Toshiba Strata CTX28 User manual

Digital Solutions Divisio
n
June 2004
Voice Processing System
User Guide

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.
CTX-UG-GVMU-VA
Version A, June 2004
© Copyright 2004
Toshiba America Information Systems, Inc.
Digital Solutions Division
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Toshiba America Information Systems, Inc.
Digital Solutions Division
Limited Warranty
Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuses,
lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new
condition, be free from defects in material and workmanship for twenty-four (24) months after delivery. This warranty is
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The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect
to the equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are
causing the malfunction with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not
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for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within
the warranty period and no later than thirty (30) days after such malfunction, whichever first occurs.
Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special,
indirect, consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any
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Strata CTX28 Voice Processing User Guide 06/04 i
Contents
Introduction
Organization ................................................................................................................ v
Conventions ................................................................................................................vi
Action/Response Table .......................................................................................vii
Related Documents/Media .........................................................................................vii
Chapter 1 – The Grand Tour
Overview ...................................................................................................................... 2
Features to Personalize Your Mailbox ........................................................................ 4
Message Queues .......................................................................................................... 4
New Message Queue ............................................................................................. 4
Saved Message Queue ........................................................................................... 5
Message Types ............................................................................................................. 6
Forwarded Message .............................................................................................. 6
Reply Message ...................................................................................................... 6
Greetings ......................................................................................................................7
Personal ................................................................................................................. 7
System ................................................................................................................... 7
Busy ....................................................................................................................... 7
Special Delivery Options ............................................................................................. 8
Urgent .................................................................................................................... 8
Private ................................................................................................................... 8
Return Receipt ....................................................................................................... 8
Future Delivery ............................................................................................................ 8

Contents
Chapter 2 – Getting Started
ii Strata CTX28 Voice Processing User Guide 06/04
Message Destination Selections ...................................................................................9
Personal Distribution Lists .....................................................................................9
System Distribution Lists .....................................................................................10
Directory ..............................................................................................................10
User Options ...............................................................................................................10
User Prompts ..............................................................................................................11
User Tutorial (New User) ...........................................................................................11
Chapter 2 – Getting Started
User Tutorial ...............................................................................................................13
Step 1: Access Your Mailbox ....................................................................................14
From External Telephone ....................................................................................15
From Internal Telephone .....................................................................................15
Step 2: Record Your Name ........................................................................................16
Step 3: Record Your Personal Greeting(s) ................................................................17
Step 4: Change Your Security Code ..........................................................................18
Step 5: Exit Your Mailbox or User Mode .................................................................19
Chapter 3 – Play Messages
Access Messages ........................................................................................................21
Playback Controls .......................................................................................................22
Play Your Messages ...................................................................................................24
Special Functions .......................................................................................................27
Chapter 4 – Send Messages
Recording Controls .....................................................................................................32
Send a Message ..........................................................................................................33
Forward a Message .....................................................................................................37
Reply to the Current Message ....................................................................................40
Special Delivery Options ............................................................................................43
Future Delivery ...........................................................................................................44

Contents
Chapter 5 – Manage Mailbox
Strata CTX28 Voice Processing User Guide 06/04 iii
Chapter 5 – Manage Mailbox
Change Your Greeting ...............................................................................................46
Create or Record Over a Personal Greeting ........................................................47
Change Your Greeting Selection .........................................................................49
Review a Greeting ...............................................................................................50
Change Your User Options ........................................................................................51
Change Your Do Not Disturb (DND) Setting .....................................................52
Change Your Call Screening Setting ...................................................................53
Change Your Security Code ................................................................................54
Create or Record Over Your Busy Greeting .......................................................55
Select Your Busy Greeting ..................................................................................56
Record Your Name ..............................................................................................57
Change Your Message Notification ....................................................................58
Review Your Option Settings ..............................................................................60
Manage Your Lists .....................................................................................................61
Manage Guest User IDs .............................................................................................63
Use Guest User IDs ....................................................................................................64
Chapter 6 – Integration Features
Call Forward ..............................................................................................................65
Message Waiting ........................................................................................................67
Responding to a Lit Msg LED ............................................................................67
Turning On/Off Message Waiting LED on Another Extension ..........................68
CTX Integration .........................................................................................................68
Soft Key Control of Voice Mail ..........................................................................68
Call Record to Voice Mail ...................................................................................73
Direct Transfer to Voice Mailbox ..............................................................................74
Voice Mail Conference ..............................................................................................74
Call Monitor ...............................................................................................................75
Glossary ........................................................................................................................77
Index............................................................................................................................... 81

Contents
Chapter 6 – Integration Features
iv Strata CTX28 Voice Processing User Guide 06/04

Strata CTX28 Voice Processing User Guide 06/04 v
Introduction
This guide describes the voice messaging capabilities and procedures for making your
voice mail system work for you.
Organization
This guide is divided as follows:
•Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics
covered are: features to personalize your mailbox; an explanation of message
queues, types and destinations; special delivery options; playback/recording
controls; and available user options.
•Chapter 2 – Getting Started provides instructions on those features you need
when accessing your voice mail for the first time, including changing your security
code and recording your name.
•Chapter 3 – Play Messages contains step-by-step instructions on playing
messages.
•Chapter 4 – Send Messages details how to send, forward, and reply to a message.
•Chapter 5 – Manage Mailbox provides step-by-step instructions on recording
greetings, using destination (distribution) lists, and activating options such as Do
Not Disturb (DND) and Call Screening.
•Chapter 6 – Integration Features outlines Call Forward, Message Waiting, Soft
Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing
and Call Monitor features.
•Glossary defines frequently-used voice processing system features and functions.
•Index

Introduction
Conventions
vi Strata CTX28 Voice Processing User Guide 06/04
Conventions
Conventions Description
Note Elaborates specific items or references other information. Within
some tables, general notes apply to the entire table and numbered
notes apply to specific items.
Important! Calls attention to important instructions or information.
Extension
Number
Press to answer a call to the Extension Number. Each station can
have multiple extension buttons. Incoming calls ring the extension
button(s) from the top down. For example, station 10’s extensions
ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered
busy when all extensions are being used.
Note The naming convention for DKT assignments within
Toshiba is Directory Numbers. For clarity and ease of
understanding, the terms Extension Number and Phantom
Extension Number will be used in this document in lieu of
PDN and PhDN.
$ULDOEROG Represents telephone buttons.
Courier Shows a computer keyboard entry or screen display.
“Type” Indicates entry of a string of text.
“Press” Indicates entry of a single key. For example: Type prog then press
Enter.
Plus (+)
Shows a multiple PC keyboard or phone button entry. Entries
without spaces between them show asimultaneous entry. Example:
Esc+Enter. Entries with spaces between them show a sequential
entry. Example: # +5.
Tilde (~) Means “through.” Example: 350~640 Hz frequency range.
³Denotes the step in a one-step procedure.
³Denotes a procedure.

Introduction
Related Documents/Media
Strata CTX28 Voice Processing User Guide 06/04 vii
Action/Response Table
Related Documents/Media
Note Some documents listed here may appear in different versions on the CD-ROM,
FYI, or in print. To find the most current version, check the version/date in the
Publication Information on the back of the document’s title page.
Important! Read this User Guide first, then use it with the Quick Reference Guide.
•Strata CTX General Description
•Strata CTX Installation and Maintenance Manual
•Strata CTX28 Voice Processing User Guide
•Strata CTX28 Voice Processing Quick Reference Guide
•Strata CTX28 Voice Processing Programming Manual
•Strata CTX Library CD-ROM
For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current
documentation and enables you to view, print, and download current publications.
See Figure 10 Grey words within the printed text denote cross-references. In the electronic version of this document (Library CD-ROM or FYI
Internet download), cross-references appear in blue hypertext.
Actions you perform appear
in this column. They can
consist of either a single step
or a series of numbered
steps.
The immediate response to the action performed
appears in this column. Additional notes and comments
are also included.
Conventions Description

Introduction
Related Documents/Media
viii Strata CTX28 Voice Processing User Guide 06/04

Strata CTX28 Voice Processing User Guide 06/04 1
The Grand Tour 1
This chapter provides an overview of the system and covers the following general
topics:
•Features to personalize your mailbox
•Message queues
•Message types
•Greetings
•Special delivery options
•Future delivery
•Message destination selections
•User options
•User prompts
•User tutorial (New User)

The Grand Tour
Overview
2Strata CTX28 Voice Processing User Guide 06/04
Overview
Your voice mail system manages multiple voice processing functions simultaneously
24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave
private voice messages. In addition, you can update your greeting at your convenience
or send and receive messages from any tone-dialing telephone.
Callers control their own progress through the system. They no longer have to wait for
a person to answer the telephone. If your extension is busy or you do not answer,
callers can transfer to an operator, call another extension, or record a private, detailed
message.
A representative in your company has been assigned as the System Administrator for
the system. The System Administrator is responsible for configuring the system and
your mailbox to suit your company’s needs.
The configuration affects how and which features you can access. Whenever possible,
this guide provides information concerning feature exceptions and which features may
be configured to work differently.
You can access your mailbox from any tone-dialing telephone using your security
code. After you access your voice mail, you hear the number of messages you have in
your message queue(s), followed by a prompt from the Main Menu options (see
Figure 1). You can then:
•Listen to your messages
•Send or forward messages
•Reply to messages
•Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)

The Grand Tour
Overview
Strata CTX28 Voice Processing User Guide 06/04 3
Figure 1 Admin Main Menu
Play the next message
Save the current message
Delete the current message
Forward the current message
Reply to the current message
Special Functions
Replay the current message
Play the Previous message
Return to Main Menu
(number of messages to be
deleted plays)
Message Date and Time
Future Delivery Review
(Play, Save, Delete)
Continuous Delete
New/Saved message queue (toggle)
Continuous Play
Return to previous menu
Set the Hour (1~12)
AM
PM
Set the Minutes (0~59)
Set the Day (1~31)
Set the Month (1~12)
Set the Year (last two digits)
Return to previous menu
(message delivery time plays) Enter notification template number
Enable/Disable notification template
(toggle)
Change notification digits
Save changes
Return to previous menu
Enter one of the following:
User ID plus
Directory plus name
Personal List (1~7)
System List (1~7)
Multiple Destinations
Record
Record a message, comment or reply
(Press when finished.)
Send and Return to Main Menu
Review recording
Re-record
Append recording
Select Additional Destinations
User ID plus
Directory
Personal List (1~7)
System List (1~7)
Press when finished
Special Delivery Options
Set Urgent status (On/Off)
Set Private status (On/Off)
Set Return Receipt request
(On/Off?)
Return to previous menu
Set Future Delivery
Cancel message and select new
destination
Cancel and Return to Main Menu
Change your Greeting
Change your User Options
Manage your Lists
Select ~ for a Personal List
Review your current list
Add a User ID to the list
Delete a User ID from the list
Record a list Comment
Return to a previous menu
Return to a previous menu
Manage Guest User IDs
Create a Guest User ID
Delete a Guest User ID
Review your Guest User IDs
Return to a previous menu
Return to a Main Menu
Select ~ for a Personal Greeting
or for the System Greeting
Review selected greeting
Record (new) greeting
Review greeting
Re-record
Append to recording
Cancel recording
Save recording
Return to a previous menu
Review current greeting
Return to a previous menu
Not available
for System
greeting
Change your Do Not Disturb (On/Off)
Change your Call Screening (On/Off)
Change your Security Code
Select your Busy Greeting (toggle)
Record your Busy Greeting
Record your Name
Change message Notification
Review your Option Settings
Return to previous menu
6231
M AIN M ENU
S END M ESSAGES P LAY M ESSAGES M ANAGE M AILBOX
H ANG U P Exit User Mode

The Grand Tour
Features to Personalize Your Mailbox
4Strata CTX28 Voice Processing User Guide 06/04
Features to Personalize Your Mailbox
Your voice mail processing system offers a variety of features to personalize your
User ID Mailbox. The following are a few of those features:
•User ID Mailbox Security Code – Your User ID mailbox has a security code. The
code must be entered by you in order to “log into” your User ID mailbox, giving
you access to your messages, settings, greetings, etc. (see “Change Your Security
Code” on page 18).
•Name Recording – Your name is announced whenever you log onto your mailbox,
the directory is accessed, the system greeting is selected, or when a message is sent
by another voice mail user. When you first enter your mailbox, you need to record
your name (see “Record Your Name” on page 16).
•Personal Greetings – You can record up to seven personal greetings that are
played when you are unavailable (see “Change Your Greeting” on page 46).
•Guest Users– You can create Guest User IDs that can be used by clients, friends,
etc. Users frequently use this feature to create guest IDs for clients, so that they
may easily exchange confidential information (see “Manage Guest User IDs” on
page 63).
Message Queues
Your messages reside in one of two queues—new or saved. Messages play in FIFO
(First In, First Out) or LIFO (Last In, First Out) order. Ask your System Administrator
to find out how your mailbox is configured.
New Message Queue
Messages in the New Message Queue are New or Pending messages.
New messages consist of messages that are unheard or partially heard (less than five
seconds). They remain in the queue, the Message Waiting LED remains on, and a
Return Receipt is not sent, if applicable, until the message is completely heard.
Messages that you have partially heard (five seconds or longer) are called Pending
messages. They remain in the New Message Queue, the Message Waiting LED is
turned off, and a Return Receipt is sent, if applicable.

The Grand Tour
Message Queues
Strata CTX28 Voice Processing User Guide 06/04 5
Note The Pending messages feature is available on a mailbox-to-mailbox basis.
Check with your System Administrator to find out if your mailbox is
configured for this feature.
When you pressfrom the Main Menu to play messages, your voice mail system
automatically accesses the New Message Queue. A new message begins to play based
on the type (urgent messages play first) and order received (FIFO/LIFO). If no new
messages exist, your voice mail system automatically accesses the Saved Message
Queue. If you are in the Saved Message Queue, you can toggle back to the New
Message Queue by pressing.
After you play the last message in the queue, your voice mail system prompts, “End of
messages.” You can choose to return to the top of the queue, go to the top of the other
queue, etc.
Saved Message Queue
Saved messages are messages that you saved or that were automatically saved by your
voice mail system at the end of the message.
Access the Saved Message Queue from the Main Menu by pressingor from the
New Message Queue by pressing. Your voice mail system automatically accesses
the Saved Message Queue when no new messages exist. Saved messages play based
on order received (FIFO/LIFO).
After you play the last message in the queue, your voice mail prompts, “End of
messages.” You can choose to return to the top of the queue, go to the top of the other
queue, etc.
Note Ask your System Administrator to find out if your mailbox is configured with
one or two (New and Saved) message queue(s).

The Grand Tour
Message Types
6Strata CTX28 Voice Processing User Guide 06/04
Message Types
New and Saved Messages can consist of the following special types of messages—
forwarded and message reply.
Forwarded Message
Any message sent to you can be forwarded to a single destination or a personal or
system distribution list. When forwarding a message, recording a message (comment)
is optional.
Reply Message
Messages to which you want to send an immediate answer can be sent as a reply
message. When replying to a message, your voice mail system does not prompt you to
select the destination since it “remembers” the source. The Reply feature only works if
the original message is sent from another voice mail user on the same system.
When listening to a reply message, a prompt notifies the user of the name/User ID of
the person who sent the reply.

The Grand Tour
Greetings
Strata CTX28 Voice Processing User Guide 06/04 7
Greetings
You can select either a personal or system greeting to play to callers when you do not
answer or when your telephone is busy.
Depending on how your system is configured, callers may hear a separate busy
greeting—the system or the custom busy greeting. See “Change Your User Options”
on page 51 for details.
Personal
Personal greetings are greetings that you record for callers. Your voice mail system
stores all recorded greetings under the personal greeting number (1~7) for your
mailbox. Using the greeting number, you can select the greeting which plays.
The System Administrator can also schedule your greetings to automatically play at
different times. If you choose, you can override the automatic schedule using the
“Change Your Greeting Selection” on page 49.
System
The system greeting is a standard prerecorded greeting. It cannot be recorded over or
deleted. The greeting states, “Please leave a message for (name).” Your voice mail
system adds your name from the name recording that you have made (see “Record
Your Name” on page 16).
Busy
If your User ID mailbox is configured for a personal busy greeting, you can record a
custom busy greeting that plays when your extension is busy. If a custom greeting is
not recorded, the default system busy greeting plays. See “Create or Record Over
Your Busy Greeting” on page 55 for details.
The custom busy greeting can also be turned on/off using the Select Your Busy
Greeting option on the Change Your User Options Menu (see “Select Your Busy
Greeting” on page 56).
Note The System Administrator must configure your User ID mailbox for the custom
busy greeting option to be available.

The Grand Tour
Special Delivery Options
8Strata CTX28 Voice Processing User Guide 06/04
Special Delivery Options
In addition to recording and sending a new message, you can mark the message
urgent, private, or request a return receipt.
Urgent
Messages can be marked urgent by the sender and always play first in the New
Message Queue. After the message plays, the urgent status is removed.
Private
Messages can be marked private by the sender. The same options, such as saving and
deleting, apply to the private messages; however, a private message cannot be
forwarded. Once a message is sent, the private status cannot be removed.
Return Receipt
You can mark a message Return Receipt if you want verification of its receipt. When a
user plays (completely or partially) a message marked for Return Receipt, a
notification is sent back to the sender. Your voice mail system notifies the sender
when and by whom the message was received and plays the original message.
Future Delivery
Your voice mail system can be configured so that your message is delivered at a future
time and date specified by you. After marking the message for future delivery, you can
review (play, save, delete) the message at any time before it is sent.