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Sending A Message •Press   to mark the message “priority.” (This will place your message ahead of all
other waiting messages in the receiving mailbox.)
 •Press   to cancel delivery options.
  (10)After the message has been sent with special delivery options, you may choose to do
either of the following:
Press   and enter another mailbox number to send the message to another desti-
nation.
Press  to exit.
CANCELING UNHEARD MESSAGES
The Cancel Unheard Messages feature allows you to cancel voice messages you have sent to
other mailbox owners, provided the messages have not yet been heard by their recipients and
they were not sent to a group list.
To cancel unheard messages, do the following:
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter your mailbox number and password.
  (4)When you hear the Main Menu list of options, press   to select Message Options.
(Executive Keyset Users will also see Message Options on their display menu.)
  (5)The next prompt gives you the option of canceling unheard messages. Press   to con-
tinue.
  (6)When prompted, enter the number of the mailbox that has the unheard message. Then
you will be asked to confirm the mailbox you selected by pressing  .
  (7)It will tell you how many messages you have waiting at the mailbox and play them for
you. After each message, you can:
 •Press   to replay the message.
 •Press   to add to the message.
 •Press   to forward the message to another mailbox
 •Press   to listen to the previous message.
 •Press   to replay the message envelope.
 •Press   to listen to the next message.
 •Press   to save the message in your mailbox and remove it from theirs.
 •Press   to delete the message.
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Personal Options
PERSONAL OPTIONS
Personal Options allow you to customize your mailbox. Each mailbox has the following per-
sonal options:
•Greetings: Your primary or alternate greeting is played to callers when they reach your
mailbox. You can change your primary greeting at any time to reflect a change in status
and/or record and enable an alternate greeting. If you elect not to record a personal
greeting, the default system greeting will be used.
NOTE There is a database option called “Play Recording Instructions” that affects
mailbox greetings. If this option is enabled, the system prompt that tells the caller to
leave a message after the beep will play after the primary or alternate greeting. If dis-
abled, the beep will occur as soon as the primary or alternate greeting ends. In the
default state, this option is enabled. 
•Directory Name: Your recorded name is used to identify you in the directory and to
verify your mailbox number when messages are addressed to you by outside callers and
other mailbox owners. Although your name is recorded when you first set up your mail-
box, you can change it at any time.
•Password: Your password is used to prevent unauthorized access to your mailbox.
Although you create a personal password when you first set up your mailbox, you can
change it at any time. NOTE: To provide system security, all mailboxes should have a
password. To make the passwords difficult to guess, they should not match the mailbox
number or consist of one digit repeated several times. The default password should be
changed the first time the user logs in. This is especially important in the System
Administrators mailbox, which allows programming access to the AXXESSORY Talk.
•Message Envelope Contents: Each message is preceded by an “envelope” message
that can include the time and date the message was left, the source of the message, and
the length of the message. You can choose the contents of the envelope or disable the
envelope completely. (Even if the envelope is disabled, you can still enter the code to
play the envelope when listening to the message.)
•Remote Messaging: Remote messaging is described in detail on page page 234. 
•Fax Destination Number: If your station is programmed to receive incoming faxes,
you can program the extension number of the fax machine receive the faxes that are
sent to your mailbox. 
•Transfer Method: When a call is received by an Automated Attendant or Call Routing
Announcement application and the caller enters an extension number, the programmed
Transfer Method determines how the call will be transferred. See page 152 for a list of
Transfer Methods and information about receiving screened and announced calls.
T
O PROGRAM PERSONAL OPTIONS:
  (1)Dial the Voice Mail application access number. You hear the main menu.
  (2)During or after the greeting, press   to identify yourself as a mailbox owner.
  (3)Enter your mailbox number and password.
  (4)When you hear the Main Menu list of options, press   to select the Personal Options
Menu. You may then do any or all of the following steps.
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Personal Options  (5)To change your personal greeting, press  . You have the following options:
a.Press   to record and/or enable your primary personal greeting or   to record
and/or enable your alternate greeting. The system plays your current greeting, if
one exists. To replay the greeting, you can press  . Press   to erase and re-
record your greeting as follows:
1.Record your greeting after the tone, then press  .
2.Press   again to accept your greeting. (Or, you can press   to replay your
greeting,   to add to your greeting, or   to erase and re-record your greet-
ing.)
b.Press   to enable the system default mailbox greeting. The system greeting is
automatically enabled.
c.Press 
 to exit without changing your greeting.
  (6)To change your recorded directory name, press  .
a.After the tone, record your first and last name, then press  .
b.Press   again to accept your recorded name. (Or, press   to replay your
recorded name,   to add to your name, or press   to erase and re-record your
name.)
  (7)To change your password, press  .
a.Choose and enter a new password using digits 0-9 (up to 12 digits). If you do not
want to use a password, skip this step.
b.Press  . Your password is played back.
c.Press   to accept the password as entered. (Or, press   if you wish to re-enter
your password.) 
  (8)To change your envelope contents, press  . A prompt plays to tell you the current
status of your envelope contents.
a.To enable or disable the time/date option, press  . A prompt plays to tell you the
current status of the time/date option.
b.To enable or disable the message source option, press  . A prompt plays to tell
you the current status of the message source option.
c.To enable or disable the message length option, press  . A prompt plays to tell
you the current status of the message length option.
d.To enable all options, press  . A prompt tells you that all options are enabled.
e.To disable all options, press  . A prompt tells you that all options are disabled.
f.To return to the Personal Options menu, press  .
g.Press   to accept the personal options as entered. 
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Personal Options (9)To set up Remote Messaging, press  .
NOTE In the following procedure, Executive keyset users can use the menu keys next
to their displays instead of pressing the digits on the keypad.
a.Press   to set up a Primary cascade, or press   to set up an Alternate cascade. A
prompt tells you what the cascade’s current status is. (If desired, press   to return
to the Personal Options Menu.) Then perform one of the following steps.
b.To program a cascade level: Press   then program the following:
1.Enter the number of the level you wish to program (1-9). A prompt tells you
the current status of the level.
2.You have the following options:
Press   to enable or disable this level. (You cannot enable the level until a
notification number is programmed.)
Press   to set up or change the personal telephone number. If it is an exten-
sion number, press  . Or, if it is an outside number, press  . Then enter the
number. (Executive keyset users can enter the special characters for pause,
mailbox, and new message count by pressing their menu keys.) a prompt will
play back the number for your verification. If you entered an invalid or toll-
restricted number, you will hear a warning and must enter the number again.
Press   to set up or change the pager telephone number. Then enter the num-
ber. (Executive keyset users can enter the special characters for pause, mail-
box, and new message count by pressing their menu keys.) a prompt will play
back the number for your verification. If you entered an invalid or toll-
restricted number, you will hear a warning and must enter the number again.
c.To set up time of day for notification: Press  . Then, when prompted, enter the
time at which you wish to have the message notification start and stop. Enter the
times with two digits for the hour and two digits for the minutes. If entering the
time in 12-hour format, you will be prompted to press   for AM or press   for
PM. NOTE: If you wish to have 24-hour notification, program the starting and
ending times to be the same.
d.To set up the days of the week for notification: Press  . Then press   for mes-
saging Monday-Friday,   for all days, or   to select individual days. If you
selected individual days, you will be prompted to press digits 1-7 which correspond
to the days Sunday through Saturday. Your selection will be played back.
e.To select all or priority-only message notification: Press  . Then press   for
all messages or   for priority messages only.
f.The options prompt returns. Either select another option, as described above, or
press   to save the settings and exit.
(10)To change your Fax Destination Number, press   for More Options and then press
. 
a.Enter the number of your fax destination, followed by  . 
b.To accept press  . Or, to erase the number and re-enter it press  . 
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Personal Options  (11)To change your Transfer Method, press  . The system tells you what your current
Transfer Method is. You can then select the desired Transfer Method, as follows:
a.To select unannounced transfers, press   or the UNANNOUNCED menu key.
b.To select screened transfers, press   or the SCREENED menu key.
c.To select announce only transfer, press   or the ANNOUNCE ONLY menu key.
OUTSIDE CALLER USE OF VOICE MAIL
Callers who do not have a mailbox can leave messages for mailbox owners. Also, mailbox
owners can use this method for leaving messages without accessing their mailboxes. Outside
callers can gain access to the voice mail system through the automated attendant (by dialing
the Voice Mail application extension number), through a call transfer, by placing an intercom
call to the Voice Mail application extension number, or by being forwarded to voice mail.
Leaving A Message
T
O LEAVE A MESSAGE AS AN OUTSIDE CALLER:
  (1)If you hear the voice mail greeting or menu, dial the desired mailbox number. (If you do
not know the number, you can press   to access the mailbox directory to locate and
select the mailbox. See page 237 for directory instructions.)
If you hear a mailbox greeting, skip this step.
  (2)If the mailbox is full, a prompt will notify you that it cannot receive messages. How-
ever, it will allow you to leave a message at another mailbox. Leave your message with
another mailbox owner or try again later.
  (3)After hearing the greeting and a tone, record your message. You have the following
options while recording your message:
To pause while recording: Press  . To continue, press any key except  .
To erase and re-record your message: Press  .
To call the mailbox user’s attendant: Press .
To cancel the recording and return to the main menu: Press .
If you exceed the maximum allotted time for message length, a prompt will notify you
and allow you to re-record the message or send the message as it is.
If Voice Mail is full, a message will notify you that it cannot accept your message. Hang
up and try again later.
NOTE If the system detects silence for longer than 5 seconds, it will prompt you to
speak up. The recording, if any, will remain unchanged.
  (4)When you have completed your message, you have the following options:
To hear your message: Press . 
To add to your message: Press   and continue your message as described in step 3.
To erase and re-record your message: Press .
To use the special delivery options: Press  . Go to the next step.
To send your message: Press  . (If you wish to mark the message certified, private,
and/or priority, do so before completing this step.) If you wish to send another message,
return to step 1. 
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Personal Options   (5)You can do one or more of the following if you selected “special delivery options”
above:
 •Press   to mark the message “private.” (This prevents the recipient from forward-
ing it to other mailbox owners.)
 •Press   to mark the message “priority.” (This will place your message ahead of all
other waiting messages in the receiving mailbox.)
 •Press   to cancel delivery options.
  (6)After the message has been sent with special delivery options, you may choose to do
either of the following:
 •Press   and enter another mailbox number to send the message to another desti-
nation.
 •Press   to exit.
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AXXESSORY Talk Central Unified Messaging
AXXESSORY TALK CENTRAL UNIFIED MESSAGING
NOTE This feature is available in the AXXESSORY Talk NT version only. 
AXXESSORY Talk Central unified messaging feature links Inter-Tel’s NT version of AXXES-
SORY Talk voice mail with e-mail and/or provides outgoing fax capabilities. There are three
levels of AXXESSORY Talk Central features. They are: 
•Level 1 Voice Mail As E-Mail Attachments (Previously Called VisualMail): 
This
provides users the ability to receive a voice mail message as an e-mail message with a
voice attachment. The voice attachment will be in the form of a “wave” (.wav) file that
can be played on any computer equipped with a sound card, speakers, and multimedia
software (such as Sound Recorder). Users can choose to receive the messages as voice
mail and e-mail (Copy & Forward) or as e-mail only (Forward Only). The e-mail server
can use SMTP\POP3, VIM, MAPI protocol. The number of users with Level 1 is lim-
ited by a software key attached to the AXXESSORY Talk PC.
•Level 2 with Microsoft Outlook/Exchange (MAPI): 
To use this AXXESSORY Talk
level, the mailbox E-mail Gateway field must be programmed for Unified Messaging
and the user’s PC must have Microsoft Outlook/Exchange and the AXXESSORY Talk
Central Client software installed. Voice mail messages are sent to the voice mail server
and are stored on the AXXESSORY Talk. This allows the user to play the messages
using the keyset speakerphone or the PC’s speakers. The number of users with Unified
Messaging is limited by a software key attached to the AXXESSORY Talk PC.
•Level 3 with Microsoft Outlook/Exchange and Outbound Fax: 
This level is the
same as Level 2, with outbound fax server features added. Use of the outbound fax
server functionality does not require a mailbox, only the Microsoft Outlook/Exchange
and AXXESSORY Talk Central Client software. Therefore, the number of outbound
fax users is not limited by the software key; only the number of mailboxes with Unified
Messaging enabled are limited.
When a mailbox receives a voice mail message or uses the voice mail Record-A-Call feature,
one of four things can occur, depending on how the mailboxs E-Mail Gateway field is pro-
grammed. 
•If the field is programmed to DISABLED, the voice mail or Record-A-Call message is
delivered to the mailbox just as normal and no e-mail is sent. 
•If the field is programmed to FORWARD ONLY, the AXXESSORY Talk will convert
the voice mail or Record-A-Call message to an 8-bit WAV file, build an E-mail mes-
sage, attach the WAV file, and send the e-mail message to the address specified in the
mailboxs E-mail Address field. Once the e-mail message is sent, the original message
will be deleted from the mailbox. (If the e-mail message cannot be delivered to the
specified address, it will be stored as a voice mail message in the mailbox and will not
be deleted.) 
NOTE Mailboxes programmed for FORWARD ONLY cannot use the Remote Notifi-
cation feature. Because all messages are automatically sent to the E-mail Address,
there is no voice mail message to trigger the Remote notification.
•If the mailboxs E-Mail field is programmed to COPY & FORWARD, the voice mail or
Record-A-Call message will be stored in the mailbox and the AXXESSORY Talk will
convert the file to WAV, attach it to an e-mail message, and deliver the e-mail message
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AXXESSORY Talk Central Unified Messaging •
If the field is programmed for Unified Messaging, Level 2 or 3 AXXESSORY Talk
Central can be used.
NOTE Due to the nature of network connections, the AXXESSORY Talk software is
designed to handle a network failure gracefully. If the network link from the AXXES-
SORY Talk to the e-mail server is down, AXXESSORY Talk will store the messages
in a queue. If the network does not come back up in 15 minutes, the AXXESSORY
Talk will deliver all pending messages in the queue back to the voice mailboxes and
temporarily disable the e-mail queue until the network is available. This means that
new messages will remain in the mailboxes and will not be converted to e-mail mes-
sages until the network link is restored.
Level 1 AXXESSORY Talk Central is a “one-way” feature. That is, the user cannot reply to
the sender of a voice mail message using e-mail. If a user attempts to reply, the message will
be sent to the Administrators E-Mail Address instead of to the sender of the voice mail mes-
sage. The user should forward the message or send a new message instead of replying. In Lev-
els 2 and 3, the user can reply to any message from another mailbox, using the Outlook/
Exchange “Reply” or “Reply to All” options.
E-mail messages containing WAV files can be forwarded to other e-mail addresses or stored on
the computers local drive, just like any other e-mail message. Or, the WAV file can be
detached from the message and stored on the computer.
For complete instructions on using AXXESSORY Talk Central, refer to the AXXESSORY Talk
Central User Guide (part number 550.8111).
OUTBOUND FAX
If Outbound Fax is enabled, you can send faxes via Microsoft Outlook/Exchange or other pro-
grams, such as Excel or Word by printing a document using the Fax Driver instead of a printer.
Each user can have a custom cover page and can have a personal fax library. Users can merge
several documents can be merged from their library or from the Fax-On-Demand library when
sending faxes. Microsoft Outlook/Exchange allows the user to check the status of the fax job
and keep and address book of fax telephone numbers.
AXXESSORY TALK CENTRAL E-MAIL MESSAGE FORMAT
Level 1 (VisualMail)
The e-mail message sent by the voice mail will have the following components:
•To :  The TO line will contain the recipients e-mail address. 
•From: The FROM line will contain the e-mail address of the AXXESSORY Talk. If an
E-Mail Real Name has been programmed for the AXXESSORY Talk, it will also be
shown on this line. 
•Subject: The SUBJECT line will contain the line “ Message for
MB  from .” If the message is marked priority, the subject line will
be preceded by the word “PRIORITY.” The source of the voice mail message will
appear as one of the following:
—MB 
—x 
—the voice mail system
—an unknown caller
—an outside caller at 
If the message is from an extension ID or a mailbox, the programmed username will be
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AXXESSORY Talk Central Unified Messaging•Received on: The RECEIVED ON line contains the date and time that the voice mail
was received by the mailbox.
•Priority, Private, or Certified: If the voice mail message was sent with a delivery
option, the body will contain the line “Message marked .” Note that this is for informational purposes only and does not affect the e-
mail message itself. For example, if a voice mail message is marked for certified deliv-
ery, the sender will receive a confirmation when the recipient listens to the voice mail
message using the mailbox. However, the sender will not receive confirmation when the
recipient reads the e-mail.
•WAV  f i l e  a t t a c h m e n t :  The WAV file attachment will appear as a file with the name
VM.WAV. To listen to the message, the user must play the WAV file using multimedia
software (such as Sound Recorder).
Levels 2 and 3 (Microsoft Outlook/Exchange)
The e-mail message sent by the voice mail will have the following components:
•To :  The TO line will contain the recipients name and mailbox number. 
•From: The FROM line will contain the sender’s name and mailbox or Caller ID, if
known, or “Unknown.” 
•Subject: The SUBJECT line will say “Voice Mail Message.” If the message has been
forwarded, it is preceded by “FW.”
•Sent: The SENT line contains the date and time that the voice mail was received by the
mailbox.
•Priority Messages: If the message is marked “Priority,” the subject line will be pre-
ceded by an exclamation mark (!) and, in the Options tab, the Importance field is
“High.”
•Private Messages: If the message is marked “Private,” the Sensitivity field in the
Options tab will be set to “Private.”
•Certified Messages: If the voice mail message is marked for certified delivery, the
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Automatic Fax Detection
AUTOMATIC FAX DETECTION
NOTE This feature is available in the AXXESSORY Talk NT version only. 
With Automatic Fax Detection, Call Routing Announcement applications and mailboxes can
be programmed to automatically route incoming fax calls to a specified extension or to an e-
mail address.
If the feature is enabled, the mailbox or Call Routing Announcement Application will automat-
ically listen for fax tone. 
•A mailbox will listen for fax tones during the mailbox greeting and while a message is
being recorded. If the mailbox detects fax tones, the call will be transferred to the speci-
fied extension or e-mail address. If the tones are detected after a recording has started,
the call will be disconnected.
•Call Routing Applications will be able to detect fax tones during the greeting and up to
time-out. The fax tone detection will also be disabled if the caller performs an action
that removes them from the Call Routing Announcement (transferring to an extension,
transferring to a mailbox, etc.).
If the fax card is busy when an incoming fax call is received, the call will be disconnected.
AXXESSORY TALK CENTRAL REQUIRED
To send faxes to an e-mail address using the Fax On Demand feature, the AXXESSORY Talk
Central feature, described on page 237, must also be enabled. 
FAX CARD REQUIRED
To send and receive faxes, the AXXESSORY Talk PC must have a fax card installed. This can
be the same fax card that supports the Fax On Demand feature. The software will support up to
eight fax ports. 
FAX E-MAIL MESSAGE FORMAT
The e-mail message sent by the voice mail will have the following components:
•To :  The TO line will contain the recipient’s e-mail address. 
•From: The FROM line will contain the e-mail address of the AXXESSORY Talk. If an
E-Mail Real Name has been programmed for the AXXESSORY Talk, it will also be
shown on this line. 
•Subject: The SUBJECT line will contain the line “Fax received from .” The
source will be the Call Routing Application number or the mailbox number from where
the fax is received, for example: CRA 2505 or MB 1000.
•Received On: The RECEIVED ON line contains the date and time that fax was
received.
•FAX.TIF file attachment: The file attachment will appear as a file with the name
FAX.TIF. To view the fax, the user must display the TIF file using graphics software.