Aastra OpenVoice 200 User Manual
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Aastra OpenVoice 200 User Manual

Aastra OpenVoice 200 User Manual

Voice-mail system in the opencom 100 and aastra 800 communications systems
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OpenVoice 200
The Voice-Mail System in the OpenCom 100
and Aastra 800 Communications Systems
User Guide

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Summary of Contents for Aastra OpenVoice 200

  • Page 1 OpenVoice 200 The Voice-Mail System in the OpenCom 100 and Aastra 800 Communications Systems User Guide...
  • Page 2 Welcome to Aastra 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 OpenVoice and answer most of the questions that may arise.

  • Page 3: Table Of Contents

    Contents OpenVoice ..........3 Features .
  • Page 4 … on the OpenPhone 52 ........21 6.4.3 … on the OpenPhone 26/27 and Aastra 142d System Terminals . . 21 6.4.4 …...

  • Page 5: Openvoice

    Voice programme, you need an appropriate licence. This user guide describes the OpenVoice programme as an optional component of the OpenCom 100 / Aastra 800. It is designed for users as well as system admin- istrators. The individual chapters contain background information and concrete operating instructions which will help you to work with the OpenVoice programme.

  • Page 6: Features

    OpenVoice is accessed via an internal or external call. Your system administrator configures an appropriate subscriber call number in the OpenCom 100 / Aastra 800 and gives it to the subscribers who have their own voicebox. After users dial this number, they are guided through further operation by post-dialling digits according to the voice prompts.

  • Page 7: Call Number And Time Stamp

    Features Scope of Features Depending on the type of system terminals used and the features they are equipped with, information regarding important features – such as playback or message deletion – is also indicated by the LEDs and on the display and/or by cor- responding icons.

  • Page 8: Notification Of Incoming Messages

    OpenVoice. The Courtesy Service function in conjunction with a voi- cebox can be practical if a destination in the OpenCom 100 / Aastra 800 is con- figured as an enquiry station with a queue in which each caller can be lined up.

  • Page 9: Notification Call

    Features Scope of Features 2.1.9 Notification Call Voicebox owners can also be notified of the arrival of messages in their voiceboxes on a different terminal. After accepting the call and entering their PINs, owners are directly connected to their voiceboxes. 2.1.10 Secretarial Function The owner of a voicebox can define a secretarial call number that is called when incoming messages arrive in the box.

  • Page 10: Operating Functions

    If the secretarial call number is an external call number, the LCR (Least Cost Routing) configured in the OpenCom 100 / Aastra 800 can be evaluated. This requires the voicebox owner to belong to a user group with the authorisation LCR at call forwarding to external.

  • Page 11: Call Number And Time Stamp On/Off

    Features Operating Functions 2.2.4 Call Number and Time Stamp On/Off Voicebox owners can switch the announcement of the caller’s call number and of the date and time of each incoming message on and off. 2.2.5 Welcoming and Closing Texts Voicebox owners can select the welcoming and closing texts for callers to their voiceboxes.

  • Page 12: Calling A Caller Back

    Features Operating Functions 2.2.9 Calling a Caller Back Voicebox owners on a system terminal can also answer received messages directly. To do this, the messages must contain the caller’s call number, which can be dialled automatically or from the voicebox voice menu using a code. The pre- requisite for this feature is that callers have not suppressed the display of their call numbers.

  • Page 13: Scope Of Delivery

    ■ The files for the OpenVoice voice menu for user guidance on the terminals (are included on the OpenCom 100 product CD and on the Aastra 800 USB flash drive). ■ A user guide entitled “OpenVoice 200” (is included in PDF format on the OpenCom 100 product CD and on the Aastra 800 USB flash drive).

  • Page 14: Licensing: The Activation Procedure

    – the licence confirmation for OpenVoice with the transaction record (TAD-…); – the serial number of your OpenCom 100 / Aastra 800. You can view the serial number on the Web console of the OpenCom 100 / Aastra 800 in the Configu- rator’s System Info: Versions menu;...

  • Page 15: Configuration And Administration

    When updating the firmware, it may be necessary to load the current voice files. The voice files are located on the OpenCom 100 product CD and 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 online shop at http:// www.aastra.de.
  • Page 16 4. This is also where you configure the call number for OpenVoice via which OpenCom 100 / Aastra 800 users can query their voiceboxes. 5. Configure one or more voiceboxes for OpenCom 100 / Aastra 800 users in the OpenVoice: Voice Boxes menu (but only up to the maximum number of licensed voiceboxes).
  • Page 17 To administer voiceboxes … As an administrator you have full authorisation to manage the voiceboxes of the OpenCom 100 / Aastra 800 and to execute all subscriber-specific settings. ■ You can configure a new voicebox or delete an existing one.

  • Page 18: Using Openvoice

    You can change a number of preset settings and activate other OpenVoice func- tions on your terminal and in the OpenCTI 50 application (on the Web console of the OpenCom 100 / Aastra 800): ■ You can change the message length (i.e. the recording time per message).

  • Page 19: On The Terminal

    Using OpenVoice Setting Functions … ■ You can activate/deactivate the entire voicebox or its individual functions – such as the announcement call number, time stamp, secretarial function and PIN query. ■ You can use OpenVoice to create and edit your own personal welcoming and closing texts for voicebox callers.

  • Page 20: Via The Opencti 50 Application

    Additionally in the OpenCTI 50 application, you can edit welcoming and closing texts. 1. On the Web console of the OpenCom 100 / Aastra 800, open the OpenCTI 50 application. 2. If the system administrator has assigned you several terminals, first select the corresponding terminal from the selection list in the head of the OpenCTI 50.

  • Page 21: Calling Your Voicebox From An Internal Terminal

    Using OpenVoice Calling Your Voicebox from an Internal Terminal Calling Your Voicebox from an Internal Terminal There are two ways for you to have direct access to your voicebox from an internal terminal: … from a telephone whose call number is not assigned to your voicebox 1.

  • Page 22: Signalling Of New Messages

    When listening to a message, you can call the person back im- mediately by pressing the key on your terminal. If you are using OpenVoice on an OpenCom 100 / Aastra 800 system telephone, Applications: Voicebox you can also access your voicebox by entering Main menu (see The “Voicebox”...

  • Page 23: On The Aastra 677X (Openphone 7X) And Openphone 6X

    The notification of new voicebox messages on ISDN telephones is supported on the OpenCom 100 / Aastra 800 by the MWI (Message Waiting Indication) service feature. The LED on a standardised ISDN telephone will start flashing when a new...

  • Page 24: Accessing And Editing Messages

    Using OpenVoice Accessing and Editing Messages Accessing and Editing Messages 6.5.1 … on the Aastra 677x (OpenPhone 7x) and OpenPhone 6x System Telephones 4 Voicebox 1. Press the Info key short and select item or press the function key you have programmed (see Programming a Function Key starting on page 25).

  • Page 25: On The Openphone 26/27 And Aastra 142D System Terminals

    Using OpenVoice Accessing and Editing Messages 6.5.2 … on the OpenPhone 26/27 and Aastra 142d System Terminals 1. Press the Info key short. Voicebox mess. 2. 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 26: In The Opencti 50 Application

    Using OpenVoice Calling Your Voicebox from a Remote Terminal 6.5.3 … in the OpenCTI 50 Application 1. Select the system terminal whose call list you wish to view. 2. Click on the Incoming calls tab. You will see a list of calls which have not reached you. Voicebox messages are indicated by the icon.

  • Page 27: Programming A Function Key

    3. 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 28: The "Voicebox" Menucard

    Using OpenVoice The “Voicebox” MenuCard The “Voicebox” MenuCard After a voicebox has been configured for an OpenCom 100 / Aastra 800 user, the Main menu is on the assigned system telephone. 9ƒApplications: Voicebox The new menu will help you work with Open- Voice.

  • Page 29: Menu "1 New Messages

    Using OpenVoice The Voice Menu of OpenVoice your telephone; alternatively, on system terminals, you can also use menus which have been specially integrated and expanded for OpenVoice. Note: Inputs which you frequently make can be abbrevi- ated by using a series of corresponding code digits –this shortcut is referred to as a “code-number procedure”...

  • Page 30: Menu "2 Existing Messages

    Using OpenVoice The Voice Menu of OpenVoice Call the voicebox (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. You hear that there is a new message. While listening to the message, you can return the call (7).
  • Page 31 Using OpenVoice The Voice Menu of OpenVoice ■ You can record and delete welcoming and closing texts for your voicebox callers, select your personal text for the current prompt and, if you wish, also activate the provided for this purpose standard texts. Example: 96 4321 3 2 8 You would like redefine the closing text for your voicebox, before, though, you listen to the current assignment (3) (2) (8).
  • Page 32 Using OpenVoice The Voice Menu of OpenVoice If the notification call is activated, the voicebox will set up an independent con- nection to the notification call number which has been configured. After accepting the call, you can immediately start working with your voicebox. If you want to define an internal call number for the notification call function and your telephone is set to automatic trunk line seizure, you have to press the star key twice before entering the call number.

  • Page 33: Menu "4 Central Welcoming Texts

    User groups menu or in Call Distribution in the OpenCom 100 / Aastra 800 Configurator. In order to do this, you need Configurator Expert authorisation (unless you have already logged in as an administrator).

  • Page 34: Menu "6 Recording And Sending A Message

    Using OpenVoice The Voice Menu of OpenVoice Once you are in the other voicebox, proceed as if you had called it directly. You can access the voicebox only if no other party is trying to gain access at the same time. If the voicebox is busy you will hear an announcement. 6.9.6 Menu “6 Recording and sending a message”...

  • Page 35: Appendix

    256 Mbyte Compact Flash card, (SanDisk): 4 h For an OpenCom X320 with the pre-installed Compact Flash card: 4 h For an Aastra 800 communications system: dependent on the hard disk drive capacity Languages German, English, French, Dutch, Italian,...
  • Page 36 Callback by means of a code Forwarding a message Change voicebox Leaving a message Length of user PIN 6 digits Power supply Via the OpenCom 100 / Aastra 800 communications system Ambient conditions As for the OpenCom 100 / Aastra 800 communications system...

  • Page 37: Overview: Voice Menu

    Appendix Overview: Voice Menu Overview: Voice Menu Messages and Central Welcoming Texts Calling your voicebox: 1. Enter the internal telephone number your system administrator Main menu has configured for OpenVoice. 1 New messages 2. Follow the instructions given in 2 Existing messages the voice menus.
  • Page 38 Appendix Overview: Voice Menu Central Settings Calling your voicebox: 1. Enter the internal telephone number your system administrator Main menu has configured for OpenVoice. 1 New messages 2. Follow the instructions given in 2 Existing messages the voice menus. 3 Central settings In all menus: 4 Central welcoming texts Confirm entry...
  • Page 40 As of 27.04.2010 Subject to changes...

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