AT&T Collaborate voic quick reference guide

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1 AT&T Collaborate voic quick reference guide You can listen to your AT&T Collaborate voic using your Internet Protocol (IP) phone or any touch-tone or mobile phone. You can also have your messages sent to you as attachments, or you can access your messages from the Collaborate homepage. This guide provides the key information you need to set up and use voic from your phone with Collaborate voic . Note: Your organization determines which features you can use. If you have questions about features, check with your administrator. For reference, print this page and fill in the important information your administrator provides. Description Detail Your phone number (for external calls) Your extension (for internal calls) Your administrator Name: Phone number: Phone keypad shortcuts Collaborate homepage Voic menus Phone keypad shortcuts Collaborate voic provides shortcuts from your phone's keypad. You can use shortcuts to set up voic , retrieve messages, and set up greetings. You can even use shortcuts to send voic without making a call or recover a recently deleted message. Set up voic Before you can use voic , you need to set up your Collaborate voic box. First, set up your voic box AT&T Intellectual All rights reserved. AT&T and Globe logo are registered trademarks of AT&T Intellectual

2 Set up your voic box For setup, you'll need the following information (provided by your administrator): Your Collaborate phone number Your temporary personal identification number (PIN) Your voic access number (optional) Record your name and greeting Record your name, and then record a personal greeting or select a prerecorded greeting. 1. Do 1 of these things: On your desktop IP phone, press the Message button, or press the Menu button and select Messages. From any phone, call your Collaborate phone number, and then press then star key (*) when you hear your greeting. From any phone, call your location's voic access number, and then enter your phone number to connect to your mailbox. 2. Enter your temporary PIN, and then press the pound key (#). 3. When prompted, enter a new PIN, and then press the pound key (#) again. Note: If you make a mistake, press the star key (*) to start over. Your new PIN must follow these rules: Use only numbers. Have 6, 7, or 8 digits (for example, , , or ). Not use business information, such as your extension or phone number. Not repeat numbers (222) or use sequential numbers (123). Not use a previous PIN or a previous PIN in reverse order (for example, if you used , don't use ). 4. Re-enter your new PIN, and then press the pound key (#) to confirm. Continue to follow the prompts. 1. After you hear a tone, say your name, and then press the pound key (#). This name will be used for the Auto Attendant name and extension dialing options, and for any voic greeting that includes your name. Page 2

3 2. When you play the recording back, do 1 of these things: To use the recording, press 1. To record your name again, press 2. For more time, press 8 to pause for up to 20 seconds. To continue, press any key. 3. When prompted, record a personal greeting or select a prerecorded greeting that callers hear when they reach your voic . Choose 1 of these options: To record a personal greeting, press 1 and speak after the tone. When you're done, press the pound key (#). To use a prerecorded greeting that contains only your name, press 2. To select a prerecorded greeting that contains only your phone number, press 3. To select a prerecorded greeting without your name or phone number, press 4. After you record or select a prerecorded greeting, your basic voic setup is complete. For more setup instructions and to hear helpful hints about how to use your voic , follow the voice prompts. To skip the hints and enter your voic box now, press the pound key (#). Voic setup Access your mailbox and get your messages After your Collaborate voic box is set up, you can access it and retrieve your messages from any touch-tone or mobile phone. Follow these steps to access your mailbox and get your messages. Page 3

4 Get your messages using your phone 1. Do 1 of these things: On your desktop phone: o Press the Messages button, or press the Menu button and select Messages. o Call your voic access number or extension. o Call your Collaborate phone number. When you hear your greeting, press the star key (*). From any other phone (not your desktop phone): o Call your voic access number, and then enter your 10-digit Collaborate phone number. o Call your Collaborate phone number. When you hear your greeting, press the star key (*). Note: When your desktop phone rings, it might be picked up, so it's usually better to call your voic access number instead. 2. Enter your PIN. A message tells you how many new messages you have. 3. Follow the voice prompts. 4. Press 1 to listen to your messages. Messages play 1 at a time and include the date, time, and phone number from which the message was sent (if available). If the call is from a number that's also on the Collaborate network, you hear the caller's recorded name (if available). New messages are played first, and then saved messages are played. 5. Follow these steps: To play the message again, press 4. To save the message, press 9. To delete the message, press 7. To back up 1 step at a time to the Main Menu, press the star key (*). Page 4

5 To leave your mailbox, hang up or press the star key (*). Turn the Fast Login feature on and off When turned on, the Fast Login feature lets you bypass entering your phone number when you call in to your voic box from your Collaborate phone. By default, Fast Login is turned on. Note: If you're calling from a phone other than your desktop phone, you must always first enter your Collaborate phone number before entering your PIN. 1. Access your Collaborate voic box from the Collaborate phone number you want to use with the Fast Login feature. 2. From the Main Menu: For administrative options, press 2. For security and hands free options, press To set up Fast Login, press 2. To turn Fast Login on or off, press 1. Access and listen to messages Set up special greetings You can change your Collaborate voic greeting from any touch-tone or mobile phone. You can record a new greeting, or you can switch between a personal greeting, an extended absence greeting, and 1 of 3 prerecorded greetings. You can also record a new voic box name announcement, which is what users hear when they leave you a message or when you leave them a message. Your voic box name announcement is also used with the prerecorded greeting. To set up your special greeting, follow these steps. Select a special greeting From your desktop phone, you can set up additional greetings for specific situations. Choose from these options: Personal greeting for everyday use This is a personal greeting that you record. For example, "Hello, you've reached Joe's voic . I'm on another call or away from my desk. Please leave a message." Prerecorded greeting When you don't want to record a personal greeting, this greeting provides a standard greeting. You can use a prerecorded greeting that: 1. At the Main Menu, do 1 of these things: To change your personal or prerecorded greeting, press 1. To turn on an extended absence greeting, press 2. To change your recorded name, press 3. After making your selection, follow the prompts to make and confirm your change. Page 5

6 Contains your spoken name (the one you recorded when you set up your voic box), along with a prerecorded greeting. Contains only your phone number and a prerecorded greeting. Contains only a prerecorded greeting, without your name or phone number. Extended absence greeting This personalized greeting gives callers a specific message and lets you determine whether they can leave voic messages. For example, "I'll be out of the office Tuesday and Wednesday, returning on Thursday. Please call back then." Note: By default, the extended absence greeting prevents callers from leaving messages. If you want callers to be able to leave a message after they hear your extended absence greeting, you must explicitly select that option when prompted after you select the extended absence greeting option. Provide instructions to callers In addition to choosing greetings, you can give callers options by including instructions in your personal greeting. In your personal greeting, you could tell callers: "Record your message, or press 0 to be connected to an attendant." Note: Before you instruct callers to press 0 for an attendant, make sure to check Press 0 to transfer calls on the Manage voic page. Setup special greetings Send voice messages without making a call You can send voice messages to other AT&T Collaborate users without calling them. Send a voic message directly If you want to leave a voic message without calling, you can compose a 1. Access your Collaborate voic box. 2. From the Main Menu, press 2. Page 6

7 voic message and send it directly to 1 or more Collaborate users. 3. After the tone, record your message and then press the pound key (#). To stop recording, press the pound key (#) again. 4. Enter the 10-digit phone number or extension of the first person you want to send the voic message to. You'll hear a confirmation message that includes the person's name and number (if available). To send the message to more than 1 person, repeat this step. 5. To confirm that you've listed all the recipients' addresses, press the pound key (#). 6. For delivery options, press 1, and then choose from these options: To review your message, press 1. To rerecord your message, press 4. To request a delivery report, press 5. To request a report telling you when the message is read, press 6. To send your message, press the pound key (#). Send direct voice messages Recover recently deleted messages Messages you delete by phone are placed in a temporary queue, where they're held for approximately 48 hours. After that, they're permanently deleted. You can recover deleted messages while they're in the temporary queue. Recover a recently deleted message You can recover deleted messages only while they're in the temporary queue. 1. Access your Collaborate voic box. 2. From the Main Menu, press 6 for Deleted Messages. All messages deleted during the past 48 hours start to play. 3. Do 1 of these things: To save a message, press 9 after hearing the message. The Page 7

8 message is placed with your saved messages. To permanently delete a message, press 7. The message is permanently deleted and can't be restored. Recover deleted messages Top Collaborate homepage In addition to your Collaborate voic , you can gain even more flexibility by also using the Collaborate homepage. From the homepage, you can view message history, play back voice messages or view fax messages, delete messages, manage greetings, manage when calls are forwarded to voic , and set up a transfer-to-operator number. Top Voic menus The following tables list the options you have when you access voic options from your phone. Note: Your organization determines which features you can use. If you have questions, check with your administrator. Main menu Main menu options 1 Access the Voice Messaging menu. 2 Access the Greetings menu. 3 Access the Announcements menu. 4 Access the Passcode menu. 5 Access the Flexible Seating and Hoteling menu. * Exit voic . Page 8

9 Voice Messaging menu Voice Messaging menu options 1 Access the Play Messages menu. 2 Access the Compose Message menu. 3 Access the Personalized Name menu. 4 Access the Change the No Answer Greeting menu. 5 Access the Change the Busy Greeting menu. 6 Access the Change the Extended Away Greeting menu. 7 Access the Delete All Messages menu. 8 Access the Message Deposit menu. * Exit voic . Play Greeting menu Play Greeting menu options 1 Record your name. 2 Change the greeting for conference calls. Change Busy and No Answer Greeting menus Change Busy and No Answer menu options 1 Record a new greeting and access the Record New Greeting and Personalized Name menus. 2 Play the current greeting. 3 Change the current greeting to the default system greeting. Page 9

10 Change Extended Away Greeting menu Change Extended Away Greeting menu options 1 Record a new Extended Away greeting and access the Record New Greeting and Personalized Name menus. 2 Play current Extended Away greeting. 3 Turn on the Extended Away greeting. 4 Turn off the Extended Away greeting. Record New Greeting and Personalized Name menus Record New Greeting and Personalized Name menu option # Stop the current recording. Delete All Messages menu Delete All Messages menu options 1 Delete all messages. * Don't delete. Cancel the action. Message Deposit menu Message Deposit menu options 1 Listen to the current message status. 2 Turn on messages (turn off greeting-only mode). 3 Turn off messages (turn on greeting-only mode) and access the Disable Message Deposit menu. Page 10

11 Disable Message Deposit menu Disable Message Deposit menu options 1 When greeting-only option is set, disconnect calls after greeting. Greeting Only Forward Destination menu Greeting Only Forward Destination menu options # Ends greeting-only forwarding. Greetings menu Greetings menu options 1 Access the Personalized Name menu for a conference call. 2 Access the Conference Greeting menu. Personalized Name menu Personalized Name menu options 1 Play the current personalized name recording. 2 Record your name and access the Record New Greeting and Personalized Name menus. 3 Delete the current personalized name recording. Page 11

12 Conference Greeting menu Conference Greeting menu options 1 Play the current conference greeting. 2 Record a new conference greeting. 3 Turn on the conference greeting. 4 Turn off the conference greeting. Call Forwarding Options menu Call Forwarding Options menu options Change Call Forwarding Destination menu Change Call Forwarding Destination menu option Key # Enter the phone number where calls will be forwarded. Voic Announcement menu Voic Announcement menu options Key 1 Record a new greeting. Page 12

13 Voic Announcement Recording menu Voic Announcement Recording menu options 1 Accept the recording you just made and return to the Voic Announcement menu. 2 Delete the recording that you just made and return to the recording prompt. # Stop the current recording. Voic Calling menu Voic Calling menu options ## End the current call and return to the previous menu. Enter a 2- or 3-digit number, or press the star key (*) or pound key (#). Flexible Seating and Hoteling menu Flexible Seating and Hoteling menu options 1 Check the status of a host. 2 Associate your number with a host device. 3 Disconnect from a host. 4 Disconnect from a remote host. Fax Messaging menu Fax Messaging menu options 4 Return to the previous fax message. 5 Play the name and number of the sender, and the time and date of the current fax message. 6 Play the next fax message. 7 Delete the fax message. # Save the current fax message and move to the next message. Page 13

14 Passcode menu Passcode menu options # Enter or re-enter your passcode. Play Messages menu Play Messages menu options 1 Play the current message and access the Play Message menu. 2 Play the name and number of the sender, and the time and date of the message. 3 Access the Reply Message menu. 4 Access the Forward and Compose Message menu. 5 Return to the previous message. 6 Play the next message. 7 Delete the current message. 9 Access the Additional Message Options menu. # Save the current message. Play Message menu Play Message menu options 1 Back up 10 seconds and play the message. 2 Pause a greeting, and then resume the greeting from where you paused. 3 Jump ahead 10 seconds from the current position and play the message. 4 Play the message from the beginning. 6 Go to the end of the message. Page 14

15 Additional Message Options menu Additional Message menu options 1 Access the Reply Message menu. 2 Access the Forward and Compose Message menus. Forward and Compose Message menus Forward and Compose Message menu options 1 Change the current introduction to a message and access the Change Current Introduction/Message/Reply menu. 2 Play the current introduction to a message. 3 Forward the current message to a phone number or extension and access the Send to Person menu. Reply Message menu Reply Message menu options 1 Change the current reply. 2 Play the current reply. 3 Send the current reply to a caller. Send menu Send menu options * Don't send the current message to the person selected. # Send the current message to the person selected. # Submit the destination number. Page 15

16 Change Current Introduction/Message/Reply menu Change Current Introduction/Message/Reply menu option # Stop the current recording. Voic Login menu Voic Login menu options * Access your voic using another mailbox ID. Enter a number with 2 or 3 digits, or press the star key (*) or pound key (#). Top Page 16

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