VoiceTrak Voice Mail System User Guide

							VoiceTrak 
 
 
 
 
 
Call Processing 
And 
Voice Mail System 
 
 
 
USERS 
GUIDE  
						

							VoiceTrak 
 
 
TABLE OF CONTENTS 
 
VoiceTrak Introduction................................................................. 1 
Accessing VoiceTrak .................................................................... 2 
Mailbox Setup ........................................................................\
....... 3 
Record Your Personal Greeting .................................................... 3 
Record Your Personal Password................................................... 4 
Record Your Spoken Name .......................................................... 5 
Retrieving Messages ..................................................................... 6 
Sending Messages To Internal Users ............................................ 7 
Distribution Lists - To Establish ................................................... 8 
Distribution Lists - To Add A List................................................ 8 
Distribution Lists - To Modify A List .......................................... 9 
Distribution Lists - To Delete A List ............................................ 9 
Distribution Lists - Sending Messages ......................................... 9 
User Options - Time Stamp, Replay Order, Do Not Disturb ...... 10 
Call Screening ........................................................................\
..... 11 
Call Forwarding ........................................................................\
.. 12 
Outcall Notification .................................................................... 13 
Outcall Notification - To Add an Entry ...................................... 14 
Outcall Notification - To Delete an Entry .................................. 16 
Access Numbers, Mailbox Information ...................................... 17 
Transfer outside callers to a voice mail box ............................... 17  
     Version 3.01 Entire Contents VoiceTrak © Inc. 5089C Bristol Industrial Way Buford, Georgia 770/945-1776 
						

							      VoiceTrak Users Guide - ©  Inc. - Page 1  
 
Thank you for choosing VoiceTrak for your  call processing and voice mail system. We 
think youll find VoiceTrak easy to use and an important part of your communication 
system. 
 
The following guide is intended to provide you with information necessary to make your 
voice mail system experience positive.  The Users Guide is organized to help you 
understand each feature of the system from start to finish and is outlined for the first-time 
user.  As you become more familiar with th e system, you will more than likely follow the 
voice prompts offered while accessing the system. 
 
Think of VoiceTrak as a personal secretary:   It manages your messages, files them or 
sends them to the appropriate party.  You can  speak to your personal secretary by dialing 
an access number given to you by your system administrator and then providing a 
mailbox number and personal password.  The  secretary will then offer you a list of 
options from which you might choose to complete your task. 
 
Although detailed instructions are offered in  this guide, most instructions  can be 
completed by simply listening to the prompts of the system.  The following are key terms 
and points to keep in mind when using the system: 
 
Main Menu:  A list of options first offered after  hearing the Main Salutation.  All 
activity originates from the Main Menu.  It is from here that you access the Sub Menus 
that offer the different features of VoiceTrak.   Touch 9 or ## to return to the Main Menu 
from Sub Menus. 
 
Main Salutation :  The first greeting heard when an internal or outside caller accesses the 
system.  This greeting will be personalized for your company. 
 
Sub Menus:   Menus accessed to control the various features of VoiceTrak. 
 
Personal Mailbox:   Your private area of VoiceTrak where your messages are kept and 
sent to internal users. 
 
Ergonomically Designed Keyboard:   There are four functions that you will user more 
than any others and these have been designed  to coincide with the four corners of the 
touch-tone dial pad on your telephone.  They are:   
Touch 1  to Listen or Review. 
Touch 3 to Send or Record. 
Touch # to Save or Enter. 
Touch * to Delete. 
 
Other commands are also easy to remember: 
Touch 7 to Reply to a message from an internal user.  
Touch 8 to Transfer a message to an internal user. 
 
Password:  A number you choose that protects your mailbox from access by other users.  
						

							Page 2 -    VoiceTrak Users Guide   
 
System Administrator : The person in your company responsible for the maintenance of 
the VoiceTrak system. 
 
Dial Through: When you become more familiar with the system, you may find it 
bothersome to have to listen to the complete  prompts.  VoiceTrak is designed to dial 
through the greetings and prompts so that y ou can easily get to the option you choose.  
You may choose your selection at any tim e while the prompt is playing.   
 
VoiceTrak may also offer the ease of ski pping greetings or prompts when sending a 
message or recording a spoken name, etc.  If  the phone system supports this feature, your 
system administrator will provide you with the skip number. 
 
For example:  Assume 3 has been designated as  the skip key.  A caller dials an extension 
and hears the personal greeting.  The caller can  bypass this greeting and go directly to the 
record tone by pressing 3.  Likewise, the in structions in Mailbox Setup Functions can be 
bypassed by pressing 3 and proceeding directly to the record tone. 
 
Accessing VoiceTrak  
One-touch access button:   The most important step to using VoiceTrak is learning how to 
access and alert the system that you are an internal user.  Some newer phone systems 
allow access by pressing a pre-programme d button on the phone.  A one-touch button 
eliminates steps one through three below.   When the button is pressed, VoiceTrak will 
ask for the password for the mailbox assigned  to that extension, if one has been 
established.  The message stat us will then be broadcast.  To check messages from a 
phone other than your own,  press the one-touch access button.  Press the  # sign when 
VoiceTrak says, Please enter your passwor d.  VoiceTrak will now play the opening 
salutation. Skip to step two below. 
 
Regular access:   If the phone system does not allow one-touch access to the user 
mailbox, four steps are required to access Voi ceTrak.  (It is possible that a button has 
been pre-programmed on your phone to dial the VoiceTrak access number.  This button 
eliminates step one below.  Do not c onfuse this with the pre-programmed button 
mentioned above.) 
 
1.  Access VoiceTrak by dialing the Voi ceTrak access number provided by the System 
Administrator or pressing the VoiceTrak  button on the phone.  The Main Salutation 
customized for your company will be played. 
 
2.  Touch *  at any time during the Main Salutation.  This alerts VoiceTrak that an 
internal caller is using the system.  The following prompt will be played:    Please 
enter your extension number. 
 
3.  Enter your mailbox number.  If your pa ssword has been established, the following 
prompt will be played:   Please enter your password.  
 
Enter the password.  The system will list the  message status and provide a list of other 
available options. 
						

							       VoiceTrak Users Guide - Page 3 
 
Mailbox Setup 
The first step to becoming an internal user of  the system is to customize your mailbox.  
This includes entering a personal password so  that other system users cannot access your 
messages; recording a personal greeti ng; and recording your spoken name. 
 
Personal Greeting 
You may keep two personal greetings in the sy stem and change them at any time.  Many 
people choose to use greeting 1 most frequen tly, and greeting 2 for special situations, 
such as absence for a business trip or vacation. 
 
Sample greeting  1:  Hi.  This is David Letterman.  Im either on another call 
or away from my desk right now, but I check these messages often.  Please 
leave your name, telephone number, a mess age and the best time to return your 
call.  Thanks for calling. 
 
Sample greeting 2:   Hi.  This is Jay Leno.  Ill be out of the office until 
Monday, but I check these messages daily.  If  your call is urgent, please touch 
125 right now to speak with Conan OBrien for immediate assistance.  
Otherwise, wait for the tone and leave a message including your name, 
telephone number, a message and the best  time to return you call.  Thanks for 
calling.  
 
To Record Your Personal Greeting: 
 
1.   Access VoiceTrak. 
 
2  Touch 4 for Mailbox Setup Functions. You will hear: 
For your personal greeting,  touch 1 for greeting 1 and 2 for 
greeting 2.  To change your passwor d, touch 3.  For your spoken 
name, touch 4.  For Distribution  Lists, touch 7.  For Outcall 
Notification, touch 8   
 
3.  Touch 1 for greeting number 1.  You will hear: 
To listen to your personal greeting, touch 1.  To record a greeting, 
touch 3. Finish by touching the # sign. 
 
4.  Touch 3 to record greeting 1 and begin speaking at the tone.  When finished, 
Touch # .  To review your greeting and  hear how you will sound to callers, 
Touch 1. 
 
5.   Touch 5 at the prompt to activate the greeting. 
 
6.  Touch 9 to return to the Main Menu 
- or - 
Touch ###  to exit VoiceTrak. 
 
Repeat these instructions to  record personal greeting 2.  
						

							Page 4 -    VoiceTrak Users Guide   
 
 
To Record Your Personal Password: 
 
1.    Access VoiceTrak. 
 
2.  Touch 4 for Mailbox Setup Functions.  You will hear: 
For your personal greeting,  touch 1 for greeting 1 and 2 for 
greeting 2.  To change your passwor d, touch 3.  For your spoken 
name, touch 4.  For Distribution  Lists, touch 7.  For Outcall 
Notification, touch 8. 
 
3.    Touch 3 for your personal password.  You will hear: 
To listen to your existing passwor d, touch 1.  To enter a new 
password, touch 3.  To remove your  password protection, touch *, or 
9 to return to the main menu. 
 
4.  Touch 3  to enter a new password.  You will hear: 
Please enter your new passwor d, from 4 to 15 digits. 
 
5.  Enter a password.  Many people  choose an easy-to-remember telephone 
Confirm the same new password. 
 
6.  Enter the password again for confirmation.  If your second entry does not 
Im sorry, those digits did not match your first entry.  Please enter 
your new password from 2 to 15 digits. 
 
If your second entry matched your first entry, you will hear: 
Your new password is now active. 
 
7.  Touch 9 to return to the Main Menu 
- or - 
Touch ###  to exit VoiceTrak. 
 
 
Note:  Passwords may also be entered or  changed from the computer keyboard. 
 
  
						

							    VoiceTrak Users Guide - Page 5 
 
To Record Your Spoken Name 
 
1.    Access VoiceTrak. 
 
2. Touch 4  for Mailbox Setup functions.  You will hear: 
For your personal greeting,  touch 1 for greeting 1 and 2 for 
greeting 2.  To change your passwor d, touch 3.  For your spoken 
name, touch 4.  For Distribution  Lists, touch 7.  For Outcall 
Notification, touch 8. 
 
3.  Touch 4 to record your spoken name.  You will hear: 
To listen to your spoken name, touc h 1.  To record your name, touch 
3 and begin at the tone.  Finish by touching #.  
 
4. Touch 3 to record your spoken name and begin speaking at the tone. 
 
Touch # when finished.  If you wish to hear your recording,  Touch 1. 
 
5.  Touch 9 to return to the Main Menu 
- or - 
Touch ###  to exit VoiceTrak. 
Page 6 -     VoiceTrak Users Guide    
Retrieving Messages  
 
1.   Access VoiceTrak.  You will hear. 
You have ___  new messages, ___ ol d message.  For new messages, 
touch 1.  For old messages touch 2.   To send a message, touch 3.  
For Mailbox Setup functions, touch  4.  For User Options, touch 5. 
 
2.   Touch 1  to listen to new messages 
- or - 
   Touch 2  to listen to old messages. 
 
3.    VoiceTrak now offers you  several options for this message: 
 
Touch 1 to play the message again. 
Touch 2  to listen to the day, date and time the message was recorded. 
Touch 5 to pause 
Touch 4 to rewind 
Touch 6 to fast forward 
Touch 7 to reply to a message sent from an internal user. 
Touch 8 to transfer a message to an internal user. 
Touch # to save the message. 
Touch * to delete the message. 
 
These options may be selected at anytime during the message. 
 
4.    Touch 0 to repeat the prompts 
  Touch 9 to return to the Main Menu 
- or - 
Touch ###  to exit VoiceTrak. 
 
 
NOTE:  If the message was sent internally, the users name will precede the 
message.  If the message was left by an  outside caller, the message will begin 
with the text. 
  
						

							    VoiceTrak Users Guide -  Page 7 
 
Sending Messages 
 
1.   Access VoiceTrak.  You will hear: 
You have ___  new messages, ___ ol d message.  For new messages, 
touch 1.  For old messages touch 2.   To send a message, touch 3.  
For Mailbox Setup functions, touch  4.  For User Options, touch 5. 
 
2.   Touch 3  to send a message.  You will hear: 
Begin speaking at the tone.  To r eview your message, touch 1.  To 
finish, touch the # sign.  
 
4.   Begin recording at the tone. 
 
5.  If you wish to review your recording,  Touch 1.  If not, Touch #,  which signals 
the end of the recording. You will then hear: 
To send this message standard, touch 1.  To send this message 
certified, touch 2. 
 
6.  Touch 1 to send the message standard (no no tification will be given to alert 
you that the message has been received) 
- or - 
Touch 2  to send the message certified (VoiceTrak will alert you when the 
message has been received).  You will then hear: 
Please enter the mailbox number of  the person that will receive this 
message.  
 
7.    Enter the appropriate mailbox number.  You will hear: 
To (recipient name).  Please enter the next recipients mailbox 
number or touch * to cancel all entries.   Touch the # sign to finish 
addressing. 
 
8. Touch *  to cancel and begin again. 
- or - 
Enter another users mailbox number.  Continue this process until you are 
through addressing. 
 
11.  Touch # when you are finished addressing. 
 
12.  Touch 9 to return to the Main Menu 
- or - 
Touch ###  to exit VoiceTrak. 
  
						

							Page 8 -     VoiceTrak Users Guide    
Distribution Lists 
Distribution lists allow you to send one messa ge to several users at the same time. 
 
To Establish 
 
1.   Access VoiceTrak.  You will hear: 
You have ___  new messages, ___ ol d message.  For new messages, 
touch 1.  For old messages touch 2.   To send a message, touch 3.  
For Mailbox Setup functions, touch  4.  For User Options, touch 5. 
2.  Touch 4  for Mailbox Setup Functions.  You will hear: 
For your personal greeting,  touch 1 for greeting 1 and 2 for 
greeting 2.  To change your passwor d, touch 3.  For your spoken 
name, touch 4.  For Distribution  Lists, touch 7.  For Outcall 
Notification, touch 8.  
3. Touch 7 for distribution lists.  You will hear: 
To hear existing lists, touch 1.   To add a list touch 3  To change a 
list, touch 5.  To delete a list, touc h *.  To return to the Main Menu, 
touch 9. 
4.   Touch 1 to listen to the existing lists 
- or - 
Touch 3 to add a list 
- or - 
Touch 5 to modify a list 
- or - 
Touch * to delete a list. 
 
To Add a List 
 
1.  After choosing option 3, you will hear: 
The next available list number is ___.   At the tone, please record a 
name for this list of users.  Wh en finished, touch the # sign. 
2.    Record a name that describes the list. 
3. Touch # if you are satisfied with the name  that describes the list.  You will 
To cancel and re-record, touch *.  To accept, touch #.  To return to 
the main menu, touch 9.  
4. Touch # to accept the list.  You will hear: 
Do you wish to add names to this list?  If yes, touch 1.  If no, touch 
2.  To return to the main menu, touch 9.  
5. Touch 1. You will hear: 
Enter the message box number to be added.  
6.  Enter the mailbox number of the party to receive the message.  You will hear: 
(Spoken name) added.  Enter the message box number to be added. 
7.  Continue adding mailbox numbers, or,   Touch # when your list is completed. 
8.  Touch 9 to return to the main menu. You are now ready to  send  the list.  
						

							    VoiceTrak Users Guide Page 9   
To Modify a List 
1.  After choosing option 5,  you will hear: 
Enter the list number to modify.  
2.  Enter the list number you wish to cha nge.  You will hear the list name and: 
Is this correct?  If yes, touch 1.  If not, touch 2. 
3.  Touch 2  if incorrect and repeat above instructions 
- or - 
Touch 1 if correct.  You will hear: 
To hear a list of members, touch  1.  To add a list, touch 3.  To 
change the list name, touch 5.  To delete list members, touch *.  To 
return to the Main Menu, touch 9. 
 
4.   Choose the appropriate response and  follow the voice prompts and appropriate 
instructions in this manual.  When modifications have been made, 
5.   Touch 9  to return to the Main Menu 
-or- 
Touch ###  to exit VoiceTrak 
 
To Delete a List  
1.  After choosing *,  you will hear: 
Enter the list number to be deleted. 
2.   Enter the list number you wish to delete.  You will hear: 
List number ___  deleted. 
3.  Touch 9 to return to the Main Menu 
- or - 
Touch ##  to exit VoiceTrak.   
 
Sending Distribution Lists  
1.  Access VoiceTrak.  You will hear: 
You have ___  new messages, ___ old messages.   
For new messages, touch 1.  For old me ssages, touch 2.  To send a message, 
touch 3.  For Mailbox Setup functions , touch 4.  For User Options, touch 
5.  
2.  Touch 3  to send a message.  You will hear: 
Begin speaking at the tone.  To review  your recording, touch 1.  Finish by 
touching #. 
3.  Record the message and  Touch 1 to review or  Touch # to finish.   Do not  Touch # 
until you are satisfied with the recordi ng. The # sign signals the end of the 
recording.  You will hear: 
To send this message standard, touch 1.   To send this message certified, touch 
2. 
4.  Touch 1 or 2.   You will now hear: 
Please enter the mailbox number for the  person you wish to send this message 
to. 
5.  Touch 7  plus the list number desired (1-9).  You will now hear: 
Your message has been sent.