The instructions that follow are for the Intuity Audix system, which was installed at Loyola in November 1996. Step-by-step instructions are provided for the features below.

Logging in to Your Intuity Audix Mailbox
Dial the Audix access number, 8-6040 or 5-6858
Enter your 5-digit extension number followed by the #. If you are calling from your own phone, you can simply press the # key.
Enter your password followed by the #.

The Main Activity Menu

When you log in to the voice mail system, you initially reach the activity menu. If you are not sure whether you are at the activity menu, press *R. The menu has six principal keypad activities that you can access by pressing one of the following keys:

1--Record and Send
2--Get and Respond
3--Create Greetings
4--Outgoing/Filed Messages
5--Personal Mailbox Options
7--Scan

When you select one of these six main options, you will move to different menu levels and find that the keys change meaning.

Using the System's Voice Prompts and Help Feature

After you log in successfully, you can rely solely on the voice prompts to figure out what you need to do. If, however, you know exactly what you need to press to reach the feature you are looking for, you need not wait for the voice prompts to finish before pressing the desired keys.

If you need help at any time, press *H
To return to the activity menu, press *R

Changing Your Password
Log in to your mailbox.
From the activity menu, press 5 then 4.
Enter your new password. This must be between 7 and 16 digits.
Press #.
Re-enter your new password.
Press #.

Recording Your Name

Record your name to replace the default system greeting for your mailbox.
Log in to your mailbox.
From the activity menu, press 5 then 5 again.
At the tone, say your name.
Press 1.
To play back your name, press 2 then 3.
To rerecord your name, press 1, say your name, then press 1 again.
Press # to approve.

Creating Your Personal Greeting

Personal greetings are the recordings that incoming callers hear when they reach your voice mail. You can have several individual greetings that you activate manually; for example, you may want to use one greeting during working days but switch to a different message for calls received after regular business hours. In addition, you can have multiple personal greetings that are active at the same time but play in different situations; for example, you may want one greeting to play when an internal caller reaches your voice while another greeting plays for external callers.To record one or more greetings:
to your mailbox.
From the activity menu, press 3.
Press 1 to create, change, or delete a greeting.
Press the number under which this greeting will be stored. If you plan to have several basic greetings and switch between them at different times, you may wish to make a note of the number you use to label each greeting. You can also .
Press 1 to record the actual greeting.
At the tone, speak your greeting.
To stop recording or pause before you are finished, press 1.
To continue recording the greeting in progress, press 1.
To play back the greeting you just recorded, press 2 then 3.
To delete the greeting in progress, press *D (continue with step 4 to begin recording again).
To approve the recording, press #.
To leave the recorded greeting inactive, press #.
To activate the greeting for all calls, press 1.
To record another separate greeting, begin again with step 2. Be sure that you enter a different greeting number than you have already used or you will record over your existing greetings.

Creating and Using Multiple Personal Greetings

You can create several greetings and assign each to specific types of incoming calls. For example, you may want one message to play when a caller is dialing from within Loyola and a different message to play when a caller is dialing from off campus. Or you may wish to have one greeting play when you do not answer because you are not in your office and a different message play when you don't answer because you are on another call. A third option would be to have a different message play if a caller reaches your voice mail during business hours from the message that plays if a caller reaches your voice mail outside of normal business hours. (The system administer has defined business hours as being between 8:30 am and 5:00 pm, seven days a week.)

You can choose to differntiate messages based on one of the following four models:

Distinguish between internal and external calls.
Distinguish between busy and no answer calls.
Distinguish between prime-time internal, prime-time external, and out-of-hours calls.
Distinguish between prime-time busy, prime-time no answer, and out-of-hours calls.

Note that it is not possible to distinguish your calls for all possible factors; for example, you cannot differentiate for internal and external calls AND busy and no-answer calls.Defining Call Types the First Time
to your mailbox.
Press 3 then 4 from the activity menu.
Press one of the following:

1 to differentiate between internal and external calls, or
2 to differentiate between busy and no answer calls.

Press one of the following:

3 to differentiate out-of-hours calls, or
4 to make no distinction between prime time and out-of-hours calls.

Once you have defined the call types you would like to use, you will need to and, once that is complete, assign the different greetings to the appropriate type of incoming call.Changing Call Type Definition

Log in to your mailbox.
Press 3 then 4 from the activity menu.
Press any of the following:

1 to differentiate internal/external calls, or
2 to differentiate busy/no-answer calls, or
3 to differentiate out-of-hours calls, or
4 to turn off the out-of-hours differentiation, or
5 to revert back to using a single greeting for all calls.
To approve the change, press #.

Once you have redefined the call types you would like to use, you will need to and, once that is complete, .

Assigning Greetings to Call Types
to your mailbox.
Press 3 from the activity menu.
Listen to the summary of active greetings.
Press 3 to activate a greeting.
Enter a number (0 to 9) to indicate which greeting you want to assign to a call type.
Press one of the following:

1 to use the greeting for all call types, or
2 to use the greeting for internal (or busy) calls, or
3 to use the greeting for external (or no answer) calls, or
4 to use the greeting for out-of-hours calls, or
5 to use a single greeting for all calls.
Press # to approve.
Press *R to return to the activity menu

Note that if you want to distinguish only between prime-time and out-of-hours calls, you must assign the same greeting to the two prime-time call types: interal/external or busy/no answer.Scanning All Greetings

If you don't recall what greetings you have already recorded or how you have numbered them, you can scan all greetings.
to your mailbox.
Press 3 then 2 from the activity menu.
Listen to first greeting status statement.
Press any combination of the following:

0 to listen to a greeting.
1 to rerecord a greeting.
*D to delete ad skip to the next greeting.
2 to return to the previous greeting.
# to save and skip to the next greeting.
Press *# to quit scanning.

Listening to Your Messages
to your mailbox.
From the activity menu, press 2. You will hear the header for the first message.

To listen to the message, press 0.
To delete the message, press *D.
To undelete the message, press **U.
To play back the header, press 2 then 3.
To save the message and skip to the next, press #.
To hold the message in the current category and skip to the next message, press **H.
To skip to the next message category, press *#.

Responding to a Message

You can respond to a message during or after listening to the header or message.
Press 1

Then choose one of the following options:

To call the sender, press 0.
To reply to the sender through voice mail, press 1.
To forward the message with a comment at the beginning, press 2.
To forward the message with a comment at the end, press 3.
To record and address a new message, press 5.

If you have selected an option that involves further recording or addressing:
Record and address the message.
To approve, press #.
To enter a delivery option, see .
To send, press #.

Recording and Sending Messages from Your Mailbox

While in voice mail, you can record messages and send them to other voice mailboxes.
to your mailbox.
Press 1 from the activity menu.
Record the message.
Press 1 to end recording. (At this point you may press 1 again to continue recording where you left off, press 2 then 3 to play back the message, or press *D to delete the message and begin again.)
Press # to approve the message.
Enter the recipient's five-digit extension then press #. If you wish to send the message to additional mailboxes, repeat this step until you have entered all desired extensions.
If you wish to send the message to a , press *L to access the list, then enter the extension of the list's owner and press #. (If you are the list's owner and are calling from your extension, you need only press #.)
Press # to approve addresses.
To hear additional , press 0. (If not, skip to step 10.)

Press 1 to make the message private. (Press 1 again to undo.)
Press 2 to make the message priority. (Press 2 again to undo.)
Press 3 to schedule delivery. (Press 3 again to undo.) You will then need to enter the delivery time (e.g., 405 = 4:05) and then press A for AM delivery or P for PM delivery followed by #. Then, you will need to enter a month and day for the message to be delivered (e.g., 502 = May 2) followed by #. Last, you will need to press # to approve or *3 to start over.
Press 4 to file a copy. (Press 4 again to undo.)


Press # to send.

Accessing Outgoing or Filed Messages

You can check the status of messages you have sent to other people to see if they have received and listened to them. You can also modify or resend messages you have filed.Accessing Outgoing Messages
to your mailbox.
Press 4 from the activity menu.

The system will list the headers for all outgoing messages in the following order:
Undeliverable--This often occurs when the recipient's mailbox is full.
Filed--These are copies of outgoing messages you have saved to resend and/or modify.
Undelivered--These are messages not yet sent because they are scheduled for future delivery. You can listen to, re-address, and rerecord these messages prior to delivery.
Delivered--These have been delivered but not yet listened to.
Accessed--These have been delivered and listened to.

While the system is listing the filed messages, you can press any of the following choices to perform the desired action:

Press 0 to listen to the message.
Press 1 to modify or resend modified messages. You can then press # to resend the message as is, or you can press 1 to rerecord the message. When done, press 1 to end the recording, press # to approve, then press # to send.
Press 2 then 3 to play back the message header.
Press *D to delete the message and skip to the next message.
Press 2 then 2 to return to the previous message.
Press # to save and skip to the next message.
Press # then # to skip to the next message category.

Note: For delivered or accessed messages, you can listen to the headers only. You cannot change or resend these messages. After you reivew an accessed message header, the system deletes the header automatically.

Working with Mailing Lists

Mailing lists are collections of extensions. Once you create a mailing list, you can use it to send or forward a message to multiple recipients.To create a mailing list:
to your mailbox.
Press 5 then 1 then 1 from the activity menu.
Enter the ID you will use for the list. This can be up to 6 letters or digits.
Press #.
Press 1 to make the list private, or 2 to make the list public.
Add someone to the list by entering the five-digit extension followed by #. To include an existing list in the new mailing list, press *L.
Repeat step 6 until the list is complete.
Press # to approve. Scanning List Summaries
to your mailbox.
Press 5 then 1 then 2 from the activity menu.
Listen to the list summary.
Press any of the following:

# to skip to the next list.
*D to delete the entire list.
0 to review or modify the members of the list.Reviewing and Modifying a List
to your mailbox.
Press 5 then 1 then 3 from the activity menu.
Enter the list owner's extension and then press #. (If you own the list and are calling from your own extension, simply press #.)
Enter the list ID and press #.
Listen to the first name, and then press any of the following:

# to skip to the next name.
*D to delete the name.
2 to repeat the name.
2 then 2 to return to the previous name.
*1 to review from the beginning.
1 to add entries or change the public/private status. To change status, press Y or N. To add entries, type the extension and press #; listen to the name; repeat for additional extensions.
*# to stop reviewing or modifying.
Press # when you are done reviewing the list. To delete an extension from a mailing list:

Review the list until you reach the desired extension, and press *D to delete, or
If you are still creating the list, enter the extension a second time and press *D.

Using Directory Assistance

If you know the name of a person, you can use the names directory to find that person's extension. If you know the extension, you can use the names directory to find the name of the person with that extension.
Press **N from anywhere in the system.
Do one of the following:

To hear the extension number associated with a name, enter the name (last name first with no spaces between the first and last name), then press #.

To hear the name associated with an extension, press *A, enter the extension, then press #.

Having Audix Call You When You Have a Message

This feature, referred to as "outcalling," enables you to set up your voice mail to contact you when someone leaves a message in your mailbox. You can set up outcalling to call you at another number or to page you, and you can have it contact you for all types of messages or for priority messages only.
Log in to your mailbox.
From the activity menu, press 6. You will hear the number at which Audix will call you as it is set up now. Unless you have already changed it, this will be set to the number that Telecommunications programmed when your mailbox was created, typically your extension number.
Press 1 to enter the phone number at which you want Audix to call you. If it is an internal number, enter only the five-digit extension. If you want Audix to call you at a number outside Loyola, enter the number exactly as you would need to dial it when making a regular call (i.e., be sure to include the 9 as well as the 1 and area code if needed). The outcalling number can have up to 29 digits; use the * to insert a pause of 1.5 seconds if necessary.
Press #.
Follow the prompts to choose whether you want to be called for all calls or only for priority calls, and to designate the time you want Audix to call you. (Note that Telecommunications does not restrict the time periods during which you can be called; there are no "administrator restrictions" as mentioned in the prompts.)