User Guide
User
Guides
?
Contents
What is Perfect Voice?.............................................................1
Accessing the System .............................................................1
Logging in to User Mode:...............................................................................1
Quick Setup ................................................................................2
Main Menu Overview ................................................................4
Main Menu ...................................................................................5
User Mode Tips..........................................................................6
Message Management.............................................................7
Message Management.............................................................8
Message Management Tips................................................. 10
Listening to Messages.......................................................... 11 User
Forward Menu (t
from Message Management)........... 12 Guides
Send Menu (y
from Message Management)................ 13 ?
Sending a Single Message or Send a Message to Multiple
Destinations............................................................................. 14
Sending a Message to an AMIS User ................................ 15
Call Management.................................................................... 16
Record Additional Personal Greetings............................. 17
Record Additional Personal Greetings (Flash Memory
Systems)................................................................................... 18
List Management.................................................................... 19
What is a Personal Distribution List?.............................................................. 19
Notify Management................................................................ 20
How Can Perfect Voice Notify?........................................................................ 20
User Setup ............................................................................... 21
Notes ......................................................................................... 22

User
Guides
?

What is Perfect Voice?
Perfect Voice Professional, an automated attendant/voice messaging system,
functions like your own personal receptionist. Depending on how your system is
configured, Perfect Voice can take your calls when you do not want to be
disturbed, record messages from callers when you are unavailable, and much
more. Perfect Voice provides the best utilization of current technology and
makes more productive use of the telephone.

The Perfect Voice Professional family also includes Perfect Voice Professional
Flash and Perfect Voice Answer.







Accessing the System
User
Guides
As a User, you access the Perfect Voice system to listen to your messages,
change your password, record your personal greeting or perform any other User
functions. To access the system in this manner, you must log in to User Mode.
?
Logging in to User Mode:
1. Call Perfect Voice.
To access Perfect Voice as a User, call it just as you would call anyone else
in your company with a telephone extension number. Your System
Administrator can tell you what the Perfect Voice extension number is. Dial
this number when you want to call Perfect Voice from inside your
company's facilities. You may also call Perfect Voice from outside your
company's facilities by dialing a 7- or 10-digit number (i.e. from your home
telephone). Your System Administrator can also tell you what this
telephone number is.

2. Enter System Access Code.*
After Perfect Voice answers your call, you hear your company's greeting,
also known as the main greeting. If you want to listen to your messages,
change your password, record your personal greeting or perform any other
User Mode functions, you first need to enter the System Access code.
This is the number that you or anyone else in your company dials from the
main greeting to log in to User Mode. (The code for flash systems is 7.)

2 User Guide


3. Enter Your User ID.*
After you enter the System Access Code, you are prompted to enter your
User ID. The User ID is what others dial to reach you or leave you a
message in your message box. Your System Administrator should have
already reserved a User ID (User Identification number) for you. Your User
ID is often the same number as your telephone extension number. If you
are not sure, check with your System Administrator.

4. Enter Your Password
After you enter the System Access Code and your User ID, you are
prompted to enter your password. Until you change it, your password is
the same as your User ID. As the name implies, this number controls
access to your message box. You are prompted for your password each
time you access your message box. To keep your message box secure, you
should change it to a number that only you know.

*You may not go through these steps if you call Perfect Voice from inside your
company and your telephone system offers voice messaging integration.

User
Guides
Quick Setup
The first time you log in to the system, you are automatically placed into Quick
Setup. Even if you are not familiar with voice messaging, it should take no more ?
than a few minutes to complete Quick Setup. Quick Setup helps you to choose a
password, record your name, record your personal greeting, and spell your name
for Directory Assistance. Quick Setup asks you to confirm your input for each
step before proceeding to the next step, so even if you get it wrong, you get a
change to try again.
You must complete Quick Setup before you can receive message. Following is a
summary of the four steps of Quick Setup. It may help you to review this section
before going through Quick Setup the first time.

1. Choose Your Password
Your password may be any one to eight digit number. To keep your
message box secure, you should choose a password that only you know.
Although your System Administrator can change your password, only you
know what it is. Yo u are responsible for remembering it.

2. Record Your Name
Your name recording should only contain your spoken name, so after the
tone, speak only your name. For example, Fred Smith's name recording
would be recorded simply as "Fred Smith". As soon as you are finished
Perfect Voice Professional

User Guide 3

speaking your name, press the pound sign (#) on your telephone to
terminate the recording.

3. Record Your Personal Greeting
Your personal greeting is heard by others if you are not available to answer
their call. While listening to your personal greeting, a caller may select any
other extension by simply entering it. A caller may skip your personal
greeting and begin recording a message by pressing the pound key (#). In
addition to identifying who you are, your personal greeting may also tell
the caller about other options. For example, Mary wants to make sure
callers can call the operator and have her paged. Her personal greeting may
be: "Hi, this is Mary Smith. I'm sorry I missed your call. If you want to
leave me a message, press pound or wait for the tone. Or, you may press 0
and have me paged." To save time, write down your personal greeting
before recording it. After you have finished recording your personal
greeting, press the pound key (#) on your telephone.

4. List your Name with Directory Assistance
Directory Assistance offers callers who do not know your User ID the
option of "spelling out" your name by pressing the telephone keys that User
Guides
correspond to your last name. For example, a caller wishing to reach Fred
Smith from Directory Assistance would press 76484. In this step, you are
asked to spell out your name, just as a caller would from Directory ?
Assistance. If you wish to remain unlisted with Directory Assistance,
simply the # key when prompted to spell out your name.

After comp leting Quick Setup, you hear the Main Menu options.

Flash Memory systems only: All subsequent logins on the system place you in
Message Management, where you may listen to messages. To access all other
User Menus, press 9 to back out to the Main Menu.
Perfect Voice Professional
4 User Guide

Main Menu Overview
q

Page 7
Dial Perfect Voice
Message
Management
w

Call
Page 16
Enter System Access Code.
Management
e

List
Page 19
Enter Mailbox Number
Management
r

Notify
Page 20
Enter Password
Management
User
Guides
t

User Setup
Page 21
?
u

Quick Setup
Page 2
i

System Date
Page 5
and Time
Perfect Voice Professional

User Guide 5

Main Menu
From the Main menu, you may select any of the following options by pressing
the appropriate key on your telephone keypad. Most of these options, in turn,
lead to other menus with their own sets of options.
1
Message Management
From Message Management, you can listen to your messages, send a new
message to another User (or a list of Users), forward a message, and erase
messages. You also can review or erase a message that you sent to
another user before it is listened to. See page 7.
w
Call Management
Call Management enables you to record your personal greeting, select an
alternate personal greeting and change the Call Blocking or Call Screening
setting of your message box. See page 16.
e
List Management
List Management, helps you define and manage up to ten private
distribution lists. A distribution list is a list of other Users to whom you
can easily send messages. See page 19.
r
Notify Management
From Notify Management, you can enable or disable notification of new User
Guides
messages. See page 20.
t
User Setup
From User Setup, you can change your password, record your name, ?
change the order in which your messages are played, and define your
name spelling with Directory Assistance. See page 21.
u
Quick Setup
Quick Setup allows you to go back through the new User setup tutorial.
Quick Setup walks you through changing your password, recording your
name and personal greeting and listing yourself in Directory Assistance.
See page 2.
i
System Date And Time
This option plays the current system date and time.
o
or p
Log Out
These options log you out of User mode and return you to the main
system greeting.

Perfect Voice Professional
6 User Guide

User Mode Tips
Logging into the System:
·

When logging into the system, it is normally not necessary to wait for
each prompt before entering the information requested by that prompt.

Logging out of User Mode:
· From almost anywhere in User Mode, you may press p
to log out of
User Mode and return to the main greeting.

Returning to the Previous Menu:
· From any level, you may press o
and return to the previous menu
level. If you are in the Main Menu, pressing o
logs you out of User
Mode and takes you back to the main greeting.

Replaying a Menu:
· From any menu, you may press *
to replay the menu.

Skipping Ahead to the Next Step:
User
· Pressing #
also signals to the system that you want to skip ahead to Guides
the next step. For example, if you are listening to the prefix of a
message that was forwarded to you, pressing #
skips directly to the
forwarded message itself.
?

Recording Messages and Greetings:
· If you are calling from a quiet environment, you may simply stop
talking when you have finished recording a message. The silence
marks the end of your message and will be trimmed from the final
recording. If you are recording from a noisy environment, you should
press #
when you have finished. These rules apply to any
recording, including your name file and personal greeting.
· It is good practice to change your personal greeting to indicate that
you are out of the office. Personal greetings may be pre-recorded to
handle different situations.

Directory Assistance:
· If you do not know someone's User ID, you may enter the directory
assistance code (usually r
q
q
). You will be prompted to spell out
their name instead. (The directory assistance code for flash systems is
o
.)
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User Guide 7

Message Management
q
Play Next Message
Play your next message with the time stamp.
w
Replay Current Message
Replay the current message, including the time stamp.
e
Advanced Options
After selecting this option, the following advanced options are available.
q
Play Next Message
Saves the current message and plays the next message.
w

Fax Document Delivery
This option allows you to specify fax delivery options. (Fax delivery
is not available on flash memory systems.)
q
Same Call Delivery
Choose this option if you are calling from a fax machine and you
want to receive the document now. At the tone, start the fax
machine for delivery.
User
Guides
w

Domestic Call Back Delivery
The system will deliver the document to a domestic fax number.
e
?

International Call Back Delivery
The system will deliver the document to an international fax
number.
r
Set Default Fax Identification Extension
This option allows you to specify the identifying extension that
will appear at the top of your fax document when delivered.
t
Set Default Fax Machine Number (Domestic)
This option allows you to set the domestic fax machine number
you want to use as your default.
y
Set Default Fax Machine Number (International)
This option allows you to set the international fax machine
number you want to use as your default.
u
Enable/Disable Automatic Delivery
This option enables or disables the automatic delivery option. If
auto delivery is turned on, when your fax message arrives in your
mailbox, it automatically prints at your default fax machine.
Perfect Voice Professional
8 User Guide

Message Management
e
Advanced Options (Continued)
e

Quick Messaging
Record and send a message to another User without ringing their
telephone or hearing their personal greeting. It prompts you for the
destination and then immediately begins recording your message.
This method of sending a message requires a minimum amount of key
strokes.
r
Erase All Messages
After selecting this option, all messages are marked to be erased and
will be erased upon exit from User Mode.
t
Unerase All Messages
Selecting this option unmarks all messages that were marked for
erasure. This allows you to exit User Mode without deleting any
messages that were marked during that session.
y
Check Unheard Sent Messages
This option allows you to check the status of the messages that you
have sent to other Users and listen to and delete the message if the User
Guides
recipient has not listened to it.
u
Play First Message
This option immediately plays back the first message in playback ?
order.
i
Play Saved Messages
This option immediately goes to playback of the first saved message
in playback order.
#
Erase All Messages
This option marks all messages for erasure and erases them when you
exit from User Mode.

r
Erase Current Message & Play Next Message
Erases the message currently being listened to and immediately begins
playback of the next message in playback order.

t
Forward Current Message (See Forward Menu, page12)
Forward the current message to another User or a list of Users. After
selecting this option, you are placed into the Forward menu from which
additional options are available.

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User Guide 9

y
Send a New Message (See Send Menu, page 13)
Send a new message to another User or a list of Users. After selecting this
option, you are placed into the Send menu from which additional options
are available.

u
Replay the Current Message
This option works just like the rewind control on a tape player. After
selecting this option, playback of the message is resumed a few seconds
before the current point.
i
Power Playback
Play all messages. This enables you to listen to all of your messages with a
single button. Selecting option e
takes you out of Power Play.
Note that this option is only available while listening to the Message
Management menu. Pressing i
during message playback moves forward
within the message (works like fast-forward on a tape player).
o
Return to Main Menu
This option returns you to the Main menu.
p
Log Out
This option logs you out of User mode and returns you to the main system User
Guides
greeting.
*
Replay Menu Options

?
Perfect Voice Professional
10 User Guide

Message Management Tips

Message Playback Order:
· You may configure the order in which your messages are played back

to be the same as the order in which they were received (first-in-first-

out), or in the opposite order (last-in-first-out). This is done from User

Setup.
Forwarding Messages:
· To forward a single message to more than one User or distribution list

without re-recording the forward prefix, simply re-select the

destination and forward the message.

Sending Messages:
· To send a single message more than one User without re-recording the

message, refer to "Sending a Single Message or Send a Message to

Multiple Destinations", page 13.

The following options are available only while your
message is playing:
User
u Move Back Within a Message
Guides

This option works just like the rewind control on a tape player. Pressing 7
one time rewinds the message five seconds from the current point. You
?
may press 7 multiple times to rewind to an earlier point in the message.
i Move Forward Within Message

This option works just like the fast-forward control on a tape player.
Pressing 8 one time forwards the message five seconds past the current
point. You may press 8 multiple times to fast-forward to a later point in the
message.
*
Pause Message Playback
This option works just like the pause control on a tape player. After
selecting this option, playback of the message is suspended for a few
seconds or until you press * again.

#
Skip to Next Message Component
This option allows you to skip to the end of a message component. For
example, while listening to a message that was forwarded to you, press #
during playback of the forwarding prefix to skip it and begin playback of
the forwarded message itself.


Perfect Voice Professional

User Guide 11

Listening to Messages

Log in to User Mode


You have __ new and
__saved messages...*


Listen to your first message


To play next message, press 1;

Replay message just heard, press 2;
Erase message just heard, press 4;

Forward message just heard, press 5;

Reply or send new message, press 6;
Replay from end, press 7;

Power play, press 8.

User
Guides


?



Keep
Select desired
Erase
q

r

current
option
current
message
message.




Next message begins to play.
(You may press e
to skip the

date and time stamp.)

*If the starting menu in User Mode plays "To select Message Management,
press1, Call Management, press2...", you need to press 1 to select Message
Management.

Perfect Voice Professional
12 User Guide

Forward Menu (t
from Message Management)
q
Forward Message and Return to Message Menu
Deliver the forwarded message. You may use this option only after you
have selected a forwarding destination.
w
Record Message Prefix
Record a separate message that will be heard by the destination User or
Users just before the forwarded message. Although not required, it is
recommended that you record a prefix when forwarding a message. If you
re-select this option, your previous recording is overwritten.
e
Review Message Prefix
Replay the forwarding prefix if you have recorded it.
r
Forward With Special Delivery Options
After selecting this option, you are placed in the following menu, after
which you are sent back to the "Forward Current Message" menu.
q
Send Message with Options
Send the message after selecting one or more of the special delivery
options that follow. You are returned to the Forward menu where you
may select another destination.
w
User
Set Private
Guides
The destination User is not allowed to forward your message to any
other Users.
e
Set Certified
You are sent a return message when the destination User listens to ?
your message.
r
Set Urgent
Sending a message as Urgent places your message in front of non-
urgent messages in the destination User's message box.
t
Set Future Delivery
You may set a message you have recorded to be sent at some future
date. You will be prompted to select the future delivery date.
i
Reset Delivery Options
You may redefine the delivery options that you have selected.
t
Append to Message Prefix
Continue recording the prefix, adding to the end of the current recording.
y
Select Personal List Number*
Select the list of Users to whom the message will be forwarded.
u
Select User ID*
Select the User to whom the message will be forwarded.
i
Select Network User ID*
Select the Network User to whom the message will be forwarded.
*You may override your selection if you re-select any of these options.

Perfect Voice Professional

User Guide 13

Send Menu (y
from Message Management)
q
Send a New Message and Return to the Message Menu
Deliver the recorded message. This option may be used only after you
have selected a forwarding destination (options 6, 7, or 8).
w
Record Message
Record a message to be heard by the destination User or Users. If you re-
select this option, your previous recording is overwritten.
e
Review Message
Replay the message you have recorded.
r
Send With Delivery Options
After selecting this option, you are placed in the following menu, after
which you are returned to the "Send a New Message" menu.
q
Send Message with Options
Send the message after selecting one or more of the special delivery
options that follow. You are returned to the Send menu where you
may select another destination.
w
Set Private
The destination User is not allowed to forward your message to any User
other Users.
Guides
e
Set Certified
You are sent a return message when the destination User listens to
your message.
?
r
Set Urgent
Sending a message as Urgent places your message in front of non-
urgent messages in the destination User's message box.
t
Set Future Delivery
You may set a message you have recorded to be sent at some future
date. You will be prompted to select the future delivery date.
i
Reset Delivery Options
You may redefine the delivery options that you have selected.
t
Append to Message
Continue recording, adding to the end of the current recording.
y
Select Personal List Number*
Select the list of Users to whom the message will be sent.
u
Select User ID*
Select the User to whom the message will be sent.
i
Select Network User ID*
Select the Network User to whom the message will be sent.
*You may override your selection if you re-select any of these options.
Perfect Voice Professional


14 User Guide

Sending a Single Message or Send a Message
to Multiple Destinations
To send a single message to more than one User or distribution list without re-
recording the message:

Press y
to send a new message.

Press w
to record your message.

Record your message and press#
.

Select Destination Type


User

Pressy
to
Pressu
to
Pressi
to
Guides

select Personal
select User ID.
select Network

List Number.
User ID.*

?

Enter destination.
Send message to
Send with delivery options or
selected destination
add destinations

Press q
to
Press r
to

send message
send with delivery

and exit.
options.

Press q
to

send message.
Return to Message

Menu
*The Network ID is the destination User ID
on the remote site.
Perfect Voice Professional

User Guide 15

Sending a Message to an AMIS User

Select y
to send a new message.

Select w
to record your message.


Record your message and press#
.

Pressi
to select Network ID.

Enter Remote User ID & press #
.


If you know the
If you do not know the site
User
site number
Guides

number
Enter the site
Press #
for a listing of sites.
number and

?
press #
.
AMIS Site Directory

q
w
t
i
o

First Site

Current Last Site Select Specific Exit

Next Previous Site
Accept


o
to accept.

You have selected . . .

Select q
to send message.
Perfect Voice Professional
16 User Guide

Call Management
q
Play the Current Personal Greeting
Play back your current personal greeting.
w
Change Call Blocking
Change your Call Blocking setting. If Call Blocking is enabled, callers who
select your User ID will go straight to your personal greeting without
trying your extension.
e
Change Call-Screening
Change your Call-Screening setting. If Call-Screening is enabled, callers
who select your User ID are asked to state their name before they are
transferred to your extension. After you answer the call, Perfect Voice tells
you who the caller is by playing back their recording. You are then given
the option of accepting the call, rejecting the call, sending the call to
another extension or requesting a message. Check with your System
Administrator about the availability of this option with your system.
r
Select Next Personal Greeting
Select which of your personal greetings will play when you are not
available. For example, if you are allowed two personal greetings and your
current personal greeting is number one, pressing 4 causes personal User
greeting number two to play when you are not available.
Guides
t
Record Current Personal Greeting
This option prompts you to record the personal greeting that is currently ?
playing.
y
Delete A Personal Greeting
You are prompted to select the personal greeting you wish to delete.
u
Choose Personal Greeting
This option prompts you to select the personal greeting you wish to play.
i
Record Any Personal Greeting
This option prompts you to select the personal greeting you wish to
record.
o
Return to Main Menu
This option returns you to the Main menu.
p
Log Out
This option logs you out of User mode and returns you to the main system
greeting.
*
Replay Menu Options



NOTE: If an option is not available to you, it will not be spoken.
Perfect Voice Professional

User Guide 17

Record Additional Personal Greetings
For flash memory systems, see next page. If you have completed Quick Setup,
you have already recorded personal greeting number one. It is good practice to
record additional personal greetings to handle different situations. For example,
a different personal greeting may play for the times you are out of the office for
appointments versus the times you are in the office but away from your desk.
You may pre-record the additional greetings and select them from the Call
Management menu as needed. It is not necessary to re-record the same personal
greeting every time you are out of the office.


Log into User Mode


Press w


for Call Management
(If the

starting menu plays your message count, press o
to backup to

the Main Menu before pressingw
for Call Management.)



Press i


to Record Any Personal Greeting*
User
Guides



Select personal greeting number zero

to nine to be recorded, or star to
?

cancel.

Press key that corresponds to the greeting number you wish to

record.




Record your greeting and press #
.




If finished

Record another greeting

Press o
to exit this

Press i
to Record
menu or p
to Log

Any Personal
Out .

Greeting.



Perfect Voice Professional
18 User Guide

Record Additional Personal Greetings (Flash
Memory Systems)
If you have completed Quick Setup, you have already recorded personal greeting
number one. It is good practice to record additional personal greetings to handle
different situations. For example, a different personal greeting may play for the
times you are out of the office for appointments versus the times you are in the
office but away from your desk. You may pre-record the additional greetings and
select them from the Call Management menu as needed. It is not necessary to re-
record the same personal greeting every time you are out of the office.

Log into Use r Mode
Press o for the Main Menu

To select: Message

Management, press 1; Call

Management, press2 . . . .

Press w
for
User

Guides
Call Management
To play current personal greeting,

press1; Block all calls, press 2;

Select next personal greeting, press 4;

Record current personal greeting,
?

press 5.
Press q to Determine Current

Personal Greeting

Personal Greeting Number __

is "Hi, this is Joe. . . "
Scroll to
Select
Record

next
desired
current

r

t

personal
option
personal

greeting
greeting

Perfect Voice Professional

User Guide 19

List Management
q
Review Next or First Member
Play the name or User ID of the next member in the current list.
w
Re-Review Current Member
Replay the name or User ID of the current member in the current lis t.
e
Remove All Members From List
Remove all members from the current list. You are asked to press #
to
confirm your request.
r
Remove Current Member From List
Remove the current member from the current list.
t
Review Last Member
Play the name or User ID of the previous member in the current list.
y
Create New or Select Existing List Number
Use this option to select the personal list number (0-9) to work on. By
default, when you first enter List Management, you are automatically
working on list 0.
User
u
Add New User ID to List
Guides
This option allows you to add a User ID to the current list.
i
Add New Network ID to List
?
This option allows you to add a Network User ID to the current list.
o
Return to Main Menu
This option returns you to the Main menu.
p
Log Out
This option logs you out of User mode and returns you to the main system
greeting.
*
Replay Menu Options


What is a Personal Distribution List?
A distribution list is a group (or list) of Users to whom you commonly send or
forward messages. Perfect Voice allows you to have up to ten personal
distribution lists. There is no limit on the number of Users that any list can
contain. You may send or forward a message to a list (Message Management
Send or Forward menus).
Perfect Voice Professional
20 User Guide

Notify Management
q
Notification Status
Review whether or not you will be notified of new messages.
w
Enable all Notifications
Enable notification of new messages. For flash systems, this option
enables pager notification of new messages.
e
Disable all Notifications
Block notification of new messages. For flash systems, this option
disables pager notification of new messages.
r
Change Notification Number
This option enables you to change the outside telephone number for
notification.
o
Return to Main Menu
This option returns you to the Main menu.
p
Log Out
This option logs you out of User mode and returns you to the main system
greeting.
User
Guides
*
Replay Menu Options
NOTE:If an option is not available to you, it will not be spoken.
?
How Can Perfect Voice Notify?
Message Waiting
Audible Telephone
Lights*
Signal*
MSG
E-Mail
Pagers
*Message
**Digital
**Voice
Outdial to your telephone,
home, or other location*
* Dependent on Phone System Capabilities

Perfect Voice Professional

User Guide 21

User Setup
q
Change Password
Your password can be any number from one to eight digits in length. It
cannot contain * or #. To speed up the entry process, press #
when
you have finished entering your new password. (Leading zeroes are
ignored.)
w
Record Name
This recording should only contain your name. Press #
when you have
finished speaking your name to speed up the process.
e
Review Name
This option plays back your current name recording.
r
Change Message Playback Order
While in Message Management, messages may be played back in the
order received (first-in-first-out), or they may be played back in the
opposite order (last-in-first-out).
t
Change Directory Assistance Listing
This option allows you to specify your listing with Directory Assistance.
Directory Assistance is a service available to callers and Users who do not User
know your User ID, but know the spelling of your name. You are prompted Guides
to "spell out" up to sixteen letters of your name on the telephone keypad.
Press #
when you have finished spelling your name to speed up the
process. If you wish to remain unlisted with Directory Assistance, press #
?
without entering anything.
y
Review Directory Assistance Listing
This option plays back your listing with Directory Assistance.
o
Return to Main Menu
This option returns you to the Main menu.
p
Log Out
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Perfect Voice Professional
22 User Guide

Notes


User
Guides
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Perfect Voice Professional

















User
Guides



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430 Woodruff Road
Suite 300
Greenville, SC USA 29607
1-(864) 297-4401
www.teleco.com
PVUG
Revision 1.1
May, 2003

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