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IP Office 3.0
Intuity Emulation Mode Mailbox Users
Guide
40DHB0002USCW Issue 8d (2nd March 2005)
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Table of Contents Accessing Your Mailbox............................................................................................................ 5 Logging In................................................................................................................................................... 5 First Time Login.......................................................................................................................................... 6 Normal Login .............
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Accessing Your Mailbox Logging In The log in method will vary according to whether it is the first time the mailbox has been accessed or not. We have detailed dialing the default IP Office short code *17 to start voicemail access. This is the default method available to all extension users. Depending on the type of phone you have or IP Office software you may have alternate methods of access. • First Time Access The first time that you login to your mailbox, you may be asked to set
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Intuity Mailbox User First Time Login The first time you call your mailbox you will be prompted to record your name and change the mailbox password. The name you record will be used in various system announcements and in the voicemail system's directory search. Typically your mailbox number matches your extension number, the internal number people dial to call you. Your system administrator will tell you if your mailbox number is different. Similarly your system administrator will tell
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Accessing Your Mailbox Avaya DS Phones On phones in these series with a Menu key, you can use the following method to access your mailbox. Other Avaya phones may have a dedicated MESSAGES key for starting mailbox access. 1. Press Menu twice. 2. Press the display key below Msgs. 3. Press the display key below Voice. 4. The names of the mailboxes for which you receive message waiting indication are shown plus the number of new messages in each. 5. Press the display key below the mail
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Intuity Mailbox User IP Office Intuity Flowchart Users can access the following controls when collecting mail. Those shown in gray are not supported by IP Office Intuity emulation. The absence of any other features does not imply that they are supported unless specifically detailed as such elsewhere. • Whilst collecting messages, pressing *0 will transfer you to your mailbox's reception number if set by the System Administrator. • You can usually dial through a voice prompt to enter a
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Collecting, Sending and Leaving Messages Logging In The log in method will vary according to whether it is the first time the mailbox has been accessed or not. We have detailed dialing the default IP Office short code *17 to start voicemail access. This is the default method available to all extension users. Depending on the type of phone you have or IP Office software you may have alternate methods of access. • First Time Access Details the information requested during the initial
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Intuity Mailbox User Collecting Your Messages Your mailbox keeps messages until they are deleted either by yourself or automatically after a pre-set time period. By default messages are deleted 720 hours (30 days) after being played but your system administrator can change the setting for different message types. To listen to messages in your mailbox: 1. Log into your mailbox. When you log in, the number of new and priority messages is announced. 2. Press 2 to receive your messages.
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Collecting and Sending Messages Scanning Your Messages Scanning allows you to hear your messages and/or message headers without having to take any further action. The message headers detail when the message was received, who from if known and its length. 1. Log into your mailbox. 2. Press 7 to select scan messages. 3. Select the scan mode required: • Scan headers and messages: Press 1. • Scan headers only: Press 2. • Scan messages only: Press 3. 5. Whilst your messages and/or me
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Intuity Mailbox User Replying to a Messages You can send a reply message to an other mailbox user. To send a reply message: 1. When listening to the message, press 1. 2. To select reply press 1 again. 3. Select the type of reply: • To reply without the original message attached: Press 6. • To reply with the original message attached: Press 9. 4. After the tone start recording your reply and press # when finished. 5. Your reply will be sent and you are returned to message colle
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Collecting and Sending Messages Forwarding a Message You can select to forward a message to another mailbox or to several mailboxes. Only messages marked as Private by the sender cannot be forwarded. To forward the message to other mailboxes: 1. When listening to the message, press 1. 2. Select the type of forward you want: • Forward the message with a comment at the start: Press 2. • Forward the message with a comment at the end: Press 3. 3. The system will prompt you to record you
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Intuity Mailbox User Recording Messages You can send messages to a mailbox by doing the following. 1. Log into your mailbox. 2. Press 1 3. After the tone, start recording your message. 4. Press # to end the recording or press 1 stop to edit the recording that has just been made. • Press 1 to stop/start recording. • Press 2 to rewind the recording. • Press 23 to playback the recording. • Press *3 to delete the recording. • Press # to approve the recording. 5. The system will prom
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Collecting and Sending Messages Sending a New Message The forward and reply menu can also be used to send a new message to another mailbox or mailboxes. To forward the message to other mailboxes: 1. When listening to your messages, press 1. 2. Press 4. 3. The system will prompt you to record your comment the new message. Record your comment and press # to finish recording. 4. The system will prompt you for the forwarding addresses. • Whilst entering addresses, you can press *2 to sw
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Intuity Mailbox User Leaving a Message When listening to a mailbox greeting, callers can skip the greeting by pressing 1. They will then hear the tone after which they should record their message. After leaving a message, callers can press # rather than hanging up. They will then hear the options for marking a message as private (press 1) or priority (press 2) followed by a request to press # again. The caller can then access a number of other options: • Access another mailbox: Press *7
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Mailbox Options Changing Your Password You can use a password to restrict access to your mailbox. To change your voicemail password: 1. Log into your mailbox. 2. Press 5 to access your personal options. 3. Press 4 to change your password. 4. Enter the new password and press #. • We recommend a password of at least four digits. The system allows passwords of up to 15 digits. • Note that your password cannot be the same as your extension number or a set of repeated digit or consec
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Intuity Mailbox User Setting a Fax Number If your system administrator has set a system fax number, any fax calls to your mailbox will be diverted to that number. You can override this and set you own destination number for the printing of fax calls received at your mailbox. 1. Log into your mailbox. 2. Press 5 to access your personal options. 3. Press 3 for fax options. • The prompt "Invalid option" indicates that no default system fax number has been set. Personal fax numbers canno
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Mailbox Options Close Your Mailbox You can prevent further callers from leaving messages. Instead callers hear your name and "Sorry, the mailbox you have reached is not accepting messages at this time. Please disconnect". This function is also known as 'Accept Call Answer'. Note that this does not stop other mailbox users forwarding messages into your mailbox. To stop your mailbox accepting new caller messages: 1. Log into your mailbox. 2. Press 5 to access your personal options. 3
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