Vodavi TALK PATH User manual

User Guide
Issue 2 - May 2004 CD P/N: 250-14
TALK
PATHTM

Issue Release Date Changes
1 4-97 Initial Release
1a 4-98 Statements have been added for
clarification purposes.
1b 9-02 The “While Listening” mailbox
operation & diagram have been updated.
2 5-04 Voice Messaging illustrations on pages
3 & 4 have been updated.
Copyright © 2004 VODAVI Communications Systems, Inc.
All Rights Reserved
This material is copyrighted by VODAVI Communications
Systems, Inc. Any unauthorized reproductions, use or disclo-
sure of this material, or any part thereof, is strictly prohibited
and is a violation of the Copyright Laws of the United States
(17 U.S.C. Section 101 et. seq.).
VODAVI Communications Systems Inc. reserves the right to
make changes in specifications at any time and without notice.
The information furnished by VODAVI Communications Sys-
tems, Inc. in this material is believed to be accurate and reli-
able, but is not warranted to be true in all cases.
TalkPath™ is a trademark of
VODAVI Communications Systems, Inc.
set/04

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INTRODUCTION
The TalkPath™ is a powerful tool for telephone
automation. With it, you can:
• Receive voice messages.
• Send voice messages.
• Forward messages to a paging device or
outside number.
• Record a personal greeting.
• Verify the date and time a message was
sent.
• Screen incoming calls.
• Activate voice menus when you are away
from your desk.
• Be notified of an important message
anytime, anyplace.
• Allow a calling party to wait on hold.
This user guide is designed to show you how to
use the TalkPath™ system features. The guide
presents:
• The features and their functions.
• How to access features.
• How to change feature settings.

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Voice prompts guide you through the operation
of all the features. In fact, the TalkPath™ is so
easy to use that you almost do not need this
manual. However, by taking the time to read it,
you get the most out of the product.
However, for purposes of understanding the
operation of the system and its full potential,
assume that all features have been activated.
Some Basics
A menu is a group of features or selections. The
features can be accessed by pressing [0-9, ✳, or
#] from the dialpad of any push button telephone.
Menus are connected in what we call a tree
structure,where general topics are broken into
more specific areas. For example, "Press [1] to
retrieve messages. Press [2] to send a message.
Press [8] for personal options." These selections
are general topics that deal with a number of
feature settings. If you select "personal options"
you hear the following: "Press [1] to edit greeting.
Press [2] to enter name...".
NOTES
The system administrator may not have
activated all the features described in this
manual and, therefore, some features may not
be accessible.

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Special keys include the [✳] which replays the
selections of the current menu, and [#] which
takes you back to the previous menu. (Use the
[✳] at specific points in the program to gain
access to system features.)
As a new user, press the [✳] key often to replay
the menu choices. This way you quickly become
familiar with the system. However, experienced
users may not need to listen to the menu
selections at all. The Type Ahead feature
overrides the voice prompts and allows you to
enter a string of keys that takes you directly to
where you want to be.
Getting Started
Before going further, gather the following
information:
• The internal or phone number to access
the system
• Your mailbox number
• Your extension number
• Initial security code
Replays the current selections
Hang up or Disconnect.
Takes you to the previous menu.

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VOICE MESSAGING
The following two illustrations show the menu
structure for Voice Messaging:
WHILE LISTENING
[6] [1] Move to Saved Msgs
[6] [2] Pause
[6] [3] Skip
[6] [8] Volume Down
[6] [9] Volume Up
[7] Rewind
[8] Fast Forward
[6] [0] Callback Sender
Listen to
Messages
Send a
Message
AFTER LISTENING
[1] Replay
[2] Save
[3] [#] Delete & Confirm
[4] Forward
[5] Reply
[8] Date & Time
Record Message
when finished …
press any key
[1] Message OK
[2] Hear
[3] Cancel
[4] Append
[5] Re-record
Enter
Mailbox Number
-or-
SEND OPTIONS
[ ✳
✳✳
✳ ] [ ✳
✳✳
✳ ] Spell Name
[
✳
✳✳
✳ ] [4] Guest Mailbox
[
✳
✳✳
✳ ] [5] System List
[#] Send as is
[
✳
✳✳
✳ ] Re-enter Destination
[3] Cancel
[6] Send Options
[1] Private
[2] Urgent
[5] Future
[#] Send Message
[3] Cancel
[4] Confirm Delivery

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See
Auto
Attendant
[1] Greeting
[2] Password
[3] Name
[4] Delete Sent Msg
[8] Other
[1] Notification Settings
[2] Mailbox State
[3] Distribution List
[4] Guest Mailbox
[1] Internal (Future)
[2] Busy
[3] Time Sensitive
[1] Standard
[2] Temporary
[8] Other
Extended
Options
Edit Personal
Options
Transfer to
Mbx or Ext

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System Access
1. Dial the internal extension or outside
phone number of the system.
2. Once connected, listen for a prompt
similar to the following, "You have
reached the voice mail center. Please
enter the mailbox number of the person
you are trying to reach".
3. Enter your mailbox number.
4. Next, press the [✳] key. This tells the
system that you want to access your
mailbox. The system respond with the
prompt, "Please enter your password".
5. If you are connected to a Vodavi phone
system, press the voice mail button (or
dial the Voice Mail pilot number). The
first four steps are performed
automatically.
6. Enter your password (Initially a number
set by the system administrator).
The first time you access the system as a new
user:
• Record your name as the owner of this
mailbox
• Change the security code
• Record a personal greeting
NOTES
That the [✳] key is the default key set at the
factory and the system administrator may have
changed this.

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The System Administrator usually enables a First
Time Help Feature that guides you through the
process of recording your name, changing your
password and recording a greeting. The
following pages in this "User Guide" also
describes these features.
Whenever you access your mailbox the system
plays a message about the number of new
messages, and then the number of saved
messages. For example, "You have two new
messages and three saved messages".
After the message number prompt the menu
provides the following options:
The system uses a scheme called "smart
prompts" to eliminate unnecessary messages. If
you have no messages, it leaves out the
message number prompt and the retrieve
messages prompt.
To retrieve messages.
To send a message.
For extended options.
For personal options.
To transfer to a mailbox or
extension.

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Record Name
Recording your name provides a personalized
identity for your mailbox. For example, when a
mailbox owner leaves a message from their
mailbox the owner hears the following prompt,
"Message will be sent to Your Name." The caller
gets confirmation that the message has been
sent to the correct person. If a name is not
recorded the caller hears, "Message will be sent
to mailbox XXXX".
Once a name has been recorded, you can press:
Password
Change your password to keep messages
confidential and prevent unauthorized use of
your mailbox. The password can be changed as
often as you like.
The password is a four digit number, unless set
otherwise by the system administrator. Select a
code that is easy to remember but is not obvious.
For example, do not use "5555". However, the
last four digits of your home telephone number
might work well. If you forget the code, the
administrator can reset the mailbox.
To listen to the current name.
To record again.
When finished.

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Once set, change the security using the same
procedure as setting the original password.
Greeting
The greeting is a personal message that callers
hear when they dial a mailbox. The greeting
usually tells the caller that you are not available,
when you can be reached, and how to record a
message. When you record a greeting, try
speaking at a natural pace, perhaps just slightly
faster than normal.
As a mailbox owner there are several greeting
types that you can record:
•Standard -Greeting that plays any time
that you are away from the phone or your
phone is busy.
•Temporary - Greeting plays only when it
is activated. It could be used for
vacations, days off, or sick days.
•Internal - That answers when fellow
employees dial your extension. (Future)
•Busy - Answers calls only when you are
on the phone.
Press from the main menu.
To edit a password. The system
plays the current password.
To keep the current password,
or enter a new password
followed by a [#] when finished.

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•Time Sensitive - There are nine possible
time periods defined by the system
administrator. Check with the
administrator using these prompts.
An example of a typical or standard greeting
might be, "Hello, this is Roger Smith. I'm either
on the phone or out of the office. After the tone
please leave your name, number, and a detailed
message. I will return your call as soon as
possible. When you have finished your message,
press any key for more options or just hang up."
Instructing callers to "press any key" at the end
of their messages allows them to select from a
number of editing options:
To send.
To play the message.
To cancel the message.
To append to the message.
To re-record the message.

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To record a new Standard Greeting:
1. Access your Voice Mail.
If you do not record a personal message, the
system plays the following canned message, "At
the tone, record your message, then press any
key to finish recording or stay on the line and an
operator will be with you momentarily".
For Personal Options.
To edit any greeting type.
To edit the standard greeting.
To listen to the current
greeting.
To record the greeting.
Record your message. Press any key
when finished recording.
Repeat the above steps until you are
satisfied with the greeting.

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Once the greeting has been recorded, you can:
Retrieving Messages
To retrieve messages:
1. Enter your mailbox number + [✳] +
password.
2. Press [1] to retrieve a message.
Message must be deleted or saved.
When messages are retrieved, new messages
are played back before previously saved
messages, and they are played in the order they
were received. The oldest message is played
first.
The following diagram shows the features
available while you are reviewing the messages.
Features can be accessed at any time. It is not
necessary to wait until the end of the message.
Press [1] to hear it.
Press [2] to re-record.
Press [3] to erase it.
Press [#] to go back.

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Options available while and after listening to a
message:
After listening to a message, do one of the
following:
• Delete the message.
• Save the message.
• Forward the message to a mailbox.
In most cases, you probably delete the message.
If you save it, be aware that the system
automatically erases messages after a period of
time. This "time" is called the retention period
and is typically set to a week or so, but ask the
system administrator to be sure.
Forward - Allows you to pass the message
along to another mailbox owner. To use this
feature you must know the mailbox number
of the person to forward the message to. You
may then forward the message as is, or add
your introductory comments (preamble) to
the message. These comments are heard
first by the person retrieving the message
followed by the forwarded message.
NOTES Even if a message is forwarded, it must be
either deleted or saved.
WHILE LISTENING
[6] [1] Move to Saved Msgs
[6] [2] Pause
[6] [3] Skip
[6] [8] Volume Down
[6] [9] Volume Up
[7] Rewind
[8] Fast Forward
[6] [0] Callback Sender
AFTER LISTENING
[1] Replay
[2] Save
[3] [#] Delete & Confirm
[4] Forward
[5] Reply
[8] Date & Time

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Reply - Use Reply to respond directly to the
person who left you the message without
having to enter a mailbox number. To use
this feature, the message must have been
sent from another mailbox owner.
Date/Time - Gives the date and time that the
message was sent. The system
automatically attaches this information to
each message.
Sending a Message
1. Enter your mailbox number + [✳] +
password.
2. Press [2] to send a message.
3. Record your message after the tone.
When finished, press any key.
The following options are now available:
NOTES
If you hang up without doing a delete or save,
the messages are automatically saved in the
same state they were in when you accessed the
mailbox.
[1] Message OK
[2] Hear
[3] Cancel
[4] Append
[5] Re-record

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After you have finished recording and before you
press [1] to send the message, you are given the
following options:
You may want to practice by entering your own
mailbox number and sending yourself a
message.
Reply To Sender
The Reply to Sender option allows you to
respond to a mailbox message. TalkPath™ will
automatically send a reply to the person who
sent the message.
1. Enter your mailbox number + [✳] +
password.
2. Press [1] to retrieve messages.
3. Press [5] to reply to the message.
4. Prompt: "Reply will be sent to either
Mailbox Name or Number".
5. Press [#] to confirm, or [✳] to cancel.
6. After the tone, leave your message.
7. After recording, press any key to end
recording.
8. Press [1] to send the reply or use other
send options.

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If you need to edit the message, press any key
on the telephone key pad instead of hanging up
the phone to send the message. TalkPath™ has
the following options:
Mailbox State
The mailbox State determines how the system
handles a call when someone tries to leave a
message. Usually, this means playing the called
party's personal greeting and then prompting the
caller to leave a message. Several other feature
selections allow the call to be handled differently:
1. Enter your mailbox number + password.
2. Press [8] for Personal Options.
3. Press [8] for Other options.
4. Press [2] for State. The system plays the
current mailbox state and its options.
5. Select the appropriate mailbox State.
NOTES
These messages are "smart prompts" and the
system only plays the prompts available to the
user based on current state and system
administrator settings.

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The following selections are available for the
State menu and a description of what they are
used for:
•Turn Greeting Off - disables the mailbox
greeting. The caller only hears the tone to
begin recording. The system provides this
option only if "Turn Greeting On" is active.
•Turn Greeting On - enables the mailbox
greeting. Callers hear a complete
greeting. The system provides this option
only if "Turn Greeting Off" is active.
•Forward to a mailbox - transfers the call
to another mailbox instead of this one.
For example, in the evening a sales
department might want messages left in a
generic mailbox with common password
access.
•Forward to an extension (option) -
transfers the call to an extension instead
of taking a message.
•Forward to a menu - transfers the caller
to a custom designed menu with a
number of selections.
•Forward to a module - transfers the
caller to a custom designed module with a
number of selections. This option is not
currently available.
•Mailbox Off - disables the mailbox and
caller hears, "This mailbox is not
available. Press [1] to try another mailbox
or [0] for an operator".

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Notification
Message Notification instructs the system to
contact you when a message is received by
dialing an alternate phone number or activating a
paging device.
1. Enter your mailbox number + password.
2. Press [8] for Personal Options.
3. Press [8] for Other options.
4. Press [1] for notification.
5. Select the type of notification.
Notification type can either be:
•Immediate - The system dials you as
soon as the message is left.
•Timed - The system waits until a set time
before notifying you.
The following selections are available for the
notification options:
•Play - is used to hear the current settings.
•Off/On - turns this feature off/on.
•Immediate - enables immediate
notification.
•Timed - is used to set the reminder time.
•Number - is used to set the number
where you can be reached. This number
can be an internal extension, outside
phone number, or digital pager.