Service Alerts

SmartVoice Voice Mail

Using the SmartVoice Voice Mail Desktop Software

Overview

The SmartVoice desktop client application is a graphic interface that enables you log in to your mailbox on your Windows or Macintosh computer and perform any of the following tasks:

  • Listen to, reply to, and forward your voice mail messages from your computer
  • Fast-forward and rewind within a call*
  • Customize SmartVoice to your personal preferences*
  • Create multiple greetings and schedule them*
  • Forward voice mail to your e-mail address

* These are tasks you cannot do from the telephone interface.

Getting Started: Downloading and Configuring SmartVoice Desktop Software

To get started using the SmartVoice Desktop application, follow these steps.

  1. Go the BevoWare site and follow the instructions to download the SmartVoice Client (in the Utilities section). NOTE: You must be authorized to install new software on your computer.
  2. Open the FirstClass application on your computer.
  3. Click the Login button, then enter your UT EID and password. If you have a departmental (non-EID) SmartVoice mailbox, select the Non-EID User tab, then enter the login name and password provided by your department*.

*Non-EID passwords should be changed from the default. To do so, go to the Collaborate menu and select Change Password.

Listening to Messages

The image below shows how different messages display in the SmartVoice desktop mailbox. This demonstrates a "Called, No message" notification, an external (non-SmartVoice user) message, and a text message. Unread messages have red flags beside them.

To listen to a voice message:

  1. Select the Mailbox icon to open your mailbox.
  2. Double-click a message to listen to it. New messages begin to play automatically.

Note: For privacy, you may wish to use headphones to listen to your messages.

Replying to Messages

This procedure creates an e-mail message as a reply to a voice message.

To reply to a voice message:

  1. Open the message to which you want to reply.
  2. Click the Reply button in the toolbar. If the original sender is not a SmartVoice user, you must type their e-mail address in the To field.
  3. Enter your reply in the body of the reply message.
  4. Click Send.

Note: If you wish to include the original voice message with your text reply, you must forward the message instead of replying.

Creating New Messages

This procedure lets you create a message in the desktop application that is sent to SmartVoice recipients. If you select a standard message, it is sent as a text message. The system speaks the text if the recipient logs in by telephone.

To create a new message:

  1. Select the Message menu, then New Message (for a standard message) or New Message Special (to create a special message).
  2. Address the message. You can type a partial name, then press Tab or Return if the recipient is known to the server. You can also drag recipient names from other messages or documents.
  3. Enter the message in the body of the form.
  4. If you want to include an attachment to your message, select the File menu, then Attach.
  5. Select the Message menu, then Send.

Forwarding Messages

To forward a message of any type to another SmartVoice user:

  1. Click the Forward button in the toolbar.
  2. Address the message.
  3. Make any changes you want to the message body.
  4. Click Send.

Creating Scheduled Voice Greetings

You can schedule different voice greetings that play according to conditions you define. You can have a greeting for calls from a particular number, calls on a particular day of the week, or even the time of the day, etc.

Scheduling multiple greetings is a two step process: first, you must schedule the greetings using either the SmartVoice desktop application or the Web application; second, you must record your voice greetings using a phone.

Step 1: Scheduling the Greeting

First, you need to schedule the greeting using either the SmartVoice desktop application or the Web application. To schedule a greeting:

  1. Open the voice greeting preferences:
    • Using the SmartVoice desktop application: from the File menu, select New, then New Voice Greeting.
    • Using the Web application: select the Voice Greetings folder, then select New Voice Greeting.
  2. Enter a meaningful name for the greeting in the Name field. When you record your greeting on the phone later, you will identify the greeting by this name.
  3. Make sure Greeting type is set to External.
  4. Define the conditions under which the greeting should play:

To play greetings based on the number dialed by the caller:

  1. In the Status field, select Enabled.
  2. Select the General tab.
  3. In the Numbers dialed field, enter the number that the caller dialed, including the area code. If you enter multiple phone numbers, separate them with commas.
  4. Set additional greeting options.

To play greetings based on the caller's phone number:

  1. In the Status field, select Enabled.
  2. Select the General tab.
  3. Enter the caller number(s) in the Caller numbers field, including the area code. If you enter multiple phone numbers, separate them with commas.   You can specify wild cards in this field with the star key.  For example, to customize a greeting for calls from all UT numbers, enter: 471*,475*,495*,232*.
  4. Set additional greeting options.

To play greetings on a schedule:

  1. In the Status field, select Enable.

    Note:     For vacation and other short term greetings, choose Override instead of Enable. This allows the greeting to play during a time when another greeting would normally play.
    2.  
  2. Select the Scheduling tab.
  3. Verify the Time zone field is set correctly:
    • During Standard Time, set the time zone to "(GMT-6:00) Central Time (US & Canada)."
    • During Daylight Saving Time, set the time zone to "(GMT-5:00) Indiana (East).
  4. Enter the start date and time for the greeting in the Starts at field, then enter the end date and time for the greeting in the Ends at field. Alternatively, you can select the duration you want the greeting to play in the Duration field.
  5. Choose an interval from the Repeat interval option if you want this greeting schedule to repeat at regular intervals. You may also wish to choose an end date from the calendar under the Repeat until option.
  6. Set additional greeting options.

To set additional greeting options:

Under the General tab:

  • Addressing Options: Set the To field to have all messages from callers who hear this greeting automatically forwarded to the address you enter in this field. This can be the name of a person who is in the FirstClass Directory, or any valid e-mail address. You will not get a copy of forwarded messages in your Mailbox. Set the Cc field to have all messages from callers who hear this greeting automatically copied to the address you enter in this field. This can be the name of a person who is in the FirstClass Directory, or any valid e-mail address. You will get a copy of cc'd messages in your mailbox.

Under the Call handling tab:

  • Normal handling: Select this option (default) to have the greeting play and allow the caller to leave a message.
  • Mark messages urgent: Select this option to give voice mail messages a priority of urgent. This is useful if your paging preferences are set to only forward urgent messages. Messages marked urgent will play before other messages.
  • Transfer to system number: WARNING: Do not use this option. There is no general system number to which callers can be transferred.
  • Transfer to custom number: Select this option to transfer callers to a 5-digit campus extension or an external 10-digit number. Callers will be transferred automatically and will not have the option of leaving a voice message. You do not have to have a voice greeting recorded to use this feature.
  • Disconnect after greeting:  Select this option if you do not want to allow callers who receive this greeting to leave a message. The greeting will play and the caller will be disconnected.

    Important: If you select this option callers will be unable to transfer out of your mailbox regardless of the setting in the caller transfer option below.
    •  
  • Caller transfer: Make sure both check boxes on the left are selected. In the Key drop-down menus, choose one or two keys the caller can press to be transferred, then enter the phone number associated with each key in the Transferred to number text box

    Note:     Use the last five digits of the number for on-campus transfers, and ten-digit numbers (include area code; no punctuation) for off-campus transfers.  No long distance numbers are allowed.

Step 2: Recording a Scheduled Greeting

After you have scheduled a greeting, you need to record it using the phone. To record a greeting, refer to the section Recording Voice Greetings.

Reading Attachments

To read a file that someone has sent you as an attachment in SmartVoice:

  1. Select the attachment in the message envelope.
  2. Select the File menu, then Save Attachment.
  3. Select the location on your computer where you want the file to be saved. Note: You can also drag the attached file to the desired location on your desktop.
  4. Open the saved attachment in the appropriate program.

Sending Attachments

You can attach files, such as Word documents, to messages you send from the SmartVoice desktop application. However, attached files can only be viewed using the Web or desktop application - recipients will not be able to hear the attachment if they check the message from a phone, and they will not be notified that an attachment is included.

To send an attachment:

  1. Create a new message.
  2. Click the Attach button.
  3. Select the file you want to attach, then click Choose.
  4. Click Close when the file transfer is complete, and send the message.

Adding Contact Information

To add a contact information to SmartVoice, you add a "Personal Address" as follows:

  1. Double-click Address Book in the main SmartVoice window.
  2. Click the New Address button.
  3. Enter the appropriate information for your contact, then click OK.

Viewing Message History

You can view the history of a message, including when it was created, sent, read, replied to, or forwarded. To see the history of a sent message:

  1. Click the message in the mailbox to select it.
  2. Click the History button, or select the Message menu, then History.