3Com V7350 Network Card User Manual
Contents
1. 3 To turn notification OFF if it is ON or to turn it ON if it is OFF press 2 To access the Personal Address Book PAB menu From the Main menu press 9 2 From the Setup Options menu press 3 3 To hear a summary of this feature press 0 kh WN Adding New Entries To add new entries From the Main menu press 9 From the Setup Options menu press 3 From the Address Book menu press 2 Follow the prompts to a Record accept replay or rerecord a name tag for the address book a Enter a numeric key to use to access the address book a Enter a voice mail number home phone number work phone number personal mobile number work mobile number personal fax number work fax number pager number and work pager number kh WN Incoming Call Options Using the TUI Setup Options Menu 21 Reviewing Modifying and Deleting Entries To review modify or delete address book entries From the Main menu press 9 From the Setup Options menu press 3 From the Address Book menu press 1 Follow the prompts to review modify or delete an entry Use the this option to toggle the Call back Number feature on or off When this feature is turned on the system prompts callers who leave a message to leave a call back number From the Main menu press 9 2 From the Setup Options menu press 4 3 To turn the Call back feature OFF if it is ON or to turn it ON if it is OFF Distribution List2. 6 3 To hear a summary of this feature press 0 Creating a New Message on Demand To create a new Message on Demand From the Message on Demand menu press 1 Follow the prompts to record a new menu replay it rerecord it accept it and assign it a numeric key Auto attendant gt Using the TUI Setup Options Menu 23 Modifying a Message on Demand To modify an existing Message on Demand From the Message on Demand menu press 2 Follow the prompts to modify a menu tree rerecord a menu prompt assign a key function or delete a menu tree Deleting a Message on Demand To delete a Message on Demand From the Message on Demand menu press 3 Follow the prompts to delete a Message on Demand Use the Auto attendant feature to add sub nodes record prompts and messages select messages from the mailbox and record a voice tag for fax messages Only one of the following features can be mapped to key 6 Message on Demand Auto attendant or Voice Form Mailbox Before you use the Auto attendant feature it must be enabled and associated with key 6 on the Setup Options menu by your administrator Modifying Menus To modify an existing menu in the Auto attendant setup From the Main menu press 9 2 From the Setup Options menu press 6 3 Follow the prompts to record replay rerecord and accept prompts and Voice Form Mailbox gt to assign specifics keys to a menu or message Use the Voice Form
3. drop down list b Select the month day and year the notification will be sent from the Month Day and Year drop down lists c Click Save Schedule Schedule Notification By Range This section allows you to schedule filter operation message notification between a range of dates To schedule a notification by date range a Select a start and end time or select YES from the All Day drop down list b Select the month day and year the filter will become operational from the Start Date drop down lists Select the month day and year the filter will cease to be operational from the End Date drop down lists c Click Save Schedule You can create schedules for any existing notification schedule by repeating steps 2 through 6 Each saved schedule is listed in the top section titled Select a Notification Filter to Schedule To enable a notification schedule click the radio button next to the schedule description By default schedules are created in a disabled state To access your personal address book and to add edit and delete entries From the Main menu select Personal Address Book The Personal Address Book Main screen appears 38 CHAPTER 2 SETTING UP MESSAGING FEATURES Figure 12 Personal Address Book Personal Address Book 1000 Example User1 2 To add a new entry to your personal address book click Add New The Personal Address Book screen appears Figure 13 Fields on the Personal Address Book
4. select Alias Configuration The Alias Configuration screen appears Figure 21 Alias Configuration Screen Alias Configuration gt 1000 Example User 2 To create a new alias click Add New The Add New Alias screen appears Using the Web Interface 45 Figure 22 Add New Alias Screen Alias Configuration 1000 Example User1 Add Alias Alias Name O Number or Email Address ae Attach Number Optional rt Enter Password Confirm Password tt Auto Login OFF Z Alias Type FixPhone SSS ee O Password Use Mailbox Settings gt Name Announcement Use Mailbox Settings 7 Personal Greeting Use Mailbox Settings 7 In the Alias Name field enter a name for the alias configuration 4 Inthe Number or E mail Address field enter the alias phone number or on OO VU 10 Delivery Options e mail address In the Attach Number field enter your mailbox number In the Password field enter your mailbox password Set Auto Login to ON no password prompt or OFF password prompt In the Alias Type field from the drop down list select the phone number fax number or e mail address for the alias In the Settings section for the Password Name Announcement and Personal Greeting fields select an entry from the drop down list Click Save The Alias screen appears with your new alias listed Use the Delivery Options feature to set up how you want your messages delivered to you From the Main menu cli
5. 2 and follow the prompts This feature enables you to access a main mailbox and up to 999 sub mailboxes by using the same number The features of the Multiuser Mailbox are Send messages to other mailboxes in the same mailbox by entering the sub mailbox number as the send destination a Include sub mailboxes as destinations in the distribution lists Forward messages automatically from the main mailbox to each active sub mailbox with the Auto forward function To setup a Multiuser Mailbox 1 From the Main menu press 9 2 From the Setup options menu press 8 3 Follow the prompts to a Create sub mailboxes 26 CHAPTER 2 SETTING UP MESSAGING FEATURES Mailbox Number Prompt a Disable active sub mailboxes Toggle a new message announcement on or off Use this feature to toggle the mailbox number prompt on or off From the Main menu press 9 2 From the Setup options menu press 9 3 To turn the Mailbox prompt OFF if it is ON or to turn it ON if it is OFF press 9 Using the Web Interface Accessing the Main Menu 1 You can use the IP Messaging Web Provisioning interface to manage IP Messaging messaging options through a web browser To access the IP Messaging Web Provisioning interface In your web browser s address bar enter the URL for the IP Messaging Web Provisioning interface In the Login dialog box enter your username or phone number and your telephone password Click Login T
6. Another Folder Using POP3 If you move a message from one folder to another the folders are not synchronized with your IP Messaging mailbox Follow these general steps to create an e mail account in an application that uses IMAP ask your administrator for the specific information required in your IP Messaging environment a Create an account in your e mail application that points to an IP Messaging mailbox m Set the incoming mail server IMAP to be the IP Messaging DNS domain name Your administrator should enable all the required IMAP folders during IP Messaging mailbox configuration All messages in all folders are synchronized a Identify a third party server as your outgoing SMTP Simple Mail Transfer Protocol e mail server Sending Messages Your IP Messaging administrator must identify a third party SMTP server to send forward or reply to e mail messages You can then configure this server in your e mail application as the SMTP server Optionally your administrator can identify IP Messaging as the SMTP server However this configuration limits the exchange of e mail messages to IP Messaging subscribers you cannot send or forward messages to external addresses or reply to e mail messages from external addresses Sending a Message in Outlook When you use IP Messaging as an SMTP server to send a new message the sent message is saved in different places depending on how you configure your Outlook e mail account a
7. Example User Date October 26 2004 v All Day NO Start Time 12 00 AM End Time 12 00 AM All Day NO v Start Date October 26 2004 v End Date October 26 2004 v 2 Select a Notification Filter from the drop down list 3 The Notification Schedule screen allows you to create one or more schedules for a filter and then enable one of them You have three scheduling options Schedule Daily Notification This section allows you to schedule filter operation message notification for a time range and either one particular day or every day of the week regardless of the date 4 To schedule a notification for a particular day of the week a Select a start and end time or select YES from the All Day drop down list Select the day of the week the notification will be sent from the Day Of Week drop down lists or select Everyday Click Save Schedule Personal Address Book 1 Using the Web Interface 37 Schedule Notification By Date This section allows you to schedule filter operation message notification for a particular date To schedule a notification by date a Select a start and end time or select YES from the All Day
8. FMFM features must be configured by your administrator Advanced FMFM features include setting rules and filters that are activated based on defined events and priorities FMFM can be enabled as an independent feature FMFM only or an add on to your mailbox FMFM and mailbox FMFM from the TUI Accessing FMFM from the TUI and Setting Initial Values 1 This section describes how to set up basic FMFM from the TUI You can only configure basic FMFM features from the TUI Advanced FMFM features must be configured by your administrator To access FMFM from the TUI and set up FMFM for the first time Log in to the system by dialing the IP Messaging telephone number or press the MSG button on the phone 2 Enter your mailbox number and password as required 3 From the TUI Main menu press 3 The system prompts you to specify who is allowed to find you where they can find you a FMFM greeting and a no answer timeout value The Modifying FMFM Settings FMFM from the Web Interface 61 no answer timeout value determines how long the system tries to find you at one number before trying the next number If you have already set up FMFM and want to change you current settings see the following section Modifying FMFM Settings Once you have configured FMFM you can change your current settings for example change the phone number where you can be reached To modify current FMFM option values Log in to the system by di
9. If your default e mail account in Outlook is with Microsoft Exchange server the sent message is saved in the Sent Items folder of your default e mail account which is the Microsoft Exchange e mail Using an E Mail Application to View Messages 55 account not in the IP Messaging Sent Items folder The sent message is not synchronized with the IP Messaging a If your default e mail account in Outlook is with the IP Messaging server the sent message is saved in Sent Items folder on your Outlook Personal Folders and not the IP Messaging Sent Items folder Sent message are not synchronized with the IP Messaging server In each of these cases you could manually move the sent message from the Sent Items folder of your Outlook Personal Folders or Exchange server to the Sent Items folder of the IP Messaging server if required Any message in the IP Messaging Sent Items folder is synchronized with the IP Messaging server Sending a Message in Outlook Express When you use IP Messaging as an SMTP server to send a new message the sent message is saved in the Sent Items folder of IP Messaging and always synchronized with the IP Messaging server Sending a Message in Lotus Notes When you use IP Messaging as an SMTP server to send a new message the sent message is saved in different places depending on how you configure your Notes e mail accounts m If your default e mail account on N
10. Mailbox feature to use two special classes of mailboxes to handle interactive voice forms Form Mailbox and Transcription Mailbox A mailbox can be a Form Mailbox or a Transcription Mailbox but not both Only one of the following features can be mapped to key 6 Message on Demand Auto attendant or Voice Form Mailbox Before you can use the Voice Form Mailbox feature it must be enabled and associated with key 6 on the Setup Options menu by your administrator 24 CHAPTER 2 SETTING UP MESSAGING FEATURES Form Mailbox The Form Mailbox is a special mailbox that contains a custom message for a caller Use it to create and modify forms and to collect data from users Access the Form Mailbox through the Personal Greeting menu which allows the caller to select a form to fill out The Form Mailbox has a special administration function for creating reviewing and modifying forms similar to the Message On Demand function Transcription Mailbox The Transcription Mailbox is a special mailbox that contains the caller response to the message received by the caller from the Form Mailbox Use it to retrieve messages from a Forms mailbox to be transcribed to text The Transcription Mailbox has a review messages function that prompts you to enter a Form Mailbox from which to retrieve messages Then you can move back and forth through a Form message one response at a time Specifications The specifications for the Forms Mailbox are a T
11. allows you to search messages based on the following criteria Keywords Sender Subject Body content Time Received Sent Due Expires Created Modified Sent To Items that are Read or Unread Items with or without attachments Message importance tagged as Normal High or Low Message size SETTING UP AND USING FIND ME FOLLOW ME This chapter describes how to set up and use the Find Me Follow Me FMFM feature from the telephone user interface TUI and from the web interface This chapter includes the following topics a Find Me Follow Me Overview FMEM from the TUI a FMEM from the Web Interface 60 CHAPTER 4 SETTING UP AND USING FIND ME FOLLOW ME Find Me Follow Me Overview The FMFM feature enables you to control which callers can access you and how these callers can access you by a Allowing all incoming numbers to contact you a Allowing some incoming number to contact you m Preventing some incoming numbers from contacting you m Setting up destination telephone numbers a Recording a greeting for callers while the system tries to find you TUI only There are two variants of FMFM basic and advanced Basic FMFM features can be configured through the TUI or the web interface Basic FMFM features include specifying who can contact you defining the numbers at which you can be reached recording a greeting modifying the no answer timeout value and enabling or disabling FMFM For this release advanced
12. interface see Accessing the Main Menu In the Login dialog box enter your username or phone number and your telephone password Click Login 4 From the Main menu select Find Me Follow Me Allowing Callers to Find You The FMFM Menu appears Figure 25 FMFM Basic Menu Find Me Follow Me 4 1000 Example Useri To change settings select Allow all calls to contact me O Allow some calls to contact me O Exclude some calls from contacting me From this screen you can set up the following FMFM functions a Allow some or all callers to find you see Allowing Callers to Find You a Prevent callers from finding you see Preventing Callers from Finding_ You Once specify the callers that can or cannot locate you enter the phone numbers IP Messaging will use to locate you see Entering Destination Phone Numbers This section describes how to allow all or some callers to find you FMFM from the Web Interface 63 To allow all callers to find you Access the Find Me Follow Me screen see Accessing FMFM from the Web Interface To allow all callers to find you a Select Allow all calls to contact me b Click Continue The destination screen appears c Go to Entering Destination Phone Numbers To allow some callers to contact you a Select Allow some calls to contact me b Click Continue The Find Me Follow Me Allowed Numbers screen appears Figure 26 FMFM Allowed Numbers Screen fin
13. options in the current menu CANCEL Cancels the current function and returns to the previous menu continued Accessing Your Mailbox 1 2 gt Accessing the TUI 13 Table 3 Standard Keys Key Function Description ACCEPT SKIP Accepts the current operation or skips to the next step To access your mailbox after it is initialized Press MSG At the prompt enter your password The prompt system presents the following Main menu options a To listen to messages press 1 See Listening to Messages This option is available only if there are messages in your inbox b To send messages press 2 See Sending Messages c For Find Me Follow Me FMFM options press 3 FMFM must enabled by your administrator and you must configure your personal settings See Chapter 4 d To generate a delivery report press 4 See Sending Messages and Using Delivery Reports e To place a call press 6 See Placing a Call f To access shortcut key combinations first press 7 then press one of the following keys the prompt system does not announce option 7 but it is available a 1 To record a personal greeting a 2 To override a personal greeting a 3 To autoplay new messages a 4 To change the default fax number a 5 To print new faxes 9 To define a macro Torun the macro 14 CHAPTER 1 GETTING STARTED gt 0 To access HELP for the
14. press 4 To access the Distribution List Options menu From the Main menu press 9 2 From the Setup Options menu press 5 3 To hear a summary of this feature press 0 Creating a List To create a list From the Distribution List menu press 1 Follow the voice prompts to a Name the list a Record and accept a voice tag a Create a destination number Modifying a List To modify a list From the Distribution List menu press 2 Follow the voice prompts to a Select the list 22 CHAPTER 2 SETTING UP MESSAGING FEATURES Message On Demand gt a Make changes to the list a Review and accept the changes a Enter a destination number Deleting a List To delete a list From the Distribution List menu press 3 Follow the voice prompts to select and delete the list Reviewing a List To review a list From the Distribution List menu press 4 Follow the voice prompts to select and review the list Use the TUI to access and use the Message on Demand feature to create a menu of options for callers to use to hear prerecorded messages Only one of the following features can be mapped to key 6 Message on Demand Auto attendant or Voice Form Mailbox Before you can use the Message on Demand feature it must be enabled and associated with key 6 on the Setup Options menu by your administrator To access the Message on Demand menu From the Main menu press 9 2 From the Setup Options menu press
15. shortcut keys g To access the Set up Options menu press 9 See Chapter 2 h To exit press i For help press 0 j To access the Auto attendant press 00 See Auto attendant The Auto attendant is NOT a standard key press you can access the Auto attendant only from the Main menu Accessing the IP Messaging Web Interface Use the IP Messaging Web Provisioning interface to access mailbox options through a web browser To access the IP Messaging web interface In your web browser s Address text box enter the IP address of the system on which IP Messaging is installed VCX displays the dialog box shown in Figure 1 Note that depending on how UMS and VCX have been installed you may also see an option for the VCX User Interface Figure 1 VCX V7000 User Interface Dialog Box Welcome to 3Com VCX V7000 Networked Telephony Solution On this CX V7000 system these interfaces will help you configure system and user settings 3Com IP Messaging Web Provisioning For more information click Help Copyright 2004 3Com Corporation All Rights Reserved Accessing the IP Messaging Web Interface 15 2 Click 3Com UMS Web Provisioning The IP Messaging Login dialog box appears Figure 2 Login Screen xo 3com User Name or Phone Number Password 3 Enter your user name or telephone extension and password The password is either the default password your telephone extension OR the password tha
16. the Greeting Number text box No Greetings Recorded Record greetings through the TUI Figure 6 Scheduled Greetings Screen Schedule Greetings ep OC 7717 NEW USER1 No Greetings Have Been Scheduled Start Time 12 oo AM gt Day Of Week Everyday Start Time 12 End Time 12 7 oo gt AM Greeting Number No Greetings Recorded gt End Time AM v Greeting Number 3 All Da NO I All Day NO v 2 To set up a new daily greeting schedule a Select the start and end time or select YES from the All Day drop down list b Select the day of the week or Everyday from the Day Of Week drop down list c Select the Greeting from the Greeting Number drop down list d Click Add New 3 To schedule a greeting by date a Select the start and end time or select YES from the All Day drop down list Notification Using the Web Interface 31 b Select the Greeting from the Greeting Number drop down list c Select the month day and year for the greeting to begin from the Month Day and Year drop down lists d You can set the Start Time and End Time for any day of the year starting from today s date through the next 4 years e Click Add New The Notification option enables you to set the medium that the system will use to notify users when messages are deposited into or retrieved from
17. the call before it is connected and return to the Main menu press 99 or to end the call when you are finished your conversation and return to the Main menu press 99 You can use the IP Messaging Web Provisioning interface to view information about received messages To access the IP Messaging Web Provisioning interface In your web browser s address bar enter the URL for the IP Messaging Web Provisioning interface In the Login dialog box enter your username or phone number and your telephone password 3 Click Login Using an E Mail Application to View Messages 51 The Message Information screen appears with a list of All Messages and Voice Fax and E mail messages Figure 24 Message Information Screen Message Information 7717 NEW USER1 New Messages Urgent Messages Saved Messages Unreviewed Messages ooon oO New Voice Messages Saved Voice Messages Oo Oo New Fax Messages Saved Fax Messages Oo oO New Email Messages Saved Email Messages oO Using an E Mail Application to View Messages You can use a third party application Microsoft Outlook Express Microsoft Outlook or IBM Lotus Notes to access messages in your mailbox A voice message appears as a wav file attachment in an e mail message You can listen to the wav file on any media player A fax message appears as tif file attachment in an e mail message You can open the tif file in a graphics application and send
18. to find you and click Submit after each entry Enter a value in seconds in the No Answer Timeout field This value determines how long the system tries a number before trying the next number in the list This value applies to all entered numbers In other words you cannot specify 30 seconds for one number and 45 seconds for another number Note that the No Answer Timeout value should be ess than the no answer timeout value configured on the phone through the VCX V7000 User Interface The no answer timeout value determines how long a telephone rings before the system forwards unanswered calls for example to voice mailbox If the No Answer Timeout value is more 66 CHAPTER 4 SETTING UP AND USING FIND ME FOLLOW ME than the no answer timeout value configured on the phone FMFM will access the phone s voice mailbox and not try the next number is the FMFM sequence 5 When you finish entering destination numbers click Finish The main FMFM screen appears The screen indicates that FMFM is enabled and displays the current configuration Figure 29 show an example of a FMFM configuration Figure 29 FMFM Final Screen Find Me Follow Me 1000 Example User1 Find Me Follow Me Feature Has Been Edited To change settings select O Allow all calls to contact me O Allow some calls ta contact me Exclude some calls from contacting me Excluded Numbers Destination Numbers 1000 1002 1234 Logout To log out of the system f
19. 8 Figures 9 Related Documentation 9 Comments 10 GETTING STARTED Accessing the TUI 12 Initializing Your Mailbox 12 Standard Key Functions 12 Accessing Your Mailbox 13 Accessing the IP Messaging Web Interface 14 SETTING UP MESSAGING FEATURES Using the TUI Setup Options Menu 18 Mailbox Setup and Greetings Menu 18 Changing Your Password 18 Setting up Greetings 18 Scheduled Personal Greetings 19 Name Announcement 19 Change Review Options 19 Print Options 19 Notification 20 Personal Address Book 20 Adding New Entries 20 Reviewing Modifying and Deleting Entries 21 Incoming Call Options 21 Distribution List 21 Creating a List 21 Modifying a List 21 Deleting a List 22 Reviewing a List 22 Message On Demand 22 Creating a New Message on Demand 22 Modifying a Message on Demand 23 Deleting a Message on Demand 23 Auto attendant 23 Modifying Menus 23 Voice Form Mailbox 23 Form Mailbox 24 Transcription Mailbox 24 Specifications 24 Managing Forms 24 Delivery Reports 25 Multiuser Mailbox 25 Mailbox Number Prompt 26 Using the Web Interface 26 Accessing the Main Menu 26 Mailbox Preferences 27 Scheduled Greetings 30 Notification 31 Create a Notification Filter 31 Create a Notification Procedure 33 Create a Notification Schedule 35 Personal Address Book 37 Distribution Lists 39 External E mail 41 Multiuser Mailboxes 42 Alias Configuration 44 Delivery Options 45 Logout 46 USING MESSAGING FEATURES Overview 48 Listenin
20. CAN 300M V7350 IP Messaging User Guide 3Com Native Interface 3Com Convergence Application Suite IP Messaging Module Release 5 2 System Release 5 2 Part Number 900 0246 01 Rev AA Published December 2004 http www 3com com 3Com Corporation 350 Campus Drive Marlborough MA 01752 3064 Copyright 2001 2002 2004 3Com Corporation All rights reserved No part of this documentation may be reproduced in any form or by any means or used to make any derivative work such as translation transformation or adaptation without written permission from 3Com Corporation 3Com Corporation reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of 3Com Corporation to provide notification of such revision or change 3Com Corporation provides this documentation without warranty term or condition of any kind either implied or expressed including but not limited to the implied warranties terms or conditions of merchantability satisfactory quality and fitness for a particular purpose 3Com may make improvements or changes in the product s and or the program s described in this documentation at any time If there is any software on removable media described in this documentation it is furnished under a license agreement included with the product as a separate document in the hardcopy documentation or on the removable media in a directory f
21. ING UP MESSAGING FEATURES c Select the type of entry from the drop down list List Another distribution list number Mailbox Entry The mailbox number of a subscriber Phone Number The phone number of a subscriber E mail The e mail address of a subscriber VPIM Indicates the entry is the VPIM destination address of a subscriber Use the format lt prefix gt lt mailbox_number gt For example if the VPIM destination prefix is 888 and mailbox number is 1234 you would enter 8881234 in the New Entry text box The Voice Profile for Internet Mail VPIM is a protocol that allows subscribers to exchange messages between different voice mail systems The VPIM option appears only if configured by your administrator d Click Create New Entry The system confirms the new entry Figure 16 New Entry Confirmation Screen Distribution Lists Pn 1000 Example User1 Entry 3015551112 Has Been Created e Repeat steps b c and d to add more new entries f Click View All Lists The Distribution Lists screen appears 3 To display and edit a distribution list select it from the drop down list and then click View Edit 4 To delete a distribution list select it and then click Delete List The system confirms the deletion Using the Web Interface 41 External E mail Use the External E mail feature to add external e mail servers to your IP Messaging system The External Email option appears on the Main menu only if your a
22. Screen Personal Address Book AA 1000 Example User Name Shortcut 0000007 First Name Last Name oo Common Name 1 D Common Name 2 Do Home Phone D Fax D Mailbox Number EmailAddess Cell Phone Pager a T a a OT Address l City State Zip Code Country Web Note Middle Initial Partner Loo i Birthday Wore information Company Name Loo Function o Phone D Fax D Cell D Pager LSS E Address a City E State D Country D Zip D Web D Email D Using the Web Interface 39 3 Enter data in the Required Fields section 4 Enter data in the General Information and Work Information sections Click Save The Personal Address Book Main screen appears Figure 14 Personal Address Book Main Screen Personal Address Book 1000 Example User1 To delete an entry select it from the drop down list and then click Delete 7 To display address book entries click View 8 To add more entries click Add New Distribution Lists 1 Use the Distribution Lists option to create distribution lists From the Main menu click Distribution Lists The Distribution Lists Screen appears To create a new distribution list a Type the name of the list a number between 1 and 9999 in the New List textbox and then click Create New List The Create New Entry screen appears Figure 15 Create New Entry Screen ee ee New Entry 2015551112 Phone Number b Type an entry into the New Entry textbox 40 CHAPTER 2 SETT
23. TING STARTED Accessing the TUI gt Initializing Your Mailbox 1 2 b gt This section describes how to initialize and then access your mailbox through your phone s Telephone User Interface TUI This guide describes the TUI voice prompt menu system provided by the 3Com native interface Your administrator specifies the TUI available on your telephone during IP Messaging configuration If your administrator has enabled the traditional TUI based on the Octel voice prompt menu system refer to the V7350 IP Messaging User Guide Traditional Interface To initialize your mailbox Dial the IP Messaging access number or press MSG At the password prompt enter the default password The default password is the last 4 digits of the mailbox number If the mailbox number is only 3 digits then the password is the mailbox number The voice prompt describes the initialization process and introduces the Setup Assistant function Follow the voice prompts a To enter a password from 4 to 15 digits b To record a name announcement c To record a personal greeting Next the voice prompt system presents the Main menu For a description of Main menu options see Accessing Your Mailbox Standard Key Functions Table 3 lists the standard key functions these keys always have the same function and are accessible from any menu Table 3 Standard Keys Key Function Description 0 HELP Provides information about the
24. aling the IP Messaging telephone number or press the MSG button on the phone 2 Enter your mailbox number and password as required 3 From the TUI Main menu press 3 The system prompts with the following options a To enable or disable FMFM press 1 a To change the phone number where you can be reached press 3 a To listen to a summary of current settings press After listening to the summary you can change any of the following currently configured settings To specify which callers can reach you press 2 You can Allow callers from any phone number to find you Allow callers from certain phone numbers to find you Prevent callers from certain phone numbers from finding you To change the phone number where you can be reached press 3 a To re record a greeting for callers while the system tries to find you press 4 a To disable the current FMFM setting press 5 a To modify the No Answer Timeout value press 6 a To return to the previous menu press FMFM from the Web Interface This section describes how to set up basic FMFM from the web interface You can only configure basic FMFM features from the web interface Advanced FMFM features must be configured by your administrator 62 CHAPTER 4 SETTING UP AND USING FIND ME FOLLOW ME Accessing FMFM from the Web Interface 1 This section describes how to access FMFM from the web interface Access the 3Com IP Messaging Web Provisioning
25. an e mail message in your inbox that was downloaded from your IP Messaging mailbox a copy of your reply is stored in your local Sent Items folder However your local Sent Items folder is not synchronized with your IP Messaging mailbox You can reply to the following message types a Any e mail message that has valid From e mail address a Any voice or fax message sent from other IP Messaging mailboxes or from e mail accounts within the IP Messaging system a Any voice or fax message from an caller outside the IP Messaging system whose e mail address is in your Personal Address Book PAB Replying to a message sent from an external phone number or mailbox is possible if you have the sender s information including e mail address in your PAB Otherwise you cannot reply to the message and the system generates the error message 451 ERROR unable to save forward message Forwarding Messages You can forward any message regardless of its source A copy of the forwarded message is stored in the Sent Items folder in your e mail application The Sent Items folder is not synchronized with your IP Messaging mailbox 54 CHAPTER 3 USING MESSAGING FEATURES IMAP E Mail Applications Deleting Messages Using POP3 If you delete a message from your inbox the message is moved to the DELETED folder in your e mail application The DELETED folder is not synchronized with your IP Messaging mailbox Moving Messages to
26. ck Delivery Options The Auto Delivery screen appears 46 CHAPTER 2 SETTING UP MESSAGING FEATURES Figure 23 Auto delivery Screen Auto Delivery Options 000 Example User1 Maximum Retries 6 After Delivery Leave New Y Retry Interval Seconds 300 Digits Allowed 15 Voice Auto Delivery OFF Voice Number Fax Auto Delivery OFF Fax Number Email Auto Delivery OFF Email Address CNG Tone OFF Line Group DEFAULT Line Turn Around OFF Urgent Yoice Msg Only OFF E Fill in the fields and select from the drop down lists as required Enter text in the Cover Sheet field if required Enter text in the Forward Insertion Text field if required Click Save u BP W N Logout To log out of the system from the Main menu click Logout The web interface Main menu appears with this message You Have Been Logged Out USING MESSAGING FEATURES This chapter describes how to use messaging features from the Telephone User Interface TUI and how to view message information from the IP Messaging web interface This chapter describes all the possible messaging features However some features must be enabled by your administrator If disabled you will not hear a voice prompt for that feature This chapter includes the following topics a Overview a Listening to Messages m Sending Messages a Plac
27. d Me Follow Me 1000 Example User Enter the numbers you are allowing one at a time You can also use a wild card for example 703 means that every number that starts with 703 will be allowed To delete a number click the checkbox next to the number then click Delete Enter the allowed number then click Submit The screen refreshes and now contains the number you added To delete an allowed phone number click the checkbox next to the number then click Delete Enter all the allowed phone numbers and click Submit after each entry 4 When you finish entering allowed numbers click Continue The Destination screen appears 64 CHAPTER 4 SETTING UP AND USING FIND ME FOLLOW ME Preventing Callers from Finding You Go to Entering Destination Phone Numbers This section describes how to prevent callers from finding a user To prevent callers from finding a user Access the Find Me Follow Me screen see Accessing FMEM from the Web Interface 2 Select Exclude some calls from contacting me Click Continue The Find Me Follow Me Exclude Numbers screen appears Figure 27 FMFM Exclude Numbers Screen Find Me Follow Me 1000 Example Useri Enter the numbers you are excluding one at atime You can also use a wild card for example 703 means that every number that starts with 703 will be excluded To delete a number click the checkbox next to the number then click Delete Enter a
28. dministrator has enabled this feature 1 From the Main menu click External E mail The External E mail screen appears Figure 17 External E mail Setup External Email 1000 Example User 2 To add external E mail servers to your mailbox click Add New Figure 18 Add New External E mail External Email p 1000 Example User1 3 In the Session Name field enter the name of the external E mail server 4 Inthe Server field enter the name of the external E mail server 5 In the Username field enter the name of a user who has access to this server 6 In the Password field enter the password 7 Select POP3 or IMAP from the drop down list 42 CHAPTER 2 SETTING UP MESSAGING FEATURES 8 Click Save Multiuser Mailboxes Use the Multiuser Mailboxes option to create sub mailboxes under a main mailbox that can be used by a group for example members of a family 1 From the Main menu select Family Mailboxes The Family Mailboxes Main screen appears Figure 19 Family Mailboxes Family Mailboxes 1000 Example Usert 2 Enter a number in the field or leave it blank If you leave it blank IP Messaging assigns the next available family mailbox number 3 Click Add Mailbox Figure 20 shows the new family mailbox 7717_1 under mailbox 7717 Figure 20 Add Family Mailbox Family Mailboxes 1000 Example User1 Mailbox Has Been Created 4 To add another family mailbox click Add Mailbox again 5 To rese
29. e options are First In First Out FIFO or Last In First Out LIFO From the drop down list Figure 5 select the order in which TUI commands send a message from your mailbox Figure 5 Message Send Order Get Destination Record Message Get Option Record Message Get Option Get Destination Record Message Get Destination Get Option Get Destination Record Messaqe Get Option Get Destination Get Option Record Message Get Option Record Message Get Destination Get Option Get Destination Record Message Set your mailbox Auto Login feature to ON so that you do not have to enter your password or to OFF so that you must enter your password Set the FMFM Find Me Follow Me Call Intercept option to ON or OFF When this option is ON IP Messaging screens callers for caller identification this prevents calls from unknown callers Set the Prompt for your Mailbox Number to ON or OFF The Virtual Calling Card is a service that allows you to make outgoing calls from your mailbox The Time Left field display the remaining virtual calling card minutes enabled Maximum Time minus used minutes This feature is configured by your administrator To save your settings click Save 30 CHAPTER 2 SETTING UP MESSAGING FEATURES Scheduled Greetings To set the time or day for your greetings 1 From the Main menu click Scheduled Greetings The Schedule Greetings screen appears If there is no recorded greeting this message appears in
30. e prompts to listen to new saved or deleted messages Follow the prompts to review save delete reply to forward with and without a recorded comment replay pause fast forward or skip the message If the message you are reviewing is an e mail message you listen to the text component of the message if Text To Speech is enabled on your system or print the message as a fax To hear message options press 5 Follow the prompts to return to the previous message or to get message information Sending Messages 49 Sending Messages To send messages From the Main menu press 2 Follow the prompts to specify a destination You can a Enter a destination number a Enter the first few letters of a subscriber s last name to locate the subscriber in the mailbox directory or you Personal Address Book a Use a distribution list Follow the prompts to record the message 4 After recording the message follow the prompts to Using Delivery Reports gt Review the message Erase and rerecord the message Append to the message Replay the last 10 seconds of the message Pause the message during playback oO Qa NA OF MW Fast forward 10 seconds of the message Follow the prompts to send the message a Mark the message as urgent b Mark the message as private Marking a message as urgent moves it to the first position in the message queue marking it as private prevents the recipient from forwarding it c Send
31. er Sender Operator ALL Recipient Recipient Operator ALL Media All v Media Operator ALL Subject Subject Operator ALL Enter a string in the Name field to identify the filter 4 Click the Status drop down list to enable Active or disable Inactive the filter By default a filter is created in the Active state but you can disable a filter at any time Click the Message Type drop down list and select whether this filter will apply to all messages the default to messages marked normal or to messages marked urgent Using the Web Interface 33 6 Enter values in the Sender Recipient Media and Subject fields as required The entered values are applied according to the selected Operator to restrict message notification according to the specified values The Operator options function as follows a Field is empty null value and corresponding Operator is ALL No filtration For example if the Sender field is empty and Sender Operator is ALL messages from any sender result in user notification a Field has a value and corresponding Operator is Messages must include the specified field value for user notification to occur For example if the Subject field value is Status report and the Subject Operator is only messages that include the string Status report in the subject line result in user notification a Field has a value and corresponding Operator is lt gt Messages with the s
32. essaging Suite Operations and System Administration Guide a 3Com E Mail Reader Application ReadMe a V7350 IP Messaging Suite Intelligent Mirroring Guide a P Conferencing Module Installation Guide a P Conferencing Module User and Administration Guide a Convergence Center Client User and Administration Guide 10 ABOUT THIS GUIDE Comments The following documents provide information on products that support this release a Enterprise Management Suite User Guide Version 2 0 a VCXV7111 Fast Track Installation Guide a VCXV7111 VoIP SIP Gateways User Manual a VCXV7122 Gateway Fast Track Installation Guide a VCXV7122 VoIP SIP Gateways User Manual Send e mail comments about this guide or about any Voice product documentation to VOICE Techpubs comments 3com com Include the following information with your comments Document title a Document part number found on the front page a Page number a Your name and organization optional Example VCX V7350 IP Messaging User Guide 3Com Native Interface System Release 5 2 Part Number 900 0246 01 Rev AA Page 25 Please address all questions regarding the 3Com software to your authorized 3Com representative GETTING STARTED This chapter describes how to get started with the IP Messaging Module component of the 3Com Convergence Applications Suite and contains the following topics a Accessing the TUI Accessing the IP Messaging Web Interface 12 CHAPTER 1 GET
33. et Destination Record Message Get Option x Auto Login OFF FMFM Call Intercept OFF v Prompt for Mailbox re Number OFF Virtual Calling Card Time Left 10 Max Time 10 2 To change your password a Type a new password in the Change Password field b Type the new password in the Confirm Password field c Click Save 3 Enter or change your E mail address in the Email Address field This field is optional By default IP Messaging IPM constructs an e mail address using a subscriber s mailbox number as the username For example for mailbox number 1000 the e mail address would be 1000 lt PM_hostname gt lt DNS_domain gt or 1000 lt PM_ Paddress gt 10 11 Using the Web Interface 29 The Email Address field allows you to assign a more meaningful username In Figure 4 the default address 1000 MRO4C widget com is now peter_user1 MRO4C widget com This is useful because IP Messaging uses the value configured in the Email Address field when constructing the From field for e mail retrieved by an e mail client Note that an e mail address entered in the Email Address field to identify a mailbox must be unique on that IP Messaging server That is two mailboxes on the same IP Messaging server cannot share an e mail address If required enter an operator extension number to be associated with your mailbox From the drop down list select the order in which New Saved and E mail messages are stored in your mailbox Th
34. etup Options menu to set up your messaging features This section describes all the possible setup options However some features must be enabled by your administrator If disabled you will not hear a voice prompt for that feature To access the Setup Options menu Log in to the system by dialing the IP Messaging telephone number or press the MSG button on the phone To enter your mailbox press Enter your mailbox number and press Enter your password From the Main menu press 9 The TUI presents the Setup Options sub menu Changing Your Password To change your password From the Main menu press 9 From the Setup Options menu press 1 From the Mailbox Setup and Greetings menu press 1 Enter a new password and then press Enter your new password again and then press The voice prompt confirms that your password has been changed Setting up Greetings To set up Greetings From the Main menu press 9 2 From the Setup Options menu press 1 3 From the Mailbox Setup and Greetings menu press 2 kh WN Using the TUI Setup Options Menu 19 Follow the voice prompts to record review rerecord or delete a normal busy or extended absence greeting Scheduled Personal Greetings To access the Scheduled Personal Greetings menu From the Main menu press 9 From the Setup Options menu press 1 From the Mailbox Setup and Greetings menu press 3 Follow the prompts to record r
35. eview rerecord delete and override greetings and to review and modify greeting schedules Name Announcement To access the Name Announcement menu From the Main menu press 9 2 From the Setup Options menu press 1 3 From the Mailbox Setup and Greetings menu press 4 A W N The system prompts you to record your name Follow the prompts to record and review your name announcement and then to accept replay rerecord or cancel the recording Change Review Options To set up what you hear as you review messages From the Main menu press 9 From the Setup Options menu press 1 From the Mailbox Setup and Greetings menu press 6 Follow the prompts to enable or disable a Hearing the date and time of a message a Hearing sender information a Attaching the original message when you reply to a message Print Options To set printing options From the Main menu press 9 From the Setup Options menu press 1 20 CHAPTER 2 SETTING UP MESSAGING FEATURES Notification Personal Address Book 3 4 From the Mailbox Setup and Greetings menu press 9 Follow the prompts to a Change your primary fax number Turn cover sheets ON or OFF a Change your primary voice number a Configure voice fax e mail auto delivery Use this option to toggle notification on or off This applies when new messages arrive in your mailbox From the Main menu press 9 2 From the Setup Options menu press 2
36. g to Messages 48 Sending Messages 49 Using Delivery Reports 49 Using the E mail Menu 50 Placing a Call 50 Using the Web Interface to View Message Information 50 Using an E Mail Application to View Messages 51 POP3 E Mail Applications 52 Sending Messages 52 Retrieving Messages Using POP3 53 Replying to Messages 53 Forwarding Messages 53 Deleting Messages Using POP3 54 Moving Messages to Another Folder Using POP3 54 IMAP E Mail Applications 54 Sending Messages 54 Retrieving Messages Using IMAP 55 Replying to Messages 56 Forwarding Messages 56 Deleting Messages Using IMAP 57 Moving Messages to Another Folder Using IMAP 57 Create Custom Folders Using IMAP 57 Message Settings 57 Searching Messages Using IMAP 58 4 SETTING UP AND USING FIND ME FOLLOW ME Find Me Follow Me Overview 60 FMFM from the TUI 60 Accessing FMFM from the TUI and Setting Initial Values 60 Modifying FMFM Settings 61 FMFM from the Web Interface 61 Accessing FMFM from the Web Interface 62 Allowing Callers to Find You 62 Preventing Callers from Finding You 64 Entering Destination Phone Numbers 65 Logout 66 INDEX ABOUT THIS GUIDE This guide describes how to use the messaging features of the IP Messaging Module of the 3Com Convergence Applications Suite This guide is intended for subscribers who want to set up and use IP Messaging messaging features on a supported 3Com VCX V7000 telephones No special knowledge is required or assumed This guide descr
37. he Message Information screen appears with the Main menu on the left hand side of the screen The Main menu is available from all screens Some menu options for example Find Me Follow Me appear only if your administrator has enabled that feature Figure 3 shows all the possible menu options Using the Web Interface 27 Figure 3 Main Menu on the Web Interface oe Message Information gt oO Message Information 7717 NEW USER1 ey T A EE O Pitama Emai New Messages 0 Urgent Messages a O Distribution Lists Saved Messages 0 oO Scheduled Greetings Unreviewed Messages 0 O Mailbox Preferences New Voice Messages 0 Saved Voice Messages 0 Q Notification Fits Raa escapes ee New Fax Messages 0 O Notification Procedures Saved Fax Messages o O Notification Schedule Bimal Messages New Email Messages 0 O Alias Configuration Saved Email Messages 0 O imi eee reece ements O Find Me Follow Me O Delivery Options O Logout GM Mailbox Preferences To edit mailbox settings use the Mailbox Preferences option 1 From the Main menu select Mailbox Preferences The Mailbox Preferences screen appears 28 CHAPTER 2 SETTING UP MESSAGING FEATURES T Figure 4 Mailbox Preferences Screen Mailbox Preferences 1000 Peter Useri Change Password Confirm Password Email Address peter_userl mro4c widget Operator Extension New Messages LIFO Saved Messages LIFO Email Messages LIFO Send Message Order G
38. he maximum number of questions for each form is 50 a The total recording time is 10 minutes for all answers on a form m When you retrieve a Form message the system copies it into the Transcription Mailbox and puts it in the deleted queue in the Forms Mailbox a P Messaging accepts numerical data through DTMF a You can enter a form only through its root mode a The system automatically saves a message even if it is not finished Managing Forms To use the Voice Form Mailbox feature 1 From the Main menu press 9 2 From the Setup Options menu press 6 3 Follow the prompts to a Record and accept a Form greeting or title Delivery Reports Multiuser Mailbox Using the TUI Setup Options Menu 25 a Replay or rerecord a greeting a Create modify or delete a Form This section describes how to configure the Delivery Reports option This option provides m Voice message fax and e mail delivery reports a Confirmation that a message is accepted or received by the system a When a message is sent to a recipient a When a message is delivered a Whether delivery is successful or in progress To configure delivery reports From the Main menu press 9 2 From the Setup Options menu press 7 3 To review your current delivery report configuration press 1 The voice prompt lists your current personal default and system default settings for the Delivery Reports To customize your delivery report configuration press
39. ibes the voice prompt menu system provided by the 3Com native Telephone User Interface TUI If your administrator has enabled the traditional TUI based on the Octel voice prompt menu system refer to the V7350 IP Messaging User Guide Traditional Interface Release Notes are issued with some products If the information in the release notes differs from the information in this guide follow the instructions in the release notes 8 ABOUT THIS GUIDE Conventions This section describes notice text and figure conventions Notices Table 1 describes notice icons Table 1 Notice Icon Descriptions Icon Notice Type Description D gt Information note Caution f Warning Information that describes important features or instructions Information that alerts you to potential loss of data or potential damage to an application system or device Information that alerts you to potential personal injury Text Table 2 describes text conventions Table 2 Text Convention Descriptions Convention Description Screen displays This typeface represents information as it appears on the screen Commands The word command means that you must enter the command exactly as shown and then press Return or Enter Commands appear in bold Example To remove the IP address enter the following command SETDefault 0 IP NETaddr 0 0 0 0 Keyboard key names If you must press two or more keys simulta
40. ile named LICENSE TXT or LICENSE TXT If you are unable to locate a copy please contact 3Com and a copy will be provided to you UNITED STATES GOVERNMENT LEGENDS If you are a United States government agency then this documentation and the software described herein are provided to you subject to the following United States Government Legend All technical data and computer software is commercial in nature and developed solely at private expense Software is delivered as Commercial Computer Software as defined in DFARS 252 227 7014 June 1995 or as a commercial item as defined in FAR 2 101 a and as such is provided with only such rights as are provided in 3Com s standard commercial license for the Software Technical data is provided with limited rights only as provided in DFAR 252 227 7015 Nov 1995 or FAR 52 227 14 June 1987 whichever is applicable You agree not to remove or deface any portion of any legend provided on any licensed program or documentation contained in or delivered to you in conjunction with guide Unless otherwise indicated 3Com registered trademarks are registered in the United States and may or may not be registered in other countries 3Com and the 3Com logo are registered trademarks of 3Com Corporation VCX is a trademark of 3Com Corporation Other brand and product names may be registered trademarks or trademarks of their respective holders CONTENTS ABOUT THIS GUIDE Conventions 8 Notices 8 Text
41. ing a Call a Using the Web Interface to View Message Information a Using an E Mail Application to View Messages 48 CHAPTER 3 USING MESSAGING FEATURES Overview This chapter describes how to use IP Messaging messaging features These features allow you to listen to and send messages and place outside calls if enabled by your administrator You can also use the IP Messaging Web Provisioning interface to view information about new and saved messages There are three ways to access IP Messaging messages and information about those messages a You can use the TUI on your telephone to listen to new or saved messages in your mailbox These messages include voice e mail and fax notification You can also make calls to external numbers if this feature has been enabled by your administrator These topics are discussed in this chapter a You can use the IP Messaging Web Provisioning interface to view information about messages in your mailbox You can view the number of new and saved messages of each message type as well as the number of unreviewed and urgent messages See Using the Web Interface to View Message Information a You can use a third party application such as Microsoft Outlook to access messages in your mailbox See Using an E Mail Application to View Messages Listening to Messages A W N To listen to messages From the Main menu press 1 To hear a summary of this menu press 0 Follow th
42. it to a printer When you or your administrator create an account in the third party e mail application you or the administrator must Specify the protocol used by the e mail application to access the IP Messaging system a POP3 The Post Office Protocol version 3 retrieves e mail messages from a mail server 52 CHAPTER 3 USING MESSAGING FEATURES POP3 E Mail Applications a IMAP The Internet Message Access Protocol is also used to retrieve e mail messages from a mail server but includes some features not supported by POP3 a Associate a mailbox with the e mail account a Identify a third party server as your outgoing SMTP Simple Mail Transfer Protocol e mail server The remaining sections in this chapter provide general information on configuring an e mail account and how to work with e mail messages forwarded from an IP Messaging mailbox to an associated e mail account Follow these general steps to create an e mail account in an application that uses POP3 ask your administrator for the specific information required in your IP Messaging environment Create an account in your e mail application that points to an IP Messaging mailbox a Set the incoming mail server POP3 to be the IP Messaging DNS domain name a Configure IP Messaging as your outgoing server SMTP or configure a third party server Once a message is downloaded to the e mail account it is marked reviewed in the IP Messaging mailbo
43. message sent from an external phone number or mailbox is possible if you have the sender s information including e mail address in your PAB Otherwise you cannot reply to the message and the system generates the error message 451 ERROR unable to save forward message Replying to a Message Using Outlook If you reply to a message in your inbox that was downloaded from your IP Messaging mailbox a copy of your reply is stored in your Sent folder The Inbox folder is synchronized with your IP Messaging mailbox Replying to a Message Using Outlook Express If you reply to a message in your inbox that was downloaded from your IP Messaging mailbox a copy of your reply is stored in your Sent folder The Sent folder is synchronized with your IP Messaging mailbox Replying to a Message Using Lotus Notes If you reply to a message in your inbox that was downloaded from your IP Messaging mailbox a copy of your reply is stored in your Sent folder The Sent folder is synchronized with your IP Messaging mailbox Forwarding Messages You can forward any message regardless of its source voice fax or e mail Using an E Mail Application to View Messages 57 m In Outlook Express and Lotus Notes a copy of the forwarded message is stored in the Sent folder in your e mail application The Sent folder is synchronized with your IP Messaging mailbox a In Outlook a copy of the forwarded message is sto
44. neously the key names are linked with a plus sign Example Press Ctrl Alt Del Words in italics Italics are used to a Emphasize a point a Denote a new term at the place where it is defined in the text m Identify menu names menu commands and software button names Examples From the Help menu select Contents Click OK Figures Related Documentation 9 This guide provides figures and screen captures that contain sample data This data may vary from the data on an installed system Related Documentation These 3Com documents contain additional information about the products in this release that are a part of or support the VCX V7000 IP Telephony Solution and the 3Com Convergence Application Suite The following documents are a part of the VCX V7000 IP Telephony Solution a VCXInstallation and Maintenance Guide a VCX Administration Guide a VCX Business Telephone Quick Reference Guide a VCX Basic Telephone Quick Reference Guide a V7000 Telephone Guide a VCX Security Guide The following documents are a part of the 3Com Convergence Application Suite a V7350 IP Messaging Suite Product Overview a V7350 IP Messaging Suite Installation Guide a V7350 IP Messaging 3Com Native Interface AT A GLANCE a V7350 IP Messaging Suite User Guide 3Com Native Interface a V7350 IP Messaging Traditional Interface AT A GLANCE a V7350 IP Messaging Suite User Guide Traditional Interface a V7350 IP M
45. otes is with Domino server the sent message is saved in Sent folder of your default e mail account which is the Domino server e mail account not saved in the IP Messaging Sent folder a f your default e mail account on Notes is with the IP Messaging server the sent message is saved in the Sent folder of your Notes local database The Sent folder is synchronized with the IP Messaging server Retrieving Messages Using IMAP When your e mail account receives a message from your IP Messaging mailbox that contains a fax or voicemail attachment the message uses the following format a Subject The subject field specifies the type of message either Voice Message Fax Message or Voice and Fax Message 56 CHAPTER 3 USING MESSAGING FEATURES a From The From field contains sender PM_domain IPM_IP Use your e mail application s menu options to view additional information for example caller id or the mailbox number of sender a 10 The To field contains Your_Mailbox IPM_domain IPM_IP Replying to Messages You can reply to the following message types a Any e mail message that has valid From e mail address a Any voice or fax message sent from other IP Messaging mailboxes or from e mail accounts within the IP Messaging system a Any voice or fax message from an caller outside the IP Messaging system whose e mail address is in your Personal Address Book PAB Replying to a
46. pecified field value are ignored For example if the Media field value is Fax and the Media Operator is lt gt all message types except faxes result in user notification 7 Click Save Create a Notification Procedure To create a Notification procedure 1 From the Main menu click Notification Procedures The Notification Procedure screen appears Figure 9 Notification Procedures Screen Notification Procedures 1000 Example User1 2 Click Add New Click Edit to edit an existing procedure or click Delete to delete an existing procedure The Add Notification Procedure screen appears 34 CHAPTER 2 SETTING UP MESSAGING FEATURES Figure 10 Add Notification Procedures Screen Notification Procedures 1000 Example User1 Add Procedure Pager Procedure Name Status Enebied Filter Sy Tries E Interval z Queue A Chain None il Type NBX M I v NBX Extension NBX Server Dern Password Enter a name for the procedure in the Procedure Name field Select Enabled from the Status drop down list Select the Notification Filter to use in the Filter drop down list Enter the number of times IP Messaging will attempt to send the message notification in the Tries text box 7 Enter the time in seconds IP Messaging will wait between notification attempts in the Interval text box 8 Enable On or disable Off in the Queue selection box m If enabled and the system receive
47. phone number that you want to exclude 5 Click Submit The screen refreshes and now contains the number you added To delete an excluded phone number click the checkbox next to the number then click Delete Enter all the phone numbers you want to exclude and click Submit after each entry When you finish entering excluded numbers click Continue The Destination screen appears Go to Entering Destination Phone Numbers Entering Destination Phone Numbers FMFM from the Web Interface 65 After you have specified the callers who are allowed or prevented from reaching you specify the phone numbers where you can be reached destination phone numbers When forwarding a call IP Messaging uses the numbers in the order in which you enter them On the Find Me Follow Me Destination screen Enter the first number you want IP Messaging to try when attempting to find you Click Submit Figure 28 FMFM Destination Screen Find Me Follow Me 1000 Example User Enter your destination numbers one at a time The system will try all the numbers in that order until you are reached To delete a number click the checkbox next to the number then click Delete 45 The screen refreshes and now contains the number you added To delete a destination phone number click the checkbox next to the number then click Delete Enter all the phone numbers one at a time you want IP Messaging to try when attempting
48. reating a schedule IP Messaging 35 enabling and disabling TUI 20 setting up IP Messaging 31 P password changing TUI 18 Personal Address Book PAB accessing IP Messaging 37 accessing TUI 20 adding entries TUI 20 reviewing modifying and deleting entries TUI 21 print options setting up 19 S setup options TUI 18 shortcut key combinations 13 T telephone keys standard functions 12 Telephone User Interface see TUI TUI accessing 12 setup menu 18 V Voice Form Mailbox Form Mailbox 24 specifications 24 managing 24 options 23 Transcription Mailbox 24
49. red in the Inbox folder The Inbox folder is synchronized with your IP Messaging mailbox Deleting Messages Using IMAP If you delete a message from message list the message is marked as deleted You can restore a message that is marked for deletion on an IMAP server by using Undelete You can permanently remove a message by using Purge Deleted Messages Once you purge a message it cannot be recovered Moving Messages to Another Folder Using IMAP If you move a message from one folder to another folder synchronization with your IP Messaging mailbox depends on the e mail application a In Outlook and Outlook Express if you move a message from one folder to another folder the message in the original folder is marked as deleted a In Lotus Notes if you move a message from one folder to another folder the message is deleted from the original folder Create Custom Folders Using IMAP Custom folders created in Outlook Outlook Express or Lotus Notes are synchronized with your IP Messaging mailbox However you cannot access custom folders through the Telephone User Interface TUI These folders can only be accessed through an e mail account using IMAP Message Settings IP Messaging allows the following message settings a Importance normal a low a Sensitivity a normal 58 CHAPTER 3 USING MESSAGING FEATURES personal private a confidential Searching Messages Using IMAP The IMAP search function
50. rom the Main menu click Logout INDEX A accessing a mailbox 13 IP Messaging web interface 14 TU 12 alias configuration 44 auto attendant modifying menus 23 options 23 C call back option enabling 21 calls placing from voice mail 50 D delivery options 45 delivery reports setting up TUI 25 using TUI 49 distribution list managing IP Messaging 39 managing TUI 21 E e mail accessing messages 51 managing e mail messages 50 external e mail adding servers 41 F FMFM basic features 60 overview 60 setting up IP Messaging 61 setting up TUI 60 G greetings scheduling TUI 19 setting up IP Messaging 30 setting up TUI 18 l initializing a mailbox 12 IP Messaging web interface accessing 14 accessing the main menu 26 logging out 46 mailbox preferences 27 L logging out 46 M mailbox accessing 13 initializing 12 number prompt 26 enabling and disabling 26 mailbox preferences viewing IP Messaging 27 Message On Demand options 22 message review options 19 messages accessing through e mail 51 changing review options 19 e mail 50 listening to 48 receipt notification 20 sending 49 viewing from IP Messaging 50 multiuser mailbox setting up TUI 25 multiuser mailboxes 68 INDEX setting up IP Messaging 42 N name announcement recording and reviewing 19 notification creating a filter IP Messaging 31 creating a procedure IP Messaging 33 c
51. s a notification outside its configured schedule the notification is queued until the schedule becomes active again m If disabled and the system receives a notification outside its configured schedule the notification is not queued and not delivered 9 The Chain selection box allows you to select and link another notification procedure to the one you are configuring The linked procedure is executed if the current procedure fails If you do not want to link procedures accept the defalut value None ao uu fF W Using the Web Interface 35 10 Select the notification method in the Type field The method you select determines the remaining fields on the screen The following examples describe the fields you see in you select NBX MWI the default Voice or E mail from the drop down list If you select NBX MWI Enter a phone number in the NBX Extension field Select a server from the NBX Server drop down list Enter a password in the Password field Click Save If you select Voice oo oO Enter a phone number in the Phone Number field Click Save If you select E mail ao ov a Enter an E mail address in the E mail Address field b Click Save Create a Notification Schedule To create a Notification schedule 1 From the Main menu click Notification Schedule The Notification Schedule screen appears 36 CHAPTER 2 SETTING UP MESSAGING FEATURES Figure 11 Notification Schedule Screen Notification Schedule a 1000
52. t all passwords for all mailboxes click Reset All Passwords Using the Web Interface 43 6 To reset a password for one specific mailbox click Reset Password 7 On the next screen select a family mailbox and type the new password 8 Type the new password again to confirm 9 Click Save 44 CHAPTER 2 SETTING UP MESSAGING FEATURES Alias Configuration Use the Alias Configuration feature to set up different numbers that are associated with and point to your mailbox This allows the system to know your identity when you access the system from other media such as a mobile phone a fax or a different e mail address For example you could have the following office phone cell phone home phone and a preferred e mail address information a 12345 office a 15554445562 cell a 19996587234 home m myname xyz com e mail You configure the telephone numbers and the e mail address as aliases of your IP Messaging for example mailbox number 5678 Consequently all voice mails for the office cell and home phone numbers and e mail for the specified address are associated with mailbox 5678 You can retrieve messages from any configured alias using regular mailbox features like password personal greeting and auto login If you do not change these settings the default settings apply those used for the parent mailbox To assign an alias number to your mailbox or to edit add or delete an alias for your mailbox 1 From the Main menu
53. t you set up from the TUI If you make a mistake when you enter your user name or password the next screen prompts you to enter them again 4 From the Login dialog box click Login The default page for the IP Messaging Web Provisioning interface appears see Figure 3 in Chapter 2 You can now set up messaging see Chapter 2 view message information see Chapter 3 and set up Find Me Follow Me see Chapter 4 16 CHAPTER 1 GETTING STARTED SETTING UP MESSAGING FEATURES This chapter describes how to set up the messaging features using the Setup Options menu from the telephone user interface TUI and from the Main menu on the web interface This chapter includes the following topics a Using the TUI Setup Options Menu a Mailbox Setup and Greetings Menu a Setting up Greetings a Notification a Personal Address Book a Incoming Call Options a Distribution List Message On Demand a Auto attendant a Voice Form Mailbox a Delivery Reports a Multiuser Mailbox a Using the Web Interface a Accessing the Main Menu a Mailbox Preferences a Scheduled Greetings a Notification a Personal Address Book a Distribution Lists a External E mail 18 CHAPTER 2 SETTING UP MESSAGING FEATURES a Multiuser Mailboxes a Alias Configuration Delivery Options a Logout Using the TUI Setup Options Menu u A W N Mailbox Setup and Greetings Menu U A W N Use the S
54. the message at a later time future delivery d Generate a delivery report refer to Using Delivery Reports e Disable notification To hear a summary of the sending messages feature press 0 The Delivery Reports feature confirms that a message has been accepted or received by the system when it is sent to a recipient when it is delivered whether delivery failed or is still in progress This feature confirms the message delivery with the time and the date You can also use this feature from the Main menu by pressing 4 but only when you have sent a message with a Delivery Report Option 50 CHAPTER 3 USING MESSAGING FEATURES Using the E mail Menu Use the E mail menu to manage e mail messages From the Main menu press 5 Follow the prompts to a Listen to the text of an e mail message m Print an e mail message to a fax printer m Save an e mail message as voice mail a Delete the message a Hear header information such as the name title or company of the sender a Fast forward a few seconds of the message a Rewind a few seconds of the message m Pause the message playback a Skip forward in the message Placing a Call Using the Web Interface to View Message Information You can place a call from the voice mail menu Press MSG on your phone and then enter your mailbox number and password 2 From the Main menu press 6 3 Follow the prompts to enter a phone number and make the call To cancel
55. their mailboxes IP Messaging supports many notification methods including NBX MWI Message Waiting Indication Voice E mail Socket Connection SIP Notify Auto Forward and Pager notification methods You must perform three general steps to set up a notification method Create a notification filter Create a notification procedure by assigning a filter to a notification method Enable a notification schedule for a filter which automatically assigns the schedule to any method that uses the filter These tasks are described in the next three sections The three Notification options appear on the Mailbox Options menu only if your administrator has enabled notification for your mailbox Create a Notification Filter To create a Notification Filter From the Main menu click Notification Filters The Notification Filter screen appears 32 CHAPTER 2 SETTING UP MESSAGING FEATURES gt Figure 7 Notification Filter Screen Notification Filters 1000 Example Userl In Figure 7 no filters have been created Your administrator may have preconfigured notification filters in which case they will be listed on this screen Click Add New to create a Notification Filter The Add Filters screen appears Figure 8 Add Notification Filter Screen Notification Filters 1000 Example User1 Add Filter Name Status Active Y Message Type All Send
56. x If you do not configure the e mail account with a leave message on server option in Outlook Express this is the Leave copy of message on server option the message is also marked deleted and removed from the IP Messaging mailbox after the configured retention time Sending Messages Your IP Messaging administrator must identify a third party SMTP server to send forward or reply to e mail messages You can then configure this server in your e mail application as the SMTP server Optionally your administrator can identify IP Messaging as the SMTP server However this configuration limits the exchange of e mail messages to IP Messaging subscribers you cannot send or forward messages to external addresses or reply to e mail messages from external addresses Using an E Mail Application to View Messages 53 Retrieving Messages Using POP3 When your e mail account receives a message from your IP Messaging mailbox that contains a fax or voicemail attachment the message uses the following format a Subject The subject field specifies the type of message either Voice Message Fax Message or Voice and Fax Message a From The From field contains sender PM_domain IPM_IP Use your e mail application s menu options to view additional information for example caller id or the mailbox number of sender a 10 The To field contains Your_Mailbox IPM_domain IPM_IP Replying to Messages If you reply to
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