Toshiba Stratagy Ies32, Es4, Es80, Es96, Es96r User Guide

							The Grand Tour
Message Folders
Stratagy ES User Guide    01/037
New Message Folder
The New Message Folder is configured identically for both the Dual Message and 
Multiple Message Folder mailboxes with the following exception:
If no new messages exist in a Multiple Message Folder mailbox, Stratagy ES accesses 
the Saved Message Folder (if you have not created any personal folders) or plays the 
name/comment/number of all available personal folders. You are then requested to 
enter the folder number.
Saved Message Folder/Personal Message Folders
Saved messages consist of messages that:
Stratagy ES automatically saves when you do not press 
 (delete) after playing the 
entire message. The message is saved in the Saved Message Folder (folder 1), the 
default destination for saved messages. Stratagy ES prompts, “This message will 
be saved.”
You save by pressing  either during or after playing the message. Stratagy ES 
checks your mailbox for Personal Message Folders. 
If personal folders do not exist, Stratagy ES saves the message in the Saved 
Message Folder (folder 1). Stratagy prompts, “This message will be saved.”
If Personal Message Folders do exist, Stratagy ES plays the recorded name/
comment and number of all available personal folders. You are requested to enter a 
valid folder number where you want the message saved. If you know the personal 
folder number you want, you can select it at anytime. You do not have to listen to 
the entire list of available folders. If an invalid number is entered, Stratagy ES 
automatically saves the message in folder 1.
Messages are not moved to a “save” folder until you log out of your mailbox, enabling 
you to return to the new message folder and replay the message.
After you play the last message in the folder, Stratagy ES prompts, “End of 
messages.” You can choose to return to the top of the folder, go to the top of another 
folder, etc. 
						

							The Grand Tour
Message Types
8Stratagy ES User Guide    01/03
Access Folders
When you press  from the New or Saved Message Folders or 
 from the Main 
Menu, Stratagy ES checks your mailbox for personal folders. Depending upon 
whether it finds any, Stratagy ES performs the following procedures:
Message Types
The Stratagy ES has the following special types of messages—forwarded, reply, fax, 
and e-mail.
Forwarded Message
Any message sent to you can be forwarded to one or more individual destinations or a 
personal or system distribution list. When forwarding a message, recording a message 
(comment) is optional.
Reply Message
Messages from other Stratagy ES users to which you want to send an immediate 
response can be sent as a reply message. When replying to a message, Stratagy ES 
does not prompt you to select the destination if the original message was recorded 
within a user’s mailbox. If the message was not recorded from a user’s mailbox, you 
can still reply to the message but the system requests that you enter a destination 
mailbox number.
When listening to a reply message, a prompt notifies the user of the name/mailbox 
number of the person who sent the reply.
Access MethodNo Personal FoldersPersonal Folders
From New or Saved 
Message Folder, press .
Goes to Saved Message 
Folder.Stratagy ES prompts you to:
Enter a personal folder number.
or press...
 for the New Message Folder.

 for the Saved Message Folder. From Main Menu, press 

. 
						

							The Grand Tour
Message Types
Stratagy ES User Guide    01/039
Fax Message
NoteFax Messaging is an optional feature in the Stratagy ES. Check with your 
System Administrator to find out if your system is configured for this feature.
Fax messages can be sent to your mailbox and stored or forwarded along with voice 
messages. When you access your mailbox, Stratagy ES tells you the number of fax 
messages that are in your mailbox. Once you access the fax message, Stratagy ES 
plays the header information that includes the number of pages received. You cannot 
listen to the actual fax document.
You can forward the fax to other users as you would a voice message, including 
sending a voice comment with the fax to provide information about the message. You 
can also print the fax. See “Special Functions” on page 29 for details.
E-mail Message
NoteThis feature is only available to users of Stratagy ES with Unified Messaging 
(UM) and Text-to-Speech (TTS) capabilities. Check with your System 
Administrator to find out if your system is configured for this feature.
You can retrieve and listen to your e-mail messages from your mailbox. Once you 
access the e-mail message, Stratagy ES plays the header information that includes 
sender information and time and then plays the content. Upon playing the e-mail 
message you can:
Delete it from your e-mail Inbox on your computer. e-mails that are not deleted 
remain in your e-mail Inbox and are played the next time you access this function.
Forward it to other users that have UM privileges. The destination user must have 
both a Stratagy ES voice mailbox and an e-mail address that has been defined in 
the destination user’s mailbox.
Reply to a e-mail message. The Stratagy ES generates an e-mail message with your 
recorded reply attached as an audio .wav file, and sent back to the originator. 
						

							The Grand Tour
Greetings
10Stratagy ES User Guide    01/03
Greetings
You can select either a personal or system greeting to play to callers when you do not 
answer or when your telephone is busy. 
Depending on how your system is configured, callers may hear a separate busy 
greeting—the system or the custom busy greeting. See “Change User Options” on 
page 59 for details.
Personal
Personal greetings are greetings that you record for callers. Stratagy ES stores all 
recorded greetings under the personal greeting number (1~7) for your mailbox. Using 
the greeting number, you can select which greeting plays. 
The System Administrator can also schedule your greetings to automatically play at 
different times. If you choose, you can override the automatic schedule using “Select a 
Personal Greeting” on page 57.
System
The system greeting is a standard prerecorded greeting with all Stratagy ES systems. It 
cannot be recorded over or deleted. The greeting states, “Please leave a message for 
(name).” Stratagy ES adds your name from the name recording that you made (see 
“Record Your Name” on page 20).
Busy
If your mailbox is configured for a personal busy greeting, you can record a custom 
busy greeting that plays when your extension is busy. If a custom greeting is not 
recorded, the default system busy greeting plays.The custom busy greeting can also be 
turned On/Off using the Select Your Busy Greeting option on the Change User 
Options Menu (see “Select Busy Greeting” on page 63).
NoteThe System Administrator must configure your mailbox for the custom busy 
greeting option to be available. 
						

							The Grand Tour
Special Delivery Options
Stratagy ES User Guide    01/0311
Special Delivery Options
In addition to recording and sending a new message, you can mark the message 
urgent, private, or request a return receipt.
Urgent
Messages can be marked urgent by the sender and always play first in the New 
Message Folder. After the message plays, the urgent status is removed.
Private
Messages can be marked private by the sender. The same options, such as saving and 
deleting, apply to the private messages; however, a private message cannot be 
forwarded or copied using the Automatic Message Copy feature. Once a message is 
sent, the private status cannot be removed.
Return Receipt
You can mark a message for Return Receipt if you want verification that it has been 
played. When a user completely plays a message marked for Return Receipt, a 
notification is sent back to the sender. Stratagy ES notifies the sender the time the 
message was heard and by whom and then plays the original message as a reminder of 
the message. This can be helpful if multiple messages were sent to the same 
destination with Return Receipt requested.
Future Delivery
Stratagy ES can be configured so that your message is delivered at a future specified 
time and date. After marking the message for future delivery, you can review (play, 
save, delete) the message at any time before it is sent (see “ Future Delivery Review” 
on page 30). 
						

							The Grand Tour
Message Destination Selections
12Stratagy ES User Guide    01/03
Message Destination Selections
At the beginning of the Send Messages menu, you are asked to enter the destination 
mailbox number(s).You can choose to enter a single destination (e.g., mailbox 
number) or multiple destinations (e.g., mailbox number, personal lists). Using the 
Multiple Destinations option enables you to address your message to all the recipients 
at the start of the menu. 
You can then record your message and, if desired, add additional destinations when 
prompted later in the menu. Valid destinations are:
Mailbox Number
NoteIf you don’t know the user’s mailbox number, you can locate the mailbox 
number on Stratagy ES’s system-wide directory by pressing 
.
Personal distribution list
System distribution list
Audio Messaging Interchange Specification (AMIS) Proxy mailbox number
AMIS Gateway number plus a remote mailbox number
NoteAMIS analog networking is an optional feature and enables a Stratagy mailbox 
user to send, receive and reply to relayed voice messages over any remote voice 
mail system that supports the AMIS analog protocol.
See “Send a Message” on page 39 for instructions on using these options.
Personal Distribution Lists
You can create up to 25 Personal Distribution Lists consisting of other system users. 
You can add or delete users at any time. The lists are for only your use.
At the time you create a list, you are given the option of recording a “list comment” 
that serves as the title or name for the list. The comment plays each time you use the 
list to confirm that you have chosen the correct distribution list. 
						

							The Grand Tour
Message Destination Selections
Stratagy ES User Guide    01/0313
System Distribution Lists
In addition to Personal Distribution Lists, Stratagy ES supports system-wide 
distribution lists created by the System Administrator for use by everyone in your 
company. You should check with your System Administrator to find out which lists 
are available.
The “list comment” for the selected system list is played whenever you enter the 
mailbox number to confirm that the right list has been chosen.
Important!When creating lists, you should keep in mind that Stratagy ES does not 
check for duplicate users on separate lists when sending a message. For 
example, if you select Personal Distribution List #1 and #3 as destina-
tions for your message and Mailbox Number 1001 is on both lists, the 
message is sent twice to Mailbox Number 1001.
Directory
Using your telephone’s dial pad, you can enter the digits corresponding to the first few 
letters of a user’s name or the first letters of a system distribution list name. 
Stratagy ES plays the recorded name and mailbox number that matches the 
combination of entered digits. You can then select the name or go on to the next name 
in the directory.
Each mailbox can be identified with up to two names. These names are entered into 
the automated directory by the System Administrator and enhance the directory’s 
search/find capabilities. Common choices for the names are the first and last names of 
the user, last name of the user and a commonly misspelled version of the last name or 
in the case of a system distribution list, two words that might appear in the list title. 
						

							The Grand Tour
User Options
14Stratagy ES User Guide    01/03
User Options
You can set your mailbox for Do Not Disturb (DND) or call screening, select or record 
a busy greeting (plays when your telephone is busy), designate where or how you are 
notified of a message, and set your mailbox to automatically copy messages to another 
mailbox.
The following is a brief description of each of the options. Please see “Change User 
Options” on page 59 for more detailed information. 
Important!The System Administrator must activate these features for them to be 
available.
DND – When a caller enters your extension number, the Stratagy ES automatically 
sends the call to your mailbox without first ringing your telephone.
Call Screening – Stratagy ES asks callers for their name. Without the caller’s 
knowledge, the system relays that information to you. You can decide to receive 
the call, let the call forward to your mailbox, or transfer the call to another 
extension with or without an announcement.
Busy Greeting – You can record your own custom busy greeting that plays when 
callers reach your extension, and it is busy.
Message Notification – Your mailbox can have notification records programmed 
by the System Administrator with a specific notification method (message waiting 
lights, pagers, voice, etc.) and the time/day when that notification record applies.
Once you have turned on a specific notification record, Stratagy ES automatically 
calls you at the designated number and with the chosen method to notify you of 
your messages. 
Automatic Message Copy – You can set your mailbox to automatically copy all 
messages or just urgent messages to another mailbox during specified times of the 
day. 
						

							The Grand Tour
User Prompts
Stratagy ES User Guide    01/0315
User Prompts
The Stratagy ES system prompts only for menu options available to you. You do not 
hear prompts for options:
Not available in your Stratagy ES system (i.e., fax).
Not configured for your mailbox by the System Administrator (e.g., guest users, 
DND).
Check with your System Administrator to verify which user options and features are 
available to you. 
						

							The Grand Tour
User Prompts
16Stratagy ES User Guide    01/03