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Modular Messaging

Release 5.2
Telephone User Interface Guide

November 2009
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Providing Telecommunications Security
product, while under warranty, is available through the Avaya Support Web
site: Telecommunications security (of voice, data, and/or video communications) is
the prevention of any type of intrusion to (that is, either unauthorized or
http://www.avaya.com/support
malicious access to or use of) your company's telecommunications equipment
License by some party.
USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S Your company's "telecommunications equipment" includes both this Avaya
ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL product and any other voice/data/video equipment that can be accessed by this
LICENSE TERMS AVAILABLE ON THE AVAYA WEB SITE http:// Avaya product (that is, "networked equipment").
support.avaya.com/LicenseInfo/ ("GENERAL LICENSE TERMS"). IF YOU DO An "outside party" is anyone who is not a corporate employee, agent,
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PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF "malicious party" is anyone (including someone who might be otherwise
DELIVERY FOR A REFUND OR CREDIT. authorized) who accesses your telecommunications equipment with either
Avaya grants End User a license within the scope of the license types malicious or mischievous intent.
described below. The applicable number of licenses and units of capacity for Such intrusions might be either to/through synchronous (time-multiplexed and/
which the license is granted will be one (1), unless a different number of or circuit-based), or asynchronous (character-, message-, or packet-based)
licenses or units of capacity is specified in the Documentation or other equipment, or interfaces for reasons of:
materials available to End User. "Designated Processor" means a single • Utilization (of capabilities special to the accessed equipment)
stand-alone computing device. "Server" means a Designated Processor that • Theft (such as, of intellectual property, financial assets, or toll
hosts a software application to be accessed by multiple users. "Software" facility access)
means the computer programs in object code, originally licensed by Avaya and • Eavesdropping (privacy invasions to humans)
ultimately utilized by End User, whether as stand-alone Products or • Mischief (troubling, but apparently innocuous, tampering)
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your system and/or its networked equipment. Also realize that, if such an
Concurrent User License (CU). End User may install and use the Software on
intrusion should occur, it might result in a variety of losses to your company
multiple Designated Processors or one or more Servers, so long as only the
(including but not limited to, human/data privacy, intellectual property, material
licensed number of Units are accessing and using the Software at any given
assets, financial resources, labor costs, and/or legal costs).
time. A "Unit" means the unit on which Avaya, at its sole discretion, bases the
pricing of its licenses and can be, without limitation, an agent, port or user, an Responsibility for Your Company’s Telecommunications Security
e-mail or voice mail account in the name of a person or corporate function
The final responsibility for securing both this system and its networked
(e.g., webmaster or helpdesk), or a directory entry in the administrative
equipment rests with you — Avaya’s customer system administrator, your
database utilized by the Product that permits one user to interface with the
telecommunications peers, and your managers. Base the fulfillment of your
Software. Units may be linked to a specific, identified Server.
responsibility on acquired knowledge and resources from a variety of sources
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Software on one Server or on multiple Servers provided that each of the
• Installation documents
Servers on which the Software is installed communicate with no more than a
• System administration documents
single instance of the same database.
• Security documents
Named User License (NU). Customer may: (i) install and use the Software on • Hardware-/software-based security tools
a single Designated Processor or Server per authorized Named User (defined • Shared information between you and your peers
below); or (ii) install and use the Software on a Server so long as only • Telecommunications security experts
authorized Named Users access and use the Software. "Named User," means
To prevent intrusions to your telecommunications equipment, you and your
a user or device that has been expressly authorized by Avaya to access and
peers should carefully program and configure:
use the Software. At Avaya's sole discretion, a "Named User" may be, without
limitation, designated by name, corporate function (e.g., webmaster or • Your Avaya-provided telecommunications systems and their
helpdesk), an e-mail or voice mail account in the name of a person or corporate interfaces
function, or a directory entry in the administrative database utilized by the • Your Avaya-provided software applications, as well as their
Product that permits one user to interface with the Product. underlying hardware/software platforms and interfaces
• Any other equipment networked to your Avaya products
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Shrinkwrap License will be available from Avaya upon End User's request (see
when the product performs as warranted.
"Copyright" below for more information).
Standards Compliance
Copyright
Avaya Inc. is not responsible for any radio or television interference caused by
Except where expressly stated otherwise, the Product is protected by copyright
unauthorized modifications of this equipment or the substitution or attachment
and other laws respecting proprietary rights. Unauthorized reproduction,
of connecting cables and equipment other than those specified by Avaya Inc.
The correction of interference caused by such unauthorized modifications,
substitution or attachment is the responsibility of the user. Pursuant to Part 15
of the Federal Communications Commission (FCC) Rules, the user is
cautioned that changes or modifications not expressly approved by Avaya Inc.
might void the user’s authority to operate this equipment.

Federal Communications Commission Statement

Part 15:

Note: This equipment has been tested and found to comply with
the limits for a Class A digital device, pursuant to Part 15 of the
FCC Rules. These limits are designed to provide reasonable
protection against harmful interference when the equipment is
operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if
not installed and used in accordance with the instruction manual,
may cause harmful interference to radio communications.
Operation of this equipment in a residential area is likely to cause
harmful interference in which case the user will be required to
correct the interference at his own expense.

Canadian Department of Communications (DOC) Interference Information


This Class A digital apparatus complies with Canadian ICES-003.
Cet appareil numérique de la classe A est conforme à la norme NMB-003 du
Canada.
This equipment meets the applicable Industry Canada Terminal Equipment
Technical Specifications. This is confirmed by the registration number. The
abbreviation, IC, before the registration number signifies that registration was
performed based on a Declaration of Conformity indicating that Industry
Canada technical specifications were met. It does not imply that Industry
Canada approved the equipment.

European Union Declarations of Conformity

Avaya Inc. declares that the equipment specified in this document bearing the
"CE" (Conformité Europeénne) mark conforms to the European Union Radio
and Telecommunications Terminal Equipment Directive (1999/5/EC), including
the Electromagnetic Compatibility Directive (89/336/EEC) and Low Voltage
Directive (73/23/EEC).
Copies of these Declarations of Conformity (DoCs) can be obtained by
contacting your local sales representative and are available on the Avaya
Support Web site:
http://www.avaya.com/support

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Contents

Chapter 1: Getting started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3


Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Accessing your mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Mailbox Initialization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Working with the Extended Absence Greeting . . . . . . . . . . . . . . . . . 9
Working with Unsent Messages . . . . . . . . . . . . . . . . . . . . . . . . . 9
General commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using the Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Chapter 2: Reviewing and responding to messages . . . . . . . . . . . . . . . . . . 15


Reviewing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Review message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Scanning messages automatically . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Replying to messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Forwarding messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Searching for specific messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Chapter 3: Recording and sending messages. . . . . . . . . . . . . . . . . . . . . . 29


Recording voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Recording options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Specifying delivery options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Sending fax messages from a fax machine . . . . . . . . . . . . . . . . . . . . . 33
Creating and sending a fax to a recipient’s mailbox . . . . . . . . . . . . . . 33
Creating and sending a fax to your mailbox and then forwarding the fax . . . 33
Creating and sending a fax by logging in to your mailbox (AUDIX TUI only) . 34
Addressing messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Addressing messages options . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Chapter 4: Printing messages to a fax device . . . . . . . . . . . . . . . . . . . . . . 41


Printing new messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Printing fax and e-mail messages after reviewing. . . . . . . . . . . . . . . . . . 43
Printing your inbox listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Printing inbox listing showing all messages . . . . . . . . . . . . . . . . . . 44
Printing inbox listing showing only new messages . . . . . . . . . . . . . . . 45

Chapter 5: Working with greetings, prompts, and personalization options . . . . . . 47


Greetings and prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Listening to greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Extended absence greeting options . . . . . . . . . . . . . . . . . . . . . . . 49
Recording greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

November 2009 1
Contents

Activating greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Setting up rules for optional greetings . . . . . . . . . . . . . . . . . . . . . . 52
Using the Serenade TUI to set up rules for optional greetings . . . . . . . . . 53
Using the Aria TUI to set up rules for optional greetings . . . . . . . . . . . . 53
Using the AUDIX TUI to set up rules for optional greetings . . . . . . . . . . 54
Reviewing optional greeting rules . . . . . . . . . . . . . . . . . . . . . . . . 54
Deleting greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Recording Caller Application prompts . . . . . . . . . . . . . . . . . . . . . . 55
Personalizing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Setting up Personal Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Chapter 6: Using special notification features . . . . . . . . . . . . . . . . . . . . . 65


Enabling special notification features . . . . . . . . . . . . . . . . . . . . . . . . 65
Receiving Call Me calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Chapter 7: Understanding caller options . . . . . . . . . . . . . . . . . . . . . . . . 69


Calling through the Automated Attendant . . . . . . . . . . . . . . . . . . . . . . 69
Options when there is no answer at an extension . . . . . . . . . . . . . . . 70
Options when an extension is busy . . . . . . . . . . . . . . . . . . . . . . . 70
Options when there is no answer from the operator or the operator is busy . 71
Using the Common Caller Interface . . . . . . . . . . . . . . . . . . . . . . . . . 72
Options of the Common Caller Interface . . . . . . . . . . . . . . . . . . . . . 72
Transferring callers to a mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Calling "Find Me" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

2 Modular Messaging TUI Guide


Chapter 1: Getting started

You can use the Avaya Modular Messaging Telephone User Interfaces (TUIs) to communicate
in three different ways: voice mail, e-mail, and fax.
Use the TUIs:
● As a voice messaging system for sending, reviewing, and replying to voice and fax
messages. Modular Messaging e-mail readers convert text to speech and allow you to
listen to the header or envelope information of fax messages. Modular Messaging also
allows you to print fax messages on a fax machine.
● As a way to review and reply to e-mail messages that you may receive across a unified
messaging network, intranet, or Internet. Modular Messaging e-mail readers convert text
to speech and allow you to listen to Modular Messaging e-mail messages.
● As an automated attendant that controls call handling. If callers call your extension directly,
the Automated Attendant options do not apply.
Modular Messaging offers three separate TUIs:
● The Aria® TUI for Modular Messaging
This TUI, referred to as the Aria TUI in this guide, supports many of the features and menus
of traditional Octel® Aria® systems.
● The AUDIX® TUI for Modular Messaging
This TUI, referred to as the AUDIX TUI in this guide, supports many of the features and
menus of traditional AUDIX® and INTUITY™ AUDIX® systems.
● The Serenade® TUI for Modular Messaging
This TUI, referred to as the Serenade TUI in this guide, supports many of the features and
menus of traditional Octel® Serenade systems.
The Aria TUI for Modular Messaging, the AUDIX TUI for Modular Messaging, and Serenade
TUI for Modular Messaging are similar to, but not exactly the same as, the traditional Aria,
AUDIX, and Serenade TUIs.
The Class-of-Service (COS) that your administrator assigns to you determines which TUI you
can use to perform such operations as message creation and retrieval, use of personal
greetings, and mailbox management. If you are not sure which TUI your account uses, contact
your system administrator.
The Modular Messaging TUIs are convenient to use. Menus are read out and you select an
option by pressing a number or letter on your telephone key pad. You can interrupt or skip voice
prompts as you become more familiar with using the system.
Note:
Note: If the Modular Messaging TUIs are set to License Restricted mode, the system
does not display any options to change the settings.

November 2009 3
Getting started

Depending on how your system and your COS is configured, some of the options described in
this guide may not be available to you. For more information, contact your system administrator.

4 Modular Messaging TUI Guide


Logging in to your mailbox

Logging in to your mailbox


This section provides instructions for logging in to your Modular Messaging mailbox in a
non-MultiSite or MultiSite environment. The procedures for logging in to the mailbox are the
same for subscribers of the AUDIX Telephone User Interface (TUI), the Aria TUI, and the
Serenade TUI.
Before you dial into your mailbox, your system administrator must provide you the following
information:
● The access number. This is the telephone number you use to dial in to your mailbox.
● Your mailbox number.
● Your mailbox password.
● A list of special features that your system administrator has authorized you to use.
With MultiSite, the common logon procedure does not assume a fixed mailbox length and
continues to gather digits up to the longest allowed mailbox number (50 digits) in the voice mail
domain (VMD). The system stops gathering the digits, if you enter "#" or a timeout occurs. If the
number that you entered matches a short mailbox number for the local site, then the system
takes that to be the correct mailbox number and prompts you to enter the password. If the
number entered matches a full mailbox number for any site, then the system again prompts you
to enter the password.
Note:
Note: Partial mailbox matches are allowed only if there is exactly one match.
A full mailbox number of the subscriber includes the site group and site identifiers and the short
mailbox number.
A short mailbox number of the subscriber is the mailbox number from which the site identifier is
stripped. Subscribers can use the short mailbox number to send voice messages to other
subscribers in the same site.
For example, if John belongs to the Boston site with a site identifier 1617, which is part of the
United States site group with site identifier 1, and his short mailbox number is 3564088, then his
full mailbox number is 16173564088.
However, when the site identifier and the short mailbox numbers overlap, the last digit(s) of the
site identifier is also the first digit(s) of the short mailbox number. For example, the length of
Mary’s full mailbox number is set to 8. If the site identifier is 4 digits (8867) and the length of the
short mailbox number is 6 (674092), then the last digits of the site identifier, 67, and the first two
digits of the short mailbox number, are the same.
"Home site" is the site where the subscriber’s mailbox number is created.
"Local site" is the site from which the subscriber logs in.
For example, a subscriber, Paul, belongs to the India site. These are the login scenarios:
1. If Paul tries to log in from India, then his home and local site is India.

November 2009 5
Getting started

2. If Paul tries to log in from United States, then his home site is India and local site is United
States.
Note:
Note: For more information on the MultiSite feature, see the Avaya Modular Messaging
MultiSite Feature Description Guide.

Accessing your mailbox


Your mailbox stores your messages and some configuration options. Dial in to your mailbox to:
● Listen to, reply to, and forward messages.
● Compose and send messages.
● Change your greetings and personalize your mailbox.

! Important:
Important: Depending on the telephone system of your organization, you might access your
mailbox differently from the way described here. If you cannot access your
mailbox, contact your system administrator.

To access your mailbox from your office extension


1. Dial the voice mail internal access number for your organization.
If you do not have this number, contact your system administrator.
2. Enter your password followed by the pound key [#].
Press the pound key (#) only if your administrator instructs you to do so. For more
information about this option, see Avaya Modular Messaging Release 5.2 Messaging
Application Server Administration Guide.
Note:
Note: If you enter your password incorrectly, the system restarts the login sequence.

To access your mailbox from the office extension of someone else who has a
mailbox on the system
1. Dial the voice mail internal access number for your organization.
2. Press the star key [*].
3. Press the pound key [#], if necessary.
4. Enter your mailbox number.
Note:
Note: To avoid a digit timeout in a MultiSite environment, press the pound key [#] after
you enter the mailbox number.

6 Modular Messaging TUI Guide


Logging in to your mailbox

5. Enter your password, followed by the pound key [#].


Press the pound key (#) only if your administrator instructs you to do so.
Note:
Note: If you enter either the mailbox number or the password incorrectly, the system
restarts the login sequence and prompts you to enter both the mailbox number
and the password again. The system does not indicate which one was entered
incorrectly.

To access your mailbox from the extension of someone else who does not have a
mailbox on the system or from an outside telephone
1. Dial the voice mail outside access number for your organization.
If you do not have this number, contact your system administrator.
2. Press the pound key [#].
Note:
Note: Depending on your Modular Messaging system configuration, you can skip step 2
and proceed to step 3.
3. Enter your mailbox number.
Note:
Note: In a MultiSite environment, to avoid a digit timeout, press the pound key [#] after
you enter the mailbox number.
4. Enter your password, followed by the pound key [#].
Press the pound key (#) only if your administrator instructs you to do so.
Note:
Note: If you enter either the mailbox number or the password incorrectly, the system
restarts the login sequence and prompts you to enter both the mailbox number
and the password again. The system does not indicate which one was entered
incorrectly.

Mailbox Initialization
When you dial in to your mailbox for the first time, you may hear "You must change your
password." This means that your system administrator has activated Mailbox Initialization,
which helps to guide you through the process of personalizing your mailbox. You hear this
message only the first time you dial in to your mailbox.
Mailbox Initialization prompts you to change your password and record your name. This
ensures that your mailbox is set up the way you want it. You can change your password and
your name recording at any time.

November 2009 7
Getting started

Note:
Note: Subscribers using the Aria TUI can also record the Please Hold prompt and
Personal greeting.

Password Rules
The following password rules might vary, depending on your Modular Messaging system
configuration:
● You can enter your password using alphanumeric characters. If you are using a language
other than English or your system configuration disallows alphanumeric characters, use
numbers only.
● The first digit of the password cannot be a zero.
● The password cannot be the same as the mailbox number.
● The password cannot be the reverse of the mailbox number.
● The password cannot contain consecutive digits in ascending or descending order. For
example, the system will reject the following passwords: 123456, 9876, 89012, 2109.
● The password cannot be the same digit repeated, such as 11111 or 9999. The system
reject passwords such as 111111 or 9999.
● Your system administrator specifies the minimum length of the password. If you enter a
password that is shorter than the minimum number of digits required, you receive an error
message and are prompted to start again. The maximum password length is 15
characters.
● If you enter the wrong password for a set number of times (specified by your system
administrator), you are logged out of the system, as your mailbox is locked. In this case,
contact your system administrator, who must assign a new password.
● When changing your password, you cannot use a certain number of previous passwords
that the system administrator has configured. It is also recommended that you do not
reuse any previous passwords.
● If your password expires, you are prompted to change it before you can send or retrieve
messages by using the TUI.
● You cannot change your password at less than two minute intervals. This setting is
determined by your Modular Messaging system configuration.

Playback controls when using the Mailbox Initialization


When you are using Mailbox Initialization, the following options are available:

8 Modular Messaging TUI Guide


Logging in to your mailbox

When recording prompts and greetings


Use the following options when recording prompts and greetings:

To do this Press

All TUIs

Accept the recording 1


Re-record 2
Skip the recording *
Note: You cannot use the star key [*]
when you are changing your
password or recording your name.

Working with the Extended Absence Greeting


The Extended Absence Greeting (EAG) is a special greeting you can use for those times when
you will be away from your workplace for an extended period of time, for example, when you are
on vacation. When it is active, this greeting overrides any other greetings you may have
recorded for your mailbox. The EAG remains the only active greeting until you deactivate it.
When you log in to your mailbox, if an EAG is active, the system informs you that an EAG is
active for your mailbox. You can choose to either retain or deactivate the EAG.
Use the following options to retain or to deactivate the EAG:

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Retain Extended Absence Greeting 1 1 4 2 4 (toggle)


Deactivate Extended Absence Greeting 2 2 4 2 4 (toggle)

Working with Unsent Messages


If you are using a Telephone User Interface (TUI) to record a voice message and the call is
dropped, the Unsent Messages feature automatically saves a copy of the message in the Drafts
folder. The next time you log in to your mailbox you will hear the following options for handling
any unsent messages:
● Edit the message (including rewind, fast-forward, pause, play and record), address it, and
send it, which also removes the message from the Drafts folder.
● Delete the message, which removes it from the Drafts folder.

November 2009 9
Getting started

● Skip the message, which leaves it in the Drafts folder and you will be reminded you have
unsent messages the next time you log in to your mailbox.
● Exit to the main TUI menu, skipping any remaining unsent voice messages.
Note:
Note: This feature is administered on a Class of Service (COS) basis. Depending on
the COS assigned to your mailbox, administrators can enable (via a Class of
Service setting) the Unsent Messages feature. Also note that you can save the
voice content but any recipient address that you may have been entered is lost.
However, the system retains the privacy and other delivery options (if set).
Use the following options for Unsent Messages:

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Edit and send a message 1 1 6


Continue recording a message 2 1 6
Replay a message 4 0 22
Delete a message 7 *D 3
Review Unsent Messages 1 2 Note: From the
Serenade TUI,
you can review
the Unsent
Messages
automatically.
Listen to the next Unsent Message # #0 5
Skip the remaining Unsent * Note: You #
Messages cannot skip
unsent
messages.
You can exit
the unsent
menu only if
you have
scanned
through all of
the
messages.

10 Modular Messaging TUI Guide


General commands

General commands
The following table lists some frequently-used general commands that you can access from
most of the menus.
Note:
Note: For certain general commands, the keys used follow either the number
convention or the symbol letter convention.For example, * 4 or * H for Help.

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Get help Not available * 4 or * H 0


Transfer to another extension, if Not available * 8 or * T 90
applicable. (System
Note: If the extension being transferred prompts you to
to has the EAG active, the call enter the
does not ring at that extension. mailbox
Instead, the caller hears the EAG number of the
for that extension. person you are
calling.)
Transfer to the operator or to the Not available *0 Not available
covering extension, if applicable.
Use directory assistance. Not available **6 Not available
You can access the names and numbers or
directories. By default, the system opens **N
the names directory.
Exit from the names and numbers Not available # Not available
directory.
Use the Dial by Name feature to enter a # * 2 or * A 00
mailbox address by spelling out the name
of the individual or personal distribution
list.
Make the system wait for a few seconds. Not available * 9 or * W Not available

November 2009 11
Getting started

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Access the Main Menu, also known as * repeatedly * 7 or * R * or #


the Activity Menu. The Main
Menu is known
as Ready
menu.
Disconnect. Press the star **9 99
key [*] or
repeatedly till **X
you reach the
Main Menu,
then press the
star key [*]
again to
disconnect

12 Modular Messaging TUI Guide


Using the Main Menu

Using the Main Menu


The Main Menu, also known as the Activity Menu, provides access to all activities that can be
performed from the TUI.
The Main Menu contains the following options:

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Get or review messages. 1 2 5


Record and send messages. 2 1 6
Search for specific messages. 3 Not available Not available
Administer personal greetings. 41 3 4
Administer personal options. 4 5 16
Enable/disable Call Me. 423 61 16111
Enable/disable Find Me 422 62 1612
Autoscan, to scan messages quickly and Not available 7 195
automatically. (NameScan)
Restart session with new login sequence. 9 **7 990
Exit (Log out). * **9 99

November 2009 13
Getting started

14 Modular Messaging TUI Guide


Reviewing messages

Chapter 2: Reviewing and responding to messages

Using the Modular Messaging Telephone User Interface (TUI), you can review, reply to, and
forward voice, e-mail, and fax messages. You can also process Unsent Messages stored in
your mailbox.
Note:
Note: Modular Messaging—MSS subscribers cannot retrieve corporate e-mail
messages using the Modular Messaging TUIs.

Reviewing messages
Modular Messaging stores messages under different message categories such as New, Saved,
Deleted, and Admin.
Before playing a message, the TUIs tell you how many new messages are there in your
mailbox. If there are any broadcast messages in your mailbox, the system plays the messages
before playing other message types.
If there are any DSN (Delivery Status Notification) in your mailbox then TUI plays the original
voice file immediately after DSN.
Note:
Note: If you are using the Aria TUI, you can listen to DSN messages using the
Administrative messages menu but if you are using the AUDIX and Serenade
TUIs, you can listen to DSN messages using the New messages menu.

November 2009 15
Reviewing and responding to messages

To review messages, access your mailbox and use the following options:
Reviewing messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to all messages. Not available 21 51


Press 0 to
interrupt the
playback of a
message
header and
play the
message body
from the
beginning
Listen to voice messages. 1 11 21 51
Press 0 to
interrupt the
playback of a
message
header and
play the
message body
from the
beginning
Listen to new voice messages. 111 Not available 1 9 12
Listen to saved voice messages. 112 Not available 1 9 22
Listen to deleted voice messages. 113 Not available 1 9 42
Listen to e-mail messages. 12 21 5
Press 0 to
interrupt the
playback of a
message
header and
play the
message body
from the
beginning
Listen to new e-mail messages. 121 Not available 1 9 12
Listen to saved e-mail messages. 122 Not available 1 9 22
Listen to deleted e-mail messages. 123 Not available 1 9 42

16 Modular Messaging TUI Guide


Reviewing messages

Reviewing messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to fax messages. 1 31 21 51


Press 0 to
interrupt the
playback of a
message
header and
play the
message body
from the
beginning
Listen to new fax messages. 131 Not available 1 9 12
Listen to saved fax messages. 132 Not available 1 9 22
Listen to deleted fax messages. 133 Not available 1 9 42
Listen to administrative messages 19 Not available Not available
1. The system plays messages of all types (voice, fax, or e-mail) and categories (New and Saved).
2. The system plays messages of all types (Voice, fax, or e-mail).

Skipping messages
When reviewing messages, use the following options to skip to the next message in the same
category or to the first message in the next category:

November 2009 17
Reviewing and responding to messages

Note:
Note: These options are available only after you press 1 for the Review Messages
menu in the Aria TUI, 2 for the Get Messages menu in the AUDIX TUI, or 1, 9 for
the Get Messages menu in the Serenade TUI.
Options for skipping messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Skip to the next message in the same # # 5


category.
Skip to the next message category. ## *#
The Aria TUI The AUDIX Not available.
has three TUI has two
message message
categories: categories:
New, Saved, New and
and Deleted. Saved.

Review message options


You can use different options during and after review of messages.

When listening to messages


Use the following options and playback controls when listening to a message:
Options and playback controls when listening to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Rewind a message by a set number of 1 5 2


seconds.
Rewind to the start of a message. 11 0 22
Rewind to the start of the previous Not available *5 Not available
message part.

Pause/Resume a message. 2 (toggle) 3 (toggle) *1 3 4 8 9


Fast-forward a message by a set number 3 6 4
of seconds.

18 Modular Messaging TUI Guide


Reviewing messages

Options and playback controls when listening to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Fast-forward to the end of the current Not available *6 Not available


message part.
Fast-forward to the end of a message. 33 *6 44
for each
message part
Decrease the playback speed. 4 8 *3
Play header (or envelope) information. 5 23 8
List all recipients to whom the message 55 Not available Not available
was sent.
Note: Recipients receiving blind carbon
copies (BCC) are not voiced
Increase the playback speed. 6 9 *8
Decrease the playback volume. 7 7 *4
Return playback volume to normal, if 8 Not available Not available
multilingual e-mail readers have not been
installed.
Change language in which e-mail 8 Not available 88
message is voiced using e-mail readers.
Increase the playback volume. 9 4 *9
Return playback speed to normal. 0 Not available Not available
Skip message. # # 5
1. Pressing * while listening to a message will pause the message playback. While the message is in
"paused" state, you can press 3 to slow down, press 4 for softer volume, press 8 for speeding up and press
9 for increasing the volume respectively. Pressing * resumes the message playback.

November 2009 19
Reviewing and responding to messages

After listening to messages


Use the following options after listening to a message:
Note:
Note: From the AUDIX TUI, you can use the following options also when listening to
messages.
Options after listening to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Play the last five seconds of a voice 1 5 2


message.
Print fax and e-mail to a fax device, 2 *1 198
depending on your system configuration.
Replay the message. 4 0 22
Play header information. 5 23 8
Forward the message. 6 1 13
See Forwarding messages on page 26.
Erase the message. 7 *3 3
Note: This
option is valid
only for new,
saved and
admin
messages.
Reply to the message. 8 1 17
See Replying to messages on page 23.
In a non-MultiSite environment, you
cannot reply to messages from external
callers.
Reply by calling a sender of a voice 8 Not available Not available
message received from a non-integrated
number (for example, external caller) in a
MultiSite environment.

20 Modular Messaging TUI Guide


Reviewing messages

Options after listening to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Save the message. 9 Note: The Note: The


Note: This message is message is
option is valid automatically automatically
only for new saved after saved after
messages listening to the listening to the
message or by message or by
pressing the pressing [7]
zero [0] key from the
Ready menu
List all recipients to whom the message 55 Not available Not available
was sent.
Note: Recipients receiving blind carbon
copies (BCC) are not voiced.
Hold message in current category. Not available **4 Not available
Restore last deleted message when Not available **8 1947
reviewing messages.
Skip message. # # 5

November 2009 21
Reviewing and responding to messages

Scanning messages automatically


Using the AUDIX TUI or Serenade TUI, you can scan messages automatically. When you scan
messages, you automatically play all the messages in your mailbox, just by pressing two or
three buttons.
To scan messages, access your mailbox and use the following options:
Scanning messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Scan headers and messages. Not available 71 Not available


Scan headers only. Not available 72 195
Scan messages only. Not available 73 Not available

22 Modular Messaging TUI Guide


Replying to messages

Replying to messages
After listening to a message, you can reply with a voice message to the sender or to all
recipients of the message. You can also include a copy of the original message in the reply.
Note:
Note: You may not be able to include a copy of the original message if the original
message was marked as private.
You can reply to a message only if the sender of the message is a subscriber or has an e-mail
account. You cannot reply to voice messages that were left in your mailbox by external callers.

Tip:
Tip: From the Aria TUI, press 1 for the Review Messages menu. From the AUDIX
TUI, press 2 for the Get Messages menu. From the Serenade TUI, press 5 to
listen to messages. For more information, see Reviewing messages on page 16.
In a non-MultiSite environment, you can reply by calling the sender only if the subscriber is from
the local site.
In a MultiSite environment, you can reply by calling the sender regardless of their location. From
the Aria TUI, you can reply to a message left from a non-integrated number (for example,
external caller) by calling the sender.
While replying by calling the sender, the system performs a check to ensure that the cost of the
call is allowed. If the call cost exceeds the limit of maximum cost for subscriber outcalls, the call
fails and you are presented with the post-message menu.
If the cost is less than the maximum cost value, then you are allowed to make the call.

After listening to a message, you can respond to the message using one of the following
options:
Replying to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Reply to only the message sender, 81 116 Not available


without the original message attached.
Reply to all message recipients, without 82 156 Not available
the original message attached.

November 2009 23
Reviewing and responding to messages

Replying to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Reply to the message sender only, and 83 119 17


include the original message.
Note: You may not be able to include the
original message if it was marked as
private.
Reply to all message recipients, and 84 159 11
include the original message.
Note: You may not be able to include the
original message if it was marked as
private.
Finish recording. # # #
Call the extension of the sender, provided 88 10 14
that:
● The message was sent by an
internal caller in the same
voicemail domain.
● Your PBX can handle extension
number details.
Listen to a list of all message recipients. 89 1 5 [6 or 9] # * Not available
1
Note: This can
only be done
while replying
to all recipients
(either with or
without the
original
message
attached).
Once initiated,
the reply
action cannot
be canceled.
Follow the
prompts to
review the
entire list.
Reply by calling a sender of a voice 8 Not available Not available
message received from a non-integrated
number (for example, external caller) in a
MultiSite environment.

24 Modular Messaging TUI Guide


Replying to messages

Reply to message options


After you finish recording a message, use one of the following delivery options:
Delivery options when replying to messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to the available delivery options. Not available 0 0


Mark message as urgent/high priority or 2 (toggle) 2 (toggle) 6 (toggle)
normal/low priority.

Request message confirmation. 3 Not available Not available


Note: This
option applies
only to
Modular
Messaging -
Microsoft
Exchange
version.
Delay delivery of a message until a future 4 3 5
time.
Note: Listen to the voice prompts for
guidance on scheduling delivery.
Mark message as private/not private. 5 (toggle) 1 (toggle) 4 (toggle)
Include/Exclude fax message. Not available 5 (toggle) Not available
Send the reply immediately, without # # #
specifying delivery options.
Note: If you do not specify delivery
options, the message is sent as a
normal message.
Cancel the reply. * Not available **

November 2009 25
Forwarding messages
After you review a message, you can forward a copy of it to another subscriber.
Note:
Note: Depending on how your system is configured, if the original message was
marked as private, you may not be able to forward the message.
To forward a message, use the following options after listening to the message:

Tip:
Tip:

● From the Aria TUI, press 1 for the Review Messages menu.
● From the AUDIX TUI, press 2 for the Get Messages menu.
● From the Serenade TUI, press 5 to listen to messages.
For more information, see Reviewing messages on page 16.

Forwarding messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

● Forward original message with 62 12 13


voice comment. <record <record <record
comment> comment> comment>
1. Delete recording. * *3 3
2. Approve recording. # # #
OR

● Forward message without 61 12 Not available


recording a comment.

Complete addressing of messages. ## # #


See Addressing messages on page 37.
Send the message. # # #
Forwarding messages

Forward message options


Use the following options after addressing the forwarded message:
Options when forwarding messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to the available delivery options. Not available 0 0


Mark message as urgent/high priority or 2 (toggle) 2 (toggle) 6 (toggle)
normal/low priority.
Request message confirmation. 3 Not available Not available
Note: This
option applies
only to
Modular
Messaging -
Microsoft
Exchange
version.
Delay delivery of a message until a future 4 3 5
time.
Note: Listen to the voice prompts for
guidance on scheduling delivery.
Mark message as private/not private. 5 (toggle) 1 (toggle) 4 (toggle)
Send the message immediately, without # # #
specifying delivery options.
Note: If you don't specify delivery
options, the message is sent as a
normal message.
Cancel the message. * *3 **
Note: Do this
before
approving and
addressing the
message.

November 2009 27
Reviewing and responding to messages

Searching for specific messages


Using the Aria TUI, you can search your mailbox for messages sent by a specific sender. The
search facility lists all messages from this sender, whether the messages are new or saved.
To search for specific messages, access your mailbox and use the following options:
Searching for specific messages

To do this Press

Aria TUI

Search for sender by local mailbox 3


number or numeric address.
Search for a sender who is an external 31#
caller.
Use Dial-by-Name. 3#

28 Modular Messaging TUI Guide


Chapter 3: Recording and sending messages

You can compose and send messages by dialing in to your mailbox using a telephone. You can
send voice-only messages, voice and fax messages, and fax-only messages.
If you have permission, you can also send broadcast messages by following the procedures for
creating a message and then sending the message to an Enhanced-List Application (ELA) that
has been set up to send broadcast messages.
Note:
Note:

● You can only send fax messages if your mailbox is fax-enabled.


● If you are recording a message and your call gets disconnected while recording, the
Unsent Message gets stored in a Drafts folder so that you can finish the recording of
the Unsent Message later.

November 2009 29
Recording and sending messages

Recording voice messages


Access your mailbox and use the following options:
Recording voice or voice-fax messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Record or send a message. 2 1 6


See Recording options on page 31. <record <record <record
message at message at message at
prompt> prompt> prompt>
Finish or approve voice recording and # # #
start addressing message.
See Addressing messages on page 37.
Finish addressing message and set ## # #
message options or delivery options.
See Specifying delivery options on
page 32.
Send the message. # # #

30 Modular Messaging TUI Guide


Recording voice messages

Recording options
Use the following options when recording a message:
Options when recording messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Rewind to the start of the message. Not available 2 22


Play recording. Not available 3 Not available
Replay recorded message. 1 23 Not available
Step message back a few seconds. Not available 5 2
Step message forward a few seconds. Not available 6 4
Pause recording. 21 1 *
Note: Press again to continue recording.
Delete recording. * *3 3
1. Aria TUI pauses only for a set number of seconds and once the pause time is reached recording restarts
automatically.

November 2009 31
Recording and sending messages

Specifying delivery options


After recording and addressing a voice message, you can set message options (AUDIX TUI) or
specify delivery options (Aria TUI or Serenade TUI), using the following:
Specifying delivery options

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to the available delivery options. Not available 0 0


Mark message as urgent/high priority or 2 (toggle) 2 (toggle) 6 (toggle)
normal/low priority.
Request message confirmation 3 Not available Not available
Note: This
option applies
only to
Modular
Messaging -
Microsoft
Exchange
version.
Delay delivery of a message until a future 4 3 5
time
Note: Listen to the voice prompts for
guidance on scheduling delivery.
Mark message as private/not private. 5 (toggle) 1 (toggle) 4 (toggle)
Approve delivery options and send the # # #
message

32 Modular Messaging TUI Guide


Sending fax messages from a fax machine

Sending fax messages from a fax machine


Depending on the TUI you are using, you can do the following:
● From a fax machine, call the intended recipient to create and send a voice and fax
message or a fax-only message to the mailbox of the recipient (Aria TUI, AUDIX TUI, and
Serenade TUI)
● From a fax machine, call your own telephone number to create and send a voice and fax
message or a fax-only message to your own mailbox and then forward the fax to other
users (Aria TUI, AUDIX TUI, and Serenade TUI)
● Call and log in to your mailbox from a fax machine, create a voice and fax message or a
fax-only message, and send it to the intended recipients (AUDIX TUI)

Creating and sending a fax to a recipient’s mailbox


To send a fax from a fax machine to the mailbox of a recipient or your own mailbox:
1. Place the document in the fax machine.
2. Call the mailbox number of the recipient, using the handset of the fax machine.
3. Do one of the following:
● To send a fax-only message, at the mailbox greeting, press START on your fax machine
and hang up the handset.
● To send a voice and fax message, record your message after you hear the record
prompt, then press START on your fax machine and hang up the handset.
Note:
Note: The AUDIX TUI prompts you to press 5 to activate the fax option, after you record
your message.

Creating and sending a fax to your mailbox and then forwarding


the fax
To send a fax from a fax machine to your own mailbox, and then forward the fax to other
recipients:
1. Place the document in the fax machine.
2. Call your mailbox number using the handset of the fax machine.

November 2009 33
Recording and sending messages

3. Do one of the following:


● To send a fax-only message, at the mailbox greeting, press START on your fax machine
and hang up the handset.
● To send a voice and fax message, record your message after you hear the record
prompt, then press START on your fax machine and hang up the handset.
Note:
Note: The AUDIX TUI prompts you to press 5 to activate the fax option, after you record
your message.
4. Log in to your mailbox and perform the following actions in order shown:
Options when forwarding fax messages to the recipient

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to new fax message. 131 2 5


Forward the fax with comment. 62 12 13
OR
Forward the fax without 61 12 13
recording a comment.

Approve recording of comment, # # #


if any, and start addressing
message.
Complete addressing. ## # #
Send message. # # #

Creating and sending a fax by logging in to your mailbox (AUDIX


TUI only)
Using the AUDIX TUI, you can log in to your mailbox and create and send a voice and fax
message or a fax-only message.

34 Modular Messaging TUI Guide


Sending fax messages from a fax machine

Sending a fax-only message


To record and send a fax-only message from a fax machine, log in to your mailbox and use the
following options:
Sending fax-only messages by logging in to your mailbox

To do this Press

AUDIX TUI only

Record a fax message. 1#


(bypass recording)
Address the message and specify the delivery Not available
options.
See Addressing messages on page 37.
See Specifying fax message delivery options on
page 36.
Send a fax message. #
Note: Press START on the fax machine when
prompted, and then disconnect.

Sending a voice-and-fax message


To record and send a voice-and-fax message from a fax machine, log in to your mailbox and
use the following options:
Recording and sending a voice-fax message

To do this Press

AUDIX TUI only

Record a message. 1
See Recording options on page 31. <record message at
prompt>
Finish or approve voice recording and start #
addressing message.
See Addressing messages on page 37.

November 2009 35
Recording and sending messages

Recording and sending a voice-fax message

To do this Press

AUDIX TUI only

Finish addressing message and set message #


options or delivery options.
See Specifying delivery options on page 32.
Send the message. #
Note: If you have
selected the fax
option, press START
on the fax machine.

Specifying fax message delivery options


After addressing the message, you can set the following message delivery options:
Setting message options

To do this Press

AUDIX TUI only

Listen to the available delivery options. 0


Mark message as private (toggle). 1
Toggle priority status. 2
Schedule message for future delivery. 3
Select fax option (toggle). 5
Note: You can select
fax option even
when the voice
component is not
present.
Complete specifying delivery options. #

36 Modular Messaging TUI Guide


Addressing messages

Addressing messages
In a non-MultiSite environment, you can address a message to one or more recipients using the
local mailbox number, numeric address, network address, or the name of the recipient.
While in a MultiSite environment you can also address messages using the full mailbox number,
short mailbox number, or partial mailbox number.
In a MultiSite environment, all addresses must terminate with a "#", a maximum number of digits
(50 digits) in a mailbox number, or a timeout. The number of possible mailboxes may be greater
than 1. If the number of mailboxes that match the number entered exceed 9, then no mailbox
matches are presented. However, if PDL matches exist, they are presented as normal.
In the case where multiple mailbox and PDL matches exist, the mailbox matches are presented
first. If the subscriber presses "#" when the mailbox matches are presented, the PDL portion of
the matches are skipped.
If the number of digits in the number entered is less than the shortest mailbox number in the
VMD, then the search is restricted to the home site. For example, if the shortest mailbox length
is 4 digits but the subscriber enters "18", then all home site mailboxes ending "18" are
presented, like "4018","4118" and so on.
If there are multiple matches for the entered mailbox number then, the matches are presented
in the following order:
1. Mailbox numbers from home site
2. Mailbox numbers from local site
3. Other mailboxes numbers in the VMD
Note:
Note: The following formats are used to present the names in the list:

Aria TUI AUDIX TUI Serenade TUI

To present the names in the list To select To select To select


from the home site. <name> press <name> at <name> at
<key> <site name> <site name>
press <key> press <key>
To present the names in the list To select To select To select
from locations other than the <name> at <name> at <name> at
home site. <site name> <site name> <site name>
press <key> press <key> press <key>

To present names in the list for the subscribers who are not associated with any site, the
following format is used-"To select <name> press <key>".

November 2009 37
Recording and sending messages

After you have approved the recording, use the following options to address messages:
Note:
Note: If you have permission, you can send broadcast messages by following the
procedures for creating a message and then sending the message to an
Enhanced-List Application (ELA) that has been set up to send broadcast
messages. To do so, use the number (similar to a mailbox number) assigned to
the ELA when addressing the message.

Addressing messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Enter address (in a non- MultiSite <mailbox <mailbox <mailbox


environment). number> # number> # number> #
OR OR OR
<numeric <numeric <numeric
address> # address> # address> #
OR OR OR
<network <network <network
address> # address> # address> #
OR OR OR
<personal list <personal list <personal list
address> address> address>
Enter address (in a MultiSite <short mailbox <short mailbox <short mailbox
environment). number> # number> # number> #
OR OR OR
<full mailbox <full mailbox <full mailbox
number> # number> # number> #
OR OR OR
<partial <partial <partial
mailbox mailbox mailbox
number> # number> # number> #
OR OR OR
<numeric <numeric <numeric
address> # address> # address> #
OR OR OR
<network <network <network
address> # address> # address> #
OR OR OR
<personal list <personal list <personal list
address> address> address>

(Only if an address has been entered) * *3 *


Delete the last entered address.

38 Modular Messaging TUI Guide


Addressing messages

Addressing messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Switch to addressing by name of the # *2 00


recipient (Dial by Name feature). Press again Press again Press again
Note: The Dial by Name feature can be for numeric for numeric for numeric
used to "spell out" names either of addressing. addressing. addressing.
individuals or of personal
distribution lists.
Enter the name of the recipient <name> # <name> # <name> #
(individual or list).
Cancel message (or list creation):
● If no addresses have been entered * Hang up with **
● If one or more addresses have ** no addresses
been entered specified.

Complete addressing. ## # #

Addressing messages options


When addressing messages using the AUDIX TUI, use the following options to review and
modify the list of addressees.
Options when addressing messages

To do this Press

AUDIX TUI

Review addressee list when addressing *1


message.
Skip to next address in list. #
Delete an address. *3
Add an address. 1
Exit from address list. *#

You can use directory assistance to verify the addresses of the recipients or to search for
addresses of recipients. See Chapter 1: Getting started for information on using directory
assistance.

November 2009 39
Recording and sending messages

40 Modular Messaging TUI Guide


Chapter 4: Printing messages to a fax device

Modular Messaging Telephone User Interface (TUI) enables you to print e-mail and fax
messages to a fax device.
Note:
Note: Only TIFF file attachments and Modular Messaging e-mail messages are printed.
Using the Aria TUI, you can also print your Inbox listing, showing all messages or showing only
new messages.

Printing new messages


To save time, you can print all new messages to a fax device at once without reviewing them.
When you want to print a fax, the system prompts you to choose the default fax number or enter
an alternate fax number. The alternate fax number is entered during a TUI session and is
available until you log off. The system can store only one alternate fax number and if you enter
a new number, it replaces the previous number.
When the subscriber enters a new fax number, there are two input methods:
a. Switch native format: The subscriber simply enters the number.
b. Canonical format: The subscriber enters the fax number in following three parts:
● Country Code
● Area Code
● Phone Number
To print new fax messages, use the following options:
Printing new fax messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Print all new fax messages to 1811 Not available Not available
default fax destination, if set.

Print all new fax messages to 1812 Not available Not available
alternate fax destination.

November 2009 41
Printing messages to a fax device

Printing new fax messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Print all new printable messages Not available Not available 1 9 7 31


to default fax destination, if set.

Print all new printable messages Not available Not available 1 9 7 11


to the fax from which your are
calling.
1. To print all new printable messages, first press 1 9 1 to go to new message menu.

! CAUTION:
CAUTION: Messages you send to a printer are marked as saved. Do not delete the message
until you confirm that printing is successful because printing can fail after the print
job has queued.

42 Modular Messaging TUI Guide


Printing fax and e-mail messages after reviewing

Printing fax and e-mail messages after reviewing


To print individual messages to a fax device, listen to the message and use the following
options:

Tip:
Tip: From the Aria TUI, press 1 for the Review Messages menu. From the AUDIX
TUI, press 2 for the Get Messages menu. From the Serenade TUI, press 5 to
listen to messages. For more information, see Reviewing messages on page 16.

Printing reviewed fax messages

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Print fax or e-mail message to your 21 *1# 1983


default fax device, if set.
Print fax or e-mail message to an 22 *1**5 Not available
alternate fax device.
Print fax or e-mail message to the fax 23 *1*6 1981
machine from which you are calling,
using the current connection.
Send a fax message to someone else. 24 Not available Not available

Note:
Note: After you print a fax message or an e-mail message with a TIFF attachment,
using either the Aria TUI or the AUDIX TUI, press 2 to print the fax or e-mail
message again.
Note:
Note: If you are printing a fax in a MultiSite environment, before you submit the fax for
printing, the system performs a check to ensure that the cost of the call is
allowable. If the cost is greater than the maximum cost value, then the fax is not
submitted. If the cost is less than the maximum cost value, then the fax is
submitted.

November 2009 43
Printing messages to a fax device

Printing your inbox listing


Using the Aria Telephone User Interface (TUI), you can print to a fax device, your inbox listing
showing all messages or showing only new messages.
Note:
Note: If you are printing your inbox listing to a fax device in a MultiSite environment,
before you submit your inbox listing for printing, the system performs a check to
ensure that the cost of the call is allowable. If the cost is greater than the
maximum cost value, then your inbox listing is not submitted for printing. If the
cost is less than the maximum cost value, then your inbox listing is submitted for
printing.

Printing inbox listing showing all messages


Access your mailbox and use the following options:
Print inbox listing showing all messages

To do this Press

Aria TUI

Print inbox listing, showing all messages, 1821


to your default fax device, if set.
Print inbox listing, showing all messages, 1822
to an alternate fax device.

44 Modular Messaging TUI Guide


Printing your inbox listing

Printing inbox listing showing only new messages


Access your mailbox and use the following options:
Print inbox listing showing only new messages

To do this Press

Aria TUI

Print inbox listing showing only new 1831


messages to your default fax device, if
set.
Print inbox listing showing only new 1832
messages to an alternate fax device.

November 2009 45
Printing messages to a fax device

46 Modular Messaging TUI Guide


Chapter 5: Working with greetings, prompts, and
personalization options

You can set up the Telephone User Interface (TUI) to play personalized prompts and greetings.
Prompts guide callers who reach your extension when you are unable to answer calls.
Use greetings to give callers information if you are not available, for example if you are out of
the office or busy.
You can personalize your mailbox to handle calls many different ways. The system default is to
answer calls when your extension is busy or unanswered. You can also choose to use different
greetings for busy, no answer, or other conditions.

Greetings and prompts


You can use the following greetings and prompts:
● Personal greeting
Use the personal greeting to add a personal touch when callers are transferred to your
mailbox.
● Extended Absence Greeting (EAG)
Record an EAG to advise callers that you are away from the office and might be checking
your mailbox infrequently or not at all. The EAG overrides all call handling and Intercom
paging options. You can prevent messages being left when EAG is turned on. If the COS
option “Allow message after EAG” has been set to “Subscriber Control”, then the subscriber
can control whether callers can record a message when EAG is active. If the COS option is
set to either “Never” or “Always”, then the option will be hidden.
● Optional greetings
Use your mailbox as a personalized answering system by recording optional greetings. You
can set up rules that determine which optional greeting a caller hears based on call type
(internal, external, or both), time of day (during business hours, out of business hours, any
time), and if your extension is busy, not answered, or both.
Note:
Note: You can use optional greetings only if Call Handling is supported by your
telephone system and the system administrator has enabled Call Handling for
your mailbox.

November 2009 47
Working with greetings, prompts, and personalization options

● Please Hold prompt


The Please Hold prompt informs callers of the extension they selected when they are being
transferred to the extension for this mailbox. For example, "Please hold for John Doe".
● The Name prompt
The Name prompt consists of your first and last name. The system uses this prompt for
telephone answering, if you have not recorded a personal greeting. The Name prompt
identifies you as the message sender when you send a message to other subscribers, and
also identifies you when other subscribers address a message to you.
For more information, see Avaya Modular Messaging Caller Applications, available in the
Messaging White Papers Resource Library on the Avaya Support Web site
(http://www.avaya.com/support).

Listening to greetings
From the Modular Messaging TUI, you can listen to personal greetings, Extended Absence
Greetings, and optional greetings.
To listen to recorded greetings, access your mailbox and use the following options:
Listening to greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Listen to the personal greeting. 411 301 4251


Listen to the Extended Absence 412 302 421
Greeting.
Listen to an optional greeting. 413 3 0 3 <greeting 4 3 <greeting
number> number> 1
Listen to the Please Hold prompt. 415 Not available Not available
Listen to the Spoken name. 416 55 168

48 Modular Messaging TUI Guide


Greetings and prompts

Options when listening to greetings


After listening to a greeting, use the following options:
Options you can use when listening to greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Replay greeting. Not available 0 1


Forward greeting a few seconds and Not available 6 Not available
play.
Rewind greeting a few seconds and play. Not available 5 Not available
Accept existing recording. 1 Not available Not available
Re-record existing greeting. 2 Not available 2
Delete greeting. 3 Not available 3
Select another greeting to listen to, Not available # Not available
record, change, or delete.

Extended absence greeting options


From the Modular Messaging TUI, you can allow or disallow callers from leaving messages
when extended absence greeting is active.
To allow or disallow callers from leaving messages when extended absence greeting is active,
access your mailbox and use the following options:
Managing extended absence greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Allow or disallow messages after 371 425 417


extended absence greeting.

November 2009 49
Working with greetings, prompts, and personalization options

Recording greetings
To record greetings, access your mailbox and use the following options:
Recording greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Record the personal greeting. 411 311 412


Record the Extended Absence Greeting. 412 312 422
Record an optional greeting. 4 1 3 <greeting 3 1 3 <greeting 4 3 <greeting
number> number> number> 2
Record a Please Hold prompt. 415 Not available Not available
Record the Spoken name. 416 55 1681
<name> <name>
1 #
Note: This
option belongs
to
personalizing
options
(AUDIX TUI).
See
Personalizing
options on
page 56.

If Multilingual Call Answer is enabled for your mailbox, you can record optional greetings in up
to three languages.

50 Modular Messaging TUI Guide


Greetings and prompts

Recording options
Use the following options when recording greetings:
Options when recording greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Rewind greeting a few seconds and play. Not available 5 2


Forward greeting a few seconds and Not available 6 4
play.
Replay recording. 1 23 22
Pause recording and continue recording. 2 1 *
Append to the
recording after
pause.
Finish and approve recording. # # #
Re-record greeting. * Not available Not available
Delete recording. 3 *3 3
(Before
approving the
recording)

November 2009 51
Working with greetings, prompts, and personalization options

Activating greetings
For the Aria TUI, the Extended Absence Greeting is activated automatically after it is recorded
and saved. Also, there is no specific action required to activate a personal greeting. If a
personal greeting is recorded and no optional greeting can be played, the personal greeting is
played.
To activate greetings, access your mailbox and use the following options:
Activating greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Activate personal greeting. Not available 351 414


Activate Extended Absence Greeting. Not available 352 424
Activate optional greeting. 3 4 <greeting 3 5 3 <greeting 4 3 <greeting
number> number> number> 4

After you activate an optional greeting, you must set up a greeting rule.

Setting up rules for optional greetings


For all TUIs, you can set up rules that determine which optional greeting a caller hears. You
must record and activate an optional greeting before you set up a rule.
When you set up a greeting rule, you specify one or more criteria that must be satisfied for a
caller to hear the optional greeting associated with a greeting rule. There are three groups of
greeting rule criteria with three options in each group. When you set up a greeting rule, select
options from the following groups:
● Internal calls, external calls, or all calls
Note:
Note: The option to set up a greeting on internal/ external calls is currently supported
only with QSIG and H323 integration.
● During business hours, out of business hours, or any time
Note:
Note: During business hours and out of business hours, options correspond to the
home site of the subscriber.
● When your phone is busy, not answered, or busy or not answered

52 Modular Messaging TUI Guide


Greetings and prompts

To change from one option to another, press the touchtone key pad number shown for each
group of criteria in the tables below. For example, to change from activate for internal calls to
activate for all calls using the Serenade TUI, press 1 twice.
You could, for example, set up a rule that plays an optional greeting for internal calls during
business hours if your phone is busy or not answered. You could also set up a rule that plays a
different optional greeting for external calls during out of business hours if your phone is not
answered.

Using the Serenade TUI to set up rules for optional greetings


After you activate an optional greeting, use the following options to set up a greeting rule using
the Serenade TUI.
Setting up greeting rules - Serenade TUI

To do this Press

Activate for internal calls -> external calls -> all calls (rotate). 1
Activate during business hours -> out of business hours -> any 2
time (rotate).
Activate for busy -> no answer -> busy or no answer (rotate). 3
Activate for all calls 8
Deactivate for all calls 9

Using the Aria TUI to set up rules for optional greetings


After you activate an optional greeting, use the following options to set up a greeting rule using
the Aria TUI.
Setting up greeting rules - Aria TUI

To do this Press

Hear current rule. 0


Activate for internal calls -> external calls -> all calls (rotate). 1
Activate for busy -> no answer -> busy or no answer (rotate). 2
Activate during business hours -> out of business hours -> any 3
time (rotate).

November 2009 53
Working with greetings, prompts, and personalization options

Setting up greeting rules - Aria TUI

To do this Press

Delete current greeting rule. 7


Accept greeting rule. #

Using the AUDIX TUI to set up rules for optional greetings


After you activate an optional greeting, use the following options to set up a greeting rule using
the AUDIX TUI.
Setting up greeting rules - AUDIX TUI

To do this Press

Activate for all calls. 0


Activate for internal calls -> external calls -> all calls (rotate). 1
Activate during business hours -> out of business hours -> any 2
time (rotate).
Activate for busy -> no answer -> busy or no answer (rotate). 3
Deactivate for all calls 9

Reviewing optional greeting rules


After you have set up one or more rules for optional greetings, you can review your greeting
rules. When you review your optional greeting rules, the rules are played in the order in which
the system evaluates the rules to determine which optional greeting to play. For all TUIs, after a
greeting rule is approved, that rule becomes the first rule that the system evaluates. You can
use Modular Messaging Subscriber Options or Web Subscriber Options to change the order in
which the system evaluates your optional greeting rules.
To review your optional greeting rules, access your mailbox and use the following option:
Reviewing optional greeting rules

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Review optional greeting rules. 438 36 46

54 Modular Messaging TUI Guide


Greetings and prompts

Deleting greetings
To delete greetings, access your mailbox and use the following options:
Deleting greetings

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Delete the personal greeting. 4113 331 413


Delete the Extended Absence Greeting. 4123 332 423
Delete an optional greeting. 4 1 3 <greeting 3 3 3 <greeting 4 3 <greeting
number> 3 number> number> 3

Recording Caller Application prompts


You can record Caller Application prompts from the Modular Messaging TUI.
To record Caller Application prompts, access your mailbox and use the following options:
Recording Caller Application prompts

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Record Caller Application menu 45 521 163


<prompt <prompt <prompt
number> number> number>
# # #
Approve recording. # # #

November 2009 55
Working with greetings, prompts, and personalization options

Personalizing options
To personalize your mailbox, access your mailbox and use the following options:
Note:
Note: Although they share many of the same menus, special features, such as Find
Me, Call Me, automatic notification, and Intercom paging are not considered
personal options in this guide. For information about these features, see Enabling
special notification features on page 65.
Personalizing options

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Record name. 416 55 168


<name>
1
Turn call screening on/off. 425 Not available Not available
Review active Special Feature options. 429 Not available Not available
Block all incoming calls. 4 3 1 <greeting Not available Not available
number>
Add a default fax destination. 4 4 <number> 5 3 <number> 169
# # <number>
#
Set or change the default fax telephone 442 531 169
number. <number>
#
Record/Review Caller Application 45 52 163
announcements.

Set personal distribution list options - see


Administering personal distribution
lists on page 57.
Change password. 49 54 162

Note:
Note: The ‘Block all incoming calls’, ’Screen your calls’, and ‘Set Intercom paging’
options are only available for calls that are routed through the Automated
Attendant. These options do not apply to calls that are made directly to your
extension.

56 Modular Messaging TUI Guide


Personalizing options

Administering personal distribution lists


When administering Personal Distribution Lists (PDLs), you have different options, depending
on your TUI.
● For options and procedures for the Aria TUI, see the table Administering PDLs in the Aria
TUI on page 57.
● For options and procedures for the AUDIX TUI, see the table Administering PDLs in the
AUDIX TUI on page 59.
● For options and procedures for the Serenade TUI, see the table Administering PDLs in
the Serenade TUI on page 60.
For more information on personal distribution lists, including procedures and tips for creating
and using them, see "Personal Distribution Lists" in the Avaya Modular Messaging Concepts
and Planning Guide.
Administering PDLs in the Aria TUI

To do this (Aria TUI only) Press

Access the PDL administration menu. 46


Create a list. 1
● Assign ID number to list. <1- to 32-digit
number> #
● (Optional) Record name of list. <name> #
- Accept recording. 1
- Re-record list name. 2
- Delete recording. 3
● (Optional) Enter list members: (See the table Adding
Note: A list can have no members. members to lists.)

November 2009 57
Working with greetings, prompts, and personalization options

Administering PDLs in the Aria TUI

To do this (Aria TUI only) Press

Edit a list. 2
● Review list members. 1
- Delete member. 7
- Keep member. 9 or #
- Exit. *
● Add or delete list members. 2
- To add, enter new address. (See the table Adding
members to lists.)

- To delete, enter existing address. (See the table Adding


members to lists.)

● Change number for list. 3 <new list number> #


● Re-record name for list. 4
- Accept recording. 1
- Re-record list name. 2
- Delete recording. 3
● Exit. *

58 Modular Messaging TUI Guide


Personalizing options

Administering PDLs in the Aria TUI

To do this (Aria TUI only) Press

Delete a list. 3
● Enter list ID. <list number>
OR
# <list name>
● Delete list. 2 or 7
● Exit. *
Browse active lists. 4
● Review list members. 1
- Delete member 7
- Keep member 9 or #
- Exit *
● Add or delete list members. 2
- To add, enter new address. (See the table Adding
members to lists.)

- To delete, enter existing address. (See the table Adding


members to lists.)

● Change number for list. 3 <new list number> #


● Re-record name for list. 4
- Accept recording. 1
- Re-record list name. 2
- Delete recording. 3
● Delete list. 7
● Skip list. #
● Exit. *

Administering PDLs in the AUDIX TUI

To do this (AUDIX TUI only) Press

Access the PDL administration menu. 51


Create a list. 1
● Assign ID number to list. <1- to 32-digit
number> #
● (Optional) Record name of list. <name> 1
- Accept recording. #
- Re-record list name. 1
- Delete recording. —
● (Optional) Enter list members: (See the table Adding
Note: A list can have no members. members to lists.)

November 2009 59
Working with greetings, prompts, and personalization options

Administering PDLs in the AUDIX TUI

To do this (AUDIX TUI only) Press

Scan active lists. 2


● Skip to next list. #
● Review list members. 0
● Change list name. 5
● Change list ID number. 6
● Delete list. *3
Review and modify lists. 3
● Enter list ID. <list ID number> #
- Review list members. 0
- Change list name. 5
- Change list ID number. 6
- Delete list. *3

Administering PDLs in the Serenade TUI

To do this (Serenade TUI only) Press

Access the PDL administration menu. 166


Create a list. 1
● Assign ID number to list. <1- to 32-digit
number> #
● (Optional) Record name of list. <name>
- Accept recording. #
- Re-record list name. 1
● (Optional) Enter list members: (See the table Adding
Note: A list can have no members. members to lists.)
Review lists. 3
● Enter list ID. <list ID number> #
Delete lists. 2
● Enter list ID. <list ID number> #
Re-record name of list. 4
● Enter list ID. <list ID number> #
- Record name of list. <name>
- Accept recording. #
- Re-record list name. 1

60 Modular Messaging TUI Guide


Working with greetings, prompts, and personalization options

Options for adding list members


Setting up Personal Operator in the AUDIX TUI

To do this (AUDIX TUI only) Press

Setting up Personal Operator 56

When adding members to a list, use the following options:


Adding members to lists

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Enter the address (in a non-MultiSite <mailbox <mailbox <mailbox


environment). number> # number> # number> #
OR OR OR
<numeric <numeric <numeric
address> # address> # address> #
OR OR OR
<network <network <network
address> # address> # address> #
OR OR OR
<personal list <personal list <personal list
address> address> address>
Enter the address (in a MultiSite <full mailbox <full mailbox <full mailbox
environment). number> # number> # number> #
OR OR OR
<short mailbox <short mailbox <short mailbox
number> # number> # number> #
OR OR OR
<partial <partial <partial
mailbox mailbox mailbox
number> # number> # number> #

<numeric <numeric <numeric


address> # address> # address> #
OR OR OR
<network <network <network
address> # address> # address> #
OR OR OR
<personal list <personal list <personal list
address> address> address>

61 Modular Messaging TUI Guide


Working with greetings, prompts, and personalization options

Adding members to lists

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Delete the last entered address. * *3 *


(Only if an address has been entered) Note: To
delete a
member of the
list other than
the last one
entered, enter
the address
again.
Switch to addressing by name of the # *2 00
recipient (Dial by Name feature). Press again Press again Press again
Note: The Dial by Name feature can be for numeric for numeric for numeric
used to "spell out" names either of addressing. addressing. addressing.
individuals or of personal
distribution lists.
Enter the name of the recipient <name> # <name> # <name> #
(individual or list).
Cancel list creation: Not available Not available
● If no addresses have been entered *
● If one or more addresses have **
been entered
Finish addressing and exit. ## # #

Options when recording names


When recording a name to use as part of the default system greeting, use the following options:
Options you can use when recording a name

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Finish recording. # 1 #
Accept recording. 1 # #
Re-record. 2 1 1
Rewind and play. Not available 23 2
Delete recording. 3 Not available Not available

62 Modular Messaging TUI Guide


Personalizing options

Setting up Personal Operator


The system, upon getting a request for assistance from a caller, transfers the caller to a
designated mailbox or extension. This designated mailbox or extension is called the Personal
Operator. Your administrator can set a Personal Operator number, or your administrator can
allow you to change your own Personal Operator number. For example, you might want to
change your Personal Operator number for any of the following reasons:
● The designated operator for your team is sick or on vacation, so you need to route your
calls to a different operator.
● You are doing work for a different team, so you need to change to the designated operator
for that team.
● Your team does not have a designated operator. You and your teammates take turns
answering caller requests for assistance, so team members need to change their operator
on a regular basis.
Note:
Note: You can only change your Personal Operator configuration if your administrator
allows you to use this feature. Also note that, Avaya TUIs do not support the use
of special characters in the Personal Operator number. Therefore, you should not
use special characters like *, # while setting up or changing the Personal
Operator number.
In a MultiSite environment, you can use either a full mailbox number, short mailbox number,
partial mailbox, or non-local mailbox number (if allowed by the configuration of the system) as
your Personal Operator number.
To set up Personal Operator for Avaya TUIs, use the following options:
Setting up Personal Operator for Avaya TUIs

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Setting up Personal Operator 47 56 165


● Change Personal Operator 1
1
● Change Schedule 2
1. You cannot create your own schedules; however, you can select schedules that your system
administrator has created.

November 2009 63
Working with greetings, prompts, and personalization options

64 Modular Messaging TUI Guide


Chapter 6: Using special notification features

You can enable special notification features, such as Notify Me, Call Me, and Find Me, from the
Telephone User Interface (TUI).
For more information on Notify Me, Call Me, and Find Me, see Avaya Modular Messaging
Concepts and Planning Guide.

Enabling special notification features


Avaya Modular Messaging offers a number of special notification features that make the system
even more powerful. Among these are Call Me, Find Me, Notify Me, automatic call notifications,
and in-house Intercom paging.
To enable special features, access your mailbox and use the following options:
Enabling Find Me, Call Me, Notify Me, automatic notification, and Intercom paging

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Enable Find Me. 4221 629 1 6 1 2 11


Disable Find Me. 4221 626 16122
Hear Call Me options. Not available 60 Not available
Enable Call Me. 4231 619 16111
Note: Toggle to
disable Call Me.
Disable Call Me. 4241 616 16112
Note: Toggle to
disable Call Me.
Enable Notify Me 424 639 16131
Note: Toggle to
disable Notify
Me.
Disable Notify Me 424 636 16132
Note: Toggle to
disable Notify
Me.

November 2009 65
Using special notification features

Enabling Find Me, Call Me, Notify Me, automatic notification, and Intercom paging

To do this Press

Aria TUI AUDIX TUI Serenade TUI

Enable caller-requested notification 4241 Not available Not available


Note: Toggle to
disable
caller-requested
notification.
Disable caller-requested 4241 Not available Not available
notification Note: Toggle to
disable
caller-requested
notification.
Enable automatic notification. 42421 Not available Not available
Note: Toggle to
enable
automatic
notification.
Disable automatic notification 42421 Not available Not available
Note: Toggle to
enable
automatic
notification.
Enable automatic notification for all 42422 Not available Not available
calls.

Enable automatic notification for 42423 Not available Not available


urgent calls only.
Disable Intercom paging. 4271 Not available Not available
Enable Intercom paging. 4272 Not available Not available
Turn on automatic Intercom paging. 4273 Not available Not available
1. Call Me and Find Me features are administered on a Class of Service (COS) basis. Depending on the
COS assigned to your mailbox, the key presses may differ.

Note:
Note: You can only use the Call Me options if the system administrator has enabled Call
Me on your mailbox.

66 Modular Messaging TUI Guide


Receiving Call Me calls

Receiving Call Me calls


When you receive a Call Me call, Modular Messaging introduces the call by stating that the call
is from an automated system and by identifying the called subscriber.
When Modular Messaging makes a Call Me call, it plays military tones (A, B, C, and D) as part
of the outcalling announcement. If the call is answered by another Modular Messaging system
or an AUDIX system, the answering system disconnects without recording anything.
When you receive a Call Me call, you can use the following options:
Options when receiving Call Me calls

To do this Press

All TUIs

Log in to your mailbox. #


Disconnect the call and continue calling a 1
few minutes later.
Note: The system calls the telephone
numbers specified in the Call Me
rule. The time interval after which
the system tries again is specified
in the Call Me rule.
Cancel further notifications for the current 2
message.
Note: The system keeps the Call Me rule
active for the next new incoming
message.
Block Call Me. *
Note: This option cancels all future calls
to the called number.

November 2009 67
Using special notification features

68 Modular Messaging TUI Guide


Chapter 7: Understanding caller options

If your telephone system supports Direct Inward Dialing (DID or DDI), callers will dial your
extension directly. If your extension is busy or unanswered, callers can leave a message
directly in your mailbox.
If your telephone system does not support DID, external callers must dial the access number of
your organization to access the Automated Attendant. For more information, see Calling
through the Automated Attendant on page 69

Calling through the Automated Attendant


If your telephone system does not support Direct Inward Dialing (DID), external callers must dial
in to the access number of your organization. The Automated Attendant then guides callers to
enter the mailbox number of the subscriber they wish to reach.
If your extension is busy or you are not available to answer the call, and if your telephone
system is not configured to support supervised transfer, the caller will be prompted to leave a
message in your mailbox.
If your extension is busy or you are not available to answer the call, and if your telephone
system is configured to support supervised transfers, the caller returns to the Automated
Attendant. The caller can leave a message in your mailbox or dial a new mailbox number, using
the Automated Attendant options.
Note:
Note: If you are transferring the call through Automated Attendant in a MultiSite
environment, before you transfer the call, the system performs a check to ensure
that the cost of the call is allowable. If the cost is greater than the maximum cost
value, then the call is not transferred and you are placed back at the start of the
Automated Attendant menu and can try another mailbox number. If the cost is
less than the maximum cost value, then you are allowed to dial the new mailbox
number through Automated Attendant.

November 2009 69
Understanding caller options

Options when there is no answer at an extension


If there is no answer at your extension, the Automated Attendant presents the following options
to callers:
Options when there is no answer at an extension

To do this Press

All TUIs

Dial a new extension. 1


Leave a voice message. 2
Request operator assistance, if applicable. 3 or 0
Page the subscriber, if the subscriber has turned 4
on Intercom paging.
Notify the subscriber. 9
Cancel the selection. *

Options when an extension is busy


If your extension is busy, the Automated Attendant presents the following options to callers:
Options when an extension is busy

To do this Press

All TUIs

Dial a new extension. 1


Leave a voice message. 2
Dial the same extension. 3
Request operator assistance, if applicable. 0
Page the subscriber, if the subscriber has turned 4
on Intercom paging.
Notify the subscriber. 9
Cancel the selection. *

70 Modular Messaging TUI Guide


Calling through the Automated Attendant

Options when there is no answer from the operator or the


operator is busy
If the caller dials "0" to transfer from the subscriber to the operator and there is no answer from
the operator or the operator is busy then, the caller can leave a voice message in the operator’s
mailbox or the subscriber’s mailbox (according to the Modular Messaging configuration).
Note:
Note: The zero-out option is available only for Modular Messaging systems with QSIG
integration.
For example, Alice calls Bob, but the call is not answered. Alice presses "0" to reach Bob’s
personal operator, Carol. If there is no answer from Carol or Carol is busy, then Alice can leave
the message in Carol’s mailbox. But from Release 5.0, depending on Bob’s Modular Messaging
configuration, Alice’s message will either be left in Bob’s mailbox or Carol’s mailbox.

November 2009 71
Understanding caller options

Using the Common Caller Interface


When a caller reaches your mailbox, the caller is presented with Common Caller Interface (CCI)
regardless of the specific TUI assigned to your mailbox. Messages that caller leaves are known
as Call Answer messages.

Options of the Common Caller Interface


Callers can use the CCI to leave voice or fax messages in the subscriber's mailbox.
When presented with the CCI, callers can:
1. Select the language for prompts
2. Listen to the active greeting
3. Listen to the instructions for recording messages
4. Record and send a voice message or send a fax message
5. Set delivery options
6. Exit from the CCI

General commands of the Common Caller Interface


Callers can use the following options from any menu of the CCI:
General commands of the CCI

To do this Press

CCI

Log in to a different mailbox. *7


<mailbox>
<password>
Transfer to another mailbox. * 8 <number>
Note: If you want to use the Dial by Name feature OR
to enter the mailbox address, press the star * 8 * <name>
key [*] again after pressing * 8, then "spell
out" the recipient’s name using the
touchtone keys.

Selecting the language for prompts


Administrators can configure the system such that:

72 Modular Messaging TUI Guide


Using the Common Caller Interface

● Only one language is available for the mailbox.


The system plays all prompts and system announcements of the CCI in the default system
language.
Note:
Note: In a MultiSite environment the system uses the default language for the home
site of the mailbox.
● The user can define Multiple languages for the mailbox prompts and announcements.
The system presents a list of language options to callers as the first prompt they hear when
calling in to the system. Callers can select the desired language by pressing the appropriate
key on their touchtone key pad. All subsequent prompts are played in the selected
language.
The subscriber can set up to three different language options for callers. For more details on
setting up multiple languages for call answer, see Avaya Modular Messaging Subscriber
Options User Guide.
A caller follows this procedure to select a language:
1. The system announces the keys that the caller has to press in order to select a language.
Each option is played in the language of selection. For example, "For English, press 5. Pour
Français, appuyez sur le deux...".
2. Press the key to select a language.
After the caller selects a language, all system prompts and announcements are played in
the selected language for the duration of the Call Answer session.
The system plays one of the following:
- If the subscriber has recorded a greeting, the system plays the greeting
- If the subscriber has not recorded a greeting, the system plays the system greeting
"Please leave a message for <name>", in the selected language.
The system plays all subsequent system prompts in the selected language.
3. Listen to the greeting and use the options available to leave a message. For more
information, see Listening to the active greeting on page 73.

Listening to the active greeting


After they enter the CCI, callers can listen to the greeting that is active for the mailbox.

November 2009 73
Understanding caller options

While listening to the greeting, callers can use the following options:
Options when listening to greetings

To do this Press

CCI

Log in to the mailbox. **


<password>
Interrupt greeting to record a message. # or 1
Note: Callers cannot interrupt an Extended
Absence Greeting.
Leave a voice and fax message. 42
Note: Applicable only to Modular
Messaging - MSS.
Leave a fax-only message. 41
Transfer the call to the Personal Operator or the 0
system operator, if applicable.
Leave a notification message for the subscriber, if 9
applicable.

Note:
Note: Callers can press the START button on the fax machine they are calling from to
send a fax message to the called subscriber. The call is disconnected upon
successful transmission of the fax message.
Note:
Note: In a MultiSite environment, you can transfer the call to the Personal Operator or
the system operator by pressing "0" only if the cost of the call is allowable. If the
call cost exceeds the maximum cost value, then the "0" option is not offered. If
you press "0", then you hear the message "0 is not valid".

Listening to instructions for recording messages


After listening to the active mailbox greeting, callers can listen to instructions about recording
messages.

74 Modular Messaging TUI Guide


Using the Common Caller Interface

While listening to recording instructions, callers can use the following options:
Options when listening to record instructions

To do this Press

CCI

Leave a voice and fax message. 42


Note: Applicable only to Modular
Messaging - MSS.
Leave a fax-only message. 41
Log in to the mailbox. **
<password>
Transfer the call to the system operator, if 0
applicable.

Note:
Note: Callers can press the START button on the fax machine from which they are
calling to leave a fax message for the called subscriber.

Recording messages
Callers can use the following options when recording messages:
Options when recording messages

To do this Press

CCI

Deliver the recorded message and disconnect the * * or hang up


call.
Erase the recorded message and re-record at the *3
prompt.
Stop recording and listen to End Recording Any key from
options. 1 through 9
See End Recording options on page 76.
Approve recording and listen to the delivery #
options.
See Sending the message on page 76.
Deliver the recorded message and transfer the 0
call to the system operator, if applicable.

November 2009 75
Understanding caller options

Note:
Note: When recording messages, callers can press the START button on the fax
machine from which they are calling to send a fax message to the called
subscriber.

End Recording options


When recording messages, callers can press any key from 1 through 9 to listen to the following
End Recording options:
End Recording options

To do this Press

CCI

Approve the message and listen to delivery 1 or #


options.
Replay the message. 2
Erase the message and re-record at the prompt. 3 or * 3
Continue recording. 4
Cancel the message and go to the Automated **
Attendant.

Sending the message


After approving a message, callers can press 1 to send the message the way it is, or they can
set delivery options to the message.

Setting delivery options


Callers can use the following options to set delivery options:
Setting delivery options

To do this Press

CCI

Play the delivery options. 0


Send message with selected options. 1 or #
Mark message as urgent (toggle). 2

76 Modular Messaging TUI Guide


Using the Common Caller Interface

Setting delivery options

To do this Press

CCI

Include a fax (toggle). 4


Send message and disconnect. Hang up

Note:
Note: Callers can press the START button on the fax machine from which they are
calling to send a fax message to the called subscriber.

Exiting from the Common Caller Interface


After setting the delivery options for the message, callers are presented with the following
options, depending on the system setup:
Exiting from the CCI

To do this Press

CCI

Disconnect. 1 or * *
or Hang up
Call another subscriber. 2
Transfer the call to the operator, if applicable. 0

Note:
Note: Callers can press the START button on the fax machine from which they are
calling to send a fax message to the called subscriber.

November 2009 77
Understanding caller options

Transferring callers to a mailbox


When you pick up a call, you can transfer a caller directly to the mailbox of another subscriber.
To transfer callers to a mailbox:
1. Put the caller on hold.
2. If your telephone system provides a features access code (FAC) for call transfer, go directly
to Step 7.
OR
3. If your telephone system does not provide a FAC, begin the transfer by pressing the transfer
button on your telephone.
4. Dial the Modular Messaging access number.
5. Do one of the following:
● If you are transferring from an extension that has an associated Modular Messaging
mailbox, press the star key [*], then go to Step 6.
● If you are transferring from an extension without an associated Modular Messaging
mailbox, press the pound key [#] twice, then go to Step 6.
6. Enter the number of the mailbox to which the caller wants to be transferred.
Note:
Note: In a MultiSite environment, the mailbox number can either be a full mailbox
number, short mailbox number, or a partial mailbox number.
7. Complete the transfer and hang up. The caller remains on the line to leave a message.

78 Modular Messaging TUI Guide


Calling "Find Me"

Calling "Find Me"


If a caller calls a mailbox that is enabled for Find Me and the call is not answered then the caller
is asked for their name and hears an announcement telling that the system is trying to locate the
person a caller has called.
Note:
Note: In a MultiSite environment, during the process of transfer of call to one of the
stored Find Me numbers, the system performs a check to ensure that the cost of
the call is allowable. If the cost is greater than the maximum cost value, then the
call is not transferred to that number and the next number is checked. If no further
numbers are available, callers are given the option to leave a message.
Callers are invited to hold while the system tries a list of alternative numbers to locate the
person callers are calling.
When you hold the call, you can use the following option:
Calling Find Me

To do this Press

CCI

Cancel Find Me and leave a message. *

November 2009 79
Understanding caller options

80 Modular Messaging TUI Guide


Index

Index

Change Schedule . . . . . . . . . . . . . . . . . 63
commands, general, see general commands
A Common Caller Interface . . . . . . . . . . . . . . 69
accessing your mailbox . . . . . . . . . . . . . . . 6 exiting . . . . . . . . . . . . . . . . . . . . . 77
from extension of someone else not in your system . 7 general commands . . . . . . . . . . . . . . . 72
from office extension of someone else in your system6 options . . . . . . . . . . . . . . . . . . . . . 72
from your office extension . . . . . . . . . . . . . 6 transferring callers . . . . . . . . . . . . . . . . 72
activating optional greetings . . . . . . . . . . . . 52
Activity Menu . . . . . . . . . . . . . . . . . . . 13
addressing messages . . . . . . . . . . . . . . . 37 D
announcements default fax destination. . . . . . . . . . . . . . . . 56
recording . . . . . . . . . . . . . . . . . . . . 56 deleting greetings. . . . . . . . . . . . . . . . . . 55
reviewing . . . . . . . . . . . . . . . . . . . . 56 delivery options
Aria TUI for caller messages . . . . . . . . . . . . . . . 76
Setting up rules for optional greetings . . . . . . 53 for fax messages . . . . . . . . . . . . . . . . 36
AUDIX TUI forwarding messages . . . . . . . . . . . . . . 27
Setting up rules for optional greetings . . . . . . 54 replying to messages . . . . . . . . . . . . . . 25
Automated Attendant . . . . . . . . . . . . . . . . 69 sending messages . . . . . . . . . . . . . . . 32
busy-line options for callers . . . . . . . . . . . 70 directory assistance . . . . . . . . . . . . . . . . 11
no-answer options for callers . . . . . . . . . 70, 71 Disable Notify Me . . . . . . . . . . . . . . . . . . 65
automatic notification, setting options . . . . . . . . 65

E
B
e-mail
blocking incoming calls . . . . . . . . . . . . . . . 56 print options . . . . . . . . . . . . . . . . . . . 20
broadcast messages printing messages after reviewing . . . . . . . . 43
receiving and reviewing . . . . . . . . . . . . . 15 printing to a fax device . . . . . . . . . . . . . . 41
sending . . . . . . . . . . . . . . . . . . . . 37 reviewing messages . . . . . . . . . . . . . . . 15
Enable Notify Me . . . . . . . . . . . . . . . . . . 65
exiting the Common Caller Interface . . . . . . . . . 77
C Extended Absence Greeting . . . . . . . . . . . . 9, 47
Call Me
receiving calls . . . . . . . . . . . . . . . . . 67
setting options . . . . . . . . . . . . . . . . . 65 F
call screening option . . . . . . . . . . . . . . . . 56 fax
caller messages creating and sending to recipient’s mailbox . . . . 33
delivery options . . . . . . . . . . . . . . . . . 76 creating and sending to your mailbox for forwarding 33
end-of-recording options . . . . . . . . . . . . 76 delivery options . . . . . . . . . . . . . . . . . 36
options for recording . . . . . . . . . . . . . . 75 print options . . . . . . . . . . . . . . . . . . . 20
caller options . . . . . . . . . . . . . . . . . . . 69 printing messages after reviewing . . . . . . . . 43
Automated Attendant . . . . . . . . . . . . . . 69 printing messages to a fax device . . . . . . . . 41
exiting the call . . . . . . . . . . . . . . . . . 77 printing new messages all at once . . . . . . . . 41
Find Me . . . . . . . . . . . . . . . . . . . . 79 sending by logging in to your mailbox . . . . . . . 34
language selection . . . . . . . . . . . . . . . 72 sending fax-only messages . . . . . . . . . . . 35
sending caller messages . . . . . . . . . . . . 76 sending from a fax machine . . . . . . . . . . . 33
transferring to mailbox . . . . . . . . . . . . . 78 sending voice-and-fax messages . . . . . . . . . 35
Canonical format . . . . . . . . . . . . . . . . . . 41 setting default destination . . . . . . . . . . . . 56
CCI, see Common Caller Interface Find Me
Change Personal Operator . . . . . . . . . . . . . 63 calling . . . . . . . . . . . . . . . . . . . . . 79

November 2009 81
Index

setting options . . . . . . . . . . . . . . . . . 65
forwarding messages . . . . . . . . . . . . . . . 26
delivery options . . . . . . . . . . . . . . . . . 27
M
fax . . . . . . . . . . . . . . . . . . . . . . . 33 mailbox
full mailbox number . . . . . . . . . . . . . . . . . 5 accessing from extension of someone else not on your
system . . . . . . . . . . . . . . . . . . . . . 7
accessing from office extension of someone else on your
G system . . . . . . . . . . . . . . . . . . . . . 6
accessing from your office extension . . . . . . . . 6
general commands. . . . . . . . . . . . . . . . . .11 accessing your own . . . . . . . . . . . . . . . . 6
Common Caller Interface . . . . . . . . . . . . 72 logging in . . . . . . . . . . . . . . . . . . . . . 5
directory assistance . . . . . . . . . . . . . . . .11 Main Menu . . . . . . . . . . . . . . . . . . . . . 13
disconnect . . . . . . . . . . . . . . . . . . . .11 messages
getting help. . . . . . . . . . . . . . . . . . . .11 addressing . . . . . . . . . . . . . . . . . . . 37
Main or Activity Menu . . . . . . . . . . . . . . .11 addressing options . . . . . . . . . . . . . . . 39
transfer to operator . . . . . . . . . . . . . . . .11 broadcast, receiving and reviewing . . . . . . . . 15
use directory assistance . . . . . . . . . . . . . .11 broadcast, sending . . . . . . . . . . . . . . . 37
getting help . . . . . . . . . . . . . . . . . . . . .11 delivery options for fax . . . . . . . . . . . . . . 36
getting started . . . . . . . . . . . . . . . . . . . . 3 delivery options for forwarding . . . . . . . . . . 27
greetings . . . . . . . . . . . . . . . . . . . . . 47 delivery options for messages . . . . . . . . . . 32
activating optional . . . . . . . . . . . . . . . 52 delivery options for replies . . . . . . . . . . . . 25
deleting . . . . . . . . . . . . . . . . . . . . 55 fax, sending . . . . . . . . . . . . . . . . . . . 33
Extended Absence Greeting . . . . . . . . . . . 47 forwarding . . . . . . . . . . . . . . . . . . . 26
list and descriptions . . . . . . . . . . . . . . . 47 options after listening to . . . . . . . . . . . . . 20
listening options . . . . . . . . . . . . . . . . 49 options for replying to . . . . . . . . . . . . . . 23
listening to . . . . . . . . . . . . . . . . . . . 48 options while listening . . . . . . . . . . . . . . 18
listening to active greetings . . . . . . . . . . . 73 printing fax and e-mail messages . . . . . . . . . 41
optional . . . . . . . . . . . . . . . . . . . . 47 recording . . . . . . . . . . . . . . . . . . . . 30
personal . . . . . . . . . . . . . . . . . . . . 47 recording and sending . . . . . . . . . . . . . . 29
recording . . . . . . . . . . . . . . . . . . . . 50 recording options . . . . . . . . . . . . . . . . 31
recording options . . . . . . . . . . . . . . . . 51 reviewing . . . . . . . . . . . . . . . . . . . . 15
reviewing and responding to . . . . . . . . . . . 15
scanning options . . . . . . . . . . . . . . . . 22
H searching for specific messages . . . . . . . . . 28
help, getting . . . . . . . . . . . . . . . . . . . . .11 skipping . . . . . . . . . . . . . . . . . . . . 17
Home site . . . . . . . . . . . . . . . . . . . . . . 5 unsent . . . . . . . . . . . . . . . . . . . . . . 9

I N
inbox listing, printing . . . . . . . . . . . . . . . . 44 Name prompt . . . . . . . . . . . . . . . . . . . 47
Intercom Paging, setting options . . . . . . . . . . 65 recording . . . . . . . . . . . . . . . . . . . . 56
recording options . . . . . . . . . . . . . . . . 62
notification, automatic, setting options . . . . . . . . 65
L Notify Me . . . . . . . . . . . . . . . . . . . . . 65
language selection for callers . . . . . . . . . . . . 72
listening options
greetings . . . . . . . . . . . . . . . . . . . . 49 O
messages . . . . . . . . . . . . . . . . . . . 18 optional greeting rules
listening to reviewing . . . . . . . . . . . . . . . . . . . . 54
active greeting . . . . . . . . . . . . . . . . . 73 optional greetings. . . . . . . . . . . . . . . . . . 47
greetings . . . . . . . . . . . . . . . . . . . . 48 activating . . . . . . . . . . . . . . . . . . . . 52
instructions for recording caller messages . . . . 74 setting up rules for . . . . . . . . . . . . . . . . 52
Local Site . . . . . . . . . . . . . . . . . . . . . . 5
logging in to mailbox . . . . . . . . . . . . . . . . . 5

82 Modular Messaging TUI Guide


Index

options . . . . . . . . . . . . . . . . . . . . . 23
responding to messages . . . . . . . . . . . . . . 15
P resume a message . . . . . . . . . . . . . . . . . 18
passwords, changing . . . . . . . . . . . . . . . . 56 reviewing messages . . . . . . . . . . . . . . . . 15
pause/resume a message . . . . . . . . . . . . . 18 reviewing optional greeting rules . . . . . . . . . . . 54
personal distribution lists . . . . . . . . . . . . . . 56
personal greetings . . . . . . . . . . . . . . . . . 47
Personal Operator S
Setting up Personal Operator . . . . . . . . . . 63 scanning messages . . . . . . . . . . . . . . . . 22
personal options . . . . . . . . . . . . . . . . . 47, 56 searching for specific messages . . . . . . . . . . . 28
announcements . . . . . . . . . . . . . . . . 56 sending
blocking incoming calls . . . . . . . . . . . . . 56 caller messages . . . . . . . . . . . . . . . . . 76
call screening. . . . . . . . . . . . . . . . . . 56 fax messages . . . . . . . . . . . . . . . . . . 34
changing passwords . . . . . . . . . . . . . . 56 fax messages to recipient’s mailbox . . . . . . . 33
default fax destination . . . . . . . . . . . . . . 56 fax messages to your mailbox for forwarding . . . 33
personal distribution lists . . . . . . . . . . . . 56 fax-only messages . . . . . . . . . . . . . . . 35
record name . . . . . . . . . . . . . . . . . . 56 messages. . . . . . . . . . . . . . . . . . . . 29
reviewing special feature options . . . . . . . . 56 voice-and-fax messages . . . . . . . . . . . . . 35
playback controls Serenade TUI
after listening to messages . . . . . . . . . . . 20 Setting up rules for optional greetings . . . . . . . 53
during setup tutorial . . . . . . . . . . . . . . . . 8 Setting or changing the default fax telephone number . 56
for recording messages . . . . . . . . . . . . . 31 Setting up Personal Operator . . . . . . . . . . . . 63
while listening to greetings . . . . . . . . . . . 49 Change Personal Operator . . . . . . . . . . . . 63
while listening to messages . . . . . . . . . . . 18 Change Schedule . . . . . . . . . . . . . . . . 63
Please Hold prompt . . . . . . . . . . . . . . . . 47 Setting up rules for optional greetings . . . . . . . . 52
print options Aria TUI . . . . . . . . . . . . . . . . . . . . 53
e-mail . . . . . . . . . . . . . . . . . . . . . 20 AUDIX TUI . . . . . . . . . . . . . . . . . . . 54
fax . . . . . . . . . . . . . . . . . . . . . . . 20 Serenade TUI . . . . . . . . . . . . . . . . . . 53
printing setup tutorial
e-mail messages after reviewing . . . . . . . . . 43 playback controls for . . . . . . . . . . . . . . . .8
e-mail messages to a fax device . . . . . . . . . 41 short mailbox number . . . . . . . . . . . . . . . . .5
fax messages after reviewing . . . . . . . . . . 43 skipping messages . . . . . . . . . . . . . . . . . 17
fax messages to a fax device . . . . . . . . . . 41 special features . . . . . . . . . . . . . . . . . . 65
inbox listing . . . . . . . . . . . . . . . . . . 44 automatic notification . . . . . . . . . . . . . . 65
new fax messages all at once . . . . . . . . . . 41 Call Me . . . . . . . . . . . . . . . . . . . . . 65
prompts . . . . . . . . . . . . . . . . . . . . . . 47 Find Me . . . . . . . . . . . . . . . . . . . . . 65
list and descriptions . . . . . . . . . . . . . . . 47 Intercom Paging . . . . . . . . . . . . . . . . . 65
Name . . . . . . . . . . . . . . . . . . . . . 47 Switch native format . . . . . . . . . . . . . . . . 41
Name, recording . . . . . . . . . . . . . . . . 62
Please Hold . . . . . . . . . . . . . . . . . . 47
T
R transferring
callers to a mailbox . . . . . . . . . . . . . . . 78
recording from within the Common Caller Interface . . . . . 72
caller messages . . . . . . . . . . . . . . . . 75 to another extension . . . . . . . . . . . . . . . 11
greetings . . . . . . . . . . . . . . . . . . . . 50 to operator . . . . . . . . . . . . . . . . . . . 11
listening to instructions for caller messages . . . . 74 TUIs
messages . . . . . . . . . . . . . . . . . . 29, 30 listed and described . . . . . . . . . . . . . . . .3
name . . . . . . . . . . . . . . . . . . . . . 56 using . . . . . . . . . . . . . . . . . . . . . . .3
options at end of caller messages . . . . . . . . 76
options for greetings . . . . . . . . . . . . . . 51
options for Name prompt . . . . . . . . . . . . 62 U
playback controls . . . . . . . . . . . . . . . . 31
replying to messages Unsent Messages . . . . . . . . . . . . . . . . . . 9
delivery options . . . . . . . . . . . . . . . . . 25 using TUIs . . . . . . . . . . . . . . . . . . . . . . 3

November 2009 83
V
voice-and-fax messages, sending . . . . . . . . . . 35

W
Working with Unsent Messages . . . . . . . . . . . . 9