Toshiba Answering Machine Es96r User Manual

Telecommunication Systems Division

Voice Processing Systems

Stratagy iES32, ES4, ES80,

ES96, ES96R

User Guide

January 2003

TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)

Telecommunication Systems Division License Agreement

IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY

SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS TELECOMMUNICATION SYSTEM PRODUCT OR OTHERWISE MADE

AVAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE

SUPPLIER. IF YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT, DO NOT INSTALL, COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION

FROM WHICH YOU OBTAINED IT IN ACCORDANCE WITH APPLICABLE RETURN POLICIES. EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS, THIS SOFTWARE IS LICENSED FOR

DISTRIBUTION ONLY TO END-USERS PURSUANT TO THIS LICENSE AGREEMENT.

1. License Grant. The Software is not sold; it is licensed upon payment of applicable charges. TAIS grants to you a personal, non-transferable and non-exclusive right to use the copy of the Software

provided under this License Agreement. You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location. Modifying, translating, renting, copying,

distributing, transferring or assigning all or part of the Software, or any rights granted hereunder, to any other persons and removing any proprietary notices, labels or marks from the Software is strictly

prohibited; You agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief, without notice, against You or any other person in possession of the Software.

You and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the Software to TAIS, upon demand. Furthermore, you hereby agree not

to create derivative works based on the Software. TAIS reserves the right to terminate this license and to immediately repossess the software in the event that You or any other person violates this License

Agreement.

2. Intellectual Property. You acknowledge that no title to the intellectual property in the Software is transferred to you. You further acknowledge that title and full ownership rights to the Software will remain

the exclusive property of TAIS and/or its suppliers, and you will not acquire any rights to the Software, except the license expressly set forth above. You will not remove or change any proprietary notices

contained in or on the Software. The Software is protected under US patent, copyright, trade secret, and/or other proprietary laws, as well as international treaties. Any transfer, use, or copying of the

software in violation of the License Agreement constitutes copyright infringement. You are hereby on notice that any transfer, use, or copying of the Software in violation of this License Agreement constitutes

a willful infringement of copyright.

3. No Reverse Engineering. You agree that you will not attempt, and if you employ employees or engage contractors, you will use your best efforts to prevent your employees and contractors from

attempting to reverse compile, reverse engineer, modify, translate or disassemble the Software in whole or in part. Any failure to comply with the above or any other terms and conditions contained herein will

result in the automatic termination of this license and the reversion of the rights granted hereunder back to TAIS.

4. Limited Warranty. THE SOFTWARE IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TAIS AND ITS SUPPLIERS

DISCLAIM ALL WARRANTIES WITH REGARD TO THE SOFTWARE, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE WARRANTY OF NON-INFRINGEMENT OF THIRD

PARTY RIGHTS, THE WARRANTY OF YEAR 2000 COMPLIANCE, AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS

TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU. NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET

YOUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR-FREE. HOWEVER, TAIS WARRANTS THAT ANY MEDIA ON WHICH THE

SOFTWARE IS FURNISHED IS FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP UNDER NORMAL USE FOR A PERIOD OF NINETY (90) DAYS FROM THE DATE OF DELIVERY TO YOU.

5. Limitation Of Liability. TAIS’ ENTIRE LIABILITY AND YOUR SOLE AND EXCLUSIVE REMEDY UNDER THIS LICENSE AGREEMENT SHALL BE AT TAIS’ OPTION REPLACEMENT OF THE MEDIA OR

REFUND OF THE PRICE PAID. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL,

SPECIAL, INCIDENTAL OR INDIRECT DAMAGES FOR PERSONAL INJURY, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION/DATA, OR ANY

OTHER PECUNIARY LOSS OF ANY KIND ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE, EVEN IF TAIS OR ITS SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF

SUCH DAMAGES. IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE FOR ANY CLAIM BY A THIRD PARTY.

6. State/Jurisdiction Laws. SOME STATES/JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST, OR

THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO SUCH LIMITATIONS OR EXCLUSIONS MAY NOT APPLY TO YOU. THIS LIMITED WARRANTY GIVES YOU

SPECIFIC RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE/JURISDICTION TO STATE/JURISDICTION.

7. Export Laws. This License Agreement involves products and/or technical data that may be controlled under the United States Export Administration Regulations and may be subject to the approval of the

United States Department of Commerce prior to export. Any export, directly or indirectly, in contravention of the United States Export Administration Regulations, or any other applicable law, regulation or

order, is prohibited.

8. Governing Law. This License Agreement will be governed by the laws of the State of California, United States of America, excluding its conflict of law provisions.

9. United States Government Restricted Rights. The Software is provided with Restricted Rights. Use, duplication, or disclosure by the United States Government, its agencies and/or instrumentalities is

subject to restrictions as set forth in subparagraph (c)(1)(ii) of The Rights in Technical Data and Computer Software Clause at DFARS 252.227-7013 (October 1988) or subparagraphs (c)(1) and (2) of the

Commercial Computer Software - Restricted Rights at 48 CFR 52.227-19, as applicable.

10. Severability. If any provision of this License Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions hereof shall not in any way be

affected or impaired.

11. No Waiver. No waiver of any breach of any provision of this License Agreement shall constitute a waiver of any prior, concurrent or subsequent breach of the same or any other provisions hereof, and no

waiver shall be effective unless made in writing and signed by an authorized representative of the waiving party.

YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU

FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR

AGREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT.

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

9740 Irvine Boulevard

Irvine, California 92618-1697

United States of America

TSD 081601

5932

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

Limited Warranty

Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuses, lamps,

and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free

from defects in material and workmanship for twenty-four (24) months after delivery. This warranty is void (a) if the equipment

is used under other than normal use and maintenance conditions, (b) if the equipment is modified or altered, unless the

modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical

fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the

equipment’s serial number is defaced or missing, or (f) if the equipment is installed or used in combination or in assembly with

products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.

Customer will, at its sole cost and expense, provide the necessary Uninterruptible Power Supply (UPS) equipment as specified

by TAIS in the Stratagy Voice Processing General Description for use with the Stratagy ES system at all times. System failures

and/or damages resulting from either not using a UPS with the Stratagy ES or the use of a UPS not equivalent to that specified by

TAIS are not covered by this warranty.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the

equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the

malfunction with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not replace or repair

such parts, the retail customer’s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are

proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no

later than thirty (30) days after such malfunction, whichever first occurs.

Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect,

consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be

entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning.

To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of

TAIS’ authorized dealers within the twenty-four (24) month period and no later than thirty (30) days after such malfunction,

whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time

results in the customer being not entitled to warranty service.

THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR

TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES,

EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR

PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED.

No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or

extension is effective unless it is in writing and signed by the vice president and general manager, Telecommunication Systems

Division.

Contents

Introduction

Organization .............................................................................................................. vii

Conventions ..............................................................................................................v iii

Action/Response Table ........................................................................................ ix

Stratagy eBrochure and Advisor CD-ROM .......................................................... x

Chapter 1 – The Grand Tour

Overview ...................................................................................................................... 2

Features to Personalize Your Mailbox ........................................................................ 4

Message Folders .......................................................................................................... 4

Single Message Folder .......................................................................................... 5

Dual Message Folders ........................................................................................... 5

Multiple Message Folders ..................................................................................... 6

Message Types ............................................................................................................. 8

Forwarded Message .............................................................................................. 8

Reply Message ...................................................................................................... 8

Fax Message .......................................................................................................... 9

E-mail Message ..................................................................................................... 9

Greetings .................................................................................................................... 10

Personal ............................................................................................................... 10

System ................................................................................................................. 10

Busy ..................................................................................................................... 10

Special Delivery Options ........................................................................................... 11

Urgent .................................................................................................................. 11

Private ................................................................................................................. 11

Stratagy ES User Guide 01/03

Contents

Chapter 2 –Getting Started

Return Receipt .....................................................................................................11

Future Delivery ...........................................................................................................11

Message Destination Selections .................................................................................12

Personal Distribution Lists ...................................................................................12

System Distribution Lists .....................................................................................13

Directory ..............................................................................................................13

User Options ...............................................................................................................14

User Prompts ..............................................................................................................15

Chapter 2 – Getting Started

User Tutorial ...............................................................................................................17

Step 1: Access Your Mailbox ....................................................................................18

Step 2: Record Your Name ........................................................................................20

Step 3: Record Your Personal Greeting ....................................................................21

Step 4: Change Your Security Code ..........................................................................22

Step 5: Exit Your Mailbox or User Mode .................................................................22

Chapter 3 – Play Messages

Access Messages ........................................................................................................24

Playback Controls .......................................................................................................24

Play Messages ............................................................................................................26

Special Functions .......................................................................................................29

Retrieve and Listen to E-mail Messages ....................................................................33

Chapter 4 – Send Messages

Recording Controls .....................................................................................................38

Send a Message ..........................................................................................................39

Forward a Message .....................................................................................................43

Reply to the Current Message ....................................................................................46

Special Delivery Options ............................................................................................48

Future Delivery ...........................................................................................................49

Send a Direct Fax .......................................................................................................50

Stratagy ES User Guide 01/03

Contents

Chapter 5 –Manage Mailbox

Chapter 5 – Manage Mailbox

Change Greeting ........................................................................................................ 54

Create or Record Over a Personal Greeting ........................................................ 55

Select a Personal Greeting ................................................................................... 57

Review a Personal Greeting ................................................................................ 58

Change User Options ................................................................................................. 59

Change Do Not Disturb (DND) Setting .............................................................. 60

Change Call Screening Setting ............................................................................ 61

Change Security Code ......................................................................................... 62

Select Busy Greeting ........................................................................................... 63

Create or Record Over Busy Greeting ................................................................ 64

Record Your Name .............................................................................................. 66

Change Message Notification ............................................................................. 68

Set Automatic Message Copy ............................................................................. 70

Review Option Settings ....................................................................................... 73

Manage Personal Distribution Lists ........................................................................... 74

Manage Guest Mailboxes ..........................................................................................76

Use Guest Mailboxes ................................................................................................. 77

Manage Personal Folders ........................................................................................... 78

Appendix A – Using Stratagy ES with a Strata CTX

Call Forward .............................................................................................................. 81

Message Waiting ........................................................................................................ 83

Responding to a Lit Msg LED ............................................................................ 83

Turning On/Off Message Waiting LED on Another Extension .......................... 84

Toshiba Proprietary Integration .................................................................................84

Soft Key Control of Voice Mail .......................................................................... 84

Call Record to Stratagy ES .................................................................................. 90

Direct Transfer to Voice Mailbox .............................................................................. 91

Voice Mail Conference .............................................................................................. 91

Stratagy ES User Guide 01/03

iii

Contents

Appendix B –Fax Printer Driver

Appendix B – Fax Printer Driver

Configure/Personalize Fax Printer Driver ..................................................................94

Use Fax Printer Driver ...............................................................................................97

SES Fax Client Screen ...............................................................................................98

Schedule Fax for Future Delivery ............................................................................100

Appendix C – Automatic Speech Recognition

Reach Destination .....................................................................................................102

Access Your Mailbox ...............................................................................................102

Send a Message ........................................................................................................103

Appendix D – Unified Messaging (UM) with Outlook Integration

Stratagy ES Message Window .................................................................................106

Address Book Feature ..............................................................................................108

Update Stratagy ES Address Book Manually ....................................................108

Update Stratagy ES Address Book Automatically ............................................108

Using UM Feature ....................................................................................................109

Voice Mail Options ..................................................................................................112

Play Voice Message ...........................................................................................112

Reply to Voice Message ....................................................................................113

Forward Voice Message ....................................................................................114

Send Voice Message ..........................................................................................115

View Fax ..................................................................................................................115

Appendix E – Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec .............................................................118

Check Codec is Installed on PC .........................................................................118

Configure Windows ..........................................................................................119

Record Stratagy ES Voice Messages (using Windows Sound Recorder) ................120

Send .WAV File as Voice Message .........................................................................121

Appendix F – Remote User Password Administration for TTS

Set Remote User Password .......................................................................................124

Stratagy ES User Guide 01/03

Contents

Appendix G –Using Stratagy ES with a Strata Legacy System

Appendix G – Using Stratagy ES with a Strata Legacy System

Call Forward ............................................................................................................ 126

Set Call Forward to Stratagy ES ........................................................................ 126

Cancel Call Forward .......................................................................................... 130

Cancel the Programmed Call Forward Voice Mail Code ..................................130

Message Retrieval .................................................................................................... 131

Glossary ...................................................................................................................... 133

Index.............................................................................................................................. 137

Stratagy ES User Guide 01/03

Contents

Appendix G –Using Stratagy ES with a Strata Legacy System

Stratagy ES User Guide 01/03

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.

Stratagy ES User Guide 01/03

vii

Introduction

Conventions

• 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

Description

Elaborates specific items or references other information. Within

some tables, general notes apply to the entire table and numbered

notes apply to specific items.

Note

Important!

Calls attention to important instructions or information.

Press 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.

Extension Number

Note

The 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.

viii

Stratagy ES User Guide 01/03

Introduction

Conventions

$ULDOꢀEROG

Courier

“Type”

Description

Represents telephone buttons.

Shows a computer keyboard entry or screen display.

Indicates entry of a string of text.

Indicates entry of a single key. For example: Type progthen press

Enter.

“Press”

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.

Plus (+)

Tilde (~)

Means “through.” Example: 350~640 Hz frequency range.

Denotes the step in a one-step procedure.

Denotes a procedure.

➤

Grey words within the printed text denote cross-references. In the

electronic version of this document (Library CD-ROM), cross-

references appear in blue hypertext.

See Figure 10

Action/Response Table

Actions you perform appear

in this column. They can

The immediate response to the action performed

appears in this column. Additional notes and comments

consist of either a single step are also included.

or a series of numbered

steps.

Stratagy ES User Guide 01/03

Introduction

Directory

Using your telephone’s dial pad, you can enter the digits corresponding to the first few

letters of a user’s name or the first letters of a system distribution list name.

Stratagy ES plays the recorded name and mailbox number that matches the

combination of entered digits. You can then select the name or go on to the next name

in the directory.

Each mailbox can be identified with up to two names. These names are entered into

the automated directory by the System Administrator and enhance the directory’s

search/find capabilities. Common choices for the names are the first and last names of

the user, last name of the user and a commonly misspelled version of the last name or

in the case of a system distribution list, two words that might appear in the list title.

Stratagy ES User Guide 01/03

The Grand Tour

User Options

You can set your mailbox for Do Not Disturb (DND) or call screening, select or record

a busy greeting (plays when your telephone is busy), designate where or how you are

notified of a message, and set your mailbox to automatically copy messages to another

mailbox.

The following is a brief description of each of the options. Please see “Change User

Options” on page 59 for more detailed information.

Important! The System Administrator must activate these features for them to be

available.

• DND – When a caller enters your extension number, the Stratagy ES automatically

sends the call to your mailbox without first ringing your telephone.

• Call Screening – Stratagy ES asks callers for their name. Without the caller’s

knowledge, the system relays that information to you. You can decide to receive

the call, let the call forward to your mailbox, or transfer the call to another

extension with or without an announcement.

• Busy Greeting – You can record your own custom busy greeting that plays when

callers reach your extension, and it is busy.

• Message Notification – Your mailbox can have notification records programmed

by the System Administrator with a specific notification method (message waiting

lights, pagers, voice, etc.) and the time/day when that notification record applies.

Once you have turned on a specific notification record, Stratagy ES automatically

calls you at the designated number and with the chosen method to notify you of

your messages.

• Automatic Message Copy – You can set your mailbox to automatically copy all

messages or just urgent messages to another mailbox during specified times of the

day.

Stratagy ES User Guide 01/03

The Grand Tour

User Prompts

The Stratagy ES system prompts only for menu options available to you. You do not

hear prompts for options:

• Not available in your Stratagy ES system (i.e., fax).

• Not configured for your mailbox by the System Administrator (e.g., guest users,

DND).

Check with your System Administrator to verify which user options and features are

available to you.

Stratagy ES User Guide 01/03

The Grand Tour

User Prompts

Stratagy ES User Guide 01/03

Getting Started

This chapter instructs you on accessing and exiting your mailbox and outlines the user

tutorial steps.

User Tutorial

When you log on to the Stratagy ES Voice Processing system for the very first time,

you hear a tutorial that walks you through the following basic steps:

• Record your name. Your name is announced whenever the directory is accessed,

you select the system greeting, or another Stratagy ES user sends a message to you.

• Record your personal greeting. Your personal greeting automatically plays when

you are not available to answer your telephone.

• Change the default security code for your mailbox to ensure privacy. You should

change it on a regular basis.

Note If you do not complete the tutorial before hanging up, Stratagy ES saves any

completed portion (e.g., your name recording) and restarts where you left off

the next time you log on to your mailbox. Once the Stratagy ES tutorial is

completed successfully, it cannot be replayed.

Stratagy ES User Guide 01/03

Getting Started

Step 1: Access Your Mailbox

The Main Menu (shown below) is your starting point for all of Stratagy ES’s

messaging features. Pressing ꢇꢇꢇ from most menus returns you to the Main Menu.

To access your mailbox, you need to know:

• The telephone number to access Stratagy ES

• Your mailbox number

• Your default security code

Please ask your System Administrator if you do not have this information.

MMAAININMMENENUU

Play Messages

Send Messages

Manage Mailbox

Listen to E-mail Messages

Messages

Exit user mode

Hang Up

Each time you access your mailbox, Stratagy ES announces:

• The number of new and saved messages you have in your message folder(s).

• The number of messages that will be purged upon exiting your mailbox, if

applicable.

Stratagy ES then plays the Main Menu options.

Stratagy ES User Guide 01/03

Getting Started

Step 1: Access Your Mailbox

If you receive new messages while you are logged on to your mailbox, Stratagy ES

informs you that new messages have arrived every time you return to the Main Menu.

1. From an internal telephone, The system answers with your standard

call Stratagy ES on

___________

company greeting.

...or from an external

telephone, call Stratagy ES

on ___________.

2. When Stratagy ES answers, Stratagy ES prompts you to enter your mailbox

press .

number.

ꢈ

3. Enter your mailbox

number.

Stratagy ES prompts you to enter your security

code.

4. Enter the default security

code.

You are now in your mailbox. Stratagy ES plays

the number of messages you have and then

prompts you with a list of choices from the

Main Menu.

If you make a mistake

while entering the code,

press to re-enter.

ꢈ

Note If the Stratagy ES is fully integrated with the telephone system, Stratagy ES is

informed of your mailbox number and prompts you for your security code.

Consult your System Administrator for information on how your system is

integrated.

Stratagy ES User Guide 01/03

Getting Started

Step 2: Record Your Name

Your name is announced whenever the directory is accessed, you select the system

greeting, or a message is sent by you to another Stratagy ES user.

When you first enter your mailbox, the Stratagy ES tutorial prompts you to record

your name and walks you through the entire recording sequence. You can re-record

your name at any time (see “Record Your Name” on page 66).

1. At the tone, state your name

slowly and clearly (if you

like, you can also state your

extension).

2. Press ꢉ when done.

Stratagy ES plays your name recording.

3. After your name plays,

press:

ꢉ To accept the recording

Your recording becomes part of your mailbox

and Stratagy ES prompts you to record your

personal greeting.

Re-record

Stratagy ES returns you to the record your name

prompt.

ꢈ

Stratagy ES User Guide 01/03

Getting Started

Step 3: Record Your Personal Greeting

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 “Create or

Record Over a Personal Greeting” on page 55 for instructions).

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 as often as you want.

Sample Greeting

“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19,

and I am in the office today. I am either on the telephone or have stepped away for a

few minutes and your call has been forwarded to my voice mailbox. If at the tone you

leave a detailed message and a telephone number where I can reach you, I will be

happy to return your call.”

1. At the tone, begin recording The following information should be included:

your greeting.

• Your name

• Company and/or department

• Date

• Your availability

• Instructions to leave a detailed message

• Call coverage options

2. Press ꢉ when done.

Stratagy ES plays your greeting.

3. After your greeting plays,

press:

ꢉ To accept the recording

Your greeting becomes Personal Greeting #1

and Stratagy ES prompts you to change your

security code.

Re-record

Stratagy ES returns you to the record your

greeting prompt.

ꢈ

Stratagy ES User Guide 01/03

Getting Started

Step 4: Change Your Security Code

You should change your security code on a regular basis to ensure the privacy of your

messages and personal greetings (see “Change Security Code” on page 62).

Stratagy ES prompts you to enter your new security code and notifies you of the

number of allowable digits. For example, Stratagy ES might prompt “the new security

code must have at least three digits and 16 maximum digits” or “the new security code

must be exactly four digits.”

1. Enter your new security

Stratagy ES prompts you to re-enter your new

security code for verification.

code + ꢉ.

2. Re-enter your new security

After entering the security code a second time,

Stratagy ES announces that your security code

has been changed.

code + ꢉ.

You have completed the tutorial. Stratagy ES announces “mailbox number xxx is

enabled,” and announces the number of messages in your mailbox. You can now

perform any of the functions available on the Stratagy ES Main Menu or exit the

mailbox.

Step 5: Exit Your Mailbox or User Mode

➤ To exit your mailbox, press Stratagy prompts, “Thank you for calling.

Good-bye.”

ꢉ to hang up

...or to exit the user mode,

press ꢅ.

Stratagy ES can be configured so that you can

exit your mailbox without leaving the

Stratagy ES system. Please ask your System

Administrator to find out if your system is

configured for this or some other function when

pressingꢀꢅ.

If you have the “0 to EXIT User Mode”

capability, you hear Stratagy ES’s instructional

greeting. You can now access another user or a

different mailbox.

Stratagy ES User Guide 01/03

Play Messages

This chapter explains how to use the Play Messages feature. It covers:

• Accessing messages

• Playback controls

• Playing messages

• Special functions

• Retrieve and listen to e-mail messages

Stratagy ES lights the message waiting light on your telephone when a voice or fax

message has been left for you on the Stratagy ES system.

Note Your telephone system and telephone must support a message waiting light for

this feature to function.

If configured, Stratagy ES automatically turns off your message waiting light on your

telephone when your new message folder is empty or only Pending messages remain

(see “Message Folders” on page 4).

All new messages must be deleted, saved, or pending (partially heard) for Stratagy ES

to turn off the message waiting light on your telephone. The Message Waiting LED

remains on only if there are new messages in the folder.

Stratagy ES User Guide 01/03

Play Messages

Access Messages

Once you press ꢁ to play your messages, the following telephone keys assist you in

going through your messages:

ꢁ

Takes you to the next message or back to the top of the folder when you have

reached the last message in the folder.

ꢈ^{ꢁ Replays the current message.}

ꢈ^{ꢃ Takes you to the previous message or back to the last message in the folder when}

you have reached the top of the message folder.

If you receive new messages while you are accessing your mailbox, Stratagy ES

notifies you every time you return to the Main Menu that new messages have arrived.

Note See “Message Folders” on page 4 on using access keys ꢂꢂ and ꢁꢂꢂ.

Playback Controls

While playing a message, you can pause, control the volume, location, and speed of

playback using the following keys (shown below).

Press

to play Previous Message

(from first message go to last)

Play Next Message

(from last message go to first)

Pause/Resume

(toggle or 30 secs.)

Turn Up volume

Go Forward (advance)

Back Up (rewind)

Press twice to

Change Speed (toggle)

3095

Turn Down volume

Stratagy ES User Guide 01/03

Play Messages

Playback Controls

ꢁ Play Next Message

Plays next message in folder. If you are at the last message in the folder, goes to the

first message in the same folder.

ꢈꢁ Replay Current Message

Plays previous message in folder. If you are at the first message in the folder, goes to

the last message in the same folder.

ꢈꢃ Play Previous Message

Plays previous message in folder. If you are at the first message in the folder, goes to

the last message in the same folder.

ꢊ Pause/Resume (toggle or 30 seconds)

At any time while playing messages, you can press ꢊ to pause the playback. The

message resumes playing as soon as you press ꢊ or automatically at the end of a

defined amount of time (default is 30 seconds). You can pause the playback as many

times as necessary.

ꢋ Turn Up Volume, ꢅ Turn Down Volume

Each time you pressꢀꢋꢀorꢀꢅ, the volume of messages adjusts one increment until the

maximum number of increments is reached. Stratagy ES saves the current level when

you exit.

Back Up (rewind)

ꢈ

The message backs up/rewinds and then begins playing. The default is five seconds

(set by the System Administrator).

ꢉ Go Forward (advance)

The message goes forward/advances and then begins playing. The default is five

seconds (set by the System Administrator).

ꢉꢉ Change Speed (toggle)

Two speeds are available for playing messages: normal and fast (level set for your

mailbox by the System Administrator). When you exit the Play Messages Menu, the

system returns to the default speed.

Stratagy ES User Guide 01/03

Play Messages

When you access your mailbox, Stratagy ES tells you the number of urgent, new,

saved, and fax messages (if supported by your system; check with your System

Administrator) you have in your mailbox.

When you press ꢁ from the Main Menu to play messages (menu shown below),

Stratagy ES automatically accesses the New Message Folder. If no messages exist in

the New Message Folder, Stratagy ES automatically accesses the Saved Message

Folder or Personal Folders.

If your mailbox is empty, the Stratagy ES Main menu prompt does not include “press

ꢁ to play messages.”

From the Main Menu:

Play Messages

Play the next message

Replay the current message

Save the current mesage

Play the Previous message

Delete the current message

While playing a message, you can press:

Forward the current message

Pause/Resume (toggle or 30 seconds)

Reply to the current message

Turn Up volume

Special Functions

Turn Down volume

Immediate Fax print of all fax documents

Backup (rewind)

within a folder^†

Go Forward (advance)

Immediate Fax print of current fax document^†

Change Speed (toggle)

Send All Fax documents to fax machine

for print within a folder^†

4554

Send Current Fax to fax machine for print^†

Message Date and Time

Future Delivery Review (Play, Save, Delete)

Continuous Delete

New/Saved message folder (toggle)

Continuous Play

Return to previous menu

Return to the Main Menu

†

Optional feature

Stratagy ES User Guide 01/03

Play Messages

1. From the Main Menu,

A message plays.

pressꢀꢁ.

While the message plays,

you can select ꢊ to pause/

resume, ꢋ to turn up

volume, ꢅ to turn down

volume, to back up

ꢈ

(rewind), ꢉ to go forward

(advance), and/or ꢉꢉ to

change speed (toggle).

2. (Optional) While the

message plays or

immediately after, you can

select one of the following:

ꢁ Play the next message

Skips to the beginning of the next message.

Note If you reach the end of your messages,

pressing ꢁ takes you back to the top of

the same folder.

ꢃ Save the current

Single or dual message folders: Stratagy ES

saves the message and the Play Messages Menu

plays.

message

(Optional) For Multiple

Folder mailboxes:

Enter a folder number

(ꢁ for Saved Message

Folder, ꢃ~ꢋ for Personal

Folders).

Multiple message folders: Stratagy ES plays the

recorded names/comment/numbers of all

available folders. You are requested to enter a

valid folder number where you want the

message saved.

If an invalid number is entered, Stratagy ES

automatically saves the message in folder ꢁ.

Note To create or change

personal folders, see

“Manage Personal

Folders” on page 78.

Stratagy ES User Guide 01/03

Play Messages

Note Messages are not moved to the saved

folder until you log out of your mailbox,

enabling you to return to the new

message folder and replay the message.

The Play Messages Menu plays.

ꢄ Delete the current

Flags the current message for deletion. The Play

Messages Menu plays. When you exit Play

Messages, Stratagy ES tells you the number of

messages to be deleted. If you do not want to

delete a message, save the message before

exiting your mailbox.

message

Note Stratagy ES can be programmed to purge

messages after a preset length of time.

Consult your System Administrator.

Stratagy ES notifies you before purging

messages.

ꢆ Forward the current

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 43 for details on

this feature.

message

ꢌ Reply to the current

Your reply is sent to the originator of the

message. In addition, you can send your reply to

a single user, multiple users, or a destination list.

See “Reply to the Current Message” on page 46

for details on this feature.

message

ꢂ Special Functions

Stratagy ES prompts with the options. See

“Special Functions” on page 29 for instructions

on using this option.

The current message plays from the beginning.

ꢈ^{ꢁ Replay the current}

message

The previous message plays from the beginning.

ꢈ^{ꢃ Play the previous}

message

Note If you are at the top of the message

folder, pressing

bottom of the same folder.

ꢈ^{ꢃ takes you to the}

Stratagy ES User Guide 01/03

Play Messages

Special Functions

ꢇ Return to Main Menu

Stratagy ES tells you the total number of

messages that will be deleted when you log out

of your mailbox, and then returns to the Main

Menu.

Special Functions

You can print or send faxes, 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 ꢂ Special Functions.

Note If a message does not contain a fax, Stratagy ES does not play Fax options.

➤

Press an option number:

ꢅ Immediate Fax print of

all fax documents

Retrieves (prints) all the faxes from your

mailbox while calling from a fax machine (or

other device capable of receiving a fax) with a

handset.

within a folder

ꢁ Immediate Fax print of

Retrieves (prints) the current fax from your

mailbox while calling from a fax machine (or

other device capable of receiving a fax) with a

handset.

current fax document

ꢃ Send all Fax documents Stratagy ES prompts for the fax machine’s

telephone number.

within a folder to a fax

machine for print

Enter fax machine’s

telephone number.

Press ꢉ to accept entry

The system sends all fax messages to a fax

machine (or other device capable of receiving a

fax) for retrieval (print). The Play Messages

Menu plays.

...or to re-enter fax

ꢈ

number.

ꢄ Send Current Fax to fax Stratagy ES prompts for the fax machine’s

telephone number.

machine for print

Stratagy ES User Guide 01/03

Play Messages

Special Functions

Enter fax machine’s

telephone number.

Press ꢉ to accept entry

The system sends a fax message currently

residing in your mailbox to a fax machine (or

other device capable of receiving a fax) for

retrieval (print). The Play Messages Menu

plays.

...or to re-enter fax

ꢈ

number.

ꢊ Message Date and Time The date and time the message was received

plays, followed by the entire message.

Note If your System Administrator

programmed an automatic date and time

stamp for all messages, the stamp plays

automatically at the beginning of each

message.

ꢆ Future Delivery Review Stratagy ES announces the total number of

future delivery messages and plays the first

message (i.e., future delivery time/date,

destination mailbox, and the entire message)

based on chronological order. Stratagy ES

automatically saves the message for future

delivery.

While the message is

playing or immediately

after, you can press ꢁ to

play the next message, ꢃ

to save the current

message, ꢄ to delete the

current message and/or

ꢇ to return to the Special

Functions Menu.

ꢌ Continuous Delete

Stratagy ES prompts for ꢉ or entry.

ꢈ

Stratagy ES User Guide 01/03

Play Messages

Special Functions

Press ꢉ to delete all

messages

Deletes multiple messages at one time in your

New, Saved or Personal Message Folder(s)

without additional action from you.

Note See the Continuous Play feature on page

32 before using Continuous Delete.

The number of messages deleted is based on a

preset length of time (designated in minutes) set

by your System Administrator on a system-wide

basis.

Important! The deletion starts with the first

message in the folder and

continues until the preset time has

expired. Both heard and unheard

messages are deleted. If there are

multiple folders, the deletion

occurs only in the folder you are

in when you pressꢀꢌꢀfor

continuous delete.

...or to cancel option.

Returns to Play Messages Menu.

ꢈ

ꢂ New/Saved message

Stratagy ES checks the system for any personal

folders you have created. If personal folders

exist, Stratagy ES prompts for a personal folder

number. If none exist, this feature operates as a

toggle and moves you back and forth between

the New and Saved Message Folders.

folder (toggle)

If personal folders exist,

enter a folder number

...or ꢅ to go to new

folder, ꢁ to go to Saved

Message Folder, or to

ꢈ

return to previous menu.

Stratagy ES User Guide 01/03

Play Messages

Special Functions

ꢋ Continuous Play

Plays many messages at a time in your New,

Saved or Personal Message Folder(s) without

additional action from you.

Note Messages played in the New Message

Folder remain as new messages and are

not automatically saved.

The number of messages played is based on a

preset length of recorded time (designated in

minutes) and therefore varies. (Your System

Administrator sets the length of time on a

system-wide basis.) The messages played are

those whose cumulative time is equal to, or less

than, the designated number of minutes.

Important! The playback starts with the first

message in the folder and

continues until the preset time has

expired. If there are multiple

folders, the playback occurs only

in the folder you are in when you

pressꢀꢋꢀfor continuous playback.

Ask your System Administrator to verify that

you have this option.

ꢇ Return to previous

Stratagy ES returns to the Play Messages Menu.

Stratagy ES User Guide 01/03

Play Messages

Retrieve and Listen to E-mail Messages

Note This 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.

When you press ꢊ (menu shown below) from the Main Menu, Stratagy ES announces

how many new e-mail messages you have, and gives you the opportunity to have them

read to you. By pressing ꢁ, Stratagy ES retrieves and begins reading your e-mail

messages using an automated voice.

The order in which they are read to you, is determined by your e-mail service. In most

cases, this is in the order in which they were received.

From the Main Menu:

Retrieve and Listen to E-mail Messages

Listen to e-mail message

Replay the current e-mail message

Save the current e-mail mesage

Delete the current e-mail message

Forward the current e-mail message

Reply to the current e-mail message

Return to the Main Menu

Delete e-mail messages

Cancel deletion of e-mail messages

5453

1. From the Main Menu, press The system accesses your e-mail account and

ꢊ.

prompts you with the number of new e-mail

messages you have. The E-mail Message Menu

plays.

2. Press ꢁ to play your e-mail

An e-mail message plays. The system tells you

if a attachment(s) is present. Stratagy ES can

only alert you of the presence of attachments, it

cannot administer them in any way.

messages.

Stratagy ES User Guide 01/03

Play Messages

Retrieve and Listen to E-mail Messages

3. (Optional) While the

message plays or

immediately after, you can

select one of the following:

ꢁ Play the next e-mail

Skips to the beginning of the next e-mail

message.

message

Note If you reach the end of your e-mail

messages, pressing ꢇ takes you back to

the previous menu.

ꢃ Save the current e-mail

The e-mail message remains in your e-mail

mailbox and the E-Mail Message Menu plays.

message

ꢄ Delete the current

Marks the current e-mail message for deletion

from your e-mail account. The Listen to E-mail

Message Menu plays.

e-mail message

Important! If you only press ꢄ and then hang

up, the message is not deleted.

You must press ꢇ to exit this menu

in order for the deletion to be

complete.

ꢆ Forward the current

Stratagy ES requests address information. After

the first destination has been entered, additional

destinations can be entered by pressing ꢊ. The

destination user must have a Stratagy ES voice

mailbox with an e-mail address designated

within that mailbox.

e-mail message

Comments can be

recorded for this

message, which is

attached as a standard

.wav file to the original

message.

If the destination mailbox does not support

e-mail, the system informs you that this was an

invalid entry. E-mail messages cannot be

forwarded to Stratagy ES Personal or System

Distribution Lists.

Note Check with your System Administrator to

see if your mailbox is set up for this

feature.

Stratagy ES User Guide 01/03

Play Messages

Retrieve and Listen to E-mail Messages

ꢌ Reply to the current

Stratagy ES creates an e-mail message with

your reply attached as a standard .wav audio file

and sent to the originator.

e-mail message

The current e-mail message plays from the

beginning.

ꢈ^{ꢁ Replay the current}

e-mail message

ꢇ Return to Main Menu

Stratagy ES tells you the total number of e-mail

messages that will be deleted when you leave

this menu, and asks for confirmation.

ꢁ

ꢃ

Delete e-mail

messages that are

marked for deletion

Stratagy ES deletes all the messages you

marked for deletion and returns you to the Main

Menu.

Cancels deletion of

e-mail messages

Stratagy ES saves the messages and the E-mail

Message Menu plays.

marked for deletion

Stratagy ES User Guide 01/03

Play Messages

Retrieve and Listen to E-mail Messages

Stratagy ES User Guide 01/03

Send Messages

You can record and send a message from any touchtone telephone to another

Stratagy ES 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 current message

• Special Delivery options

• Future Delivery

• Send a fax

Stratagy ES User Guide 01/03

Send Messages

Recording Controls

While recording a message, you can pause/resume the recording or end the recording

using the following keys (shown below).

Pause/Resume

(toggle or 30 secs.)

End recording

3096

ꢊ Pause/Resume (toggle or 30 seconds)

At any time while recording messages to another mailbox in the system, you can press

ꢊ to pause the recording. The message resumes recording as soon as you press ꢊ.

Stratagy ES prompts you with, “Begin recording... (Beep).”

If within a defined amount of time (default is 30 seconds) you do not press ꢊ,

Stratagy ES restarts another 30-second pause. If during the second 30-second pause

you:

• Do not press any key, Stratagy ES assumes you have cancelled the message and

returns to the Main Menu.

• Press ꢉ, Stratagy ES returns you to the Send Messages Menu and you can send,

review or record over the message.

ꢉ End Recording

After recording a message, press ꢉ to end the recording.

Stratagy ES User Guide 01/03

Send Messages

Send a Message

Using the Send Messages Menu (shown below), you can record a message and send it

to single mailbox or multiple destinations (e.g., personal or system distribution list),

forward a message (with a comment), or reply to a message sent you.

From the Main Menu:

While recording a message, you

can press:

Play Messages

Forward the current message

Pause/Resume (toggle or 30

seconds)

Reply to the current message

Send Messages

End recording

Enter destination (one of the following):

Mailbox number plus

Directory plus name

Select from the following:

Mailbox number plus

Personal Distribution List (1~25)

Multiple Destinations

Directory plus name

Personal Distribution List (1~25)

when finished.

Record

Record a message, comment, or reply.

Press

(Press

when finished.)

Send and Return to Main menu

Review recording

Re-record

Append recording

Set the Hour (1~12)

Select Additional Destinations

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

Set the Minutes (0~59)

Set the Day (1~31)

Set the Month (1~12)

Set the Year (last two digits)

Return to previous menu

(message delivery time plays)

Cancel message and select new destination

Cancel and return to Main Menu

4555

Stratagy ES User Guide 01/03

Send Messages

Send a Message

1. From the Main Menu,

Stratagy ES prompts you to enter the destination

(i.e., mailbox number, Personal or System

Distribution List, or Multiple Destinations).

press ꢃ.

2. Enter one of the following

destinations:

0DLOER[ꢀQXPEHU plus ꢉ. If you entered a user’s mailbox number,

Stratagy ES plays the user’s name or mailbox

number for confirmation.

Press ꢉ again to record a

message without playing

the user’s name.

If you entered a system distribution list mailbox

number, Stratagy ES plays the list comment or

number for confirmation. Ask your System

Administrator for more information about

system lists available to you.

Note If your Stratagy ES system is designed

with a fixed length number for your

mailbox number, do not press ꢉ after

entering a mailbox number. See your

System Administrator for specific

operation of your system.

ꢅꢅ Directory plus the first Stratagy ES plays the first match for the

combination of letters you entered.

letters (Q=7, Z=9) of

the user’s first or last

name

Note See your System Administrator for

specific operation of your system.

...or the first letters of a

system distribution list

name.

Note Entry must be at least

three letters long.

Pressꢀꢉꢀto select the

name as the destination,

ꢁꢀto hear the next name,

or to cancel your

ꢈ

entry and re-enter.

Stratagy ES User Guide 01/03

Send Messages

Send a Message

ꢅꢁ plus a Personal

Distribution List

number (ꢁ~ꢃꢆ).

Stratagy ES plays the list comment or number

for confirmation. See “Manage Personal

Distribution Lists” on page 74 to create or

revise a destination (distribution) list.

ꢅꢊ Multiple Destinations

You are prompted for the destinations: mailbox

number, directory and/or ꢅꢁ Personal

Distribution List.

Note If you forget to enter any destination(s),

you can press ꢊ Additional Destinations

after you record your message to add

destinations (see page 42).

3. Record a message after the

tone. When finished,

press ꢉ.

While recording, you can

press ꢊ to pause/resume

(toggle or 30 seconds) the

recording.

4. Pressꢀꢉ again to send the

Stratagy ES tells you that your message has

been sent and returns you to the Main Menu.

message immediately

Important! If you pressꢀꢉꢀto send your

message, you cannot use the

special recording and sending

options.

...or before sending the

message, you can use all of

the following options in

any combination as often as

desired.

ꢁ Review recording

The recording plays.

ꢃ Re-record

The system prompts you to record at the beep.

Pressꢀꢉꢀwhen done.

Stratagy ES User Guide 01/03

Send Messages

Send a Message

ꢄ Append recording

The appended recording plays after the already

recorded portion of the message. The system

prompts you to record at the beep.

Pressꢀꢉꢀwhen done.

ꢊ Select Additional

Send the message to additional destinations.

(See Step 2 on page 40 for instructions.)

Destinations

ꢂ Special Delivery

You can send a message as urgent, private, or

with a return receipt request. The settings may

be used in any combination and may be changed

prior to sending the message.

Options

See “Special Delivery Options” on page 48 for

instructions on using this option.

ꢋ Set Future Delivery

You can have your message delivered at a future

specified time and date. See “Future Delivery”

on page 49 for instructions on using this option.

Cancel message and

select new destination

Cancels the message and returns you to Step 2

on page 40.

ꢈ

Cancel and Return to

the Main Menu

Cancels the message and returns you to the

Main Menu.

ꢈꢈ

Stratagy ES User Guide 01/03

Send Messages

Forward a Message

Any message sent to you that is not marked as Private 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 Messages

Stratagy ES prompts you to enter the destination

(i.e., mailbox number, Personal or System

Distribution List or Multiple Destinations).

Menu, press ꢆ.

2. Enter one of the following

destinations:

0DLOER[ꢀQXPEHU plus ꢉ. If you entered a user’s mailbox number,

Stratagy ES plays the user’s name or mailbox

number for confirmation.

Press ꢉ again to record a

message without playing

the user’s name.

If you entered a system distribution list mailbox

number, Stratagy ES plays the list comment or

number for confirmation. Ask your System

Administrator for more information about

system lists available to you.

Note If your Stratagy ES system is designed

with a fixed length number for your

mailbox number, do not press ꢉ after

entering a mailbox number. See your

System Administrator for specific

operation of your system.

ꢅꢅ Directory plus the first Stratagy ES plays the first match for the

combination of letters you entered.

letters (Q=7, Z=9) of

the user’s first or last

name

Note See your System Administrator for

specific operation of your system.

...or the first letters of a

system distribution list

name.

Note Entry must be at least

three letters long.

Stratagy ES User Guide 01/03

Send Messages

Forward a Message

Pressꢀꢉꢀto select the

name as the destination,

ꢁꢀto hear the next name,

or to cancel your entry

ꢈ

and re-enter.

ꢅꢁ plus a Personal

Distribution List

number (ꢁ~ꢃꢆ).

Stratagy ES plays the list comment or number

for confirmation. See “Manage Personal

Distribution Lists” on page 74 to create or

revise a destination (distribution) list.

ꢅꢊ Multiple Destinations You are prompted for the destinations: mailbox

number, directory and/or ꢅꢁ Personal

Distribution List.

Note If you forget to enter any destination(s),

you can press ꢊ Additional Destinations

after you record your message to add

destinations (see page 45).

3. (Optional) Press ꢃ to record

a message (comment) after

the tone. When finished,

press ꢉ.

While recording, you can

press ꢊ to pause/resume

(toggle or 30 seconds) the

recording.

4. Pressꢀꢉ again to forward

Stratagy ES tells you that your message has

been forwarded and returns you to the Main

Menu.

the message immediately

Important! If you press ꢉꢀto forward your

message, you cannot use the

special recording and sending

options.

...or before sending the

message, you can use any

of the following options:

Stratagy ES User Guide 01/03

Send Messages

Forward a Message

ꢁ Review recording

The forwarding comment plays.

ꢃ Re-record

The system prompts you to record the comment

at the beep.

Pressꢀꢉꢀwhen done.

ꢄ Append recording

The appended forwarding comment plays after

the already recorded message comment. The

system prompts you to record at the beep.

Pressꢀꢉꢀwhen done.

ꢊ Select Additional

Send the forwarded message to additional

destinations. (See Step 2 on page 43 for step-by-

step instructions.) You may repeat this step as

often as necessary.

Destinations

ꢂ Special Delivery

You can send a message as urgent, private, or

with a return receipt request. The settings may

be used in any combination and may be changed

prior to sending the message.

Options

See “Special Delivery Options” on page 48 for

instructions on using this option.

ꢋ Set Future Delivery

You can have your message delivered at a future

specified time and date. See “Future Delivery”

on page 49 for instructions on using this option.

Cancel message and

select new destination

Cancels the message and returns you to Step 2

on page 43.

ꢈ

Cancel and Return to

the Main Menu

Cancels the message and returns you to the

Main Menu.

ꢈꢈ

Stratagy ES User Guide 01/03

Send Messages

Reply to the Current Message

Stratagy ES lets you reply to a message that you are currently playing.

When you reply to a message sent from within a Stratagy ES user’s mailbox, you do

not have to select a destination since Stratagy ES “remembers” the source of the

message. You can send the reply to additional destinations.

If the message was not recorded from a user’s mailbox, you may still reply to the

message but you must enter the destination mailbox number.

When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply

message from [name or mailbox number].”

1. From the Play Messages

You are prompted to record your reply to the

message.

Menu, press ꢌ.

2. (Optional) If the message

was not recorded from a

user’s mailbox, you must

enter a destination (see Step

2 on page 40 for

instructions).

3. Record your reply after the

tone. When finished,

press ꢉ.

While recording, you can

press ꢊ to pause/resume

(toggle or 30 seconds) the

recording.

4. Pressꢀꢉ again to send the

Stratagy ES tells you that your reply has been

sent and returns you to the Main Menu.

reply immediately

Important! If you press ꢉꢀto send your reply

you cannot use the special

recording and sending options.

Stratagy ES User Guide 01/03

Send Messages

Reply to the Current Message

...or before sending the

message, you can use

any of the following

options:

ꢁ

ꢃ

Review recording

Re-record

The recording plays.

The system prompts you to record at the beep.

Pressꢀꢉꢀwhen done.

ꢄ

Append recording

The appended recording plays after the already

recorded portion of the message. The system

prompts you to record at the beep.

Pressꢀꢉꢀwhen done.

ꢊ

ꢂ

Select Additional

Destinations

Send the message to additional destinations.

(See Step 2 on page 40 for instructions.)

Special Delivery

Options

You can send a message as urgent, private, or

with a return receipt request. The settings may

be used in any combination and may be changed

prior to sending the message.

See “Special Delivery Options” on page 48 for

instructions on using this option.

ꢋ

Set Future Delivery You can have your message delivered at a future

specified time and date. See “Future Delivery”

on page 49 for instructions on using this option.

Cancel reply

Cancels the reply and returns you to Step 3 on

page 46.

ꢈ

Cancel and Return

to the Main Menu

Cancels the message and returns you to the

Main Menu.

ꢈꢈ

Stratagy ES User Guide 01/03

Send Messages

Special Delivery Options

You can send a message as urgent, private, or with a return receipt request. The

settings may be used in any combination and may be changed prior to sending the

message.

When you send, forward or reply to a message, this option is available by pressing ꢂꢀ

Special Delivery Options.

➤ Enter an option number:

ꢁ Set Urgent status

Urgent messages play first in the New Message

Folder.

(toggle)

To remove the urgent

status, press ꢂ then ꢁ

again.

ꢃ Set Private status

Private messages cannot be forwarded.

(toggle)

To remove the private

status, press ꢂ then ꢃ

again.

ꢄ Set Return Receipt

Stratagy ES notifies you when and by whom the

message was received and plays the original

message.

request (toggle)

To remove the return

receipt request, press ꢂ

then ꢄ again.

Only messages that have been deleted, saved, or

marked as Pending (if so enabled) by the

destination mailbox submit a Return Receipt

notification.

ꢇ Return to previous

Stratagy ES returns you to the previous menu.

Stratagy ES User Guide 01/03

Send Messages

Future Delivery

Stratagy ES can be configured so that your message is delivered at a future specified

time and date. When you send, forward or reply to a message, this option is available

by pressing ꢋꢀSet Future Delivery.

Since each of the settings default to the current time/date, you do not need to enter all

the options. For example, if you have recorded a message and want to have it

delivered that afternoon at 2:30 p.m., you only need to enter the hour (2), select p.m.

and enter the minutes (30) using options 1 and 2.

After marking the message for future delivery, you can review (play, save, delete) the

message at any time before it is sent. See Chapter 3 – Play Messages for instructions

on using the Future Delivery Review option.

➤ Enter an option number and

press ꢉ.

ꢁ Set Hour (ꢁ~ꢁꢃ)

Stratagy ES prompts you to select a.m. or p.m.

ꢁ

ꢃ

ꢃ Set Minutes (ꢅ~ꢆꢇ)

ꢄ Set Day (ꢁ~ꢄꢁ)

ꢊ Set Month (ꢁ~ꢁꢃ)

ꢆ Set Year (two or four

Two-digit numbers less than the last two digits

of the current year are set for the twenty-first

century. For example, enter ꢅꢁ to set 2001.

digits)

ꢇ Return to previous

Stratagy ES plays the message delivery time

and date and returns you to the previous menu.

Note Once the message has been sent, you can

review, continue to send (save), or delete

this message using the Future Delivery

Review option on the Play Messages

Menu. (See Chapter 3 – Play Messages.)

Stratagy ES User Guide 01/03

Send Messages

Send a Direct Fax

Stratagy ES enables you to send a fax to a mailbox when you are calling from a fax

machine handset.

1. Put the document to be

faxed into the fax machine.

2. From the fax machine

handset, dial the number for

Stratagy ES.

The company greeting plays.

3. Press ꢇꢋꢋ.

The system prompts you to enter the destination

mailbox for your fax.

4. Enter the destination

Stratagy ES prompts you to record a comment,

mailbox. Finish by pressing enter an additional destination or send the fax.

ꢉ.

5. (Optional) Press ꢁ to record The system prompts you to record at the beep.

a comment.

Begin recording at the tone.

Finish by pressing ꢉ.

After recording, you can

press:

ꢁ Review comment

The complete comment plays.

ꢃ Re-record

The system prompts you to record at the beep.

Press ꢉ when done.

ꢄ Append recording

The appended comment plays after the already

recorded portion. The system prompts you to

record at the beep.

Pressꢀꢉꢀwhen done.

ꢊ Cancel recording

The comment is canceled. The system returns to

the previous menu.

ꢇ Save recording

Stratagy ES tells you that the comment has been

recorded and returns to the previous menu.

Stratagy ES User Guide 01/03

Send Messages

Send a Direct Fax

6. (Optional) Press ꢊ

Send the message to additional destinations.

Additional Destinations.

(See Step 2 on page 43 for step-by-step

instructions.) You can repeat this step as often as

necessary.

7. Press the 6WDUW key on the

fax machine and hang up

the handset.

The fax is processed and sent to the destination

mailbox(es).

Stratagy ES User Guide 01/03

Send Messages

Send a Direct Fax

Stratagy ES User Guide 01/03

Manage Mailbox

Stratagy ES provides special options to customize and manage your mailbox features

(menu shown below).

From the Main Menu:

Manage Mailbox

Change Greeting

Change User Options

Manage Personal Distribution Lists

Manage Guest Mailboxes

Manage Personal Folders

Return to Main Menu

4576

Stratagy ES User Guide 01/03

Manage Mailbox

Change 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 below):

• Create or record over a personal greeting

• Select a personal greeting

• Review a personal greeting

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Change Greeting

Select a Personal Greeting

Select System Greeting

Review selected greeting

Record (new) greeting

Review recording

Re-record

Append recording

Cancel recording

Save recording

Return to previous menu

Review current greeting

Return to previous menu

4550

Stratagy ES User Guide 01/03

Manage Mailbox

Change Greeting

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 prerecord

greetings for the days of the week when you are out of the office or on vacation. You

can update personal greetings as often as you want.

You can record and store up to seven different recorded greetings from which you can

select as your personal greeting. The System Administrator can also schedule your

greetings to play automatically at different times.

1. From the Manage Mailbox

Stratagy ES plays the Change Greeting options.

Menu, press ꢁ.

2. Enter a number from ꢁ~ꢂ.

Your greeting is identified by the number

chosen. For example, you can record a general

greeting as greeting 1, then record a greeting for

holidays as greeting 2. Later, you can choose

which one plays. You can re-record a greeting at

any time.

3. Press ꢃ to record the

greeting (speak slowly and

clearly). Press ꢉ when

done.

The following information should be included

in your Personal Greeting:

• Your name

• Company and/or department

• Date

• Your availability

• Instructions to leave a detailed message

• Call coverage options

Sample Greeting

“Hi. This is Mary Smith of the Toshiba

Marketing Department. It is Monday, June 19,

and I am in the office today. I am either on the

telephone or have stepped away for a few

minutes and your call has been forwarded to my

voice mailbox. If at the tone you leave a detailed

message and a telephone number where I can

reach you, I will be happy to return your call.”

Stratagy ES User Guide 01/03

Manage Mailbox

Change Greeting

4. (Optional) After recording,

You can repeat options 1~3 as many times as

you wish.

you can press:

ꢁ Review recording

ꢃ Re-record

The complete greeting plays.

The system prompts you to record at the beep.

Press ꢉ when done.

ꢄ Append recording

Appending a greeting enables you to add

information to the end of your already recorded

greeting. The system prompts you to record at

the beep.

Press ꢉ when done.

ꢊ Cancel recording

The greeting is canceled. The system returns to

the previous menu.

ꢇ Save recording

Stratagy ES tells you that greeting (number) has

been recorded and returns to the previous menu.

Again, you are given the option to review or

record over the greeting you have just recorded.

5. Press ꢇ to return to the

You are given the option to record another

greeting.

previous menu.

6. Press ꢁ and select another

greeting number (ꢁ~ꢂ).

7. Repeat Step 3 on page 55

for any additional greetings

you want to record.

Important! The last greeting selected or

recorded is the greeting that

callers hear as your mailbox

greeting.

8. To return to the Main

Stratagy ES plays the Main Menu options.

Menu, press ꢇꢇꢇ.

Stratagy ES User Guide 01/03

Manage Mailbox

Change Greeting

Select a Personal Greeting

1. From the Manage Mailbox

Stratagy ES plays the Change Greeting options.

Menu, press ꢁ.

2. Enter a personal greeting

Your callers hear the selected greeting when you

do not answer or when your telephone is busy.

number (ꢁ~ꢂ)

...or ꢉ to select the system

greeting.

Your callers hear the system greeting when you

do not answer or when your telephone is busy.

Note If you have recorded a busy greeting, this

greeting does not play when your

telephone is busy (see “Select Busy

Greeting” on page 63 for details).

Important! The last greeting selected or

recorded is the greeting that

callers hear as your mailbox

greeting.

...or to review the current The current greeting plays.

ꢈ

greeting.

3. Press ꢇ to return to the

Stratagy ES returns to the previous menu.

previous menu

...or ꢇꢇ to return to the

Manage Mailbox Menu

The Manage Mailbox Menu plays.

The Main Menu plays.

...or ꢇꢇꢇꢀto return to the

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change Greeting

Review a Personal Greeting

1. From the Manage Mailbox

Stratagy ES plays the Change Greeting options.

Menu, press ꢁ.

2. Press to review the

The current greeting plays. Stratagy ES prompts

you with the Change Greeting Menu options.

ꢈ

current greeting

Note Pressing does not affect the current

ꢈ

greeting selection.

...or enter a number from

ꢁ~ꢂ, then press ꢁ to review

the greeting.

The greeting plays. Stratagy ES prompts you

with the Change Greeting Menu options.

3. Press ꢇ to return to the

Stratagy ES returns to the previous menu.

The Manage Mailbox Menu plays.

The Main Menu plays.

previous menu

...or ꢇꢇ to return to the

Manage Mailbox Menu

...or ꢇꢇꢇꢀto return to the

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Stratagy ES 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 meetings or projects uninterrupted by the ringing of a telephone.

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

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

4553

Important!

• If you do not hear all the options for this menu, they may not be configured for your

mailbox or system. Please ask your System Administrator to verify which user

options are available to you.

• If the DND, Call Screening or busy greeting features do not function after you have

enabled them, contact your System Administrator. These features can only operate

if Stratagy ES performs as the Automated Attendant (AA) and your telephone

system or telephone may be performing that function instead.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Change Do Not Disturb (DND) Setting

If you set this feature to On, Stratagy ES automatically sends calls to your mailbox

without first ringing your telephone. The System Administrator can also set this

feature to turn On or Off automatically at pre-scheduled times and/or days of the

week.

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press ꢁ.

A prompt verifies the current status (On/Off) of

the DND feature.

Important! DND on the Stratagy ES voice

processing system is different

from the DND features for your

telephone system. If your

telephone comes with a DND

button or feature, it works

independently from this feature on

Stratagy ES.

3. (Optional) Press ꢁ again to

reset the feature, if

required.

Pressing ꢁ toggles the DND feature On and Off.

4. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Change Call Screening Setting

If you set this feature to On, Stratagy ES asks callers for their name and company.

Without the caller’s knowledge, the system relays that information to you and

provides you with special options to handle the call (menu shown below).

Receive the call

Reject the call and let the call forward

to your mailbox

Transfer the call to another extension

with an announcement

Transfer the call to another extension

without an announcement

The System Administrator can also set this feature to turn On or Off automatically at

pre-scheduled times and/or days of the week.

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press ꢃ.

A prompt verifies the current status (On/Off) of

the Call Screening feature.

3. (Optional) Press ꢃ again to

reset the feature, if

required.

Pressing ꢃ toggles the Call Screening feature

On and Off.

4. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Change Security Code

Each mailbox in the system has a security code. The code must be entered by you in

order to “log on” to your mailbox, enabling you to access your messages, settings,

greetings, etc.

Note You can change your security code as often as you wish to ensure the privacy of

your messages and personal greetings.

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press ꢄ.

Stratagy ES prompts you to enter your new

security code and notifies you of the number of

allowable digits.

For example, Stratagy ES might prompt “the

new security code must have at least 3 digits

and 16 maximum digits” or “the new security

code must be exactly 4 digits.”

3. Enter your new security

Stratagy ES prompts you to re-enter your new

security code for verification.

code + ꢉ.

4. Re-enter your new security

After entering the security code a second time,

Stratagy ES announces that your security code

has been changed.

code + ꢉ.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Select Busy Greeting

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Pressꢀꢊ.

A prompt verifies the current status (custom/

system) of the Busy Greeting feature.

3. (Optional) Press ꢊ again to

reset the feature, if

required.

Pressing ꢊ toggles between selecting your

custom busy greeting and the system busy

greeting.

Note The custom busy greeting must be

recorded before it can be selected (see

“Create or Record Over Busy Greeting”

on page 64).

4. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Create or Record Over Busy Greeting

You can record your own custom busy greeting (menu shown below) that plays when

callers reach your extension and it is busy. While your callers are listening to the busy

greeting, they can enter a different mailbox number, press to hold (if configured for

ꢈ

your mailbox by the System Administrator), or remain on the line to leave a message.

From the Change User Options Menu:

Record Busy Greeting

Record a greeting

Press

when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

4556

Note Depending on the configuration of your telephone and telephone system,

Stratagy ES may not receive a busy tone when callers reach your extension. If

Stratagy ES doesn’t receive a busy tone, your selected personal greeting plays

instead.

If a custom greeting is not recorded, the default system busy greeting plays.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Pressꢀꢆ.

Stratagy ES prompts you to record your custom

busy greeting.

3. Begin recording at the tone. Sample Greeting:

Press ꢉ when done.

“Thanks for calling. I’m currently on the phone.

If you would like to hold, press star, or you can

leave me a message after the tone.”

4. (Optional) After recording,

you can press:

ꢁ Review greeting

The complete greeting plays.

ꢃ Re-record

The system prompts you to record at the beep.

Begin recording at the

tone. Press ꢉ when

done.

ꢄ Append recording

The appended greeting plays after the already

recorded portion of the greeting. The system

prompts you to record at the beep.

Begin recording at the

tone. Pressꢀꢉꢀwhen

done.

ꢊ Cancel recording

The greeting is canceled. The system returns to

the previous menu.

ꢇ Save recording

Stratagy ES tells you that the greeting has been

recorded and returns to the previous menu.

5. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Record Your Name

Your name is announced whenever the directory is accessed, you select the system

greeting, or a message is sent by another Stratagy ES user.

Stratagy ES prompts you through the entire recording sequence (menu shown below).

You can re-record your name at any time simply by repeating these steps.

From the Change User Options Menu:

Record your Name

Record your name and

press

when done.

Review recording

Re-record

Append recording

Cancel recording

Save recording

4557

Note Some Stratagy ES systems may not be configured to play your name when you

log on to your mailbox.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press ꢌ.

Stratagy ES prompts you to record your name.

3. At the tone, state your name

slowly and clearly.

Press ꢉ when done.

4. (Optional) After recording,

you can press:

ꢁ Review recording

Your newly recorded name plays.

ꢃ Re-record

You can re-record your name as often as you

wish.

Press ꢉ when done.

ꢄ Append recording

You can add a short comment that plays at the

end of the recording (for example, a vacation

announcement).

Press ꢉ when done.

ꢊ Cancel recording

You can cancel your newly recorded name (and

extension) and return to the previous menu.

ꢇ Save recording

Stratagy ES confirms that your name has been

recorded. Stratagy ES returns to the previous

menu.

When your mailbox is accessed, you can select

either the system or personal greeting to play.

See Chapter 5 – Manage Mailbox for

instructions on selecting and creating greetings.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Change Message Notification

Your mailbox can have notification records programmed by the System Administrator

with a specific notification method (message waiting lights, pagers, voice, etc.) and

the time/day when that notification record applies. The repeat count (how many times

the notification is attempted) and interval for retrying the notification is also set.

Once you have enabled a notification record by entering the template number (menu

shown below), Stratagy ES automatically performs the chosen notification method.

The Stratagy ES enables you to change digits that a notification may use in an attempt

to notify you of a message. These digits could be the number where you can be

reached, your paging service, or the number that displays in a digital pager’s LCD

screen. It depends on how the notification event has been programmed.

From the Change User Options Menu:

Change message Notification

Enter notification template number

or enter

for a list of templates

Enable/Disable notification template

(toggle)

Change notification digits

Save changes

Return to previous menu

4558

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Pressꢀꢂ.

You are told the number of notification records

you have and are prompted to enter the

notification record number.

3. Enter the notification

template number

Stratagy ES confirms the template number,

either speaks or spells the template title, states

whether the template is enabled or disabled, and

tells you the phone number (if applicable).

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

...or if you do not

remember the template

number you want, press

ꢅꢅ.

The system plays a template header record for

each notification template consisting of the

template number and title (e.g., CTX message

light on). After each header record plays, you

are asked to select the record or hear the next

record.

Press ꢉ to select the

notification template or ꢁ

to hear the next record.

4. Press an option number:

ꢁ Enable/disable

notification template

(toggle)

Pressing ꢁ toggles the notification template

between Enable and Disable. After pressing ꢁ, a

prompt verifies the current status.

ꢃ Change notification

Stratagy ES verifies the number entered.

digits

Enter the new

notification digits and

press ꢉ.

ꢉ Save changes

Stratagy ES tells you that the notification

template changes have been recorded.

Stratagy ES returns to the previous menu.

ꢇ Return to previous

Stratagy ES cancels the change message

notification options and returns to the previous

menu.

5. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

Set Automatic Message Copy

When enabled, the Automatic Message Copy feature (menu shown below)

automatically copies messages from your mailbox to a designated mailbox.

You can choose to copy all your messages or only the messages marked urgent,

designate the mailbox destination for the copies, and set the time of day for copying

the messages that arrive at your mailbox. You can also set a time delay, if one is

needed.

From the Change User Options Menu:

Enable/Disable copy (toggle)

Set Automatic Message Copy

Enter copy Destination

Copy All Messages

Confirm

Copy Urgent Messages

Re-enter

Return to previous menu

Cancel and return to

previous menu

4559

Set Delay Time

Set Hour

Set Minutes

Set Day

Save changes and return to

previous menu

Set copy Start Time

Set Hour

Set Minutes

Return to previous menu

Set copy End Time

Set Hour

Set Minutes

Return to previous menu

Save changes and return to

previous menu

Return to previous menu

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press ꢋ.

Stratagy ES plays the Automatic Message Copy

Menu.

3. Press ꢁ to copy all

Stratagy ES confirms the automatic message

copy for all messages is enabled/disabled, the

mailbox where the message will be copied,

delay time, and auto copying starting/ending

times.

messages

...or ꢃ to copy only urgent

messages

Stratagy ES confirms the automatic message

copy for urgent messages is enabled/disabled,

the mailbox where the message will be copied,

delay time, and auto copying starting/ending

times.

...or ꢇ to return to previous Stratagy ES returns to the previous menu.

menu.

4. (Optional) You can select

all of the following options

in any combination:

ꢁ Enable/Disable (toggle) Pressing ꢁ toggles the message copy feature On/

Off.

ꢃ Enter message

A prompt verifies the mailbox number and

prompts you for an entry of ꢁ, ꢃ or .

destination

ꢈ

Press ꢁ to confirm the

Pressing ꢁ saves the mailbox number.

number, ꢃ to erase and

re-enter, or to cancel

ꢈ

and return to previous

menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

ꢄ Set delay time

Stratagy ES prompts you to enter the time.

Only one of the following entries are allowed.

Select one of the

following:

ꢁ

ꢃ

ꢄ

ꢇ

Set hour

Set minutes

Set day

System prompts for number of hours to delay

message (maximum is 24 hours). Once you

have entered the value, Stratagy ES saves the

entry and returns to the previous menu.

System prompts for number of minutes to delay

message (maximum is 60 minutes). Once you

have entered the value, Stratagy ES saves the

entry and returns to the previous menu.

System prompts for number of days to delay

message (maximum is 25 days). Once you have

entered the value, Stratagy ES saves the entry

and returns to the previous menu.

Returns to previous

Saves current entry and returns to the auto copy

message.

ꢊ Set Copy Start Time.

Stratagy ES prompts you to enter the time.

Enter an option number

and press ꢉ.

ꢁ

Set Hour (ꢁ~ꢁꢃ)

Stratagy ES prompts you to select AM or PM.

ꢁ

ꢃ

Set Minutes (ꢅ~ꢆꢇ)

ꢆ Set Copy End Time.

Stratagy ES prompts you to enter the time.

Stratagy ES prompts you to select AM or PM.

Enter an option number

and press ꢉ.

ꢁ

Set Hour (ꢁ~ꢁꢃ)

ꢁ

ꢃ

Set Minutes (ꢅ~ꢆꢇ)

Stratagy ES User Guide 01/03

Manage Mailbox

Change User Options

ꢇ

Saves changes and

returns to previous

menu.

Saves the changes and returns to the auto copy

message.

Cancel changes and Cancels changes and returns to the auto copy

ꢈ

message.

returns to previous

menu.

ꢇ Return to the Manage

You can select another user Manage Mailbox

option.

Mailbox Menu

...or ꢇꢇꢀto return to

You can select another Main Menu option.

Main Menu.

Review Option Settings

1. From the Manage Mailbox

Stratagy ES plays the Change User Options

Menu.

Menu, press ꢃ.

2. Press to Review your

Stratagy ES verifies the status of your DND,

Call Screening options and plays your selected

busy message and name recording.

ꢀꢈ

Option Settings.

3. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Personal Distribution Lists

The Manage Personal Distribution Lists feature enables you to create and manage up

to 25 personal distribution lists. The lists consist of the mailboxes to which you most

frequently send messages.

At the time you create a list, you are given the option of recording a “list comment”

that serves as the title or name for the list. The comment plays each time you use the

list to confirm that you have chosen the correct distribution list.

From the Manage Personal Distribution Lists Menu (shown below), you can review

the list contents, add and delete mailboxes to the list, and record a list comment.

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Manage Personal Distribution Lists

Select

for a Personal Distribution Lists

Review current list

Add a mailbox to the list

Delete a mailbox from the list

Record a list Comment

Return to previous menu

ꢈ

1. From the Manage Mailbox

Stratagy ES plays the Manage Personal Lists

options.

Menu, press ꢄ.

2. Select the desired list

number ꢁ~ꢃꢆ.

3. After selecting a list, you

can press:

ꢁ Review your current list The system prompts you with the name (and

extension) of each mailbox on the list.

ꢃ Add a Mailbox to the

Stratagy ES prompts you to enter the mailbox

number.

list

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Personal Distribution Lists

Enter the mailbox

number or press ꢅꢅ for

Stratagy ES directory

assistance. Press ꢉ when

done.

The name (and extension) plays. You can add

additional mailbox numbers as needed.

ꢄ Delete a Mailbox from

Stratagy ES prompts you to enter the mailbox

number.

the list

Enter the mailbox

number or press ꢅꢅ for

Stratagy ES directory

assistance. Press ꢉ when

done.

The name (and extension) plays. The system

prompts “Deleted.”

ꢊ Record a list Comment

When sending a message, the comment plays

each time the destination list is selected.

Record your comment.

Press ꢉ when done.

Stratagy ES prompts you to record the

comment.

(Optional) After

recording, you can press

ꢁ to review recording, ꢃ

to rerecord, ꢄ to append

the recording, ꢊ to

cancel the recording or

ꢇ to save the recording

and return to the

previous menu.

4. Press to return to the

Stratagy ES returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

ꢈ

previous menu

...or

ꢈ^{ꢇ to return to the}

Manage Mailbox Menu

...or

Main Menu.

ꢈ^{ꢇꢇꢀto return to the}

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Guest Mailboxes

Guest mailboxes provide limited access to the Stratagy ES system for temporary and

project-oriented employees, such as consultants and contractors. Guest users may only

send and receive messages to their host and other guests that share the same host

mailbox.

The Guest mailboxes are selected from a system-generated list and assigned on a per-

use basis. See your System Administrator for details if you have this feature.

Managing guest mailboxes entails creating and deleting guest mailboxes and resetting

a guest password (menu shown below).

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Manage Guest Mailboxes

Create a Guest Mailbox

Delete a Guest Mailbox

Review your Guest Mailboxes

Reset Guest Password

Return to previous menu

4560

1. From the Manage Mailbox

Stratagy ES plays the Manage Guest Mailboxes

options.

Menu, press ꢊ.

2. Select one of the following:

ꢁ Create a Guest Mailbox The system prompts with a Guest Mailbox

number. Be sure to make a note of the number

and the person you assign.

ꢃ Delete a Guest Mailbox Stratagy ES prompts you to enter the mailbox

number.

Enter the mailbox

number. Press ꢉ when

done.

The system confirms the Guest Mailbox is

deleted.

Stratagy ES User Guide 01/03

Manage Mailbox

Use Guest Mailboxes

ꢄ Review your Guest

The system lists your Guest Mailbox numbers.

Mailboxes

ꢊ Reset Guest Password

Stratagy ES prompts you to enter the mailbox

number.

Enter the mailbox

number.

Stratagy ES resets the password for the guest

mailbox.

3. Press ꢇ to return to the

You can select another user Manage Mailbox

option.

Manage Mailbox Menu

...or ꢇꢇꢀto return to the

You can select another Main Menu option.

Main Menu.

Use Guest Mailboxes

A guest user can access his/her mailbox in the same manner as a regular Stratagy ES

user. The guest can play and send messages but is denied access to all Manage

Mailbox Menu features except “ꢄ Change Security Code” and “ꢌ Record your

Name.”

Note See “Access Your Mailbox” on page 18 for instructions on accessing the guest

mailbox.

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Personal Folders

Your messages can reside in up to nine folders—one new, one saved and seven

personal folders created by you for the purpose of saving your messages. The personal

folders are for only your use.

At the time you create a folder, you are given the option of recording a “name/

comment” that serves as the title or name for the folder (menu shown below). The

comment plays each time you use the folder to confirm that you have chosen the

correct one.

When you access your mailbox, Stratagy ES announces that you have “x number of

new messages and x number of saved messages.” When you press ꢃ from the Play

Messages menu to save a message, Stratagy ES plays the folder number and the

recorded name/comment of each of the available folders.

You are requested to enter a valid folder number where you want the message saved. If

an invalid number is entered, Stratagy ES automatically saves the message in folder ꢁ

(i.e., standard save folder).

From the Main Menu:

Manage Mailbox

From the Manage Mailbox Menu:

Manage Personal Folders

Select

for a Personal Folder

Review folder name/comment

Record folder name/comment

Review recording

Re-record a folder Comment

Append a folder Comment

Cancel recording

Save recording and return to previous

Return to previous menu

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Personal Folders

1. From the Manage Mailbox

Stratagy ES plays the Manage Personal Folders

options.

Menu, press ꢆ.

2. Enter a number from ꢃ~ꢋ.

Number 1 is reserved for the standard save

folder and cannot be used.

3. After selecting a folder, you

can press:

ꢁ Review folder name/

The system plays the folder name and comment.

comment

ꢃ Record the name and

comment

At the tone, state the

folder name and

comment slowly and

clearly. Press ꢉ when

done.

4. (Optional) After recording,

you can press:

ꢁ Review recording

The newly recorded folder name/comment

plays.

ꢃ Re-record

You can re-record the folder name/comment as

often as you wish.

Press ꢉ when done.

ꢄ Append recording

You can add a short comment that plays at the

end of the original comment.

Press ꢉ when done.

ꢊ Cancel recording

You can cancel your newly recorded folder

name/comment and return to the previous menu.

ꢇ Save recording

Stratagy ES confirms that the folder name/

comment has been recorded. Stratagy ES returns

to the Manage Personal Folders menu.

Stratagy ES User Guide 01/03

Manage Mailbox

Manage Personal Folders

5. Press ꢇ to return to the

Stratagy ES returns to the previous menu.

You can select another Manage Mailbox option.

You can select another Main Menu option.

previous menu

...or ꢇꢇ to return to the

Manage Mailbox Menu

...or ꢇꢇꢇꢀto return to the

Main Menu.

Stratagy ES User Guide 01/03

Using Stratagy ES with a

Strata CTX

This appendix covers the use of Stratagy ES voice mail with the Strata CTX. Call

Forward, Message Waiting, Toshiba Proprietary Integration, Direct Transfer to Voice

Mail and Voice Mail Conference features are all described.

Note Check with your System Administrator about your company’s phone system

and telephones.

Call Forward

Note See Strata CTX 3000/2000-series Telephone User Guide for additional

information on programming and using this feature on your phone.

There are two types of Call Forwarding: System and Station.

• System Call Forward (which is set in Programming) automatically directs calls to a

predefined location, such as Voice Mail.

• Station Call Forward enables you to assign Call Forward destinations for each

extension on your phone. Each extension can be independently set for a different

Call Forward feature. You can set a flexible button to perform any Call Forward

function.

Call Forward must be set prior to receiving the call.

Note Station Call Forward takes priority over System Call Forward.

Table 1 on page 82 contains the Call Forward Button sequences for performing Call

Forward. There are two ways to perform each Call Forward function. One, enter the

button sequence as described, or two, program a flexible button to perform the

sequence.

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Call Forward

➤ To use the Call Forward button sequence

➤ Follow the instructions in Table 1 below shown under “Button Sequence.” Some

features require additional input, such as:

• Destination – If the destination is an outside number, press after entering the

destination. The CTX accepts destination numbers of up to 32 digits.

• Timer – This is a two digit entry representing how long (8 to 160 seconds) your

telephone should ring before forwarding the call. If you enter one digit, you

must press after entering the single digit.

Also, in the following table, (Tone) means that a confirmation tone plays at that point

in the sequence.

Table 1

Call Forward Procedures

Feature

Button Sequence

Call Forward - Station

Call Forward Any Call (Internal and Incoming Line)

All Call

Press Extension button + ꢉꢌꢅꢁꢁ (Tone) + Destination No. (Tone)

Press Extension button + ꢉꢌꢅꢃꢁ (Tone) + Dest. No. (Tone)

Press Extension button + ꢉꢌꢅꢄꢁ (Tone) + Dest. No. (Tone) + Timer +

Press Extension button + ꢉꢌꢅꢊꢁ + Dest. No. + Timer +

Press Extension button +ꢀꢉꢌꢅꢆꢁ (Tone)

Busy

No Answer

Busy No Answer

Cancel

Call Forward - System

Call Forward - Incoming Line Calls

All Calls

Busy

Extension button + ꢉꢌꢅꢁꢄ (Tone) + Dest. No. (Tone)

Extension button + ꢉꢌꢅꢃꢄ (Tone) + Dest. No. (Tone)

Extension button + ꢉꢌꢅꢄꢄ + Dest. No. (Tone) + Timer (Tone) +

Extension button + ꢉꢌꢅꢊꢄ + Dest. No. (Tone) + Timer (Tone) +

Extension button + ꢉꢌꢅꢆꢄ (Tone)

No Answer

Busy No Answer

Cancel

Call Forward - System

Activate

ꢉꢌꢃꢅ (Tone)

Cancel

ꢉꢌꢃꢁ (Tone)

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Message Waiting

Use your 0VJꢀLED/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 Center.

Your phone can be programmed to have up to four additional (flexible) Message

Waiting buttons/LEDs. Ask if these buttons have been programmed on your phone. If

so, substitute them when the 0VJ button/LED is mentioned in the following steps.

Responding to a Lit Msg LED

1. On an LCD phone, if you see a “+” press 6FUROO to display additional messages;

otherwise, go to Step 2. The “+” indicates additional messages. The LCD can show

up to three station messages for your extension and three for each additional

(phantom) extension that you may have.

2. Press 0VJ, then lift the handset. Your phone rings the extension or voice mail

device that sent the indication. The LED continues to flash red.

3. After answering the message(s), place the handset back on-hook.

4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3

above to retrieve them. Voice mail devices turn off the LED/LCD indications after

a short delay, after you checked all messages.

5. To manually turn off your Msg LED, press your extension button, then press

ꢉꢊꢅꢇ. Do this step for each message received.

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Turning On/Off Message Waiting LED on Another

Extension

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.

1. Dial an internal extension. You hear busy tone or there’s no answer.

2. Press 0VJ or ꢀ. The Msg LED flashes red on the called phone. At your phone, the

Msg LED lights steady red and the LCD shows the station number where you set a

Message Waiting light.

3. Press 6SNU. Your Msg LED turns Off. The Msg LED on the called telephone

flashes until the called party presses the flashing 0VJ button - which calls you

back.

4. To turn Off a Message LED that you have set on another extension, press ꢁꢂꢃ plus

the extension number that has the message light set. Then hang up to release your

telephone.

Toshiba Proprietary Integration

If your company’s Toshiba Strata CTX phone system has the Proprietary Integration

with your Stratagy ES enabled, you have two additional features at your disposal—

Soft Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access

these features, check with your System Administrator.

Soft Key Control of Voice Mail

If you have a Strata 3000 or 2000-series digital phone equipped with a Liquid Crystal

Display (LCD), many standard functions of the Stratagy ES voice mail system can be

displayed on the digital telephone LCD and operated by Soft Keys. Feature prompting

makes voice mail functions easy to use via visual displays on the telephone in place of

listening to voice prompts over the handset, although the Stratagy ES voice prompts

still play when soft keys are used.

Note For general information on using Soft Keys on your phone, please see the

Strata CTX DKT3000/2000-Series Telephone User Guide.

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

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 in the extension’s mailbox,

the SAVED display is replaced with the number of

URGENT messages.

Mode

Page

Feature

Scroll

1 NEW/5 SAVED

DIRECT SS

SYSTEM SD

PERSONAL SD

EXTERNAL DIR

INTERNAL DIR

5951

Soft Keys

Once connected to your Stratagy ES voice

mailbox, the LCD displays the Stratagy ES Main

Menu options (shown at right). See Table 2 on

page 86 below for a list of Main Menu soft keys.

Mode

Page

Feature

Scroll

VOICE MAIL MAIN MENU

3 NEW / 2 SAVED

SEND

PLAY MSGS

MANAGE MBX

HANGUP

EXIT

5951

Soft Keys

You are then able to perform many of the standard

Stratagy ES voice mail functions using the Soft

Keys on your phone (Play Messages menu

example shown at right). See Table 3 on page 86

for a list of Soft Keys.

Mode

Page

Feature

Scroll

FRM: 5555

MSG LENGTH: 00:54

REPLAY

FORWARD

SAVE

DELETE

SPL FUNCT

GO FORWARD

PREV MENU

BACKUP

PAUSE PLAY

5953

Soft Keys

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Table 2

Stratagy ES Main Menu Soft Keys for CTX Digital Telephones

DKT 3010 SD

DKT 3020 SD

DKT 2010 SD

DKT 2020 SD

DKT 3014 SDL

Voice Mail Functions

Play Messages

PLAY MSGS

SEND

PLAY

SEND

MGMT

SEND

MGMT

Send Messages

MANAGE MBX

EXIT

Manage Mailbox

Exit Mailbox

HANGUP

QUIT

Disconnect from Stratagy ES

Table 3

Soft Keys for CTX Digital Telephones

DKT 3010 SD

DKT 3020 SD

DKT 2010 SD

DKT 2020 SD

DKT 3014 SDL

Voice Mail Functions

Confirm automatic copy destination

Create a Guest Mailbox

Additional Destinations

Add a mailbox to the list

Copy All Messages

ADD

ADD DESTS

ADD MBX

ALL MSGS

AM?

ADD

APPEND

APND

Append recording

AUTO COPY

BACK UP

BSY GRT REC

BUSY GREET

CALL SCREEN

CANCEL

Set Automatic Msg Copy

Backup (rewind)

Record Busy Greeting

Select Busy Greeting (toggle)

Change Call Screening (On/Off)

Cancel recording

Cancel message and select new

destination

CANCEL MSG

CHANGE

CANC

GRT

CNCL

GRT

Change notification digits

Change Greeting

CHG

GREETING

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Table 3

Soft Keys for CTX Digital Telephones (continued)

DKT 3010 SD

DKT 3020 SD

DKT 2010 SD

DKT 2020 SD

DKT 3014 SDL

Voice Mail Functions

CONT DELETE

CONT PLAY

DATE & TIME

DELAY TIME

DELETE

Continuous Delete

Continuous Play

DATE

Message Date and Time

Set Delay Time

DEL

Delete the message/guest mailbox

Delete a mailbox from the personal

distribution list

DELETE MBX

DEL

DELETE MSG

DESTINATION

DIRECTORY

DND

Delete message (Future Delivery Review)

Enter automatic copy destination

Directory plus name

DIR

DND

Change Do Not Disturb (On/Off)

Enable/Disable:

ENABLE/

DISABLE

Notification template (toggle)

•

Automatic copy

•

END TIME

FOLDERS

FORWARD

Set copy End Time

FLDR

FWD

New/Saved message folder

Forward the current message

FWD

GST

Set Future Delivery, Future Delivery

Review

FUTURE DLVR

GO FORWARD

Go forward (advance)

GUEST MBXES GST

Manage Guest Mailboxes

Immediate Fax (all faxes in folder)

Immediate Fax (current fax doc)

Set Private status (On/Off)

IMM ALL FAX

IMM THS FAX

MARK PRIVAT

SNDN

SND1

PRV

URG

MARK

URGENT

URG

Set Urgent status (On/Off)

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Table 3

Soft Keys for CTX Digital Telephones (continued)

DKT 3010 SD

DKT 3020 SD

DKT 2010 SD

DKT 2020 SD

DKT 3014 SDL

Voice Mail Functions

Manage Personal Folders

MSG

FOLDERS

FLDR

MSG NOTIFY

MULTI ENTRY

Change message Notification

Multiple Destinations

MULTI

NAME

MULTI

NAME

RECORD

Record your Name

Play next message

Play next message (Future Delivery

Review)

NEXT MSG

NEXT NAME

PAUSE

PAUS

Play next name

Pause recording

PAUSE PLAY

PER DST LST

Pause playback

LIST

Manage Personal Distribution Lists

PERSONAL

LIST

Personal distribution list (1~25)

PM?

PREV MENU

Play the Previous message

Return to previous menu

COMM

REC

COMMENT

COMM

REC

Record a list Comment

RECORD

Record

REENTER

Re-enter automatic copy destination

REENTER

NAM

REDO

Re-enter name or Exit

REPLAY

Replay current message

Reply to the current message

Re-record

RPLY

RE RECORD

RREC

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Table 3

Soft Keys for CTX Digital Telephones (continued)

DKT 3010 SD

DKT 3020 SD

DKT 2010 SD

DKT 2020 SD

DKT 3014 SDL

Voice Mail Functions

RESET

PWORD

RSET

Reset Guest Password

RETRN RECPT RTRC

RTRC

REVW

Set Return Receipt request (On/Off)

Review recording/guest mailboxes

Review current list

REVIEW

REVW

REVIEW LIST

REV OPTIONS

SAVE

Review Option Settings

SAVE

Save the message/recording/changes

Save message (Future Delivery Review)

SAVE MSG

SECURITY

COD

CODE

Change Security Code

SELECT NAME

SEND MSG

SET DAY

PICK

Select name

SEND

Send and Return to Main menu

Set the Day (1~31)

SET HOUR

SET MINUTES

SET MONTH

SET YEAR

Set the Hour (1~12)

Set the Minutes (0~59)

Set up Month (1~12)

Set up Year (last two digits)

Special Functions

SPCL FUNCT

SND ALL FAX

SND THS FAX

SPCIAL SEND

START TIME

STOP

SPCL

FAXN

FAX1

SPCL

Send All Fax (in folder to fax dev)

Send Current Fax (to fax device)

Special Delivery Options

Set copy Start Time

SPCL

STOP

OPTN

End recording

URGENT

MSGS

Copy Urgent Messages

USER OPTNS

YES

OPTN

Change User Options

Resume playback

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Toshiba Proprietary Integration

Call Record to Stratagy ES

While on an active call, a station user can record the conversation and store it in a

Stratagy ES voice mailbox. Recordings can also be paused or restarted. Depending

upon your System Administrator, you are given either a manual method of recording

that allows you to designate the mailbox where the recording will be sent or an auto

method that automatically sends the recording to a predefined mailbox that is assigned

to the phone you are using. This may be your personal mailbox.

Note Ask your System Administrator which method you need to use when recording

a call.

This feature requires the presence of a 5HFRUG and a 36ꢍ5(6 (Pause/Resume)

button on your telephone. Feature codes are not available.

Important! Stratagy ES mailboxes have a definable limit on the length one message

can be. If you plan on doing lengthy recordings using this feature, see

your System Administrator so your message recording time can be

properly defined.

➤ To record a call

1. With a call in progress, press 5HFRUG.

If you are using the auto method, the Record LED flashes rapidly and there is

approximately a one second interval (in extreme busy conditions, up to five

seconds) before the recording starts and the Record LED changes to the in-use

interval flash rate. You are now recording. Continue to Step 3.

...or if you are using the manual method, the Record LED flashes green rapidly.

Continue to Step 2.

2. (Manual method only) If you want to record the call to the predefined mailbox

associated with the phone you are using, press ꢉ. The Record LED flashes rapidly

and there is approximately a one second interval (in extreme busy conditions, up to

five seconds) before the recording starts and the Record LED changes to the in-use

interval flash rate. You are now recording.

...or if you want to record this call to another mailbox, enter the mailbox number

(usually the extension number). Finish by pressing ꢉ.ꢀThe Record LED flashes

rapidly and there is approximately a one second interval (in extreme busy

conditions, up to five seconds) before the recording starts and the Record LED

changes to the in-use interval flash rate. You are now recording.

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Direct Transfer to Voice Mailbox

3. To stop recording, press 5HFRUG. 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 Recording

You can pause the recording while continuing the conversation by pressing 36ꢍ5(6.

The PS/RES LED flashes red. Your conversation is no longer being recorded.

To resume recording as part of the same message, press the 36ꢍ5(6 button again.

You can pause and resume indefinitely throughout the conversation. The only limit

may be a message length imposed by the voice mail system.

Direct Transfer to Voice Mailbox

An internal user on the Strata CTX can transfer a call directly to another person’s

voice mailbox without waiting for the call to forward from the called party’s

telephone. The voice mailbox does not even need to be associated with an active

telephone in the Strata CTX.

Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to

his/her mailbox. It eliminates the need for the caller to enter the desired mailbox

number after being connected to the voice mail system.

➤ To transfer a call directly to Voice Mail (VM)

1. While on a call, press &QIꢍ7UQ. You hear feature dial tone.

2. Press 'LUHFWꢀ7UDQVIHUꢀWRꢀ90 or enter ꢉꢊꢅꢂ. You hear entry tone.

3. Enter the VM mailbox number (usually the same as the extension number), then

press ꢉ. The call transfers immediately and your extension becomes idle. The

transferred party hears the greeting associated with the specified mailbox and can

then leave a message.

Note See Strata CTX 3000/2000-series Telephone User Guide for information on

programming this feature on your phone.

Voice Mail Conference

Voice Mail ports may be included in conference calls. This enables all members of the

conference to listen to and play voice mail messages.

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata CTX

Voice Mail Conference

Stratagy ES User Guide 01/03

Fax Printer Driver

The Stratagy ES Fax Printer Driver enables you to select a document that you have

created on your computer and after converting it to a Tagged Image Format (TIFF),

gives you the option to store the file locally on your hard drive, send it to another

Stratagy ES user’s mailbox, or transmit it to a remote facsimile device using the fax

ports of the Stratagy ES.

Notes

• The ability of sending faxes through the Stratagy ES requires the server be updated

with the optional Fax Server Feature Group. Check with your System

Administrator to find out if your system is configured for the Fax Server Feature

Group.

• This printer driver can only be used on computers running Windows® 2000/ME/98

and Windows NT®.

Stratagy ES User Guide 01/03

Fax Printer Driver

Configure/Personalize Fax Printer Driver

Note To use this printer driver, you must first load the Stratagy ES Fax Printer Driver

on your computer. See your System Administrator for details.

1. From Windows, select

Start, Settings, then Control

Panel.

5621

2. From the Control Panel

screen, select SES

FaxClient.

5622

Stratagy ES User Guide 01/03

Fax Printer Driver

Configure/Personalize Fax Printer Driver

3. In the Host name: field on

the SES tab screen, type the

computer name or IP

address for the Stratagy ES.

Check with your System

Administrator for this

information.

4. Click on Login tab.

5623

5. Fill in the following fields

on the screen:

• Mailbox Id – Type your

mailbox number in the

Stratagy ES.

• SAC – Type your

mailbox’s security code.

• Verify SAC – For

verification, type your

mailbox’s security code

again.

Stratagy ES User Guide 01/03

Fax Printer Driver

Configure/Personalize Fax Printer Driver

• Never show the Login

dialog – Check/uncheck

whether or not you want

to type your mailbox

number and security

code each time you use

the Stratagy ES Fax

Printer Driver.

6. Click the Cover Page tab.

6590

7. Fill in the Name/Company/

Phone/Fax and E-mail

fields. This information

becomes the From: data on

the cover page each time

you send a fax using the

Stratagy ES Fax Printer

Driver.

8. For custom cover pages, the

Image field needs to define

the location of the template

file being used for the cover

page.

Note If a custom cover page is

desired, see your System

Administrator for details.

Stratagy ES User Guide 01/03

Fax Printer Driver

Use Fax Printer Driver

1. With the document

displayed on your PC’s

monitor, select the Print

option from the File menu.

2. From the Name field’s

drop-down menu, select

StratagyES Fax.

5625

3. Click OK.

5822

Note If you removed the check mark from the

Never show the Login dialog field (SES

Fax Client Setup screen) when you

configured the fax printer driver, this

screen does not display. See Step 5 on

page 95 for details.

Stratagy ES User Guide 01/03

Fax Printer Driver

SES Fax Client Screen

4. Type your mailbox number Once authorization has been satisfied, the SES

and security code in the

fields provided.

Fax Client window displays (see “SES Fax

Client Screen” on page 98).

Note This is a security feature

to prevent unauthorized

use of Stratagy ES fax

features.

SES Fax Client Screen

The SES Fax Client screen (shown below) enables you to create and send a fax using

Stratagy ES. Using the fields on this screen, you can address the fax (destination, fax

number), add a cover page or a note to the fax, and enter destination information

(name/company/fax/phone/e-mail) that will appear on the top of the cover page.

6585

Stratagy ES User Guide 01/03

Fax Printer Driver

SES Fax Client Screen

Table 4

SES Fax Client Screen Fields

BUTTON

DESCRIPTION

Document Title

Pages

Defines the name of the document that you are attempting to fax.

Provides a page count of the fax document.

Destination Type

Enables you to select the type of destination for this fax. The three options

are Local file, Mailbox, or Phone number.

Phone/Mailbox List/

Path

Depending on which Destination Type was selected, this field defines the fax

number, mailbox number, or file name.

Browse

Enables you to browse for a path/directory where you can store the TIF file,

or to peruse the Stratagy ES user directory for a destination mailbox number.

Add

Adds the defined destination to the list for distribution.

Removes the highlighted destination from the list.

Remove

Add List

Save List

Add Cover Page

Enables you to select a previously created list to the distribution.

Saves the currently defined list entries as a distribution list.

Provides the bottom portion of the screen where destination information can

be defined.

Schedule

Send

Enables you to schedule the fax for future delivery.

Sends the fax to the defined destinations.

To (Name/Company/ Defines destination information (such as a recipients name, company, phone

Fax/Phone/Email)

number, etc.). This information appears on the cover page.

Add a Note

Provides a text box where comments can be written and added to the cover

page.

Stratagy ES User Guide 01/03

Fax Printer Driver

Schedule Fax for Future Delivery

1. After filling out the SES Fax Client

screen, click Schedule. The Schedule

Fax screen displays (shown right).

2. Using the drop-down menu select the

date.

3. Using the scroll buttons, set the time of

day.

4. Click Send

6586

100

Stratagy ES User Guide 01/03

Automatic Speech Recognition C

Note Automatic Speech Recognition (ASR) is an optional feature in the Stratagy ES.

Check with your System Administrator to find out if your system is configured

for this feature.

Stratagy ES’s ASR feature enables you to speak into the phone and accomplish the

following tasks:

• Reach a destination by saying the user’s name

• Log into your mailbox by saying a login command

• Send a message by saying “send message” or “quick message”

A typical company instructional greeting when you reach your company’s main phone

number would be, “Thank you for calling ABC Corporation. Please say the full name

of the person you wish to reach or enter the extension number. You can also say ‘send

message’ to send a message or ‘login’ to login to your mailbox.”

This appendix covers the general procedures for each of these tasks.

Stratagy ES User Guide 01/03

101

Automatic Speech Recognition

Reach Destination

After listening to your company’s instructional greeting and saying the user’s name,

Stratagy ES follows this procedure:

• Stratagy ES identifies the name and transfers your call to the user’s mailbox.

• If Stratagy ES is not sure about the spoken name, it prompts you with the name

match it has made and requests that you confirm the choice by saying “yes” or

“no.” If you say “yes,” Stratagy ES transfers your call to the user’s mailbox.

...or if Stratagy ES cannot make a match for the spoken name (first or last name) or

you say “no” when prompted to confirm the spoken name, it prompts you to repeat

the name. If Stratagy ES recognizes the name when you repeat it, it transfers your

call to the user’s mailbox.

• If Stratagy ES still cannot identify the spoken name, it prompts you to spell the

first and last name. If Stratagy ES recognizes the name, it transfers your call to the

user’s mailbox.

...or if Stratagy ES cannot make a match, it transfers your call to the company

operator.

Note At any time during these steps, you can say “operator help” and reach the

company operator.

Access Your Mailbox

After listening to your company ’s instructional greeting and speaking one of the login

commands (i.e., mailbox login, mailbox logon, user login, user logon, access mailbox,

log me in), Stratagy ES follows this procedure:

• Stratagy ES prompts you for your name. If Stratagy ES recognizes the name, it

then prompts you for your password.

...or if Stratagy ES does not recognize the name, it follows the same steps as in

“Reach Destination” procedure except it does not transfer you to an operator as a

final solution. Instead, Stratagy ES requests that you hang up and try again.

• You enter your password using the telephone dial pad. Stratagy ES gives you

access to your mailbox.

102

Stratagy ES User Guide 01/03

Automatic Speech Recognition

Send a Message

After listening to your company ’s instructional greeting and saying either “send

message” or “quick message,” Stratagy ES follows this procedure:

• Stratagy ES prompts you to speak the name of the user for whom you want to leave

a message. Stratagy ES identifies the name and transfers your call to the user’s

mailbox where you can leave the message.

...or if Stratagy ES does not recognize the name, it follows the same steps as in the

“Reach Destination” procedure except it does not transfer you to an operator as a

final solution. Instead, Stratagy ES requests you hang up and try again.

Stratagy ES User Guide 01/03

103

Automatic Speech Recognition

Send a Message

104

Stratagy ES User Guide 01/03

Unified Messaging (UM)

with Outlook Integration

Unified Messaging (UM) lets you efficiently access e-mail, voice mail and fax

messages all within your e-mail inbox. You can also retrieve, save and forward all

these different types of messages as easily as you currently retrieve messages from

your telephone.

This appendix discusses how to play and send voice messages with Stratagy ES UM

using Outlook Integration. It also includes instructions on how to configure your

computer and Microsoft’s Outlook® to integrate with the Stratagy ES and how to set

up the different options for voice message playback and management.

Stratagy ES can integrate with Outlook e-mail client to provide innovative UM

functions. This integration enables you to play your voice messages over your

multimedia PC speakers or through your telephone.You can also view faxes on your

PC screen, no more going back and forth to the fax machine!

Note See the Stratagy Advisor CD-ROM for more UM information.

Stratagy ES User Guide 01/03

105

Unified Messaging (UM) with Outlook Integration

Stratagy ES Message Window

The Stratagy ES Message window (see Figure 2 below and Table 5 on page 107)

enables you to manage both your voice and fax messages from your PC.

The Message window displays when you select a message from the Microsoft

Outlook Inbox window. Using the toolbar, buttons and slides on the Message window,

you can perform all the necessary functions to play, send, forward or reply to a

message or view a fax.

Configure

Stratagy Voice

Standard

Mail Button

Outlook

Toolbar

Record Stratagy

Voice Message

Button

Telephone

Playback

Multimedia

Buttons

Voice Reply

Playback Slide

Voice Forward

Fax Viewer

5423

Volume Slide

Speed Slide

Figure 2

Stratagy ES Message Window

106

Stratagy ES User Guide 01/03

Unified Messaging (UM) with Outlook Integration

Stratagy ES Message Window

Table 5

Stratagy ES Message Box Buttons

BUTTON

DESCRIPTION

Multimedia

Playback Slide

Enables you to play, rewind, fast forward, pause and stop message playback.

Enables you to move to a specific part of the message by dragging this slide

button.

Volume Slide

Speed Slide

You can adjust the volume of a message by moving the slider.

If you are playing the message through your telephone, you can use this slide

bar to change the speed of the playback.

Voice Forward

Voice Reply

Lets you easily forward a message to a co-worker.

Displays only when you receive a message from a co-worker, enabling you to

reply to the sender.

Telephone Playback Displays 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.

Note

While Stratagy ES is processing the call to your telephone, the icon

displays an off-hook receiver.

Fax Viewer

Displays 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.

Note

If your computer is not configured to view TIFF files, ask your

System Administrator for assistance.

Standard Outlook

Toolbar

You can also use this toolbar for sending voice replies and forwarding voice

messages to anyone that has e-mail.

Note

If 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 Mail

Using this button, you can select personal preferences, such as playing voice

messages through your PC speakers or telephone.

Record Stratagy

Voice Message

Using this button, you can easily record voice messages for co-workers or

any co-workers who use the Stratagy ES system.

Stratagy ES User Guide 01/03

107

Unified Messaging (UM) with Outlook Integration

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.

5338

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.

108

Stratagy ES User Guide 01/03

Unified Messaging (UM) with Outlook Integration

Using UM Feature

Step 1: Configure Your Computer for UM

Note This 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).

Note Using 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.

5421

• 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.

Stratagy ES User Guide 01/03

109

Unified Messaging (UM) with Outlook Integration

Using UM Feature

• 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.

53391

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.

110

Stratagy ES User Guide 01/03

Unified Messaging (UM) with Outlook Integration

Using UM Feature

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.

5422

Stratagy ES User Guide 01/03

111

Unified Messaging (UM) with Outlook Integration

Voice Mail Options

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 “View Fax” on page 115 for

instructions on using your voice and fax mail.

Note When 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)

112

Stratagy ES User Guide 01/03

Unified Messaging (UM) with Outlook Integration

Voice Mail Options

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.

Stratagy ES User Guide 01/03

113

Unified Messaging (UM) with Outlook Integration

Voice Mail Options

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.

114

Stratagy ES User Guide 01/03

Unified Messaging (UM) with Outlook Integration

View Fax

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.

Note Most 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.

Stratagy ES User Guide 01/03

115

Unified Messaging (UM) with Outlook Integration

View Fax

116

Stratagy ES User Guide 01/03

Unified Messaging with

IP Integration

This appendix provides instructions on how to configure your computer to properly

record .wav files in the correct format to send into Stratagy ES as voice messages.

Note This process is only necessary if your computer is configured to use Unified

Messaging with Internet Protocol (IP) Standard Integration.

Stratagy ES User Guide 01/03

117

Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec

Note Before beginning the setup procedure, the TAIS Audio Codec must be installed

on your PC.

Check Codec is Installed on

1. Click Start >Settings > Control Panel >

Sounds and Multimedia > Hardware tab

(shown right).

2. Confirm if the Stratagy ES Audio Codec

is present. If it is present, continue with

this setup. If it is not, contact your

System Administrator to have the Codec

installed on your PC.

118

Stratagy ES User Guide 01/03

Unified Messaging with IP Integration

Configure Windows for Stratagy ES Codec

Configure Windows

1. Click Start > Settings > Control Panel >

Multimedia (shown right).

2. In the Recording section of the

Multimedia Properties window, click

Customize. The Sound Selection screen

displays (shown right).

Note In Windows 2000 you can access the

Sound Selection screen directly by

selecting Start > Programs >

Accessories > Entertainment >

Sound Recorder > File > Properties > Convert Now.

3. From the Sound Selection screen, select Toshiba ADPCM from the Format field’s

drop-down menu (this value is only present if the TAIS Audio Codec has been

properly installed).

4. From the Attributes field, select 8,000 KHz, 4 Bit, Mono from the drop-down

menu.

Stratagy ES User Guide 01/03

119

Unified Messaging with IP Integration

Record Stratagy ES Voice Messages (using Windows Sound Recorder)

5. Click Save As and the Save As dialog

box displays. Type Stratagy ES Format

in the available field.

6. Click OK. The Sound Selection screen

displays (shown right).

7. From the Sound Selection screen, click

OK.

8. From the Multimedia Properties screen,

click OK to quit Multimedia Properties.

This completes the setup.

Record Stratagy ES Voice Messages (using

Windows Sound Recorder)

This procedure explains one way in which to record a .wav file that can be sent into

the Stratagy ES as a voice message. Other multimedia software can be used to perform

this function provided that the software provides a way to set the recording

compression rate. To use Microsoft Sound Recorder, perform the following:

1. From the Start Menu, select Programs > Accessories > either Multimedia

(Windows NT®) or Entertainment (Windows 98 & Windows 2000) > Sound

Recorder.

2. Click Record (red button) and record your message through the multimedia

microphone connected to your PC.

3. When finished recording, click on File > Save As.

4. Select a folder in which to save the .wav file.

5. Enter a File name for the .wav file.

6. Click Change. The Sound Selection window displays.

7. From the Name field’s drop-down menu, select Stratagy ES Format. The attributes

should change to reflect the proper compression of 8,000 KHz, 4 Bit, Mono.

8. Click OK to close the Sound Selection window. The Save As window displays.

9. If the target folder information is correct, click Save.

120

Stratagy ES User Guide 01/03

Unified Messaging with IP Integration

Send .WAV File as Voice Message

1. To send the .wav file

into Stratagy ES as

either a new, reply, or

forwarded voice

message to a mailbox,

attach the .wav file to an

e-mail message (shown

right).

2. Make sure that the

address for the message

is correct. The

addressing convention

for sending voice

messages into a Stratagy

ES is defined as <target

mailbox

number>@<system

computer name.domain>.

Note As a quick tip, every time you get a Stratagy ES voice message from a

Stratagy ES voice mail user, add that address to your personal address book.

If other Stratagy ES mailbox addresses are entered in either the To:, cc:, or bcc:

fields, those mailboxes also receive your message.

Stratagy ES User Guide 01/03

121

Unified Messaging with IP Integration

Send .WAV File as Voice Message

122

Stratagy ES User Guide 01/03

Remote User Password

Administration for TTS

This appendix provides instructions on how to update the Stratagy ES software with

your e-mail log on password so that the system can retrieve e-mail messages and read

them via Text-to-Speech (TTS).

Note This procedure is only required if you have TTS Privileges and you use Unified

Messaging with the Internet Protocol (IP) Standard Integration.

Please contact your System Administrator to confirm your mailbox privileges.

To update the Stratagy ES with your e-mail password, the Stratagy ES Remote User

Password Administration applet must be installed on the your computer.

• Without the password, the TTS e-mail feature does not work.

• This password must match the E-mail Server (e.g., Exchange) account password for

the TTS feature to work.

Stratagy ES User Guide 01/03

123

Remote User Password Administration for TTS

Set Remote User Password

➤ To install Stratagy ES Remote User Password Administration applet

1. Insert the Stratagy ES Software CD-ROM into your computer.

2. From the Main

Menu, select

Remote User

Password

Administration.

The Stratagy ES

Remote User

Password

Administration

screen displays

(shown right).

3. Enter the Stratagy

ES mailbox number

for the user.

4. Enter that mailbox’s security code.

5. Enter the password that you enter to log into your e-mail service.

6. Enter the computer name or IP address of the host Stratagy ES system on the local

network. Your System Administrator should have this information.

7. Enter the computer name or IP address of the host SMTP server on the local

network.

8. Click Send Update. The applet will securely send your e-mail password directly

into the Stratagy ES system. Your System Administrator should have this

information.

124

Stratagy ES User Guide 01/03

Using Stratagy ES with a

Strata Legacy System

Notes

• Toshiba Legacy systems are Strata DK8/16, DK14, DK40i, DK424i, DK24/56/96.

For information on Strata CTX systems, see Appendix A – Using Stratagy ES with

a Strata CTX.

• The 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.

This appendix explains the procedures for programming Toshiba Legacy proprietary

telephones for Call Forward and Message Retrieval when using a Stratagy ES Voice

Processing System with one of the following Toshiba telephone systems:

• Strata DK14, DK40i, DK424i

Note Any reference to Strata DK 424i in this appendix, should be read to include

DK424 and DK280. Any reference to DK40i should be read to include DK40

and DK16e.

• Strata DK8/16, DK24/56/96

Once programmed, your Stratagy ES voice processing system can answer calls when

you are busy or not available. It can give callers choices when you do not answer, such

as: recording a message, dialing another extension, or dialing 0 for assistance.

Note This appendix does not include the procedures for Call Forward and Message

Retrieval with a standard telephone. Consult the appropriate Toshiba Standard

Telephone User Guide for these instructions.

Stratagy ES User Guide 01/03

125

Using Stratagy ES with a Strata Legacy System

Call Forward

If you have a Strata telephone system, you need to program your telephone only once

for the Call Forward and Message Retrieval functions. Then you can follow the

appropriate steps for using Call Forward and Message Retrieval.

Notes

• If you do not have Call Forward keys, you can use access codes instead. Refer to

the appropriate User Guide for the Call Forward access/cancellation codes or

check with your System Administrator.

• If the Stratagy ES is fully integrated with your telephone system, you may not need

to enter a Voice Mail ID code for Call Forwarding or Message Retrieval. Please

consult your System Administrator if Voice Mail ID codes are required.

• With most Toshiba proprietary telephones, you can store the sequence of steps on a

Speed Dial button for quick access. Refer to the appropriate Quick Reference or

User Guide for your telephone for information and instructions on using Speed

Dial buttons.

Call Forward

To direct forwarded calls to your mailbox and to ensure that callers receive your

personal greeting, additional internal access digits must be programmed initially from

your telephone for your extension number and for each phantom extension number by

your telephone. These digits are called voice mail ID codes.

Note Your telephone must be the owner of the phantom extension number to store a

voice mail ID code for the phantom extension number.

Set Call Forward to Stratagy ES

Skip to “To forward calls to Stratagy ES” on page 128 if you have already performed

this function. Once programmed, this code is automatically sent to the Stratagy ES

system whenever calls are forwarded to the Stratagy ES system from your telephone,

enabling callers direct access into your mailbox.

126

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata Legacy System

Call Forward

➤ To program the Stratagy ES Voice Mail Code from a Strata DK telephone

1. Press the extension number You hear a dial tone.

or phantom extension

number.

2. For Strata DK14, DK40i,

You hear a confirmation tone. Display

telephones show “#656 I.D. CODE SET.”

and DK424, press ꢉꢌꢆꢌ

...or for Strata DK8/16 and

DK24/56/96, press ꢌꢆꢌ.

You have completed programming and hear a

confirmation tone. Display telephones show

“656 I.D. CODE SET.”

3. Press ꢇꢁ.

4. Enter your Stratagy ES

mailbox number.

5. Press 5HGLDO.

You hear a confirmation tone. Display

telephones show “DATA PROGRAMED.”

6. Press 6SNU.

Resets your telephone to the idle condition.

Notes

• To change the voice mail code, repeat steps.

• In order for the ꢉ button to function properly

while using the Stratagy ES system with a

Toshiba Strata system, the 6SHHGꢀ'LDOꢀ

(5(3ꢎꢀ6'6) button and the 5HGLDO (5'/)

button must be provided on your Toshiba

proprietary telephone.

Stratagy ES User Guide 01/03

127

Using Stratagy ES with a Strata Legacy System

Call Forward

➤ To forward calls to Stratagy ES

1. Press the appropriate &DOOꢀ

The Call Forward LED flashes, or you hear a

confirmation tone.

)RUZDUG button

...or press the extension

number or phantom

extension number, then

enter the appropriate Call

Forward access code.

You hear a confirmation tone if an access code

is dialed. Display telephones show “CALL

FORWARD TO.”

Call Forward Access Codes

Strata

DK14,

DK8/16 and

DK40i, and

DK24/54/96

DK424i

Call Forward All Calls

ꢌꢅꢁ

ꢌꢅꢃ

ꢌꢅꢄ

ꢌꢅꢊ

ꢉꢌꢅꢁ

ꢉꢌꢅꢃ

ꢉꢌꢅꢄ

ꢉꢌꢅꢊ

Call Forward Busy

Call Forward No Answer

Call Forward Busy No

Answer

2. Dial the Stratagy ES system You hear a confirmation tone.

number _____________.

128

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata Legacy System

Call Forward

3. (Optional) For Call

Forward-No Answer and

Call Forward- Busy/No

Answer, you can set the

number of seconds that

your telephone rings before

forwarding.

Note Some older telephones do not have

6SHHGꢀ'LDO and 5HGLDO buttons. You

may need to press 6'6 (or 5(3) + the

number of seconds (08~60) + 5'/ or

ꢈ

+ the number of seconds (08~60) + ꢉ.

If you pressed a Call

Forward button in Step 1,

enter the numberof seconds

(ꢅꢋaꢌꢅ)

...or if you pressed a

extension number or

phantom extension number

in Step 1, press 6SHHGꢀ

'LDO and enter the number

of seconds (ꢅꢋaꢌꢅ).

4. Press the same Call

Forward button used in

Step 1

The Call Forward LED lights steady.

...or if you used an access

code sequence, press

5HGLDO, then 6SNU.

Stratagy ES User Guide 01/03

129

Using Stratagy ES with a Strata Legacy System

Call Forward

Cancel Call Forward

1. Press the appropriate &DOOꢀ

)RUZDUG button, then

6SNU

The Call Forward LED turns OFF, or you hear a

confirmation tone. Call Forward registration is

canceled.

...or press the extension

number or phantom

extension number, then

enter the appropriate Call

Forward access code.

You hear a confirmation dial tone. Display

telephones show “CALL FORWARD TO.”

Dialing the access code (e.g., ꢉꢌꢅꢁ) and no

station number cancels any Call Forward type.

See “To forward calls to Stratagy ES” on page

128 for access codes.

2. Press 6SNU (63($1(5).

Cancel the Programmed Call Forward Voice Mail Code

1. Press the extension number You hear a dial tone.

or phantom extension

number.

2. For Strata DK14, DK40i,

You hear a confirmation tone. Display

telephones show “#656 (or 656) ID CODE

SET.”

and DK424i, press ꢉꢌꢆꢌ.

...or for Strata DK8/16 and

DK24/56/96, press ꢌꢆꢌ.

3. Press 5HGLDO.

You will hear a confirmation tone. Display

telephones show “DATA PROGRAMED.” The

voice mail code is canceled.

4. Press 6SNU (63($1(5).

130

Stratagy ES User Guide 01/03

Using Stratagy ES with a Strata Legacy System

Message Retrieval

You can program your 0VJ or phantom extension number/message waiting buttons to

automatically retrieve your voice mail messages when you press it.

Skip to “To retrieve messages with Msg or Phantom Extension Number/Message

Waiting button” on page 132 if you have already performed this function. Once

programmed, this key does not need to be programmed again.

➤ To program your 0VJ button to retrieve messages

1. Press the extension number You hear a dial or confirmation tone after you

or phantom extension

number.

press the button.

2. For Strata DK8/16 and

You hear a confirmation tone. “657” or “#657”

is the Stratagy ES System Identification code

for message retrieval from voice mail.

DK24/56/96, press ꢌꢆꢂ.

For Strata DK14, DK40i,

and DK424i, press ꢉꢌꢆꢂ.

Your telephone must have the 6SHHGꢀ'LDO

(5(3, 6'6) button and the 5HGLDO (5'/)

button for the ꢉ button to function properly

while using the Stratagy ES system.

3. Press ꢇꢃ (the Voice Mail

ID code for Message

Retrieval).

4. Enter your Stratagy ES

mailbox number + ꢉ.

5. Enter your security

By storing your security code, you avoid having

to enter your code every time you access your

mailbox.

code + ꢉ.

Important! Including your security code in

this programming will enable

anyone to retrieve your messages

from your phone. If a security code

is not desired, do not include it.

6. Press 5HGLDO.

You hear a confirmation tone. Display

telephones show, “DATA PROGRAMED.”

7. Press 6SNU.

Stratagy ES User Guide 01/03

131

Using Stratagy ES with a Strata Legacy System

Message Retrieval

➤ To retrieve messages with Msg or Phantom Extension Number/Message Waiting

button

➤ When the Message LED

flashes…

For Strata DK14, DK40i,

and DK424i, press 0VJ or

[Phantom Extension

Number/MW]

Stratagy ES is called and you are automatically

connected to your mailbox.

...or for the Strata DK8/16

and DK24/56/96, press the

extension number + 0VJ.

The system automatically calls Stratagy ES.

Note Pressing 0VJ before the extension

number cancels the message waiting

notification (e.g., the message light goes

Off even though the registered messages

may not have been retrieved).

➤ To cancel automatic retrieval

➤ For Strata DK14, DK40i, and DK424i, press the extension number or phantom

extension number + ꢉꢌꢆꢂ + 5HGLDO

...or for the Strata DK8/16 and DK24/56/96, press the extension number or

phantom extension number + ꢌꢆꢂ + 5HGLDO.

Note If you have a Toshiba telephone system, see Chapter 5 – Manage Mailbox for

further instructions on using the Call Forward and Message Retrieval features.

If you have one of the telephones listed in that chapter, you may need to

program your telephone (once) so that the message waiting key works properly.

Depending upon your telephone system and telephone, a message waiting light

is lit on your telephone when a voice message has been left for you on the

Stratagy ES system.

If configured, Stratagy ES automatically turns off your message waiting light

on your telephone when your new message queue is empty or only partially

heard messages remain. All unheard messages must be accessed and partially

heard, deleted or saved for Stratagy ES to turn off the message waiting light on

your telephone.

132

Stratagy ES User Guide 01/03

Glossary

This glossary defines frequently-used Stratagy ES voice processing system features and

functions.

Term

Busy Greeting

Definition

You can select your custom busy or the system busy greeting for

callers to hear when your telephone is busy. If you do not record

your custom busy greeting, the system busy greeting

automatically plays.

Call Screening operates in On/Off mode. When On, Stratagy ES

asks callers for their name and company. Without the caller’s

knowledge, the system relays that information to you. You can

decide to receive the call, let the call forward to your mailbox, or

transfer the call to another extension with or without

announcement.

Call Screening

Someone who calls into the Stratagy ES system. A caller can

obtain information, leave a message for someone, and/or

provide information.

Caller

The telephone user the caller reached. See “User.”

Called Party