User
Guides
?
User Guide
Contents
Introduction.............................................................. 1
Summary of Features....................................................... 1
Getting Started......................................................... 2
Before You Begin ............................................................. 2
Tutorial for First-time Users ............................................. 2
Accessing Your Mailbox ......................................... 3
Main Menu Options.................................................. 4
Main Menu ................................................................ 5
Logging In and Out of the System.......................... 6
Message Menu ......................................................... 7
Forwarding a Message ............................................ 8
Replying to a Message ............................................ 9
Sending Messages ................................................ 10
Recording and Sending Messages....................... 11
Mailbox Options: Record Menu ............................ 12
Recording Options in Personal Greetings ........... 13
Changing Personal Greetings............................... 14
User
Guides
Mailbox Options: Notification Menu ..................... 15
Adding a Notification Schedule ............................ 16
Mailbox Options: Call Transfer ............................. 17
?
Mailbox Options Menu........................................... 18
Changing Your Password ..................................... 20
Fax Mail (Optional)................................................. 21
How do Callers Send Fax Messages to Me?................. 21
Message Menu ­ Fax Messages ........................... 22
Desktop Interface (Optional) ................................. 23
Logging In to the Desktop Interface ..................... 24
Using the Help File ................................................ 24
Tips for using Help: ........................................................ 24






Introduction
Perfect Voice Office simplifies the way you handle your messages. Think
of it as your own personal receptionist. Depending on the configuration
of your system, Perfect Voice Office can take your calls when you do not
want to be disturbed, record messages from callers when you are
unavailable, screen your calls, and much more.
The Perfect Voice Office system's auto-attendant answers incoming calls
and transfers them to extensions. A variety of options include directing
calls to a cover extension, blocking calls, screening calls or paging via
intercom.
Summary of Features
Perfect Voice Office gives you the power to:
· Block, screen, and forward calls to other extensions
· Announce calls to your extension before they are transferred
· Announce calls over the intercom system
· Send a single message to multiple Users
· Have up to 99 different distribution lists
User
Guides
· Label messages as urgent or certified
· Save or delete messages
?
· Control message playback (pause, rewind, fast-forward, and
skip messages)
· Be notified of messages through a message light, beeper, or
other phone in your office, home, or car
1

Getting Started
All Perfect Voice Office features are available with a telephone using the
telephone keypad (p
through o
, #
, and *
). If you are already
familiar with Perfect Voice Office, you may skip the voice prompts.

Before You Begin
To use the Perfect Voice Office system, you need the following
information from your System Administrator:
· Internal extension to access the Perfect Voice Office system
· Telephone number to access Perfect Voice Office from outside of
the office
· Your mailbox number (this is normally the same number as your
extension)
· Your mailbox password (the initial, default password is 1111)
· A list of other system Users
User
Tutorial for First-time Users
Guides
The first time you access your mailbox, you are placed in a tutorial. The
tutorial guides you through the initialization of your mailbox. Dial the ?
Perfect Voice Office system, press # and follow the instructions. The
default password is 1111.
NOTE: Listen to the prompts carefully. Depending on the configuration
of your system, you may not have to press # or enter your password to
access the tutorial.

The tutorial describes the following:
The Password: This tutorial guides you through the password
initialization process. The initial, default password is 1111 and must be
changed to ensure privacy.
Personal Greetings: This tutorial describes the different personal
greetings, when each is played, and a sample of each greeting. You are
asked to record each personal greeting. You may change your greetings
at any time. Refer to "Changing Personal Greetings".
Name Recording: This tutorial guides you through the recording of your
name. This is the prompt that Perfect Voice Office uses to notify you of
calls and messages.
2

Accessing Your Mailbox
Many of the features in Perfect Voice Office require you to access your
mailbox. A mailbox is a compartment in the system that stores messages
and allows you to customize how your calls and messages are handled. To
access your mailbox:

Dial the Perfect Voice Office system

Dial the Perfect
To access Perfect Voice Office as a User, call it
Voice Office system.

just as you would call anyone else in your
From inside: ______
company with a telephone extension number.
From outside: _____
Your System Administrator can tell you the
extension number for Perfect Voice Office. Dial
this extension when you want to call Perfect
Voice Office from inside your company's
facilities. You may also call Perfect Voice
Office from outside your company's facilities by
dialing a 7- or 10-digit number. Your System
Administrator can also give you this number.
Press #
when it
answers.*
User
Guides
Enter your Mailbox number
Enter your Mailbox
?
After you press #, you are prompted to enter
Number.*
your mailbox number. The mailbox number is
what others dial to reach you or leave you a
message in your mailbox. Your System
Administrator should have already reserved a
mailbox number for you.
Enter your password.
Enter your password
After you enter your mailbox number, you are
prompted to enter your password. Until you
change it, your password is 1111. As the
name implies, this number controls access to
your mailbox. You are prompted for your
password each time you access your mailbox.
To keep your mailbox secure, you should
change your password to a number that only
Your are placed at
you know.
the Main Menu.
*You may not go through these steps if you call Perfect Voice Office from inside your
company and your telephone system offers voice messaging integration.
3

Main Menu Options
When you first access your mailbox, you are placed in the Main Menu
and you hear how many new and saved messages you have. The
following options are available from the Main Menu:

q

Page 7
Dial Perfect Voice Office
Listen to new
messages
w

Listen to saved
Page 7
Press #

messages
e

Send a new
Page 9
Enter Mailbox Number
message
r

User
Guides

Page 10
Enter Password
Mailbox Options
?
t

Change
Page 5
Login Status
y

Un-Erase
Page 5
messages
i

Recall caller from
Page 6
voice mail
o

Play
Page 6
Active Features
4

Main Menu
When you first access your mailbox, you automatically hear how many
new and saved messages you have. The following options are available
from the Main Menu:
1
Listen to New Messages
This option sends you to the Message Menu and plays your new
messages. From the Message Menu, you may save or delete a
message, review a message, forward a copy of a message to another
User (or list of Users), reply to a message, listen to message time and
date, and rewind, pause, fast-forward, or skip a message.
w
Listen to Saved Messages
This option sends you to the Message Menu and plays your saved
messages. From the Message Menu, you may save or delete a
message, review a message, forward a copy of a message to another
User (or list of Users), reply to a message, listen to message time and
date, and rewind, pause, fast-forward, or skip a message.
e
Send a New Message
This option allows you to send a message to a User (or list of Users).
You may review and re-record or add to the message before sending
it. You may also cancel the message that you recorded. Messages User
may be classified as standard, certified, or urgent before sending.
Guides
r
Mailbox Options
This option sends you to the Mailbox Options Menu. From the ?
Mailbox Options Menu, you may record personal greetings, set
notification schedules, access the Call Transfer Menu, set auto
forwarding, create distribution lists, and change your mailbox
password.
t
Change Login Status
This option automatically logs you in or out of the Perfect Voice
Office system. When you log out, your "Gone Home" greeting
becomes active.
y
Un-Erase Messages
This option allows you to recover messages you have erased on that
particular day. A message may only be un-erased before midnight of
the same day the message was erased.
5

Main Menu

i
Recall Caller from Voice Mail
This option allows you to retrieve a caller who is in your mailbox.
While a caller is leaving a message in your mailbox, you may
interrupt their recording and transfer them to your telephone.
o
Play Active Features
This option lists all of the features that have been activated for your
mailbox.
p
Return to the Automated Attendant
Logging In and Out of the System
You should log in to the system at the beginning of each day and log out
before you go home. This feature automatically activates the appropriate
personal greeting. Logging out of the system automatically blocks calls to
your extension and plays your "Gone Home" greeting.
To Log in or out of Perfect Voice Office:
User
· Access your mailbox
Guides
· Press t
from the main menu to either login or logout.

?
6

Message Menu
When you press 1 to listen to new messages or 2 to listen to saved
messages from the Main Menu, you are placed in the Message Menu.
Perfect Voice Office will begin to play back your messages.
1
Save Message
Save the current message.
w
Replay Message
Replay the current message.
e
Play Time and Date Stamp
This option plays the time and date of the message.
r
Erase Message
Erase the current message. You may recover an erased message from
the Main Menu before midnight of the day you erase it.
t
Forward Message
Forward a copy of the message to another User (or list of Users) with
or without a prefix.
y
Reply to Message
User
This option allows you to reply to the message if another Perfect Guides
Voice Office User sent the message.
u
Rewind Message
If you press 7 while the message is playing, it rewinds that message 5 ?
seconds. If you press 7 again, it rewinds another 5 seconds. If you
press 7 while in the Message Menu (no message is playing), you are
backed into the previous message 5 seconds.
i
Pause Message
This option works just like the pause control on a tape player.
Selecting this option while the message is playing suspends playback
until you press 8 again.
o
Fast Forward Message
If you press 9 while the message is playing, it forwards that message
5 seconds. If you press 9 again, it forwards another 5 seconds.
#
Skip to Next Message
Skip this message and play the next message.
*
Return to the Previous Menu
p
Return to the Automated Attendant
7

Forwarding a Message
A copy of a message may be forwarded to another User (or list of Users).
You may record a separate message (message prefix) that will be heard by
the destination User or Users just before the forwarded message.

Access your mailbox
Press q
to Listen to New Messages
Or
Press w
to Listen to Saved Messages

Listen to the Message

Press t
to Forward the Message
User

Guides
Enter Destination Mailbox
?

Press 1
to Forward
Press w
to Forward
the Message With a
the Message Without a
Prefix
Prefix
Record Prefix and
Press #
.
To send, press q

Re-record, press w

Review, press e

Continue recording, press r

Cancel, press *

Press 1
to
Enter Next Recipient's Mailbox Number
Forward the
or Press #
to Exit
Message
8

Replying to a Message
You may reply to a message that was sent by someone who has a mailbox
on the Perfect Voice Office system.
Access your mailbox
Press q
to Listen to New Messages, or

Press w
to Listen to Saved Messages

Listen to the Message

Press y
to Reply to the Message

User
Guides
Record Reply Message
and Press #
.
?
When satisfied with the message,
Press q
to send it.
Press q
to send the message normal, or

Press w
to send the message urgent.
Press q
to send the message standard, or

Press w
to send the message certified.
You are placed in the Message Menu
9

Sending Messages
To send a new message, press 3 from the Main Menu. You are prompted to
enter the destination mailbox and to record your message at the tone.
(Depending on how the system is configured, you may be prompted to enter
the destination Mailbox at a later point.)
q
Send the Message
This option places you in the following submenu:
q
Send Message Normal
Set the message for normal delivery.

q
Send Message Standard
Deliver the recorded message with no verification.

w
Send Message Certified
Deliver the message certified. You will receive a message
stating the day and time that your message was listened to.
w

Send Message Urgent
Sending a message as Urgent places your message in front of all
other messages in the destination User's mailbox.

q
Send Message Standard
User
Guides
Deliver the recorded message with no verification.

w
Send Message Certified
Deliver the message certified. You will receive a message ?
stating the day and time that your message was listened to.
w
Re-record a Message
This option allows you to re-record the message.
e
Review a Message
Replay the message you have recorded.
r
Continue Recording
Continue recording, adding to the end of the current recording.
*
Cancel a Message
Cancel the message that you recorded.

Addressing Messages

You may send a single message to multiple Users, distribution lists, or AMIS network

sites. Depending on the destination, the message is addressed differently.
User: Enter the destination mailbox when prompted. (w
p
p
)
Distribution List: Press*
, followed by the distribution list number. (*
t
)
AMIS Network Site: Enter the remote destination mailbox, *
, followed by the
AMIS site number. (w
t
p
*
e
)
10

Recording and Sending Messages
Messages may be classified as standard, urgent, or certified. When a
certified message has been listened to by the recipient, you receive a new
message in your mailbox informing you of the time and date the message
was heard. You may send a single message to multiple Users or to a
distribution list.

Access your mailbox.
Select e to send a new message.
Send to User: Enter destination mailbox.* or
Send to distribution list: Press *
followed by the
distribution list number.*, or
Send AMIS message: Enter destination mailbox, *

followed by the AMIS Site Number*
User
Record message and
To send, press q

Guides
press #
.
Re-record, w

Review, e

Continue recording, r

?
Cancel, *


When satisfied with the message,
Press q
to send it.
Press q
to send the message normal, or

Press w
to send the message urgent.
Press q
to send the message standard, or

Press w
to send the message certified.
Enter Next Destination or Press #
to Exit.
* Depending on your configuration, you may be prompted for the mailbox number
at a later point.
11

Mailbox Options: Record Menu
When you press 4 from the Main Menu, you are placed in the Mailbox
Options Menu. From this menu, you may record personal greetings, set
notification schedules, access the Call Transfer Menu, set auto forwarding,
create distribution lists and change your mailbox password.
q
Record Greetings
This option allows you to record the greetings that callers hear when
you are unavailable or out of the office. The following submenu is
available:
q
Create or Review No-Answer Greeting
This is the greeting that callers hear when you are in the office
but do not answer the telephone.
Example: "Hello, this is Fred Smith. I am in the office today
but unable to answer your call right now. Please leave me a
message and I will return your call as soon as I can. Thank you."
You may wish to include some of the built-in options available
to callers such as: 0 to go to the operator, 1 to try another
extension, 2 to retry your extension, 3 to activate your pager, 4
to page you over the PA, * to disconnect, or # to skip to the
beep.
w

Create or Review Busy Greeting
User
This is the greeting that callers hear when you are in the office Guides
but on the telephone.
Example: "Hello, this is Fred Smith. I am on the telephone right
now. Please leave me a message and I will return your call as
soon as I can. Thank you."
?
e

Create or Review Gone Home Greeting
This is the greeting that callers hear when you log out for the
day.
Example: "Hello, this is Fred Smith. I have left for the day.
Please leave me a message and I will return your call as soon as
I can. Thank you."
r
Create or Review Name
Your name recording should only contain your spoken name, so
after the tone, speak only your name.
t
Create or Review Optional Greetings
You may record 99 additional personal greetings.
y
Set Your Active Greeting
This option allows you to activate one of your optional
greetings.
*
Return to the Previous Menu
This option returns you to the Mailbox Options Menu.
p
Return to the Automated Attendant
12

Recording Options in Personal Greetings
There are several built-in options that may be offered to your callers.
To offer these options to callers, they MUST be voiced in your
Personal Greetings. These options are:
q
To try another extension.
w
To try extension again (valid only if the line was busy).
e
To send a beeper message.
r
To page over the intercom.

#
To skip to the beep. This option allows callers to skip
ahead of your greeting so they can begin recording their message.
Callers still need to press #
when they finish recording.
Here are some examples of how these options may be used when
recording your personal greetings:
No-Answer Greeting ­ To offer options 1 (Try another extension)
and 4 (Page over the intercom) to callers, you may wish to record a
greeting similar to:"Hello, this is (your name). I am in the office today, but
I'm unable to answer your call right now. If you wish to try another extension,
User
press one (1). If you would like to try to page me over the office intercom,
Guides
press four (4). Otherwise, please leave me a voice message after the tone,
followed by the pound sign (#), and I will get back to you as soon as I can.
Thank you."
?
Busy Greeting- To offer options # (To skip to the beep), 1 (Try
another extension) and 2 (Try extension again) to callers, you may
wish to record a greeting similar to: " Hello, this is (your name). I am
speaking on another line right now. To skip to the end of this message press
pound (#). If you wish to try another extension, press one (1). If you would
like to try my extension again, press two (2). Otherwise, please leave me a
voice message after the tone, followed by the pound sign (#), and I will get
back to you as soon as I can. Thank you."
NOTE: If you are using option 3 (Send a beeper message), you must
set up your beeper in schedule zero.

NOTE: If you are set up to use L.A.P. (Local Area Paging
Technology), the built-in options may be different than described
above. L.A.P. enables callers to page you when you are away from
your desk. You may then pick up the call from any telephone. If you
are using L.A.P. , your System Administrator can inform you of the
options available to you.

13

Changing Personal Greetings
These are the greetings that callers hear when you are unable to take a call
or are out of the office. The "No-Answer Greeting" is what callers hear
when you are in the office but away from your desk. The "Busy
Greeting" is what callers hear when you are in the office but on another
line. The "Gone Home" greeting is what callers hear when you log off
for the day. The "Name Recording" is used to notify you of calls and
messages. You may record up to 99 additional Optional Greetings.
Access your mailbox
Press r
for Mailbox Options

Press q
to Record Greetings

Press q
to Record No-Answer Greeting

User
Press t
to
Guides
Press w
to Record Busy Greeting
Record Optional
Press e
to Record Gone Home Greeting
Greetings

?
Press r
to Record Name
If greeting was pre-recorded, your
Enter Greeting
recording plays*
Number
Press w
to Re-Record the Greeting
At the tone, Record the Greeting and Press #


Press q
to Accept This Greeting;
Press w
to Re-Record This Greeting;
When satisfied, Press q
to Accept
Press e
to Delete This Greeting;
Press r
to Review This Greeting;

*If this greeting was not pre-recorded, wait for the tone.
14

Mailbox Options: Notification Menu

w
Notification Options
When you receive a new message, Perfect Voice Office can call you at
your office extension, car phone, home, or activate a voice, pulse, or
numeric pager. Your mailbox has 10 notification schedules.
q
Add a Notification Schedule
Add an outcalling telephone number entry. Perfect Voice Office
prompts you to enter the telephone number, name, start
time/date, and stop time/date for notification.
w
Review all Schedules
Listen to existing notification schedule(s).
e

Change an Existing Schedule
Change an existing telephone number. Perfect Voice Office
prompts you to enter the telephone number, name, start
time/date, and stop time/date for notification.
r

Delete an Existing Schedule
This option allows you to delete an existing notification
schedule. Pressing * deletes all notification schedules.
User
t

Guides
Turn Notification On or Off
This option enables (or disables) notification.
*
Return to the Previous Menu
?
p
Return to the Automated Attendant








15

Adding a Notification Schedule
When you choose to add a notification schedule, Perfect Voice Office
prompts you to perform the following steps:
· Enter the Telephone Number: Enter the telephone number the
system should call to notify you, followed by the pound (#) sign.
(To enter pauses in your number, press *2. Pauses are most
commonly used if you are setting up beeper notification.)
· Confirm the Number: The system replays the number you
entered and prompts you to confirm it. Press 1 if it is correct,
press 2 to re-enter the telephone number.
· Record the Notification Prompt: Record a name for the
notification schedule and press # when finished.
· Enter the 4-Digit Start Time: Enter the 4-digit start time, hour
then minute, for message notification in military format. (For
8:00 AM, enter 0800.) You MUST use 4 digits.
· Enter the 4-Digit Start Date: Enter the 4-digit start date, month
then day, for message notification. You may enter the date
(mmdd) or day of the week (Monday=*100, Sunday=*700, etc.)
User
· Enter the 4-Digit Stop Time: Enter the 4-digit stop time, hour Guides
then minute, for message notification in military format.
· Enter the 4-Digit Stop Date: Enter the 4-digit stop date, month
then day, for message notification.
?
· You are informed of how many notification schedules you have.

Beeper Notification:
· The system automatically creates outcalling schedules in numerical
order, starting with schedule zero up to schedule nine.
· The Auto Attendant tries to notify you of a call starting at schedule
zero. If there is no value set for schedule zero, Perfect Voice Office
assumes that there are no notification schedules active.
· If you wish to use a beeper for notification, the number for the beeper
MUST be set up in schedule zero.
· There is a special character used in the notification section that does
not appear on the touch tone telephone. This is the pause (,) which is
used to add a small time delay when dialing. The touch tone
equivalent is *2.
When using a beeper for notification, it is usually necessary to add a few
pauses after the telephone number to allow time for the paging company's
greeting to play before sending your mailbox number. The touch tone
entry for a pager at phone number 1-864-555-1212 with 3 pauses and then
mailbox number 0100 would be: 1 8 6 4 5 5 5 1 2 1 2 * 2 * 2 * 2 0 1 0 0 #
16

Mailbox Options: Call Transfer

e
Call Transfer Options
Transfer options designate how the system operates when handling
your calls. The following submenu is available:
q
Change Call Blocking*
Change your Call Blocking setting. If Call Blocking is enabled,
callers who select your extension go straight to your mailbox
without ringing your extension.
w

Change Call Screening*
Change your Call Screening setting. If Call Screening is
enabled, callers who select your extension hear "Please speak
your name at the tone so I may say who is calling." You hear
"You have a call from (Caller's Name)...."
e

Change Pre-Paging*
Change your Pre-Paging setting. If Pre-Paging is enabled, the
call is announced over the office intercom before it is transferred
to your extension.
r
Change Post-Paging
Change your Post-Paging setting. If Post-Paging is enabled, you
are paged after the call is transferred to your extension. If your User
Guides
extension is busy or you do not answer it, the caller is forwarded
to your mailbox. In your personal greeting, you must offer the
caller the pre-defined option to page over the telephone
intercom system. For example: "To page me, press 4.". This is ?
the only way that a caller is informed of the paging feature. The
system does not have a pre-recorded prompt.
t
Change Call Queuing*
Change your Call Queuing setting. If enabled, Call Queuing
places incoming calls in a queue if your extension is busy.
Callers are informed of their position in the queue and are given
opportunities to either continue to hold or leave a voice
message. Callers hear "That extension is still busy...your call is
being processed next...to try another extension, press one; to
remain on hold, press two; to leave a message, press five; or
press star to exit". NOTE: This feature is only available on
phone systems that provide a busy tone.
y
Change Call Forwarding
Change your Call Forwarding setting. If enabled, you are
prompted to enter the extension number or person to transfer
calls to.
*
Return to the Previous Menu
p
Return to the Automated Attendant
*This feature only works if the auto attendant is transferring calls.
17

Mailbox Options Menu

r
Change Auto Forwarding
This option allows you to change message forwarding.
t
Distribution List Maintenance
This option allows you to create and maintain up to 99 distribution
lists. The following submenu is available:
q
Add a New List
Create a new distribution list.
· You are prompted to enter the number of the list you wish
to create. Valid list numbers are from 1 to 99.
· You are prompted to record the name of the list at the tone.
· Press 1 to accept the name or 2 to re-record the list name.
· Press 1 to add members to the list or 2 to continue. If you
press 1, you may add mailbox extensions to the distribution
list. You may continually enter mailbox numbers by
leaving a short pause between entries.
· Press # when you are finished.
w

Listen to an Existing List
This option plays back the names you have recorded for your User
distribution lists.
Guides
e

Change an Existing List
After selecting this option, you are prompted to enter the
number of the list you wish to modify. You are asked to ?
confirm your selection and are then placed in the following
menu:
q

Add Members to your List
This option allows you to add members to the list.

w
Listen to List Members
This option plays back the list members in numerical order
of their extensions.
e

Change List Name
This option prompts you to record a new name for this
distribution list.
r

Delete Members from your List
This option allows you to delete members from the list.
*

Return to the Previous Menu
p

Return to the Automated Attendant

18

Mailbox Options Menu

Distribution List Maintenance(continued)
r

Delete an Existing List
You are prompted to enter the number of the distribution list
you wish to delete.

o
Change Password
This option allows you to change your mailbox password.
*
Return to the Previous Menu
p
Return to the Automated Attendant



What is a Personal Distribution List?
User
A distribution list is a group (or list) of Users to whom
Guides
you commonly send or forward messages. Each list has
its own number and name. If you send a message to a
distribution list, each member of the list receives a copy
?
of the message.
19

Changing Your Password

Access your mailbox

Press r for Mailbox Options



Press o
for Password Options
To enter a new password, press q


Listen to password, press w


Remove password protection, press e


Return to previous menu, press *


Press w
to Enter a New Password

Enter Your New Password and Press
User
#
when you are finished
Guides

(Your new password may be up to 15
numbers in length and CANNOT begin
?
with a zero. A zero entry removes the
password protection from your mailbox.)

Re-enter Your New Password for
Confirmation and Press #
.
20

Fax Mail (Optional)
Fax Mail gives you the ability to receive and store fax messages in your
voice mailbox, with many of the message-handling capabilities of a voice
message (the message waiting lamp will light for a new fax message, etc.)
Faxes may be saved or deleted. You may reply to or forward faxes to
other Users of the system (with or without voice comments). When you
play a fax message, the system will announce "This message is a fax" and
play a special set of instructions. You may choose to send a fax to the
default fax machine or specify another fax machine.
Fax Mail offers you several benefits:
· Speedy, accurate delivery. Faxes are sent directly to your voice
mailbox, not a fax machine tray. There is no chance for missed
pages, etc.
· Privacy. Fax messages cannot be accessed by anyone but the
recipient; they are just as private as voice mail messages.
· Flexibility. You may forward fax messages to other Users of the
voice mail system. You may even attach a voice prefix to explain
the content of the fax before it is reviewed. If away from the
office, you may redirect the fax message to a fax machine.

User
Guides
How do Callers Send Fax Messages to Me?
?
The way that callers may send fax messages to you depends on the
configuration of your telephone system and voice mail system. Contact
your System Administrator for details.


21

Message Menu ­ Fax Messages
When you press 1 to listen to new messages or 2 to listen to saved messages
from the Main Menu, you are placed in the Message Menu. When you
receive a fax message, you will hear "This message is a fax". The
following menu is available for fax messages.
1
Save This Fax
Save the current fax message.
w
Print at a Fax Machine
Replay the current message.
q
Send Fax to Your Default Fax Machine
This option sends the fax to your default fax number.
w

Select Another Fax Machine
This option prompts you to enter the number of the fax machine
you wish to send this fax to.
e

Send this Fax to a Network Printer
This option prints the fax on the default network printer.
Contact your System Administrator to see if this is available.
r

Save as a Fax-on Demand Document
User
Guides
This option is only available if your mailbox is set up as the
default fax mailbox. You are probably not set up as the default
fax mailbox. Contact your System Administrator if you have
any questions
?
e
Hear Time and Date Stamp
This option plays the time and date of the fax message.
r
Erase Fax
Erase the current fax. You may recover an erased fax from the Main
Menu before midnight of the day you erase it.
t
Forward Fax
Forward a copy of the fax to another User (or list of Users) with or
without a prefix.
y
Reply to Fax
This option allows you to reply to the fax if another Perfect Voice
Office User sent the message.
#
Skip to Next Message
Skip this fax message and play the next message.
*
Return to the Previous Menu
p
Return to the Automated Attendant
22

Desktop Interface (Optional)
The Desktop PC interface of Perfect Voice Office simplifies the way you
handle your messages. From your desktop PC (which must be connected
to the LAN), you have access to your voice messages as well as
information about each call and contact. You may implement the Desktop
PC interface with only a telephone. However, to take full advantage of it,
your PC should be equipped with a multimedia sound device such as a
sound card, speakers, and a microphone. These devices allow you to
listen and record messages faster and easier than with only a telephone.

NOTE: For details on how to use the desktop interface, refer to the
desktop Help file that is included with the software. You may access
the Help file from the top-line menu of the Main Menu or by pressing
F1.


User
Guides
?
23

Logging In to the Desktop Interface
To start the Desktop interface, you must first "log in". To log in:
1. Select the Perfect Voice Office icon. The screen below appears.
2. Enter your mailbox number.
3. Enter your password. The
initial, default password is
1111. (Your Desktop
password is the same as your
mailbox password.)
4. Click OK. The Main Menu
appears.

Using the Help File
To access the Help file, select Help from the Main Menu or press F1.
The Desktop Voice Mail system screens shown in the Help file contain
embedded links. Point to an area of the screen with the mouse cursor.
When the cursor becomes a "pointing finger" click to go to the
User
Guides
information that pertains to that part of the screen. If the section you are
interested in is not "linked" scroll below the graphic to find further data.
?
Tips for using Help:
· Links with a solid underline are "jumps" that will bring you to a
new window.
· Links with a broken underline are "popup" links that will open a
sub-window from the main Help window.
· A scroll bar at the right edge of a window indicates that more
information may be resident in that window. Scroll down to see the
remainder of the window contents.
· After reading a popup window, click once within the popup
window to cancel the popup and return to the main window.




PVOUG
24

Document Outline