Toshiba Answering Machine CIX40 User Manual

Telecommunication Systems Division  
CIX40 Voice Processing System  
User Guide  
July 2006  
 
© Copyright 2006  
Publication Information  
Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
Toshiba America Information Systems, Inc.,  
Telecommunication Systems Division, reserves  
the right, without prior notice, to revise this  
information publication for any reason, including,  
but not limited to, utilization of new advances in  
the state of technical arts or to simply change the  
design of this document.  
All rights reserved. No part of this manual,  
covered by the copyrights hereon, may be  
reproduced in any form or by any means—  
graphic, electronic, or mechanical, including  
recording, taping, photocopying, or information  
retrieval systems—without express written  
permission of the publisher of this material.  
Further, Toshiba America Information Systems,  
Inc., Telecommunication Systems Division, also  
reserves the right, without prior notice, to make  
such changes in equipment design or  
components as engineering or manufacturing  
methods may warrant.  
Strata is a registered trademark of Toshiba  
Corporation.  
Stratagy and Perception are registered  
trademarks of Toshiba America Information  
Systems, Inc.  
CIX-UG-GVPH-VA  
Trademarks, registered trademarks, and service  
marks are the property of their respective  
owners.  
Version A, July 2006  
 
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Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
9740 Irvine Boulevard  
5932  
Irvine, California 92618-1697  
United States of America  
DSD 020905  
 
Toshiba America Information Systems, Inc.  
Telecommunication Systems Division  
End-User Limited Warranty  
Toshiba America Information Systems, Inc., (“TAIS”) warrants that this telephone equipment manufactured by  
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communication Systems Division.  
 
Contents  
Special Delivery Options ............................................................................................. 8  
Urgent .................................................................................................................... 8  
Private ................................................................................................................... 8  
Return Receipt ....................................................................................................... 8  
Future Delivery ............................................................................................................ 8  
Message Destination Selections .................................................................................. 9  
Personal Distribution Lists .................................................................................... 9  
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System Distribution Lists .................................................................................... 10  
Step 1: Access Your Mailbox ................................................................................... 14  
From Internal Telephone ..................................................................................... 15  
Send a Message .......................................................................................................... 33  
Future Delivery .......................................................................................................... 44  
Chapter 5 – Manage Mailbox  
Change Your Greeting ............................................................................................... 46  
Create or Record Over a Personal Greeting ........................................................ 47  
Change Your Greeting Selection ........................................................................ 49  
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Select Your Busy Greeting .................................................................................. 56  
Change Your Message Notification .................................................................... 58  
Turning On/Off Message Waiting LED on Another Extension .......................... 68  
Soft Key Control of Voice Mail .......................................................................... 68  
Call Record to Voice Mail .................................................................................. 73  
Direct Transfer to Voice Mailbox .............................................................................. 74  
Voice Mail Conference .............................................................................................. 74  
Call Monitor ............................................................................................................... 75  
Glossary........................................................................................................................ 77  
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Introduction  
This guide describes the voice messaging capabilities and procedures for making  
your voice mail system work for you.  
Organization  
This guide is divided as follows:  
Chapter 1 – The Grand Tour is an overview of the voice mail system. Topics  
covered are: features to personalize your mailbox; an explanation of message  
queues, types and destinations; special delivery options; playback/recording  
controls; and available user options.  
Chapter 2 – Getting Started provides instructions on those features you need  
when accessing your voice mail for the first time, including changing your security  
code and recording your name.  
Chapter 3 – Play Messages contains step-by-step instructions on playing  
messages.  
Chapter 4 – Send Messages details how to send, forward, and reply to a  
message.  
Chapter 5 – Manage Mailbox provides step-by-step instructions on recording  
greetings, using destination (distribution) lists, and activating options such as Do  
Not Disturb (DND) and Call Screening.  
Chapter 6 – Integration Features outlines Call Forward, Message Waiting, Soft  
Key Control, Call Record, Direct Transfer to Voice Mail, Voice Mail Conferencing  
and Call Monitor features.  
Glossary defines frequently-used voice processing system features and functions.  
Index  
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Introduction  
Conventions  
Conventions  
Conventions  
Description  
Elaborates specific items or references other information. Within  
some tables, general notes apply to the entire table and numbered  
notes apply to specific items.  
Note  
Important!  
Calls attention to important instructions or information.  
Press to answer a call to the Extension Number. Each station can  
have multiple extension buttons. Incoming calls ring the extension  
button(s) from the top down. For example, station 10's extensions  
ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered  
busy when all extensions are being used.  
Extension  
Number  
Note  
The naming convention for DKT assignments within  
Toshiba is Directory Numbers. For clarity and ease of  
understanding, the terms Extension Number and Phantom  
Extension Number will be used in this document in lieu of  
PDN and PhDN.  
Arial bold  
Courier  
“Type”  
Represents telephone buttons.  
Shows a computer keyboard entry or screen display.  
Indicates entry of a string of text.  
Indicates entry of a single key. For example: Type prog then press  
Enter.  
“Press”  
Shows a multiple PC keyboard or phone button entry. Entries  
without spaces between them show a simultaneous entry. Example:  
Esc+Enter. Entries with spaces between them show a sequential  
entry. Example: # + 5.  
Plus (+)  
Tilde (~)  
Means “through.” Example: 350~640 Hz frequency range.  
Denotes the step in a one-step procedure.  
Denotes a procedure.  
!
!
8
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Introduction  
Related Documents/Media  
10  
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The Grand Tour  
1
This chapter provides an overview of the system and covers the following general  
topics:  
Features to personalize your mailbox  
Message queues  
Message types  
Greetings  
Special delivery options  
Future delivery  
Message destination selections  
User options  
User prompts  
User tutorial (New User)  
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The Grand Tour  
Overview  
Overview  
Your voice mail system manages multiple voice processing functions simultaneously  
24-hours-a-day, 7-days-a-week. Your mailbox is always available for callers to leave  
private voice messages. In addition, you can update your greeting at your  
convenience or send and receive messages from any tone-dialing telephone.  
Callers control their own progress through the system. They no longer have to wait for  
a person to answer the telephone. If your extension is busy or you do not answer,  
callers can transfer to an operator, call another extension, or record a private, detailed  
message.  
A representative in your company has been assigned as the System Administrator for  
the system. The System Administrator is responsible for configuring the system and  
your mailbox to suit your company’s needs.  
The configuration affects how and which features you can access. Whenever  
possible, this guide provides information concerning feature exceptions and which  
features may be configured to work differently.  
You can access your mailbox from any tone-dialing telephone using your security  
code. After you access your voice mail, you hear the number of messages you have in  
your message queue(s), followed by a prompt from the Main Menu options (see  
Figure 1). You can then:  
Listen to your messages  
Send or forward messages  
Reply to messages  
Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)  
2
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The Grand Tour  
Overview  
MAIN MENU  
Exit User Mode  
HANG UP  
PLAY MESSAGES  
SEND MESSAGES  
MANAGE MAILBOX  
Play the next message  
Enter one of the following:  
User ID plus  
Directory plus name  
Change your Greeting  
Change your User Options  
Manage your Lists  
Save the current message  
Delete the current message  
Forward the current message  
Reply to the current message  
Special Functions  
Select  
~
for a Personal List  
Personal List (1~7)  
System List (1~7)  
Multiple Destinations  
Review your current list  
Add a User ID to the list  
Delete a User ID from the list  
Record a list Comment  
Return to a previous menu  
Replay the current message  
Play the Previous message  
Record  
Record a message, comment or reply  
(Press when finished.)  
Return to Main Menu  
(number of messages to be  
deleted plays)  
Return to a previous menu  
Manage Guest User IDs  
Create a Guest User ID  
Delete a Guest User ID  
Review your Guest User IDs  
Return to a previous menu  
Return to a Main Menu  
Send and Return to Main Menu  
Review recording  
Re-record  
Append recording  
Select Additional Destinations  
User ID plus  
Message Date and Time  
Future Delivery Review  
(Play, Save, Delete)  
Continuous Delete  
Directory  
New/Saved message queue (toggle)  
Continuous Play  
Return to previous menu  
Personal List (1~7)  
System List (1~7)  
when finished  
Select  
or  
~
for a Personal Greeting  
for the System Greeting  
Review selected greeting  
Record (new) greeting  
Review greeting  
Press  
Special Delivery Options  
Set Urgent status (On/Off)  
Set Private status (On/Off)  
Not available  
for System  
greeting  
Re-record  
Append to recording  
Cancel recording  
Save recording  
Set Return Receipt request  
(On/Off?)  
Return to previous menu  
Set the Hour (1~12)  
AM  
Set Future Delivery  
Cancel message and select new  
destination  
Return to a previous menu  
Review current greeting  
Return to a previous menu  
PM  
Cancel and Return to Main Menu  
Set the Minutes (0~59)  
Set the Day (1~31)  
Set the Month (1~12)  
Set the Year (last two digits)  
Change your Do Not Disturb (On/Off)  
Change your Call Screening (On/Off)  
Change your Security Code  
Select your Busy Greeting (toggle)  
Record your Busy Greeting  
Record your Name  
Return to previous menu  
(message delivery time plays)  
Enter notification template number  
Enable/Disable notification template  
(toggle)  
Change notification digits  
Save changes  
Return to previous menu  
Change message Notification  
Review your Option Settings  
Return to previous menu  
6231  
Figure 1  
Admin Main Menu  
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The Grand Tour  
Features to Personalize Your Mailbox  
Your voice mail processing system offers a variety of features to personalize your  
User ID Mailbox. The following are a few of those features:  
User ID Mailbox Security Code – Your User ID mailbox has a security code. The  
code must be entered by you in order to “log into” your User ID mailbox, giving you  
access to your messages, settings, greetings, etc. (see “Change Your Security  
Code” on page 19).  
Name Recording – Your name is announced whenever you log onto your mailbox,  
the directory is accessed, the system greeting is selected, or when a message is  
sent by another voice mail user. When you first enter your mailbox, you need to  
record your name (see “Record Your Name” on page 17).  
Personal Greetings – You can record up to seven personal greetings that are  
played when you are unavailable (see “Change Your Greeting” on page 46).  
Guest UsersYou can create Guest User IDs that can be used by clients, friends,  
etc. Users frequently use this feature to create guest IDs for clients, so that they  
may easily exchange confidential information (see “Manage Guest User IDs” on  
page 63).  
Message Queues  
Your messages reside in one of two queues—new or saved. Messages play in FIFO  
(First In, First Out) or LIFO (Last In, First Out) order. Ask your System Administrator to  
find out how your mailbox is configured.  
New Message Queue  
Messages in the New Message Queue are New or Pending messages.  
New messages consist of messages that are unheard or partially heard (less than five  
seconds). They remain in the queue, the Message Waiting LED remains on, and a  
Return Receipt is not sent, if applicable, until the message is completely heard.  
Messages that you have partially heard (five seconds or longer) are called Pending  
messages. They remain in the New Message Queue, the Message Waiting LED is  
turned off, and a Return Receipt is sent, if applicable.  
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The Grand Tour  
Message Queues  
Note The Pending messages feature is available on a mailbox-to-mailbox basis.  
Check with your System Administrator to find out if your mailbox is configured  
for this feature.  
When you press 1 from the Main Menu to play messages, your voice mail system  
automatically accesses the New Message Queue. A new message begins to play  
based on the type (urgent messages play first) and order received (FIFO/LIFO). If no  
new messages exist, your voice mail system automatically accesses the Saved  
Message Queue. If you are in the Saved Message Queue, you can toggle back to the  
New Message Queue by pressing 77.  
After you play the last message in the queue, your voice mail system prompts, “End of  
messages.” You can choose to return to the top of the queue, go to the top of the other  
queue, etc.  
Saved Message Queue  
Saved messages are messages that you saved or that were automatically saved by  
your voice mail system at the end of the message.  
Access the Saved Message Queue from the Main Menu by pressing 177 or from the  
New Message Queue by pressing 77. Your voice mail system automatically accesses  
the Saved Message Queue when no new messages exist. Saved messages play  
based on order received (FIFO/LIFO).  
After you play the last message in the queue, your voice mail prompts, “End of  
messages.” You can choose to return to the top of the queue, go to the top of the other  
queue, etc.  
Note Ask your System Administrator to find out if your mailbox is configured with one  
or two (New and Saved) message queue(s).  
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The Grand Tour  
Message Types  
Message Types  
New and Saved Messages can consist of the following special types of messages—  
forwarded and message reply.  
Forwarded Message  
Any message sent to you can be forwarded to a single destination or a personal or  
system distribution list. When forwarding a message, recording a message (comment)  
is optional.  
Reply Message  
Messages to which you want to send an immediate answer can be sent as a reply  
message. When replying to a message, your voice mail system does not prompt you  
to select the destination since it “remembers” the source. The Reply feature only  
works if the original message is sent from another voice mail user on the same  
system.  
When listening to a reply message, a prompt notifies the user of the name/User ID of  
the person who sent the reply.  
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The Grand Tour  
Greetings  
You can select either a personal or system greeting to play to callers when you do not  
answer or when your telephone is busy.  
Depending on how your system is configured, callers may hear a separate busy  
greeting—the system or the custom busy greeting. See “Change Your User Options”  
on page 51 for details.  
Personal greetings are greetings that you record for callers. Your voice mail system  
stores all recorded greetings under the personal greeting number (1~7) for your  
mailbox. Using the greeting number, you can select the greeting which plays.  
The System Administrator can also schedule your greetings to automatically play at  
different times. If you choose, you can override the automatic schedule using the  
System  
The system greeting is a standard prerecorded greeting. It cannot be recorded over or  
deleted. The greeting states, “Please leave a message for (name).” Your voice mail  
system adds your name from the name recording that you have made (see “Record  
Busy  
If your User ID mailbox is configured for a personal busy greeting, you can record a  
custom busy greeting that plays when your extension is busy. If a custom greeting is  
not recorded, the default system busy greeting plays. See “Create or Record Over  
Your Busy Greeting” on page 55 for details.  
The custom busy greeting can also be turned on/off using the Select Your Busy  
Greeting option on the Change Your User Options Menu (see “Select Your Busy  
Greeting” on page 56).  
Note The System Administrator must configure your User ID mailbox for the custom  
busy greeting option to be available.  
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The Grand Tour  
Special Delivery Options  
Special Delivery Options  
In addition to recording and sending a new message, you can mark the message  
urgent, private, or request a return receipt.  
Urgent  
Messages can be marked urgent by the sender and always play first in the New  
Message Queue. After the message plays, the urgent status is removed.  
Private  
Messages can be marked private by the sender. The same options, such as saving  
and deleting, apply to the private messages; however, a private message cannot be  
forwarded. Once a message is sent, the private status cannot be removed.  
Return Receipt  
You can mark a message Return Receipt if you want verification of its receipt. When a  
user plays (completely or partially) a message marked for Return Receipt, a  
notification is sent back to the sender. Your voice mail system notifies the sender  
when and by whom the message was received and plays the original message.  
Future Delivery  
Your voice mail system can be configured so that your message is delivered at a  
future time and date specified by you. After marking the message for future delivery,  
you can review (play, save, delete) the message at any time before it is sent.  
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The Grand Tour  
Message Destination Selections  
Message Destination Selections  
At the beginning of the Send Messages menu, you are asked to enter the message  
destination(s).You can choose to enter a single destination (e.g., User ID) or multiple  
destinations (e.g., personal list, User ID, system list). Entering the Multiple  
Destinations option enables you to address your message to all the recipients at the  
start of the menu.  
You can then record your message and, if desired, add additional destinations when  
prompted later in the menu. Valid destinations are:  
User ID  
Note If you don’t know the user’s User ID, you can locate the ID on your voice mail  
system’s system-wide directory by pressing 00.  
Personal distribution list  
System distribution list  
See “Send a Message” on page 33 for instructions on using these options.  
Personal Distribution Lists  
You can originate up to seven Personal Distribution Lists consisting of other system  
users. You can add or delete users at any time. The lists are for only your use.  
At the time you create a list, you are given the option of recording a “list comment” that  
serves as the title or name for the list. The comment plays each time you use the list to  
confirm that you have chosen the correct distribution list.  
Important! Try not to duplicate users on your distribution lists. Your voice mail  
system does not check for duplicates when you send a message using  
more than one list. For example, if you select Personal Distribution List  
#1 and #3 as destinations for your message and User ID 1001 is on both  
lists, User ID 1001 receives the same message twice.  
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The Grand Tour  
User Options  
System Distribution Lists  
In addition to Personal Distribution Lists, your voice mail system supports system-  
wide distribution lists created by the System Administrator for use by everyone in your  
company. You should check with your System Administrator to find out which lists are  
available.  
Whenever you enter the list number, the “list comment” for the selected system list  
plays to confirm that you have chosen the right list.  
Directory  
You can enter the Dual Tone Multi-frequency (DTMF) digits corresponding to the first  
few letters of a user’s name and your voice mail system plays the recorded name  
(User ID and optionally the extension) that matches the combination of entered digits.  
You can then select the name or go on to the next name in the directory.  
Each User ID can be identified with up to two names. These names are entered into  
the automated directory by the System Administrator and enhance the directory’s  
search/find capabilities. Common choices for the names are the first and last names  
of the user or the last name of the user and a commonly misspelled version of the last  
name.  
User Options  
You can set your telephone for Do Not Disturb (DND) or call screening, select or  
record a busy greeting (plays when your telephone is busy), and designate where or  
how you are notified of a message.  
The following is a brief description of each of the options. Please see “Change Your  
User Options” on page 51 for more detailed information.  
Important! The System Administrator must activate these features for them to be  
available.  
DND Your voice mail system automatically sends calls to your User ID (mailbox)  
without first ringing your telephone.  
Call Screening – Your voice mail system asks callers for their name and company.  
Without the caller’s knowledge, the system relays that information to you. You can  
decide to receive the call, let the call forward to your mailbox, or transfer the call to  
another extension with or without an announcement.  
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The Grand Tour  
User Prompts  
Busy Greeting You can record your own custom busy greeting that plays when  
callers reach your extension, and it is busy.  
Message Notification – Your User ID can have up to 10 notification records  
programmed by the System Administrator with a specific notification method  
(message waiting lights, stutter dial tone, pagers, voice, etc.) and the time/day  
when that notification record applies.  
Once you have turned on a specific notification record, your voice mail system  
automatically calls you at the designated number and with the chosen method to notify  
you of your messages.  
User Prompts  
Your voice mail system prompts only for menu options available to you. You do not  
hear prompts for options:  
Not supported by your voice mail system (e.g., future delivery)  
Not configured for your mailbox by the System Administrator (e.g., guest users, do  
not disturb).  
Check with your System Administrator to verify which user options are available to  
you.  
User Tutorial (New User)  
A first time user of the voice mail system automatically hears a user-friendly tutorial  
upon logging in to his/her mailbox. The tutorial walks the user through the process of:  
Recording his/her name (if required)  
Recording a personal greeting for the mailbox  
Changing the default security code  
Once the tutorial is completed successfully, it cannot be replayed.  
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Getting Started  
2
This chapter instructs you on accessing and exiting your mailbox and outlines the user  
tutorial steps.  
User Tutorial  
When you log on to the your voice mail system for the very first time, you hear a  
tutorial that walks you through the following basic steps:  
Record your name (if required). Your name is announced whenever you log onto  
your mailbox (varies by system), the directory is accessed, the system greeting is  
selected, or when another voice mail user sends a message to you.  
Record your personal greeting. Your personal greeting automatically plays when  
you are not available to answer your telephone.  
Change the default security code for your mailbox to ensure privacy. You should  
change it on a regular basis.  
Note If you do not complete the tutorial before hanging up, your voice mail system  
saves any completed portion (e.g., your name recording) and restarts where  
you left off the next time you log on to your mailbox. Once the tutorial is  
completed successfully, it cannot be replayed.  
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Getting Started  
Access Your Mailbox  
Step 1: Access Your Mailbox  
The Main Menu (shown below) is your starting point for all of your voice mail system’s  
messaging features. Pressing 999 from most menus returns you to the Main Menu.  
To access your mailbox, you need to know:  
The telephone number to access your voice mail system  
Your User ID number  
Your default security code  
Please ask your System Administrator if you do not have this information.  
MAIN MENU  
1
2
3
0
#
Play Messages  
Send Messages  
Manage Mailbox  
Exit user mode  
Hang Up  
Each time you access your User ID (mailbox), your voice mail system announces:  
Your name (and extension, if applicable)  
Note Your voice mail system may not be configured to play your name when you log  
on to your mailbox.  
The number of new and saved messages you have in your message queue(s)  
The number of messages that will be purged upon exiting your mailbox, if  
applicable  
Your voice mail system then plays the Main Menu options.  
If you receive new messages while you are logged on to your mailbox, your voice mail  
system informs you that you have new messages when you return to the Main Menu.  
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Getting Started  
Access Your Mailbox  
From External Telephone  
1. From an external  
telephone, call your voice  
mail system on  
The system answers with your standard company  
greeting.  
___________.  
2. When voice mail  
Your voice mail prompts you to enter your User ID.  
answers, press  
.
*
3. Enter your User ID + #.  
If your voice mail system is designed with a fixed  
length number for your User ID, do not press # after  
entering a User ID. See your System Administrator for  
specific operation of your system.  
Your voice mail prompts you to enter your security  
code.  
4. Enter the default security  
If your voice mail system is designed with a fixed  
length number for your security code, do not press #  
after entering the security code. See your System  
Administrator for specific operation of your system.  
code + #.  
If you make a mistake  
while entering the code,  
press to re-enter.  
You are now in your mailbox. Your voice mail system  
plays your name and the number of messages you  
have and then prompts you with a list of choices from  
the Main Menu.  
*
From Internal Telephone  
1. From an internal  
telephone, call your voice  
mail system on  
Your voice mail prompts you to enter your security  
code.  
___________.  
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Getting Started  
Access Your Mailbox  
2. Enter the default security  
If your voice mail system is designed with a fixed  
length number for your security code, do not press #  
after entering the security code. See your System  
Administrator for specific operation of your system.  
code + #.  
If you make a mistake  
while entering the code,  
press to re-enter.  
You are now in your mailbox. Your voice mail system  
plays your name and the number of messages you  
have and then prompts you with a list of choices from  
the Main Menu.  
*
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Getting Started  
Record Your Name  
Step 2: Record Your Name  
Your name is announced whenever you log onto your mailbox, the directory is  
accessed, the system greeting is selected, or when a message is sent by another  
voice mail user.  
Note Your voice mail system may not be configured to play your name when you log  
on to your mailbox.  
When you first enter your mailbox, the tutorial prompts you to record your name and  
walks you through the entire recording sequence. You can re-record your name at any  
time (see “Record Your Name” on page 57).  
1. At the tone, state your  
name slowly and clearly  
(if you like, you can also  
state your extension).  
2. Press # when done.  
Your voice mail plays your name recording.  
3. After your name plays,  
press:  
1
To accept the  
recording  
Your recording becomes part of your mailbox and your  
voice mail system prompts you to record your  
personal greeting.  
2
Re-record  
Your voice mail system returns you to the record your  
name prompt.  
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Getting Started  
Record Your Personal Greeting(s)  
Step 3: Record Your Personal Greeting(s)  
The tutorial now prompts you to record your personal greeting. This greeting becomes  
your Personal Greeting #1. You can record up to six other greetings (see “Create or  
Record Over a Personal Greeting” on page 47 for instructions).  
Personal greetings should be informative and advise callers when you will be  
available to return their calls or respond to their messages. You can update personal  
greetings as often as you want.  
Sample Greeting  
“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19,  
and I am in the office today. I am either on the telephone or have stepped away for a  
few minutes and your call has been forwarded to my voice mailbox. If at the tone you  
leave a detailed message and a telephone number where I can reach you, I will be  
happy to return your call.”  
1. At the tone, begin  
recording your greeting.  
The following information should be included in your  
Personal Greeting:  
©
©
©
©
©
©
Your name  
Company and/or department  
Date  
Your availability  
Instructions to leave a detailed message  
Call coverage options  
2. Press # when done.  
Your voice mail system plays your greeting.  
3. After your greeting plays,  
press:  
1
To accept the  
recording  
Your greeting becomes Personal Greeting #1 and  
your voice mail system prompts you to change your  
security code.  
2
Re-record  
Your voice mail system returns you to the record your  
greeting prompt.  
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Change Your Security Code  
Step 4: Change Your Security Code  
The tutorial prompts you to change your mailbox’s security code from the preassigned  
code. You should change your security code on a regular basis thereafter to ensure  
the privacy of your messages and personal greetings (see “Change Your Security  
Code” on page 54).  
1. Enter your new security  
The minimum and maximum number of digits for the  
security code are determined by your System  
Administrator. Please ask your System Administrator  
for confirmation on the number.  
code + #.  
Your voice mail system prompts you to re-enter your  
new security code for verification.  
2. Re-enter your new  
After entering the security code a second time, your  
voice mail system announces that your security code  
has been changed.  
security code + #.  
You have completed the tutorial. Your voice mail system announces “mailbox number  
xxx is enabled,” plays your recorded name and announces the number of messages  
in your mailbox. You can now perform any of the functions available on your voice mail  
system’s Main Menu or exit the mailbox.  
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Getting Started  
Exit Your Mailbox or User Mode  
Step 5: Exit Your Mailbox or User Mode  
When you press # to hang up, you hear “Thank you  
for calling. Good-bye.”  
ä To exit your mailbox,  
press # to hang up from a  
Toshiba telephone system  
...or 999# to hang up  
from another  
manufacturer’s telephone  
system  
Your voice mail system can be configured so that you  
can exit your mailbox without leaving the voice mail  
system. Please ask your System Administrator to find  
out if your system is configured for this or some other  
function when pressing 0.  
...or to exit the user  
mode, press 0.  
If you have the “0 to EXIT User Mode” capability, you  
hear the voice mail system’s company greeting. You  
can now access another user or a different mailbox.  
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Play Messages  
3
This chapter explains how to use the Play Messages feature. It discusses:  
Access Messages  
Playback Controls  
Play your messages  
Special functions  
Depending upon your telephone system and telephone, a message waiting light is lit  
on your telephone when a voice message has been left for you on the voice mail  
system.  
If configured, your voice mail system automatically turns off your message waiting  
light on your telephone when your new message queue is empty or only Pending  
messages remain (see “Message Queues” on page 4). The Message Waiting LED  
remains on only if there are new messages in the queue.  
Access Messages  
Once you press 1 to play your messages, the following telephone keys assist you in  
going through your messages:  
1
Takes you to the next message or back to the top of the queue when you  
have reached the last message in the queue.  
1
Replays the current message.  
*
*
2
Takes you to the previous message or back to the last message in the  
queue when you have reached the top of the message queue.  
77 Toggles between the New and Saved Message Queues.  
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Play Messages  
Playback Controls  
If new messages arrive while you are accessing your mailbox, your voice mail system  
notifies you that a new message is in the queue upon returning to the Main menu.  
Playback Controls  
While playing a message, you can pause, control the volume, location, and speed of  
playback using the following keys (shown below).  
Press  
to play Previous Message  
(from first message go to last)  
Play Next Message  
(from last message go to first)  
Pause/Resume  
(toggle or 30 secs.)  
Turn Up volume  
Back Up (rewind)  
Go Forward (advance)  
7435  
Turn Down volume  
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Play Messages  
Playback Controls  
1 Play Next Message  
Plays next message in queue. If you are at the last message in the queue, goes to the  
first message in the same queue.  
2 Play Previous Message  
*
Plays previous message in queue. If you are at the first message in the queue, goes  
to the last message in the same queue.  
4 Pause/Resume (toggle or 30 seconds)  
At any time while playing messages, you can press 4 to pause the playback for 30  
seconds. The message resumes playing as soon as you press 4 or automatically at  
the end of 30 seconds. You can pause the playback as many times as necessary.  
8 Turn Up Volume, 0 Turn Down Volume  
Each time you press 8 or 0, the volume of messages adjusts one increment until the  
maximum number of increments is reached. Your voice mail system saves the current  
level when you exit.  
Back Up (rewind)  
*
The message backs up/rewinds and then begins playing. The default is five seconds  
(set by the System Administrator).  
# Go Forward (advance)  
The message goes forward/advances and then begins playing. The default is five  
seconds (set by the System Administrator).  
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Play Messages  
Play Your Messages  
Play Your Messages  
When you access your mailbox, your voice mail system tells you the number of  
urgent, new and saved messages (if supported by your system; check with your  
System Administrator) you have in your mailbox. If your mailbox is empty, the voice  
mail system prompts do not include “press 1 to play messages.”  
When you press 1 from the Main Menu to play messages (menu shown below), your  
voice mail system automatically accesses the New Message Queue. If no messages  
exist in the New Message Queue, your voice mail system automatically accesses the  
Saved Message Queue.  
From the Main Menu:  
Play Messages  
Play the next message  
Save the current mesage  
Delete the current message  
Forward the current message  
Reply to the current message  
While playing a message, you can press:  
Special Functions  
Pause/Resume (toggle or 30 seconds)  
Message Date and Time  
Turn Up volume  
Future Delivery Review (Play, Save, Delete)  
Turn Down volume  
Continuous Delete  
Backup (rewind)  
New/Saved message queue (toggle)  
Go Forward (advance)  
Continuous Play  
7399  
Return to previous menu  
Replay the current message  
Play the Previous message  
Return to the Main Menu  
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Play Messages  
Play Your Messages  
1. From the Main Menu,  
A message plays.  
press 1 Play Messages.  
Once you play a message, your voice mail system  
prompts you with the Play Messages Menu until you  
press 9 to exit the menu or you activate another  
selection.  
While the message plays,  
you can select 4 pause/  
resume, 8 turn up  
volume, 0 turn down  
volume, back up  
*
(rewind), # go forward  
(advance)  
2. (Optional) While the  
message plays or  
immediately after, you  
can select one of the  
following:  
1
Play the next message  
Skips to the beginning of the next message.  
Note If you reach the end of your messages, pressing  
1 takes you back to the top of the same queue.  
2
3
Save the current  
message  
Saves the current message. The Play Messages  
Menu plays.  
Delete the current  
message  
Flags the current message for deletion. The Play  
Messages Menu plays. When you exit Play  
Messages, your voice mail system tells you the  
number of messages to be deleted. If you do not want  
to delete a message, save the message before exiting  
your mailbox.  
Note Your voice mail system can be programmed to  
delete messages after a preset length of time.  
Consult your System Administrator. Your voice  
mail system notifies you before purging  
messages.  
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Play Messages  
Play Your Messages  
5
6
Forward the current  
message  
can be forwarded to a single user, multiple users, or a  
destination list. See “Forward a Message” on page 37  
for details on this feature.  
Reply to the current  
message  
Your reply is sent to the originator of the message. In  
addition, you can send your reply to a single user,  
multiple users, or a destination list. See “Reply to the  
Current Message” on page 40 for details on this  
feature.  
7
Special Functions  
Your voice mail system prompts with the options. See  
“Special Functions” on page 27 for instructions on  
using this option.  
The current message plays from the beginning.  
1 Replay the current  
*
message  
The previous message plays from the beginning.  
2 Play the previous  
*
message  
Note If you are at the top of the message queue,  
pressing 2 takes you to the bottom of the same  
*
queue.  
9
Return to Main Menu  
Your voice mail system tells you the total number of  
messages that will be deleted when you log out of  
your mailbox, and then returns to the Main Menu.  
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Play Messages  
Special Functions  
Special Functions  
You can check the date and time a message was sent, or review a message set for  
future delivery in the Play Messages menu.  
When you play a message, this option is available by pressing 7 Special Functions.  
ä
Press an option number:  
4
Message Date and  
Time  
The date and time the message was received plays,  
followed by the entire message.  
Note If your System Administrator programmed an  
automatic date and time stamp for all messages,  
the stamp plays automatically at the beginning  
of each message.  
5
Future Delivery  
Review  
Your voice mail system plays your name, the future  
delivery time/date the message will be sent and the  
entire message. Your voice mail system automatically  
saves the message for future delivery.  
While the message is  
playing or  
immediately after,  
you can select any of  
the following:  
Skips to the beginning of the next future delivery  
message.  
1
Play the next  
message  
Saves the current future delivery message.  
2
3
Save the current  
message  
Flags the current future delivery message for deletion.  
When you exit the future delivery review, voice mail  
tells you the number of messages to be deleted. If you  
do not want to delete a message, save the message  
before exiting the future delivery review.  
Delete the current  
message  
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Play Messages  
Special Functions  
Your voice mail system tells you the total number of  
messages that will be deleted when you log out of your  
mailbox, and then returns to the Special Functions  
Menu.  
9
Return to the  
Special Functions  
Menu  
6
Continuous Delete  
Deletes multiple messages at one time in your New or  
Saved Message Queue without additional action from  
you.  
Note See the Continuous Play feature on page 28  
before using Continuous Delete.  
The number of messages deleted is based on a preset  
length of time (designated in minutes) set on a  
system-wide basis by your System Administrator.  
Important! The deletion starts with the first message  
in the queue and continues until the  
preset time has expired. Both heard and  
unheard messages are deleted. If there  
are two queues—new and saved—the  
deletion occurs only in the queue you are  
in when you press 6 for continuous  
delete.  
Ask your System Administrator to verify that you have  
this option.  
7
8
New/Saved message This feature operates as a toggle; use it to move back  
queue (toggle)  
and forth between the New and Saved Message  
Queues.  
Continuous Play  
Plays multiple messages at one time in your New or  
Saved Message Queue without additional action from  
you.  
The number of messages played is based on a preset  
length of recorded time (designated in minutes) and  
therefore varies. (Your System Administrator sets the  
length of time on a system-wide basis.) The messages  
played are those whose cumulative time is equal to, or  
less than, the designated number of minutes.  
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Play Messages  
Special Functions  
Important! The playback starts with the first  
message in the queue and continues until  
the preset time has expired. If there are  
two queues—new and saved—the  
playback occurs only in the queue you  
are in when you press 8 for continuous  
playback.  
Ask your System Administrator to verify that you have  
this option.  
9
Return to previous  
menu  
Your voice mail system returns to the Play Messages  
Menu.  
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Send Messages  
4
From any tone-dialing telephone, you can record and send a message to a user,  
several users, or to a personal or system distribution list.  
This chapter covers:  
Recording controls  
Send a message  
Forward a message  
Reply to the current message  
Special delivery options  
Future delivery  
Recording Controls  
While recording a message, you can pause/resume the recording or end the recording  
using the following keys (shown below).  
Pause/Resume  
(toggle or 30 secs.)  
End recording  
3096  
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Send Messages  
Recording Controls  
4 Pause/Resume (toggle or 30 seconds)  
At any time while recording messages to another mailbox in the system, you can  
press 4 to pause for 30 seconds. The message resumes recording as soon as you  
press 4. Your voice mail system prompts you with, “Begin recording... (Beep).”  
If within the 30 seconds you do not press 4, voice mail restarts another 30-second  
pause. If during the second 30-second pause you:  
Do not press any key, voice mail assumes you have cancelled the message and  
returns to the Main Menu.  
Press #, your voice mail system returns you to the Send Messages Menu and you  
can send, review or record over the message.  
# End Recording  
After recording a message, press # to end the recording.  
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Send Messages  
Send a Message  
Send a Message  
Using the Send Messages Menu (shown below), you can record a message and send  
it to a single mailbox or multiple destinations (e.g., personal or system distribution list),  
forward a message (with a comment), or reply to a message sent you.  
From the Main Menu:  
While recording a message, you  
can press:  
Play Messages  
Forward the current message  
Pause/Resume (toggle or 30  
seconds)  
Reply to the current message  
End recording  
Send Messages  
Enter one of the following:  
User ID plus  
Directory plus name  
Personal List (1~7)  
System List (1~7)  
Multiple Destinations  
Select from the following:  
User ID plus  
Directory plus name  
Personal List (1~7)  
System List (1~7)  
Record  
Record a message, comment, or reply  
Press  
when finished  
Send and Return to Main menu  
Review recording  
Re-record  
Append recording  
Select Additional Destinations  
Special Delivery Options  
Set Urgent status (On/Off)  
Set Private status (On/Off)  
Set Return Receipt request (On/Off)  
Return to previous menu  
Set Future Delivery  
Set the Hour (1~12)  
AM  
PM  
Set the Minutes (0~59)  
Set the Day (1~31)  
Set the Month (1~12)  
Set the Year (last two digits)  
Cancel message and select new destination  
Cancel and return to Main Menu  
Return to previous menu  
(message delivery time plays)  
7400  
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Send Messages  
Send a Message  
1. From the Main Menu,  
Your voice mail system prompts you to enter the  
destination (i.e., User ID, Personal, System List, or  
Multiple Destinations).  
press 2 Send Messages.  
2. Enter one of the following  
destinations:  
Note A message can be sent to a total of 33  
destinations, including destinations entered in  
the 4 Additional Destinations option (see 4  
Select Additional Destinations” on page 36). A  
list counts as one destination.  
Your voice mail system plays the user’s name or User  
ID for confirmation.  
©
User ID and press #.  
Press # again to  
record a message  
without playing the  
user’s name.  
Note If your voice mail system is designed with a  
fixed length number for your User ID, do not  
press # after entering a User ID. See your  
System Administrator for specific operation of  
your system.  
You are prompted to enter the person’s name.  
©
00Directory  
Your voice mail system plays the first name that  
matches the combination of letters you entered.  
Enter the first few  
letters of the first or  
last name (Q=7, Z=9).  
Press # to select the  
name as the  
destination  
...or 1 to hear the next  
name  
...or to cancel your  
*
entry and re-enter.  
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Send Messages  
Send a Message  
You are prompted for the destination list number.  
©
01Personal List  
Your voice mail system plays the list comment or  
number for confirmation. See “Manage Your Lists” on  
page 61 to create or revise a destination (distribution)  
list.  
Enter a list number  
(1~7).  
You are prompted for the destination list number.  
©
02System List  
Your voice mail system plays the list comment or  
number for confirmation. Ask your System  
Administrator for more information about System  
Lists.  
Enter a list number  
(1~7).  
©
04 Multiple  
Destinations  
You are prompted for the destinations: User ID,  
00, 01 Personal List and/or 02 System List.  
3. Record a message after  
the tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds)  
the recording.  
4. Press # again to send the  
Your voice mail system tells you that your message  
has been sent and returns you to the Main Menu.  
message immediately  
Important! If you press # to send your message,  
you cannot use the special recording  
and sending options.  
...or before sending the  
message, you can use any  
of the following options:  
1
2
Review recording  
Re-record  
The recording plays.  
The system prompts you to record at the beep.  
Press # when done.  
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Send Messages  
Send a Message  
3
4
7
Append recording  
The appended recording plays after the already  
recorded portion of the message. The system prompts  
you to record at the beep.  
Press # when done.  
Select Additional  
Destinations  
entries: User ID, 00, 01 and 02. You cannot enter  
04 Multiple Destinations.  
Special Delivery  
Options  
You can send a message as urgent, private, or with a  
return receipt request. The settings can be used in  
any combination and changed prior to sending the  
message.  
See “Special Delivery Options” on page 43 for  
instructions on using this option.  
8
Set Future Delivery  
You can have your message delivered at a future  
specified time and date. See “Future Delivery” on  
page 44 for instructions on using this option.  
Cancel message and  
Cancels the message and returns you to Step 2 on  
page 34.  
*
select new  
destination  
Cancels the message and returns you to the Main  
Menu.  
** Cancel and Return to  
the Main Menu  
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Strata CIX40 Voice Processing User Guide 07/06  
 
     
Send Messages  
Forward a Message  
Forward a Message  
Any message sent to you can be forwarded to a single destination or a personal or  
system distribution list. When forwarding a message, recording a message (comment)  
is optional.  
1. From the Play Messages  
Menu, press 5 Forward  
the current message.  
Your voice mail system prompts you to enter the  
destination (i.e., User ID, Personal, System List or  
Multiple Destinations).  
2. Enter one of the following  
destinations:  
Note A forwarded message can be sent to a total of  
33 destinations, including destinations entered  
in the 4 Additional Destinations option (see 4  
Select Additional Destinations” on page 39). A  
list counts as one destination.  
Your voice mail system plays the user’s name or User  
ID for confirmation.  
©
User ID and press #.  
Press # again to  
record a message  
without playing the  
user’s name.  
Note If your voice mail system is designed with a  
fixed length number for your User ID, do not  
press # after entering a User ID. See your  
System Administrator for specific operation of  
your system.  
You are prompted to enter the person’s name.  
©
00Directory  
Your voice mail system plays the first name that  
matches the combination of the letters you entered.  
Enter the first few  
letters of the first or  
last name (Q = 7,  
Z = 9).  
Press # to select the  
name as the  
destination  
...or 1 to hear the next  
name  
...or to cancel your  
*
entry and re-enter.  
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Send Messages  
Forward a Message  
You are prompted for the destination list number.  
©
01Personal List  
Your voice mail system plays the list comment or  
number for confirmation. See “Manage Your Lists” on  
page 61 to create or revise a destination (distribution)  
list.  
Enter a list number  
(1~7).  
You are prompted for the destination list number.  
©
02System List  
Your voice mail system plays the list comment or  
number for confirmation. Ask your System  
Administrator for more information about System  
Lists.  
Enter a list number  
(1~7).  
©
04 Multiple  
Destinations  
You are prompted for the destinations: User ID,  
00, 01 Personal List and/or 02 System List.  
3. (Optional) Record a  
message (comment) after  
the tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds)  
the recording.  
4. Press # again to forward  
Your voice mail system tells you that your message  
has been forwarded and returns you to the Main  
Menu.  
the message immediately  
Important! If you press # to forward your message,  
you cannot use the special recording  
and sending options.  
...or before sending the  
message, you can use any  
of the following options:  
1
Review recording  
The forwarding comment plays.  
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Strata CIX40 Voice Processing User Guide 07/06  
 
       
Send Messages  
Forward a Message  
2
3
Re-record  
The system prompts you to record the comment at the  
beep.  
Press # when done.  
Append recording  
Press # when done.  
The appended forwarding comment plays after the  
already recorded message comment. The system  
prompts you to record at the beep.  
4
7
Select Additional  
Destinations  
destinations. Valid entries: User ID, 00, 01 and 02.  
You cannot enter 04 Multiple Destinations.  
Special Delivery  
Options  
You can send a message as urgent, private, or with a  
return receipt request. The settings can be used in  
any combination and changed prior to sending the  
message.  
See “Special Delivery Options” on page 43 for  
instructions on using this option.  
8
Set Future Delivery  
You can have your message delivered at a future  
specified time and date. See “Future Delivery” on  
page 44 for instructions on using this option.  
Cancel message and  
Cancels the message and returns you to Step 2 on  
page 37.  
*
select new  
destination  
Cancels the message and returns you to the Main  
Menu.  
** Cancel and Return to  
the Main Menu  
Strata CIX40 Voice Processing User Guide 07/06  
39  
 
       
Send Messages  
Reply to the Current Message  
Reply to the Current Message  
Your voice mail system lets you reply to a message that you are currently playing.  
When you reply to a message, you do not have to select the source of the message  
as a destination since your voice mail system “remembers” it. You can send the reply  
to additional destinations.  
When the originator(s) receives and plays the reply, he/she hears the prompt, “Reply  
message from [name or User ID].”  
Important! The Reply feature only works if the original message is sent from a  
another voice mail user. When a voice mail user that has not logged on  
to his/her mailbox leaves a message for you, you have to enter a  
destination to respond.  
1. From the Play Messages  
Menu, press 6 Reply to  
the current message.  
You are prompted to record your reply to the message.  
2. Record your reply after  
the tone. When finished,  
press #.  
While recording, you can  
press 4 to pause/resume  
(toggle or 30 seconds)  
the recording.  
3. Press # again to send the  
Your voice mail system tells you that your reply has  
been sent and returns you to the Main Menu.  
reply immediately  
Important! If you press # to send your reply you  
cannot use the special recording and  
sending options.  
...or before sending the  
reply, you can use any of  
the following options:  
1
Review reply  
The recording plays.  
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Strata CIX40 Voice Processing User Guide 07/06  
 
         
Send Messages  
Reply to the Current Message  
2
3
Re-record  
The system prompts you to record your reply at the  
beep.  
Press # when done.  
Append reply  
The appended reply plays after the already recorded  
portion. The system prompts you to record at the  
beep.  
Press # when done.  
4
Select Additional  
Destinations  
Send the message to additional destinations. You may  
repeat this step as often as necessary.  
Enter one of the  
following  
destinations:  
Your voice mail system plays the user’s name or User  
ID for confirmation.  
User ID and  
press #. Press #  
again to record a  
reply without  
playing the user’s  
name.  
Note If your voice mail system is designed with a  
fixed length number for your User ID, do not  
press # after entering a User ID. See your  
System Administrator for specific operation of  
your system.  
You are prompted to enter the person’s name.  
00 Directory  
Your voice mail system plays the first name that  
matches the combination of the letters you entered.  
Enter the first few  
letters of the first  
or last name (Q =  
7,  
Z = 9).  
Press # to select the  
name as the  
destination  
...or 1 to hear the  
next name  
...or to cancel your  
*
entry and re-  
enter.  
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41  
 
         
Send Messages  
Reply to the Current Message  
You are prompted for the destination list number.  
01 Personal List  
Your voice mail system plays the list comment or  
number for confirmation. See “Manage Your Lists” on  
page 61 to create or revise a destination (distribution)  
list.  
Enter a list number  
(1~7).  
You are prompted for the destination list number.  
02 System List  
number for confirmation. Ask your System  
Administrator for more information about System Lists.  
Enter a list number  
(1~7).  
7
Special Delivery  
Options  
You can send a message as urgent, private, or with a  
return receipt request. The settings can be used in any  
combination and changed prior to sending the  
message.  
See “Special Delivery Options” on page 43 for  
instructions on using this option.  
8
Set Future Delivery  
Cancel reply  
You can have your message delivered at a future  
specified time and date. See “Future Delivery” on  
page 44 for instructions on using this option.  
Cancels the reply and returns you to Step 2 on page  
40.  
*
Cancels the message and returns you to the Main  
Menu.  
** Cancel and Return to  
the Main Menu  
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Strata CIX40 Voice Processing User Guide 07/06  
 
   
Send Messages  
Special Delivery Options  
Special Delivery Options  
You can send a message as urgent, private, or with a return receipt request. The  
settings can be used in any combination and changed prior to sending the message.  
When you send, forward or reply to a message, this option is available by pressing 7  
Special Delivery Options.  
ä Enter an option number:  
1
2
Set Urgent status  
(toggle)  
Urgent messages play first in the New Message  
Queue.  
To remove the urgent  
status, press 7  
then 1 again.  
Set Private status  
(toggle)  
Private messages cannot be forwarded.  
To remove the  
private status,  
press 7 then 2  
again.  
3
9
Set Return Receipt  
request (toggle)  
Your voice mail system notifies you when and by  
whom the message was received and plays the  
original message.  
To remove the return  
receipt request,  
press 7 then 3  
again.  
Note A message that is only partially heard (for  
five seconds or longer) sends back a return  
receipt to the sender.  
Return to previous  
menu  
Your voice mail system returns you to the previous  
menu.  
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Send Messages  
Future Delivery  
Future Delivery  
Your voice mail system can be configured so that your message is delivered at a  
future specified time and date. After marking the message for future delivery, you can  
review (play, save, delete) the message at any time before it is sent. See Chapter 3 –  
Play Messages for instructions on using the Future Delivery Review option.  
When you send, forward or reply to a message, this option is available by pressing 8  
Set Future Delivery. You can choose any or all of the selections.  
Each of these settings default to the current  
time/date. To set a future delivery time, you do not  
need to enter all the options. For example, if you  
have recorded a message and want to have it  
delivered that afternoon at 2:30 PM, you only  
need to enter the hour (2), select PM and enter  
the minutes (30) using options 1 and 2.  
ä Enter an option number  
and press #.  
1
Set Hour (1~12)  
Your voice mail system prompts you to select AM  
or PM.  
1
2
AM  
PM  
2
3
4
5
Set Minutes (0~59)  
Set Day (1~31)  
Set Month (1~12)  
Set the Year (last two  
digits)  
Two-digit numbers under 80 will be set for the next  
century. For example, enter 59 to set 2059.  
9
Return to previous  
menu  
Your voice mail system plays the message  
delivery time and date and returns you to the  
previous menu.  
Note You can review, continue to send (save), or  
delete this message using the Future  
Delivery Review option on the Play  
Messages Menu. (See Chapter 3 – Play  
Messages).  
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Strata CIX40 Voice Processing User Guide 07/06  
 
   
Manage Mailbox  
5
Your voice mail system provides special options to customize and manage your  
mailbox features (menu shown below).  
From the Main Menu:  
3
Manage Mailbox  
1
2
3
4
9
Change your Greeting  
Change your User Options  
Manage your Lists  
Manage your Guest User IDs  
Return to Main Menu  
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Manage Mailbox  
Change Your Greeting  
Change Your Greeting  
You can select either a personal or system greeting to play callers when you do not  
answer or when your telephone is busy.  
This section discusses the three basic greeting controls (menu shown below):  
Create or record over a personal greeting  
Change your greeting selection  
Review a greeting  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Change your Greeting  
Select  
System Greeting  
Review selected greeting  
~
for a Personal Greeting or  
for the  
Record (new) greeting  
Review recording  
Re-record  
Not available  
for System  
greeting  
Append to recording  
Cancel recording  
Save recording  
Return to previous menu  
Review current greeting  
Return to previous menu  
3608  
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Strata CIX40 Voice Processing User Guide 07/06  
 
     
Manage Mailbox  
Change Your Greeting  
Create or Record Over a Personal Greeting  
Personal greetings should be informative and advise callers when you will be  
available to return their calls or respond to their messages. You can update personal  
greetings as often as you want. You can store up to seven different recorded greetings  
from which you can choose as your personal greeting. The System Administrator can  
also schedule your greetings to play automatically at different times.  
1. From the Manage  
Mailbox Menu, press  
1 Change your Greeting.  
Your voice mail system prompts with a list of  
options from the Change your Greeting Menu.  
2. Enter a number from  
Your greeting is identified by the number chosen.  
For example, you can record a general greeting  
as greeting 1, then record a greeting for holidays  
as greeting 2. Later, you can choose which one  
plays. You can re-record a greeting at any time.  
1~7.  
3. Press 2 to record the  
greeting (speak slowly  
and clearly).  
The following information should be included in  
your Personal Greeting:  
©
©
©
©
©
©
Your name  
Company and/or department  
Date  
Your availability  
Instructions to leave a detailed message  
Call coverage options  
4. Press # when done.  
Sample Greeting  
“Hi. This is Mary Smith of the Toshiba Marketing  
Department. It is Monday, June 19, and I am in the  
office today. I am either on the telephone or have  
stepped away for a few minutes and your call has  
been forwarded to my voice mailbox. If at the tone  
you leave a detailed message and a telephone  
number where I can reach you, I will be happy to  
return your call.”  
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Manage Mailbox  
Change Your Greeting  
5. (Optional) After  
recording, you can press:  
1
2
Review recording  
Re-record  
The complete greeting plays.  
The system prompts you to record at the beep.  
Press # when done.  
3
Append recording  
Appending a greeting enables you to add  
information to the end of your already recorded  
greeting. The system prompts you to record at the  
beep.  
Press # when done.  
4
9
Cancel recording  
Save recording  
The greeting is canceled. The system returns to  
the previous menu.  
Your voice mail system tells you that greeting  
(number) has been recorded and returns to the  
previous menu. Again, you are given the option to  
review or record over the greeting you have just  
recorded.  
6. Press 9 to return to the  
You are given the option to record another  
greeting.  
previous menu.  
7. Press 1 and select  
another greeting number  
(1~7).  
8. Repeat Step 3 on page  
Important! The last greeting selected or  
recorded is the greeting that callers  
hear as your User ID greeting.  
47.  
9. To return to the Main  
Your voice mail system plays the Main Menu  
options.  
Menu, press 999.  
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Strata CIX40 Voice Processing User Guide 07/06  
 
Manage Mailbox  
Change Your Greeting  
Change Your Greeting Selection  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
Menu.  
press 3 Manage Mailbox.  
2. Press 1 Change your  
Your voice mail system prompts with a list of  
options from the Change Your Greeting Menu.  
Greeting.  
3. Enter a personal greeting  
Your callers hear the selected greeting when you  
number (1~7)  
Your callers hear the system greeting when you  
do not answer or when your telephone is busy.  
...or # to select the  
system greeting.  
Note If you have recorded a busy greeting, this  
greeting does not play when your telephone  
is busy (see “Create or Record Over Your  
Busy Greeting” on page 55 for details).  
Important! The last greeting selected or  
recorded is the greeting that callers  
hear as your User ID greeting.  
The current greeting plays.  
...or to review the  
current greeting.  
*
4. Press 9 to return to the  
Your voice mail system returns to the previous  
menu.  
previous menu  
...or 99 to return to the  
Manage Mailbox Menu  
You can select another user Manage Mailbox  
option.  
...or 999 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change Your Greeting  
Review a Greeting  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
Menu.  
press 3 Manage Mailbox.  
2. Press 1 Change your  
Your voice mail system plays a list of options from  
the Change Your Greeting Menu.  
Greeting.  
3. Press to review the  
The current greeting plays. Your voice mail  
system prompts you with the Change Your  
Greeting Menu options.  
*
current greeting  
Note Pressing does not affect the current  
*
greeting selection.  
The greeting plays. Your voice mail system  
prompts you with the Change Your Greeting Menu  
options.  
...or enter a number from  
1~7, then press 1 to  
review the greeting. Press  
9 to return to previous  
menu.  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Strata CIX40 Voice Processing User Guide 07/06  
 
   
Manage Mailbox  
Change Your User Options  
Change Your User Options  
Your voice mail system provides a number of special options to improve time  
management and productivity (menu shown below). For example, the DND feature  
can provide blocks of time for meetings or projects uninterrupted by the ringing of a  
telephone.  
From the Main Menu:  
Record  
Manage Mailbox  
Review recording  
From the Manage Mailbox Menu:  
Re-record  
Change your User Options  
Append recording  
Change your Do Not Disturb (On/Off)  
Cancel recording  
Change your Call Screening (On/Off)  
Save recording  
Change your Security Code  
Select your Busy Greeting (toggle)  
Record your Busy Greeting  
Record your Name  
Enter notification template number  
Change message Notification  
Review your Option Settings  
Return to previous menu  
Enable/Disable notification  
template (toggle)  
Change notification digits  
Save changes  
Return to previous menu  
3612  
Important! If you do not hear all the options for this menu, they may not be  
configured for your telephone or system. Please ask your System  
Administrator to verify which user options are available to you.  
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Manage Mailbox  
Change Your User Options  
Change Your Do Not Disturb (DND) Setting  
If you set this feature to on, your voice mail system automatically sends calls to your  
User ID (mailbox) without first ringing your telephone. The System Administrator can  
also set this feature to turn on or off automatically at pre-scheduled times and/or days  
of the week.  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
Menu.  
press 3 Manage Mailbox.  
2. Press 2 Change your User  
Options.  
3. Press 1 Change your Do  
A prompt verifies the current status of the feature.  
Not Disturb (On/Off).  
Important! DND on the your voice processing  
system is different from the DND  
features for your telephone system.  
If your telephone comes with a DND  
button or feature, it works  
independently from this feature on  
your voice mail system.  
4. (Optional) Press 1 again  
to reset the feature, if  
required.  
Pressing 1 toggles the DND feature On and Off.  
5. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change Your User Options  
Change Your Call Screening Setting  
If you set this feature to on, your voice mail system asks callers for their name and  
company. Without the caller’s knowledge, the system relays that information to you  
and provides you with special options to handle the call (menu shown below).  
1
2
Receive the call  
Reject the call and let the call forward  
to your mailbox  
3
4
Transfer the call to another extension  
with an announcement  
Transfer the call to another extension  
without an announcement  
The System Administrator can also set this feature to turn on or off automatically at  
pre-scheduled times and/or days of the week.  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
options.  
press 3 Manage Mailbox.  
2. Press 2 Change your User  
Options.  
3. Press 2 Change your Call  
A prompt verifies the current status of the feature.  
Screening (On/Off).  
4. (Optional) Press 2 again  
to reset the feature, if  
required.  
Pressing 2 toggles the Call Screening feature On  
and Off.  
5. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change Your User Options  
Change Your Security Code  
Each User ID in the system has a security code. The code must be entered by you in  
order to “log on” to your User ID mailbox, enabling you to access your messages,  
settings, greetings, etc.  
Note You can change your security code as often as you wish to ensure the privacy  
of your messages and personal greetings.  
1. From the Main Menu,  
Your voice mail system prompts with a list of  
press 3 Manage Mailbox. options from the Manage Mailbox Menu.  
2. Press 2 Change your  
Your voice mail system prompts with a list of  
options from the Change your User Options  
Menu.  
User Options.  
3. Press 3 Change your  
Your voice mail system prompts you to enter your  
new security code.  
Security Code.  
4. Enter your new security  
The minimum and maximum number of digits for  
the security code are determined by your System  
Administrator. Please ask your System  
code + #.  
Administrator for confirmation on the number.  
Your voice mail system prompts you to re-enter  
your new security code for verification.  
5. Re-enter your new  
After entering the security code a second time,  
your voice mail system announces that your  
security code has been changed.  
security code + #.  
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Manage Mailbox  
Change Your User Options  
Create or Record Over Your Busy Greeting  
You can record your own custom busy greeting that plays when callers reach your  
extension and it is busy. While your callers are listening to the busy greeting, they can  
enter a different User ID, press to hold (if configured for your mailbox by the System  
*
Administrator), or remain on the line to leave a message.  
Note Depending on the configuration of your telephone and telephone system,  
Stratagy may not receive a busy tone when callers reach your extension. If  
Stratagy doesn’t receive a busy tone, your selected personal greeting plays  
instead.  
If a custom greeting is not recorded, the default system busy greeting plays.  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
options.  
press 3 Manage Mailbox.  
2. Press 2 Change your User  
Options.  
3. Press 5 Record your Busy  
Your voice mail system prompts you to record  
your custom busy greeting.  
Greeting.  
4. Begin recording at the  
tone. Press # when done.  
5. (Optional) After  
recording, you can press:  
1
2
Review greeting  
Re-record  
The complete greeting plays.  
The system prompts you to record at the beep.  
Press # when done.  
Append recording  
3
The system prompts you to record at the beep.  
The appended greeting plays after the already  
recorded portion of the greeting.  
Press # when done.  
4
9
Cancel recording  
The greeting is canceled. The system returns to  
the previous menu.  
Save recording  
Your voice mail system tells you that the greeting  
has been saved and returns to the previous menu.  
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Manage Mailbox  
Change Your User Options  
6. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
Select Your Busy Greeting  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
press 3 Manage Mailbox.  
options.  
2. Press 2 Change your User  
Options.  
3. Press 4 Select your Busy  
A prompt verifies the current status of the feature.  
Greeting (toggle).  
4. (Optional) Press 4 again  
to reset the feature, if  
required.  
Pressing 4 toggles between selecting your  
custom busy greeting and the system busy  
greeting.  
5. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change Your User Options  
Record Your Name  
Your name is announced whenever you log onto your mailbox, the directory is  
accessed, the system greeting is selected, or when a message is sent by another  
voice mail user.  
Your voice mail system prompts you through the entire recording sequence. You can  
re-record your name at any time simply by repeating these steps.  
Notes  
l
l
Your voice mail system may not be configured to play your name  
when you log on to your mailbox.  
Your system may be programmed such that you need to record your  
extension as well as your name. Ask your System Administrator for  
the requirements of your system.  
1. From the Manage  
Mailbox Menu, press  
2 Change your User  
Options.  
Your voice mail system prompts with Change your  
User Options Menu.  
2. Press 6 Record your  
Your voice mail system prompts you to record  
your name.  
Name.  
3. At the tone, state your  
name slowly and clearly  
(and your extension, if  
required).  
Press # when done.  
4. (Optional) After  
recording, you can press:  
1
2
Review recording  
Re-record  
Your newly recorded name (and extension) plays.  
You can re-record your name (and extension) as  
often as you wish.  
Press # when done.  
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Manage Mailbox  
Change Your User Options  
3
Append recording  
You can add a short comment that plays at the  
end of the recording (for example, a vacation  
announcement).  
Press # when done.  
4
9
Cancel recording  
You can cancel your newly recorded name (and  
extension) and return to the previous menu.  
Save recording  
Your voice mail system confirms that your name  
(and extension) has been recorded and returns to  
the previous menu.  
Change Your Message Notification  
Your User ID can have up to 10 notification records programmed by the System  
Administrator with a specific notification method (message waiting lights, pagers,  
voice, etc.) and the time/day when that notification record applies. The repeat count  
(how many times the notification is attempted) and interval for retrying the notification  
is also set.  
Once you have turned on the notification record numbers, your voice mail system  
automatically calls you at the designated number and with the chosen notification  
method.  
Using the Change Message Notification option, you can enable/disable a notification  
method and/or change the notify phone number.  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
options.  
press 3 Manage Mailbox.  
2. Press 2 Change your User  
Options.  
3. Press 7 Change message  
Notification.  
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Manage Mailbox  
Change Your User Options  
4. Enter the notification  
Stratagy confirms the template number, spells the  
template number (1~10).  
template title, states whether the template is  
enabled or disabled, and tells you the phone  
number (if applicable).  
Note To select the correct notification template,  
you need to keep a written record of the  
template number and function for each  
template you will be changing.  
5. Press an option number:  
1
Enable/disable  
notification template  
(toggle)  
Pressing 1 toggles the notification template  
between Enable and Disable. After pressing 1, a  
prompt verifies the current status.  
2
Change notification  
digits. Enter the new  
notification telephone  
number’s digits and  
press #.  
Your voice mail system verifies the telephone  
number entered.  
#
9
Save changes  
Your voice mail system tells you that the  
notification template changes have been saved.  
Your voice mail system returns to the previous  
menu.  
Return to previous  
menu  
Your voice mail system cancels the change  
message notification options and returns to the  
previous menu.  
6. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Change Your User Options  
Review Your Option Settings  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
options.  
press 3 Manage Mailbox.  
2. Press 2 Change your User  
Options.  
3. Press to Review your  
Your voice mail system verifies the status of your  
DND, Call Screening options and plays your  
selected busy message and name recording.  
*
Option Settings.  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
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Manage Mailbox  
Manage Your Lists  
Manage Your Lists  
Your voice mail system provides the ability to create and manage up to seven  
personal distribution lists. The lists consist of the User IDs to which you most  
frequently send messages.  
At the time you create a list, you are given the option of recording a “list comment” that  
serves as a title or name for the list. The comment plays each time you use the list to  
confirm that you have chosen the correct distribution list.  
From the Manage Your Lists Menu (shown below), you can review the list contents,  
add and delete User IDs to the list, and record a list comment to help you identify the  
list.  
From the Main Menu:  
3
Manage Mailbox  
From the Manage Mailbox Menu:  
3
Manage your Lists  
1
7
Select  
~
for a Personal List  
1
2
3
4
9
Review your current list  
Add a User ID to the list  
Delete a User ID from the list  
Record a list Comment  
Return to previous menu  
9
Return to previous menu  
1. From the Main Menu,  
Your voice mail system plays the Manage Mailbox  
Menu.  
press 3 Manage Mailbox.  
2. Press 3 Manage your  
Lists.  
3. Select the desired list  
You are prompted to enter an option.  
number 1~7.  
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Manage Mailbox  
Manage Your Lists  
4. After selecting a list, you  
can press:  
1
Review your current  
list  
The system prompts you with the name (and  
extension) of each User ID on the list.  
2
Add a User ID to the  
list  
Your voice mail system prompts you to enter the  
User ID.  
The name (and extension) plays. You can add  
additional User IDs as needed.  
Enter the User ID.  
Press # when  
done.  
3
4
Delete a User ID from  
the list  
Your voice mail system prompts you to enter the  
User ID.  
The name (and extension) plays. The system  
prompts “Deleted.”  
Enter the User ID.  
Press # when  
done.  
Record a list Comment  
When sending a message, the comment plays  
each time the destination list is selected. Your  
voice mail system prompts you to record the  
comment.  
Record your  
comment. Press  
# when done.  
5. Press 9 to return to the  
Your voice mail system returns to the previous  
menu.  
previous menu  
You can select another Manage Mailbox option.  
...or 99 to return to the  
Manage Mailbox Menu  
You can select another Main Menu option.  
...or 999 to return to the  
Main Menu.  
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Manage Mailbox  
Manage Guest User IDs  
Manage Guest User IDs  
Guest User IDs provide limited access to the voice mail system for temporary and  
project-oriented employees, such as consultants and contractors. Guest users can  
only send messages to their Host User ID and other guests of their Host User ID.  
The Guest User IDs are selected from a system-generated list and assigned on a per-  
use basis. See your System Administrator for details if you have this feature.  
Managing Guest User IDs involves creating and deleting these IDs (menu shown  
below).  
From the Main Menu:  
Manage Mailbox  
From the Manage Mailbox Menu:  
Manage Guest Mailboxes  
Create a Guest Mailbox  
Delete a Guest Mailbox  
Review your Guest Mailboxes  
Return to previous menu  
3498  
1. From the Main Menu, press  
Your voice mail system plays the Manage Mailbox  
Menu.  
3 Manage Mailbox.  
2. Press 4 Manage Guest User  
Your voice mail system plays the Manage Guest  
User IDs Menu.  
IDs.  
3. Select one of the following:  
1
2
Create a Guest User ID  
The system prompts with a Guest User ID  
number. Be sure to make a note of the number  
and the person you assign.  
Delete a Guest User ID  
Your voice mail system prompts you to enter the  
User ID.  
The system confirms the Guest User ID is  
deleted.  
Enter the User ID. Press  
# when done.  
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Manage Mailbox  
Use Guest User IDs  
3
Review your Guest  
User IDs  
The system lists your Guest User ID numbers.  
4. Press 9 to return to the  
You can select another user Manage Mailbox  
option.  
Manage Mailbox Menu  
...or 99 to return to the  
Main Menu.  
You can select another Main Menu option.  
Use Guest User IDs  
Instruct your guest users to call the voice mail system and identify themselves as  
guest users of your mailbox. Only then can they use voice mail to send, receive, and  
reply to the messages with your mailbox (Host ID) as a typical voice mail user.  
Note See “Access Your Mailbox” on page 14 for more detailed instructions of the  
following steps.  
1. Call the voice mail  
system.  
2. Enter 998 + #.  
Note Check with your System Administrator for  
the User ID (default 998) configured for  
your system.  
3. Enter the Host User  
The Host User ID’s greeting plays.  
ID + #.  
Note Your voice mail system uses the  
combination of the Host User ID and the  
Guest User ID to identify the caller as your  
guest.  
4. Enter + the Guest User  
*
ID + #.  
5. Enter the security  
code + #.  
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Integration Features  
6
This chapter covers the use of your voice mail with the Strata CIX40. Call Forward,  
Message Waiting, CIX Integration, Direct Transfer to Voice Mail, Voice Mail  
Conference features, and Call Monitor are all described.  
Call Forward  
Note See Strata CIX DKT/IPT Telephone User Guide for additional information on  
programming and using this feature on your phone.  
There are two types of Call Forwarding: System and Station.  
System Call Forward (which is set in Programming) automatically directs calls to a  
predefined location, such as Voice Mail.  
Station Call Forward enables you to assign Call Forward destinations for each  
extension on your phone. Each extension can be independently set for a different  
Call Forward feature. You can set a flexible button to perform any Call Forward  
function.  
Call Forward must be set prior to receiving the call.  
Note Station Call Forward takes priority over System Call Forward.  
Table 1 on page 66 contains the Call Forward Button sequences for performing Call  
Forward. There are two ways to perform each Call Forward function. One, enter the  
button sequence as described, or two, program a flexible button to perform the  
sequence.  
ä To use the Call Forward button sequence  
ä
Follow the instructions in Table 1 below shown under “Button Sequence.” Some  
features require additional input, such as:  
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Integration Features  
Call Forward  
©
©
Destination – If the destination is an outside number, press # after  
entering the destination. The CIX accepts destination numbers of up to 32  
digits.  
Timer – This is a two digit entry representing how long (8 to 160 seconds)  
your telephone should ring before forwarding the call. If you enter one  
digit, you must press # after entering the single digit.  
Also, in the following table, (Tone) means that a confirmation tone plays at that point in  
the sequence.  
Table 1  
Call Forward Procedures  
Feature  
Button Sequence  
Call Forward - Station  
Call Forward Any Call (Internal and Incoming Line)  
All Call  
Press Extension button + #6011 (Tone) + Destination No. (Tone)  
Press Extension button + #6021 (Tone) + Dest. No. (Tone)  
Press Extension button + #6031 (Tone) + Dest. No. (Tone) + Timer + #  
Press Extension button + #6041 + Dest. No. + Timer + #  
Press Extension button + #6051 (Tone)  
Busy  
No Answer  
Busy No Answer  
Cancel  
Call Forward - System  
Call Forward - Incoming Line Calls  
All Calls  
Busy  
Extension button + #6013 (Tone) + Dest. No. (Tone)  
Extension button + #6023 (Tone) + Dest. No. (Tone)  
Extension button + #6033 + Dest. No. (Tone) + Timer (Tone) + #  
Extension button + #6043 + Dest. No. (Tone) + Timer (Tone) + #  
Extension button + #6053 (Tone)  
No Answer  
Busy No Answer  
Cancel  
Call Forward - System  
Activate  
#620 (Tone)  
Cancel  
#621 (Tone)  
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Integration Features  
Message Waiting  
Message Waiting  
Use your Msg LED/button and LCD to see/retrieve message(s).  
An extension can receive up to four simultaneous Message Waiting indications and  
LCD messages. One message is reserved for the Message Center.  
Your phone can be programmed to have up to four additional (flexible) Message  
Waiting buttons/LEDs. Ask if these buttons have been programmed on your phone. If  
so, substitute them when the Msg button/LED is mentioned in the following steps.  
Responding to a Lit Msg LED  
1. On an LCD phone, if you see a “+” press Scroll to display additional messages;  
otherwise, go to Step 2. The “+” indicates additional messages. The LCD can show up  
to three station messages for your extension and three for each additional (phantom)  
extension that you may have.  
2. Press Msg, then lift the handset. Your phone rings the extension or voice mail device  
that sent the indication. The LED continues to flash red.  
3. After answering the message(s), place the handset back on-hook.  
4. If the Msg LED continues to flash, you have more messages; repeat Steps 1~3 above  
to retrieve them. Voice mail devices turn off the LED/LCD indications after a short  
delay, after you checked all messages.  
5. To manually turn off your Msg LED, press your extension button, then press #409.  
Do this step for each message received.  
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Integration Features  
CIX Integration  
Turning On/Off Message Waiting LED on Another Exten-  
sion  
If you call an extension and it’s busy or there is no answer, you can light that  
extension’s Message Waiting LED and enable that extension to call you back.  
1. Dial an internal extension. You hear busy tone or there’s no answer.  
2. Press Msg or 7. The Msg LED flashes red on the called phone. At your phone, the  
Msg LED lights steady red and the LCD shows the station number where you set a  
Message Waiting light.  
3. Press Spkr. Your Msg LED turns Off. The Msg LED on the called telephone flashes  
until the called party presses the flashing Msg button - which calls you back.  
4. To turn Off a Message LED that you have set on another extension, press #64 plus the  
extension number that has the message light set. Then hang up to release your  
telephone.  
CIX Integration  
If your company’s Toshiba Strata CIX phone system has the Proprietary Integration  
with your voice mail enabled, you have two additional features at your disposal—Soft  
Key Control of Voice Mail and Call Record to Voice Mail. If you cannot access these  
features, check with your System Administrator.  
Soft Key Control of Voice Mail  
If you have a Strata 3000-series digital phone equipped with a Liquid Crystal Display  
(LCD), many standard functions of the voice mail system can be displayed on the  
digital telephone LCD and operated by Soft Keys. Feature prompting makes voice  
mail functions easy to use via visual displays on the telephone in place of listening to  
voice prompts over the handset, although the voice prompts still play when soft keys  
are used.  
Note For general information on using Soft Keys on your phone, please see the  
Strata CIX DKT/IPT Telephone User Guide.  
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Integration Features  
CIX Integration  
When your telephone is idle, and a message  
arrives for an extension on your phone, the Msg  
LED is activated for the appropriate extension and  
updates the LCD with this display (shown right). If  
urgent messages are in the extension’s mailbox,  
the SAVED display is replaced with the number of  
URGENT messages.  
Mode  
Page  
Feature  
1 NEW/5 SAVED  
Scroll  
DIRECT SS  
SYSTEM SD  
PERSONAL SD  
EXTERNAL DIR  
INTERNAL DIR  
5951  
Soft Keys  
Soft Keys  
Once connected to your voice mailbox, the LCD  
displays the Main Menu options (shown at right).  
See Table 2 on page 70 below for a list of Main  
Menu soft keys.  
Mode  
Page  
Feature  
Scroll  
VOICE MAIL MAIN MENU  
3 NEW / 2 SAVED  
SEND  
PLAY MSGS  
MANAGE MBX  
HANGUP  
EXIT  
5951  
Soft Keys  
Soft Keys  
You are then able to perform many of the standard  
voice mail functions using the Soft Keys on your  
phone (Play Messages menu example shown at  
right). See Table 3 on page 70 for a list of Soft  
Keys.  
Mode  
Page  
Feature  
Scroll  
FRM: 5555  
MSG LENGTH: 00:54  
NEXT  
REPLAY  
PREVIOUS  
FORWARD  
SAVE  
DELETE  
SPL FUNCT  
GO FORWARD  
PREV MENU  
BACKUP  
PAUSE PLAY  
5953  
Soft Keys  
Soft Keys  
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Integration Features  
CIX Integration  
Table 2  
Voice Mail Main Menu Soft Keys for CIX Digital Telephones  
DKT 3007 SD  
DKT 3010 SD  
DKT 3020 SD  
IPT1020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
PLAY MSGS  
SEND  
PLAY  
SEND  
MGMT  
PLAY  
SEND  
MGMT  
EXIT  
Play Messages  
Send Messages  
Manage Mailbox  
Exit Mailbox  
MANAGE MBX  
EXIT  
HANGUP  
QUIT  
QUIT  
Disconnect from GVPH  
Table 3  
Voice Mail Soft Keys for CIX Digital Telephones  
DKT 3007 SD  
DKT 3010 SD  
DKT 3020 SD  
IPT1020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
ADD  
ADD  
ADD  
ADD  
Create a Guest Mailbox  
ADD DESTS  
ADD MBX  
AM  
Additional Destinations  
Add a mailbox to the list  
AM  
ADD  
AM  
ADD  
AM  
APPEND  
APPD  
APPD  
RECB  
RGRT  
SCRN  
CRTN  
Append recording  
BSY GRT REC  
BUSY GREET  
CALL SCREEN  
CANCEL  
Record Busy Greeting  
Select Busy Greeting (toggle)  
Change Call Screening (On/Off)  
Cancel recording  
SCRN  
CANC  
Cancel message and select new  
destination  
CANCEL MSG  
CANC  
CHANGE  
CHNO  
GRT  
CHNO  
GRT  
Change notification digits  
Change Greeting  
CHG GREETING  
CONT DELETE  
CONT PLAY  
CDEL  
CDEL  
CPLY  
DATE  
Continuous Delete  
Continuous Play  
DATE & TIME  
DATE  
Message Date and Time  
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Integration Features  
CIX Integration  
Table 3  
Voice Mail Soft Keys for CIX Digital Telephones (continued)  
DKT 3007 SD  
DKT 3010 SD  
DKT 3020 SD  
IPT1020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
DELETE  
DEL  
DEL  
DEL  
Delete the message/guest mailbox  
Delete a mailbox from the personal  
distribution list  
DELETE MBX  
DEL  
DELETE MSG  
DIRECTORY  
DND  
DMSG  
DIR  
DMSG  
DIR  
Delete message (Future Delivery Review)  
Directory plus name  
DND  
DND  
Change Do Not Disturb (On/Off)  
Enable/Disable:  
ENABLE  
EDNO  
FWD  
EDNO  
Notification template (toggle)  
Automatic copy  
FORWARD  
FWD  
Forward the current message  
Set Future Delivery, Future Delivery  
Review  
FUTURE DLVR  
FUTR  
GO FORWARD  
GUEST MBXES  
MARK PRIVAT  
MARK URGENT  
MSG NOTIFY  
MULTI ENTRY  
NAME RECORD  
NEXT  
Go forward (advance)  
Manage Guest Mailboxes  
Set Private status (On/Off)  
Set Urgent status (On/Off)  
Change message Notification  
Multiple Destinations  
GST  
PRV  
PRV  
URG  
URG  
NOTE  
MULT  
NAME  
NEXT  
MULT  
Record your Name  
NEXT  
Play next message  
Play next message (Future Delivery  
Review)  
NEXT MSG  
NMSG  
NMSG  
NO  
NO  
PAUS  
LIST  
LIST  
PM  
NO  
PAUS  
LIST  
LIST  
PM  
Continuous Delete  
PAUSE  
Pause recording  
PER DST LST  
PERSNL LIST  
PM  
Manage Personal Distribution Lists  
Personal distribution list (1~7)  
PM  
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Integration Features  
CIX Integration  
Table 3  
Voice Mail Soft Keys for CIX Digital Telephones (continued)  
DKT 3007 SD  
DKT 3010 SD  
DKT 3020 SD  
IPT1020 SD  
DKT 2010 SD  
DKT 2020 SD  
DKT 3014 SDL  
Voice Mail Functions  
PREVIOUS  
PREV MENU  
REC COMMENT  
RECORD  
PREV  
MENU/PREV  
COMM  
REC  
Play the Previous message  
Return to previous menu  
Record a list Comment  
Record  
PREV  
COMM  
REC  
REPLAY  
RMSG  
REPL  
RREC  
RTRC  
REVW  
REVW  
ROPT  
SAVE  
SMSG  
CODE  
SEND  
DAY  
Replay current message  
Reply to the current message  
Re-record  
REPLY  
REPL  
RREC  
RTRC  
REVW  
REVW  
RE RECORD  
RETRN RECPT  
REVIEW  
Set Return Receipt request (On/Off)  
Review recording/guest mailboxes  
Review current list  
REVIEW LIST  
REV OPTIONS  
SAVE  
Review Option Settings  
Save the message/recording/changes  
Save message (Future Delivery Review)  
Change Security Code  
Send and Return to Main menu  
Set the Day (1~31)  
SAVE  
SMSG  
CODE  
SEND  
DAY  
SAVE MSG  
SECURTY COD  
SEND MSG  
SET DAY  
SET HOUR  
SET MINUTES  
SET MONTH  
SET YEAR  
SPCL FUNCT  
SPCIAL SEND  
STOP  
HOUR  
MIN  
HOUR  
MIN  
Set the Hour (1~12)  
Set the Minutes (0~59)  
Set up Month (1~12)  
MTH  
MTH  
YEAR  
SPCL  
SPCL  
STOP  
OPTN  
YES  
YEAR  
SPCL  
SPCL  
STOP  
OPTN  
YES  
Set up Year (last two digits)  
Special Functions  
Special Delivery Options  
End recording  
USER OPTNS  
YES  
Change User Options  
Continuous Delete  
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Integration Features  
CIX Integration  
Call Record to Voice Mail  
While on an active call, a station user can record the conversation and store it in a  
voice mailbox. Recordings can also be paused or restarted. Depending upon your  
System Administrator, you are given either a manual method of recording that allows  
you to designate the mailbox where the recording will be sent or an auto method that  
automatically sends the recording to a predefined mailbox that is assigned to the  
phone you are using. This may be your personal mailbox.  
Note Ask your System Administrator which method you need to use when recording  
a call.  
This feature requires the presence of a Record and a PS/RES (Pause/Resume)  
button on your telephone. Feature codes are not available.  
Important! Voice mailboxes have a definable limit on the length one message can  
be. If you plan on doing lengthy recordings using this feature, see your  
System Administrator so your message recording time can be properly  
defined.  
ä
To record a call  
1. With a call in progress, press Record.  
If you are using the auto method, the Record LED flashes rapidly and there is  
approximately a one second interval (in extreme busy conditions, up to five seconds)  
before the recording starts and the Record LED changes to the in-use interval flash  
rate. You are now recording. Continue to Step 3.  
...or if you are using the manual method, the Record LED flashes green rapidly.  
Continue to Step 2.  
2. (Manual method only) If you want to record the call to the predefined mailbox  
associated with the phone you are using, press #. The Record LED flashes rapidly and  
there is approximately a one second interval (in extreme busy conditions, up to five  
seconds) before the recording starts and the Record LED changes to the in-use interval  
flash rate. You are now recording.  
...or if you want to record this call to another mailbox, enter the mailbox number  
(usually the extension number). Finish by pressing #. The Record LED flashes rapidly  
and there is approximately a one second interval (in extreme busy conditions, up to  
five seconds) before the recording starts and the Record LED changes to the in-use  
interval flash rate. You are now recording.  
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Integration Features  
Direct Transfer to Voice Mailbox  
3. To stop recording, press Record. The LED turns off and the recording stops. To  
resume recording at this point, you need to begin a new recording, see Step 1 on  
previous page.  
Pause/Resume Recording  
You can pause the recording while continuing the conversation by pressing PS/RES.  
The PS/RES LED flashes red. Your conversation is no longer being recorded.  
To resume recording as part of the same message, press the PS/RES button again.  
You can pause and resume indefinitely throughout the conversation. The only limit  
may be a message length imposed by the voice mail system.  
Direct Transfer to Voice Mailbox  
An internal user on the Strata CIX can transfer a call directly to another person’s voice  
mailbox without waiting for the call to forward from the called party’s telephone. The  
voice mailbox does not even need to be associated with an active telephone in the  
Strata CIX.  
Direct Transfer to Voice Mail simplifies getting a call for a busy or absent employee to  
his/her mailbox. It eliminates the need for the caller to enter the desired mailbox  
number after being connected to the voice mail system.  
ä
To transfer a call directly to Voice Mail (VM)  
1. While on a call, press Cnf/Trn. You hear feature dial tone.  
2. Press Direct Transfer to VM or enter #407. You hear entry tone.  
3. Enter the VM mailbox number (usually the same as the extension number), then press  
#. The call transfers immediately and your extension becomes idle. The transferred  
party hears the greeting associated with the specified mailbox and can then leave a  
message.  
Note See Strata CIX DKT/IPT Telephone User Guide for information on  
programming this feature on your phone.  
Voice Mail Conference  
Voice Mail ports may be included in conference calls. This enables all members of the  
conference to listen to and play voice mail messages.  
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Integration Features  
Call Monitor  
Call Monitor  
Using the flexible Call Monitor button on your telephone, you can listen to the  
message a caller is recording in your voice mailbox. You can also answer the call and  
talk to the caller anytime during the message recording.  
ä To enable Call Monitor on your telephone  
1. While on hook, press the idle Call Monitor button. The button’s LED flashes red.  
2. Enter your voice mail password (maximum of 16 digits; numbers 0~9).  
3. Press #. The password displays with . The LCD now displays “Call Monitor  
*
Enabled” briefly and then displays the original information. The Call Monitor LED  
turns solid red indicating that the feature is enabled.  
ä To disable Call Monitor on your telephone  
ä
With the Call Monitor LED solid red, press Call Monitor. The Call Monitor LED  
turns off.  
ä To monitor a call using Call Monitor  
A flashing red Call Monitor LED indicates that a message is being recorded in voice  
mail.  
ä
Using the speakerphone or handset, press Call Monitor. The Call Monitor LED  
lights green. You can hear the caller leaving the message, but the caller cannot hear  
you. The LCD displays “Monitoring Voice Mail.”  
ä To answer the call during the message recording  
ä
To talk to the caller during the recording, press Call Monitor. The recording stops  
and the LED turns solid red. The LCD display indicates the extension or line to  
which you are connected.  
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This page is intentionally left blank.  
 
Glossary  
This glossary defines frequently-used voice processing system features and functions.  
Term  
Busy Greeting  
Definition  
You can select your custom busy or the system busy greeting  
for callers to hear when your telephone is busy. If you do not  
record your custom busy greeting, the system busy greeting  
automatically plays.  
You can record a live call into your mailbox from your Strata CIX  
telephone.  
Call Record  
Call Screening operates in on/off mode. When on, your voice  
mail system asks callers for their name and company. Without  
the caller’s knowledge, the system relays that information to  
you. You can decide to receive the call, let the call forward to  
your mailbox, or transfer the call to another extension with or  
without announcement.  
Call Screening  
Someone who calls into the voice mail system. A caller can  
obtain information, leave a message for someone, and/or  
provide information.  
Caller  
The telephone user the caller reached. See “User.”  
Called Party  
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Glossary  
Directory ~ New Message Queue  
Term  
Definition  
A caller enters digits corresponding to the first few letters of a  
user’s name and your voice mail system plays the recorded  
name (and optionally extension) that matches the entered  
digits. Your voice mail system offers the caller the option of  
selecting the name and being transferred or hearing the next  
name.  
Directory  
Do Not Disturb operates in on/off mode. When on, your voice  
mail system automatically sends calls to your User ID (mailbox)  
without ringing your telephone first.  
Do Not Disturb (DND)  
Dual Tone Multi-frequency.  
DTMF  
Messages play in either FIFO or LIFO order. FIFO plays  
messages from oldest to newest.  
FIFO (First In, First Out)  
With future delivery, you can arrange for your message to be  
delivered at a specific time and date in the future. Once you  
send the message, you can use the Play Messages—Future  
Delivery Review option to review, continue to send, or delete  
the message.  
Future Delivery  
voice mail system  
Guest User IDs provide limited access to the  
Guest User ID  
for temporary and project-oriented employees, such as  
consultants and contractors. Guest users can only send  
messages to their Host User ID and other guests of their Host  
User ID.  
Messages play in either LIFO or FIFO order. LIFO plays  
messages from newest to oldest.  
LIFO (Last In, First Out)  
See User ID.  
Mailbox (User ID)  
Name Recording  
Your name (and optionally, extension) recording is used for the  
directory, system greeting, and User ID.  
There are two message queues: new and saved. The new  
message queue contains unheard and partially heard  
messages. When playing new messages, urgent messages  
always play first.  
New Message Queue  
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Strata CIX40 Voice Processing User Guide 07/06  
 
Glossary  
Personal Greetings ~ System Greeting  
Term  
Definition  
You may record up to seven personal greetings that are played  
for callers when you are unavailable. Although only one  
greeting can be in effect at any one time, you can switch  
between the greetings by entering the greeting number, or pre-  
schedule different greetings to play at a certain time and/or day.  
Personal Greetings  
Greetings can be reviewed or re-recorded. You can also select  
the default system greeting.  
You can create/modify up to seven personal destination  
(distribution) lists of User IDs and record a list comment for  
identification. When sending messages, you can select a User  
ID, personal list, system list, and/or the directory as the  
destination.  
Personal List  
You can mark a message “private,” meaning the message  
cannot be forwarded by the recipient to another user. The  
recipient is told the message has the Private attribute set when  
listening to his/her messages.  
Private Messages  
Return Receipt  
When sending, forwarding, or replying to a message, you can  
request a return receipt. Your voice mail system notifies you  
when and by whom the message was received. The recipient is  
not notified that receipt verification was requested and cannot  
circumvent the procedure.  
There are two message queues: new and saved. The saved  
message queue contains messages that you saved or that  
were automatically saved by the system. Messages flagged to  
be saved are moved to the saved message queue after you  
have logged out of your mailbox.  
Saved Message Queue  
Each User ID in the system has a security code. You must enter  
your security code to access your mailbox. The security code  
ensures the privacy of your messages, personal greetings, etc.  
Security Code  
The representative in your company responsible for configuring  
the voice mail system and your mailbox to suit you and your  
companies needs.  
System Administrator  
System Greeting  
Pre-recorded greeting that adds your recorded name (and  
extension, if required): “Please leave a message for (name).”  
Can be used by any user on the voice mail system. Based on  
your selection, callers hear the system greeting or a personal  
greeting.  
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Glossary  
System List ~ User Notification  
Term  
Definition  
Destination (distribution) list of User IDs created and  
maintained by the System Administrator. Any user on the voice  
mail system can use the list. When sending messages, you can  
choose a User ID, personal list, system list, and/or the directory  
as the destination.  
System List  
DTMF push-button tone dialing telephone.  
Tone-dialing Telephone  
Urgent Messages  
Messages are marked Urgent by the sender and by default, are  
played first, followed by all other messages. The System  
Administrator can set a notification record to use pager  
notification exclusively whenever Urgent messages are  
received.  
Subscriber of the mailbox, also known as a mailbox user. A  
user has access to one or more User IDs in the system by  
knowing the security codes. Once a user accesses his/her User  
ID, he/she can play back messages, delete those messages,  
send them to other User IDs, etc.  
User  
Number for the mailbox user, also known as a voice mailbox.  
User ID/User ID Mailboxes  
A user mailbox records messages from callers. A user  
periodically checks the mailbox for messages, etc., or a variety  
of automatic notification methods can be employed. There is  
generally one mailbox for each extension, although several  
mailboxes can share a single extension when multiple users  
share the same telephone line.  
Each User ID can have up to 10 notification records set by the  
System Administrator to automatically call and notify you of  
messages. You can enable/disable the notify method for each  
of these records or change the notification telephone number.  
User Notification  
80  
Strata CIX40 Voice Processing User Guide 07/06  
 
Index  
security code 19  
your greeting 46  
your user options 51  
continuous  
A
about this guide  
delete 28  
play 28  
CTX Integration 68  
B
play 25  
reply 26  
personal list 9, 35, 38, 42  
system list 10, 35, 38, 42  
save 25  
busy greeting 7  
select 56  
buttons  
direct transfer to voice mailbox 74  
directory 34, 37, 41  
extension 8  
distribution lists 9, 10  
do not disturb 52  
C
call forward  
system 65  
call monitor button 75  
E
exit mailbox 20  
Strata CIX40 Voice Processing User Guide 07/06  
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Index  
F ~ M  
manage options 45  
F
FIFO 5  
forward message 6, 26, 37  
manage  
G
change your user options 51  
greeting  
busy 7, 55, 56  
personal 7  
manage mailbox 45  
on 68  
record over 47  
review greeting 50  
system 7  
control  
manage 63  
use 64  
L
LIFO 5  
lists  
play next 23  
manage 61  
play previous 23  
volume 23  
personal distribution 35, 38, 42  
system distribution 35, 38, 42  
date and time 27  
destination 9  
forward 6, 26, 37  
future delivery 8, 27, 44  
M
mailbox  
access 14  
82  
Strata CIX40 Voice Processing User Guide 07/06  
 
play 21  
next message 23  
re-record 35  
saved message queue 5, 28  
send 31  
pause/resume 23, 25, 38, 40  
volume 23  
playback controls 22  
special delivery options 8  
types 6  
Msg button/LED 67  
multiple destinations 35  
R
record  
N
busy greeting 55  
name  
recording 17  
new/saved messages 4, 28  
comment 39  
P
personal  
distribution list 35, 38, 42  
greeting 7  
review  
change your selection 49  
create 47  
record over 47  
comment 38  
recording 35  
reply 40  
play messages 21, 24  
special functions 27  
playback  
name 17  
pause/resume 32, 35  
record to voice mail 73  
Strata CIX40 Voice Processing User Guide 07/06  
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Index  
S ~ V  
busy greeting selection 56  
call screening 10, 53  
return receipt request 8, 43  
message notification selection 11, 58  
user prompts 11  
S
security code 13  
send messages 31  
soft keys 68  
voice mail conference 74  
volume control 23, 25  
continuous delete 28  
future delivery review 27  
new/saved queue 28  
system  
distribution list 35, 38, 42  
T
tutorial 13  
user 11  
U
urgent messages 8, 43  
user ID 15, 34, 37, 41  
user options  
84  
Strata CIX40 Voice Processing User Guide 07/06  
 

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