Callware Technologies Callegra .UC, Manual

Page 1: ...Callegra UC Telephone Guide ...

Page 2: ...ons do not allow disclaimer of explicit or implicit warranties in certain situations Therefore this statement might not apply to you The contents of this document may not be duplicated by any means whether electronic graphic or mechanical including but not limited to photocopying recording taping or information recording and retrieval systems for any purpose but the original purchaser s personal u...

Page 3: ...ard Messages 6 Reply to Messages 7 Set Message Addressing Options 8 Use Email Features 9 Use Fax Features 10 Change Mailbox Setup Options 12 Set up Wakeup Calls 14 Set Notification Calls 16 Use Distribution Lists 18 Use Speed Dial 19 Restore Deleted Messages 20 Install Desktop Clients 21 Index 25 ...

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Page 5: ...ation Your Personal System Your administrator has set up a individualized system for your company This setup along with the capabilities of your telephone system affect the way you use the Callegra UC system The voice prompts you hear and the features available to you from the telephone interface depend on the prompts and features that are enabled or disabled for your mailbox Some prompts and feat...

Page 6: ...greeting It also guides you through entering a personal passcode The default passcode is 1234 Your voicemail access number ____________ Access Mailbox from an Outside Line Access Mailbox from Main Number Access Mailbox from Direct Line 1 Dial the company number 2 Press when the company greetingplays 3 Enter your mailbox number and passcode 1 Dial your direct line telephone number 2 Press when your...

Page 7: ...ave Message without Ringing Extension 1 Dial the voicemail access number 2 Enter your mailbox number if prompted 3 Enter your passcode 2 At the main greeting enter the mailbox number immediately followed by the key 1 Dia1 the company number ...

Page 8: ...t hear a chime tone If you hear this there is a new message or new messages in your mailbox Play Messages To play a message 1 From the Main menu press 7 to access the Voice Messages menu 2 Press 7 to play new messages or press 8 to play saved messages Save Messages To save a message 1 From the Main menu press 7 to access the Voice Messages menu 2 Press 7 to play a new message 3 Press 5 to keep the...

Page 9: ...the external phone number or press to enter a distribution list number Use Message Delivery Options After recording a new message replying to a message or forwarding a message choose from the following message delivery options Press 9 to deliver the message Press 7 to play the message Press 3 to discard and rerecord your message Press 5 to deliver to another mailbox not available when replying to ...

Page 10: ... From the Main menu press 7 to play the message 2 Press 2 to forward or reply to a message 3 Press 1 to forward the message 4 Enter the mailbox number to forward the message or press and distribution list number to forward the message to all members of the distribution list 5 optional Press 2 to record your additional comments and press when you are finished recording 6 Press 9 to forward the mess...

Page 11: ...message 3 Press 2 to answer the message 4 Record your reply and press when finished 5 Press 9 to deliver the message Your reply is delivered to the original sender s mailbox Reply to a Message with a Live Call If the sender s number is identified you can choose to transfer directly to the sender of the message To reply to a message with a live call 1 From the Main menu press 7 to play the message ...

Page 12: ...orks only for internal messages sent from one mailbox to another Press 2 to mark unmark the message Confidential If you mark a message Confidential it prevents the recipient from forwarding that message to another mailbox or distribution list Press 3 to mark unmark for Future Delivery If you mark a message for Future Delivery it lets you send a message that you want delivered at a later date and t...

Page 13: ...th large attachments until marked read within your email application Listen to Email Messages To listen to email messages from a telephone 1 Press 4 for the Email Messages menu 2 Press 7 to listen to new email messages or press 8 to listen to saved email messages Save and Delete Email Messages You can save and delete email messages on your IMAP server using the telephone To save or delete email me...

Page 14: ...on your desktop client machine To retrieve faxes through your email software check with your administrator Retrieve a Fax To retrieve a fax 1 From the Main menu press 3 for the Fax Messages menu 2 Press 7 to retrieve new faxes or press 8 to retrieve saved faxes Forward a Fax to Another Mailbox You can forward a copy of a fax to another mailbox To forward a fax 1 From the Main menu press 3 for the ...

Page 15: ...xes or press 8 to retrieve saved faxes 3 Press 7 to have the fax sent to you 4 Do one of the following Press 2 to have the fax sent to a fax machine fax modem and enter the area code and phone number where you want the fax delivered Press 1 if you are calling from a fax machine and your fax will be sent on the same call not recommended When you hang up the fax is sent Note Press 3to delete a fax ...

Page 16: ...the number of the greeting you want to record and record the greeting after the tone 6 Press 7 to play the greeting and enter the greeting number you wish to play Change Passcode To change your mailbox passcode 1 From the Main menu press 8 for User Options 2 Press 1 for Mailbox Setup 3 Press 2 for the Change Passcode menu to change the passcode 4 Press 3 to delete and enter a new passcode 1 2 or 4...

Page 17: ...tions 2 Press 1 for Mailbox Setup 3 Press 7 for the Edit Extension Number menu 4 Press 6 to change your extension number Assign Call Routing Options To assign a key to route callers to another voice mailbox 1 From the Main menu press 8 for User Options 2 Press 1 for Mailbox Setup 3 Press 4 for the Call Routing Options menu 4 Press 2 to change call routing options 5 Enter a key to assign to a mailb...

Page 18: ...en you must press 2 to deactivate that call Activate Deactivate the Wakeup Call Plan To activate or deactivate a wakeup call plan 1 From the Main menu press 8 for User Options 2 Press 4 for the Wakeup Call menu 3 Enter the wakeup call plan number 1 4 4 Press 2 to activate or deactivate the call Press 3to edit Wakeup number Press 4to edit Wakeup time Note Contact your administrator if you do not kn...

Page 19: ... play wakeup number Press 3 to change wakeup number and enter wakeup number Press 7 to play wakeup number Edit Play Wakeup Time 1 From the Main menu press 8 for User Options 2 Press 4 for the Wakeup Call menu 3 Enter the wakeup call plan number 1 4 4 Press 4 to edit wakeup time 5 Either change or play wakeup time Press 8 to change the wakeup time and enter wakeup time Press 7 to play wakeup time ...

Page 20: ...or all notification types Identify a specific telephone number where you want the notification sent for telephone or pager notifications only Activate Deactivate a Notification Plan To activate deactivate a notification plan 1 From the Main menu press 8 for User Options 2 Press 3 for Notification Calls menu 3 Enter the number of the notification plan you wish to activate or deactivate 4 Press 2 to...

Page 21: ...ou can change your notification time setting To change the notification time 1 From the Main menu press 8 for User Options 2 Press 3 for Notification Calls menu 3 Enter the number of the notification plan you wish to activate or deactivate 4 Press 4 to edit the notification time 5 Follow the prompts to play or set the notification start and end times 6 Press 8 to change your notification time Rece...

Page 22: ...ibution list 1 From the Main menu press 8 for User Options 2 Press 2 for the Distribution List menu 3 Press 2 to add or edit a distribution list 4 Enter the number 0 47 of the list you want to create or edit and press 5 Press 2 to record the list name while you are editing a list or Press 6 to add a mailbox to the list Listen to a Distribution List Member List When a distribution list exists you c...

Page 23: ...ss 7 to play speed dial index number Press 3 to delete a speed dial index number Press 2 to add or edit a speed dial number a Enter a speed dial index number any single digit number 0 9 or the characters or Double digit numbers are not allowed b Enter your destination number up to 50 digits Use Speed Dial Numbers To use a speed dial number 1 From the Main menu press 1 to use Speed Dial 2 Enter the...

Page 24: ... messages 4 Browse through your deleted messages using 6 to skip to the next message if desired to locate the message you want to restore 5 Press 5 to restore the message The message is brought back to its original state such as Saved with its original date and time Note Once the maintenance routine is run it will delete the message again if its retention time is exceeded If you want to permanentl...

Page 25: ...k Run CallegraINBOX for Outlook Setup 1 Obtain from your administrator the server name The server name is the name of the computer that holds Callegra Client Services 2 Ensure all prerequisites are installed 3 Insert Callegra UC CD1 DVD 4 From the Autostart menu select CallegraINBOX for Outlook to start the installation 5 When prompted enter the server name you received from your administrator Pre...

Page 26: ...t up by your administrator on a server There is no additional desktop client software to install To access CallegraWEB 1 From Internet Explorer 6 0 enter the URL specified for CallegraWEB supplied from your administrator 2 When prompted enter your Box Number extension and Passcode If you want to avoid logging in next time you open CallegraWEB within Internet Explorer select the Remember My Credent...

Page 27: ...tor or Power User rights on your Windows machine to ensure a successful installation 2 Obtain from your administrator the server name The server name is the name of the computer that holds Callegra Client Services 3 Within CallegraWEB select Tools Download 4 Select FaxSetup exe and save to a local location 5 Run the installation 6 When prompted enter the server name you received from your administ...

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Page 29: ...t additional options 8 set Message Address Options 8 C call assign routing options 13 D distribution lists create 18 how to use 18 listen to user list 18 E Email delete 9 find out message number 9 listen to messages 9 save 9 use telephone to access 9 extension change number 13 F fax fax forward 10 have fax sent 11 how to use 10 retrieve 10 forward a message 6 G greetings change 12 I individualized...

Page 30: ...e attach comment to forwarded message 6 create 5 forward 6 Message Address Options Confidential 8 Future Delivery 8 Return Receipt 8 play 4 record 5 reply to 7 restore deleted 20 send 5 Message Address Options set additional options 8 N name change 12 13 notification activate 16 change number 17 change time 17 receive 17 set 16 P passcode change 12 13 S Speed Dial Numbers set up 19 to dial 19 use ...

Page 31: ...27 deactivate 14 play settings 14 set 14 ...

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Page 33: ... Menu 2 7 6 3 9 Play Deleted Messages 7 Check New Emails 4 After Playing Messages Enter Mailbox Number Reach an Operator 0 After Entering List Number 0 47 Access New Message Access Saved Message Previous Menu 7 8 9 Possible Options Forward Message Answer the Message Transfer to Sender Previous Menu 1 2 3 9 After Recording Play Again Restore Message Skip to Previous Message Play Message Time and Da...