Toshiba Strata GVMU/LVMU User manual

Strata GVMU/LVMU User Guide

July 2006
Business Communications Division
Voice Processing System
User Guide
L
/

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Version 1, July 2006
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Business Communications Division
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Contents
Chapter 1 – The Grand Tour
Strata LVMU/GVMU Voice Processing System User Guide 7/06 i
Contents
Introduction
Organisation .................................................................................................................v
Conventions ................................................................................................................vi
Action/Response Table ........................................................................................vii
Related Documents/Media .........................................................................................vii
Chapter 1 – The Grand Tour
Overview ......................................................................................................................2
Features to Personalise 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
Message Destination Selections ...................................................................................9
Personal Distribution Lists ....................................................................................9

Contents
Chapter 2 – Getting Started
Strata LVMU/GVMU Voice Processing System User Guide 7/06 ii
System Distribution Lists ....................................................................................10
Directory ..............................................................................................................10
User Options ..............................................................................................................10
User Prompts ..............................................................................................................11
User Tutorial (New User) ..........................................................................................11
Chapter 2 – Getting Started
User Tutorial ..............................................................................................................13
From External Telephone ....................................................................................15
From Internal Telephone .....................................................................................15
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
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

Contents
Chapter 6 – Integration Features
Strata LVMU/GVMU Voice Processing System User Guide 7/06 iii
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
CIX Integration ..........................................................................................................68
Soft Key Control of Voice Mail ..........................................................................68
Call Record (LVMU only) .........................................................................................70
To record a call ....................................................................................................70
Pause/Resume Recording ....................................................................................71
Call Monitor (LVMU only) .................................................................................71
Direct Transfer to Voice Mailbox ..............................................................................72
Voice Mail Conference ..............................................................................................72
Notes to Users............................................................................................................73
Glossary ........................................................................................................................83
Index................................................................................................................................87

Contents
Chapter 6 – Integration Features
iv Strata LVMU/GVMU Voice Processing System User Guide 7/06

Strata LVMU/GVMU Voice Processing System User Guide 7/06 v
Introduction
This guide describes the voice messaging capabilities and procedures for making your
voice mail system work for you.
Organisation
This guide is divided as follows:
•Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics
covered are: features to personalise 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, Direct Transfer to Voice Mail and Voice Mail Conferencing features.
•Glossary defines frequently-used voice processing system features and functions.
•Index

Introduction
Conventions
vi Strata LVMU/GVMU Voice Processing System User Guide 7/06
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.
Arial bold 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 a simultaneous 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 LVMU/GVMU Voice Processing System User Guide 7/06 vii
Action/Response Table
Related Documents/Media
Note Some documents listed here may appear in different versions on the website, 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 CIX Installation and Maintenance Manual
•Strata LVMU/GVMU Voice Processing Quick Reference Guide
•Strata LVMU/GVMU Voice Processing Installation, Programming and
Maintenance Maual
For authorised users, BCD Partner Portal (http://www.telecoms.toshiba.co.uk/partner)
contains all current Strata LVMU/GVMU Voice Processing documentation and
enables you to view, print, and download current publications.
See Figure 10 Cross-references appear in blue.
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 LVMU/GVMU Voice Processing System User Guide 7/06

Strata LVMU/GVMU Voice Processing System User Guide 7/06 1
The Grand Tour 1
This chapter provides an overview of the system and covers the following general
topics:
•Features to personalise 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 LVMU/GVMU Voice Processing System User Guide 7/06
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-dialling 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-dialling 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.)
•Listen to your messages at different speeds
In addition LVMU can provide the following features
•lets you listen to messages being left in you mailbox in real time, allowing you
to connect the caller to your handset and take the call yourself should you wish.
•Call record can be used to record telephone conversations, either to your own
voicemail box or any other of your choice.
•Variable speed message play back.
Where these three features appear to in this document they refer only to LVMU and
are not supported by GVMU.

The Grand Tour
Overview
Strata LVMU/GVMU Voice Processing System User Guide 7/06 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 Previousmessage
Return to Main Menu
(number of messagesto be
deleted plays)
Toggle playback speed
Message Date and Time
Future Delivery Review
(Play, Save, Delete)
ContinuousDelete
New/Saved message queue (toggle)
ContinuousPlay
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 amessage, 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 aPersonal List
Review your current list
Add aUser ID to the list
Delete aUser ID from the list
Record alist Comment
Return to aprevious menu
Return to aprevious menu
Manage Guest User IDs
Create aGuest User ID
Delete aGuest User ID
Review your Guest User IDs
Return to aprevious menu
Return to aMain Menu
Select ~ for aPersonal 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 aprevious menu
Review current greeting
Return to aprevious 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
7398 LVMU
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 Personalise Your Mailbox
4Strata LVMU/GVMU Voice Processing System User Guide 7/06
Features to Personalise Your Mailbox
Your voice mail processing system offers a variety of features to personalise 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 can be 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 LVMU/GVMU Voice Processing System User Guide 7/06 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 1 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 77.
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 177 or from the
New Message Queue by pressing 77. 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 LVMU/GVMU Voice Processing System User Guide 7/06
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 LVMU/GVMU Voice Processing System User Guide 7/06 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.