Toshiba Stratagy Ies32, Es4, Es80, Es96, Es96r User Guide

							Unified Messaging (UM) with Outlook Integration
Stratagy ES Message Window
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Table 5 Stratagy ES Message Box Buttons 
BUTTONDESCRIPTION
MultimediaEnables you to play, rewind, fast forward, pause and stop message playback.
Playback SlideEnables you to move to a specific part of the message by dragging this slide 
button.
Volume SlideYou can adjust the volume of a message by moving the slider.
Speed SlideIf you are playing the message through your telephone, you can use this slide 
bar to change the speed of the playback.
Vo i c e  F o r w a r dLets you easily forward a message to a co-worker.
Vo i c e  R e p l yDisplays only when you receive a message from a co-worker, enabling you to 
reply to the sender.
Telephone PlaybackDisplays when you set up Outlook to play or record voice messages using 
your telephone. Clicking on it, directs Stratagy ES to call your telephone to 
start the play or record process.
NoteWhile Stratagy ES is processing the call to your telephone, the icon 
displays an off-hook receiver.
Fax ViewerDisplays when the message contains a fax. When you click on this button, 
Outlook launches your computer’s designated application for viewing the 
Tagged Image File Format (TIFF) files.
NoteIf your computer is not configured to view TIFF files, ask your 
System Administrator for assistance.
Standard Outlook 
ToolbarYou can also use this toolbar for sending voice replies and forwarding voice 
messages to anyone that has e-mail.
NoteIf you’re sending a voice message to someone who’s not on the 
Stratagy ES system, you must also send the Stratagy ES audio 
driver so the recipient can play the message on their computer. Your 
System Administrator has details about this driver.
Configure Stratagy 
Voice MailUsing this button, you can select personal preferences, such as playing voice 
messages through your PC speakers or telephone.
Record Stratagy 
Voice MessageUsing this button, you can easily record voice messages for co-workers or 
any co-workers who use the Stratagy ES system. 
						

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Address Book Feature
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Address Book Feature
➤The Stratagy ES Address Book makes it easy to find and select addresses for user’s 
mailboxes. The address book lists all voice mailbox addresses in the system.
The address book can be manually or automatically updated with the most current 
mailbox list.
Update Stratagy ES Address Book Manually
➤From the 
Microsoft 
Outlook Inbox 
screen (shown at 
right), select 
Tools, then 
Synchronize 
Stratagy Address 
Book. Stratagy ES 
updates the 
address book with 
the most current 
mailbox list.
Update Stratagy ES Address Book Automatically
➤The Stratagy ES Address book can be automatically updated with the Stratagy ES 
at regular intervals (set number of days). See Step 9 on page 111 for instructions on 
setting the feature.
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Using UM Feature
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Using UM Feature
Step 1: Configure Your Computer for UM
NoteThis step may have already been performed for you. Check with your System 
Administrator.
Before using UM features, you’ll need to configure the Stratagy ES to coordinate and 
synchronize information with your computer.
1. From the Standard Outlook toolbar, 
click Configure Stratagy Voice Mail 
(see Figure 2 on page 106). The 
Stratagy ES Message Configuration 
(Media Setting) screen displays 
(shown right).
NoteUsing this screen, you can set up 
your system to play voice 
messages through speakers, and 
determine how your Stratagy ES 
messages are managed within 
Outlook.
2. From the Media Setting tab screen, 
select PC Speaker/Microphone or 
Telephone handset as your choice for 
playing and recording your messages. 
PC Speaker/Microphone – The 
messages play over your PC’s 
speaker/microphone.
Telephone handset – If you choose Telephone handset, you need to enter either 
an extension number or direct dial number in the Telephone Number field. This 
number is where you will receive your voice messages. A Telephone icon will 
display on the Stratagy Message window indicating that you have chosen this 
option.
3. In the next section of the screen, select the method you want Stratagy ES to use 
when processing a message after you select it to play in Outlook.
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Using UM Feature
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Save the message to my Stratagy personal folder – If you select this option, you 
need to select one of your personal folders from the drop-down list where the 
messages will be stored.
Important!The default setting is folder “1” which is your saved message folder. 
The Multiple Message Folder Feature must be enabled in order to use 
folders 2~8. (See “Manage Personal Folders” on page 78.)
Delete the message from Stratagy – Deletes the message automatically from 
your Stratagy mailbox after it has been downloaded to Outlook.
Important!If you choose to have messages deleted from the Stratagy ES mailbox, 
the only copy of these messages that will be left will be on your com-
puter.
4. Click OK and a dialog box informs 
you that the changes will be applied 
next time you open the message. Click 
OK again, then User Information tab. 
The User Information screen displays 
(shown right).
5. In the Mailbox number field, type the 
mailbox number of the user. Press 
Enter.
6. In the Mailbox security code field, 
type the security code for the 
previously defined mailbox. Press 
Enter.
7. The next two fields, Server name/IP 
address and Domain name, should be 
filled in by your System 
Administrator. 
8. In the Email password field, type your 
e-mail password if you are going to use the e-mail Text-to-Speech (TTS) feature. 
Press 
Enter.
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Notes
The mailbox number, Server name/IP address and Domain name should have been 
filled in during the installation of the Stratagy ES Outlook Integration software. 
These fields are available if changes are required.
Without this password, the TTS e-mail feature does not work.
This password must match the one entered in the E-mail Server (e.g., Exchange) 
account password for the TTS e-mail feature to function. 
9. In the Synchronize StratagyES Address Book every ___ Days field, type the 
interval (number of days) you wish to have Outlook synchronize with the 
Stratagy ES for the latest directory updates. After the specified amount of days, an 
automatic synchronization takes place. 
To disable automatic synchronization, type zero for the number of days.
10. Click Apply.
Step 2: View Message Log
When you receive a 
voice or fax message in 
your Stratagy ES 
mailbox, an e-mail 
message is inserted into 
your Outlook Inbox 
(shown at right). The 
Subject field tells you 
what type of message 
you received—voice, 
fax or a voice and fax.
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Voice Mail Options
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Step 3: Select Message
➤Double-click on a message listed in the Microsoft Outlook Inbox. The Stratagy ES 
Message window displays (see Figure 2 on page 106), enabling you to manage 
both your voice and fax messages from your PC.
See “Voice Mail Options” on page 112 and “Vie w  F a x” on page 115 for 
instructions on using your voice and fax mail.
NoteWhen you listen to and delete a Stratagy ES message by telephone, the e-mail 
listing is not deleted from the Outlook screen. If you click on the screen listing, 
you are alerted that the message has already been deleted by telephone. You 
must now delete it from the Outlook screen.
Voice Mail Options
UM voice mail option enables you to:
Play a voice message
Reply to a voice message
Forward a voice message
Send a voice message
Play Voice Message
➤From the Stratagy Voice and Fax Message screen, click Play on the multimedia 
bar. The voice message plays. While the message is playing you can use the other 
multimedia buttons to navigate through the message (see Figure 3).
Figure 3 Multimedia Bar (Buttons)
Skip
 t
o StartRecord
P
lay
S
kip to E
nd
Pause Skip F
orw
ard Sto
p S
kip Back
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Voice Mail Options
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Reply to Voice Message
1. From the Stratagy Voice and 
Fax Message screen, click 
Voice Reply. Another message 
form displays with the To field 
filled in with the address of the 
original sender (shown right).
2. Click Record (see Figure 3) on 
the multimedia bar.
3. Speak your message clearly 
into the microphone.
4. Click Stop on the multimedia 
bar.
5. Click Send on the toolbar. The 
Reply Message window closes. 
The Outlook Inbox remains on the screen.
6. (Optional) From the Outlook Inbox screen, type a brief note into the Comments 
field about the voice message so you will not have to replay it to review the 
contents.
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Voice Mail Options
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Forward Voice Message
1. From the Stratagy Message 
window, click Voice Forward. 
Another message form 
displays (shown right).
2. Click To field. The Select 
Names screen displays (shown 
right).
3. From the Show Names from 
the field drop-down list, select 
the Stratagy ES Address Book.
4. Select a name or names from 
the address book. Click OK. 
The screen in Step 1 above 
displays with the To field filled 
in with your destination(s).
5. (Optional) To record a 
comment to go along with the 
forwarded message, click 
Record on the multimedia bar.
6. Speak your message clearly into the microphone. When finished, click End 
Recording on the Standard Outlook Toolbar (see Figure 2 on page 106).
7. Click Send. The Reply Message window closes. The Outlook Inbox remains on the 
screen.
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View Fax
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Send Voice Message
1. From the Stratagy Voice and 
Fax Message screen, click 
Record Stratagy Voice 
Message in the Standard 
Outlook toolbar.
2. Click To field. The Select 
Names screen displays (shown 
right).
3. From the Show Names from 
the field drop-down list, select 
Stratagy ES Address Book.
4. Select a name or names from 
the address book. Click OK. 
The screen in Step 1 above 
displays with the To field filled in with your destination(s).
5. Click Record (see Figure 3) on the multimedia bar.
6. Speak your message clearly into the microphone.
7. Click Stop.
8. Click Send. The Message window closes. The Outlook Inbox is still displayed.
View Fax
UM enables you to view a fax message.
➤From the Stratagy Voice and Fax Message screen, click Fax Viewer (see Figure 2 
on page 106). The Stratagy ES Message window launches your computer’s 
designated application for displaying TIFF files. 
NoteMost imaging software lets you edit the fax, zoom in and out, rotate its view. 
You need to check with your System Administrator on your software’s features.
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View Fax
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