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

							Stratagy ES User Guide    01/03vii
Introduction
This guide describes the voice messaging capabilities and procedures for making the 
Stratagy ES and Stratagy iES32 Voice Processing System work for you.
Organization
This guide is divided as follows:
•Chapter 1 – The Grand Tour is an overview of the Stratagy ES system. Topics 
covered are: features to personalize your mailbox; an explanation of message 
folders, greetings, types and destinations; special delivery options; and available 
user options and prompts.
Chapter 2 – Getting Started provides instructions on those features you need 
when accessing Stratagy ES 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 and Call Screening.
Appendix A – Using Stratagy ES with a Strata CTX outlines Call Forward, 
Message Waiting, Toshiba Proprietary Integration (i.e., Soft Key Control of Voice 
Mail and Call Record features), and the Direct Transfer to Voice Mail and Voice 
Mail Conferencing features.
Appendix B – Fax Printer Driver provides step-by-step instructions on 
configuring and using the fax printer driver. 
						

							Introduction
Conventions
viiiStratagy ES User Guide    01/03
Appendix C – Automatic Speech Recognition contains step-by-step instructions 
on using the optional speech recognition feature.
Appendix D – Unified Messaging with Outlook Integration contains step-by-
step instructions on using the optional Unified Messaging feature.
Appendix E – Unified Messaging with IP Integration contains instructions on 
recording and sending a .wav file using Windows® Sound Recorder.
Appendix F – Remote User Password Administration for TTS provides 
instructions on how to update the Stratagy ES software with your e-mail log on 
password so that the system can read your e-mail messages via Text-to-Speech 
(TTS).
Appendix G – Using Stratagy ES with a Strata Legacy System explains how to 
program your Toshiba proprietary telephone for Call Forward and Message 
Retrieval when using your integrated Stratagy ES system.
Glossary defines frequently-used Stratagy ES voice processing system features 
and functions.
Index
Conventions
ConventionsDescription
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 NumberPress 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.
NoteThe 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. 
						

							Introduction
Conventions
Stratagy ES User Guide    01/03ix
Action/Response Table

	Represents telephone buttons.
CourierShows a computer keyboard entry or screen display.
“Ty p e”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.
➤Denotes the step in a one-step procedure.
➤Denotes a procedure.
See Figure 10Grey words within the printed text denote cross-references. In the 
electronic version of this document (Library CD-ROM), 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.
ConventionsDescription 
						

							Introduction
Related Documents/Media
xStratagy ES User Guide    01/03
Related Documents/Media
NoteSome documents listed here may appear in different versions on the CD-ROM 
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.
Stratagy General Description
Stratagy Enterprise Server (ES) Installation & Maintenance Manual
Stratagy Enterprise Server System Administrator Guide
Stratagy Enterprise Server Quick Reference Guide
Stratagy Library CD-ROM
Stratagy eBrochure and Advisor CD-ROM
Packaged with every Stratagy shipped is a CD-ROM containing Stratagy eBrochure, 
and an end-user tutorial, Stratagy Advisor. Additional copies of this CD-ROM can be 
purchased from your Dealer Sales Representative.
eBrochure
The eBrochure provides a description of each of the Stratagy products along with 
audio supplemented mini-demonstrations illustrating the capabilities of Stratagy voice 
processing. Also included on the CD-ROM is an electronic copy of this 
Stratagy 
General Description
.
Advisor
The Stratagy Advisor is an end-user tutorial that can be used as a learning tool for the 
new user or as a refresher course for existing Stratagy users.
The Stratagy Advisor program covers general topics—such as play messages, send 
messages, etc.—that are applicable to all models of Stratagy systems. The Stratagy 
iES32 and Stratagy ES tutorials are separated into two sections: the Telephone User 
Interface (TUI) and Unified Messaging. All presentations interact with the viewer in 
order to provide a better understanding of how Stratagy works. 
						

							Stratagy ES User Guide    01/031
The Grand Tour1
This chapter provides an overview of the system and covers the following general 
topics:
Features to personalize your mailbox
Message folders
Message types
Greetings
Special delivery options
Message destinations
User options
User prompts
User Tutorial (New User) 
						

							The Grand Tour
Overview
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Overview
Stratagy ES manages multiple voice processing functions simultaneously 24-hours-a-
day, seven-days-a-week. Your mailbox is always available for callers to leave private 
voice or fax (optional feature) messages. In addition, you can update your greeting at 
your convenience or send and receive messages from any touchtone 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 is assigned as the System Administrator for the 
system. The System Administrator is responsible for system maintenance that 
includes configuring your mailbox to suit your 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 Stratagy ES, you hear the number of messages you have in 
your message folder(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 e-mail messages 
NoteThis feature is only available to users of Stratagy ES with Unified Messaging 
(UM) and Text-to-Speech (TTS) capabilities. Check with your System 
Administrator to find out if your system is configured for this feature. 
						

							The Grand Tour
Overview
Stratagy ES User Guide    01/033
Play the next message
       Replay the current message
Save the current message
Standard Save Message Folder
~      Personal Message Folder(s)
       Play the Previous message
Delete the current message
Forward the current message
Reply to the current message
Special Functions
Return to  Main Menu
(number of messages to be deleted 
plays)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
Mailbox number plus
Directory
Personal Distribution List 
(1~25)
 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 Enter one of the following:
Mailbox number plus
Directory plus name
Personal Distribution List (1~25)
Multiple DestinationsChange Greeting
Select      ~      for a Personal Greeting
or      for the System Greeting
Change User Options 
Change Do Not Disturb (On/Off)
Change Call Screening (On/Off)
Change Security Code
Select Busy Greeting (toggle)
Record Busy Greeting
Record your Name
Change message Notification
Set Automatic Message Copy
Review Option Settings
Return to previous menu
Manage Personal Distribution Lists
Manage Guest Mailboxes
Manage Personal Message Folders
Select      ~      for a Personal Message 
Folder
Review folder name/comment
Record folder name/comment
Return to previous menu
Return to a Main Menu
5464
Listen to e-mail message
       Replay the current e-mail message
Save the current e-mail message
Delete the current e-mail message
Forward the current e-mail message
Reply to the current e-mail message
Return to  Main Menu
(number of e-mail messages to be 
deleted plays)
       Delete e-mail messages
       Cancel deletion of e-mail 
       messages
Immediate Fax print of all fax 
documents within a folder
†
Immediate Fax print of current fax 
document
†
Send All Fax documents to fax 
machine for print within a folder
†
Send Current Fax to fax machine for 
print
†
Message Date and Time
Future Delivery Review
(Play, Save, Delete)
Continuous Delete
Access New/Saved message folders 
(toggle)
Continuous Play
Return to previous menu
† Optional feature†† Requires UM and TTS
MAIN
 MENU
SEND
 MESSAGES
PLAY
 MESSAGES
Retrieve and Listen to
 
E-MAIL 
MESSAGES
††
MANAGE
 MAILBOXHANG
 UP
Exit 
User Mode
 
Figure 1 Stratagy ES Main Menu 
						

							The Grand Tour
Features to Personalize Your Mailbox
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Features to Personalize Your Mailbox
The Stratagy ES Voice Processing System offers a variety of features to personalize 
your mailbox. The following are a few of those features:
Mailbox Security Code – Your mailbox has a security code. The code must be 
entered by you in order to “log into” your mailbox, giving you access to your 
messages, settings, greetings, etc. (see “Change Your Security Code” on page 22).
Name Recording – Your name is announced whenever the directory is accessed, 
you select the system greeting, or a message is sent by another Stratagy ES user. 
When you first enter your mailbox, you need to record your name (see “Record 
Yo u r  N a m e” on page 20).
Personal Greetings – You can record up to seven personal greetings that are 
played when you are unavailable (see “Change Greeting” on page 54).
Guest Users – You can create guest mailboxes that can be used by clients, friends, 
etc. Users frequently use this feature to create guest mailboxes for clients, so that 
they can easily exchange confidential information (see “Manage Guest Mailboxes” 
on page 76).
Personal Folders – You can save your messages in up to seven personal folders 
you create. The folders are for only your use and you can change them whenever 
necessary (see “Manage Personal Folders” on page 78).
Message Folders
Messages in the Stratagy ES are stored in message folders and play in the order 
received – FIFO (First In, First Out) or LIFO (Last In, First Out).
Your mailbox has one of the following folder configurations:
A single message folder where all messages reside.
Dual message folders – new, saved.
Multiple message folders where, in addition to the new and saved folders, you can 
create up to seven personal folders for your messages.
NoteConsult your System Administrator for your mailbox’s programming. 
						

							The Grand Tour
Message Folders
Stratagy ES User Guide    01/035
Single Message Folder
Your messages reside in one message folder. When you access your mailbox, 
Stratagy ES announces you have “x messages, y is (are) new, z is (are) urgent, w 
fax(es).” New messages play based on the type (urgent messages play first) and order 
received (FIFO/LIFO). If no new messages exist, Stratagy ES plays any saved 
messages in the mailbox.
After you play the last message in the folder, Stratagy ES prompts, “End of 
messages.” You can choose to return to the top of the folder, etc.
Dual Message Folders
Your messages reside in one of two folders—new or saved. When you access your 
mailbox, Stratagy ES announces you have “x new, y is (are) urgent and z saved 
messages, w fax(es).”
New Message Folder
New messages consist of messages that are unheard.
When you press

from the Main Menu to play messages, Stratagy ES automatically 
accesses the New Message Folder. A new message begins to play based on the type 
(urgent messages play first) and order received (FIFO/LIFO). After you play the last 
message in the folder, Stratagy ES prompts, “End of messages.” You can choose to 
return to the top of the folder, or go to the top of the saved folder.
Your Message Waiting LED only extinguishes when all new messages have been 
either deleted or saved.
NoteYou can enable a Message Pending feature on your mailbox. When enabled, the 
system marks new messages that have been partially heard (for more than two 
seconds by default) as Pending. Pending messages remain in the New Message 
Folder; however, if the New Message Folder contains only Pending Messages, 
your Message Waiting LED goes out. This allows you to retain messages in the 
New Message Folder, yet alert you when new messages arrive. Messages 
marked as Pending also submit a Return Receipt notification to the sender of 
the message, if it was requested. Consult your System Administrator for further 
information. 
						

							The Grand Tour
Message Folders
6Stratagy ES User Guide    01/03
If no new messages exist, Stratagy ES automatically accesses the Saved Message 
Folder. If you are in the Saved Message Folder, you can toggle back to the New 
Message Folder by pressing
.
Saved Message Folder
Saved messages consist of messages that:
You save by pressing  either during or after playing the message. Stratagy 
prompts, “This message will be saved in the Saved Message Folder.”
Stratagy ES automatically saves when you do not press 
 (delete) after playing the 
message. 
Messages are not moved to the Saved Message Folder until you log out of your 
mailbox, enabling you to return to the new message folder and replay the message.
Access the Saved Message Folder from the Main Menu by pressing

or from the 
New Message Folder by pressing
. Stratagy ES automatically accesses the Saved 
Message Folder when no new messages exist.
After you play the last message in the folder, Stratagy ES prompts, “End of 
messages.” You can choose to return to the top of the folder, or go to the top of the 
new message folder by pressing 
.
Multiple Message Folders
Your messages reside in up to nine folders— one new (folder 0), one saved (folder 1) 
and up to seven personal folders (folders 2~8), created by you for the purpose of 
saving your messages. The personal folders are for only your use. When you access 
your mailbox, Stratagy ES announces the number of messages you have in the same 
manner as the example in “Dual Message Folders” on page 5.
Message folders enable you to store saved messages topically, providing better 
organization of important correspondence. You can record a comment for each folder, 
such as “Messages from Toshiba America,” to assist you in locating the right folder in 
which to store or retrieve a message.
NoteTo create or change personal folders, see “Manage Personal Folders” on page 
78.