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Toshiba Strata CIX40 User Manual

Voice processing system
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Telecommunication Systems Division
CIX40 Voice Processing System
User Guide
July 2006

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  Summary of Contents for Toshiba Strata CIX40

  • Page 1 Telecommunication Systems Division CIX40 Voice Processing System User Guide July 2006...
  • Page 2 Strata is a registered trademark of Toshiba Corporation. Stratagy and Perception are registered trademarks of Toshiba America Information Systems, Inc.
  • Page 3 TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”) Telecommunication Systems 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 TELECOMMUNICATION SYSTEMS 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 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 of such defective or missing parts as are causing the malfunc- tion by TAIS or its authorized dealer with new or refurbished parts (at their option).
  • Page 5: Table Of Contents

    System ... 7 Busy ... 7 Special Delivery Options ... 8 Urgent ... 8 Private ... 8 Return Receipt ... 8 Future Delivery ... 8 Message Destination Selections ... 9 Personal Distribution Lists ... 9 Strata CIX40 Voice Processing User Guide 07/06...
  • Page 6 Special Delivery Options ... 43 Future Delivery ... 44 Chapter 5 – Manage Mailbox Change Your Greeting ... 46 Create or Record Over a Personal Greeting ... 47 Change Your Greeting Selection ... 49 Strata CIX40 Voice Processing User Guide 07/06...
  • Page 7 Soft Key Control of Voice Mail ... 68 Call Record to Voice Mail ... 73 Direct Transfer to Voice Mailbox ... 74 Voice Mail Conference ... 74 Call Monitor ... 75 Glossary ... 77 Strata CIX40 Voice Processing User Guide 07/06...
  • Page 8 Strata CIX40 Voice Processing User Guide 07/06...
  • Page 9: Introduction

    Chapter 6 – Integration Features outlines Call Forward, Message Waiting, Soft Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing and Call Monitor features. • Glossary defines frequently-used voice processing system features and functions. • Index Strata CIX40 Voice Processing User Guide 07/06...
  • Page 10: Conventions

    The naming convention for DKT assignments within Note 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

    • Strata CIX40 Voice Processing User Guide • Strata CIX Library CD-ROM For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current documentation and enables you to view, print, and download current publications. Strata CIX40 Voice Processing User Guide Description The immediate response to the action performed appears in this column.
  • Page 12 Introduction Related Documents/Media Strata CIX40 Voice Processing User Guide 07/06...
  • Page 13: Strata Cix40 Voice Processing User Guide 07/06

    Features to personalize your mailbox • Message queues • Message types • Greetings • Special delivery options • Future delivery • Message destination selections • User options • User prompts • User tutorial (New User) Strata CIX40 Voice Processing User Guide 07/06...
  • Page 14: Chapter 1 - The Grand Tour Overview

    Listen to your messages • Send or forward messages • Reply to messages • Manage your mailbox (e.g., change your greetings, create distribution lists, etc.) Your mailbox is always available for callers to leave Strata CIX40 Voice Processing User Guide 07/06...
  • Page 15 Set the Month (1~12) Set the Year (last two digits) Return to previous menu (message delivery time plays) Figure 1 Admin Main Menu Strata CIX40 Voice Processing User Guide Exit User Mode ESSAGES Enter one of the following: User ID plus...
  • Page 16: Features To Personalize Your Mailbox

    They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable. “Record Your Name” on page 17 “Change Your Greeting” on page 46 Strata CIX40 Voice Processing User Guide “Change Your Security “Manage Guest User IDs” on 07/06...
  • Page 17: Saved Message Queue

    You can choose to return to the top of the queue, go to the top of the other queue, etc. Note Ask your System Administrator to find out if your mailbox is configured with one or two (New and Saved) message queue(s). Strata CIX40 Voice Processing User Guide 07/06 The Grand Tour Message Queues...
  • Page 18: Message Types

    When listening to a reply message, a prompt notifies the user of the name/User ID of the person who sent the reply. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 19: Greetings

    Greeting option on the Change Your User Options Menu (see Greeting” on page 56 Note The System Administrator must configure your User ID mailbox for the custom busy greeting option to be available. Strata CIX40 Voice Processing User Guide for details. 07/06 The Grand Tour Greetings “Change Your User Options”...
  • Page 20: Special Delivery Options

    Your voice mail system can be configured so that your message is delivered at a future time and date specified by you. After marking the message for future delivery, you can review (play, save, delete) the message at any time before it is sent. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 21: Message Destination Selections

    For example, if you select Personal Distribution List #1 and #3 as destinations for your message and User ID 1001 is on both lists, User ID 1001 receives the same message twice. Strata CIX40 Voice Processing User Guide for instructions on using these options. 07/06...
  • Page 22: System Distribution Lists

    Without the caller’s knowledge, the system relays that information to you. You can decide to receive the call, let the call forward to your mailbox, or transfer the call to another extension with or without an announcement. for more detailed information. Strata CIX40 Voice Processing User Guide “Change Your 07/06...
  • Page 23: User Prompts

    Recording his/her name (if required) • Recording a personal greeting for the mailbox • Changing the default security code Once the tutorial is completed successfully, it cannot be replayed. Strata CIX40 Voice Processing User Guide 07/06 The Grand Tour User Prompts...
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  • Page 25: Chapter 2 - Getting Started

    (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 26: Step 1: Access Your Mailbox

    If you receive new messages while you are logged on to your mailbox, your voice mail system informs you that you have new messages when you return to the Main Menu. MAIN MENU Play Messages Send Messages Manage Mailbox Exit user mode Hang Up Strata CIX40 Voice Processing User Guide 07/06...
  • Page 27: From External Telephone

    1. From an internal telephone, call your voice mail system on ___________. Strata CIX40 Voice Processing User Guide The system answers with your standard company greeting. Your voice mail prompts you to enter your User ID. If your voice mail system is designed with a fixed length number for your User ID, do not press # after entering a User ID.
  • Page 28 You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 29: Step 2: Record Your Name

    3. After your name plays, press: To accept the recording Re-record Strata CIX40 Voice Processing User Guide Your voice mail plays your name recording. Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting.
  • Page 30: Step 3: Record Your Personal Greeting(S)

    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 31: Step 4: Change Your Security Code

    You can now perform any of the functions available on your voice mail system’s Main Menu or exit the mailbox. Strata CIX40 Voice Processing User Guide The minimum and maximum number of digits for the security code are determined by your System Administrator.
  • Page 32: Step 5: Exit Your Mailbox Or User Mode

    0. If you have the “0 to EXIT User Mode” capability, you hear the voice mail system’s company greeting. You can now access another user or a different mailbox. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 33: Chapter 3 - Play Messages

    Takes you to the previous message or back to the last message in the queue when you have reached the top of the message queue. Toggles between the New and Saved Message Queues. Strata CIX40 Voice Processing User Guide “Message Queues” on page 4 07/06...
  • Page 34: Playback Controls

    (from last message go to first) Pause/Resume (toggle or 30 secs.) Back Up (rewind) Press (from first message go to last) Turn Up volume Go Forward (advance) 7435 Turn Down volume Strata CIX40 Voice Processing User Guide to play Previous Message 07/06...
  • Page 35 (set by the System Administrator). Go Forward (advance) The message goes forward/advances and then begins playing. The default is five seconds (set by the System Administrator). Strata CIX40 Voice Processing User Guide Turn Down Volume 07/06 Play Messages Playback Controls...
  • Page 36: Play Your Messages

    Play the Previous message Return to the Main Menu While playing a message, you can press: Pause/Resume (toggle or 30 seconds) Turn Up volume Turn Down volume Backup (rewind) Go Forward (advance) Strata CIX40 Voice Processing User Guide 7399 07/06...
  • Page 37 Save the current message Delete the current message Strata CIX40 Voice Processing User Guide A message plays. Once you play a message, your voice mail system prompts you with the Play Messages Menu until you press 9 to exit the menu or you activate another selection.
  • Page 38 Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Main Menu. Strata CIX40 Voice Processing User Guide “Reply to the for details on this...
  • Page 39: Special Functions

    Save the current message Delete the current message Strata CIX40 Voice Processing User Guide The date and time the message was received plays, followed by the entire message. Note If your System Administrator programmed an automatic date and time stamp for all messages, the stamp plays automatically at the beginning of each message.
  • Page 40 (Your System Administrator sets the length of time on a system-wide basis.) The messages played are those whose cumulative time is equal to, or less than, the designated number of minutes. Strata CIX40 Voice Processing User Guide page 28 for continuous 07/06...
  • Page 41 Return to previous menu Strata CIX40 Voice Processing User Guide Important! The playback starts with the first message in the queue and continues until the preset time has expired. If there are two queues—new and saved—the playback occurs only in the queue you are in when you press playback.
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  • Page 43: Chapter 4 - Send Messages Recording Controls

    Special delivery options • Future delivery 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.) Strata CIX40 Voice Processing User Guide 3096 07/06 End recording...
  • Page 44 Press #, your voice mail system returns you to the Send Messages Menu and you • can send, review or record over the message. End Recording After recording a message, press # to end the recording. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 45: Send A Message

    Set Return Receipt request (On/Off) Return to previous menu Set Future Delivery Cancel message and select new destination Cancel and return to Main Menu Strata CIX40 Voice Processing User Guide While recording a message, you can press: Pause/Resume (toggle or 30 seconds)
  • Page 46 System Administrator for specific operation of your system. You are prompted to enter the person’s name. Your voice mail system plays the first name that matches the combination of letters you entered. Strata CIX40 Voice Processing User Guide “4 36). A 07/06...
  • Page 47 Review recording Re-record Press when done. Strata CIX40 Voice Processing User Guide You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See page 61 to create or revise a destination (distribution) list.
  • Page 48 44 for instructions on using this option. Cancels the message and returns you to page 34 Cancels the message and returns you to the Main Menu. Strata CIX40 Voice Processing User Guide page 43 “Future Delivery” Step 2 07/06...
  • Page 49: Forward A Message

    ...or to cancel your entry and re-enter. Strata CIX40 Voice Processing User Guide Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List or Multiple Destinations). Note A forwarded message can be sent to a total of...
  • Page 50 Main Menu. Important! If you press you cannot use the special recording and sending options. The forwarding comment plays. Strata CIX40 Voice Processing User Guide “Manage Your Lists” User ID System List. to forward your message, 07/06...
  • Page 51 Cancel and Return to the Main Menu Strata CIX40 Voice Processing User Guide The system prompts you to record the comment at the beep. The appended forwarding comment plays after the already recorded message comment. The system prompts you to record at the beep.
  • Page 52: Reply To The Current Message

    Your voice mail system tells you that your reply has been sent and returns you to the Main Menu. Important! If you press cannot use the special recording and sending options. The recording plays. Strata CIX40 Voice Processing User Guide to send your reply you 07/06...
  • Page 53 ...or to cancel your entry and re- enter. Strata CIX40 Voice Processing User Guide The system prompts you to record your reply at the beep. The appended reply plays after the already recorded portion. The system prompts you to record at the beep.
  • Page 54 44 for instructions on using this option. Cancels the reply and returns you to Cancels the message and returns you to the Main Menu. Strata CIX40 Voice Processing User Guide “Manage Your Lists” page 43 “Future Delivery” Step 2...
  • Page 55: Special Delivery Options

    Return to previous menu Strata CIX40 Voice Processing User Guide Urgent messages play first in the New Message Queue. Private messages cannot be forwarded. Your voice mail system notifies you when and by whom the message was received and plays the original message.
  • Page 56: Future Delivery

    Note You can review, continue to send (save), or delete this message using the Future Delivery Review option on the Play Messages Menu. (See Messages). Strata CIX40 Voice Processing User Guide Chapter 3 – Chapter 3 – Play 07/06...
  • Page 57: Chapter 5 - Manage Mailbox

    Manage Mailbox Your voice mail system provides special options to customize and manage your mailbox features (menu shown below). Strata CIX40 Voice Processing User Guide From the Main Menu: Manage Mailbox Change your Greeting Change your User Options Manage your Lists...
  • Page 58: Change Your Greeting

    Review selected greeting Record (new) greeting Review recording Re-record Not available Append to recording Cancel recording Save recording Return to previous menu Review current greeting Return to previous menu Strata CIX40 Voice Processing User Guide for the for System greeting 3608 07/06...
  • Page 59: Create Or Record Over A Personal Greeting

    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 60 You are given the option to record another greeting. page Important! The last greeting selected or recorded is the greeting that callers hear as your User ID greeting. Your voice mail system plays the Main Menu options. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 61: Change Your Greeting Selection

    Manage Mailbox Menu ...or to return to the Main Menu. Strata CIX40 Voice Processing User Guide Your voice mail system plays the Manage Mailbox Menu. Your voice mail system prompts with a list of options from the Change Your Greeting Menu.
  • Page 62: Review A Greeting

    The greeting plays. Your voice mail system prompts you with the Change Your Greeting Menu options. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CIX40 Voice Processing User Guide does not affect the current 07/06...
  • Page 63: Change Your User Options

    If you do not hear all the options for this menu, they may not be Important! configured for your telephone or system. Please ask your System Administrator to verify which user options are available to you. Strata CIX40 Voice Processing User Guide Record Review recording Re-record...
  • Page 64: Change Your Do Not Disturb (Dnd) Setting

    Pressing 1 toggles the DND feature On and Off. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 65: Change Your Call Screening Setting

    5. Press 9 to return to the Manage Mailbox Menu ...or to return to the Main Menu. Strata CIX40 Voice Processing User Guide Receive the call Reject the call and let the call forward to your mailbox Transfer the call to another extension...
  • Page 66: Change Your Security Code

    Your voice mail system prompts you to re-enter your new security code for verification. After entering the security code a second time, your voice mail system announces that your security code has been changed. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 67: Create Or Record Over Your Busy Greeting

    Press when done. Cancel recording Save recording Strata CIX40 Voice Processing User Guide to hold (if configured for your mailbox by the System Your voice mail system plays the Manage Mailbox options. Your voice mail system prompts you to record your custom busy greeting.
  • Page 68: Select Your Busy Greeting

    A prompt verifies the current status of the feature. Pressing 4 toggles between selecting your custom busy greeting and the system busy greeting. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 69: Record Your Name

    Review recording Re-record Press when done. Strata CIX40 Voice Processing User Guide Your voice mail system prompts with Change your User Options Menu. Your voice mail system prompts you to record your name. Your newly recorded name (and extension) plays.
  • Page 70: Change Your Message Notification

    Your voice mail system confirms that your name (and extension) has been recorded and returns to the previous menu. Your voice mail system plays the Manage Mailbox options. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 71 Manage Mailbox Menu ...or to return to the Main Menu. Strata CIX40 Voice Processing User Guide Stratagy confirms the template number, spells the template title, states whether the template is enabled or disabled, and tells you the phone number (if applicable).
  • Page 72: Review Your Option Settings

    Your voice mail system verifies the status of your DND, Call Screening options and plays your selected busy message and name recording. You can select another user Manage Mailbox option. You can select another Main Menu option. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 73: Manage Your Lists

    1. From the Main Menu, press 3 Manage Mailbox. 2. Press 3 Manage your Lists. 3. Select the desired list number 1~7. Strata CIX40 Voice Processing User Guide From the Main Menu: Manage Mailbox From the Manage Mailbox Menu: Manage your Lists Select...
  • Page 74 Your voice mail system prompts you to record the comment. Your voice mail system returns to the previous menu. You can select another Manage Mailbox option. You can select another Main Menu option. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 75: Manage Guest User Ids

    Create a Guest User ID Delete a Guest User ID Enter the User ID. Press when done. Strata CIX40 Voice Processing User Guide Manage Mailbox Manage Guest Mailboxes Create a Guest Mailbox Delete a Guest Mailbox Review your Guest Mailboxes...
  • Page 76: Use Guest User Ids

    The Host User ID’s greeting plays. Note Your voice mail system uses the combination of the Host User ID and the Guest User ID to identify the caller as your guest. Strata CIX40 Voice Processing User Guide ) configured for 07/06...
  • Page 77: Chapter 6 - Integration Features

    Integration Features This chapter covers the use of your voice mail with the Strata CIX40. Call Forward, Message Waiting, CIX Integration, Direct Transfer to Voice Mail, Voice Mail Conference features, and Call Monitor are all described. Call Forward Note See Strata CIX DKT/IPT Telephone User Guide programming and using this feature on your phone.
  • Page 78 (Tone) + Dest. No. (Tone) #6023 (Tone) + Dest. No. (Tone) #6033 + Dest. No. (Tone) + Timer (Tone) + # #6043 + Dest. No. (Tone) + Timer (Tone) + # #6053 (Tone) (Tone) (Tone) Strata CIX40 Voice Processing User Guide after 07/06...
  • Page 79: Message Waiting

    Voice mail devices turn off the LED/LCD indications after a short delay, after you checked all messages. 5. To manually turn off your Msg LED, press your extension button, then press Do this step for each message received. Strata CIX40 Voice Processing User Guide Scroll to display additional messages; 07/06...
  • Page 80: Turning On/Off Message Waiting Led On Another Extension

    CIX Integration If your company’s Toshiba Strata CIX phone system has the Proprietary Integration with your voice mail 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 81: Urgent Messages

    Soft Keys on your phone (Play Messages menu example shown at Table 3 right). See Keys. Strata CIX40 Voice Processing User Guide below for a list of Main page 70 for a list of Soft 07/06...
  • Page 82 CRTN CANC CANC CHNO CHNO CDEL CDEL CPLY DATE DATE Strata CIX40 Voice Processing User Guide Voice Mail Functions Play Messages Send Messages Manage Mailbox Exit Mailbox Disconnect from GVPH Voice Mail Functions Create a Guest Mailbox Additional Destinations Add a mailbox to the list...
  • Page 83 NMSG NEXT MSG PAUSE PAUS PER DST LST LIST PERSNL LIST LIST Strata CIX40 Voice Processing User Guide DKT 2010 SD Voice Mail Functions DKT 2020 SD Delete the message/guest mailbox Delete a mailbox from the personal distribution list DMSG...
  • Page 84 YEAR SPCL SPCL SPCL SPCL STOP STOP OPTN OPTN Strata CIX40 Voice Processing User Guide Voice Mail Functions Play the Previous message Return to previous menu Record a list Comment Record Replay current message Reply to the current message Re-record...
  • Page 85: Call Record To Voice Mail

    (in extreme busy conditions, up to five seconds) before the recording starts and the Record LED changes to the in-use interval flash rate. You are now recording. Strata CIX40 Voice Processing User Guide Record . The Record LED flashes rapidly and .
  • Page 86: Direct Transfer To Voice Mailbox

    Record . The LED turns off and the recording stops. To Cnf/Trn . You hear feature dial tone. #407 or enter . You hear entry tone. Strata CIX40 Voice Processing User Guide for information on 07/06...
  • Page 87: Call Monitor

    To talk to the caller during the recording, press and the LED turns solid red. The LCD display indicates the extension or line to which you are connected. Strata CIX40 Voice Processing User Guide Call Monitor button. The button’s LED flashes red.
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  • Page 89: Glossary

    Call Record Call Screening Caller Called Party Strata CIX40 Voice Processing User Guide Definition You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not record your custom busy greeting, the system busy greeting automatically plays.
  • Page 90 User ID. There are two message queues: new and saved. The new message queue contains unheard and partially heard messages. When playing new messages, urgent messages always play first. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 91 Saved Message Queue Security Code System Administrator System Greeting Strata CIX40 Voice Processing User Guide Personal Greetings ~ System Greeting Definition You may record up to seven personal greetings that are played for callers when you are unavailable. Although only one...
  • Page 92 Each User ID can have up to 10 notification records set by the System Administrator to automatically call and notify you of messages. You can enable/disable the notify method for each of these records or change the notification telephone number. Strata CIX40 Voice Processing User Guide 07/06...
  • Page 93 7 record 55 select 56 buttons extension 8 call forward system 65 call monitor button 75 Strata CIX40 Voice Processing User Guide call record 73 call screening 53 change security code 19 your greeting 46 your user options 51 continuous...
  • Page 94 (rewind) 23 go forward (advance) 23 pause/resume 23, 38, 40 play next 23 play previous 23 volume 23 date and time 27 destination 9 forward 6, 26, 37 future delivery 8, 27, 44 Strata CIX40 Voice Processing User Guide 07/06...
  • Page 95 49 create 47 record over 47 play messages 21, 24 special functions 27 playback Strata CIX40 Voice Processing User Guide back up (rewind) 23 continuous delete 28 continuous play 28 go forward (advance) 23 next message 23...
  • Page 96 56 call screening 10, 53 change 51 do not disturb 10, 52 message notification selection 11, 58 user prompts 11 user tutorial 11, 13 voice mail conference 74 volume control 23, 25 Strata CIX40 Voice Processing User Guide 07/06...