Customizing a New Announcement Set

You must identify an announcement set as the administrative announcement set before you can record or rerecord fragments in that set.

Note

You can listen to fragments in a set even if the set is not the administrative announcement set. However, you cannot record new fragments, re-record old fragments, or remove fragments unless the set that contains those fragments is the administrative set.

You can also copy, change, and remove announcements in the active announcement set. However, subscribers and callers hear the changes immediately, before you are able to test the new announcements. As a result, this method is not recommended.

To identify an administrative announcement set:

There are at least two standard fragments you will probably want to change when you customize your messaging software:

• The greeting callers hear when they are routed to a subscriber's mailbox

• The greeting a subscriber hears when calling the messaging software directly

  Note

  You must be administered as a subscriber with announcement control to be able to record fragments. You assign announcement control by using either the Class of Service page or page 2 of the Subscriber screen. See Subscriber Administration for more information about changing subscribers or Class of Service.

To re-record a fragment:

To change a fragment for some announcements but not for others, you need to substitute an existing fragment or create a new fragment for use by the announcements you want to change. You then leave the old fragment intact for use by existing announcements that you do not want changed.

For example, announcement a812 and announcement a834 are the only announcements that use fragment f87, "This call is experiencing difficulties." If you want to change this fragment for announcement a812 but not for announcement a834, you must create a new fragment to associate with announcement a812 instead of fragment f87. You then leave fragment f87 and its association with announcement a834 intact.

Note

You must be administered as a subscriber with announcement control to be able to record fragments. You assign announcement control by using either the Class of Service screen or page 2 of the Subscriber screen. See Subscriber Administration for more information about changing subscribers or Class of Service.

To record a new fragment:

You might want to copy a fragment from one announcement set into another announcement set. For example, perhaps you recorded the fragment "Your call is important" in Announcement Set X and you now want to use that recording again in Announcement Set Y. Instead of re-recording the fragment, you can copy it.

To copy a fragment to an announcement set:

Remove a fragment from an announcement when you no longer need it. Removing unneeded fragments saves disk space and makes your announcement set easier to maintain.

Note

Check Commonly Customized Fragments and Announcements and your log of custom fragments to be sure the fragment you remove is not a necessary part of any announcements. Also, do not remove any fragments from your standard announcement sets.

If you remove a fragment, announcements that contained the fragment can no longer play it, even though the fragment number still appears for the announcement on the Announcement page. The messaging software skips the removed fragment and immediately plays any other fragments that are defined for the announcement.

To remove a fragment:

Copy an announcement to save time when creating new announcements and recording fragments. You can copy an announcement within an announcement set or from one announcement set to another. You can add an announcement by copying an announcement to a new announcement number. An announcement that you copy overwrites any announcement that already exists with the same ID.

To copy an announcement:

An announcement can be modified by eliminating an existing fragment.

You can:

• Remove a fragment from the list of fragments that compose an announcement. For example, to modify the default voice mail greeting to say "For help at any time, press *4.", remove fragment f287 from the list of fragments that compose the announcement.

• Replace a fragment with another fragment. In the above example, you might want to replace the fragment with "Welcome to ACME Company." In this case, you record the fragment (see Recording a New Fragment for the procedure) and then substitute the new fragement for the old one.

You cannot:

• Add an announcement without starting with another announcement. Instead, you must first copy an existing announcement into a new announcement number and then change the text of this copied announcement. Available announcement numbers are from 1000 to 5000.

• Add a fragment to an announcement. For example, if an announcement has four fragments, you cannot add a fifth fragment.

To change announcements: