Active Voice Repartee Using Mailbox Manager Manual

							Using Mailbox Manager 
						

							© 2002 Active Voice LLC
All rights reserved.
First edition 2002.
Repartee and TeLANophy are trademarks of Active 
Voice LLC.
Active Voice LLC
Seattle, Washington
U.S.A.
www.activevoice.comTo access your mailbox by computer
1.Launch Mailbox Manager.
2.When the system greets you, enter: 
Host name_______________________________________________________
Extension________________________________________________________
Security Code____________________________________________________
To access your mailbox by phone from inside your organization
1.Call the voice messaging system.
2.When the system greets you, enter: 
Personal ID ______________________________________________________
Security Code____________________________________________________
For assistance, call: 
Name___________________________________________________________
Extension
________________________________________________________ 
						

							▲1
Changing your mailbox setup
This guide replaces the “Changing your 
mailbox setup” section of the User 
Guide.
Mailbox Manager allows you to control 
your personal mailbox settings, such 
as:
 Your profile
 Security code
 Recorded and spelled names
 Greetings
 Playback options
 Call transfer options
 Call screening options
 Call holding options
 Message delivery options
 Message groupsYou can also change most of these 
setup options for your personal mailbox 
by phone. When you make a change, 
the system leads you step by step 
through a series of simple yes-and-no 
questions. 
To make changes to your TeLANophy 
applications, refer to the application’s 
online Help. 
						

							CHANGING YOUR MAILBOX SETUP▲2
Working with the Mailbox Manager
The Mailbox Manager allows you to con-
trol how you and your callers interact 
with the voice messaging system by 
phone.
The first time you use the Mailbox Man-
ager, you enter the host name, your 
extension, and your security code in the 
connect dialog box. .The menu bar allows you to navigate 
through the screens of the Mailbox Man-
ager.
TIP:Click “Save” frequently to save 
changes as you make them. If you move 
to another screen within Mailbox Man-
ager without saving changes first, you 
are prompted to save before proceeding.The Profile screen is where the system 
stores your name, extension number, fax 
ID, delivery number, and other settings.
Menu bar
Always click 
Logout to exit 
						

							3▲REPARTEE USER GUIDE
To change your profile
aAccess the Mailbox Manager (see 
inside front cover).
bClick “Profile.”
cConfirm and change settings as 
needed.
dClick “Save.”
TIP:You must select a recording device 
before you can record greetings, your 
recorded name, or the names of groups. 
If your computer is equipped with a 
microphone and speakers, select “My 
computer.” Otherwise, select “My 
phone.”
To use the Control bar
aOn the control bar, click  to select 
phone or computer playback.
bOn the control bar, click   to listen 
to your recorded name.
cOn the control bar, click   to record 
your name with your recording 
device:
Phone: Pick up the handset when the 
phone rings, wait for the beep, then 
speak into the handset.
Computer: Wait for the tone, then 
speak into the microphone.
dClick   to stop recording.
Drag slider to skip forward 
or back in the recording 
						

							CHANGING YOUR MAILBOX SETUP▲4
Changing your security code
Your security code prevents others from 
using your personal ID to listen to your 
messages. Change your security code as 
often as you like. Your security code 
should be four to ten digits long. 
If you forget your security code, contact 
your system manager.  To change your security code 
by computer
aAccess the Mailbox Manager (see 
inside front cover).
bClick “Profile.”
cClick “Change Code.”dIn the Change Security Code dialog 
box, type your old and new pass-
words in the corresponding fields. 
eClick “OK,” and then click “Save.”
To change your security code 
by phone 
aAccess your mailbox by phone (see 
inside front cover). 
bEnter 7 7 4 to change your security 
code. 
cFollow the system instructions. Enter 
1 for Yes, 2 for No.
TIP:When you change your mailbox 
security code, update your TeLANophy 
security code. See “To change mail and 
service options” in ViewMail online 
Help or “Changing mail and service 
options” in ViewMail for Microsoft Mes-
saging online Help.
Type old and new security
codes here 
						

							5▲REPARTEE USER GUIDE
Changing your recorded and spelled names
The system uses your recorded name 
to identify both you and your messages 
to other callers. You can change your 
spelled name only by phone. If your 
phone keypad has letters, you can also 
spell your name for the system.
The system uses your spelled name for 
the directory. Callers can enter the first 
letters of your name to locate you in 
the directory. You can also remove your 
name from this directory.
To add or remove your name 
from the directory by phone
aAccess your mailbox by phone (see 
inside front cover). 
bEnter 7 7 7 to change your directory 
listing.
cFollow the system instructions to 
change your spelled name. Enter 1 
for Yes, 2 for No.
To change your recorded 
name by computer
aAccess the Mailbox Manager (see 
inside front cover).
bClick “Profile.”
cOn the Control bar, click   to 
record your name with your record-
ing device:
Phone: Pick up the handset when 
the phone rings, wait for the beep, 
then speak into the handset.
Computer: Wait for the tone, then 
speak into the microphone.
dClick   to stop recording.
To change your recorded 
name by phone
aAccess your mailbox by phone (see 
inside front cover).
bEnter 7 7 5 to change your recorded 
name.
cFollow the system instructions to 
record your name. Enter 1 for Yes, 2 
for No.
To change your spelled name 
by phone
aAccess your mailbox by phone (see 
inside front cover). 
bEnter 7 7 6 to change your spelled 
name.
cFollow the system instructions to 
change your spelled name. Enter 1 
for Yes, 2 for No. 
						

							CHANGING YOUR MAILBOX SETUP▲6
Changing your greetings
Callers hear a greeting before they leave 
a message. Your mailbox can have one 
of three greetings: standard, busy, or 
alternate. You can rerecord or switch 
between greetings by phone or by com-
puter.
If the system has been configured for 
message notification to your pager, add 
the following message to your greeting: 
“or press 1 to beep my pager.”
Standard greeting
The standard greeting plays when your 
extension is unanswered. A typical 
standard greeting is: “Hello, this is Pat 
Green. I am not at my desk right now. 
Please leave a message.” 
Busy greeting
The busy greeting plays when your 
extension is busy.* A typical busy 
greeting is: “Hello, this is Pat Green. I am 
on the phone now. Please leave a message.” For callers to hear your busy 
greeting, you must activate it.
If you do not want to use a separate 
busy greeting, then record a standard 
greeting for all situations when you are 
unavailable. For example: “Hello, this 
is Pat Green. I am not available at this 
time. Please leave a message.”
Alternate greeting
The alternate greeting plays for special 
occasions, such as a vacation. A typical 
alternate greeting is: “Hello, this is Pat 
Green. I am out of the office today and 
will return tomorrow.”
When your alternate greeting is active, 
the system plays it instead of any of your 
other greetings.
System-generated greetings
If you do not record greetings in your 
own voice, the system plays greetings that include your recorded name or your 
extension. For example:
 For a standard greeting, “Pat Green is 
not available right now.”
 For a busy greeting, “Extension 1 2 3 
is busy.”
 For an alternate greeting, “Pat Green 
is out today.”
To switch between your 
greetings by computer
aAccess the Mailbox Manager (see 
inside front cover).
bClick “Greetings.”
cFrom the “Choose a greeting” list 
box, select a greeting.
dFor “This greeting is,” select the 
“Enabled” check box.
eClick “Save.”
* This feature may not be available at your site. 
						

							7▲REPARTEE USER GUIDE
To rerecord your standard, 
alternate, or busy greeting by 
computer
aAccess the Mailbox Manager (see 
inside front cover).
bClick “Greetings.”
cFrom the “Choose a greeting” list 
box, select the greeting to rerecord.
dFor “Greeting source,” click “Record 
my greeting.”
eOn the Control bar, click   to 
record the greeting with your record-
ing device:
Phone: Pick up the handset when 
the phone rings, wait for the beep, 
then speak into the handset.
Computer: Wait for the tone, then 
speak into the microphone.
fClick   to stop recording.
Greeting source
Control bar
Choose a greeting 
list box 
						

							CHANGING YOUR MAILBOX SETUP▲8
To switch between your stan-
dard and alternate greeting 
by phone
aAccess your mailbox by phone (see 
inside front cover).
bEnter 7 4 5 to switch to your other 
greeting (standard or alternate).
To rerecord your standard, 
alternate, or busy greeting by 
phone
aAccess your mailbox by phone (see 
inside front cover).
bTo rerecord your:
 standard greeting, enter 7 4 6 1.
 alternate greeting, enter 7 4 7 1.
 busy greeting, enter 7 4 8 1.
cEnter ✱ to stop recording.
To activate your busy 
greeting by phone
aAccess your mailbox by phone (see 
inside front cover).
bEnter 7 4 8 to hear your busy greet-
ing.
cFollow the system instructions to 
activate your busy greeting. Enter 1 
for Yes, 2 for No.