SmartOffice Tutorial

Recording Greetings

Once you have configured your SmartOffice, you must record greetings for the various Menus and Bulletins you have setup as well as record names for the various extensions (if you intend to use Dial by Name). The following instructions provide you with the steps to record your greetings via the phone and the Web. If you need help with what to say in your greetings, click the Script button associated with each Menu or Bulletin.

Phone Interface

To record a greeting via the phone:
  1. Dial your SmartOffice phone number.
  2. Enter your PIN over the initial ring or the greeting (either the temporary system- generated greeting or a greeting you have previously recorded)
  3. Touch 8 for User Options.
  4. Touch 1 to record Greetings.
  5. Touch 1 to record a Menu Greeting or Touch 2 to record a Bulletin Greeting.
  6. Enter the Menu or Bulletin number.
  7. Follow the instructions to record the greeting.
Repeat these steps for each greeting you wish to record.

Recording Directory Names via the phone
If you have created Extensions within the Directory and intend to use the Dial by Name feature, you must record the name associated with each Extension. For example, if you have assigned Extensions 105 to James Smith, you will record the name "James Smith" to be played back to the caller when utilizing the Dial by Name feature. The following instructions provide you with the steps to record your Directory names via the phone.

To record an Extension name:

Note: If you create an Extension in the Directory and the phone number associated with that extension is another Intermedia number then the owner/user of that number must record their name within THAT number. You will not be able to record their name using the instructions below.

  1. Dial your SmartOffice phone number.
  2. Enter your PIN over the initial ring or the greeting (either the temporary system- generated greeting or a greeting you have previously recorded).
  3. Touch 8 for User Options.
  4. Touch 2 to record Directory Names.
  5. Enter the Extension number you wish to record a name for.
  6. Follow the instruction to record the name
Repeat these steps for each Extension.

Web Interface

To upload Menu or Bulletin greetings from your computer:
  1. Record a Menu or Bulletin greeting using the microphone on your computer. The optimal format is 16-bit, 11,025 Hz, Mono.
  2. Save the file as a .wav or .au file.
  3. Log in to your SmartOffice via the Web at exchange.intermedia.net/ControlPanel/Login?ClientType=Voice
  4. Go to the Menu or Bulletin you wish to upload this greeting for.
  5. Click the browse button in the Upload Greeting section.
  6. Using the window that appears; browse your computer to locate the appropriate file.
  7. Click Open.
  8. Save the Menu or Bulletin by clicking Save at the bottom of the page.
Repeat these steps for each Menu or Bulletin.

Note:

  • The file name must not contain spaces!
  • For the best results on 8-bit mono, the file must be SAVED with a Hz setting of 22,000
  • For the best results on 16-bit mono, the file must be SAVED with a Hz setting of 11,000 or 8,000
Uploading Directory Extension names via the web
Each Extension you create within the Directory may have a recorded name associated with it. You may upload the name for an Extension that you have recorded via your computer.

Note: If you create an Extension in the Directory and the phone number associated with that extension is another Intermedia number then the owner/user of that number must record their name within THAT number. You will not be able to record their name using the instructions below.

To upload Extension names from your computer:

  1. Record your Extension name using the microphone on your computer. The Optimal format is 16-bit, 11,025 Hz, Mono.
  2. Save the file as a .wav or .au file.
  3. Log in to your SmartOffice via the Web at exchange.intermedia.net/ControlPanel/Login?ClientType=Voice
  4. Go to the Extension you wish to upload this greeting for.
  5. Click the browse button in the Upload Name section.
  6. Using the window that appears; browse your computer to locate the appropriate file.
  7. Click Open.
  8. Save the Extension by clicking Save at the bottom of the page.
Repeat for each Extension.

Note:

  • The file name must not contain spaces!
  • For the best results on 8-bit mono, the file must be SAVED with a Hz setting of 22,000
  • For the best results on 16-bit mono, the file must be SAVED with a Hz setting of 11,000 or 8,000
If you have any questions or need help, Customer Service is available at 1-877-880-0055