Lucent Technologies Answering Machine 107395352 User Manual

A Portable Guide to  
Voice Messaging  
585-300-701  
Comcode 107395352  
Issue 3  
November 1994  
 
Trademarks  
DEFINITY is a registered trademark of Lucent Technologies in the U.S. and throughout the  
world.  
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Document No. 585-300-701  
Comcode 107395352  
Issue 3, November 1994  
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Lucent Technologies - formed as a result of AT&T’s planned restructuring - designs, builds, and  
delivers a wide range of public and private networks, communication systems and software,  
consumer and business telephone systems, and microelectronics components. The  
world-renowned Bell Laboratories is the research and development arm for the company.  
Acknowledgment  
This document was prepared by the Product Documentation Development group, Lucent  
Technologies, Denver, CO and Columbus,  
OH.  
 
A Portable Guide to Voice Messaging  
585-300-701  
November 1994  
Welcome  
Call Answering  
Voice Mail  
Voice Prompts and Help  
Terms/Concepts  
Incoming Messages (Received by you)4  
Outgoing Messages (Sent by you)  
4
Tips and Highlights  
General  
5
5
6
Getting Messages  
Leaving Messages When No  
One Answers  
9
9
Recording Voice Mail  
Sending Voice Mail  
Logging In  
Record Your Name  
Tips  
Change Your Password  
Record and Send Messages  
Recording Your Message  
Editing Your Message  
Addressing Your Message  
Tips  
14  
14  
14  
14  
15  
15  
Delivering Your Message  
Tips  
*
*
R or 7= Return to Activity Menu  
iv  
 
A Portable Guide to Voice Messaging  
585-300-701  
November 1994  
Get and Respond to Messages  
Listen to Header or Message  
Respond to Header or Message  
Act on Header/Message  
Scan Messages Quickly  
Create Personal Greetings-Basic  
Record Greeting  
Edit  
18  
18  
18  
18  
18  
Act on New Greeting  
Tips  
Activate Previously Recorded  
Greetings  
Scan All Greetings  
Create Personal Greetings-Advanced 20  
Define Call Types (the first time)  
Tips  
Call Types  
Change Call Type Definition  
Tips  
Assign Greetings to Call Types  
Tips  
Multiple Personal Greetings Flowchart 23  
Outgoing/Filed Messages  
Access Outgoing Messages  
Select Message  
24  
24  
24  
24  
25  
Modify Message  
Resend Message  
*
*
R or 7= Return to Activity Menu  
v
 
A Portable Guide to Voice Messaging  
585-300-701  
November 1994  
Mailing Lists  
Create List  
Delete List  
Scan List Summaries  
Tips  
Review/Modify List  
Personal Directory  
Create/Append Directory  
Tips  
28  
29  
Application  
Review/Delete Directory  
Use Directory Assistance  
Tips  
Leave a Call Answer Message  
Mailing Lists Log  
32  
List ID  
Group Name  
32  
Personal Greetings Log  
33  
Command Summary  
34  
Notes  
36  
*
*
R or 7= Return to Activity Menu  
vi  
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Welcome  
®
Your AUDIX voice messaging system is a complete call  
answering and voice mail system.  
Call Answering  
AUDIX answers your calls when you are unavailable or too  
busy to answer your phone. Callers can then leave mes-  
sages in your voice “mailbox.” Later, at a time convenient  
to you, you can access your mailbox to get those messages.  
AUDIX also lets you leave messages in the voice mailboxes  
of other AUDIX users when they don’t answer their  
phones.  
Voice Mail  
AUDIX also lets you record messages in advance and send  
them directly to the voice mailboxes of other AUDIX users  
— without actually calling their phones.  
Conversely, other users can record and send voice mail mes-  
sages directly to your mailbox. When convenient, you can  
access your mailbox to get those messages.  
Voice Prompts and Help  
AUDIX voice prompts tell you what to do at every step in a  
task. Once you have selected the appropriate Activity  
Menu option (see page 2 ), you can rely solely on the voice  
prompts to figure out what to do. You really dont need this  
book.  
Press H (Help) or 4 to find out what step you’re on in a  
*
*
task and what your options are. Always use H when you  
*
forget what to do next.  
NOTE: The  
U (or  
8) command to recover the message  
* *  
* *  
you just deleted (see pp. 16 & 34) and the # command to back  
out of the Reply to Sender option are not available on Intuity  
AUDIX R2.0 voice messaging systems, but they are available  
on Intuity AUDIX R3.2 systems.  
*
*
R or 7= Return to Activity Menu  
1
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Terms/Concepts  
Activity MenuThe initial activities you can select after log-  
ging into the system.  
Header  
A summary of an incoming message  
(equivalent to a return address and post-  
mark on a letter). It includes the length  
of the message in minutes and/or sec-  
onds: "Message from John Parrot  
received 7:34 AM, Friday, April first,  
70 seconds, extension 23741."  
Address  
A number or a name specified for an  
outgoing message (equivalent to an  
address on a letter).  
*
*
2
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
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Terms/Concepts (Cont)  
AUDIX Mailbox Your personal storage area for incoming  
and outgoing messages (and headers).  
Your incoming and outgoing messages are stored in catego-  
ries according to their status. The system keeps incoming  
messages until you delete them or until an automatic dele-  
tion date. Because space is limited, it is wise to regularly  
review and delete messages.  
*
*
R or 7= Return to Activity Menu  
3
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Terms /Concepts (Cont)  
Incoming Messages (Received by you)  
New  
Messages you have not yet retrieved.  
Unopened  
Messages of which you have listened to  
the headers, but not the message itself.  
Old  
Messages you have listened to but have  
not yet deleted.  
Outgoing Messages (Sent by you)  
Delivered  
Messages that have been delivered but  
have not yet been listened to by the  
recipient.  
Accessed  
Messages that have been delivered and  
listened to by the recipient.  
Undelivered  
Messages that have not yet been sent  
because you scheduled them for future  
delivery. You can listen to, re-address,  
and re-record these messages any time  
before delivery.  
Nondeliverable Messages that could not be delivered,  
usually because the intended recipients  
mailbox is full. You can listen to, re-  
address, and re-record these messages.  
Filed  
Copies of outgoing messages that you  
saved to resend and/or modify.  
*
*
4
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Tips and Highlights  
General  
Log in  
From your phone, dial the system  
quickly  
number, press # only (you don’t need  
to type your extension), and enter your  
password.  
Log in from  
anywhere  
From a phone connected to your com-  
pany’s system, dial the system exten-  
sion, then enter your extension and  
password.  
From any phone not connected to your  
company’s system, dial the complete  
phone number, including local prefix  
(and the area code if long distance),  
then enter your extension and pass-  
word.  
Log in after  
leaving a  
message  
After you get the greeting for another  
user’s voice mailbox, you can press  
*
R to log into your voice mailbox. Press  
R immediately or leave a message  
*
and then press R. This tip is extra  
*
useful for long distance or pay calls  
because you can leave and get mes-  
sages with one phone call.  
Dial ahead  
If you know what buttons to push, push  
them without waiting for the system to  
respond. NOTE: You can’t bypass  
error beeps and important system mes-  
sages.  
*
*
R or 7= Return to Activity Menu  
5
 
 
A Portable Guide to Voice Messaging  
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Issue 3  
November 1994  
Tips and Highlights (Cont)  
Use Help  
For help, press H or 4. The system  
*
*
states your current options or the next  
step.  
Avoid using  
obvious  
passwords  
Do not use a password that would be  
easy for someone else to guess. See  
page 13.  
Also, do not put your password on a  
programmable function key or speed-  
dial key.  
Getting Messages  
Scan  
You can automatically play all of your  
messages  
quickly  
messages by pressing just two buttons.  
Scanning is extra useful with a car  
phone. See page 17.  
Use playback When listening to messages, you have  
controls  
controls for loudness, speed, stepping  
back and forth pausing, and repeating  
messages. See page 34.  
Make your  
mailbox  
bigger when  
away  
When youre on vacation or away  
from your phone for an extended  
period, ask your system administrator  
to temporarily make your mailbox  
bigger. Youll reduce the chance of it  
filling up so callers cant leave mes-  
sages. Also, change your personal  
greeting to tell callers who else to talk  
to while you’re away.  
*
*
6
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Tips and Highlights (Cont)  
Replace the automatic system greet-  
ing with your personal hello. See  
page 18. Tell callers they can press 1  
Record a  
personal  
greeting  
to skip your greeting and press H or  
*
4 for help.  
*
Change your greeting everyday to  
match your daily schedule and record  
multiple greetings that play according  
to call type. See page 20.  
Delete old  
messages  
Your mailbox has limited space.  
When its getting full, the system tells  
you.Delete messages or greetings you  
dont need.  
Answer  
messages  
from  
Answer a message sent by another  
user immediately after listening to it,  
either by pressing 1 0 to call the per-  
son or by pressing 1 7, 1 1 9, or 1 1 6  
to send them a return voice mail mes-  
sage. See page 16.  
your mailbox  
Forward  
You can forward a message to  
messages  
another user or a list of users immedi-  
ately after listening to it. After you  
forward it, you return to the original  
place in your mailbox. See page 16.  
To forward to a mailing list, press  
L
*
or 5 to specify the list’s address.  
*
*
*
R or 7= Return to Activity Menu  
7
 
A Portable Guide to Voice Messaging  
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Issue 3  
November 1994  
Tips and Highlights (Cont)  
Leaving Messages When No One Answers  
Use play-  
back and  
record  
To listen to and edit the messages you  
leave when theres no answer, you have  
many controls. See pages 31 and 34.  
controls  
Bypass  
You dont have to listen to another  
users call answer greeting. You can,  
instead, press 1 to bypass the greeting  
and begin recording immediately.  
greetings  
and record  
immediately  
Use direc-  
tory assis-  
tance  
If you dont know the extension of  
another user, find it with your voice  
messaging system. Log in, press  
N
* *  
6 and enter the persons name,  
or  
* *  
last name first. The system tells you  
the extension.  
Transfer to  
Before or after leaving a message for  
an extension another user, you can transfer to  
another extension. To do this, press  
T
*
or 8. Then enter the extension and #.  
*
NOTE: this option may not be active on  
your system.  
Transfer to  
operator  
Before or after leaving a message for  
another user, you can transfer to the  
users secretary or operator by pressing  
0. NOTE: this option may not be active on  
your system.  
Make  
messages  
priority  
When you want someone to listen to  
your message right away, send it as a  
priority message. See page 31. NOTE:  
this option may not be available for all  
users.  
*
*
8
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Tips and Highlights (Cont)  
Make  
messages  
private  
To prevent another user from forward-  
ing a message you leave, make it pri-  
vate. See page 31.  
Use a guest  
password  
To save time, leave messages directly  
in another users mailbox. Dial the sys-  
tem number, then enter the extension  
and guest password (available from  
your system administrator). You can  
leave messages, but you can’t get mes-  
sages.  
Customers or other callers can also  
save time by using the guest password.  
So give it to them, along with your sys-  
tem number and extension.  
Recording Voice Mail  
Use playback  
and record  
controls  
To listen to and edit the messages  
you send, you have many controls.  
See pages 14 and 34.  
Sending Voice Mail  
Make  
When you want someone to listen to  
messages  
priority  
your message right away, send it as  
a priority message. See page 15.  
NOTE: this option may not be avail-  
able for all users.  
Make  
messages  
private  
To prevent another user from for-  
warding a message you send, make  
it private. See page 15.  
*
*
R or 7= Return to Activity Menu  
9
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Tips and Highlights (Cont)  
Save  
messages you  
send  
Before sending a message, you can  
save it in the Outgoing Message file  
by pressing 4. Retrieve the message  
later to use again. See pages 15 and  
24.  
Check on  
receipt of  
messages you  
send  
After you send a message, check  
your Outgoing Message file to see if  
the message was delivered and if the  
person listened to it. See page 24.  
Delete  
outgoing/ filed  
messages  
Delete messages filed in the Outgo-  
ing Message file. Filed outgoing  
messages can unnecessarily use sys-  
tem storage.  
Schedule  
delivery  
Schedule a message for delivery to  
others at a specified time and date.  
Use the system as a calendar/  
reminder by scheduling messages to  
yourself. See page 15.  
Use mailing  
lists  
Create a mailing list of extesions.  
Then send your message to one des-  
tination — the mailing list. All  
extensions in the list receive the  
message. See page 26. You can also  
forward messages to a mailing list.  
Send  
When you send a message and don't  
know the extension of the recipient,  
messages to a  
name, not an  
extension  
press A or 2. Then enter the per-  
*
*
son's name, last name first. A or  
2 switches you back and forth  
*
*
between extension and name .  
*
*
10  
H or 4 = Help / Current Options  
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Logging In  
After you log in, you are at the Activity Menu (see page 2).  
The system voice prompts tell you what to do and what your  
options are. At any time, press * H or * 4 to get information  
about your current options.  
Important: Change your password immediately after  
you log into AUDIX the first time. The system may require  
you to do this. See page 13.  
*
*
R or 7= Return to Activity Menu  
11  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Record Your Name  
Record your own name to replace the system greeting for  
your voice mailbox. Callers will hear your voice instead of  
AUDIX and feel more comfortable about leaving messages.  
If the system asks you to record your name as you log in,  
you must press 1 and begin at step 2 in the instructions  
below. You can record your name at any time after logging  
in by following the entire procedure, beginning at step 1.  
1. Press 5 5 from the Activity Menu.  
2. Say your name after the tone.  
3. Press 1.  
4. Press one of the following  
- 1 to re-record (return to step 2).  
- 2 3 to play back.  
5. Press 1.  
6. Press # to approve.  
Tips  
You usually don’t have to wait for the voice prompts. In  
most cases, you can dial through them to enter a com-  
mand without waiting and from anywhere in the system.  
You can’t dial through errors and important messages the  
system wants you to hear. When you try to dial through  
prompts at these times, you hear a beep.  
After leaving a call answer message, access your own  
voice mailbox by pressing R or 7. NOTE: this capa-  
*
*
bility may not be available on your system.  
Schedule a voice message to yourself as a meeting  
reminder (p. 15).  
*
*
12  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Change Your Password  
Change your password immediately after you become an  
AUDIX subscriber. You should also continue to change  
your password at least once every three months.  
If the system asks you to change your password as you log  
in, you must press 1 and begin at step 2 in the instructions  
below. You can change your password at any time after log-  
ging in by following the entire procedure, beginning at step  
1.  
1. Press 5 4 from the Activity Menu.  
2. Enter new password (up to 15 digits) and press #.  
3. Re-enter new password and press #.  
Caution:  
Do not use a password that uses:  
- Ascending or descending digits (for example, 1234 or  
4321)  
- The same digits (for example 0000)  
- Digits corresponding to your name or initials (for exam-  
ple, 5646 for John)  
- Current year (for example, 1993)  
- The same number as your extension (for example,  
extension 3455, password 3455)  
- Reverse extension (for example, extension 3455, pass-  
word 5543)  
- Numbers that identify you, such as your social security  
number, employee ID, room number, or department  
Also, do not put your password on a programmable func-  
tion key or speed-dial key.  
*
*
R or 7= Return to Activity Menu  
13  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Record and Send Messages  
Recording Your Message  
1. Press 1 from the Activity Menu.  
You can skip the prompt by pressing 1 again.  
2. Record at the tone.  
•Press 1 to stop recording or pause.  
Editing Your Message  
•Press one of the following:  
-1 to continue recording.  
-2 3 to play back. See additional Playback  
Options on page 17 or 34.  
- D or 3 to delete (and begin again)  
*
*
3. Press # to approve message.  
Addressing Your Message  
4. Do one of the following:  
Tips  
Press A or 2 to  
switch between  
number and name  
addressing. Enter  
last name first.  
(See the alpha-  
betic keypad refer-  
ence on page 34.)  
- Enter recipient’s address  
and press #.  
- To send to multiple  
recipients via a mailing  
list:  
*
*
a. Press L to access  
*
a list.  
a. Enter list owner’s  
extension and press #.  
(If you’re the owner,  
just press #.)  
You can use only  
your mailing lists  
and those of other  
users on your  
Audix system.  
Press D or 3 to  
a. Enter list ID (name)  
*
*
delete an in-  
and press #.  
correct address or  
list.  
Repeat step 4 for additional  
recipients.  
To review  
addresses press  
1.  
5. Press # to approve  
*
addressing.  
*
*
14  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Record and Send Messages  
Delivering Your Message  
6. Press # to deliver immediately.  
Or, do any combination of the following:  
- Press 0 to have the system recite this list of  
options to you.  
- Press 1 to make your message private.  
(Press 1 again to undo.)  
- Press 2 to make your message priority  
(if available).  
(Press 2 again to undo.)  
- Press 3 to schedule delivery.  
(Press 3 again to undo.)  
- Press 4 to file a copy.  
(Press 4 again to undo.)  
To schedule delivery:  
Then press # to approve  
and deliver.  
a. Enter delivery time  
(405 = 4:05).  
a. Enter A (or 2) for  
AM or P  
(or 7) for PM and  
press #.  
Send  
Messages  
a. Enter delivery  
month and day (502  
= May 2) and press  
#.  
Record  
1
a. Press # to approve  
or 3 (or D) to  
*
*
Speak  
start over.  
Approve  
Address  
#
#
#
Approve  
Tips  
Filed messages  
can be modified  
and sent again.  
See page 24.  
Send  
Now  
#
*
*
R or 7= Return to Activity Menu  
15  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Get and Respond to Messages  
1. Press 2 from the Activity Menu.  
Listen to Header or Message  
2. Press any combination of the following:  
- 0 to listen to the message.  
- 2 to rewind the message (or return to previous).  
- 2 3 to play back the header.  
- (See other playback options on the next page.)  
Respond to Header or Message  
You can respond to a message during or after listening to the  
message or header.  
3. Do one of the following :  
- To reply to sender by voice mail, press 1 1 6 or  
1 7. To reply and attach original, press 1 1 9.  
After recording, press # to approve, then  
schedule delivery or press # to send now.  
- To call sender, press 1 0.  
- To record a message to someone other than the  
sender, press 1 4. (See “Record and Send Mes-  
sages” steps 2 - 6 to complete this or the next  
option. Use L or 5 to send to mailing lists.)  
*
*
- To forward with comment, press 1 2 .  
- To escape back to step 2, press # (may not be  
available with your system)  
Act on Header/Message  
4. Press any combination:  
Tips  
Pressing  
H or  
4
* *  
* *  
to hold a message in  
-
-
D or 3 to delete message.  
*
*
the New category lets  
your message waiting  
indicator stay on.  
U or  
8 to restore the  
* *  
* *  
last message you deleted  
(not available with all systems).  
- # to save and skip to the  
next message.  
When recording a  
response, press 1 to  
skip the record prompt.  
-
H or  
4 to hold  
The system saves  
messages for the  
length of time set by  
your administrator.  
delete them.  
* *  
* *  
message in current category  
and skip to next message.  
# to skip to the next  
message category  
*
Each message header  
tells you the length of  
the message in min-  
utes and/or seconds.  
*
*
16  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Scan Messages Quickly  
Once you are familiar with how to get messages, try the eas-  
ier scanning method. Auto Scan is most useful for mobile  
phone users, as it requires touching only two buttons.:  
1. Press 7 from the Activity Menu.  
2. Press one of the following:  
- 1 to scan headers and messages.  
- 2 to scan headers only.  
- 3 to scan messages only.  
3. Use the Respond and Act On options (steps 3 and 4 on  
page 16) as necessary. The system pauses three seconds  
between messages.  
NOTE: Don’t forget to delete messages so your  
mailbox doesn’t fill up.  
*
*
R or 7= Return to Activity Menu  
17  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Create Personal Greetings-Basic  
Activate Previously Recorded  
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 (advanced mode).  
Record Greeting  
NOTE: The system skips Steps 2 and 4 below if the  
multiple personal greetings feature isn’t turned on.  
1. Press 3 from the Activity Menu.  
2. Listen to a summary of active greetings.  
3. Press 1 to record or re-record a greeting.  
4. Enter a number (1-9) for the greeting.  
5. Speak greeting at the tone.  
6. Press 1 to stop or pause.  
Edit  
7. Press:  
- 1 to continue.  
- 2 3 to play back.  
-
D to delete  
*
Tips  
- (return to step 5).  
The system  
greeting is  
always greeting  
0.  
8. Press # to approve.  
Act on New Greeting  
9. Do one of the following:  
The system  
doesn’t care what  
single-digit num-  
ber you assign to  
each greeting.  
- Press # to leave the  
greeting inactive.  
- Follow the prompts to  
activate the greeting.  
Keep track of  
your greetings by  
noting them on  
page 33 or by  
scanning them.  
NOTE: You can also assign greetings to specific  
types of calls. This advanced mode allows you to  
have as many as three greetings active at once. See  
pages 20-23.  
*
*
18  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
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Issue 3  
November 1994  
Create Personal Greetings-Basic (Cont)  
Greetings  
1. Press 3 3 from the Activity Menu.  
2. Enter the greeting number.  
3. Follow the prompts to activate for all calls or for indi-  
vidual call types.  
Scan All Greetings  
1. Press 3 2 from the Activity Menu.  
2. Listen to first greeting status statement.  
3. Press any combination of the following:  
- 0 to listen to a greeting.  
- 1 to re-record a greeting.  
-
D or 3 to delete and skip to the next greeting.  
*
*
- 2 to return to the previous  
greeting.  
- # to save and skip to  
the next greeting.  
Then press * # to quit scanning.  
*
*
R or 7= Return to Activity Menu  
19  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Create Personal Greetings-Advanced  
After you have recorded several personal greetings, you  
may want to assign those greetings to specific types of  
incoming calls. Besides the basic mode of using one greet-  
ing for all calls, you can set up specific greetings for:  
• 1) internal and 2) external calls  
• 1) busy and 2) no answer calls  
• 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 dif-  
ferentiate.  
NOTE: Your system may not permit the use of busy/no  
answer call types. This is the case for systems connected to  
the MERLIN LEGEND system.  
Define Call Types (the first time)  
1. Press 3 4 from the Activity Menu.  
2. Press one of the following:  
- 1 to differentiate internal/external calls.  
- 2 to differentiate busy/no answer calls (may not be  
available on your system).  
3. Press one of the following:  
- 3 to differentiate out-of-hours calls.  
- 4 to make no distinction between  
prime time and out-of-hours calls.  
4. Proceed to page 22 to assign  
Tips  
When you select the  
greetings to call types.  
out-of-hours call type,  
the other call types  
automatically apply  
only to prime-time  
calls.  
You must make a  
choice between inter-  
nal/external and  
busy/no answer call  
types. The system is  
not set up to handle  
both sets of situations  
simultaneously.  
*
*
20  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Create Personal Greetings-Advanced (Cont)  
Call Types  
Internal calls come from callers at your location. Ex-ternal  
calls come from outside your location.  
Busy calls are those that come in when you are already using  
your phone line(s). No answer calls are those that come in  
when you do not answer. NOTE: These types may not be  
available with your system.  
Out-of-hours calls are those that come in after standard  
business hours — defined by your system administrator.  
(Weekend greetings must be activated manually — basic  
mode only.)  
Change Call Type Definition  
1. Press 3 4 from the Activity Menu.  
2. Press any combination of the following:  
- 1 to differentiate internal/external calls.  
- 2 to differentiate busy/no answer calls (may not  
be available on your system).  
- 3 to differentiate out-of-hours calls.  
- 4 to turn off out-of-hours differentiation.  
- 5 to use a single greeting for all calls (negate call type  
definition).  
3. Press # to approve and proceed to page 22 to assign  
greetings to call types.  
Tips  
To deselect a call type,  
simply select another  
call type in its place.  
To deselect a greeting,  
simply select another  
greeting in its place.  
*
*
R or 7= Return to Activity Menu  
21  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Create Personal Greetings-Advanced (Cont)  
After you have recorded multiple personal greetings (pages  
18 and 19) and defined the call types to which you want to  
assign those greetings (pages 20 and 21), use the following  
procedures to assign greetings to call types.  
Assign Greetings to Call Types  
1. Press 3 from the Activity Menu.  
2. Listen to the summary of active greetings.  
3. Press 3 to activate a greeting.  
4. Enter 0-9 to indicate which greeting you want to assign  
to a call type.  
5. Press any combination of the following:  
- 1 to use the greeting for each call type.  
- 2 to use the greeting for Internal (or Busy) calls.  
- 3 to use the greeting for External (or No Answer) calls.  
- 4 to use the greeting for Out-of-hours calls.  
6. Press # to approve.  
7. Press R or 7 to return to the Activity Menu.  
* *  
Tips  
To set up different greet-  
ings strictly for prime-time  
and out-of hours calls, you  
must assign the same  
greeting to the two prime-  
time calls types (internal  
and external or busy and  
no answer).  
Your specific options at  
step 5 depend on the call  
types you chose to differ-  
entiate on pages 20 and  
21. Listen to the voice  
prompts for guidance.  
*
*
H or 4 = Help / Current Options  
22  
 
 
A Portable Guide to Voice Messaging  
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Issue 3  
November 1994  
Multiple Personal Greetings Flowchart  
*
*
R or 7= Return to Activity Menu  
23  
 
 
A Portable Guide to Voice Messaging  
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Issue 3  
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Outgoing/Filed Messages  
Follow steps 1, 2, and 3 to see if an outgoing message was  
delivered. To modify or resend a message, follow steps 1  
through 6.  
Access Outgoing Messages  
1. Press 4 from the Activity Menu.  
2. Listen to first message header.  
Select Message  
3. Press any or none of the following:  
- 0 To listen to the message  
- 2 3 to play back the message header  
-
D or 3 to delete and skip to the next message  
*
*
- 2 2 to return to previous messages  
- # To save and skip to the next message  
-
# to skip to the next message category  
*
NOTE: For Delivered or Accessed messages, you can  
listen to the headers only. You can’t change or resend  
these messages. After you review an accessed mes-  
sage header, the system deletes the header automati-  
cally.  
Modify Message  
Tips  
You can modify/re-send  
three types of outgoing  
mesages: Undelivered  
(scheduled for future  
delivery), Nondeliverable  
(bad adress or recipient’s  
mailbox is full), and Filed.  
4. Press 1 to modify and/or  
resend the selected  
message.  
5. Do one of the following:  
- To resend the message  
as is, press # and go to  
step 6.  
Be sure to delete mes-  
sages and headers regu-  
larly. The Outgoing  
Message file consumes  
much of your system's  
resources.  
- To re-record:  
a. Press 1.  
a. Speak message at  
the tone.  
Press # # to resend an  
undelivered message to  
the original recipient only  
(step 6).  
a. Edit normally.  
a. Press # to approve.  
*
*
24  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Outgoing/Filed Messages (Cont)  
Resend Message  
6. Do one of the following:  
- For Filed and Nondeliverable Messages -  
a. Enter addresses (or list via L or 5).  
*
*
a. Press # # to approve and send immediately.  
Or  
Enter delivery options (see page 15) and press #.  
Note: If you resend a filed message, it leaves the file  
cabinet portion of your mailbox. You must file a copy  
again to retain it (see page 15).  
- For Undelivered  
Messages -  
a. Enter additional  
addresses and  
press #.  
Or  
Enter 1 to review  
*
and edit original  
addresses.  
a. Change delivery  
times or options  
(see p. 15).  
*
*
R or 7= Return to Activity Menu  
25  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Mailing Lists  
Create List  
1. Press 5 1 1 from the Activity Menu.  
2. Enter list ID (up to 6 letters or digits) and press #.  
3. Press one of the following:  
- 1 to make the list private.  
- 2 to make the list public.  
4. Enter an address and press #.  
5. Repeat step 4 until list is complete.  
6. Press # to approve.  
Delete List  
See Scan List Summaries below.  
Scan List Summaries  
1. Press 5 1 2 from the  
Tips  
Activity Menu.  
When creating a list, you  
2. Listen to the list  
summary.  
can also append an exist-  
ing list by entering L or  
*
5 (at step 4). NOTE: after  
you append a list, the sys-  
tem asks for more exten-  
sions. Do not add  
*
3. Press any combination  
of the following:  
- # to skip to next list.  
extensions of the list just  
appended.  
-
D or * 3 to delete  
the entire list.  
*
Specify an address as a  
number or name — press  
A or 2 to switch modes.  
- 0 to review/modify  
list members.  
(Go to step 4 of  
*
*
(See the alphabetic key-  
pad reference on p. 34.)  
Review/Modify List.)  
Delete addresses in two  
ways: 1) Review the list  
until you find each  
address, then press D or  
*
3; or 2) At step 4 on page  
*
27, press 1 immediately,  
enter the address to be  
deleted, and press D or  
*
3. Repeat for other  
*
addresses.  
*
*
26  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Mailing Lists (Cont)  
Review/Modify List  
1. Press 5 1 3 from the Activity Menu.  
2. Enter list owner’s extension and press #. (If you own  
the list, simply press #.)  
3. Enter list ID and press #.  
4. Listen to the first name, then press any combination of  
the following:  
- # to skip to the next name.  
-
D or 3 to delete name.  
*
*
- 2 to repeat name.  
- 2 2 to return to previous name.  
-
1 to review from beginning.  
*
- 1 to add/delete specified entries or change public/pri-  
vate status, then do the following:  
a. Press Y (9) or N (6) to change status.  
a. Enter address and press #.  
a. Listen to name, and  
if deleting, press  
or 3.  
*
D
*
a. Repeat b and c for  
each addition/dele-  
tion.  
a. Press # to stop  
*
adding/deleting  
specified entries.  
5. Press # when finished  
reviewing.  
*
*
R or 7= Return to Activity Menu  
27  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Personal Directory  
The system allows you to create a personal directory of  
abbreviated names (aliases) for frequently used addresses.  
Its essentially a sophisticated speed dialing feature.  
Create/Append Directory  
1. Press 5 2 1 from the Activity Menu.  
2. Enter an address and press #.  
3. Listen to your entry’s address.  
If the name is incorrect, press  
D or 3 to delete and repeat  
steps 2 and 3.  
*
*
4. Enter your abbreviated  
version of the address  
(up to 10 characters)  
and press #.  
Tips  
Your personal directory  
comes into play automati-  
cally; the system refers to  
your personal directory  
anytime you enter a name  
address.  
5. Repeat steps 2, 3, and  
4 to add more names to  
your personal directory.  
The system doesn’t care  
what numbers or letters  
you use for each alias.  
6. When finished, press #  
to approve.  
NOTE: You must be addressing by name (*A or * 2) to  
use your personal directory. You can create your per-  
sonal directory in name or number addressing mode.  
Application  
When name–addressing a voice mail message to Dr. Emilio  
Ramirez, you might enter E R # instead of the longer name.  
You can also use an alias when transferring out of the sys-  
tem ( T or 8).  
*
*
*
*
28  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Personal Directory (Cont)  
Review/Delete Directory  
1. Press 5 2.  
2. Do one of the following:  
- Press 2 to review all aliases. While listening to each  
entry, press  
-
-
-
-
# to skip to next alias.  
D or 3 to delete.  
*
*
2 2 to return to the previous alias.  
# to stop reviewing.  
*
- Press 3 to review specific aliases:  
a. Enter alias to review and press #.  
a. Listen to corresponding address.  
a. Repeat for more aliases.  
a. Press # to stop reviewing.  
*
3. Press R or 7 to return to the Activity Menu.  
*
*
*
*
R or 7= Return to Activity Menu  
29  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Use Directory Assistance  
Directory assistance is just like a telephone book. If you  
know the name of a person, you can use AUDIX directory  
assistance to find that person’s extension. Also, if you have  
an extension, you can use directory assistance to find the  
name of the person with that extension.  
1. Press  
N or  
6 from anywhere in the system.  
* *  
* *  
2. Do one of the following:  
- If you want 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 #.  
- If you want to hear the name associated with an address,  
press A or 2, enter the address, then press #. (See  
*
*
the alphabetic keypad reference on p. 34)  
Tips  
The extension number you hear  
associated with a name is not  
always the entire address. You  
must add the appropriate pre-  
fix numbers for remote systems.  
*
*
30  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Leave a Call Answer Message  
When leaving a call answer message, you have several  
options for making full and efficient use of the system.  
When it answers the phone, you can:  
• Press 1 to skip the greeting (if you're sure you won't  
be missing new information the called party might  
have left for you in the greeting).  
• Leave a detailed message (it is generally more effi-  
cient to convey information than to simply request a  
return call).  
• Press D or 3 to delete and start over.  
*
*
• Press 1 2 3 to stop recording and review your mes-  
sage.  
Before, or after leaving a message, you can:  
• Escape to a covering extension by pressing 0.  
(It is possible that no covering extension has been  
assigned, and this won't work. Check with your sys-  
tem administrator.)  
• Transfer to another extension (may not be active on your  
system):  
a. Press T or 8.  
*
*
a. Enter the extension.  
a. Press #.  
• If the receiver's mailbox is on the same system as your  
own, you can log into yours by pressing R or  
(may not be available on your system).  
7
*
*
NOTE: if you record a message and then either hang up or  
go to another option, the system delivers your message to  
the person you are calling. You don’t have to approve it. To  
pre3v.ent delivery of your message, you must delete it with  
*
After recording a message and approving it with #, you can  
mark it as Private (non-forwardable) by pressing 1 or mark  
it as Priority by pressing 2..  
*
*
R or 7= Return to Activity Menu  
31  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Mailing Lists Log  
List ID  
Group Name  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
_______________ ________________  
*
*
32  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Personal Greetings Log  
*
*
R or 7= Return to Activity Menu  
33  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Command Summary  
*
*
34  
H or 4 = Help / Current Options  
 
   
Flow Chart of Shortcuts  
35  
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
Notes  
*
*
36  
H or 4 = Help / Current Options  
 
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
To order additional copies of this document, call the AT&T  
GBCS Publications Fulfillment Center:  
(800)457-1235 (U.S. phone)  
(800)457-1764 (FAX)  
1 (317)361-5353 (phone  
outside U.S.)  
For more information about AT&T documents, see the AT&T  
Global Business Communications Systems Publications  
Catalog (555-000-010)  
Notice: The information in this document is subject to  
change without notice. AT&T assumes no responsibility for  
any errors that may appear in this document.  
Prepared by Product Documentation Development, Denver,  
CO.  
Copyright 1994 AT&T  
585-300-701, Issue 3,  
November, 1994  
*
*
R or 7= Return to Activity Menu  
37  
 
A Portable Guide to Voice Messaging  
585-300-701  
Issue 3  
November 1994  
*
*
38  
H or 4 = Help / Current Options  
 

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