Lucent Technologies INTUITY Voice/FAX Messaging User manual

INTUITY™
Voice/FAX Messaging User’s Guide
585-310-733
Comcode 107731481
Issue 2
February 1996

Copyright 1998, Lucent Technologies
All Rights Reserved, Printed in U.S.A.
Notice
Every effort was made to ensure that the information in this book was
complete and accurate at the time of printing. However, information is
subject to change.
Your Responsibility for Your System’s Security
Toll fraud is the unauthorized use of your telecommunications system by
an unauthorized party, for example, persons other than your company’s
employees, agents, subcontractors, or persons working on your com-
pany’s behalf. Note that there may be a risk of toll fraud associated with
your telecommunications system and, if toll fraud occurs, it can result in
substantial additional charges for your telecommunications services.
You and your system manager are responsible for the security ofyour sys-
tem, such as programming and configuring your equipment to prevent
unauthorized use. The system manager is also responsible for reading all
installation, instruction, and system administration documents provided
with this product in order to fully understand the features that can intro-
duce risk of toll fraud and the steps that can be taken to reduce that risk.
Lucent Technologies does not warrant that this product is immune from or
will prevent unauthorized use of common-carrier telecommunication ser-
vices or facilities accessed through or connected to it. Lucent Technolo-
gies will not be responsible for any charges that result from such
unauthorized use.
Lucent Technologies Fraud Intervention
If you suspect that you are being victimized by toll fraud and you need
technical support or assistance, call Technical Service Center Toll Fraud
Intervention Hotline at 1 800 643-2353.
Lucent Technologies Web Page
The world wide web home page for Lucent Technologies is:
http://www.lucent.com
Federal Communications Commission Statement
Part 15: Class A Statement. This equipment has been tested and found
to comply with the limits for a Class A digital device, pursuant to Part 15
of the FCC Rules. These limits are designed to provide reasonable pro-
tection against harmful interference when the equipment is operated in a
commercial environment. This equipment generates, uses, and can radi-
ate radio-frequency energy and, if not installed and used in accordance
with the instructions, may cause harmful interference to radio communi-
cations. Operation of this equipment in a residential area is likely to
cause harmful interference, in which case the user will be required to cor-
rect the interference at his own expense.
Part 68: Answer-Supervision Signaling. Allowing this equipment to be
operated in a manner that does not provide proper answer-supervision sig-
naling is in violation of Part 68 Rules. This equipment returns answer-
supervision signals to the public switched network when:
• Answered by the called station
• Answered by the attendant
• Routed to a recorded announcement that can be administered by
the CPE user
This equipment returns answer-supervision signals on all DID calls for-
warded back to the public switched telephone network. Permissible
exceptions are:
• A call is unanswered
• A busy tone is received
• A reorder tone is received
Ordering Information
Call: Lucent Technologies BCS Publications Center
Voice 1 800 457-1235 International Voice 317 322-6791
Fax [phone] International Fax [phone]
Write: Lucent Technologies BCS Publications Center
2855 N. Franklin Road
Indianapolis, IN 46219
Order: Document No. 585-310-733
Comcode 107731481, Issue 2, February 1996
For additional documents, refer to the section in “About This Document”
entitled “Related Resources.”
You can be placed on a standing order list for this and other documents
you may need. For more information on standing orders, or to be put on a
list to receive future issues of this document, contact the Lucent Technol-
ogies Publications Center.
Acknowledgment
This document was prepared by the Product Documentation Develop-
ment, Lucent Technologies, Denver, CO.

iii
Contents
■Welcome 1
■Call Answering 1
■Voice Mail 1
■FAX Messaging 1
■Intuity Advantages 2
■Voice Prompts and Help 2
■Terms and Concepts 3
Activity Menu 3
Address 3
Address Before Record (ABR) 4
Autodelete 4
Autoprint 4
Header 4
Mailbox 5
Personal Fax Extension 6
■How to Navigate Your Mailbox Options 7
■How to Log In 9
Creating or Changing Your Password 10
Recording Your Name 11
Creating Your Personal Greeting 12
Recording Your Basic Greeting 12
Composing a Single Voice-fax Extension Greeting 13

iv
Contents
Composing a Greeting If You Have a
Personal Fax Extension 13
■How to Record and Send Messages 14
Setting Addressing Options 15
Selecting Delivery Options 15
Creating and Sending a Fax-only Message (ABR on) 16
Creating and Sending a Voice Message (ABR on) 17
Creating and Sending a Voice Message (ABR off) 19
Creating and Sending a Voice-fax Message (ABR on) 21
Sharing Fax Machines 23
■How to Get and Respond to Messages 23
Listening to a Message Header 23
Responding to a Message 24
Printing a Fax 24
Acting on a Header or Message 25
Scanning Messages Quickly 26
■How to Create and Use Multiple Personal Greetings 26
Call Types 27
Defining Call Types (the first time) 27
Changing Call Type Definition 28
Assigning Greetings to Call Types 29
Activating Previously Recorded Greetings 29
Scanning All Greetings 30

v
Contents
■How to Access Outgoing or Filed Messages 32
Accessing Outgoing Messages 32
Selecting a Message 32
Modifying a Message 33
Re-sending a Message 34
■How to Create Mailing Lists 35
Creating a List 35
Deleting Addresses from a List 36
Scanning List Summaries 37
Reviewing and Modifying a List 38
■How to Create a Personal Directory 39
Creating and Appending a Directory 39
Reviewing and Deleting Entries from a Directory 40
■How to Use Directory Assistance 41
■How to Leave a Call Answer Message 42
■Command Summary 44
■Tips and Highlights 45
General Message Handling 45
Leaving Messages When No One Answers 47
Sending Voice Mail 47

vi
Contents

1
Welcome
INTUITYTM Voice/FAX Messaging is a powerful call answer, voice mail, and fax-
message system. Besides sending and receiving voice mail, you can send,
receive, forward, and voice annotate faxes.
Call Answering
INTUITY Voice/FAX Messaging answers calls when you are unavailable or too
busy to answer your telephone. Callers may then leave messages in your
voice “mailbox.” Later, you can access your mailbox to get those messages.
Voice Mail
INTUITY Voice/FAXMessaging lets you record voice and voice-fax messages in
advance and send them directly to the mailboxes of other system users without
actually calling their telephones.
Conversely, other users can record and send voice mail messages and voice-
fax messages directly to your mailbox. When convenient, you can access your
mailbox to get those messages.
FAX Messaging
INTUITY Voice/FAXMessaging lets you send, receive, and voice annotate faxes.
You can forward, voice annotate, and re-send received faxes; or direct faxes to
printers, PCs, or LAN fax servers.
You can send or forward a fax to any address within your system (and append
a voice message to the fax if you choose); or you may elect to send or forward
only a fax to an address outside your system. You can send or forward faxes
to internal extensions, by using system mailing lists, and/or
to external
numbers, by addressing your fax messages individually.

2
Intuity Advantages
INTUITY Voice/FAX Messaging provides four key voice and fax advantages:
Voice Prompts and Help
INTUITY Voice/FAXMessaging voice prompts tell you what to do at every step in
a task. Once you have selected the appropriate Activity Menu option, you can
rely solely on the voice prompts to figure out what to do.
To find help at any time, press . The voice prompts define what step
you’re on and what your options are.
To return to the Activity Menu, press ( ).
Mobility You can access your voice, fax, and voice-fax
messages from anywhere.
You can retrieve a fax from your mailbox and have it
printed anywhere a fax machine is available.
With compatible fax software and a modem, you can
access and download faxes to a PC or laptop
computer for later use.
Convenience You can retrieve your voice, fax, and voice-fax
messages from your desktop, from your home office,
from anywhere in the country, or from across theworld.
You can also retrieve your voice, fax, and voice-fax
messages any
time you want.
Privacy You control when and where a voice or fax message is
retrieved, and where a fax is printed, so you can be
sure that it ends up in your hands only.
Security Only you can retrieve your voice, fax, and voice-fax
messages using your password-protected login to
access your mailbox.
*H
*R*7

3
Terms and Concepts
Activity Menu
After you log into the system, you have six principal keypad activities,
represented by the Activity Menu graphic below. As you press keys in the
Activity Menu to access the principal functions, you move to different menu
levels and the keys change meaning.
Address
A telephone number (usually an extension) or a name specified for an outgoing
voice, fax, or voice-fax message (equivalent to an address on a letter).

4
Address Before Record (ABR)
A user-selected option (on/off) that defines whether a message is addressed
before it is created, or created before it is addressed.
Autodelete
A user-selected option (on/off) that defines whether the system automatically
removes faxes from the mailbox as they are printed.
Autoprint
A user-selected option (on/off) that defines whether the system automatically
sends faxes to a designated fax printer.
Header
A summary of an incoming voice, fax, or voice-fax message (equivalent to a
return address and postmark on a letter). It includes the length of the message
in minutes and/or seconds, and a page count for fax messages. The three
header types are:
Voice message
“Message from Norman Bates, received 7:34 AM, Friday, April seventh, 70
seconds, extension 77956.”
Fax message
“Fax call from extension 40668, received 1:22 PM, Thursday, August third, 4
pages.”
Voice-fax message
“Voice and fax message from Eileen Dover, received 3:16 PM, Monday,
December twelfth, 45 seconds, 3 pages, extension 75433.”

5
Mailbox
Your personal storage area for incoming and outgoing voice, fax, or voice-fax
messages and headers.
Your incoming and outgoing voice, fax, or voice-fax messages are stored in
categories according to their status. The system keeps incoming messages
until you delete them or until an automatic deletion date. Because space is
limited, it is wise to review and delete messages regularly.
Incoming Messages (received by you)
Voice Message A voice-only transmission.
Fax Message A fax-only transmission.
Voice-Fax Message A fax transmission annotated with a voice
message.

6
Outgoing Messages (sent by you)
Personal Fax Extension
If you receive frequent faxes, or use your telephone extensively, your system
administrator may set up a second fax-only extension, your
personal fax
extension
.
A personal fax extension has these characteristics:
■It stores faxes only.
■It doesn’t accept voice messages.
New Fax, voice, or voice-fax messages you haven’t
retrieved.
Unopened Fax, voice, or voice-fax message headers to
which you've listened, but have not yet listened
to the message itself.
Old Fax, voice, or voice-fax messages to which
you've listened or printed, but haven’t deleted.
Accessed Fax, voice, or voice-fax messages delivered and
listened to by the recipient.
Undelivered Fax, voice, or voice-fax messages not yet sent but
scheduled for future delivery. You can listen to, re-
address, and re-record these messages any time
before delivery.
Undeliverable Fax, voice, or voice-fax messages that could not be
delivered, normally because the intended recipient's
mailbox is full. You can listen to, re-address, and re-
record these messages.
Filed Copies of outgoing fax, voice, or voice-fax messages
that you’ve saved to re-send and/or modify.

7
■The system sends faxes and the fax portion of voice-fax messages to
this extension automatically. Fax headers are stored in your primary
mailbox.
■Fax-only messages addressed to your fax extension do not ring your
telephone.
■Fax-only messages addressed to your fax extension do trigger your
message light.
■Activity Menu access to your personal fax extension and your personal
mailbox extension is the same—the system
does not separate them.
■You cannot create a greeting for your personal fax extension; it is set by
the system. Example: “Fax extension for (your name). Press START on
your fax machine now.”
NOTE:
If you do not have a personal fax extension, you have a single
number for both voice and fax messages. Because of the system
memory demands of fax messaging, you are urged to act on fax,
voice, or voice-fax messages immediately to clear them from your
mailbox. Your system administrator establishes your mailbox
memory size.
How to Navigate Your Mailbox
Options
Of the principal Activity Menu activities, Personal Mailbox Options affects
the entire system more than any other. Mailbox Options contain the Subscriber
(user) Administration submenu, from which you select and define the
conditions that control mailing lists, personal directories, fax printing,
password, account names, and call answer options. Each submenu choice is
explained in greater detail in subsequent sections of this booklet.
5

8
To select and set your personal mailbox options, you will press from the
Activity Menu, and select from these submenus:
1. Mailing list submenu
2. Personal directory submenu
3. Fax option submenu
4. Password
5. Account name
6. Addressing options submenu
7. Call answer options
One personal mailbox option is not explained later, 7 1 call-answer on/off. If
you are away from your telephone for extended periods (illness, vacation,
sabbatical, etc.), you may wish to turn your call answer capability off so your
mailbox doesn’t fill up. To administer your call answer options, see 7 above.
To create a list
To scan an existing list
To modify a list
To create a directory
To review a directory
Select a default print number
Y or N Turn autoprint on or off
Select autodelete
Y or N Turn autodelete on or off
Address before record (ABR) on or off
Call answer on/off
5
1
2
3
1
2
1
9
1
1

9
NOTE:
Because the system doesn’t signal a caller that call answer is off,
compose a greeting that tells callers when call answer is disabled
and, if you wish, other options for reaching you.
How to Log In
Your system administrator establishes your extension or telephone number and
a default password for login and assigns a system mailbox-access number,
your
system extension .You should receive directions specific to your system
prior to logging in.
After you dial the system extension and enter your extension and the default
password, you are at the Activity Menu. The system voice prompts tell you
what to do and what your options are. At any time, press ) to get
information about your current options. *H*4

10
Creating or Changing Your Password
After logging in to your mailbox the first time, replace the default password with
your personal password.
To change your password any time after logging in:
1. Press from the Activity Menu.
2. Enter new password (up to 15 digits) and press .
3. Re-enter new password and press .
!CAUTION:
To ensure the security of your messages and the system, do not use a
password that uses:
■Ascending or descending digits (for example, 1234 or 4321)
■The same digits (for example 0000)
■Digits corresponding to your name or initials (for example, 5646
for John)
■The current year (for example, 1993)
■The same number as your extension (for example, extension
3455, password 3455)
■A reverse extension (for example, extension 3455, password
5543)
■Numbers that identify you, such as your social security number,
employee ID, room number, or department
■A programmable function key or speed-dial key.
NOTE:
Change the default password to your personal password immediately
after you log in to the system the first time.
5 4
#
#

11
Recording Your Name
Record your name to replace the system greeting for your mailbox. Callers
hear your voice speaking your name and feel comfortable about leaving
messages.
You can record your name any time after logging in.
1. Press from the Activity Menu.
2. Say your name after the tone.
3. Press
4.
(Optional)
Press one of the following:
to re-record (return to step 2).
to play back.
5. Press to approve.
NOTE:
This capability may not be available on your system.
☞Tips
Usually, you don’t have to wait for the voice prompts; you can dial through
them to enter a command, without waiting, from anywhere in the system.
You can’t dial through error messages and important announcements the
system wants you to hear. When you try to dial through prompts at these times,
you hear a beep.
After leaving a call answer message for someone else, access your own voice
mailbox by pressing ( ).
5 5
1
1
2 3
#
*R*7

12
Creating Your Personal Greeting
Your system allows you to record and store several personal greetings, each
for a specific situation. You can manually activate each greeting as needed
(basic mode), or you can keep a number of greetings active at once. See “How
to Create Multiple Personal Greetings.”
Recording Your Basic Greeting
1. Press from the Activity Menu.
2. Listen to a summary of active greetings.
3. Press to record or re-record a greeting.
4. Enter a number (1 to 9) for the greeting.
5. Speak greeting at the tone.
6.
(Optional)
To edit your greeting:
Press to stop recording or pause.
Press one of the following:
7. Press to approve.
8. Do one of the following:
■Press to leave the greeting inactive.
■Follow the prompts to activate the greeting.
Continue recording.
Play back.
( ) Delete (and begin again).
3
1
1
1
2 3
*D*3
#
#

13
Composing a Single Voice-fax Extension
Greeting
Fax messaging is a new capability and many callers will be unfamiliar with it at
first. Callers will find it helpful if you record a greeting that briefly instructs them
about your fax messaging.
Explain
how to transmit a fax:
“This is Richard Hyatt at Gobels & Nixon. I’m away from my desk; please
leave a message at the tone. If you want to include a fax with your
message, press START on your fax machine when you finish speaking. If
you want to send
only a fax, press START on your fax machine now .”
Composing a Greeting If You Have a
Personal Fax Extension
While it is a true mailbox, a personal fax extension also acts as a storage site to
reduce the memory limits of a single voice-fax extension for users who receive
many faxes.
Callers
cannot address voice messages to your personal fax extension.
■A personal fax extension stores faxes only. If you have a personal fax
extension, the system automatically sends faxes to this extension.
■Fax messages addressed to your fax extension do not ring your
telephone.
■Fax messages addressed to your fax extension do trigger your
message light.
■Like voice-mail headers and voice messages, fax headers addressed to
your personal fax extension are stored in your primary mailbox.
■In the case of a voice-fax message, a caller must address the message
(both fax and voice) to your primary mailbox.

14
If you have a personal fax extension, you may want to list your extension on
your business card or company stationery and/or instruct callers to send faxes
to your fax-only number.
Instructional greeting if you have a personal fax extension:
“This is Diane Downer at the Commander Heater Company. I’m unable
to take your call; please leave a message at the tone. If you want to send
me a fax, please call my fax number at 332-3626.”
How to Record and Send
Messages
Sending faxes and creating and sending voice and voice-fax messages are
similar in all respects but one — to send a fax, you must access the system
from the fax machine from which you wish to transmit.
You can record a voice message and attach it to a fax in two ways:
■From the system fax machine from which you wish to transmit.
■From any telephone from which you can access your mailbox. See
“Sharing Fax Machines.”
NOTE:
Advanced fax users will quickly note that a fax can be transmitted in the
manual send mode from a modem-enabled PC running compatible
facsimile software. To do so, a user should follow the conventions set
forth in the fax software user instructions. It is strongly recommended
that users address software concerns with system administration
before
attempting to transmit a fax from a PC.