AT&T AUDIX Voice Power R3.0 User manual

AUDIXVoice Power
System R3.0
Portable User’s Guide

Contents
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Basics . . . . . . . . . . . . . 1
What is AUDIX Voice Power? . . . . . . 1
About Your Dialpad . . . . . . . . . 2
Logging In . . . . . . . . . . . 3
Direct Login . . . . . . . . . . 4
Indirect Login . . . . . . . . . 5
Activity Menu . . . . . . . . . . 6
Changing Activities . . . . . . . . . 7
Changing Your Password . . . . . . . 8
Time-Saving Tips . . . . . . . . . 9
Retrieving Messages . . . . . . . . 11
Getting Your Messages . . . . . . . 12
Replying to a Message . . . . . . . . 13
Forwarding a Message With or Without
Comment . . . . . . . . . . . 15
What to do with Undelivered
Messages . . . . . . . . . . . 18
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Sending Messages . . . . . . . . . 19
Recording a Message . . . . . . . . 19
Addressing Messages to Individuals . . . . 21
Name Addressing . . . . . . . . . 23
Addressing Messages to Groups . . . . . 24
Reviewing the List of Recipients . . . . . 26
Mailing Lists . . . . . . . . . . . 27
Creating Mailing Lists . . . . . . . . 27
Scanning and Deleting Mailing Lists . . . . 30
Reviewing and Modifying Mailing
Lists . . . . . . . . . . . . . 31
Mailing List Suggestions . . . . . . . 33
Customizing Name and Greeting . . . . 35
Recording Your Name . . . . . . . . 35
Changing Your Greetings . . . . . . . 37
Recording Your Personal Greetings . . . . 37
Selecting the Greeting in Use . . . . . . 39
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Contents
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Troubleshooting . . . . . . . . . . 41
Mailbox Full . . . . . . . . . . . 41
Maintenance Mailbox . . . . . . . . 42
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Contents
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vi

Basics
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This section explains the information you need to get
started with AUDIX Voice Power, such as, how to log in.
What is AUDIX Voice Power?
AUDIX Voice Power has many features to help you in
your business environment.
•Call-Answer is your personal telephone answering
service. You can record your own greeting to callers
or have AUDIX Voice Power answer with your
extension number or name. The message-waiting
lamp on your telephone set (if it is equipped with one)
will light when you have new messages.
•Voice Mail allows you retrieve messages and to send
voice messages to one or more persons without
actually calling them. With voice mail, you create a
message and then address it to the appropriate
recipients. You can set up mailing lists to send a
verbal memo to the members of your work group, to
your department, or to any other group.
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Basics
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•AUDIX Voice Power has other services which are
implemented on a company-wide basis. For more
information on how other features of AUDIX Voice
Power, such as, automated attendant, message drop, or
information service can help increase communication
in your department, consult your system
administrator.
This guide will tell you how to use call-answer, voice
mail, and some other general features of AUDIX Voice
Power.
About Your Dialpad
The procedures in this document instruct you to press
specific buttons on the dialpad of your telephone.
In some cases, you are asked to press star *and another
button (for example, * D ). To do this, press *first
and let go; then press the other button.
At other times, you are asked to enter a number or series
of numbers followed by pound #. Press each number
and let go; then press #.
Note the letters that correspond to your dialpad numbers.
If your dialpad does not have letters, you need to translate
commands that use letters into their number equivalents.
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Basics
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Touch tone Letters
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2 ABC
3 DEF
4 GHI
5 JKL
6 MNO
7 PQRS
8 TUV
9 WXYZ
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Logging In
To listen to your messages or to send voice mail, you
must first identify yourself to the AUDIX Voice Power
system. The login procedure tells AUDIX Voice Power
who you are. You must enter a password so that AUDIX
Voice Power can verify that you are an authorized user of
the system. You can log in to AUDIX Voice Power from
any phone, inside or outside your company.
Depending on your system set up, you may be able to log
directly into AUDIX Voice Power or you may have to use
the indirect login procedure. Your system administrator
should tell you which procedure to use and provide you
with a telephone number and initial password to use. To
log in to AUDIX Voice Power, use one of the following
procedures.
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Basics
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Direct Login
The direct login procedure uses a special extension
number that takes you directly to the activity menu.
1. Dial the AUDIX Voice Power number and wait for
the system to answer.
2. Enter your own extension number followed by #.
Or, if you are calling from your own office phone,
just press #.
3. Enter your password followed by #.
You are now logged in to AUDIX Voice Power. AUDIX
Voice Power will present the activity menu. You may
select items from the activity menu by pressing
appropriate buttons on your telephone. For more
information, see the Activity Menu section.
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Basics
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Indirect Login
The indirect login procedure involves first accessing the
Call-Answer feature or the Automated Attendant feature
and then transferring to the AUDIX Voice Power activity
menu by dialing * R .
1. Dial the AUDIX Voice Power number and wait for
the system to answer. Either the Automated
Attendant or the Call- Answer feature will answer.
Press * R to log in.
2. Enter your own extension number followed by #.
3. Enter your password followed by #.
You are now logged in to AUDIX Voice Power. AUDIX
Voice Power will present the activity menu. You may
select items from the activity menu by pressing
appropriate buttons on your telephone.
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Basics
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Activity Menu
After you log in, AUDIX Voice Power recites the activity
menu. The selections on the activity menu are:
•Press 1to record messages: record, edit, address,
and send voice mail messages.
•Press 2to get messages: listen to, respond to, and
delete voice mail messages.
•Press 3to administer your name or greeting: record
or change your name or personal greeting, and select
whether your primary or alternate personal greeting or
the standard system greeting is to be used when
AUDIX Voice Power answers your incoming calls.
For more information, see the Customizing Name and
Greeting section.
•Press 5to administer your password or lists: create,
scan, and review voice mail addressing lists or change
your password.
•Press * T to transfer to another extension: saves
making a second call if you are calling from outside
the office.
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Changing Activities
You can leave an AUDIX Voice Power activity in the
following ways:
•To transfer from the activity menu to another
extension within your company, press * T , enter
an extension number (or name), and then press #.
You may only be able to transfer to other subscribers.
Check with your system administrator for transfer
restrictions. (For more information on name
addressing, see Name Addressing.)
•To return to the activity menu from an activity, press
* R . (You will be prompted when this feature is
available.)
•To have AUDIX Voice Power hang up before you
hang up, press **X. This will usually allow
you to make an additional call without re-entering
your credit card number if you are calling long
distance.
•To finish with AUDIX Voice Power, hang up.
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Basics
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Changing Your Password
Your password helps to ensure that only you can access
your messages. You use it each time you log in, and you
can change it as often as you wish. The first time you log
in to AUDIX Voice Power, use the password supplied by
your system administrator. To protect your privacy, you
should change this password immediately. To change
your password, follow these steps:
1. Choose a sequence of 5 to 9 digits as your new
password. You can have a numeric password, or
you can use the letters on the keys to spell
something—whatever is easiest for you to
remember.
2. Log in to AUDIX Voice Power.
3. Press 5to administer lists or your password.
4. Press 4to change your password.
5. Enter your new password followed by #.
6. Enter your new password again followed by #.
NOTE: Do not use the *or #keys in your password.
To ensure improved security, use five or more random
digits for your password. It is advisable for everyone to
have a unique password.
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Basics
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Time-Saving Tips
When you become skilled at using AUDIX Voice Power,
you will not need to listen to each complete voice
announcement. Here are some shortcuts that you can use
to save time.
•If you are calling AUDIX Voice Power from your
own extension, you do not need to enter your
extension number when you log in. Press #
immediately when prompted for your extension.
•You usually do not need to wait for a voice
announcement to finish. You can start pressing
buttons immediately once you know what you wish to
do.
•If you know the sequence of buttons to press for the
function you want, you may proceed without pausing
between button presses.
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Basics
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Retrieving Messages
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Your mailbox contains messages sent to you by other
AUDIX Voice Power subscribers and other callers inside
and outside your telephone system. When a message
arrives, AUDIX Voice Power notifies you by turning on
your telephone’s message-waiting lamp (if it is equipped
with one).
You can retrieve messages from any phone, inside or
outside your company.
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Retrieving Messages
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Getting Your Messages
Each message consists of a header and a body. The
header tells you when the message arrived and identifies
the caller (if the caller is an AUDIX Voice Power
subscriber calling from his or her own extension). The
body is the actual message left by the caller. To listen to
your messages, follow these steps:
1. Log in to AUDIX Voice Power.
AUDIX Voice Power will tell you how many
messages you have when you log in.
2. Press 2to get your messages.
AUDIX Voice Power plays the header of the first
message.
3. You then have the following options:
•Press 0to play the current message body.
— Press 3to pause during the message body.
— Press 3again to resume after the pause.
— Press 5one or more times to back up by 4
seconds for each press.
— Press 6one or more times to space
forward by 4 seconds for each press.
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Retrieving Messages
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— Press 1to reply or forward. See Replying
to a Message or Forwarding a Message or
Comment.
•Press 2 2 to go back to the previous
message header and message body.
•Press 2 3 to play the current message
header.
•Press #to skip to the next message header.
•Press * D to delete the current message and
go to the next message header.
Replying to a Message
If you receive a message from another subscriber and
wish to respond immediately, AUDIX Voice Power
allows you to record a reply that is sent back to the caller,
and you can then continue listening to your messages.
You can reply to a message directly only if the message is
from another subscriber; AUDIX Voice Power tells you
who (by name and/or extension) the message is from
while playing the header.
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Retrieving Messages
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To reply to voice mail messages, follow these steps:
1. While the message is playing, or after it has
finished, press 1to reply or forward the message.
2. Press 1to reply by voice mail to a message.
3. When prompted, press 9(Y) to attach the original
message.
Press 6(N) to send your reply only.
If the original is a forwarded message, a reply with
original attached, or a broadcast message, you will
not be able to attach it to your reply.
4. At the tone, speak your reply message.
5. Press 1to stop recording.
6. Press * # to approve the reply message.
Before approving the message, you have the
following options:
•Press 2 3 to listen to your reply message.
•Press 2 1 to rerecord your reply.
•Press * D to delete your reply.
When you approve the reply message, "delivery
scheduled" confirms that it has been sent.
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