Toshiba CIX40- Manuals

Strata CIX40 Voice Processing User Guide 07/06 2 System Distribution Lists .................................................................................... 10Directory ............................................................................................................. 10 User Options .....

Strata CIX40 Voice Processing User Guide 07/06 3 Review a Greeting ............................................................................................... 50 Change Your User Options ........................................................................................ 51 Change Your Do No...

Strata CIX40 Voice Processing User Guide 07/06 7 Introduction This guide describes the voice messaging capabilities and procedures for making your voice mail system work for you. Organization This guide is divided as follows: • Chapter 1 – The Grand Tour is an overview of the voice mail system. Topi...

Introduction Conventions 8 Strata CIX40 Voice Processing User Guide 07/06 Conventions Conventions Description 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 atten...

Introduction Related Documents/Media Strata CIX40 Voice Processing User Guide 07/06 9 Action/Response Table Related Documents/Media Note Some documents listed here may appear in different versions on the CD-ROM, FYI, or in print. To find the most current version, check the version/date in the Public...

Strata CIX40 Voice Processing User Guide 07/06 1 The Grand Tour 1 This chapter provides an overview of the system and covers the following general topics: • Features to personalize your mailbox • Message queues • Message types • Greetings • Special delivery options • Future delivery • Message destin...

The Grand Tour Overview 2 Strata CIX40 Voice Processing User Guide 07/06 Overview Your voice mail system manages multiple voice processing functions simultaneously 24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave private voice messages. In addition, you can update...

The Grand Tour Features to Personalize Your Mailbox 4 Strata CIX40 Voice Processing User Guide 07/06 Features to Personalize Your Mailbox Your voice mail processing system offers a variety of features to personalize your User ID Mailbox. The following are a few of those features: • User ID Mailbox S...

The Grand Tour Message Queues Strata CIX40 Voice Processing User Guide 07/06 5 Note The Pending messages feature is available on a mailbox-to-mailbox basis. Check with your System Administrator to find out if your mailbox is configured for this feature. When you press 1 from the Main Menu to play me...

The Grand Tour Message Types 6 Strata CIX40 Voice Processing User Guide 07/06 Message Types New and Saved Messages can consist of the following special types of messages—forwarded and message reply. Forwarded Message Any message sent to you can be forwarded to a single destination or a personal or s...

The Grand Tour Greetings Strata CIX40 Voice Processing User Guide 07/06 7 Greetings You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy. Depending on how your system is configured, callers may hear a separate busy greeting—the ...

The Grand Tour Special Delivery Options 8 Strata CIX40 Voice Processing User Guide 07/06 Special Delivery Options In addition to recording and sending a new message, you can mark the message urgent, private, or request a return receipt. Urgent Messages can be marked urgent by the sender and always p...

The Grand Tour Message Destination Selections Strata CIX40 Voice Processing User Guide 07/06 9 Message Destination Selections At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a single destination (e.g., User ID) or multiple destina...

The Grand Tour User Options 10 Strata CIX40 Voice Processing User Guide 07/06 System Distribution Lists In addition to Personal Distribution Lists, your voice mail system supports system-wide distribution lists created by the System Administrator for use by everyone in your company. You should check...

The Grand Tour User Prompts Strata CIX40 Voice Processing User Guide 07/06 11 • Busy Greeting – You can record your own custom busy greeting that plays when callers reach your extension, and it is busy. • Message Notification – Your User ID can have up to 10 notification records programmed by the Sy...

Strata CIX40 Voice Processing User Guide 07/06 13 Getting Started 2 This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps. User Tutorial When you log on to the your voice mail system for the very first time, you hear a tutorial that walks you through t...

Getting Started Access Your Mailbox 14 Strata CIX40 Voice Processing User Guide 07/06 Step 1: Access Your Mailbox The Main Menu (shown below) is your starting point for all of your voice mail system’s messaging features. Pressing 999 from most menus returns you to the Main Menu. To access your mailb...

Getting Started Access Your Mailbox Strata CIX40 Voice Processing User Guide 07/06 15 From External Telephone From Internal Telephone 1. From an external telephone, call your voice mail system on ___________. The system answers with your standard company greeting. 2. When voice mail answers, press *...

Getting Started Record Your Name Strata CIX40 Voice Processing User Guide 07/06 17 Step 2: Record Your Name Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user. Note Your voice mai...

Getting Started Record Your Personal Greeting(s) 18 Strata CIX40 Voice Processing User Guide 07/06 Step 3: Record Your Personal Greeting(s) The tutorial now prompts you to record your personal greeting. This greeting becomes your Personal Greeting #1. You can record up to six other greetings (see “C...

Getting Started Change Your Security Code Strata CIX40 Voice Processing User Guide 07/06 19 Step 4: Change Your Security Code The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security code on a regular basis thereafter to ensure the pr...

Getting Started Exit Your Mailbox or User Mode 20 Strata CIX40 Voice Processing User Guide 07/06 Step 5: Exit Your Mailbox or User Mode ä To exit your mailbox, press # to hang up from a Toshiba telephone system When you press # to hang up, you hear “Thank you for calling. Good-bye.” ...or 999# to ha...

Strata CIX40 Voice Processing User Guide 07/06 21 Play Messages 3 This chapter explains how to use the Play Messages feature. It discusses: • Access Messages • Playback Controls • Play your messages • Special functions Depending upon your telephone system and telephone, a message waiting light is li...

Play Messages Playback Controls 22 Strata CIX40 Voice Processing User Guide 07/06 If new messages arrive while you are accessing your mailbox, your voice mail system notifies you that a new message is in the queue upon returning to the Main menu. Playback Controls While playing a message, you can pa...

Play Messages Playback Controls Strata CIX40 Voice Processing User Guide 07/06 23 1 Play Next Message Plays next message in queue. If you are at the last message in the queue, goes to the first message in the same queue. * 2 Play Previous Message Plays previous message in queue. If you are at the fi...

Play Messages Play Your Messages 24 Strata CIX40 Voice Processing User Guide 07/06 Play Your Messages When you access your mailbox, your voice mail system tells you the number of urgent, new and saved messages (if supported by your system; check with your System Administrator) you have in your mailb...

Play Messages Play Your Messages Strata CIX40 Voice Processing User Guide 07/06 25 1. From the Main Menu, press 1 Play Messages. A message plays. Once you play a message, your voice mail system prompts you with the Play Messages Menu until you press 9 to exit the menu or you activate another selecti...

Play Messages Play Your Messages 26 Strata CIX40 Voice Processing User Guide 07/06 5 Forward the current message With the exception of private messages, all messages can be forwarded to a single user, multiple users, or a destination list. See “Forward a Message” on page 37 for details on this featu...

Play Messages Special Functions Strata CIX40 Voice Processing User Guide 07/06 27 Special Functions You can check the date and time a message was sent, or review a message set for future delivery in the Play Messages menu. When you play a message, this option is available by pressing 7 Special Funct...

Play Messages Special Functions 28 Strata CIX40 Voice Processing User Guide 07/06 9 Return to the Special Functions Menu Your voice mail system tells you the total number of messages that will be deleted when you log out of your mailbox, and then returns to the Special Functions Menu. 6 Continuous D...

Play Messages Special Functions Strata CIX40 Voice Processing User Guide 07/06 29 Important! The playback starts with the first message in the queue and continues until the preset time has expired. If there are two queues—new and saved—the playback occurs only in the queue you are in when you press ...

Strata CIX40 Voice Processing User Guide 07/06 31 Send Messages 4 From any tone-dialing telephone, you can record and send a message to a user, several users, or to a personal or system distribution list. This chapter covers: • Recording controls • Send a message • Forward a message • Reply to the c...

Send Messages Recording Controls 32 Strata CIX40 Voice Processing User Guide 07/06 4 Pause/Resume (toggle or 30 seconds) At any time while recording messages to another mailbox in the system, you can press 4 to pause for 30 seconds. The message resumes recording as soon as you press 4 . Your voice m...

Send Messages Send a Message Strata CIX40 Voice Processing User Guide 07/06 33 Send a Message Using the Send Messages Menu (shown below), you can record a message and send it to a single mailbox or multiple destinations (e.g., personal or system distribution list), forward a message (with a comment)...

Send Messages Send a Message 34 Strata CIX40 Voice Processing User Guide 07/06 1. From the Main Menu, press 2 Send Messages. Your voice mail system prompts you to enter the destination (i.e., User ID, Personal, System List, or Multiple Destinations). 2. Enter one of the following destinations: Note ...

Send Messages Send a Message Strata CIX40 Voice Processing User Guide 07/06 35 © 01 Personal List Enter a list number ( 1 ~ 7 ). You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See “Manage Your Lists” on page 61 to create or...

Send Messages Send a Message 36 Strata CIX40 Voice Processing User Guide 07/06 3 Append recording Press # when done. The appended recording plays after the already recorded portion of the message. The system prompts you to record at the beep. 4 Select Additional Destinations Send the message to addi...

Send Messages Forward a Message Strata CIX40 Voice Processing User Guide 07/06 37 Forward a Message Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional. 1. From the Play Messa...

Send Messages Reply to the Current Message 40 Strata CIX40 Voice Processing User Guide 07/06 Reply to the Current Message Your voice mail system lets you reply to a message that you are currently playing. When you reply to a message, you do not have to select the source of the message as a destinati...

Send Messages Reply to the Current Message 42 Strata CIX40 Voice Processing User Guide 07/06 • 01 Personal List Enter a list number ( 1 ~ 7 ). You are prompted for the destination list number. Your voice mail system plays the list comment or number for confirmation. See “Manage Your Lists” on page 6...

Send Messages Future Delivery 44 Strata CIX40 Voice Processing User Guide 07/06 Future Delivery Your voice mail system can be configured so that your message is delivered at a future specified time and date. After marking the message for future delivery, you can review (play, save, delete) the messa...

Strata CIX40 Voice Processing User Guide 07/06 45 Manage Mailbox 5 Your voice mail system provides special options to customize and manage your mailbox features (menu shown below). From the Main Menu: Manage Mailbox Change your Greeting Change your User Options Manage your Lists Manage your Guest Us...

Manage Mailbox Change Your Greeting 46 Strata CIX40 Voice Processing User Guide 07/06 Change Your Greeting You can select either a personal or system greeting to play callers when you do not answer or when your telephone is busy. This section discusses the three basic greeting controls (menu shown b...

Manage Mailbox Change Your Greeting Strata CIX40 Voice Processing User Guide 07/06 47 Create or Record Over a Personal Greeting Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings...

Manage Mailbox Change Your Greeting Strata CIX40 Voice Processing User Guide 07/06 49 Change Your Greeting Selection 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox Menu. 2. Press 1 Change your Greeting. Your voice mail system prompts with a list of opt...

Manage Mailbox Change Your Greeting 50 Strata CIX40 Voice Processing User Guide 07/06 Review a Greeting 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox Menu. 2. Press 1 Change your Greeting. Your voice mail system plays a list of options from the Change...

Manage Mailbox Change Your User Options Strata CIX40 Voice Processing User Guide 07/06 51 Change Your User Options Your voice mail system provides a number of special options to improve time management and productivity (menu shown below). For example, the DND feature can provide blocks of time for m...

Manage Mailbox Change Your User Options 52 Strata CIX40 Voice Processing User Guide 07/06 Change Your Do Not Disturb (DND) Setting If you set this feature to on, your voice mail system automatically sends calls to your User ID (mailbox) without first ringing your telephone. The System Administrator ...

Manage Mailbox Change Your User Options Strata CIX40 Voice Processing User Guide 07/06 53 Change Your Call Screening Setting If you set this feature to on, your voice mail system asks callers for their name and company. Without the caller’s knowledge, the system relays that information to you and pr...

Manage Mailbox Change Your User Options Strata CIX40 Voice Processing User Guide 07/06 55 Create or Record Over Your Busy Greeting You can record your own custom busy greeting that plays when callers reach your extension and it is busy. While your callers are listening to the busy greeting, they can...

Manage Mailbox Change Your User Options 56 Strata CIX40 Voice Processing User Guide 07/06 Select Your Busy Greeting 6. Press 9 to return to the Manage Mailbox Menu You can select another user Manage Mailbox option. ...or 99 to return to the Main Menu. You can select another Main Menu option. 1. From...

Manage Mailbox Change Your User Options 58 Strata CIX40 Voice Processing User Guide 07/06 Change Your Message Notification Your User ID can have up to 10 notification records programmed by the System Administrator with a specific notification method (message waiting lights, pagers, voice, etc.) and ...

Manage Mailbox Change Your User Options 60 Strata CIX40 Voice Processing User Guide 07/06 Review Your Option Settings 1. From the Main Menu, press 3 Manage Mailbox. Your voice mail system plays the Manage Mailbox options. 2. Press 2 Change your User Options. 3. Press * to Review your Option Settings...

Manage Mailbox Manage Your Lists Strata CIX40 Voice Processing User Guide 07/06 61 Manage Your Lists Your voice mail system provides the ability to create and manage up to seven personal distribution lists. The lists consist of the User IDs to which you most frequently send messages. At the time you...

Manage Mailbox Manage Guest User IDs Strata CIX40 Voice Processing User Guide 07/06 63 Manage Guest User IDs Guest User IDs provide limited access to the voice mail system for temporary and project-oriented employees, such as consultants and contractors. Guest users can only send messages to their H...

Manage Mailbox Use Guest User IDs 64 Strata CIX40 Voice Processing User Guide 07/06 Use Guest User IDs Instruct your guest users to call the voice mail system and identify themselves as guest users of your mailbox. Only then can they use voice mail to send, receive, and reply to the messages with yo...

Strata CIX40 Voice Processing User Guide 07/06 65 Integration Features 6 This chapter covers the use of your voice mail with the Strata CIX40. Call Forward, Message Waiting, CIX Integration, Direct Transfer to Voice Mail, Voice Mail Conference features, and Call Monitor are all described. Call Forwa...

Integration Features Call Forward 66 Strata CIX40 Voice Processing User Guide 07/06 © Destination – If the destination is an outside number, press # after entering the destination. The CIX accepts destination numbers of up to 32 digits. © Timer – This is a two digit entry representing how long (8 to...

Integration Features Message Waiting Strata CIX40 Voice Processing User Guide 07/06 67 Message Waiting Use your Msg LED/button and LCD to see/retrieve message(s). An extension can receive up to four simultaneous Message Waiting indications and LCD messages. One message is reserved for the Message Ce...

Integration Features CIX Integration 68 Strata CIX40 Voice Processing User Guide 07/06 Turning On/Off Message Waiting LED on Another Exten-sion If you call an extension and it’s busy or there is no answer, you can light that extension’s Message Waiting LED and enable that extension to call you back....

Integration Features CIX Integration Strata CIX40 Voice Processing User Guide 07/06 69 When your telephone is idle, and a message arrives for an extension on your phone, the Msg LED is activated for the appropriate extension and updates the LCD with this display (shown right). If urgent messages are...

Integration Features CIX Integration Strata CIX40 Voice Processing User Guide 07/06 73 Call Record to Voice Mail While on an active call, a station user can record the conversation and store it in a voice mailbox. Recordings can also be paused or restarted. Depending upon your System Administrator, ...

Integration Features Direct Transfer to Voice Mailbox 74 Strata CIX40 Voice Processing User Guide 07/06 3. To stop recording, press Record . The LED turns off and the recording stops. To resume recording at this point, you need to begin a new recording, see Step 1 on previous page. Pause/Resume Reco...

Integration Features Call Monitor Strata CIX40 Voice Processing User Guide 07/06 75 Call Monitor Using the flexible Call Monitor button on your telephone, you can listen to the message a caller is recording in your voice mailbox. You can also answer the call and talk to the caller anytime during the...

Strata CIX40 Voice Processing User Guide 07/06 77 Glossary This glossary defines frequently-used voice processing system features and functions. Term Definition Busy Greeting You can select your custom busy or the system busy greeting for callers to hear when your telephone is busy. If you do not re...

Strata CIX40 Voice Processing User Guide 07/06 81 Index A about this guide conventions 8organization 7related documents/media 9 access your mailbox 14 B basic functions delete 25forward 26play 25replay current message 26reply 26save 25 busy greeting 7 record 55select 56 buttons extension 8 C call fo...

Index N ~ R Strata CIX40 Voice Processing User Guide 07/06 83 new message queue 4, 28notification 58play 21private 8, 43queues 4reply 6, 26, 40re-record 35return receipt request 8, 43review recording 35saved message queue 5, 28send 31special delivery options 8types 6urgent 8, 43 Msg button/LED 67mul...

Index S ~ V 84 Strata CIX40 Voice Processing User Guide 07/06 reply message 6, 26, 40 additional users 41set future delivery 44special functions 43 return receipt request 8, 43 S security code 13 change 19 send messages 31soft keys 68special delivery options private 43return receipt request 43urgent...