Avaya IP Office Platform, User Manual

Page 1: ...15 604067 Issue 14b 13 November 2014 Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode IP Office Platform ...

Page 2: ...TWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA CHANNEL PARTNER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA CHANNEL PARTNER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED AVAYA CHANNEL PARTNER AVAYA RESERVE...

Page 3: ...ote that each instance of a vAppliance must be separately ordered If the end user customer or Avaya channel partner would like to install two of the same type of vAppliances then two vAppliances of that type must be ordered Each Product has its own ordering code Note that each instance of a Product must be separately licensed and ordered Instance means one unique copy of the Software For example i...

Page 4: ...ntation see the Avaya Support website http support avaya com Contact Avaya Support See the Avaya Support website http support avaya com for product notices and articles or to report a problem with your Avaya product For a list of support telephone numbers and contact addresses go to the Avaya Support website http support avaya com scroll to the bottom of the page and select Contact Avaya Support ...

Page 5: ... as Saved 18 2 3 Forwarding a Message 18 2 4 Calling the Sender 18 2 5 Replying to a Message 19 2 6 Sending a New Message Changing Your Settings 3 22 3 1 Changing Your Password 23 3 2 Personal Greeting 23 3 2 1 Recording Your Greeting 23 3 2 2 Deleting Your Greeting 23 3 2 3 Listening to Your Greeting 24 3 3 Transfer Options 24 3 4 Record Your Name Voicemail Notification 4 27 4 1 Voicemail Email 2...

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Page 7: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 7 15 604067 Issue 14b 13 November 2014 IP Office Platform Embedded Voicemail Chapter 1 ...

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Page 9: ...nning in IP Office Essential Edition IP Office Preferred Edition or IP Office Advanced Edition mode Your system maintainer can configure your system to support either Intuity or IP Office mode mailbox operation This guide is for Intuity mode Your system administrator can confirm which mode your system uses First time login Switching to another mailbox Normal login Trusted Sources Mailbox controls ...

Page 10: ... for a password press If this is not accepted contact your system administrator who may have already set a password for your mailbox 4 If no password is already set the system requests you to set a password for your mailbox Enter a new password and press Enter at least four digits and up to 15 Do not set an obvious code For example Your extension number A sequence of digits for example 1234 The sa...

Page 11: ...multiple mailboxes For example in a call centre or a hunt group supervisors may need to check multiple mailboxes You can use the re login feature to access mailboxes sequentially without needing to disconnect after checking each mailbox To switch to another mailbox 1 While already logged in to a mailbox dial 7 You can then specify the new mailbox required 1 1 4 Normal Login If you have already com...

Page 12: ...RTANT Old Messages are automatically deleted after 24 hours After you listen to new message it is marked as old and it is automatically deleted after 24 hours If you do not want the message deleted you must mark it as a saved message To mark the current message as saved Press 7 while listening to the message To mark the current message as saved and skip to the next message Press 4 To mark the curr...

Page 13: ...ring the tone your caller can start recording a message The system only saves messages that are longer than 3 seconds The default maximum message length is 120 seconds However the system administrator can adjust that Options after leaving a message After leaving a mailbox message callers can press rather than hanging up immediately The caller hears a prompt informing them if the system saved the m...

Page 14: ...ets Enter the destination for the message copy Done Copy the message using the targets entered Pause Pause the current message Press the button again to unpause Main 0 Hunt group names may be displayed you have been configured for hunt group mailbox access The number shows the number of new messages in the mailbox Press the button to access the mailbox in the same way as the Listen option above Me...

Page 15: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 15 15 604067 Issue 14b 13 November 2014 IP Office Platform Listening to Messages Chapter 2 ...

Page 16: ...3 November 2014 IP Office Platform 2 Listening to Messages This section covers actions you can perform while listening to your messages Listening to your messages Marking a message a saved Forwarding a message Calling the message sender Replying to a message Sending a new message 17 17 18 18 18 19 ...

Page 17: ...essages 2 Press 2 to get your messages The system plays the header details of the first message During or after the header to listen to the actual message Press 0 As you listen to your messages you can use the following controls to listen to all or part of the message again To restart message Press 2 To replay header Press 23 To pause Press 3 To resume Press 3 To rewind 5 seconds Press 5 To restar...

Page 18: ...tered Press 3 5 Press to finish addressing 2 4 Calling the Sender When an internal caller leaves a message the system will capture the caller s number and store that with the message You can choose to make a call to the caller s number To call the message sender 1 While listening to the message press 1 2 To attempt the call press 0 The system logs you out of your mailbox 2 5 Replying to a Message ...

Page 19: ...ing to a message you can record a new message and send it to another mailbox or mailboxes To send a message 1 While listening to your messages press 1 2 After the tone record your message To stop recording Press 1 To restart recording Press 1 again To rewind the recording Press 2 To play back the recording Press 23 To delete the recording Press 3 To approve the recording Press Recordings must be a...

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Page 21: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 21 15 604067 Issue 14b 13 November 2014 IP Office Platform Changing Your Settings Chapter 3 ...

Page 22: ...ter the new password and press Enter at least four digits and up to 15 Do not set an obvious code For example Your extension number A sequence of digits for example 1234 The same repeated digits for example 1111 5 Re enter the new password and press Trusted Sources By default even when you have a password set you can access your mailbox from your own extension without needing to use the password T...

Page 23: ...tart speaking your greeting at the tone 5 When you have finished press 1 to edit your greeting 6 Press 2 3 to playback the greeting that you have just recorded 7 Press to confirm the recording The system announces the number of the greeting just recorded If you want to add to the recording press 1 Start speaking the extra words press 1 when finished 8 Press to save the recording 3 2 2 Deleting You...

Page 24: ...ting in order to inform callers of the options they can use 3 4 Record Your Name You hear your name played as a confirmation when you log in to your mailbox The system also uses it for other system announcements and functions You can change your name recording at any time To record your name 1 Log in to your mailbox 2 Press 5 to for personal options 3 Press 5 If you have already recorded your name...

Page 25: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 25 15 604067 Issue 14b 13 November 2014 IP Office Platform Voicemail Notification Chapter 4 ...

Page 26: ...itional mailbox through Visual Voice You can also access it by using the group extension number during mailbox login instead of your extension number Ringback If you enable ringback whenever you use your phone immediately after completing the call the system will automatically call you if your mailbox contains any new messages This is useful if you have a telephone that does not have a message wai...

Page 27: ...trols available to you through your mailboxes spoken prompts interface However if you have an Avaya telephone that supports Visual Voice operation you can use Visual Voice to control your Voicemail Email settings Email Address Enabling Voicemail Email Functions Before you can use the email options your system administrator must enter your email address into the telephone system configuration Other...

Page 28: ...lls are attempted with a minimum of 15 minutes between calls unless you answer and press or access your mailbox by another method If you receive any more new messages in the meantime they do not restart the outcalling attempts This section covers the following actions Initial outcalling configuration Setting your outcalling destination Setting your outcalling timeout Turning outcalling on Turning ...

Page 29: ...econds If the destination specified is an internal number outcalling does not go to voicemail if unanswered However if the destination is an external number with its own voicemail the timeout must be set to less than the time before the external voicemail might answer For example if you have voicemail active for your mobile telephone where any calls go to voicemail if not answered after 30 seconds...

Page 30: ...all To collect a message 1 Answer the outcalling alert 2 When you hear the outcalling announcement enter your extension number and press You hear the Welcome to Avaya IP Office announcement 3 Log in to voicemail in the usual way and collect your new message To cancel further message notification 1 Answer the outcalling alert 2 When you hear the outcalling announcement enter The system cancels any ...

Page 31: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 31 15 604067 Issue 14b 13 November 2014 IP Office Platform Document History Chapter 5 ...

Page 32: ...y Mode Page 32 15 604067 Issue 14b 13 November 2014 IP Office Platform 5 Document History Date Issue Changes 10th September 2014 14a Minor update for IP Office Release 9 1 New source for translation to Japanese Korean 13th November 2014 14b Document title change ...

Page 33: ...rd a message 18 G Greeting Delete 23 Listen to 23 Record 23 L Leave a message 13 Listen 17 Listen to Greeting 23 Login 11 First time 10 M Mailbox Full 13 Login 11 Name 24 Password 11 22 Switch to another 11 Trusted source 11 Mailbox Controls 12 Mark as saved 17 Message Button 14 Call sender 18 Collect 17 Delete 17 Fast forward 17 Forward 18 Leave 13 Listen 17 Play 17 Repeat 17 Reply 18 Rewind 17 S...

Page 34: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 34 15 604067 Issue 14b 13 November 2014 IP Office Platform Voicemail Ringback On Off 12 ...

Page 35: ...Avaya IP Office Platform Embedded Voicemail User Guide Intuity Mode Page 35 15 604067 Issue 14b 13 November 2014 IP Office Platform ...

Page 36: ...tions or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary ...