IBM Aptiva A40, C66
(250-0451,8) Message Center Faxback Doc. # 33122
Message Center Features
Standard answering machine features
You can set how many times the telephone should ring before the Message
Center takes a call.
A Toll Saver feature causes the Message Center to let your telephone
ring a couple extra times before picking up the line, when you have no
new messages waiting in any mailbox.
The Message Center includes a general "mailbox" that is ready to
receive messages when you start using the Aptiva Communications Center.
And features special to the Aptiva Communications Center
You can:
Create up to nine personal mailboxes, each of which can have a
separate greeting and its own password.
Attach descriptive labels to messages.
Forward messages to other mailboxes in the Message Center
MAILBOXES
A mailbox is an area in the Message Center for receiving and storing voice
messages.
The General Mailbox
The General mailbox, which comes with the Message Center, is your default
area for storing messages. When the Message Center answers the telephone,
the General mailbox greeting starts to play automatically. Unless callers
ask to go to a different mailbox, their messages are placed in the General
mailbox.
The General mailbox comes with:
An initial greeting. You can either continue to use this greeting or
replace it with one of your own. For steps to hear or record the
greeting, see "To review or Record a Mailbox Greeting".
An initial password, 1001. To replace the initial password with one
of your own, see "To change a Mailbox Password".
Personal Mailboxes
In addition to the General mailbox, you can create up to nine personal
mailboxes. Each mailbox, including the General mailbox, can have;
A password, so that only the mailbox owner has access.
A unique greeting message.
To start working with personal mailboxes, open the Mailbox Maintenance
dialog box:
1. In the Operator dialog box, click on Settings.
2. In the Operator Settings dialog box, click on Mailbox. A Mailbox
Maintenance dialog box appears.
Mailbox Maintenance Commands
Use the Mailbox Maintenance dialog box to create and delete mailboxes.
To change a mailbox's password, or to playback or record a mailbox
greeting, use Message Center commands. See "To Review or Record a Mailbox
Greeting" on page 38 and "To Change a Mailbox Password".
Creating Mailboxes
You can create up to nine personal mailboxes in the Message Center.
In the Create Mailbox dialog box:
1. At "Name", assign a name to the mailbox. This name will appear in the
Mailbox list in the Aptiva Telephone window.
2. At "New Password", enter a password from two to four digits long.
3. At Verify Password, retype the password to confirm it.
4. Click OK to accept the new mailbox.
NOTE: Remember your Password. To change mailbox passwords use the
Password command in the Message center.
How the Message Center identifies personal mailboxes
The Message Center identifies mailboxes by number.
When you create mailboxes initially, the Message Center numbers them
in sequence, according to the order in which they are created.
If you use up all nine mailbox "slots", the Message Center will prevent
you from adding a tenth mailbox. However, if you then delete any of
the nine mailboxes, those mailbox "slots" become available again.
Then, when you create new mailboxes, the Message Center will reuse the
mailbox numbers that became available. For example, if you delete
mailbox numbers five and six, then create a new mailbox, the Message
Center labels it as mailbox number five.
How your callers choose mailboxes
Your callers will identify the mailboxes in which they want to leave
messages by entering the mailbox number.
Suggestion - After you have created the personal mailboxes, a good way to
tell callers about the available mailboxes is to record your own greeting
for the General mailbox. The greeting should mention each mailbox owner,
along with the mailbox number for that owner.
Deleting Mailboxes
In the Mailbox Maintenance dialog box:
1. Click on the mailbox you want to delete.
2. Click on Delete.
3. When prompted to confirm the deletion, click on OK.
Opening and Closing the Message Center
The Message Center works with one mailbox at a time. To open the Message
Center:
1. In the Aptiva Telephone window, make sure the mailbox list is visible -
it should be displayed on the right side of the Aptiva Telephone
window. if it is not currently visible, click on the mailbox button to
display it.
NOTE: The Mailbox and Speed Dial lists are displayed in the same space
on the Aptiva Telephone window, therefore only one list can be
visible at a time. You can switch between these two lists by
alternately clicking the Mailbox and Speed Dial buttons above
the list.
2. Double-click on the mailbox you want to open. If the mailbox is
password-protected for local access, you are prompted to enter the
password. The message Center appears, displaying the contents of the
chosen mailbox.
Using the Message Center
The Message Center appears after you click on any mailbox from the Mailbox
list in the Aptiva Telephone window. The heading MESSAGE CENTER appears in
the information panel, followed by the name of the open mailbox.
The contents of the mailbox appear in the list in the Center of the screen.
An "X" appears under New column next to each new message. The date, time
and length of each message is also reported. You can add a descriptive
label to any message.
To Play or Delete messages
To play all new messages, click on the Play New button, which appears
directly beneath the message list. To delete a message, click on the
message, then click on the Delete button.
To play one message, click on the message in the message list, then click
on Play. While a message is playing, you can click on the Prev, Next and
Stop buttons to control its playback.
To Label a Message
You can enter a descriptive label of up to 16 characters for any message.
to label a message:
1. In the list of messages, highlight the message you want to label.
2. Click on the Label button.
3. In the dialog box, type in your label, then click on OK.
To delete or change a label, repeat steps 1 and 2 to open the edit box for
the label, then erase or change the label information.
To Forward a Message
To forward a message to another mailbox:
1. Click on the message you want to forward.
2. Click on the Forward button. A dialog box, containing a list of
Message Center mailboxes appears.
3. In the list, click on the mailbox to which you want to forward the
message.
4. In the memo box, you can optionally type in a memo to be attached to
the message.
5. Click on OK to forward the message.
To Review or Record a Mailbox Greeting
Use the steps provided here to record a greeting for the General mailbox
or any personal mailbox.
Open the mailbox for which you want to review or record a greeting. To
open a mailbox, see "Opening and Closing the Message Center". When the
Message Center opens, and your mailbox name appears in the information
panel, click on Greeting to access the Change Greeting commands. Next -
To hear the current greeting for the mailbox, click on PLAY.
To record a new greeting:
1. Click on REC.
2. Speak into the computer's microphone to record your greeting.
3. Click on STOP to end recording.
4. To check your greeting, click on Play.
NOTE: The area labeled "TYPE IN GREETING NOTES HERE: is a scratch pad,
provided for your convenience. You can use it to jot down a
greeting script for yourself before recording.
To Change a Mailbox Password
To change the password of the current mailbox:
1. Click on Password.
2. Type in your old password.
3. Type in your new password.
4. At the final prompt in the dialog box, retype your new password to
confirm it.
If you do not want password protection to be active at your computer, click
on Disable password for local mailbox operations. When this setting is
checked, password protection will be active when you call into the Message
Center, but not when you are working at your computer.
Calling Into the Message Center
The Message Center offers two different levels of interaction:
General callers hear greeting messages, and are given options to leave
messages in any mailbox on the system. If the mailbox is full, the
Message Center informs them that they cannot leave a message.
NOTE: Mailbox capacity is determined by the value you enter for
"Maximum Message Length" under Answering Machine settings.
You, as the owner, can enter a password at any time during the Message
Center's general greeting, and access a menu of options with which you
can access and manage Message Center features remotely.
General Caller Options
When the Message Center takes a call, it starts by playing the greeting
associated with the General mailbox.
The default greeting for the General mailbox prompts callers to either
record a general message or enter a specific mailbox number.
NOTE: You can replace the default greeting with one of your own if you
choose.
While the General mailbox greeting plays
Your caller can:
Wait to hear the "beep" at the end of the greeting, then leave a
message for the General mailbox.
Enter the number of a personal mailbox. If they enter a personal
mailbox number, they will hear the greeting recorded for this mailbox,
followed by a beep. After the beep, they can record their message.
Press the pound key (#) once to hear General mailbox Help
Press the pound key (#) twice to exit the Message Center, and end the
call.
Hang up the phone to end the call.
While recording a message in a mailbox
In either the General mailbox, or a personal mailbox, your caller can:
Leave a message that is up to the Maximum length specified under
Answering Machine options. If the caller runs out of the allowed
length of time, the Message Center plays a "beep", then plays a message
stating caller options. The caller can optionally choose the same
mailbox again, or another mailbox, to leave additional messages.
Press # to end recording. The General mailbox greeting plays, offering
the options described above.
Owner Mode Options
When you call into your Aptiva Answering Machine, you can not only check
for messages, but also gain access to many other Message Center and Fax
Center options, such as recording mailbox greetings and forwarding you
faxes.
To access owner options for the General mailbox
At any time during the General mailbox greeting, enter the star character
(*), followed by the password, followed by a pound sign (#). The Message
Center will start stating the options on the main Owner options menu. For
example, if the password were "1111", you would enter:
*1111#
NOTE: The initial password for the General mailbox is 1001. You
should change this password as soon as you start using your
Aptiva Communications Center.
To access owner options for a personal mailbox
1. At any time during the General mailbox greeting, enter the number of
the personal mailbox that you want to access, followed by a pound sign
(#).
2. At any time during the personal mailbox greeting, enter star (*),
followed by the password for the mailbox, followed by a pound sign (#).
For example, for the password "865" you would enter: *865#
As soon as you gain Owner access to the Message Center, the Message Center
starts stating Owner Mode options. At any time during this message, you
can press a number for any of the main Owner mode options. If your choice
starts a specific operation, the Message Center will guide you in
completing the operation. If your choice brings up an additional Options
menu, the Message Center will state a numbered listing of the options on
the chosen menu.
The following tables list all Owner Mode options.
Main Menu of Owner Options
Entering the password for any mailbox brings up the main Owner mode
options.
Press To
1 Play new messages
2 Play old messages
3 Stop playing messages
4 Search backwards/repeat a message
5 Search forward/skip a message
6 Delete the current message
7 Forward a message
8 To access additional options
# Return to recording options
0 Hear a Help message
Menu of Additional Owner Options
Choosing 8 under Main Owner options brings up these options.
Press To
1 Access Fax Center options
2 Access Fax Center options
# Return to Owner mode options
0 Hear a Help message
Menu of Mailbox Options
Choosing 1 under Additional Options brings up these options.
Press To
1 Record a new greeting
2 Stop recording a greeting
3 Play the current greeting
4 Change the current password
# Return to Owner options
0 Hear a Help message
Menu of Fax Options
Choosing 2 under Additional Options brings up these options.
Press To
1 Enable or disable fax forwarding
2 Enter or Change the Fax Forwarding number
# Return to Owner mode options
0 Hear a Help message
(br/all-05/31/96)
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