Lucent Technologies A Portable Guide To Voice Messaging

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Delivering Your Message
6. Press # to deliver immediately. 
      Or, do any combination of the following:
Then press # to approve
      and deliver.
- Press 0 to have the system recite this list of 
options to you.
- Press 1 to make your message private. 
(Press 1 again to undo.)
- Press 2 to make your message priority 
(if available). 
(Press 2 again to undo.)
- Press 3 to schedule delivery.
(Press 3 again to undo.)
- Press 4 to file a copy.
(Press 4 again to undo.)
Delivery Options
To schedule  delivery:
a. Enter delivery time 
(405 = 4:05).
a. Enter A (or 2) for 
AM or P 
(or 7) for PM and 
press #.
a. Enter delivery 
month and day (502 
= May 2) and press 
#.
a. Press # to approve 
or 
* 3 (or * D) to 
start over.
# #
#
#
1 Re c o rd
Ap prove
Ap prove Ad dress
Send
Now
Speak
Se n d
Messages
Tips
Filed messag es 
c an be modified  
and  sent ag ain. 
See p ag e 24.
Record and Send Messages 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
1. Press 2 from the Activity Menu.
Listen to Header or Message
2. Press any combination of the following:
- 0 to listen to the message.
- 2 to rewind the message (or return to previous).
- 2 3 to play back the header.
- (See other playback options on the next page.)
Respond to Header or Message
You can respond to a message during or after listening to the 
message or header.
Act on Header/Message
4. Press any combination:
- 
* D or * 3 to delete message.
- 
* * U or * * 8 to restore the
last message you deleted 
(not available with all systems).- # to save and skip to the 
next message.
- 
* * H or * * 4 to hold 
message in current category 
and skip to next message.
* # to skip to the next 
message category
3. Do one of the following :
-  To reply to sender by voice mail, press 1 1 6 or 
1 7. To reply and attach original, press 1 1 9. 
After recording, press # to approve, then 
schedule delivery or press # to send now.
- To call sender, press 1 0.
-  To record a message to someone other than the 
sender, press 1 4. 
(See “Record and Send Mes-
sages” steps 2 - 6 to complete this or the next 
option. Use 
* L or * 5 to send to mailing lists.)- To forward with comment, press 1 2 .
- To escape back to step 2, press # 
(may not be 
available with your system)
OPTIONAL
Tips 
Pressing  * * H
 or * * 4
 
to hold a messag e in 
the New c ateg ory lets 
your messag e waiting 
indic ator stay on. 
When rec ord ing  a 
resp onse, p ress 
1 to 
skip  the rec ord  promp t.
The system saves 
messag es for the 
length of time set b y 
your ad ministrator. 
d elete them.
Eac h messag e head er 
tells you the length of 
the messag e in min-
utes and /or sec ond s.
Get and Respond to Messages 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Once you are familiar with how to get messages, try the eas-
ier scanning method. Auto Scan is most useful for mobile 
phone users, as it requires touching only two buttons.:
1. Press 7 from the Activity Menu.
2. Press one of the following:
- 1 to scan headers and messages.
- 2 to scan headers only.
- 3 to scan messages only.
3. Use the Respond and Act On options (steps 3 and 4 on 
page 16) as necessary.  The system pauses three seconds 
between messages.
 NOTE: Dont forget to delete messages so your 
mailbox doesnt fill up.
Scan Messages Quickly 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Your system allows you to record and store several personal 
greetings, each for a specific situation. You can manually 
activate each greeting as needed (basic mode), or you can 
keep a number of greetings active at once (advanced mode). 
Record Greeting
1. Press 3 from the Activity Menu.
2. Listen to a summary of active greetings.
3. Press 1 to record or re-record a greeting.
4. Enter a number (1-9) for the greeting.
5. Speak greeting at the tone.
6. Press 1 to stop or pause.
8. Press # to approve.
Act on New Greeting
9. Do one of the following:
- Press # to leave the 
greeting inactive.
- Follow the prompts to 
activate the greeting.
NOTE: The system skips Steps 2 and 4 below if the 
multiple personal greetings feature isn’t turned on.  
OPTIONAL
Edit
7. Press:
- 1 to continue.
- 2 3 to play back.
- 
* D to delete
- (return to step 5).  Tips
The system 
greeting is 
always g reeting 
0.
The system 
d oesnt c are what 
sing le-d igit num-
b er you assig n to 
eac h g reeting .
Keep  trac k of 
your greeting s by 
noting them on 
p ag e 33 or by 
sc anning them.
NOTE: You can also assign greetings to specific 
types of calls. This advanced mode allows you to 
have as many as three greetings active at once. See 
pages 20-23.
Activate Previously Recorded Create Personal Greetings-Basic 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Greetings
1. Press 3 3 from the Activity Menu.
2. Enter the greeting number.
3. Follow the prompts to activate for all calls or for indi-
vidual call types.
Scan All Greetings
1. Press 3 2 from the Activity Menu.
2. Listen to first greeting status statement.
3. Press any combination of the following:
- 0 to listen to a greeting.
- 1 to re-record a greeting.
- 
* D or * 3 to delete and skip to the next greeting.
- 2 to return to the previous 
greeting.
- # to save and skip to 
the next greeting.
Then press * # to quit scanning.
Create Personal Greetings-Basic (Cont) 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
After you have recorded several personal greetings, you 
may want to assign those greetings to specific types of 
incoming calls. Besides the basic mode of using one greet-
ing for all calls, you can set up specific greetings for:
• 1) internal and 2) external calls
• 1) busy and 2) no answer calls
• 1) prime-time internal, 2) prime-time
external, and 3) out-of-hours calls
• 1) prime-time busy, 2) prime-time 
no answer, and 3) out-of-hours calls
The first step is to define the types of calls you want to dif-
ferentiate.
NOTE: Your system may not permit the use of busy/no 
answer call types. This is the case for systems connected to 
the MERLIN LEGEND system.
Define Call Types (the first time)
1. Press 3 4 from the Activity Menu.
2. Press one of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not be
available on your system).
3. Press one of the following:
- 3 to differentiate out-of-hours calls.
- 4 to make no distinction between 
prime time and out-of-hours calls.
4. Proceed to page 22 to assign
greetings to call types.
Tips
When you selec t the 
out-of-hours c all type, 
the other c all typ es 
automatic ally ap ply 
only to prime-time 
calls.
You must make a 
c hoic e b etween inter-
nal/external and  
busy/no answer c all 
types. The system is 
not set up  to hand le 
both sets of situations 
simultaneously.
Create Personal Greetings-Advanced 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Call Types
Internal calls come from callers at your location. Ex-ternal 
calls come from outside your location.
Busy calls are those that come in when you are already using 
your phone line(s). No answer calls are those that come in 
when you do not answer. NOTE: These types may not be 
available with your system.
Out-of-hours calls are those that come in after standard 
business hours — defined by your system administrator. 
(Weekend greetings must be activated manually — basic 
mode only.)
Change Call Type Definition
1. Press 3 4 from the Activity Menu.
2. Press any combination of the following:
- 1 to differentiate internal/external calls.
- 2 to differentiate busy/no answer calls (may not
be available on your system).
- 3 to differentiate out-of-hours calls.
- 4 to turn off out-of-hours differentiation.
- 5 to use a single greeting for all calls (negate call type 
definition).
3. Press # to approve and proceed to page 22 to assign 
greetings to call types.
Tips
To  deselect a call type, 
simp ly selec t another 
c all type in its plac e.
To d eselec t a greeting, 
simp ly selec t another 
greeting  in its plac e.
Create Personal Greetings-Advanced (Cont) 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
After you have recorded multiple personal greetings (pages 
18 and 19) and defined the call types to which you want to 
assign those greetings (pages 20 and 21), use the following 
procedures to assign greetings to call types.
Assign Greetings to Call Types
1. Press 3 from the Activity Menu.
2. Listen to the summary of active greetings.
3. Press 3 to activate a greeting.
4. Enter 0-9 to indicate which greeting you want to assign 
to a call type.
5. Press any combination of the following:
- 1 to use the greeting for each call type.
- 2 to use the greeting for Internal (or Busy) calls.
- 3 to use the greeting for External (or No Answer) calls.
- 4 to use the greeting for Out-of-hours calls.
6. Press # to approve.
7. Press 
* R or * 7 to return to the Activity Menu.
Tips
To set up  different g reet-
ings stric tly for p rime-time 
and  out-of hours c alls, you 
must assig n the same 
greeting  to the two prime-
time c alls types (internal 
and  external or busy and 
no answer).
Your sp ec ific  op tions at 
step 5 d ep end  on the c all 
types you c hose to d iffer-
entiate on p ages 20 and  
21. Listen to the voic e 
promp ts for g uid anc e.
Create Personal Greetings-Advanced (Cont) 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Multiple Personal Greetings Flowchart 
						

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A Portable Guide to Voice Messaging 
585-300-701Issue 3
November 1994
Follow steps 1, 2, and 3 to see if an outgoing message was 
delivered.  To modify or resend a message, follow steps 1 
through 6.
Access Outgoing Messages
1. Press 4 from the Activity Menu.
2. Listen to first message header.
Select Message
3. Press any or none of the following:
- 0 To listen to the message
- 2 3 to play back the message header
- 
* D or * 3 to delete and skip to the next message
- 2 2 to return to previous messages
- # To save and skip to the next message
- 
* # to skip to the next message category
Modify Message
4. Press 1 to modify and/or
resend the selected 
message.
5. Do one of the following:
- To resend the message 
as is, press # and go to 
step 6.
- To re-record:
a. Press 1.
a. Speak message at 
the tone.
a. Edit normally.
a. Press # to approve.
NOTE: For Delivered or Accessed messages, you can 
listen to the headers only. You can’t change or resend 
these messages. After you review an accessed mes-
sage header, the system deletes the header automati-
cally.
Tips
You c an modify/re-send  
three typ es of outgoing  
mesag es: 
Und elivered 
(sc hed uled  for future 
d elivery), 
Nondeliverab le (b ad  ad ress or rec ipient’s 
mailb ox is full), and  Filed.
Be sure to d elete mes-
sages and  headers reg u-
larly.  The Outg oing  
Messag e file c onsumes 
muc h of your systems 
resourc es.
Pre ss  # #
 to resend an 
und elivered  messag e to 
the orig inal rec ip ient only 
(step  6).
Outgoing/Filed Messages