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FirstClass 7 Unified Communications Quick Reference
for Centigram TUI (Web client version)
Contents
Copyright 2001, 2003 by Open Text Corp.
SOF3023.0B
Open Text Corp.
905-762-6000 or 1-800-763-8272
Web: www.firstclass.com
Notices
You must accept the FirstClass License Agreement before you can use this product. If you do not accept the terms of the License Agreement, do not install the software and return the entire package within 30 days to the place from which you obtained it for a full refund. No refunds will be given for returned products that have missing components.
Information in this document is subject to change without notice. Certain features and products described in this document may not be currently available in all geographic regions. Distribution or reproduction of this document in whole or in part must be in accordance with the terms of the License Agreement.
All rights reserved. FirstClass, Open Text and other trademarks and the associated logos used herein are trademarks of Open Text Corporation and/or its subsidiary used under license. All other trademarks are property of their respective owners.
This edition applies to Version 7.1 of FirstClass and to all subsequent releases and modifications until otherwise indicated in new editions. This document is bound by international copyright law and the FirstClass Software License Agreement and Limited Warranty included with every FirstClass product.
FirstClass Unified Communications
FirstClass Unified Communications integrates all FirstClass modules giving you one unified Mailbox for all messages, be they voice, fax, or text.
FirstClass Unified Communications enables you to access your phone and fax messages along with your email messages from your FirstClass client or from a web browser, just as you have always accessed your email. Phone messages are stored on the FirstClass server in standard .wav format, which is playable on virtually any platform.
FirstClass Unified Communications, with the Centigram TUI emmulation, enables you to access your phone messages from any phone, just as you have always accessed your voice mail.
Using a fax machine to access your FirstClass Mailbox, you can download your new fax messages.
You can also unify all your existing voice mailboxes so all of your voice messages will go to your FirstClass Mailbox, regardless of which of your phones was called.
FirstClass Unified Communications helps you work more efficiently and easily. Your location or technology will no longer determine what types of messages you can access. All your messages are stored on one central Mailbox that can be accessed using any web browser, any phone, or a FirstClass client. Never again will you have to log into your email, check your office phone voicemail, your cell phone voicemail, and your home phone answering machine to find that one important message. Simply log in from wherever you are, using whatever device is handiest and retrieve and manage all your messages.
Voice Greetings
With FirstClass Unified Communications, you can create as many greetings as you like. Create greetings for specific callers, and/or chosen called numbers, and schedule them to play at specific times.
There are four main types of greetings:
Spoken name
You should record a spoken name. It is used for system identification.
External greeting
External greetings will play for callers outside of your organization.
Internal greeting
Internal greetings will play for callers within your organization calling your internal extension number from their internal extensions.
Voice menu
You can create voice menus to manage and redirect inbound calls. This feature requires use of the FirstClass client. For more information, see FirstClass Unified Communications User Guide.
This document describes how to record your spoken name and create one standard greeting. To record multiple customized greetings, see FirstClass Unified Communications User Guide.
Recording your name
1 Log into your Mailbox.
2 Press 8 for User options.
3 Press 6 to access your Name
4 Press 5 to Listen to your name.
5 Press 7 to Record your name.
6 Press 9 to exit.
Recording a greeting
1 Log into your Mailbox.
2 Press 8 for User options.
3 Press 4 to access your Greetings.
4 Press 5 to Listen to your greeting.
5 Press 7 to Record your greeting.
6 Press 9 to exit.
Customizing greetings
Once you have recorded a greeting using the phone, it is enabled and callers will hear your greeting when they call. If you want the greeting to play for all callers all the time, no customization is required.
If you prefer to customize your greetings to be scheduled or to play for certain callers or called numbers, see FirstClass Unified Communications User Guide.
Voice preferences
Changing your passcode
1 Log into your Mailbox.
2 Press 8 for User options.
3 Press 7 to access your Passcode.
4 Enter a new passcode.
5 Reenter your new passcode for confirmation.
6 Enter your old passcode.
Your default preferences
When your FirstClass Unified Communications account is created, your default preferences are preset. The default preferences allow you to:
• recieve a notification in your Mailbox when a caller hangs up without leaving a message
• use your FirstClass client, a web browser, or any phone to retrieve and manage all messages
• receive fax messages in your Mailbox.
To alter your voice preferences, use the FirstClass Preferences form, Voice messaging tab.
Working with messages using a phone
The following section describes the basics of using a phone to listen to and manage voice, text and fax messages with FirstClass Unified Communications.
Logging in
There are three options for logging into your account:
A If you calling from home:
1 Dial your home phone number using your home phone.
2 Enter your passcode.
B If you are not calling from home (option 1):
1 Dial your home phone number.
2 Interrupt your greeting by pressing *.
3 Enter your passcode.
C If you are not calling from home (option 2):
1 Dial the system number.
2 Enter your home phone number (mailbox number) when prompted.
3 Interrupt your greeting by pressing *.
4 Enter your passcode.
Listening to and managing messages
You can access both new and saved messages by phone. The only attachments that can be downloaded are fax messages (see Retrieving fax messages using Faxback).
The following commands can be issued during message playback or at the end of a message.
7 Play message
5 Keep
3 Discard message
2 Answer
Answer only the person who sent the message, not other message recipients.
You can only reply to a FirstClass Unified Communications user who called from an identified FirstClass Unified Communications number.
If you wish to attach the original, give the message instead.
4 Give message
You can give a message to another FirstClass Unified Communications user or anyone you have set up in your address book with a phone number (no spaces or dashes) as the name and a valid email address:
Once you have addressed the list of recipients, you will be prompted to record a message. You can send the message without recording comments.
9 Exit
Creating and sending messages
You can create and send a message by phone to another FirstClass Unified Communications user, or any person you have entered as a numeric name with a corresponding email address in your address book.
1 Log into your Mailbox.
2 Press 6 to make a new message.
3 Address the list of recipients.
4 Press # to record the message, followed by # to end recording.
5 optional commands
Press 7 to Review the message.
Press 3 to Discard the message.
6 Press 9 to send the message and exit.
Retrieving fax messages using Faxback
To retrieve faxes, call into your Mailbox from a fax machine handset.
Press 7 to Retreive the fax immediately. When prompted, press Start on the fax machine and replace the handset. The fax will be printed on the fax machine and your voice messaging session will end.
Press 8 to Tag the fax for end-of-session delivery. Listen to your messages and tag other faxes for end-of-session delivery. When you press 9 to exit, you will be prompted to press Start on the fax machine and replace the handset. The fax will be printed on the fax machine.
Working with messages using a web browser
You can retrieve any message using a web browser. For general information about working with messages, see FirstClass Quick Reference, or our online help.
A Mailbox with a Called, No message notification, a fax message, and a voice message looks like this:
 Voice messages
A voice message will look like this:
 To play the message, click the attachment. Your playback options will depend on the current software configuration of your computer.
Replying to and forwarding voice messages
Reply to and forward a voice message the same as a text message. When replying, if the original sender does not have an associated email address known by FirstClass, you need to change the "To" name.
If you wish to include the original message with the reply, forward the message instead of replying.
Fax messages
To open a fax message, click it. A fax message will look like this:
 To view a fax page click the magnifying glass to the right of the attachment.
To download the fax to save it, click the download icon to the left of the attachment.
Called, No message
If a caller doesn’t leave a message, you will see a notification containing the caller information.
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