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Summary of Contents for Mitel Speech Server
- Page 1 ATTENDANT / UNIFIED MESSAGING USER GUIDE...
- Page 2 THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY. The information contained in this document is believed by Mitel Networks to be accurate as of the date of its publication and is subject to change without notice. Mitel Networks assumes no responsibility for any errors or omissions in this document and shall have no obligation to you as a result of having made this document available to you or as a result of the information it contains.
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Page 3: Table Of Contents
About Mitel Networks™ Speech Server ........ - Page 4 Mitel Networks Speech Server Delivering Messages ............30 Making and Delivering a Message .
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Page 5: Getting Started
Other features also let you use a phone to manage your appointments, meeting requests, and tasks. All of this is possible because the Speech Server system interacts with Microsoft Exchange (Inbox, Contacts, Calendar, and Tasks) allowing you to to use voice commands that interact with Microsoft Outlook. -
Page 6: Benefits Of The System
Search for and find faxes in your Inbox. • Forward an e-mail or a fax to a fax machine for printing. • Play customized VoiceXML scripts with the Enterprise Voice Portal option. These scripts are developed through Mitel Professional Services or through qualified dealers. -
Page 7: List Of Features
List of Features The Speech Server - Unified Messaging system can provide the following features: • Call by name • Call by department • Call by number • Multi-level menuing • Barge-in • Check a number • Call the operator •... -
Page 8: Enrolling On The System
Personal Directory. See Changing Your PIN, on page 10. To enroll 1. Dial the Speech Server extension number. If your extension is programmed for a manual login, say "Login". 2. Say your PIN, say your login ID, and repeat your login ID to provide a voiceprint. -
Page 9: Logging In
Tip: This procedure could apply to a company phone programmed with manual login, your home phone programmed with manual login, or a pay phone that you manually login with. 1. Dial the Speech Server extension number. You receive immediate access to the Company Directory. 2. Say "Login."... -
Page 10: Recording Your Primary Greeting
Recording Your Primary Greeting To record your primary greeting 1. Dial the Speech Server extension number. Login if necessary. 2. Say “User Options” and then “Record my primary greeting.” 3. When prompted, say your greeting, and then press the # key after completing the recording. -
Page 11: Setting Your Personal Preferences
Set your forwarding options (destination and expiration time) • Set the prompt language (the language of the auto-attendant voice prompts, bilingual systems only) • Set your messaging options • Set your notification settings • Change your PIN. Mitel Networks Speech Server... -
Page 12: Accessing Your Personal Web Page
Language Language setting Features Expert Voice "enabled" or "disabled" Interface In Expert Voice Interface mode, the Speech Server only provides a tone when you call into the system. If you make an error, the Speech Server provides prompts and instructions. - Page 13 • Internal, Local, Toll, and International calls. From External Displays the call restriction that is applied when you call into the Speech Server extension from an external number. Your externally generated calls can be restricted to • Internal calls only •...
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Page 14: Changing Your Pin
Mitel Networks Speech Server To exit your Personal Web Page • In the top right-hand corner of the browser window, click Changing Your PIN To change your PIN 1. In your Personal Web Page, click Change PIN. 2. Enter your current PIN. -
Page 15: Setting Your Forwarding Options
Dave Black is set to "Public" on his Personal Web Page, an outside caller can call Speech Server and say "Dave Black on his cell phone," and be able to call Dave Black on his cellular phone if Dave Black is listed in the Company Directory. -
Page 16: Setting Your Personal Operator
3. In the Email Playback Language menu bar, select the language for the Text-To-Speech playback of your e-mails. 4. Click Save. Speech Server provides your prompts and responds to your commands in the selected language. Note: The system supports Spanish attendant prompts but does not support the playback of e-mails in Spanish. -
Page 17: Setting The Messaging Options
"All" faxes refer to all the reports that will be generated by the fax server and includes all incoming fax messages to the fax server. The word "New" refers only to the incoming fax messages. 5. Click Save. Mitel Networks Speech Server... -
Page 18: Setting Personal Preferences With The Phone
Setting Personal Preferences with the Phone You can use voice commands to set and/or modify various user options. To access user options • Dial the Speech Server extension number and say "User Options." You can now choose from the following options: "Greeting options" "Name recording"... -
Page 19: Creating And Modifying Contacts
Creating and Modifying Contacts Unified-messaging users and Attendant-only users on a Speech Server system with the Unified Messaging option, create and modify their Personal Directory via Microsoft Outlook. Speech Server supports up to six distinct phone numbers for each contact: business, home, pager, mobile, fax, and voice mail (if the user does not have unified messaging). -
Page 20: Recording Contact Names
Mitel Networks Speech Server Tip: If you have a large number of contacts in Microsoft Outlook, you can use the Voice Contact category to select the contacts that you want to use as voice contacts. To make a Voice Contact category 1. -
Page 21: Testing Contact Names
4. Dial the Speech Server extension number. Login if necessary. 5. Say "Start recording session." 6. After the system prompts you to connect, click Connect. 7. Click Record. At the tone, record the person's name. 8. Click Play to listen to your recording. To record over the name, click Record again. -
Page 22: Using Speech Commands
Your administrator can enable or disable this feature for you. Expert Mode In Expert Mode, the Speech Server provides a short tone instead of prompts when you call into the system. If the system encounters an error, for example if it can’t recognize the requested name, it provides prompts and instructions. -
Page 23: Universal Voice Commands
Auto Attendant, Messenger, Calendar, Task Manager, and User Options. • If you frequently access Speech Server from a noisy environment, have your system administrator disable Barge-in in your user options. • When entering names into your personal contact list, enter the first name followed by the last name. -
Page 24: Navigating Through The Applications
"Private". If the phone number is set to "Trusted Users", then you would have to login to the Speech Server system and then request the call. When using the Personal Directory, you have the option of calling any of the five phone numbers (business, home, pager, cellular phone, or fax) that belong to your personal contact as long as they were programmed in Microsoft Outlook. - Page 25 Users are able to restrict callers from calling them on their personal numbers with privacy settings (Public, Trusted Users, or Private). "Public" provides no call restriction, "Trusted Users" allows callers that are logged into the same Speech Server system to call, and "Private" restricts calls.
- Page 26 John Smith by saying his name, or by saying "John Smith at his office." Tip: Speech Server is very user friendly, and responds to a variety of voice commands, for example, "John Smith - office number," "John Smith - cell," and "John Smith - cellular."...
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Page 27: Canceling A Call
If the line is busy and if the person you are calling has their voice mail number programmed with the Speech Server system, the Attendant will tell you that you can leave a message on their voice mail if you say " <First name and last name> on their voice mail". - Page 28 Note: If your phone is on a PBX other than the 3300 ICP, the calls that are redirected are only the calls that go through the Speech Server. People calling your phone number directly will not be rerouted. If your phone is on a 3300 ICP system integrated with the Speech Server system, the administrator can configure your phone to have all of the calls to your number be redirected to your Reach Me (call forwarding) number.
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Page 29: Checking A Phone Number
Checking a Phone Number To check a phone number in the Company Directory or in your Personal Directory 1. Dial the Speech Server extension number. Login if necessary. For a business number in the Company Directory, say "Check the number for first name, last name."... -
Page 30: Managing Messages
Mitel Networks Speech Server To set the language of the auto-attendant prompts for the call 1. Dial the Speech Server extension number. 2. Request the secondary language. For example, if the Attendant greeting is in English, say "Français"; or "Español."... - Page 31 To listen to your message summary 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." The Attendant provides a message summary. After playback of the message summary, you can Play your e-mail or voice mail messages Send a new message Find an e-mail, voice mail, or fax message matching your specified criteria.
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Page 32: Replying To Messages
Mitel Networks Speech Server "Reply to all" "Call him / her back" "Repeat" or "Play again" "Skip" "Next" "Previous" 5. Say "Messenger" to return to the main menu. Examples: To listen to old voice mails from a certain time period, say "Play old voice mails sent since the last four days."... -
Page 33: Forwarding Messages
3. If you said "No," say or key the new fax number when prompted. If saying the number, say the individual digits. The system then asks you to verify the number. Mitel Networks Speech Server... -
Page 34: Delivering Messages
Delivering Messages Making and Delivering a Message To deliver a message to someone in the Company Directory or Personal Directory 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Say "Make a message." 4. When prompted, say the first and last name of the recipient(s) listed in your Company Directory or your Personal Directory, and then say "List complete."... -
Page 35: Managing Faxes
Playing a Fax To listen to an unread fax 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." The Attendant provides a message summary. 3. Say "Play fax." If you have an unread fax, the system will play the name of the sender, the date and time of the fax, and the subject heading of the fax. -
Page 36: Managing Appointments
The system then asks you to verify the number. To change your default fax machine setting 1. Dial the Speech Server extension number. Login if necessary. 2. Say "User Options." 3. Say "Change fax forward number."... -
Page 37: Changing Appointments
Changing Appointments To change an appointment 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar." The Attendant provides a summary. 3. Say "Play", or say "Check Calendar" to give a specific date and then say "Play."... -
Page 38: Managing Meeting Requests
"English" to switch to English before saying "Calendar". Creating Meeting Requests To create a meeting request 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar." 3. Say "Create meeting request." 4. When prompted, say the date, for example "Today," "Tomorrow," "Tuesday," or "September 15."... -
Page 39: Changing The Date/Time
Changing the Date/Time To change the date or time of your meeting request 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar." 3. Say "Play" or "Check Calendar" and then say "Play." 4. Say "Next" or "Previous" until you hear the meeting request that you want to modify. -
Page 40: Receiving Meeting Requests
Declining Meeting Requests To decline a meeting request 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Say "Play" to hear the messages. -
Page 41: Checking Your Calendar
"English" to switch to English before saying "Calendar". Checking Events To check for scheduled events 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar," The system provides you with a summary of the events scheduled for the remainder of the day. -
Page 42: Managing Tasks
"English" to switch to English before saying "Task Manager". Creating Tasks To create a task 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Task Manager." 3. Say "Create task." Respond to the prompts to make a recording, for example, "Draft A due."... -
Page 43: Changing Tasks
Changing Tasks To change the date or description of a task 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Task Manager." 3. Say "Review." You can also say "Next," "Previous," "Delete," or "Play again." 4. When you get to the task that you want to modify, say "Make changes."... -
Page 44: Using Touchtone Commands
Using Touchtone Commands Placing Calls To place a call with touchtone dialing 1. Dial the Speech Server extension number. 2. After the Attendant answers, dial the number. The Attendant places the call. Switching to Touchtone Sometimes, when you are in a noisy environment, you may want to use the phone pad (DTMF dialing) to provide your messaging commands instead of using voice commands. -
Page 45: Playing Messages
Playing Messages To play your messages 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press P [7] to play your new messages. 4. Press 1 to play your "read" messages. During message playback, you can... -
Page 46: Setting Address Options
Tip: When adding recipients, enter the extension number for the recipients in the Company Directory Setting User Options To program user options 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press U [8] to change user options. Choose from the options provided: Press... -
Page 47: Setting Greeting Options
Setting Greeting Options To program greeting options 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press U [8] to enter the user options. 4. Press G [4] to enter the greeting options. Choose from the options provided:... -
Page 48: Using Your Pc For Voice Messages
Mitel Networks Speech Server Using Your PC for Voice Messages If you install the Mitel Networks™ Speech Server Multimedia Outlook Plug-in, you will be able to use Microsoft Outlook to manage your voice mails. You can use your PC speakers or a phone to listen to your voice messages and use Microsoft Outlook to reply and forward your messages with a personal voice message. - Page 49 Outlook Web Access (OWA). Therefore, we suggest that you install the Microsoft® Outlook Multimedia Extension so you have the ability to listen to your voice messages using the playbar. The instructions and the extensions are located at http://<your Exchange 2000 server name>/Exchweb/Bin/emsetup.asp. Mitel Networks Speech Server...
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Page 50: Changing Your Voice Message Playback
"Auto-play when previewing" check box. If you need to launch the Mitel Networks QuickPlay toolbar, click on the QuickPlay button on the Microsoft Outlook toolbar. The QuickPlay button will appear depressed when the Mitel Networks QuickPlay toolbar is open. -
Page 51: Voice Message Buttons
The Multimedia Outlook Plug-in provides the following buttons so you can manage your voice messages: Forward/Review Adjust volume Adjust recording level Playback device New voice message Reply with voice message Reply to All with voice message Forward with voice message Function Play Stop Pause Mitel Networks Speech Server Button... -
Page 52: Playing Voice Messages
Show/hide QuickPlay toolbar Open Personal Web Page The Mitel Networks QuickPlay toolbar has some of the same buttons. You can play, stop, pause, review, adjust the volume, or playback your message over the telephone while you are previewing your messages. -
Page 53: Using Your Pc Speakers As A Playback Device
3. If you decide that you want to hear a specific voice message over the phone, click the Playback Device button on the Mitel Networks QuickPlay toolbar, select the voice mail message, and answer your phone to hear that message. The Playback Device button toggles on and off: on for the phone and off for the speakers. -
Page 54: Using Your Telephone As A Playback Device
1. Select the voice message in the inbox. 2. Click QuickPlay to open the Mitel Networks QuickPlay toolbar. 3. On the Mitel Networks QuickPlay toolbar, click the Play button to hear the voice message with your speakers. 1. Double-click the voice message in the Outlook inbox. -
Page 55: Replying With Voice
4. Answer the phone to hear your voice message. 5. Use the Mitel Networks QuickPlay toolbar to stop or play the voice message. 6. If you want to listen to some other voice messages, you can select the other voice mails, and then click the Play button before you hang up . -
Page 56: Forwarding With Voice
Mitel Networks Speech Server Forwarding with Voice Note: Recording a voice message requires a microphone attached to your PC. To forward voice messages and e-mail messages with a voice message 1. Click the e-mail or voice message that you want to forward. -
Page 57: Using Outlook Web Access
To access this help during message playback, expand the drop-down menu on the right-hand side of the Multimedia Control window that appears during message playback, and then select Help. For more information on multimedia messaging, contact your system administrator. Mitel Networks Speech Server... - Page 58 Mitel Networks Speech Server NOTES...
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