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NEC AD-64 User's Manual

1. 4 Add members 5 Delete members 6 List members Call Transfer Options 7 Change group name 4 Change phone number 5 Call screening on off 6 Call holding on off Delivery Numbers 4 Work phone on off 5 Home phone on off 6 Pager on off 7 Spare phone on off al E mail Setup 8 Fax phone on off Totaling on off Delivery Options Change phone number Change schedule Change delivery mode USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 79 Press the Soft Key under the option displayed on the phone When you access the system from a phone with Soft Keys enabled the speech recogni tion feature is not available AAAA Soft Keys Programmable feature keys ANAA This option may not be available 80 A NEAXMAIL AD 64 USER GUIDE NEW Check new messages ARCH DEL REW PAUSE RESUME FFWD REDIR REPLY CALL CID NEXT RPLAY NEW TIME gt gt gt BACK Archive message Delete message Rewind four seconds and play Stop playing message Resume playing message Fast forward four seconds and play Redirect message Send reply to message Return call Play caller ID information Next message or view Main menu Replay message Save message as new message Hear time and date of message View more options View previous menu ARCH DEL REW PAUSE RESUME FFWD REDIR REPLY CALL CID
2. One or more of these features may not be available at your site 2 NEAXMAIL AD 64 USER GUIDE 2 Press 4 to check new messages Fol low the system instructions Press 1 Optional playback features The system manager can set up special options for your mailbox to e Play your new messages automati cally each time you call the system e Provide additional security by always requiring both a personal ID anda security code to play messages e Identify you automatically when you are using your assigned extension e Tell you how long it will take to play your messages Checking new messages by computer E Venkas BRE File Edit View Message Tools Help If your system uses ViewMail ViewMail 732 amp 9 for Microsoft Messaging or ViewMail for GD ii Lotus Notes you can check messages 40 2002 1438 0 Urgent voice message visually on your computer Uitte Gots eny Information about each message is pro vided on the screen When available names phone numbers and a subject are included with messages ViewMail also provides the length of the message and the time it was sent For Help press F1 Inbox Microsoft Outlook Bile Edt view Go Tools Compose Help a e s6 mlak BS X e S se messages with AutoPreview JEHA iA hs You can listen to messages either with a computer sound device or a phone Tracy Black Announcement Tue 6 11 02 10 25 AM Inbox 2 S
3. 14 A NEAXMAIL AD 64 USER GUIDE To redirect a message by phone 1 3 While listening to a message press 3 9 to interrupt it Spell the last name of the subscriber to whom you are redirecting the message Press 1 to confirm that you want to redirect the message Redirecting a message by computer You can redirect a message to other sub scribers using ViewMail ViewMail for Microsoft Messaging or ViewMail for Lotus Notes When you redirect a voice message the original voice message is included This feature may not be available at your site To redirect a message by computer 1 2 Select the message Click Redirect Click To and then use the address book to select recipients names Type in a subject and set delivery options as needed Use the VCR style buttons and your phone or a sound device to record an introduction Click Send to send your message This feature may not be available at your site For redirecting the message to other subscribers groups or guests ViewMail AmE File Edt View Message Tools Help Seas xX hs 04 10 2002 14 42 04 10 2002 14 38 fis Unknown Caller 04 10 2002 14 36 For redirecting a message 5 Inbox Microsoft Outlook Ele Edt View Go Tools Compose Help lae FE alaa AIX 20 f ve E Messaoss with autoPreview Jalela al ee Tracy Black Announcement Tue 8 11 02 10 25 AM Inbox 2 Sales Department Stock anno
4. work phone press 7 6 5 4 home phone press 7 655 pager press 7 6 5 6 spare phone press 7 6 5 7 fax phone press 7 6 5 8 3 Press 7 to turn fax notification on or off for a delivery number Using e mail integration If your system includes e mail integra tion you can hear and respond to your e mail messages by phone With e mail integration when you check voice and fax messages by phone you hear the number of new e mail messages you have received With text to speech technology the system reads the text portion of your e mail messages and plays any attached Wav files You can also have the system fax your e mail messages to any fax machine Depending on how your system is set up you can check your voice and fax messages through your e mail inbox If your voice and fax messages are delivered to your e mail inbox the mes sages are deleted from your voice mail box to avoid duplication 55 E mail integration lets you manage your e mail messages by phone For example you can Hear the e mail message its length who sent it the time it was sent who else received it and any attachments Record a reply Depending on the sys tem subscribers can hear the reply by phone or receive the reply as an e mail attachment Wav file Redirect an e mail message to another subscriber s e mail inbox Delete any e mail message you have heard from the e mail system To skip entering your e mail pas
5. To turn call screening on or off by phone 1 Access your mailbox by phone see inside front cover Press 7 6 4 1 5 to turn call screening on or off Press 1 to turn call screening on Press 2 to turn it off CHANGING YOUR MAILBOX SETUP 41 The system can hold a call until your To turn call holding on or off extension is available When callhold by computer ing is turned on and your extension is busy the system asks callers if they want 1 Access the Mailbox Manager see to hold until you are available or to leave inside front cover a message The system also tells callers how many calls are holding ahead of theirs 3 To turn call holding on select the Holding check box To turn it off clear the check box Click Transfer Screening If your system manager has set up call holding for you you can turn call hold ing on and off Your system managersets 4 Click Save the number of calls that the system can hold for you This feature may not be available at your site 42 A NEAXMAIL AD 64 USER GUIDE To turn call holding on or off by phone 1 Access your mailbox by phone see inside front cover Press 7 6 4 1 6 to turn call holding on or off Press 1 to turn call holding on Press 2 to turn it off The system can deliver messages to sev eral different phone numbers You can set a range of minutes hours and days that a message delivery phone number is in effect You can
6. Access your mailbox see inside front cover Press 4 5 to fax your e mail messages To deliver the fax to your usual fax machine press 1 Or to use a differ ent fax machine press 2 and enter the fax phone number Follow the system instructions Press 1 for Yes 2 for No Using speech recognition If your system includes speech recog nition you can listen to voice fax or e mail messages by speaking menu options or commands instead of press ing touchtone keys The system leads you step by step through the speech recognition conversation With speech recognition you can respond to system prompts with a few words Just answer in your normal speaking voice For example say Check new messages or setup options To use speech recognition the system manager must turn on the feature for you The next time you call the system just start speaking at any time You can speak commands or press a touch tone key at any time 61 With speech recognition you can navi gate the system by saying menu options and commands Speech recognition is available when you listen to voice fax or e mail mes sages The system leads you through your options for each type of message Entering a personal ID and security code To access your mailbox call the system then press touchtone keys to enter your personal ID You can press or say your security code To protect your mailbox from unauthorized access say your sec
7. Sales amp Tech Send Area amp Region Managers Delete Subscribers All Departments G Groups All Support Sales amp Tech c TEE Area amp Region Managers i Erem a IEA Accounting Department etoile sooth Corporate Communications C Fax Groups ViewMail Users 155 cancel To include a cover page select Send Cover To create a custom cover page click Cover then select the type of cover page Click OK To preview the fax click ViewFax To send the fax click Send The status of the fax is displayed in your ViewMail window until it has been sent For including a cover sheet For previewing an outgoing fax SENDING AND RECEIVING FAXES 51 With ActiveFax your faxes are stored in your mailbox as fax messages A fax mes sage can have two parts a fax document and an optional voice message annota tion Callers can record a voice annotation that you hear when you check your mes sages If a fax message does not have a voice annotation you will hear only what time the fax arrived A fax and its voice annotation always remain together as a single fax message When you archive a fax message both are archived SEE ALSO Checking new messages s csseseeseseeees 2 Changing message delivery OPTIONS eee ivecsecccssseseusestecssi e AEE 43 52 NEAXMAIL AD 64 USER GUIDE Fax mail settings Depending on your system you may have a s
8. click Archive If you have ViewMail for Microsoft Messag ing select Archive Voice Message from the File menu For archiving messages 04 10 2002 14 42 04 10 2002 14 38 Anna 04 10 2002 04 10 2002 14 42 C NN 2 umber of archived days CHECKING AND LEAVING MESSAGES A 21 If supported by your phone system you can record a phone conversation and manage the recorded conversation just as you would a voice message The recorded conversation is stored as a message in your voice mailbox From there you can review it delete it or add an introduction and send the recorded message to other subscribers This fea ture is called live record You can manage your recording sessions using special keys on your phone Com mands for live record can be pro grammed for feature keys on the phone Or you can use Soft Keys to choose live record commands from your phone dis play See your system manager for details on how your system is set up For a list of live record commands see the next page 22 A NEAXMAIL AD 64 USER GUIDE To record a conversation by phone 1 During a phone conversation press RECORD on the phone 2 Press END or hang up to stop record ing To redirect or save a conver sation by phone 1 To save a recorded message to your mailbox press END or disconnect the call 2 To redirect the recorded message to another subscriber enter the sub scriber s extension
9. ters press when asked Use the password charts on page 58 When you are finished press Enter your new e mail password again to confirm If your new pass word uses numbers only enter the numbers If your e mail password uses any let ters press when asked Use the password charts on page 58 When you are finished press USING E MAIL INTEGRATION A 59 With the system s fax features you can deliver your e mail messages to any fax machine Your system manager must turn on this feature for you You can receive a fax of e A particular e mail message e All new fax and e mail messages plus their text attachments You can receive your e mail messages at your usual fax machine If you want to deliver your messages to a different fax machine just enter the fax phone num ber 6O A NEAXMAIL AD 64 USER GUIDE To fax a particular e mail message 1 Access your mailbox see inside front cover Press 4 to check new messages Press 6 for old messages e mail messages you have already read Follow the system prompts to check any new voice or fax messages first If prompted enter your e mail password followed by If your password uses any letters press then refer to the password charts When offered the e mail message you want press 1 Press 3 7 to fax the message Follow the system instructions Press 1 for Yes 2 for No To fax your e mail messages 1 w amp
10. NEXT RPLAY TIME gt gt gt BACK oLD Review messages Archive message Delete message Rewind four seconds and play Stop playing message Resume playing message Fast forward four seconds and play Redirect message Send reply to message Return call Play caller ID information Next message or view Main menu Replay message Hear time and date of message View more options View previous menu AA AA If live record is enabled this menu displays during record session Pause recording RESUME Resume recording END Stop and save recording REREC Stop and begin new recording ERASE Stop and erase recording URG Urgent message delivery gt gt gt View more options ACCEPT REJECT If call screening is enabled this menu displays for incoming calls ACCEPT Accept call REJECT Send call to voice mailbox MGR Lets system managers change system setup CHBX Change voice mailbox GREET Change opening greeting SCHED Change system schedule date time INFO Hear system status OPER Change operator box settings gt gt gt View more options BACK View previous menu Greetings Hear and switch current greeting Switch greetings STD Edit standard greeting ALT Edit alternate greeting BUSY Edit busy greeting gt gt gt View more options View previous menu Personal options SETUP CODE Change security code i SPELL R
11. a message say End If you are set up to leave messages by extension you can say a recipient s number Otherwise spell a recipient s name using touchtone keys To switch between entering a name or extension press To cancel composing a message say End To leave messages with speech recognition Access your mailbox see inside front cover Enter your personal ID by pressing touchtone keys See the inside front cover Press or say your security code When you are finished saying your security code you can say End to move ahead to the next prompt Say Leave messages The word in bold is required Using touchtone keys spell the sub scriber s name Otherwise say the extension number When spelling a subscriber s last name use a wild card number typically 0 or 1 for any letter in the last name you do not know Say Yes when you hear the name of the subscriber you want Otherwise say No to hear the next matching name Record your message at the beep The message must be at least three seconds long to be delivered When asked say Send Or if desired follow the prompts to edit the message address it to others or set special delivery options USING SPEECH RECOGNITION A 65 Saying a phone number Speak numbers exactly digit by digit For a phone number say the numbers For a one second pause say Pause When you are finished sa
12. listen to your code by computer messages Change your security code as often as you like Your security code 1 Access the Mailbox Manager see should be three to 10 digits long inside front cover If you forget your security code contact 2 Click Profile your system manager 3 Click Change Code E Mailbox Manager Profile jor _Brofie Greetings Playback Trenster Screering Notiication Groups tl Hep Logout Type old and new security code in these fields NEAXMAIL AD 64 USER GUIDE 4 Inthe Change Security Code dialog box type your old and new pass words in the corresponding fields 5 Click OK and then click Save To change your security code by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 7 4 to change your security code 3 Follow the system instructions Press 1 for Yes 2 for No TIP amp amp When you change your mailbox secu rity code update your TeLANophy security code See To change mail and service options in ViewMail online Help or Changing mail and service options in ViewMail for Microsoft Messaging online Help The system uses your recorded name to identify both you and your messages to other callers You can change your spelled name only by phone If your phone keypad has letters you can also spell your name for the system The system uses your spelled name for the director
13. not be available at your site Reviewing messages by computer ViewMail lists all of your opened old messages in your mailbox until the sys tem deletes them at the set time usually at midnight every night To review an old message by computer 1 Double click the message 2 Use the VCR style buttons to play the message This feature may not be available at your site New message ViewMail Ele Edt View Message Tools Help lol x Old message 4 Inbox Microsoft Outlook Ble Edt view Go Tools Compose Help Es eX Fom TV Cr Phone Account Date Tine Contents_ Subject 04 10 2002 14 42 Company meeting 04 10 2002 14 38 b Announcement 04 10 2002 14 36 Travel 6 BEE Emea BLA D5 X eo S oe E Messaoss with autorreview JARA ig eo Opened message New message Q Pat Green Sales Department Pat Green Tue 8 11 02 10 25 AM Tue 8 11 02 10 22 AM Tue 8 11 02 10 20 AM Tue 8 11 02 10 19 AM Announcement Stock announcement Report on new product release Company meeting is starting soon Announcement Mon 8 10 02 1 03 PM CHECKING AND LEAVING MESSAGES A 13 The system lets you e Redirect a message to another sub scriber e Record an introduction to the mes sage e Use special delivery options The system does not let you redirect messages that are designated as private by the original sender
14. other notification method or requiring the con sent of all parties to the phone conversa tion prior to monitoring or recording the phone conversation Some of these laws incorporate strict penalties CHECKING AND LEAVING MESSAGES A 23 If your phone system supports live record and you are using ViewMail you can record conversations by using the Live record button in ViewMail or ViewMail for Microsoft Messaging In ViewMail for Lotus Notes you use the Live record option on the Tools menu When you finish the recorded message is placed in your inbox From there you can review it delete it or add an intro duction and send the recorded message to another subscriber SEE ALSO Online Help ViewMail Recording conversations 24 A NEAXMAIL AD 64 USER GUIDE You can set the following recording options in ViewMail Start recording when you choose Live Record from the Telephone menu Forward the recorded message to other subscribers Recorded__ conversation TE o File Edit View Message Tools Help EAE x Conversation Recording on Extension 123 CES Io White Kelly San Subject Live record of extension 123 0 0 0 0 ai 4 Speed Volume For recording messages To record a conversation by computer 1 Ifyou are using ViewMail click Live record If you are using ViewMail for Microsoft Messaging click New live record messa
15. re direct them to other subscribers just like voice messages Incoming Message rom vme xam aes m To All Employees Cancel Subject Fax Sent 8 11 98 9 50 AM e Flicent P Private JT Return Receipt m ll m I CT E T 0 00 0 0 00 0 ve om oji rj j o ps Elay f Pase f Stop Previous Reverse Forward Next For displaying the fax For skipping from one page to another within a fax For sending the fax to a printer ViewFax PETEA View cde Window Heb ahs Sui A Amg mi Page 1 of 1 Rotation 0 Scale 58 SENDING AND RECEIVING FAXES 53 If you are using fax mail youcanchange To change your fax greeting our y 1 Access your mailbox see inside front e Fax delivery number or schedule cover Personal fax mailbox greeting 2 Press 7 49 to change your fax greet e Fax notification phone number ing 3 Follow the system instructions Press To change your fax delivery 1 for Yes 2 for No phone number or schedule 1 Access your mailbox see inside front cover 2 Press 765 8 to change your fax deliv ery phone number or schedule 3 Follow the system instructions Press 1 for Yes 2 for No SEE ALSO Checking new message sssseeeee2 Changing message delivery OPONSE 43 54 NEAXMAIL AD 64 USER GUIDE To change your fax notifica tion 1 Access your mailbox see inside front cover 2 To change your fax notification for your
16. set the system to deliver only urgent messages You also can set the system to delay message delivery to any of the numbers To change message delivery options by computer 1 Access the Mailbox Manager see inside front cover Click Notification To edit a message delivery device select the device and click Edit To add a new device click Add 4 On the Message Delivery screen confirm and change the settings as needed and click OK 5 Click Save Phone number Name of the device to reach device Message Delivery Device Home Phone Area Code Phone Times to delve sores gt messages 01 00am F 01 00am x gp Bn Si 9 SB BD gt Days to ee a a messages Delivery Type Each C Urgent Initial Delay p minutes Delivery types Sor a F and frequency Rings To Wait For Answer fo minutes Delivery Interval CHANGING YOUR MAILBOX SETUP A 43 If changing message delivery by phone you may not be able to enter a pager number that requires special dialing characters for example a semicolon that represents a three second pause Contact your system manager for assis tance TIPO Press to insert a one second pause where you want the system to pause between digits that it is dialing 44 A NEAXMAIL AD 64 USER GUIDE To change message delivery by phone 1 Access your mailbox see inside front cover To change your message deliv
17. subscriber with the ViewMail address book With ViewMail for Microsoft Messaging or ViewMail for Lotus Notes you also can send a voice message to someone outside the voice messaging system When you use the Microsoft Messaging or Lotus Notes address book the mes sage is sent as an e mail message with an attached WAV file This feature may not be available at your site 4 Inbox Microsoft Outlook Ele Edt view Go Tools Compose Help Bx gt anlan 9 BS Xe ee Gee Messages with autorreview Fly Be For composing New Voice Message and sending a message Tracy Black Announcement Tue 8 11 02 10 25 AM Inbox 2 2 Sales Department Stock announcement Tue 8 11 02 10 22 AM Pat Green Report on new product release Tue 8 11 02 10 20 AM S Kelly White Company meeting is starting soon Tue 8 11 02 10 19 AM Calendar EJ Q Pat Green Announcement Mon 8 10 02 1 03 PM For addressing a message __ Zsa x to multiple subscribers or Show Names fom the flcbalAddessLit message groups arene a esaat Seattle s 1st Floor Seattle Recipiente gt ccMail For selecting Distribution Lists an address Reus f New Message View ail File Edit View Tools Abdio Help Special User Accounts Subsidiaries Outlook Address Book Contacts a Ee ee 200 Omna For Help press F1 CHECKING AND LEAVING MESSAGES 9 You can leave a message for more than one subs
18. the Online Help system for the program Press F1 or use the Help menu ViewMail for Lotus Notes You can access all of your voice mes sages faxes and e mail messagesin your Lotus Notes Inbox ViewFax You can send receive and redirect faxes from your desktop computer ViewCall Plus All of your inbound and outbound calls can be managed visually from your desktop computer With PhoneBASIC you can customize your call control by integrating View Call Plus with other programs such as Microsoft s Office suite E mail integration You can access all of your voice fax and e mail messages in your e mail mailbox Using text to speech tech nology you can hear your e mail by phone You can also send e mail mes sages to any fax machine INTRODUCTION First fill in the blanks on the inside front cover of this guide and perform the pro cedure To access your mailbox by phone This makes your mailbox ready to use and enrolls you on the system as a subscriber iv NEAXMAIL AD 64 USER GUIDE The system will ask you a few simple questions to record your name spell your name if required record a personal greeting and set your security code Your system manager has assigned you a personal ID As soon as you hear the system greeting enter your personal ID This tells the system who you are and allows you to check messages or leave messages You should also set a security code that only yo
19. to the group by spelling their names or by entering their personal IDs You can add and delete members of your Mailbox Manager Groups message groups ings Playback Transfer Screering Notification Groups el save Help You also can delete any message group Name that you own or change the group s Group Name number spelled name or recorded a name T Dispatch To change a group by com l H puter ao 00 1 Access the Mailbox Manager see inside front cover Click Groups E Select the group you want to edit Click Modify Group 4 Inthe Create Modify Group dialog box make the desired changes and click OK 5 Click Save Click to open list of enrolled subscribers This feature may not be available at your site CHANGING YOUR MAILBOX SETUP A 47 To add or delete group members by phone 1 Access your mailbox see inside front cover Press 7 5 5 to edit a group Press the group name or number Press 1 when you hear the name of the group Otherwise press 2 to hear the next matching name 4 Press 4 to add members Or press 5 to delete members from the group When deleting group members press the first three letters of the per son s last name or press three wild card numbers for example 1 1 1 to list each group member then choose the member s name you want to delete 5 To confirm your additions or dele tions
20. while you are recording The recorded message is automatically sent when you press END or Press ADDRESS to end the recording and disconnect the call Then follow the address conversation to redirect the message Live record phone commands Press the associated feature key on your phone or press the Soft Key below the phone display for the option you want Pause Pause and resume the recording Address Ends the recording and disconnects the call Then follow the address conversation to review delete or address the recorded mes sage with an optional introduction End End the recording without dis connecting the call The recorded message is automatically sent to the specified address Or if no address is specified the message is sent to your mailbox Erase Erase the recorded message without disconnecting the caller Rerecord Erase the existing recorded message and start a new recording CAUTION _ The use of monitoring recording or lis tening devices to eavesdrop monitor re trieve or record phone conversations or other sound activities whether or not contemporaneous with transmission may be illegal in certain circumstances under federal or state laws Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation Some federal and state laws require some form of notifica tion to all parties to a phone conversa tion such as using a beep tone or
21. 5 to switch to your other greeting standard or alternate 34 A NEAXMAIL AD 64 USER GUIDE To rerecord your standard alternate or busy greeting by phone 1 Access your mailbox by phone see inside front cover 2 To rerecord your e standard greeting press 7 46 1 e alternate greeting press 7 47 1 e busy greeting press 7 48 1 3 Press to stop recording To activate your busy greeting by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 48 to hear your busy greet ing 3 Follow the system instructions to activate your busy greeting Press 1 for Yes 2 for No If the live monitor feature is supported by your phone system you can use your phone to listen while an outside caller records a message You can turn the live monitor feature on or off with your setup options Depend ing on phone system programming you can change this feature with Soft Keys on your work phone or you can use any touchtone phone The phone system can be set up to allow you to monitor all of your calls automat ically Or you can press a feature key on your phone to monitor calls as desired See your system manager for more infor mation If you are going to be out of the office and all of your messages are monitored automatically you can turn off the live monitor feature to keep messages from playing on your speaker while you are away To turn the live monitor fea ture on or off by phone 1 Acces
22. L Fom LV Phone Account Date Time Contents _ Subject 04 10 2002 14 42 d 0 42 Company meeting 04 1 oeme 14 38 B Announcement GPM0 08 Travel agency 206 555 1234 From Brown Pat 252 L sena Io White Kelly 463 taii Subject fx To be sent Immediately Hep Urgent T Private T Return Receipt INTRODUCTION o a ee a 0 00 0 JF Pause E T a aa Next J For recording an introduction to a redirected fax Print to fax Use the print to fax feature to fax docu ments to other subscribers groups per sonal database contacts or other recipients For selecting the Print to Fax Print Driver Page range opies all Number of copies Current page Selection F pages B F Collate Enter page numbers and or page ranges 1l 1 separated by commas For example 1 3 5 12 Print what Document w Print ar pages in range al This feature may not be available at your site To send a fax by computer 1 Open the document you want to fax Use any Windows program that prints to a network printer such as a word processing graphics or data base program 2 From the File menu click Print then select Print to Fax Print Driver from the list of available printers Click OK 3 Select the message recipients For selecting message recipients Address Fax To All Support
23. NEAXMail AD 64 VOICE UNIFIED MESSAGING SYSTEM 2002 2004 Active Voice LLC All rights reserved First edition 2004 ActiveFax PhoneBASIC Repartee TeLANophy View Call ViewFax and ViewMail are trademarks of Active Voice LLC NEAXMail and NEC are trademarks of NEC Corporation Other brands and product names used in this document are trademarks of their respective owners Licensed under one or more of the following patents U S Nos 4 994 926 5 291 302 5 459 584 4 696 028 4 809 321 4 850 012 4 922 526 4 935 958 4 955 047 4 972 469 4 975 941 5 020 095 5 027 384 5 029 196 5 099 509 5 109 405 5 148 478 5 166 974 5 168 519 5 249 219 5 303 298 5 309 504 5 347 574 5 666 401 5 181 243 5 724 408 and Canadian No 1329852 NEC America Inc Irving TX Call the voice messaging system From inside your organization dial From outside your organization dial When the system greets you enter Personal ID Security code Start Mailbox Manager On the Connect dialog box enter Host name Extension Security code Contents Changing your recorded and spelled names 31 Changing your greetings e eee 32 Changing live monitor Playback options Setting up your mailbox Accessing your mailbox Checking voice messages Changing call transfer options Checking e mail messages eee 64 Checking new messages 2 Changing call screening
24. Options 40 Leaving massages PRIE ANE TEETAR ETA E EEE 65 Changing call holding options Saying numbers times or dates 66 Returning a call Changing message delivery options Leaving a message by phone 0 eee 6 Sending a message by computer 08 8 creating groups Leaving a group message by phone 10 Changing Uso rtrt tn rtrt ttnt ar Screening and managing calls Sending a group message by computer Tracking calls Reviewing MeSSaQe S ceeeeeeeteeeeeeeeseeeeees PRONE BASIC aa e 71 Redirecting a Message seers 14 Sending faxes by COMPUTEL sesecceesteeteeees 50 Modifying a message Receiving FAXES oo eesesssessessestesessesteseenesteseenees 52 Canceling a message Changing fax S LUD ccsoscscccsseceseresseentennsee 54 Archiving a message a ites 9 ono th p Quick message actions ccecccceeeeeseeeteeeeees 74 A CO EIRE APON SHOMCUIS wi csccsnctecsss Civuss eaa ae 75 Recording a conversation by computer aaa Checking e mail by phone System MONUS isis cic oi aniis aeter aii 78 Monitoring a message j Entering your e mail password Managing your messages with Soft Keys 80 E mail password charts Changing your e mail setup options 59 Working with the Mailbox Manager Receiving e mail by fax cee eee 60 Changing your security code Welcome to Nea
25. ales Department Stock announcement Tue 8 11 02 10 22 AM 2 Pat Green Report on new product ele em T T To check new messages by A A kely white Compan necta istatina soc pie Edt View Tooke Budo Hep computer eel a orscen Announcement x e ele Sle 1 Double click the message to open it 2 Use the VCR style buttons to play and respond to the message Voice message VCR style button CHECKING AND LEAVING MESSAGES A 3 If your phone system supports the call return feature you can immediately return a call to the person who left you a message The call return feature is available for messages left by outside callers when a caller ID phone number is provided You can also return a call to another sub scriber Depending on your phone system you can return a call using Soft Keys on your phone Or you can return a call when you access your mailbox from any touchtone phone Ifa returned call is not answered or if the line is busy the system tells you that the call could not be connected Then the 4 A NEAXMAIL AD 64 USER GUIDE system returns you to your voice mail box The return call feature is available for new and old messages Asking callers for a phone number If your organization does not receive caller ID information from your phone service provider your system can be set up to ask callers to enter their phone number before their call is transferred to your extension See yo
26. ansfer off select My voicemail 4 Click Save For Help press F1 ea 38 A NEAXMAIL AD 64 USER GUIDE To change the number to which calls are transferred by computer 1 Access the Mailbox Manager see inside front cover Click Transfer Screening In the Transfer incoming calls to group select This number Type the phone number or extension then click Save SEE ALSO Changing call screening options 40 Changing call holding options 42 To turn call transfer on or off by phone 1 Access your mailbox by phone see inside front cover Press 7 6 4 to turn call transfer on or off Follow the system instructions Press 1 for Yes 2 for No To change the number to which calls are transferred by phone 1 Access your mailbox by phone see inside front cover 2 Press 76414 to change the number to which your calls are transferred 3 Follow the system instructions Press 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP A 39 When available the system can use a variety of call screening options You can select these options on the Transfer Screening screen of the Mailbox Manager These options are not available by phone If your system manager has set up call screening for your extension you can only turn call screening on and off by phone What you hear when you pick up the phone depends on which of the follow ing options you
27. available right now For a busy greeting Extension 1 2 3 is busy For an alternate greeting Pat Green is out today To switch between your greetings by computer 1 4 Access the Mailbox Manager see inside front cover Click Greetings From the Choose a greeting list box select a greeting For This greeting is select the Enabled check box Click Save This feature may not be available at your site To rerecord your standard alternate or busy greeting by computer 1 Access the Mailbox Manager see inside front cover Click Greetings From the Choose a greeting list box select the greeting to rerecord On the Greeting Source control bar click to record the greeting with your recording device Phone Pick up the handset when the phone rings wait for the beep then speak into the handset Computer Wait for the tone then speak into the microphone Click lto stop recording E Mailbox Manager Greetings Playback Transfer Screening Notification Choose A Greeting standard z This Greeting Is IV Enabled Greeting Source SS es oe For Help press F1 0 0 Greeting source control bar la x Groups K seve Help CHANGING YOUR MAILBOX SETUP A 33 To switch between your standard and alternate greeting by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 4
28. call 72 Release the connection between fs your phone and an active call or conference call This feature may not be available at your site USING VIEWCALL PLUs A 69 Call log Contact list You can use ViewCall Plus to keep track The Contact List window stores and You can use several contact lists or PIMs of your calls The Call Log window displays general notes and reminders at once For example you can keep per records all call activity for your exten with each contact name ViewCall Plus sonal contacts in a list on your sion It also displays information suchas provides an online address book Or computer and you can keep business caller names phone numbers andthe you can integrate ViewCall Plus with contacts in a list on the LAN caller s location a PIM me You may want to create more than Ta pier Loe eine ie F one call log For example it may be useful to begin a new call log each Taler Tocaion Phare BET th k or each month 2 i a a eT yi aiw snaa it WEE Call Log Pat Green x436 Left message 053000 7 1402 aE Unknown Caller Left message 4 07 0 00 7 8 02 2 S Kelly White x463 Inbound 0 09 0 00 7 8 02 1 J E AZ Black Tracy 146 Name Usually At j i White Kel ae Contact list Wwison Mat Work Heas Unknown Caller Requesting hold 0 40 Pat Green x496 Requesting connect 0 29 Kelly White x463 Greeting caller 0 09 Press F1 for help 70 A NEAXMAIL AD 64 USER GUIDE ViewCa
29. cover Press or say your security code When you are finished saying your security code you can say End to move ahead to the next prompt Say Check new messages or Check old messages The words in bold are required Follow the instructions by respond ing in your normal speaking voice See the following table for com mands available during voice mes sage playback During a voice message You can control voice message playback by speaking any of the commands listed on the following table The words in bold are required Say the following commands Or Words in bold are required Press Menu options 3 Slow down playback Adjust volume Speed up playback S fo oy gt Rewind Pause Fast forward Repeat Save as new Reply Skip Delete message Archive Hear time stamp Redirect co co ae oO oa co co w fo x oo lif the message does not rewind completely say Repeat to repeat the entire message The message is marked as old or read 3To cancel out of redirecting a message say End USING SPEECH RECOGNITION A 63 To check e mail messages with speech recognition 1 Access your mailbox see inside front cover 2 Enter your personal ID by pressing touchtone keys See the inside front cover 3 Press or say y
30. criber either by Leaving the message for a message group e Adding names to the address list A message group is a mailing list of sub scribers and guests Your system man ager can create message groups or you can create your own message groups To leave a group message by phone 1 Access your mailbox see inside front cover Press 5 to leave a message Spell the group name or enter the spe cial group ID and group number 4 Press 1 when you hear the name of the group you want Otherwise press 2 to hear the next matching name 10 A NEAXMAIL AD 64 USER GUIDE 5 After the beep record your message The message must be at least three sec onds long to be delivered Press to finish recording 6 Ifdesired follow the system prompts to edit the message set special delivery or address the message to others 7 Press to send the message To leave a message to sev eral subscribers by phone 1 Leave a message for the first sub scriber 2 Press 6 to stop recording Follow the system instructions to add a subscriber as a message recipi ent Repeat step 3 for each subscriber you want to receive the message 5 Press when you are finished The system tells you when everyone ina group has received your message If you do not get this confirmation you can ask the system who in the group has not yet heard the message To find out by phone who has not heard a group message 1 Star
31. ding TIPO With speech recognition access your mailbox then say Leave a message Press touchtone keys to spell a name or say the extension number if asked Say Yes when you hear the name you want then record the message CHECKING AND LEAVING MESSAGES A 7 Depending on installed options you can 5 To send the message click Send use ViewMail ViewMail for Microsoft Mes saging or ViewMail for Lotus Notes to send For composing and voice messages by computer sending a message To send a message by computer 1 Ifyou are using ViewMail click Send r If you are using ViewMail for Microsoft a ne i an Messaging click New voice message 2002 If you are using ViewMail for Lotus Notes select New memo gt Voice mail Company meeting Announcement 2 Click To and then use the address book to select recipients names All Subscribers Group Message Options 3 Type ina subject and select delivery ia Pee For selecting options as needed For future deliv TobeSet f SOS ee a special delivery options ery click To be sent then select the date and time Click OK I ea 0 0 20 6 Speed Volume 4 Use the VCR style buttons and your Plime phone or a sound device to record the message You can also add sounds from the clipboard or from a Wav file 8 NEAXMAIL AD 64 USER GUIDE With ViewMail you can send a message to another
32. e tasks TASK SHORTCUT Edit your fax greeting oag Change your fax delivery 71658 Deliver all faxes This feature may not be available at your site 76 A NEAXMAIL AD 64 USER GUIDE E Mail integration Enter your personal ID and security code then enter the following shortcuts to do these tasks For details on entering your e mail pass word see Entering your e mail pass word on page 57 TASK SHORTCUT Check new e mail messages 46 Check old e mail messages 66 While listening to an e mail message to EE hear recipients Turn e mail totaling on or off opnm Change your e mail password kaoa This feature may not be available at your site USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 77 During Message Slower Softer louder Main Menu 4 New messages Faster Backward 6 Old messages Pause w oo oo on gt Forward After Message Address and record the message then 5 Senda message gt Commands Yes No Main menu Previous menu 4 5 Deliver all new faxes 78 A NEAXMAIL AD 64 USER GUIDE Hear e mail recipients Reply Check next message Delete Archive fax an e mail Hear timestamp Redirect deliver fax Save as new Repeat the message gt Reply to subscriber Return call Hear cal
33. eparate fax number or one extension for both faxes and phone calls Your fax mailbox can have a personal greeting Otherwise the system greets calls with your name or fax number Fax delivery options The system can deliver your faxes in three ways Standard delivery The system stores your faxes until you request them When you check messages the system tells you which faxes are wait ing Fully automatic delivery The system automatically delivers your faxes to a fax number that you specify in your setup options Your system manager may have already set up this option for you Custom delivery Other fax deliv ery options may be available depend ing on your system Consult your system manager To redirect a fax to another fax number check your fax messages Then request fax delivery and enter the new number This changes the fax number for that delivery only You can also request that more than one fax be delivered in the same fax delivery The system adds its own cover sheet to each delivery bundle The cover sheet lists which faxes are included and their page lengths ViewFax Use ViewFax to display a fax mes sage within ViewMail ViewMail for Microsoft Messaging or ViewMail for Lotus Notes If you click ViewFax within the ViewMail message ViewFax converts the fax document to a TIFF graphics image and displays it on the screen You can reply to faxes archive them save them as new messages or
34. er 11 group by phone 10 leaving by phone 6 modifying by computer 17 modifying by phone 16 playback options 2 redirecting by phone 14 return receipt 6 reviewing by phone 12 sending by computer 8 special delivery options 6 time stamps for 36 urgent 6 passwords e mail 57 PhoneBASIC 71 playback options 2 about 36 changing by computer 37 profile about 28 changing mailbox settings 29 changing recorded name 31 84 NEAXMAIL AD 64 USER GUIDE recorded name 31 changing by computer 31 changing by phone 31 recording conversations 22 returning a call 4 security code about 30 changing by phone 30 shortcuts about 73 e mail 77 fax 76 77 quick message actions 74 voice messaging 75 speech recognition dates 66 e mail messages and 64 e mail password and 62 leaving a message with 65 numbers 66 security code entry 62 systemwide commands 62 time entry 66 voice messages and 63 spelled name changing by phone 31 standard greeting 32 TeLANophy about iii archiving messages 21 call log 70 canceling messages 19 changing messages 17 checking messages 3 contact list 70 forwarding messages 14 group messages 11 live record 24 managing calls 69 modifying messages 17 PhoneBASIC 71 PIM integration 70 recording conversations 24 redirecting messages 14 reviewing messages 13 screening calls 68 sending messages 8 setup iv TAPI compliant system 69 tracking calls 70 ViewCall Plus iii 67 ViewFax iii ViewMail iii 8 ViewMail f
35. ery options for your e work phone press 7 6 6 5 4 e home phone press 7 665 5 e pager press 76656 e spare phone press 7 6 657 e fax phone press 7665 8 Press 1 to turn on delivery for that number or 2 to turn off delivery Press 4 to change the phone number After you enter a phone number press to end the entry Press 5 to change the schedule and then follow the system instructions Press 1 for Yes 2 for No Press 6 to change the delivery mode for messages delivered to this number and then follow the system instructions Press 1 for Yes 2 for No Press 7 to change fax notification and then follow the system instruc tions Press 1 for Yes 2 for No Change any remaining message delivery numbers by repeating the procedure You can create your own message groups When you send a message to a group the message is sent to all mem bers of the group Each group you create has a number or a name There are two types of groups public and private Other subscribers can send messages to a public group Only you can send messages to a private group To create a group by com puter 1 Access the Mailbox Manager see inside front cover Click Groups Click Create Group Type a name for the group Select a type for the group o oo A ON To dispatch messages to the first group member available select the Dispatch check box Otherwise 7 each message sent to the gr
36. espell name Change setup options DIR Directory listing on off tings a ea options RCNAM Rercord name TRFR Transfer options LIVMON Turnlive monitor on off GRPS Groups EMAIL Change e mail settings DELIV Delivery options cee VEW more Opals Change delivery h i BACK View previous menu gt gt gt View more options z ON OFF Message delivery on off BACK View previous menu Transfer options PH Change phone number ON OFF Call transfer message SCHED Change schedule delivery on off URG Urgent only on off CHG Change phone number SiS View more options SCRN Call screening on off BACK View previous menu HLDING Call holding on off gt gt gt View more options BACK View previous menu Create group EDIT Edit group LIST List your groups DEL Delete group gt gt gt View more options BACK View previous menu Delivery options WORK Change work phone delivery HOME Change home phone delivery PAGER Change pager delivery SPARE Change spare phone delivery gt gt gt View more options BACK View previous menu This option may not be available USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 81 Index busy greeting 32 call holding about 42 turning on or off by computer 42 turning on or off by phone 42 call managing 69 call return feature 4 call screening about 40 by computer 68 changing by computer 41 definition of options 40 t
37. g message delivery options for an Tebes unopened message EF 0 0 20 6 rime CHECKING AND LEAVING MESSAGES A 17 18 A NEAXMAIL AD 64 USER GUIDE If the recipient has not heard your last message the system lets you cancel it You can then record a new message To cancel a message by phone 1 Start to leave another message to the same subscriber 2 Ifthe subscriber has not yet heard your last message the system asks if you want to review it 3 Press 1 to review it 4 When you hear the message you want to cancel press 5 to cancel it 5 Press 1 to confirm the cancellation Canceling a message by computer With ViewMail you can cancel a voice message you have sent if the recipient has not opened it A message remains in your mailbox until the recipient opens it To cancel a message by computer 1 Select the message 2 Click Delete With ViewMail for Microsoft Messaging all unopened voice messages you have sent appear in the Unopened folder which is located in the Sent Items folder This feature may not be available at your site ViewMail For canceling a message that has been sent Kelly White t Green ales D For Help press F1 CHECKING AND LEAVING MESSAGES A 19 20 A NEAXMAIL AD 64 USER GUIDE The system saves old messages for a set time for example until midnight To keep a message for a longer period you can archive it The system manager can tel
38. ge If you are using ViewMail for Lotus Notes go to Tools gt Live record 2 Ifyou are using ViewMail the Live Record Message dialog box appears To begin recording choose Live record If you are using ViewMail for Microsoft Messaging or ViewMail for Lotus Notes the New Message dialog box appears To begin recording click Record 3 Click Pause to stop recording tem porarily Click Resume to restart 4 Toend the recording click Stop or hang up Or click Cancel to stop and erase the recording To review the message click Play To send the message to your mail box click Send If the Request Redirect dialog box appears click Yes to forward the message Click No to save the recorded message in your mailbox The use of monitoring recording or lis tening devices to eavesdrop monitor re trieve or record phone conversations or other sound activities whether or not contemporaneous with transmission may be illegal in certain circumstances under federal or state laws Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation Some federal and state laws require some form of notifica tion to all parties to a phone conversa tion such as using a beep tone or other notification method or requiring the con sent of all parties to the phone conversa tion prior to monitoring or recording the phone co
39. ick Playback Confirm and change the settings as needed 4 Click Save Mailbox Manager Playback oj x Greeting Payback TrensievScreering Notification Groups I save P Help Logout Announce options Conversation option Listening to a message option CHANGING YOUR MAILBOX SETUP A 37 The system can transfer calls to your extension just as a receptionist would When you are unavailable or on another call the system takes a message for you If you will be away for a while you can turn off call transfer or have your calls transferred to a different phone number Mailbox Manager Transfer Screening BEE Basle Gienia Pins Teresen Nain Grane B seve Fee Lon Turn on call transfer before transferring eee ene ee your calls to a different phone number Turn transfer on You can enter up to nine digits for the or off here new phone number To turn call transfer on or off T pinous Bore Connecting Cale by computer I Play Screened Name Before Connecting Select transfer screening options here 1 Access the Mailbox Manager see TT Ask Me 1 Want To Take The Cal inside front cover I Play Screened Name in Voice Message T Tell Me Who The Call Is For Click Transfer Screening Turn holding on I Holding To turn call transfer on in the or off here Transfer incoming calls to group select My extension To turn call tr
40. ing up the phone Q If Call Screening is on you can click Who is it to play the caller s recorded name The system can also ask callers to enter their phone or account number The system then match es this data to your contact list and displays the caller contact information TIP S lt S 7SC 3S 3X C 3 CSC F The system can display caller identi fication data when it has the addi tionally required equipment and system compatibility The system can also match the phone number to your contact list or PIM Personal Information Manager and display caller contact information Click Monitor to listen to a message as it is being recorded If you decide to speak with the caller click Take call to pull the call out of your mailbox and transfer the call to your extension Managing calls After you have identified the caller ViewCall Plus supplies you with several tools to manage your phone calls 5l Zd Connect an incoming call to your phone Ask the caller to hold Ask the caller to transfer to another extension Ask the caller to leave a message TAPI compliant systems For TAPI compliant systems ViewCall Plus offers the following enhanced mode options Select an identified caller name and click this button to call the person back Select a name in your contact list Ei and click this button to dial the contact Add a name to create a D conference
41. l you how long your system saves archived messages You can hear your archived messages when you review messages The only dif ference between archived messages and old messages is that archived messages are saved for a longer period of time After you listen to your archived mes sages the system gives you the option of archiving the messages again WARNING After listening to an archived message you must press 3 7 to archive it again or it will be deleted To archive a message by phone While listening to a message press 3 7 to archive it Archiving messages by computer You can archive a message using View Mail ViewMail for Microsoft Messaging or ViewMail for Lotus Notes When the number of archived days reaches zero the voice message is deleted with other old voice messages In the ViewMail mailbox archived mes sages appear with an Archive icon The number of days the voice message remains archived is displayed in the Archive Days column which appears before the Phone column in the View Mail mailbox With ViewMail for Microsoft Messaging you can see how many days are left for an archived message by opening the voice message This feature may not be available at your site by computer y P As the archive time decreases for a 1 Select the message message you can archive it again which resets the archive time to the 2 Ifyou have ViewMail or ViewMailfor maximum value Lotus Notes
42. ler ID PR Finish a e e or gt oo gt his feature may not be available at your site Message Options Edit message Address to others PR Send the message Change special delivery 4 Add 5 Listen 6 Rerecord PK Finish Edit Message Urgent Private 4 5 6 Receipt 7 Future delivery PR Finish Special Delivery Main Menu continued 7 Setup options gt Setup Options Greetings Groups Transfer or delivery Personal options This feature may not be available at your site Hear current greeting Switch greetings Edit standard greeting Greetings Edit alternate greeting Edit busy greeting Edit fax greeting 4 5 6 7 Create a group Edit a group List your groups Delete a group Transfer or Delivery Change call transfer Change message delivery wo ool s ol jal gt Personal Options Change security code Record a name Change spelled name Directory listing on off E mail setup Live monitor setup Change password
43. ll Plus includes PhoneBASIC which lets you integrate ViewCall Plus with a number of different programs such as Microsoft Office Anyone familiar with Microsoft s Visual Basic can use PhoneBASIC to customize ViewCall Plus to e Identify an incoming call by looking up required information such as credit status in a database or a spreadsheet e Make calls from within another pro gram such as Microsoft Access or Outlook e Direct calls based on a set of pre established rules SEE ALSO Online Help PhoneBASIC PhoneBASIC scripts can be activated by using Script Manager from the Tools menu Script Manager Priority 100 Excel Hold Alarm Monitor Notes In NotesOut OutLook a Sample scripts kal Entry Points OnAppLogCall KRI Install Remove Description ie incoming calls via e mail CAVCPLUS SCRIPTS EXA4MPLES EMAIL CCMAIL PBS P USING VIEWCALL PLUS A 71 Using quick message actions a 5 rtcuts Gg While listening to a message press 3 to hear a menu of quick message actions Except as noted these actions are avail able for both new and old messages After using a quick message action you can continue with the next part of the conversation or take more action ona message For example you can e Press 3 4 to reply to a message then 3 5 to check the next message e Press 3 9 t
44. mail messages by phone You can reply archive redi rect or delete any e mail message by phone See Using e mail integration on page 55 for details Speaking commands Depending on the options installed you may be able to give the system com mands by speaking instead of pressing touchtone keys If your system includes speech recogni tion simply respond to prompts with short phrases in your normal speaking voice You can speak a command at any time For example say Check new mes sages or setup options Or if desired you can press a touchtone key at any time See Using speech rec ognition on page 61 for details On the computer You can use the Mailbox Manager pro gram to change your mailbox setup from your desktop computer If your system has TeLANophy you can manage all types of messages and phone calls visually on your desktop computer TeLANophy is a suite of unified messag ing and call management programs TeLANophy consists of ViewMail All of your voice and fax messages are brought together in one window with ViewMail You can access and priori tize your messages and respond to them by computer ViewMail for Microsoft Messaging You can access all of your voice mes sages faxes and e mail messagesin your Microsoft Inbox whether you are using Exchange Outlook or the Windows Messaging Inbox Help For more detailed information about any of these programs see
45. ng numbers only If your e mail password uses numbers only enter the digits followed by For example press 5 4 3 You do not need to use the password charts on page 58 Entering letters and numbers If your e mail password uses any letters press when asked e Enter upper or lowercase letters to match your e mail password Refer to the password charts on page 58 e To enter a digit press 1 followed by the digit Refer to the password charts on page 58 e Press to end Your e mail password cannot use any punctuation or symbols Do not use your phone to match letters Use the password charts Changing your e mail pass word by phone You can change your e mail password by phone with setup options See Chang ing your e mail setup options on page 59 Entering your e mail password by voice With speech recognition if your e mail password uses numbers only you can say the numbers When you are finished say End For example say Five four three end If your e mail password uses numbers and letters press when asked then press touchtone keys to enter the pass word Refer to the password charts on page 58 USING E MAIL INTEGRATION A 57 E mail password charts If your e mail password uses any letters E mail password examples use these charts to enter the password If your e mail password uses numbers only just press or say the digits You do not need to use the passwo
46. nversation Some of these laws incorporate strict penalties CHECKING AND LEAVING MESSAGES A 25 If the live monitor feature is supported by your phone system you can use the speaker on your phone to listen while a caller records a message If desired you can pick up the handset to connect to a caller You can monitor messages left by out side callers You cannot monitor mes sages left by other subscribers The phone system can be set up to allow you to monitor all of your incoming calls automatically Or you can press a fea ture key on your phone to monitor a message as desired To finish monitoring a message you press the Soft Key below the CANCEL option on your phone display Your system manager sets up the live monitor feature for you Then you can turn the live monitor feature on or off through your setup options 26 A NEAXMAIL AD 64 USER GUIDE If you are going to be out of the office and all of your messages are monitored automatically you can turn off the live monitor feature to keep messages from playing on your speaker while you are away See Changing live monitor on page 35 for details To monitor your messages automatically 1 When you hear your extension ring wait until the caller s message is played on the speaker 2 To stop listening press the Soft Key below the CANCEL option on the phone display Or to connect to the caller pick up the handset To monitor a message with keys
47. o redirect a message After you finish redirecting the message you can press 3 4 to reply to the orig inal sender After you reply you can press 3 6 to delete the message When you exit the quick message actions the system saves your message as an old message The system also saves your message as old when you press 3 5 to check the next message 74 A NEAXMAIL AD 64 USER GUIDE TASK QUICK MESSAGE ACTION Reply 344 Return call as Hear caller ID 346 Check the next message 35 Delete 36 Archive ag Hear when the message was sent Redirect Save as new new messages only Use shortcuts to accelerate your responses to the system Voice messaging Press your personal ID and security code if required then enter the following shortcuts to do these tasks TASK SHORTCUT TASK SHORTCUT Check new messages 4 Change your security code EAE Leave a message 5 Turn call transfer off 7642 Review old messages 6 Turn call transfer on ewe Change setup options B Change the phone number for call transfer AAC Oe Switch personal greetings A Turn call screening options off 76415 Change your standard greeting 746 Add a message group 754 Change your alternate greeting am Edit a message group eS Change your busy greeting 748 List your message groups 756 Change your recorded name Ams USING QUICK MESSAGE ACTIONS AND SHORTCUTS A 75 ActiveFax Press your personal ID and security code then enter the following shortcuts to do thes
48. on your phone 1 When you hear your extension ring wait until you see the live monitor feature key on the phone flashing red Press the live monitor feature key on the phone The caller s message plays on the speaker as the message is being recorded To stop listening press the Soft Key below the CANCEL option on the phone display Or to connect to the caller pick up the handset SEE ALSO Changing live monitor cee 35 Changing your mailbox setup Mailbox Manager allows you to control your personal mailbox settings such as Your profile Security code Recorded and spelled names Greetings Playback options Call transfer options Call screening options Call holding options Message delivery options Message groups You can also change most of these setup options for your personal mailbox by phone When you make a change the system leads you step by step through a series of simple yes and no questions To make changes to your TeLANophy programs refer to the program s online Help 27 The Mailbox Manager allows you to con trol how you and your callers interact with the voice messaging system by phone The first time you use the Mailbox Man ager you enter the host name your per sonal ID and your security code in the Connect dialog box Lo lt lt Esteso conven B M Save Login And Security Code 28 A NEAXMAIL AD 64 USER GUIDE The menu bar allows
49. or Microsoft Messag ing iii 8 time stamps for messages 36 ViewCall Plus See TeLANophy ViewFax See TeLANophy ViewMail for Microsoft Messaging See TeLANophy ViewMail See TeLANophy yes or no conversation 36
50. oup will be delivered to all members 9 Toadd members click New Use the Member Properties dialog to search for enrolled subscribers On the control bar click gt j to record 10 When you are finished click OK the group name with your recording device 11 Click OK to accept the group 12 Click Save Phone Pick up the handset when the phone rings wait for the beep then speak into the handset Computer Wait for the tone then speak into the microphone Click to stop recording Group name co NME Group type T Dispatch Group Name pEr Members Name o New Lose E OK Cancel For Help press F1 C NN 4 CHANGING YOUR MAILBOX SETUP A 45 To create a group by phone 1 Access your mailbox see inside front cover Press 7 5 4 to create a new group For numbered groups enter a three digit group number For named groups enter the first three letters of the group s name 4 Record a name for the group Press when you are finished 5 Press 1 to make the group a public group or 2 to make it a private group 46 NEAXMAIL AD 64 USER GUIDE 6 Follow the system instructions to add members to the group You can add them by name or extension number 7 Press when you are finished add ing members 8 Press 1 to leave a message for this group now Otherwise press 2 TIP Guests do not have extension num bers so add them
51. our security code When you are finished saying your security code you can say End to move ahead to the next prompt 4 Say Check new messages or Check old messages The words in bold are required 5 Ifasked for your e mail password enter it by following the instructions on pages 57 58 6 Follow the instructions by respond ing in your normal speaking voice See the following tables for com mands available during e mail mes sage playback 64 A NEAXMAIL AD 64 USER GUIDE During an e mail message You can control e mail message play back by speaking any of the commands on the following table The words in bold are required TIPO When the system is reading who received an e mail message or its subject you can say Yes to skip ahead to the body of the message Or you can say No to save the message as new then go to the next message Say the following commands Or Words in bold are required Menu options 3 Rewind 7 Pause Fast forward Repeat Save as new Reply wo foo 1 2 a Skip Delete message Archive Hear time stamp w oo oo oo wl fol x S Redirect lif the message does not rewind completely say Repeat to repeat the entire message The message is marked as old or read 3To cancel out of redirecting
52. press 1 6 Press when you are finished add ing or deleting members 48 NEAXMAIL AD 64 USER GUIDE To change a group name or number by phone 1 Access your mailbox see inside front cover Press 7 5 5 to change a group name or number Press the first three letters of the group name Or enter the first three digits of the group number Press 1 to confirm or press 2 to hear the name of the next group Press 7 to change the group name or group number Follow the system instructions to change the group s recorded name Press 1 for Yes 2 for No To hear a list of your groups and group members by phone 1 Access your mailbox see inside front cover 2 Press 756 to list your groups and group members 3 Follow the system instructions Press 1 for Yes 2 for No Sending and receiving faxes G G ViewFax You can send faxes view faxes and for ward faxes by computer with the TeLANophy ViewFax program ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it or to forward a fax you receive ViewFax converts the document to a TIFF tag image file format graphics image and displays it on the screen This feature may not be available at your site SEE ALSO Online Help ViewFax Addressing and sending a fax 50 NEAXMAIL AD 64 USER GUIDE For redirecting a fax ViewMail File Edit View Message Tools Help EEEErEL
53. rd charts today 81 63 31 2193 TODAY 84 66 34 24 96 2day 12 312193 ToDay 84 63 34 21 93 Lowercase letters Uppercase letters Numbers a 21 n 62 A 24 N 65 1 11 BD 22 Oo 63 Bo 25 O 66 2 a I2 B D C 2 PESETA 3 ie Gue alll q Ol Dra 34 O M 4 2 14 e 32 ee 7 ES 35 R 75 5 15 t S Si o 73 E 36 S 7 6 6 16 g 41 i oil G 44 T 84 ily jl ap u 82 H 45 Wit 585 8 18 DESAS vy 83 46 V 86 9 19 j Sil w 91 J 54 W 94 0 10 k 52 X 92 K 55 X 195 End Z3 y we L 56 Y 96 m Gl Z 02 M 64 Z 05 End End NEAXMAIL AD 64 USER GUIDE In your setup options you can change whether e mail messages are included in your message totals You can also change your e mail password To turn your e mail totaling on or off 1 Access your mailbox see inside front cover Press 7 7 8 4 Press 1 to turn on e mail totaling on Press 2 to turn off e mail totaling To change your e mail pass word by phone Access your mailbox see inside front cover Press 7 7 85 Enter your current e mail password If your password uses numbers only enter the numbers If your e mail password uses any let ters press when asked Use the password charts on page 58 When you are finished press Enter your new e mail password If your new password uses numbers only enter the numbers If your e mail password uses any let
54. s your mailbox by phone see inside front cover 2 Press 7 7 9 to turn live monitor on or off 3 Follow the system instructions Press 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP 35 The Playback options screen stores set tings for how messages are played These options are not available by phone Without Mailbox Manager you need to ask your system manager to change these options The Playback options consist of Announce New e mail messages If e mail integration is installed the system can include new e mail messages when announcing the number of new messages Voice message length The sys tem announces the total length in minutes of new voice messages 36 A NEAXMAIL AD 64 USER GUIDE Phone conversation type Menu mode conversation This conversation plays menus of options Press the number associated with the option to perform the particular task Yes No conversation This con versation leads you step by step through all of your options with easy yes and no questions Press 1 for Yes 2 for No Voice message time stamp Announce timestamp before messages The system plays the time and date that the message was recorded before playing the mes sage Announce time stamp after messages The system plays the time and date that the message was recorded after playing the mes sage To change your playback options by computer 1 Access the Mailbox Manager see inside front cover Cl
55. select Announce before connecting caller The system plays a beep before transferring the call This feature may not be available at your site 40 NEAXMAIL AD 64 USER GUIDE Play screened name before con necting The system asks the caller s name before ringing your extension The system plays Call from lt caller s name spoken by the caller gt before transferring the call Ask me if I want to take the call The system says Press 1 to take the call or 2 and TIl take a mes sage then waits for a response from you before transferring the call Play screened name in voice message The system asks and plays the caller s name as above The system adds the caller s name to the beginning of the caller s message Tell me who the callis for The system says Call for lt your name gt before transferring the call Two or more of these options may be combined For example if you select Play screened name before connecting and Ask me if I want to take the call the system asks for the caller s name then rings your extension When you answer the call the system plays the caller s recorded name then asks if you want to take the call To change call screening options by computer 1 Access the Mailbox Manager see inside front cover Click Transfer Screening Select the Screening check box Select the transfer screening options as needed 5 Click Save
56. sh recording a message you can press or just stop speaking Special delivery options When you leave an identified subscriber message you can mark it with one or more of these special delivery options Urgent The message is played first before regular messages Private The message cannot be redirected Return receipt The system tells you when a subscriber has heard the message Future delivery The message is delivered at the time and day you specify To leave an identified subscriber message 1 Call another subscriber When the subscriber does not answer the call is automatically forwarded to voice mail Follow the system instructions to record your message Press 1 for Yes 2 for No Press to start over or to stop recording This feature may not be available at your site To leave a message directly in a subscriber s mailbox 1 Access your mailbox see inside front cover Press 5 to leave any messages On the phone spell the subscriber s name Otherwise enter the exten sion number When spelling a subscriber s last name use a wild card number typically 0 or 1 for any letter in the last name you do not know Press 1 when you hear the name of the subscriber you want Otherwise press 2 to hear the next matching name Record your message at the beep The message must be at least three seconds long to be delivered Press to start over or to stop recor
57. ss 1 for Yes 2 for No until you select the message you want 3 Press 4 6 to hear the phone number of the person who left a message if available SEE ALSO Managing your messages with Soft Keys80 CHECKING AND LEAVING MESSAGES 5 The system lets you leave voice mes sages for subscribers groups or guests If you call a subscriber s extension and the call is unanswered your call is auto matically routed to the subscriber s mailbox where you can leave a message You can also leave messages directly in a subscriber s mailbox If your phone system uses identified subscriber messaging the system auto matically tags a message from your assigned extension with your name If your phone system does not use iden tified subscriber messaging or you are calling from another subscriber s exten sion you need to identify yourself as a subscriber by entering your personal ID and security code SEE ALSO Modifying a message Canceling a message 6 NEAXMAIL AD 64 USER GUIDE Directory assistance Your system may use automatic direc tory assistance numeric directory assis tance or both to help callers find subscribers extension numbers Callers with letters on their phones can use automatic directory assistance which identifies subscribers by their last names All callers can use numeric directory assistance which groups sub scribers by department location or some other category TIPO To fini
58. switch between greetings by phone or by com puter If the system has been configured for message notification to your pager add the following message to your greeting or press 1 to beep my pager Standard greeting The standard greeting plays when your extension is unanswered A typical standard greeting is Hello this is Pat Green I am not at my desk right now Please leave a message Busy greeting The busy greeting plays when your extension is busy A typical busy greeting is Hello this is Pat Green I am on the phone now Please leave a 32 A NEAXMAIL AD 64 USER GUIDE message For callers to hear your busy greeting you must activate it If you do not want to use a separate busy greeting then record a standard greeting for all situations when you are unavailable For example Hello this is Pat Green I am not available at this time Please leave a message Alternate greeting The alternate greeting plays for special occasions such as a vacation A typical alternate greeting is Hello this is Pat Green I am out of the office today and will return tomorrow When your alternate greeting is active the system plays it instead of any of your other greetings System generated greetings If you do not record greetings in your own voice the system plays greetings that include your recorded name or your extension For example For a standard greeting Pat Green is not
59. sword press The system will not offer e mail messages during the call SEE ALSO Your e mail password c eee pare 57 56 NEAXMAIL AD 64 USER GUIDE To check your e mail mes s 1 2 4 Access your mailbox see inside front cover Press 4 to check new e mail mes sages Press 6 for e mail messages you have already read The system offers any new voice or fax messages first If prompted enter your e mail password followed by If your password uses any letters press then refer to the password charts Follow the system instructions Press 1 for Yes 2 for No TIPO The system cannot read e mail mes sages sent in UTF 8 encoded HTML format If you hear HTML codes press 3 5 to skip the message TIP i lt SO C C C If you do not have a security code for the voice messaging system you may be asked to create one the first time you check your e mail by phone To hear who else received an e mail message 1 wo Follow the steps to check your e mail messages When offered the message you want to check press 1 While listening to the message press 334 TIPO Use quick message actions such as to repeat a message or to stop and save as new Messages saved as new are marked unread in your e mail inbox In addition to entering your security code you may be required to enter your e mail password to check your e mail messages by phone Enteri
60. t to leave a new message to the group The system says that some members have not heard your last message Press 1 to review the message Listen to the message or press 2 to interrupt it Press 2 to avoid canceling the mes sage Press 7 to list who has not heard the message Press to stop the list With ViewMail ViewMail for Microsoft Messaging or ViewMail for Lotus Notes you can either choose more subscriber names or a group name from the ViewMail address book Cre ate your groups by phone or ask the system manager to create your groups for you This feature may not be available at your site For addressing a message to multiple subscribers or message groups Tech Support All Subscribers Io Message Options Subject Pompany meeting r are ToBeSen I Betum Receipt r 0 0 20 6 Speed Volume rime CHECKING AND LEAVING MESSAGES A 11 12 A NEAXMAIL AD 64 USER GUIDE You can review old messages and archived messages by phone or by com puter Reviewing messages by phone After you have heard a new message the system saves it for a set amount of time for example until midnight To review messages by phone 1 Access your mailbox see inside front cover Press 6 to review old messages 3 Follow the system instructions Press 1 for Yes 2 for No mT aa Press to skip a message Press 3 7 to archive a message This feature may
61. u know This prevents someone else from hearing your messages You can change your security code as often as you like After you have set up your mailbox by phone you can use TeLANophy Con tact your system manager to install the TeLANophy programs on your com puter To set up your mailbox 1 Access your mailbox see inside front cover Answer the system questions Press 1 for Yes 2 for No If you are not sure press 2 You can always change the option later w amp When the system tells you that your mailbox is set up press 1 to confirm your settings me To exit the system quickly press three or more times Or hang up and the system will exit automatically after a few seconds V Checking and leaving Checking new messages To check new messages by phone by phone New messages are messages that you 1 Access your mailbox see inside front have not yet heard The system notifies cover you when you have new messages The system plays all urgent messages first then all regular messages It also sorts your messages by sender If the sys tem does not know who left a message it says that the message is from your mes sage box for Yes 2 for No After you listen to the messages from a subscriber you can reply immediately you don t have to dial the subscriber s extension SEE ALSO Modifying a message sse Canceling a message 7 SHOLLCULS e eean e ee aeaee EE rE EE
62. uncement Tue 8 11 02 10 22 AM Pat Green Report on new product release Tue 8 11 02 10 20 AM P Kelly white Company meeting is starting soon Tue 8 11 02 10 19 AM Calendar EZ CHECKING AND LEAVING MESSAGES A 1 5 Depending on system settings youcan To modify a message by use one or more of these message phone options after you record a message f 1 Record a message e Modify the message P 2 Press 4 to stop recording e Modify its delivery options 3 While modifying you can press 4 to add to the end of the message 5 to Redirect it to others listen to the message or 6 to rerecord the message e Mark it for special delivery 4 Press when you finish modifying 16 A NEAXMAIL AD 64 USER GUIDE Modifying a message by computer With ViewMail you can modify a voice message you have sent if the recipient has not opened it ViewMail displays the message in your ViewMail inbox until the person has opened it If the message is still in your mailbox simply open and modify it This feature may not be available at your site Unopened sent message i ViewMail iol x File Edt View Message Tools Help BSS xX h e Fom O Phone Account Date Time Contents Subject 04 10 2002 14 42 4 0 42 Company meeting 04 10 2002 14 38 RA 0 38 Announcement Unknown Caller Outgoing Message ae VoiceMail All Subscribers Group Subject Company meeting For modifyin
63. ur system man ager for more information SEE ALSO Managing your messages with Soft Keys80 To return a call with Soft Keys 1 Access your mailbox see inside front cover To hear new messges press the Soft Key below the NEW option on the phone display To hear old messages press the Soft Key below the OLD option on the phone display After listening to a message press the Soft Key below the CALL option on the phone display If available the system dials the phone number associated with the message To hear caller ID information To return a call by phone with Soft Keys 1 1 Access your mailbox see inside front Access your mailbox see inside front cover aie 2 Press 4 to check new messages or To hear new messges press the Soft press 6 to check old messages Fol Key below the NEW option on the low the system instructions Press 1 phone display To hear old messages for Yes 2 for No until you select the press the Soft Key below the OLD message you want ophion on Me nonedisplay 3 Press 45 to return a call to the person After listening to a message press who left a message the Soft Key below the CID option on the phone display If available the system plays the phone number associated with the message To hear caller ID information by phone 1 Access your mailbox see inside front cover 2 Press 4 to check new messages or press 6 to check old messages Fol low the system instructions Pre
64. urity code only in a secure location When you are finished saying your secu rity code you can say End to move ahead to the next prompt 62 A NEAXMAIL AD 64 USER GUIDE Entering an e mail password If the system includes e mail integration and your e mail password consists of numbers only say the numbers fol lowed by End For example say Five four three end Otherwise to enter an alphanumeric e mail password press touchtone keys Use the password charts on page 58 To skip entering your e mail password say End Using menus For a menu option say each level of the menu For example say Setup options greetings switch greetings Refer to the menu diagram on page 78 Pressing touchtone keys If desired at any time you can press a touchtone key for a menu option Or to exit or return to using speech com mands press 3 at the main menu Using Soft Keys on your phone When you access the system from an internal phone with Soft Keys enabled speech recognition is not enabled Systemwide commands These spoken commands are available throughout the conversation Say the following Or commands Press Yes 1 No 2 Main menu K Previous menu Stop To check voice messages with speech recognition 1 Access your mailbox see inside front cover Enter your personal ID by pressing touchtone keys See the inside front
65. urning on or off by phone 41 call tracking 70 call transfer about 38 changing phone number by phone 39 turning on or off by computer 38 turning on or off by phone 39 caller ID 4 control bar 29 directory adding your name 31 e mail checking by phone 56 integration options iii password 57 receiving by fax 60 shortcuts 77 faxes delivery options for 52 of e mail 60 printing 51 sending by computer 50 setup options for 54 shortcuts 77 viewing by computer 53 greetings about 32 activating busy greeting by phone 34 alternate 32 busy 32 rerecording by computer 33 rerecording by phone 34 standard 32 switching by computer 32 switching by phone 34 system generated 32 groups about 45 adding or deleting members 47 changing by computer 47 changing members 47 changing name or number 47 changing the name by phone 48 creating by computer 45 creating by phone 46 deleting members by phone 48 listing groups and members by phone 48 sending messages to 10 live monitor 26 live record 22 24 mailbox greetings 32 setup initial iv menus conversation mode 36 shortcuts 75 system diagram 78 message delivery about 43 changing phone number by computer 43 changing phone number by phone 44 message delivery schedule 44 messages archiving by computer 21 archiving by phone 20 canceling by computer 19 canceling by phone 18 checking by computer 3 checking by phone 2 forwarding by computer 14 83 INDEX group by comput
66. xMail AD 64 a simple yet powerful voice messaging system that can greet your callers and record your messages On the phone The voice messaging system lets you control how your mailbox receives mes sages and plays them back You can change these settings whenever you like from any phone The phone options consist of Menu conversation The menu conversation leads you quickly to your destination You will hear a menu of options Press the number associated with the option to perform a particular task The voice messag ing system s menu options are dia grammed on page 78 1 for Yes 2 for No Ifyou prefer ask your system manager to set your mailbox for the 1 for Yes 2 for No conversation This conversation ii A NEAXMAIL AD 64 USER GUIDE leads you through all of your options with easy yes and no questions Just press 1 for Yes 2 for No Shortcuts To perform routine tasks quickly you can enter a sequence of numbers in advance of the conversation questions or menus Help When the system conversa tion asks you a question press 3 to hear a Help menu of options Receiving faxes With ActiveFax your faxes are included with your voice messages You can deliver your faxes to a fax machine by using any phone See Sending and receiving faxes on page 49 for details Checking e mail by phone Depending on the options installed you may be able to use text to speech tech nology to listen to your e
67. y End For example for extension 123 followed by a one second pause say One two three pause end For zero 0 say zero instead of oh Spelling names To spell with letters press touchtone keys Or to leave messages by saying the extension ask your system manager Setting future delivery To send a message later today say Today For tomorrow say One For two days from now say Two and so on 66 A NEAXMAIL AD 64 USER GUIDE For a date say Date then the month followed by the day For example say Date When asked say March When asked say Fifth Speaking the time and date For the time say the hour then the min utes if necessary Include A M or P M For example for 4 00 in the after noon say Four P M For 7 15 in the morning say Seven fifteen A M For a message delivery schedule say the day of the week For example say Mon day Using ViewCall Plus Va With ViewCall Plus you can identify callers and manage your calls from your computer SEE ALSO Online Help ViewCall Plus Screening calls Placing calls on hold 68 A NEAXMAIL AD 64 USER GUIDE Identifying and screening calls When you receive a call through the sys tem or with a system using TAPI the Telephone window displays the call on your computer screen There are several ways to identify the caller before pick
68. y Callers can enter the first letters of your name to locate you in the directory You can also remove your name from this directory To change your recorded name by computer 1 Access the Mailbox Manager see inside front cover 2 Click Profile 3 On the Control bar click to record your name with your record ing device Phone Pick up the handset when the phone rings wait for the beep then speak into the handset Computer Wait for the tone then speak into the microphone 4 Click to stop recording To add or remove your name from the directory by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 7 7 to change your directory listing 3 Follow the system instructions to change your spelled name Press 1 for Yes 2 for No To change your recorded name by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 75 to change your recorded name 3 Follow the system instructions to record your name Press 1 for Yes 2 for No To change the spelling of your name by phone 1 Access your mailbox by phone see inside front cover 2 Press 7 7 6 to change your spelled name 3 Follow the system instructions to change your spelled name Press 1 for Yes 2 for No CHANGING YOUR MAILBOX SETUP A 31 Callers hear a greeting before they leave a message Your mailbox can have one of three greetings standard busy or alternate You can rerecord or
69. you to navigate The Profile screen is where the system through the screens of the Mailbox Man stores your name extension number ager fax ID delivery number and other set TP tings Click Save frequently to save changes as you make them If you move to another screen within Mail box Manager without saving changes first you are prompted to save before proceeding To change your profile 1 Access the Mailbox Manager see inside front cover Click Profile Confirm and change settings as needed 4 Click Save You must select a recording device before you can record greetings your recorded name or the names of groups If your computer is equipped with a microphone and speakers select My computer Otherwise select My phone To use the control bar 1 On the control bar click El to select phone or computer playback Drag slider to skip forward or back in the recorded message 2 On the control bar click a to listen 4 to your recorded name 3 Onthe control bar click to record your name with your recording device Phone Pick up the handset when the phone rings wait for the beep then speak into the handset Computer Wait for the tone then speak into the microphone 4 Click to stop recording CHANGING YOUR MAILBOX SETUP A 29 30 4 Your security code prevents others from To change your security using your personal ID to

NEC AD-64 User's Manual

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