Call Answering Options

Call Answering Options

 

The Call Answering Options allow you to Administer (Record/Playback) your Spoken Name, Personal Greetings, and Please Hold prompt. It also allows you to set the rules under which the various greetings are played.

 

As shown below, to administer Optional Greetings, select the Greeting Rules: No optional Greeting rules are defined and click the circled Icon to add a rule.  Select the Default Call Handling greeting/prompt desired to record the greeting.  Greetings and prompts that have been recorded are shown below, e.g. Personal Greeting and may be deleted by clicking the associated Icon shown circled below.

To change the Media Selection from PC playback/record to telephone, you must first have administered your telephone as a media option as detailed above under Desktop User Interface: Media Setup. Right-click the PC icon in the Media Player and select the telephone as shown below.

The Personal Operator number is an extension to which callers are transferred after reaching your mailbox and then pressing Zero (Operator).  This number should be a number in your office that is generally staffed during business hours so that in emergencies, callers can at least reach someone who might be able to find you.  If this field is left blank, callers are transferred to the Operators if they press Zero.  Select the Other tab on the User Properties window and administer the 5-digit extension without a hyphen

Telephone User Interface Options

Telephone User Interface Options

The Telephone User Interface Options provides the ability to administer:

• Assistant Rules for the following features
  • Find Me – To have unanswered calls redirected to a list of telephone numbers before leaving a voice mail
  • Call Me - To have the system call you to inform you of the receipt of messages and provide the ability to login and retrieve the messages upon answering the call
  • Notify Me – To have a text message sent to a PDA/Cell Phone or Pager when a message is received or to receive an email notification when a caller requests it
  • Message Waiting Indicator (MWI) – To administer the Message Types and associated Importance conditions under which your MWI activates
    • (a) The default setting provides MWI for voice mail and Faxes
    • (b) Please pay careful attention to MWI changes
• Telephone Access
• Fax Access
• Security (Telephone User Interface Password)
• Personal Distribution Lists
• Time Zone
• Message Ordering

 

When administering Rules, select the Rule and then click on an underlined value to edit the rule

• The rule does not take effect until the check-box is selected.
• The Phone Lists button is used to administer the list of numbers which are used by the Find Me and Call Me rules

  

In the Telephone Access tab:

• The Delete Messages on Exit option is not recommended. It permanently deletes any deleted message each time you hang up from your mailbox
• The Save Copies of Messages in Sent Item Folder option is recommended. It provides a copy of messages you create in your mailbox and send to others in your Sent Item folder
• The Playback Date and Time option is not recommended. It provides the date/time a message was received when you are listening to messages. The alternative is to request the date/time when you need to know it rather than having to listen to it for each message           

 · Please see the Fax Server QRG for details about faxing

Use the Security tab to change the password used when accessing messages through the Telephone User Interface (TUI)

Use the Personal Distribution List if desired, otherwise, and as generally preferred, administer mailing lists for both Voice mail and Email using Outlook Contacts.

 

Use the Time Zone option to modify the Time Zone you are currently working from if different from the system default time.

Use the Message Ordering option to modify the order in which messages are presented using the TUI

Desktop User Interface

Desktop User Interface Options

 

The Desktop User Interface Options allow you to configure how your greetings and messages are played back or recorded (Desktop Speakers/Microphone/Headset or Telephone) when you are using the Avaya Player provided in the Outlook Plug-in.  You should set this option 1^st before proceeding to other options.

 

 

 

 The Client Access Option defaults are shown below and are not generally changed

 

  

 

The Language Option default is shown below

 

 

The Media Setup Option defaults are shown below 

• Multimedia causes the Playback and recording to be done through the Desktop Speaker/Microphone/Headset.

 

 

 

• The telephone can be used instead of the Desktop Speaker/Microphone/Headset by changing both options to Telephone as shown below and then selecting Configure to administer which telephone is to be used.

 

 

 

Enter your 5-digit extension number in the Extension Number field (without a hyphen) and if the Message Application Server Name field is blank, select osu-mas1

 

  

 

Click Apply followed by OK

You will be returned to the Media Setup tab - click Apply followed by OK

  

The Media Setup changes have been completed and going forward you may change between Telephone and Multimedia Record/Playback as you desire

 

Message Player Interface

Message Player – Playback Options 

 

When a voicemail message is selected in Outlook, the Avaya Player is opened.  Use the up/down arrows to scroll automatically to the next voicemail.

 

 

 

To change playback to go through your phone instead of the computer, right-click the PC Icon and select Telephone for playback of messages through your phone.

• You must first have administered your telephone as a media option as detailed under DesktopUser Interface