Cygnion HRCU10102 Cordless Phone User Manual Chapter6

Cygnion Corporation Cordless Phone Chapter6

CG2400 chapter 6

115 Chapter6Unified MessagingWhat Unified Messaging DoesUnified messaging provides a way of accessing all of your messages, voice, fax, or email from a single source.The CG 2400 system streamlines message retrieval so you can receive all of your voicemail, reminders, email, and fax header information from a single location.Working with your PC, the CG 2400 system provides the following unified messaging features:•Remote message retrieval.•Message notification when you have messages waiting in your personal mailbox.•Downloading of frequently used phone numbers from the PC to your handset for quick reference.•Voicemail service for multiple users.•Message notification, either at the handset or at a remote external number, for incoming messages, including voicemail, email, and fax header information (the number from which a fax was transmitted).•Text-to-speech email conversion, which allows you to “listen” to emails from your handset or remotely.
CG 2400 User Guide116•Customizable welcome greetings and voicemail greetings (for both system and personal mailboxes), based on time of day, day of week, and other factors.Some of the unified features are set up from the PC; others are set up and used from the handset.While this chapter addresses the actions needed from the PC to utilize unified messaging on an overview level, the focus is primarily on how to use the unified messaging features available from the handset.Chapter 6: Unified Messaging117 117 Unified Messaging Features from the PCCyberGenie@Work uses one of two destinations for routing incoming messages:System inbox This is a general mailbox. Users with rights to the system inbox can retrieve messages from the system inbox.Personal mailboxes A user for whom a personal mailbox has been set up can retrieve messages from that mailbox.Three types of incoming messages can be managed:Voicemails Incoming calls can be routed to a specific user's mailbox. (Reminder messages, or memos, are treated as voicemails.) Calls that are not sent to a personal mailbox are sent to the system inbox.Emails If you're using Microsoft Outlook, you can set it up to route email to specific user mailboxes as well. Outlook uses a series of user-created rules that control how incoming email messages are received, and how they are routed once received. For more information on using Outlook's rules feature, refer to your Outlook manual or online help. If you don't use Outlook, all emails are routed to the system inbox by default.Faxes To use the fax feature in CyberGenie@Work, you will need to have the Microsoft Fax installed and running. For more information on using Microsoft Fax, refer to your Windows manual or online help. Faxes are sent to the system inbox by default.Assigning Access to the System InboxOnly users who have been assigned access to the system inbox will be able to receive message notification for, and retrieve messages from, the system inbox.
CG 2400 User Guide118To assign a user access to the system inbox:NOTE: To set up a newuser or change userinformation, see “UserSetup” on page80.1. Access the Configuration window.2. Click Users, then double-click the specific user to whom you want to assign access.3. Click the Messaging tab if not already displayed.4. Click the Give this user access to the system inbox checkbox.Setting up a User's Message NotificationYou can set up the system to notify a user when messages are waiting in the user's personal mailbox.If the user has rights to the system inbox, you can also set up for the user to be notified for system messages.This feature also will notify the user who has recorded a reminder message (see “Reminder Messages” on page120).When the user has a message, a notification icon appears on the user's handset.To set up message notification:NOTE: You can set uppersonal voicemailgreetings from thiswindow, or from thehandset (see “ChangingVoicemail Greetings” onpage127).1. Access the CyberGenie Configuration window.2. Click Users, then double-click the specific user for whom you want to set up message notification.3. Click the Messaging folder.4. Select from the following options:Do not notify me If the user has an assigned handset, this option will not affect the message notification icon on the handset. It will, however, prevent any other form of message notification.Notify me on my handset This option is only available if the user has a handset assigned. For Chapter 6: Unified Messaging119 119 more information, see “Assigning a Handset to a User” on page77.Notify me at my ________ number This option is only available if at least one phone number has been set up for this user on the External Number tab. If this option is available, click the down arrow to view, and select from a list of available numbers. Message notification will be forwarded to the number selected, and the user can call in to CyberGenie to retrieve messages.Notification attempts (1 to 3) The number of times CyberGenie will place a notification call to the user when an external notification number is selected. Use the up and down arrow keys to adjust the number of tries.Attempt interval (2 to 60 minutes) The frequency with which notification attempts will be placed by CyberGenie. Note that the first notification will occur at the defined interval rather than at the time the message is left.
CG 2400 User Guide120Reminder MessagesReminder messages are self-recorded voice messages you store in your personal voice mailbox for later retrieval.Saved reminder messages are treated as new messages.To record a reminder message from the handset:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call? 2. When CyberGenie responds:3. When CyberGenie asks if you want to start recording: NOTE: You can exit thereminder messagefunction anytime beforebeginning the recordingby hanging up. If youhang up mid-recording,the memo is saved.When you have finished recording your memo, press the CyberGenie button again, then do one of the following:VOICE ( SAY)KE Y OPTION D ESC RIPTIONCYBERGENIEACCESS CYBERGENIEVOICE ( SAY)KE Y OPTION D ESC RIPTIONRECORD A MEMO7 3 SELECT THE RECORD OPTIONVOICE ( SAY)KE Y OPTION D ESC RIPTIONYES 1RECORD A MEMONO2DO NOT RECORD A MEMOVOICE ( SAY)KE Y OPTION D ESC RIPTIONSAVE 1SAVE THE RECORDINGLISTEN2LISTEN TO THE RECORDINGRE-RECORD 3RECORD THE MEMO AGAINGOO DBYE 9CANCEL THE RECORDING AND EXITChapter 6: Unified Messaging121 121 Message RetrievalA message can be a voice message, a reminder message, an email, or a fax header (the external number from which the fax originated).If you give a user access to the system inbox (see “Assigning Access to the System Inbox” on page117), the user will be notified for system messages as well as messages for that user's personal mailbox.Without system inbox access, the user can still receive notification and retrieve messages from his or her personal mailbox. If Microsoft Outlook has been set up to distribute emails to personal mailboxes in CyberGenie@Work, the user will also be able to retrieve emails.Retrieving Messages from the HandsetNOTE: If usingMicrosoft Outlook, youcan change themessage sort orderfrom within Outlook.Messages are stored and retrieved in reverse order from how they were received, with the most recent message first.To access messages from a handset:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call?2. When CyberGenie responds do one of the following:3. CyberGenie will tell you how many messages are waiting and the message type for the first VOICE (SAY)KEY OPTION DESCRIPTIONCYBERGENIEACCESS CYBERGENIEVOICE (SAY)KEY OPTION DESCRIPTIONMAIL MENU 7ACCESS THE MAIL MENUREAD NEW MAIL7 1 BYPASS THE NEXT MENU LEVEL AND GO DIRECTLY TO NEW MAIL
CG 2400 User Guide122message, then play the message. At any time during the message, you can tell CyberGenie to do one of the following:4. You can move forward or backward through the available messages at any time:CyberGenie will not play the next message until you say Next or press 1 on the handset. Messages are automatically saved unless deleted.To listen to saved messages:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call?2. When CyberGenie responds do one of the following:3. CyberGenie will tell you how many saved messages are waiting and the message type for the first message, then play the message. At any time during the message, you can tell CyberGenie to do one of the following:VOICE ( SAY)KE Y OPTION D ESC RIPTIONLISTEN3REPEAT THE MESSAGE JUST HEARDDELETE4DELETE THE MESSAGERESTORE5RESTORE A MESSAGE JUST DELETEDVOICE ( SAY)KE Y OPTION D ESC RIPTIONNEXT1MOVE TO THE NEXT MESSAGEPREVIOUS2RETURN TO THE PREVIOUS MESSAGEVOICE ( SAY)KE Y OPTION D ESC RIPTIONCYBERGENIEACCESS CYBERGENIE VOICE ( SAY)KE Y OPTION D ESC RIPTIONMAIL MENU 7ACCESS THE MAIL MENUREAD SAVED MAIL7 2 BYPASS THE NEXT MENU LEVEL AND GO DIRECTLY TO SAVED MAILChapter 6: Unified Messaging123 123 4. You can move forward or backward through the available messages at any time:CyberGenie will not play the next message until you say Next or press 1 on the handset. Messages are automatically saved unless deleted.Retrieving Messages RemotelyYou can access CyberGenie from any external telephone if the system is configured to route incoming calls to the Auto Attendant.NOTE: If the system isconfigured to routecalls to a specific calleror to ring all handsets,you must wait until youare listening to avoicemail outgoingmessage, then performthe steps below beforethe message finishes.To access messages remotely:1. Call in to CyberGenie from an outside line.2. When the Welcome greeting finishes playing, say CyberGenie or I want to log in.3. CyberGenie will ask for your name. State your name.4. CyberGenie will ask for your PIN. Say the number or enter it from your keypad.5. Retrieve messages as you would from the handset.VOICE (SAY)KEY OPTION DESCRIPTIONLISTEN3REPEAT THE MESSAGE JUST HEARDDELETE4DELETE THE MESSAGERESTORE5RESTORE A MESSAGE JUST DELETEDVOICE (SAY)KEY OPTION DESCRIPTIONNEXT1MOVE TO THE NEXT MESSAGEPREVIOUS2RETURN TO THE PREVIOUS MESSAGE
CG 2400 User Guide124CyberGenie Greeting MessagesCyberGenie@Work provides different outgoing messages that you can change or modify from the handset:Welcome greetings If an external phone line is configured to route calls directly to CyberGenie, this is the main greeting a caller hears when a call comes in. The greeting can be set differently for business hours and non-business hours.Voicemail greetings When a caller cannot reach the desired party, the call is usually routed to voicemail: either the system inbox, or a personal mailbox. Different greeting messages can be recorded for each. System inbox greeting messages can be recorded by any user with access to the system inbox. Personal mailbox greetings are specific to each user and are accessible by user name (and user PIN code if a PIN has been set up for that user). Rejection message You can direct unwanted calls to a rejection message. The rejection message will play, then the caller will be disconnected. (For more information, see “Rejecting a Call” on page99.)NOTE: You canconfigure one line forbusiness use and theother for personal use,and have a differentwelcome greeting foreach.All greeting messages can be recorded at the computer, as described in “Recording System Inbox Voicemail Greetings” on page62 and “To set up a new user—Messaging:” on page84, or from a handset or external line.For any welcome or mailbox greeting, you can create a main message as the default message, and a temporary message, such as for holidays, that can be set without overwriting the main message.Chapter 6: Unified Messaging125 125 Call Routing and How It Affects MessagesAs described in “Setting Call Routing” on page70, you can configure CyberGenie@Work to route incoming calls to all handsets, a single handset, to the general system greeting (from which the caller can select a user or user mailbox to be further routed to), or to a specific user's mailbox.You can also set different routings based on the office hours as described in the same chapter under Setting Business Hours.Changing Welcome GreetingsIf the external phone lines are configured to direct calls to CyberGenie, then the CyberGenie@Work software determines which recording the caller is greeted with based on defined business and non-business hours. These hours can be changed as described in “Setting Business Hours” on page69.The other option for a welcome greeting is the temporary greeting, which provides a welcome message for greeting callers with a special recording that is used to temporarily take the place of the main system greeting, such as The office is currently closed for the holiday.To Change Welcome Greetings:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call?VOICE (SAY)KEY OPTION DESCRIPTIONCYBERGENIEACCESS CYBERGENIE HANDSET MENU
CG 2400 User Guide126When CyberGenie responds do one of the following:2. Following CyberGenie's response, select one of the following options:3. Select one of the following options:4. If you record a new message, press the CyberGenie button when done, then select one of the following when prompted:NOTE: You can cancelrecording at any timeby hanging up.At any time during the welcome greetings process, you can switch back and forth from business hours, non-business hours, and temporary greetings by:VOICE ( SAY)KE Y OPTION D ESC RIPTIONGREETINGS8ACCESS GREETING MENUWELCOME GREETINGS8 2 BYPASS THE NEXT MENU LEVEL AND GO DIRECTLY TO WELCOME GREETINGSVOICE ( SAY)KE Y OPTION D ESC RIPTIONBUSINESS HOURS GREETING1GO TO THE BUSINESS HOURS GREETING OPTIONNON-BUSINESS HOURS GREETING2GO TO THE NON-BUSINESS HOURS GREETING OPTIONTEMPORA RY GREETING3GO TO THE TEMPORARY GREETING OPTIONVOICE ( SAY)KE Y OPTION D ESC RIPTIONLISTEN1LISTEN TO THE CURRENT GREETINGRECORD 2RECORD A NEW GREETINGACTIVATE3USE THE EXISTING GREETINGVOICE ( SAY)KE Y OPTION D ESC RIPTIONSAVE 1SAVE THE NEW MESSAGELISTEN2LISTEN TO THE MESSAGE JUST RECORDEDRE-RECORD 3RECORD AGAINGOO DBYE 9QUIT WITHOUT SAVINGChapter 6: Unified Messaging127 127 Changing Voicemail GreetingsThe personal greeting is the greeting a caller hears when leaving a message for an individual. The system greeting is the message for the system inbox. For each type of voicemail greeting, you can set a main message and a temporary message.To change voicemail greetings:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call?2. When CyberGenie responds do one of the following:3. Following CyberGenie's response, select one of the following options:VOICE (SAY)KEY OPTION DESCRIPTIONSWITCH TO BUSINESS HOURS GREETING4SWITCH TO ANOTHER RECORDING OPTIONSWITCH TO NON-BUSINESS HOURS GREETING5SWITCH TO ANOTHER RECORDING OPTIONSWITCH TO TEMPORAR Y GREETING6SWITCH TO ANOTHER RECORDING OPTIONVOICE (SAY)KEY OPTION DESCRIPTIONCYBERGENIEACCESS CYBERGENIE HANDSET MENUVOICE (SAY)KEY OPTION DESCRIPTIONGREETINGS8ACCESS GREETING MENUVOICEMAIL GREETINGS8 1 BYPASS THE NEXT MENU LEVEL AND GO DIRECTLY TO VOICEMAIL GREETINGS
CG 2400 User Guide1284. Following CyberGenie's response, select one of the following options:5. Select one of the following options:6. If you record a new message, press the CyberGenie button when done, then select one of the following when prompted:Changing the Rejection MessageThe rejection message provides the user with the option of transferring unwanted callers to a special recording that plays, then disconnects the caller. The software installs with a default recording, but you have the option of recording a new rejection message.VOICE ( SAY)KE Y OPTION D ESC RIPTIONPERSONAL GREETINGS1GO TO THE PERSONAL GREETINGS OPTIONSYSTEM GREETINGS2GO TO THE SYSTEM INBOX GREETINGS OPTIONVOICE ( SAY)KE Y OPTION D ESC RIPTIONMAIN GREETING1GO TO THE MAIN GREETING OPTIONTEMPORA RY GREETING2GO TO THE TEMPORARY GREETING OPTIONVOICE ( SAY)KE Y OPTION D ESC RIPTIONLISTEN1LISTEN TO THE CURRENT GREETINGRECORD 2RECORD A NEW GREETINGACTIVATE3USE THE EXISTING GREETINGVOICE ( SAY)KE Y OPTION D ESC RIPTIONSAVE 1SAVE THE NEW MESSAGELISTEN2LISTEN TO THE MESSAGE JUST RECORDEDRE-RECORD 3RECORD AGAINGOO DBYE 9QUIT WITHOUT SAVINGChapter 6: Unified Messaging129 129 To Change the Rejection Message:1. Access CyberGenie by pressing on the handset. CyberGenie responds: Who would you like to call?2. When CyberGenie responds, do one of the following:3. Following CyberGenie's response, select one of the following options:NOTE: You can cancel recording at anytime by hanging up.4. If you record a new message, press the CyberGenie button when done, then select one of the following when prompted:VOICE (SAY)KEY OPTION DESCRIPTIONCYBERGENIEACCESS CYBERGENIE HANDSET MENUVOICE (SAY)KEY OPTION DESCRIPTIONGREETINGS8ACCESS GREETING MENUREJECTION MESSAGE8 3 BYPASS THE NEXT MENU LEVEL AND GO DIRECTLY TO REJECTION MESSAGEVOICE (SAY)KEY OPTION DESCRIPTIONLISTEN1LISTEN TO THE CURRENT MESSAGERECORD 2RECORD A NEW MESSAGEVOICE (SAY)KEY OPTION DESCRIPTIONSAVE 1SAVE THE NEW MESSAGELISTEN2LISTEN TO THE MESSAGE JUST RECORDEDRE-RECORD 3RECORD AGAINGO ODBYE 9QUIT WITHOUT SAVING
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