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Callware Technologies UC Manual

Unified communications system
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Callegra .UC Telephone Guide

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Summary of Contents for Callware Technologies UC

  • Page 1 Callegra .UC Telephone Guide...

  • Page 2: Trademark Information

    Trademark Information Callegra, CallegraINBOX for Microsoft Outlook, CallegraFAX, CallegraREPORTER, CallegraTTS (Text To Speech) CallegraVOICE (voice recognition), Callegra .UC, Callegra .UM, CallegraWEB, and Solo VoiceMail are trademarks or registered trademarks of Callware Technologies, Inc. Copyright © 2003 Callware Technologies, Inc. All rights reserved.

  • Page 3: Table Of Contents

    Contents Welcome ......... . .1 Access Mailboxes .

  • Page 5: Welcome

    Ask your administrator to enable a prompt or feature if needed. If you are a Callegra .UC Power User, you can enable some of these features within CallegraINBOX for Outlook or CallegraWEB.

  • Page 6: Access Mailboxes

    Access Mailboxes You can access your mailbox from outside or inside your company. See your administrator for the number and specific company instructions. The first time you access your mailbox, a tutorial helps you record your mailbox name and greeting. It also guides you through entering a personal passcode.The default passcode is 1234.
  • Page 7 Access Mailbox from an Inside Line 1. Dial the 2. Enter your 3. Enter your voicemail access mailbox passcode. number. number if prompted. Leave Message without Ringing Extension 1. Dia1 the 2. At the main greeting, company enter the mailbox number.

  • Page 8: Play Voice Messages

    Play Voice Messages When you access your mailbox, you hear the number of new voice/fax messages you have received, followed by the number of saved voice/fax messages. When you return to the Main menu, you might hear a “chime” tone. If you hear this, there is a new message or new messages in your mailbox.

  • Page 9: Record And Send Messages

    Record and Send Messages You can make new messages for other mailbox owners, entire distribution lists, or even outside telephone numbers. See“Use Distribution Lists” on page 18 for more information. Make a Message To make a new message: From the Main menu, press 6 to make a new message. If prompted, select 1 to enter an internal mailbox extension number or select 2 to enter an external call.

  • Page 10: Forward Messages

    Forward Messages You can forward any non-confidential message in your mailbox to another mailbox or distribution list. You can add comments to the original message if desired. When someone plays your forwarded message, your added comments are played first, followed by the original message. Forward a Message To forward a message: From the Main menu, press 7 to play the message.

  • Page 11: Reply To Messages

    The reply feature allows you to answer a message to the sender without addressing it. You can reply to messages sent from mailboxes within the Callegra .UC system, but not to messages left from outside callers. Reply to or Answer a Message To reply to or answer a message: From the Main menu, press 7 to play the message.

  • Page 12: Set Message Addressing Options

    Set Message Addressing Options You can set the following options for message delivery before you send, forward, or reply to a message. Note These options are not available for fax addressing. Set Message Addressing Options After you record a message, but before you deliver it, you can set message addressing options.

  • Page 13: Use Email Features

    Use Email Features You can find out how many email messages you have and listen to new or saved messages from a telephone. You can also save and delete emails from the telephone on your IMAP server. Most enterprise email systems are IMAP compatible.

  • Page 14: Use Fax Features

    Use Fax Features You can find out if you have a fax, save it, forward it to a mailbox, fax machine, or email account, or delete it from your mailbox. You can access faxes from your telephone and computer only if your company system has CallegraFAX, which is an add-on product available separately.
  • Page 15 Have a Fax Sent to Fax Machine/Modem You can have a fax sent to a fax machine or a fax modem. To have fax sent: From the Main menu, press 3 for the Fax Messages menu. Press 7 to retrieve new faxes or press 8 to retrieve saved faxes. Press 7 to have the fax sent to you.

  • Page 16: Change Mailbox Setup Options

    Change Mailbox Setup Options You can use the following options to change your mailbox setup. Note During the time you are recording your greetings, your mailbox will not play a greeting for calls coming into your mailbox. For information about setting up Speed Dial Index numbers, see “Use Speed Dial Numbers”...
  • Page 17 Change Mailbox Name To change your mailbox name: From the Main menu, press 8 for User Options. Press 1 for Mailbox Setup. Press 3 to change the mailbox name. Press 3 again to discard current name and record a new one. Press 7 to play the mailbox name.

  • Page 18: Set Up Wakeup Calls

    Set up Wakeup Calls You can set up wakeup calls to call you at a specific numbers and times. Wake up calls can function as alarm clocks or appointment reminders. When you answer a Wakeup call, you hear, “This is your wakeup call.” Then you must press 2 to deactivate that call.
  • Page 19 Edit/Play Wakeup Number From the Main menu, press 8 for User Options. Press 4 for the Wakeup Call menu. Enter the wakeup call plan number (1 - 4). Press 3to edit wakeup number. Either change or play wakeup number: • Press 3 to change wakeup number and enter wakeup number.

  • Page 20: Set Notification Calls

    Notification Calls The Notification feature allows you to: • Receive notification from your telephone, email, or pager when you receive new voice/fax messages. • Have as many as four different notification plans. • Schedule a specific time period for all notification types •...
  • Page 21 Change Notification Phone/Pager Number If your administrator has given you the required rights, you can change your telephone or pager notification numbers. To change a notification number: From the Main menu, press 8 for User Options. Press 3 for Notification Calls menu. Enter the number of the notification plan you wish to activate or deactivate.

  • Page 22: Use Distribution Lists

    Distribution Lists A distribution list is a list of user mailboxes that you can use to send or forward a message to all of the mailboxes listed in one operation. You can build as many as 48 distribution lists, each one containing up to 1000 mailboxes on your system.

  • Page 23: Use Speed Dial

    Use Speed Dial You can set up and use as many as 12 speed dial index numbers. This includes numbers 0-9, *, and #. Play, Delete, or Add/Edit Index Number From the Main menu, press 8 for User Options. Press 1 for Mailbox Setup. Press 5 for the Add/Edit Speed Dial Index menu.

  • Page 24: Restore Deleted Messages

    Restore Deleted Messages You can restore messages that you have deleted as long as they are within the retention time set by your administrator. To restore deleted messages: From the Main menu, press 8 for User Options. Press 5 to access your deleted messages. Press 7 to play your deleted messages.

  • Page 25: Install Desktop Clients

    Microsoft Outlook XP or 2000 (limited support) (Office XP users only) Service Pack 1 for Office XP Message Queuing Services (MSMQ) Microsoft Media Player 9 (found on Callegra .UC CD1/DVD) Run CallegraINBOX for Outlook Setup Obtain from your administrator the server name. The server name is the name of the computer that holds Callegra Client Services.
  • Page 26 Driver” on page 22. After installing CallegraINBOX for Outlook and logging in, if the Callegra Inbox xxxx [Box Number] does not appear, within Outlook select View > Folder List. The Callegra Inbox xxxx [Box Number] will now appear. CallegraWEB CallegraWEB allows you to access voice or fax messages from a desktop client with access to the Internet using Internet Explorer 6.0 or...
  • Page 27 Windows machine to ensure a successful installation. Obtain from your administrator the server name. The server name is the name of the computer that holds Callegra Client Services. Within CallegraWEB, select Tools > Download. Select FaxSetup.exe and save to a local location.

  • Page 29: Index

    Index address Message Address Options, confidential 8 Message Address Options, future delivery 8 Message Address Options, Return Receipt 8 Message Address Options, return receipt 8 Message Address Options, set additional options 8 set Message Address Options 8 call assign routing options 13 distribution lists create 18 how to use 18...
  • Page 30 mailbox access from an inside line 3 access from an outside line 2, 3 assign call routing options 13 change extension number 13 change greeting 12 change name 12, 13 change passcode 12, 13 change setup options 12 message attach comment to forwarded message 6 create 5 forward 6 Message Address Options...
  • Page 31 deactivate 14 play settings 14 set 14...
  • Page 33 Callegra .UC Global Voicemail Map After Playing Messages Play Voice Messages Replay/Send Fax to Fax Machine Possible Options Save Message Forward Message Delete Message Answer the Message Possible Options Forward or Reply Transfer to Sender Access New Message Skip to Previous Message...

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