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Lucent Technologies Definity System 75 User Manual

Intuity audix 4 user's guide
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DEFINITY/SYSTEM 75/SYSTEM 85
INTUITY AUDIX 4 User's Guide
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  • Page 1 DEFINITY/SYSTEM 75/SYSTEM 85 INTUITY AUDIX 4 User's Guide...

  • Page 2: Lucent Technologies Fraud Intervention

    Lucent Technologies does not warrant that this product is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities accessed through or connected to it. Lucent Technologies will not be responsible for any charges that result from such unauthorized use. Lucent Technologies Fraud Intervention If you suspect you are being victimized by toll fraud and you need technical support or assistance, call the National Service Assistance Center at 1 800 628-2888.
  • Page 3 Welcome With the INTUITY™ AUDIX® messaging system, you have the following capabilities using your telephone: Voice Mail Call Answering Fax Messaging Text Message Storage and Retrieval You can record voice messages in advance and send them to the mailboxes of other users without actually calling their telephones.
  • Page 4 INTUITY Message Manager Call Your Mailbox Your mailbox stores incoming and outgoing voice, fax, text messages, email, or multimedia messages and headers. Your mailbox stores messages by their status (see the figure entitled "Your Voice Mailbox"). To call the first time, pick up your phone and enter: Your system-access number.
  • Page 5 NOTE: Change your default password to a new password as soon as possible. See "Change Your Password". Get Around in Your Mailbox When you call your mailbox and login, you reach the Main Menu. The Main Menu is also referred to as the Activity Menu.

  • Page 6: Change Your Password

    Basic Commands * 4 (or * H ) Help * 7 (or * R ) Return to Main Menu * 9 (or * W ) Wait * * 6 (or * * N ) Look up number/name * * 9 (or * * X ) Exit system Transfer call to operator * 3 (or * D )

  • Page 7: Record Your Name

    SECURITY ALERT: Don't use a password that uses: Ascending or descending digits (for example, 1234 or 4321) The same digits (for example 0000) Digits matching your name or initials (for example, 5646 for John) The current year (for example, 1996) The same number as your extension (for example, extension 3455, password 3455) A reverse extension (for example, extension 3455, password 5543) Numbers that identify you, such as your social security number, employee ID, room...
  • Page 8 Record a Greeting for Callers When you don't answer your telephone, the system works just like an answering machine. The system sends the call to your mailbox. Then, the caller either hears a system greeting or a greeting you've recorded.
  • Page 9 Personal greeting administration Listen to greeting Record Greeting greeting number Scan greetings Activate greeting Recording a Special Greeting for Voice/Fax Messages Your greeting can briefly tell callers how to send a fax to your mailbox number. Example: "This is Richard Hyatt. I'm away from my desk. Please leave a message at the tone. My telephone is also a fax line.
  • Page 10 NOTE: A personal fax extension does not accept voice messages. To leave a voice-fax message, callers must call your normal extension. Get Messages You've Received You can listen to: Message headers, which tell you: Message type(s) -- voice, fax, text, and/or binary file Who sent the message When the message was sent and how big it is Voice messages...

  • Page 11: Responding To A Message

    Skip forward Skip backward Skip to next message component Skip to previous message component Responding to a Message (Optional): Press 1, and one of the following: Call the sender. In this case, you exit your mailbox. Reply to the sender by voice mail. Forward with comment at the beginning.
  • Page 12 + Tips Your mailbox keeps incoming messages until you delete them or until the system deletes them automatically. Because space is limited, it is wise to review and delete messages regularly. Handling a Call When You Hear Fax Tones You may answer your phone and hear fax tones. Fax tones indicate someone's trying to send you a fax. In this case, you must manually transfer the call to your mailbox.
  • Page 13 Enter the Transfer into Mailbox code. Press TRANSFER again. This action sends the fax call to your mailbox. Option Two ____ Press TRANSFER on your telephone. Enter the Transfer into Mailbox code. Enter your mailbox extension when prompted. Press TRANSFER again. This action sends the fax call to your mailbox.

  • Page 14: Record And Send Messages

    An external local telephone call A long-distance telephone call Printing All New Faxes at Once See "Scan/Print Messages Quickly" later in this book. Downloading a Fax or Email to a Modem-Equipped Computer Downloading faxes or email to a modem-equipped PC or laptop is similar to printing from a fax machine with a handset.
  • Page 15 You can send a fax to your own mailbox and forward the fax (forwarding requires that you attach a voice comment). Sending a Voice or Voice-Fax Message NOTE: This procedure says to record the message, then address it. For an alternative sequence, see "Addressing a Message Before Recording It"...
  • Page 16 Press START on the fax machine. NOTE: The button on your fax machine may be labeled something other than START. Common alternates are send, transmit, and CONNECT. Log into mailbox Record message Speak message Fax only (no voice) Sending a Fax-Only Message To send a fax-only message from a telephone that is attached to a fax machine: Press 1 from the Main Menu.
  • Page 17 NOTE: The button on your fax machine may be labeled something other than START. Common alternates are SEND, TRANSMIT, and CONNECT. Sending a Voice-Fax Message by Forwarding a Fax You can send a fax to your own mailbox and then forward the fax. However, you must always attach a voice message when you forward a fax.
  • Page 18 (Optional): To attach a fax, press 5. 10. Press # to send. Or, enter other options, and press # to send. See "Enhanced Delivery Options" later in this book. 11. If attaching a fax, do the following: Load the document into the fax machine. Press START on the fax machine.
  • Page 19 Log into Approve mailbox Options Create a message Private Priority Address message Schedule delivery File a copy Attach a Leave a Message When a User Doesn't Answer If you call a user who doesn't answer, your call goes to the user's mailbox. At this point, you have several options for making full and efficient use of the system.
  • Page 20 Press START on the fax machine. Before or after leaving a message, you can: Transfer to another extension: Press * T ( * 8 ). Enter the extension. Press #. NOTE: If you record a message and either hang up or go to another option, the system automatically delivers your message to the person you are calling.
  • Page 21 For example: When the fax-print prefix is 329 (fax) and the fax machine extension is 12345, enter 32912345. NOTE: You must enter a fax print prefix. Attach this prefix to the front of the extension or telephone number of the fax machine. You must also use the correct number of digits in the phone number or extension of the fax machine.
  • Page 22 Make the list private. Make the list public. Enter an address and press #. If the user is in a different location, you may need to add a prefix to the extension. NOTE: When including email-only users, be sure you are in name-addressing mode. You may need to press * 2 ( * A ) to change addressing modes.
  • Page 23 Create Log into list mailbox Personal options admin. List admin. Summary of all lists Review/ modify list Enter Owner Extension Enter List ID Deleting Addresses from a List There are two ways to delete addresses: Review the list until you find an address, then press * D ( * 3 ) or At step 4 (when creating a list), enter the address again and press * D ( * 3 ) NOTE: Though it appears that you have added a recipient twice, by deleting that number...
  • Page 24 Listen to the list summary. Press any of the following: Skip to next list. * D ( * 3 ) Delete the entire list. Review/modify list members. See "Reviewing and Modifying a List" Reviewing and Modifying a List Press 5 1 3 from the Main Menu. Enter the list owner's extension and press #.
  • Page 25 NOTE: The system still plays priority messages first, regardless of their primary medium. Setting the Preferred Medium Press 5 8 to access the preferred media list. Press: No preferred media (keep a chronological order) Voice Text Binary files * 7 ( * R ) Return to Main Menu Create and Use Multiple Personal Greetings After you have recorded several personal greetings, you may want to assign those greetings to specific types...
  • Page 26 Defining Call Types the First Time Press 3 4 from the Main Menu. Press one of the following: Differentiate internal/external calls. Differentiate busy/no-answer calls. Press one of the following: Differentiate out-of-hours calls. Make no distinction between prime time and out-of-hours calls. Changing Call Types Press 3 4 from the Main Menu.

  • Page 27: Activating Previously Recorded Greetings

    NOTE: To set up different greetings strictly for prime-time and out-of hours calls, you must assign the same greeting to the two prime-time call types (internal/external or busy/no- answer ) and a second greeting for out-of-hours calls. Activating Previously Recorded Greetings Press 3 3 from the Main Menu.
  • Page 28 Create Personal Greetings Listen to greetings Oper Change or create greetings Scan greetings Activate greetings Administer call types Check and Reuse Outgoing or Filed Messages After you've sent a message, it progresses through a series of status categories. These categories are: Undelivered Delivered Accessed...
  • Page 29 Undeliverable Filed You can check the status of outgoing messages. Or you can select, modify, and resend them. Checking the Status of Messages You've Sent To check the status of outgoing messages: Press 4 from the Main Menu. Listen to the first category and message header. Press any or none of the following: Listen to the message.
  • Page 30 Resending a Message For filed and undeliverable messages: Enter address(es) or list via * L ( * 5 ). Press # # to approve and send immediately, or enter delivery options and press #. For undelivered messages: Enter additional addresses and press #. Press * 1 to review and edit original addresses.

  • Page 31: Create A Personal Directory

    Create a Personal Directory You can create a personal directory of abbreviated names (aliases) for frequently used addresses. It's essentially a sophisticated speed-dialing feature. NOTE: You must be addressing by name * A ( * 2 ) to use an alias as an address. Creating and Appending a Directory Press 5 2 1 from the Main Menu.

  • Page 32: How To Use Directory Assistance

    * D ( * 3 ) 3 to review specific aliases: Enter an alias to review and press #. Listen to the corresponding address. Press * D ( * 3 ) to delete. Repeat for more aliases. Press * # to stop reviewing. Press * R ( * 7 ) to return to the Main Menu.
  • Page 33 + Tips The extension you hear associated with a name is not always the entire address. Add the appropriate prefix numbers for users on remote systems. Scan/Print Messages Quickly The autoscan option lets you get messages automatically with just 2 button presses. Autoscan is useful for car telephone users because it requires fewer button presses.
  • Page 34 How the System Interprets Text/Email Your system changes text messages and email into speech so you can listen to it. The system follows certain rules to make these changes. Therefore, some parts of a text message or email message may sound odd because of the way the system interprets it.
  • Page 35 Fractions and Decimals The system recognizes a slash (/) with a number before and after it as a fraction. For example, for 1/3, the system says "one third." The system also recognizes decimal points. For example, for 2.50, the system says "two point five zero." Punctuation The system ignores most punctuation, including the following:...
  • Page 36 Other special characters Rules for Creating Text Messages You Send to Phone Mailboxes Because of the way the system interprets text, use the following rules when sending text messages to users who might listen to, not read, them: Use capital letters only at the beginning of a sentence or for very common all-capital abbreviations. Do not use abbreviations, if possible.
  • Page 37 Setting Up Outcalling "Outcalling Operations" shows all of the steps that a subscriber may need to perform to set up outcalling for his/her mailbox. Change number Log into mailbox Schedule Outcalling Help Turn Turn To hear a list of options Set Your Outcalling Number Set your outcalling number as follows: Press 6 to select outcalling administration.
  • Page 38 Include a pound sign at the beginning of the number Include a pound sign other than at the beginning of the number. For example, for the system to reach your pager with an outcall, it may need to dial a 9, wait 1.5 seconds, dial a seven-digit number, then dial # and a three-digit number, followed by a pound.
  • Page 39 NOTE: The language that is active for the system determines how dates and times are entered. The sequence shown in this procedure may vary from language to language. Turning Outcalling On/Off The system saves your outcalling number even when you turn off outcalling. When you turn on outcalling again, you can use the original number and schedule you set without re-entering the number.
  • Page 40 You hear the prompt, "Address before record turned on/off." Press 1 to change the setting. Log into mailbox Addressing a Message Before Recording It The way you record and send a message with addressing before record is shown in "Sending a Message with Address Before Record".

  • Page 41: Sending A Broadcast Message

    You create and send a broadcast message normally, except that you don't address it. Instead, you simply mark the message as a broadcast. NOTE: You can't send a broadcast message to users at other locations. Sending a Broadcast Message To send a broadcast message: Log into your mailbox.
  • Page 42 + Tips Message notification turns on users' message waiting lamps when the message arrives. Turn on message notification only in emergencies. The system slows down greatly if many users try to get a broadcast message simultaneously. With a two-day default expiration, users can get the message for up to three days (the day you send it and the next two days).
  • Page 43 They aren't put in users' mailboxes. Users can't delete, save, replay, or forward login announcements. Thus, the only way to replay login announcements is to log in again. Only one can be active at one time. You can send them to users at other locations, but they are delivered as normal messages. They don't activate outcalling.
  • Page 44 Approve broadcast options. Press # to approve your message status and return to the Main Menu. "Login Announcement Operation" shows the steps necessary to send a login announcement. Record message Log into mailbox Leave Messages with the Guest Password You can access a user's mailbox by dialing your messaging system number, entering the user's extension, and entering the system-wide guest password.
  • Page 45 Leaving a Guest Password Message To leave a message using the guest password: Dial the system number using a touch-tone telephone. Enter the extension of the user for whom you wish to leave a message, and press #. Enter the system-wide guest password and press #. Leave a message for the user.
  • Page 46 telephone Dial through NOTE: You can't dial through error beeps and important system messages. For Help, press * H ( * 4 ). The system states your current options or the next step. Getting Messages Use playback controls Record a personal greeting Delete old messages Answer messages from your mailbox...

  • Page 47: Leaving Messages When No One Answers

    Print faxes automatically as they arrive in your mailbox Always get the message medium you prefer first Record a greeting that tells people about sending faxes Listen to email or text messages while traveling Turn off your mailbox when away Leaving Messages When No One Answers Use playback and record controls...
  • Page 48 Leave a voice-fax message Mailing Messages Make messages priority Make messages private Save messages you send Check on receipt of messages you send Delete outgoing/filed messages Schedule delivery Use mailing lists Send a fax to a group of people at once Send messages to a name, not an extension Attach a fax to a message...

  • Page 49: Terms And Concepts

    Address a message before recording it Send messages to system enhanced lists Terms and Concepts Autodelete Autoprint Default Fax Printer Fax-Print Prefix Number Messages call your mailbox from a phone attached to a fax machine. Next, record and address your message, press 5, #, and START on the fax machine, and hang Address messages before recording them.
  • Page 50 delivered, normally because the intended user's mailbox is full. You can listen to, re-address, and re- record these messages. Filed - Copies of outgoing messages that you've saved to re-send and/or modify. Multimedia message A message that contains two or more components of different media -- voice, fax, text, or binary file.
  • Page 51 Powerpoint document. Preferred medium The message medium you want to get first when you access messages. Thus, if you specify faxes as your preferred medium, you get all new faxes before any new voice messages, text messages, or binary files. You also get all old faxes before any old messages in other media.

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