CPBX-Creating an Auto Attendant Prompt

To upload an audio file to be used as an auto attendant prompt, it must be recorded at settings consistent with standards set by the public telephone system.. Phone Power recommends using Audacity®, and the following steps for recording or converting an appropriate audio file are based on Audacity 1.3 for Widnows XP, Vista and 7. A copy of the version of Audacity used below can be found here.

To begin either process you'll need to first install Audacity, then proceed to the appropriate section.

• NOTE: In order to upload a prompt it must be saved as a .wav file running at 8000 Hz and encoded in ulaw. While it's possible to convert an existing audio file as indicated below, converting from a higher quality could cause degradation. For that reason we highly recommend recording at the settings indicated.

Installing Audacity

• Begin by downloading the .zip file at the following link (or by clicking the link below):

http://staticfiles.phonepower.com/audacity-win-unicode-1.3.14.zip

• Double click the .zip file in the download window, or locate where you saved the file and double click it there.

You should see the Audacity 1.3 Beta (Unicode) folder.

• Click and drag this folder to an appropriate location on your hard drive.

The folder should unzip to this location.

• Double click the folder once the process completes.

In this folder you should see audacity.exe

• Double click audacity.exe to start the program.

Recording a New Prompt

Preparing Audacity to Record

Once the program is started you should be presented with the following. Our primary areas of ineterest as indicated below will be the Project Rate on the bottom and the red Record button along the top.

First we need to set the project rate consistent with that defined by the public telephone system.

• Click on Project Rate on the bottom.

• From the list, click on 8000 Hz.

The project should now record in 8000 Hz.

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Ensure a microphone is connected to your PC. Before beginning, we'll ensure it's set to record using the attached microphone, and that it records in Mono in concordance with formatting set forth by the public telephone system.

• Click on the Edit menu above.

• Click Preferences.

• Ensure the Playback and Recording device are set correctly.

• NOTE: If you have difficulty hearing or recording audio this setting may need to be adjusted.

• Click on Channels and ensure it is set to Mono

• Click OK

This should return you to the Audacity main screen. You are now ready to record.

Recording Audio

• To begin a recording, click the Record button, a red circle, above. A Track will appear as you record.

• To stop recording, click the Stop button, a yellow square.

• To review the recording, click the Play button, a green triangle.

• If you find you want to discard a recording and start again, click the X to the far left of a track to delete it.

You can then try recording again as indicated above.

Once you're satisfied with your recording you can proceed with exporting the file.

Converting an existing audio file

• NOTE: The following are instructions on converting an existing audio file into a format appropriate for an AA prompt: 8000hz, Mono, .wav with ulaw encoding. However, please keep in mind converting to these settings instead of recording them natively can cause degradation in audio quality and is not recommended.

Converting a Stereo Audio File

• To begin, open the audio file you wish to convert by clicking File->Open and locating the appropriate file.

• If your file is in Stereo, it will appear as below.

• If your file is in Mono, indicated by a single track, skip ahead to the next section.

Our primary area of interest for this step is the area marked in red.

• Click the name of the file in the indicated area.

• In the resulting menu, click Split Stereo to Mono

The tracks will now both be marked Mono

• Click the X indicated on the lower track to remove it.

You should now have a single track, and are ready to proceed to the next section.

Converting a Mono audio file

• If your audio track resembles the following, either because it was mono or was converted as above, please note the indicated area.

• Regardless of the current setting, change the file rate to 8000Hz

Once this has been complete, proceed to the next section.

Exporting a completed Prompt

When you're satisfied with your recording, you'll need to Export it from the program to save it in the correct format.

• Click File, then Export

• In the save Dialogue, choose Other uncompressed files

• Click the Option button.

• For Header, choose WAV (Microsoft).

• For Encoding, choose U-law.

• Name your file appropriately and click Save

The file is now ready to be uploaded to your Auto Attendant. For directions on doing so, please see

Setting Up Prompts in the Auto Attendant

• Audacity® software is copyright © 1999-2012 Audacity Team. Web site: http://audacity.sourceforge.net/. It is free software distributed under the terms of the GNU General Public License. The name Audacity® is a registered trademark of Dominic Mazzoni.