INFORMATION SYSTEMS SERVICE NETWORKS AND TELECOMMUNICATIONS SECTOR. Voic Service User Guide

Transcription

1 INFORMATION SYSTEMS SERVICE NETWORKS AND TELECOMMUNICATIONS SECTOR Voic Service User Guide ΥΠΣ ΕΔ/58 last revision date: August 6 th, 2013

2 The activation, configuration and use of the voic service can be performed either through the telephone device itself or through a specially designed web interface. Please select the way with which you wish to configure the voic service for your extension and then click on the respective link to proceed with further guidance: Α. Through the telephone device Β. Through the web interface

3 Α. ACTIVATION, CONFIGURATION AND USE OF THE VOIC SERVICE THROUGH THE TELEPHONE DEVICE Activating Your Voice Mailbox The first time you access your voice mail you will be prompted through a voice tutorial to record your name, record your standard greeting, and set your personal password. The default password is You must complete this tutorial to activate your voice mailbox Accessing Your Voice Mailbox FROM YOUR OWN UCY PHONE DEVICE: Press the Messages button or call 4001 and then enter your password when prompted. FROM ANY OTHER UCY PHONE DEVICE : Press the Messages button and then the asterisk (*) key. Enter your voice mail ID (usually the same as your 4 digit extension) and then the password when prompted. FROM ANY OTHER PHONE: Dial and then press the asterisk (*) key. You will then be asked to enter your phone extension, followed by pound (#), and then to enter your pin, followed by pound (#) MAIN MENU From the main menu press: KEY TASK 1 Hear New Message 2 Send a Message 3 Review Old Messages 4 Change Setup Options While listening to the Main Menu, press: KEY TASK 4 1 Change greetings Turn on/off alternate greeting Change message notification Change Phone password Change recorded name During Message Menu, while listening to a message, press: KEY TASK 1 Restart message 2 Save

4 3 Delete 4 Slow playback 5 Change volume 6 Fast playback 7 Rewind message 8 Pause /resume 9 Fast-forward After the Message Menu, and after having listened to a message, press: KEY TASK 1 Replay message 2 Save 3 Delete 42 Reply to all 44 Return the call (internal extension only) 5 Forward message 6 Save as new 7 Rewind 9 Play message properties

5 B. ACTIVATION, CONFIGURATION AND USE OF THE VOIC SERVICE THROUGH THE WEB INTERFACE 1. Sign in to the web interface Access the following URL from a web browser (either Internet Explorer or Mozilla Firefox,) Enter your username (Username) and your password (Password) in the respective fields. The username and password are those you use for accessing your University of Cyprus account. Click the Sign in button to connect to your personal voic account:

6 2.Voic Functionalities 2.1 Messages All the available functions that the user will encounter after a successful login are presented in the below screen and further explained in the next section of this guide: Messages: The Messages tab displays all the inbox voic messages and the available options. Information such as the sender, subject, date received and duration are presented for each saved or new voic message. Settings: Advanced voic settings options (more information are provided in section 2.2 Settings) 2. Inbox: Displays all saved and new voic messages. Deleted: Displays deleted voic messages. Sent: Displays sent voic messages. 3. New Message: This option allows the user to compose and send a new voic message. If you would like to compose the message from the computer, make sure that you have selected Computer from the options at point 6. If you have selected Phone instead of Computer and have entered the telephone number from which you would like to compose the voic message, you will receive a call on the phone device in order to start recording your voic message from the telephone device. Refresh: Refreshes the incoming voic messages list.

7 The screenshot below shows the available options provided to the user when the New Message option is chosen: Enter the recipient s address here Enter the voic message subject here Voic message options (tick to select) Begins the message recording Record: To record the message from your computer or the phone device number you have specified. Upload: To use an already recorder message from your Click on Send to send the voic message or Cancel to cancel the procedure. 4. Play voice messages: By clicking on the Play button next to a voice message you will hear the message on your computer (provided you have selected Computer at point 6). In case you have selected Phone, you will receive a phone call on the phone number you have entered and you will hear the message once you have answered the call. During the playback of a message, the following options are available: Reply, Reply all, Forward, Mark Unread and Delete. Please note that in case you have selected Phone instead of Computer, the options Reply and Reply will not be available. 5. Adjust volume: Use the slider to increase or decrease the volume of the playbacked voice message.

8 6. Phone / Computer: Choose the device (computer of phone) from which you wish to compose, send and playback voice messages. If you choose Phone, you will need to define the four-digit phone number (extension) of the device in the specified field as shown below: 7. <user>: Current logged-in username. Sign Out: To log out from the voic web interface About: Displays general information about the voic web interface. 2.2 Settings Switch to the Settings tab in order to view and configure the available options for your voic account. Below you may find detailed instructions on how to change your pin and how to receive notifications whenever a new voic message has been received Change PIN Choose the Passwords tab and then select Change PIN. You will be asked to enter the New PIN and confirm it by reentering it in the Confirm New Pin field. Click the Save button to save the changes.

9 2.2.2 Receive new voice message notifications in your In order to enable receiving new voice messages notifications in your , click on the Notification Devices tab and then select View Notification Devices. Enable SMPT by clicking the respective tick box to the left and enter the address under the Notifies field. Click the Save button to save the changes.