This document describes the features and usage of the Kinetic Voice Mail and Voice Manager system by Windstream. It serves as a user guide, detailing how to set up, access, and manage voicemail services, as well as how to utilize the web-based Voice Manager for advanced call and message management.
Voice Mail Function Description:
The Voice Mail system allows users to receive, store, and manage voice messages. It provides various methods for notification of new messages, including a rapid dial tone, a flashing light on the phone, pager notifications, or calls to another phone number. Users can access their mailbox from any touch-tone phone by dialing an access number and entering a personal PIN. The system guides users through menus to listen to, save, erase, reply to, or forward messages. It also supports sending new voice messages to other Windstream subscribers.
Key Usage Features (Voice Mail):
- First-Time Setup: Users are guided through changing their temporary PIN, recording a personal name, and choosing a greeting.
- Message Collection: Messages are played in a specific order: urgent, new, then saved. Users can control playback (rewind, pause, fast-forward) using quick keys.
- Message Management: Options include playing messages again, saving, erasing, replying (to other Windstream subscribers), forwarding (to other Windstream subscribers), or marking as new/saved.
- Sending Messages: Users can record and send new voice messages to one or more recipients, including the option to create group lists for frequent contacts.
- Future Delivery: Messages can be scheduled for delivery at a future date and time, up to a year in advance.
- Delivery Options: When sending messages, users can mark them as urgent or private, and request delivery or read reports.
- Greetings Menu: Users can manage different types of greetings (personal, system-generated, system-generated with name/number) that callers hear.
- Mailbox Settings: This menu allows users to create and manage group lists, adjust hands-free and timesaver options, and change security settings (PIN).
- Hands-Free and Timesaver Options: These settings allow users to customize how messages are played back, including autoplay settings for standard and urgent messages, and whether message headers or bodies are played.
- Security Options: Users can change their PIN and activate/deactivate the fast login feature.
- Group and Sub-Mailbox Settings: For group accounts, the primary subscriber can manage group greetings and secondary Sub-Mailboxes, including enabling/disabling them and toggling summary settings for unread messages. Secondary Sub-Mailboxes have their own PINs and can be accessed independently.
- Helpful Hints: A dedicated menu provides guidance on using various features and quick keys.
Kinetic Voice Manager Function Description:
The Kinetic Voice Manager is a web-based portal that provides a graphical user interface for managing voicemail and call services. It offers a dashboard view of messages, contacts, and service settings, allowing for more intuitive management compared to the traditional phone-based interface.
Key Usage Features (Kinetic Voice Manager):
- Logging In: Access is via a web browser using a phone number and password. A setup wizard guides first-time users.
- Home Dashboard: Provides an overview of new/total voicemail messages, a contact list, and a summary of configured call services.
- Messages and Calls Tab: Displays all voicemail messages and system messages in a list. Users can listen to messages directly, read them (transcription may be an option), play them using a Voicemail Player, or manage them via an "Actions" menu (reply, mark as heard, forward as email/voicemail, delete, save). It also tracks missed, dialed, received, rejected, and deleted calls.
- Voicemail Player: Allows playback of selected messages with volume control and navigation between messages.
- Voicemail Reply and Composer Pop-Ups: Facilitates recording replies to voicemails or composing entirely new voicemails, with options to mark as urgent/private and add multiple recipients using auto-complete from the Contacts list.
- Forwarding Voicemails as E-mails: Voicemails can be forwarded as .wav attachments to specified email addresses, with customizable subject lines and message bodies.
- Forwarding Voicemails as Voicemails: Voicemails can be forwarded to other Windstream subscribers, with options to record an introduction and mark as urgent/private.
- Contacts Tab: Manages a personal address book, allowing users to store names, organization names, and multiple telephone numbers (home, office, mobile) and email addresses. It includes search functionality and the ability to import/export contacts in various CSV formats (Outlook, Windows Contact, Native Format).
- Contact Groups: Users can create groups of contacts for sending messages to multiple recipients or for use with call handling rules.
- Phone Status Tab: Provides access to call history and manages calling feature settings, including:
- Call Forwarding: Configures rules for immediately forwarding calls, forwarding on no answer, or forwarding when the phone is unavailable. It also allows forwarding from selected callers and managing forwarding destinations.
- SimRing: Enables calls to simultaneously ring multiple phone numbers.
- Screening: Sets rules for Selective Acceptance (only accept calls from selected callers), Selective Rejection (reject calls from selected callers), Anonymous Rejection (reject all calls from anonymous callers), and Priority Call (distinctive ring for selected callers).
- Your Services Tab: Accesses various call service settings, including:
- Call Settings: General settings like withholding caller ID, providing caller ID/name for incoming calls, call forwarding, and call blocking.
- Messaging Settings: Configures voicemail and unified messaging services, such as auto-forwarding voicemails to email (with options to leave original in inbox or include action links), and how the mailbox is accessed (fast login, playback details).
- Notifications: Sets up email notifications for incoming messages (urgent or all voicemails).
- Security & Support Tab: Allows users to change their Voice Manager password and Voicemail PIN without dialing into the voicemail system. It also provides access to support information and the option to download the "CommPortal Assistant" desktop application.
- CommPortal Assistant: A desktop application that offers instant access to frequently used features and settings, including searching and dialing contacts, and receiving notifications for incoming calls or new messages. It is compatible with Vista, Windows 7, Windows 8, and Windows 10.
Important Technical Specifications / Limitations:
- PIN Length: Voicemail PINs must be at least 6 digits long.
- Recording Length: Recorded names should be less than 10 seconds.
- Future Delivery Limit: There is a limit to the number of messages that can be scheduled for future delivery.
- Group Greeting Limitation: Group greetings can only be changed if there are fewer than nine members in the group account.
- Contact Import Limit: A maximum of 1000 contacts can be included in a single import file.
- Contact Import Format: CSV files must use Windows comma-separated variable format and contain a suitable header line.
- Caller ID Withholding: Withholding caller ID prevents the sender's details from being passed on to the recipient.
- Voicemail Lockout: Entering the wrong PIN seven times in a row will lock the user out of the mailbox for one hour.
- Playback Options: Users cannot turn off both message headers and bodies; if one is turned off, the other is automatically enabled.
Maintenance Features:
- PIN Changes: Users can change their PIN through the phone-based menu or the Kinetic Voice Manager web portal.
- Message Deletion: Messages can be deleted from the mailbox to prevent it from becoming full.
- Group List Management: Group lists can be added, edited, or deleted.
- Contact Management: Contacts can be added, edited, imported, or exported via the web portal.
- Software Updates: The CommPortal Assistant desktop application can be downloaded and updated.
- Support: Windstream provides support and assistance for all Voice Mail needs, accessible via windstream.com.
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