This page maintained by: Janelle Genest
Last modified: April 16, 2008
NTS Coordinators and Tech Admins | Audix Training
To download Message Manager click here. This will take you to the help desk web site. Click on the Avaya Message Manager link to download the program.
Once you have downloaded message manager click on the Avaya50.exe file. This will open an automatic extractor and then automatically run setup.exe. Once the program is installed you will need to setup Message Manager in order to check your voicemail. To do this, open the program. You will see the following screen.
Click login and you will see the following screen.
Hold your mouse over an area to see it's description.
When a new message is sent to your voicemail box you will see a red message light on your phone and, if the program is open, Message Manager will also alert you.
To listen to your messages with Message Manager click on the message description given in the larger window and click play 
. The system will call your extension. Pick up and you will hear your message.
Once you have heard your messages you can either leave the messages in the New folder or drag and drop them into any other folder. You can also reply by clicking 
. This will allow you to send another message to the recipients voicemail. You can forward the message by clicking 
, or you can call back by clicking 
.
Audix will only save messages for 10 days. After this time period they are automatically deleted. If you have some messages you wish to keep you must save them in your personal folders which are located on your hard drive. When you first open Message Manager, you will not have any personal folders available. To create a new personal folder go to FILE, NEW and select PERSONAL FOLDER. The following screen will display.
You will first need to select where you want to save your messages. It is recommended to leave your messages in the default directory to make finding them easier later on. Click OK. This will take you back to the main screen where you can rename your new personal folder.
To delete a message drag it from the main window in to the wastebasket.
To completely erase the message click 
in the upper right hand corner of the screen.
To recover a message from the wastebasket, click on the wastebasket folder and drag and drop the message into a folder.
This feature is useful when you wish to send a message straight to a voicemail, or if you wish to send a message to a large number of people without having to call each one personally.
To create a message click 
in the upper left hand corner of the screen. This will bring up the following screen.
Hold the mouse over an icon to see its description
If you are sending the message to someone on campus you only need to enter their 5-digit extension. If you are sending the message off campus, you need to enter the full number.
To record a message click 
. This will bring up the following screen:
When this screen opens Audix may automatically call your extension or you may have to click 
. The system will call you and say "Call from (Ext# or name)" you will then hear a beep at which point you can begin recording your message. To stop the recording, hang up or press
.
When you are done recording your message click OK. You can then choose to send it immediately or set a delivery time by clicking SCHEDULE DELIVERY. When you are done click SEND to send your message.
Audix allows you to have up to 9 personal greetings. These greetings can be assigned to answer different types of calls. For example, you can have one greeting for calls the come after hours (after 5 and before 8), one for when you are on the phone with another call, one for internal vs. external calls, etc. It is also helpful to have a special message for the days you are sick or on vacation that you can set for all call types. You should be aware, however, that personal greetings do use mailbox storage space.
To manage your personal greetings click 
. This will open the following window:
To record a message click 
. Audix will call your extension and say "Call from (ext# or name)", you can begin recording after the beep, hang up to stop recording. To hear your message played back to you click . Audix will call you and play your greeting back to you.
To record over an old message, drag the previous message to the wastebasket in the lower left hand corner of the window. You can then record a new message according to the instructions above.
To set a greeting response type make a selection from the pull down menu marked Personal Greeting Response Types at the upper left corner of the window.
By selecting a choice from the Personal Greeting Response Types menu at the top of the screen you can change the descriptions to the right of it. The Description column indicates which greeting numbers are set for each type of call (you can see this by holding your the mouse over different options in the Personal Greeting Response Types menu in the above picture). To change the greeting type, enter the number of the greeting you wish to use in the Number column in the upper right corner of the window.
While it is rather complicated to actually record your greeting using Audix directly it is sometime necessary to change your greeting from home (on a sick day for example). To do this, dial the Audix line (503-725-6000), and log in normally (EXt# then #, then enter your password followed by #).
Outcalling Notification can be used when you are home for the day or if your job demands that you are constantly away from your desk. The system can be set up to call your cell phone, pager or home phone when you receive a new message.
To activate outcalling Notification click 
. This will open the following window.
You can select whether you want to be notified for all new messages, or only new priority messages (hold you mouse over the notification status menu to see your options). Once you select your Notification Status you will see the following screen.
Hold your mouse over the Notification times menu to see a description of each option
You can set the Notification Number to any local number you wish. You can not set the outcalling notification to call long-distance numbers. Once the Outcalling Notification is set, Audix will call your cell phone or pager every 5 minutes until you answer.
Note: To set outcalling notification to an off-campus number you need to put a 9 before the off-campus number.
To remove the Outcalling Notification select "No Outcalling Notification" form the Notification Status menu.
Audix allows you to set up a list of multiple addresses (phone numbers) so that you if you need to send a message to a number of people you only to send it once and everyone on the list will receive it.
To create a mailing list click 
. This will open the following screen.
This screen shows your current set of lists (if you have not yet made any lists then it will be blank). To create a new list click . To open or edit an existing list click 
. To print your list information click 
. To delete a list and all its contents click 
. For help click 
.
When you click on New or Open in the above window the following window opens.
This feature allows you to look up the name or phone number of any person who has a phone number here at Portland State University.
To find a name click 
. This will open the following screen.
You can either look up a phone number based on a person's name, or you can perform a reverse lookup and find a person's name based on their extension number.
The only draw back is that you must know the last name of the person to lookup their extension. There is no way to search for a first name.
Message Manager allows you to create, store and search information on phone numbers for colleagues and students.
To access your personal address book click 
. This will open the following window.
Message Manager allows you to customize many of the various different aspects of the program. To access the preferences window go to the Options menu at the top of the screen and select Preferences . . . This will open the following window.
