Aastra MX-ONE 4.2, User Manual

Page 1: ...MX ONE Messaging Voice Mail 4 2 Telephone User Interface User Guide ...

Page 2: ...ated into another language without prior written consent of Aastra Telecom Sweden AB Stockholm Sweden The information in this document is subject to alteration without prior notice Aastra makes no warranty of any kind with regard to this material including but not limited to the implied warranties of merchantability and fitness for a particular purpose Aastra shall not be liable for errors contain...

Page 3: ...umber 18 Customize Your Mailbox 20 Other Features 28 Useful Hints 31 Index 37 Table of Contents Subscriber Information As you use MX ONE Messaging Voice Mail you will need to know the following information For easy reference complete this box with the information you receive from your system administrator Your subscriber mailbox number MX ONE Messaging Voice Mail external number Additional keys to...

Page 4: ...essages As you become more familiar with Messaging Voice Mail however you can start using its powerful message management features to save you time and help you work more efficiently For example you can set Messaging Voice Mail to present newer messages first or to present them in the order recieved To quickly access the messages you want whether voice fax or e mail you can set it to present messa...

Page 5: ...n you can skip down the list to the desired feature Tips to help enhance your use of the various Messaging Voice Mail features are also provided If this is the first time you have used Messaging Voice Mail be sure to read this guide carefully Once you are familiar with the basic features refer to the MX ONE Messaging Voice Mail Reference Card to quickly find the keystrokes needed Some features in ...

Page 6: ...e telephone is the most common and readily available device for delivery and access of messages But its use has traditionally been limited to only voice mail The Messaging Voice Mail Telephone User Interface provides flexible message management features for all of your incoming voice fax and e mail messages Unified messaging through the telephone Messaging Voice Mail brings the same convenience of...

Page 7: ... time by selecting multiple messages and processing them all with one command So if you have just enough time to listen to your messages but not respond to them you can quickly select all of the messages which require immediate attention and with one command forward them all to any Messaging Voice Mail subscriber with a single voice annotation When travelling you can also forward all of your fax o...

Page 8: ...er Forward any of your incoming messages e mail fax or voice adding an optional voice comment annotation to one or more Messaging Voice Mail subscribers Forward any of your incoming e mail text messages or fax messages to any fax machine Note The last feature is the same as View your incoming fax messages by forwarding them to any fax machine This makes the message available for access by another ...

Page 9: ...ur subscriber mailbox Dial the Messaging Voice Mail internal or external telephone number Press the key that your system has been configured for to access messages Normally this is the key but the system administrator can change it to another key or sequence of keys Alternatively if the system administrator has enabled quick logon then you may access your subscriber mailbox by calling your own pho...

Page 10: ...your security code When prompted enter a new numeric security code and press Security codes must be numeric and may be up to 15 digits in length The system administrator may set a minimum security code length of anything between 2 and 15 digits Ask your system administrator for the minimum security code length for your system Try to avoid using simple combinations such as your mailbox number or 12...

Page 11: ...d to the Personal Options menu From this menu Press to record your name When recording your name do not include an introduction such as Hello this is Messaging Voice Mail already provides you with an introduction Press to begin recording then speak your name Press again to stop recording Options After recording your name you can Press to review your name Press to delete your name and start over Wh...

Page 12: ...me you will be returned to the Personal Options menu From this menu Press to record a personal greeting Press to record the greeting to be used when your line is busy Note This feature may be restricted or not available Check with the system administrator Press to record the standard greeting to be used for normal conditions Press to begin recording then speak the greeting you want your callers to...

Page 13: ...rt over When satisfied press to save the recording Press to cancel and exit to the Personal Options menu without saving the recording Once you have recorded your greeting you must exit PhoneManager Press to exit PhoneManager You are now ready to use Messaging Voice Mail You can exit the system at this point or use the Quick Reference Card and begin exploring the many features of Messaging Voice Ma...

Page 14: ...e or delete messages Retrieve deleted messages View a fax or e mail text message by forwarding it to a fax machine See section Forward to a Fax Machine Forward a message to one or more subscribers Reply to a message by immediately transferring to the sender or by just recording a response Listen to new or saved messages or retrieve deleted messages Access your subscriber mailbox Press to listen to...

Page 15: ...mes Increase volume by pressing 6 or reduce volume by pressing 9 one or more times Set bookmark by pressing 5 Only one bookmark per message is permitted Resume listening from bookmark by pressing 8 from any point in the message Change the playback language used for text to speech of e mail messages by pressing 3 Continue listening by pressing 1 Press to forward the message to one or more subscribe...

Page 16: ...ess to advance 5 seconds Advances through the message in 5 second increments Press while listening to a message to access the Info or Group selection options Get the sender s name and delivery information by pressing 0 again Select the current message for group processing by pressing 1 Select all messages by pressing 7 Cancel selection of the current message by pressing 2 Cancel selection of all m...

Page 17: ...ages Options Choose one of the following options Press to listen to the selected messages While listening to the selected messages you can perform a number of actions on your selections as previously described in Listen to New or Saved Messages Message type and options Press to forward a group of messages Press to delete a group of messages Press to save a group of messages ...

Page 18: ...delivery so your message is delivered at a later time Restrict message forwarding to keep your confidential messages from being forwarded to other subscribers Request notification so that you can confirm that the message has been received Append a fax to a message Record and send messages Access your subscriber mailbox Press to record and send a message Enter the mailbox number of the message reci...

Page 19: ...second increments Press to access the message routing options You can choose from the following actions Messaging Voice Mail provides instructions after you press the desired key To specify future delivery of the message press 1 To set urgent status press 2 To restrict message forwarding press 3 To append a fax to your message requires Fax Server press 4 You must be calling from a fax machine to u...

Page 20: ... print an e mail message Access your subscriber mailbox Press to listen to new messages OR Press to listen to messages by type if configured OR Press to listen to saved messages While accessing the desired e mail or fax message press to forward it Enter the fax delivery mailbox number provided by your system administrator for the fax machine you want to use If you specified a fax delivery mailbox ...

Page 21: ...er is correct To print an e mail message continued When prompted to record an introduction press to print your message Note You should not record an introduction when forwarding an e mail message to a fax machine Press 5 to immediately send your message for printing Press to forward the message to another fax machine or someone else OR Press to exit Message Handling ...

Page 22: ...ts SMS Daily message reminder Messaging Voice Mail calls you at the same time and place each day to deliver your calls Simply specify the time of day you want to be notified and the telephone number to call Automatic message forwarding lets you automatically forward messages to a specific mailbox Feature options let you set forwarding for urgent messages only for messages from a specific mailbox a...

Page 23: ... you may ask your system administrator to configure your mailbox so that callers will not be able to leave a message after listening to your out of office greeting Call screening and call blocking with call screening you can find out who is calling and then accept the call or send it to you mailbox allowing the caller to leave a message With call blocking all calls are automatically sent to your m...

Page 24: ...s you want to be notified of and when then allows you to update your personal call list A personal call list can contain up to nine telephone and pager numbers where you may be reached Messaging Voice Mail will call each of the numbers in the list in the order entered When modifying an entry in the list you will need to specify its list entry number from 1 to 9 Note This feature may be restricted ...

Page 25: ...to record your name If a name is currently recorded Messaging Voice Mail plays it then gives you a chance to change the name Press to record an announcement for a mailbox you sponsor You may use this feature to record an announcement for your Extension Specific Processing mailbox If a recording exists Messaging Voice Mail plays it then gives you a chance to change the recording Note You can only u...

Page 26: ...r Accessing the Messaging Options Access your subscriber mailbox Press to access the PhoneManager Press to access the Messaging Options Messaging Options Messaging Voice Mail provides voice instructions to guide you through these features Press to record a name for a mailbox you sponsor You may use this feature to record a name for your Extension Specific Processing mailbox If a name exists Messag...

Page 27: ...nt urgent messages before all other messages If you receive a lot of fax and e mail messages you may want to set Messaging Voice Mail to separate the messages by type voice fax e mail allowing you to choose the message type you want to access Follow the Messaging Voice Mail prompts to change your message presentation order Press to change message envelope settings Envelope information tells you wh...

Page 28: ...lows you to work without interruptions from outside callers With this feature turned on Messaging Voice Mail automatically sends all outside callers to your personal greeting where they can leave you a message Messaging Voice Mail tells you if call blocking is on or off Press 1 to change the status of this feature The 1 key acts as a toggle to turn call blocking on and off Press to change Extensio...

Page 29: ... the telephone Depending on the diversion number you enter your callers can be told that you are at lunch in a meeting or on vacation it will then tell them your return date and time You can set a diversion so that it begins immediately or specify future diversions for scheduled activities such as meetings or vacations Follow the voice prompts to use this feature Note Diverted call processing is s...

Page 30: ...g they are Because you can listen to messages in any order it is easy to act on the important ones first with the click of a mouse button Messaging Voice Mail integrates with such leading e mail software programs as Microsoft Exchange Outlook and Lotus Domino Notes When Messaging Voice Mail is integrated with e mail you can manage your voice and fax messages from within the e mail interface you ar...

Page 31: ...ax messages in much the same way that you manage voice messages You can recieve faxes from outside your company directly to your desktop computer thereby freeing you from waiting by fax machines or worrying about faxes getting lost if you aren t there You can also access your fax messages over the phone When a system is set up to use Unified Messaging the system administrator may have set up your ...

Page 32: ... about your schedule when you are not available to answer the phone For example your diversion greeting could say at lunch or in a meeting then indicate when you might be available Callers can then decide to leave a message transfer to an operator or personal assistant transfer to your mobile phone or another number or hear the menu choices again in another language You can set a diversion so it b...

Page 33: ...le playback speed Press 1 to resume message playback If you recieve a lot of fax and e mail messages set Messaging Voice Mail to present messages by type1 After you press the 1 key to listen to messages Messaging Voice Mail plays another menu letting you choose what message type you want to access For information about how to present messages by type see Customizing Messaging Voice Mail in this gu...

Page 34: ... number and security code You might use this feature for example if you frequently call in to check messages using your mobile phone Access specific message information such as a phone number or address with a bookmark To set a bookmark press 1 to pause the message then press 5 Next press 1 to return to the message To skip to a bookmark from any point in the message pause the message and press 8 T...

Page 35: ...mber Press and follow the voice instructions to get the number you need If you frequently send messages to the same group of subscribers save time and keystrokes by using a personal ditribution list mailbox For example you can have a personal distribution list mailbox for the sales department that lets you reach all of the salespeople by sending a single message to that mailbox To get a personal d...

Page 36: ...Blake account Recording Personal Greetings Be sure to record your name and personal greetings Callers will know that they have reached the correct mailbox when they hear your voice You may want to start with one of the sample greetings shown below The busy greeting is typically recorded once and never changed Only use the out of office greeting if you are gone that greeting remains in effect until...

Page 37: ...wing line at the end of your greeting To leave a callback phone number where I can reach you press 8 then 8 again and follow the prompts Re record your name in addition to using the out of office greeting When someone else in your organization another subscriber sends you a message they do not hear your out of office greeting By re recording your name to include information that you are out this k...

Page 38: ...nnect from the line freeing the line more quickly for the next person If you have deleted messages that you would like to retrieve be sure to retrieve them before exiting Deleted messages are not kept once you exit your mailbox Avoid pressing the Do Not Disturb DND button if your phone has one If your busy greeting is enabled and you press DND your callers will hear that greeting which conveys the...

Page 39: ...Handle incoming messages 12 Listen to new or saved messages 12 Message management features 4 Messaging options 24 Page Networking 30 Other features you may have 28 Personal options 22 Printing an e mail or fax message on a fax machine 18 Record and send messages 16 Record greetings for your mailbox 10 Recording personal greetings 34 Record your name to identify your mailbox 9 Subscriber Informatio...

Page 40: ...User Guide MX ONE Messaging Voice Mail 4 2 Telephone User Interfacee 38 ...

Page 41: ...s to access Personal Options Press to change your Short Message Service settings When prompted enter the mobile telephone number where you want to be notified of new messages and press Press and confirm the number You must enter this number in the format required by the cellular or paging service provider Press to be notified of urgent messages only OR Press to be notified of all messages Press to...

Page 42: ...t may indicate if the new message is a fax The sender may be a person shown by name a MX ONE Messaging Voice Mail mailbox number a telephone extension or a fax machine number Follow the prompts to enter the following information The number of your SMS mobile telephone Whether you want to be notified of all messages or of urgent messages only The message types you will be notified of voice fax or b...

Page 43: ...e Quick Reference Card gives an overview of the process for using this feature Once you access the Diverted Call Processing menu you can set or clear diversions and change the number for your mobile phone To use this feature it must be enabled in your subscriber mailbox by the system administrator Check with the system administrator to find out if it s available and if you have privileges MX ONE M...

Page 44: ...rted Call Processing Access your Subscriber Mailbox Set a diversion Cancel current diversion Obtain status of current diversion Specify new personal assistant Clear a personal assistant Specify new external number Clear an external number Select a Welcome Greeting Change your personal assistant Change your mobile number Set or clear a diversion Select welcome greeting heard by external callers Sel...

Page 45: ...nce complete this box with the information you receive from your system administrator MX ONE Messaging Voice Mail Telephone User Interface Quick Reference Card Quick Reference Card Access PhoneManager Access Automated Attendant Options Access Diverted Call Processing Access your Subscriber Mailbox Set a diversion Cancel current diversion Obtain status of current diversion Specify new personal assi...

Page 46: ...tra Telecom Sweden AB 2008 All rights reserved For questions regarding the product please contact your Ericsson Enterprise Certified Sales Partner Also visit us on http www aastra com 1 LZT 108 7410 EN R2A ...