Toshiba Stratagy 4/6/24 Installation And Maintenance Manual

							CHAPTER i 
To Enter Your Mailbox: 
1. From an internal 
telephone, call 
Stratagy on 
.or... 
from an external 
telephone, call 
Stratagy on 
2. Press the * key. 
3. Enter your User ID, 
then press the # key. 
4. Enter your security 
code, then press the 
# key. 
GETTING STARTED 
ACCESS YOUR MAILBOX 
When you access your User ID (mailbox), Stratagy will play the Main Menu 
options. The Main Menu will be your starting point for all of Stratagy’s messaging 
features. Pressing 999 at any time will always return to you the Main Menu. 
Before you begin using the messaging features, you should read through this 
chapter and perform a few basic steps. 
H We suggest that you begin with changing your security code to ensure 
privacy and that you change it on a regular basis. 
n In addition, you may want to record your name and extension for the 
Information Directory. Your name and extension are automatically selected 
as the greeting to play whenever your mailbox is accessed. 
Begin with entering your mailbox. 
NOTE: 
To enter your mailbox, you will need to know: 
E The telephone number to access Stratagy 
n Your User ID number 
n Your security code 
P/ease contact your System Administrator if you do not have this information. 
Once you dial into Stratagy, the system answers with your standard company 
greeting. 
Stratagy prompts you to enter your User ID. Entering # tells the system when 
you’re done and allows you to immediately progress to the next step. If you do 
not enter #, Stratagy will wait for a set amount of time, and then automatically 
progress to the next step, prompting you to enter your security code. 
Stratagy prompts you to enter your security code. Entering # tells the system 
when you’re done so you can immediately progress to the next step. If you do 
not enter #, Stratagy waits, and then progresses to the Main Menu. 
You are now in your mailbox. Stratagy prompts with a list of options from the 
Main Menu (See Figure l-i). 
l-l  
						

							q PLAY your MESSAGES 
q CHANGE your greeting 
11 CHANGE your options 
q SEND a new MESSAGE 
q MANAGE your lists 
q MANAGE your guest User IDS 
q EXIT user mode 
q HANG UP 
Figure 1-l 
Main Menu 
NOTE: 
The system does not prompt with options that are not applicable. For example, if 
there are no messages for your User ID (mailbox), then you will not hear “To play 
your messages, press 7.” 
CHANGE YOUR SECURITY CODE 
You may change your security code as often as you wish to ensure the privacy 
of your messages and personal greetings. Even if you are not asked to change 
your security code, you should change it from the pre-assigned security code 
and as often as requested by your System Administrator. 
El CHANGE YOUR OPTIONS 
m Change your DO-NOT-DISTURB (ON/OFF) 
q Change your CALL SCREENING (ON/OFF) 
m Change your SECURITY CODE 
q SELECT your BUSY GREETING 
q RECORD your BUSY GREETING 
q Record your NAME/E)CTENSION 
m Review your OPT10 INCS 
q Return to the MAI 
,“.~--_(_.--^.li.L___--_ ._.. -.-__ ” _~~- ---- 
Figure l-2 
Change Your Options Menu 
I-2  
						

							Change Your Security 
Code: 
1. From the Main Menu, 
press 
El CHANGE YOUR 
OPTIONS. 
2. Press 3 to change 
your security code. 
3. Enter your new 
security code. 
4. Enter your new 
security code again, 
then press #. 
To Record Your Name and 
Extension: 
1. From the Main Menu, 
press 
11 CHANGE YOUR 
OPTIONS. 
2. Press 6 to record your 
name and extension. Stratagy prompts you to enter your new security code. Finish by pressing the # 
sign. 
The minimum and maximum and number of digits for the security code is pre- 
configured by your System Administrator. Please contact your System 
Administrator for confirmation on the number. 
Stratagy prompts you to re-enter your new security code for verification. Finish 
by pressing the # sign. Your new security code is confirmed after it is entered a 
second time. 
. 
After the second entry of your security code, Stratagy will announce that your 
security code has been changed. 
RECORD YOUR NAME AND EXTENSION 
Your name and extension are announced whenever the information directory is 
accessed, the system greeting is selected, and when a message is sent by 
another Stratagy user. When you first enter your mailbox, you may need to 
record your name and extension. Stratagy prompts you through the entire 
recording sequence. You may re-record your name and extension at any time 
simply by repeating these steps. 
You can record your Name and Extension from the same “Change Your Options” 
menu used for changing your security code. If you have left that menu, return to 
the Main Menu and press 3. 
Stratagy prompts you to record your name and extension. Begin recording at the 
tone. Finish by pressing the # sign. 
I-3  
						

							3. State your name and 
extension slowly and 
clearly. Press #. 
After recording your 
name and extension, 
you can: 
1 REVIEW 
recording 
2 RE-RECORD 
3 APPEND to 
recording 
4 CANCEL 
9 SAVE Stratagy will play your newly recorded name and extension. 
You can re-record your name and extension as often as you wish. 
You can add a short comment which will be played to the recording. 
You can cancel an existing name and extension record. 
Stratagy confirms that your name and extension has been recorded. Stratagy 
prompts with a list of options. Your name and extension is automatically selected 
as the greeting to play whenever your mailbox is accessed. 
4. Press 9 to return to the 
previous menu. 
You can also select a system greeting or personal greeting to be played whenever 
your mailbox is accessed. See Chapter 3 of this guide for instructions on 
selecting/creating greetings. 
To Exit Your Mailbox: 
1. Press 9 9 9 to return 
to the Main Menu. 
2. Press the #to hang up 
. . . or. . 
press 0 to exit the user 
mode. 
EXIT YOUR MAILBOX 
Always exit your mailbox before you hang up. 
Pressing 999 will always return you to the Main Menu from anywhere. When you 
press # to hang up, you will hear “Thank you for calling. Good-bye.” 
Stratagy can be configured so that you can exit your mailbox, without leaving the 
Stratagy system. Please contact your System Administrator to find out if your 
system is configured for this or some other function when pressing 0 
If you have the “0 to EXIT User Mode” capability, you will hear Stratagy’s company 
greeting. You can now access another user or a different mailbox. 
1-4  
						

							CHAPTER 2 
Play Messages: 
1. From the Main Menu, 
press 
q PLAY your 
MESSAGES 
From the Play Your 
Messages menu: 
1 PLAY the current 
message(s). 
MESSAGES 
The Stratagy voice processing system provides around the clock call 
coverage. You can access your mailbox from any tone dialing telephone to 
send and receive messages. 
After you access Stratagy, you will hear the Main Menu options. This 
chapter explains how to use the Messaging features, which are probably 
the features that you will use most often. 
H If you have a Toshiba telephone system, refer to Chapter 6, “Using 
Stratagy with a Toshiba Telephone System” for further instructions on 
using the Call Forward and Message Retrieval features. If you have 
one of the telephones listed in that chapter, you may need to program 
your phone (once) so that the message waiting key will work properly. 
PLAY YOUR MESSAGES 
When a voice message has been left for you on the Stratagy system, 
generally, a message waiting light will be lit on your telephone. 
Stratagy will tell you how many total new messages and how many new 
messages there are for your User ID number (mailbox number). If there 
are new messages, you will hear these after saved messages, as all 
messages are played in first in first out (FIFO) order. This order may be 
reversed by continually pressing 4. New messages may be heard first by 
pressing 7 5. 
Note: 
Stratagy does not play prompts that don’t apply For instance, if there are 
no messages for your User ID, you will not be prompted to play messages. 
Stratagy will simply play the next menu option. 
Access Stratagy, then from the Main Menu, press 1 to Play Your 
Messages. From the Play Messages menu (see Figure 2-l), there are 
seven basic options which will be discussed in order in this chapter. 
After you press 1 to play the current message, you will be prompted to 
press 1 to play any following messages. As soon as you press 1, Stratagy 
will skip forward to the next message. 
You may decide how to handle the message immediately or press 1 listen 
to the next message. Once all messages have played, Stratagy repeats 
the Play Messages menu until you exit from it by pressing 9 or until you 
activate another selection. Messages are automatically saved until they 
are deleted. 
2-l  
						

							q PLAY the (next) message now 
q REPLAY the current message 
q DELETE the current message 
q PLAY the previous message 
q FORWARD the current message 
q REPLY to the current message 
q SPECIAL FUNCTIONS / PAUSE 
Pause 30 sets. (ON/OFF). or select: 
q Immediate FAX retrieve from fax machine 
q Send FAX for retrieval to fax machine 
q UNDELETE message 
q Message DATE and TIME 
q SKIP to next new message 
q CONTINUOUS DELETE q CONTINUOUS PLAY 
q RETURN to previous menu 
q RETURN to ERl 
._ -_._ . . - . . . ..-. .-.. ~--^------------.----- 
Figure 2-1 
Play Messages menu 
Messages are played first in, first out (FIFO) order unless a message is stamped 
Urgent. The urgent messages are always played first. After the message is 
played, the urgent stamp is removed. 
In addition, messages may be stamped private. The same options, such as 
saving and deleting, apply to a private message; however, a private message 
may not be forwarded. The private stamp is never removed. 
2 REPLAY the current Stratagy repeats the message from the beginning. 
message 
3 DELETE the current The current message is deleted and the next messages begins to play. A 
message message is saved until you delete it. To undelete a message during the playing 
message session, press 7 3. 
IMPORTANT NOTE: 
Once you have exited the Play Messages menu (pressing 9), you may not 
undelete a message. 
2-2  
						

							4 PLAY the previous 
message 
5 FORWARD the 
current message 
NOTE: Stratagy may be programmed to delete a message after a pre:set length 
of time, with or without user notification. Please consult with your System 
Administrator for the specific parameters of your system. 
Stratagy plays the previous message. Initially pressing 4 and continuing to press 
4 will play your messages in a last in first out order. 
Messages may be forwarded to a single user, multiple users, or a destination list. 
However, private messages may not be forwarded. “Forward the Current 
Message” leads to several submenus of options, which are detailed later in this 
Chapter. See “Forward a Message” 
6 REPLY to the See “Reply to the Current Message” later in this chapter for details on this 
current message feature. 
AVAILABLE CONTROLS WHILE PLAYING MESSAGES 
While Playing a Message, you can enter the following: 
q TURN UP 
volume 
q TURN DOWN 
volume 
El BACKUP 
El GO FORWARD Volume - Each time 8 or 0 is pressed, the 
volume is adjusted one increment until the 
maximum number of increments is reached. 
.,. 
The last volume level will be retained In 
Stratagy’s memory. 
Backup / Go Forward - The message will 
rewind (backup) or go forward (fast forward) 5 
seconds and then begins playing at that point. 
You can backup or go forward repeatedly 
during a message. 
Returns you to the Main Menu from any 
menu level. 
Table 2-1 
Play Messages Controls 
2-3  
						

							While playing a message, 
press 7 for either: 
7 
7 
9 
2-4 PAUSE (ON/OFF) 
. . . or . . 
SPECIAL 
FUNCTIONS, 
then press an option 
number: 
1 Retrieve a FAX 
2 Send a FAX 
message 
3 UNDELETE a 
message 
4 Message DATE & 
TllWlE 
5 SKIP to the next 
new message 
6 CONTINUOUS 
DELETE 
8 CONTIMUOUS 
PLAY 
9 RETURN to the 
previous menu. 
RETURN to Main 
Menu 
SPECIAL FUNCTIONS / PAUSE 
At any time while playing messages, you can press 7 to pause for 30 seconds. The 
message will resume playing as soon as you press 7 again or at the end of 30 
seconds automatically. 
At any time while playing messages, you can select any of the Special Functions 
by pressing 7 to access this menu, followed by the number of the Special Function 
that you want to select. You will not hear a prompt for these Special Functions. 
You retrieve a fax from your mailbox while calling from a fax machine with a 
handset. Contact your System Administrator to verify that you have this option. 
The system sends a fax message to a fax machine for retrieval. Contact your 
System Administrator to verify that you have this option. 
Use this to undelete a message. For instance, if you accidently deleted a message 
by pressing 3 during the current session, just press 73 to undelete and the 
message will be saved. 
IMPORTANT NOTE: 
Once you exit from the Play Messages menu (pressing 9), messages may riot 
be undeleted. 
You will hear the date and time the message was received. If the system 
administrator programmed a date and time stamp for all messages, the stamp will 
play automatically at the beginning of the message. 
The current message stops. The next new message (one you have not heard) 
begins playing. 
Your messages will be deleted continuously without additional action from you. 
NOTE: Your system may be programmed to delete or play all the messages in the 
queue or until a pre-set number of messages is reached. Please consult with your 
Sys tern Administrator for the specific operation of your sys tern. 
Your messages will play continually without additional action from you. 
You will return to the Play Messages menu. 
You will return to the Main Menu.  
						

							SEND A MESSAGE 
You may record a message at any time from any tone dialing telephone and 
send it to an individual user, a personal distribution list, or a system distribution 
list. 
STEPS TO SENDING MESSAGES 
From the Main Menu, press 4 to send a message to a User ID (also known as a 
voice mailbox). There are three basic steps to sending a message: 
n Select the Destination 
1 Record the Message 
n Send the Message 
SELECT DESTINATION 
g for USER ID 
q for LIST 
RECORD NEW MESSAGE / PREFIX ! REPLY 
q RECDRD your message, prefix or reply 
q when FINISHED 
q REVIEW 
q RE-RECORD . 
11 APPEND recording 
q CANCEL recording 
q set URGENT status (ON/OFF) q set PRIVATE status (ON/OFF) 
q set message DELIVERY TIME G 
q SAVE recording 
q RETURN to previous menu 
:/ 
1 x.. 
_ ,. 
-A;> MESSAGE DELIVERY TIME 
SEND I FORWARD I REPLY MESSAGE 
q SEND the message or reply 0 $gou 
. . q SEND the message or reply with verification q P.M. 
To send another message, start over with 
q Set the MINUTES 
SELECT DESTINATION 
q Set the DAY 
q RETURN to previous menu q Set the MONTH 
q Set the YEAR (Bdigits) 
q Return to previous menu 
(Message delivery time plays) 
.---.i . . . . ..-...--.... ..- -.-.------ ------ ---- ---.--. -” 
., 
Figure 2-2 
Send a Message Menu 
2-5  
						

							Send a message: 
1. From the Main Menu, 
press 
q SEND 
MESSAGES 
2. Select the Destination: 
Press 1 for a 
USER ID destination 
. . . or. . . 
4 to select a LIST 
After selecting a 
destination, press #. 
3. Press 2 to RECORD a 
message. 
After recording, press 
# when you’re done: 
1 REVIEW recording 
2 RE-RECORD 
Press # when 
done. 
3 APPEND to 
recording 
4 CANCEL recording 
5 Stamp URGENT 
6 Stamp PRIVATE 
SELECT A DESTINATION 
You can send a message to an individual mailbox (User ID number) or a 
destination list. 
User ID Destination: Stratagy prompts for the User ID destination. After you 
enter the User ID,Stratagy repeats the User ID, then prompts for any additional 
User IDS. Press the # key when you’re finished entering User IDS. 
List Destination: When you press 4 to select an existing destination list, 
Stratagy prompts for the destination list number. Enter the number. Stratagy 
repeats the number for verification, then prompts for any additional destinations. 
To finish, press the # key. To create a destination (distribution) list, see Chapter 
5, “Manage Your Distribution Lists”. 
RECORD YOUR MESSAGE 
Record your message after the tone. When the message is complete, press ttie 
# key to finish. After recording your message, you can send the message with or 
without verification of receipt. 
When you press 1 to review, the recording plays. 
When you re-record, the system prompts you to record at the beep. Press the # 
key to finish. 
The appended message plays after the already recorded portion of the message 
The system prompts you to record at the beep. Press the # key to finish. 
The recording is canceled. The system returns you to the Main Menu. 
Urgent messages always play first. To remove the urgent stamp, press 5 again. 
Private messages may not be forwarded. To remove the private stamp, press 6 
again. 
2-6