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Toshiba Stratagy iES16 User Manual

Voice processing systems
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Digital Solutions Division
®
Voice Processing Systems
Stratagy iES16, iES32, ES8,
ES48, ES96R2
User Guide
April 2005

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Table of Contents
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  • Page 1 Digital Solutions Division ® Voice Processing Systems Stratagy iES16, iES32, ES8, ES48, ES96R2 User Guide April 2005...
  • Page 2 Trademarks STG-UG-ESALL-VC Strata is a registered trademark of Toshiba Corporation. CIX is a Version C, April 2005 trademark of Toshiba Corporation. Stratagy is a registered trademark of Toshiba America Information Systems, Inc.
  • Page 3 TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”) Digital Solutions Division License Agreement IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS DIGITAL SOLUTIONS PRODUCT OR OTHERWISE MADE AVAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER.
  • Page 4: Limited Warranty

    TAIS are not covered by this warranty. The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the malfunction with new or refurbished parts (at their option).
  • Page 5: Table Of Contents

    Contents Introduction Organization ........................ v Conventions ........................ vi Action/Response Table ..................vii Related Documents/Media ..................viii Stratagy eBrochure and Advisor CD-ROM ............viii Chapter 1 – The Grand Tour Overview ........................2 Features to Personalize Your Mailbox ................ 4 Message Folders ......................4 Single Message Folder ..................
  • Page 6 Contents Chapter 2 –Getting Started Future Delivery ......................11 Message Destination Selections .................12 Personal Distribution Lists ...................12 System Distribution Lists ..................13 Directory ......................13 User Options .......................14 User Prompts ......................15 Chapter 2 – Getting Started User Tutorial .......................17 Step 1: Access Your Mailbox ..................18 Step 2: Record Your Name ..................20 Step 3: Record Your Personal Greeting ..............21 Step 4: Change Your Security Code ................22...
  • Page 7 Contents Chapter 5 –Manage Mailbox Chapter 5 – Manage Mailbox Change Greeting ......................54 Create or Record Over a Personal Greeting ............55 Select a Personal Greeting ................... 57 Review a Personal Greeting ................58 Change User Options ....................59 Change Do Not Disturb (DND) Setting ..............
  • Page 8 Contents Appendix C –Automatic Speech Recognition Appendix C – Automatic Speech Recognition Reach Destination .....................104 Access Your Mailbox ....................104 Send a Message ......................105 Appendix D – Unified Messaging (UM) with Outlook Integration Stratagy ES Message Window .................108 Address Book Feature ....................110 Update Stratagy ES Address Book Manually ............110 Update Stratagy ES Address Book Automatically ..........110 Using UM Feature ....................111...
  • Page 9: Introduction

    Introduction This guide describes the voice messaging capabilities and procedures for making the Stratagy ES and Stratagy iES32 Voice Processing System work for you. 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;...
  • Page 10: Conventions

    10-2, 10-3, and 10-4. A station is considered busy when all extensions are being used. Note The naming convention for DKT assignments within Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN.
  • Page 11: Action/Response Table

    Introduction Conventions Conventions Description Courier Shows a computer keyboard entry or screen display. “Type” Indicates entry of a string of text. Indicates entry of a single key. For example: Type prog then press “Press” Enter. Shows a multiple PC keyboard or phone button entry. Entries without spaces between them show a simultaneous entry.
  • Page 12: Related Documents/Media

    Introduction Related Documents/Media Related Documents/Media Some documents listed here may appear in different versions on the CD-ROM Note 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. Read this User Guide first, then use it with the Quick Reference Guide.
  • Page 13 The Grand Tour 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 •...
  • Page 14: Chapter 1 - The Grand Tour Overview

    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.
  • Page 15 The Grand Tour Overview Stratagy ES User Guide 04/05...
  • Page 16: Features To Personalize Your Mailbox

    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”...
  • Page 17: Single Message Folder

    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).
  • Page 18: Multiple Message Folders

    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.
  • Page 19 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.
  • Page 20: Message Types

    The Grand Tour Message Types Access Folders When you press from the New or Saved Message Folders or from the Main Menu, Stratagy ES checks your mailbox for personal folders. Depending upon whether it finds any, Stratagy ES performs the following procedures: Access Method No Personal Folders Personal Folders...
  • Page 21: Fax Message

    The Grand Tour Message Types Fax Message Fax Messaging is an optional feature in the Stratagy ES. Check with your Note 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.
  • Page 22: Greetings

    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.
  • Page 23: Special Delivery Options

    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.
  • Page 24: Message Destination Selections

    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.
  • Page 25: System Distribution Lists

    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.
  • Page 26: User Options

    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.
  • Page 27: User Prompts

    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).
  • Page 28 The Grand Tour User Prompts Stratagy ES User Guide 04/05...
  • Page 29: Chapter 2 - Getting Started

    Getting Started 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: •...
  • Page 30: Step 1: Access Your Mailbox

    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 from most menus returns you to the Main Menu. To access your mailbox, you need to know: •...
  • Page 31 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. 1. From an internal telephone, The system answers with your standard call Stratagy ES on company greeting.
  • Page 32: Step 2: Record Your Name

    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.
  • Page 33: Step 3: Record Your Personal Greeting

    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.
  • Page 34: Step 4: Change Your Security Code

    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” page 62 Stratagy ES prompts you to enter your new security code and notifies you of the number of allowable digits.
  • Page 35 Play Messages 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.
  • Page 36: Chapter 3 - Play Messages Access Messages

    Play Messages Access Messages Access Messages Once you press to play your messages, the following telephone keys assist you in going through your messages: Takes you to the next message or back to the top of the folder when you have reached the last message in the folder.
  • Page 37 Play Messages Playback Controls 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. 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.
  • Page 38: Play Messages

    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 from the Main Menu to play messages (menu shown below), Stratagy ES automatically accesses the New Message Folder.
  • Page 39 Play Messages Play Messages 1. From the Main Menu, A message plays. press While the message plays, you can select to pause/ resume, to turn up volume, to turn down volume, to back up (rewind), to go forward (advance), and/or change speed (toggle).
  • Page 40 Play Messages Play Messages Messages are not moved to the saved Note folder until you log out of your mailbox, enabling you to return to the new message folder and replay the message. The Play Messages Menu plays. Delete the current Flags the current message for deletion.
  • Page 41: Special Functions

    Play Messages Special Functions Play the previous The previous message plays from the beginning. message If you are at the top of the message Note folder, pressing takes you to the bottom of the same folder. Return to Main Menu Stratagy ES tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Main...
  • Page 42 Play Messages Special Functions ...or to re-enter fax number. Send Current Fax to fax Stratagy ES prompts for the fax machine’s telephone number. machine for print Enter fax machine’s telephone number. Press to accept entry The system sends a fax message currently residing in your mailbox to a fax machine (or other device capable of receiving a fax) for retrieval (print).
  • Page 43 Play Messages Special Functions While the message is playing or immediately after, you can press play the next message, to s ave the current message, to d elete the current message and/or to r eturn to the Special Functions Menu. Continuous Delete Stratagy ES prompts for entry.
  • Page 44 Play Messages Special Functions New/Saved message Stratagy ES checks the system for any personal folders you have created. If personal folders folder (toggle) exist, Stratagy ES prompts for a personal folder If personal folders exist, number. If none exist, this feature operates as a enter a folder number toggle and moves you back and forth between the New and Saved Message Folders.
  • Page 45: Retrieve And Listen To E-Mail Messages

    Play Messages Retrieve and Listen to E-mail Messages Retrieve and Listen to E-mail Messages This feature is only available to users of Stratagy ES with Unified Messaging Note (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 (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...
  • Page 46 Play Messages Retrieve and Listen to E-mail Messages 3. (Optional) While the message plays or immediately after, you can select one of the following: Play the next e-mail Skips to the beginning of the next e-mail message. message If you reach the end of your e-mail Note messages, pressing takes you back to...
  • Page 47 Play Messages Retrieve and Listen to E-mail Messages Reply to the current Stratagy ES creates an e-mail message with your reply attached as a standard .wav audio file e-mail message and sent to the originator. Replay the current The current e-mail message plays from the beginning.
  • Page 48 Play Messages Retrieve and Listen to E-mail Messages Stratagy ES User Guide 04/05...
  • Page 49: Send Messages

    Send 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 •...
  • Page 50: Chapter 4 - Send Messages Recording Controls

    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 Pause/Resume (toggle or 30 seconds) At any time while recording messages to another mailbox in the system, you can press to pause the recording.
  • Page 51: Send A Message

    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. From the Main Menu: While recording a message, you Play Messages...
  • Page 52 Send Messages Send a Message 1. From the Main Menu, Stratagy ES prompts you to enter the destination press (i.e., mailbox number, Personal or System Distribution List, or Multiple Destinations). 2. Enter one of the following destinations: 0DLOER[ QXPEHU plus . If you entered a user’s mailbox number, Stratagy ES plays the user’s name or mailbox Press...
  • Page 53 Send Messages Send a Message Directory plus the first Stratagy ES plays the first match for the combination of letters you entered. letters (Q=7, Z=9) of the user’s first or last See your System Administrator for Note name specific operation of your system..or the first letters of a system distribution list name.
  • Page 54 Send Messages Send a Message 4. Press again to send the Stratagy ES tells you that your message has message immediately been sent and returns you to the Main Menu. If you press to send your Important! message, you cannot use the special recording and sending options.
  • Page 55: Forward 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. 1.
  • Page 56 Send Messages Forward a Message Press to select the name as the destination, to hear the next name, to cancel your entry and re-enter. plus a Personal Stratagy ES plays the list comment or number for confirmation. See “Manage Personal Distribution List Distribution Lists”...
  • Page 57 Send Messages Forward a Message ...or before sending the message, you can use any of the following options: Review recording The forwarding comment plays. Re-record The system prompts you to record the comment at the beep. Press when done. Append recording The appended forwarding comment plays after the already recorded message comment.
  • Page 58: Reply To Current Message

    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.
  • Page 59 Send Messages Reply to Current Message ...or before sending the message, you can use any of the following options: Review recording The recording plays. Re-record The system prompts you to record at the beep. Press when done. Append recording The appended recording plays after the already recorded portion of the message.
  • Page 60: Special Delivery Options

    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 Special Delivery Options.
  • Page 61: Future Delivery

    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 Set Future Delivery. Since each of the settings default to the current time/date, you do not need to enter all the options.
  • Page 62: Send A Direct Fax

    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. 1. Put the document to be faxed into the fax machine. 2.
  • Page 63 Send Messages Send a Direct Fax 6. (Optional) Press Send the message to additional destinations. Additional Destinations. (See Step 2 page 43 for step-by-step instructions.) You can repeat this step as often as necessary. 6WDUW 7. Press the key on the The fax is processed and sent to the destination fax machine and hang up mailbox(es).
  • Page 64 Send Messages Send a Direct Fax Stratagy ES User Guide 04/05...
  • Page 65 Manage Mailbox 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 4576 Stratagy ES User Guide 04/05...
  • Page 66: Chapter 5 - Manage Mailbox Change Greeting

    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): •...
  • Page 67: Create Or Record Over A Personal Greeting

    Instructions to leave a detailed message Call coverage options 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.
  • Page 68 Manage Mailbox Change Greeting 4. (Optional) After recording, You can repeat options 1~3 as many times as you can press: you wish. Review recording The complete greeting plays. Re-record The system prompts you to record at the beep. Press when done. Append recording Appending a greeting enables you to add information to the end of your already recorded...
  • Page 69: Select A Personal Greeting

    Manage Mailbox Change Greeting Select a Personal Greeting 1. From the Manage Mailbox Stratagy ES plays the Change Greeting options. Menu, press 2. Enter a personal greeting Your callers hear the selected greeting when you number ( do not answer or when your telephone is busy..or to select the system Your callers hear the system greeting when you...
  • Page 70: Review A Personal Greeting

    Manage Mailbox Change Greeting Review a Personal Greeting 1. From the Manage Mailbox Stratagy ES plays the Change Greeting options. Menu, press 2. Press to review the The current greeting plays. Stratagy ES prompts current greeting you with the Change Greeting Menu options. Pressing does not affect the current Note...
  • Page 71: Change User Options

    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:...
  • Page 72: Change Do Not Disturb (Dnd) Setting

    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. 1.
  • Page 73: Change Call Screening Setting

    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). Receive the call Reject the call and let the call forward to your mailbox...
  • Page 74: Change Security Code

    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. You can change your security code as often as you wish to ensure the privacy Note of your messages and personal greetings.
  • Page 75: Select Busy Greeting

    Manage Mailbox Change User Options Select Busy Greeting 1. From the Manage Mailbox Stratagy ES plays the Change User Options Menu, press Menu. 2. Press A prompt verifies the current status (custom/ system) of the Busy Greeting feature. 3. (Optional) Press again to Pressing toggles between selecting your...
  • Page 76: Create Or Record Over 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.
  • Page 77 Manage Mailbox Change User Options 1. From the Manage Mailbox Stratagy ES plays the Change User Options Menu, press Menu. 2. Press Stratagy ES prompts you to record your custom busy greeting. 3. Begin recording at the tone. Sample Greeting: Press when done.
  • Page 78: Record Your Name

    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.
  • Page 79 Manage Mailbox Change User Options 1. From the Manage Mailbox Stratagy ES plays the Change User Options Menu, press Menu. 2. Press Stratagy ES prompts you to record your name. 3. At the tone, state your name slowly and clearly. Press when done.
  • Page 80: Change Message Notification

    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.
  • Page 81 Manage Mailbox Change User Options ...or if you do not remember The system plays a template header record for each notification template consisting of the the template number you template number and title (e.g., CTX message want, press light on). After each header record plays, you Press to select the are asked to select the record or hear the next...
  • Page 82: Set Automatic Message Copy

    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.
  • Page 83 Manage Mailbox Change User Options 1. From the Manage Mailbox Stratagy ES plays the Change User Options Menu, press Menu. 2. Press Stratagy ES plays the Automatic Message Copy Menu. 3. Press to copy all Stratagy ES confirms the automatic message messages copy for all messages is enabled/disabled, the mailbox where the message will be copied,...
  • Page 84 Manage Mailbox Change User Options Set delay time Stratagy ES prompts you to enter the time. Select one of the Only one of the following entries are allowed. following: Set hour System prompts for number of hours to delay message (maximum is 24 hours). Once you have entered the value, Stratagy ES saves the entry and returns to the previous menu.
  • Page 85: Review Option Settings

    Manage Mailbox Change User Options Saves changes and Saves the changes and returns to the auto copy message. returns to previous menu. Cancel changes and Cancels changes and returns to the auto copy message. returns to previous menu. Return to the Manage You can select another user Manage Mailbox option.
  • Page 86: Manage Personal Distribution Lists

    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”...
  • Page 87 Manage Mailbox Manage Personal Distribution Lists Enter the mailbox The name (and extension) plays. You can add additional mailbox numbers as needed. number or press Stratagy ES directory assistance. Press when done. Delete a Mailbox from Stratagy ES prompts you to enter the mailbox number.
  • Page 88: Manage Guest Mailboxes

    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.
  • Page 89: Use Guest Mailboxes

    Manage Mailbox Use Guest Mailboxes Review your Guest The system lists your Guest Mailbox numbers. Mailboxes Reset Guest Password Stratagy ES prompts you to enter the mailbox number. Enter the mailbox Stratagy ES resets the password for the guest mailbox. number.
  • Page 90: Manage Personal Folders

    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”...
  • Page 91 Manage Mailbox Manage Personal Folders 1. From the Manage Mailbox Stratagy ES plays the Manage Personal Folders Menu, press options. 2. Enter a number from Number 1 is reserved for the standard save folder and cannot be used. 3. After selecting a folder, you can press: Review folder name/ The system plays the folder name and comment.
  • Page 92 Manage Mailbox Manage Personal Folders 5. Press to return to the Stratagy ES returns to the previous menu. previous menu ...or to return to the You can select another Manage Mailbox option. Manage Mailbox Menu ...or to return to the You can select another Main Menu option.
  • Page 93: Appendix A - Using Stratagy Es With A Strata Cix/Ctx

    Using Stratagy ES with a Strata CIX/CTX 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. Check with your System Administrator about your company’s phone system Note and telephones.
  • Page 94 Using Stratagy ES with a Strata CIX/CTX Call Forward ³ To use the Call Forward button sequence ³ 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 à after entering the destination.
  • Page 95: Message Waiting

    Using Stratagy ES with a Strata CIX/CTX Message Waiting Message Waiting Use your 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.
  • Page 96: Turning On/Off Message Waiting Led On Another Extension

    CTX 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.
  • Page 97 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration When your telephone is idle, and a message arrives for an extension on your phone, the Msg LED is activated for the appropriate extension and updates Mode Feature 1 NEW/5 SAVED the LCD with this display (shown right).
  • Page 98 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration Table 2 Stratagy ES Main Menu Soft Keys for CIX/CTX Digital Telephones IPT 2010-SD IPT 2008-SDL IPT 1020-SD DKT 2010-SD Voice Mail Functions DKT 3014-SDL DKT 3007-SD DKT 2020-SD DKT 3020-SD PLAY MSGS PLAY PLAY...
  • Page 99 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration Table 3 Soft Keys for CIX/CTX Digital Telephones (continued) IPT 2010-SD IPT 2008-SDL IPT 1020-SD DKT 2010-SD Voice Mail Functions DKT 3014-SDL DKT 3007-SD DKT 2020-SD DKT 3020-SD CHANGE Change notification digits Change Greeting GREETING CONT DELETE...
  • Page 100 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration Table 3 Soft Keys for CIX/CTX Digital Telephones (continued) IPT 2010-SD IPT 2008-SDL IPT 1020-SD DKT 2010-SD Voice Mail Functions DKT 3014-SDL DKT 3007-SD DKT 2020-SD DKT 3020-SD MARK PRIVAT Set Private status (On/Off) MARK Set Urgent status (On/Off)
  • Page 101 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration Table 3 Soft Keys for CIX/CTX Digital Telephones (continued) IPT 2010-SD IPT 2008-SDL IPT 1020-SD DKT 2010-SD Voice Mail Functions DKT 3014-SDL DKT 3007-SD DKT 2020-SD DKT 3020-SD REPLAY Replay current message REPLY RPLY RPLY...
  • Page 102: Call Record To Stratagy Es

    Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration Table 3 Soft Keys for CIX/CTX Digital Telephones (continued) IPT 2010-SD IPT 2008-SDL IPT 1020-SD DKT 2010-SD Voice Mail Functions DKT 3014-SDL DKT 3007-SD DKT 2020-SD DKT 3020-SD STOP STOP STOP End recording URGENT...
  • Page 103 Using Stratagy ES with a Strata CIX/CTX CTX Proprietary Integration ³ To record a call 5HFRUG 1. With a call in progress, press 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.
  • Page 104: Direct Transfer To Voice Mailbox

    Using Stratagy ES with a Strata CIX/CTX 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.
  • Page 105: Appendix B - Fax Printer Driver

    Fax Printer Driver 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.
  • Page 106: Configure/Personalize Fax Printer Driver

    Fax Printer Driver Configure/Personalize Fax Printer Driver Configure/Personalize Fax Printer Driver To use this printer driver, you must first load the Stratagy ES Fax Printer Note Driver on your computer. See your System Administrator for details. 1. From Windows, select Start, Settings, then Control Panel.
  • Page 107 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. 5623 5.
  • Page 108 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. 6590 7.
  • Page 109: Use 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. If a custom cover page Note is desired, see your System Administrator for details.
  • Page 110 Fax Printer Driver Use Fax Printer Driver 3. Click OK. 5822 If you removed the check mark from the Note Never show the Login dialog field (SES Fax Client Setup screen) when you configured the fax printer driver, this screen does not display. See Step 5 page 95 for details.
  • Page 111: Ses Fax Client Screen

    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.
  • Page 112 Fax Printer Driver SES Fax Client Screen Table 4 SES Fax Client Screen Fields UTTON ESCRIPTION Document Title Defines the name of the document that you are attempting to fax. Pages Provides a page count of the fax document. Destination Type Enables you to select the type of destination for this fax.
  • Page 113: Schedule Fax For Future Delivery

    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.
  • Page 114 Fax Printer Driver Schedule Fax for Future Delivery Stratagy ES User Guide 04/05...
  • Page 115 Automatic Speech Recognition Automatic Speech Recognition (ASR) is an optional feature in the Note 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: •...
  • Page 116: Reach Destination

    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”...
  • Page 117: Send A Message

    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.
  • Page 118 Automatic Speech Recognition Send a Message Stratagy ES User Guide 04/05...
  • Page 119: Appendix D - Unified Messaging (Um) With Outlook Integration

    Unified Messaging (UM) with Outlook Integration 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.
  • Page 120: Stratagy Es Message Window

    Unified Messaging (UM) with Outlook Integration Stratagy ES Message Window Stratagy ES Message Window The Stratagy ES Message window (see Figure 2 below and Table 5 page 109) 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.
  • Page 121 Unified Messaging (UM) with Outlook Integration Stratagy ES Message Window Table 5 Stratagy ES Message Box Buttons UTTON ESCRIPTION Multimedia Enables you to play, rewind, fast forward, pause and stop message playback. Playback Slide Enables you to move to a specific part of the message by dragging this slide button.
  • Page 122: Address Book Feature

    Unified Messaging (UM) with Outlook Integration Address Book Feature Table 5 Stratagy ES Message Box Buttons (continued) UTTON ESCRIPTION Record Stratagy Using this button, you can easily record voice messages for co-workers or Voice Message any co-workers who use the Stratagy ES system. Address Book Feature ³...
  • Page 123: Using Um Feature

    Unified Messaging (UM) with Outlook Integration Using UM Feature Using UM Feature Step 1: Configure Your Computer for UM This step may have already been performed for you. Check with your System Note Administrator. Before using UM features, you’ll need to configure the Stratagy ES to coordinate and synchronize information with your computer.
  • Page 124 Unified Messaging (UM) with Outlook Integration Using UM Feature • 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. The default setting is folder “1”...
  • Page 125 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. •...
  • Page 126: Voice Mail Options

    Unified Messaging (UM) with Outlook Integration Voice Mail Options Step 3: Select Message ³ Double-click on a message listed in the Microsoft Outlook Inbox. The Stratagy ES Message window displays (see Figure 2 page 108), enabling you to manage both your voice and fax messages from your PC. “Voice Mail Options”...
  • Page 127: Reply To Voice Message

    Unified Messaging (UM) with Outlook Integration Voice Mail Options Reply to Voice Message 1. From the Stratagy Voice and Fax Message screen, click Voice Reply. Another message form displays with the To field filled in with the address of the original sender (shown right).
  • Page 128: Forward 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). 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.
  • Page 129: Send Voice Message

    Unified Messaging (UM) with Outlook Integration View Fax Send Voice Message 1. From the Stratagy Voice and Fax Message screen, click Record Stratagy Voice Message in the Standard Outlook toolbar. 2. Click To field. The Select Names screen displays (shown right).
  • Page 130 Unified Messaging (UM) with Outlook Integration View Fax Stratagy ES User Guide 04/05...
  • Page 131: Appendix E - Unified Messaging With Ip Integration

    Unified Messaging with IP Integration 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. This process is only necessary if your computer is configured to use Unified Note Messaging with Internet Protocol (IP) Standard Integration.
  • Page 132: Configure Windows For Stratagy Es Codec

    Unified Messaging with IP Integration Configure Windows for Stratagy ES Codec Configure Windows for Stratagy ES Codec Before beginning the setup procedure, the TAIS Audio Codec must be Note installed on your PC. Check Codec is Installed on 1. Click Start >Settings > Control Panel > Sounds and Multimedia >...
  • Page 133: Configure Windows

    Accessories > Entertainment > Sound Recorder > File > Properties > Convert Now. 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).
  • Page 134: Record Stratagy Es Voice Messages (Using Windows Sound Recorder)

    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. 6. Click OK. The Sound Selection screen displays (shown right).
  • Page 135: Send .Wav File As Voice Message

    Unified Messaging with IP Integration Send .WAV File as Voice Message Send .WAV File as Voice Message 1. To send the .wav file into Stratagy ES as either a new, reply, or forwarded voice message to a mailbox, attach the .wav file to an e-mail message (shown right).
  • Page 136 Unified Messaging with IP Integration Send .WAV File as Voice Message Stratagy ES User Guide 04/05...
  • Page 137: Appendix F - Remote User Password Administration For Tts

    Remote User Password Administration for TTS 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). This procedure is only required if you have TTS Privileges and you use Note Unified Messaging with the Internet Protocol (IP) Standard Integration.
  • Page 138: Set Remote User Password

    Remote User Password Administration for TTS Set Remote User Password Set Remote User Password ³ 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.
  • Page 139: Glossary

    Glossary This glossary defines frequently-used Stratagy ES voice processing system features and functions. Term Definition You can select your custom busy or the system busy greeting for Busy Greeting callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays.
  • Page 140 Glossary Do Not Disturb ~ Name Recording Term Definition Do Not Disturb operates in On/Off mode. When On, Stratagy ES Do Not Disturb automatically sends calls to your mailbox without ringing your telephone first. Fax messages sent to your mailbox. With the optional fax mail Fax Messages feature, your mailbox can receive, store, and forward fax messages along with voice messages.
  • Page 141 Glossary New Message Folder ~ Saved Message Folder Term Definition The new message folder contains unheard and partially heard New Message Folder messages. When playing new messages, urgent messages always play first. Mailboxes configured for multiple folders can create up to seven Personal Folders personal folders for saving messages.
  • Page 142 Glossary Security Code ~ User Notification Term Definition Each mailbox in the system has a security code. You must enter Security Code your security code to access your mailbox. The security code ensures the privacy of your messages, personal greetings, etc. The representative in your company responsible for configuring System Administrator the Stratagy ES system and your mailbox to suit you and your...
  • Page 143: Index

    Index about this guide call forward conventions, system, organization, call record, call screening, related documents/media, viii change access your mailbox, greeting, ASR, security code, 22, automatic message copy, Automatic Speech Recognition, user options, continuous delete, play, basic functions copy delete, 28, automatic message, forward, CTX Proprietary Integration, 84,...
  • Page 144 Index E ~ M system list, review greeting, direct transfer to voice mailbox, sample, 21, directory, 41, system, distribution lists, 12, guest mailboxes manage, use, e-mail messages, 9, exit mailbox, extension number, lists personal distribution, 41, fax messages, 9, schedule for future delivery, mailbox, 19, 40, fax printer driver, access,...
  • Page 145 Index N ~ P control urgent, 11, back up (rewind) , Msg button/LED, multiple destinations, 41, change speed , go forward (advance) , pause/resume , 25, 44, play next , name recording, 20, play previous , new/saved messages, 5, replay current , notification, volume , date and time,...
  • Page 146 Index R ~ U volume, urgent, private messages, 11, special functions, 29, continuous delete, continuous play, date/time, record future delivery review, busy greeting, immediate print all faxes, messages immediate print current fax, append new/saved folder, comment , send fax, recording , 42, Strata 3000/2000 digital phones, re-record Strata CIX/CTX,...
  • Page 147 Index V ~ V configure windows for Stratagy ES Codec, record .wav file, send .wav file, urgent messages, 11, user options automatic message copy, busy greeting, 14, call screening, 14, change, do not disturb, 14, message notification selection, 14, security code, user prompts, user tutorial, voice mail conference,...
  • Page 148 Index V ~ V Stratagy ES User Guide 04/05...

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