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.

Strata CS Quick Reference Guide 04/04 9
Voice Messages
Managing voice mail is easy using the phone or Client.
Using the Phone
³To log in dial <extension> <password> .
³To listen to your new voice messages log in and press . You
can also press to hear your saved messages.
³To send a voice message
1. Log in and press .
2. Record your message.
3. When you are done, press .
4. Enter one or more extensions to which you want to send the
message, followed by .
Enter multiple extensions like this: ext1 ext2 ext3 
Using ViewPoint
In the Voice Messages view, double-click the message that you
want to hear.
³To save a message drag the message to the Saved folder or to
another folder of your own creation.
³To create a new folder right-click Inbox in the Folder List and
choose New Folder.
³To delete a message click the message and press Delete. The
message moves to the Deleted folder.
³To delete the message permanently empty the Deleted folder
by choosing Tools > Empty Deleted Folder.
³To view the Folder List choose All Folders in the Navigation
pane.

10 Strata CS Quick Reference Guide 04/04
Greetings
A greeting is the message callers hear when they reach your voice
mail. Strata CS lets you record and name multiple greetings for
different occasions (for example, “Away from my desk,”
“Weekend,” “On Vacation”), and easily switch between them. The
active greeting is the one currently being used.
Using the Phone
³To log in press <extension><password> .
³To hear your greeting log in and press .
³To record a new greeting log in and press .
³To change the active greeting
1. Log in and press .
2. After a greeting plays, press to advance to the next greeting.
3. When you reach the greeting you want to make active, press
.
Using ViewPoint
You can use personal statuses as an easy way to change your active
greeting. See next page.
You can also go to the Greetings view. The active greeting is
marked by .
³To hear a greeting double-click the greeting.
³To record a new greeting
1. Choose File > New > Greeting and pick up your handset.
2. In the Greeting dialog box, click .
3. After the beep, begin speaking.
4. When you are finished, click .
5. Enter a Name and the Contents of the greeting. Click OK.
³To change the active greeting
1. Click the greeting that you want to make active.
2. Click Actions > Set as Default and Active.

Strata CS Quick Reference Guide 04/04 11
Personal Status
Personal statuses such as Available, In a Meeting, or On Vacation,
displays your location and availability to your coworkers. You can
see other users’ personal statuses and they can see yours, making it
easy to tell at a glance whether someone is available to take a call.
Personal status also can determine how your incoming calls are
handled. You can use personal status as a quick way to send calls
directly to voice mail, play a specific voice mail greeting, or
forward your calls.
Changing Your Personal Status
Your current personal status is always visible on the ViewPoint
status bar.
³To change your personal status
³In ViewPoint, click and choose another personal
status
...or
Using the phone, log in and press .
Predefined Statuses
The following statuses are predefined in Strata CS:
•Available. Indicates that you are at your desk and ready to
receive calls.
•Do Not Disturb. Sends your incoming calls directly to voice
mail without ringing your phone.
•In a Meeting / Out of the Office / On Vacation. Same as DND,
and tells people where you are.
•Agent Status (for Call Center Agents only). Indicates whether
they are taking queue calls.
³To edit a personal status, double-click it in the ViewPoint’s
Personal Statuses view.
Custom Personal Statuses
You can create custom personal statuses, for example, a status
called “Working From Home” that forwards calls to your home
phone.
³To create a custom personal status choose File > New >
Personal Status.

12 Strata CS Quick Reference Guide 04/04
Forwarding Calls
Strata CS lets you forward your calls to another extension or to an
external phone number so that you can receive your calls whether
you are down the hall, at home, or on the road.
Using the Phone
³To log in press <extension> <password> .
³To forward your calls to another extension log in and press
. Enter the extension.
³From another extension log in and press .
³To forward your calls to an external number
1. Log in and press .
2. Enter the phone number as you would dial it, including the
access code (usually ).
Note From an external phone that supplies Caller ID, you can call
your office, log in, and press .
³To turn off call forwarding log in and press .
Using ViewPoint
³To forward your calls to another extension
1. Choose Tools > Call Forwarding. Check Forward Calls.
2. Enter the extension under Name/Extension. Click OK.
³To forward your calls to an external number
1. Choose Tools > Call Forwarding. Check Forward calls.
2. From the Call Using drop-down list, select the access code to
use (usually ).
3. Click OK.
³To forward your calls from a remote location
³Log into ViewPoint using the Remote Number option, then
check Forward my calls... at the next dialog box.
³To turn off call forwarding
1. Choose Tools > Call Forwarding or click on the status
bar.
2. Uncheck Forward calls.
You can also use personal statuses as an easy way to forward your
calls.

Strata CS Quick Reference Guide 04/04 13
Contacts
The Contacts view in ViewPoint functions as an online phone book
in which you can store your telephone contacts. After you enter
contacts into Strata CS, you can do the following:
•Place a call to a contact with a click of the mouse.
•Teach Strata CS to recognize contacts when they call. Their
names appear in the Call Monitor view when your phone rings
so that you can see who is calling. You can also play custom
greetings for individual contacts or route their calls differently
than other calls, using call rules.
Entering Contact
1. In ViewPoint, click File > New > Contact.
2. In the Contact dialog box, enter the contact’s information
(click Help for assistance) and click OK.
Contact Voice Titles
A contact can have a voice title, which is a short recording you
make of the contact’s name. If you use call announcing, Strata CS
announces calls from a contact by saying “Call from <voice title>.”
Placing Call to a Contact
Using ViewPoint
1. Type a portion of the contact’s name in the toolbar Dial field
in ViewPoint.
2. Press Enter to place the call.

14 Strata CS Quick Reference Guide 04/04
Caller Recognition
Strata CS recognizes contacts when they call by their Caller ID
numbers (or PIN numbers – see below). Each contact has a list of
phone numbers that Strata CS uses to identify that contact.
³To view the list double-click the contact in the Contacts view
and click the Caller Identification tab.
Adding a Phone Number for Contact
Recognition
Use either of the following methods to add a phone number to a
contact’s Caller Identification tab:
³Enter the phone number as one of the contact’s phone
numbers and check “Use phone number as caller
identification for this contact.”
...or
1. When the contact calls, associate the Caller ID number of the
call with the contact.
2. Select either the active call in the Call Monitor, the record of
the call in the Call Log, or the voice message from a Voice
Mail folder.
3. Choose Actions > Associate.
4. In the Associate dialog box, select the contact. Select whether
to use the Caller ID name or number for contact recognition.
5. Click OK.
Strata CS will then recognize the contact on subsequent calls from
that phone number.
Contact PINs
Contact PINs enable Strata CS to recognize contacts when they call
from any phone, even a phone without Caller ID. A contact PIN is a
unique number that you give to the contact to add to your extension.
For example, if your extension is 115, and you assign Tom Smith a
contact PIN of 77, you would tell Tom Smith that your extension is
11577. When a call arrives for extension 11577, Strata CS knows it
is Tom Smith calling for you.
³To assign a contact PIN to a contact
1. Right-click the contact.
2. Select Open.
3. Click the Caller Identification tab and enter the PIN number.

Strata CS Quick Reference Guide 04/04 15
Routing Lists
A routing list tells Strata CS how to route calls to you. All incoming
calls are handled by a routing list. By default, you have a routing
list that rings one phone—your desk phone, known as Where I
Am—and if there is no answer, sends the call to your voice mail.
(When you use call forwarding, the Where I Am phone number
changes to the forwarding number, but the routing list remains
otherwise the same.)
You can create custom routing lists that ring any number of phones
in sequence to find you and that send callers to somewhere other
than voice mail if you do not answer. You can create different
routing lists for different situations and easily switch between them.
The active routing list is the one that is currently used.
An easy way to switch between routing lists is to create custom
personal statuses that use the different routing lists, and switch
between those.
Example Routing Lists
•If you work in your office and in the conference room down the
hall, a routing list can ring your office phone first, and then if
you do not answer, ring the conference room phone.
•When you go on vacation, you might forward your calls to a co-
worker. You could also switch to a routing list that, if your co-
worker does not answer, sends calls to his voice mail instead of
yours.
•With call rules, you can create routing lists for specific callers.
You can have important callers follow a routing list that tries
you at your desk and then at your mobile phone. See Call Rules
on the next page.
Creating Routing List
³In ViewPoint, click File > New > Routing List. For further
instructions, click Help in the dialog box or see Strata CS
Client User Guide.
Changing Active Routing List
1. In ViewPoint, go to the Routing Lists view.
2. Select the routing list that you want to make active and
choose Actions > Set as Default and Active. The active
routing list is marked by .

16 Strata CS Quick Reference Guide 04/04
Call Rules
Call rules enable you to handle certain incoming calls differently
than others. For example, you can have callers after business hours
go directly to voice mail without ringing your phone and hear a
voice mail greeting that says you are gone for the day. You can also
have calls from your boss (or a group of important callers) use a
routing list that tries your desk and mobile phones.
Creating Call Rule
1. In ViewPoint, choose File > New > Call Rule.
Ways to Distinguish Incoming Calls
You can choose which incoming calls activate a call rule by using
any or all of the following as criteria in your call rule:
•Identified callers. The rule can be activated for an individual
user, a contact, or a workgroup. If you choose a workgroup,
calls from any member of the workgroup activate the rule. The
rule can also be activated for unidentified callers.
•Type of caller. The rule can be activated for internal callers or
external callers.
•Date and time of calls. The rule can be activated if the call
occurs on certain dates or during certain times of the day.
Uncheck all “caller” options to have a time condition apply to
all callers.
Ways to Change How Call Is Handled
You can have a call rule handle a call in any or all of the following
ways:
•Greeting. You can choose the greeting that plays.
•Routing list. You can choose the routing list that the call
follows.
•Taking calls. You can specify whether the call rings your phone
or is sent directly to voice mail.
•Personal status. You can select a personal status and have the
call handled as if that personal status were in effect. Note that
the call rule’s settings for greeting, routing list, and taking calls
override the personal status’ settings.

Strata CS Quick Reference Guide 04/04 17
Handsfree and Voice-first
Answering
Hands-free and voice-first answering are special modes that make
answering the phone easier for high-volume or headset phone users.
Using Handsfree answering
Handsfree answering is primarily an aid for headset and
speakerphone users. It enables you to answer calls without picking
up and holding a receiver.
Turning Handsfree Answering On and Off
1. Choose Tools > Options and click the Phone tab.
2. Check or uncheck Enable handsfree answering.
...or
³Pick up the telephone and press  to toggle the handsfree
answering feature on and off.
Placing/Answering Calls with Handsfree Answering
With handsfree answering, the phone is considered to be off-hook,
but you do not hear a dial tone.
³To place a call press )ODVK to get a dial tone. Incoming calls
do not ring your phone, but are signaled by a beep.
You do not need to pick up the handset to answer an incoming call.
After you hear the beep, you are connected with the caller and can
start talking (unless you have announce caller on).
Using Voice-first Answering
Voice-first answering enables you to treat your incoming internal
calls as intercom calls. When an internal call arrives, your phone
does not ring. Instead, a beep plays, and a two-way audio
connection is established over your speakerphone. You can speak
without lifting the receiver. (External calls ring your phone as
usual.)
You must have a Toshiba, Cybiolink, or Aastra phone to use voice-
first answering.
Turning Voice-first Answering On and Off
1. Choose Tools > Options.
2. On the General tab, check or uncheck Enable voice-first
answering.

18 Strata CS Quick Reference Guide 04/04
Intercom and Paging
Users do not receive an intercom call or page under the following
circumstances:
•If they are using the phone; for example, if they are in a call.
•If they have the Do Not Disturb personal status selected.
If you have permission, you can dial  plus an extension to place
an intercom call or page as follows:
Making an Intercom Call
³Dial  plus a user’s extension. Places an intercom call, a
two-way audio connection with the user’s speakerphone. You
can speak with the user without the user needing to pick up
the phone.
Paging
³Dial  plus a workgroup’s extension. Places a page, a one-
way audio connection to all users within the workgroup.
When you speak, your voice is heard over the workgroup's
speakerphones.
You might experience a delay before the page is connected,
depending on the size of the workgroup being paged. When
you hear the beep, you may begin speaking.
Note By default, you have 30 seconds after hearing the beep to
speak, before the page ends automatically. Your system
administrator may have changed that time limit.
Who Can Receive Intercom Calls and Pages
In order to receive an intercom call or page, you must have a
Cybiolink, Aastra, or Toshiba Strata phone, with that phone type
selected in ViewPoint under Tools > Options on the Phone tab, or a
regular analog phone with hands-free mode enabled.