Page 2 - NOTICE
NOTICE THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY. Theinformation contained in this document is believed by Mitel Networks to be accurate as of the dateof its publication and is subject to change without notice. Mitel Networks assumes no responsibilityfor any errors or omission...
Page 5 - Getting Started; Purpose of this Guide
1 Getting Started Purpose of this Guide This guide provides procedures for managing calls, messages, tasks, meetings, andappointments on the Mitel Networks™ Speech Server system with the Unified Messagingoption. About Mitel Networks Speech Server Mitel Networks Speech Server provides auto-attendant ...
Page 6 - Benefits of the System
Mitel Networks Speech Server 2 Benefits of the System You can • Place calls to any number in the Company Directory with a name, extension, or departmentname, 24 hours a day from any phone. • Place calls by name to your frequently-called numbers in your Personal Directory. • Access the system from yo...
Page 7 - List of Features
Mitel Networks Speech Server 3 List of Features The Speech Server - Unified Messaging system can provide the following features: • Call by name • Call by department • Call by number • Multi-level menuing • Barge-in • Check a number • Call the operator • Demo mode • Expert mode • Touchtone dialing • ...
Page 8 - Enrolling on the System
Mitel Networks Speech Server 4 Enrolling on the System The first time that you log in, the system will guide you through enrollment. After you haveenrolled, you can begin using your Personal Directory. Before you start, ensure that your system administrator has given you the following information: •...
Page 9 - Logging In
Mitel Networks Speech Server 5 Logging In To log in from an extension with automatic login • Dial the Speech Server extension number. You receive immediate access to the CompanyDirectory and to your Personal Directory. You can say "Messenger," "Calendar," "TaskManager," or &#...
Page 10 - Recording Your Primary Greeting; Changing Your Name Recording
Mitel Networks Speech Server 6 Recording Your Primary Greeting To record your primary greeting 1. Dial the Speech Server extension number. Login if necessary. 2. Say “User Options” and then “Record my primary greeting.” 3. When prompted, say your greeting, and then press the # key after completing t...
Page 11 - Setting Your Personal Preferences
Mitel Networks Speech Server 7 Setting Your Personal Preferences Program your personal preferences with your Personal Web Page. Your personal Profile Settings show your personal directory and let you • Program your phone numbers (cellular phone, home, fax, pager number, or voice mail) • Set your for...
Page 12 - Accessing your Personal Web Page
Mitel Networks Speech Server 8 Accessing your Personal Web Page To access your Personal Web Page 1. Open the browser window (Microsoft™ Internet Explorer 5.5 or greater) on your PC. 2. Enter the URL of the login page for your Personal Web Page. Get this URL from your administrator. 3. Enter your log...
Page 14 - Changing Your PIN; Programming Your Numbers
Mitel Networks Speech Server 10 To exit your Personal Web Page • In the top right-hand corner of the browser window, click . Changing Your PIN To change your PIN 1. In your Personal Web Page, click Change PIN. 2. Enter your current PIN. 3. Enter your new PIN (4- to 7-digit number). 4. Re-enter your ...
Page 15 - Setting Your Forwarding Options
Mitel Networks Speech Server 11 - Use partial login if you want immediate access to names in the Company Directory andin your Personal Directory. Also use partial login if you want the system to perform asecurity check before providing access to your messages. The security check is theentering of yo...
Page 16 - Setting your Personal Operator; Setting the Prompt Language
Mitel Networks Speech Server 12 to the voice command, "Fax Forward." Users say "Fax Forward" after they hear a message(email, voice mail, or fax) that requires printing on a fax machine. 5. Click Save. While Mobility is enabled, all calls to your name are directed to the Reach Me num...
Page 17 - Setting the Messaging Options
Mitel Networks Speech Server 13 Setting the Messaging Options If you have the Unified Messaging option, you can set your messaging voice interface options: To set the order of your messages and to select the recorded greeting 1. Click Messaging. 2. If you want your urgent messages to take priority, ...
Page 18 - Setting Personal Preferences with the Phone; Creating Your Personal Directory; About Your Personal Directory
Mitel Networks Speech Server 14 Setting Personal Preferences with the Phone You can use voice commands to set and/or modify various user options. To access user options • Dial the Speech Server extension number and say "User Options." You can now choosefrom the following options: Creating Yo...
Page 19 - Creating and Modifying Contacts; Managing Your Contact List
Mitel Networks Speech Server 15 Creating and Modifying Contacts Unified-messaging users and Attendant-only users on a Speech Server system with the UnifiedMessaging option, create and modify their Personal Directory via Microsoft Outlook. SpeechServer supports up to six distinct phone numbers for ea...
Page 20 - Recording Contact Names
Mitel Networks Speech Server 16 To make a Voice Contact category 1. In Microsoft Outlook, open your Contacts folder. 2. Right-click a contact name. 3. Select Categories from the pop-up menu. 4. Click the Master Category List button. 5. In the New category text box, type Voice Contact, click Add and ...
Page 21 - Testing Contact Names
Mitel Networks Speech Server 17 4. Dial the Speech Server extension number. Login if necessary. 5. Say "Start recording session." 6. After the system prompts you to connect, click Connect. 7. Click Record. At the tone, record the person's name. 8. Click Play to listen to your recording. To r...
Page 22 - Using Speech Commands; Expert Mode; Speaking Tips
Mitel Networks Speech Server 18 Using Speech Commands The Speech Server system responds to your speech commands. When you become morecomfortable with the prompts, you can use the Barge-in feature and the Expert Mode feature. Barge-in Barge-in allows you to interrupt a system prompt with a request. T...
Page 23 - Universal Voice Commands
Mitel Networks Speech Server 19 When calling a name in your Personal Directory • Say the name as it is entered in your Personal Directory. For example, say the first andlast name of the person. • In noisy environments, press *T (*8) to switch from Speech-command Mode to TouchtoneMode and then dial t...
Page 24 - Navigating through the Applications; Placing a Call
Mitel Networks Speech Server 20 Navigating through the Applications Managing Calls Placing a Call You can place calls by saying a contact name, a department name, or the numbers of the phonenumber. The system can call contact names in the Company Directory or in your Personal Directory. When using t...
Page 27 - Canceling a Call; Transferring a Call; Forwarding Calls
Mitel Networks Speech Server 23 3. The system confirms the requested name. If the confirmation is correct, remain silent or say "Yes," and the Attendant will route your call. If the confirmed name is incorrect, say"No" or “Cancel,” and the Attendant will allow you to request the name...
Page 29 - Checking a Phone Number; Calling the Operator; Changing the Language
Mitel Networks Speech Server 25 Checking a Phone Number To check a phone number in the Company Directory or in your Personal Directory 1. Dial the Speech Server extension number. Login if necessary. - For a business number in the Company Directory, say "Check the number for firstname, last name....
Page 30 - Managing Messages; Playing Messages
Mitel Networks Speech Server 26 To set the language of the auto-attendant prompts for the call 1. Dial the Speech Server extension number. 2. Request the secondary language. For example, if the Attendant greeting is in English, say - "Français"; or - "Español." 3. The Attendant provi...
Page 32 - Replying to Messages
Mitel Networks Speech Server 28 5. Say "Messenger" to return to the main menu. Examples: To listen to old voice mails from a certain time period, say "Play old voice mails sent sincethe last four days." You must give a number of minutes, hours, or days; do not give thedate. The numbe...
Page 33 - Forwarding Messages; Forwarding a Message to Another Person; Forwarding a Message to a Fax Machine
Mitel Networks Speech Server 29 Forwarding Messages You can use voice commands to forward voice mails, faxes, and e-mail messages to anotherperson in your Personal or Company Directory. The system can forward a message providingthe directory has the e-mail address for the person to whom you are forw...
Page 34 - Delivering Messages; Making and Delivering a Message
Mitel Networks Speech Server 30 Delivering Messages Making and Delivering a Message To deliver a message to someone in the Company Directory or Personal Directory 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Say "Make a message." 4. When prom...
Page 35 - Managing Faxes; Playing a Fax; Forwarding a Fax; Printing a Fax
Mitel Networks Speech Server 31 Managing Faxes Playing a Fax To listen to an unread fax 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." The Attendant provides a message summary. 3. Say "Play fax." If you have an unread fax, the system will play the...
Page 36 - Managing Appointments; Creating Appointments
Mitel Networks Speech Server 32 4. After identifying the fax message that you want to forward to a fax machine, say "Fax forward." 5. When prompted, say "Yes" if you want to use the default fax number, or say "No" if you want to send the fax to another fax number, for example...
Page 37 - Changing Appointments; Deleting Appointments
Mitel Networks Speech Server 33 The system will save your appointment unless you say "Make changes." If you say "Makechanges" you can then have a choice of the following commands: Changing Appointments To change an appointment 1. Dial the Speech Server extension number. Login if nece...
Page 38 - Managing Meeting Requests; Creating Meeting Requests
Mitel Networks Speech Server 34 Managing Meeting Requests Meeting requests involve co-ordinating your schedule with the schedules of other people.Setting up a meeting request involves sending out a meeting request as an e-mail to all theparticipants. The meeting requests are then accepted or decline...
Page 39 - Changing the Date/Time; Changing the Attendees; Canceling Meetings
Mitel Networks Speech Server 35 Changing the Date/Time To change the date or time of your meeting request 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Calendar." 3. Say "Play" or "Check Calendar" and then say "Play." 4. Say "Next" or...
Page 40 - Receiving Meeting Requests; Accepting Meeting Requests
Mitel Networks Speech Server 36 Receiving Meeting Requests Meeting Requests are received with your voice mail messages, your e-mail messages, andyour fax messages in Microsoft Outlook. After playing a Meeting Request, you have the optionof accepting or declining and sending a response. Handling meet...
Page 41 - Checking Your Calendar; Checking Events; Checking Availability
Mitel Networks Speech Server 37 Checking Your Calendar Appointments and Meeting Requests are managed with your voice commands using theOutlook Calendar in Microsoft Outlook. Using voice commands with Calendar is dependent onthe Calendar and Task Management system option. For further information on t...
Page 42 - Managing Tasks; Creating Tasks; Checking Tasks
Mitel Networks Speech Server 38 Managing Tasks A task outlines an activity that is due at a certain date/time, with a particular priority, status(state of completion), and a message attached (text or voice). A task can also be used to leaveyourself a memo, in which the content of the message is the ...
Page 43 - Changing Tasks; Deleting Tasks
Mitel Networks Speech Server 39 Changing Tasks To change the date or description of a task 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Task Manager." 3. Say "Review." You can also say "Next," "Previous," "Delete," or "Play again...
Page 44 - Using Touchtone Commands; Placing Calls; Switching to Touchtone
Mitel Networks Speech Server 40 Using Touchtone Commands Placing Calls To place a call with touchtone dialing 1. Dial the Speech Server extension number. 2. After the Attendant answers, dial the number. The Attendant places the call. Switching to Touchtone Sometimes, when you are in a noisy environm...
Page 45 - Making and Sending Messages
Mitel Networks Speech Server 41 Playing Messages To play your messages 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press P [7] to play your new messages. 4. Press 1 to play your "read" messages. During message playback, you can Making and Se...
Page 46 - Setting Address Options
Mitel Networks Speech Server 42 Setting Address Options Before sending a message, you have the option of modifying the list of message recipients. • When you have finished recording your message, press O [6] to access the AddressingOptions menu. If you wish, you can now choose to review the list of ...
Page 47 - Setting Greeting Options
Mitel Networks Speech Server 43 Setting Greeting Options To program greeting options 1. Dial the Speech Server extension number. Login if necessary. 2. Say "Messenger." 3. Press U [8] to enter the user options. 4. Press G [4] to enter the greeting options. Choose from the options provided: P...
Page 48 - Using Your PC for Voice Messages; Installing the Multimedia Outlook Plug-in
Mitel Networks Speech Server 44 Using Your PC for Voice Messages If you install the Mitel Networks™ Speech Server Multimedia Outlook Plug-in, you will be ableto use Microsoft Outlook to manage your voice mails. You can use your PC speakers or aphone to listen to your voice messages and use Microsoft...
Page 50 - Changing Your Voice Message Playback
Mitel Networks Speech Server 46 Changing Your Voice Message Playback To change the auto-play settings for your voice messages and your playback device 1. Open Microsoft Outlook, and click Tools, Options, and then the Unified Messaging tab. 2. Select the type of automatic play for the voice messages....
Page 51 - Voice Message Buttons
Mitel Networks Speech Server 47 Voice Message Buttons The Multimedia Outlook Plug-in provides the following buttons so you can manage your voicemessages: Function Button Play Stop Pause Forward/Review Adjust volume Adjust recording level Playback device New voice message Reply with voice message Rep...
Page 52 - Playing Voice Messages
Mitel Networks Speech Server 48 The Mitel Networks QuickPlay toolbar has some of the same buttons. You can play, stop, pause,review, adjust the volume, or playback your message over the telephone while you arepreviewing your messages. Playing Voice Messages With the Multimedia Outlook Plug-in, you h...
Page 53 - Using Your PC Speakers as a Playback Device
Mitel Networks Speech Server 49 Refer to one of the following procedures that describes your playback preferences. Using Your PC Speakers as a Playback Device To play a voice message with Auto-play When Previewing 1. Select the voice message in the Outlook Inbox. The system automatically plays your ...
Page 54 - Using Your Telephone as a Playback Device
Mitel Networks Speech Server 50 To play a voice message without Auto-play 1. Select the voice message in the inbox. 2. Click QuickPlay to open the Mitel Networks QuickPlay toolbar. 3. On the Mitel Networks QuickPlay toolbar, click the Play button to hear the voice message with your speakers. or 1. D...
Page 55 - Replying with Voice
Mitel Networks Speech Server 51 To play a voice message without Auto-play 1. Click QuickPlay to open the Mitel Networks QuickPlay toolbar. 2. Select the voice message in the Outlook Inbox. 3. On the Mitel Networks QuickPlay toolbar, click the Play button. 4. Answer the phone to hear your voice messa...
Page 56 - Forwarding with Voice; Creating Voice Messages
Mitel Networks Speech Server 52 Forwarding with Voice To forward voice messages and e-mail messages with a voice message 1. Click the e-mail or voice message that you want to forward. 2. Click 3. Enter the e-mail address(es) for the recipients. 4. Click the Record button . 5. Say your voice message....
Page 57 - Using Outlook Web Access
Mitel Networks Speech Server 53 Using Outlook Web Access You can use any computer with web access to access your messages. Online Help is provided to assist you in the use of the Microsoft Exchange Multimedia tool. Thishelp is accessed when composing or receiving a message. • When composing a messag...
