Toshiba STRATA CS Communication Server Release 6 User manual

STRATA
CS Quick Reference Guide
Communication Server Release 6

© Copyright 2004
Toshiba America Information Systems, Inc.
Digital Solutions Division
All rights reserved. No part of this manual, covered by the copyrights hereon, may
be reproduced in any form or by any means—graphic, electronic, or mechanical,
including recording, taping, photocopying, or information retrieval systems—
without express written permission of the publisher of this material.
Strata is a registered trademark of Toshiba Corporation.
Trademarks, registered trademarks, and service marks are the property of their
respective owners.
Publication Information
Toshiba America Information Systems, Inc., Digital Solutions Division, reserves the
right, without prior notice, to revise this information publication for any reason,
including, but not limited to, utilization of new advances in the state of technical
arts or to simply change the design of this document.
Further, Toshiba America Information Systems, Inc., Digital Solutions Division,
also reserves the right, without prior notice, to make such changes in equipment
design or components as engineering or manufacturing methods may warrant.
SCS-QR-SYSR6-VA
Version A, April 2004

Strata CS Quick Reference Guide 04/04 1
Contents
Quick Reference ................................................ 2
Welcome to Strata CS........................................ 3
Access Strata CS................................................ 3
Setup for New Users.......................................... 4
Placing Calls...................................................... 5
Answering Calls................................................. 6
Transferring Calls .............................................. 7
Call Handling..................................................... 8
Voice Messages.................................................. 9
Greetings.......................................................... 10
Personal Status..................................................11
Forwarding Calls ............................................. 12
Contacts ........................................................... 13
Caller Recognition........................................... 14
Routing Lists.................................................... 15
Call Rules......................................................... 16
Handsfree and Voice-first Answering.............. 17
Intercom and Paging........................................ 18
Call Center Agents...........................................19
Remote Use of Strata CS ................................. 20
ViewPoint Folders ........................................... 21
NOTES ............................................................ 22

2Strata CS Quick Reference Guide 04/04
Quick Reference
Use this page as a quick reference for the information you use most
often.
Special Access Codes
My Extension
My Password
My Direct Dial
Number
ViewPoint Web
Access URL
Access
Code Strata CS Feature Default
Access dial-by-name directory 
Log into account from internal dial tone 
Log into account from auto attendant 
Company Operator Extension 
Emergency 
Access
Code Dialing Service Default
Dial an outside line 

Strata CS Quick Reference Guide 04/04 3
Welcome to Strata CS
Your office phone is part of the award-winning Strata CS phone
system. This booklet provides an introduction to Strata CS and a
quick reference that will help you use the phone system and take
advantage of its many time-saving features.
Related Documents/Media
The following companion documentation is available:
•Strata CS Client User Guide
•Strata CS Quick Reference Card
•Strata CS Digital Telephone User Guide
•Strata CS-UIP 300 IP Telephone Administrator Guide
•Strata CS-UIP 300 IP Telephone User Guide
•Strata CS-UIP 300 IP Telephone Quick Reference Guide
•Strata CS Analog Telephone User Guide
•Strata CS Library CD-ROM
•Online Help. In any dialog box in the Client, click Help or press
) for an explanation of that dialog box. You can also access
Help using the Help menu.
Access Strata CS
You can access Strata CS in the following ways:
•Phone. To use most of Strata CS’s features, the phone is all you
need. Verbal menus guide you through handling calls and
customizing your account.
•Strata CS ViewPoint application. ViewPoint enables you to use
the full power of the Strata CS system. If you have ViewPoint
installed, you can run it by choosing Start > Programs > Toshiba
> Strata CS > Strata CS ViewPoint.
•Strata CS ViewPoint Web Access. You can access a version of
ViewPoint using a Web browser. Ask your Strata CS system
administrator for the ViewPoint Web address, if it has been
installed.

4Strata CS Quick Reference Guide 04/04
Setup for New Users
If you are a new user, you should perform the following tasks in
your account prior to using Strata CS:
Record a Voice Title
A voice title is a brief recording of just your name that Strata CS
plays to callers under various circumstances (such as when they
look you up in the dial-by-name directory).
1. Pick up the phone and press.
2. Follow the prompts to log in, and then press  to record
your name.
3. Press immediately after saying your name to end recording.
Record a Voice Mail Greeting
A voice-mail greeting is the message that callers hear when they
reach your voice mail. Your account comes with a prerecorded
greeting, but it is best to record one in your own voice.
1. Pick up the phone and press .
2. Follow the prompts to log in, and then press  to record the
greeting.
3. Press to end recording.
Change Your Password
Your Strata CS System Administrator gave you your initial
password. You should enter a new password that will be more
secure.
1. Pick up the phone and press .
2. Follow the prompts to log in, and then press  to change
your password.
You should choose a secure password. A secure password has at
least five digits and contains neither your extension number nor
repeating digits (111), nor sequential digits (123). Your system may
enforce some of these guidelines as requirements.

Strata CS Quick Reference Guide 04/04 5
Placing Calls
Strata CS enables you to place calls either manually using the
phone or visually using the Client.
Using the Phone
³To call another extension pick up the handset and dial the
extension.
³To call an external number dial an access code (usually ) and
the number. Your Strata CS system administrator can tell you
the access codes to dial for various types of external calls.
³To call direct to voice mail, dial the extension followed by .
(May not be enabled for your system.)
³To call while on another call
1. Press )ODVK. Your caller is put on hold.
2. Dial the number.
3. To switch between calls, press )ODVK.
Using ViewPoint
³To call another extension
1. Choose File > New > Call.
2. In the Place Call To dialog box, click Extensions and then
click the extension you want to call.
3. Click OK.
³To call an external number
1. Choose File > New > Call.
2. From the Call Using drop-down list, select the access code
and dialing service to use.
3. In Name/Number, enter the number to dial. Then click OK to
place the call.
Quick Ways to Place Calls with ViewPoint
You can also use the Dial field on the toolbar to place a call. Type
an extension or phone number and press Enter. You can also type
the name of a user or contact or drag-and-drop text into it.
You can also right-click an extension or contact in the Phonebook
pane of the Call Monitor folder and choose 6SHHG'LDO or 3ODFH
&DOO.

6Strata CS Quick Reference Guide 04/04
Answering Calls
Strata CS enables you to screen your calls before answering them,
either verbally over the phone using call announcing or visually in
ViewPoint.
Using the Phone
³To answer your phone pick up the handset.
³To answer another ringing phone
1. Pick up your handset.
2. Press  . If more than one phone is ringing, enter the
extension that you want to answer before pressing .
Call From Prompt
If you hear “Call from <name>” when you answer the phone, you
have call announcing turned on. After the announcement, you can
do the following:
1. Press . Accept the call.
2. Press or hang up. Send the call to voice mail. (Hanging up
sends them to your next routing list action; pressing sends
them to the final action.)
3. Press . Send the call to voice mail and monitor the message
as it is being left. (To pick up, press )ODVK 
Turning Off Call From Prompt
1. In ViewPoint, choose Tools > Options.
2. Click the Phone > Call Announcing tab.
3. Uncheck Internal, External, and External Direct. Click OK.
When you answer the phone now, you will be connected
immediately with the caller.
Using ViewPoint
1. Pick up the handset.
2. Select the row of an incoming call in the Call Monitor and
choose Actions > Take Call. If you are already on a call, that
call is put on hold.

Strata CS Quick Reference Guide 04/04 7
Transferring Calls
A blind transfer transfers the call without your announcing it first.
The recipient answers the phone and speaks to the caller directly.
A supervised transfer puts the caller on hold and lets you speak to
the recipient first. If the recipient agrees to take the call, you can
transfer it. Otherwise, the call stays with you.
Using the Phone
³To perform a blind transfer
1. Press )ODVK .
2. Enter the extension or external number (incl. access code).
3. Hang up to complete the transfer.
³To perform a supervised transfer
1. Press )ODVK .
2. Enter the extension. You are connected to the recipient, and
the caller is put on hold.
3. To complete the transfer, hang up
...or
To cancel the transfer, press )ODVK . You are reconnected
with the caller. If you have turned on direct transfer, use just
)ODVK.
Using ViewPoint
³To perform a transfer
1. In the Call Monitor view, click the call that you want to
transfer.
2. Choose Actions > Transfer.
3. Select the recipient (if it is an extension or contact) or enter
the phone number.
4. To perform a blind transfer, click Blind > OK
...or
To perform a supervised transfer, click Supervised > OK.
5. To complete the transfer, click Complete
...or
To cancel the transfer and return to the caller, click Cancel.
Drag-and-drop Transfers
With the Phone pane turned on in the Call Monitor view (View
>Phonebook Pane), you can blind-transfer a call by dragging it
from the Call Monitor to the extension. CRTL-drag to do a
supervised transfer. ALT-drag to transfer directly to the extension’s
voice mail. SHIFT-drag to open the Transfer To dialog box.

8Strata CS Quick Reference Guide 04/04
Call Handling
See the Strata CS Client User Guide for many more call handling
options.
Placing a Call On Hold
Using the Phone
³To place a call on hold press )ODVK. To return to the caller,
press )ODVK again.
³To place a caller on hold without hearing the telephone
command prompts, press )ODVK .
Using ViewPoint
³Select the call in the Call Monitor view and click Actions >
Hold.
Creating Conference Call
Using the Phone
1. Place the first call.
2. Press )ODVK  to put the call on hold and place the second
call.
3. Repeat for subsequent calls.
4. When you have placed all calls, press )ODVK  to conference
them together.
Using ViewPoint
1. Place the first call.
2. Click the call in the Call Monitor view and click Actions >
Conference.
3. Using the Conference With dialog box, place the second call.
4. When the call is answered, click Complete to add the party to
the conference.
5. Repeat to add other parties.
You can also create a conference with drag-and-drop by dragging
an extension from the Phonebook pane to a call in the Call Monitor.
The extension is added to the call.