Lucent Technologies INTUITY Voice/FAX Messaging User Manual
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Lucent Technologies INTUITY Voice/FAX Messaging User Manual

Lucent Technologies INTUITY Voice/FAX Messaging User Manual

Voice/fax messaging
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NTUITY
Voice/FAX Messaging User's Guide
585-310-733
Comcode 107731481
Issue 2
February 1996

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Summary of Contents for Lucent Technologies INTUITY Voice/FAX Messaging

  • Page 1 ™ NTUITY Voice/FAX Messaging User’s Guide 585-310-733 Comcode 107731481 Issue 2 February 1996...

  • Page 2: Issue

    Lucent Technologies does not warrant that this product is immune from or will prevent unauthorized use of common-carrier telecommunication ser- vices or facilities accessed through or connected to it.

  • Page 3: Table Of Contents

    Contents Welcome Call Answering Voice Mail FAX Messaging Intuity Advantages Voice Prompts and Help Terms and Concepts Activity Menu Address Address Before Record (ABR) Autodelete Autoprint Header Mailbox Personal Fax Extension How to Navigate Your Mailbox Options How to Log In Creating or Changing Your Password Recording Your Name Creating Your Personal Greeting...
  • Page 4 Contents Composing a Greeting If You Have a Personal Fax Extension How to Record and Send Messages Setting Addressing Options Selecting Delivery Options Creating and Sending a Fax-only Message (ABR on) Creating and Sending a Voice Message (ABR on) Creating and Sending a Voice Message (ABR off) Creating and Sending a Voice-fax Message (ABR on) Sharing Fax Machines How to Get and Respond to Messages...
  • Page 5 Contents How to Access Outgoing or Filed Messages Accessing Outgoing Messages Selecting a Message Modifying a Message Re-sending a Message How to Create Mailing Lists Creating a List Deleting Addresses from a List Scanning List Summaries Reviewing and Modifying a List How to Create a Personal Directory Creating and Appending a Directory Reviewing and Deleting Entries from a Directory...
  • Page 6 Contents...

  • Page 7: Welcome

    Welcome Voice/FAX Messaging is a powerful call answer, voice mail, and fax- NTUITY message system. Besides sending and receiving voice mail, you can send, receive, forward, and voice annotate faxes. Call Answering Voice/FAX Messaging answers calls when you are unavailable or too NTUITY busy to answer your telephone.

  • Page 8: Intuity Advantages

    Intuity Advantages Voice/FAX Messaging provides four key voice and fax advantages: NTUITY Mobility Convenience Privacy Security Voice Prompts and Help Voice/FAX Messaging voice prompts tell you what to do at every step in NTUITY a task. Once you have selected the appropriate Activity Menu option, you can rely solely on the voice prompts to figure out what to do.

  • Page 9: Terms And Concepts

    Terms and Concepts Activity Menu After you log into the system, you have six principal keypad activities, represented by the Activity Menu graphic below. As you press keys in the Activity Menu to access the principal functions, you move to different menu levels and the keys change meaning.

  • Page 10: Address Before Record (Abr)

    Address Before Record (ABR) A user-selected option (on/off) that defines whether a message is addressed before it is created, or created before it is addressed. Autodelete A user-selected option (on/off) that defines whether the system automatically removes faxes from the mailbox as they are printed. Autoprint A user-selected option (on/off) that defines whether the system automatically sends faxes to a designated fax printer.

  • Page 11: Mailbox

    Mailbox Your personal storage area for incoming and outgoing voice, fax, or voice-fax messages and headers. Your incoming and outgoing voice, fax, or voice-fax messages are stored in categories according to their status. The system keeps incoming messages until you delete them or until an automatic deletion date. Because space is limited, it is wise to review and delete messages regularly.

  • Page 12: Personal Fax Extension

    Unopened Outgoing Messages (sent by you) Accessed Undelivered Undeliverable Filed Personal Fax Extension If you receive frequent faxes, or use your telephone extensively, your system administrator may set up a second fax-only extension, your personal fax extension . A personal fax extension has these characteristics: It stores faxes only.

  • Page 13: How To Navigate Your Mailbox Options

    The system sends faxes and the fax portion of voice-fax messages to this extension automatically. Fax headers are stored in your primary mailbox. Fax-only messages addressed to your fax extension do not ring your telephone. Fax-only messages addressed to your fax extension do trigger your message light.
  • Page 14 To select and set your personal mailbox options, you will press Activity Menu, and select from these submenus: 1. Mailing list submenu To create a list To scan an existing list To modify a list 2. Personal directory submenu To create a directory To review a directory 3.

  • Page 15: How To Log In

    NOTE: Because the system doesn’t signal a caller that call answer is off, compose a greeting that tells callers when call answer is disabled and, if you wish, other options for reaching you. How to Log In Your system administrator establishes your extension or telephone number and a default password for login and assigns a system mailbox-access number, your system extension .You should receive directions specific to your system prior to logging in.

  • Page 16: Creating Or Changing Your Password

    Creating or Changing Your Password After logging in to your mailbox the first time, replace the default password with your personal password. To change your password any time after logging in: 1. Press from the Activity Menu. 2. Enter new password (up to 15 digits) and press 3.

  • Page 17: Recording Your Name

    Recording Your Name Record your name to replace the system greeting for your mailbox. Callers hear your voice speaking your name and feel comfortable about leaving messages. You can record your name any time after logging in. 1. Press from the Activity Menu. 2.

  • Page 18: Creating Your Personal Greeting

    Creating Your Personal Greeting Your system allows you to record and store several personal greetings, each for a specific situation. You can manually activate each greeting as needed (basic mode), or you can keep a number of greetings active at once. See “How to Create Multiple Personal Greetings.”...

  • Page 19: Composing A Single Voice-Fax Extension Greeting

    Composing a Single Voice-fax Extension Greeting Fax messaging is a new capability and many callers will be unfamiliar with it at first. Callers will find it helpful if you record a greeting that briefly instructs them about your fax messaging. Explain how to transmit a fax: “This is Richard Hyatt at Gobels &...

  • Page 20: How To Record And Send Messages

    If you have a personal fax extension, you may want to list your extension on your business card or company stationery and/or instruct callers to send faxes to your fax-only number. Instructional greeting if you have a personal fax extension: “This is Diane Downer at the Commander Heater Company.

  • Page 21: Setting Addressing Options

    Setting Addressing Options Before moving into the “Creating a Message” category, it is necessary to determine whether messages will be recorded first or addressed first. The options are address before record (ABR) on or address before record off . Once set, addressing can be left in the selected option with no further action by the user, or modified according to individual requirements.

  • Page 22: Creating And Sending A Fax-Only Message (Abr On)

    To schedule delivery: 1. Enter delivery time (405 = 4:05). 2. Enter ) for AM or 3. Enter delivery month and day (502 = May 2) and press 4. Press to approve or File a copy. (Press again to undo.) To include a fax (in voice-fax mode).

  • Page 24: Creating And Sending A Voice Message (Abr On)

    Creating and Sending a Voice Message (ABR on) Access the Activity Menu by entering your system extension and password. 1. Press from the Activity Menu. 2. To address a voice message, select one of the following: Enter recipient’s address (that is, the telephone extension, if internal;...

  • Page 26: Creating And Sending A Voice Message (Abr Off)

    Creating and Sending a Voice Message (ABR off) Access the Activity Menu by entering your system extension and password. 1. Press from the Activity Menu. 2. Record message at the tone. 3. (Optional): To edit your message before approving: Press Press one of the following: 4.

  • Page 28: Creating And Sending A Voice-Fax Message (Abr On)

    Creating and Sending a Voice-fax Message (ABR on) Access the Activity Menu by entering your system extension and password. 1. Press from the Activity Menu. 2. To address a voice-fax message, select one of the following: Enter recipient’s address (that is, the telephone extension, if internal;...
  • Page 29 NOTE: The button label on your fax machine may be different from START Common alternate keys for this function are , and SEND TRANSMIT . At the prompt, press the key that begins the CONNECT transmission process.

  • Page 30: Sharing Fax Machines

    Sharing Fax Machines If you use a shared or public fax machine (such as a departmental fax), you may wish to avoid tying it up while you transmit to multiple addresses. You may want to store a fax for later use, or it may simply be more efficient to send a fax from your own desk, particularly if you want to attach a private voice message to your fax.

  • Page 31: Responding To A Message

    Responding to a Message (Optional) You can respond to a message during or after listening to the header or message. 1. Press to call sender or press one of the following: Reply to sender by voice mail. Forward with comment at beginning. Forward with comment at end.

  • Page 32: Acting On A Header Or Message

    3. Press to print the fax, and choose one of these print options: <printer ext> Wait for the START NOTE: The button label on your fax machine may be different from Common alternate keys for this function are REC/PORT process. Acting on a Header or Message After you have listened to a header or message, you can choose from several options.

  • Page 33: Scanning Messages Quickly

    NOTE: If you have a personal fax extension, you receive only voice messages and fax message headers through your telephone set. Faxes go directly into your personal fax extension without ringing your telephone. Fax headers do trigger your message light. The header may give you a length of time in seconds.

  • Page 34: Call Types

    1) prime-time internal, 2) prime-time external, and 3) out-of-hours calls 1) prime-time busy, 2) prime-time no answer, and 3) out-of-hours calls The first step is to define the types of calls you want to differentiate; then move on to changing call type definitions and assigning greetings to call types. Call Types Internal External...

  • Page 35: Changing Call Type Definition

    Tips When you select the out-of-hours call type, the other call types automatically apply only to prime-time calls. You must make a choice between internal/external and busy/no answer call types. The system is not set up to handle both sets of situations simultaneously. Changing Call Type Definition 1.

  • Page 36: Assigning Greetings To Call Types

    Assigning Greetings to Call Types 1. Press from the Activity Menu. 2. Listen to the summary of active greetings. 3. Press to activate a greeting. 4. Enter a number (0 to 9) to indicate which greeting you want to assign to a call type.

  • Page 37: Scanning All Greetings

    Scanning All Greetings 1. Press from the Activity Menu. 2. Listen to first greeting status statement. 3. Press any combination of the following: 4. Press to quit scanning. Listen to a greeting. Re-record a greeting. Delete and skip to the next greeting. Return to the previous greeting.

  • Page 39: How To Access Outgoing Or Filed Messages

    How to Access Outgoing or Filed Messages To check the status of outgoing messages, access them by following the steps listed below, then move on to selecting, modifying, and re-sending them. Accessing Outgoing Messages 1. Press from the Activity Menu. 2.

  • Page 40: Modifying A Message

    NOTE: For delivered or accessed messages, you can listen to the headers only. You can’t change or re-send these messages. After you review an accessed message header, the system deletes the header automatically. Modifying a Message When you have selected a message to modify or re-send, choose one of the following options.
  • Page 41 Press to re-send an undelivered message to the original recipient only.

  • Page 42: Re-Sending A Message

    Re-sending a Message When you have selected a message to modify/re-send, choose one of the following options to re-direct your message. 1. For filed and undeliverable messages: a. Enter address(es) or list via b. Press c. Enter delivery options and press 2.

  • Page 43: Deleting Addresses From A List

    3. Press one of the following: Make the list private. Make the list public 4. Enter an address and press 5. Repeat step 4 until list is complete. 6. Press to approve. NOTE: After you address a message using a list, the system asks for more extensions.

  • Page 44: Scanning List Summaries

    Scanning List Summaries 1. Press 2. Listen to the list summary. 3. Press any of the following: from the Activity Menu. Skip to next list. Delete the entire list. Review/modify list members. (Return to “Reviewing and Modifying a List.”)

  • Page 45: Reviewing And Modifying A List

    Reviewing and Modifying a List 1. Press 2. Enter list owner’s extension and press press 3. Enter list ID and press 4. Listen to the first name, then press any of the following: 5. Press to stop adding/deleting specified entries. 6.

  • Page 46: How To Create A Personal Directory

    How to Create a Personal Directory The system allows you to create a personal directory of abbreviated names (aliases) for frequently used addresses. It’s essentially a sophisticated speed- dialing feature. Creating and Appending a Directory You must be addressing by name ( You can create your personal directory in name or number addressing mode.

  • Page 47: Reviewing And Deleting Entries From A Directory

    Reviewing and Deleting Entries from a Directory 1. Press 2. Do one of the following:...

  • Page 48: How To Use Directory Assistance

    Press Press a. Enter alias to review and press b. Listen to corresponding address. c. Repeat for more aliases. d. Press 3. Press Tips Your personal directory activates automatically; the system refers to your personal directory anytime you enter a name address. The system doesn’t care what numbers or letters you use for each alias.

  • Page 49: How To Leave A Call Answer Message

    1. Press 2. Do one of the following: To hear the extension number associated with a name, enter the name (last name first, with no spaces between the first and last name), then press To hear the name associated with an address, press ), enter the address, then press Tips The extension you hear associated with a name is not always the entire...

  • Page 50: Command Summary

    b. Enter the extension. c. 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. To prevent delivery of your message, you must delete it with ) Command Summary...

  • Page 52: Tips And Highlights

    Tips and Highlights General Message Handling Logging in quickly Logging in from a system telephone Logging in from a remote telephone Dialing through NOTE: You can’t bypass error beeps and important system messages. For Help, press the next step. From your telephone, dial the system extension, press (you don’t need to enter your extension), and enter your password.
  • Page 53 Getting Messages Scan messages quickly Use playback controls Record a personal greeting Delete old messages Answer messages from your mailbox Forward messages You can automatically play all your messages by pressing just two buttons, scan messages and headers, headers only, or to scan messages only.

  • Page 54: Leaving Messages When No One Answers

    Leaving Messages When No One Answers Use playback and record controls Bypass greetings and record immediately Use directory assistance Sending Voice Mail Make messages priority Make messages private Save messages you send Check on receipt of messages you send Delete outgoing/ filed messages To listen to and edit the messages you leave when there’s no answer, you have many controls.
  • Page 55 Schedule delivery Use mailing lists Send messages to a name, not an extension To order additional copies of this document, call the AT&T GBCS Publications Fulfillment Center: (800) 457-1235 (US telephone) (800)457-1754 (FAX) 1 (317) 361-5353 (telephone outside US) For more information about AT&T documents, see the AT&T Global Business Communications Systems Publications Catalog (555-000-010).

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