagy ES Software CD-ROM into your computer.

2.From the Main Menu, select Remote User Password Administration. The Stratagy ES Remote User Password Administration screen displays (shown right).

3.Enter the Stratagy

ES mailbox number6588 for the user.

4.Enter that mailbox???s security code.

5.Enter the password that you enter to log into your e-mail service.

6.Enter the computer name or IP address of the host Stratagy ES system on the local network. Your System Administrator should have this information.

7.Enter the computer name or IP address of the host SMTP server on the local network.

8.Click Send Update. The applet will securely send your e-mail password directly into the Stratagy ES system. Your System Administrator should have this information.

Glossary

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

Glossary

Do Not Disturb ~ Name Recording

Glossary

Security Code ~ User Notification

Index

Index

V ~ V