Active Voice Repartee User Guide

							Repartee User Guide
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O N L I N E D O C U M E N T 
						

							To access your mailbox inside your organization
1.Call the voice messaging system.
2.
When the system greets you, enter:
Personal ID
Security code (if required)
For assistance, call:
Name
Extension
© 1998, 1999, 2000 Active Voice Corporation.
All rights reserved.
Fourth edition 2000.
ActiveFax, PhoneBASIC, Repar tee, TeLANophy,
ViewCall  Plus, ViewFax,  and ViewMail  are
trademarks of Active Voice, LLC.
Protected by one or more of the following United
States patents: 5,070,526; 5,434,906; 5,488,650;
5,533,102; 5,568,540; 5,581,604; 5,625,676;
5,651,054; 5,940,488; 6,041,114.
Active Voice  Corporation
Seattle, Washington
U.S.A.
www.activevoice.com
800-02812 Yes/No 
						

							is
Contents
Introduction ii
Setting up your mailbox ................................... iv
Checking and leaving messages 1
Checking new messages .................................. 2
Leaving a message by phone ........................... 4
Sending a message by computer ..................... 6
Leaving a group message ................................ 8
Reviewing messages ...................................... 10
Redirecting a message ................................... 12
Modifying a message ...................................... 14
Canceling a message ..................................... 16
Archiving a message ...................................... 18
Recording a conversation ............................... 20
Changing your mailbox setup 23
Changing your greetings ................................. 24
Changing your security code .......................... 26
Changing call transfer options ........................ 27
Changing call screening options ..................... 28Changing call holding options ......................... 29
Changing message delivery options ............... 30
Using groups .................................................. 32
Changing groups ............................................ 34
Changing your recorded and spelled names .. 36
Sending and receiving faxes 37
Sending faxes by computer ............................ 38
Receiving faxes .............................................. 40
Changing fax setup ......................................... 42
Using ViewCall  Plus 45
Screening and managing calls ........................ 46
Tracking calls .................................................. 48
PhoneBASIC .................................................. 49
Using E-Mail Integration 51
Checking e-mail by phone .............................. 52
Changing your e-mail setup options ............... 53
Your e-mail password ..................................... 54
Receiving e-mail by fax ................................... 55
Managing GroupWise appointmentsand tasks 57
Managing your appointments ......................... 58
Declining or accepting new appointments ...... 59
Receiving a fax of your appointments ............. 60
Managing your tasks ...................................... 61
Declining or accepting your new tasks ............ 62
Receiving a fax of your tasks .......................... 63
Using quick message actions and
shortcuts 65
Quick message actions ................................... 66
Shortcuts ........................................................ 68
System menus ................................................ 70
Index ............................................................... 71 
						

							iiREPARTEE USER GUIDEs
Introduction
Welcome to Repartee, a simple yet
powerful voice messaging system that
can greet your callers and record your
messages. You will find it quick and
easy to use.On the phone
The voice messaging system lets you
control how your mailbox receives
messages and plays them back. You can
change these settings whenever you like,
from any phone. The phone options
consist of:
1 for Yes, 2 for No®
The phone conversation leads you step
by step through all of your options with
easy, yes-and-no questions. Just enter 1
for Yes, 2 for No.
Menu conversation
If you prefer, ask your system manager
to set up your mailbox with the menu
conversation. You will then hear a
menu of options. Enter the number
associated with the option to perform
the particular task.
Shortcuts
To perform routine tasks quickly, you
can enter a sequence of numbers in
advance of the conversation questions
or menus.
Rotary phones
If your system uses dial-pulse
detection, you can use a rotary dial
(pulse tone) phone to send and receive
messages and to change your feature
settings.
Help
When the system conversation asks
you a question, enter 3 to hear a Help
menu of options. 
						

							iiiINTRODUCTIONs
On the computer
If your system has TeLANophy®, you can
manage live phone calls and all types of
messages visually on your computer
screen. TeLANophy is a suite of unified
messaging and call management
modules. TeLANophy consists of: 
ViewMail®
All of your voice and fax messages are
brought together in one window with
ViewMail. You can access and prioritize
your messages and respond to them by
using your personal computer. 
ViewMail for Microsoft Messaging
You can access all of your messages —
voice mail, e-mail, and faxes — in your
Microsoft Inbox, whether you are using
Exchange, Outlook, or the Windows
Messaging Inbox. 
ViewFax®
You can send, receive, and redirect
faxes from your desktop computer. 
ViewCall® Plus
All of your inbound and outbound
calls can be managed visually from
your desktop computer. With
PhoneBASIC
™, you can customize your
call control applications by integrating
ViewCall Plus with other applications,
such as Microsoft’s Office suite. 
E-Mail Integration for cc:Mail and
Novell GroupWise
You can access your e-mail messages
by phone. With the E-Mail Reader’s
text-to-speech application, you can
hear your e-mail messages over the
phone. If your system uses Active Fax
™,
you can send the messages to any fax
machine. 
Also, you can access all of your
messages — voice mail, e-mail, and
faxes — in your GroupWise mailbox.
Help
For more detailed information about
TeLANophy, use the: 
• Online Help system (press 
F1 or
use the Help menu)
• Introducing TeLANophy tutorial 
						

							ivREPARTEE USER GUIDEs
Setting up your mailbox
First, fill in the blanks on the inside front
cover of this guide and perform the “To
access your mailbox from inside your
organization” procedure. This makes
your mailbox ready to use and enrolls
you on the system as a subscriber.The system will ask you a few simple
questions to record your name, spell
your name (if required), record
a personal greeting, and set your
security code.
Your system manager has assigned you
a personal ID. As soon as you hear the
system greeting, enter your personal ID.
This tells the system who you are and
allows you to check messages or leave
messages.
You should also set up a security code
that only you know. This prevents
someone else from hearing your mes-
sages. You can change your security code
as often as you like.
After you have set up your mailbox
by phone, you can also begin using
TeLANophy. Contact your system
manager to get TeLANophy set up
on your desktop. To set up your mailbox
1Access your mailbox (see inside front
cover).
2Answer the system questions. Enter 1
for Yes, 2 for No. If you are not sure,
enter 2. You can always change the
option later.
3When the system tells you that your
mailbox is set up, enter 1 to confirm
your settings.
TIP
To exit the system quickly, enterQthree
or more times. Or hang up and the system
will exit automatically after a few seconds. 
						

							1s
Depending on your system, you can use
a phone or computer to:
•Check new messages
•Leave a message to one or more
subscribers or guests
•Leave a message to a group
•Review messages
•Redirect a message
•Modify or cancel a message after
leaving it
•Archive a message
•Record a conversation
Checking and leaving messages 
						

							2REPARTEE USER GUIDEs
Checking new messages
Checking new messages
by phone
New messages are messages that you
have not yet heard. The system notifies
you when you have new messages.
The system plays all urgent messages
first, then all regular messages. It also
sorts your messages by sender. If the
system does not know who left a
message, it says that the message is
“from your message box.”
After you listen to a message from a
subscriber, you can reply immediately;
you don’t have to dial the subscriber’s
extension.
To check new messages
by phone
1Access your mailbox (see inside front
cover).
2Enter 1 for Yes to check new
messages.
Optional playback features*
The system manager can set up special
options for your mailbox. The system
can:
• Automatically play your new messages
each time you call the system.
• Provide additional security by always
requiring both a personal ID and a
security code to play messages.
• Automatically identify you when you
are using your assigned extension.
• Tell you how long it will take to play
your messages.
* One or more of these features may not be available
at your site.
SEE ALSO
Modifying a message ................................... 14
Canceling a message .................................... 16
Shortcuts ....................................................... 68 
						

							3CHECKING AND LEAVING MESSAGESs
Checking new messages
by computer
If your system uses ViewMail, ViewMail
for Microsoft Messaging, or the Novell
GroupWise integration, you can check
messages visually by your computer. 
Information about each message is
provided on the screen. When available,
names, phone numbers, and a subject
are included with messages. ViewMail
also provides the length of the message
and the time it was sent.
You can listen to messages either with a
computer sound device or a phone.
To check new messages
1Double-click the message to open it.
2Use the VCR-style buttons to play
and respond to the message.
Urgent voice message
Fax message
Voice message
VCR-style buttons 
						

							4REPARTEE USER GUIDEs
Leaving a message by phone
The system lets you leave voice messages
for subscribers, groups, or guests. If you
call a subscriber’s extension and the call
is unanswered, your call is automatically
routed to the subscriber’s mailbox, where
you can leave a message. You can also
leave messages directly in a subscriber’s
mailbox. 
If your phone system uses identified
subscriber messaging, the system
automatically tags a message from your
assigned extension with your name.
If your phone system does not use
identified subscriber messaging or you
are calling from another subscriber’s
extension, you need to identify yourself
as a subscriber by entering your personal
ID and security code.Directory assistance
Your system may use automatic directory
assistance, numeric directory assistance,
or both, to help callers find subscribers’
extension numbers.
Callers with letters on their phones
can use automatic directory assistance,
which identifies subscribers by their
last names. All callers can use numeric
directory assistance, which groups
subscribers by department, location,
or some other category.  
Special delivery options
When you leave an identified subscriber
message, you can mark it with one or
more of these special delivery options: 
Urgent
The message is played first, before
regular messages.
Private
The message cannot be redirected.
Return receipt
The system tells you when a subscriber
has heard the message.
Future delivery
The message is delivered at the time
and day you specify.
SEE ALSO
Shortcuts ....................................................... 68 Modifying a message ................................... 14
Canceling a message .................................... 16