copyright© 2005, objectworld communications corp. all rights reserved. page 1 intelligent unified...

Copyright© 2005, Objectworld Communications Corp. All rights reserved.

Intelligent Unified Communications

End User Training

CAO-1011-403 v3.204/05


Topics

• About CallAttendant Office• Managing Messages• CallAttendant Office Client• Announcements / Audio• Fax

– From Windows Applications– Fax management– Creating fax cover pages

• Distribution Lists


Managing Messages on the Telephone


Logging into your mailbox (Local)

• When accessing your mailbox from your own extension:– Press the voicemail access button on your phone

– CallAttendant Office will prompt you for your password. Enter your password.

– Press # after you have entered your password. The first time you access the system, follow the prompts to change your default password.

Note: If you have not set your personal password and this is the first time accessing your mailbox, you will be asked to do it now. 7

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Logging in for the first time over the telephone

• Your default password is your extension number

• You will need to change:– Your password

• Minimum 4 digits up to 14 digits

– Your greetings


Manage Greetings

• 4 Greetings– Identifier

• Used when a call is being transferred to your extension or accessing the company directory

– Internal Greeting• Used when internal callers get forwarded to voicemail and listen to

your voicemail greeting.– External Greeting

• Used when callers outside the office get forwarded to voicemail and listen to your voicemail greeting

– Out of Office greeting• Overrides the internal and external greeting• Reminder when you access your mailbox over the phone or use

CallAttendant Office client.


Logging into your mailbox (Remote)

• When accessing your mailbox from a remote phone:– Call your direct dial number

– When CallAttendant Office answers and you hear your greeting, press the star key twice (**)

– CallAttendant Office prompts you for your your password.

– Press # after you have entered your password.

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Listening to messages

• Message Summary– Verbose, Quick or Disable– Change option in CallAttendant Office client

• (Tools Options)

• After message summary options– Listen to new messages OR– all messages – send message– change mailbox options.

Main menu

1 1 review new messages 1 review messages 2 send a message 4 change mailbox options 5 Dial another extension or contact * exit

Main menu

1 1 review new messages 1 review messages 2 send a message 4 change mailbox options 5 Dial another extension or contact * exit


Listening to messages

• Message playback options • End of message options

1 rewind 3 seconds 1 , 1 rewind to start of message 2 pause then resume playback 3 forward 3 seconds 3 , 3 forward to end of message 4 Audio playback slowdown (voice only) 5 play message information (caller ID, date, time) 6 Audio playback speed up (voice only) 7, 7 delete message 8 reset to normal volume 8, 8 Reply to voice or e-mail 9 increase volume 9, 9 save message 0 help # skip to end of message (message marked as unheard) * done/exit system

1 rewind 3 seconds 1 , 1 rewind to start of message 2 pause then resume playback 3 forward 3 seconds 3 , 3 forward to end of message 4 Audio playback slowdown (voice only) 5 play message information (caller ID, date, time) 6 Audio playback speed up (voice only) 7, 7 delete message 8 reset to normal volume 8, 8 Reply to voice or e-mail 9 increase volume 9, 9 save message 0 help # skip to end of message (message marked as unheard) * done/exit system

End of Message Menu

3 is for forwarding 4 is for replaying 5 is for playing message info 7 is for deleting 8 Reply to message 9 is for saving # skip message 0 help

End of Message Menu

3 is for forwarding 4 is for replaying 5 is for playing message info 7 is for deleting 8 Reply to message 9 is for saving # skip message 0 help


Change Mailbox Options

• When logged into your mailbox over the phone, press 4 to change your mailbox options

• Options you can change over the phone– Greetings [4-1]– Message summary options [4-3-2]

• Quick Mode (Default) [4-3-2-2]– Explains how many new and how many saved messages (combines voice/fax/e-

mail)• Verbose Mode [4-3-2-3]

– Explains how many new and saved messages of each type (voice/fax/)


CallAttendant Office Client


Launching CAO the First Time• You will be asked to:

– Change password

– Record greetings• Identifier

• External Greeting

• Internal Greeting

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Integrated Messaging Client • The integration messaging client allows users to visually manage voice

and fax messages from the CallAttendant client.

Fax messages

Voice messages

Message type icons

Message information


Playback and Record of Audio

• Handset record and playback– Click play or record

– Wait until CAO calls your telephone

– Pick up the telephone

– Listen or Talk

– Click stop to end playback or record

• Associated with your desktop extension

• PC Sound card– Click play or record

– Listen or Talk

– Click stop to end playback or record

• Requirements– Sound card

– Speakers for listening to messages

– Microphone for recording audio


Managing voice messages

Audio Waveform

Telephone Handset or PC speaker/microphone

M o v e t o b e g i n n i n g

S k i p B a c k w a r d s

M o v e t o E n d

P l a y

P a u s e

S t o p

S k i p F o r w a r d s

Notes section


Managing fax messages

Zoom In/Out

Forward fax by E-mail

Forward fax by fax


Personal Voicemail Mode - PVM

• Assistant tools– Greeting Management

– One Time Message management

– Active Message Delivery

– Transfer Callers

– Pager Notification

– Notification by e-mail

Assistant Tab


Manage Greetings from Client

Quick Recording

Advanced Recording


Advanced Greeting Management

• Audio Editor– Add, Modify audio

recordings

– Audio to be used in services

• Components– Audio Selection

– Audio Controls

– Volume Controls

– Media Selection

– Zoom controls

Delete

Select Audio Audio Controls

Zoom

Volume

Handset/Soundcard

M o v e t o B e g i n n i n g

S k i p B a c k w a r d s

M o v e t o E n d

P l a y

P a u s e

S t o p

S k i p F o r w a r d s

R e c o r d

Text Area


One Time Messages

• Play specific messages to individual callers from Outlook Contacts– Matches incoming caller’s

Calling Line ID with Outlook contact telephone numbers

• Once played, message is removed

• Avoids voicemail “ping pong”

NOTE: If the CLID does not match the contacts list of telephone numbers the message will not be played.

Cautions: Main corporate numbers; blocked calling line ID – some cellular telephone numbers.


Active Message Delivery

• Delivers voice messages that are left in your inbox to a list of telephone numbers– System calls each number

in sequence until answered

– user must enter mailbox password

• Filter based on:– Contacts

– Time of day

– Day of week


Transfer Call

• “Real Time” transfer to a telephone number of your choice

• Choose between– Blind transfer

– Assisted transfer with accept and deny

• Find me – follow me • Prompt caller for their name• Declined calls attempts next

number or if no more numbers places call into voicemail.


– Time of day

– Day of week


Pager Notification

• Notifies a DTMF pager of voice messages in your inbox

• Message includes:<PREFIX> <CALLER #> <SUFFIX>


– Time of day

– Day of week


Dialing

• Canonical Form– When you enter a telephone number,

CallAttendant Office automatically changes it to canonical form.

– The canonical form of a telephone number is used to represent a dialable number that is understood and can be interpreted throughout the world.

– +Country Code (Area Code) Subscriber number

– +1 (613) 555-1212.

• Account Codes– The administrator must enable it– Billing, accounting and security– Configure Default account code

• Tools > Options > Account code


Notification by e-mail

• Notifies to an SMTP e-mail address of voice messages in your inbox

• Notification by:– Integrated messaging

– Notification

– Short Notification (small screen devices)


– Time of day

– Day of week


User Preferences

• Each user can change mailbox preferences in the CallAttendant Office client

– Tools > Options• Message Summary

– How much information you hear when you log into your mailbox over the phone

• Message sorting– Message sorting allows you to specify the

default order in which new and old messages are played.

• Message information– Message information plays before each

message. It includes the caller ID and the date and time the message was received.

• Password Verification– If you call from you own extension,

CallAttendant Office will not prompt you for your password.

• Most options can also be configured over the telephone.


Fax Capability


Windows Print Driver• Send a fax from any Windows application

– From your favorite windows application select File Print


Managing Fax Cover Pages

• To Manage fax cover pages right-mouse click on the content pane– New: Creates a new cover

page or folder

– Duplicate: Duplicates an existing cover page

– Rename: Renames an existing cover page

– Delete: Deletes a cover page

• To open a cover page double-click on the desired cover page


Fax Cover Page Editor

• Create cover pages– Sending Quickfax

– Used in Services

– Print Driver

Alignment Tools

Zoom Tools

Shapes

Information Labels

Insert Bitmap

Foreground/background

Text

Canvas Area


Distribution Lists


Distribution Lists• Users can manage distribution lists from the CallAttendant Office client as

well as over their telephone user interface (TUI)

Personal Folder

System Folder

To create personal distribution Lists

Global distribution lists set up on the CallAttendant server

Everyone FolderList of all CallAttendant users


• Manage distribution lists via telephone

Main menu

4 Change mailbox option5 Dial another extension or contact6 Manage personal distribution lists 1 Create distribution lists 2 Edit distribution lists 3 Delete distribution lists 4 List existing distribution lists

Main menu

4 Change mailbox option5 Dial another extension or contact6 Manage personal distribution lists 1 Create distribution lists 2 Edit distribution lists 3 Delete distribution lists 4 List existing distribution lists

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Managing your messages with Outlook

Message type icons

Fax messages

Voice messages

Launch CallAttendant Client

E-mail messages


Thank You!

copyright© 2005, objectworld communications corp. all rights reserved. page 1 intelligent unified...

Documents

message message

message change mailbox

message summary options

objectworld communications

mailbox options options

office greeting

review messages

phone callattendant