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Aastra VOICE 800 User Manual

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Aastra Voice 800
Voice-Mail System
User Guide
Communications system
Aastra 800

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Summary of Contents for Aastra VOICE 800

  • Page 1 Aastra Voice 800 Voice-Mail System User Guide Communications system Aastra 800...
  • Page 2 Thank you for choosing this Aastra product. Our product meets the strictest requirements with regard to quality and design. The following operating instructions will assist you in using your Aastra Voice and answer most of the questions that may arise.

  • Page 3: Table Of Contents

    Using Aastra Voice from a Remote Terminal ....... . 12...
  • Page 4 … via the Aastra CTI 800 Application........
  • Page 5 Appendix ..............33 Technical Data .

  • Page 7: Aastra Voice

    In addition to using this internal voice-mail system, you can also use external voice- mail systems on the Aastra 800. In order to use the Aastra Voice programme, you need an appropriate licence.
  • Page 8 Aastra Voice programme. It thus complements the user guides for the communica- tions system (“Installing and Commissioning”), corded and cordless system telephones used on the Aastra 800 and standard terminals, which provide you with detailed information on general operation and the functions of your communica-...

  • Page 9: Features

    DTMF (dual- tone multifrequency) terminals. Most features provided by the Aastra Voice programme can be set directly on the ter- minals without the aid of a PC. The configuration and administration of the pro- gramme are supported using the Aastra 800’s Web console and are explained in detail...

  • Page 10: Call Number And Time Stamp

    Users with appropriate authorisation can edit up to eight central welcoming texts for Aastra Voice. The Courtesy Service function in conjunction with a voicebox can be practical if a destination in the Aastra 800 is configured as an enquiry station with a queue in which each caller can be lined up.

  • Page 11: E-Mail Notification Of Incoming Messages

    Features On cordless system terminals, e.g. a OpenPhone 27 and in the Aastra CTI 800 appli- cation, new incoming messages are indicated by special icons. On standard terminals without a message LED, the arrival of new voicebox messages is signalled acoustically. User hear a special dialling tone instead of the normal dialling tone when the handset is lifted.

  • Page 12: Forward Message With Comment

    If call forwarding has not been activated for a call number assigned to the voicebox or if the specified destination is not the call number of Aastra Voice, the voi- cebox will be switched to off status for this call number.

  • Page 13: Activating/Deactivating Your Voicebox

    Features Note Several call forwardings can be linked to one another on the Aastra 800 communica- tions system. Please keep in mind the information on call forwarding and voiceboxes in the “Call Forwarding” chapter in the “Installing and Commissioning” manual.

  • Page 14: Pauses During Playback, Fast-Forwarding And Rewinding

    This reminds them to deactivate the notification call if nec- essary. Using Aastra Voice from a Remote Terminal Voicebox owners with the appropriate authorisation can externally dial their voice- boxes and query messages, and edit their messages and central voicebox settings.

  • Page 15: Scope Of Delivery

    The licence confirmation for the programme package Aastra Voice along with the transaction record. • The files for the Aastra Voice voice menu for user guidance on the terminals (are included on the Aastra 800 USB flash drive). • A user guide entitled “Aastra Voice 800” (is included in PDF format on the Aastra 800 USB flash drive).

  • Page 16: Licensing: The Activation Procedure

    Licensing: the Activation Procedure Licensing: the Activation Procedure You will need an activation key to configure and use the Aastra Voice programme package in your communications system. The licence confirmation you received with the programme package contains detailed information. To generate the activation key …...

  • Page 17: Configuration And Administration

    When updating the firmware, it may be necessary to load the current voice files. The voice files are located on the Aastra 800 USB flash drive. Aastra retailers and sales partners can alternatively acquire these files in the password-protected partner area of the ExtraNet at http://www.aastra.de.
  • Page 18 Activate the option Central welcoming track changeable for a voicebox in the Aastra Voice: Voice Boxes menu. Call this voicebox and configure one or several announcement texts (up to eight are possible) in the voice menu of Aastra Voice, menu 4 “Central welcoming texts”. Note Detailed information regarding the settings in the Configurator menu can be found in the online help documentation.
  • Page 19 Configuration and Administration To administer voiceboxes … As an administrator you have full authorisation to manage the voiceboxes of the Aastra 800 and to execute all subscriber-specific settings. • You can configure a new voicebox or delete an existing one.

  • Page 20: Using Aastra Voice

    Courtesy Service feature. Setting Functions … You can change a number of preset settings and activate other Aastra Voice func- tions on your terminal and in the Aastra CTI 800 application (on the Web console of the Aastra 800): •...

  • Page 21: On The Terminal

    Use the hash key to cancel an entry or to return to the next-highest menu level. Enter “0” to repeat the last prompt. If you don’t make any inputs for a long time, the connection to Aastra Voice will auto- matically end, after a message notifying you of this.

  • Page 22: Via The Aastra Cti 800 Application

    In the Aastra CTI 800 you can, for each configured time group, select a unique welcoming text and closing text. Welcoming and closing texts can also be set via the voice menu, but only for the currently active time group.
  • Page 23 When listening to a message, you can call the person back imme- diately by pressing the key on your terminal. If you are using Aastra Voice on an Aastra 800 system telephone, you can also access Applications: Voicebox Main menu...

  • Page 24: Signalling Of New Messages

    Aastra CTI 800 application in different ways. You can also be informed of new messages in the voicebox by e-mail if you have con- figured this function in the Aastra CTI 800 application. You will find information con- cerning in the online help.

  • Page 25: On Standard Terminals

    The notification of new voicebox messages on ISDN telephones is supported on the Aastra 800 by the MWI (Message Waiting Indication) service feature. The LED on a standardised ISDN telephone will start flashing when a new voicebox message arrives.

  • Page 26: On The Openphone 26/27 And Aastra 142D System Terminals

    Using Aastra Voice … on the OpenPhone 26/27 and Aastra 142d System Terminals Press the Info key short. Voicebox mess. Select the item and confirm with the softkey. You will see a list of incoming messages; the most recent messages are at the top of the list.

  • Page 27: In The Aastra Cti 800 Application

    If you wish to call the caller back, click on the caller’s call number (if this has been transmitted). Note Detailed information on working with the Aastra CTI 800 application can be found in the online help documentation. … on Standard Terminals...

  • Page 28: Programming A Function Key

    For all further steps, please follow the instructions given in the voice menu. Programming a Function Key On a system terminal (e.g. an Aastra 6773 (OpenPhone 73)) you can programme a function key to query your voicebox messages. This function key will enable you to listen to your saved messages.

  • Page 29: The "Voicebox" Menucard

    In this situation you can also edit new and existing messages and also edit settings for your voicebox. To do so, please follow the instructions given in the voice menu (see also The Voice Menu of Aastra Voice starting on page 27). The Voice Menu of Aastra Voice...

  • Page 30: Menu "1 New Messages

    Example “Listen to message”: 96 0000 2 5 4 You call Aastra Voice (96). The system asks you to enter your secret code. You enter “0000” as your voicebox is new and you have not changed your secret code yet.

  • Page 31: Menu "2 Existing Messages

    Using Aastra Voice Menu “2 Existing messages” In this menu you can listen to existing messages that are still stored. For each message, the caller’s call number and time point (the date and time) of the 3ƒCentral settings call are announced, providing you have set this in the menu and the information is available.
  • Page 32 You define that no closing text for your voicebox callers should be announced. Note The welcoming and closing texts that are set, are valid for the time group that is ac- tive at that moment. In the Aastra CTI 800 application you can set these texts for dif- ferent time groups. •...
  • Page 33 Using Aastra Voice You can specify the call number of a “secretary” who is to be called instead of your voicebox and then activate the function (on or off ). If you want to define an internal call number for the secretarial function and if your telephone is set to automatic trunk line seizure, you have to press the star key twice before entering the call number.

  • Page 34: Menu "4 Central Welcoming Texts

    You can define up to eight welcoming texts. The assignment of a welcoming text to a call number is set in the User groups menu or in Call Distribution in the Aastra 800 Configurator. In order to do this, you need Configurator Expert authorisation (unless you have already logged in as an administrator).
  • Page 35 Appendix Appendix Technical Data Number of voice channels (ports) Number of voiceboxes see: Aastra Voice 800 licence confirmation Storage location for audio files Aastra 800 hard disk Languages German, English, French, Dutch, Italian, Portuguese, Spanish, Swedish Maximum message length Adjustable (per voicebox)
  • Page 36 Appendix Leaving a message Length of voicebox PIN 4 digits Power supply Via the Aastra 800 communications system Ambient conditions As for the Aastra 800 communications system...
  • Page 37 Messages and Central Welcoming Texts Calling your voicebox: 1. Enter the internal telephone number your system administrator Main menu has configured for Aastra Voice. 1 New messages 2. Follow the instructions given in 2 Existing messages the voice menus. 3 Central settings...
  • Page 38 Appendix Central Settings Calling your voicebox: 1. Enter the internal telephone number your system administrator Main menu has configured for Aastra Voice. 1 New messages 2. Follow the instructions given in 2 Existing messages the voice menus. 3 Central settings...
  • Page 40 Copyright 2011 www.aastra.com All rights reserved As of 01.10.2011 Subject to changes...

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