Callware Technologies UC User manual

Callegra .UC Telephone Guide

ii
Legal Notice
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Trademark Information
Callegra, CallegraINBOX for Microsoft Outlook, CallegraFAX,
CallegraREPORTER, CallegraTTS (Text To Speech) CallegraVOICE
(voice recognition), Callegra .UC, Callegra .UM, CallegraWEB, and
Solo VoiceMail are trademarks or registered trademarks of Callware
Technologies, Inc.
Copyright © 2003 Callware Technologies, Inc. All rights reserved.
U.S. Pat. No. 5,799,307 with international patents pending.
All other trademarks are the property of their respective owners.
SKU:LN-95079-025

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Contents
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Access Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Play Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Record and Send Messages . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Forward 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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1
Welcome
Welcome to your Callegra .UC Unified Communications system.
As a mailbox owner, you can use unified communication features from
the telephone, from a desktop client —CallegraINBOX for Outlook—
or Internet client—CallegraWEB.
This booklet guides you through your system’s telephone interface,
helping you set up and use the voice messaging system in an easy,
straightforward manner.
It also provides setup instructions for installing desktop client software.
See “Install Desktop Clients”on page 21. For more information about
using these desktop clients, see the online help available after
installation.
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 features are not available by default. Some examples
of these include: fax, notification, speed dial, wakeup call, urgent
message option, caller message editing, distribution list control, call
routing, and message broadcast.
Ask your administrator to enable a prompt or feature if needed. If you
are a Callegra .UC Power User, you can enable some of these features
within CallegraINBOX for Outlook or CallegraWEB.

2
Access
Mailboxes
You can access your mailbox from outside or inside your company. See
your administrator for the number and specific company instructions.
The first time you access your mailbox, a tutorial helps you record your
mailbox name and 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 thecompany
number. 2. Press #when the company
greeting plays.
3. Enter your
mailbox number
and passcode.
1. Dial your direct-
line telephone
number.
2. Press *when
your mailbox
greeting plays.
3. Enter your
passcode.

3
Access Mailbox from an Inside Line
Leave 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.

4
Play Voice
Messages
When you access your mailbox, you hear the number of new voice/fax
messages you have received, followed by the number of saved voice/fax
messages.
When you return to the Main menu, you might 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 7to access the Voice Messages menu.
2. Press 7to play new messages or press 8to play saved messages.
Save Messages
To save a message:
1. From the Main menu, press 7to access the Voice Messages menu.
2. Press 7to play a new message.
3. Press 5to keep the message.

5
Record and
Send
Messages
You can make new messages for other mailbox owners, entire
distribution lists, or even outside telephone numbers. See“Use
Distribution Lists”on page 18 for more information.
Make a Message
To make a new message:
1. From the Main menu, press 6to make a new message.
2. If prompted, select 1to enter an internal mailbox extension number
or select 2to enter an external call.
3. Enter a mailbox extension number, 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 9to deliver the message.
•Press 7to play the message.
•Press 3to discard and rerecord your message.
•Press 5to deliver to another mailbox (not available when replying
to a message).
•Press 2to add a comment to the existing message.
•Press 6to access message addressing options.
•Press 4to cancel the destination mailbox number (not available
when replying to a message).
•Press 1to cancel making a message.

6
Forward
Messages
You can forward any non-confidential message in your mailbox to
another mailbox or distribution list.
You can add comments to the original message if desired. When
someone plays your forwarded message, your added comments are
played first, followed by the original message.
Forward a Message
To forward a message:
1. From the Main menu, press 7to play the message.
2. Press 2to forward or reply to a message.
3. Press 1to 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 2to record your additional comments and press #
when you are finished recording.
6. Press 9to forward the message.
A copy of the current message with recorded comments is forwarded
to the specified mailbox or distribution list members’boxes.

7
Reply to
Messages
The reply feature allows you to answer a message to the sender without
addressing it. You can reply to messages sent from mailboxes within the
Callegra .UC system, but not to messages left from outside callers.
Reply to or Answer a Message
To reply to or answer a message:
1. From the Main menu, press 7to play the message.
2. Press 2to forward or reply to a message.
3. Press 2to answer the message.
4. Record your reply and press #when finished.
5. Press 9to 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 7to play the message.
2. Press 2to forward or reply to a message.
3. Press 3to transfer to sender of message with a a live call.
4. Wait for the telephone to ring and for someone to answer your call.

8
Set Message
Addressing
Options
You can set the following options for message delivery before you send,
forward, or reply to a message.
Set Message Addressing Options
After you record a message, but before you deliver it, you can set
message addressing options. To set the message addressing options:
1. Press 6for Message Addressing Options.
2. Select one or more of the following:
•Press 1to request/remove a Return Receipt.
A Return Receipt lets you receive notice when a recipient has
received and played the message you have sent. This works only
for internal messages sent from one mailbox to another.
•Press 2to mark/unmark the message Confidential.
If you mark a message Confidential, it prevents the recipient
from forwarding that message to anothermailbox or distribution
list.
•Press 3to 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 time. You
must enter two digits for each Future Delivery month and day.
For example, for July 8th, enter “07”for the month and “08”for
the day. You must enter time settings in 24-hour format. For
example, for 1:30 p.m., when prompted first enter the hour as
“13,”then enter the minutes as “30.”
Note These options are not available for fax addressing.

9
Use Email
Features
You can find out how many email messages you have and listen to new
or saved messages from a telephone. You can also save and delete
emails from the telephone on your IMAP server. Most enterprise email
systems are IMAP compatible.
Find out Number of Email Messages
To find out how many existing or new email messages you have, press
4for the Email Messages menu. CallegraTTS does not account for
emails with large attachments until marked “read”within your email
application.
Listen to Email Messages
To listen to email messages from a telephone:
1. Press 4for the Email Messages menu.
2. Press 7to listen to new email messages or press 8to 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 messages from a telephone:
1. From the Main menu, press 4for the Email Messages menu.
2. Press 7to listen to new email messages or press 8to listen to
saved email messages.
3. Press 5to save or press 3to delete an email message.

10
Use Fax
Features
You can find out if you have a fax, save it, forward it to a mailbox, fax
machine, or email account, or delete it from your mailbox.
You can access faxes from your telephone and computer only if your
company system has CallegraFAX, which is an add-on product
available separately. You can also create and send new faxes from your
desktop client when CallegraFAX Print Driver is installed 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 3for the Fax Messages menu.
2. Press 7to retrieve new faxes or press 8to 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 3for the Fax Messages menu.
2. Press 7to retrieve new faxes or press 8to retrieve saved faxes.
3. Press 2to forward the fax.
4. Enter the destination mailbox number.
5. Press 9to deliver the fax or press 1to cancel.

11
Have a Fax Sent to Fax Machine/Modem
You can have a fax sent to a fax machine or a fax modem. To have fax
sent:
1. From the Main menu, press 3for the Fax Messages menu.
2. Press 7to retrieve new faxes or press 8to retrieve saved faxes.
3. Press 7to have the fax sent to you.
4. Do one of the following:
•Press 2to 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 1if 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.

12
Change
Mailbox
Setup
Options
You can use the following options to change your mailbox setup.
For information about setting up Speed Dial Index numbers, see “Use
Speed Dial Numbers”on page 19.
Change Greetings
To change your greeting:
1. From the Main menu, press 8for User Options.
2. Press 1for Mailbox Setup.
3. Press 1for the Change Greeting menu.
4. Press 3to discard and rerecord the greeting.
5. Press the number of the greeting you want to record and record the
greeting after the tone.
6. Press 7to 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 8for User Options.
2. Press 1for Mailbox Setup.
3. Press 2for the Change Passcode menu to change the passcode.
4. Press 3to delete and enter a new passcode (1, 2, or 4 digits long).
5. Enter the new passcode again. The new passcode is then played.
Note During the time you are recording your greetings, your mailbox
will not play a greeting for calls coming into your mailbox.

13
Change Mailbox Name
To change your mailbox name:
1. From the Main menu, press 8for User Options.
2. Press 1for Mailbox Setup.
3. Press 3to change the mailbox name.
4. Press 3again to discard current name and record a new one.
5. Press 7to play the mailbox name.
Change Your Extension
To change the extension number:
1. From the Main menu, press 8for User Options.
2. Press 1for Mailbox Setup.
3. Press 7for the Edit Extension Number menu.
4. Press 6to 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 8for User Options.
2. Press 1for Mailbox Setup.
3. Press 4for the Call Routing Options menu.
4. Press 2to change call routing options.
5. Enter a key to assign to a mailbox number.
6. Enter the mailbox number.
While listening to your greeting, callers can transfer to another box by
pressing the key specified for that mailbox.

14
Set up
Wakeup Calls
You can set up wakeup calls to call you at a specific numbers and times.
Wake up calls can function as alarm clocks or appointment reminders.
When you answer a Wakeup call, you hear, “This is your wakeup call.”
Then you must press 2to deactivate that call.
Activate/Deactivate the Wakeup Call Plan
To activate or deactivate a wakeup call plan:
1. From the Main menu, press 8for User Options.
2. Press 4for the Wakeup Call menu.
3. Enter the wakeup call plan number (1 - 4).
4. Press 2to activate or deactivate the call.
•Press 3to edit Wakeup number.
•Press 4to edit Wakeup time.
Note Contact your administrator if you do not know your wakeup call
plan number.

15
Edit/Play Wakeup Number
1. From the Main menu, press 8for User Options.
2. Press 4for the Wakeup Call menu.
3. Enter the wakeup call plan number (1 - 4).
4. Press 3to edit wakeup number.
5. Either change or play wakeup number:
•Press 3to change wakeup number and enter wakeup number.
•Press 7to play wakeup number.
Edit/Play Wakeup Time
1. From the Main menu, press 8for User Options.
2. Press 4for the Wakeup Call menu.
3. Enter the wakeup call plan number (1 - 4).
4. Press 4to edit wakeup time.
5. Either change or play wakeup time.
•Press 8to change the wakeup time and enter wakeup time.
•Press 7to play wakeup time.

16
Set
Notification
Calls
The Notification feature allows you to:
•Receive notification from your telephone, email, or pager when you
receive new voice/fax messages.
•Have as many as four different notification plans.
•Schedule a specific time period for 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 8for User Options.
2. Press 3for Notification Calls menu.
3. Enter the number of the notification plan you wish to activate or
deactivate.
4. Press 2to activate or deactivate the notification plan.