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Cisco Unity Express 2.3 Voice-Mail System User's Guide

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Cisco Unity Express 2.3 Voice-Mail System User's Guide

Table Of Contents

Cisco Unity Express 2.3 Voice-Mail System
User's Guide

Contents

Part I—Cisco Unity Express Voice-Mail System (Call-in)

Part II—Cisco Unity Express Voice-Mail System (VoiceView Express)

Restrictions

Related Documents

Accessing Cisco Unity Express by Phone

Voice-mail Options

Accessing Setup Options

Managing Greetings

Rerecording Your Current Greeting

Turning Alternate Greetings On and Off

Rerecording Your Standard Greeting

Rerecording Your Alternate Greeting

Reviewing All Greetings

Setting Up Message Notification

Accessing the Notification Menu

Choosing the Device to Notify

Changing the Notification Phone Number

Setting Extra Digits

Configuring the Notification Schedule

Changing Notification Preferences

Using Distribution Lists

Accessing the Distribution Lists Menu

Configuring Private Distribution Lists

Configuring Public Distribution Lists

Changing Your Password

Changing Your Recorded Name

What to Do When Receiving Notifications by Phone

Receiving Voice-Mail Messages in Your E-mail

Downloading Voice-Mail Messages

After Receiving Voice-Mail Messages

Accessing Cisco Unity Express Using Your Cisco Unified IP Phone and VoiceView Express

Personal Mailbox Menu

Logging In To VoiceView Express

Logging In if Your PIN Has Expired

Retrieving and Sending Messages

Information About Soft Keys for Voice-Mail Messages

Listening to Messages

Replying to a Message

Forwarding a Message

Sending Messages

Specifying Delivery Time

Managing Your Inbox

Changing the Sort Order of Your Inbox

Filtering Messages in Your Inbox

Personalizing Your Settings

Managing Your Greetings

Managing Message Settings

Editing the Notification Schedule

Changing Your PIN

Recording Your Name

Configuring Your Zero-out Number

Logging In to General Delivery Mailboxes

Administering Broadcast Messages

Sending Broadcast Messages to a Local Location or All Locations

Sending Broadcast Messages to Select Locations

Specifying Start or End Time


Cisco Unity Express 2.3 Voice-Mail System
User's Guide


Revised: May 1, 2006, OL-10403-01
First Published: May 1, 2006
Last Updated: May 1, 2006

This guide provides information about using some of the advanced voice-mail features of your Cisco Unity Express voice-mail system. It describes how to access these features by dialing in to the Cisco Unity Express system and by using your Cisco Unified IP phone and VoiceView Express. Use this guide together with the documents listed in the "Related Documents" section.

Contents

Restrictions

Related Documents

Part I—Cisco Unity Express Voice-Mail System (Call-in)

Accessing Cisco Unity Express by Phone

Voice-mail Options

Accessing Setup Options

Managing Greetings

Setting Up Message Notification

Using Distribution Lists

Changing Your Password

Changing Your Recorded Name

What to Do When Receiving Notifications by Phone

Receiving Voice-Mail Messages in Your E-mail

Part II—Cisco Unity Express Voice-Mail System (VoiceView Express)

Accessing Cisco Unity Express Using Your Cisco Unified IP Phone and VoiceView Express

Logging In To VoiceView Express

Retrieving and Sending Messages

Managing Your Inbox

Personalizing Your Settings

Logging In to General Delivery Mailboxes

Administering Broadcast Messages

Restrictions

Some features described in this document (for example, retrieving voice-mail messages using e-mail, configuring voice-mail notifications, and retrieving voice-mail messages using your Cisco Unified IP phone) must be enabled by your system administrator. If you are unable to access a feature, contact your system administrator to ensure that function is enabled on your system.

If a Cisco Unity Express voice-mail session is in progress, a second session for the same user cannot be initiated. This does not apply to voice-mail sessions that are initiated via an IMAP client, such as Microsoft Office Outlook.

If you initiate a voice-mail session by using your Cisco Unified IP phone to call your voice-mail system, attempting to log in to VoiceView Express cannot preempt the voice-mail session.

If you are logged in to VoiceView Express, using your Cisco Unified IP phone to call your voice-mail system will preempt the VoiceView Express session. The VoiceView Express session will be automatically logged out without notification.

If you are logged in to VoiceView Express, logging in to a second VoiceView Express session from a different phone will preempt the first session. The first VoiceView Express session will be automatically logged out without notification.

VoiceView Express is subject to an inactivity timeout parameter, after which the VoiceView Express session is automatically logged out without notification.

If you are logged in to VoiceView Express using your Cisco Unified IP phone and you receive an incoming call, the call information appears on the phone display. Lifting the handset or pressing the Headset or Speaker button will connect the call. Depending on which Cisco Unified IP phone you have, you can return to the VoiceView Express session if the call is terminated before the session is ended by the inactivity timeout parameter. Otherwise, the VoiceView Express session will be automatically logged out without notification. For more information, see the user's guide for your Cisco Unified IP phone.

Related Documents

You can find related documents for Cisco Unity Express at the following URL:

http://www.cisco.com/en/US/products/sw/voicesw/ps5520/tsd_products_support_series_home.html

Related Topic
Document Title

Setting Up Your Voice Mailbox

Listening to Voice Messages

Sending Voice Messages

Personalizing Settings

Cisco Unity Express Voice-Mail System Quick Start Guide

Sending Broadcast Messages Using the Administration via Telephony System1

Cisco Unity Express AvT Administrator Guide

Using the Cisco Unity Express GUI to:

Access voice-mail settings, including notifications

Manage voice-mail group subscriptions

Change your password

Manage voice-mail distribution lists

User Online Help for Cisco Unity Express (press the "help" button when using the Cisco Unity Express GUI)

1 Access to the Administration via Telephone System is generally restricted to administrative users; contact your system administrator for more information.


Accessing Cisco Unity Express by Phone

Dial the internal or external phone number to call Cisco Unity Express.

If you are asked for a PIN, enter it and press #.


Note If you are calling from someone else's phone, you must press * to enter your own ID (usually your phone extension) and press #. Then enter your PIN and press # again.


If you are asked for your ID (usually your phone extension), enter it and press #. Then enter your PIN and press # again.

Voice-mail Options

After dialing in to Cisco Unity Express, you can choose the following options from the main menu:

1

Listen to new messages. See the Cisco Unity Express Voice-mail System Quick Start Guide for more information.

2

Send a message. See the Cisco Unity Express Voice-mail System Quick Start Guide for more information.

3

Listen to old messages. See the Cisco Unity Express Voice-mail System Quick Start Guide for more information.

4

Access setup options, such as voice-mail greetings, distribution lists, passwords, and message notification. See Accessing Setup Options.


Accessing Setup Options

After dialing in to the Cisco Unity Express system, and pressing 4 to access setup options, you can press the following numbers to access these functions:

1

Manage your greetings. See Managing Greetings.

2

Configure or change message settings. See:

Setting Up Message Notification

Using Distribution Lists

3

Configure personal settings. See:

Changing Your Password

Changing Your Recorded Name

4

Configure language options (not available on all systems). See your system administrator for more information.


Managing Greetings

Greetings are messages that callers hear when they reach your voice mail. You can have the following greetings:

Standard greeting—Normal greeting played to callers when they reach your voice mail. This can be either the default system greeting ("Sorry, <extension xxxx>/<user name> is not available") or a greeting that you have recorded and chosen as your own standard greeting.

Alternate greeting—Alternate greeting that is recorded by you and is turned on or off using the voice-mail menu. This greeting is used as an alternative to your standard greeting; for example, if you are on vacation, you can record a special greeting that is played to callers during the time that you are away.

To manage greetings:


Step 1 Perform steps in "Accessing Cisco Unity Express by Phone" to reach the main voice-mail menu.

Step 2 Press 4 to access the Setup Options menu.

Step 3 Press 1 to access the Greetings menu. Your active greeting plays.

To rerecord your current greeting, press 1. See "Rerecording Your Current Greeting".

To turn on or turn off your alternate greeting, press 2. See "Turning Alternate Greetings On and Off" section.

To edit your other greetings, press 3. See "Rerecording Your Standard Greeting" and "Rerecording Your Alternate Greeting" section.

To hear all greetings, press 4. See "Reviewing All Greetings" section.


Rerecording Your Current Greeting


Step 1 After your current greeting plays, press 1 to rerecord your current greeting.

Step 2 At the tone, speak your greeting. When done, press #.

Step 3 Your newly recorded greeting plays. To rerecord, press 1.


Turning Alternate Greetings On and Off


Step 1 To turn on or off your alternate greeting, press 2 in the Greetings menu.

Step 2 If your alternate greeting is on, the system plays your alternate greeting. Press 2 to turn off your alternate greeting.

If your alternate greeting is not on, press 2 to turn it on.

If you have not yet recorded an alternate greeting, or want to rerecord your alternate greeting, perform the steps in Rerecording Your Alternate Greeting.


Rerecording Your Standard Greeting

To rerecord your standard greeting:


Step 1 In the Greetings menu, press 3.

Step 2 Press 1 to rerecord your greeting.

Step 3 At the tone, speak your greeting. When done, press #.

Step 4 Your newly recorded greeting plays. To accept this greeting and continue, press #. To rerecord, press 1.


Rerecording Your Alternate Greeting

To rerecord your alternate greeting:


Step 1 In the Greetings menu, press 3.

Step 2 Press 3 to rerecord your greeting.

Step 3 At the tone, speak your greeting. When done, press #.

Step 4 Your newly recorded greeting plays. To rerecord, press 1.


Reviewing All Greetings


Step 1 To listen to all greetings, press 4 in the Greetings menu. Your standard greeting, alternate greeting, and current greeting play.

Step 2 You can perform the following actions:

To rerecord the current greeting, press 1.

To turn on or off your alternate greeting, press 2.

To rerecord other greetings, press 3.

To repeat the review of all of your greetings, press 4.


Setting Up Message Notification

You can set up Cisco Unity Express to notify you of newly received voice-mail messages by phone, pager, or e-mail. Cisco Unity Express will contact your device to let you know that you have received a voice-mail message.

This section describes using the telephone voice-mail system to configure notifications for phone or numeric pagers only. You can also use the following tools to set up notifications for alphanumeric pagers and e-mail, (in addition to phones and numeric pagers):

Cisco Unity Express VoiceView Express—Use your IP phone to set up notifications for phones, alphanumeric pagers, or e-mail. See Personalizing Your Settings for more information.

Cisco Unity Express GUI—Use your PC to configure notifications for phones, alphanumeric pagers, or e-mail. Access the GUI using Microsoft Internet Explorer to connect to your Cisco Unity Express server, and log in using your alphanumeric user ID and password. Contact your system administrator if you do not know your server address, user ID, or password. See the online help for more information on using the GUI to configure notifications.

Accessing the Notification Menu


Step 1 Perform steps in "Accessing Cisco Unity Express by Phone" to reach the main voice-mail menu.

Step 2 Press 4 to access the Setup Options menu.

Step 3 In the Setup Options menu, press 2 to access Message Settings.

Step 4 Press 1 to configure message notification. The system tells you if notification is enabled and if so, for which devices it is enabled.


Choosing the Device to Notify


Step 1 In the Message Notification menu, press one of the following numbers to select the device to notify:

1—Pager

2—Home phone

3—Work phone

4—Cell phone

Step 2 After selecting the device you want to configure, you can select the following actions by number:

1

Enable message notification (if notification is off) or disable message notification (if message notification is on).

2

Hear current notification settings.

3

Change the notification phone number (the number of your phone or pager). Cisco Unity Express dials this number to send notification of newly-received voice-mail messages. See "Changing the Notification Phone Number" below.

4

Listen to the current notification schedule. Configure the time of day you want to receive notifications; for example, you may want to turn off notifications during the evening hours. See "Configuring the Notification Schedule" below.

5

Change notification preferences (have notifications sent for all messages, or urgent messages only). See "Changing Notification Preferences" below.



Changing the Notification Phone Number


Step 1 After pressing 3 in the Message Notification Menu to change the notification phone number, the system tells you if a phone number is currently assigned to the device (phone or pager).

If a phone number is already assigned, perform one of the following:

Press * to keep the current number.

Enter the digits of the new number and press #.

If a phone number is not yet assigned, enter the digits of the new number and press #.


Note You can only enter digits 1 to 9. You cannot enter pauses, breaks, or other special variables in the phone number.


Step 2 After entering the number:

If you entered a new number that is permitted by the voice-mail system, the system repeats the number.

If you entered a number that is not permitted by the system (such as a toll number), you receive an error message.

Press * to keep the number, or if you want a new number, enter it and press #.

Step 3 Press * to continue. The system tells you if extra digits are set. Extra digits are numbers that are sent by Cisco Unity Express after the phone or pager has answered its notification call; for example, you might use extra digits to reach a certain extension after dialing a main access number. To set extra digits, see "Setting Extra Digits" below. To exit, press *.


Setting Extra Digits

Extra digits are numbers that are sent by Cisco Unity Express after the phone or pager has answered its notification call; for example, you might use extra digits to reach a certain extension after dialing a main access number.


Step 1 If extra digits are set, the system plays the digits. If extra digits are not set, the system tells you this. Press 1 to set extra digits.

Step 2 Enter the extra digits and press #. To include a one-second pause, press *.

Step 3 The system plays the extra digits you entered. Press # to keep these digits, or return to Step_2.

Step 4 The system plays the extra digits you set.


Configuring the Notification Schedule

You can set up a notification schedule to turn notifications on or off for certain times of the day, certain days of the week, or every day. For example, you may want to turn off notifications at night. By default, notifications are active Monday through Friday from 8 a.m. to 5 p.m.

After pressing 4 in the Message Notification Menu to configure the time of day you want to receive notifications, press one of the following numbers:

1

Listen to the current notifications schedule. See "Listening to the Current Schedule" below.

2

Change the notification schedule for all days. See "Changing the Schedule for All Days" below.

3

Change the notification schedule for a specific day. See "Changing the Schedule for a Specific Day" below.


Listening to the Current Schedule


Step 1 After pressing 1 in the Notification Schedule Menu to listen to the current notifications schedule, enter one of the numbers below to choose the day:

1

Sunday

2

Monday

3

Tuesday

4

Wednesday

5

Thursday

6

Friday

7

Saturday


Step 2 If you have configured notification for at least a half hour of that day, the system plays the notification schedule. Enter a number to listen to the schedule for another day, or press * to exit and return to the Message Notification Menu.


Changing the Schedule for All Days

After pressing 2 in the Notification Schedule Menu to change the notification schedule for all days, perform the following steps:


Step 1 Enter the hour to start sending notifications. You must enter the time in two-digit format; for example, to choose 9:00, you would first enter "09."

Step 2 Press #.

Step 3 Depending on the number you entered, perform the following:

If you entered

Choose

0

Press 1 to start notifications at midnight.

Press 2 to start notifications at 12:30 p.m.

12

Press 1 to start notifications at midnight.

Press 2 to start notifications at 12:30 a.m.

Press 3 to start notifications at noon.

Press 4 to start notifications at 12:30 p.m.

1 - 11

Press 1 to start notifications on the hour in the morning.

Press 2 to start notifications on the half-hour in the morning.

Press 3 to start notifications on the hour in the evening.

Press 4 to start notifications on the half-hour in the evening.

12 - 24

Press 1 to start notifications on the hour in the evening.

Press 2 to start notifications on the half-hour in the evening.


Step 4 Enter the hour to stop sending notifications. You must enter the time in two-digit format; for example, to choose 9:00, you would first enter "09."

Step 5 Press #.

Step 6 Depending on the number you entered, perform the following:

If you entered

Choose

0

Press 1 to stop notifications at midnight.

Press 2 to stop notifications at 12:30 p.m.

12

Press 1 to stop notifications at midnight.

Press 2 to stop notifications at 12:30 a.m.

Press 3 to stop notifications at noon.

Press 4 to stop notifications at 12:30 p.m.

1 - 11

Press 1 to stop notifications on the hour in the morning.

Press 2 to stop notifications on the half-hour in the morning.

Press 3 to stop notifications on the hour in the evening.

Press 4 to stop notifications on the half-hour in the evening.

12 - 24

Press 1 to stop notifications on the hour in the evening.

Press 2 to stop notifications on the half-hour in the evening.


Step 7 If you enter a valid time, The system tells you the times you have selected for notifications. Press one of the following numbers:

1—Save the schedule. Then do one of the following:

Press 1 to set up an additional schedule. See Step 1.

Press # to stop adding schedules. The system notifies you that your schedule is set.

2—Change the schedule you just entered. See Step 1.


Changing the Schedule for a Specific Day

After pressing 3 in the Notification Schedule Menu to change the notification schedule for a specific day, perform the following steps:


Step 1 Enter one of the numbers below to choose the day:

1

Sunday

2

Monday

3

Tuesday

4

Wednesday

5

Thursday

6

Friday

7

Saturday


Step 2 Follow steps 1 through 7 in Changing the Schedule for All Days.


Changing Notification Preferences

You can change notification preferences to specify the types of messages about which you want to be notified. For example, you can have notifications sent for all messages, or urgent messages only.


Tip The ability to set notifications for all messages must be granted by your system administrator.



Step 1 After pressing 5 in the Message Notification Menu to configure notification preferences, the system tells you if notifications are set for all messages, or for urgent messages only.

If notifications are currently set for all messages, and you want to change this, press 1 to have notifications sent for urgent messages only.

If notifications are currently set for urgent messages only, and you want to change this, press 1 to have notifications sent for all messages.

Step 2 If the system allows you to change notification preferences for all messages, you receive a message that your preferences have been changed. If the system does not allow you to change notification preferences, you receive an error message. Press * to exit and return to the Message Notification Menu.


Using Distribution Lists

Use distribution lists to send a voice-mail message to more than one system user at the same time. Members of lists can be any of the following:

Users

Remote users

Blind addresses

Groups

General-delivery mailboxes

Other public lists

Other private lists


Note Private lists cannot be members of public lists. They can be members only of other private lists that you own.


To access distribution lists, you can:

Use your phone; see Accessing the Distribution Lists Menu below.

Use the Cisco Unity Express GUI. Access the GUI using Microsoft Internet Explorer to connect to your Cisco Unity Express server, and log in using your alphanumeric user ID and password. Contact your system administrator if you do not know your server address, user ID, or password.

Accessing the Distribution Lists Menu

To access the Distribution Lists Menu, perform the following steps:


Step 1 Perform steps in "Accessing Cisco Unity Express by Phone" to reach the main voice-mail menu.

Step 2 Press 4 to access the Setup Options menu.

Step 3 In the Setup Options menu, press 2.

Step 4 Press 4 to access voice-mail distribution lists.

In the Distribution Lists Menu, you can select the following actions by number:

1

Review your private distribution lists. See "Reviewing Your Private Distribution Lists" below.

2

Add or modify private distribution list members or recorded names. See "Adding a Private Distribution List" or "Modifying a Private Distribution List" below.

3

Delete a private distribution list. See "Deleting a Private Distribution List" below.

4

Review public distribution lists. See "Reviewing Public Distribution Lists" below.

5

Add or modify public distribution list members or recorded names. See "Adding a Public Distribution List" or "Modifying a Public Distribution List" below.

6

Delete a public distribution list. See "Deleting a Public Distribution List" below.



Configuring Private Distribution Lists

This section describes the following topics:

Reviewing Your Private Distribution Lists

Adding a Private Distribution List

Modifying a Private Distribution List

Deleting a Private Distribution List

Reviewing Your Private Distribution Lists


Step 1 In the Distribution Lists Menu, press 1 to hear a listing of your private distribution lists.

Step 2 Enter the list number (1 to 5) to hear the members of the list.

During list review, you can select the following actions by number:

3

Delete a member. Press during playback of member's name. Press 1 to confirm removal.

7

Repeat playback of previous member.

77

Rewind to beginning of list.

8

Pause playback.

9

Skip forward to next member.

99

Skip forward to final member of the list.



Adding a Private Distribution List


Step 1 In the Distribution Lists Menu, press 2.

Step 2 Enter the number of an empty, unconfigured list (1 to 5).

Step 3 Follow the instructions in "Modifying a Private Distribution List" below to add one or more members to the list, or to record a list name. The list is saved and you have created a new distribution list.


Modifying a Private Distribution List


Step 1 In the Distribution Lists Menu, press 2.

Step 2 Enter the list number (1 to 5).

Step 3 Select one of the following actions by number:

1

Add a member to the list. See "Adding a Member to a Private Distribution List" below.

2

Play names of current list members. See options in "Reviewing Your Private Distribution Lists" or press # to exit.

3

Remove a member. See "Removing a Member from a Private Distribution List" below.

4

Record name of list. See "Recording the Name of a Private Distribution List" below.



Adding a Member to a Private Distribution List


Step 1 In the Distribution Lists Menu, press 2 and select the list number.

Step 2 Press 1 to add a member.

Step 3 Enter the member name (default), or press ## to switch between addressing by name and addressing by number.

Step 4 Press # after each entry.

Step 5 Press # to add new member, or * to start a new search.

Step 6 If multiple member names are presented, choose the member by number.

Step 7 Press * to stop adding members.


Removing a Member from a Private Distribution List


Step 1 In the Distribution Lists Menu, press 2 and select the list number.

Step 2 Press 3 to delete a member.

Step 3 Select one of the following actions by number:

1

Play names of current list members and remove during playback. See options in "Reviewing Your Private Distribution Lists" section. Press # to exit.

2

Remove a list member by name or extension:

1. Enter the member name (default), or press ## to switch from addressing by name to addressing by number.

2. Press # after each entry.

3. Press 1 to remove the member.

4. If multiple member names are presented, choose the member by number.

5. Press * to start a new search.



Recording the Name of a Private Distribution List


Step 1 In the Distribution List Menu, press 2 and select the list number.

Step 2 Press 4 to record the list name.

Step 3 At the tone, record the list name.


Tip Record the number of the list and also the name.


Step 4 During recording, you can select one of the following actions by number:

1 or *

Stop recording. The recording is played back. Press 1 to rerecord, or * to keep the recorded name.

2

Save the recording. The recording is played back. Press 1 to rerecord, or * to keep the recorded name.



Deleting a Private Distribution List


Step 1 In the Distribution Lists Menu, press 3.

Step 2 Enter the list number (1 to 5), or press ## to switch from number entry to name entry. Spell the name of the distribution list. (Note: The name of the distribution list is the name that is configured in the Cisco Unity Express Graphical User Interface, not the spoken name that you created for the list following the steps in Recording the Name of a Private Distribution List.)

Step 3 If more than one list is found, choose the list number.

If only one list is found, press # to delete the list. Press * to start a new search.


Configuring Public Distribution Lists

This section describes the following topics:

Reviewing Public Distribution Lists

Adding a Public Distribution List

Modifying a Public Distribution List

Deleting a Public Distribution List

Reviewing Public Distribution Lists


Step 1 In the Distribution Lists Menu, press 4.

Step 2 Enter the list number of the list you want to review.

During list review, you can select the following actions by number:

3

Delete a member. Press during playback of member's name. Press 1 to confirm removal.

Note You must be an owner of a public distribution list or be assigned the Manage Public Lists privilege to delete list members. Contact your system administrator for more information.

7

Repeat playback of previous member.

77

Rewind to beginning of list.

8

Pause playback.

9

Skip forward to next member.

99

Skip forward to final member of the list.



Adding a Public Distribution List


Note You must be assigned the Manage Public Lists privilege to add a public distribution list. Contact your system administrator for more information.



Step 1 In the Distribution Lists Menu, press 5.

Step 2 Enter the number of an empty, unconfigured list (1 to 5).

Step 3 Follow the instructions in "Modifying a Public Distribution List" below to add one or more members to the list, or to record a list name. The list is saved and you have created a new distribution list.


Modifying a Public Distribution List


Note You must be an owner of a public distribution list or be assigned the Manage Public Lists privilege to modify the list. Contact your system administrator for more information.


Adding a Member to a Public Distribution List


Step 1 In the Distribution Lists Menu, press 5 and select the list number.

Step 2 Press 1 to add a member.

Step 3 Enter the member name (default), or press ## to switch from addressing by name to addressing by number.

Step 4 Press # after each entry.

Step 5 If multiple member names are presented, choose the member by number.

Step 6 Press # to stop adding members.


Removing a Member from a Public Distribution List


Step 1 In the Distribution Lists Menu, press 5 and select the list number.

Step 2 Press 3 to delete a member.

Step 3 Select one of the following actions by number:

1

Play names of current list members and remove during playback. See options in "Reviewing Public Distribution Lists" section. Press # to exit.

2

Remove a list member by name or extension:

1. Enter the member name (default), or press ## to switch from addressing by name to addressing by number.

2. Press # after each entry.

3. If multiple member names are presented, choose the member by number.



Recording the Name of a Public Distribution List


Step 1 In the Distribution Lists Menu, press 5 and select the list number.

Step 2 Press 4 to record the list name.

Step 3 At the tone, record the list name.


Tip Record the number of the list and also the name.


Step 4 During recording, you can select one of the following actions by number:

1 or *

Stop recording. The recording is played back. Press 1 to rerecord, or * to keep the recorded name.

2

Save the recording. The recording is played back. Press 1 to rerecord, or * to keep the recorded name.



Deleting a Public Distribution List


Note You must be an owner of a public distribution list or be assigned the Manage Public Lists privilege to delete the list. Contact your system administrator for more information.



Step 1 In the Distribution Lists Menu, press 6.

Step 2 Enter the list number (1 to 5), or press ## to switch from number entry to name entry. Spell the name of the distribution list.

Step 3 If more than one list is found, choose the list number.

If only one list is found, press # to delete the list. Press * to start a new search.


Changing Your Password

To change your voice-mail password, perform the following steps:


Step 1 Perform steps in "Accessing Cisco Unity Express by Phone" to reach the main voice-mail menu.

Step 2 Press 4 to access the Setup Options menu.

Step 3 Press 3 to access your personal settings.

Step 4 Press 1 to change your password.

Step 5 Enter your new password. Press # when done.

Step 6 Enter your new password again to confirm, and press #.


Note You can also change your password using the Cisco Unity Express Graphical User Interface (GUI). Access the GUI using Microsoft Internet Explorer to connect to your Cisco Unity Express server, and log in using your alphanumeric user ID and password. Contact your system administrator if you do not know your server address, user ID, or password.



Changing Your Recorded Name

To change your recorded name, or the name that identifies you to callers, perform the following steps:


Step 1 Perform steps in "Accessing Cisco Unity Express by Phone" to reach the main voice-mail menu.

Step 2 Press 4 to access the Setup Options menu.

Step 3 Press 3 to access your personal settings.

Step 4 Press 2 to change your recorded name.

Step 5 To record a new name, wait for the tone and say your first and last name. When done, press #.

Step 6 Your newly recorded name plays. Press * to keep it, or to rerecord, wait for the tone and say your first and last name. When done, press #.


What to Do When Receiving Notifications by Phone

When you receive a call from Cisco Unity Express notifying you of a voice-mail message, you can:

Enter 1 to turn off voice-mail notification to this phone number. If you disable notification, the system sends you a voice-mail message to tell you that notification has been turned off.

Enter your extension and PIN to check your voice-mail messages. (This feature must be enabled by your system administrator.)

Receiving Voice-Mail Messages in Your E-mail


Note This feature is not available on all systems. Contact your system administrator for more information.


You can set up Cisco Unity Express to deliver your voice-mail messages to an e-mail program. You must use a standard Internet Message Access Protocol (IMAP) e-mail client. Your voice-mail messages will be sent to your e-mail program as an e-mail file attachment in .wav file format. The file can be played with a media player such as Microsoft Windows Media Player.

The following e-mail programs are supported:

IBM Lotus Notes (6.5, 6)

Microsoft Outlook (2003, 2002, 2000)

Microsoft Outlook Express 6.0

Downloading Voice-Mail Messages

You will need to see the documentation for your e-mail program for instructions on how to set up your program to retrieve IMAP messages.

Cisco Unity Express voice-mail messages are downloaded to a folder called "Inbox." If you are having problems retrieving voice-mail messages, check the following:

If you receive an "Authentication Failed" error—Be sure you are using the correct user ID and password to access your Cisco Unity Express account.

If you receive a "Password Expired" error—Your password is expired and you must change it. You must log in to the Cisco Unity Express graphical user interface system to change your password.

If you receive an "Authorization Failed" error—You do not have the proper privileges to retrieve your voice-mail messages using e-mail. Contact your system administrator for assistance.

After Receiving Voice-Mail Messages

After you receive voice-mail messages in your e-mail, you can perform the following actions:

Listen to messages—Typically, you can double-click the .wav file message attachment to listen to it.

Change the status of a message—Mark a message as "read" or "unread."

Delete messages—Marks a message as "deleted" in your inbox, which also moves it into the deleted messages portion of your voice-mail system. Logging out of your e-mail client removes all deleted messages in your e-mail mailbox.


Note Deleted messages must be purged to entirely remove the message from your system.


Undelete messages—Changes the state of a message from "deleted" to "saved" and removes it from the deleted message storage space. As long as deleted messages have not been purged, you can undelete them.

Purge deleted messages—Removes deleted messages from your e-mail client and server.

Updating the status of a message in your e-mail program also updates the message status on the voice-mail system. For example, marking a message as "Read" on your e-mail client will mark the message as saved on the telephone voice-mail system, and turn off your message-waiting indicator light on your phone if you have no other new messages.


Note Not all of these actions may be supported by your e-mail program; see your e-mail program documentation for more information.


Private Voice-Mail Messages

You can only download the headers, or summaries, of voice-mail messages to you that have been marked "Private" by the sender. You must dial in to the voice-mail system to listen to the body of the private voice-mail message.


Caution Do not delete a private message from your Inbox on your computer before listening to it. Deleting the message in your e-mail client deletes the actual voice-mail message from the system and you will not be able to listen to it.

Broadcast Messages

You can only download broadcast messages that you have previously listened to and saved through the telephone voice-mail system. New broadcast messages are not downloaded to your e-mail program.

Accessing Cisco Unity Express Using Your Cisco Unified IP Phone and VoiceView Express

This section provides information about using VoiceView Express and the buttons and soft keys on your Cisco Unified IP phone to browse, listen, and manage voice-mail messages in your personal voice mailbox.

Use any of the following buttons at any time while using VoiceView Express:

Keypad

Press numbers to choose corresponding menu items. To enter multiple-digit numbers, press the first and subsequent numbers in quick succession.

Press keys to enter data and special characters. Each key represents one or more alphanumeric characters. Continue to press the key to select the desired alphanumeric character from the subsequent menu.

Navigation button

Scroll through menus and highlight menu items. Use in conjunction with soft keys to activate functions for a highlighted item.

Services button

Access or exit VoiceView Express.


Soft keys engage the functions displayed as tabs on the LCD screen of your Cisco Unified IP phone. The following functions can be available at any time while using VoiceView Express, depending on which VoiceView Express window or menu appears. Activate the soft key function by pressing the corresponding soft key button.

<< 

Navigate to edit characters. Use the backspace soft key to erase digits that were entered incorrectly.

Back

Discard not yet executed operations or unsaved choices and display the previously viewed menu or window.

Cancel

Discard not yet executed operations or unsaved choices.

Logout

(Personal Mailbox window only) Exit the VoiceView Express feature.

More

Display additional soft keys.

OK

Confirm receipt of a displayed message and display the next menu or window.

Select

Accept a choice and display the next menu or window.


Personal Mailbox Menu

The Personal Mailbox menu appears only after you successfully log in to VoiceView Express. Using the Personal Mailbox menu, you can perform any of the following tasks:

Open your inbox to list and manage your voice-mail messages.

Send a voice-mail message to one or more recipients.

Display the My Options menu for personalizing settings.

Open general delivery mailboxes to which you subscribe.

Send a broadcast message, only if you have broadcast or local-broadcast privileges.

Log out to terminate the VoiceView Express session.

Logging In To VoiceView Express


Tip If your voice mailbox has not been initialized and you do not have a PIN, you cannot log in to VoiceView Express. To enable access to VoiceView Express, first call your voice mailbox from your own phone extension and set up your voice mailbox using the voice-mail system telephone user interface. For more information, see Accessing Cisco Unity Express by Phone.


To log in and display the Personal Mailbox menu:


Step 1 Depending on how your system is configured, perform one of the following actions to display the VoiceView Express Login window on a Cisco Unified IP phone:

Press Services; then from the Services menu, choose VoiceView Express and press Select.

Press Services.

Press the VoiceView Express soft key.

Press the VoiceView Express line button.

Step 2 If the Personalization Wizard window appears, press OK to continue, then:


Tip The Skip function is available while using the wizard. Press the Skip soft key to display the next window.


To listen to your recorded name, choose Listen and press Select.

To record your recorded name, choose Record. Press Select, say your name, then press Stop.

To listen to your standard greeting, choose Listen and press Select. The greeting plays.

To record a personalized standard greeting, choose Record. Press Select, say your greeting, then press Stop.

To change your PIN, choose Change to display the Change PIN window. Use the keypad to enter a new PIN. Choose Confirm and use the keypad to enter your new PIN again. Press Submit.

Step 3 When the VoiceView Express Login window appears:


Caution Always use the navigation button on your Cisco Unified IP phone to choose the PIN field before using the keypad to enter your PIN. If you enter your PIN before choosing the PIN field, your PIN will appear in clear text in the Mailbox ID field.

If you are using your Cisco Unified IP phone, choose PIN. Use the keypad to enter your PIN, then press Submit.

If you are a using a different Cisco Unified IP phone, press << to erase the Mailbox ID. Use the keypad to enter your Mailbox ID. Choose PIN, use the keypad to enter your PIN, then press Submit.

If you are logging in after a failed login attempt, press Login. Choose PIN, use the keypad to enter your PIN, then press Submit.

Step 4 If your voice mailbox is full or almost full, press OK and if necessary, delete messages now.

Step 5 If your voice mailbox contains a broadcast message, press Listen to play the message.

Step 6 If your voice mailbox contains an expired message, press Listen, Save, or Delete for each expired message.

The Personal Mailbox menu appears.


Logging In if Your PIN Has Expired

To log in if the PIN Expired window appears:


Step 1 Press OK to accept the message about your expired PIN.

Step 2 On the Change PIN window, use the keypad to enter a new PIN.

Step 3 Choose Confirm and use the keypad to enter your new PIN again.

Step 4 Press Submit. The Login window appears. See "Logging In To VoiceView Express" section.


Retrieving and Sending Messages

The section contains the following information:

"Information About Soft Keys for Voice-Mail Messages" section

"Listening to Messages" section

"Replying to a Message" section

"Forwarding a Message" section

"Sending Messages" section

Information About Soft Keys for Voice-Mail Messages


Tip To display additional soft keys, press the More soft key.


While listening to a message, you can press any of the following soft keys:

End

Jump to end of message.

F.Fwd

Go forward 3 seconds.

Pause

Pause or restart message.

Rewind

Restart message or go back 3 seconds.


After listening to a message, you can press any of the following soft keys:

Delete

Mark message as "deleted." Message is permanently deleted when you exit VoiceView Express.

FwdMsg

Forward message to another voice mailbox. Not available for all messages.

Home

Display Personal Mailbox menu.

Listen

Play message again.

MrkNew

Mark message as "new."

NxtMsg

Display information about the message listed just below this message on page.

PrevMsg

Display information about the message listed just above this message on page.

Reply

Switch on the microphone and begin recording message. Not available for all messages.

Re-Send

Send a Nondelivery Receipt (NDR) message again.

Save

Save message.



Tip See "Managing Your Inbox" section to modify the order and type of messages listed in your inbox.


If your inbox contains more than 32 messages, you can press one of the following soft keys to view additional pages of messages:

Home

Display Personal Mailbox menu.

Next Pg

Display the next page of inbox.

Prev Pg

Display the previous page.


Listening to Messages

To open your inbox and listen to voice-mail messages:


Step 1 Perform steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose Inbox and press Select.

Step 3 Choose a message and press Select.

Step 4 Press Listen.


Replying to a Message

To reply to a message immediately after listening to the message:


Step 1 To reply to a message after listening to a voice-mail message, press Reply.

Step 2 Say your message, then press Stop. The Send Message menu appears.

Step 3 To send immediately after recording the message, press Send; otherwise, choose any of the following and press Select:

Listen to Recorded Message—Play message to be sent.

Record Again—Switch on the microphone and begin recording. Say your message, then press Stop.

Edit Recipients—Return to Recipient List menu where you can add or remove recipients.

Mark as Urgent—Mark or unmark message to be sent.

Mark as Private—Mark or unmark message to be sent.

Message Delivery Time—Display Send Message menu. See "Specifying Delivery Time" section to schedule delivery of message to be sent.

Forwarding a Message

To forward a message with or without recording an introduction:


Step 1 To forward a message after listening to a voice-mail message, press FwdMsg.

Step 2 Address message by number or (optional) press Name to open the Address by Name window, then:

To address by number, use the keypad to enter the exact number for the recipient. For extensions at remote locations, enter the location ID before the extension number.

To address by name, use the keypad to enter the recipient's name or partial name to search for matching names.

Step 3 Press Submit. The Matching Address menu appears.

Step 4 Choose the desired address and press Add to build a recipient list.

Step 5 After adding an address, press any of the following soft keys:

AddMore—Return to Address by Number window to add additional addresses to the recipient list.

Remove—Remove address from list. You cannot empty the list by removing the only recipient.

Cancel—Cancel operation.

Done—Display the Send Message menu.

Step 6 To send immediately after recording the message, press Send; otherwise, choose any of the following and press Select:

Listen to Introduction—Play recorded introduction for message to be sent.

Record Introduction—Switch on the microphone and begin recording. Say your message, then press Stop.

Edit Recipients—Return to Recipient List menu where you can add or remove recipients.

Mark as Urgent—Mark or unmark message to be sent.

Mark as Private—Mark or unmark message to be sent.

Message Delivery Time—Display Send Message menu. See "Specifying Delivery Time" section to schedule delivery of message to be sent.


Sending Messages

To record and send a voice-mail message:


Step 1 Perform steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu: Choose Send Message and press Select.

Step 3 Address message by number or (optional) press Name to open the Address by Name window, then:

To address by number, use the keypad to enter the exact number for the recipient. For extensions at remote locations, enter the location ID before the extension number.

To address by name, use the keypad to enter the recipient's name or partial name to search for matching names.

Step 4 Press Submit. The Matching Address menu appears.

Step 5 Choose the desired address and press Add to build a recipient list.

Step 6 After adding an address, press any of the following soft keys:

AddMore—Return to Address by Number window to add additional addresses to the recipient list.

Remove—Remove address from list. You cannot empty the list by removing the only recipient.

Cancel—Cancel operation.

Record—Switch on the microphone and begin recording. Say your message, then press Stop. The Send Message menu appears.

Step 7 To send immediately after recording the message, press Send; otherwise, choose any of the following and press Select:

Listen to Recorded Message—Play message to be sent.

Record Again—Switch on the microphone and begin recording. Say your message, then press Stop.

Edit Recipients—Return to Recipient List menu where you can add or remove recipients.

Mark as Urgent—Mark or unmark message to be sent.

Mark as Private—Mark or unmark message to be sent.

Message Delivery Time—Display Send Message menu. See "Specifying Delivery Time" section to schedule delivery of message to be sent.


Specifying Delivery Time


Tip The item number for each hour is the corresponding designator in 24-hour clock format. For example, "17" is the item number for 5 p.m. The item number for each minute is 1 to 59 and 60, where "60" is the item number for zero minutes.


To specify the delivery time for a voice-mail message to be sent:


Step 1 To send this message immediately, choose Immediately and press Select; otherwise, choose one of the following and press Select:

Later Today—Display the Message Delivery Time menu for sending this message at a specified time later on the same day; then: Choose the hour and press Select. Choose the minute and press Select.

Tomorrow—Display the Message Delivery Time menu for sending this message at a specified time tomorrow; then: Choose the hour and press Select. Choose the minute and press Select.

Message Delivery Time—Display the Message Delivery Time menu for sending this message at a future date and time, up to one year from now; then: Choose the month and press Select, choose the date and press Select, choose the hour and press Select, then choose the minute and press Select.

Step 2 When the Send Message menu appears with the modified date and time displayed under the "Message Delivery Time," press Send.


Managing Your Inbox

Messages in your inbox are listed on message pages. Messages are sorted by default in the following order:

New Urgent (NU)

New (N)

Saved (S)

Messages within each category are sorted in the order received. Only 32 messages are listed on a page at a time. When there are more than 32 messages in your inbox, additional message pages are required. Message numbering restarts with 1 on each subsequent page so messages on each page are numbered 1 to 32.


Note Changes to sort order and filters apply to your inbox during the current VoiceView Express session only.


Changing the Sort Order of Your Inbox

To change the sort order of messages in your inbox:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose Inbox and press Select.

Step 3 Press More, then press Sort to display the Voice Mail Sort menu.

Step 4 Choose a sort order and press Select to display your inbox, which is sorted in the new order.


Filtering Messages in Your Inbox

To view a list of all messages of a single category in your inbox:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose Inbox and press Select.

Step 3 Press More, then press List to display the Voice Mail List Type menu.

Step 4 Choose a message type.


Tip All messages—Lists all messages, sorted according to your desired sort order. See "Changing the Sort Order of Your Inbox" section to change the sort order of your inbox.


Step 5 Press Select to display your inbox, which lists only the messages of the specified type.


Personalizing Your Settings

This section contains the following information:

"Managing Your Greetings" section

"Managing Message Settings" section

"Changing Your PIN" section

"Recording Your Name" section

"Configuring Your Zero-out Number" section

Managing Your Greetings

Greetings are messages that callers hear when they reach your voice mail.

Standard Greeting—Normal greeting that callers hear. This can be either the default greeting or a personalized greeting that you have recorded and chosen as your standard greeting.

Alternate greeting—Special greeting that is recorded by you and is turned on or off using the Greetings menu.

To manage your greetings:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose My Options and press Select.

Step 3 From the My Options menu, choose Greetings and press Select.


Tip On the Greetings menu, "(Active)" appears next to the greeting that callers hear when they reach your voice mailbox.


Step 4 From the Greetings menu, choose Standard or Alternate and press Select, then:

To listen to the greeting, choose Listen and press Select. The greeting plays.

To rerecord the greeting, choose Record. Press Select, say your greeting, then press Stop.

To activate a greeting and automatically deactivate the other greeting, choose Activate and press Select.


Managing Message Settings

The Message Notification feature allows the voice-mail system to inform you of new voice mail, based on preference and schedule, by calling a phone or numeric pager, or by creating and sending a text message to a text pager or an e-mail address. The types of messages for which notifications can be sent is configured by the system administrator.


Note Not all menu items are valid for all users. If you receive a "message notification is disabled" message while attempting to perform this procedure, this feature is disabled.


To edit or configure message notification settings:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose My Options and press Select.

Step 3 From the My Options menu, choose Message Settings and press Select.

Step 4 From the Message Settings menu, choose Message Notifications and press Select.

Step 5 Choose the notification device to be configured and press Select.

Step 6 From the device menu, choose any of the following and press Select:

Turn Off (On) Notifications—Disable or enable the sending of notifications to this device.

Edit Number—Display the Edit Number window for editing the number of a phone based notification device, then:


Tip The characters permitted in Number are 0-9. Include any numbers required to access an outside line in the number field. Removing the phone number by leaving it blank will automatically disable this device.


On the Edit Number window, press << to erase the digits to be changed. Use the keypad to enter the new number. Press Submit.

Extra Digits—Display the Edit Extra Digits window for changing or configuring extra digits to be dialed after this phone based device answers, then:


Tip The characters permitted in extra digits are 0-9, #, *, and to insert a pause, a plus sign (+). Up to 64 characters are permitted.


Press << to erase the digits to be changed, if required. Use the keypad to enter an extra digit. To enter a plus sign (+), press # and continue to press # to choose "+" from the subsequent menu. Repeat for each extra digit to be added, then press Submit.

Notification Preference—Display the Notification Trigger menu for editing the notification preferences for this device; then: Choose the desired trigger and press Select. If the specified trigger is not allowed, an error message appears.

Notification Schedule—Display the Notification Schedule menu. See "Editing the Notification Schedule" section to use the Notification menu for a device.

If the notification device is a text pager or an e-mail device, choose any of the following additional items from the device menu and press Select:

Edit E-mail Address—Display the Edit Number window, then: (Optional) Press << to erase the portion of the address to be changed. Use the keypad to enter the address. To enter a hyphen (-), underline (_), or period (.), press 0 and continue to press 0 to choose the desired character from the subsequent menu. To enter the at symbol (@), press * and continue to press * to choose@ from the subsequent menu. Repeat for each alphanumeric character to be added, then press Submit.

Attach Voice Message Yes (No)—Enable or disable the Attach Voice Message feature for notifications. This item is for e-mail only.

Edit Text—Add or edit text be added to the body of a notification. Press << to erase the portion of the text to be changed. Use the keypad to enter the new text, then press Submit.


Editing the Notification Schedule


Tip The item number for each hour is the corresponding designator in 24-hour clock format. For example, "17" is the item number for 5 p.m.


To use the Notification Schedule menu for a device:


Step 1 From the Notification Schedule menu, choose one of the following and press Select:

View Current Schedule—View the weekly notification schedule for this device.

Edit a Particular Day—Modify parameters for a to-be-specified day of the week. Choose the day of the week to be modified and press Select.

Edit for all days—Modify parameters for all days.

Edit for the weekdays—Modify parameters for Monday to Friday only.

Step 2 To designate start and stop time for enabling or disabling notification, choose Enable time range or Disable time range and press Select, then:

a. Choose the hour for starting the desired action and press Select.

b. Choose one of the following and press Select.

1—Perform the action on the hour

2—Perform the action on the half hour

c. Choose the hour for stopping the desired action and press Select. The Stop time must occur after the specified Start time, between 12 a.m. and 11:59 p.m. on the same calendar day.

d. Choose one of the following and press Select.

1—Perform the action on the hour

2—Perform the action on the half hour

e. When the "Schedule changed successfully" message appears, press Ok to return to the device menu.

Step 3 To enable or disable notifications for an entire calendar day, from 12 a.m. to 11:59 p.m., choose Enable whole days or Disable whole days and press Select.

Step 4 When the "Schedule changed successfully" message appears, press Ok to return to the device menu.


Changing Your PIN

To change your PIN:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose My Options and press Select.

Step 3 From the My Options menu, choose Personal Settings and press Select.

Step 4 From the Personal Settings menu, choose Change PIN and press Select to display the Change PIN window.

Step 5 Use the keypad to enter your new PIN.

Step 6 Choose Confirm.

Step 7 Use the keypad to enter your new PIN again, then press Submit.

Step 8 When "Your new PIN is now active" appears, press Ok.


Recording Your Name

To record your recorded name:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose My Options and press Select.

Step 3 From the My Options menu, choose Personal Settings and press Select.

Step 4 From the Personal Settings menu, choose Change Recorded Name.

Step 5 Press Select to display the Recorded Name menu, then:

To listen to your recorded name, choose Listen and press Select.

To record a new recorded name, choose Record. Press Select, say your name, then press Stop.


Configuring Your Zero-out Number

A zero-out number is the number to which the incoming call is redirected if the caller presses 0 after reaching your voice mailbox.

To add or modify your zero-out number:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose My Options and press Select.

Step 3 From the My Options menu, choose Zero Out Number and press Select. The Zero Out Number window appears.

Step 4 (Optional) Press << to erase the digits to be edited.

Step 5 Use the keypad to enter the zero-out number, then press Submit.


Logging In to General Delivery Mailboxes


Note This section is applicable only if you subscribe to one or more General Delivery Mailboxes.


To log in to a general delivery mailbox:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose General Delivery Mailboxes and press Select. The General Delivery Mailboxes menu with all general delivery mailboxes to which you subscribe appears.

Step 3 Choose the desired mailbox and press Select.


Administering Broadcast Messages


Note The "Administer Broadcast Msgs" item is listed in your Personal Mailbox menu only if you have broadcast or local-broadcast privileges.


This section contains the following information:

"Sending Broadcast Messages to a Local Location or All Locations" section.

"Sending Broadcast Messages to Select Locations" section.

"Specifying Start or End Time" section.

Sending Broadcast Messages to a Local Location or All Locations


Note Not all menu items are available for all users. Items in the Send Broadcast Message menu correspond to your broadcast privileges. If you receive a "networking messaging is disabled" message, networking messaging is disabled.


To record and send a broadcast message to a local location or all locations:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose Administer Broadcast Msgs and press Select. The Send Broadcast Messages menu appears. Choose Local Location or All Locations.

Step 3 To record your message, press Select, say your message, then press Stop. The Send Broadcast Message window appears. To cancel recording, press Stop immediately, then press Cancel.

Step 4 Review start and end time for the broadcast message, then press Cancel to cancel the message or press OK to display the Send Broadcast Message menu.

Step 5 To send the message immediately, press Send; otherwise, choose any of the following and press Select:

Listen to Recorded Message—Play message to be sent.

Record Again—Switch on the microphone and begin recording. Say your message, then press Stop.

Review Start & Stop Time—Display window, then press Cancel to cancel the message or press OK to accept the start and end time for the broadcast message.

Set Start Time—Display the Set Start Time menu. See "Specifying Start or End Time" section to modify the start time.

Set End Time—Display the End Time menu. See "Specifying Start or End Time" section to modify the end time.


Sending Broadcast Messages to Select Locations


Note Not all menu items are valid for all users. If you receive a "Networking messaging is disabled" message, this feature is disabled.


To record and send a broadcast message to select locations:


Step 1 Perform the steps in "Logging In To VoiceView Express" section to display the Personal Mailbox menu.

Step 2 From the Personal Mailbox menu, choose Administer Broadcast Msgs and press Select. The Send Broadcast Messages menu appears.

Step 3 Choose Select Locations.

Step 4 Address message by location ID number or (optional) press Name, then:

To address by location ID, use the keypad to enter the exact location ID number.

To address by location name, use the keypad to enter the location name or partial location name to search for matching names. Each key represents one or more characters. Continue to rapidly press the key to select the desired letter from the menu.

Step 5 Press Submit. The Matching Address menu appears.

Step 6 Choose the desired address and press Add to build a recipient list.

Step 7 After adding an address, press any of the following soft keys:

AddMore—Return to Address by Number window and add another address to the recipient list.

Remove—Remove address from list. You cannot empty the list by removing the only recipient.

Cancel—Cancel operation.

Record—Switch on the microphone and begin recording. Say your message, then press Stop. To cancel recording, press Stop immediately, then press Cancel.

Step 8 After recording the message, review start and end time for the broadcast message. Press Cancel to cancel the message or press OK to display the Send Broadcast Message menu.

Step 9 To send the message immediately, press Send; otherwise, choose one of the following and press Select.

Listen to Recorded Message—Play message to be sent.

Record Again—Switch on the microphone and begin recording. Say your message, then press Stop.

Edit Recipients—Return to Recipient List menu where you can add or remove recipients.

Review Start & Stop Time—Display window, then press Cancel to cancel the message or press OK to accept the start and end time for the broadcast message.

Set Start Time—Display the Set Start Time menu. See "Specifying Start or End Time" section to modify the start time.

Set End Time—Display the Set End Time menu. See "Specifying Start or End Time" section to modify the end time.


Specifying Start or End Time

To specify a start or end time for a broadcast message to be sent:


Step 1 From the menu, choose one of the following and press Select. After you make your selection and perform any additional required steps, the Send Broadcast Message window will appear.

Immediately—Start or end this message immediately.

Later Today—Display the menu for starting this message at a specified time later on the same day; then: Choose the hour and press Select. Choose the minute and press Select.

Tomorrow—Display the next menu for starting this message at a specified time tomorrow; then: Choose the hour and press Select. Choose the minute and press Select.

Select Start Time—Display the next menu for starting this message at a future date and time, up to one year from now; then: Choose the month and press Select. Choose the date and press Select. Choose the hour and press Select. Choose the minute and press Select. This item is on the Set Start Time menu only.

Select End Time—Display the next menu for ending this message at a future date and time, up to one year from now; then: Choose the month and press Select. Choose the date and press Select. Choose the hour and press Select. Choose the minute and press Select. This item is on the Set End Time menu only.

Indefinitely—Enable this broadcast message to be available forever. This item is on the Set End Time menu only.

Step 2 Review start and end time for the broadcast message, then press Cancel to cancel the message or press OK to display the Send Broadcast Message menu.

Step 3 To send the message with specified start and end time, press Send. "Message Sent" appears. Press OK.