VoiceTrak Voice Mail System User Guide
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Page 10 - VoiceTrak Users Guide User Options These features may be toggled on or off by completing the instructions. Example: To toggle on Do No Disturb, follow the instructi ons listed. To turn it off, repeat the instructions. 1. Access VoiceTrak. You will hear: You have ___ new messages, ___ old messages. For new messages, touch 1. For old messages, touch 2. To se nd a message, touch 3. For Mailbox Setup functions, touch 4. For User Options, touch 5. 2. Touch 5 for User Options. 3. You are now offered the following options: Touch 1 to control Day/Date/Time stamp. If toggled on, this feature allows you to listen to the day, date and time the message you are playing was recorded. Touch 2 for LIFO/FIFO (Last In, First Ou t or First In, First Out). This controls the order your messages will be replayed. Touch 3 for Do Not Disturb. This feature places your extension in a Do Not Disturb mode. The call processing portion of VoiceTrak will send all outside callers directly to your mailbox without ringing your extension. ** Touch 5 for Call Screening (see page 11). ** Touch 6 for Call Forwarding (see page 12). ** NOTE: These features may be deactivated by your system administrator. Call Screening a nd Do Not Disturb work only through the call processing system and do not affect the instrument on your desk. Internal callers will still be able to ring through on your extension. Contact the System Administrator to determine if these features are available with your phone system. 4. When you have toggled on/off the desired features, Touch # to save your choices. 5. Touch 9 to return to the Main Menu - or - Touch ## to exit VoiceTrak.
Call Screening Call Screening allows you to hear the name of the caller and then decide if you wish to speak with him/her or transfer them direc tly to your mailbox. If Call Screening is activated, outside callers will be asked to st ate their name at the tone. VoiceTrak will record that name, transfer the call to your extension and then announce the caller. You will be given the option to accept the call or send the caller directly to your mailbox. Again, this feature may be toggled on/off by completing the instructions. NOTE: Call Screening operates only with th e call processing system. It may be deactivated by your system administra tor, or the features of your telephone system may not allow use of this feature. Contact your system administrator if you have questions. To Turn Call Screening On or Off 1. Access VoiceTrak. You will hear: You have ___ new messages, ___ ol d message. For new messages, touch 1. For old messages touch 2. To send a message, touch 3. For mailbox setup functions, touch 4. For user options, touch 5. 2. Touch 5 to select User Options. 3 Touch 5 to select Call Screening. 4. Touch 1 to turn Call Screening OFF - or - Touch 2 to turn Call Screening ON. 5. Touch 9 to return to the Main Menu - or - Touch ### to exit VoiceTrak. Accepting/Rejecting Screened Calls 1. VoiceTrak will call your extension and you will hear: (Name of caller). Please touch 2 to accept this call or 7 to refuse it. 2. Touch 2 to accept the call - or - Touch 7 to refuse the call and send to voice mail.
Page 12- VoiceTrak Users Guide - Inc . Call Forwarding This feature is used to temporarily forward your calls to another telephone. Your telephone system may not allow use of this feature. Call Forwarding does NOT control intercom calls or calls transferred from another extension to your extension. Call Forwarding works only with calls directed through VoiceTrak. To Activate Call Forwarding 1. Access VoiceTrak. You will hear: You have ___ new messages, ___ ol d message. For new messages, touch 1. For old messages touch 2. To send a message, touch 3. For Mailbox Setup functions, touch 4. For User Options, touch 5. 2. Touch 5 for User Options. 3. Touch 6 for Call Forwarding. You will hear: To review Call Forwarding, touch 1. To cancel current Call Forwarding, touch *. To ente r a new Call Forwarding extension, touch 3. To activate Call Forwarding, touch 5, or touch 9 to return to the main menu. 4. Touch 1 for the current status. You will hear: Call Forwarding is turned off. or Call Forwarding is turned on. Touch * to cancel Call Forwarding and erase the forwarding mailbox. Touch 3 to enter a new Call Forwarding extension. You will hear: Please enter the extension number of the person you wish to have your calls forwarded to. 5. Enter the forwarding extension number. You will hear: Your calls will be forw arded to (spoken name). 6. Touch 5 to activate or deactivate (without erasing the forwarding mailbox) Call Forwarding. You will hear: Call Forwarding is turned off. or Your calls will be forw arded to (spoken name). 7. Touch 9 to return to the Main Menu - or - Touch ## to exit VoiceTrak. If you use Centrex/ESSX or a similar serv ice and your phone equipment allows it, VoiceTrak can forward your calls to anot her phone number - including your home or car phone. This number must be entered from th e keyboard only in the Fwd To field in Mailbox Setup. Please see the System Ad ministrator for additional information.
VoiceTrak Users Guide- Page 13 Outcall Notification VoiceTrak can be customized to call diffe rent telephone numbers when you receive a message. You may program the system to call your desk, home phone, car phone, etc., by storing these phone numbers in an outcall ta ble. The table is time sensitive; specific numbers will be called based on the time of day you have programmed into the system. Up to nine entries may be entered. Due to the many pager companies and differing services, it is not recommended to enter outcall strings via the phone. Please see your sy stem administrator to add the appropriate outcall notification for your mailbox using the VoiceTrak keyboard. Example: You want VoiceTrak to call your digital paging company. After an answer you want VoiceTrak to send the digits 2345678 with a dash, the extension number 110 and a # sign. (We assume that your pager company inserts a dash if it receives a *.) Therefore, you want the dial string of: 9,2703880;,,,2345678*110#N so the pager display will show 2345678-110. The number of pauses (comma) after th e semi-colon will vary depending on your provider. It may be necessary to add or subtract pauses to achieve the proper configuration for your mailbox. Your system administrator can limit the numbe r of digits you may dial during an outcall notification. Some pagers require 30 or 40 dig its. Talk with your system administrator. Voice Announce Pagers are designed to play a voice message. It may be possible for VoiceTrak to call your voice pager, play th e new message, save the new message as an old message, and not call you again until a ne w message has been received. Create a standard outcall dial sequence and add the letter V at the end: 9,2703880 V The system administrator must program this feature. Cascade Feature. VoiceTrak can dial a series of pagers for a call escalation scenario. This can be useful for customer service operations where a technician is paged after hours. If the message is not retrieved after a certain period of time, an alternate pager can be called. This process can continue for up to 5 different pagers (probably ending with the boss). The Cascade feature can insure quality service after the office is closed. See the system administrator to establish Cascade calling.
Page 14 - VoiceTrak Users Guide To Add an Entry (Outcall Notification Continued) 1. Access VoiceTrak. You will hear: You have ___ new messages, ___ ol d message. For new messages, touch 1. For old messages touch 2. To send a message, touch 3. For mailbox setup functions, touch 4. For user options, touch 5. 2. Touch 4 for Mailbox Setup Functions. You will hear: For your personal greeting, touch 1 for greeting 1 and 2 for greeting 2. To change your passwor d, touch 3. For your spoken name, touch 4. For Distribution Lists, touch 7. For Outcall Notification, touch 8. 3. Touch 8 for Outcall Notification. You will hear: You have no notification entries. - or - You have ___ notification entries. To review, touch 1. To proceed, touch 2. To exit, touch the # sign. 4. Touch 2 to proceed. You will hear: To add an outcall entry, touch 1. To modify, touch 2. To delete, touch 3. To exit, touch the # sign. 5. Touch 1 to add an entry. You will hear: Please enter the outcall telephone number for notification. 6. Enter the desired extension or telephone number. 7. Touch # when finished entering the number. You will hear the number entered: Is this correct? If yes, touch 1. If no, touch 2. 8. Touch 2 if incorrect and repeat the above instructions - or - Touch 1 if correct. You will hear: Record your notification prompt at the tone. Touch the # sign when finished.
VoiceTrak Users Guide- Page 15 9. Record a message at the tone. This message should be a general statement, This is the messaging system for Oprah Winfrey. Please inform her that messages are now in her mailbox. NOTE: If you do not record a personalized prompt, the system will insert a standard prompt. 10. You will now be prompted to enter the start time, start date, stop time and touch # instead of recording a personal prompt. stop date. These are all four- digit numbers based on a military clock. For example: 0800 Start time 8:00 am 0101 Start date January 1 1700 Stop time 5:00 pm 1231 Stop date December 31 11. When you are finished, you will hear: You have ___ notification entries. To review, touch 1. To proceed, touch 2. To exit, touch the # sign. 12. Touch ### to exit VoiceTrak. NOTE: Outcall notifications may be entered from the keyboard by your System Administrator.
Page 16 - VoiceTrak Users Guide To Delete an Entry (Outcall Notification Continued) 1. Access VoiceTrak. You will hear: You have ___ new messages, ___ ol d message. For new messages, touch 1. For old messages, touch 2. To send a message, touch 3. For Mailbox Setup Functions, touch 4. For User Options, touch 5. 2. Touch 4 for Mailbox Setup Functions. You will hear: For your personal greeting, touch 1 for greeting 1 and 2 for greeting 2. To change your password, touch 3. For your spoken name, touch 4. For Distribution Lists, touch 7. For Outcall Notification, touch 8. 3. Touch 8 for Outcall Notification. You will hear: You have no notification entries. - or - You have ___ notification entries. To review, touch 1. To proceed, touch 2. To exit, touch the # sign. 4. Touch 2 to proceed. You will hear: To add an outcall entry, touch 1. To modify, touch 2. To delete, touch 3. To exit, touch the # sign. 5. Touch 2 to modify - or - Touch 3 to delete. You will hear: Please enter the Outcall Notification entry to be changed. - or - Enter the Outcall Notification entry to delete. To delete all entries, touch *. To exit, touch the # sign. 6. Enter the Outcall Notification entry to be deleted or changed. If you have deleted an entry you may now return to the Main Menu and exit VoiceTrak. If you have chosen to change an entry, you will hear: Please enter the outcall telephone number for notification. 7. Follow steps 6-12 on pages 14-15.
VoiceTrak Users Guide- Page 17 To Call VoiceTrak From the office: ___________________________________________________ Outside the office: _________________________________________________ Mailbox Information Mailbox number: __________________________________________________ Password: ________________________________________________________ Special Features Skip Key number: __________________________________________________ Transfer Outside Caller To Voice Mail You can easily transfer an outside caller to the voice mailbox of another system user (on most phone systems). After getting permission from the outside caller, press the button to transfer a call, usually the or key, and dial the VoiceTrak extension number. When you hear the main VoiceTrak greeting, dial the desired mailbox number, press *, then hang up. The caller will hear the personal greeting and be prompted to leave a message. Leave Quick Message in a Voice Mailbox An alternative approach can be used to send a quick message to someone else on the system. Access the main VoiceTrak greeting for your company (Thanks for calling ABC Company...). When you hear the main greeting, dial the mailbox number plus the * key. After a short pause the personal greeting of the called party will begin to play. On most systems you may press a skip key to skip the personal greeting and begin recording. (A s a default the 3 key is used as the skip key.) This technique is a faster way to send messages, but to send certified messages and group messages you must first access your mailbox.
For more information please contact: VoiceTrak 5089C Bristol Industrial Way Buford, Georgia 30518 770-945-1776 www.voicetrakvm.com