Cisco Unity Express 8.0 Voice-Mail System, User Manual

Page 1: ...ne Information is also provided about using Cisco VoiceView Express Use this guide together with the documents listed in the Related Documents section on page 3 Contents Restrictions page 2 Related Documents page 3 Part I Cisco Unity Express Voice Mail System Call in Accessing Cisco Unity Express by Phone page 4 Logging in Without Entering Your PIN page 4 Voice mail Options page 5 Calling the Mess...

Page 2: ...isco Unity Express is subject to an erroneous login limit as set by your system administrator There are two types There may be a limit on the number of incorrect consecutive logins allowed after which the system administrator is required to restore the user s login rights Depending on the configuration by your system administrator login may be temporarily disabled for the user for a time period af...

Page 3: ...e the user s guide for your Cisco Unified IP phone See http www cisco com en US products sw voicesw tsd_products_support_category_home html Related Documents Related Topic Document Title or URL Information required to use the Cisco Unity Express Voice Mail System Setting Up Your Voice Mailbox Accessing Cisco Unity Express by Phone Accessing Cisco Unity Express by Computer Listening to Voice Messag...

Page 4: ...isco Unity Express You are directed to your mailbox without being asked for a PIN If you are calling from someone else s phone press to enter your own ID usually your extension and you are directed to your mailbox Using the Cisco Unity Express GUI to Access voice mail settings including notifications Manage voice mail group subscriptions Change your password Manage voice mail distribution lists Us...

Page 5: ...ssage you will hear a prompt with some or all of the following calling spoken name at extension calling number at remote location identifier Note If you activate this function you will not be returned to your voice mail session on termination of the call You must redial your voice mail access number Option Description 1 Listen to new messages See the Cisco Unity Express Voice Mail System Quick Sta...

Page 6: ...rator however may configure an extension that will receive both fax and voice calls In this case when the subscriber picks up an incoming call that is a fax an identifier tone is heard The system monitors for such tones and automatically sends the fax to the designated mailbox and terminates the voice leg of the call Note Your system administrator must enable the fax function on a mailbox and exte...

Page 7: ...to a different printer Enter the phone number of the fax printer then press Press to cancel printing the fax Note If the number entered or chosen is not an acceptable fax printer the system prompt indicates that the selected action cannot be completed Option Description 1 Repeat the fax properties 2 Save the fax See the Cisco Unity Express Voice Mail System Quick Start Guide 3 Delete the fax See t...

Page 8: ...ollowing Accessing Message Options After you identify the nonsubscriber recipients you can specify the message parameters In the Message Options menu you can select the following 1 Change addressing 2 Record the message see the Recording the Message section on page 9 3 Change special delivery Mark the message as urgent 1 Not available for nonsubscriber delivery Mark the message as private 3 Not av...

Page 9: ...lowing procedures Managing Greetings page 11 Rerecording Your Current Greeting page 11 Turning Greetings On and Off page 11 Rerecording Your Standard Greeting page 12 Rerecording Your Alternate Greeting page 12 Reviewing All Greetings page 12 Option Description 1 Manage your greetings See the Managing Greetings section on page 9 2 Configure or change message settings See the Setting Up Message Not...

Page 10: ...e busy This greeting is played and it takes precedence over standard closed and internal greetings if the subscriber is busy over the phone and if this greeting is enabled But if a multiple alternate greeting is enabled then it takes precedence over busy greeting Phone or call agent must provide the support necessary for Cisco Unity Express to identify that the phone is busy and the call forward i...

Page 11: ...iewing All Greetings section on page 12 Rerecording Your Current Greeting Step 1 After your current greeting plays press 1 to rerecord your current greeting Step 2 At the tone speak your greeting When done press Your newly recorded greeting plays Step 3 To rerecord press 1 Turning Greetings On and Off Step 1 Press 1 to access the Greetings menu Your current greeting plays Step 2 Press 2 to turn of...

Page 12: ...ding Your Alternate Greeting To rerecord your alternate greeting Step 1 In the Greetings menu press 3 Step 2 Press 3 to rerecord your alternate greeting Step 3 At the tone speak your greeting When done press Your newly recorded alternate greeting plays Step 4 To rerecord press 1 Reviewing All Greetings Step 1 To listen to all greetings press 8 in the Greetings menu Your standard greeting multiple ...

Page 13: ...onalizing Your Settings section on page 41 for more information Cisco Unity Express GUI Use your PC to configure notifications for phones alphanumeric pagers or e mail Access the GUI using Microsoft Internet Explorer 5 5 or later to connect to your Cisco Unity Express server and log in using your alphanumeric user ID and password Contact your system administrator if you do not know your server add...

Page 14: ... keep the number or if you want a new number enter it and press Step 3 Press to continue The system tells you if extra digits are set Extra digits are numbers that are sent by Cisco Unity Express after the phone or pager has answered its notification call For example you might use extra digits to reach a certain extension after dialing a main access number To set extra digits see the Setting Extra...

Page 15: ...notifications on or off for specific times of the day days of the week or everyday For example you may want to turn off notifications at night By default notifications are active Monday through Friday from 8 a m to 5 p m After pressing 4 in the Message Notification Menu to configure the time of day you want to receive notifications press one of the following numbers Listening to the Current Schedu...

Page 16: ... the following Step 4 Enter the hour to stop sending notifications You must enter the time in two digit format for example to choose 9 00 you would first enter 09 Step 5 Press Step 6 Depending on the number you entered perform the following If You Entered Press 0 1 to start notifications at midnight 2 to start notifications at 12 30 p m 12 1 to start notifications at midnight 2 to start notificati...

Page 17: ...the notification schedule for a specific day perform the following steps Step 1 Enter one of the numbers below to choose the day Step 2 Follow the steps in the Changing the Schedule for All Days section on page 16 12 1 to stop notifications at midnight 2 to stop notifications at 12 30 a m 3 to stop notifications at noon 4 to stop notifications at 12 30 p m 1 11 1 to stop notifications on the hour ...

Page 18: ...ssage that your preferences have changed If the system does not allow you to change notification preferences you receive an error message Press to exit and return to the Message Notification Menu Setting up Cascading Notification This section contains the following procedures Playing Your Cascading Notification Rules page 19 Adding Cascading Notification Rules page 19 Changing Cascading Notificati...

Page 19: ...name use the dial pad to spell the last name followed by Alternately to enter the subscriber s extension press then the extension number then Tip For the letter Q press 7 For the letter Z press 9 Step 3 The system lists the possible matches to the information you have input Select the matching subscriber and press Step 4 Enter the time at which the first subscriber receives a message notification ...

Page 20: ...ubscriber to be deleted Step 3 At the system prompt confirm the deletion of the subscriber you have chosen Step 4 Press to exit Using Distribution Lists Use distribution lists to send a voice mail message to more than one system user at the same time Members of lists can be any of the following Blind addresses General delivery mailboxes Groups Other private lists Other public lists Remote users Us...

Page 21: ...4 Reviewing Your Private Distribution Lists Step 1 In the Distribution Lists Menu press 1 to hear a listing of your private distribution lists Step 2 Enter the list number 1 to 5 to hear the members of the list Option Description 1 Review your private distribution lists See the Reviewing Your Private Distribution Lists section on page 21 2 Add or modify private distribution list members or recorde...

Page 22: ...enu press 2 Step 2 Enter the list number 1 to 5 Step 3 Select one of the following actions by number Option Description 3 Delete a member Press during playback of member s name Press 1 to confirm removal 7 Repeat playback of previous member 77 Rewind to beginning of list 8 Pause playback 9 Skip forward to next member 99 Skip forward to final member of the list Option Description 1 Add a member to ...

Page 23: ...u press 2 and select the list number Step 2 Press 3 to delete a member Step 3 Select one of the following actions by number Recording the Name of a Private Distribution List Step 1 In the Distribution List Menu press 2 and select the list number Step 2 Press 4 to record the list name Step 3 At the tone record the list name Tip Record the number of the list and also the name Option Description 1 Pl...

Page 24: ...ame of a Private Distribution List section on page 23 Step 3 If more than one list is found choose the list number If only one list is found press to delete the list Press to start a new search Configuring Public Distribution Lists This section contains the following procedures Reviewing Public Distribution Lists page 24 Adding a Public Distribution List page 25 Modifying a Public Distribution Lis...

Page 25: ...ollowing procedures Adding a Member to a Private Distribution List page 23 Removing a Member from a Private Distribution List page 23 Recording the Name of a Private Distribution List page 23 Note You must be an owner of a public distribution list or be assigned the Manage Public Lists privilege to modify the list Contact your system administrator Adding a Member to a Public Distribution List Step...

Page 26: ...select the list number Step 2 Press 4 to record the list name Step 3 At the tone record the list name Tip Record the number of the list and also the name Step 4 During recording you can select one of the following actions by number Option Description 1 Play names of current list members and remove during playback See options in the Reviewing Public Distribution Lists section on page 24 Press to ex...

Page 27: ... 5 5 or later to connect to your Cisco Unity Express server and log in using your alphanumeric user ID and password Contact your system administrator if you do not know your server address user ID or password Step 1 Perform steps in the Accessing Cisco Unity Express by Phone section on page 4 to reach the main voice mail menu Step 2 Press 4 to access the Setup Options menu Step 3 Press 3 to access...

Page 28: ...e sender of the notification that cascade notification is disabled for your extension Recording a Live Conversation On receipt of a call you can initiate the live record function to record the conversation The recorded conversation is stored as a message in your mailbox and you can access and manage it similarly to ordinary messages The recording function can only be initiated by a subscriber at t...

Page 29: ...e supported IBM Lotus Notes 6 5 6 Microsoft Outlook 2003 2002 2000 Microsoft Outlook Express 6 0 Note User authentication user ID and password is required for web based applications using HTTPS or HTTP over Secure Socket Layer SSL Downloading Voice mail Messages You will need to see the documentation for your e mail program for instructions on how to set up your program to retrieve IMAP messages C...

Page 30: ...es from your e mail client and server Updating the status of a message in your e mail program also updates the message status on the voice mail system For example marking a message as Read on your e mail client will mark the message as saved on the telephone voice mail system and turn off your message waiting indicator light on your phone if you have no other new messages Note Not all of these act...

Page 31: ...ction by pressing the corresponding soft key button Dial Pad Press numbers to choose corresponding menu items To enter multiple digit numbers press the first and subsequent numbers in quick succession Press keys to enter data and special characters Each key represents one or more alphanumeric characters Continue to press the key to select the desired alphanumeric character from the subsequent menu...

Page 32: ...isco Unified IP Phone 7970 Cisco Unified IP Phone 7971 Cisco Unified IP Phone 7975 Cisco Unified IP Phone 8961 Cisco Unified IP Phone 9951 Cisco Unified IP Phone 9971 Personal Mailbox Menu The Personal Mailbox menu appears only after you successfully log in to VoiceView Express Using the Personal Mailbox menu you can perform any of the following tasks Open your inbox to list and manage your voice ...

Page 33: ... record your name choose Record Press Select say your name then press Stop To listen to your standard greeting choose Listen and press Select The greeting plays To record a personalized standard greeting choose Record Press Select say your greeting then press Stop To change your PIN choose Change to display the Change PIN window Use the dial pad to enter a new PIN Choose Confirm and use the dial p...

Page 34: ...In Limitations for VoiceView Express Cisco Unity Express is subject to two erroneous login limits as set by your system administrator There may be a limit on the number of incorrect consecutive log ins allowed after which the system administrator is required to restore the user s log in rights Depending on the configuration by your system administrator login may be temporarily disabled for the use...

Page 35: ...wind Restart message or go back 3 seconds Option Description Delete Mark message as deleted Message is permanently deleted when you exit VoiceView Express FwdMsg Forward message to another voice mailbox Not available for all messages Home Display Personal Mailbox menu Listen Play message again MrkNew Mark message as new NxtMsg Display information about the message listed just below this message on...

Page 36: ...elect Step 4 Press Options Step 5 Choose 1 Print to Fax Number then press Select Step 6 Enter the extension and press Submit Replying to a Voice Message Note You can request Cisco Unity Express to make a live call to the message sender See the Accessing Live Reply in VoiceView Express section on page 37 To reply to a message immediately after listening to the message Step 1 To reply after listenin...

Page 37: ...ot number To access Live Reply Step 1 Select the message Step 2 Press the Reply button Step 3 Choose 2 Call extension Press Select Cisco Unity Express attempts to establish a call to the subscriber who sent the message Forwarding a Fax or Voice Message To forward a fax or voice message with or without recording an introduction Step 1 To forward a fax or a voice message after listening to it press ...

Page 38: ...essage and press Select Step 3 Address message by number or optional press Name to open the Address by Name window then To address by number use the dial pad to enter the exact number for the recipient For extensions at remote locations enter the location ID before the extension number To address by name use the dial pad to enter the recipient s name or partial name to search for matching names No...

Page 39: ...the same day Then choose the hour and press Select Choose the minute and press Select Tomorrow Display the Message Delivery Time menu for sending this message at a specified time tomorrow Then choose the hour and press Select Choose the minute and press Select Message Delivery Time Display the Message Delivery Time menu for sending this message at a future date and time up to one year from now The...

Page 40: ...ed time later today Then choose the hour and press Select Choose the minute and press Select 3 Tomorrow Display the Message Delivery Time menu for sending this message at a specified time tomorrow Then choose the hour and press Select Choose the minute and press Select 4 Select a Delivery Time Display the Message Delivery Time menu for sending this message at a future date and time up to one year ...

Page 41: ...ingle category in your inbox Step 1 Perform the steps in the Logging In To VoiceView Express section on page 33 to display the Personal Mailbox menu Step 2 From the Personal Mailbox menu choose Inbox and press Select Step 3 Press More then press List to display the Voice Mail List Type menu Step 4 Choose a message type Tip All messages Lists all messages sorted according to your desired sort order...

Page 42: ...greeting choose Listen and press Select The greeting plays To rerecord the greeting choose Record Press Select say your greeting then press Stop To activate a greeting and automatically deactivate the other greeting choose Activate and press Select Note The language of the standard greeting is set by your system administrator Managing Message Settings With the Message Notification feature the voic...

Page 43: ...e use a plus sign Up to 64 characters are permitted Notification Preference Display the Notification Trigger menu for editing the notification preferences for this device Then choose the desired trigger and press Select If the specified trigger is not allowed an error message appears Notification Schedule Display the Notification Schedule menu See the Editing the Notification Schedule section on p...

Page 44: ...e Stop time must occur after the specified Start time between 12 a m and 11 59 p m on the same calendar day d Choose one of the following and press Select 1 Perform the action on the hour 2 Perform the action on the half hour e When the Schedule changed successfully message appears press Ok to return to the device menu Step 3 To enable or disable notifications for an entire calendar day from 12 a ...

Page 45: ...d if the caller presses 0 after reaching your voice mailbox To add or modify your zero out number Step 1 Perform the steps in the Logging In To VoiceView Express section on page 33 to display the Personal Mailbox menu Step 2 From the Personal Mailbox menu choose My Options and press Select Step 3 From the My Options menu choose Zero Out Number and press Select The Zero Out Number window appears St...

Page 46: ... page 33 to display the Personal Mailbox menu Step 2 From the Personal Mailbox menu choose Administer Broadcast Msgs and press Select The Send Broadcast Messages menu appears Choose Local Location or All Locations Step 3 To record your message press Select say your message then press Stop The Send Broadcast Message window appears To cancel recording press Stop immediately then press Cancel Step 4 ...

Page 47: ...ild a recipient list Step 7 After adding an address press any of the following soft keys AddMore Return to Address by Number window and add another address to the recipient list Remove Remove address from list You cannot empty the list by removing the only recipient Cancel Cancel operation Record Switch on the microphone and begin recording Say your message then press Stop To cancel recording pres...

Page 48: ...ne year from now Then choose the month and press Select Choose the date and press Select Choose the hour and press Select Choose the minute and press Select This item is on the Set Start Time menu only Select End Time Display the next menu for ending this message at a future date and time up to one year from now Then choose the month and press Select Choose the date and press Select Choose the hou...

Page 49: ...ides a user with the option of activating the beep Prior to activating the Cisco Unity Express live record function check the laws of all applicable jurisdictions This is not legal advice and should not take the place of obtaining legal advice from a lawyer IN ADDITION TO THE GENERAL DISCLAIMER THAT ACCOMPANIES THIS CISCO UNITY EXPRESS PRODUCT CISCO ADDITIONALLY DISCLAIMS ANY AND ALL LIABILITY BOT...

Page 50: ...50 Cisco Unity Express 8 0 Voicemail User s Guide for Advanced Features OL 23857 01 Where to Go Next ...