Avaya Distributed Office Voice Mail Quick Reference Guide 03_602108

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Avaya Distributed Office
voice mail Quick Reference
Guide
03-602108
Issue 2
May 2008
This guide explains how to use Avaya Distributed Office voice mail.
Logging in from an onsite location
1. Enter the Distributed Office voice mail extension, ____, to access
the voice mail system.
2. Identify your mailbox:
- From your own telephone extension press #.
- From another telephone extension, enter your extension, and
then press #.
3. Enter your Password, and press #.
- Note: When you first log in, your password is not set. Press #.
Follow the prompts to enter a new password, record your name
and select your preferred language (if applicable).
Logging in from a remote location:
1. Call in on a line that is answered by the Distributed Office
Messaging Automated Attendant or Call Answer Service. When
you hear the menu or greeting, press * 7. See your system
manager for the voice mail service number.
2. Enter your extension, and press #.
3. Enter your password, and press #.
- Note: When you first log in, your password is not set. Press #.
Follow the prompts to enter a new password, record your name
and select your preferred language (if applicable).
4. The system announces the number of new messages and old
messages that you have in your mailbox.

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Options
After you log in, choose an option:

Press

For

1

Recording and sending messages.

2

Listening to messages

3

Recording or deleting a Personal Greeting

4

Changing your Personal Operator

5

Personalizing your mailbox.

6

Using Outcalling

8

Choosing Call Answer Mode

* 8

Transferring to another extension

Your messages
About message categories
You can assign Priority, Private, and
Return Receipt categories to messages
you send.
• Priority messages are heard first
when listening to new messages.
• You cannot forward Private
messages.
• Return Receipt messages notify you
when the message is listened to by
the recipient.
You can assign one, two, or all categories to a message.
Listening to messages
1. Log in to voice mail.
2. Press 2 to get messages. The
system plays the message header.
3. Choose an option:
- To listen to the message,
press 0. If the message is a fax it
will be transferred to your email
(if configured).

- To skip the message, press #.
The message will remain as “new”
until you listen to the body.
- To replay the header only,
press 2 3.
- To delete the message,
press * 3.
- To play or replay the message,
press 0.
- To change the message status
back to new, press * 6, then
press # to go to the next
message. The next time you log in
for messages, you hear this
message again as a new message.
- To return to the previous message,
press * 5. To backup to the
desired message, press * 5
repeatedly.
- To respond to the message,
press 1.
Note: Delete faxes which you have
transferred in order to free space in your
voice mail.

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Responding to messages
1. After the recorded message plays,
press 1 to respond to the recorded
message.
2. Choose an option:
- To reply to the sender by voice
mail, press 1. Go to step 3.
Note: the sender must have a
mailbox in the system.
- To forward the recorded message,
press 2. Go to step 5.
- To call to an internal sender back,
press 3. Go to step 5.
3. Record your response and then
press 1.
4. Choose an option:

- Enter the extension of an a
recipient, then press #.
- To use your Personal Mailing
Lists, press * 5 Then enter
the Mailing List number (from
1 to 10). Then press #.
- To use the Directory to add an
extension, press * 2. (See
Using the Directory to find an
extension by name).
- To delete the last recipient,
press * 3.
- Repeat the above steps to
address the message to other
recipients.
6. Press # when you finish.

- To approve, press #.

Recording and sending messages

- To play back your comments,
press 2 3.

1. Log in to voice mail.

- To re-record your response,
press 2 1.
- To cancel responding or
forwarding, press * 3.
5. Do one of the following:

2. Press 1 to record a message.
3. Record your message.
4. Press 1 when you finish recording.
5. Choose an option:

- If you are responding to the
message, go to Step 6.

- To approve the recorded message,
press #. Go to Step 6.

- If you are forwarding the message,
do one of the following:

- To play back the recorded
message, press 2 3.

- Record a comment that will be
heard by the recipients before
the message, then press 1.
- To play back the recording,
press 2 3.
- To re-record the comment,
press 2 1.
- To delete the comment,
press * 3.
- To approve the recording,
press #.

- To re-record the message,
press 2 1. Go to Step 3.
- To delete the recorded message
and return to the voice mail
Activity Menu, press * 3.

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6. Choose an option:
- Enter the extension of an a
recipient, then press #.
- To use your Personal Mailing
Lists, press * 5 Then enter the
Mailing List number (from 1 to
10). Then press #.
- To use the Directory, press * 2.
(See Using the Directory to find
an extension by name)
- To delete the last entry,
press * 3.
Repeat Step 6 to address the message to others.
7. Press # when you finish.
8. Choose an option:
- To make the message Private,
press 1.
- To make the message Priority,
press 2.
- To request a Return Receipt,
press 3.
- To cancel the previously selected
category, press 0.
- To send the recorded message,
press #.
Personalizing your mailbox
Recording your name
1. Log in to the voice mail system.
2. Press 5 to change your name
recording or greeting.

- To approve your name,
press #.
- To play back your name,
press 2 3.
- To re-record your name,
press 2 1.
Recording or deleting a Personal
Greeting
You can have one or two different
Personal Greetings for each language.
1. Log in to voice mail.
2. Press 3 to change one or both of
your greetings.
3. Press 1 to change your busy
greeting or 2 to change your
unavailable greeting
The system announces the current
settings.
4. Chose the greeting language you
want to change.
- To select the primary language
(Mailbox language 1), press 1.
- To select the secondary language
(Mailbox language 2), press 2.
The system announces the selected
language.
5. Choose an option:
- To listen to your greeting,
press 3.
- To record your greeting, press 1.

3. Press 5 to change your name
recording.

- To delete your greeting,
press * 3.

4. Choose an option:

- Record your greeting, and
press 1.

- To listen to the current name
recording, press 0.
- To record your name, press 1.
- Choose an option:

- Choose an option:
- To approve your greeting,
press #.

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- To play back your greeting,
press 2 3.
- To re-record your greeting,
press 2 1.
- To delete the greeting you just
recorded, press * 3.
Creating mailing lists
Use Mailing Lists to send messages to
multiple mailboxes without entering
each extension individually. You can
have up to 10 Mailing Lists. Each list
can include up to 50 mailboxes.
1. Log in to voice mail.

4. Press 3 to review or modify Mailing
Lists.
The system announces the number
of entries in the first Mailing List.
5. Choose an option:
- To review or modify the list,
press 1. Go to step 7.
- To delete the list, press * 3.
- To skip to the next list,
press * #.
- The system announces the
number of entries in the next
Mailing List.
Repeat Step 5.

2. Press 5 to select Administer
Personal Options.

6. Press # when you finish.

3. Press 1 to select Mailing Lists.

7. Choose an option:

4. Press 1 to create a list.

- To skip the extension,
press * #.

5. Enter the number that you want to
assign to the list (from 1 to 10), then
press #.

- To delete the extension,
press * 3.

6. Choose an option:

- To add an extension, press 1
then choose an option:

- Enter the extension of the mailbox
and then press #.
- To use the Directory to add an
extension, press * 2. (See
Using the Directory to find an
extension by name.)
- To delete the last entry,
press * 3.
Repeat Step 6 for each mailbox that
you want to add.
7. Press # when you finish.
Reviewing or modifying Mailing
Lists
1. Log in to voice mail.
2. Press 5 to select Administer
Personal Options.
3. Press 1 to select Mailing Lists.

- Enter the extension of the
mailbox, then press #.
- Press * 2 to use the
Directory. (See Using the
Directory to find an extension
by name.)
8. Press # when you finish.
Changing the mailbox language
The voice mailbox supports up to two
languages and TTY (teletypewriter) for
system prompts and your personal
greetings.
1. Log in to voice mail.
2. Press 5 to select Administer
Personal Options.
3. Press 2 to select Mailbox Language.

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4. Chose an option:

3. Press 4 to change your password.

- Note: Not all of these options may
be available on your system.

4. Enter the new password, and
press #.

- To select the primary language
(Mailbox language 1), press 1.

5. Confirm the new password, and
press #.

- To select the secondary language
(Mailbox language 2), press 2.

6. Press # when you finish.

- To select the primary language
TTY (Mailbox language 1),
press 3.
- To select the secondary language
TTY (Mailbox language 2),
press 4.
The system announces the selected
language.
5. Press # when you finish.
Changing your Personal Operator

Choosing Call Answer Mode
Call Answer Mode determines whether
callers can leave a message after your
Personal Greeting.
• When your mailbox is in Record
Mode, callers can leave a message.
• When your mailbox is in Answer-Only
Mode, callers cannot leave a
message.
1. Log in to voice mail.

You can change the extension that
answers your calls when you are
unavailable. If you use the Personal
Operator option, ensure that your
greeting tells callers to press 0 to reach
your personal operator.

2. Press 8 to change Call Answer
Mode.

1. Log in to voice mail.

4. Press # when you finish.

2. Press 4 to change your Personal
Operator.

TTY Support

3. Choose an option:
- Enter the extension of your
Personal Operator, and press #.
- To delete your Personal Operator,
press * 3.
4. Press # when you finish.

3. Choose an option:
- For Record Mode, press 1.
- For Answer-Only Mode, press 2.

You can enable or disable TTY support
for your voice mail. Distributed Office
voice mail supports storage and retrieval
of TTY messages.
Note: TTY is available for US English
only and may not be available on your
system.

Changing your Password

1. Log in to voice mail.

Your password consists of four to 15
digits, depending on how the system is
configured.

2. Press 5 to select Administer
Personal Options.

1. Log in to voice mail.

3. Press 7 to change the TTY status.
The current status is announced.

2. Press 5 to select Administer
Personal Options.

4. Chose an option:
- To enable TTY support, press 1.

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- To disable TTY support, press 2.
5. The new status is announced.

- To change or add an Outcalling
number, press 1. Go to Step 6.

Using Outcalling

- To delete the Outcalling number,
press * 3.

About Outcalling
With Outcalling, voice mail calls the
numbers which you have programmed
to signal that a new message has arrived
in your mailbox. You can use Outcalling
for all messages or just for Priority
messages if your mailbox has outcalling
permission.
Tip: If you choose Outcalling for Priority
messages only, instruct your callers on
how to leave a Priority message.
Turning Outcalling on or off
1. Log in to voice mail.
2. Press 6 to select Outcalling.
3. Press 1, then choose an option:
- To turn Outcalling off, press 0.
- To activate Outcalling for all
messages, press 1.
- To activate for Priority messages
only, press 2.
4. Press # when you finish.
Setting your Outcalling numbers
1. Log in to voice mail.
2. Press 6 to select Outcalling.
3. Press 4 to change your list of
Outcalling Numbers.
4. Choose the entry number from 1 to
5.
If your mailbox has Outcalling permission, you hear the number. If not,
you hear, “Entry number x is not
used.”
5. Choose an option:

- To keep the Outcalling number
and return to the Outcalling
menu, press #.
6. Enter the Outcalling number and
wait five seconds for the system
confirmation.
7. Choose an option:
- If you have finished entering the
number, press #. Listen to the
Outcalling entry information and
go to Step 9.
- To enter more digits, press 1.
Then repeat Step 7.
8. Choose an option:
- To confirm your entry, press 9.
- To cancel your entry, press 6.
Return to Step 4 to program more
Outcalling Numbers.
Transferring to another extension
1. Press * 8
2. Chose an option:
- Enter the extension, and press #.
- To call the operator, press 0.
- To access the Directory,
press * 2.
- To hear a list of extensions by
name in the Directory,
press 1.
Using the Directory to find an
extension by name
1. Press * 2 to access the Directory.
- Enter up to the first ten letters of
the last name and then press #.

Legal disclaimer
For full legal page information, please see
the documents, Avaya Support Notices for
Software Documentation, 03-600758, and
Avaya Support Notices for Hardware
Documentation, 03-600759. These
documents can be accessed on the Web
site, support.avaya.com. On the Web site,
search for the document number in the
Search box.

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