Using Personal Assistant to Make Calls, Forward Calls, and Access Voice Mail

Cisco Personal Assistant can understand your spoken instructions to help you make outbound calls, set up conference calls, forward your incoming calls, and browse your voice mail.

You can start using Personal Assistant through your phone right away. Refer to these sections for more instructions and tables of valid commands:

Accessing Personal Assistant over Your Phone

To access Personal Assistant over your telephone, dial the extension provided by your system administrator. You can save this number in your telephone's memory for quick access to Personal Assistant in the future.

The first time you call, Personal Assistant prompts you to record your spoken name. Personal Assistant uses this recording of your name to greet you and to announce your identity to other callers.

If you call from an unrecognized phone, or if you try to access or change personal information, Personal Assistant asks you to log in. For information about logging in, see the "Logging in When You Call Personal Assistant" section.

Using Personal Assistant Main Menu Options

To access the main menu options shown in Table 2-1, simply call Personal Assistant. Personal Assistant greets you and asks what you want to do. Use any of the spoken commands listed in the table.

If the speech recognition software is not installed or is unavailable, you can only use the keypad to communicate with Personal Assistant.

Table 2-1 Personal Assistant Main Menu Options

Spoken Command	What It Does	Where To Find More Details	Touch- Tone
"Voice mail" or "Check messages"	Opens the voice mail menu.	See the "Getting Started with Voice Mail Browsing" section for brief sample dialogs. See the "Browsing Your Voice Mail with Personal Assistant" section for complete instructions and commands.	Press 1 or 1#
"Conference"	Prompts Personal Assistant to set up a conference according to your directions.	See the "Getting Started with Dialing and Conferencing" section for brief sample dialogs. See the "Using Personal Assistant to Set Up Conferences" section for complete instructions and commands.
"Call...."	Dials by: name number destination nickname Also directs a call to a pager.	See the "Getting Started with Dialing and Conferencing" section for brief sample dialogs. See the "Using Speech-enabled Directory Dialing" section for instructions and commands. See the "Using Introductory Phrases with Dialing and Conferencing Commands" section for a list of valid phrases besides "Call..."	Enter the extension or number you want to reach.
"Spell by name"	Tells Personal Assistant that you want to spell the name of the party on your touch-tone key pad.	See the "Using Speech-enabled Directory Dialing" section for instructions and commands.	Press 2 or 2#
"Follow me"	Tells Personal Assistant to forward all your calls to a different phone.	See the "Using a Follow Me Rule to Temporarily Change the Destination for All Calls" section for brief sample dialogs. See "Using Follow Me" section for complete instructions and commands.	Press 6 or 6#
"Rule-sets"	Tells Personal Assistant to activate or de-activate the call forwarding rules you specify.	See the "Activating Rule-Sets by Voice Commands" section for brief sample dialogs. See the "Activating a Rule-Set" section for complete instructions and commands.	Press 7 or 7#
"Log in"	Log in as a different user	See the "Logging in When You Call Personal Assistant" section for complete instructions.	Press 5 or 5#
"Department" or "Location"	Tells Personal Assistant that you want to dial a number from a specified department or location configured by your system administrator	See "Directory Dialing Commands" for more information.	Press 3 or 3# for location Press 4 or 4# for department

Logging in When You Call Personal Assistant

Personal Assistant protects your privacy by asking for your PIN whenever you try to access personal information like browsing your voice mail. Personal Assistant also asks you for your PIN when you try to change your call forwarding configuration over the phone by activating your rule-sets or changing your Follow Me rule.

When you dial in to Personal Assistant from a phone that it does not recognize as yours or call Personal Assistant from a personal destination with authentication turned on, Personal Assistant confirms your identity by asking for your PIN.

The PIN that you need to give Personal Assistant is the same PIN that you have established with your Cisco CallManager system. If you are unsure about what your Cisco CallManager PIN is, contact your system administrator.

The steps for logging in to Personal Assistant vary depending on the phone from which you are calling.

Table 2-2 describes each sequence of steps you take to log in to Personal Assistant from your desk phone, your colleague's phone, or your home phone (or other personal phone), or any other phone.

Table 2-2 Logging in for Voice Mail or Call Forwarding

Where You Are Calling From	How You Log in	More Information
Your desk phone A home phone or other phone configured as a personal destination, with authentication turned off	1. Call Personal Assistant. Personal Assistant greets you and asks what you want to do. 2. Say your main menu choice ("Voice Mail", "Rule-sets", or "Follow me"). Personal Assistant asks for your PIN.	Personal Assistant does not ask for your PIN when you dial or make conference calls from these locations. For information about destinations, see "Setting Up Destinations for Incoming Calls". For information about authentication, see the "Turning Personal Assistant Off and On" section.
Your colleague's phone	1. Call Personal Assistant. Personal Assistant says your colleague's name, greets you, and asks what you want to do. 2. Say "Log in." Personal Assistant asks for your extension or your first and last name. 3. Enter or say your extension or your first and last name. Personal Assistant plays your recorded name and asks for your PIN.
A home phone or other phone configured as a personal destination, with authentication turned on	1. Call Personal Assistant. Personal Assistant plays your recorded name and asks for your PIN.	For information about destinations, see "Setting Up Destinations for Incoming Calls". For information about authentication, see the "Turning Personal Assistant Off and On" section.
A home phone or other phone not configured as a personal destination	1. Call Personal Assistant. Personal Assistant asks for your extension or your first and last name. 2. Enter or say your extension or your first and last name. Personal Assistant plays your recorded name and asks for your PIN. 3. Enter or say your PIN. Personal Assistant greets you and asks what you want to do.	For information about destinations, see "Setting Up Destinations for Incoming Calls".

Tips

If you are trying to access your voice mail and Personal Assistant is unable to validate your PIN, you will be transferred to your Unity voice mail system. When this happens, you will be prompted for the numeric password that you have established with your Cisco Unity voice mail system.
If you are calling Personal Assistant from a phone outside of your workplace, make sure to dial the full Personal Assistant access number, including the area code if needed.
To speed things up while you are entering your extension or PIN, press # to tell Personal Assistant that you have finished providing information. If you don't press #, Personal Assistant waits a moment after your last response before continuing.
You can enter your extension number (if required) and your PIN using the touch-tone key pad on your phone. Or you can say your extension and PIN numbers aloud. For example, say "1-2-3-4."
Say "Cancel" during the login process to exit the system and return to the Personal Assistant main menu.
Say "Help" to hear your current options.

Using Speech-enabled Directory Dialing

Speech-enabled directory dialing allows you to place a call through Personal Assistant by saying a person's name or phone number aloud. If you say, "Harriet Smith," or "Call Harriet Smith," for example, Personal Assistant uses speech-enabled dialing to obtain the telephone number of Harriet Smith from the corporate directory or from your personal address book.

You can set Personal Assistant to search only your address book for speech-enabled calls. For information about this option, see the "Setting the Name Dialing Preference" section.

The following steps describe how to place a call with Personal Assistant and the "dial-by" commands you can use.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks what you want to do.

Step 2 Tell Personal Assistant to place a call for you by saying any valid dialing commands.

For common dialing commands, see Table 2-3.
For optional introductory phrases, see Table 2-5.

If Personal Assistant clearly understands your spoken command, it confirms that it is dialing the person you want to call. For example, Personal Assistant says, "Calling George Knightly from the corporate directory." Or "Calling Harriet Smith from the personal address book."

Step 3 At this point you can allow the call to connect or you can say "Cancel" to halt the last action without losing your connection to Personal Assistant.

If Personal Assistant does not understand your dialing command, it asks you to provide more information or to confirm the command. Personal Assistant also gives you helpful suggestions when you get stuck.

If you and your Personal Assistant are not communicating after several attempts, Personal Assistant might say, "Let's start over" and cycle back to the beginning of the process. Or, if Personal Assistant continues to have problems understanding you, it might connect you to the system operator.

Table 2-3 Directory Dialing Commands

What You Want Personal Assistant to Do	What You Say	What Your Spoken Command Sounds Like	Touch- Tone
Dial by name	Say the person's first and last name. Note You can preface a name with "Call." See Table 2-5 for more phrasing options.	"George Knightly" "Call Frank Churchill" "Dial Harriet Smith" "Get me Philip Elton"
Dial by name and department or location	Say "Department" or "Location". Then Personal Assistant prompts you for the name of the person's department or location, and then the person's name. Note Personal Assistant searches for the person's number from a subgroup of your corporate directory. A department or location is generally much smaller than the entire corporate directory. This helps Personal Assistant to match the name you say with the person you are trying to call. Your system administrator sets up your departments or locations. If you say "help" after saying "Department" or "Location", Personal Assistant gives you a list of departments or locations to choose from.	"Department", then "Marketing", then "George Knightly" "Location", then "San Francisco", then "Frank Churchill"
Dial by name and destination	Say the person's first and last name followed by the destination name or type. Note If you do not specify a destination, Personal Assistant sends the call to the party's work phone.	"George Knightly on his mobile phone" "Frank Churchill at home" "Harriet Smith on her pager"
Dial by number	Say the extension or number. Note You can preface a number with "Call." See Table 2-5 for more phrasing options.	"555 1234" "Call 555 1234" "Extension 3456" "Dial 555 345 6789"	Enter the extension or number you want to reach.
Dial with spell-by-name	Say "spell-by-name." Personal Assistant then prompts you to spell the name of the person you are calling on your touch-tone key pad.	"Spell by name"	Press 2 or 2#
Dial by nickname	Say the nickname for the person. You can also specify a destination. Note For help with nicknames, see the "Copying a Corporate Directory Entry Into Your Personal Address Book" section.	"Call Boss" "Get me Phil on his mobile phone" "Dial courier" "Business office"
Send a page	Say the person's first and last name and specify pager. Note See the "Using Personal Assistant to Send and Receive Email-Based Paging Messages" section for more details about email-based paging.	"Page George Knightly" "Harriet Smith on her pager"
Pause or hold			Press Hold on your telephone
Resume			Press Hold or Resume on your telephone
Interrupt the current task	"Cancel"
Exit voice mail	"Good bye"

Tips

If Personal Assistant finds more than one match for a party you requested, it asks you to choose one based on either the extension number or available voice recordings. For example, "To select Jane Fairfax, press or say one; to select extension 4484, press or say two." If you need Personal Assistant to repeat these options, say "help."
Say "Help" at any point to get instructions from your Personal Assistant.
Say "Cancel" at any point during the dialog to interrupt a task.

Using Personal Assistant to Send and Receive Email-Based Paging Messages

The following sections describe how to use Personal Assistant to send and receive email-based paging messages:

Sending an Email-Based Page

You can tell Personal Assistant to send an email-based page to anyone who has an email-based paging address in the corporate directory. For example, if you want to page your colleague, Anne Weston, call Personal Assistant and say, "Page Anne Weston." If Anne has an email-based paging address, Personal Assistant dispatches an email message to Anne with the date and time of your page, your name, and your contact number.

If your paging attempt is successful, Personal Assistant responds by saying, "Page sent." If the party you want to page does not have an email-based paging address, or if your paging attempt is otherwise unsuccessful, Personal Assistant says, "I do not have that number" or "I was unable to send that page."

Note You cannot send an email-based page to parties in your personal address book using Personal Assistant.

Receiving an Email-Based Page

If you have a corporate email-based paging address, your colleagues can send you email-based paging messages through Personal Assistant. Email-paging messages contain the time and date of the page and the name and contact number of the person who dispatched the page.

If you have a personal email-based paging address external to your company, you can establish this address as a "destination" to which Personal Assistant can forward your incoming calls. Establish personal destinations and set up call forwarding rules by using the Cisco Personal Assistant user web interface. For more information about the user web interface, see the "Getting Started with Call Forwarding Rules" section.

Note Personal Assistant supports only email-based paging systems. You cannot send or receive numeric-based pages through Personal Assistant.

Tips

An email-based paging address cannot be assigned to a rule as a solitary destination; it must reside in a destination group that contains at least one phone number. For more information, see the "Creating Destination Groups" section.
If you create a destination group that contains a personal pager, Personal Assistant dispatches an email-based page to you at the same time that it calls the first phone number in the sequence of destinations.

Using Personal Assistant to Set Up Conferences

Personal Assistant can help you set up calls with more than one party. The following section describes how to use spoken commands to set up conference calls.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks what you want to do.

Step 2 Say "Conference" or "Conference George Knightly". You can also say, "Conference 555-2345" to include a party who is not listed in the corporate directory. Or, you can start a conference using a caller group you have created, "Conference Staff."

If you have already specified a name (or number), Personal Assistant confirms the name of the first participant. If you have not specified a name, Personal Assistant says, "Say the name of the person you want to conference in."

Step 3 Say the name of the party that you want to add to the conference list. For example, say "George Knightly."

Personal Assistant says, "Adding George Knightly to the conference list from the corporate directory. Would you like to add more people to the conference?"

Step 4 Say "yes" or "no." If yes, repeat Step 3.

If you say "no," Personal Assistant says, "Please wait while I set up the conference."

If Personal Assistant reached the person successfully and the person accepted the conference invitation, Personal Assistant says, "Successfully conferenced in George Knightly," for example. If Personal Assistant could not reach the person or the person declined the conference invitation, Personal Assistant says, "I'm sorry, I was unable to conference in George Knightly."

Personal Assistant asks you to wait while inviting those on your list. The parties you invited can accept or reject the invitation by pressing 1 or 2 on their telephone key pads.

Once a conference is successfully established, Personal Assistant says, "Conferencing done." At this point, the conference participants can speak directly to one another.

If all conference invitees decline or are unreachable, Personal Assistant says, "I'm sorry, I was unable to set up the conference."

Step 5 When you and other parties are ready to end the conference call, simply hang up. To use speech-enabled dialing or to set up another conference, redial Personal Assistant.

Table 2-4 shows a summary of conference options and commands:

Table 2-4 Conference Commands

What You Want Personal Assistant to Do	What You Say	What Your Spoken Command Sounds Like
Set up a conference	Tell Personal Assistant to set up a conference.	"Conference"
Set up a conference with a specific person	Say the first and last name of the person you want to add to the conference.	"Conference George Knightly" "Harriet Smith"
Set up a conference using a caller group	Say the name of the caller group you want to set up a conference with.	"Conference Staff" "Staff"
Add specific conference participants	Say the first and last name of the person you want to add to the conference.	"Add George Knightly" "Harriet Smith"

Tips

To cancel the addition of one person to the conference, say "Cancel" while Personal Assistant requests confirmation from the invited party. To cancel the entire conferencing attempt, say "Cancel" after Personal Assistant says, "Please wait while I set up the conference."
Say "Help" at any point to get instructions from your Personal Assistant.

Using Introductory Phrases with Dialing and Conferencing Commands

To place a call, simply state the person's first and last name, state the name of a caller group, or state a phone number, and Personal Assistant understands that you want to place a call. Using introductory phrases, such as "Call" and "Dial," with dialing commands is optional. For example, "Jane Fairfax" and "Call Jane Fairfax" are synonymous commands to Personal Assistant.

If you want to use introductory phrases, however, you have a wide array to choose from. See Table 2-5 for introductory phrases that Personal Assistant recognizes.

Table 2-5 Optional Phrasing for Dialing and Conferencing Commands

Introductory Phrase	Examples
Call	"Call Jane Fairfax."
Get me	"Get me Jane Fairfax."
Give me	"Give me Jane Fairfax on her pager."
Dial	"Dial George Knightly."
Connect me to/with	"Connect me with George Knightly."
Let me have	"Let me have George Knightly on his mobile phone."
I would like to dial	"I would like to dial Harriet Smith."
I want to place a call to	"I want to place a call to Harriet Smith."
I want to ring	"I want to ring Harriet Smith at work."
Transfer me to	"Transfer me to Frank Churchill."
Find me	"Find me Frank Churchill."
Could you call	"Could you call Frank Churchill?
Extension	"Extension 1-2-3-4."
Conference	"Conference Staff"

Using Personal Assistant to Set Up Call Forwarding

Personal Assistant understands complicated instructions about where and when to forward your incoming calls. You can tell Personal Assistant to send any calls you receive from your top-priority clients to your mobile phone and all other calls to your voice mail while you are out of town. You create and store these instructions as rule-sets by using the Personal Assistant user web interface. After you create a rule-set, you can tell Personal Assistant to activate it either by using spoken commands over the phone or by using the Personal Assistant user web interface. For detailed information about creating rules and rule-sets, see the following sections:

You can activate a rule-set by days of the week or within a range of calendar dates. For example, you can tell your Personal Assistant to apply your "London Trip" rule-set for one week. Once the trip is over, you can activate your "Work Week" rule-set as your default rule-set.

Personal Assistant allows more than one rule-set to be active at any given time. When more than one rule-set is active, a rule-set activated over a range of days takes precedence over one made active by days of the week. When the range of days is over, the rule-set activated on regular week days is restored.

See the following sections for information about activating rule-sets by voice commands and using the Follow Me rule:

Activating Rule-Sets By Days of the Week

Use this procedure to apply a rule-set to one or more days of the week. For example, daily, every Tuesday, every weekday, every weekend, and so on.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks what you want to do.

Step 2 Say "Rule-sets."

Personal Assistant asks you to enter your PIN.

Step 3 Enter your PIN.

Personal Assistant says, "Please say activate or de-activate to schedule your rule-sets."

Step 4 Say "Activate."

Personal Assistant says, "Please say the name of the rule-set you want to activate."

Step 5 Say "Work Remote".

Personal Assistant says, "Work Remote. Is this correct?"

Step 6 Say "Yes."

Personal Assistant says, "Please say the duration for which you would like the rule-set to be active."

Step 7 Say "Tuesday."

Personal Assistant says, "Every Tuesday. Is this correct?"

Step 8 Say "Yes."

Personal Assistant says, "Activating rule-set. Going back to main menu."

Activating Rule-Sets By Specific Dates

Use this procedure to apply a rule-set during a range of calendar dates, starting from today. For example, for five days, for two weeks, until cancelled, and so on.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks what you want to do.

Step 2 Say "Rule-sets."

Personal Assistant asks you to enter your PIN.

Step 3 Enter your PIN.

Personal Assistant says, "Please say activate or de-activate to schedule your rule-sets."

Step 4 Say "Activate."

Personal Assistant says, "Please say the name of the rule-set you want to activate."

Step 5 Say "Vacation".

Personal Assistant says, "Vacation. Is this correct?"

Step 6 Say "Yes."

Personal Assistant says, "Please say the duration for which you would like the rule-set to be active."

Note When activating a rule-set using voice commands, you must say a number of days, weeks, or months. Personal Assistant assumes that the starting date is today.

Step 7 Say "Seven days."

Personal Assistant says, "Seven days. Is this correct?"

Step 8 Say "Yes."

Personal Assistant says, "Activating rule-set. Personal Assistant main menu."

Setting Up Follow Me

You can tell Personal Assistant to forward all your incoming calls to a desired destination for a specified duration with a feature called "Follow Me". When you call Personal Assistant and use the Follow Me commands, Personal Assistant automatically creates and activates a Follow Me rule-set for you. Using voice commands, you can change or remove your Follow Me rule-set at any time. For more information about the Follow Me rule, see the "Using Follow Me" section.

Use this procedure to create and activate your Follow Me rule-set for one day. In this procedure, you are calling from a phone that you configured as a personal destination and have the authentication feature turned off.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks you what you want to do.

Step 2 Say "Follow me."

Personal Assistant says, "Please enter your PIN."

Step 3 Say your PIN or enter it using the key pad.

Personal Assistant says, "5-8-2-6-1-4-3. Is this correct?"

Step 4 Say "Yes."

Personal Assistant says, "Setting Follow Me for one day. Is this correct?"

Step 5 Say "Yes."

Personal Assistant says, "Setting Follow Me. Going back to the Personal Assistant main menu."

Table 2-6 shows options for setting up Follow Me.

Table 2-6 Setting Up Your Follow Me Rule

What You Want Personal Assistant to Do	What You Say	What Your Spoken Command Sounds Like
Forward all calls to the location you are calling from for one day	Just say "Follow me."	"Follow me"
Forward all calls to the location you are calling from for a specified time	Say the number of days, weeks, or months.	"Follow me for ten days" "Follow me for two weeks" "Follow me until cancelled"
Forward all calls to another location for one day	Say the location	"Follow me at home phone" "Follow me at mobile phone"

Tips

If you do not specify a destination, Personal Assistant forwards all calls to the phone from which you are calling. If you do not specify a duration, Personal Assistant forwards all your calls to the new destination for one day.
If you want to forward all calls to a desired location for a specified time, say for example, "Follow me at home phone". When Personal Assistant prompts you to confirm your Follow Me for one day, say "no". Personal Assistant will then prompt you to specify the duration.

Cancelling Your Follow Me Rule

Use this procedure to cancel your Follow Me rule.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant greets you and asks you what you want to do.

Step 2 Say "Follow me."

Personal Assistant says, "Please enter your PIN."

Step 3 Say your PIN or enter it using the key pad.

Personal Assistant says, "A Follow Me Rule is already set. Say Follow Me to replace it or say remove to de-activate the existing one."

Step 4 Say "Remove."

Personal Assistant says, "Are you sure you want to de-activate your existing Follow Me Rule?"

Step 5 Say "Yes."

Personal Assistant says, "De-activating Follow Me. Personal Assistant main menu."

Browsing Your Voice Mail with Personal Assistant

Personal Assistant's voice-recognition feature lets you use spoken commands over the phone to navigate through your Cisco Unity voice mail system. In addition to spoken commands, Personal Assistant understands commands that you give through your touch-tone key pad. For a comprehensive list of commands that Personal Assistant recognizes, see the following tables:

Table 2-1—Main Menu Options
Table 2-3—Directory Dialing Commands
Table 2-4—Conference Commands
Table 2-5—Optional Phrasing for Dialing and Conferencing Commands
Table 2-7—Voice Mail Main Menu Options
Table 2-8—Task and Command Options
Table 2-9—Outbound Message Options

You can begin using Personal Assistant to access your Cisco Unity voice mail immediately. Simply call Personal Assistant from any phone and say "Voice mail" or "Check messages" to get started. For more details, see the "How to Get to the Voice Mail Main Menu" section.

Note Use of the voice mail feature through Personal Assistant assumes that your system administrator has already set up Personal Assistant to access your Cisco Unity voice mail system.

The following sections describe how to access and use your voice mail through Personal Assistant:

How to Get to the Voice Mail Main Menu

The following section describes how to get to your voice mail main menu.

Note When you access your voice mail system, Personal Assistant asks for your PIN. Exactly when Personal Assistant asks for your PIN depends on the phone from which you are logging in. For information about logging in, see the "Logging in When You Call Personal Assistant" section.

Procedure

Step 1 Call Personal Assistant.

Personal Assistant says, "Welcome to Personal Assistant. What would you like to do?"

Step 2 Say "Voice mail" or "Check messages."

If you are calling from your desk phone, Personal Assistant asks for your PIN.

Step 3 You can enter your PIN using the touch-tone key pad on your phone. Or you can say your PIN aloud. For example, say "1-2-3-4."

Note The voice mail PIN that you need to give Personal Assistant is the same numeric PIN that you have established with your Cisco CallManager system. If you are unsure of your PIN, contact your system administrator.

Personal Assistant tells you the number of new and saved messages in your mailbox, and whether any of those messages are marked "urgent." For example, "You have one new and three old messages. One message marked urgent."

You have completed the login process and are now in the voice mail main menu. For a list of your main menu options, see the "Navigating the Voice Mail Main Menu" section.

Tips

If you are trying to access your voice mail and Personal Assistant is unable to validate your PIN, you will be transferred to your Unity voice mail system. When this happens, you will be prompted for the numeric password that you have established with your Cisco Unity voice mail system.
To speed things up while you are entering your extension or PIN, press # to tell Personal Assistant that you have finished providing information. If you don't press #, Personal Assistant waits a moment after your last response before continuing.
Say "Cancel" during the login process to exit the voice mail system and return to the Personal Assistant main menu.
Say "Help" to hear your current options.

Navigating the Voice Mail Main Menu

After you log in to your voice mail "mail box" through Personal Assistant, you are placed in the voice mail main menu. Table 2-7 describes your options from the main menu:

Table 2-7 Voice Mail Main Menu

What You Want Personal Assistant to Do	Spoken Commands	Touch- Tone Commands	Notes on this Option
List message headers	"List messages" "Review messages"	Press 1	Use this option to hear header information for your messages. For example, "Message 1, received today at 10:45 a.m. from an outside caller, 25 seconds."
Hear recorded messages	"Read messages" "Play messages" "Listen to messages"	Press 2
Find a message by name, extension, or nickname	"Read messages from Frank Churchill" (by name) "Play messages from 9-8-7-6" (by extension) "List messages from Boss" (by nickname)		Anywhere you can use a specific name or extension in a command, you can use a nickname that you have created to identify a user, such as "Boss." For instructions about creating nicknames, see the "Copying a Corporate Directory Entry Into Your Personal Address Book" section.
Send a message	"Send message to John Smith" "Compose message"	Press 3	Use this option to record and send a voice mail message. You can send a message to a group of recipients that you set up as a caller group. For information about caller groups, see "Setting Up Caller Groups to Apply Rules to Multiple Callers".
Tally your messages	"Count messages" "Count" "How many messages do I have?" "How many messages?" "Message summary" "Summarize messages"		Use the count commands to find out how many new, old, and urgent messages you have in your mail box. Use the message summary commands to find out how many new and old messages you have from each caller.
Pause or hold			Press Hold on your telephone
Resume			Press Hold or Resume on your telephone
Exit voice mail	"Cancel" "Good bye"		Use this command to exit voice mail and return to the Personal Assistant main menu.

Tips

Say "Cancel" at any point to interrupt an action and return to the previous menu.
Say "Help" at any point to get information about your current options.
Personal Assistant presents your voice mail messages to you in the following order: new urgent, new, old.
Personal Assistant updates your message tally to reflect any new messages that you received while you were listening to your existing messages.

Using Read and List Modes

There are two ways to listen to your voice mail messages from the main menu:

read mode
list mode

In read mode, Personal Assistant plays your recorded messages.

In list mode, Personal Assistant gives you a brief summary of each of your messages, including who left the message, on what date, the length of the recording, and whether the message is old, new or urgent. This summary information is also called "envelope" or "header" information.

Personal Assistant switches into read or list mode based on your spoken instructions. You can switch between these two modes as often as you want while navigating through your voice mail.

See the following sections for more information:

Using Read Mode

In read mode, Personal Assistant simply plays back the message that a caller has recorded for you.

From the main menu, say any of the following keywords, in combination with other recognized voice mail commands, to trigger read mode:

"Read"
"Play"
"Listen to"

For example, "Read messages" or "Play messages from George Knightly."

From read mode you can:

Hear another voice mail message by saying "next."
Switch to list mode by saying "List message."

Using List mode

Use list mode to browse your messages quickly. In list mode, Personal Assistant provides detailed summary information for a message without playing the message itself. For example, "Message 1, received Tuesday at 9:15 a.m. from Anne Weston, 35 seconds." Using list mode, you can decide which messages you want to hear and which you want to skip.

Note Personal Assistant can identify the person who left the message by name or extension if the caller is listed in the corporate directory. Otherwise, Personal Assistant identifies the caller as "an outside caller."

From the main menu, say any of the following keywords, in combination with other recognized voice mail commands, to trigger list mode:

"List"
"Review"
"Find"

For example, "List messages," "Review messages from George Knightly," or "Review messages from 1-2-3-4."

From list mode you can:

Hear another message header by saying "next."
Switch to read mode by saying, "Read message."

Using Spoken Commands While Listening to Messages

You have numerous command and task options while listening to your messages. Task options include skipping messages, replaying messages, responding to the sender of a message, deleting a message, and so on. Command options include touch-tone commands and spoken commands, with several phrasing options for each task. Table 2-8 lists task and command options.

Table 2-8 Task and Command Options You Can Use While Listening to Messages

What You Want Personal Assistant to Do

Spoken Commands

Touch-Tone Commands

Notes on this Option

List or read the first message

"Read first message"
"List first message"

List or read the next message

"Skip"
"List next message"
"Read next message"

Press #

List or read the last message

"Read last message"
"List last message"
"Skip to last message"

List or read the previous message

"Go back"
"List previous message"
"Read previous message"

Press 9

List or read a specific message by number

"Read first message"
"List second message"
"Go to message number three"

Replay a message or message header

"Replay message"
"Repeat message"

Press 4

Delete a message

"Delete message"
"Erase message"

Press 7

Personal Assistant confirms your instruction, then says, "deleting message." Say "cancel" within two seconds to stop the deletion.

Delete all messages

"Delete all messages"

Personal Assistant always asks you to verify. If you use this command after a "read" command for a specific caller, "delete all" applies to messages from only that caller.

Caution Once you delete your messages they cannot be restored.

Call the sender of a message

"Call back"
"Call him back"
"Call her back"
"Call this person back"

Press 5

The call back feature works only with parties listed in the corporate directory.

Reply to the sender of a message

"Reply"
"Reply by voice mail"
"Reply to this message"

Press 8

You cannot use the reply feature with messages left by callers external to the corporate directory.

Forward the message to another extension

"Forward"
"Forward message"
"Forward to 5-6-7-8"
"Forward this message to George Knightly"
"Forward this message to Staff"

Press 6

Personal Assistant asks you to identify the recipient of the forwarded message and whether you want to include an introduction to the message.

You can forward a message to a group of recipients that you set up as a caller group. For information about caller groups, see "Setting Up Caller Groups to Apply Rules to Multiple Callers".

Send a message

"Send message"
"Send message to Philip Elton" (by name)
"Compose message to "2-3-4-5" (by extension)
"Send message to Phil" (by nickname)
"Send message to Staff" (to a caller group)

Press 3

For complete instructions, see the "How to Send Voice Mail Messages" section.

You can send a message to a group of recipients that you set up as a caller group. For information about caller groups, see "Setting Up Caller Groups to Apply Rules to Multiple Callers".

Pause or hold

Press Hold on your telephone

Resume

Press Hold or Resume on your telephone

Interrupt the last task; exit the current menu

"Cancel"
"Quit"

Saying "Cancel" during a task interrupts that task. Otherwise, say "Cancel" to exit the current menu and return to the main menu.

Exit voice mail

"Good bye"
"So long"

Once you exit voice mail, you return to the Personal Assistant main menu.

Tips

You can use nicknames in place of a full name or extension number. To establish nicknames for people, see the "Copying a Corporate Directory Entry Into Your Personal Address Book" section.
Say "Help" during any point in the process, and Personal Assistant lists your options.
Say "Cancel" to interrupt a task or return to the previous menu.

How to Send Voice Mail Messages

The following procedure tells you how to record and send voice mail messages.

Step 1 Call Personal Assistant and log in to voice mail.

Personal Assistant tells you the number of new and old messages in your mailbox.

Step 2 Say "Send message."

Personal Assistant prompts you to say the first and last name, or extension, of the person to whom you want to send the message.

Step 3 Say the name or extension of the message recipient.

Note You can say the name of a caller group that you configured with the Personal Assistant user web interface to send the message to a group of recipients. For information about caller groups, see "Setting Up Caller Groups to Apply Rules to Multiple Callers".

Personal Assistant might repeat the information and ask, "Is this correct?" Then Personal Assistant prompts you to record your message.

Step 4 Speak after the beep and press # when you are done.

After you record your message, Personal Assistant lists your options, as described in Table 2-9.

Table 2-9 Outbound Message Options

What You Want Personal Assistant to Do	Spoken Commands	Touch-Tone Command
Send the message	"Send" "Send message" "Send it" "One"	Press 1
Listen to your recording	"Review" "Review message" "Review it" "Two"	Press 2
Erase and re-record	"Re-record" "Re-record message" "Re-record it" "Three"	Press 3
Mark this message as urgent and send it	"Send urgent" "Send urgent message" "Four"	Press 4
Cancel this message	"Cancel"	Press 0

Step 5 If you are satisfied with your recording, say "Send." See Table 2-9 for wording options.

Personal Assistant says, "Sending message." You can say "cancel" immediately to stop the message from being sent.

After each of your instructions, Personal Assistant confirms your request, confirms the completion of the task, or asks for more information. If you get stuck, Personal Assistant gives you helpful suggestions. Once a task is completed, Personal Assistant asks, "What do you want to do next?"

Tips

Say "Help" at any point in the process, and Personal Assistant lists your options.
Say "Cancel" to interrupt a task or return to the previous menu.
You can use nicknames in place of a full name or extension number. To establish nicknames for people, see the "Copying a Corporate Directory Entry Into Your Personal Address Book" section.

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