Repartee for Windows 2000 User Guide

Repartee® for Windows® 2000

User Guide © 2002-2003 Active Voice LLC To access your mailbox by phone All rights reserved. Second edition 2003. 1. Call the voice messaging system. ActiveFax, PhoneBASIC, Repartee, TeLANophy, View- Call, ViewFax, and ViewMail are trademarks of Active From inside your organization, dial ______Voice, LLC. From outside your organization, dial ______All other brands and product names used in this document are trademarks of their respective owners. 2. When the system greets you, enter: Licensed under one or more of the following patents: U.S. Nos. 4,994,926; 5,291,302; 5,459,584; 4,696,028; Personal ID ______4,809,321; 4,850,012; 4,922,526; 4,935,958; 4,955,047; 4,972,469; 4,975,941; 5,020,095; 5,027,384; 5,029,196; 5,099,509; 5,109,405; 5,148,478; 5,166,974; 5,168,519; Security code ______5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401; 5,181,243; 5,724,408; and Canadian No. 1329852. To access your mailbox by computer

Active Voice, LLC 1. Start Mailbox Manager. Seattle, Washington U.S.A. 2. On the Connect dialog box, enter: www.activevoice.com Host name______

Extension ______

Security code ______

For assistance, call______Contents

Introduction ii Changing call screening options...... 33 Using speech recognition 55 Changing call holding options...... 35 Setting up your mailbox ...... iv Changing message delivery options...... 36 Accessing your mailbox...... 56 Creating groups ...... 38 Checking voice messages...... 57 Checking and leaving messages 1 Changing groups ...... 40 Checking e-mail messages ...... 58 Leaving messages ...... 59 Checking new messages...... 2 Sending and receiving faxes 43 Saying numbers, times, or dates...... 60 Leaving a message by phone...... 4 Sending a message by computer ...... 6 Sending faxes by computer ...... 44 Using ViewCall Plus 61 Leaving a group message by phone...... 8 Receiving faxes ...... 46 Sending a group message by computer*...... 9 Changing fax setup...... 48 Screening and managing calls ...... 62 Reviewing messages...... 10 Tracking calls ...... 64 Redirecting a message ...... 12 Using e-mail integration 49 PhoneBASIC ...... 65 Modifying a message...... 14 Checking e-mail by phone ...... 50 Canceling a message ...... 16 Using quick message actions Entering your e-mail password ...... 51 Archiving a message...... 18 and shortcuts 67 E-mail password charts ...... 52 Changing your mailbox setup 21 Changing your e-mail setup options ...... 53 Quick message actions ...... 68 Receiving e-mail by fax ...... 54 Shortcuts ...... 69 Working with the Mailbox Manager...... 22 System menus ...... 72 Changing your security code ...... 24 Changing your recorded and spelled names ..... 25 Index 75 Changing your greetings...... 26 Playback options...... 29 Changing call transfer options ...... 31

▲ i Introduction

Welcome to Repartee® for conversation. This conversation Checking e-mail by phone Windows® 2000, a simple yet powerful leads you through all of your options Depending on the options installed, you voice messaging system that can greet with easy, yes-and-no questions. Just may be able to use text-to-speech tech- your callers and record your messages. press 1 for Yes, 2 for No. nology to listen to your e-mail messages Shortcuts To perform routine by phone. You can reply, archive, redi- On the phone tasks quickly, you can enter a rect, or delete any e-mail message by sequence of numbers in advance of phone. See “Using e-mail integration,” The voice messaging system lets you the conversation questions or menus. on page 49 for details. control how your mailbox receives messages and plays them back. You can Help When the system conversa- change these settings whenever you like, tion asks you a question, press 3 to Speaking commands from any phone. The phone options hear a Help menu of options. Depending on the options installed, you consist of: may be able to give the system com- Menu conversation The menu Receiving faxes mands by speaking instead of pressing conversation leads you quickly to ® touchtone keys. your destination. You will hear a With ActiveFax , your faxes are included menu of options. Press the number with your voice messages. You can If your system includes speech recogni- associated with the option to perform deliver your faxes to a fax machine by tion, simply respond to prompts with a particular task. The voice messag- using any phone. See “Sending and short phrases in your normal speaking ing system’s menu options are dia- receiving faxes,” on page 43 for details. voice. You can speak a command at any grammed on page 72. time. For example, say “Check new messages” or “setup options.” 1 for Yes, 2 for No® If you prefer, Or, if desired, you can press a touchtone ask your system manager to set your key at any time. See “Using speech rec- mailbox for the 1 for Yes, 2 for No ognition,” on page 55 for details. ii ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE On the computer ViewMail for Lotus® Notes® Help You can access all of your voice mes- For more detailed information about You can use the Mailbox Manager pro- sages, faxes, and e-mail messagesin any of these programs, see the gram to change your mailbox setup from your Lotus Notes Inbox. Online Help system for the program. your desktop computer. Press F1 or use the Help menu. ViewFax® If your system has TeLANophy®, you can You can send, receive, and redirect manage all types of messages and phone faxes from your desktop computer. calls visually on your desktop computer. TeLANophy is a suite of unified messag- ViewCall® Plus ing and call management programs. All of your inbound and outbound TeLANophy consists of: calls can be managed visually from your desktop computer. With ViewMail® PhoneBASIC®, you can customize All of your voice and fax messages are your call control by integrating View- brought together in one window with Call Plus with other programs, such ViewMail. You can access and priori- as Microsoft’s Office® suite. tize your messages and respond to them by computer. E-mail integration You can access all of your voice, fax, ViewMail for Microsoft® and e-mail messages in your e-mail Messaging mailbox. Using text-to-speech tech- You can access all of your voice mes- nology, you can hear your e-mail by sages, faxes, and e-mail messagesin phone. You can also send e-mail mes- your Microsoft Inbox, whether you sages to any fax machine. are using Exchange, Outlook, or the Windows Messaging Inbox.

INTRODUCTION ▲ iii Setting up your mailbox

First, fill in the blanks on the inside front The system will ask you a few simple To set up your mailbox cover of this guide and perform the pro- questions to record your name, spell cedure “To access your mailbox by your name (if required), record 1 Access your mailbox (see inside front phone.” This makes your mailbox ready a personal greeting, and set your cover). to use and enrolls you on the system as a security code. 2 Answer the system questions. Press 1 subscriber. Your system manager has assigned you for Yes, 2 for No. If you are not sure, a personal ID. As soon as you hear the press 2. You can always change the system greeting, enter your personal ID. option later. This tells the system who you are and 3 When the system tells you that your allows you to check messages or leave mailbox is set up, press 1 to confirm messages. your settings. You should also set a security code that TIP only you know. This prevents someone else from hearing your messages. You To exit the system quickly, can change your security code as often press ✱ three or more times. Or as you like. hang up and the system will exit automatically after a few seconds. After you have set up your mailbox by phone, you can use TeLANophy. Con- tact your system manager to install the TeLANophy programs on your computer.

iv ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Checking and leaving messages

Depending on your system, you can use a phone or computer to: • Check new messages • Leave a message to one or more subscribers or guests • Leave a message to a group • Review messages • Redirect a message • Modify or cancel a message after leaving it • Archive a message

▲ 1 Checking new messages

Checking new messages To check new messages Optional playback features* by phone by phone The system manager can set up special New messages are messages that you 1 Access your mailbox (see inside front options for your mailbox to: have not yet heard. The system notifies cover). • Play your new messages automati- you when you have new messages. 2 Press 4 to check new messages. Fol- cally each time you call the system. The system plays all urgent messages low the system instructions. Press 1 • Provide additional security by always first, then all regular messages. It also for Yes, 2 for No. requiring both a personal ID and a sorts your messages by sender. If the sys- security code to play messages. tem does not know who left a message, it says that the message is “from your mes- • Identify you automatically when you sage box.” are using your assigned extension. After you listen to the messages from a • Tell you how long it will take to play subscriber, you can reply immediately; your messages. you don’t have to dial the subscriber’s extension.

SEE ALSO Modifying a message ...... 14 Canceling a message...... 16 Shortcuts...... 69 * One or more of these features may not be available at your site.

2 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Checking new messages by computer If your system uses ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can check messages Urgent voice message visually on your computer. Information about each message is pro- vided on the screen. When available, names, phone numbers, and a subject are included with messages. ViewMail also provides the length of the message and the time it was sent. You can listen to messages either with a computer sound device or a phone.

To check new messages by computer

1 Double-click the message to open it. 2 Use the VCR-style buttons to play and respond to the message. Voice message

VCR-style buttons

CHECKING AND LEAVING MESSAGES ▲ 3 Leaving a message by phone

The system lets you leave voice mes- Directory assistance Special delivery options sages for subscribers, groups, or guests. If you call a subscriber’s extension and Your system may use automatic direc- When you leave an identified subscriber the call is unanswered, your call is auto- tory assistance, numeric directory assis- message, you can mark it with one or matically routed to the subscriber’s tance, or both, to help callers find more of these special delivery options: subscribers’ extension numbers. mailbox, where you can leave a message. Urgent The message is played first, You can also leave messages directly in a Callers with letters on their phones before regular messages. subscriber’s mailbox. can use automatic directory assistance, Private The message cannot be which identifies subscribers by their If your phone system uses identified redirected. subscriber messaging, the system auto- last names. All callers can use numeric matically tags a message from your directory assistance, which groups sub- Return receipt The system tells assigned extension with your name. scribers by department, location, you when a subscriber has heard the or some other category. message. If your phone system does not use identified subscriber messaging or you are TIP Future delivery The message is delivered at the time and day you calling from another subscriber’s exten- To finish recording a message, you sion, you need to identify yourself as a can press * or just stop speaking. specify. subscriber by entering your personal ID and security code.

SEE ALSO Modifying a message...... 14 Shortcuts...... 69 Canceling a message ...... 16

4 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To leave an identified To leave a message directly TIP subscriber message in a subscriber’s mailbox With speech recognition, access your 1 Call another subscriber. When the 1 Access your mailbox (see inside front mailbox, then say “Leave a message.” subscriber does not answer, the call cover). Press touchtone keys to spell a name, is automatically forwarded to voice or say the extension number, if asked. 2 mail. Press 5 to leave any messages. Say “Yes” when you hear the name 3 you want, then record the message. 2 Follow the system instructions to On the phone, spell the subscriber’s record your message. Press 1 for Yes, name. Otherwise, enter the exten- 2 for No. sion number. When spelling a subscriber’s last 3 Press # to start over or ✱ to stop name, use a “wild card” number recording. (typically 0 or 1) for any letter in the last name you do not know. 4 Press 1 when you hear the name of the subscriber you want. Otherwise, press 2 to hear the next matching name. 5 Record your message at the beep. The message must be at least three seconds long to be delivered. 6 Press # to start over or ✱ to stop recording.

CHECKING AND LEAVING MESSAGES ▲ 5 Sending a message by computer

Depending on installed options, you can 5 To send the message, click “Send.” use ViewMail, ViewMail for Microsoft Mes- saging, or ViewMail for Lotus Notes to send For composing and voice messages by computer. sending a message

To send a message by computer

1 If you are using ViewMail, click “Send.” If you are using ViewMail for Microsoft Messaging, click “New voice message.” If you are using ViewMail for Lotus Notes, select “New memo> Voice mail.” 2 Click “To” and then use the address book to select recipients’ names.

3 Type in a subject and select delivery For selecting options as needed. For future deliv- special delivery options ery, click “To be sent,” then select the date and time. Click “OK.” 4 Use the VCR-style buttons and your phone or a sound device to record the message. You can also add sounds from the clipboard or from a .Wav file.

6 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE With ViewMail, you can send a message to another subscriber with the ViewMail address book. For composing and sending a With ViewMail for Microsoft Messaging message or ViewMail for Lotus Notes, you also can send a voice message to someone outside the voice messaging system. When you use the Microsoft Messaging or Lotus Notes address book, the message is sent as an e-mail message with an attached WAV file. For addressing a message to multiple subscribers or message groups

For selecting an address

CHECKING AND LEAVING MESSAGES ▲ 7 Leaving a group message by phone

You can leave a message for more than 5 After the beep, record your message. The system tells you when everyone in a one subscriber either by: The message must be at least three sec- group has received your message. If you onds long to be delivered. Press * to fin- do not get this confirmation, you can ask • Leaving the message for a message ish recording. the system who in the group has not yet group. heard the message. 6 • Adding names to the address list. If desired, follow the system prompts to edit the message, set special delivery, or To find out by phone who has A message group is a mailing list of sub- address the message to others. not heard a group message scribers and guests. Your system man- 7 Press * to send the message. ager can create message groups or you 1 Start to leave a new message to the can create your own message groups. group. To leave a message to sev- To leave a group message eral subscribers by phone 2 The system says that some members by phone have not heard your last message. 1 Leave a message for the first sub- Press 1 to review the message. 1 Access your mailbox (see inside front scriber. 3 Listen to the message or press 2 to cover). ✱ 2 Press 6 to stop recording. interrupt it. 2 Press 5 to leave a message. 3 Follow the system instructions to 4 Press 2 to avoid canceling the mes- 3 Spell the group name, or enter the spe- add a subscriber as a message recipi- sage. cial group ID and group number. ent. 5 Press 7 to list who has not heard the 4 Press 1 when you hear the name of 4 Repeat step 3 for each subscriber message. Press ✱ to stop the list. the group you want. Otherwise, you want to receive the message. press 2 to hear the next matching 5 Press * when you are finished. name.

8 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Sending a group message by computer*

With ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can either choose more subscriber names or a group name from the ViewMail address book. Cre- For addressing a message to multiple subscribers or message groups ate your groups by phone or ask the system manager to create your groups for you.

* This feature may not be available at your site.

CHECKING AND LEAVING MESSAGES ▲ 9 Reviewing messages

You can review old messages and To review messages by archived messages by phone or by com- phone puter. 1 Access your mailbox (see inside front cover). Reviewing messages by phone 2 Press 6 to review old messages. After you have heard a new message, the system saves it for a set amount of time 3 Follow the system instructions. Press (for example, until midnight). 1 for Yes, 2 for No. TIP Press ✱ to skip a message. Press 3 7 to archive a message.

SEE ALSO Online Help: ViewMail, Opening messages ViewMail for Microsoft Messaging, To set preferences for saving sent voice messages

10 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Reviewing messages by computer* New message ViewMail lists all of your opened (old) messages in your mailbox until the system deletes them at the set time, usually at midnight every night.

To review an old message by computer

1 Double-click the message. 2 Use the VCR-style buttons to play the message. Old message

Opened message New message

* This feature may not be available at your site.

CHECKING AND LEAVING MESSAGES ▲ 11 Redirecting a message

The system lets you: To redirect a message Redirecting a message by phone • Redirect a message to another sub- by computer* scriber. 1 While listening to a message, press You can redirect a message to other sub- • Record an introduction to the mes- 3 9 to interrupt it. scribers using ViewMail, ViewMail for Microsoft Messaging, or ViewMail for sage. 2 Spell the last name of the subscriber Lotus Notes. When you redirect a voice • Use special delivery options. to whom you are redirecting the message, the original voice message is message. The system does not let you redirect included. messages that are designated as private 3 Press 1 to confirm that you want to by the original sender. redirect the message.

SEE ALSO Leaving a message by phone: Online Help: Special delivery options...... 4 ViewMail, Redirecting messages ViewMail for Microsoft Messaging, Forwarding a voice message * This feature may not be available at your site.

12 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To redirect a message by computer For redirecting the message to other 1 Select the message. subscribers, groups, or guests 2 Click “Redirect.” 3 Click “To” and then use the address book to select recipients’ names. 4 Type in a subject and set delivery options as needed. 5 Use the VCR-style buttons and your phone or a sound device to record an introduction. 6 Click “Send” to send your message. For redirecting a message

CHECKING AND LEAVING MESSAGES ▲ 13 Modifying a message

Depending on system settings, you can To modify a message by use one or more of these message phone options after you record a message: 1 Record a message. • Modify the message. 2 Press ✱4 to stop recording. • Modify its delivery options. 3 While modifying, you can press 4 to • Mark it for special delivery. add to the end of the message, 5 to • Redirect it to others. listen to the message, or 6 to rerecord the message. 4 Press ✱ when you finish modifying.

SEE ALSO Leaving a message by phone ...... 4 Online Help: Redirecting a message...... 12 ViewMail, Changing or revoking sent Canceling a message ...... 16 messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent

14 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Modifying a message by computer* Unopened sent With ViewMail, you can modify a voice message message you have sent if the recipient has not opened it. ViewMail displays the message in your ViewMail inbox until the person has opened it. If the message is still in your mailbox, simply open and modify it.

For modifying message delivery options for an unopened message

* This feature may not be available at your site. CHECKING AND LEAVING MESSAGES ▲ 15 Canceling a message

If the recipient has not heard your last To cancel a message by message, the system lets you cancel it. phone You can then record a new message. 1 Start to leave another message to the same subscriber. 2 If the subscriber has not yet heard your last message, the system asks if you want to review it. 3 Press 1 to review it. 4 When you hear the message you want to cancel, press 5 to cancel it. 5 Press 1 to confirm the cancellation.

SEE ALSO Modifying a message ...... 14 Online Help: ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent

16 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Canceling a message by computer* With ViewMail, you can cancel a voice message you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it.

For canceling a message To cancel a message that has been sent by computer

1 Select the message. 2 Click “Delete.” With ViewMail for Microsoft Messaging, all unopened voice messages you have sent appear in the Unopened folder, which is located in the Sent Items folder.*

* This feature may not be available at your site.

CHECKING AND LEAVING MESSAGES ▲ 17 Archiving a message

The system saves old messages for a set WARNING! time (for example, until midnight). To keep a message for a longer period, you After listening to an archived message, can archive it. The system manager can you must press 3 7 to archive it again or it tell you how long your system saves will be deleted. archived messages. To archive a message You can hear your archived messages by phone when you review messages. The only dif- ference between archived messages and While listening to a message, press 3 7 old messages is that archived messages to archive it. are saved for a longer period of time. After you listen to your archived messages, the system gives you the option of archiving the messages again.

SEE ALSO Online Help: ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Sav- ing a voice message temporarily ViewMail for Microsoft Messaging, ViewMail columns

18 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Archiving messages To archive a message TIP by computer* by computer As the archive time decreases for a You can archive a message using View- 1 Select the message. message, you can archive it again, Mail, ViewMail for Microsoft Messaging, which resets the archive time to the 2 or ViewMail for Lotus Notes. If you have ViewMail or ViewMail for maximum value. Lotus Notes, click “Archive.” If you When the number of archived days have ViewMail for Microsoft Messag- reaches zero, the voice message is ing, select “Archive Voice Message” deleted with other old voice messages. from the File menu. In the ViewMail mailbox, archived messages appear with an Archive icon. The For archiving messages number of days the voice message remains archived is displayed in the Archive Days column, which appears before the Phone column in the View- Mail mailbox. With ViewMail for Microsoft Messaging, you can see how many days are left for an archived message by opening the voice message. Number of archived days

* This feature may not be available at your site.

CHECKING AND LEAVING MESSAGES ▲ 19

Changing your mailbox setup

You can also change most of these Mailbox Manager allows you to control setup options for your personal mailbox your personal mailbox settings, such by phone. When you make a change, as: the system leads you step by step • Your profile through a series of simple yes-and-no questions. • Security code To make changes to your TeLANophy • Recorded and spelled names programs, refer to the program’s online • Greetings Help. • Playback options • Call transfer options • Call screening options • Call holding options • Message delivery options • Message groups

▲ 21 Working with the Mailbox Manager

The menu bar allows you to navigate The Profile screen is where the system The Mailbox Manager allows you to con- through the screens of the Mailbox Man- stores your name, extension number, trol how you and your callers interact ager. fax ID, delivery number, and other set- with the voice messaging system by tings. phone. TIP The first time you use the Mailbox Man- Click “Save” frequently to save ager, you enter the host name, your per- changes as you make them. If you sonal ID and your security code in the move to another screen within Mail- Connect dialog box. box Manager without saving changes first, you are prompted to save before proceeding.

22 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To change your profile To use the

1 Access the Mailbox Manager (see 1 On the control bar, click to select inside front cover). phone or computer playback. Drag slider to skip forward or 2 Click “Profile.” back in the recorded message 2 On the control bar, click to listen 3 Confirm and change settings as to your recorded name. needed. 3 4 Click “Save.” On the control bar, click to record your name with your recording TIP device: You must select a recording device Phone: Pick up the handset when the before you can record greetings, your phone rings, wait for the beep, then recorded name, or the names of speak into the handset. groups. If your computer is equipped with a microphone and speakers, Computer: Wait for the tone, then select “My computer.” Otherwise, speak into the microphone. select “My phone.” 4 Click to stop recording.

CHANGING YOUR MAILBOX SETUP ▲ 23 Changing your security code

Your security code prevents others from To change your security 4 In the Change Security Code dialog using your personal ID to listen to your code by computer box, type your old and new pass- messages. Change your security code as words in the corresponding fields. often as you like. Your security code 1 Access the Mailbox Manager (see should be three to 10 digits long. inside front cover). 5 Click “OK,” and then click “Save.” 2 If you forget your security code, contact Click “Profile.” To change your security your system manager. 3 Click “Change Code.” code by phone 1 Access your mailbox by phone (see inside front cover). 2 Press 7 7 4 to change your security code. 3 Follow the system instructions. Press 1 for Yes, 2 for No. TIP When you change your mailbox security code, update your TeLANophy Type old and new security security code. See “To change mail code in these fields and service options” in ViewMail online Help or “Changing mail and service options” in ViewMail for Microsoft Messaging online Help.

24 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Changing your recorded and spelled names

The system uses your recorded name To change your recorded to identify both you and your messages Phone: Pick up the handset when the name by phone to other callers. You can change your phone rings, wait for the beep, then spelled name only by phone. If your speak into the handset. 1 Access your mailbox by phone (see phone keypad has letters, you can also inside front cover). Computer: Wait for the tone, then spell your name for the system. speak into the microphone. 2 Press 7 7 5 to change your recorded The system uses your spelled name for name. the directory. Callers can enter the first 4 Click to stop recording. 3 Follow the system instructions to letters of your name to locate you in record your name. Press 1 for Yes, 2 the directory. You can also remove your To add or remove your name for No. name from this directory. from the directory by phone

To change your recorded 1 Access your mailbox by phone (see To change the spelling of name by computer inside front cover). your name by phone 1 Access your mailbox by phone (see 1 Access the Mailbox Manager (see 2 Press 7 7 7 to change your directory inside front cover). inside front cover). listing. 2 Press 7 7 6 to change your spelled 2 Click “Profile.” 3 Follow the system instructions to change your spelled name. Press 1 name. for Yes, 2 for No. 3 On the , click to record your 3 Follow the system instructions to name with your recording device: change your spelled name. Press 1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 25 Changing your greetings

Callers hear a greeting before they leave message.” For callers to hear your busy that include your recorded name or your a message. Your mailbox can have one greeting, you must activate it. extension. For example: of three greetings: standard, busy, or If you do not want to use a separate • For a standard greeting, “Pat Green is alternate. You can rerecord or switch busy greeting, then record a standard not available right now.” between greetings by phone or by com- greeting for all situations when you are puter. • For a busy greeting, “Extension 1 2 3 unavailable. For example: “Hello, this is busy.” If the system has been configured for is Pat Green. I am not available at this message notification to your pager, add time. Please leave a message.” • For an alternate greeting, “Pat Green the following message to your greeting: is out today.” “or press 1 to beep my pager.” Alternate greeting To switch between your Standard greeting The alternate greeting plays for special greetings by computer occasions, such as a vacation. A typical The standard greeting plays when your alternate greeting is: “Hello, this is Pat 1 Access the Mailbox Manager (see extension is unanswered. A typical Green. I am out of the office today and inside front cover). standard greeting is: “Hello, this is Pat will return tomorrow.” 2 Click “Greetings.” Green. I am not at my desk right now. When your alternate greeting is active, Please leave a message.” the system plays it instead of any of your 3 From the “Choose a greeting” list other greetings. box, select a greeting. Busy greeting 4 For “This greeting is,” select the The busy greeting plays when your System-generated greetings “Enabled” check box. extension is busy.* A typical busy If you do not record greetings in your 5 Click “Save.” greeting is: “Hello, this is Pat Green. I am own voice, the system plays greetings on the phone now. Please leave a * This feature may not be available at your site.

26 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To rerecord your standard, alternate, or busy greeting by computer

1 Access the Mailbox Manager (see inside front cover). 2 Click “Greetings.” 3 From the “Choose a greeting” list box, select the greeting to rerecord. 4 On the Greeting Source control bar, click to record the greeting with your recording device: Phone: Pick up the handset when the phone rings, wait for the beep, then speak into the handset. Computer: Wait for the tone, then speak into the microphone.

5 Click to stop recording.

Greeting source control bar

CHANGING YOUR MAILBOX SETUP ▲ 27 To switch between your To rerecord your standard, To activate your busy standard and alternate alternate, or busy greeting greeting by phone greeting by phone by phone 1 Access your mailbox by phone (see 1 Access your mailbox by phone (see 1 Access your mailbox by phone (see inside front cover). inside front cover). inside front cover). 2 Press 7 4 8 to hear your busy greet- 2 Press 7 4 5 to switch to your other 2 To rerecord your: ing. greeting (standard or alternate). • standard greeting, press 7 4 6 1. 3 Follow the system instructions to activate your busy greeting. Press 1 • alternate greeting, press 7 4 7 1. for Yes, 2 for No. • busy greeting, press 7 4 8 1. 3 Press ✱ to stop recording.

28 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Playback options

The Playback options screen stores set- Telephone conversation type Voice message time stamp tings for how messages are played. These options are not available by Menu mode conversation This Announce timestamp before messages phone. Without Mailbox Manager, you conversation plays menus of options. The system plays need to ask your system manager to Press the number associated with the the time and date that the message change these options. The Playback option to perform the particular task. was recorded before playing the message. options consist of: Yes/No conversation This conversation leads you step by step Announce time stamp after Announce through all of your options with easy, messages The system plays yes-and-no questions. Press 1 for Yes, the time and date that the message New e-mail messages If e-mail 2 for No. was recorded after playing the mes- integration is installed, the system sage. can include new e-mail messages when announcing the number of new messages. Voice message length The system announces the total length, in minutes, of new voice messages.

CHANGING YOUR MAILBOX SETUP ▲ 29 To change your playback options by computer

1 Access the Mailbox Manager (see inside front cover). Announce options 2 Click “Playback.” 3 Confirm and change the settings as Conversation option needed. 4 Click “Save.”

Listening to a message option

30 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Changing call transfer options

The system can transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer or have your calls transferred to a different phone number. Turn on call transfer before transferring your calls to a different phone number. Turn transfer on You can enter up to nine digits for the or off here new phone number.

To turn call transfer on or off by computer Select transfer/screening 1 Access the Mailbox Manager (see options here inside front cover). 2 Click “Transfer/Screening.” Turn holding on 3 To turn call transfer on, in the or off here “Transfer incoming calls to” group, select “My extension.” To turn call transfer off, select “My voicemail.” 4 Click “Save.”

CHANGING YOUR MAILBOX SETUP ▲ 31 To change the number to To turn call transfer on or off To change the number to which calls are transferred by phone which calls are transferred by computer by phone 1 Access your mailbox by phone (see 1 Access the Mailbox Manager (see inside front cover). 1 Access your mailbox by phone (see inside front cover). inside front cover). 2 Press 7 6 4 to turn call transfer on or 2 Click “Transfer/Screening.” off. 2 Press 7 6 4 1 4 to change the number to which your calls are transferred. 3 In the “Transfer incoming calls to” 3 Follow the system instructions. Press group, select “This number.” Type 1 for Yes, 2 for No. 3 Follow the system instructions. Press the phone number or extension, 1 for Yes, 2 for No. then click “Save.”

SEE ALSO

ChangingTIP call screening options...... 33 Changing call holding options...... 35

32 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Changing call screening options

When available, the system can use a Play screened name before con- Two or more of these options may be variety of call screening options.* You necting The system asks the combined. For example, if you select can select these options on the caller’s name before ringing your “Play screened name before connecting” Transfer/Screening screen of the extension. The system plays “Call and “Ask me if I want to take the call,” Mailbox Manager. from ” before transferring the call. then rings your extension. When you These options are not available by answer the call, the system plays the phone. If your system manager has set Ask me if I want to take the caller’s recorded name, then asks if you up call screening for your extension, you call The system says “Press 1 to want to take the call. can only turn call screening on and off take the call, or 2 and I’ll take a mes- by phone. sage,” then waits for a response from you before transferring the call. What you hear when you pick up the phone depends on which of the follow- Play screened name in voice ing options you select. message The system asks and plays the caller’s name as above. The Announce before connecting system adds the caller’s name to the caller The system plays a beep beginning of the caller’s message. before transferring the call. Tell me who the call is for The system says, “Call for ” before transferring the call.

* This feature may not be available at your site.

CHANGING YOUR MAILBOX SETUP ▲ 33 To change call screening To turn call screening on or off options by computer by phone

1 Access the Mailbox Manager (see 1 Access your mailbox by phone (see inside front cover). inside front cover). 2 2 Click “Transfer/Screening.” Press 7 6 4 1 5 to turn call screening on or off. 3 Select the “Screening” check box. 3 Press 1 to turn call screening on. 4 Select the transfer/screening options Press 2 to turn it off. as needed. 5 Click “Save.”

34 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Changing call holding options

The system can hold a call until your To turn call holding on or off To turn call holding on or off extension is available.* When call hold- by computer by phone ing is turned on and your extension is busy, the system asks callers if they want 1 Access the Mailbox Manager (see 1 Access your mailbox by phone (see to hold until you are available or to leave inside front cover). inside front cover). a message. The system also tells callers 2 Click “Transfer/Screening.” 2 Press 7 6 4 1 6 to turn call holding on how many calls are holding ahead of or off. theirs. 3 To turn call holding on, select the “Holding” check box. To turn it off, 3 Press 1 to turn call holding on. Press If your system manager has set up call clear the check box. 2 to turn it off. holding for you, you can turn call holding on and off. Your system manager sets 4 Click “Save.” the number of calls that the system can hold for you.

* This feature may not be available at your site.

CHANGING YOUR MAILBOX SETUP ▲ 35 Changing message delivery options

The system can deliver messages to several different phone numbers. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set the system to deliver only urgent messages. You also Phone number can set the system to delay message Name of the device to reach device delivery to any of the numbers.

To change message delivery options by computer

1 Access the Mailbox Manager (see inside front cover). Times to deliver 2 Click “Notification.” messages 3 Days to deliver To edit a message delivery device, messages select the device and click “Edit.” To add a new device, click “Add.” 4 On the Message Delivery screen, Delivery types and frequency confirm and change the settings as needed and click “OK.” Click “Save.”

36 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE If changing message delivery by phone, To change message delivery 6 Press 6 to change the delivery mode you may not be able to enter a pager by phone for messages delivered to this number that requires special dialing number, and then follow the system characters (for example, a semicolon 1 Access your mailbox (see inside front instructions. Press 1 for Yes, 2 for No. that represents a three-second pause). cover). Contact your system manager for assis- 7 Press 7 to change fax notification, 2 To change your message delivery tance. and then follow the system instruc- options for your: tions. Press 1 for Yes, 2 for No. TIP • work phone, press 7 6 6 5 4. 8 Change any remaining message Press # to insert a one-second pause delivery numbers by repeating the where you want the system to pause • home phone, press 7 6 6 5 5. procedure. between digits that it is dialing. • pager, press 7 6 6 5 6. • spare phone, press 7 6 6 5 7. • fax phone, press 7 6 6 5 8. 3 Press 1 to turn on delivery for that number or 2 to turn off delivery. 4 Press 4 to change the phone number. After you enter a phone number, press ✱ to end the entry. 5 Press 5 to change the schedule, and then follow the system instructions. Press 1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 37 Creating groups

You can create your own message each message sent to the group will 9 To add members, click “New.” Use groups. When you send a message to a be delivered to all members. the Member Properties dialog to group, the message is sent to all mem- search for enrolled subscribers. bers of the group. Each group you create 7 On the control bar, click to record has a number or a name. the group name with your recording 10 When you are finished, click “OK.” device: There are two types of groups: public 11 Click “OK” to accept the group. and private. Other subscribers can send Phone: Pick up the handset when 12 Click “Save.” messages to a public group. Only you the phone rings, wait for the beep, can send messages to a private group. then speak into the handset. Computer: Wait for the tone, then To create a group by com- speak into the microphone. puter 8 Click to stop recording. 1 Access the Mailbox Manager (see inside front cover). Group name Group type 2 Click “Groups.”

3 Click “Create Group.” 4 Type a name for the group. 5 Select a type for the group. 6 To dispatch messages to the first group member available, select the “Dispatch” check box. Otherwise,

38 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To create a group by phone 6 Follow the system instructions to add members to the group. You can 1 Access your mailbox (see inside front add them by name or extension cover). number. 2 Press 7 5 4 to create a new group. 7 Press ✱ when you are finished add- 3 For numbered groups, enter a three- ing members. digit group number. For named 8 Press 1 to leave a message for this groups, enter the first three letters of group now. Otherwise, press 2. the group’s name. TIP 4 Record a name for the group. Press ✱ when you are finished. Guests do not have extension numbers, so add them to the group by 5 Press 1 to make the group a public spelling their names or by entering group or 2 to make it a private group. their personal IDs.

CHANGING YOUR MAILBOX SETUP ▲ 39 Changing groups

You can add and delete members of your message groups.* You also can delete any message group that you own, or change the group’s number, spelled name, or recorded name.

To change a group by computer

1 Access the Mailbox Manager (see inside front cover). 2 Click “Groups.” 3 Select the group you want to edit. Click “Modify Group.” 4 In the Create/Modify Group dialog box, make the desired changes and click “OK.” 5 Click “Save.” Click to open list of enrolled subscribers

* This feature may not be available at your site.

40 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE To add or delete group To change a group name or To hear a list of your groups members by phone number by phone and group members by phone

1 Access your mailbox (see inside front 1 Access your mailbox (see inside front 1 Access your mailbox (see inside front cover). cover). cover). 2 Press 7 5 5 to edit a group. 2 Press 7 5 5 to change a group name 2 Press 7 5 6 to list your groups and or number. group members. 3 Press the group name or number. Press 1 when you hear the name of 3 Press the first three letters of the 3 Follow the system instructions. Press the group. Otherwise, press 2 to hear group name. Or, enter the first three 1 for Yes, 2 for No. the next matching name. digits of the group number. 4 Press 4 to add members. Or, press 5 4 Press 1 to confirm, or press 2 to hear to delete members from the group. the name of the next group. When deleting group members, 5 Press 7 to change the group name or press the first three letters of the per- group number. son’s last name, or press three wild card numbers (for example, 1 1 1) to list each 6 Follow the system instructions to group member, then choose the mem- change the group’s recorded name. ber’s name you want to delete. Press 1 for Yes, 2 for No. 5 To confirm your additions or dele- tions, press 1. 6 Press ✱ when you are finished adding or deleting members.

CHANGING YOUR MAILBOX SETUP ▲ 41

Sending and receiving faxes

With ActiveFax, you have access to fax mail. Your faxes are included with your voice messages. If you are also using TeLANophy, ViewFax may also be available by computer.

ViewFax You can send, receive, and redirect faxes by computer.

Fax mail Faxes are stored in your mailbox with your other messages. Callers can record a short message to accompany each fax they send. Faxes can be forwarded from your mailbox to a fax machine by using any phone.

▲ 43 Sending faxes by computer

ViewFax

You can send faxes, view faxes, and for- For redirecting a fax ward faxes by computer with the TeLANophy ViewFax program. ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it, or to forward a fax you receive. ViewFax converts the document to a TIFF (tag image file format) graphics image and displays it on the screen.

SEE ALSO Online Help: For recording an introduction to ViewFax, Addressing and sending a fax a redirected fax

44 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Print-to-fax To send a fax by computer 4 To include a cover page, select “Send Cover.” Use the print-to-fax feature to fax docu- 1 Open the document you want to fax. ments to other subscribers, groups, per- Use any Windows program that 5 To create a custom cover page, click sonal database contacts, or other prints to a network printer, such as a “Cover,” then select the type of cover recipients. word-processing, graphics, or data- page. Click “OK.” base program. 6 To preview the fax, click “ViewFax.” 2 From the File menu, click “Print,” 7 then select “Print-to-Fax Print To send the fax, click “Send.” The Driver” from the list of available status of the fax is displayed in your printers. Click “OK.” ViewMail window until it has been sent. For selecting the “Print-to-Fax Print Driver” 3 Select the message recipients.

For selecting message recipients

For including a cover sheet

For previewing an outgoing fax * This feature may not be available at your site.

SENDING AND RECEIVING FAXES ▲ 45 Receiving faxes

With ActiveFax, your faxes are stored in Fax mail settings Custom delivery Other fax deliv- your mailbox as fax messages. A fax mes- ery options may be available depend- sage can have two parts: a fax document Depending on your system, you may ing on your system. Consult your and an optional voice message annota- have a separate fax number or one system manager. tion. extension for both faxes and phone calls. To redirect a fax to another fax number, Callers can record a voice annotation Your fax mailbox can have a personal check your fax messages. Then request that you hear when you check your mes- greeting. Otherwise, the system greets fax delivery and enter the new number. sages. If a fax message does not have a calls with your name or fax number. This changes the fax number for that voice annotation, you will hear only delivery only. what time the fax arrived. Fax delivery options You can also request that more than one A fax and its voice annotation always The system can deliver your faxes in fax be delivered in the same fax delivery. remain together as a single fax message. three ways. The system adds its own cover sheet to When you archive a fax message, both each delivery bundle. The cover sheet are archived. Standard delivery The system lists which faxes are included and their stores your faxes until you request page lengths. them. When you check messages, the system tells you which faxes are wait- ing. Fully automatic delivery The system automatically delivers your SEE ALSO faxes to a fax number that you specify Checking new messages ...... 2 in your setup options. Your system Changing message delivery manager may have already set up this options ...... 36 option for you.

46 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE ViewFax* Use ViewFax to display a fax message within ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen. For displaying the fax You can reply to faxes, archive them, save them as new messages, or redirect them to other subscribers just like voice messages.

For sending the For skipping from one page to fax to a printer another within a fax

SENDING AND RECEIVING FAXES ▲ 47 Changing fax setup

If you are using fax mail, you can change To change your fax greeting To change your fax notifica- your: tion 1 Access your mailbox (see inside front • Fax delivery number or schedule cover). 1 Access your mailbox (see inside front cover). • Personal fax mailbox greeting 2 Press 7 4 9 to change your fax greet- • Fax notification phone number ing. 2 To change your fax notification for your: 3 Follow the system instructions. Press To change your fax delivery 1 for Yes, 2 for No. • work phone, press 7 6 5 4. phone number or schedule • home phone, press 7 6 5 5. 1 Access your mailbox (see inside front • pager, press 7 6 5 6. cover). • spare phone, press 7 6 5 7. 2 Press 7 6 5 8 to change your fax delivery phone number or schedule. • fax phone, press 7 6 5 8. 3 Follow the system instructions. Press 3 Press 7 to turn fax notification on or 1 for Yes, 2 for No. off for a delivery number.

SEE ALSO Checking new messages ...... 2 Changing message delivery options ...... 36

48 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Using e-mail integration

If your system includes e-mail integration, you can hear and respond to your e-mail messages by phone. With e-mail integration, when you check voice and fax messages by phone, you hear the number of new e-mail messages you have received. With text-to-speech technology, the system reads the text portion of your e-mail messages and plays any attached .Wav files. You can also have the system fax your e-mail messages to any fax machine. Depending on how your system is set up, you can check your voice and fax messages through your e-mail inbox. If your voice and fax messages are delivered to your e-mail inbox, the messages are deleted from your voice mailbox to avoid duplication.

▲ 49 Checking e-mail by phone

E-mail integration lets you manage your To check your e-mail mes- To hear who else received an e-mail messages by phone. For example, sages e-mail message you can: 1 Access your mailbox (see inside front 1 Follow the steps to check your • Hear the e-mail message, its length, cover). e-mail messages. who sent it, the time it was sent, who else received it, and any attachments. 2 Press 4 to check new e-mail mes- 2 When offered the message you want sages. Press 6 for e-mail messages to check, press 1. • Record a reply. Depending on the sys- you have already read. The system 3 tem, subscribers can hear the offers any new voice or fax messages While listening to the message, press reply by phone or receive the reply first. 3 3 4. as an e-mail attachment (.Wav file). TIP 3 If prompted, enter your e-mail • Redirect an e-mail message to password, followed by ✱. If your Use quick message actions such as # another subscriber’s e-mail inbox. password uses any letters, press to repeat a message or ✱ to stop and • Delete any e-mail message you have # #, then refer to the password save as new. Messages saved as new heard from the e-mail system. charts. are marked unread in your e-mail inbox. To skip entering your e-mail password, 4 Follow the system instructions. Press press *. The system will not offer e-mail 1 for Yes, 2 for No. messages during the call. TIP If you do not have a security code for the voice messaging system, you may SEE ALSO be asked to create one the first time you check your e-mail by phone. Your e-mail password ...... 51

50 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Entering your e-mail password

In addition to entering your security Your e-mail password cannot use any Entering your e-mail password code, you may be required to enter your punctuation or symbols. Do not use by voice e-mail password to check your e-mail your phone to match letters. Use the messages by phone. password charts. With speech recognition, if your e-mail password uses numbers only, you can say the numbers. When you are finished, Entering numbers only Changing your e-mail pass- say “End.” For example, say “Five, four, word by phone If your e-mail password uses numbers three, end.” ✱ only, enter the digits, followed by . For You can change your e-mail password by If your e-mail password uses numbers ✱ example: press 5 4 3 . You do not need phone with setup options. See “Chang- and letters, press # # when asked, then to use the password charts on page 52. ing your e-mail setup options,” on press touchtone keys to enter the pass- page 53. word. Refer to the password charts on Entering letters and numbers page 52. If your e-mail password uses any letters, press ## when asked. • Enter upper- or lowercase letters to match your e-mail password. Refer to the password charts on page 52. • To enter a digit, press 1 followed by the digit. Refer to the password charts on page 52. •Press✱ to end.

USING E-MAIL INTEGRATION ▲ 51 E-mail password charts

If your e-mail password uses any letters, E-mail password examples use these charts to enter the password. If ✱ your e-mail password uses numbers today = ## 81 63 31 21 93 ✱ only, just press or say the digits. You do TODAY = ## 84 66 34 24 96 ✱ not need to use the password charts. 2day = ## 12 31 21 93 ToDay = ## 84 63 34 21 93 ✱

Lowercase letters Uppercase letters Numbers a=21 n=62 A=24 N=65 1=11 b=22 o=63 B=25 O=66 2=12 c=23 p=71 C=26 P=74 3=13 d=31 q=01 D=34 Q=04 4=14 e=32 r=72 E=35 R=75 5=15 f=33 s=73 F=36 S=76 6=16 g=41 t=81 G=44 T=84 7=17 h=42 u=82 H=45 U=85 8=18 i=43 v=83 I=46 V=86 9=19 j=51 w=91 J=54 W=94 0=10 k=52 x=92 K=55 X=95 ✱ =End l=53 y=93 L=56 Y=96 m=61 z=02 M=64 Z=05 ✱ =End ✱ =End

52 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Changing your e-mail setup options

In your setup options, you can change To change your e-mail pass- 5 Enter your new e-mail password whether e-mail messages are included in word by phone again to confirm. If your new pass- your message totals. You can also word uses numbers only, enter the change your e-mail password. 1 Access your mailbox (see inside front numbers. cover). To turn your e-mail totaling If your e-mail password uses any let- 2 Press 7 7 8 5. ters, press ## when asked. Use the on or off password charts on page 52. 3 Enter your current e-mail password. 1 Access your mailbox (see inside front If your password uses numbers only, When you are finished, press *. cover). enter the numbers. 2 Press 7 7 8 4. Press 1 to turn on e-mail If your e-mail password uses any let- totaling on. Press 2 to turn off e-mail ters, press ## when asked. Use the totaling. password charts on page 52. When you are finished, press *. 4 Enter your new e-mail password. If your new password uses numbers only, enter the numbers. If your e-mail password uses any letters, press ## when asked. Use the password charts on page 52. When you are finished, press *.

USING E-MAIL INTEGRATION ▲ 53 Receiving e-mail by fax

With the system’s fax features, you can To fax a particular e-mail To fax your e-mail messages deliver your e-mail messages to any fax message machine. Your system manager must 1 Access your mailbox (see inside front turn on this feature for you. 1 Access your mailbox (see inside front cover). cover). You can receive a fax of: 2 Press 4 5 to fax your e-mail 2 Press 4 to check new messages. Press messages. • A particular e-mail message. 6 for old messages (e-mail messages 3 To deliver the fax to your usual fax you have already read). Follow the • All new fax and e-mail messages plus machine, press 1. Or to use a differ- system prompts to check any new their text attachments. ent fax machine, press 2 and enter voice or fax messages first. You can receive your e-mail messages at the fax phone number. your usual fax machine. If you want to 3 If prompted, enter your e-mail 4 Follow the system instructions. Press deliver your messages to a different fax password, followed by ✱. If your 1 for Yes, 2 for No. machine, just enter the fax phone num- password uses any letters, press ber. # #, then refer to the password charts. 4 When offered the e-mail message you want, press 1. 5 Press 3 7 to fax the message. 6 Follow the system instructions. Press 1 for Yes, 2 for No.

54 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Using speech recognition

If your system includes speech recognition, you can listen to voice, fax, or e-mail messages by speaking menu options or commands instead of pressing touchtone keys. The system leads you step by step through the speech recognition conversation. With speech recognition, you can respond to system prompts with a few words. Just answer in your normal speaking voice. For example, say "Check new messages" or "setup options." To use speech recognition, the system manager must turn on the feature for you. The next time you call the system, just start speaking at any time. You can speak commands, or press a touchtone key at any time.

▲ 55 Accessing your mailbox

With speech recognition, you can navi- Entering an e-mail password Pressing touchtone keys gate the system by saying menu options and commands. If the system includes e-mail integration If desired, at any time you can press a and your e-mail password consists of touchtone key for a menu option. Or, to Speech recognition is available when numbers only, say the numbers, fol- exit or return to using speech com- you listen to voice, fax, or e-mail mes- lowed by “End.” For example, say “Five, mands, press 3 at the main menu. sages. The system leads you through four, three, end.” your options for each type of message. Otherwise, to enter an alphanumeric Systemwide commands e-mail password, press touchtone keys. These spoken commands are available Entering a personal ID and Use the password charts on page 52. security code throughout the conversation. To skip entering your e-mail password, To access your mailbox, call the system, say “End.” Say the following Or then press touchtone keys to enter your commands. Press personal ID. You can press or say your Using menus Yes 1 security code. To protect your mailbox No 2 from unauthorized access, say your For a menu option, say each level of the Main menu ✱ security code only in a secure location. menu. For example, say “Setup options, greetings, switch greetings.” Refer to the Previous menu # When you are finished saying your secu- menu diagram on page 72. Stop ✱ rity code, you can say “End” to move ahead to the next prompt.

56 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Checking voice messages

To check voice messages During a voice message with speech recognition You can control voice message playback Say the following commands. Or by speaking any of the commands listed Words in bold are required. Press 1 Access your mailbox (see inside front on the following table. Menu options 3 cover). Slow down playback 4 The words in bold are required. 2 Enter your personal ID by pressing Adjust volume 5 touchtone keys. See the inside front Speed up playback 6 cover. Rewind1 7 3 Press or say your security code.When Pause 8 you are finished saying your security Fast forward 9 code, you can say “End” to move Repeat # ahead to the next prompt. Save as new ✱ 4 Say “Check new messages” or Reply 3 4 “Check old messages.” The words in Skip2 3 5 bold are required. Delete message 3 6 Archive 3 7 5 Follow the instructions by respond- 3 ing in your normal speaking voice. Redirect 3 9 See the following table for com- 1If the message does not rewind completely, say mands available during voice mes- “Repeat” to repeat the entire message. sage playback. 2The message is marked as old or read. 3To cancel out of redirecting a message, say “End.”

USING SPEECH RECOGNITION ▲ 57 Checking e-mail messages

To check e-mail messages During an e-mail message with speech recognition You can control e-mail message play- Say the following commands. Or back by speaking any of the commands Words in bold are required. Press 1 Access your mailbox (see inside front on the following table. Menu options 3 cover). 1 7 The words in bold are required. Rewind 2 Enter your personal ID by pressing Pause 8 touchtone keys. See the inside front Fast forward 9 cover. TIP Repeat # Save as new ✱ 3 Press or say your security code.When When the system is reading who you are finished saying your security received an e-mail message or its Reply 3 4 code, you can say “End” to move subject, you can say “Yes” to skip Skip2 3 5 ahead to the next prompt. ahead to the body of the message. Or, Delete message 3 6 you can say “No” to save the message 4 Say “Check new messages” or Archive 3 7 as new then go to the next message. “Check old messages.” The words in Redirect3 3 9 bold are required. 1If the message does not rewind completely, say 5 If asked for your e-mail password, “Repeat” to repeat the entire message. enter it by following the instructions 2The message is marked as old or read. on pages 51 –52. 3To cancel out of redirecting a message, say “End.” 6 Follow the instructions by respond- ing in your normal speaking voice. See the following tables for commands available during e-mail message playback.

58 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Leaving messages

If you are set up to leave messages by To leave messages with 6 Say “Yes” when you hear the name of extension, you can say a recipient’s speech recognition the subscriber you want. Otherwise, number. Otherwise, spell a recipient’s say “No” to hear the next matching name using touchtone keys. To switch 1 Access your mailbox (see inside front name. between entering a name or extension, cover). press # #. 7 Record your message at the beep. 2 Enter your personal ID by pressing The message must be at least three To cancel composing a message, say touchtone keys. See the inside front seconds long to be delivered. “End.” cover. 8 When asked, say “Send.” Or, if 3 Press or say your security code. desired, follow the prompts to edit When you are finished saying your the message, address it to others, or security code, you can say “End” to set special delivery options. move ahead to the next prompt. 4 Say “Leave messages.” The word in bold is required. 5 Using touchtone keys, spell the subscriber’s name. Otherwise, say the extension number. When spelling a subscriber’s last name, use a “wild card” number (typically 0 or 1) for any letter in the last name you do not know.

USING SPEECH RECOGNITION ▲ 59 Saying numbers, times, or dates

Saying a phone number For a date, say “Date,” then the month, followed by the day. For example, say Speak numbers exactly, digit by digit. For “Date.” When asked, say “March.” When a phone number, say the numbers. For a asked, say “Fifth.” one-second pause, say “Pause.” When you are finished, say “End.” Speaking the time and date For example, for extension 123 followed by a one-second pause, say “One, two, For the time, say the hour, then the min- three, pause, end.” utes, if necessary. Include “A. M.” or “P.M.” For example, for 4:00 in the after- For zero (0), say “zero” instead of “oh.” noon, say “Four P. M.” For 7:15 in the morning, say “Seven fifteen A. M.” Spelling names For a message delivery schedule, say the To spell with letters, press touchtone day of the week. For example, say “Mon- keys. Or, to leave messages by saying the day.” extension, ask your system manager.

Setting future delivery To send a message later today, say “Today.” For tomorrow, say “One.” For two days from now, say “Two,” and so on.

60 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Using ViewCall Plus

With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls on your computer. Three integrated ViewCall Plus windows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window. For TAPI- (telephone application pro- gramming interface) compliant phone systems, ViewCall Plus also offers an enhanced mode that adds even more features, such as the contact list and call log. ViewCall Plus also comes with PhoneBASIC, which lets you customize ViewCall Plus in many different ways.

▲ 61 Screening and managing calls

With ViewCall Plus, you can identify Identifying and screening calls TIP callers and manage your calls from your computer. When you receive a call through the sys- The system can display caller identi- tem or with a system using TAPI, the fication data when it has the addi- Telephone window displays the call on tionally required equipment and your computer screen. There are several system compatibility. The system can ways to identify the caller before picking also match the phone number to up the phone: your contact list or PIM (Personal Information Manager) and display If Call Screening is on, you can caller contact information. click “Who is it?” to play the caller’s recorded name. Click “Monitor” to listen to a The system can also ask callers message as it is being recorded. to enter their phone or account If you decide to speak with the number. The system then match- caller, click “Take call” to pull es this data to your contact list the call out of your mailbox and and displays the caller contact transfer the call to your extension. information.

SEE ALSO Online Help: ViewCall Plus, Screening calls, Placing calls on hold

62 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE Managing calls TAPI-compliant systems* After you have identified the caller, For TAPI-compliant systems, ViewCall ViewCall Plus supplies you with several Plus offers the following enhanced mode tools to manage your phone calls: options: Connect an incoming call to Select an identified caller’s name your phone. and click this button to call the person back. Ask the caller to hold. Select a name in your contact list and click this button to dial the contact. Ask the caller to transfer to Add a name to create a another extension. conference call.

Ask the caller to leave a message. Release the connection between your phone and an active call or conference call.

* This feature may not be available at your site.

USING VIEWCALL PLUS ▲ 63 Tracking calls

Call log Contact list TIP You can use ViewCall Plus to keep track The Contact List window stores and You can use several contact lists or PIMs of your calls. The Call Log window displays general notes and reminders at once. For example, you can keep per- records all call activity for your exten- with each contact name. ViewCall Plus sonal contacts in a list on your sion. It also displays information such as provides an online address book. Or computer and you can keep business caller names, phone numbers, and the you can integrate ViewCall Plus with contacts in a list on the LAN. caller’s location. aPIM. TIP You may want to create more than one call log. For example, it may be useful to begin a new call log each week or each month. Call Log

Contact list

64 ▲ REPARTEE FOR WINDOWS 2000 USER GUIDE PhoneBASIC

ViewCall Plus includes PhoneBASIC, PhoneBASIC scripts can be activated which lets you integrate ViewCall Plus by using Script Manager from the Tools with a number of different programs, menu. such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: • Identify an incoming call by looking up required information, such as credit status, in a database or a spreadsheet. • Make calls from within another program, such as Microsoft Access® or Outlook®. Sample scripts • Direct calls based on a set of pre- established rules.