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™
INTUITY
Voice/FAX Messaging User’s Guide
585-310-733
Comcode 107731481
Issue 2
February 1996
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Copyright © 1998, Lucent Technologies Ordering Information All Rights Reserved, Printed in U.S.A. Call: Lucent Technologies BCS Publications Center Voice 1 800 457-1235 International Voice 317 322-6791 Notice Fax 1 800 457-1764 International Fax 317 322-6699 Every effort was made to ensure that the information in this book was Write: Lucent Technologies BCS Publications Center complete and accurate at the time of printing. However, information is 2855 N. Franklin Road subject to change.
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Contents ■ Welcome 1 ■ Call Answering 1 ■ Voice Mail 1 ■ FAX Messaging 1 ■ Intuity Advantages 2 ■ Voice Prompts and Help 2 ■ Terms and Concepts 3 Activity Menu 3 Address 3 Address Before Record (ABR) 4 Autodelete 4 Autoprint 4 Header 4 Mailbox 5 Personal Fax Extension 6 ■ How to Navigate Your Mailbox Options 7 ■ How to Log In 9 Creating or Changing Your Password 10 Recording Your Name 11 Creating Your Personal Greeting 12 Recording Your Basic Greeting 12 Composing a Single Voice-fax Extension Gr
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Contents Composing a Greeting If You Have a Personal Fax Extension 13 ■ How to Record and Send Messages 14 Setting Addressing Options 15 Selecting Delivery Options 15 Creating and Sending a Fax-only Message (ABR on) 16 Creating and Sending a Voice Message (ABR on) 17 Creating and Sending a Voice Message (ABR off) 19 Creating and Sending a Voice-fax Message (ABR on) 21 Sharing Fax Machines 23 ■ How to Get and Respond to Messages 23 Listening to a Message Header 23 Responding to a Message 24 Print
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Contents ■ How to Access Outgoing or Filed Messages 32 Accessing Outgoing Messages 32 Selecting a Message 32 Modifying a Message 33 Re-sending a Message 34 ■ How to Create Mailing Lists 35 Creating a List 35 Deleting Addresses from a List 36 Scanning List Summaries 37 Reviewing and Modifying a List 38 ■ How to Create a Personal Directory 39 Creating and Appending a Directory 39 Reviewing and Deleting Entries from a Directory 40 ■ How to Use Directory Assistance 41 ■ How to Leave a Call Answer Me
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Contents vi
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Welcome TM INTUITY Voice/FAX Messaging is a powerful call answer, voice mail, and fax- message system. Besides sending and receiving voice mail, you can send, receive, forward, and voice annotate faxes. Call Answering INTUITY Voice/FAX Messaging answers calls when you are unavailable or too busy to answer your telephone. Callers may then leave messages in your voice “mailbox.” Later, you can access your mailbox to get those messages. Voice Mail INTUITY Voice/FAX Messaging lets you recor
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Intuity Advantages INTUITY Voice/FAX Messaging provides four key voice and fax advantages: Mobility You can access your voice, fax, and voice-fax messages from anywhere. You can retrieve a fax from your mailbox and have it printed anywhere a fax machine is available. With compatible fax software and a modem, you can access and download faxes to a PC or laptop computer for later use. Convenience You can retrieve your voice, fax, and voice-fax messages from your desktop, from your home offi
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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. Address A telephone number (usually an extension) or a name specified for an outgoing voice, fax, or voice-fax message (equivalent to an address on a letter). 3
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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. Header A summary of an incoming voice, fax, or voice-fax message
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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. Incoming Messages (received by you) Voice Message A voice-only transmission. Fax Message A fax-only tr
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New Fax, voice, or voice-fax messages you haven’t retrieved. Unopened Fax, voice, or voice-fax message headers to which you've listened, but have not yet listened to the message itself. Old Fax, voice, or voice-fax messages to which you've listened or printed, but haven’t deleted. Outgoing Messages (sent by you) Accessed Fax, voice, or voice-fax messages delivered and listened to by the recipient. Undelivered Fax, voice, or voice-fax messages not yet sent but scheduled for future delivery.
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■ 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. ■ Activity Menu access to your personal fax extension and your personal does not separate them. mailbox extension is the same—the system ■ You cannot create a greeting for your person
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5 To select and set your personal mailbox options, you will press from the Activity Menu, and select from these submenus: 1. Mailing list submenu 1 To create a list 2 To scan an existing list 3 To modify a list 2. Personal directory submenu 1 To create a directory 2 To review a directory 3. Fax option submenu 1 Select a default print number Y or N Turn autoprint on or off 9 Select autodelete Y or N Turn autodelete on or off 4. Password 5. Account name 6. Addressing options submenu 1 Address b
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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. After you dial the system extension and ent
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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: 5 4 1. Press from the Activity Menu. # 2. Enter new password (up to 15 digits) and press . 3. Re-enter new password and press # . ! CAUTION: To ensure the security of your messages and the system, do not use a password that uses: ■ Ascending or descending digits (for example, 1234 or 4321) ■ The same d
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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 5 5 from the Activity Menu. 2. Say your name after the tone. 3. Press 1 4. (Optional) Press one of the following: 1 to re-record (return to step 2). 2 3 to play back. 5. Press # to approve. NOTE: This capability may not be available on your system. ☞ Tips Usuall
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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.” Recording Your Basic Greeting 1. Press 3 from the Activity Menu. 2. Listen to a summary of active greetings. 1 3. Press to record or re-record a greeting. 4. Enter a number (1 to 9) for the greet
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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 & Nixon. I’m away from my desk; please leave a message at the tone. If you want to include a fax with your message, press START on your fax machine when you finish speaking. If you want
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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. I’m unable to take your call; please leave a message at the tone. If you want to send me a fax, please call my fax number at 332-3626.” How to Record and Send Messages Sending faxes and creating an
