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NetVanta Enterprise Communications Server 4.5 Personal Assistant

1. Pager access represents events in which UC server users send or receive a page Message delivered Voicemail access represents user voicemail access for example users accessing their own mailbox to receive voice messages Log entry Managing logs To get the Logs menu select the Logs navigation bar You can retrieve and view remove and archive logs You can rename and delete log archives and export a call log using the Import Export wizard To retrieve and view a log 1 Double click the log folder that you want to view The contents of the log are displayed in the content pane When a log folder is open its icon appears as an open book Closed log folder Open log folder 2 Use the vertical scroll arrows to view the list of log entries 3 Select a log entry to view information about it in the details pane To remove old log entries 1 Right click anywhere in the content pane 2 Select Clear log 120 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using the NetVanta UC Server Logs 3 Select one of the following e Everything e Entries created before today e Entries created before the beginning of the month e Entries created before a specific date If there are unacknowledged errors or warnings you cannot archive or clear log items You must accept the notifications first 4 Ifyou enabled Entries created before a specific date type the date
2. Zoom in a ___ Zoom out Se Zoom full page Text abl Line N Rectangle Ellipse ECS Insert bitmap se Gridlines When it is enabled the Lock selector tool allows you to use the pointer to select and insert a shape line or text on the canvas Once you have inserted the item of your choice the pointer resumes its standard function If you select and insert a shape line or text when the Selector tool is enabled the selector tool does not resume the standard pointer function once you have inserted a shape line or text The Selector tool continues to insert the drawing tool that you chose from the tool palette It does so until you select the Lock selector tool This disables the Selector tool To insert a shape 1 Select the Lock selector tool Select the shape that you want to insert Select on the canvas where you want to insert the shape and then drag down and to the right ER Release the mouse button to create the shape To reposition a shape on the canvas 1 Select the shape to select it 2 Drag the shape to the position that you want canvas La You can turn on the gridlines The gridlines help you to position shapes with ease on the 619510002 1A Copyright 2009 ADTRAN Inc 95 Sending Faxes Enterprise Communications Server To change the shape and size of a shape Select a handle and drag to change the size or shape of the selected object For example you can change the sh
3. FaxCoverPage 1 fcp UC Client Fax Cover Page Editor Menu bar t le Edit View Insert Format Layout Help Toolbar g p Es AralBlack JE ls rul 8w DA Tool palette Y m zZ Canvas area ia FH S BIO lO lt 4 i zi Status bar Head Connected as System 770 574 Num 4 The Fax Cover Page Editor consists of a standard Menu bar and Toolbar a Tool palette Canvas area and Status bar You design your cover page on the canvas using the tools from the tool palette together with the 619510002 1A Copyright 2009 ADTRAN Inc 91 Sending Faxes Enterprise Communications Server toolbar and menu commands The Menu bar contains the File Edit View Insert Format Layout and Help menus The Toolbar contains shortcuts to the most frequently used menu items Hold the pointer over a button to show the tooltips The Tool palette contains tools for drawing editing and organizing your cover pages The Canvas is the design area This is where you customize your cover page The Status bar shows the pointer s status For example if you hold the pointer over a toolbar button a description of the button s function is displayed on the status bar The coordinates at the bottom right of the status bar provide precise information about the pointer s position Inserting and changing labels and message information When you create a cover page you sele
4. to play message information to delete to reply to messages to save skip message OS M oF Aa help Sending Messages from your Mailbox You can send a voice message to another person directly from your mailbox to their mailbox without calling their extension To send a voice message from your mailbox 1 Access your mailbox using a telephone Press 2 to send a message Record the message and then press when you are finished recording e NS When you finish recording do one of the following e Press 1 to keep the message e Press 2 to re record the message Follow the prompts e Press 3 to listen to the message When you are satisfied with the message press 1 to keep it e Press to cancel Table 4 4 Post recording options 1 keep 2 re record 3 listen i cancel 619510002 1A Copyright 2009 ADTRAN Inc 43 Sending Messages from your Mailbox Enterprise Communications Server 5 To enter recipients do one of the following Enter the extension or phone number followed by e Press 1 to send to a name Enter the name followed by e You are prompted to press 1 to confirm the selection or to press to cancel selection 6 If you want to send the same message to more than one mailbox press 1 to enter another recipient s phone number To send the message press 2 Transferring calls to a mailbox To transfer a call directly
5. If callers know the queue number they can dial directly into a queue Logging in and out of a queue Agents can log in or log out of a queue Agents who log in to a queue receive calls that are directed to that queue ore The maximum number of agents that can log in to a queue at the same time is 64 To subscribe to a queue 1 Dial 81 lt QueueNumber gt Ensure that you enter the correct queue number 2 Hang up To avoid errors when entering queue numbers use speed dial to login and out of queues without errors To unsubscribe from a queue 1 Dial 82 lt QueueNumber gt 2 Hang up To present a call to the queue 1 Dial 80 lt QueueNumber gt 2 Hang up ore Contact your system administrator to obtain the queue number for your queue Temporarily stop accepting queued calls If you are logged into a queue to accept incoming queued calls there may be times when you wish to temporarily stop accepting queued calls without logging out of the queue You can manually set your 72 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Phones status to unavailable to prevent accepting further incoming queued calls without logging out of the queue Temporarily setting your status to unavailable does not change your longest idle position in the agent group When you make yourself available again by logging back into the queue your idle time is based on the time sinc
6. m zZ amp BW O0 0 JEE Message Abee ka FH l 4 re B gt i Ready Connected as System 770 574 NUM Z Use the toolbar and menu commands to change the fax cover page 5 Select File gt Save Sending cover pages only using Quick Fax The Quick Fax feature allows you to send a one page fax message at any time to as many recipients as you choose When you use Quick Fax you send only a cover page Your messages appear in the subject area To send a cover page only using Quick Fax 1 On the toolbar select the Quick Fax icon to open the Fax Recipients dialog box amp Quick Fax icon 2 Select Addresses to select recipients from your Outlook Contacts list If you are not choosing a recipient from your Outlook Contacts list type the names and fax numbers 100 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Receiving Faxes 3 Select Add to List for each recipient that you specify o To delete a recipient from the Recipient list select the recipient and then select Remove 4 Select Next to open the Scheduling dialog box 5 Specify when you want to send the fax ore When phone rates are discounted means at midnight of the same day Select Next to open the Select Cover Page dialog box 6 7 Select a cover page to use as your Quick Fax document 8 Select Next to open the Cover Page Details dialog box 9 Type
7. 1 2 3 10 11 12 x Start the Client application to start the First time Access Wizard Select Next and the Mailbox dialog box opens Type a numeric password in the Password text box This is the password that you use to access your mailbox using the telephone Your password must contain only digits It must be at least four digits long In the Re enter text box type the numeric password again Select Next and the Identifier menu appears The identifier greeting consists of your name It is played to callers who reach your mailbox Make sure that the audio device you want is selected a Select record If you are using your telephone wait for the beep before you begin to record The timer runs as you record Select stop when you have finished If you use the telephone you can hang up the phone or press the Release button on the phone to end the recording Select Next to open the Greeting dialog box Choose one of the following greeting types to record Use standard greeting plays a default greeting to callers e Record same greeting for internal and external callers allows you to record a single greeting for all callers Record different greetings for internal and external callers allows you to record two messages one for callers from within your organization the other for callers from outside your organization Select Next Ifyou select Use standard greeting go to step 16 e Ifyou sel
8. Transfer Callers t Pager Notification amp E mail Notification M Bob Thompson 2302 on UC Server Number ot rng 4 Select the Record button next to the greeting that you want to record to open the record Audio box Choose replace all from the Insert New Audio list Select record and record the greeting Select stop when you are finished recording Sy M ee oS Select OK o The maximum length of a recorded greeting is 15 minutes 22 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Computer Playing and deleting greetings To play a greeting 1 From the Available Greetings list select the greeting that you want to play 2 Make sure that the audio device you want is selected x 3 Select play to play the greeting To delete a greeting 1 From the Available Greetings list select the greeting that you want to delete 2 Select the trash button to delete the greeting 3 Select Yes to confirm the deletion Re recording and deleting greetings using the Audio Editor For more information about using the Audio Editor for advanced management of audio greetings refer to Using Announcements in Call Answering Services on page 131 To re record a greeting using the Audio Editor 1 From the Available Greetings list select the greeting that you want to re record 2 Make sure that the audio device you want is selected x 3
9. then go to the ADTRAN website at http kb adtran com Here you will find training materials a quick reference card along with SIP phone user guides Accessing Technical Support Unless there is a support contract in place please see your reseller for support information For more information on ADTRAN Technical Support refer to the ADTRAN website at www adtran com If you are contacting ADTRAN Technical Support then please ensure that you have the following information readily available e Product edition Standard SIP or CEBP e Product version e Service code The Service code is an identification number to be used when contacting ADTRAN Technical Support If you are contacting ADTRAN Technical Support then you will need to enter the service code number over the phone so have the number ready when you call The service contract type and expiry date are available for your information To access the NetVanta UC Server product and service information From the UC server select Help gt About UC Client Alternatively select the button on the toolbar 619510002 1A Copyright 2009 ADTRAN Inc 123 Accessing Technical Support Enterprise Communications Server 124 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Appendix A Glossary Appendix A Glossary Account Codes An account code is a specified set of digits that the caller must enter after completing the dialing pattern Account c
10. to cancel selection 44 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Messages from your Mailbox 6 If you want to send the same message to more than one mailbox press 1 to enter another recipient s phone number 7 Ifyou want to send the message press 2 8 After the delivery confirmation the end of message options play To forward a message by email from your mailbox 1 Access your mailbox using a telephone 2 Listen to the message that you want to forward and then press 3 3 Do one of the following e Press 1 to record an annotation to the message e Press 2 to skip the recording 4 Torecord an annotation select one of the following Post recording options on page 43 e Press 1 to keep the message e Press 2 to re record the message Follow the prompts e Press 3 to listen to the message When you are satisfied with the message press 1 to keep it e Press to cancel 5 To enter recipients do one of the following e Enter the extension or phone number followed by e Press 1 to send to a name Enter the name followed by e You are asked to press 1 to confirm the selection or to press to cancel selection To forward the email using the dial by name options the contact that you choose must have at least one valid email address 6 Ifyou want to send the same message to more than one email address press 1 to enter another recipient s phone number To send
11. ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in Microsoft Outlook 2 Select the icon of the speaker that you want to use x The icon that you select is enclosed by a dotted line 3 Select play Use the other audio commands to manage the playback Skip Stop Backwards Skip Y Forwards Move to End Move to Beginning Managing voice messages You can manage voice messages from your Outlook inbox or from a voice message window that you open When you connect to the server to retrieve messages the message waiting light turns off depending on how it is configured by the system administrator The following instructions apply to both means of management Unless otherwise stated they assume that you have opened a voice message and that it is displayed in a voice message window When you are managing voice messages from your Outlook inbox you need to select a voice message before following the steps To print text or an annotation associated with a voice message 1 Select File gt Print 2 Change the print options that you want 3 Select OK To save the audio component of a voice message 1 Select File gt Save As In the File name text box type a name for the message From the Save In list choose a location for the saved file ee Select Save 619510002 1A Copyright 2009 ADTRAN Inc 51 Managing Messages in Microsoft Outlook Enterprise Communications Server To dele
12. Any other contacts that you record a one time message for are added to this list To change a one time message for a contact 1 In the One time messages content pane select the contact for the one time message that you want to change 2 Select Change 3 Follow steps 4 to 10 of To create a one time message for a contact on page 26 4 Select Done when you are finished changing the message To delete a one time message 1 In the One time messages content pane select the contact whose one time message you want to delete 2 Select Delete 3 Select Yes to confirm the deletion 619510002 1A Copyright 2009 ADTRAN Inc 27 Customizing your Mailbox using your Computer Enterprise Communications Server 28 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing Incoming Call Options 3 Customizing Incoming Call Options Overview This section explains how to manage identities This section explains how to use NetVanta UC client voice message features on your user extension These include features used to notify you about messages and transferring calls based on conditions you specify such as specific callers or time of day It also includes information about how to manage extensions and identities You manage all voice message features using the main window or the Assistant menu This menu appears by default when you start the application You can access voice messaging features by
13. Fax Wizard to help you with fax transmissions As with other features you can select recipients quickly from those listed in your Outlook Contacts or enter the recipient fax number yourself You can also set an account code to apply to the fax numbers that you choose This chapter also includes an overview of how faxes are received and how to set up automatic notifications when you receive a fax This chapter covers the following topics e Overview on page 77 e Sending Faxes on page 77 e Receiving Faxes on page 101 Overview Use the Faxes menu to send and manage fax documents and their cover pages from the UC client There are several methods of sending faxes including e Sending a fax from other applications using the ADTRAN Fax print driver e Sending a cover page only from the UC client using Quick Fax e Sending a prepared fax from the UC client The Faxes menu is not used for receiving faxes Incoming faxes are received and viewed through a user s mailbox for example through Microsoft Outlook Microsoft Exchange Server Lotus Notes or through an Integrated messaging client a Mailboxes navigation bar on the user s UC client or IMAP4 The UC server can always receive a fax provided adequate fax channels are available whenever a fax tone is detected Other methods of receiving faxes include e A dedicated fax number fax identity That is a Personal Fax DID direct inward dial number e A shared voice and fax number
14. Getting Started 1 Getting Started This chapter introduces the NetVanta Enterprise Communications Server application in Personal Assistant mode and presents some basic operations This chapter covers the following topics e Overview on page 7 e Conventions on page 9 Requirements on page 10 Starting the Application on page 10 e First time Access using the Desktop on page 10 e Changing your Password on page 12 e Accessing your Mailbox for the First Time on page 13 Overview UC Server in Personal Assistant mode provides the most commonly used unified communications features Master the basic functions and manage your personal greetings and delivery features with efficiency and ease right from your desktop The user interface is remarkably user friendly The UC Server is integrated with Microsoft Outlook so that you can access voice fax and email messages from a single inbox The type of each new message is signaled by a distinctive icon that you can recognize at a glance just as you are familiar with the envelope that indicates reception of an email message You can use a local or remote telephone to log on to the system and retrieve not only voice messages but email With a single keypad command the text to speech engine reads email messages to you over the phone You are also informed if you have received fax messages Personal Assistant mode is the default user setting If you want to customize a call flow in greater deta
15. Options To specify target phone numbers for Active Message Delivery 1 Select the telephone icon o You can also type the telephone number directly into the text box 2 In the Enter Phone Number dialog box type the area code and telephone number that you want the UC Server to use to call you 3 From the Country code list select the country and select OK Repeat steps 1 to 3 to add more target numbers to your list The UC Server calls each number in the list in the order that you specify until it reaches you 4 Select Apply To change the sequence of target phone numbers listed for Active Message Delivery 1 Inthe Active Message Delivery pane select the telephone number whose position in the list you want to change 2 Select an arrow to move the number up or down within the list 3 Select Apply To delete a target phone number from the list for Active Message Delivery 1 Inthe Active Message Delivery pane select the telephone number that you want to delete 2 Select the trash icon 3 Select Apply To specify conditions to cancel Active Message Delivery 1 Select Tools gt Options 2 Select the Message Delivery tab 3 Inthe Cancel active message delivery section select one of the following options e Mailbox is accessed Active Message Delivery is discontinued when you access your mailbox e Mailbox has no new voice or fax messages Active Message Delivery is discontinued when there are no
16. Printing Inc 84 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes Fax tif UC Client Fax Viewer File View Help S QQ nic MAB 9 t Ready Connected as System NU Z Use the zoom control icons to zoom in or out of the fax Zoom in S Zoom out Use the rotate control icons to rotate only one page of a document or the entire document Rotate to the left right or 180 degrees Rotate single page firin ee A Eee Rotate entire document 619510002 1A Copyright 2009 ADTRAN Inc 85 Sending Faxes Enterprise Communications Server Use the page control icons to scroll through a multiple page document Previous page 45 gt Next page tor To print the fax document from the Fax Viewer select the printer icon on the Fax Viewer toolbar To print a fax document 1 2 Select the Faxes navigation bar to open the Faxes menu Select the fax documents folder containing the document that you want to print The folder s contents are listed in the content pane Faxes Folder Right click the fax document that you want to print and select Open to display the fax in the Fax Viewer Select File gt Print Setup to open the Print Setup dialog box Select a printer and select OK To print the first page only of a fax document 1 2 Select the Faxes navigation bar to open the Faxes menu Select the fa
17. SF COVOE be MAAE 6 96 0 Click here for Welcome Page options w bw Memo Zbply Bbpiy to All E wara gt Ebiete Ider py Into h A fig B E Date Subject NA A gt Nes 11 02 2004 Meeting scheduled for 2 00 pm Tuesday Mail Calendar Address Book ToDolList Perso New Memo NewEnty New Contact NewToDo N 11 02 2004 Voice message from OBJECTWORLD 5999698 11 02 2004 Fax message from MOBILE KNOWLEDG 2875021 remote ID is 613 287 5021 Search Google 11 02 2004 Fax message from Wissing Jeff 5997457 remote ID is 613 5997457 for 11 02 2004 Voice message from OBJECTWORLD 5999698 Search Select the item you wantto search E E Calendar Tuesday November 02 2004 fay Schedule a Meeting New y Tools y Day G Week E Month Formatting November 2004 Monday November 1 2004 Thursday November 4 2004 A o o s 2004 Wednesday November 3 2004 Saturday Novernber 6 2004 Sunday November 7 2004 Week 45 8 weeks left Launch pad e 2 7 4 Office Lotus Notes automatically associates custom icons with voice and fax messages Voice icon ten Fax icon 56 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in Lotu
18. Select the advanced button to open the Audio Editor Advanced button In the text area of the Audio Editor you can type the greeting that you want to record This is useful to eliminate pauses when you are recording 4 Select record to open the Record Audio box 619510002 1A Copyright 2009 ADTRAN Inc 23 Customizing your Mailbox using your Computer Enterprise Communications Server 5 From the Insert new audio list select a position on the waveform At the current position records from the marker s position on the waveform from the beginning if you did not make a selection e At the beginning records from the beginning e At the end records from the end of the current greeting e Replace all replaces the current greeting with the new greeting Select record and record the greeting Select stop when you are finished recording Select OK oO A oo Select play to listen to the re recorded greeting 10 Select File gt Exit to close the Audio Editor and update the greeting 11 Select Yes to update the greeting and return to the Greeting Management pane Lu The maximum length of a recorded greeting is 15 minutes To edit a greeting using the Audio Editor 1 From the Available Greetings list select the greeting that you want to edit 2 Make sure that the audio device you want is selected x 3 Select the advanced button to open the Audio Editor Advanced button This
19. Type a unique number in the List Identifier box 6 If you want to record an audio identifier for the distribution list select Record and follow steps 2 to 7 in the procedure To record an audio identifier for a distribution list on page 104 7 Select OK To add a user to a distribution list 1 Select the folder that contains the user that you want to add to the list 2 Drag the user name to the distribution list folder that you want to copy it to To delete a user from a distribution list 1 Select the folder that contains the user that you want to delete from the list 2 Right click the name of the user that you want to delete and select Delete 619510002 1A Copyright 2009 ADTRAN Inc 103 Overview Enterprise Communications Server To change distribution list information 1 From the Personal folder right click the personal distribution list that you want to change and select Open 2 In the General Information section do either of the following Type a new name in the Name box Type a new number in the List Identifier box 3 If you want to change the audio identifier select Record and follow steps 3 to 7 of the procedure To record an audio identifier for a distribution list on page 104 4 Select OK To rename a personal distribution list 1 Select the Personal folder and right click the distribution list that you want to rename and select Open 2 Type a name for the distribution list and sele
20. are available from the ADTRAN website at www adtran com support 619510002 1A Copyright 2009 ADTRAN Inc 65 Customizing your Phone Enterprise Communications Server Changing the number of rings before calls go to voicemail You can change the number of times a call rings on your extension before the call is directed to voicemail An identity refers to a user extension an auto attendant or an email address The Administrator creates and assigns identities for you which typically refer to your extension numbers If you have identities assigned they appear in the identities pane on the bottom left of the UC client window Joan Everson 2902 on UC Server Number of rings 4 le Joan Everson FAX DID 2903 on UC Server S7 Customer Support Ring Group 2905 on UC Server Number of ings 2 To change the number of rings On the identities pane select the identity that you want to change and select the Number of rings from the drop list The default number of rings is 4 Setting the message waiting light on your phone Through the NetVanta UC client you can set how the message waiting light on your phone operates To set the message waiting light on your phone 1 Select Tools gt Options 2 In the General tab select one of the following options Use system defaults The message waiting light behavior for your phone is set according to the system wide setting set by your administrator Never turn o
21. fax transmission report consists of a graphic page image that contains both the text based transmission report and a reduced size image of the first page of the fax The report includes information such as the date and time the fax was sent sender s name fax number and total number of attempts Depending on how your system has been configured you may be able to print the fax transmission report along with the first page of the fax by using the File gt Print First Page command in the Fax Viewer Fax transmission reports are sent to your Sent Items folder when a fax is sent successfully If the fax is unsuccessful an email stating the failure appears in your mailbox To preview a fax document 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the fax documents folder containing the document that you want to preview The folder s contents are listed in the content pane Q Faxes Folder 619510002 1A Copyright 2009 ADTRAN Inc 83 Sending Faxes Enterprise Communications Server 3 Right click the fax document that you want to preview and select Open to display the fax in the Fax Viewer My Fax 2 tif CallAttendant Office Fax Viewer File View Help 10 xi sejaelco re From Jane Smith Date June 20 2001 Urgent OForReview 1 Please Comment Please Reply I Please Recycle Comments Please find attached the proofs for your business cards Ready Num 7 Smith
22. in the text box 5 Select OK To archive a log 1 Right click anywhere in the content pane 2 Select Archive log 3 Select one of the following e Everything e Entries created before today e Entries created before the beginning of the month e Entries created before a specific date You must accept the notifications first or If there are unacknowledged errors or warnings you cannot archive or clear log items 4 Ifyou enabled Entries created before a specific date type the date in the text box The new archive is put in the navigation pane as a log with a default title based on the current date E 20020701_0 Log archive 5 Select OK To rename a log archive 1 Select the archive that you want to rename 2 Select Edit gt Rename 3 Type anew name for the archive 619510002 1A Copyright 2009 ADTRAN Inc 121 Using the NetVanta UC Server Logs Enterprise Communications Server To delete a log archive 1 Select the archive that you want to delete 2 Select Edit gt Delete 3 Select Yes to confirm the deletion To export a call log using the Import Export wizard 1 2 D Select File gt Import Export Wizard and then select Next Select Export Activity Report and then select Next Select the types of logs that you want to export and then select Next Enable either of the following and then select Next e All logs exports all call logs Date range exports call l
23. is useful to eliminate pauses when you are recording Sor In the text area of the Audio Editor you can type the greeting that you want to record 4 Select the position or area of the waveform that you want to edit 5 Select record to open the Record Audio box 24 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Computer 6 From the Insert new audio list select one of the following In place of the current selection replaces the selected area with the new recording e After the current selection e Before the current selection At the current position records from the marker s position on the waveform from the beginning if you did not make a selection At the beginning records from the beginning e At the end records from the end of the current greeting e Replace all replaces the current greeting with the new greeting 7 Select record and record the greeting 8 Select stop when you are finished recording 9 Select OK 10 Select play to listen to the edited greeting 11 Select File gt Exit to close the Audio Editor and update the greeting 12 Select Yes to update the greeting and return to the Greeting Management pane Lu The maximum length of a recorded greeting is 15 minutes Selecting greetings For each greeting type you can specify a greeting from a list of possible greetings If you select none for a greeting ty
24. kb adtran com Here you will find reference materials a quick reference card and SIP phone user guides 8 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Conventions Conventions Document conventions Text Bold font is used to indicate important input data and keywords Shortcut menus Steps for procedures generally instruct readers to use shortcut menus although commands can also be made using menus and toolbar buttons To obtain a shortcut menu right click the icon or folder you want to access then select the command you want Voice recording conventions Computer audio card device x Telephone handset device saved and the last device that you selected is automatically used Sor You can select the icon of the audio device when you play or record The settings are Record button Stop button Play button p 619510002 1A Copyright 2009 ADTRAN Inc 9 Requirements Enterprise Communications Server Requirements Before proceeding you need to get the following information from your network administrator e The name of the server to which to connect The UC Server access number e Your default password for performing mailbox management e The system defined key used to perform remote mailbox management Starting the Application The application might already be installed on your computer If it is not ask your network administrator for assistance o
25. mailbox using the telephone user interface If you travel or are relocating to another site for a period of time you can change your time zone settings You can set how the message waiting light on your phone operates The message waiting light behavior can also be set by your administrator either system wide or individually and this setting may differ from your own setting The message waiting light behavior in effect corresponds to the last option set Thus if the administrator changes the system wide setting or your individual setting after you have set your message waiting light behavior then you will need to reset it in order for your settings to take effect To change the automatic login option 1 Select Tools gt Options 2 Select the General tab 3 Enable the Enable automatic login check box 4 Select OK To change your time zone setting 1 Select Tools gt Options 2 Select the General tab 619510002 1A Copyright 2009 ADTRAN Inc 107 Setting Message Delivery Options Enterprise Communications Server 3 In the Time zone section select the Time zone list 4 From the Time zone list select the time zone that you want When you run the First Time Access Wizard the time zone setting for your profile is set o to the time zone of the computer running the first time access wizard If the time zone is the same as the server 5 time zone the setting is Same time zone as server system To change your mess
26. options e Mailbox is accessed Active Message Delivery is discontinued when you access your mailbox e Mailbox has no new voice or fax messages Active Message Delivery is discontinued when there are no new voice or fax messages in your mailbox e Mailbox has no messages Active Message Delivery is discontinued when there are no messages in your mailbox 619510002 1A Copyright 2009 ADTRAN Inc 109 Customizing your Mailbox Enterprise Communications Server Customizing your Mailbox Mailbox options allow you to customize your mailbox Mailbox options include Changing the amount of information played about your messages e Changing the type of messages played and the order in which they are played e Setting whether to play information about each message Setting whether to verify your password when checking messages from your extension Changing the message summary A message summary plays after you enter your password The message summary includes e The number of messages in your mailbox e The type of messages in your mailbox voice fax or email Whether messages are new or saved There are three modes for message summary They are Disabled No message summary is provided Quick The message summary provides limited information For example You have five new messages and six saved messages This is the default mode Verbose The message summary provides detailed information For example You have fiv
27. or save the fax from This is useful if a user has several mailboxes If you are faxing from another application or saving a document as a fax then from the Print dialog once you have selected the ADTRAN Fax Printer and selected Print then you are presented with the UC client Fax Printer dialog UC Client Fax Printer x Jr Select an option below and click the OK button Send now Save to file Faxi ha Mabor oil ral tato o ama To change users when sending or saving a fax 1 From the UC client Fax Printer dialog box select the Change user button Change user button 2 Type the user name and password for the user from which you want to send the fax The user s information appears in the Current user information section of the Fax Printer dialog box 3 Select OK Sending faxes using the Faxes menu in the NetVanta UC Client From the UC client to get the Faxes menu select the Faxes navigation bar 80 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes For information about sharing faxes refer to Importing and Exporting on page 105 tera gt Content pane Navigation pane ajajaj 241 SAA j vu1 Preview pane The Faxes menu displays a Navigation pane Content pane and Preview pane The Navigation pane displays the fax folders You can use these to store fax documents and cover pages that are saved to disk
28. page 5 Right click the copy of the cover page 90 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes 6 Select Rename 7 Type a new name for the fax cover page 8 Double click the new fax cover page to open the Fax Cover Page Editor and make the changes that you want permanently replaces the original cover page template with your changed copy Sor If you do not make a copy of the cover page before you make the changes the application Customizing fax cover pages using the Fax Cover Page Editor Use the Fax Cover Page Editor to customize the cover pages that you create and to change those that already exist You can design and manipulate images to give your cover pages a distinctive look according to your needs and preferences Your cover page is like a template you can use it store it change it and reuse it as often as you want You can access the Fax Cover Page Editor by creating a new fax cover page or by editing an existing fax cover page To access the Fax Cover Page Editor 1 From the UC client select the Faxes navigation bar to open the Faxes menu 2 To open the Fax Cover Page Editor right click anywhere in the content pane select New in the shortcut menu and select Fax Cover Page Alternatively to open an existing fax cover page select a fax cover page right click and select Open 3 Inthe content pane double click the icon of the new cover page
29. s voicemail 1 During an active call begin a supervised transfer which puts the caller on consultation hold The steps to perform a supervised transfer vary depending on the type of phone you are using For more information refer to the user documentation for your phone 2 Enter 86 lt Destination mailbox number gt 3 Press Send or Dial depending on the phone type you are using 4 To complete the transfer press the Transfer key again To leave a message directly in a recipient s mailbox 1 Enter 86 lt Destination mailbox number gt 2 Press Send or Dial Using the NetVanta UC Server conference bridge The UC server has the ability to support a limited sized conference bridge application The number of participants is limited to the number of licenses available however additional conference expansion licenses can be purchased See your system administrator for more details You can use your SIP phone during the conference to access several options such as muting or adding participants Any lone user in a conference bridge hears the sound of crickets which is confirmation that they are the only person in the conference 68 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Phones To access the conference bridge 1 From an internal telephone dial the conference bridge number The default number is 7050 La You can also dial 7050 to access the conference bridge from
30. selecting the feature icons in the navigation pane This section covers the following topics e Specifying Callers on page 29 e Setting Time and Day Restrictions on page 31 e Using Account Codes on page 31 e Transferring Callers on page 31 e Setting up Call Notification Options on page 33 Managing Extensions and Identities Options on page 38 Specifying Callers The notification options and the transfer calls option allow you to specify callers whose calls or messages you want transferred or delivered to you Follow the same procedure for each feature after you open its content pane You can specify callers from within your Contacts list in Outlook or enter numbers individually if they are not on your Contacts list Lu Unless you specify callers the UC Server forwards delivers all calls messages to you if a notification option is enabled To specify callers from your Outlook Contacts list 1 In any of the notification option panes enable the Specific callers check box Select the down arrow to access your Outlook Contacts list Select a contact The contact appears in the large text box RE AS Repeat step 3 to add other contacts 619510002 1A Copyright 2009 ADTRAN Inc 29 Specifying Callers Enterprise Communications Server 5 Select Apply Messages from selected contacts are delivered or forwarded to you depending on the feature you are using To specify callers who are not on your Outlook Conta
31. that the UC Server delivers The prefix helps you differentiate between callers whose messages you have instructed the UC Server to deliver and other callers to your paging system For example you can use a prefix such as 123 or 000 to signal UC Server deliveries 36 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting up Call Notification Options 6 In the Message Suffix box type information that will be part of the messages sent following any caller ID information displayed on your pager 7 Select Apply To set advanced Pager Notification options 1 In the Pager Notification content pane select Advanced 2 Inthe Delay after dialing text box type a number This is the number of seconds of delay that you want to occur before tones have been sent to the paging system after the UC Server has dialed the phone number 3 In the Tones to send before message text box type any DTMF tones that must be issued before a message is sent Centralized paging systems require that users enter specific information before a message is sent For example you might have to enter a Personal Identification Number If your number were 454501 you would enter these digits in the Tones to send before message text box 4 Inthe Tones to send after message text box type any DTMF tones that must be issued after the message has been sent Centralized paging systems require that users enter specific information after a messag
32. the SetupType menu The default setup is Typical Select Next to open the Select Program folder menu The default program folder is ADTRAN UC client Select Next Wait while the program files are copied to your computer The Setup Complete menu appears when the UC client application is installed Select Finish 619510002 1A Copyright 2009 ADTRAN Inc 129
33. the message press 2 7 After the delivery is confirmed the end of message options play or Local message store users receive the forwarded email message as a voice message that details where it is from and plays the annotation if there is one recorded for it Replying to messages You can reply to a voice message or an email message directly from your mailbox UC Server uses the contact management software for example Outlook to reply to a message or call back the sender You can reply to a voice message that is from an internal caller If the message is from an external caller you can call back the person who left the message You can call that person back at any number that is in your contacts list You can send a voice message in reply to an email message using a wave file attachment 619510002 1A Copyright 2009 ADTRAN Inc 45 Sending Messages from your Mailbox Enterprise Communications Server If you press after you record a message you can choose from any of the end of record options listed below Table 4 5 End of record options deliver re record listen append discard a AO N dl cancel To reply to an internal voice message 1 Access your mailbox using a telephone Listen to the voice message that you want to reply to Press 8 to reply to the message q ee O Ifthe message is from a caller with an internal mailbox do one of the following e Record yo
34. 002 1A Enterprise Communications Server Managing Messages in Microsoft Outlook 4 Select a recipient from your Outlook contacts list The information for the recipient must include an email address if you want the message to be forwarded successfully If the recipient is not internal or is not included on your contacts list with an email address then do the following in the Select Names dialog box select To and type the recipient s email address in the Forward Voicemail To text box 5 Select OK 6 Select File gt Send Managing fax messages in Outlook You can identify fax messages in your Microsoft Outlook Inbox by the following fax message icon Fax message icon To view a fax message From your Outlook inbox double click a fax message You can select the fax message icon or the subject line of the message The fax message opens in the NetVanta UC client FaxForm If you do not see the fax icon and if the fax message opens in NetVanta UC client Fax Viewer instead of the NetVanta UC client FaxForm then you may not have the NetVanta ore UC client FaxForm installed on your NetVanta UC client See your system administrator for more information To print a fax message 1 Select the fax message that you want to print 2 Select File gt Print To save a fax message 1 Select the fax message that you want to save Select File gt Save as TIF file In the File name text box type a name for the message From the
35. 1 Inbox 13 DISTRIBUTEL Fax message from DISTRIBUTEL 2377995 Wed 6 20 2001 1 0 Voice message from Wed 6 20 2001 1 CA Elizabeth Jones JULY 25 GET TOGETHER Wed 6 20 2001 1 Jose Gonzales Change of Address Notification Wed 6 20 2001 1 Deleted Items John Smith BUSINESS PROPOSAL Wed 6 20 2001 1 g a Elitia C Home Conference Call Information Wed 6 20 2001 1 M essag e ICO n S lt we 0 2665519 Yoice message from 2665519 2665519 Wed 6 20 2001 1 0 Reine G INFORMATION REQUESTED Wed 6 20 2001 1 0 OBJECTWORL Voice message from OBJECTWORLD INC 7709998 Wed 6 20 2001 1 Complete Res Complete Results 3 Point Blank Linking Formulas Mon 6 18 2001 1 sysdeliv esp FedEx shipment 790078030409 Fri 6 15 2001 11 bargain book Amazon com Delivers Bargain Books Thu 6 14 2001 7 x This item contains active content that cannot be displayed in the preview pane Open the item to read its contents My Shortcuts Other Shortcuts 13 Items 13 Unread You are already familiar with email messages and how to manage them from your desktop You can 619510002 1A Copyright 2009 ADTRAN Inc 49 Managing Messages in Microsoft Outlook Enterprise Communications Server manage voice and fax messages in the same way When you double click on a voice message icon the message opens in a NetVanta UC client VoiceForm You can play a voice message over your computer using a headset or over a telephone sp
36. 9 ADTRAN Inc 57 Managing Messages in Lotus Notes Enterprise Communications Server To reply to a voice message 1 Select Reply If you want to reply to everyone who is on the To list select Reply to All 2 Select one of the following e Reply Reply with History Reply without Attachment s Reply with Internet Style History 3 Type a message in the message area 4 Select Send If you want to save a copy of the reply select Send and File and select a location to save to To forward a voice message 1 Select Forward 2 Select one of the following e Forward Forward without Attachment s e Forward with Internet Style History 3 Type the email address to which you want to forward the memo 4 If you want to add a message type it in the message area 5 Select Send If you want to save a copy of the forward email select Send and File and select a location to which to save the copy To delete a voice message from the inbox 1 Select the message that you want to delete 2 Select Delete Managing fax messages in Lotus Notes Opening an incoming fax message opens the following form and client plug in 58 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in Lotus Notes Viewing commands Toolbars ajajaj jr a Displayed fax o gt _ ne Sent Items Fax transmission reports Faxes that you send fro
37. A line must be available Do Not Disturb DND must be off e Call forwarding must be off The connected call pickup feature must be enabled Lu Your system administrator may disable this feature due to privacy concerns To change phones during a call 1 From the phone that you want to transfer the call to dial 27 lt called phone number gt The called phone number can be an internal extension number or an external phone number and refers to the number of the phone that answered the call Vour system administrator may configure this option so that you can only pickup connected calls from your cell phone using your desk phone If this is the case then dial 27 only To connect the call the phone that you are dialing from rings 2 Answer the ringing phone When you answer the phone the call automatically connects to this phone and is dropped from the phone that you originally answered the call with The call is transferred from one phone to another silently so the user may be unaware that you have changed phones 619510002 1A Copyright O 2009 ADTRAN Inc 75 Using SIP Phones Enterprise Communications Server 76 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Faxing 7 Faxing This chapter provides information about how to send and manage fax documents A fax printer driver is included which allows you to send a fax directly from whichever application you are using There is also a
38. ADRAN NetVanta Unified Communications NetVanta Enterprise Communications Server Personal Assistant User Guide 619510002 1A October 2009 619510002 1A Copyright 2009 ADTRAN Inc Trademarks Enterprise Communications Server Trademarks Any brand names and product names included in this manual are trademarks registered trademarks or trade names of their respective holders To the Holder of the Manual The contents of this manual are current as of the date of publication ADTRAN reserves the right to change the contents without prior notice In no event will ADTRAN be liable for any special incidental or consequential damages or for commercial losses even if ADTRAN has been advised thereof as a result of issue of this publication Service and Warranty For information on the service and warranty of ADTRAN products visit the ADTRAN website at http www adtran com support ADRAN 901 Explorer Boulevard P O Box 140000 Huntsville AL 35814 4000 Phone 256 963 8000 Copyright 2009 ADTRAN Inc All Rights Reserved 2 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Conventions Conventions Lu Notes provide additional useful information Cautions signify information that could prevent service interruption or damage to UT equipment Warnings provide information that could prevent injury or endangerment to human W ARNING life 619510002 1A Copy
39. ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages using your Computer 5 Managing Messages using your Computer This chapter explains how the UC Server works with Microsoft Outlook Lotus Notes and an integrated messaging client to provide a unified communications solution The chapter covers the following topics e Overview on page 49 Managing Messages in Microsoft Outlook on page 49 Managing Messages in Lotus Notes on page 55 Managing Messages in the Mailboxes Menu in the NetVanta UC client on page 61 Overview The UC Server works with Microsoft Exchange Lotus Notes an integrated messaging client using the Mailboxes menu in the UC Server and other IMAP compliant email systems to provide users with a single storage and access point for voice fax and email messages Users can retrieve and manage messages either over the telephone or directly from the desktop This chapter explains how to retrieve and manage messages from your desktop Managing Messages in Microsoft Outlook The UC Server can be integrated with Microsoft Outlook so that all your messages appear in the same inbox Here is what an Outlook inbox looks like anew SIT X fonc Morep to al Forward EX send Receive Bernd B O BH e gt O BER gt S gt Outlook Shortcuts BILS a e 1 0 le glrrom Subject Received 1 Su J 0 OBJECTWORL Fax message from OBJECTWORLD INC 7708448 Wed 6 20 2001
40. Logs Logs are records of activity within the UC server The UC server logs all events and provides information on Errors and Warnings Received Calls Sent Items and Events One time Message A One time Message is a message that you record for an expected caller The message is caller specific such that no others will receive it When the message has been played it is automatically erased Pager notification Pager Notification is a feature of the UC server that calls your supported paging system to inform you of new messages in your mailbox PBX The Private Branch Exchange is a system of telephone lines that serves an organization and uses telephone services rather than supplies them Users of the PBX share a certain number of outside lines for making external calls 126 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Appendix A Glossary Remote mailbox management Remote mailbox management allows users to access their mailbox from an external or remote telephone SIP Session Initiation Protocol is a signaling protocol that establishes sessions in an IP network for features such as multi media conferencing or call forwarding deployed over IP networks This allows service providers to integrate basic IP telephony services with Web and email SIP server also supports traditional telephony features such as personal mobility time of day routing and call forwarding Text to speech The text to
41. Lotus Notes Lotus Notes uses two different internal passwords Lotus Notes and Internet password The Lotus Notes password is used exclusively with the Lotus Notes client The Internet password is for all other login authentications using Internet protocols including Web access POP and IMAP4 Changing your Lotus Notes password does not automatically change the Internet password When creating a Lotus Notes user there is an option to synchronize the Internet password with Lotus Notes The synchronization occurs only when the user is created otherwise the passwords must be individually managed To change your IMAP4 password in the UC Server 1 Launch the NetVanta UC client Log in with the Lotus Notes user name and telephone password 2 3 Select Tools gt Options 4 Select the External Systems tab 60 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in the Mailboxes Menu in the NetVanta UC client 5 Make sure that the information in the IMAP mailbox management section is correct 6 Select the password button 7 Enter the new Lotus Notes Internet password Managing Messages in the Mailboxes Menu in the NetVanta UC client The Mailboxes menu provides an integrated messaging client and displays all your voice and fax messages in one inbox You can play messages forward messages to an email address create attachments and archive messages The navigation pane displays the fold
42. Save in list choose a location for the saved file fet ae ee a Select Save To save a fax message as a PDF Ty Save as PDF File icon 1 Double click the fax message that you want to save The NetVanta UC client FaxForm opens 2 Select File gt Save as PDF file or select the Save as PDF File icon on the toolbar 619510002 1A Copyright 2009 ADTRAN Inc 53 Managing Messages in Microsoft Outlook Enterprise Communications Server 3 In the File name text box type a name for the message 4 From the Save in list choose a location for the saved file 5 Select Save To delete a fax message from your inbox 1 Select the fax message that you want to delete 2 Select the Delete icon x Delete icon By default Outlook deletes the voice message from the inbox and puts it in the Deleted Items folder in Outlook To move a fax message to a folder 1 Select the fax message that you want to move 2 Drag the message to the Outlook folder where you want to move it Outlook folders appear in the folder list of your inbox To forward a fax message by fax 1 Select the fax message that you want to forward 2 Select the Forward message icon El Forward message by fax icon 3 Inthe text area type comments or additional information that you want to include 4 Select To 5 Select a recipient from your Outlook contacts list The information for the recipient must include an email address if you want the message t
43. The Queue folder contains the list of fax transmissions that you have scheduled Each entry includes the recipient s name and fax number the number of pages to be transmitted the time and date of transmission and the cover page that you have associated with it The Content pane displays the contents of a folder when you select it The Preview pane provides a partial view of a fax document that you select As you scroll through the list of available fax documents you can view them in the Preview pane Use the Page up and Page down commands on the Preview toolbar to view multiple pages of a fax document 2 ajaja Page down Page up Use the Rotate commands on the Preview toolbar to change the orientation of a fax in the Preview pane 619510002 1A Copyright 2009 ADTRAN Inc 81 Sending Faxes Enterprise Communications Server You can rotate only one page of a fax document or the entire document Rotate single page 180 degrees E Rotate single page left Rotate single page right Rotate document 180 degrees F Rotate document left Rotate document right To view faxes in more detail you can use the Fax Viewer For more information about the Fax Viewer refer to Managing outgoing faxes on page 83 The Faxes menu is not used to receive faxes If you are an Exchange user any faxes that Lu you receive can be viewed in your Outlook Inbox Local message store users can view faxes through t
44. You can send live pages Live paging allows you to instantly broadcast a page For instructions on sending 619510002 1A Copyright 2009 ADTRAN Inc 69 Using SIP Phones Enterprise Communications Server recorded pages see your system administrator Sor In order to send a live page your system administrator must have enabled access for you to do so For more information see your system administrator To send a live page 1 From your phone dial 72 or PA 2 After you hear the tone begin speaking 3 When you are finished with the page hang up or use the end call function on your phone Parking calls and picking up parked calls You can park an active call and the parked call can be retrieved on another phone This feature is useful 1f you want to change phones during a call Lu Call park pickup must be enabled by your system administrator for use on your phone There are two methods of parking calls In one method the UC server selects the next available park number Alternatively you can select your own park number Having the UC server select the park number is useful if you are uncertain whether a call is already parked at a particular number If more than one identity for example more than one extension number is assigned to your phone then transfer the call rather than putting the active call on hold La If a person whose call has been parked then puts the call on hold the person retrieving t
45. age waiting light behavior 1 Select Tools gt Options 2 In the General tab select one of the message waiting light options Use system defaults The message waiting light behavior for your phone is set according to the system wide setting set by your administrator Never turn on or off UC client does not manage the message waiting light Turn on when new message arrives Turn off when first message is accessed in The light turns off when you access the first new mailbox message in your mailbox regardless of whether you disconnect before listening to the message Turn off when no more new messages in The light turns off when you access the last new mailbox message in your mailbox 3 Select OK Lu Any changes to the message waiting light options come into effect immediately Setting Message Delivery Options Message delivery options apply to the Active Message Delivery feature When Active Message Delivery is enabled and a message is received the NetVanta UC client calls a list of specified numbers until it reaches you You can set the number of times the NetVanta UC client attempts to deliver messages You can also specify the interval between successive delivery attempts You can also cancel Active Message Delivery by specifying certain conditions When the condition is met Active Message Delivery is canceled Ifthe UC client is between calls Active Message Delivery is discontinued and no further attempts are made If an outgo
46. ages in your mailbox The main menu lists basic options If you do not make a selection right away the menu is repeated until you press a key Table 4 1 Main Menu 1 1 to review new messages 1 2 to review new voice messages 1 3 to review new email messages 1 to review all messages 2 to send a message 4 to change mailbox options 5 to search contacts exit Press 1 1 to hear new messages or press 1 to hear all messages You can use the following playback commands on your telephone keypad as you listen to each message Table 4 2 Playback commands 1 rewind 3 seconds 1 1 rewind to start of message 2 pause then resume playback 3 forward 3 seconds 3 3 forward to end of message 5 play message information caller ID date time 7 7 delete message 8 reset to normal volume 8 8 reply call back to messages 9 increase volume 9 9 save message 0 help skip to end of message message marked as unheard 7 done 42 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Messages from your Mailbox Lu Playback commands are different depending on the type of message you are checking 6 At the end of each message the end of message menu plays If you press to skip the message it is marked as unheard Table 4 3 End of message menu to forward to replay
47. an cette 105 OVA Pa ee Ped eee eae da eee tats 105 Starting the Import Export Wizard 105 Importing and Exporting Items 105 619510002 1A Copyright 2009 ADTRAN Inc Enterprise Communications Server Setting OPOS Wi A A heed ald hg Nan aly 107 Setting General Options 107 Setting Message Delivery Options 108 Customizing your Mailbox 110 Setting Integrated Messaging Options 112 Compressing Voice Messages 113 Troubleshooting 4 4 4 44444 ne e desde sure 115 AO LEE A 115 Troubleshooting Message Waiting Indicators 115 Troubleshooting the NetVanta UC Server 116 Using the NetVanta UC Server Logs 117 Accessing Documentation and Training 123 Accessing Technical Support 123 Appendix A Glossary as is a Sartias iin a be ato Sara rares Pa And 125 Appendix B Installing the NetVanta UC Client Application 129 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server
48. and the Cover Page Details dialog box opens Use the arrow if you want to return to the previous folder Go back arrow 14 Type the subject and notes that you want to add to the cover page and then select Next 15 At the Finished menu select Finish The fax is sent according to the instructions Saving a document as a fax to send later To save a document as a fax 1 Open the document that you want to save as a fax 2 Select File gt Print to open the Print dialog box 3 Inthe Name list select the ADTRAN Fax Printer and select OK 4 If you are prompted then enter the user name and password for the user from which you want to send the fax and select OK 5 Ifthe Server dialog box opens then select UC Server from the list enable the Save server as default check box and select OK to open the UC client Fax Printer dialog box 6 Enable the Save to file button 619510002 1A Copyright 2009 ADTRAN Inc 79 Sending Faxes Enterprise Communications Server 7 Select the Browse button to open the Select Fax Name dialog box EJ Browse Button 8 In the text box type a name for the file and then select Select 9 On the Fax Printer dialog box select OK The fax document is saved in your fax documents folder Changing users when sending a fax or saving a fax to send later When you send a fax from another application or when you save a document as a fax to send later you can change the user that you want to send
49. announcements services faxes and fax cover pages by importing items from another location or exporting them from your computer to another location so that other people can import them and use them Starting the Import Export Wizard To start the Import Export wizard 1 Select File gt Import Export Wizard to open the wizard welcome menu 2 Select Next Importing and Exporting Items The Import Export Wizard guides you through the process of importing or exporting an item To import an item 1 Inthe Task Selection box select Import data from the File System and then select Next 2 Inthe Import Directory box make sure that the destination folders are correct You can use the Browse button to change the default destination folder Documents Export oe The default destination is C Documents and Settings username My 3 Select Next 4 Select all the items that you want to import and then select Next Make sure that the box next to the item has a check mark in it before you proceed 5 Ifyou want to delete an item in the change destination box select the item and then select the Delete button 619510002 1A Copyright 2009 ADTRAN Inc 105 Importing and Exporting Items Enterprise Communications Server If you want to change the destination of an item select the item and then select the Change destination button Select Next to transfer the items Select Next when the wizard is done Select Finis
50. ape of a circle so that it becomes an ellipse by selecting the handle as indicated and dragging to the right To delete a shape 1 Select the shape that you want to delete 2 Press Delete To draw a line 1 Select the Lock selector tool 2 Select the Line tool 3 Select on the canvas where you want the line to begin and drag to draw the line 4 Release the mouse button to create the line 5 Select anywhere on the canvas to cancel the selection To change or reposition a line 1 Select the line that you want to change to select it 2 Do either of the following To shorten or extend the line select one of the boxes at the end of the line and then drag as desired e To reposition a line on the canvas select the line and drag it to a new position 3 Select anywhere on the canvas to cancel the selection To delete a line 1 Select the line you want to delete to select it 2 Press Delete To insert text 1 Select the Lock selector tool Select the Text tool Select where you want to insert the text ges 22 MS Drag down and to the right A dotted text box appears on the canvas 96 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes 5 Type the text that you want to insert Choose the font size and style commands on the toolbar to change the text To insert text in a text box 1 Select the lock selector tool 2 Select the text tool oS Select whe
51. callers hear your external greeting If you record an internal greeting but no external greeting Lu external callers hear a default greeting If you do not record any greetings the following default greeting plays to callers We are unable to take your call Please record a message after the tone Available greetings are listed alphabetically A new greeting appears at the bottom of the list until you refresh the content pane Creating and recording greetings You can create and record a new greeting or re record an existing greeting There is no limit to the number of greetings that you can create provided there is enough disk space to accommodate them For information about managing greetings using the telephone refer to Managing Messages using your Telephone on page 41 To create a new greeting 1 Inthe Available Greetings section select the New button 2 Type a name for the new greeting 3 Press Enter and the new greeting appears at the bottom of the list 619510002 1A Copyright 2009 ADTRAN Inc 21 Customizing your Mailbox using your Computer Enterprise Communications Server To record a greeting 1 In the Available Greetings list select the name of the greeting that you want to record Greeting Management allows you to record and manage your greetings r Greeting Management 4 One time Create select a recording for each greeting type that you mart to Messages rs 8 Active Message Delivery
52. ce or fax message to an email message in your email client The message that you drag becomes an attachment You can create attachments for new messages reply emails or forward emails The Save Attachment option enables you to save a voice or fax message attachment to your hard drive which you can then forward to other users using your regular email client To create an email attachment 1 2 Open your email client Do one of the following e Create a new email message e Create a reply to an existing email message e Create a forward email for an existing email message Drag the voice or fax message that you want from the content pane of the Mailboxes menu to the email message The message automatically becomes an email attachment To save an email or fax locally as an attachment 1 2 Select the Mailboxes navigation bar Select the voice or fax message that you want to save as an attachment Right click the selected message and select Save Attachment Alternatively select File gt Save Attachment Browse to the location where you want to save the file locally and select Save To save a fax message to a folder as a PDF file 1 2 Double click a fax message Select on the Save as PDF icon in the fax control TA Save as PDF 3 In the file name box type a name for the message 62 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in the Mailbo
53. contents are listed in the content pane Q Faxes Folder 3 Right click the fax document that you want to delete and select Delete 4 Select Yes to confirm the deletion When you create a fax document for transmission at an undetermined time you can save it to a fax documents folder That makes it easy to find the fax when you open the Faxes menu and schedule its transmission To create a folder for fax documents 1 Right click anywhere in the content pane 2 Select New gt Folder A new folder is added is added to the list in the content pane 3 Type a name for the folder To put a fax document in a folder Select the fax document that you want to store in a folder and drag it to the folder where you want to store it Lu Select a folder to view its contents On the toolbar use the Go back arrow to return to the list previously displayed in the Lu content pane 619510002 1A Copyright 2009 ADTRAN Inc 87 Sending Faxes Enterprise Communications Server Viewing the fax queue and status Select the Queue icon in the navigation pane of the Faxes menu to view all the faxes that you have scheduled for transmission You can view the list of faxes that you have prepared delete or cancel transmission suspend transmission indefinitely reschedule transmission and forward faxes You can also change the transmission by adding or removing recipients When a fax has been successfully transmitted it is remove
54. ct OK To copy a personal distribution list 1 From the Personal folder right click the distribution list that you want to copy 2 Select Duplicate To delete a personal distribution list From the Personal folder right click the distribution list that you want to delete and select Delete To record an audio identifier for a distribution list 1 In the content pane right click the personal distribution list for which you want to record an audio identifier and select Open 2 In the Audio Identifier section select the Record button 3 In the Record Identifier for box select the Record button 4 Make sure that the audio device you want is selected 5 In the Insert new audio list select replace all 6 Select record If you are using your telephone wait for the beep before you begin to record 7 Select stop when you are finished If you used your telephone you can hang up the phone or press the Release button on the phone to end the recording 8 Select play to hear the recording 9 Select OK to keep the recording 104 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Importing and Exporting 9 Importing and Exporting This chapter explains how to use the Import Export Wizard and covers the following topics e Overview on page 105 e Starting the Import Export Wizard on page 105 Importing and Exporting Items on page 105 Overview The Import Export Wizard allows you to share
55. ct the type of information you want to include from the list of information options You do not enter specific sender or message content manually when designing your cover page because content will vary depending on each Fax that you set up Instead you insert labels for the information using the Fax Cover Page Editor A field is created on the canvas for each of the labels you insert To Label Recipient s Name Fed When a fax is transmitted the UC server captures the fax number and associated name then inserts the information as content in the field following the appropriate label on the cover page When designing the cover page you can edit a label s font style and content For example you can change the fax label so that it appears as facsimile number However you cannot change the actual content that is associated with the field This is because the content information is captured when a caller initiates a fax request using a service element The recipient information labels that you can insert include Name e Fax number Company Street Address e City State Province e Zip Postal Code e Country Title 92 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes e Department e Office location e Home telephone number e Office telephone number The sender information labels that you can insert include Name e Fax number e Company Addr
56. cts list 1 In any of the notification option panes enable the Specific callers check box 2 Select the telephone icon Lu You can also type the telephone number directly into the text box Type a phone number in the Telephone number text box Select OK The number that you specified appears in the large text box Repeat steps 2 to 4 to add other numbers to the list Dye Es 399 Select Apply The UC Server forwards calls or delivers messages whose caller ID matches any of the numbers that you specify To delete a phone number from the list of numbers that you specified for a notification option 1 Select the number that you want to delete 2 Select the trash icon Synchronizing contacts The Synchronize contacts option is only available to users who have a client side contact database where contacts are stored on a user s computer and not on a server like Microsoft Exchange Examples of client side contact databases include Microsoft Outlook running in Internet Only Mode Outlook Express and Windows Address Book The UC Server cannot access contacts that are stored in these client side contact databases so in order to perform real time contact matching this contact information must be copied and stored on the UC Server Client side contacts are synchronized with the information stored on the UC Server every time a user starts the NetVanta UC client and when the NetVanta UC client is shut down If a user makes chang
57. d from the fax queue You receive an email message signaling successful transmission The system administrator has set the maximum number of transmission attempts If a fax is not successfully transmitted after the maximum number of attempts you receive an email message to inform you about the failure When you send a fax using the ADTRAN fax printer driver a fax transmission report appears in your inbox In the case of visual clients such as Microsoft Exchange Lotus Notes IMAP4 or Integrated Messaging client a successful fax transmission report appears in your Sent Items folder If the fax 1s not sent successfully a failed fax transmission report appears in your inbox The fax transmission includes a history of the attempts and outcome of the fax A fax transmission report is also available in the call logs To view the fax queue 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the Queue folder icon The folder s contents are listed in the content pane Sp Queue For each fax in the list you can see the recipient s name and fax number the scheduled transmission time and date and the number of pages including the cover page To view an individual fax listed in the fax queue 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane 2 Right click the fax that you want to view and select Open To change recipients or fax numbers of a fax listed in the fax queue 1 Select th
58. e Queue folder Faxes scheduled for transmission are listed in the content pane You can change a scheduled fax only if it is in waiting status 2 Right click the fax that you want to change and select Modify The Recipients dialog box opens 3 Make the changes that you want and then select Next 4 To remove a recipient from the list select the recipient in the list and then select Remove 5 To change a recipient s fax number select the recipient and then make the change 6 Select Next until the Finished menu appears 7 Select Finished 88 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes To reschedule transmission of a fax listed in the fax queue 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane You can reschedule a fax only 1f it is in waiting status 2 Right click the fax whose transmission you want to reschedule and select Reschedule to open the Scheduling dialog box 3 Change the scheduling information that you want and then select Next 4 Select Next until the Finished menu appears 5 Select Finished To forward a fax listed in the fax queue 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane You can reschedule a fax only if it is in waiting status Qi Queue 2 Right click the fax that you want to forward and select Forward to open the Recipients dialog box 3 Select Add
59. e is sent For example you might have to enter a symbol such as Enter the appropriate information in the Tones to send before message text box 5 Select OK and then select Apply Email Notification When a message arrives the UC Server notifies you at the email address that you specify To specify callers set time and day restrictions or use account codes refer to the Lu following sections Specifying Callers on page 29 Setting Time and Day Restrictions on page 31 and Using Account Codes on page 31 619510002 1A Copyright 2009 ADTRAN Inc 37 Managing Extensions and Identities Options Enterprise Communications Server To use Email Notification 1 In the Assistant navigation pane select Email Notification to open the Email Notification Options content pane A aloj Pie d vew Took He o be hs a re gg Ses Xx gt Adain Joan Eversen Bed Thomgoen Greeting y E mail Notification Options Management Send an e mal when call is recen red from specific Callers based on time and Gey conditions One time F maty Mise C Crtre message C Motfeation O Dot notification Active Message rarement cn Re Delivery F Specfic calers amp Transfer Callers 1 06139 505 1010 Ju a 1 613 9555 1818 2 tb Pager Notification zi De mail Notification F On te and day G me TE me F3 On F y ps F da y NI Bob Thompaen 2302 on UC Server 9 taba ings 2 oo eem 2 Enable the Notify check box t
60. e new voice messages four new fax messages 30 new email messages and 50 saved messages To set the message summary mode using the desktop 1 Select Tools gt Options 2 Select the Mailbox tab 3 Inthe Mailbox message summary section select one of the following e Disabled e Quick e Verbose 4 Select OK Sorting messages The message sorting options allow you to choose in what order you want to listen to your messages You can change the message sorting options using the desktop The default message sorting option is to listen to voice and fax messages only 110 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox To change message sorting options 1 Select Tools gt Options 2 Select the Mailbox tab 3 In the Mailbox message sorting section choose one of the following options e Listen to all messages in the order they were received e Listen to voice and fax messages only e Listen to voice and fax messages first then email messages 4 Select OK Turning message information on or off Message information is played before each message It includes e Caller ID e Date and time the message was received The default setting for message information is on To turn message information on or off using the desktop 1 Select Tools gt Options 2 Select the Mailbox tab 3 Enable the Play message information before message check box to enable message informa
61. e unacknowledged errors or warnings then a different entry is created in the Windows event log and the orange bar in the UC client disappears To view system errors and warning logs 1 On the left side of the UC client select the Logs navigation bar to open the Logs menu 2 Select System Errors and Warnings On the right side in the Logs content pane the errors and warning logs appear To acknowledge the alert notification On the right side in the Logs content pane right click on an error or warning log to accept or acknowledge the error or warning The orange bar will no longer appear and the error or warning message is no longer visible at the bottom of the UC client window Managing NetVanta UC Server Alerts from Windows SBS 2008 Microsoft Windows Small Business Server SBS 2008 records unacknowledged errors or warnings in the UC server This simplifies management such that Administrators do not need to have the UC client open in order to be aware of any error or warning messages When the UC server is installed on Windows SBS 2008 a custom alert is automatically configured for the SBS 2008 Console If the UC server is not installed on the SBS 2008 system but is installed on another system on the network then consult the Microsoft documentation for how to create a custom alert 118 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using the NetVanta UC Server Logs To create a custom alert defin
62. e your last call including the time that you were unavailable To set your agent status to unavailable 1 Dial 83 2 Press a number from 1 to 9 to indicate your reason for being unavailable 3 Hang up To set your agent status to available 1 Dial 83 2 Press 0 at the prompt 3 Hang up Checking your agent status in a call queue You can check your agent status to verify whether you re currently logged into a call queue whether your status is set to temporarily unavailable or whether you re currently logged out of the call queue To check your agent status 1 Dial 84 lt QueueNumber gt Ensure that you enter the correct queue number The system will indicate your current status as Logged in e The agent is not available service code lt gt e Not Logged in 2 Hang up Picking up ringing calls Ringing call pick up allows you to answer other ringing telephones which means that you no longer have to run to answer another person s telephone You can divert a ringing call from another telephone typically within earshot to your own telephone to answer To use ringing call pick up you must know the extension of the phone that is ringing This feature also allows for night bell support Many small companies have an audible bell that rings after business hours Night bell support can also allow employees to contact security after hours This feature can allow employees for example on manufacturing floors who a
63. eaker and you can forward the message to someone else When you double click on a received fax in your Outlook Inbox the fax opens in the NetVanta UC client FaxForm You can print the fax forward it by email or to other fax devices or save the fax as a PDF The NetVanta UC client custom VoiceForm and FaxForm allow you to manage voice and fax messages as you would any other email You can forward move delete and save a message Managing voice messages in Outlook You can listen to your voice messages from Microsoft Outlook and you can manage your voice messages from Outlook Listening to voice messages An icon in your voicemail inbox indicates a voice message To listen to a voice message 1 In your Outlook inbox double click a voice message Ki Voice message icon You can select the icon or the subject line of the message The voice message window appears Audio commands Voice message from Jeff 2271 CallAttendant VoiceForm File View Actions Audio PlayBack H lp OEE lm adn gt i ww TT Speaker icons From Jeff To Caroline Ce Sent 4 21 2006 9 24 05 AM Subject Voice message from Jeff 2271 Sliding volume control Tee ES KO RD ES AUS 1 E Eostin Attachment name Message wav Date Time Received 4 21 2006 3 24 01 AM Caller ID Name Jeff Caller ID Number 2271 Called ID Name _ Connection F Not connected A state 50 Copyright O 2009
64. ect Record same greeting for internal and external callers the Internal External Greeting menu appears e Ifyou select Record same greeting for internal and external callers the Internal Greeting dialog box opens In the text box you can type the greeting that you want to record This is useful for eliminating pauses when you record Make sure that the audio device you want is selected 619510002 1A Copyright 2009 ADTRAN Inc 11 Changing your Password Enterprise Communications Server 13 14 15 16 Select record If you are using a telephone wait for the beep before you begin to record The timer runs as you record Select stop when you have finished If you use the telephone you can hang up the phone or press the Release button on the phone to end the recording Select Next Ifyou chose to make two distinct greetings the External Greeting dialog box opens Repeat steps 12 to 15 to record an external greeting Ifyou chose to make a single greeting the Completion menu appears Select Finish The main Client window opens as TETE to 31 Admin som Everson Bob Thompson Greeting Management Greeting Management slows you to record and manage your greetings Navigation One time Crestefimect recording for each greeting type that you mart to customize Messages Pane sage z Eternal Geen 8 Active Message Delivery rteriGetro sf amp Transfer Callers A Pager No
65. ed Searching your contacts list From your mailbox you can transfer to a telephone number search your contacts for a number to transfer to or search for information such as address email addresses or telephone numbers about your personal contacts To search your contacts 1 Access your mailbox using a telephone From the Main Menu press 5 If you want to transfer to a telephone number enter the number cn 202 AES If you want to search your contacts list do either of the following e Press 1 to search your contacts and transfer to a contact on your list e Press 2 to search your contacts and retrieve information about a contact on your list or The type of information that you can retrieve includes the address telephone number or email address for a contact if already specified in the contact fields Caller Options Callers that dial into the system have several options While callers are listening to user greetings or leaving messages they can bypass a greeting skip out of a greeting skip out to another extension after they leave a message or dial the operator A caller that accidentally ends up in the wrong voicemail or decides they want to call someone else instead can skip out of a greeting After leaving a message a caller can go to another extension and leave a message for another user without having to hang up and redial the system 619510002 1A Copyright 2009 ADTRAN Inc 47 Caller Op
66. elect 4 Change mailbox options 2 From the Mailbox options menu select 6 Distribution list options Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Telephone 3 4 9 From the Distribution list menu select 1 Create a new distribution list Enter the number of the new distribution list Select one of the following e 1 confirm e 2 cancel To edit a distribution list over the telephone 1 2 3 4 5 6 From the main menu select 4 Change mailbox options From the Mailbox options menu select 6 Distribution list options From the Distribution list menu select 2 Edit distribution list Enter the distribution list number that you want to edit Select 1 Manage distribution list Select one of the following e 1 add recipient e 2 remove recipient e 3 list recipients e 0 help e exit to previous menu If you selected 1 to add a recipient enter the new recipient number and then select one of the following e 1 save e cancel If you select 2 to remove a recipient enter the number of the recipient that you want to remove and then select one of the following e 1 delete e cancel To delete a distribution list over the telephone 1 2 3 4 5 From the main menu select 4 Change mailbox options From the Mailbox options menu select 6 Distribution lists options From the Distributio
67. elephone refer to Accessing your Mailbox using your Telephone on page 41 When calling from your extension enter the access number set up by your network administrator This is not the same number as the system defined key that you use when performing remote mailbox management You can obtain the access number from your system administrator After you enter the access number you are prompted to enter your password The following management tasks assume that you are accessing the system from your workplace extension Recording and selecting greetings Using your telephone you can record and listen to greetings and select a type of greeting to play to callers 619510002 1A Copyright 2009 ADTRAN Inc 15 Customizing your Mailbox using your Telephone Enterprise Communications Server You cannot select a greeting unless it has an audio recording If you try to select a greeting without a recording you are prompted to record one Disabling a greeting does not delete it You can enable a greeting at any time Recording a new greeting replaces an existing one If the out of office greeting is enabled the user is prompted to turn it off or leave it on For information about managing greetings using the computer refer to Customizing your Mailbox on page 15 To manage your greetings 1 From the main menu select 4 Change mailbox options 2 From the Change mailbox options menu select 1 Manage greetings 3 From the Manage greetin
68. er Notifying users of an incoming fax on a shared voice and fax identity Personal Assistant PA users will be notified of an incoming fax using the same notification settings that are configured for Active Message Delivery Email Notification or Pager Notification The settings of each of these options apply equally for voice and fax messages 102 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Creating Distribution Lists 8 Creating Distribution Lists Overview You can use the Distribution Lists menu to manage personal distribution lists Distribution lists allow you to send voice and fax messages to groups of users using the telephone For information about using the distribution lists over the telephone refer to Managing distribution lists on page 18 Three folders are included with the Client application Everyone Personal and System The Everyone folder contains all the UC Server users that are configured for the system You cannot add a new folder to the Everyone folder You can use the System distribution lists over the phone but you cannot create or manage them Your system administrator does this To create a personal distribution list 1 Select the Distribution Lists navigation bar to open the distribution lists menu 2 Select the Personal folder 3 In the right content pane right click and select New gt Distribution List 4 Type a Name for the distribution list folder Un
69. ers in which messages are stored Open a folder to view the contents in the content pane An icon indicates a voice or fax message The information pane displays details about the history of the message that you open In the preview pane you can view the waveform of a voice message or contents ofa fax message Managing messages Using the content pane of the Mailboxes menu you can open delete or mark a message To open a fax message in the Fax Viewer 1 Right click the fax message that you want to open 2 Select Open To delete a fax or voice message 1 Right click the fax or voice message that you want to delete 2 Select Delete 3 Select Yes to confirm the deletion To mark a fax or voice message as heard or unread 1 Right click the fax message that you want to mark 2 Select Mark as Heard or Mark as Unread Playing voice messages You can play voice messages using the telephone or computer speakers 619510002 1A Copyright O 2009 ADTRAN Inc 61 Managing Messages in the Mailboxes Menu in the NetVanta UC clientEnterprise Communications Server To play a voice message 1 2 In the Content pane select the message that you want to play If the waveform of the message does not automatically appear in the preview pane select the Download button Select the icon of the device that you want to use to play the message Select the Play button to play the voice message Using attachments You can drag a voi
70. es Greeting Management Crone and modiy one time messages for your contacts One time 4 Messages per Active Message be Delivery Lara sp Transfer Callers tb Pager Notification SS E mail Notification M Bed Thompsen 2302 on UC Server 6 Number of mga 4 al 2 Select Add to open the One time Messages recording dialog box 3 From the For list select the contact that you want to receive the one time message The contacts are from the list of contacts that you maintain in Outlook In the text area of the One time Message dialog box you can type the greeting that you want to record This is useful to eliminate pauses while you record 4 Select record to open the Record Audio dialog box 5 Make sure that the audio device you want is selected x 6 From the Insert new audio list select at the beginning 26 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Computer 7 Select record If you are using your telephone wait for the beep before you begin to record As you record the clock runs and the red record button turns grey 8 Select stop when you have finished If you used your telephone you can also press the Release button on the phone to end the recording 9 Select play to hear the greeting 10 Select OK to keep the greeting The contact to receive your one time message appears in the One time Messages content pane
71. es to their client side contact database while the NetVanta UC client is open and they want the UC Server to recognize these changes without having to shut down and restart the NetVanta UC client the user can force a contact synchronization by using the Tools gt Synchronize contacts menu option To synchronize contacts from a user s computer to the UC Server Select Tools gt Synchronize contacts 30 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting Time and Day Restrictions Setting Time and Day Restrictions You can set time and day restrictions for any notification option Follow the same procedures for each feature after you open the content pane To set time and day restrictions 1 In any of the notification option panes enable the On time and day check box 2 Highlight the hour in the first text box Using a 24 hour clock type the hour when you want the time restriction to begin Do the same for the minutes if required The time restriction starts at this time 3 Highlight the hour in the second text box Using a 24 hour clock type the hour when you want the time restriction to end Do the same for the minutes if required The time restriction ends at this time 4 Select the check boxes for the days of the week when you want the notification option to be enabled 5 Select Apply Using Account Codes An account code is a specified set of digits that the caller must enter after co
72. es unknown software errors Possible Causes Sometimes problems can arise from third party firewall or antivirus software installed on computers hosting the server or client software Solutions Proceed with the following potential solutions in the order in which they appear Only when solution A and B have been attempted and failed should solution C be tried Ifa problem occurs ADTRAN Technical Support advises that the third party product be Lu removed from the system prior to contacting Technical Support for assistance For more information refer to Accessing Technical Support on page 123 Solution A Verify that the NetVanta UC Server files are excluded from antivirus software scanning Verify that the following folders are excluded from antivirus software scanning as noted in the NetVanta UC Server Deployment Guide and in the NetVanta UC Server Installation Guide e C Program Files ADTRAN Or any folder in which the UC server application is loaded e C ADTRANLogs Or the folder to which logging application is configured C Program Files Microsoft SQL Server Or the default location of the database folder 116 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using the NetVanta UC Server Logs Solution B Uninstall the third party antivirus or firewall software 1 Uninstall the third party antivirus or firewall software 2 Shutdown the UC server and restart Antivirus and fire
73. ess e Title e Department e Office location e Home telephone number e Office telephone number The message information labels that you can insert include e Note e Subject e Date sent Number of pages e Number of attachments To insert an information label 1 From the Insert menu choose one of the following label types e Recipient e Sender e Message In this example the choice is Recipient 2 From the submenu select the label that you want The label is added to the cover page canvas It appears in a dotted rectangle A field is inserted next to the label The word recipient s identifies the field that appears in a second dotted rectangle The label name appears in bold while the word recipient s is italicized and has a bracket in front of it The label name is included as content on the cover page but the Lu word recipient s is not The application inserts the recipient name associated with a fax number when a caller initiates a fax request 619510002 1A Copyright 2009 ADTRAN Inc 93 Sending Faxes Enterprise Communications Server To reposition a label on the canvas 1 Select anywhere inside the label s dotted rectangle and then drag it to the desired position 2 Do the same with the dotted rectangle of the associated field To change the font and style of a label or field 1 Select the label or field that you want to change 2 Do any of the following e Select a font from the font lis
74. essages button on your phone Enter your telephone Personal Identification Number PIN at the prompt to access your personal voicemail To use the message button on a phone with more than one identity 1 Press the Messages button on your phone 2 From the Line Select menu select using the telephone keypad or the arrow keys on the telephone line for which you want to review your messages Sor As long as there is a user profile associated with the identity callers are prompted for their telephone PIN 619510002 1A Copyright 2009 ADTRAN Inc 67 Using SIP Phones Enterprise Communications Server Transferring callers directly to voicemail You can transfer a caller directly to voicemail without ringing the recipient s telephone This feature is useful if a caller needs to leave a message for a user but does not need to speak to the user directly After a direct transfer the caller hears the user s personal assistant greeting and can follow the prompts accordingly To perform a blind transfer to another user s voicemail 1 During an active call begin a blind transfer which puts the caller on hold The steps to perform a blind transfer vary depending on the type of phone you are using For more information refer to the user documentation for your phone 2 Enter 86 lt Destination mailbox number gt 3 Press Send or Dial depending on the phone type you are using To perform a supervised transfer to another user
75. ever Prompt callers are not prompted to record a name e Always Prompt lt very caller is prompted to record a name Prompt Unknown Caller only callers not in the recipient s contact list are prompted to record a name Setting up Call Notification Options There are three notification options e Active Message Delivery on page 33 e Pager Notification on page 35 Email Notification on page 37 When the notification options are enabled the UC Server notifies you when you have received messages You can customize the notification options so that the UC Server notifies you about calls or messages only from certain telephone numbers Note that your office must have caller ID to be able to use some of these features You can also be notified about calls or messages based on the time or day Active Message Delivery Active Message Delivery when enabled for your user profile notifies you that you have received a voicemail or fax message directly from a caller or forwarded from another user When the callers that you have specified leave a voice or fax message you can be notified You can also specify the days and times during which you want to be notified When Active Message Delivery is enabled the UC Server calls you and informs you that you have new messages The UC Server then prompts you for your mailbox password You can then manage your messages If you have multiple telephone numbers entered in the Deliver box and the first
76. g e 1 Disable e 2 Set to quick mode 3 Set to verbose mode e Cancel Changing the notification option When you receive a message an alert is displayed on your telephone that notifies you that you have mail This notification option allows you to turn the alert light on or off To change the notification option 1 From the main menu select 4 Change mailbox options 2 From the Change Mailbox Options menu select 4 Notification option 3 Select one of the following 1 turn notification on 2 turn notification off Changing message sorting options Message sorting options allow you to listen to your messages in the order that you choose Listening to voice and fax messages only is the default option To change message sorting options 1 From the main menu select 4 Change mailbox options 2 From the Change mailbox options menu select 5 Message sorting options 3 Select one of the following e 1 plays voice and fax message only e 2 plays voice and fax messages first and then email messages e 3 plays all messages in the order that they were received Managing distribution lists You can use system and personal distribution lists over the telephone Create edit and delete distribution lists using the telephone For more information about distribution lists refer to Creating Distribution Lists on page 103 To create a distribution list over the telephone 1 From the main menu s
77. gation bar to open the Faxes menu Select the Cover Pages icon The fax cover pages are listed in the content pane Right click the cover page that you want to rename Select Rename Type a new name for the cover page Select the icon of the new cover page to make the change To copy a fax cover page 1 AN Select the Faxes navigation bar to open the Faxes menu Select the Cover Pages icon The fax cover pages are listed in the content pane Right click the cover page that you want to copy Select Duplicate The copy of the cover page appears in the content pane with Copy of before its name You can rename the cover page if you want to To delete a fax cover page 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the Cover Pages icon The fax cover pages are listed in the content pane 3 Right click the cover page that you want to delete 619510002 1A Copyright 2009 ADTRAN Inc 99 Sending Faxes Enterprise Communications Server 4 Select Delete 5 Select Yes to confirm the deletion To edit a fax cover page 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the Cover Pages icon The fax cover pages are listed in the content pane 3 Right click the cover page that you want to edit 4 Select Open The fax cover page is displayed in the Fax Cover Page Editor lo x Filo Edit View insert Format Layout Hp ue e gt par E is s oaee DAA
78. gs options menu select one of the following e 1 external greeting e 2 internal greeting e 3 mailbox identifier e 4 out of office greeting e 0 help menu e return to previous menu The greeting status plays on or off 4 Select one of the following e 1 record e 2 listen e 3 turn on off e cancel 5 After the tone record your greeting and then press 6 Select one of the following e 1 keep the greeting e 2 record the greeting again e 3 review the greeting e cancel o The maximum length of a recorded greeting is 15 minutes If the Out of Office greeting is not enabled you cannot listen to the greeting You are Lu informed that no greeting is recorded 16 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Telephone Changing your password To change your password 1 From the main menu select 4 Change mailbox options 2 From the Change mailbox options menu select 2 Change password 3 Enter the new password followed by 4 Confirm the new password by doing one of the following e 1 keep the password e 2 re enter the password e cancel Changing message information Message information plays before each message For voice messages information includes the caller ID and the date and time that the message was received For email messages the sender and subject t
79. h To export an item 1 Inthe Select task to perform box select Export to the File System and then select Next 2 Select the directory where the items that you want to export are located and then select Next 3 Select all the items that you want to export and then select Next Make sure that the box next to the item has a check mark in it before you proceed 4 Select Finish when the wizard is finished exporting the items 106 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting Options 10 Setting Options This chapter explains how to set various options Options fall under the following categories Setting General Options on page 107 e Setting Message Delivery Options on page 108 e Customizing your Mailbox on page 110 Setting Integrated Messaging Options on page 112 e Compressing Voice Messages on page 113 or For more information on setting mailbox options refer to Customizing your Mailbox on page 15 Setting General Options If you are a local message store user you are prompted to enter your mailbox number name or password each time you log in You can enable the automatic login option if you do not want to enter your information each time you log in Your user profile has a time zone setting that indicates in which time zone you are typically located The time zone setting effects the times and dates that appear on voice fax and email messages when you access your
80. he UC server works with many types of SIP compliant phones However phones from different manufacturers are configured differently and the phone features are accessed in a different way This chapter does not replace individual phone installation and configuration manuals SIP telephone user guides for manufacturers that are part of the ADTRAN Connect or o Connect PLUS program are available on the ADTRAN website www adtran com support Refer to the SIP user guide for information about how to use the phone with the UC server Customizing your Phone In the UC server you can customize your phone to suit your personal preferences For example you can set the number of rings before your phone goes to voicemail You can also set how the message waiting light on your phone operates For example whether the message waiting light on your phone turns off when you ve accessed your first new voicemail message or when you ve accessed all your new voicemail messages You can also customize your phone according to your particular phone s make and model For information on customizing your phone in the UC server refer to the following sections e Changing the number of rings before calls go to voicemail on page 66 e Setting the message waiting light on your phone on page 66 For more information on customizing your phone refer to the phone user guide that ore applies to the make and model of your phone User guides for ADTRAN supported phones
81. he integrated client To send a fax using the Faxes menu 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the Fax Documents folder containing the document that you want to send The folder s contents are listed in the content pane Q Faxes Folder 3 Select the fax document that you want to send 4 Select File gt Print to open the Print dialog box 5 Follow steps 3 to 18 in Sending faxes from other applications using the ADTRAN Fax Printer on page 78 To specify fax numbers and account code 1 Select the telephone icon in the Fax Recipients dialog box EN Telephone icon 2 Type the area code and telephone number for the fax that you want to specify 82 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes 3 Choose a country code from the Country code list 4 Enable the Use Account Code check box The administrator must have enabled this option in order for it to be available 5 Type an account code in the text box and select OK Managing outgoing faxes You can preview or print fax documents that you have prepared for transmission Likewise you can prepare a document save it and make it available for transmission at a later time Prepared fax documents can be stored in folders for efficient organization and easy retrieval You can also copy or rename a fax A fax transmission report is created and sent with each fax that is sent successfully A
82. he parked call will hear dead air or silence until the other party resumes the call To park a call at the next available number 1 Put the active call on hold La If your phone has more than one identity assigned to it then Transfer the call instead of putting it on hold 2 Dial 99 70 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Phones 3 Note the hold position that plays over the telephone The hold position is used by the person who answers the parked call The UC server selects the park number for the caller starting at 1 or the next available higher number 4 Press DIAL The call is removed from the hold position and put in the system park position To park a call at a selected park number 1 Put the active call on hold Ifyour phone has more than one identity assigned to it then Transfer the call instead of o putting it on hold 2 Dial 99 3 Enter the number that you want to use as the park number The hold position is used by the person who answers the parked call For example if you enter 1234 then the call is parked at 1234 and can be picked up at 1234 4 Press DIAL The call is removed from the hold position and put in the park position To answer a parked call 1 Typically a company announcement informs you that a call is on hold for you 2 Dial 98 The system prompts you for the park hold position 3 Dial the number of the par
83. identity The default number of rings is 4 To view the SIP Authentication B Active Service icon 1 On the Identities pane select the active service icon 2 Select SIP Authentication You can view your user name and password The Administrator needs this information to assign a phone to an identity 619510002 1A Copyright 2009 ADTRAN Inc 39 Managing Extensions and Identities Options Enterprise Communications Server 40 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages using your Telephone 4 Managing Messages using your Telephone This chapter covers how to manage your mailbox messages using your telephone It includes the following topics e Overview on page 41 e Accessing your Mailbox using your Telephone on page 41 Listening to Messages Remotely on page 41 Sending Messages from your Mailbox on page 43 e Caller Options on page 47 Overview You can use a local or remote telephone to log on to the system and retrieve not only voice messages but email With a single keypad command the text to speech engine reads email messages to you over the phone You are also informed if you have received fax messages You can send messages from your mailbox to another mailbox You can also transfer callers to your mailbox You can forward and reply to messages from your mailbox You can also search your contacts list for information from your mailbox Callers diali
84. il ask your system administrator for information about Personal Business Assistant mode All users on the system manage and are managed by user profiles identities and authorizations 619510002 1A Copyright 2009 ADTRAN Inc 7 Overview Enterprise Communications Server Active NetVanta Directory UC Server User Authentication User Authentication Users may be 8 authenticated with the 8 NetVanta UC Server or by 88 8 Microsoft Active Directory 6 User Profile User Profile a8 a Authenticated users have a user profile in the NetVanta UC Server that 6 manages their business assistants and their message stores across multiple identites and devices Business Communications Various SIP Compatible Devices Each user can have multiple identities Each user can have multiple identites associated with traditional telephony associated with different SIP devices equipment such as PBXs Authorizations give some users access to the profiles of other users for management purposes Likewise users can have access to any number of other users provided they have been granted authorization to do so Users can have any number of identities on the system such as an extension number Through the user profile users can manage the identities that are associated with their profile The UC Server is integrated with Active Directory For more information about the UC Server refer to the ADTRAN website at http Lu
85. ing call is already in progress that call continues until completion You can specify a default account code for outgoing calls An account code is used for accounting and 108 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting Message Delivery Options security A caller who does not have an account code cannot access specified information You can use account codes to allow long distance dialing in which the telephone company applies the long distance charges to your account code To set the number of attempts to deliver a message to each number you have specified 1 Select Tools gt Options 2 Select the Message Delivery tab 3 In the Retry text box select the number of attempts to deliver to each number The default number of attempts is 3 4 Select OK To set the number of minutes to wait between delivery attempts 1 Select Tools gt Options 2 Select the Message Delivery tab 3 In the Delay text box select the number of minutes to wait between delivery attempts The default delay period is 3 minutes 4 Select OK To specify a default account code 1 Select Tools gt Options 2 Select the General tab 3 Type the default account code in the Account code box 4 Select OK To specify conditions to cancel Active Message Delivery 1 Select Tools gt Options 2 Select the Message Delivery tab 3 Inthe Cancel active message delivery section select one of the following
86. ions Server To space two or more objects evenly across down the canvas 1 Select the objects that you want to space 2 On the tool palette select one of the following Space evenly across e Space evenly down Spacing tools The items that you selected are spaced evenly on the canvas To align two or more objects on the canvas 1 Select the objects that you want to align 2 On the tool palette select the alignment tool that you want to apply he m A Alignment tools The items that you selected are aligned by the edges that you specify Managing fax cover pages To preview a fax cover page 1 Select the Faxes navigation bar to open the Faxes menu Select the Cover Pages icon The fax cover pages are listed in the content pane Select the fax cover page that you want to preview gt p N In the preview pane select Download to get the file from the server The cover page appears in the preview pane 98 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes 5 Use the cover page toolbar to view the cover page Zoom in Zoom to Page up Print oj ajaja dre de Normal Page down 180 degrees Rotate single page 3 E Rotate single page left Rotate single page right Rotate document 180 degrees F Rotate document left Rotate document right To rename a fax cover page 1 D Gy oe D Select the Faxes navi
87. ions that are selected messages accessed by LMS users are always To change the new LMS message notification sound 1 Select Tools gt Options Select the Integrated Messaging tab Make sure that the Play wave file check box is enabled Select the Browse button and select the wave file that you want Select Open to select the wave file Select play to hear the wave file ao amp AA Select OK 112 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Compressing Voice Messages To change the IMAP user password 1 Select Tools gt Options Select the External Systems tab In the IMAP mailbox management section select the Password button In the Re enter box retype the new password 2 3 4 In the Password box type the new password 5 6 Select OK 7 In the Options dialog box select OK configured on the Lotus Notes Server So The IMAP user password must match the Lotus Notes user Internet password Compressing Voice Messages The voice message compression level determines how incoming voice messages greetings and announcements are recorded and stored Compression affects the size and quality of voice messages e Increasing the compression level lowers the audio quality and the file size e Decreasing the compression level improves the audio quality and increases the file size The default compression level is medium but this level can be adjusted For example if you are t
88. ition when the NetVanta UC Server is not installed on the SBS 2008 system 1 Refer to www msdn microsoft com en us library cc721719 aspx for details on how to create a custom alert 2 Specify the following Path Application Provider UC server SetEventlD 256 ClearEventID 512 The Windows SBS Console display is refreshed every 30 minutes This means that the Lu console display will not change immediately when an error or warning occurs or when all errors or warnings are accepted or acknowledged To access the NetVanta UC Server alerts from Windows SBS 2008 1 From the Start menu access the Event Viewer 2 Open the Windows SBS Console and select the Network tab Under Computers any UC server unacknowledged errors or warnings will appear The log entry types are represented by different icons The following table explains some of the icons that might appear in your list of log entries Table 11 1 Log entry icon definitions Icon Definition Y ta Error represents an error for example in voice message delivery Warning represents a warning Received calls represents calls that come in on a specified port 619510002 1A Copyright 2009 ADTRAN Inc 119 Using the NetVanta UC Server Logs Enterprise Communications Server Table 11 1 Log entry icon definitions Voicemail access represents a voice message event for example a voice message O sent from a UC server user to another user
89. itle are included The default setting for Message information is on If you change this option to off you do not receive message information before you review each message To change message information 1 From the main menu select 4 Change mailbox options 2 From the Change mailbox options menu select 3 Change status options 3 From the Change status options menu select 1 Turn message information on or off Changing the message summary A message summary plays as soon as you enter your password The Message Summary lists the number and type of messages you have received and whether they are new or saved There are three modes for message summary They are Disabled No message summary is provided Quick The message summary provides limited information For example You have five new messages and six saved messages This is the default mode Verbose The message summary provides detailed information For example You have five new voice messages four new fax messages 30 new email messages and 50 saved messages To change the message summary 1 From the main menu select 4 Change mailbox options 2 From the Change mailbox options menu select 3 Change status options 619510002 1A Copyright 2009 ADTRAN Inc 17 Customizing your Mailbox using your Telephone Enterprise Communications Server 3 From the Change status options menu select 2 Obtain message summary options 4 Select one of the followin
90. ja sl FE Page 1 Sci m Air ins tad cer A oe 3 From the printer name list select the ADTRAN Fax Printer and select OK 4 Ifyou are prompted enter the user name and password for the user from which you want to send the fax and select OK 5 Inthe UC client fax printer dialog box select one of the following Send now sends the fax now after having made your fax selections e Save to file allows you to save the file as a fax to send later Wor To change the user from which you want to send the fax refer to To change users when sending or saving a fax on page 80 78 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes 6 If you select Save to file refer to To save a document as a fax on page 79 7 Ifyou select Send now select OK to open the Fax Recipients dialog box 8 Select Addresses to select recipients from your Outlook Contacts list Otherwise type the recipient names and fax numbers Addresses 9 Select Add to List for each recipient that you specify Lu To delete a recipient from the Recipient list select the recipient and then select Remove 10 Select Next and the Fax Scheduling dialog box opens 11 Specify when you want to send the fax select Next and the Select Cover Page dialog box opens 12 To include a fax cover page select Yes and double click a folder to view its contents 13 Select the cover page that you want select Next
91. k hold position The system disconnects the current call and presents a new call 4 Answer the new call to speak to the parked caller Ifnobody answers the parked call the call rings the extension that originally put the call o on system park Working with call queues Call queuing allows incoming calls to be distributed to an individual within a specified group of agents The feature is useful for companies that handle a lot of incoming phone calls and where the caller is not trying to reach a specific individual but wants to talk to a member of an agent group such as a salesperson as quickly as possible Call queuing allows callers to remain in a queue while they wait for their call to be answered by the appropriate agent Lu The total number of simultaneous calls that can be queued in the system is 64 619510002 1A Copyright 2009 ADTRAN Inc 71 Using SIP Phones Enterprise Communications Server The agent is typically associated with a particular area of expertise for example sales or support A support agent who is ready to answer calls can log into the call queue and receive support calls in a specified order for example in order of arrival or priority Calls are distributed to the most idle agent If an agent is logged in the caller hears an introductory queue greeting If no agents are logged in the caller is directed to the overflow destination The overflow destination then provides an additional greeting
92. lease leave a message at the sound of the beep and we will get back to you before the end of the day Callers from another extension at your workplace hear the internal greeting This greeting is shorter than an external greeting and can be more informal because it is intended for internal callers Here is an example of an internal greeting Hi Pll be in a meeting all morning but 1 11 get back to you after lunch Thanks for your patience The mailbox identifier greeting consists of your name Callers hear this greeting when their call is transferred to your extension The mailbox identifier is always available in the greetings list and you cannot delete it Enable the out of office greeting when you are away from the office for an extended time The caller cannot interrupt the out of office greeting Callers hear the entire greeting before they can leave a message You can record an out of office greeting and enable it only when you need it You can re use the same greeting each time you are out of the office When you start the application a notice reminds you that the 20 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox using your Computer out of office greeting is enabled You can turn it off or leave it on If you enable the out of office greeting it plays in place of the internal and external greeting If you record an external greeting but no internal greeting all
93. m a client computer are automatically put into the Sent Items folder The Sent Items folder used by Lotus Notes IMAP is not the same as the Lotus Notes Lu Sent folder To review fax transmission reports you might have to create a folder called Sent Items For information about the fax transmission report refer to Managing outgoing faxes on page 83 Managing fax messages Using the fax form you can view and print messages in Lotus Notes You can also move fax messages to other folders To view a fax message Double click a fax message Scroll in the Fax Viewer to view the fax 619510002 1A Copyright 2009 ADTRAN Inc 59 Managing Messages in Lotus Notes Enterprise Communications Server To print a fax message 1 Open the fax message that you want to print 2 In the Fax Viewer select the Print icon to open the print dialog box 9 Print icon Make sure that the correct printer is selected in the Name list 3 Select OK To save a fax message to a folder as a PDF file TA Save as PDF 1 Double click a fax message Select on the Save as PDF icon in the fax control In the file name box type a name for the message In the Save in list choose a location where you want to save the file SEE GR Y Select Save Synchronizing your password with Lotus Notes If you do not receive voice or fax messages or are unable to access your mailbox you might have to synchronize your password with
94. manual or in the online help then you can go to the ADTRAN website for further information such as training materials a quick reference card and SIP phone user guides For more information refer to the following sections e Troubleshooting Message Waiting Indicators on page 115 e Troubleshooting the NetVanta UC Server on page 116 e Using the NetVanta UC Server Logs on page 117 e Accessing Documentation and Training on page 123 Troubleshooting Message Waiting Indicators Sometimes message waiting indicators MWI on phones are incorrect following a power failure or changes to the PBX Symptoms The MWI on phones are incorrect Possible Causes e A power failure has occurred e Changes were made to the PBX Solution You can resynchronize the MWI on phones To resynchronize message waiting indicators on phones Select Tools gt Resynchronize All message waiting indicators 619510002 1A Copyright 2009 ADTRAN Inc 115 Troubleshooting the NetVanta UC Server Enterprise Communications Server Troubleshooting the NetVanta UC Server ADTRAN has observed that third party firewall and antivirus products can cause problems with the proper operation of the UC server Lu The UC server is tested with Microsoft security products such as Windows Firewall and Windows Defender Symptoms e UC server services keep shutting down with Trend Micro software installed e The UC client crashes doesn t load forms or produc
95. mpleting the dialing pattern Account codes represent an accounting category for example expenditures revenues or salaries They also ensure security because a caller who does not have an account code cannot access specified information You can use account codes to allow long distance dialing in which the telephone company applies the long distance charges to your account code You can set a default account code that applies to any trunk service If the UC Server administrator has enabled the account codes option you can specify the account that you want callers to use To specify a default account code for a notification option 1 In any of the notification option panes enable the Deliver Transfer or Notify check box Select the telephone icon In the Enter Phone Number box enable the Use account code check box Type an account code in the text box Pe CNS Select OK Transferring Callers The Transfer Callers option transfers callers to a telephone number that you specify This option is useful if you are out of the office and want to make sure that you receive an important phone call 619510002 1A Copyright 2009 ADTRAN Inc 31 Transferring Callers Enterprise Communications Server You can specify a target phone number to which callers are transferred and the type of transfer Specifying an assisted transfer allows the call recipient to accept or deny a call based on the caller s recorded name The default t
96. n lists options menu select 3 Delete distribution list Enter the number of the distribution list that you want to delete Select one of the following e 1 delete e cancel 619510002 1A Copyright 2009 ADTRAN Inc 19 Customizing your Mailbox using your Computer Enterprise Communications Server Customizing your Mailbox using your Computer This section explains how to customize your mailbox such as recording greetings and one time messages using UC Client voice message features on your user extension You manage all voice message features using the main window or Assistant menu This menu appears by default when you start the application You can access voice messaging features by selecting the feature icons in the navigation pane or For more information on setting mailbox options from your computer refer to Customizing your Mailbox on page 110 Recording and selecting greetings Using the Greeting Management pane you can create and record new greetings or play and delete existing greetings You can manage four types of greetings External greeting e Internal greeting e Mailbox identifier greeting e Out of office greeting Callers from outside your workplace hear the external greeting This greeting is longer and more informative than the internal greeting Here is an example of an external greeting Thank you for calling your workplace name We are unable to take your call at this time p
97. n or off UC Server does not manage the message waiting light Turn on when new message arrives Turn off when first message is accessed in The light turns off when you access the first new mailbox message in your mailbox Turn off when no more new messages in The light turns off when you access the last new mailbox message in your mailbox 66 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Phones 3 Select OK o Any changes to the message waiting light options come into effect immediately Using SIP Phones Depending on the manufacturer SIP phones and the UC server offer a variety of features such as the following e Accessing voicemail messages e Transferring callers directly to voicemail e Using the NetVanta UC Server conference bridge e Paging e Parking calls and picking up parked calls e Working with call queues Picking up ringing calls e Changing phones during a call Accessing voicemail messages Some telephones provide a single button to access your voicemail This is useful when accessing messages from your phone You can press the Messages button and go directly to voicemail to check your messages You might have one or several identities typically extensions assigned to your telephone The number of buttons on the phone determines the number of possible identities that can be configured on it To use the message button on a phone with one identity 4 Press the M
98. n progress that call continues until completion For example if a message is retrieved through voicemail Outlook Lotus Notes or an Instant Messaging client then Active Message Delivery stops so that no further attempts are made to contact a user To specify callers set time and day restrictions or use account codes refer to the Lu following sections Specifying Callers on page 29 Setting Time and Day Restrictions on page 31 and Using Account Codes on page 31 To use Active Message Delivery 1 On the Assistant navigation pane select the Active Message Delivery icon to open the Active Message Delivery content pane fie dt vew Took Hep Sete es 3 Adain Joan Everson a Bob Thompsen Greeting Management One time Messages Active Message io Delivery Fi 1d See 1212 amp Transfer Callers i 3 Pager Notification T soci caters aa gt E mail Notification Mi Bed Thomson 2302 on UC Server Number of ange 4 al 2 Enable the Deliver check box to enable Active Message Delivery 3 Select New messages only if you want the UC Server to deliver only new messages Use full mailbox management instructs for the UC Server to deliver all your messages You have full access to your messages as you do when you call in to check them except that the UC Server calls you 4 Select Apply 34 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting up Call Notification
99. new voice or fax messages in your mailbox e Mailbox has no messages Active Message Delivery is discontinued when there are no messages in your mailbox Pager Notification When you receive a message the UC Server pages you using a supported paging system If it is available 619510002 1A Copyright 2009 ADTRAN Inc 35 Setting up Call Notification Options Enterprise Communications Server caller ID information from the call is transmitted to the paging system following sections Specifying Callers on page 29 Setting Time and Day Restrictions on To specify callers set time and day restrictions or use account codes refer to the page 31 and Using Account Codes on page 31 To use Pager Notification 1 Inthe Assistant navigation pane select Pager Notification to open the Pager Notification Options content pane Sete s 3 Adain Joan Everson a Bob Thompson Greeting Management One time 4 Messages Active Message gt Delivery sp Transfer Callers 2 Enable the Notify check box to enable Pager Notification 3 Select the telephone icon ore You can also type the telephone number directly into the text box 4 Inthe Telephone number text box type the pager phone number and then select OK 5 Inthe Message Prefix box type information that will be part of the message sent before caller ID is displayed on your pager Numeric prefixes and suffixes are useful for identifying calls
100. ng into the system also have options to choose from These options include bypassing or skipping out of a greeting changing to another extension or dialing the operator Accessing your Mailbox using your Telephone You can access your mailbox using your telephone extension or a remote telephone To access your mailbox using your telephone extension you need the UC Server access number which you can obtain from your system administrator and your password To access your mailbox using your telephone extension 1 On your telephone keypad enter the UC Server access number 2 Enter your password followed by Listening to Messages Remotely When you call your extension from another location and access UC Server you are performing remote mailbox management This might include listening to messages and sending them to another phone number or managing some of your mailbox options 619510002 1A Copyright 2009 ADTRAN Inc 41 Listening to Messages Remotely Enterprise Communications Server To listen to your messages from a remote location 1 2 Call your workplace phone number that has UC Server as the auto attendant When prompted press the system defined key used to access mailbox management The default key for remote mailbox management is When prompted enter your extension number When prompted enter your password followed by Before you hear the main menu the mailbox summary lists the number and types of mess
101. ntact your administrator for more information 14 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Customizing your Mailbox 2 Customizing your Mailbox Overview You can customize your mailbox such as recording greetings using either a telephone or UC Client There are other features which can only be enabled using either a telephone or UC Client such as setting up a one time message for a specific caller using UC Client For more information on customizing your mailbox and using mailbox features refer to the following sections Customizing your Mailbox using your Telephone on page 15 e Customizing your Mailbox using your Computer on page 20 Customizing your Mailbox using your Telephone You can customize your mailbox in many ways including creating greetings changing your password and changing the amount and type of information that plays about your messages You can adjust the message waiting light on your phone and you can also create distribution lists You can use your telephone to manage the following mailbox items e Recording and selecting greetings e Changing your password e Changing message information e Changing the message summary e Changing the notification option e Changing message sorting options e Managing distribution lists You can perform mailbox management using a remote telephone or your workplace extension For information about accessing your mailbox using a t
102. number on the list is not answered or the call is declined the UC Server tries the next number on the list Active Message Delivery is useful for service organizations such as call centers For example if a call comes into a technical support line and the first support technician is unavailable then the call can be rerouted to the next number on the list another available technician or to a manager in order to locate a person available to answer the call Using Active Message Delivery you can select who to send calls to in what order the number of attempts to contact a user and the amount of time between attempts For example you can select that a call comes into your work number first then your cell number and if the call is still unanswered then the call is routed to your home number The target phone number that you specify for Active Message Delivery is the number that the UC Server uses to call you to notify you that you have a message Specify several target phone numbers in the order 619510002 1A Copyright 2009 ADTRAN Inc 33 Setting up Call Notification Options Enterprise Communications Server that you want the UC Server to try them You can also cancel Active Message Delivery by specifying certain conditions When the condition is met Active Message Delivery is canceled If the UC Server is between calls Active Message Delivery is discontinued and no further attempts are made If an outgoing call is already i
103. o be forwarded successfully If the recipient is not internal or is not included on your contacts list with an email address then type the recipient s email address in the To text box 6 Select OK 7 Select File gt Send 54 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Messages in Lotus Notes To forward a fax message by email 1 Double click the fax that you want to forward Forward message as a PDF file The NetVanta UC client FaxForm opens 2 If you want to save a copy of the fax as a PDF before forwarding the fax then select File gt Save as PDF file e In the File name box type a name for the message e In the Save in list choose a location where you want to save the file e Select Save 3 Select the Forward message by email icon yf Forward message by email icon 4 Inthe text area at the bottom of the window type any comments or additional information that you want to include with the fax 5 Select To 6 Select a recipient from your Outlook contacts list The information for the recipient must include an email address if you want the message to be forwarded successfully If the recipient is not internal or is not included on your contacts list with an email address then type the recipient s email address in the To text box 7 Select File gt Send Managing Messages in Lotus Notes The UC Server integrates with Lotus Notes through an IMAP com
104. o enable Email Notification 3 Enable one of the following options e Entire Message e Notification e Short Notification 4 Select Apply Managing Extensions and Identities Options An identity typically corresponds to a user extension or an email address When callers dial in to the system they can access for example a user extension or an employee s email address The Administrator creates and assigns identities If you have identities assigned they appear in the identities pane on the bottom left of the client window 38 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Managing Extensions and Identities Options You can change the number of rings on an identity which determines the number of times a call rings on an extension before 1t is answered by the auto attendant UC Chent 2 o x Flo Cat View Tools Heb HSER ws fg an Admin Joan Everson B Thompson Greeting Management PE Navigation One time Crestefuect recendng for each gestry type that You mart to custome Pane Messages Active Message i Delivery Transfer Callers Etena estro Pager Notification E mail Notification O Cnt of Olfice Greeting Identities Pane To change the number of rings using the Identities pane 1 On the Identities pane select the Number of rings box that corresponds to the identity that you want to change 2 Select the number of rings that you want for the
105. odes represent an accounting category for example expenditures revenues or salaries They are also used to ensure security because a caller who does not have an account code cannot access specified information Use account codes to allow long distance dialing in which the telephone company applies the long distance charges to your account code Active Message Delivery Active Message Delivery is a feature of the UC server The UC server calls you to deliver your messages It informs you of a new message and asks you to enter your password to review the message Active Service Your active service is the service that is currently enabled and answering your calls Announcements Announcements are outgoing recorded messages that play to callers Announcements apply to trunk lines and are managed by the network administrator Assisted Transfer An option that allows the call recipient to accept or deny a call based on the caller s recorded name Caller A caller is a person who initiates an incoming call Call Park Pickup A type of hold that allows a user to park a caller on hold so that another user on the system can pick up the call on another telephone Call Transfer Have your calls transferred to an operator to another number or to a different extension using the Call Transfer element in your service Note that your workplace must have Call Transfer from your telephone service provider or PBX to be able to use the Call Tran
106. ogs from within a range of dates that you specify Select the file type for the call log that you want to export Do either of the following and then select Next e Type a location for the file in the Save exported file as box e Select Browse to find a location for the file If you want to save the configuration type a name in the box Select Next to export the log Select Close ore View the call log files using the appropriate application for example Microsoft Excel Troubleshooting warning log entries The following is a list of potential warnings that may be noted in the System Errors and Warning logs To troubleshoot a warning locate the log entry below and note the possible causes of and solutions for the warning ore Not all errors and warnings necessarily require action 122 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Accessing Documentation and Training Log Entry Possible Causes and Solutions System did not receive Caller ID information from Verify that Caller ID is available when attempting to the modem and hence could not transmit it to your send a pager notification which includes sending pager Ensure that your phone rings at least twice the Caller ID before answering otherwise you will not receive Caller ID information Accessing Documentation and Training If you want more information than what is available in this manual or in the online help
107. pe the system plays the default greeting To specify a greeting 1 On the Greeting Management content pane select one of the following greeting types e External greeting Internal greeting by default it is the same as the external greeting e Mailbox identifier it can be only on or off there are no other greetings available in the list e Out of office greeting if you specify an out of office greeting the external and internal greetings are unavailable 2 Select a greeting from the list Lu You cannot select a greeting if there is no audio recorded for it Recording one time messages The One time Messages feature allows you to record a message intended for a specific caller The caller s name and telephone number are recorded in the Contacts list that you maintain in Outlook You need caller 619510002 1A Copyright 2009 ADTRAN Inc 25 Customizing your Mailbox using your Computer Enterprise Communications Server ID to be able to use this feature You can change or remove a one time message that you leave for a caller However once a caller has telephoned your extension and heard the one time message it is automatically deleted To create a one time message for a contact 1 Inthe Assistant navigation pane of the main Client menu select One time Messages to open the One time Messages content pane REF Fie dt View Tods Help AS t os fg Adain Joan Everson a Bob Thompson 4 One time Messag
108. pliant email server With administrator and user mailboxes and passwords the UC Server puts voice and fax messages into the appropriate mailbox Lotus Notes users can view voice messages in their inbox and can play voice messages through either a computer sound card or over the telephone Lotus Notes users can also view fax messages without opening additional programs Launching Lotus Notes When you launch the Lotus Notes client it attempts to connect to the UC Server At the first attempt you are prompted for the location of the UC Server 619510002 1A Copyright 2009 ADTRAN Inc 55 Managing Messages in Lotus Notes Enterprise Communications Server To launch Lotus Notes with the UC Server the first time 1 Launch Lotus Notes 2 In the Server Name box select the machine name or IP address of the UC Server 3 Enable the Save as default check box to automatically select the server the next time you launch Lotus Notes 4 Select OK 5 Type your user name in the User name box In most cases the user name is your mailbox number 6 Type your password in the Password box In most cases the password is your telephone mailbox password 7 Enable the Save as default check box to automatically log in to the UC Server the next time you launch Lotus Notes Incoming voice and fax messages appear in the Lotus Notes inbox Here is what a Lotus Notes inbox looks like Welcome Lotus Notes File Edit View Create Actions Help MBAR
109. r refer to Appendix B in this manual for instructions about how to do the installation To start the application 1 Select Windows Start gt Programs 2 Select NetVanta UC client 3 Select UC Client and the Choose UC Server dialog box opens 4 Type the UC Server name in the Server name text box 5 Enable the Save server as default check box and then select OK In the Server login dialog box type your user name and password From now on the application remembers the server name so that you do not have to enter 1t again When you start the application for the first time the First time Access Wizard Welcome menu appears First time Access using the Desktop The First time Access Wizard guides you through the following procedures e Changing your password e Recording your greetings If you are an IMAP user you can also configure your IMAP user name and password If you are not an Exchange user the wizard allows you to change the contact system 1f it finds more than one compatible contact system for example Outlook Express and Outlook For Lotus Notes integration the contacts default to Microsoft Exchange For o information about Lotus Notes integration refer to the Lotus Notes integration document which is available online at http kb adtran com 10 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server First time Access using the Desktop To change your password and record your greetings
110. ransfer type is a blind transfer in which callers are transferred directly to the call recipient To specify callers set time and day restrictions or use account codes refer to the ore following sections Specifying Callers on page 29 Setting Time and Day Restrictions on page 31 and Using Account Codes on page 31 To enable Transfer Callers and specify a target phone number 1 On the Assistant navigation pane select Transfer Callers to open the Transfer Callers content pane a 8 amp 3 Adain Joan Everson a Bob Thompsen Greeting Management One time Messages Be Active Message Delivery 1 613 555 1212 amp Transfer Callers f Pager Notification F Specf calers ea gt E mail Notification M Bob Thompson 2302 on UC Server Haba of ange 4 2 Enable the Transfer to check box to enable Transfer Callers 3 Type a phone number in the Target phone number text box The UC Server transfers your calls to that number To specify the type of transfer 1 Enable the Transfer check box to enable Transfer Callers 2 Do one of the following Enable the Blind button for a blind transfer callers are transferred directly Enable the Assisted button for an assisted transfer 32 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Setting up Call Notification Options 3 If you enabled the Assisted button select a transfer type from the list N
111. raveling and working over modem connections you can select the maximum compression level so that your messages are smaller However the audio quality will also be noticeably decreased To set the level of voice message compression 1 Select Tools gt Options 2 Select the Incoming Messages tab 3 Move the slider to adjust the level of compression The default level is Medium Select Defaults to return the compression level to the default value 4 Select OK When you save an attachment from your system from the Local Message Store Integrated Client the attachment is saved in the compression format selected However when you save from your system from Microsoft Exchange Server the attachment is saved in the native compression format which is equivalent to no compression 619510002 1A Copyright O 2009 ADTRAN Inc 113 Compressing Voice Messages Enterprise Communications Server 114 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Troubleshooting 11 Troubleshooting Overview You can use UC server logs to review calls events system errors or warnings You can configure the UC server to automatically generate diagnostic information in the event of errors or problems You can also configure the diagnostic system options such that ADTRAN your reseller and or yourself is notified if the UC server is not functioning properly If you cannot find the information you are looking for in this
112. re not stationed at a particular desk to 619510002 1A Copyright 2009 ADTRAN Inc 73 Using SIP Phones Enterprise Communications Server answer any telephone To use ringing call pick up your phone must be configured to receive incoming calls o Make sure that such features as call forwarding and do not disturb are not enabled on the phone To answer a call on another user s phone 1 When you hear a phone that you want to answer dial 78 lt Extension gt Make sure that you dial on your own phone 78 plus the extension of the phone that is ringing 2 If the phone has stopped ringing by the time you dial the 78 code the system prompts you to enter your pickup ID valid pickup ID and asks you to enter a valid pickup ID or If the pickup ID that you enter is invalid the system prompts you with That is not a Changing phones during a call Using connected call pickup you can seamlessly transfer calls from one device to another such as from a cell phone to your desk phone This feature is most commonly used with mobile twinning where calls to one phone number can ring simultaneously at multiple devices such as an internal extension number and a cell phone number For example if you were away from your desk and you answered a call that was transferred or twinned to your cell phone then when you return to your desk using the connected call pickup feature you can pickup that call on your desk phone wi
113. re you want to insert the text box and then drag to the right and down A dotted text box appears on the canvas Select Format gt Line Fill and Color to open the Line Fill and Color dialog box Select the Draw border line check box The text box lines are now solid Select line thickness from the Thickness box sa aS YA 2 Type the text in the text box Change the font size and style as desired To insert a bitmap 1 Select the Insert bitmap tool to open the Open dialog box 2 Select the bitmap that you want to insert 3 Select Open The bitmap is inserted on the canvas Using the Alignment tools to customize fax cover pages The second group of tools in the Fax Cover Page Editor is the Alignment group These tools are used to space or align selected objects on the canvas Alignment tool commands can also be found in the Layout menu Bring to front 3 Send to back x ji Space evenly across Space evenly down Align left edge pe Align right edge g BE Align top edge tg __ Align bottom edge To move a shape to the front back in relation to a second shape 1 Select the shape that you want to move to the front send to the back to select it 2 On the tool palette select Bring to front Send to back as desired The shape that you selected is brought forward sent back 619510002 1A Copyright 2009 ADTRAN Inc 97 Sending Faxes Enterprise Communicat
114. reate and manage fax cover pages A cover page is sent as the first page of your document and usually includes your name your company name and fax number as well as that of the recipient and some information relating to the subject of the fax There is a folder for fax cover pages in the navigation pane of the Faxes menu When you open the Cover Pages folder your fax cover pages are listed in the content pane From there you can create new cover pages and manage those that already exist For information about sharing fax cover pages refer to Importing and Exporting on page 105 You can also send only a fax cover page using Quick Fax Creating fax cover pages To create a new fax cover page 1 Select the Faxes navigation bar to open the Faxes menu Select the Cover Pages icon Right click anywhere in the content pane Select New gt Fax Cover Page A new untitled cover page appears in the content pane Yoo a a Type a name for the cover page You can use the Fax Cover Page Editor to design the appearance and content of the cover page that you created 6 Select File gt Save after you finish the design To use an existing fax cover page 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the Cover Pages icon 3 Right click the cover page that you want to use You can use one of the cover pages that is included which are called FaxCoverPage 1 or FaxCoverPage 2 4 Select Duplicate to create a copy of the cover
115. resses to select a recipient from your Outlook contacts list Otherwise type the name and fax number of the recipient to whom you want to forward the fax Lu When you forward a fax document it appears as a new entry in the fax queue 4 Select Add to list 5 Select Next until the Finished menu appears 6 Select Finished To suspend transmission of a fax listed in the fax queue 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane You can suspend a fax only if it is in waiting status 2 Right click the fax whose transmission you want to suspend indefinitely and select Suspend The fax transmission is suspended indefinitely View this information in the status field To resume transmission of a fax that had been suspended 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane 2 Right click the fax whose transmission you want to resume and select Resume The fax transmission is resumed View this information in the status field 619510002 1A Copyright 2009 ADTRAN Inc 89 Sending Faxes Enterprise Communications Server To delete a fax listed in the fax queue 1 Select the Queue folder Faxes scheduled for transmission are listed in the content pane Qi Queue 2 Right click the fax that you want to delete and select Delete 3 Select Yes to confirm the deletion Using fax cover pages This section provides information about how to c
116. right 2009 ADTRAN Inc 3 Conventions Enterprise Communications Server 4 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server h Table of Contents Getting stano ads A aa eo ba Pies ee pda ale abe he tal eal bes 7 OVE VIQW SE cases A ed Hae ee A A A alate sere de dt ba 7 A A ee 9 R quirements i200 lee A a A eee dd 10 Starting the Application 10 First time Access using the Desktop 10 Changing your Password 12 Accessing your Mailbox for the First Time 13 Customizing your Mailbox 15 OV TVISW se er Fee ee eed A ee ded 15 Customizing your Mailbox using your Telephone 15 Customizing your Mailbox using your Computer 20 Customizing Incoming Call Options 2 0 0 0 eae 29 OV IVISWE soa nies aaa o elite Ped Baye wag Ohad e a 29 Specifying Callers vamos ad 29 Setting Time and Day Restrictions 31 Using Account Codes 504 02 etesen Aa a Gata oad de eau dade dpe ened 31 Transferring Callers 2 s0i0 27888 sueur dea ee ete se tetes Rata 31 Setting up Call Notification Options 33 Managing Extensions and Iden
117. s Notes Managing voice messages in Lotus Notes Listening to voice messages Open the voice message to open the following form and client plug in Audio commands Playback selection gt Voice message from OBJECTWORLD 5999698 Lotus N File Edit View Create Actions Text Help 1006 998 SB F2 oh OR gt Vdce message from OBJECT x Toolbars Ew memo bpn 1 Ent To all Ehete bpy Into New J Efho is Ontine Shots K e inks lt 3 Jefte gt e Bink LEALI l Address Voice message from OBJECTWORLD 5999698 Waveform representation of voice messages Attachment name Message wav Date Time Received 11 2 2004 10 04 37 AM Caller ID Name OBJECTWORLD es e 3 The form allows you to select the playback type associated telephone handset or speaker phone The waveform representation allows you to highlight and select sections of audio to play back To listen to a voice message 1 In your Lotus Notes inbox double click a voice message 2 Select the icon of the speaker that you want to use 3 Select play Managing voice messages When you manage voice messages from the Lotus Notes inbox you can select a voice message in the inbox or open the message You can access the same options replying forwarding and deleting from either the inbox or the open message dialog 619510002 1A Copyright 200
118. sfer element Contacts Contacts are individuals from whom you receive calls email messages or faxes They are entered in the Contacts database in Microsoft Outlook Cover Page Editor The Cover Page Editor is the tool you use to create and design fax cover pages 619510002 1A Copyright 2009 ADTRAN Inc 125 Appendix A Glossary Enterprise Communications Server DTMF Dual tone multi frequency tones are also known as touchtone dialing Fax on demand Fax on demand allows callers to dial in and retrieve a fax document completely unattended The caller follows instructions to select the desired document and the UC server automatically transmits it The administrator sets up fax on demand services on trunk lines Greetings Users can record three types of standard greetings an Identifier an internal greeting and an external greeting The identifier states the user s name The internal greeting is played to internal callers while external callers making incoming calls hear the external greeting Identities Any dialable string of numbers such as an extension or email address that reaches a specific user is an identity A user profile can have several identities Integrated Messaging If Integrated Messaging is enabled for a user then a Mailboxes navigation bar is added to the user s UC client The user can then manage their voice and fax messages visually through the Inbox and Sent Items folders in the UC client
119. sing the NetVanta UC Server Logs Enterprise Communications Server that occur with your call answering Sor To troubleshoot specific warnings refer to Troubleshooting warning log entries on page 122 The Sent Items log tracks information on outgoing faxes and events related to the use of the Notify Pager and Deliver Messages elements Details for each delivery or dispatch attempt are recorded including the date and time of the attempt the phone number dialed the port that handled the attempt and the final outcome of the delivery or notification attempt The Received Calls log tracks incoming calls regardless of whether the UC server answered them or not Information logged includes the caller name and phone number if available the date time and length of the call whether the call was answered and by which port and whether a message was left or not Errors and Warnings Alert Notifications If an error or warning occurs for example the UC server was unable to deliver a message then the UC server generates an error or warning log When an error or warning log is produced and there were no previous unacknowledged errors or warnings then UC server also produces an entry in the Windows event log to indicate what has happened Administrators will see an orange bar displayed at the bottom of the UC client window as an alert that some action may be required Conversely when errors and warnings are acknowledged and there are no mor
120. speech engine reads back email messages over the phone when users call in to review their messages User A user is someone who has a UC server profile on the system Unified Messaging Unified Messaging allows users to manage all message types from one central storage location This means a single inbox for voice email and fax messages that is accessible by both telephone and computer The UC server provides a unified messaging solution that allows you to receive all your messages in the Microsoft Outlook Client Users receive all of their messages at once in one convenient location 619510002 1A Copyright 2009 ADTRAN Inc 127 Appendix A Glossary Enterprise Communications Server 128 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Appendix B Installing the NetVanta UC Client Application Appendix B Installing the NetVanta UC Client Application To install the application 1 OY A ES 9 S 10 11 Insert the NetVanta UC Client CD ROM into the CD ROM drive of the user s computer On the desktop select My Computer Double click the CD ROM drive icon to start the auto run utility Select Install UC Client Double click Setup to open the Welcome menu Select Next Read the Software License Agreement menu carefully If you accept the agreement select Yes to open the Choose Destination Location menu The default destination folder is C UC client Select Next to open
121. system administrator To access your mailbox using your telephone extension 1 On your telephone keypad enter the UC Server access number 2 Enter your password followed by You are prompted to change your password or If you have already changed your password and recorded your greetings using the First time Access Wizard you can enter your password followed by 3 Follow the prompts and record your greetings If you do not record any greetings now you are not prompted to do so the next time you call in to manage your mailbox To access your mailbox using a remote telephone you need the system defined key for Lu remote mailbox management You can get this from your system administrator You must also have your extension number and password To access your mailbox using a remote telephone 1 Call your workplace number that has the UC Server as the auto attendant 2 At the prompt press the system defined key used to perform remote mailbox management 3 Enter your extension number and then your password at the prompt The message summary lists the number and type of messages in your mailbox Sor You can press after you enter the extension and password Pressing speeds up logging into your mailbox 619510002 1A Copyright O 2009 ADTRAN Inc 13 Accessing your Mailbox for the First Time Enterprise Communications Server or Your system administrator might have set up a different behavior Co
122. t Arial X e Select a point size from the size list 12 e Select a style by selecting a style button BZU You can use the familiar standard font and text style commands from the toolbar to change the font and style of the cover page as described above Alternatively you can use the menu commands Format gt Font which also allow you to change the script and preview the font that you choose To change label content 1 Select the label content that you want to change 2 Type the changes to the label content You can change label content but you cannot change associated field content from within the Fax Cover Page Editor To change field content related to a specific fax F transmission you need to do so from the fax queue Select the fax that you want to change and right click to get a shortcut menu Using the tool palette to customize fax cover pages The tools available on the tool palette of the Fax Cover Page Editor can be divided into two groups the Text and Drawing group and the Alignment group The tools in the Text and Drawing group allow you to draw shapes and insert text or bitmaps on the canvas The drawing tools can be selected only from the tool palette They allow you to select use shapes and 94 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes zoom in on the canvas as you work on your design Selector la Lock selector EN amp
123. te a voice message from the inbox 1 Select the voice message that you want to delete 2 Select the Delete icon x Delete icon By default Outlook deletes the voice message from the inbox and puts it in the Deleted Items folder in Outlook To move a voice message to a different Outlook folder 1 Select the voice message that you want to move 2 Drag the message to the Outlook folder where you want to move the message Outlook folders appear in the folder list of your inbox To forward a voice message 1 Select the Forward message icon E Forward message icon The following window opens Voice message from Jeff 2271 CallAttendant VoiceForm 10 x File View Actions Audio PlayBack Help e a Sax e mudos gt AAEN From Jeff Sent 4 21 2006 9 24 05 AM To Caroline Ce Subject Voice message from Jeff 2271 Wave form eee CS ES D CU AUS eo CE EE Attachment name Message wav Date Time Received 4 21 2006 9 24 01 AM Te t Caller ID Name Jeff E Caller ID Number 2271 e x a rea Called ID Name F Not connected A 2 Inthe text area type comments or additional information that you want to include Internal recipients can listen to the voice message and read your comments in the text area External recipients can read your comments in the text area and receive the audio as an attachment 3 Select To 52 Copyright 2009 ADTRAN Inc 619510
124. the dial by extension or dial by name directory 2 Enter the 4 digit conference ID 3 Follow the prompts to access the conference bridge Lu To access the list of options you can press while the conference is in progress Conference option list When you press during a conference the following options are available The available options depend on at which point during the conference you press Only relevant options are available e Press 1 to mute yourself Response You are now muted e Press 2 to unmute yourself Response You are now unmuted e Press 3 to disable entry and exit notifications Response Entry and exit notifications have been disabled e Press 4 to mute all other participants Response All others have been muted When you press 4 to mute all participants this does not apply to new callers who join the conference To mute new callers press 4 again e Press 5 to unmute all other participants Response All others have been unmuted e Press 7 to toggle between closing and reopening the conference to additional participants Response The conference is now closed to additional participants Response The conference is now reopened to additional participants e Press 9 to end the conference e Press 0 to report the number of participants Response Including yourself there are x participants e Press to return to the conference Paging
125. the subject of your Quick Fax and then type a message in the Notes section 10 Select Next and the Finished menu appears 11 Select Finish The Quick Fax message is sent according to the instructions Receiving Faxes There are different methods of receiving incoming faxes The default behavior for incoming faxes is that the UC server detects the tone that signals a fax the UC server receives the fax and then stores it in a general mailbox Using email an office administrator can then distribute received faxes to user mailboxes No configuration is required for this method to work however no notifications are sent to the user that they have a received a fax e A company can have a corporate fax attendant identity using a direct inward dial DID number which receives all incoming faxes e A user can have a shared voice and fax number using the same identity A shared voice and fax number is not recommended for high numbers of incoming fax Lu calls If an incoming fax call is answered at the user 5 extension the user will have difficulties transferring the call into their service Incoming faxes are received and viewed through a user s mailbox for example through Microsoft Outlook Microsoft Exchange Lotus Notes or through an Integrated messaging client a Mailboxes navigation bar on the user s UC client or IMAP4 619510002 1A Copyright O 2009 ADTRAN Inc 101 Receiving Faxes Enterprise Communications Serv
126. thout the caller being aware that you changed phones Lu To configure mobile twinning see your system administrator Benefits of using connected call pickup The benefits of using connected call pickup include using one phone number and multiple devices to be accessible to callers while minimizing costs by then transferring calls to your internal extension or to another land line phone Requirements for using connected call pickup To pickup a connected call the called number must go through the UC server That is the call must be 74 Copyright 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Phones transferred forwarded or twinned to your alternate phone number For example e Calls can be made directly from another extension to your alternate phone number e Calls can be transferred by internal users to your alternate phone number e Calls can be transferred using the Transfer Call options available from your Personal Assistant or Personal Business Assistant to your alternate number e Using mobile twinning calls can ring your alternate phone number and your internal extension simultaneously Unless your system administrator has configured this mode differently you must know the phone number of the phone that answered the call that is the extension number or the external telephone number in order to pickup the connected call Your phone must be able to receive another call That is
127. tification g E mail Notification Mato Leret er K ot C tce Greeting Identities Pane To set the number of rings on your telephone In the Number of rings box in the Identities pane select the number of rings for the identity that you want The UC Server answers the telephone after the number of rings that you specify Changing your Password If your user profile menu has access to multiple profiles you can view those profiles as tabs across the top of the window You can change the password only for the owned user profile Lu If you are an Active Directory user the change user password option is unavailable 12 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Accessing your Mailbox for the First Time To change the password 1 Select the tab of the profile for which you want to change the password 2 Select Tools gt Change User Password 3 In the Change Password dialog box do all of the following Inthe Old password box type the old password e Inthe New password box type the new password Inthe Confirm new password box retype the new password The new password takes effect immediately Accessing your Mailbox for the First Time You can access your mailbox using your telephone extension or a remote telephone To access your mailbox using your telephone extension you need the UC Server access number and your default password You can obtain these from your
128. tion Play message information before message jes To disable message information clear the check box 4 Select OK Turning password verification on or off You can specify password verification when you call to check messages from your own extension The default setting is off To turn password verification on or off 1 Select Tools gt Options 2 Select the Mailbox tab 619510002 1A Copyright 2009 ADTRAN Inc 111 Setting Integrated Messaging Options Enterprise Communications Server 3 Enable the Password verification check box to turn Password verification on N No verification when calling from own extension To turn password verification off disable the check box 4 Select OK Setting Integrated Messaging Options Local message store users can specify display and notification options for new messages IMAP users can change the password they use to access their mailbox To specify display options for new LMS messages 1 Select Tools gt Options 2 Select the Integrated Messaging tab 3 In the When a new message arrives section enable any of the following check boxes e Display icon in tray displays an icon in the bottom right hand corner when you have a new message e Display dialog displays a new message dialog for voice and fax messages Play wave file plays a sound when a new message arrives 4 Select OK played in order from oldest to newest or Regardless of the opt
129. tions Enterprise Communications Server To bypass a greeting Press while listening to a greeting If the out of office greeting is enabled the caller must listen to the initial system status Lu message before pressing the key The caller cannot press any key until the greeting has played The user at this extension is out of the office To skip out from a greeting Press while listening to a greeting The caller hears the following If you wish to be transferred to an extension please dial the extension number now If you are not sure of the extension number but know the name press 1 now Press to manage you mailbox This feature depends on how the system is configured The administrator can change the Lu key access skip out option and whether it is enabled To skip out to another extension after leaving a message 1 After you record a message press to send a message 2 Choose an option from the End of message menu on page 43 The caller hears the following You may hang up now or if you wish to be transferred to an extension please dial the extension number now Lu This feature works correctly only if it is enabled by the system administrator To dial an operator While listening to a greeting press the operator key By default the operator key is 0 Li The operator key can be configured by the system administrator It might be a key other than 0 48 Copyright 2009
130. tities Options 38 Managing Messages using your Telephone 41 OVErVIeW a RA acti Be A bk ot oe el vase ge et Cool oa er 41 Accessing your Mailbox using your Telephone 41 Listening to Messages Remotely 41 Sending Messages from your Mailbox 43 Caller Options A Atte as he oie CA ee oie ee Se eg Pn A Boe fonte 47 Managing Messages using your Computer 49 OVEIVICW bt ieee Re A e e ee 49 Managing Messages in Microsoft Outlook 49 Managing Messages in Lotus Notes 55 Managing Messages in the Mailboxes Menu in the NetVanta UC client 61 Using SIP Telephones s c0 3 a4 he ee eA a ee oh ee es PA eed 65 Doea Wisin A acid Bead eee Ae Bee ea hae oh Mee baie he 65 Customizing your Phone 0 00 ete 65 Using SIP PHONES cierra ojotas Asa he apis Au 67 RaXING ta Sian EE EE A EE aa dai 77 OVOIVIO Wena A A A Sa Les un aaa heed ae 17 Sending FAES ia nets diamant A A aed oa A AA 77 Receiving Faxes 2 2 cic eee ee eee dada nude eee ge eee nue 101 Creating Distribution Lists 103 OVGIWIOW asad Gaited A be a ed ape ee a eae ee area eon 103 Importing and Exporting oreore tia t
131. to a mailbox 1 While you have a caller on the telephone press Transfer on the telephone keypad 2 Dial the UC Server telephone number 3 When you are prompted to enter a password followed by 4 When you are prompted for an extension number enter the extension number of the mailbox where you want to transfer the caller 5 Hang up Forwarding messages You can forward any type of message from your mailbox as either a voice or email message If you have contact integration you can forward an email message to a user and another email address The forward to email feature works only if UC Server has an email server and the contact management system configured To forward a voice message from your mailbox 1 Access your mailbox using a telephone After you listen to the message that you want to forward press 3 Record an annotation to the message and then press when you are finished recording me o N When you finish recording select one of the following Post recording options on page 43 e Press 1 to keep the message e Press 2 to re record the message Follow the prompts e Press 3 to listen to the message When you are satisfied with the message press 1 to keep it e Press to cancel 5 To enter recipients do one of the following Enter the extension or phone number followed by e Press 1 to send to a name Enter the name followed by e You are asked to press 1 to confirm the selection or to press
132. ur message at the tone e Press 1 to call back the extension To reply to an email message 1 Access your mailbox using a telephone Listen to the email message that you want to reply to Press 8 to reply to the message Record your message after the tone No CPS When you finish recording your message press When you reply to an email message the reply is delivered as a wave file attachment to the sender of the email The recipient opens the attachment to hear your voice message To call back in response to a voice message 1 Access your mailbox using a telephone 2 Listen to the voice message that you want to respond to 3 Press 8 to call back in response to the voice message 46 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Caller Options 4 Do one of the following Ifyou have the sender s Calling Line ID press 1 to call back the sender e Ifthe sender s telephone number is in your contacts list press 2 to call back the sender at any of the numbers listed e Ifyou want to call a separate number in your contacts list press 3 and enter the first few digits of the person s last name To call back in response to an email message 1 Access your mailbox using a telephone Listen to the email message Press 8 to call back in response to an email message IA ah If the sender s email address is in your contacts list press 2 to call back the sender at any of the numbers list
133. using the same identity Sending Faxes You can send a fax document from another application or using the Faxes menu of the UC client When a fax document is ready to send the fax is added to the fax queue Before you send a fax you can change the 619510002 1A Copyright 2009 ADTRAN Inc 77 Sending Faxes Enterprise Communications Server user that you want to send the fax from This is useful if a user manages several mailboxes Sor You can send a fax cover page only using Quick Fax For more information refer to Sending cover pages only using Quick Fax on page 100 Sending faxes from other applications using the ADTRAN Fax Printer You can send faxes from other applications using the ADTRAN Fax Printer You can also change user profiles to send a fax from another user or to save a fax to another user s profile To send a fax document from another application 1 Open the document that you want to send as a fax 2 Select File gt Print to open the Print dialog box lol xl as 0 2 Normal y Times NewRomer 12 y BZ U A 3 1212 Main Street anti saite 233 Smith Printing Inc Middle Town ON J85 2P2 Phone 613 555 1212 Fax 613 555 1213 To Jonathan Smith Fax 613 555 1234 Phone 613 555 4321 Subject Data sheets Notes Please fax the data sheets as soon as possible Thank you sja
134. wall behavior is unpredictable even after shutting down or uninstalling Solution C Uninstall all software and reinstall Wipe clean the computer hosting the server client software including the OS and reinstall Using the NetVanta UC Server Logs This section explains how to manage alert notifications of errors and warnings logging statistics and logs and the information that they record Logs record events that occur while the application is enabled on your extension Four categories of events are recorded in logs events system errors and warnings sent items and received calls You can view logs and store them for future reference track activity that takes place and troubleshoot occasional problems Using the Import Export wizard you can export call logs as a tab separated or XML based file The call log files can be used by other reporting applications to provide historical reports on voicemail activity For more information about the Import Export wizard refer to Importing and Exporting on page 105 De ya q be pt SA Tus ro Kr 1 Q 7 aam ba onu Kafaya Mediya Content pane Navigation pane Information pane Fo ve reri erent dnd en The Events log tracks information related to user attempts to perform mailbox management The System Errors and Warnings log provides information that you can use to troubleshoot problems 619510002 1A Copyright 2009 ADTRAN Inc 117 U
135. x documents folder containing the document that you want to print The folder s contents are listed in the content pane Right click the fax document that you want to print and select Open to display the fax in the Fax Viewer Select File gt Print First Page to print the first page only of the fax Depending on how your system is configured the fax transmission report may also be printed To rename a fax document Select the Faxes navigation bar to open the Faxes menu 2 Select the fax documents folder containing the document that you want to rename The folder s contents are listed in the content pane 3 Right click the fax document that you want to rename and select Rename 4 Type a new name for the fax document 86 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Sending Faxes To copy a fax document 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the fax documents folder containing the document that you want to copy The folder s contents are listed in the content pane 3 Right click the fax document that you want to copy and select Duplicate A copy of the fax document appears in the content pane with the words Copy of before its name You can rename the copied document To delete a fax document 1 Select the Faxes navigation bar to open the Faxes menu 2 Select the fax documents folder containing the document that you want to delete The folder s
136. xes Menu in the NetVanta UC client 4 Inthe Save in list choose a location where you want to save the file 5 Select Save Archiving messages You can save voice and fax messages in an archive directory on the hard drive To archive a message 1 Create a directory where you want to archive voice and fax messages 2 Drag the voice or fax message that you want from the content pane of the Mailboxes menu to the directory that you created The message is automatically copied to the directory 619510002 1A Copyright 2009 ADTRAN Inc 63 Managing Messages in the Mailboxes Menu in the NetVanta UC clientEnterprise Communications Server 64 Copyright O 2009 ADTRAN Inc 619510002 1A Enterprise Communications Server Using SIP Telephones 6 Using SIP Telephones This chapter presents the basics of using SIP telephones and includes the following topics e Overview on page 65 e Customizing your Phone on page 65 e Using SIP Phones on page 67 Overview The SIP solution provides extensive telephone features including superior voice quality customer cost savings support for real time communications and improved efficiency of communications SIP enabled phones in conjunction with the UC server offer a wide range of phone features such as call park pickup overhead paging auto attendant single button voicemail access caller ID conferencing hunt groups ring groups message waiting indicator music on hold and more T

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