Other Features You May Have
OneBox offers additional features that your company may have purchased. This section introduces these features so you can understand what they mean to your messaging activities.
Before using any of these features, check with the system administrator to find out if it is available and enabled for your mailbox.
Unified Messaging
Unified Messaging1 integrates the OneBox server with your company’s e-maile-mail server, so you can perform all the functions normally done through the phone and more, directly on your desktop computer. You can see who sent the messages, when they were sent, and how long they are.
Because you can listen to messages in any order, it is easy to act on the important ones first with the click of a mouse button. OneBox integrates with such leading e-mail software programs as Microsoft Exchange/Outlook and Lotus Domino/Notes. When OneBox is integrated with e-mail, you can manage your voice and fax messages from within the e-mail interface you are already using.
Unified Messaging also lets you access your e-mail by phone, giving you the ability to check all your messages even when you are out of the office. You can then manage
1 This feature may be restricted or not available. Check with the system administrator for availability.
• Forward an e-mail message with voice comments to one or more subscribers. When you forward an e-mail message with voice comments, the message recipients recieves an e-mail message with an attached voice message (WAV file).
• Print2 your e-mail by forwarding it to an fax machine.
You can print your e-mail message at any time and at any fax machine.
Managing faxes2 is an integral part of Unified Messaging.
You can manage your fax messages in much the same way that you manage voice messages. You can recieve faxes from outside your company directly to your desktop computer, thereby freeing you from waiting by fax machines or worrying about faxes getting lost if you aren’t there. You can also access your fax messages over the phone.
2 This feature requires that OneBox be equipped with a fax server.
When a system is set up to use Unified Messaging, the system administrator may have set up your mailbox to use Mailbox Enumeration. This means that the OneBox server will retrieve messages from your e-mail server in smaller groups as opposed to retrieving all the messages at once.
This will speed up the access to messages for users who have hundreds or even thousands of messages in their e-mail accounts. You as a user, will hear slightly different prompts, when using this feature. Your system administrator knows if you have this feature enabled, and can give you further assistance.
Networking Other Features
Other Features
With Networking you can send and receive voice messages to and from other offices. If your company has branch offices, you can communicate with subscribers in these remote sites as easily as you do with subscribers in your own office.
Voice Intercept Messaging (VIM)
Voice Intercept Messaging (VIM) lets you provide callers with informative messages about your schedule when you are not available to answer the phone. For example, your diversion greeting could say “at lunch” or “in a meeting,”
then indicate when you might be available. Callers can then decide to leave a message, transfer to an operator or personal assistant, transfer to your mobile phone or another number, or hear the menu choices again in another
language. You can set a diversion so it begins immediately, or specify future diversions for scheduled activities such as meetings and vacations.
Note: Diverted call processing is sometimes also referred to as Diverted Call Processing or Message Diversion.
Useful Hints
Useful Hints
Tips for Handling Incoming Messages
Change message volume to hear messages better.
While listening to a message, you might find it difficult to hear the person’s voice – it might be too loud or soft for comfortable listening. You can pause the message during playback (press 1), then press 6 to increase volume or 9 to lower volume, one or more times until the desired volume is reached. Press 1 again to resume message playback.
Move through voice messages at the speed you want.
When you have a long voice message or a caller that speaks too fast, use the OneBox speed controls. Press 1 while listening to the message; then press 4 to increase speed or 7 to reduce speed, one or more times until you reach a comfortable playback speed. Press 1 to resume message playback.
If you recieve a lot of fax and e-mail messages, set OneBox to present messages by type1.
After you press the 1 key to listen to messages, OneBox plays another menu, letting you choose what message type you want to access. For information about how to present messages by type, see ”Customizing OneBox” in this guide.
Place a phone call from within your mailbox if you need to reach someone quickly.
If you mistakenly delete a message, retrieve it before exiting your mailbox.
Press * one keypress at a time until you hear the main menu to your subscriber mailbox. Press 7 to retrieve deleted messages and follow the commands to locate the message you want to keep. Deleted messages are not kept once you exit your mailbox, so be sure to retrieve any messages that you want to keep before exiting or hanging up.
Speed logon with automatic phone number identification.
The system administrator can configure OneBox to automatically identify you when you call your mailbox from a frequently used outside phone number1, allowing you to log on by entering your security code rather than by entering your mailbox number and security code. You might use this feature, for example, if you frequently call in to check messages using your mobile phone.
Access specific message information, such as a phone number or address, with a bookmark.
To set a bookmark, press 1 to pause the message, then press 5. Next, press 1 to return to the message. To skip to a bookmark from any point in the message, pause the message and press 8. The message immediately begins playing from that point. You can set one bookmark per message.
Improve your message handling by processing related messages as a group.
The group selection feature lets you process multiple messages with a single command. For example, you can select all your faxes and forward them to a nearby fax machine. Group processing applies only to those messages selected during the same session. When you exit your mailbox, all selections are deselected.
1 This feature may be restricted or not available. Check with the system administrator for availability.
Useful Hints
Useful Hints
Be aware that OneBox does not save messages indefinitely.
Messages stored in your mailbox for a set period of days will be automatically erased. You will be notified when you first log on if any messages are scheduled for automatic deletion. These messages will also be identified when you listen to them individually. To find out how long your mailbox stores messages, see the system administrator.
Tips for Recording and Sending Messages
Use the subscriber directory to get unknown mailbox numbers.
After pressing 2 to record a message, you may realize you do not know the recipient’s mailbox number. Press # and follow the voice instructions to get the number you need.
If you frequently send messages to the same group of subscribers, save time and keystrokes by using a personal ditribution list mailbox.
For example, you can have a personal distribution list mailbox for the sales department that lets you reach all of the salespeople by sending a single message to that mailbox.
To get a personal disribution list mailbox, see the system administrator. Once it is set up by the system administrator, you can, as the sponsor, record a name and maintain the distribution list mailbox as needed.
Add introductory comments when forwarding a message to another voice mail user,
such as ”I’m forwarding a message from so-and-so....” This
”frames” the forwarded message, providing a context for the recipient. Without an introduction the reciever may misinterpret the message. Also, if no introduction is included, the retriever may try to respond to the original sender, only to inadvertently respond to you instead.
When replying to a message, briefly indicate which message you are responding to.
Do not assume that the recipient knows which message you are referring to. You can introduce your response with an opener, such as ”Hi Jim. Responding to your message regarding the Blake account....”
Recording Personal Greetings
Be sure to record your name and personal greetings.
Callers will know that they have reached the correct mailbox when they hear your voice. You may want to start with one of the sample greetings shown below. The busy greeting is typically recorded once and never changed. Only use the out-of-office greeting if you are gone; that greeting remains in effect until you disable it.
Sample standard greeting: ”You have reached <your name>. I’m sorry to have missed your call. Please leave a detailed message and I’ll return your call.”
Sample busy greeting: ”You have reached <your name>.
I’m on the phone right now. Please leave a detailed message and I’ll return your call.”
Sample out-of-office greeting: ”You have reached <your name>. I’m currently traveling on business and will be returning on <day and date>. I will be checking my messages daily. Please leave a detailed message and I’ll return your call.”
Useful Hints
Useful Hints
Consider recording your standard greeting each day.
Doing this conveys to your callers that you closely manage your mailbox and access your voice mail daily.
Sample standard greeting changed daily: ”You have reached <your name> on <day and date>. I’m in the office but was unable to take your call. Please leave a detailed message and I’ll return your call.”
Request a callback number from your callers to return their calls more easily.
When you press 8 to reply to the message, OneBox uses the callback number to place the call. This number also appears on your pager or mobile phone, or when the message is shown on your desktop computer. To use this feature, you may want to include the following line at the end of your greeting:
”To leave a callback phone number where I can reach you, press 8 then 8 again and follow the prompts.”
Re-record your name in addition to using to using the out-of-office greeting.
When someone else in your organization, another
subscriber, sends you a message, they do not hear your out-of-office greeting. By re-recording your name to include information that you are out, this keeps your work associates informed as well. You might record something such as ”Out
Using Shortcut Keys and Buttons
Type ahead key sequences for quick access.
Once you become familiar with the functions you use most often, you can quickly access them by entering the key sequences without waiting for the voice instructions. This is called typing ahead.
Press # for help at any time.
After you press #, OneBox stops what it is currently doing and plays the previous voice menu options.
Press * several times to exit OneBox before hanging up.
Doing this helps OneBox disconnect from the line, freeing the line more quickly for the next person. If you have deleted messages that you would like to retrieve, be sure to retrieve them before exiting. Deleted messages are not kept once you exit your mailbox.
Avoid pressing the Do Not Disturb (DND) button if your phone has one.
If your busy greeting is enabled and you press DND, your callers will hear that greeting which conveys the wrong impression.We recommend that you use the OneBox call blocking1 feature if you need to work without interruptions from outside callers. Otherwise, when you are unable to answer the phone, forward it to OneBox or use the out-of-office greeting.
1 This feature may be restricted or not available. Check with the system administrator for availability.
Page
Access selected messages ...15
Access your subscriber mailbox ...7
Accessing the automated attendant options .25 Accessing the messaging options ...24
Accessing the personal options ...22
Automated attendant options ...25
Change your security code ...8
Create new messages ...16
Customize OneBox ...20
Forward to a fax delivery mailbox ...18
General information ...4
Getting started ...7
Handle incoming messages ...12
Listen to new or saved messages ...12
Message management features ...4
Messaging options ...24
Page Networking ... 28
Other features you may have ... 27
Personal options ... 22
Printing an e-mail message on a fax machine 18 Record and send messages ... 16
Record greetings for your mailbox ... 10
Recording personal greetings ... 33
Record your name to identify your mailbox .. 9
Subscriber Information ... 1
Tips for handling incoming messages ... 30
Tips for recording and sending messages .... 32
Unified messaging ... 27
Unified messaging via the telephone... 4
Using shortcut keys and buttons ... 35
Voice Intercept Messaging (VIM) ... 29
What can you do? ... 5
Index
OneBox
USER GUIDE 1/1424-1/LZT 108 4170/EN R3A
Copyright © 1998-2004. Ericsson Enterprise AB. All rights reserved.
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