SETTING UP EXECUTIVE ASSISTANT

Executive Assistant guides you through the set-up process when

you access the service for the first time.

Setting Up Your Service

• Dial your Executive Assistant number

• Press * to interrupt the Greeting

• Enter your temporary passcode and press #

• Follow the tutorial to personalize your greeting name

and passcode

The temporary passcode is provided on the welcome letter and

confirmation email. To access the system after the initial set-up,

simply dial your Executive Assistant number, press T to

interrupt the greeting and enter your personalized passcode.

You may change your passcode to any 4-10 digit number at any

time through the Personal Options Menu.

Setting up your Caller Connect Numbers

When a caller chooses the Caller Connect feature, the system

simultaneously dials up to 3 separate phone lines in order to

locate you. To set up your Caller Connect numbers:

• Access your account and listen to your Inbox

Message Summary

• Press 9 3 to access the Caller Connect Menu

Press 1, 2, or 3 to access the setting for a particular Caller

Connect number (1 for your first call-forward number, 2 for

your second call-forward number, etc).

Setting Up Automatic Call Forwarding (Recommended)

Executive Assistant can save you time and money by capturing

voicemail messages from any of your phones when you can’t

answer or when the line is busy. This eliminates the need to

check multiple voicemail services. While it is not required to

use Automatic Call Forwarding with your Executive Assistant

account, it is highly recommended to maximize the benefits of

the service. Here’s how to set it up:

1. Call your current telephone service provider (Refer to

a recent phone bill for your service provider’s

customer service number).

2. Ask the telephone representative to add “call

forwarding busy/no answer” service to your phone

number (home, business, or mobile) and specify to

forward calls after 3 to 4 rings to your Executive

Assistant number.

3. Repeat these instructions for each phone line that

you want to forward to your Executive Assistant (e.g.

home, office and cellular phone).

*This allows calls to be sent to your Executive Assistant if you do not answer the
phone after 4 rings or when the line is busy.

Normally your telephone service provider will charge a nominal

fee for this feature.

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USING EXECUTIVE ASSISTANT

Every time you access your account you hear your Inbox

Message Summary, which includes both the number and types

of messages that are in your account. Additionally, Executive

Assistant service provides several menus and submenus to

retrieve your messages and personalize its features. Message

retrieval is covered in this section (for additional features see

Using Advanced Services, page 6).

Main Menu Options

This menu is available immediately following your Inbox

Message Summary:

• Press 1 for Voice Messages

• Press 2 for Fax Messages

• Press 3 for Email Messages

• Press 4 for Calling Card Services

• Press 5 for Conference Call Menu

• Press 9 for Personal Options

• Press * to exit the system

Managing Your Voice Messages

Executive Assistant allows you to manage your voicemail from

any phone – you can listen to a message, call the sender back,

or forward the message to someone else. The Voice Message

Menu includes:

• Press 1 to hear your first message

• Press 3 to leave a Voice Message

To listen to a Voice Message

• Access your account and listen to your Inbox

Message Summary

• Press 1 1 to hear the first message and enter the

Voice Message Menu

Messages are played by default in order of the time

they are received, unless a message is marked urgent.

Urgent messages are played before all other

messages. Executive Assistant provides you with

information about your message, including message

flags (urgent or confidential), the time/date of the

message, and caller’s name (if recorded).

Additional Voice Message Options

After listening to your message you may select from

the following options before listening to the next

message:

• Press 1 to keep the Voice Message

• Press 2 to delete the Voice Message

• Press 3 to hear the Voice Message again

• Press 4 to call the sender of the Voice Message

(if a call back number was entered)

• Press 5 to hear the Voice Message time stamp

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Managing Your Fax Messages

Executive Assistant gives you the ability to send your fax

messages to any fax machine for print out, no matter where you

are. It allows you to select any individual fax or all fax messages

at one time. The Fax Messages Menu includes:

• Press 1 to print all Fax Messages

• Press 2 to access the individual Fax Messages menu

• Press 3 to modify your default Fax Machine number

To manage an individual Fax Message

• Access your account and listen to your Inbox

Message Summary

• Press 2 2 to enter the individual Fax Message

Menu and listen to the first Fax Message

Messages are played by default in order of the time

they are received, unless a message is marked urgent.

Urgent messages are played before all other messages.

Executive Assistant provides you with information

about your message, including message flags (urgent

or confidential), the time/date of the message, an

attached Voice Message (if recorded) and caller’s

name (if recorded).

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Additional individual Fax Message Options

After listening to your message you may select from

the following options before listening to the next

message:

• Press 1 to keep the Fax Message

• Press 2 to delete the Fax Message

• Press 3 to reply to the Fax Message

• Press 4 to print the Fax Message

• Press 5 to hear the Fax Message time stamp

• Press 8 to forward the Fax Message

If you choose to forward the message, you are

prompted to enter the ten-digit number of the fax

machine that you wish to forward it to.

Executive Assistant repeats the number and

then prompts you either to enter the 10 digit number

of another fax machine or press # to record a Voice

Message attachment for the current fax. If you record

an attachment, press # when you are finished

recording a message.

Printing all Fax Messages Options

• Access your account and listen to your Inbox

Message Summary

• Press 2 1 to enter the print all Fax Messages

Executive Assistant provides you with 3 printing

options:

• Press 1 to print at the current phone line (you

must call from a fax machine)

• Press 2 to print at your default fax machine

number (if previously set up)

• Press 3 to print at another phone line (you will

be prompted for the 10 digit number of the fax

machine) 3

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To modify the Default Fax Number

• Access your account and listen to your Inbox

Message Summary

• Press 9 6 2 to set up your Default Fax Number

Press 1 to save the new Default Fax Number and

return to the Personal Options Menu. If you did not

enter the correct number, press 2 and try again.

Managing Incoming Calls

When someone calls your Executive Assistant number, the caller

hears your personal greeting followed by the Caller Options

Menu that includes:

• Press 1 to call your party (Caller Connect)

• Press 2 to leave a Voice Message

• Press 3 to send a Fax Message

• Press 0 for assistance

*Options in the menu are available only if they are activated

during the set up process. For example, if you have set your
availability options and marked yourself unavailable at the
time of the call, the caller is not offered option 1 "to call your party."

Caller Options Menu

Caller Connect (Option 1)

Executive Assistant service prompts the caller for their

name and begins to simultaneously call up to 3 preprogrammed

Caller Connect numbers to locate you. (You can update these
numbers anytime through your Personal Options Menu).

If you pick up a Caller Connect call, Executive Assistant plays

"[Caller’s Name] is holding for you" and provides you with one

of the following options:

• Press 1 to answer the call

You are connected immediately to the caller. If

you connect to your caller on one phone, such as

your cellular phone, and would like to transfer to

a different phone, such as your office phone, you

can do so without disconnecting the call by using

the Call Hopping feature (see Helpful Tips, page

12).

• Press 2 to send the caller to voicemail

The caller hears "I’m sorry, your party is

unavailable at this time" and is prompted to leave

a message.

• Press 3 to send the caller to another number

This sends the caller to a number you enter at the

time of the call, such as an assistant or a coworker.

The caller hears "I’m sorry, your party is

unavailable at this time. Please hold while your

call is transferred." Executive Assistant then

transfers the call to the number you entered.

• Press 7 to add the caller to a conference call

• Press 0 to send the caller to the operator

This sends the caller to an operator number that

you have set up through your Personal Options

(option must be activated prior to call).

Occasionally, you may be in your Executive Assistant

account accessing other options when Caller Connect

tries to reach you. If so, you will hear a call waiting

tone. To hear the caller preview, press T at least

once or until you hear the caller’s name.

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Leaving a Voice Message (Option 2)

Executive Assistant prompts the caller to enter a call

back number (the number where they can be

reached) prior to recording a message. If a caller

presses # after recording the message, the following

Voice Message options are provided:

• Press 1 to send the message

• Press 2 to re-record the message

• Press 3 to re-play the message

• Press 4 to mark the message urgent (or cancel an

urgent mark)

• Press 5 to mark the message confidential (or

cancel a confidential mark)

• Press 8 to append to the message

• Press * to cancel the message

All messages are delivered even if the caller hangs up

before accessing the Voice Message options.

Leaving a Fax Message (Option 3)

Executive Assistant accepts fax messages by both

standard and alternate fax delivery methods. For a

standard fax delivery method, the caller sends a fax

message from any fax machine directly to your

Executive Assistant number. For the alternate

method, a caller chooses to send a fax indirectly (by

pressing option 3). The caller is prompted to:

• Enter a call back number

• Provide a name and brief message about the fax

(optional)

• Press the SEND button on the fax machine and

hang up the phone receiver

All faxes sent by thjs method contain the caller information

that was provided.

Operator Assistance (Option 0)

Your Office Operator refers to another number you

program in through your Personal Options, such as

the number of your business office operator or your

assistant.

When a caller presses 0 or if you send a

call to the office operator, Executive Assistant

forwards the call to this pre-programmed number.

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USING ADVANCED SERVICES

Executive Assistant provides several menus and submenus to

manage your messages and personalize its features. This

section covers the more advanced features of your service.

Voicemail To Email

Executive Assistant sends all your voice messages to the email

address you provided when you ordered the service. To change

your email address, please contact iOfficeSuite.com Client Services

at 1(877)904-9651.

Each voice message you receive appears in your email inbox as

an email message with a RealAudio® attachment. Simply open

the email and double click on the attachment to hear the

message through your computer’s speakers. By double clicking

on the attachment, the RealPlayer® launches and automatically

begins to play your message. RealPlayer® allows you to replay

the message as well as rewind and advance within the message.

Once you are finished listening to the message, close the

RealPlayer®. You now have the option to save, forward or delete

the message just like any other email.

Replying to Voicemail by Email

Reply to a voicemail that you receive as an email as

you would any other email message by using the reply

button in your email application.

(Note: You CANNOT reply to voicemail messages from

outside_caller@domainname.com).

Fax To Email

When someone sends a fax message to your Executive Assistant

number, the system automatically forwards the message as an

email message with a TIFF attachment to the email address you

provided when you ordered Executive Assistant. To change your

email address, please contact iOfficeSuite.com Client Services at
1(877) 904-9651.

To view the fax, click on the attachment. Once you

have finished viewing your fax, you have the option to save,

forward or delete the message just like any other email.

Email By Phone

Executive Assistant reads any email sent to your virtual email

address. Your virtual email address is 1 + your 10 digit

Executive Assistant number @ orchestrate.net (for example,

18775551212@orchestrate.net).

Also, Executive Assistant reads any email in your current email

account if you automatically forward your email messages to the

virtual email address. The Email Message Menu includes:

• Press 1 to hear your first Email Message

• Press 2 to send all Email Messages to a fax

machine

Listen to an Email Message

• Access your account and listen to your Inbox

Message Summary

• Press 3 1 to hear the first message and enter the

Email Message Menu

Messages are played by default in order of the time

they are received. Executive Assistant provides you

with information about your message, the time/date of

the message, the email address of the sender, the

number of recipients (combining the TO and CC fields

only), the subject of the email message, the number

of attachments (if present), and the first 300 typed

words from the body of the email.

Back To Table Of Contents

Additional Email Message Options

After listening to your message you may select from

the following options before listening to the next

message:

• Press 1 to keep the Email Message

• Press 2 to delete the Email Message

• Press 3 to print the Email Message at a fax

machine

• Press 6 to reply to the Email Message

If you choose to reply to the Email Message, the voice

recording response is delivered as a RealAudio®

attachment to the sender.

Making Calls

Executive Assistant gives you the ability to place local, long distance,

or international calls from any phone (international

calling feature available only if selected during the sign-up

process).

To Place a Call

• Access your account and listen to your Inbox

Message Summary

• Press 4 to enter the Calling Card Menu

• Dial the area code and phone number. For

international calls, dial 0 1 1, country and city

code before entering the number

Additional Call Options

Once the call is either in progress or complete, you

can access the following options by pressing # 3

times:

• Press 1 to place another call

• Press 2 to send a Voice Message to the number

that you just dialed

If you select option 2 above, Executive Assistant

attempts to deliver the voice message within 30

minutes (up to 15 times). Executive Assistant repeats

the number you dialed and lists the following options:

• Press 1 to send the Voice Message to the number

(you will be prompted for additional information)

• Press 2 to change the number

• Press T to return to the previous menu

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Conference Calling

Executive Assistant gives you the ability to conduct conference

calls with up to seven other participants. Participants can be

added to the conference call at any time either by you calling

the participant or by the participant calling your Executive

Assistant number during a conference call.

To make a Conference Call

• Access your account and listen to your Inbox

Message Summary

• Press 5 2 to begin the call and enter the

Conference Call Menu

To add a participant to the Conference Call

• Dial the area code and number of the participant

• Wait until call is connected

• Once call is connected, press ** to place

participant on hold

• Press 2 to add additional participants

Repeat the steps above to add up to 7 participants to

your Conference Call.

To join the Conference Call

• Press ** to place the last participant on hold

• Press 1 to join the Conference Call

To end the Conference Call

• Press ** to place the Conference Call

participants on hold

• Press 3 to cancel the Conference Call

Voice Messaging

Depending on which service plan you selected, your Executive

Assistant may include both network and off-system voice

messaging capabilities. Network voice messaging allows you to

record a message and send it directly into the mailbox of one or

more other Executive Assistant users.

A recipient can respond to your message by pressing a single key.

The feature is like email, but with a real voice. The off-system voice
messaging feature allows you to send a voice message to any

Telephone number.

To Send a Message

• Access your account and listen to your Inbox

Message Summary

• Press 1 3 to record a voice message

Enter the number (or numbers) you are messaging to and

press # to record your message. Press # after you

finish recording your message and select from the

following options:

Press 1 to send your message and return to the

previous menu

Press 2 to re-record your message

Press 3 to replay your message 8

Press 4 to mark your message as urgent

Press 5 to mark your message as confidential

Press 6 to add recipients of the message (additional

numbers)

Press 7 for future delivery

Press 8 to append to your message and continue

recording

Press * to cancel this message

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Future Delivery

By pressing 7 in the Voice Messaging option menu you

can schedule your message to be sent at a later time.

You are prompted to enter the time and date Executive

Assistant should deliver the message. Enter the date

using 2 digits for the month and 2 digits for the day (e.g.

0515 for May 15). Enter the time using military time or

a 24 hour clock (e.g. 2:00 p.m. is 1400 or 12+2)

CHANGING YOUR PERSONAL OPTIONS

Executive Assistant allows you to customize and update your

personal greeting, passcode, availability and default fax number

whenever you want through your Personal Options. The

Personal Options Menu includes:

• Press 1 to update your Name Recording or Personal

Greeting

• Press 2 to change your Availability

• Press 3 to manage your Caller Connect Numbers

• Press 4 to manage Pager Notification Options

• Press 5 to update your Passcode

• Press 6 to manage the Default Fax Number or

Operator number

• Press 7 to manage your Personal Directory

To update your Name

• Access your account and listen to your Inbox

Message Summary

• Press 9 1 1 to hear the current Name Recording

• Press 2 to record a new Name Recording

• Record a new Name and Press 1 to save the

changes

To update your Personal Greeting

• Access your account and listen to your Inbox

Message Summary

• Press 9 1 2 to hear the current Personal

Greeting

• Press 2 to record a new Personal Greeting

• Record a new Personal Greeting and press 1 to

save the changes

To change your Availability

When you mark yourself unavailable, calls are

automatically sent to voicemail. To change your

availability:

• Access your account and listen to your Inbox

Message Summary

• Press 9 2 2 to change your Availability status 9

Once you mark yourself unavailable, Executive

Assistant prompts you to enter a time/date when you

will be available again or specify if you want to remain

unavailable indefinitely. For the correct way to enter

the time, see Helpful Tips, page 12.

To reverse your Availability status:

• Access your account and listen to your Inbox

Message Summary

• Press 9 2 1 to change your Availability status

Back To Table Of Contents

To change your Caller Connect Numbers

• Access your account and listen to your Inbox

Message Summary

• Press 9 3 to access the Caller Connect Menu

Press 1, 2, or 3 to access the setting for a

particular Caller Connect number (1 for your first

call-forward number, 2 for your second call-forward

number, etc).

After selecting which Caller Connect number you want

to change, the following settings apply only to the

number you have selected:

• Press 1 to keep the current Caller Connect setting

for the number

• Press 2 to change the current Caller Connect

number

• Press 3 to delete the current Caller Connect

number

If you choose to change the number, the system

prompts you to enter a new number. You are returned

to the Personal Options Menu once you confirm that

the new Caller Connect number is correct.

To manage Pager Notification Options

Executive Assistant can inform you either of all new

messages or new messages that are marked urgent. To

change the notification setting:

• Access your account and listen to your Inbox

Message Summary

• Press 9 4 to enter the Pager Notification Options

menu.

Press 1 to change the paging status for notification

on all messages or Press 2 to change the paging

status for notification on messages marked urgent

only.*

NOTE: This menu is available only if you provided

iOfficeSuite.com with a pager number during the sign up

process. To add this option to your service, please

contact iOfficeSuite.com Client Services at 1(877)904-9651.

To update your Passcode
Executive Assistant allows you to change the Passcode

to a different 4 – 10 digit number at any time. To

update your passcode:

• Access your account and listen to your Inbox

Message Summary

• Press 9 5 to listen to the Passcode prompt

• Enter your new Passcode (the system will repeat

the new entry)

Press 1 to save the new Passcode and return to the

Personal Options Menu. If you did not enter the

correct Passcode, press 2 and try again.

Back To Table Of Contents

To update the Operator Number

• Access your account and listen to your Inbox

Message Summary

• Press 9 6 1 to set up your office Operator

Number

Press 1 to save the new Operator Number and return

to the Personal Options Menu. If you did not enter the

correct number, press 2 and try again.

To update the Default Fax Number

This feature can also be accessed from the Fax

Message Menu

• Access your account and listen to your Inbox

Message Summary

• Press 9 6 2 to set up your Default Fax Number

Press 1 to save the new Default Fax Number and

return to the Personal Options Menu. If you did not

enter the correct number, press 2 and try again.

To manage your Personal Directory

• Access your account and listen to your Inbox

Message Summary

• Press 9 7 to enter the Personal Directory Menu

• Press 1 to add a directory entry

• Press 2 to change a directory entry

• Press 3 to delete a directory entry

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HELPFUL TIPS

Return To A Previous Menu

When you are within the menus and submenus of Executive

Assistant, you may press * at any time to return to the previous

menu.

Call Hopping

Call Hopping allows you to transfer any call on your Executive

Assistant number to another phone without disconnecting the

call or placing the caller on hold. For example, you are talking

to someone on your Executive Assistant account from your

cellular phone and want to transfer the call to your office phone

line to save cellular minutes. Dial your Executive Assistant

number from the phone line to which you want to transfer the

call. (In this example it is your office phone). Press * and you

will be prompted to connect with the caller by pressing 1.

Programming Specific Times

When Executive Assistant requires you to refer to a specific

time, such as marking yourself unavailable for Caller Connect or

scheduling the future delivery of a message, you are required to

use military time or a 24-hour clock. For example, 2:00 p.m.

should be entered as 1400.

Automatic Call Forwarding

Automatic Call Forwarding is established through your

telephone service provider. It refers to a number you have

predetermined to forward all your calls to in the event that the

line is busy or you do not answer. This differs from your Caller

Connect call forward numbers which are 3 numbers that

Executive Assistant rings when a caller tries to locate you.

Caller Connect numbers can be changed anytime through your

Personal Options.

Downloading Required Software

Executive Assistant stores voicemail messages in a RealAudio

format and fax messages as TIFF files. Since both of these

formats are supported by several popular software packages,

your computer may already be pre-configured to launch these

applications when you retrieve your messages. If not, free

versions of both applications can be downloaded from the

Executive Assistant online user guide.

Online Support

Executive Assistant has developed an interactive user guide to

help answer frequently asked questions and provide additional

support for its users. The online version of this guide can be

found by visiting here

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TABLE OF CONTENTS

SETTING UP EXECUTIVE ASSISTANT

USING EXECUTIVE ASSISTANT

USING ADVANCED SERVICES

CHANGING YOUR PERSONAL OPTIONS

HELPFUL TIPS