Mitel Speech Server User manual

ATTENDANT / UNIFIED MESSAGING USER GUIDE

NOTICE
THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY. The
information contained in this document is believed by Mitel Networks to be accurate as of the date
of its publication and is subject to change without notice. Mitel Networks assumes no responsibility
for any errors or omissions in this document and shall have no obligation to you as a result of
having made this document available to you or as a result of the information it contains.
No part of this document can be reproduced or transmitted in any form or by any means -
electronic or mechanical - for any purpose without written permission from
Mitel Networks Corporation.
The following are trademarks of their respective companies or organizations:
Mitel Networks is a trademark of Mitel Networks Corporation.
Microsoft and Windows are trademarks of Microsoft Corporation.
All other names and products herein are trademarks of their respective companies and are
hereby acknowledged.
Mitel Networks Speech Server Release 4.5
June 2003
© Copyright 2003, Mitel Networks Corporation.
All Rights Reserved

iii
Table of Contents
GettingStarted...............................................................1
PurposeofthisGuide ......................................................1
About Mitel Networks™ Speech Server . .......................................1
Benefits of the System . . ....................................................2
ListofFeatures ...........................................................3
Enrolling on the System . ....................................................4
Logging In ...............................................................5
RecordingYourPrimaryGreeting .............................................6
Changing Your Name Recording . .............................................6
SettingYourPersonalPreferences ............................................7
AccessingyourPersonalWebPage ........................................8
Changing Your PIN . . ...................................................10
ProgrammingYourNumbers .............................................10
SettingYourForwardingOptions ..........................................11
SettingyourPersonalOperator ...........................................12
Setting the Prompt Language . ............................................12
SettingtheMessagingOptions............................................13
SettingtheNotificationSettings ...........................................13
Setting Personal Preferences with the Phone ................................14
Creating Your Personal Directory ............................................14
About Your Personal Directory ............................................14
CreatingandModifyingContacts ..........................................15
Managing Your Contact List ................................................15
RecordingContactNames ...............................................16
TestingContactNames .................................................17
UsingSpeechCommands.....................................................18
Barge-in ................................................................18
ExpertMode ............................................................18
Speaking Tips . . .........................................................18
UniversalVoiceCommands ................................................19
Navigating through the Applications ..........................................20
Managing Calls . .........................................................20
PlacingaCall .........................................................20
CancelingaCall .......................................................23
TransferringaCall .....................................................23
ForwardingCalls.......................................................23
CheckingaPhoneNumber ..............................................25
CallingtheOperator ....................................................25
Changing the Language .................................................25
ManagingMessages......................................................26
PlayingMessages .....................................................26
ReplyingtoMessages .....................................................28
ForwardingMessages .....................................................29
ForwardingaMessagetoAnotherPerson...................................29
ForwardingaMessagetoaFaxMachine....................................29

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Delivering Messages ......................................................30
MakingandDeliveringaMessage .........................................30
Managing Faxes . . .......................................................31
PlayingaFax .........................................................31
ForwardingaFax ......................................................31
PrintingaFax .........................................................31
Managing Appointments . . . ................................................32
CreatingAppointments ..................................................32
Changing Appointments . ................................................33
Deleting Appointments . . ................................................33
Managing Meeting Requests ................................................34
Creating Meeting Requests ..............................................34
Changing the Date/Time . ................................................35
Changing the Attendees . ................................................35
CancelingMeetings ....................................................35
Receiving Meeting Requests . . . ..........................................36
Declining Meeting Requests ..............................................36
Accepting Meeting Requests . . . ..........................................36
Checking Your Calendar . . . ................................................37
CheckingEvents.......................................................37
CheckingAvailability....................................................37
Managing Tasks . . .......................................................38
CreatingTasks ........................................................38
CheckingTasks .......................................................38
Changing Tasks .......................................................39
DeletingTasks ........................................................39
UsingTouchtoneCommands..................................................40
PlacingCalls ............................................................40
SwitchingtoTouchtone ....................................................40
PlayingMessages ........................................................41
MakingandSendingMessages..............................................41
SettingAddressOptions ...................................................42
SettingUserOptions ......................................................42
SettingGreetingOptions ...................................................43
Using Your PC for Voice Messages . . . ..........................................44
InstallingtheMultimediaOutlookPlug-in.......................................44
Changing Your Voice Message Playback . . . ...................................46
VoiceMessageButtons ....................................................47
PlayingVoiceMessages ...................................................48
Using Your PC Speakers as a Playback Device . .............................49
UsingYourTelephoneasaPlaybackDevice.................................50
ReplyingwithVoice .......................................................51
ForwardingwithVoice .....................................................52
Creating Voice Messages . . ................................................52
Using Outlook Web Access....................................................53

1
Getting Started
PurposeofthisGuide
This guide provides procedures for managing calls, messages, tasks, meetings, and
appointments on the Mitel Networks™ Speech Server system with the Unified Messaging
option.
About Mitel Networks Speech Server
Mitel Networks Speech Server provides auto-attendant functionality with unified messaging.
• The auto-attendant guides you with prompts and responds to your spoken commands to
direct your calls.
• The unified messaging stores your e-mails, voice mails, and faxes in one location, and lets
you use the auto-attendant to access and manage your messages with any phone, any-
where at anytime.Other features also let you use a phone to manage your appointments,
meeting requests, and tasks. All of this is possible because the Speech Server system
interacts with Microsoft Exchange (Inbox, Contacts, Calendar, and Tasks) allowing you to
to use voice commands that interact with Microsoft Outlook.
In order to communicate, the system uses speech recognition and Text-to-Speech (TTS)
technologies.
Speech recognition
• Stores your voice print when you enroll and uses your voice print to identify you every time
you log in
• Recognizes your natural voice commands and performs your requested task, forexample,
"Find messages"
• Recognizes names in your personal contact list and includes that contact within the task,
for example, "Call Doctor Fisher."
Text-to-Speech
• Reads names that are not personally recorded
• Reads your text messages (e-mails and certain text attachments) over the phone
• Reads the sender and subject text of all ofyour messages (e-mails, faxes, and voice mails)
that are in your Microsoft® Outlook Inbox
• Available in French, United Kingdom (U.K.) English, and North American (N.A.) English.
Note: The system supports Spanish auto-attendant prompts but does not support the
playback of e-mails in Spanish.

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Benefits of the System
You can
• PlacecallstoanynumberintheCompanyDirectorywithaname,extension,ordepartment
name, 24 hours a day from any phone.
• Place calls by name to your frequently-called numbers in your Personal Directory.
• Access the system from your home or cellular phone and use voice commands to place
calls to numbers that are programmed in your Personal or Company Directory.
• With the Mobility/Forwarding option, forward your incoming calls to another number, for
example, your home number, or cellular phone number.
• Listen to all of your messages from one inbox (Microsoft Exchange).
• Use your phone to listen to your e-mails. The Unified Messaging software is synchronized
with the contact list in Microsoft Exchange and uses Text-to-Speech (TTS) to play your
e-mail messages over the phone. You can reply with a voice message that will be sent as
ane-mailattachment,oryoucaninstructthesystemtocallthesender. Thee-mailaddress
of the sender is not required in the Personal or Company Directory, but the phone number
must be listed in one of the directories.
• Use your phone to check for messages from a particular person. You can then reply to or
forwardthemessagetoanamelistedinyourPersonalDirectoryor theCompanyDirectory.
• Use your pager or e-mail enabled device to be notified when a message arrives.
• Use the traditional touchtone phone commands to manage and access your messages.
• Use your Personal Web Page to setyour messaging preferences and notification settings.
Optional features let you
• Send out meeting requests. Simply give the auto-attendant the list ofnames, the date, the
start and end time, and record a message that will be e-mailed to your attendees.
• Create and manage your appointments in Calendar (Microsoft Exchange).
• Create and manage your tasks in Tasks (Microsoft Exchange).
• Search for and find faxes in your Inbox.
• Forward an e-mail or a fax to a fax machine for printing.
• Play customized VoiceXML scripts with the Enterprise Voice Portal option. These scripts
are developed through Mitel Professional Services or through qualified dealers.

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List of Features
The Speech Server - Unified Messaging system can provide the following features:
• Call by name
• Call by department
• Call by number
• Multi-level menuing
• Barge-in
• Check a number
• Call the operator
• Demo mode
•Expertmode
• Touchtone dialing
• Change language
• Mobility (Reach Me, Forwarding)
• Voice Portal
• One inbox for messages
• Notification
• Fax Integration
• Calendar management with your phone
• Task management with your phone
• Voice mail management with your PC
• Playback of voice messages through a phone as directed from Microsoft Outlook.

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Enrolling on the System
The first time that you log in, the system will guide you through enrollment. After you have
enrolled, you can begin using your Personal Directory.
Beforeyoustart,ensurethatyoursystemadministratorhasgivenyouthefollowinginformation:
• Speech Server extension ________________ (2 to 7-digit number)
• YourLoginID___________________(10-digit numberinNorthAmerica;11-digitnumber
in the UK)
• Your PIN ______________________ (4 to 7-digit number)
• Yourextension: programmed for
¨ Automatic Login (Partial or Full) OR ¨ ManualLogin.
• The URL of the login page for your Personal Web Page ______________________
Logging into the Personal Web Page uses the same Login ID and PIN.
To enroll
1. Dial the Speech Server extension number. If your extension is programmed for a manual
login, say "Login".
2. Say your PIN, say your login ID, and repeat your login ID to provide a voiceprint.
3. Record your name. Callers will hear this recording when they ask for your name.
4. Listen to the tutorial. At the end of the tutorial you will hear a tone or "Who would you like
to call?".
5. You can now say the name of the person to whom you want to speak to.
Tip: The URL has the server name between the slashes, for example,
http://computername/login.html
Tip: You should change the PIN that was given to you. The PIN secures access to your
Personal Directory. See Changing Your PIN, on page 10.

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Logging In
To log in from an extension with automatic login
• DialtheSpeechServer extensionnumber.You receiveimmediate accesstotheCompany
Directory and to your Personal Directory. You can say "Messenger," "Calendar," "Task
Manager," or "User Options" to access the other system features.
Two types of automatic logins exist so you can choose the level of security that you want. You
may want a security check before accessing your messages.
• Full Login gives immediate access to your messages after you say "Messenger." There
is no verification.
• Partial Login gives you access to your messages after you say "Messenger" and enter
your PIN.
Your system administrator usually programs the automatic login into your business extension
number;however,youcanprogramthetypeofautomaticloginyouwantforyourcellularphone,
pager, fax, and home phone numbers. If you want, you can change the login type for your
business extension as well. See Programming Your Numbers, on page 10.
To log in from an extension or external number with manual login
1. Dialthe SpeechServerextensionnumber.You receiveimmediate accesstotheCompany
Directory.
2. Say "Login."
3. Say your 10-digit (for N.A. usage) or 11-digit (for U.K. usage) login ID so the system can
verify your voice with the voiceprint registered during your enrollment. After the system
verifies your voice, you have access to your Personal Directory, and you can say
"Messenger", "Calendar", "Task Manager", or "User Options" to access other system
features.
Tip: This procedure could apply to a company phone programmed with manual login,
your home phone programmed with manual login, or a pay phone that you manually
login with.
Note: You can log into Messaging directly with touchtone commands. If you are calling
from another phone (that is not assigned to you, has partial login, and is on the same
system), dial the Speech Server extension number, and press *M [*6] on the phone.
When the Attendant asks for aPIN, press*,andthen dial your login IDand PIN to access
your messages.

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Recording Your Primary Greeting
To record your primary greeting
1. Dial the Speech Server extension number. Login if necessary.
2. Say “User Options” and then “Record my primary greeting.”
3. When prompted, say your greeting, and then press the # key after completing the
recording.
4. After hearing the recorded greeting, say “Yes” or “No” to accept or reject the greeting. If
necessary, re-record your greeting until you are satisfied.
Changing Your Name Recording
The system records your name during your enrollment. If you wish to change your name
recording at a later date, you can easily do so with the Attendant.
To change the recording of your name
1. Dial the Speech Server extension number. Login if necessary.
2. Say "Record my name." The system asks you if you want to record your name or hear
your name.
3. Say "Record name."
4. Say your first and last name.
5. Say "Yes" to keep the recording.
Note: You can also record your primary greeting after saying “Messenger” or “Desktop.”
Simply follow the above procedure, but say “Messenger” or “Desktop" instead of “User
Options.”
Note:Greeting OptionswithintheUserOptions menualso letsyourecordyourprimary
greeting, record an alternative greeting, and listen to your programmed greetings. See
Setting User Options, on page 42.
Tip: To listen to your programmed primary greeting, you can say “User options,”
“Greeting options,” and then “Listen to primary greeting.”

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Setting Your Personal Preferences
Program your personal preferences with your Personal Web Page.
Your personal Profile Settings show your personal directory and let you
• Program your phone numbers (cellular phone, home, fax, pager number, or voice mail)
• Set your forwarding options (destination and expiration time)
• Set the prompt language (the language of the auto-attendant voice prompts, bilingual
systems only)
• Set your messaging options
• Set your notification settings
• Change your PIN.
Note: The programming of a voice mail number in the Personal Web Page is for a user
thatdoes not haveaccess to unified messaging. Users withunified messaging have their
voice mail number programmed in another server.

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Accessing your Personal Web Page
To access your Personal Web Page
1. Open the browser window (Microsoft™ Internet Explorer 5.5 or greater) on your PC.
2. Enter the URL of the login page for your Personal Web Page. Get this URL from your
administrator.
3. Enter your login ID and login PIN.
4. If the User Interface Language option is available (on bilingual systems only), select the
language for your Personal Web Page from the drop-down menu.
5. Click Login,orpresstheEnter key.
Your Personal Web Page is displayed. If your login ID or PIN was incorrect you will receive the
message "Access Denied". Enter your login ID and PIN correctly.
To view your profile settings
• In your Personal Web Page, click My Settings.
ThesettingsthatareinyourPersonalWebPagearedependenton the licensethatyoursystem
has.You can only view these settings. Contact your system administrator if you want to change
these settings.
Tip: Bookmark the Speech Server login page in your browser.
Tip: If you cannot access your Personal Web page, contact your system administrator.
Personal Data
First Name Your first name as programmed in the system
Last Name Your last name as programmed in the system
Nickname Your nickname as programmed in the system
Department The department that you belong to
Location Your location
Login ID Your 10-digit (for N.A.) or 11-digit (for U.K.) login ID
Language Language setting
Features
Expert Voice
Interface "enabled" or "disabled"
In Expert Voice Interface mode, the Speech Server only provides a
tone when you call into the system. If you make an error, the Speech
Server provides prompts and instructions.

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Features (continued)
Mobility
(Reach Me) "enabled" or "disabled"
Allows you to redirect your calls to your home, cellular
phone, pager, fax number, voice mail, or temporary number.
Messaging "enabled" or "disabled"
Messaging allows all messages (e-mail, voice mail, and faxes) to be
deposited in one location for the Unified Messaging user. The user can
then use voice commands to identify the messages, to listen to e-mails
or voice mails, to forward e-mails or faxes to a fax machine of his/her
choice, and to respond to messages.
Note that forwarding e-mails and faxes to a fax machine requires the
Fax Integration option.
Notification "enabled" or "disabled"
Notification allows Unified-messaging users to use their numeric pager
or e-mail-enabled device to notify them when a pre-selected type of
messages arrives.
Status
Account Code "enabled" or "disabled’
Allows the system to dial the appropriate account code when making an
outgoing call.
Call Restrictions
From Internal Displays the restriction that is applied to calls that you make from an
internal extension.Your internally generated calls can be restricted to
• Internal calls only
• Internal and Local calls
• Internal, Local, and Toll calls; or
• Internal, Local, Toll, and International calls.
From External Displays the call restriction that is applied when you call into the
Speech Server extension from an external number.
Your externally generated calls can be restricted to
• Internal calls only
• Internal and Local calls
• Internal, Local, and Toll calls; or
• Internal, Local, Toll, and International calls.
Mobility
(Reach Me) Displays the call forwarding settings. Call forwarding can be restricted to
• Internal calls only
• Internal and Local calls
• Internal, Local, and Toll calls; or
• Internal, Local, Toll, and International calls
Note: Controlling mobility via the phone is only available in English and French.

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To exit your Personal Web Page
• In the top right-hand corner of the browser window, click .
Changing Your PIN
To change your PIN
1. In your Personal Web Page, click Change PIN.
2. Enter your current PIN.
3. Enter your new PIN (4- to 7-digit number).
4. Re-enter your PIN as a confirmation.
5. Click Change.
6. Click OK.
The next time you want to log into your Personal Web Page you must enter your login ID and
new PIN.
Programming Your Numbers
To program your cellular phone, home, fax, voice mail and/or pager number
1. In your Personal Web Page, click Phone Numbers.
2. Select the Location/Device that you want to program. Note that you cannot change your
office number. Only the administrator can set your office number.
3. In the Numberfield, enter thedigits that you would dialfrom your phone. See your system
administrator for information about your dialing plan. If you are able to program your voice
mail number, enter the voice mail number that the administrator will give you.
4. Select the Login Security levelsfor your Cellularphone,Home, Fax,and Pagernumbers.
Full Login
-Provides immediate access to your messages after you say "Messenger."
-Use full login if you do notwant a security check before accessing your messages. Full
login does not require you to enter your PIN. Note that anyone using your phone can
then access your messages. You may want to program your personal cellular phone
with full login.
Partial Login
-Provides access to your messages after you say "Messenger" and dial your PIN. The
PIN should be kept confidential. See Changing Your PIN, on page 10.
Note: The programming of a voice mail number in the Personal Web Page is for a user
that does not have access to unified messaging. The voice mail number does not have
a login security setting, and is available to the public. Users with unified messaging have
their voice mail number programmed by default.

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-Use partialloginifyou want immediate access tonames in theCompany Directory and
in your Personal Directory. Also use partial login if you want the system to perform a
security check before providing access to your messages. The security check is the
entering of your PIN number with your telephone keypad before accessing your mes-
sages. You may want to program your desk phone with partial login.
Manual Login
-Provides access to your messages after you say “Login,” your login ID, and then
"Messenger."
-Use manual login if security is important. With manual login, you have immediate
access to the names listed in the Company Directory. Access to other functionality
(Personal Directory, User Options, Messenger, Calendar, and Task Manager) requires
your voiceprint identification with your spoken login ID. You may want to program a
phone that serves many users (a lobby or a department phone) with manual login.
5. Setthe call restrictionsfor yourcellular phone, home, fax, orpager number. In the Privacy
drop-down menu, select Public,Trusted Users or Private. "Public" lets everyone call
you, "Trusted Users" lets callers logged into the Speech Server system call you, and
"Private" restricts everyone from calling you at that number. For example, if the cellular
phone belonging to Dave Black is set to "Public" on his Personal Web Page, an outside
caller can call Speech Server and say "Dave Black on his cell phone," and be able to call
Dave Black on his cellular phone if Dave Black is listed in the Company Directory.
6. Click Save.
Setting Your Forwarding Options
You may want your calls forwarded to your voice mail if you don’t want to be interrupted, or
you may want to have your calls forwarded to your cellular phone, or to a location (other than
your office) that you frequently work in.
To set your call forwarding
1. In your Personal Web Page, click Reach Me.
2. In the Reach Me field,select thedevice orlocation whereyou wantto be reached, orenter
atemporarynumberthatyouwantyour callsforwardedto.Theoffice numberisthedefault
settingfortheReachMefield.
3. Click Indefinitely if you want the system to direct your calls to the Reach me number until
thenexttimeyouresettheReach Me field
or
Click Until and then select the date and time at which you want the forwarding to expire.
4. In the Forward My Faxes To field, enter the number for the fax machine that you want to
directyourmessages to.The systemuses this faxnumber as a defaultsettinginresponse
Note: The call forwarding feature is dependent on the Mobility option being enabled and
the forwarding to a fax machine feature is dependent on the Fax Integration option being
enabled.

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tothevoicecommand,"FaxForward."Userssay"FaxForward"aftertheyhearamessage
(email, voice mail, or fax) that requires printing on a fax machine.
5. Click Save. While Mobility is enabled, all calls to your name are directed to the Reach Me
number. Note that if a user specifically requests one of your numbers, for example "John
Smith on his cell phone," the call would be routed to the cellular phone.
Setting your Personal Operator
If you have the Unified Messaging option, you can enable a personal operator.
To assign a person to accept your calls when the caller presses 0 on his/her phone
during the greeting
1. In your Personal Web Page, click Reach Me.
2. Select the Enable Personal Operator check box
3. Enter the number for your Personal Operator.
4. Click Save.
Setting the Prompt Language
To set the language of the attendant prompts and the playback of the e-mails
1. In your Personal Web Page, click Prompt Language.
2. In the Play prompts in field, select the language of the Attendant prompts for your login.
3. In the Email Playback Language menu bar, select the language for the Text-To-Speech
playback of your e-mails.
4. Click Save.
Speech Server provides your prompts and responds to your commands in the selected
language.
Note: You can also set your call forwarding with speech commands. See Forwarding
Calls, on page 23.
Tip: Many people enter their cellular phone number as their Personal Operator. They
then instruct callers with a voice mail greeting to press 0 to reach them on their cellular
phone.
Note:ThesystemsupportsSpanishattendantpromptsbutdoesnotsupporttheplayback
of e-mails in Spanish.
Tip: This option is only available on bilingual systems. Bilingual systems are available
with the following languages: English/French and English/Spanish.

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Setting the Messaging Options
If you have the Unified Messaging option, you can set your messaging voice interface options:
To set the order of your messages and to select the recorded greeting
1. Click Messaging.
2. If you want your urgent messages to take priority, select the check box for step A in your
Personal Web Page.
3. Select the order of message types with the pull down menus in step B in your Personal
Web Page. The message summary and message playback use this message order.
4. Select the chronological order in step C in your Personal Web Page: Last Received or
First Received.
5. Select the recorded greeting that will be played to your callers: Primary Greeting or
Alternate Greeting.
6. Click Save.
Setting the Notification Settings
The Notification service is an added feature to Unified Messaging. You can be notified on your
e-mail activated device or numeric pager of received messages or meeting reminders.
Notification of fax messages and meeting reminders are dependent on their respective system
option: Fax Integration or Calendar and Task Management.Only one device can be
programmed for notification.
To set the device and the type of messages
1. Click Notification.
2. Select the Notification Enabled check box.
3. In the MobileDevicedrop-downmenu,select the type of mobile devicethat will notifyyou.
-If you select an e-mail-enabled cellular phone or pager, enter the e-mail address for
the mobile device and select the format for the e-mail (the part of the e-mail that you
will hear: subject only, body only)
-If you select a numeric pager, enter the phone number of the pager (for example,
6135924444), the number of pauses required for answer (pauses are entered with
commas,onecommaisonepause,twopausesmay berequired)andthenthenumeric
message or sequence for the pager (for example, 23452345).
4. Select the type of messages of which you want to be notified. You may want to program
"Urgent" e-mails, "All" voice mails, "No" faxes, and "No" meeting reminders.
"All" faxes refer to all the reports that will be generated by the fax server and includes all
incoming fax messages to the fax server. The word "New" refers only to the incoming fax
messages.
5. Click Save.

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Setting Personal Preferences with the Phone
You can use voice commands to set and/or modify various user options.
To access user options
• Dial the Speech Server extension number and say "User Options." You can now choose
from the following options:
Creating Your Personal Directory
About Your Personal Directory
Your Personal Directory is a list of names and phone numbers for your personal use. The
Personal Directory allows you to use voice commands to direct calls or messages to people
not listed in the Company Directory.
ManageyourPersonalDirectoryintheContactsfolderinMicrosoftOutlook.TheSpeechServer
supports up to five numbers (business, home, fax, cellular, and pager) per contact. With voice
commands,youcanplaceacalltoanyofthesefive numbersor placeacallbacktothebusiness
number of the contact after listening to their voice mail or e-mail message.
Say To
"Greeting options" Select which greeting is played to callers, change your
primary greeting, or change your alternate greeting
"Name recording" Review and record your name
"Change PIN" Change your personal identification number
"Call forwarding" Change your call forwarding options
"Change fax forward number" Change your fax number for forwarding.
Tip: The first three options can be set using either voice commands or the touchtone
buttons on your phone. In addition, you can choose your greeting, change your PIN, or
change your fax forward number, bymodifying the settings on your Personal Web Page.
Tip: Contact your systemadministrator toenable the PersonalDirectoryfeature toallow
you to place calls to your Personal Directory contacts.
Note: Unified Messaging users and auto-attendant-only users on a Speech Server -
Unified Messaging system use Microsoft Outlook to create and modify their Personal
Directories.
Tip: For instructions on how to use Microsoft Outlook, refer to the Help file within
Microsoft Outlook.

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Creating and Modifying Contacts
Unified-messagingusersandAttendant-onlyusersonaSpeechServersystemwiththeUnified
Messaging option, create and modify their Personal Directory via Microsoft Outlook. Speech
Server supports up to six distinct phone numbers for each contact: business, home, pager,
mobile, fax, and voice mail (if the user does not have unified messaging).
To create and modify a contact for your Personal Directory
1. In the File menu in Microsoft Outlook, point to New, and then click Contact.
2. In the Full Name box, type the first and last name for the contact.
3. Enter the information that you wantto include for the contact.Include their multiple phone
numbers and e-mail address so you can call them and send them messages. Speech
Server supports up to six numbers for the contact name: Business, Home, Business Fax,
Mobile, Voice mail, and Pager. The administrator programs the voice mail number.
4. For instructions on how to modify a contact, and for more instructions, refer to Help in
Microsoft Outlook.
For more detailed information, click on the Contacts folder in Microsoft Outlook, and then click
on Help in the menu bar to access Microsoft Outlook's online Help.
Managing Your Contact List
A software license determines the maximum number of contacts that you can have in your
Personal WebPage. If you havemore contacts inMicrosoft Outlookthan what you arelicensed
for, the system chooses the contacts for your Personal Web Page by order of entry. The
maximum number that the system accepts is 505 contacts.
The following procedure lets you select which contacts you want to voice-enable. This
procedure involves putting the contacts that you want for your Personal Web Page into a Voice
Contact category. Then only those contacts will appear in your personal list.
Tip: To check if you can call your contacts, use the demo mode. Saying “Enable
Demonstration mode” turns on the feature; “Disable the Demonstration mode” turns the
feature off.
Note: You can record the names of your contacts in your Personal Web Page so the
systemconfirmsthenameswithahumanvoiceratherthanwithanautomatedone(TTS).
Click on the contact name in your Personal Directory, click Record Name, and follow the
instructions.
Note: The number of entries that you can enter into your personal contact list is set by
your system administrator. Contact your administrator if you require additional entries in
your contact list.

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To make a Voice Contact category
1. In Microsoft Outlook, open your Contacts folder.
2. Right-click a contact name.
3. Select Categories from the pop-up menu.
4. Click the Master Category List button.
5. In the New category text box, type Voice Contact, click Add and then OK.
6. In the Categories window, click OK.
To enter your existing contacts in the Voice Contact category
1. Right-click the contact name or hold down the Ctrlkey, select multiple contacts, and then
right click on the last contact name.
2. Select Categories from the pop-up menu.
3. Select the check box for Voice Contact.
4. Click OK.
To enter a new contact in the Voice Contact category
1. In the Untitled Contact window, click Categories after adding the information for the new
contact.
2. Select the check box for Voice Contact.
3. Click OK.
Recording Contact Names
When you request a contact on your Personal Directory list, the Attendant plays back the
requested name to confirm the destination before it routes the call. By default, the Attendant
plays a computer-generated name (TTS); however, you can record the name yourself and the
system will use your recorded name to confirm calls.
Use your Personal Web Page and your phone to record the names.
To record the contact in your Personal Directory
1. Log in to your Personal Web Page.
2. Click the contact name that you want to record in your Personal Directory.
3. Click Record Name.
Tip: If you have a large number of contactsin Microsoft Outlook, you can use the Voice
Contact category to select the contacts that you want to use as voice contacts.
Tip: You can quickly view which contacts belong to the Voice Contact category by
clicking the View menu, selecting Current View, and then By Category.Microsoft
Outlook will display your contact list, sorted by category.