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Siemens HiPath Xpressions Unified Messaging User's Manual

1. TIF Tagged Image File Format Xls MS Excel SMS You can only insert text files in txt format in SMS messages Note that the SMS and text file together must not exceed 140 characters Any additional characters will be de leted during dispatch Voice You can insert text files or voice files in voice messages The following file formats are currently supported WAV MS Windows voice file goc MS Word 2000 only text files or only voice files Only files of the same type can be inserted in a voice message You can either attach A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 91 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 5 3 Selecting File Attachments 1 In the Step 1 text field enter the name and path of the file you wish to insert Use the Browse button to search your system for a file 2 Click the Insert file attachment button the file attachment is inserted The attachment s name path and size are displayed 3 Insert other files in the same way as required E Unified Messaging New message Microsoft Internet Explorer Eel XI File Edit view Favorites Tools Help Links E Length of SMS message Attachments Step 1 Browse Step 2 Insert file attachment Repeat steps 1 amp 2 to insert several files Send e Copyright 2002 Siemens z 4
2. A31003 S2330 B690 2 7619 January 2003 2 56 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 11 5 Forwarding a Message with a Voice Comment If you open any message e mail fax etc you can add a voice comment and then forward it by clicking the Forward with comments 4 button Basic FW 1 page s received Xpressions450 Voice Plain Text File Edit view Insert Format Tools Actions Help Jiisend El X Bm GR O E oons ma HiPath Xpressions simply communicate E Subject Fw 1 page s received die 1 a ie o 0i A F A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 b7 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Entry wj FW FW 1 page s received Xpressions450 Voice Plain Text File Edit View Insert Format Tools Actions Help LIL LI LII mo f HiPath Xpressions Simply commu nicate CE e Subject Fw Fu 1 page s received FW 1 pagets received A31003 S2330 B690 2 7619 January 2003 2 58 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 12 Address Book You can open the address book by clicking the Find ga button in the Microsoft Outlook stan dard toolbar Basic i Exchange Addresses X
3. Busine E mail Address E mail Address Mobile Phone Mobile Phone Business Fax Business Fax Change Mapping Back Cancel A31003 S2330 B690 2 7619 January 2003 2 16 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Microsoft Outlook in Internet Mail Operation 2 4 Microsoft Outlook in Internet Mail Operation The descriptions in this chapter are based on Microsoft Outlook 2000 Using Outlook 2000 Outlook XP makes it possible for the first time ever to operate Internet mail via IMAP2002 at the same time as an Exchange connection for further information on this see Section 2 5 2 4 1 System Requirements e Microsoft Outlook 98 version 8 or higher or Outlook 2000 e Microsoft Outlook 98 2000 must be installed with the Internet Only option iS Outlook 2000 Startup E z E mail Service Options Internet Only Optimize Qutlook ta connect only to one or more Internet Service Providers or E mail Servers using Internet standards For e mail delivery POP3 SMTP or IMAP Corporate or Workgroup Configure Qutlaok to connect to Microsoft Exchange Microsoft Mail 3 x Srd party e mail services or any combinations of the above plus Internet e mail C Mo E mail Do not setup Outlook to read e mail I da nat use e mail ar I use another program to read e mail Back Cancel Help e Your PC must be equipped with a sound card microphone loudspeakers headset and
4. You can use this key combination as an Escape function in the event that you get lost in the system In other words if you find yourself in the awkward situation of no longer knowing where you are in the menu you can use the Escape function to return to a defined state from where you are continue your operations A31003 82330 B690 2 7619 January 2003 3 6 HiPath Xpressions V3 0 User Manual 3 2 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Operating your Mailbox with PhoneMail 3 2 1 Access Options Xpressions users have the following access options You can dial your own mailbox direct access Dial the service access number for direct access and log onto the server by entering your telephone number and password You now have access to all messages stored in your mailbox and to your mailbox settings You can record messages for other users and sub sequently send these messages Please refer to Section 3 2 2 Using your own Mailbox Direct Access for more informa tion about direct access mode You can dial an external mailbox guest access Dial the service access number for guest access and dial the extension number of the re quired user You can leave a message in the user s mailbox or be transferred to a referral extension This depends on how the user has set his her answering options Please refer to Section 3 2 6 Dialing an External Mai
5. Send the message again Push 5 Send the message again in one week Push 1 Send the message again in one month Push 2 Confirm and return to the previous menu Push the star key Delete and return to the previous menu Push the pound key Confirm and return to the previous menu Push the star key Delete and return to the previous menu Push the pound key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 57 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Cancel the entire process and return to the main menu Push 0 and then push the star key b Sending messages using the broadcast message feature see Section 3 3 5 2 The following options are provided Note You require special privileges to send messages us ing the broadcast message feature Re record message and send it using broadcast message feature Push 2 rod Select a broadcast distribution list Enter the code numbers of the broadcast distribution list and push the star key to conclude the entry d If the entry was incorrect delete the entered code numbers of a broadcast distribution list Push the pound key You can resume the process of entering the code numbers of the broadcast distribution lists immediately afterwards Once you have entered the distribution list s the standard operating steps for recording and editing your message are now available see Section 3 3
6. bak gt amp At Qsearch Favorites CBristory Eye 53 User mode Xpressions Client Assistant The configuration interface P 4 d 3 icu P I setti ua i Li p k ersonal settings Won s A er User data Voice Mail System settings Forward Access Testuser 1 Logout List of notifications menu Notification Active message types for MWI CIT LED Iv E mail M Fax Iv voice Mail Distribution lists Fax forms Time profiles Recordings Default output devices Global notification settings Link to WebClient Notifications Disabled C Enabled SIEMENS Notification options Min notification interval in minutes 5 Save Notification list There are no notifications available Please create a new one Create notification 4B Internet 4 Click Save to save your settings A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 127 Mailbox Processing on the PC and the E Mail Service Client Assistant Creating a New Notification The first time that you open the Notification page there are no existing notifications Proceed as follows to create new notifications 1 Click the Create notification button A new page opens where you can select the options and criteria for the new notification Es Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit view Favorites To
7. CJ 8 8 8 3 B B3 c Send a message using the broadcast call feature Record and send new broadcast call dE Enter broadcast call number Confirm entry Specify start and stop time Delete entry Terminate selection and confirm Cancel the entire process and return to the main menu Start stop recording Start stop playback Rewind the message by 10 seconds Rewind to the start of the message Fast forward the message by 10 seconds Fast forward to the end of the message Activate broadcast call Cancel the entire process and return to the main menu E CJE CJ 8 J 8 8 3 B CJ d Functions available while scrolling previously sent messages TODO Listen to message Pause resume playback Forward Connect to originator Connect to a user Next message e OVA A31003 S2330 B690 2 7619 January 2003 3 88 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Next message Jump to start of message Status query playback of message header Delete message Distribute messages Status query playback of message header Record and send a dictation Key sequence Function Open Dictations menu 2 Enter mailbox number Confirm entry Delete entry Cancel the entire process and return to the main menu Start stop recording of dictation Rewind to the start of the dictation and re record overwrite it Start stop dictation playb
8. Define destination number Enter destination number Confirm entry Delete entry Cancel the entire process and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Enter the start time Select start time entry Enter the start time hhmm for the notification entry format hours minutes HE e Confirm entry Delete entry Cancel the entire process and return to the main menu Enter the end time Select end time entry Enter the end time hhmm for the notification entry format hours minutes 5 OBO zd Confirm entry Delete entry Cancel the entire process and return to the main menu Enable notification Enable notification Disable notification Disable notification Cancel the entire process and return to the main menu S OBO Change the playback options Open Special Functions menu Select setting to change playback options Change volume Reduce volume Increase volume Keep current volume save changed volume Cancel volume changes Cancel the entire process and return to the main menu 9 C3 9 CJ 9 9 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 95 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Enable or disable call forwarding Open Special Functions menu Ena
9. Key sequence Function Open Set up Telephone Connection menu Enter the recipient s call number Confirm the entry of the recipient s call number delete the recipient call number entered Cancel the entire process and return to the main menu OW OH E A31003 S2330 B690 2 7619 January 2003 3 92 HiPath Xpressions V3 0 User Manual 3 3 6 1 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Special Functions You can select the following functions in the Special Functions submenu Key sequence Function Gee BOLALUNE Open Special Functions menu Change user prompt language Change mailbox deputy Change referral extension Define or change password Configure notification feature Change the playback options Enable or disable call forwarding Set a greeting for call forwarding CF Record personal greetings Edit generic greetings Change user prompt language a Open Special Functions menu Change user prompt language Select the language of the user prompts Keep original language setting and return to Special Functions menu Cancel the entire process and return to the main menu Change mailbox deputy OE CET CE 9 8 CJ 9 3 CJ Open Special Functions menu Change mailbox deputy Specify call number of the mailbox deputy Enter the call number Confirm entry Delete entry Cancel the entire process and return to the main menu Activate
10. SMS Features for GSM Special characters are permitted Avoid rich text formats fonts font sizes font colors etc Formats of this kind are lost when the message is sent If you use an auto signature on e mails note that the signature be longs with the message text You are recommended to delete auto signatures from SMS messages 5 Send the message or save it in the outbox to be sent later A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 23 Mailbox Processing on the PC and the E Mail Service Outlook 2002 in Exchange Operation 2 5 3 2 Adding HiPath Xpressions Addresses to the Microsoft Exchange Address Book Adding an SMS address If you want to send SMS messages to one particular user on a frequent basis it is more con venient to add the address to your e mail client s address book Select the entry type cc M ail Address A 0K MAS Address Microsoft Mail Address Mach ail Address Internet Address ps 400 Address Other Address Personal Distribution List Cancel i Help Put thiz entry Inthe Persona Address Book C In this message only Proceed as follows to add an SMS message recipient to the address book 1 Open your e mail client s address book and select the command for creating a new entry The dialog box illustrated above appears Select MRS Address under Select the entry type 3 Click OK The New MRS Address Properties dialog box now appe
11. This chapter describes the PC access to your HiPath Xpressions mailbox Using your PC HiPath Xpressions provides you with a standard access interface to your voice messages fax messages and e mails In principle all e mail clients that support IMAP4 access can be used HiPath Xpressions supports the older POP3 access mode This access mode however is not recommended since it does not include mailbox synchronization when connected to the Lotus Domino or Microsoft Exchange server PC access is described using the following e mail clients e HiPath Xpressions Communications Client see the relevant user manual e Netscape Messenger see Section 2 2 e Microsoft Outlook Express see Section 2 3 e Microsoft Outlook in Internet Mail Operation see Section 2 4 e Microsoft Outlook in Internet Mail Operation in conjunction with Microsoft Exchange Server see Section 2 5 e Lotus Notes see Section 2 7 e HiPath Xpressions WebClient see Section 2 8 e Client Assistant see Section 2 9 access to fax and voice messages only no e mail access HiPath Xpressions extensions can be installed for Microsoft Outlook and Lotus Notes Outlook extensions comprise the following functions e initiation of a telephone call to a contact e callback to the originator of a message e initiation of a telephone call from the Exchange address book e voice message playback on a telephone e voice message playback on a PC sound system e Sending a shor
12. no users in this list gt Search user crm p Search Available distribution lists f no lists available gt E Done ap nternet A31003 S2330 B690 2 7619 January 2003 2 132 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant displayed You will not be able to modify them however as the Save button and If you do not have any privileges to edit this list only the current settings will be the list of available users and distribution lists will be hidden 2 Enter a name for the distribution list in the Display name field if necessary You may in clude blanks or special characters 3 Thenclick the Save name button A new distribution list is thus created The corresponding users or members must now be assigned to this distribution list 4 f you would like to send messages from your Xpressions mailbox to a distribution list via the telephone user interface a corresponding number 01 to 099 must be assigned to the list under Alternative list name This number can be used later to address the distribution list Click the Save address button after entering the number Existing number allocations can be deleted with the Delete address button Adding Users to a Distribution List The list of Available users displays all users registered in the system The list of Available dis tribution lists displays all distribution lists created
13. A31003 82330 B690 2 7619 January 2003 2 118 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 8 Voice Mail System Settings You can perform various settings for your personal mailbox on this page To change the individ ual settings proceed as described in the following sections Please note that modifications will not become active until you click the Save button at the end of the page 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer FTT E File Edit View Favorites Tools Help Back 9 A Search sgFavortes CHristory yy Sp md Links User mode Xpressions Client Assistant The configuration interface FK 7 g c ersonal settings User data Voice Mail System settings Forward Access TESTUSER 1 Voice mail settings menu Notification Change Distribution lists Change telephone password g Fax forms Voice Mail System Time profil me proves Active voice mail system PHONEMAIL v Recordings Default output Referral extension devices Extension number Link to WebClient Mailbox options User prompts Standard Playback volume default 5 5 SIEMENS Caller options If a caller leaves a message he can mark his message as urgent Mobility number international notation Disabled C Enabled Number Reachable with key s lt undefined gt Change keyfs zl E r Internet
14. A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual Index fax message 4 3 for Exchange integration 2 22 for guest access 3 33 3 78 on the telephone 3 18 3 56 3 60 3 62 3 67 short message 5 3 with Netscape Messenger 2 6 with Outlook Express 2 14 Sending SMS 5 3 Server name 1 4 Setting up an account for Netscape Messenger 2 3 for Outlook Internet Access 2 17 for Outlook Express 2 8 Short message service 5 1 SMS 5 1 System greeting 3 20 3 22 System requirements Client Assistant 2 111 for clients in Exchange integration 2 21 for Netscape Messenger 2 2 for Outlook for Internet Access 2 17 for Outlook Express 2 8 for Outlook Extensions 2 27 WebClient 2 83 T Telephone quick reference guide 3 38 3 81 Telephone access access options 3 7 data for telephone access 1 3 dialing an external mailbox 3 7 3 43 dialing own mailbox 3 7 3 9 3 43 distribution list use 3 2 3 4 explanation of symbols 3 2 mailbox key 3 7 main menu 3 10 3 47 re directing callers 3 7 3 43 using mailbox key 3 35 Telephone password 2 120 Telephone user interface 2 133 Text to speech 1 1 TIF format 1 1 4 2 Index Transferring 3 32 U Unified Messaging 1 1 Universal access 1 3 1 4 3 7 3 33 3 43 3 78 User name 1 4 User outcall 3 43 User Prompts 3 5 User prompts 3 25 3 30 3 78 User specific data 1 3 Using your own mailbox 3 8 3 44 V Vanity number 2 120 Voice mail VMS 3 80 Voicemail 1 2
15. Deliver message later Enter delivery time Confirm time Delete time Send message again Send message again one week later Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu Cancel the entire process and return to the main menu Start stop playback Rewind the message by 10 seconds Rewind to the start of the message Fast forward the message by 10 seconds Fast forward to the end of the message Cancel recording and start delivery Delete message Cancel the entire process and return to the main menu CJ 63 CJ 9 CJ 8 E e G8 CJRI E 8 9 8 5 5 CJ 8 9 6 8 9 9 e A b Send a message using the broadcast message feature Record and send new broadcast message BH Enter broadcast message number Confirm entry Specify start and stop time Delete entry A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 87 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Terminate selection and confirm Cancel the entire process and return to the main menu Start stop recording Start stop playback Rewind the message by 10 seconds Rewind to the start of the message Fast forward the message by 10 seconds Fast forward to the end of the message Activate broadcast the message Cancel the entire process and return to the main menu 9 C3
16. Play Voice Mails on My Telephone Number v Voice Mail Format A Law v Cancel Telephone Number Your telephone number is displayed in this input line if you have a telephone at your workstation and the telephony functions have been configured Local Telephone Number In this field you can enter the phone number of a connec tion at which you are temporarily located Play Voice Mails on If necessary you can switch to a different telephone for playing back voice messages The voice mail is either played back via the telephone at your workstation My Telephone Number or via the telephone whose call num ber was specified under the Local Telephone Number Voice Mail Format You can specify the country coding for your ISDN voice mails via the Voice Mail Format combination field A Law is used for Europe and usually u Law is used for the USA 8 You can enter an additional text message in the text entry field 9 Push the Send button to send a voice mail immediately You can assign additional send parameters via the Delivery Options and Tools buttons prior to sending a message see Section 2 7 2 A31003 S2330 B690 2 7619 January 2003 2 78 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 8 Replying To a Message Via a Voice Comment Proceed as follows to reply with a voice message to incoming messages of any format e
17. This manual describes how to operate your mailbox It tells you e Which settings you should make on your telephone PABX see Section 1 4 e howto administrate your mailbox using a PC with Internet intranet access see Section 2 9 using any telephone see Chapter 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail e how to process incoming messages at your workstation on the PC see Section 2 1 Section 2 2 Section 2 3 Section 2 4 and Section 2 5 atany networked PC see Section 2 2 Section 2 3 and Section 2 4 using your own telephone see Chapter 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail and Section 3 2 8 using any telephone see Chapter 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail e howto send voice messages see Section 3 2 6 and Section 3 2 3 4 e how to send faxes see Chapter 4 Fax Mail Service e howto send e mails see Chapter 2 Mailbox Processing on the PC and the E Mail Ser vice e howto send short messages see Section 5 2 A31003 S2330 B690 2 7619 January 2003 1 2 HiPath Xpressions V3 0 User Manual Unified Messaging with HiPath Xpressions Preparations on Your Telephone PABX 1 4 Preparations on Your Telephone PABX For the optimal use of your mailbox set the call forwarding or CFNR function for the voice and fax services Voice or fax calls to your extension will then be forwarded to
18. To receive messages for the configured e mail account start Outlook Express and switch to the inbox of your HiPath Xpressions account All incoming messages are e mail messages Voice and fax messages are received as addi tional data in the form of attachments to the e mail An incoming voice message is attached to an e mail as an audio file If you have entered the relevant link for this file type WAV clicking the audio file will start the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If you are using graphics software that is linked to the file type of the attachment the corresponding program is opened by clicking the attachment containing this file The graphics file displays the fax Outlook Ex press displays JPEG files directly in the message window A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 13 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express 2 3 4 Sending Messages with Microsoft Outlook Express All messages that you create and send using Microsoft Outlook Express are normal e mail messages The HiPath Xpressions server can route your e mail message fax message or short message to a distribution list fax device or mobile telephone using a special addressing procedure 2 3 4 1 Routing Messages to HiPath Xpressions distribution lists The personal distribution lists defined using t
19. push the star key Resume paused playback push 3 E A Skip message and play next message push the star key then push 2 E B Save message push the star key then push 4 E B Delete message push the star key then push 6 E Play back message details push the star key 7 and 1 in succession O O OO N GF D H Repeat message playback push the star key 7 and 3 in succession Repeat associated message header push the star key 7 and 7 in succession E Repeat eight seconds of the message or three lines in e mails push the star key 7 and 8 in succession E Jump ahead to next message category push the star key 9 and 1 in succession Jump ahead to the end of the message push the star key 9 and 3 in succession OL s ww B 4 E Skip eight seconds or three lines in e mails of the message push the star key 9 and 8 in succession E Return to the main menu push the star key 7 and the pound key in succession A31003 82330 B690 2 7619 January 2003 3 14 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Options available after messages have been heard You can decide how a message is to be processed once it has been played The following op tions are provided Repeat the message push 7 and then push 3 Save message push 4 Delete message push 6 The
20. A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 37 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 6 3 Basig Calling From the Exchange Address Book You can open the Exchange address book by clicking the Address Book button in the standard toolbar If you have selected an entry which is also entered in the Business Phone or Mobile Phone fields you can create a telephone connection with this number by clicking either the Business Callback or Mobile Callback button This feature is only available with Outlook 97 98 in Exchange mail operation 2 6 7 Playback If you open or select a voice message in any folder depending on the setting you can listen to the message either on the telephone or over the PC sound system 2 6 7 1 Playback on the Telephone To listen to the voice message on the telephone the Playback voice messages via Phone option on the HiPath Xpressions tab sheet must be selected Other HiPath pressions Internet E mail Playback voice messages wia H iPath Xpressions Simply communicate 4 C Sound system ras j M CPC I Phone 1 as After you have clicked the Playback i button in the toolbar your phone rings If you pick up the voice message is output at the telephone 2 6 7 2 Playback on the PC Sound System To listen to the voice message over the PC sound system the Playback voice messages via Sound sys
21. Callback mode Allows callers access to their mailbox callback access similar to mail box LED on their telephone Supervisor mode Allows switching to any mailbox for example to call up messages there guest access Answering mode Activates the answering mode so that a message can be recorded Mobility number Forwards calls to a pre defined mobility number Operator The operator number is set by default and forwards calls to the central postmaster Page the user The caller pages you by pressing the relevant phone key Referral extension Forwards calls to one of your defined extensions Enter the appropriate number in the field beside it Skip greeting Allows the caller to skip the greeting Dial the number Allows the forwarding of calls to any telephone number If the caller push es the corresponding phone key the call is immediately connected to the telephone number specified here Configuring Forwarding General Procedure 1 In the Access menu for list field select the cases for which forwarding should apply 2 Selectthe appropriate action in the list fields The corresponding phone key is assigned at the same time 3 Finally click the Save button to save your settings Be sure to inform callers of your individual phone key s in an appropriate voice message The phone keys and their destination numbers are displayed under Mobility number on the Voice
22. Fax forms Time profiles Phone numbers may contain the country code Recordings Full name DAVID DOITYOURSELF Default output User group User Group devices Mailbox number 205 Fax number Link to WebClient SMS number E mail Company x 500 Ltd Department Tecnic SIEMENS Address line 1 Address line 2 ZIP 1000 City Berlin State Country Germany Private phone number 493012345 Private fax number Private mobile phone number 4917012345 Save xj E EE ESN E ee T RUTRUM Hin ed aD Internet A A31003 S2330 B690 2 7619 January 2003 Xpressions Client Assistant The configuration interface adi F d 1 F i f L4 pe n lolx Links HiPath Xpressions V3 0 User Manual 2 117 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 7 1 Changing Your Own Password 1 Click the Change button A new window opens 2 Enter your current password once and the new one twice For safety reasons the password must contain at least eight characters These may in clude special characters The Client Assistant is not case sensitive 3 Click the Save button The window will be closed and your new password is immediately valid You must use your new password the next time you log on 2 9 7 2 Language Selection See Section 2 9 5 3 Selecting a Language 2 9 7 3 Supplementing User Data 1 Enterthe corresponding information in the enabled entry fields 2 Click the Save button
23. Increase volume push 5 or Reduce volume push 8 or Keep current volume and return to the main menu Enable automatic message playback push 1 or Disable automatic message playback push 2 or E 9 E G9 9 2 9 9 3 9 89 E 9 i Keep the current playback option and return to the main menu Activating deactivating faxtone detection In the main menu push 9 to access the mailbox options In the menu for changing the mailbox options push 6 You now have the following options Activate faxtone detection push 4 or Deactivate faxtone detection push 6 Changing the language 3 30 In the main menu push 9 to access the mailbox options In the menu for changing the mailbox options push 7 You now have the following options 2 Enter the number of the language or Confirm and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Changing the playback options In the main menu push 9 to access the mailbox options In the menu for changing the playback options push 8 You now have the following options Set which message types media types are to be processed push 1 or Set whether old messages are to be played when messages are re trieved push 2 or Confirm and return to the main menu When setting which message types media types are to be pr
24. Recordings Default output devices Link to WebClient SIEMENS Additional pages are displayed for some settings to exit these pages use the Back button 1 Click the link on the left margin of the window to switch to the corresponding page 2 Click the Back button if you want to return to the previous page Depending on the browser setting and the current page not all functions are displayed on one screen page Use the browser s scroll bar to view the non visible operating elements A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 115 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 6 2 Changing Settings In order to change the actual settings you can enter new data text or numbers in the relevant entry fields In some cases you can only select the desired option from a list or activate one or more options with a check mark The steps described are conventional Win dows actions Therefore incorrect entries can always be undone and overwritten 2 9 6 3 Saving Modifications Modifications performed in the settings will not become active until they are saved To do this use the Save button at the end of every page On some pages you can save single parameters separately by clicking the Set button If you leave a page without clicking the Save or Set button the original settings will remain You will have to switch to the appropriate page again and repeat your ent
25. User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Cancel the entire process and return to the main menu Start stop comment recording Select special send options Request a read receipt Mark message as Private Mark message as Urgent Deliver message later Enter delivery time Confirm time Delete time Send message again Send message again one week later Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu Cancel the entire process and return to the main menu Start stop comment playback Rewind comments by 10 seconds Rewind to the start of the comments Fast forward the comments by 10 seconds Fast forward to the end of the comments End recording of comments and start delivery Delete comments Cancel the entire process and return to the main menu YL CJ 89 O3 83 G3 8 8 9 83 CRI 3 3 8 8 s C3 amp J 9 amp amp amp 9 O Direct callback connection with the originator of a message only possible if the originator s call number was transferred Initiate direct callback A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 85 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Connection with a recipient of your choice Open Set up Phone Connection
26. User Manual 2 139 Mailbox Processing on the PC and the E Mail Service Client Assistant 4 Click OK The system will call you immediately at the telephone number you entered 5 Pick up the phone 6 Click the Record button and say your name into the telephone 7 Click the Pause button to interrupt the recording The current length of the announcement will be displayed 8 Click the left end of the Positioning bar to skip to the beginning of the recording 9 Click the Play button to play back the recording and listen to it on the telephone 10 To skip to a specific position of the recording enter a number in the text field next to the Go to position button and then click on the button The current position will be displayed in sec onds above the buttons and also on the positioning bar 11 If you are satisfied with the recording click the Exit button 12 Click Save to accept the recording The recording is added to the list of existing recordings If you are not satisfied with the recording you can delete it now 2 9 14 2 Creating and Editing Personal Greetings Creating Greetings Up to nine personal greetings can be recorded To do this first select a greeting number in the Recording list field and then proceed in the same way as for personal name recordings see Section 2 9 14 1 Greetings already created can be edited and deleted at any time Editing Greetings Please check the time profiles in which you used a
27. You can select single persons or existing distribution lists or both as members of your distri bution list A person whose name thus appears several times in the members list will still only receive a message once Only 50 list entries are displayed for selection at any one time 1 If necessary change the sort criteria for the lists by selecting a different option from the Sort by list field and clicking the Sort button to update the sort action 2 Click the Show next users button to display other entries in the list Click the Back to beginning button to display the first 50 entries again 2m If you want to search for a particular name enter the name in the Search user field and click the Search button To add a user to the distribution list click the name in the list of Available users Click the button to add the selected user to the distribution list Further users or distribution lists are added likewise OD ux regnm Click an entry in the List members list followed by the gt gt button to remove the entry from the list 9 If required select other external addresses for the distribution list e g e mail addresses under Alternate addresses and click the button to add these to the distribution list 10 Then click the Back button to return to the Distribution lists page A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 133 Mailbox Processing on the PC and the E Mail Se
28. calls You may want to have a more formal greeting for external callers You can inform internal callers of your current whereabouts for example You can specify for each of these greetings whether callers who are re directed to your mailbox are permitted to leave a message or not Preventing callers from leaving messag es is practical for example if you are non contactable for a long period of time In this sit uation you should provide a message to alert callers to this fact e Forwarding calls to your personal PhoneMail referral extension You can set your personal PhoneMail referral extension If you have set Greeting only as the answering mode the caller will be re directed to your referral extension either automatically or by pushing a key provided that the caller remains on the line after the greeting has been played This number is also used for the settings in the programmable caller menu of the forward access service e Name You can record your name in the same way as a greeting Other users will hear your name when they send messages to you or receive messages from you e Mobility You can enter a number here to allow the caller to reach your mobile phone Like the Pho neMail referral extension number this setting can also be used in the forward access menu e Mailbox deputy In the event of your absence you can define an Xpressions user who will receive a copy of all messages that arrive in your mailbox and are addressed to
29. sending a fax message 2 68 user password 2 72 voice comment 2 78 M Mailbox 3 35 Mailbox access 1 1 Mailbox key 3 7 3 35 Mailbox options 3 25 Main menu 3 10 3 47 Manual PIN 3 1 Memory restrictions 3 3 Message header 3 13 Message restrictions 3 3 Microsoft Outlook 2 17 Microsoft Outlook Express 2 8 MRS address 2 22 MS Office 1 1 N Name greeting 3 21 3 23 Name recording 2 139 Netscape Messenger 2 2 Notification modes 3 26 3 29 3 78 Number for call forwarding 1 3 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual O Online documentation 1 5 Outbox server 1 4 Outlook via Internet 2 17 Outlook Express 2 8 Outlook Extensions system requirements 2 27 Overview 1 1 P Password 3 28 PC access 2 1 data for PC access 1 4 PCX format 4 2 PDF 1 1 Personal greeting 3 21 3 22 3 74 Phone access with mobile phone 3 36 PhoneMail referral extension 3 3 3 21 3 23 Playback options 3 26 3 31 Playback volume 2 121 Postscript 1 1 Preparations on your Telephone and PABX 3 2 Printer 2 142 3 3 R Receiving a fax 4 1 Receiving messages for Exchange integration 2 22 on the telephone 3 11 with Netscape Messenger 2 5 with Outlook Internet Access 2 18 with Outlook Express 2 13 Recording greetings 2 138 Re directing callers 3 7 3 43 Referral extension 3 3 3 21 3 23 S Secure Sockets Layer SSL 2 113 sending a fax 4 1 at favorable rates 4 5 with a time delay 4 5 Sending messages
30. the relevant playback software to allow voice messages to be processed on your PC e The relevant graphics software must be installed on your PC to allow fax messages to be viewed A graphics format that is supported by the user s graphics software can be set for each individual user 2 4 2 Setting up an Account in MS Outlook Internet Operation See Microsoft Outlook Express Section 2 3 2 Setting up an Account in Microsoft Outlook Ex press A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 17 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook in Internet Mail Operation 2 4 3 Receiving Messages with MS Outlook Internet Operation To receive messages for the configured e mail account start Outlook and switch to the inbox of your HiPath Xpressions account All incoming messages are e mail messages Voice and fax messages are received as addi tional data in the form of attachments to the e mail An incoming voice message is attached to an e mail as an audio file If you have entered the relevant link for this file type WAV clicking the audio file will start the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If you are using graphics software that is linked to the file type of the attachment the corresponding program is opened by clicking the attachment containing this file 2 4 4 Sending Messages
31. you can only access the main menu of your mailbox see Section 3 2 3 Options in the Main Menu after di aling your number before recording a message by entering Pound followed by your telephone password Before recording a message on your own mailbox you have the following options Dial your own mailbox push the pound key A31003 82330 B690 2 7619 January 2003 3 34 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 8 Using the Mailbox with the Mailbox Key Callback Access The following requirements must be fulfilled to allow you to use this service e Your PABX must support the mailbox function The Hicom 300 300 E 300 H and Hicom 150 150 E 150 H systems currently support this function e Your telephone must be equipped with a mailbox key Examples of Hicom telephones that are equipped with a mailbox key include Set 500 Set 700 or optiset E memory and optiset E advance e The mailbox function must be linked to the mailbox Your system administrator must have configured this e Atleast one new message must be located in your mailbox You can only use the callback access service from your own extension or your own mobile phone provided that the latter is known to the server OOO s Enter the service access number for the Callback access option Please consult your system administrator if you do not kno
32. your system if you are unable to access all services An explanation of the icons used can be found in Section 3 1 2 Please read the introductory information in Section 3 1 to find out about the basic functions of your voice mail system 3 3 1 Access Options HiPath Xpressions users have the following access options e You can dial your own mailbox direct access Own mailbox code Dial the service access number for direct access and log onto the server by entering your PIN and a password if one is required You now have access to all messages stored in your mailbox and to your mailbox settings You can record messages for other users and subsequently send these messages You will find more information about direct access mode under Appendix Using your own Mailbox Direct Access Own Mailbox Code e You can dial an external mailbox guest access and universal access External mail box code Dial the service access number of the mailbox for guest access or universal access and dial the extension number of the required user You can leave a message in the user s mail box or be transferred to a referral extension This depends on how the user has set his her answering options You will find more information about guest access or universal access mode under Section 3 3 3 Dialing an External Mailbox Guest Access Universal Access External Mailbox code e You can re direct calls received at your extension to your
33. 2 2 Setting up an Account in Netscape 0 ec ee eee 2 3 2 2 3 Receiving Messages with Netscape 000 2c eee ee 2 5 2 2 4 Sending Messages with Netscape 0 000 eee eee 2 6 2 2 4 1 Routing Messages to HiPath Xpressions Distribution lists 2 6 2 240 FaxMesSdOgBb adware o UN dene aye gs ED eek ane ictu EE E NEG e 2 6 2 2 4 3 Routing Short Messages to a Mobile Telephone LLL 2 7 2 2 5 Importing the HiPath Xpressions Address Book into Netscape 2 7 2 3 Microsoft OUHOOK EXDEBSS iit So aon al ee ode e opi Roa modo B eoe den 2 8 2 3 1 System Requirements ellen 2 8 2 3 2 Setting up an Account in Microsoft Outlook Express lle 2 8 2 3 3 Receiving Messages with Microsoft Outlook Express ssl 2 13 2 3 4 Sending Messages with Microsoft Outlook Express 00000 eee 2 14 2 3 4 1 Routing Messages to HiPath Xpressions distribution lists 2 14 2 3 4 2 Fax Messages i S eae xe ee wate Cx GR aed HR es 2 14 2 3 4 3 Routing Short Messages to a Mobile Telephone SMS 2 14 2 3 5 Importing a HiPath Xpressions Address Book into Outlook Express 2 14 2 4 Microsoft Outlook in Internet Mail Operation l l 2 17 241 System ACCUIFCMEINS 3 outdo beatae eh ac a Pte ae eie 2 17 2 4 2 Setting up an Account in MS Outlook Internet Operation 2 17 2 4 3 Receiving Messages with MS Out
34. 2 3 Default Edit Options Start stop recording of broadcast message Push 1 Activate broadcast the message Push the star key Cancel the entire process and return to the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 3 58 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS c Sending messages using the broadcast call feature see Section 3 1 8 2 The following options are provided Note You require special privileges to send messages us ing the broadcast call feature Re record a message and send it using the broadcast call feature Push 4 um Select a broadcast call list Enter the code numbers for the broadcast call list and push the star key to conclude the entry i If the entry was incorrect delete the entered code numbers for the broadcast call list Push the pound key You can resume the entry of the code numbers for a broadcast call list immediately afterwards Once you have entered the distribution list s the standard operating steps for recording and editing your message are now available see Section 3 3 2 3 Default Edit Options Start stop recording the broadcast call Push 1 Activate broadcast the broadcast call Push the star key Cancel the entire process and return to the main menu Push O and then push the star key d Scrolling previously sent messages The follow
35. 2 3 for more infor mation Push 0 and then push 6 Cancel the entire process and return to the main menu Push 0 and then push the star key a Record a new message and send it to one or more recipients Recording a new message and sending it to one or more recipi ents Push 1 The procedures for selecting a recipient or a distribution list are the same as those described under Sending a new message in Section 3 3 2 5 Once you have entered the distribution list s or call number s the stan dard operating steps for recording and editing your message are now available see Section 3 3 2 3 Start stop recording of new message Push 1 A31003 S2330 B690 2 7619 January 2003 3 56 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Special delivery options Push 5 Quit message recording and start delivery Push the star key Cancel the entire process and return to the main menu Push 0 and then push the star key Special send options Request read receipt Push 1 Mark message as Private Push 2 Mark message as Urgent Push 3 Request future delivery ah Enter the required time of delivery Enter the delivery time and push the star key to conclude the entry ah If the entry was incorrect delete the delivery time Push the pound key You can resume the process of entering the time of delivery immediately afterwards
36. 3 1 W WebClient attachments 2 92 fax on demand documents 2 93 forwarding 2 107 language 2 85 login 2 86 message type 2 89 PIN 2 106 send status 2 94 sort order 2 97 SSL connection 2 87 user data 2 103 WebClient Introduction 2 83 X Xpressions Client 2 2 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual 1P A31003 S2330 B690 2 7619 The information provided in this document contains merely general descriptions or characteristics of per performance which is case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of the contract Lc Siemens AG 2003 All rights reserved Issued by Information and Communication Networks Subject to availability HofmannstraBe 51 D 81359 M nchen Right of modification reserved Siemens Aktiengesellschaft Reference No A31003 S2330 B690 2 7619 Printed in the Federal Republic of Germany BA 0103 1 0
37. 4 and enter the number of minutes or sentences Permitted number ranges for x 1 to 3 and 5 to 9 Remark The input format for the number of minutes sentences to be rewound is a single digit figure Example Entering a 3 rewinds a voice message by three minutes Example Entering a 5 rewinds an e mail message by five sentences Fast forward the recording by 10 seconds voice message Fast forward the text by three sentences e mail message Push 6 Fast forward to the end of the recording voice message Fast forward to the end of the text e mail message Push 6 twice in quick succession Lr Fast forward the recording by x minutes voice message Fast forward the text by x sentences e mail message Push 6 and enter the number of minutes or sentences Permitted number ranges for x 1 to 5 and 7 to 9 Note The input format for the number of minutes sentences to be rewound is a single digit figure Example Entering a 1 fast forwards a voice message by one minute Example Entering a 2 fast forwards an e mail message by two sentenc es Mis Jump to position of your choice in the message Push 0 and 5 in succession enter the position Confirm your entry by pushing the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 51 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS The input format for defining the position permits the following input
38. Call Send E Mail Send Fax Send SMS Send Voce E Mail address Entry i Contact Retrieval rel wl e a Mame Search E Exchange Server ancel Office Phone Cell Phone Office Phone 2 E A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 59 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Enter the beginning of the user s name you are looking for in the name field If you click the Search button all the subscribers found are listed in the list box You can select a user and execute the following functions e call the user e send an e mail to the user e senda fax message to the user e Send an SMS to the user e senda voice message to the user If numerous telephone numbers have been assigned to one user you can open a menu by clicking the Call button This menu lists all the telephone numbers assigned to the user for you to choose from Basic You can open the address book dialog by clicking the Server button In the Server field enter your Exchange Server from which the user data should be retrieved The logical val ues entered in the other fields are predetermined and should not be altered Entry You can open the address book settings dialog of the Exchange Server by right click ing the Exchange Server text field button In the Server field enter your Exchange Server from which the user data should be retrieved The
39. E If the entry was incorrect delete the call number entered Push the pound key You can resume the process of entering a call number immediately afterwards You can repeat this step if required E A31003 S2330 B690 2 7619 January 2003 3 52 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Subsequent functions Conclude and confirm entry of the distribution list s or call num ber s push the star key or If the entry was incorrect delete the distribution list s or call num ber s entered You can resume the process of entering a new distribu tion list code or call number immediately afterwards Push the pound key The standard operating steps are now available for recording and editing your message see Section 3 3 2 3 Default Edit Options Start stop recording of new message Push 1 Special delivery options See Section 3 3 2 6 Special send options Push 5 Start delivery Push the star key or Cancel the entire process and return to the main menu Push 0 and then push the star key You can initiate a reply immediately if you have received a message from a user to whom an immediate reply can be sent To do this proceed as follows Record and send a reply to messages that allow an immediate re ply Push 7 The standard operating steps are now available for recording and editing your message see Sectio
40. Exchange inte gration 2 24 Adobe PDF 1 1 Alternative greeting 3 21 Answering mode 3 23 Answering options 3 20 3 67 Audio files 1 2 B Bitmap 4 2 BMP 1 1 4 2 C Call forwarding 1 3 3 2 3 34 3 80 Call forwarding no reply 1 3 3 2 Callback 3 4 Callback access 1 3 1 4 3 7 3 8 3 43 Carbon copy 2 142 CF 3 80 Changing a password 2 118 Choosing a voice mail greeting 2 121 Client general 2 1 Netscape Messenger 2 2 Outlook via Internet 2 17 Outlook Express 2 8 Xpressions450 Client 2 2 Client Assistant 1 4 2 109 answering mode 2 125 cache and proxy settings 2 111 callback mode 2 125 changing mailbox user prompts 2 121 default output devices for fax 2 141 distribution lists 2 131 2 133 2 134 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual Index fax forms 2 135 forward access menu 2 124 forwarding 2 122 mobility number 2 125 network printer 2 142 operator 2 125 pager 2 125 password 2 112 2 118 personal name recording 2 139 2 140 2 141 PIN 2 112 preview for fax forms 2 135 public distribution lists 2 131 referral extension 2 125 Selecting a Language 2 113 selecting a language 2 113 SSL connection 2 113 start link 2 112 supervisor mode 2 125 time profiles 2 136 URL 2 112 user account 2 117 voice mail system settings 2 119 Configuring a referral extension 2 121 Configuring distribution lists 2 131 Connecting 3 32 Conversion 1 1 D Data for P
41. Mail Service Microsoft Outlook in Internet Mail Operation 2 4 5 Importing the HiPath Xpressions Address Book into MS Outlook Internet Operation The HiPath Xpressions address book can be obtained from your system administrator as a file The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book After this your address book will no longer be auto matically synchronized with the HiPath Xpressions address book leaving you responsible for updating it yourself To import the address book you must perform the following steps Select the File Import and Export command Select Import from another program or file in the Import and Export Wizard dialog box and click Next Import and Export Wizard Choose an action to perform Export to a File Export to The Timex Data Link watch Import a YOARD File vcF Import an iCalendar ar vCalendar File vcs Import cc Mail Archive Import From another program or File Import Internet Mail Account Settings Description Import data From other programs or Files including ACT ECCO Lotus Organizer Personal Folders PST Schedule Sidekick database files text Files and others 4 Back Cancel A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 19 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook in Internet Mail Operation S
42. Mail Service Voicemail Operating your Mailbox with PhoneMail Private distribution lists In the main menu push 9 to access the mailbox options B i In the menu for changing the mailbox options push 1 You now have the following options Create new distribution list push 1 or Change distribution list push 3 or Delete distribution list push 6 or Check distribution lists step by step push 9 or E E9 J 9 E J Cancel the function and continue Creating or changing distribution lists In the main menu push 9 to access the mailbox options Sie In the menu for changing the mailbox options push 1 You now have the following options Create new distribution list push 1 or Change new distribution list push 1 DOO Pimia Enter the distribution list number and confirm the entry with the pound key The following options are available after you have entered the distribution list number Change distribution list name push 1 or Add numbers to distribution list push 2 or Check numbers in the distribution list push 3 or Delete numbers from the distribution list push 6 or Cancel the function and continue The system prompts you to record your distribution list name after the beep after you have pushed 1 Record the distribution list name The same control options and key sequences available when you are recording messages are available here see Section 3 2 3 4 During the recording process The 78 k
43. Mail System indicate whether you are using Exchange mail operation or Internet mail operation Basic In During startup of Microsoft Outlook specify whether the Network connection dialog should be displayed or not at every start A31003 S2330 B690 2 7619 January 2003 2 36 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 6 Callback To use the features offered by this service the number of your phone must be managed in the HiPath Xpressions server In addition you must have the relevant authorization such as CO trunk access for establishing a telephone connection with the required user After you have initiated a telephone call and activated callback your telephone will ring when the required user is free again If you pick up a telephone connection is set up to the required user with the number dialed see below 2 6 6 1 Telephone Call To Contact Basic f you have selected a contact who is in a contact folder and is entered in the Business Pnone or Mobile Phone fields you can be connected to this phone number To do this click Business Callback or Mobile Callback in the standard toolbar Entry If you have selected a contact in a contact folder or if you have opened a contact who is entered in one or more telephone entry fields you can be connected to one of these phone numbers To do this click the Call selected or currentitem button
44. Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express To import the address book you must perform the following steps Select File Import Address Book Select Text File Comma Separated Values in the Address Book Import Tool window and click Import Address Book Import Tool B x Select the program or file type you want to import address book information from and then click the Import button Eudora Fro or Light Address Book through v3 0 LDIF LDAP Data Interchange Format Microsott Exchange Personal Address Book Close Microsoft Internet Mail for Windows 3 1 Address Book Netscape Address Book v2 ar v3 Netscape Communicator Address Book v4 Text File Comma Separated Values Addressbook csv for Outlook Express 4 x and Addressbook oe5 for Outlook Express 5 x are provided by the HiPath Xpressions server Enter the import address book and click Next CS Import 2 3 X Choose a file to import addressbook csv Browse 4 Back Cancel Use the Change Mapping button in the following window to map the text fields and address book fields Clicking Finish imports the address book A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 15 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express CS Import E x Test Field Address Book Field n LastName ss LastName
45. Mailbox with PhoneMail Following the playback of a message Al f S S E 3 5 83 69 8 83 J g8taga8 t t E amp E 169 9 9 S e E 9 9 9 t 8 8 3 9 83 9 E 9 63 9 E E Recording and Key sequence UJ uU Save played message and continue Save played message and reply Save played message and forward Save played message and call message originator Delete played message and continue Delete played message and reply Delete played message and forward Delete played message and call message originator Repeat played message Re record played Outbox message Played Outbox message Add recipient numbers Played Outbox message Delete recipient numbers Played Outbox message Check recipient numbers Played Outbox message Request receipt Played Outbox message Mark as private Played Outbox message Mark as urgent Played Outbox message Prepare for future delivery Delete played Outbox message sending messages Function Record message message is placed in the Outbox Jump directly to the beep indicating the start of the recording process A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 39 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail During the recording of messages or greetings Pause recording Resume paused recording process Pause recording and re record the mes
46. Operation via the telephone depends on the voice mail system configuration and is not de scribed here You will receive the necessary information and operating instructions over the telephone when you are connected to the voice mail system A31003 S2330 B690 2 7619 January 2003 2 106 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 6 Forwarding You can automatically forward all incoming messages to any e mail address you choose Mes sages cannot be forwarded automatically to a telephone or fax connection Notification is not sent by SMS when forwarding is enabled d Unified Messaging Settings Microsoft Internet Explorer CE XI File Edit view Favorites Tools Help Links ES b ig Options Forwarding All your messages will be forwarded to the specified destination Forwarding address Service E mail Enable E forwarding ok Ej amp Done o Internet p Enabling forwarding 1 Enable forwarding 2 Select the E Mail service and enter an e mail address 3 Click OK Forwarding is now enabled and a corresponding message is displayed A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 107 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 7 POP3 Access Data If you need to you can access your Unified Messaging mailbox through another e mail progr
47. Recording and Sending New Messages Inbox Sent Objects 3 56 3 327 Recordio a BICESHOD e ses ortos Song Gr uoi a og ende dete foetelus c ba del Ard 3 60 3 3 2 8 Editing Distribution Lists llli 3 62 3 3 2 9 Answering Machine Functions Shortcut 0 0000 e eee eee 3 66 3 3 2 10 Setting up a Telephone Connection 0 0 0 ees 3 67 3 321 Special FUNCIONS res wea ane ecd sse Hae o yee a ca E rs 3 67 3 3 3 Dialing an External Mailbox Guest Access Universal Access External Mailbox code esre erien aaa eee ren 3 78 3 3 3 1 Leaving a Message for Mailbox Owners 0000 0c eee eee 3 78 3 3 3 2 Additional Options in Guest Access or Universal Access Mode 3 78 A31003 S2330 B690 2 7619 January 2003 0 8 HiPath Xpressions V3 0 Operating Manual Contents 3 3 4 Call Forwarding CF Forward AcceSs 0 0 00 cece eee ee eee 3 80 3 3 5 A Quick Reference Guide to the Menus and Key Sequences 3 81 3 3 5 1 Listening to and forwarding incoming messages s 3 81 3 3 5 2 Recording and Sending New Message S 000 eee ee eee 3 86 3 3 6 Setting up a Telephone Connection from the Main Menu 3 92 9 9 6 1 Special PUNCIONS as doit ar e tiU oU E Gano a bct do Qatar eae 3 93 3 3 6 2 Dialing an External Mailbox Guest Access Universal Access 3 98 4 Fax Mall SENICE osos uu cs EE UE auk i E eS aa duri ede 4 1 a1 OVEM EW saei tr
48. The send procedure will be repeated at a later time If the message was then successfully sent this is displayed as the send status If the message could not be sent during the maximum number of repetitions permitted the send status changes to Error The time interval between send pro cedures and the maximum number of repetitions are set by the server Additional information on the send status is displayed in the message header e Click the subject of the respective message The message is displayed on a new page In formation on the send status is displayed in the message header 2 8 7 2 Changing Sorting When the Sent Items page is opened for the first time See Section 2 8 7 messages are sort ed and displayed by the send date The messages can be sorted into columns for a better over view 1 Click on the header of the column by which you want your messages sorted The messag es are now displayed in descending order 2 Click the column header again to reverse the order 2 8 7 3 Sending Messages to Additional Recipients The WebClient allows you to specify several recipients for each message 1 Enter the recipient s e mail address fax or phone number in the To text field You can add additional recipients separated by a semicolon in the To field You can also enter addition al recipients in the CC field to send them a copy carbon copy of the message 2 If necessary change the selection in the Send as list field No
49. a Language 3255 2 im aie eacse boa Gow hades i eed Bass 2 113 DAE Mitareon EET 2 114 A31003 S2330 B690 2 7619 January 2003 0 6 HiPath Xpressions V3 0 Operating Manual Contents 2 9 6 General PIOGSOULG 1 sens erie worse ae Ge OR Es hee aah OR WS RR pardon 2 115 29 01 NAVIGAUON ait ae ea Xon Sa ee ewes Coen AS lead Meee 2 115 2 9 6 2 Changing SCuINGS 5 2 toot th eke oe ewe eee EORR UM EUR RM E 2 116 2 9 6 3 Saving Modifications llli 2 116 2 0 7 Ser Dat ux scores REGERE ERU RE aee MES RRR SOR Lee te ea eee ROS 2 117 2 9 7 1 Changing Your Own Password 000 0 eee e eee eee 2 118 2 9 7 2 Language Selection i chee et hata detente ha a demas e eps 2 118 2 9 7 3 Supplementing User Data llle 2 118 2 9 8 Voice Mail System Settings 0 cee ee eee 2 119 2 9 8 1 Changing the Telephone Password PIN 0 0000 e eens 2 120 2 9 8 2 Selecting the Voice Mail System 0 00 cee eee 2 120 2 9 8 3 Configuring a Referral Extension 00 00 eee eee 2 121 2 9 9 4 MallDOX ODHIOLTS r1 mio ct x Rice teh idees a ico diari dde om s ica dex adis ads 2 121 2 9 0 5 Galler ODHOLS 5a eine PoaxWensio ub p heen df treat Coho Gba ect 2 121 2 9 9 6 Mobility DUtmbel os 3 5 2 3 Der a n p eie n CR ae c ORO tae 2 122 2 9 8 7 Forwarding Incoming Calls llle 2 122 2 9 8 8 Editing Messages on the Telephone 00 0c eee ee eee 2 123 2 0 9 Configuring
50. a service access number your PIN and a password if one is required to access your mailbox If you are using your mailbox for the first time and a password entry prompt is configured you will either enter the default password that you have been assigned or you will be prompted to define a new password if this option has been configured in the system To pro tect your data you should immediately change the default password that you have been as signed see Section 3 3 2 11 Define and change the password The system may also be configured to prompt you to record a personal name greeting when you access the mailbox for the first time if a name greeting has not already been recorded To do this please use the stan dard edit options see Section 3 3 2 3 Default Edit Options and follow the recorded voice prompts Once you have entered the service access number your PIN and a password if one is re quired you have unlimited access to your mailbox e edit new or old messages play back messages forward messages with without comments delete messages setup a direct connection to the originator of a message reply to messages e Send messages e change your personal settings which includes your personal password for telephone access the personal greetings nine greetings in total A31003 S2330 B690 2 7619 January 2003 3 44 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the
51. abbreviations used in this manual Abbreviation BMP DCX GSM l IMAP IMAP4 IP J JPG JPEG M MRS O OEM P PC PDF POP3 S SMS SMTP Definition Bitmap Grafikformat von Microsoft 1 Grafikformat f r Fax von Microsoft 1 Global System for Mobile communication Global einheitliches Funktelefon netz 1 Internet Message Access Protocol aktuelles Internet Mail Protokoll 1 Internet Protokoll 4 Grafikformat der Joint Photographic Experts Group 1 Bezeichnung des Xpressions450 Adresstypes 25 Original Equipement Manufacurer Originalhersteller 27 Personalcomputer 1 Portable Document Format Dokumentenformat von Adobe 1 Post Office Protocol lteres Internet Mail Protokoll 1 Short Message Service Dienst f r Kurznachrichten an Mobilfunktelefone 1 Simple Mail Transfer Protocol Standard Internet Mail Protokoll 2 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual A 1 Abbreviations T TG3 mehrseitiges komprimiertes TIFF Fax Format 2 TIF TIFF Tagged Image File Format Standard Fax Grafikformat 1 TTS Text To Speech Text nach Sprache Konvertierung 1 U URL Uniform Resource Locator eindeutige Web Adresse 4 5 W WAV Wave audio file format 6 A31003 S2330 B690 2 7619 January 2003 A 2 HiPath Xpressions V3 0 User Manual Index A Accept messages 3 23 3 68 3 75 3 76 3 77 Access options 3 43 Address book add Xpressions450 addresses to Ex change address book for
52. after a certain number of incorrect entries The number of incorrect entries fol lowing which the call is disconnected depends on the system settings and can be changed by the system administrator A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 5 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 1 9 4 Terminating the Connection PhoneMail You can terminate the connection to the mailbox at any time Co Replace the handset or Push the star key 7 and 6 in succession This can be used while messages greetings and the user s own name are being recorded for forward access and guest access The messages are sent when the connection is terminated if you have recorded new messages Section 3 2 3 4 Recording and Sending Messages VMS You can terminate the connection to the mailbox at any time co Replace the handset or Go to the main menu and push the O key and the pound key in succes sion If you have recorded a new message and this was the last action prior to terminating the con nection this message will be sent when the connection is terminated 3 1 9 5 Returning to the Main Menu VMS You have opened a submenu and want to quit this menu and return to the main menu Finishing and returning to the main menu Push the 0 key and the star key in succession first you may have to can cel any settings that you already made by pushing the star key
53. an e mail server for transferring Internet e mails SMTP POP3 and IMAP4 protocols referred to below as Internet mail operation The Microsoft Outlook user interface can be extended using the following elements 2 6 1 Basic Menu items in the Tools menu Basic Buttons in the standard toolbar Entry HiPath Xpressions Outlook Extensions toolbar Tab in the Tools Options dialog Forms for processing SMS fax and voice messages System Requirements The system requirements described here are valid for the complete installation of all components If you only require SMS functionality for example you do not need to install a sound card or the maging windows accessory on your PC PC with sound card microphone loudspeakers headset Graphics card with resolu tion of at least 1024 x 768 pixels Basig Windows 95 OEM Release 2 Operating system Windows Millennium Edition Windows 2000 Windows XP Win dows NT or Windows 98 Network connection with TCP IP protocol Basio soft Outlook 2000 Microsoft Outlook 2000 Microsoft Outlook 2002 Outlook XP The Windows accessory Imaging must be installed for fax processing Imaging can be installed later using the Windows Setup program Control Panel Add Remove Programs Windows Setup Accessories and Utilities Imaging A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 27 Mailbox Processing on the PC and the E Mail Serv
54. back first starting with the first message group and the newest message e Previously heard messages of the various message groups will then be played back starting with the first message group and the new est message Following this entry previously heard messages of the various message groups will be played back first starting with the last message group and the oldest message The new messages of the various message groups will then be played back starting with the last message group and the oldest message Push 0 and then push 4 Jump to the previous message type Push O push 4 and push then 2 e oe D 8 Jump to the previous message group Push O push 4 and push then 3 Restores the basic setting see above of the playback order Push 0 and then push 6 Jump to the next message type Push O push 6 and push then 2 Jump to the next message group Push 0 push 6 and push then 3 Automatic playback of incoming messages Push 0 and then push 3 e 9 e e e B A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 49 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 50 S e 9 9 9 3 Enable or disable automatic playback of subject of an e mail mes sage This disables the playback of the subject of an e mail message in the message header Calling this function a second time re enables the au tomatic playback of
55. been assigned to a user Otherwise the code number is freely definable In the event that the code number that you have assigned for your private distribution list already exists as a code number for a public distribution list the system will au tomatically select your private distribution list when you enter this code number It is possible to link distribution lists by entering a number of distribution list numbers in succession The mes sage will then be sent to a number of distribution lists Distribution lists can also be combined with single numbers Section 2 9 11 Creating Distribution Lists provides a detailed description of how to edit pri vate distribution lists A31003 82330 B690 2 7619 January 2003 3 4 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 1 9 User Prompts The prompts in the mailbox are output in the form of spoken announcements You can listen to these announcements through your telephone handset If you are using a telephone from the optiset series with an alphanumeric display in conjunction with a PABX of the Hicom 300 or Hi Path 4000 type the user prompts will also be output visually on this display An an alternative to entering telephone numbers the system generally allows you to enter names by selecting the letters that are assigned to the number keys on the telephone This functions in a similar way to the entry of short messages usi
56. bypassing proxy servers This generates the best results Regardless the cache settings must be modified as follows For the cache in Netscape Communicator select Edit Preferences Advanced Cache Document in cache is compared to docu ment on network Every time For the cache in Internet Explorer select Tools Internet Options General Temporary Internet Files Settings Check for newer versions of stored pages Every visit to the page cordingly or contact your system administrator JavaScript has to be activated or allowed if necessary configure your browser ac 2 9 4 4 Style sheets Netscape Communicator To operate the Client Assistant correctly using Netscape Navigator activate style sheets using Edit Preferences Advanced Enable style sheets A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 111 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 5 Starting and Exiting the Client Assistant 2 9 5 1 Login To use the Client Assistant you must start the Web browser select the Client Assistant and log on as a user The address URL of the Client Assistant depends on the configuration of your network Contact your system administrator for the address and note it here if necessary pO 1 Start your Web browser and if necessary maximize the browser window to screen size in order to get a better o
57. c This is followed by all other messages The following order applies first unread messages then read messages 2 Saved messages 3 Outbox messages The messages are played back in chronological order You receive an announcement that informs you what categories of messages you have You also receive information on how many messages are saved in your mailbox according to un read read and waiting to be sent and how many of each type there are voice mail fax e mail If you activated the inclusion of the Xpressions folder the announcement will start with the name of the currently processed folder If you have configured your mailbox setting to filter out certain message types for example e mails these messages will not be signaled on the telephone To retrieve messages of this type you must change your mailbox settings Section 3 2 4 2 Changing the playback options or Section 3 2 4 2 or access your mailbox via your PC A31003 82330 B690 2 7619 January 2003 3 12 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Message header The date and time of the message receipt are announced at the beginning of each message Incoming messages also play back the name and extension number of the caller if this is an internal user For external calls the call number is played back if it was transferred with the mes sage The ori
58. can enable or disable the relevant notification by clicking the appropriate checkbox If the checkbox is activated the corresponding noti fication is enabled 7 Incase there is an error in sending a notification to the selected device you can define up to two alternative notification devices using the If fails button In this case a window opens in which you can select the notification devices in exactly the same way as described in step 3 Once you have configured the alternative devices click the Add button to close the window This opens a window in which you can save your settings by clicking OK A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 129 Mailbox Processing on the PC and the E Mail Service Client Assistant E Siemens Xpressions Client Assistant Micros Eel Fa If notification fails Use the following device Number address If this also fails use E mail Y Number address david x500lte Add Delete Cancel 8 Inthe Time dependency area you can now define a time range in which the notification should take place Click each of the entry fields from and to and enter the time range in the form hours minutes for example 08 00 for 8 00 a m 14 00 for 2 00 pm You can define additional time ranges via the Add additional time range button The time ranges are processed sequentially If you want to delete a defined time range you must select it and then click D
59. eJ F Send B Address G Delivery Options A Tools a Testuser 1 jg eter ectet oo 3j Copy i Blind Copy Lo E d Position 00 00 Length 00 00 Phone 4924049C Stopped Gi C Default Sans 10 None Office JE 3 Select a recipient in the address book and click OK A31003 S2330 B690 2 7619 January 2003 2 76 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 4 The following features are available in the voice mail control area located under the docu ment header Function To record a message by tele Description Push this button to record a voice message with the tele phone phone To record a message by micro Push this button to record a voice message if you have a phone built in sound card with a microphone connected to it e 5 Pressthe amp or button to start the recording process and then record your message 6 Push the button to end the voice message im 7 The following operating elements can be used if the message was recorded successfully Function Playback via the telephone Description Play back the voice message via the telephone The Position progress bar displays the current position in the tone document relative to the entire duration of the recording irrespective of which medium is used for play ing back the message The total length tim
60. er group of recipients than with the Send to distribution list feature In a broadcast call the recipients are called directly and do not receive a message in their mailbox In a broadcast mes sage all recipients receive a message in their mailbox The subscribers to be reached using these features are grouped into broadcast call and broadcast message distribution lists which can also be selected using distribution list numbers Special privileges are required to initiate a broadcast call or broadcast message Broadcast call and broadcast message distribution lists are provided by the system administra tor 3 1 8 3 Private and Public Distribution Lists You normally enter the recipient s telephone number when you are sending messages Alter natively you can enter a distribution list number Every distribution list contains a particular group of recipients who are combined to form an address list A message can therefore be sent very quickly to this group Every distribution list address list contains users or more dis tribution lists You can create distribution lists of this kind yourself or you can access public dis tribution lists which have been set up by the system administrator When defining private dis tribution lists please make sure that the associated code number is not part of the DID number range of your organization This will prevent the system from displaying an error message in forming you that this number has already
61. following options are available after you have saved option 4 or deleted option 6 a mes sage Jump to next message push the pound key The next saved message is now played Reply to message push 1 You can subsequently record a reply message See Section 3 2 3 4 Recording and Sending Messages for information about recording messages You can only use this option for messages that were sent by another mailbox user Forward a message push 9 Your system will now prompt you to enter the extension number of the user to whom you would like to forward the message You also have the option of recording an additional remark that will be forwarded with the message Call the originator push 7 and then push O The following options are available if you call the originator option 7 and 0 Dial stored telephone number of the message originator Fad Enter the message originator s number Conclude the entry by pushing the pound key cae Enter the name of the originator by selecting the letters that are as x signed to the number keys and conclude the entry by pushing the pound key You can also dial external originators provided your system administrator has enabled this op tion To do this dial the trunk seizure code normally O in front of the telephone number A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 15 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operatin
62. greetings can be distinguished 3 74 Personal greetings You can record nine different personal greetings enabling you to select an appropriate greeting for any particular situation from this range of greetings Generic greetings A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS The system provides up to nine generic greetings for you to select from These generic greetings are created by the system administrator e Setting different greetings You can also specify whether the selected greeting should be played for all calls alterna tive case or whether different greetings should be played for internal calls external calls calls made to a busy extension or calls made outside of business hours You may want to have a more formal greeting for external callers You can inform internal callers of your cur rent whereabouts for example You may also want to inform callers that your extension is busy and that they should try again later Setting a greeting for call forwarding CF Select special functions in main menu Push 8 Set the option to set greeting for call forwarding CF Push 8 Set a greeting for after hours callers Push 5 or Set a greeting for callers who dial a busy extension Push 6 or Set a greeting for internal callers during business hours Push 7 or Set a generi
63. gt amp Done m Tn 8B Internet A 2 8 5 4 Deleting File Attachments 1 Highlight the checkbox of the attachments you wish to delete 2 Click Delete The files selected are immediately removed A31003 S2330 B690 2 7619 January 2003 2 92 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 5 5 Sending Messages After you have composed the message and attached the required files the message can be sent e Click Send to send the message You will be notified if the transfer to the server was suc cessful Additional information on the send status can be found on the Sent Items page see Section 2 8 7 in the WebClient 2 8 6 Fax on Demand You can use the WebClient to receive fax messages from fax on demand providers Fax mes sages retrieved are stored in your inbox on arrival the document size and the provider s connection It may take several minutes to retrieve the fax message The duration depends on 1 Enter the fax number for the fax on demand in the To text field 2 Enter a meaningful subject in the Subject text field The subject is displayed on the Sent Items page 3 Select FOD Fax on Demand in the Send as list field 4 Send the fax demand 2 8 7 Sent Items This page provides an overview of all the messages sent It contains information on Type Message type Sent Send status To Recipient Subject Subject of messag
64. hours from 08 00am 08 00am 08 00am 08 00am 08 00am 08 00am 08 00am until 05 01pm 05 01pm 05 01pm 05 01pm 05 01pm 05 01pm 05 01pm Use monday settings for whole week Use system standard settings Done D Internet A Creating Time Profiles You can create a different time profile for each weekday by selecting the day and assigning the appropriate greeting or greeting option to it If you want to use the same time profile for the entire week just create a time profile for Monday and select the Use monday settings for whole week option With the Use system standard settings option you select a system wide time profile that your administrator has created Dur ing any time periods you have not defined the mailbox uses the standard global system greet ings A31003 S2330 B690 2 7619 January 2003 2 136 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant You can select the following options and greeting settings e Message recording not allowed If this option is activated check marked the system only plays a greeting for the caller The caller cannot leave a message in your mailbox e Greeting not interruptible If this option is activated it is not possible to interrupt a greeting by pressing a telephone key You cannot use the telephone keys until the system has played the entire greeting e Greetings In the greetings area you can assig
65. in the supported mobile network The procedures are described using the Netscape Messenger mail client integrated in Netscape Communicator 4 x as an example The procedure is identical if you want to use a dif ferent e mail client The Internet e mail software used must support the STMP standard e mail protocol for outgo ing e mails if you want to use it to send SMS messages to mobile users in the supported mo bile networks A31003 S2330 B690 2 7619 January 2003 5 2 HiPath Xpressions V3 0 User Manual Short Message Service SMS for GSM Sending Short Messages to GSM Users 3 Composition l Bi x File Edit View Insert Format Tools Communicator Help Ue pR d Z dd P ck doo I Sou Quote Address Attach Options Spelling Save Print Secunty Stop Send the message now che 7b S452 lamyserver domain Priority Normal FS zo 5 42 E subject Normal Variable width 1227 E A A A 79 This is a short message 4 a See ene E Proceed as follows to send an SMS message using Netscape 4 x 1 Open the Netscape Messenger mail client and select the command for creating a new message 2 Inthe To address field enter the recipient s address Please observe the following rules when entering the address Enter the prefix sms at the beginning of the address Now enter the telephone number of the mobile phone user in the full international format In the example above 43
66. leave a voice message for the user in the external mailbox provided the user has enabled the option to leave messages If the user prompts do not appear in the language of your choice a language selection will be offered after a short pause see Section 3 2 4 2 Changing the language After selecting the language you can return to dialing the user mailbox To dial the mailbox of another user DLL ms Enter the service access number for the guest access option Please consult your system administrator if you do not know the access number for the guest access option E Enter the extension number of the relevant user and conclude the entry by pushing the pound key Mis Enter the name of the relevant user by selecting letters that are as signed to the number keys and conclude your entries by pushing the pound key To dial your own mailbox only available in the universal access mode Push the pound key see Section 3 2 2 Using your own Mailbox Direct Access 3 2 6 1 Leaving a Message for Mailbox Owners You can leave a message after the beep if the user whose mailbox you have dialed with guest access has enabled the option to leave a message Control and correction options are available during the recording of the message see Section 3 2 3 4 During the recording process You will hear a beep 10 seconds before the recording process is concluded Any pauses at the start or end of the recorded voice message ar
67. logical values entered in the other fields are pre determined and should not be altered object fields should be changed as follows Port 3268 Base object Domain Components e g DC exchange DC de If the user data should be looked for on an Exchange 2000 server the port and base Entry You can open the dialog for the address book settings of the SCD by right clicking the Siemens Corporate Directory text field In the Server field enter your SCD server from which the user data should be retrieved The logical values entered in the other fields are predeter mined and should not be altered Server My Servef Port 95 seenbiect Jesus Scope whole subtree Max result rows ho Time Limit J0 OF Cancel A31003 S2330 B690 2 7619 January 2003 2 60 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 13 Client Assistant Clicking the Client Assistant button starts the configuration program for your HiPath Xpressions mailbox using your default browser 2 6 14 Analyzing and Correcting Problems The problems and causes described below should help you to identify and correct problems which may occur If you are unable to solve a problem it may be caused by the server Please consult your system administrator in this situation 2 6 14 1 Problems with Buttons Description of er
68. of the selected recipient is now automatically entered in the To and SMS Nr address fields You can also enter a call number manually in the To address field for example if an SMS recipient is not in the address book You can send a copy of the SMS message via e mail by clicking in the cc or bcc address fields and then selecting one or more recipients in the address book with the Address gt cc amp bcc button Enter a topic in the Subject field optional Write your message in the text entry field Note that the message must not exceed 160 characters The number of characters remaining is displayed in the document header near the address fields A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 75 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 8 Click the Send button to send the SMS message immediately You can enter additional send parameters via the Delivery Options and Tools buttons pri or to sending an SMS message see Section 2 7 2 2 7 7 Sending Voice Mails Proceed as follows to send a voice mail 1 To start the Lotus Notes e mail client click the button E 2 Select the Voice menu item in the Create Unified Messaging menu The e mail exten sion for sending voice mails opens 9 New Voice Annotation Lotus Notes Ele Edit View Create Actions Text Help QRnGX r New Voice Annotation x notes
69. of i 20 w Messages page Delete Type From Subject Testuser1 Good morning Delete n E mail a Fax Date T Size Action 27 09 2002 13 31 725 B lt g Voice e Unread 2 96 aD Internet A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 8 1 Changing Sorting When the Inbox page is opened for the first time messages are sorted and displayed by the send date The messages can be sorted into columns for a better overview 1 Click on the header of the column by which you want your messages sorted The messag es are now displayed in descending order 2 Click the column header again to reverse the order 2 8 8 2 Reading Text Messages E mails or SMS messages sent to your mailbox are converted into text All text messages can be read in the same way 1 Click the subject of the respective message The message is displayed on a new page a Unified Messaging Outbox Microsoft Internet Explorer Iof x1 File Edit View Favorites Tools Help Links gt Ea e Delete Reply with original message text Reply w o original message text Forward ek JBAUMER GMAIL TELEPAC PT Date 27 09 2002 13 40 Subject no subject Status Type E mail Delete Reply with original message text Reply w o original message text Forward Done ep In
70. push 4 and then push 2 Select additional telephone 3 push 4 and then push 3 Select additional telephone 4 push 4 and then push 4 again Select additional telephone 5 push 4 and then push 5 Select additional telephone 6 push 4 and then push 6 tJ amp J amp J amp amp 8 amp 9 amp 9 89 99 9 E EJ 8 3 8 amp 3 amp 9 9 3 9 E 69 E 9 3 Select SMS destination push 5 and then push 1 Cancel and return to the main menu The following options are available after you have selected a device for the notification set tings Change all settings push 1 or Activate or deactivate the device push 3 or Cancel and return to the main menu or Change the destination number or callback number push 2 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 29 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Enter destination number or callback number and confirm your en tries by pushing the pound key Changing Settings RIRNINICICICICICICEIEcEe In the main menu push 9 to access the mailbox options In the menu for changing the mailbox options push 5 Activate Xpressions folder push 1 or Deactivate Xpressions folder push 2 or Keep current folder setting and return to the main menu Newer messages first push 1 or Older messages first push 2 or Keep current presentation sequence and return to the main menu
71. r page s received MRS ID 2628307 x notes e New Memo Reply 6 Forward X Delete Folder Copy into 92 Tools Edit amp Forward Detach Remark a Eur arrays a PEAS M jan cc Z Seba Taw s e CD i E e Telefax c To Testuser 2 Fax 492404901102 From Administrator Date 01 12 17 Subject Testfax Pages Cd i 4 ek fo exu 2 f E I x P T ad a a z e 2Live System Description Zooms into the fax display step by step You can zoom into fax messages in steps of 50 relative to the basic value maximum 11 steps Zooms out of the fax display step by step You can zoom out of the fax message in steps of 50 96 relative to the basic value maximum 11 steps First fax page The first page of a multi page fax message is displayed in the view only available for n multi page faxes A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 73 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions Menu item Description Previous fax page Scrolls back one page in multi page fax messages only available for multi page ise faxes Next fax page Scrolls forward one page in multi page fax messages only available for multi page Ea faxes Last fax page The view jumps to the last page of a multi page fax message only available for multi n page faxes Fax fit strategy A
72. selected recipient are now automatically entered in the To and Fax To address fields A31003 S2330 B690 2 7619 January 2003 2 68 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions You can also enter a fax number manually in the To address field for example if a recipient is not in the address book 5 You can send a copy of the fax message via e mail by clicking in the cc or bcc address fields and then selecting one or more recipients in the address book with the Address cc amp bcc button 6 Entera topic in the Subject field optional 7 Write your message in the text entry field 8 Once you have entered your fax message you can immediately send this to the specified recipient by clicking the Send button You can assign additional parameters using the Delivery Options button optional prior to sending a fax message The following tables describe the individual options Deliveryoptions xi Delivery Options Coverpage Options Miscellaneous pase Priority Normal Y Betun receipt Delivery Report Only on error Send priority Normal Y Send Date 16 12 2001 16 Send Time 13 15 Reply address Testuser 3 Doc Test al A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 69 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes
73. stands for Austria 664 is the area code for the A1 network and 7654321 is the user s number The sign can be omitted Enter the character followed by the domain address of your Xpressions server 3 Leave the Subject input line blank or enter a message heading for your own archives en tries in this line are ignored when the message is sent 4 Enter the short message in the designated text input area The message can be up to 160 characters long The system administrator defines the procedures for sending longer mes sages see Section 5 1 2 SMS Features for GSM Special characters are permitted Avoid rich text formats fonts font sizes font colors etc Formats of this kind are lost when A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 5 3 Short Message Service SMS for GSM Sending Short Messages to GSM Users the message is sent If you use an auto signature on e mails note that the signature be longs with the message text You are recommended to delete auto signatures from SMS messages 5 Send the message or place it in the outbox to be subsequently sent Adding an SMS address to the Netscape address book If you want to send SMS messages to one particular user on a frequent basis it is more con venient to add the address to the Netscape address book CT O xu Add card toc Personal Address Book Mame Contact Notes First Mame Last Hame Display Name
74. telephone when using PhoneMail and Section 3 3 2 8 when using the voice mail system VMS Depending on the system configuration you may also be able to edit public distribution lists The editing of private and public distribution lists is identical The following is a general descrip tion of how to work with distribution lists If a personal greeting is recorded for a distribution list the checkbox under Recorded name available is activated A Siemens Xpressions Client Assistant Microsoft Internet Explorer Xx File Edit View Favorites Tools Help Bak amp fat Search xjFavorites History Eh amp Xpressions Client Assistant The configuration interface Ld 4 T DUE i gt d n ES Personal settings E UU User data Voice Mail System settings Forward Access menu Testuser 1 Logout Help Distribution lists Notification Distribution lists Overview of distribution lists Fax forms Display name Alternate list name List type Recorded name available Time profiles C testgroup Private distribution list rz Recordings Default output devices Delete list Link to VVebClient Teca rar iek Create private list SIEMENS amp Done Internet A A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 131 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 11 1 Creating
75. the entry was incorrect Delete the call number entered Push the pound key You can resume the process of entering the recip ient call number immediately afterwards A31003 S2330 B690 2 7619 January 2003 3 60 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS The following additional functions are provided in addition to the default edit options see Sec tion 3 3 2 3 Default Edit Options Overwrite the recording from the current dictation position Push 2 BJ Rewind the dictation by x minutes Push 4 and enter the minutes Permitted number ranges for x 1 to 3 and 5 to 9 Notes e The input format for the number of minutes to be rewound is a sin gle digit figure Example Entering a 3 rewinds the dictation by three minutes e Entering 44 is not possible since this combination is used for re winding to the start of the message Play back announce status report position in the dictation Push 5 By Fast forward the dictation by x minutes LEM I i Push 6 and enter the minutes Permitted number ranges for x 1 to 5 and 7 to 9 Note e The input format for the number of minutes to be rewound is a sin gle digit figure Example Entering a 1 fast forwards the dictation by one minute e Entering 66 is not possible since this combination is used for fast forwarding to the end of the message s Jump to any position in
76. the main menu of the mailbox To call a user while you are connected to the mail box push 7 in the main menu see Section 3 2 3 Options in the Main Menu You now have the following options Call user push 0 or Cancel and return to the main menu or Terminate the mailbox connection see also Section 3 1 9 4 Terminating the Connection Once you have pushed O the following options are available Call the switch push the pound key or E on the required user number and conclude the entry with the pound ey LLLI Ag Enter the name of the relevant user by selecting letters that are as signed to the number keys and conclude your entries by pushing the pound key Om You can also set up a connection to external users provided your system administrator has en abled this option To do this dial the trunk seizure code normally 0 in front of the telephone number After listening to a new or old message you can enter 70 to connect directly to the originator of the message see Section 3 2 3 2 Options available after messages have been heard A31003 82330 B690 2 7619 January 2003 3 32 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 6 Dialing an External Mailbox Guest Access or Universal Access You can dial the mailbox of another user directly regardless of whether the user is currently contactable You can
77. the options to allow the e mails in these accounts to be imported into your HiPath Xpressions mailbox Please consult your sys tem administrator in this situation A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 63 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 HiPath Xpressions Lotus Notes Extensions HiPath Xpressions Extensions for Lotus Notes enhances your existing Lotus Notes application to include the functions of an advanced Unified Messaging system This system integrates all communications services telephony e mail voice mail fax and SMS Lotus Notes mail exten sions are available with Lotus Notes e mail client When you open the e mail client via the button you can select the required e mail exten sion for the following communication services via the Create Unified Messaging menu Fax mail extension for sending fax messages Faxon demand mail extension for retrieving fax messages SMS mail extension for sending SMS messages Voice mail extensions for sending voice mails and Voice mail annotation mail extension for answering or forwarding messages with voice comments Information on how to use the integrated dialer can be found in Section 2 7 11 Using Telepho ny Functions Under Lotus Notes 2 7 1 Settings for Unified Messaging Various parameters can be set for the Unified Messaging features in th
78. the window to return to the inbox A31003 S2330 B690 2 7619 January 2003 2 98 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 8 4 Listening to Voice Messages When someone calls your mailbox s phone number the mailbox reacts similarly to an answer ing machine and the caller can record a message The message recorded is converted into an audio file WAV format which you can open and play back 1 Click on the subject of a fax message A new page opens with the voice mail data E Unified Messaging Inbox Microsoft Internet Explorer File Edit view Favorites Tools Help Links ES Delete Reply with original message text Reply w o original message g 20 text Forward VOICE 492404901101 NVS ANJA TEST1 27 09 2002 14 20 Voicemail 11 sec E mail This message contains audio data You can listen to this data or save it by clicking on the icon below Play Delete Reply with original message text Reply w o original message text Forward ap Internet 2 Clickthe Play link next to the voice mail icon The voicemail is displayed by the server and stored on your computer The Windows media player starts automatically and the voice mail is played back 3 Click the Inbox link on the left margin of the window to return to the inbox A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 99
79. to set up this feature Your system administrator will tell you which numbers you must set as the call forwarding destination 3 1 2 Explanation of the Symbols ae Lift up the handset Qe Speak co Replace the handset cd Enter a digit sequence c Enter a name using a sequence of digits Push the star key 7 and 6 in succession This also applies for all other keys Push the illuminated function key ji Follow the user prompts Push the Yes dialog key Follow the next user prompts Follow the user prompts Push the Next or Back dialog keys 3 1 3 Distribution lists You normally enter the recipient s telephone number when you are sending messages Alter natively you can enter a distribution list number that you have created or you can use a public distribution list that has been created by the system administrator A distribution list contains users or more distribution lists You can manage your distribution lists using the telephone and using the Web based configuration interface see Section 2 9 11 Creating Distribution Lists and assign them a distribution list number Otherwise the distribution lists are set up for you by the system administrator A31003 82330 B690 2 7619 January 2003 3 2 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 1 4 Referral Extension You can define a referral extension Callers who are forwarded to
80. to invite you for a meeting at 2PM SI Geetings from Testuser 1 Las Body of message Default Sans 10 None 2 Office SL 4 Write your message and click the Send button to send the message immediately A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 81 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 10 Synchronizing Read Unread Marks You can synchronize the read or unread status using the Xpressions server in the Settings Unified Messaging menu via the Synchronise read marks or Synchronise unread marks menu items Use the mouse to highlight the read or unread message and then select the relevant menu item 2 7 11 Using Telephony Functions Under Lotus Notes The relevant party can be dialed directly from Lotus Notes The party to be called can be se lected from the Lotus Notes address book 2 7 11 1 Making a Telephone Call Perform the following steps to make a telephone call using the dialer 1 Start the Lotus Notes e mail client 2 Youcan start the dialer via the Dialer menu item in the Actions Unified Messaging menu Unified Messaging CTI Lialer Number E Telefon status lt empty gt IDLE Address Books Personal Adress Book Shortcuts Dial CTI Actions 3 Enterthe call number of the party to be called in the Dialer entry field or select a call num ber from the Lotus Notes personal
81. with MS Outlook Internet Operation All messages that you create and send using Microsoft Outlook Express are normal e mail messages The HiPath Xpressions server can route your e mail message fax message or short message to a distribution list fax device or mobile telephone using a special addressing procedure 2 4 4 1 Routing Messages to HiPath Xpressions distribution lists The personal distribution lists defined using the Client Assistant and the public distribution lists provided by the system administrator can be entered as recipient addresses Please refer to Section 2 9 11 Creating Distribution Lists for information on the correct addressing of mes sages routed to HiPath Xpressions distribution lists 2 4 4 2 Fax Messages All e mail messages that you send via the HiPath Xpressions server to a fax address are re ceived by the recipient as fax messages Please refer to Section Fax Mail Service for infor mation on the correct addressing of messages to fax addresses 2 4 4 3 Routing Short Messages to a Mobile Telephone SMS All e mail messages that you send via the HiPath Xpressions server to an SMS address are received by the recipient as short messages Please refer to Chapter 5 Short Message Ser vice SMS for GSM for information on the correct addressing of messages to SMS addresses A31003 82330 B690 2 7619 January 2003 2 18 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E
82. you e Call forwarding of your telephone You can use any telephone to control the call forwarding of calls to your extension provided the system administrator has enabled this feature You can also configure call forwarding to your mailbox in a number of simple steps A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 21 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail To set the answering options Dial your own mailbox see Section 3 2 2 1 Dialing your own Mailbox Push 8 in the main menu see Section 3 2 3 Options in the Main Menu The menu for changing the answering options is played Changing the personal greeting In the main menu push 8 to access the answering options In the menu for changing the answering options push 1 Change alternative greeting push 1 or change greeting indicating that extension is busy push 2 or change greeting for internal callers push 3 or change greeting for external callers push 4 or eJ amp J 3 e EJ Be change after hours greeting push 5 The following options are available if you selected one of the five greeting categories provided Selecting a personal greeting or a system greeting as a personal greeting Change personal greeting push 1 The system prompts you to enter the greeting number after you have pushed 1 gi Enter the number of the personal greeting HH You now ha
83. you click on the attachment with the graphics file thus displaying the fax The graphics file displays the fax If JPEG is set as the graphics format Netscape Messenger will display the fax directly in the message window 2 2 4 Sending Messages with Netscape All messages that you create and send using Netscape Messenger are normal e mail messag es The HiPath Xpressions server can route your e mail message fax message or short mes sage to a distribution list fax device or mobile telephone using a special addressing procedure 2 2 4 1 Routing Messages to HiPath Xpressions Distribution lists The personal distribution lists defined using the Client Assistant and the public distribution lists provided by the system administrator can be entered as recipient addresses Please refer to Section 2 9 11 Creating Distribution Lists for information on the correct addressing of mes sages routed to HiPath Xpressions distribution lists 2 2 4 2 Fax Messages All e mail messages that you send via the HiPath Xpressions server to a fax address are re ceived by the recipient as fax messages Please refer to Chapter 4 for information on the cor rect addressing of messages to fax addresses A31003 S2330 B690 2 7619 January 2003 2 6 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Netscape Messenger 2 2 4 3 Routing Short Messages to a Mobile Telephone All e mail messages that you send via the HiPath Xp
84. your HiPath Xpres sions mailbox Please refer to the operating instructions for your telephone or PABX for infor mation on how to set up these functions Your system administrator will tell you which numbers you must set as the call forwarding destination 1 5 User specific data This section provides you with an overview of all important user specific or system specific da ta You will always have an overview of all important settings at hand if you note down all of the relevant data here Your system administrator will give you the information you need 1 5 1 Telephone system data Number for call forwarding voice service service access number for forward access Number for call forwarding fax service 1 5 2 Data for telephone access via PhoneMail Dial own mailbox service access number for direct access Dial external mailbox service access number for guest access Service access number for callback access Service access number for universal access A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 1 3 Unified Messaging with HiPath Xpressions User specific data 1 5 3 Data for telephone access via VMS Dial own mailbox service access number for direct access Dial external mailbox service access number for guest access Service access number for callback access Service acce
85. your Mailbox with PhoneMail Deleting recipient numbers Push 6 The system now prompts you to enter the extension number or distribu tion list number to be deleted am Enter the recipient s number Conclude the entry by pushing the pound key You can now delete an additional recipient number or D Enter the name of the recipient by selecting the letters that are assigned to the number keys Conclude the entry by pushing the pound key You can now delete an additional recipient name or Cancel the function and continue 3 2 3 3 Checking Recipient Numbers Push 9 The recipient numbers are now announced Cancel the function and continue A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 17 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 3 4 Recording and Sending Messages You can record voice messages and send them to other users To record messages Dial your own mailbox see Section 3 2 2 1 Dialing your own Mailbox Push 1 in the main menu see Section 3 2 3 Options in the Main Menu to record messages A recorded announcement prompts you to start recording the message after you hear the beep Push 1 a second time if you want to skip the announcement and hear the beep for recording the message Record the message Control and correction options are available during the recording of the message see Section
86. 0 0 0 0 0 0 0 jJ Description Originator Additional originator information which should be included in the send form can be entered here Click the button to import existing address book entries into the fields Signature If you have configured an address signature in the Lotus Notes e mail client you can insert it in your fax message You must enter the file names in this tab Cover Page Here you can set whether a Lotus Notes or an Xpressions system fax cover page should be used Search Here you can specify the address book fields in which originator infor mation for the send form should be searched for Options This tab contains settings for the send form s margin and reply ad dress A31003 S2330 B690 2 7619 January 2003 2 66 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 1 3 Unified Messaging Settings Status Replication ok Activated Yes for forms Memo MRS Memo Reply Notice Repl Doc Yed y without form Repl Doc without form Description Status This tab displays the inbox replication status Activated Yes or No and the masks for which an inbox replication is performed Replication Here you can set the server and database with which a replication should be performed A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 67 Mailbox Processing on the PC an
87. 03 0 10 HiPath Xpressions V3 0 Operating Manual Unified Messaging with HiPath Xpressions Overview 1 Unified Messaging with HiPath Xpressions 1 1 Overview HiPath Xpressions is a mail server for unified messaging HiPath Xpressions integrates all mail services for voice mail fax mail e mail and the short message service SMS A non service specific mailbox is set up for every user Each user can be assigned a personal e mail address and a personal fax number for the receipt of mail in this mailbox The user s telephone number and GSM number are valid numbers that are used to leave voice messages in the user s mail box This mailbox can be accessed through a networked PC or through a telephone The mailbox can be maintained from any telephone or any PC with Internet access Every user in the office can be alerted to the arrival of new messages on the telephone by means of the mailbox LED or an acoustic signal Users en route can be alerted via SMS or pag er The HiPath Xpressions server can be used as a mailbox server or as a gateway to other mail Systems The various formats are automatically converted on the server provided the HiPath Xpressions server has been installed This means that incoming messages of a particular service can be forwarded to other services provided the data conversion process is feasible The following data conversions are permitted for example e lext to speech TTS e MS Office documents Word Ex
88. 1 Listening to Re trieving Messages Correction options are available when you are playing Outbox messages see Section 3 2 3 2 Options available when listening to Outbox messages During the recording process You can control and correct the recorded message during the actual recording process The following options are available while the message is being recorded Pause recording process push the star key Resume paused recording process push 1 C G E Pause delete and repeat recording process push the star key 6 and 1 in succession Pause delete and cancel recording process push the star key 6 and the pound key in succession Pause recording and check recorded message push the star key 7 and 3 in succession Pause recording and listen to last eight seconds push the star key 7 and 8 in succession 3 2 4 Selecting the Send Options Once the message has been addressed to every recipient you can send the message using special options The following options are available Following entry of recipients push 3 to select the send options The following options are available multiple selection possible if you set the special send op tions request Receipt or read receipt push 1 or mark message as private push 2 or mark message as urgent push 3 or SONB request future delivery push 4 or confirm the send options and release the outbox message A31003 S2330 B690 2 7619 January
89. 2 42 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions File Send To Mail Recipient as Attachment This example applies to Office 2000 For older versions of Office use only File Send To gt E mail recipient The standard form for messages opens and the document is added as an attachment Enter the fax number in the recipient field Extensions interprets the number as a fax number and the message is sent as a fax message if you click the Send H button taj Document1 Microsoft Word E Bme Eile Edit wiew Insert Format Tools Table Window Help Mew Ctrl M Open Ctrl O Ba iA E31 100 2 2 Times New Roman 12 2 Li Save Chrl 5 Save s Save as Web Page Versions Web Page Preview Page Setup Print Preview e Print Ctrl P Send To Properties fre Mail Recipient as Attachment B Mail Recipient HE Routing Recipient 1 Word Document Exchange Folder Online Meeting Participant en Fax Recipient scribed here This can be configured in Internet Explorer under Internet Options Program Files Note that form letters are not supported MS Outlook must be set as the standard e mail program to use the functionality de A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 43 Mailbox Proc
90. 2 9 8 5 Caller options You can offer callers options for categorizing their messages Callers can highlight messages as urgent e Click the checkbox for the desired options The activated options are marked with a check mark see screenshot on page 127 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 121 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 8 6 Mobility number The Mobility number function allows you to define forwarding options that can be activated by the caller via phone keys Forwarding can be used for both internal and external destinations or to trigger an action such as switching to another mailbox or granting callers call back access access to their mailbox Forwarding can be set up with different variants actions with each call forwarded being as signed its own phone key ranging from O to 9 as well as and Your voice message should inform the caller of the appropriate phone key This must be recorded as a special greeting If the caller pushes the pre defined phone key after listening to your greeting the call is forwarded using the specified action You can also define various actions for multiple forwarding and make them available to the caller Configured forwarding options and their destination numbers are displayed in the Number field The corresponding phone key is displayed under Reachable with key s Existing forwarding configurations can be quic
91. 2003 HiPath Xpressions V3 0 User Manual 3 19 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Selecting the send options for future delivery The following additional options are available if you marked a message for future delivery request once off future delivery push 1 or request multiple future delivery push 2 You now have the following options re send message every week push 1 or re send message every month push 2 You will be prompted to enter the month or the day of the week and the time if you selected one of these three options once off weekly or monthly delivery EL enter the month or day s of the week and the time and confirm your en tries by pushing the pound key enter the current month day of the week or the time push the pound key confirm the entered date or time push the pound key The following options are available once you have completed the time entries re enter the send options for future delivery push 1 or listen to the set send options push 9 or confirm the send options for future delivery and release the outbox message 3 2 4 1 Changing Answering Options You use the answering options to define how calls that are forwarded to your mailbox are han dled Calls are forwarded to your mailbox if your extension is busy or if you do not answer the call your system administrator must have configured this option or if you have progra
92. 3 0 User Manual 2 79 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 7 Record a voice message and push the Send button to send a voice mail immediately You can assign additional send parameters via the Delivery Options and Tools buttons prior to sending the voice mail see Section 2 7 2 2 7 9 Sending Voice Mails Using Lotus Notes E Mail Client If Lotus Notes e mail extensions are not installed you can also send voice mails using the nor mal Lotus Notes e mail client Instead of entering an e mail address you must enter a special address format XPR Lotus Notes address in the To address line 2 7 9 1 Setting up an XPR Lotus Notes Address An XPR Lotus Notes address sets up connection between the Lotus Notes e mail system and the HiPath Xpressions system To send messages comprising different formats for example fax SMS from Lotus Notes to the Xpressions system Lotus Notes addresses Xpressions via an external domain An Xpressions Lotus Notes address must therefore be set up so that it not only holds the user information user name or telephone number but also names the message format used and the external domain The following address format is used lt Benutzer gt lt Nachrichtenformat gt lt fremde Dom ne Unique user information such as a telephone or fax number is entered in the user address part The following services are available in Xpressions for the message form
93. 3 2 3 4 During the recording process You will hear a beep 10 seconds before the recording process is con cluded Any pauses at the start or end of the recorded voice message are de tected by the system and deleted E L Once the message has been recorded wait or push the star key and then push the pound key T i B Enter the extension number of the recipient and conclude the entry with the pound key or H E Enter the name of the recipient by selecting the letters that are assigned to the number keys and conclude the entry by pushing the pound key E Release the Outbox message without special send options push the pound key again The message is sent when you terminate the connection to the mailbox 4 o Select the send options and release the Outbox message push 3 The message is sent when you terminate the connection to the mailbox or Cancel the function and delete the recorded message push 6 After you have sent a message to the Outbox you can listen to this message again re record this message if required add delete and check recipient numbers and change the send op tions again before you disconnect the mailbox connection A31003 82330 B690 2 7619 January 2003 3 18 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail To do this retrieve the messages stored in your mailbox see Section 3 2 3
94. 44 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 9 6 Viewing Fax Messages If you receive a new fax message it is displayed in your inbox with a fax icon amp 3 If you open the message the fax form opens and the Fax tab sheet is displayed The first page of the fax message is shown in the page view on the tab sheet You can print amp or save ll the fax mes sage Rotate the current page towards the left 8 or right H or zoom in amp or zoom out amp and scroll to the previous or next page amp 31 page s received Xpressions450 Fax Plain Text m x File Edit view Insert Format Tools Actions Form Layout Help So Reply f Reply to Al Qf Forward y x w 3 B Essi From e mail address HiPath Xpressions Sent Tue 2 5 2002 5 28 AM simply communicate Ta e mail address ize I Subject 31 cadets received sa aa aa ojo a 2 6 HiPath Xpressions Outlook Extensions The HiPath Xpressions Outlook Extensions are extensions for Microsoft Outlook The exten sions are available in three versions e Basic e Entry e Standard The HiPath Xpressions Basic Outlook Extensions are extensions for Microsoft Outlook 97 Outlook 98 and Outlook 2000 The CTI functionality is limited to the simple setup of a connec tion to the required user no TAPI A31003 S2330 B690 2 7619 January 2003 HiPath Xpress
95. C access 1 4 for telephone access 1 3 of telephone system 1 3 Data formats 1 1 DCX 1 1 4 2 Default edit options 3 76 Default fax device 2 142 3 3 Default output devices 2 142 Default printer 2 142 3 3 Dialing an external mailbox 3 7 3 33 3 43 Z 1 Index 3 78 Dialing your own mailbox 3 7 3 43 Direct access 1 3 1 4 3 7 3 8 83 43 3 44 Display suppression 3 1 Distribution lists 3 62 use on the telephone 3 2 3 4 Domain address 1 4 E E mail 1 2 E mail address 1 4 Explanation of symbols 3 2 F Fax addressing 4 4 Fax Cover 4 1 Fax Display 4 2 Fax format 4 2 Fax Logo 4 2 Fax mail 1 2 4 1 Fax on Demand 4 5 Filters for playing back messages 2 123 Forward access 1 3 3 7 3 34 3 43 3 80 G Generic greetings 3 74 Greeting only 3 23 3 76 Greetings deleting 2 141 editing 2 140 GSM 5 1 Guest access 1 3 1 4 3 7 3 33 3 43 3 78 H Help 3 5 I Image file 1 2 Import from Internet Mail 2 63 Importing the address book into Netscape Messenger 2 7 into Outlook 98 Internet Access 2 19 into Outlook Express 2 14 Inbox server 1 4 J JPEG format 1 1 4 2 L Language selection 3 33 Login 2 112 Lotus Notes client address format 2 80 address signature 2 66 alias domains 2 65 blind carbon copy 2 69 dialer 2 82 fax cover page 2 66 2 70 inbox replication 2 67 playing back voice messages 2 78 read confirmation 2 70 recording voice messages 2 77 retrieving fax messages 2 72 send priority 2 70
96. Extensions Delivery Options Description Priority Low Normal High Various options are available for assigning a content priority to a fax message Priority is set to Normal by default Return receipt You can activate the Return receipt option to receive e mail confirmation that the recipient has read the fax message Delivery Report None Only on error Con firm delivery Track entire path This option selects the propagation event for which a delivery report should be created The default setting is Only when er ror You will receive the delivery report by e mail Send priority Low Normal High Various options are available for assigning a send priority to a fax message The send priority is preset to Normal Send Date Specify a send date here if you do not want to send the fax message immediately You can enter a date in the entry field in the DD MM JJJJ format for example 24 12 2001 or you can select a date from the calender using the a button Send Time You can allocate a time for sending the fax message here You can enter a time in the entry field in the HH MM format for ex ample 12 15 or you can select a time from a time list using the button Reply address Cover Page Options If you wish to use a different reply address than your own you can select an address here Your address is then not entered in the fax message originator field but rather the add
97. FOFWardlhiQ pace ee tens oa OE Rue EN E RGDEGUCE A RA XE ERR 2 124 2 9 10 Configuring Notifications llli 2 126 2 91 Creating Distribution ISIS gt wankers tte Dice des Ru a eerte 2 131 2 9 11 1 Creating a Private Distribution List 0 000 eae 2 132 2 9 11 2 Editing Distribution Lists 0 00022 eee 2 132 2 9 11 3 Deleting a Distribution List 0 2 002 2c eee 2 134 2g T2 Nee FONG Neto ds wp cence ack aaah Sica pes asad Sida oe i S oun rt a Gerace aioe eae ud 2 135 2913 Time POMES enri ace bee Coke aed eee EITEPOaR eee ee EE Ded 2 136 2 9 14 Creating Recordings ex eeu Se ait a oe Go RUE ERES 2 138 2 9 14 1 Personal Name Recording 000 0c eee eee 2 139 2 9 14 2 Creating and Editing Personal Greetings liliis 2 140 2 9 15 Default Output Devices 1 529 448 a er TERI A E ed diee aren A Rt 2 141 2 9 16 Switching to the WebClient llle 2 142 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail 3 1 SBEECuIDEC MP 3 1 3 1 1 Preparations on your Telephone PABX cse 3 2 3 1 2 Explanation of the Symbols liliis 3 2 9 9 IDISIBDUlOE SIS 424 3 54 bed Bw ela k Ulu e eo owe hee UE geen ei 3 2 3 1 4 Referral Extension 0 00 ce eee eee ene 3 3 3 1 5 Cd seorsa ata e eE Ta 4 a a Hike Oe eG a ee Oe ee wee ee 3 3 3 1 6 Default Fax DeviCe iii dudo eee A eR OAS OPA RAS OM eR Ea aS 3 3
98. Fax on demand window opens Now click the button that contains the name of the requested fax on demand remote station The number of the remote station is transferred to the Phone number field at the lower edge of the window At the same time the Retrieve field to the right of this field is enabled Phone number 43 83 722 12345 Wl By clicking Retrieve 4 the indicated number is dialed thus triggering the fax retrieval A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 51 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 11 Voice Messages You can open a form for creating a new voice message by clicking the New Voice Message 43 button in the toolbar Enter the recipient s e mail address in the recipient field Basic By clicking the Start Record button the recording starts and you can speak your voice message into the microphone By clicking the Send zi button the voice message is sent Untitled Xpressions450 Voice Plain Text E D B x Edit View Insert Format Tools Actions Help send A B I Options E 3 HiPath TAE Simply communicate HET Subject gt f KIKICA oni BE ft Rh A31003 S2330 B690 2 7619 January 2003 2 52 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Entry that you can only record a voice
99. M therefore reduces costs e Two GSM 900 networks are supported in each country These are D1 Telekom and D2 Vodafone in Germany and A1 and A max in Austria e An SMS message may be up to 160 characters long Your system administrator can con figure the way in which your system handles messages that exceed this length a the message is not sent b only the first 160 characters are sent C only the first line is sent d all lines up to the first blank line are sent e combination of b and c f combination of b and d e Approximately 300 messages can be sent per hour for every connected transmitter e Special characters are permitted in the message Some special characters may be trans ferred incorrectly depending on the service center selected A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 5 1 Short Message Service SMS for GSM Sending Short Messages to GSM Users e The network operators normally save SMS messages for up 48 hours if the mobile phone user cannot be reached Notes There is no guarantee that an SMS message will reach the recipient The service centers may send a positive confirmation signal even if the recipient number does not exist Reply messages from mobile phone users are not supported in this version of SMS for GSM 5 2 Sending Short Messages to GSM Users This section describes how to use your mail software to send SMS messages to mobile phone users
100. Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 8 5 Opening Message Attachments Messages sent to your mailbox can contain various attachments files In the case of fax mes sages these are the pages displayed as images and in voice mails they are sound files con taining a message The fax pages are automatically displayed by the WebClient and you can use the mouse to open and play the audio files In addition to these files you can receive a variety of other message attachments These are files of different formats Your PC s configuration and the programs installed determine whether and how you can open view or edit these files You can open and view some image file formats for example GIF or JPEG using the browser Please contact your system administrator if problems should arise with message attachments 2 8 8 6 Forwarding Messages Incoming messages can be forwarded as often as desired The same options and limitations for sending messages apply to forwarding messages see Section 2 8 5 1 Click the Forward icon in the Action column The message selected is displayed on the New message page 2 Enter the recipient s e mail address phone or fax number in the To text field 3 If necessary change the selection in the Send as list field Note the limitations for the re spective message type 4 ClickSend You will be notified if the transfer to the server was successful 2 8 9 R
101. Mailbox with PhoneMail The system prompts you to enter the mailbox deputy number if you have pushed 1 Enter the mailbox deputy number and confirm your entry with the pound key or Enter the name of the referral extension by selecting the letters that are assigned to the number keys and confirm your entry by pushing the pound key OE LIED D LEE D LIBI OEC OEL Defining the call forwarding settings In the main menu push 8 to access the answering options O fe In the menu for changing the answering options push 7 You now have the following options Change the call forwarding destination push 1 or Enable call forwarding on Xpressions push 4 or Disable call forwarding push 6 or DGGE Cancel retain any call forwarding settings push the pound key The system prompts you to enter the call forwarding destination if you have pushed 1 Qn Enter the call forwarding destination and confirm your entry by pushing LEM I the pound key or You can also define external call forwarding destinations if your system administrator has en abled this option To do this dial the trunk seizure code normally O in front of the telephone number 3 2 4 2 Changing Mailbox Options You can customize your mailbox You can change your mailbox options in your personal set tings if you have access to these settings via the Web based configuration interface see Sec tion 2 9 Client Assistant These settings include e Priva
102. O number of your company Please consult your system administrator if you do not know the access number Mis Enter your own telephone number Conclude the entry by pushing the pound key Enter the number of the telephone at your workstation and not the num Mis Enter your own name by selecting the letters that are assigned to the number keys Conclude the entry by pushing the pound key E Enter your personal password Conclude the entry by pushing the pound key You can use the callback access service if you dial the mailbox from your mobile telephone see Section 3 2 8 Using the Mailbox with the Mailbox Key Callback Access The most practical option is to store the access number for the callback access service in your mobile phone ad dress book Dialing your own mailbox from a mobile phone Callback access Enter the service access number for the callback access service includ ing the CO number of your company Please consult your system administrator if you do not know the access number LIBI OE Eaa Enter your personal password Conclude the entry by pushing the pound key Tip Activate the notification function see Section 3 2 4 2 Setting notifications An SMS message will then be sent to your mobile phone each time your mailbox re ceives a new message A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 37 Mailbox Processing on the Telephone and the Voice M
103. O27 MEMONMIACSINCIONS 0 oa SIDE 00 a ov Ch Rhee o bete Be Cee EUS a 3 3 3 1 8 Additional Features in VMS 0 0 00 eee eee 3 4 3 1 8 1 Direct Callback Connection with the Originator of aMessage 3 4 3 1 8 2 Broadcast Call Broadcast Message 0 0 ee 3 4 3 1 8 3 Private and Public Distribution Lists 0 000200 eee 3 4 91 9 User Prompls 1424493 ie RacES ROW ESPERA doeq ie dese 3 5 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual 0 7 Contents 3 1 9 1 Repeating System Announcements llli llle 3 5 3 1 9 2 Requesting Help PhoneMail lille 3 5 9 1 9 9 IDCOFTe c EMES uz fe varie 4 pee Ie RES eee C REG or T Ee 3 5 3 1 9 4 Terminating the Connection liliis 3 6 3 1 9 5 Returning to the Main Menu VMS 0 000 eee eee 3 6 3 2 Operating your Mailbox with PhoneMail llle 3 7 SN Mee e n in li aeaa aah asks Scena lew uated Gow Sule Gs ay oh UU TIME 3 7 3 2 2 Using your own Mailbox Direct Access 0 0 0 ees 3 8 3 2 2 1 Dialing your own MallbOx fae oe eee RR ona RR me EO Eye E ales 3 9 3 2 3 Options in the Main Menu 0 0 rn 3 10 3 2 3 1 Listening to Retrieving Messages 00 0 cee eee eee 3 11 3 2 3 2 Playing Back Messages 0 02 cece es 3 12 3 2 3 3 Checking Recipient Numbers 0 cece eee eee eee 3 17 3 2 3 4 Recording and Sending Messages 00
104. SIEMENS HiPath Xpressions Unified Messaging User Manual This manual describes the entire function range of HiPath Xpressions The modular design of HiPath Xpressions means that all functions may not be installed on your system The functions described in this manual therefore may not be available Please ask your system administrator if you would like to find out which functions are installed on your system Contents Contents 1 Unified Messaging with HiPath Xpressions 00000 cee eee 1 1 Wet OVEM EW deaur ecee hb Died flu cat NATA anb PN due Oem uito d S aati ghee o srt ux 1 1 1 2 Differences Between E Mail Voice Mail and Fax Mail eese 1 2 1 3 HiPath Xpressions Unified Messaging User Manual 022 0005 1 2 1 4 Preparations on Your Telephone PABX lesen 1 3 1S User specitic Cata 15 vee sm di tpe ote Noto Oc n ate Se Bo oe d ale RR wipe o WA ac 1 3 1 5 1 Telephone system data llllll elle 1 3 1 5 2 Data for telephone access via PhoneMail 0 000 cee eee eee 1 3 1 5 3 Data for telephone access via VMS 0 0 ee 1 4 1 5 4 Dalir PC Bebes lt ni icdueiadeesi eiteshetates fetis Rei ce 1 4 2 Mailbox Processing on the PC and the E Mail Service 2 1 2 1 HiPath Xpressions Client llli 2 2 2 2 Netscape Messenger 02 eee eee 2 2 2 2 1 System Requirements riora hha ee dea ee beh hed Bee deed RR RC 2 2 2
105. Scroll the available distribution lists Push the star key Edit distribution list Push 4 Scroll address list Push the star key Delete selected number Push the pound key Quit process Push 4 Remark Once you have completed this entry a mode that allows you to select ad ditional distribution lists for playback or editing is reactivated or Cancel the entire process and return to the main menu Push O and then push the star key To delete whole distribution lists Scroll the available distribution lists Push the star key Delete the selected distribution lists Push the pound key or Cancel the entire process and return to the main menu Push O and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 65 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 2 9 Answering Machine Functions Shortcut You can use this function to specify how the server should respond to calls You can set one of your personal greetings here or you can record a new greeting Note You can only use this menu to configure the answering machine functions The settings defined here apply to all callers Alternative greeting You must set all other answering ma chine options in the Special Functions menu see Section 3 3 2 11 Special Functions You can access the menu for configuring the answering machine functions by pu
106. Voice Mail Service Operating your Mailbox using VMS the language setting the name greeting the referral extension the mailbox deputy the info service number assignment of greetings to answering mode the answering mode accept messages mode or info greeting only setthe notification feature setthe playback options e edit your private distribution lists e create a broadcast call or broadcast message e record dictations e set up a connection to another user or to the switch 3 3 2 2 Dialing your own Mailbox You can dial your own mailbox from your own telephone and from any other internal or external telephone of your choice If you are dialing your mailbox via the public telephone network dial the CO number of your organization first followed by your service access number I Enter the service access number for the direct access option Enter your PIN and confirm the entry by pushing the star key LIS LI D CEOL E or If you entered the incorrect PIN OE OEC OEL delete the entire entry by pushing the pound key and then re enter the PIN if necessary Enter your personal password Confirm the entry by pushing the star key LT or If you entered an incorrect password Mis Delete the entire entry by pushing the pound key and then re enter the correct password A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 45 Mailbox Processing
107. X Network connection HiPath Xpressions simply communicate Under Network connection specify whether your PC is connected to the server over a mo dem Dial up or over a local network LAN In During startup of Microsoft Outlook specify whether the dialog should be displayed or not displayed at every start A31003 S2330 B690 2 7619 January 2003 2 32 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 4 2 Basio Options 7 x Playback voice messages via HiPath Xpressions Simply communicate QD C Sound system cach s Phone User information e Phone number my phone number Server information ee Server my spressians450 server Client Assistant mv Client Assistant E Mail System Exchange Internet Define whether incoming voice messages are to be played back using your PC sound system or on a telephone by selecting one of the option buttons under Playback voice messages via Under User information enter your phone number in its international format In the Server field enter your HiPath Xpressions server s name In the Client Assistant field enter your Client Assistant s URL For E Mail System indicate whether you are using Exchange mail operation or Internet mail operation 2 6 4 3 Entry Phone Number Your phone n
108. Xpressions Client Assistant The configuration interface Ld d DIR 4 D Personal settings a User data Voice Mail System settings Forward Access menu Notification Printer for carbon copy No copy TESTUSER 1 Default output devices Distribution lists Default printer No printer Fax forms Number of default fax device internal only Time profiles Recordings Save Default output Seve devices Link to VVebClient SIEMENS amp Done 558 Dun 4B Internet a A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 141 Mailbox Processing on the PC and the E Mail Service Client Assistant Prompt Description Printer for carbon copy The network printers that were configured in HiPath Xpressions are listed here If incoming faxes are not to be automatically out put to a printer select No copy from the list box To activate the automatic output option select a printer from the list box Default printer Select the network printer on which your incoming fax messages are to be printed This printer will be activated if you output a fax or e mail message to your default printer via the telephone user interface Number of default fax de Enter the call number of the fax device that was configured on vice internal only your PABX as your default fax device This fax device is activated if you output a fax to your default fax device via the telephone user int
109. Z A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 119 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 8 1 Changing the Telephone Password PIN You can change your telephone password PIN for access to your voice mailbox All digits from O to 9 can be used The password itself must have at least four digits unless your configuration differs from the standard one The password cannot contain more than 23 characters The password is checked for Password length too short or too long Invalid characters letters or special characters String of a constant number such as 444444 Ascending or descending number string such as 12345 or 654321 Contains own telephone or voice mailbox number Contains a vanity number PIN was already used at an earlier time PIN is the same as the default PIN Changing a password 1 Click the Change button A new window opens Enter your current password once and the new one twice 3 Click the Save button The window will be closed and your new password is immediately valid 2 9 8 2 Selecting the Voice Mail System You can select between PhoneMail and VMS via the Active voice mail system list field pro vided two voice mail systems are available on your HiPath Xpressions system You can find in formation on how to operate your voice mail via a telephone in Chapter 3 Mailbox Processing on the Telephone and t
110. a 2 89 2 8 5 2 Inserting File Attachments 000000 ee 2 90 2 8 5 3 Selecting File Attachments 00 2 92 2 8 5 4 Deleting File Attachments 0002 eee es 2 92 2 8 5 5 Sending Messages ccc eee eee 2 93 2 0 5 Faxom BEMAN accor toig tabe ntt dh pd To oo ue ar ORC Ed ores 2 93 2 5 7 XOT MOINS 3c vates ed EH actin eret ceca dna aoe e iem it Sape pale le Lad et 2 93 2 8 7 1 Checking the Send StatuS 0 0 cee 2 94 2 06 72 GNANGING oblig ihe hie be eee AA rri tet eS oom uk os 2 95 2 8 7 3 Sending Messages to Additional Recipients 2008 2 95 2 8 4 Deleting Messages i s dose ke RR ERR d RS ER REX NU PEE 2 95 2 8 8 Receiving Messages Inbox 2 0c cee eee 2 96 2 8 9 OMAN GING SONNO s 29 doa eaae dear a ipta ae ER dea Oe ee ae eS oe toa 2 97 2 8 8 2 Reading Text Messages 2 0 c cee es 2 97 2 8 8 3 Reading Fax Messages 0 2 eee es 2 98 2 8 8 4 Listening to Voice MessageS 002 ee eee ee 2 99 2 8 8 5 Opening Message Attachments llli llle 2 100 2 8 8 6 Forwarding Messages 2 0 cece eee 2 100 2 8 9 Replying to Messages 0 2 cece es 2 100 2 8 9 1 Replying with the Original Message 00 cece eee eee 2 101 2 8 9 2 Replying without the Original Message lilii ellen 2 101 2 8 9 3 Deleting Messages 2 eee eee 2 101 2 0 10 1 DUOLPIS n usan
111. a Private Distribution List 1 Enter the desired group name in the Create new list field 2 Click the Create private list button The new distribution list is created and displayed in the overview The newly created distribution list is still empty Now you can create further non specific distribution lists or you can edit the new distribution list by specifying the members and oth er details 2 9 11 2 Editing Distribution Lists 1 Click the name of the distribution list whose definition you want to edit A new page opens E Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help eBak 9 A Qsearch jFavorites History ES amp User mode Xpressions Client Assistant The configuration interface b za em Personal settings User data Voice Mail System settings Forward Access menu Notification Display name ftestgroup Save name Distribution lists Testuser 1 Logout Help Private distribution list Fax forms Alternate list name numeric Save alternate name Time profiles Delete Recordings List name recording Recording Default output devices Sort users Sort by user ID Sort Link to WebClient SIEMENS List members ae users lt lt ADMINISTRATOR Administrator GUEST Guest POSTMASTER TESTI Testuser 1 TEST Testuser 2 TEST3 Testuser 3 TESTA Testuser 4 TESTS Testuser 5
112. ace at amp B Internet The procedure for composing messages is always the same irrespective of the message type The system automatically converts the text that you enter into a format suitable to the message type E mail E mails are not subject to any limitations and are sent as normal unformatted text Fax Fax messages are converted by the system into fax format and then sent SMS A maximum of 140 characters can be used in SMS messages Any additional charac ters will be deleted during dispatch The WebClient displays the number of characters in the Length of SMS message field A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 89 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient Voice Voice mails can also be entered as text The system then converts the text into an au dio file WAV file format This audio file is played back once the telephone connection with the recipient has been established selected from the Address Type list field An error occurs if an incorrect com bination is used for example e mail to a telephone number or voice mails to a fax connection and the message is not sent e Whencomposing messages make their subject as meaningful as possible The subject is displayed on the Sent Items page and enables you to quickly recog nize the message there When e mails are sent the subject goes with the mes sage e Always
113. ack Rewind the dictation by 10 seconds Rewind to the start of the dictation d Rewind the dictation by x minutes Status report play back position in the dictation Fast forward the dictation by 10 seconds Fast forward to the end of the dictation i Fast forward the dictation by x minutes Jump to any position in the dictation Enter the position mmss entry format minutes seconds LLET Ci LET Confirm entry Delete entry Disable user prompts Cancel dictation recording and start delivery Delete dictation Cancel the entire process and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 89 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Edit distribution list Select type of distribution list to be used for distributing messages Open Distribution lists menu Select private distribution lists Select public distribution lists Cancel the entire process and return to the main menu The following user inputs are permitted once you have selected the relevant distribution list Create new distribution list Scroll available distribution lists Reverse playback direction last distribution list first Reverse playback direction again first distribution list first Cancel the entire process and return to the main menu Create new distribution list push 1 Key sequence Function pss Enter a code number for the new distri
114. ag Ox ACRI diete 2 41 2 6 9 1 Sending a Fax Message to a Contact 0 0 eee eee 2 42 2 6 9 2 Sending a Fax Message to the Originator of a Message 2 42 2 6 9 3 Sending a Fax Message from the Exchange Address Book 2 42 2 6 9 4 Sending a Fax Message from other Microsoft Office Applications 2 42 2 6 9 5 Sending a Fax Message From Your Workstation s n 2 44 2 6 9 6 Viewing Fax Messages 2 2 cee ee eere 2 45 2 6 9 7 Answering Forwarding a Fax Message with Annotations 2 47 2 16 V0 Faxon Deman eine are mur ae hee eae Ga oem Pe yee Soe eU dei aso Ss eee ae 2 49 2 6 10 1 Specify Modify Remote Station 0 0 0 ees 2 49 2 010 2 JAREINEVING a eX tae he Ed qusc bet perd it ud Opa TAS e Op gr hele 2 51 2 5 11 xVolce MeSSages iouis utens ROS ER dct ER Ra LIEU E gC dy RON Re 2 52 A31003 S2330 B690 2 7619 January 2003 0 4 HiPath Xpressions V3 0 Operating Manual Contents 2 6 11 1 Sending a Voice Message to a Contact 000 ee eee eee 2 54 2 6 11 2 Sending a Voice Message to the Originator of a Message 2 54 2 6 11 3 Sending Voice Messages from the Exchange Address Book 2 54 2 6 11 4 Playing Back a Voice Message 00 00 cee 2 55 2 6 11 5 Forwarding a Message with a Voice Comment L 2 57 2 56 12 Addes S BOOK 19399 19 4 SS urit BOR oai actu aiu o a pads 2 59 20 13 Clen ASSISA si cad Sen G
115. ail Service Voicemail Operating your Mailbox with PhoneMail 3 2 10 A Quick Reference Guide to the Menus and Key Sequences The following lists contain the key sequences that must be pushed to use mailbox functions Retrieve listen to messages Key sequence Function Retrieve listen to messages messages are played During the playback of a message l Output fax message e mail to the default printer Output fax message e mail to the default fax device Output fax message e mail to any fax device Pause message playback go directly to message Jump to message header of previous message Jump to message header of next message Pause message playback Resume paused message playback Jump to message header of next message Pause message playback save message Pause message playback delete message Play back message details Jump to message header of previous message Pause message playback repeat message playback Pause message playback repeat message header playback Pause message playback play back part of the message Pause message playback jump to next message category Noe NJ Pause message playback fast forward to the end of the message Pause message playback fast forward in the message S 9 9 63 6 59 63 63 8 8 6S Ho EJ 9 E 9 8 E A31003 82330 B690 2 7619 January 2003 3 38 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your
116. al functions in main menu Push 8 Enable or disable call forwarding Push 0 and then push 8 Enter forwarding number and enable call forwarding Push the star key Enter the call forwarding number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the call for warding number immediately afterwards Disable call forwarding Push the pound key or Cancel the entire process and return to the main menu Push 0 and then push the star key Setting a greeting for call forwarding CF Setting a greeting for call forwarding allows you to define what happens to calls that are re di rected to your mailbox If you have programmed a fixed call forwarding destination CF calls will be re directed to your mailbox if your extension is busy you do not answer the call or if you enable call forwarding to your mailbox e Accept messages or info greeting feature You can use this feature to specify whether callers who are re directed to your mailbox can leave a message or not Preventing callers from leaving messages is practical for exam ple if you are non contactable for a long period of time In this situation you should provide a message to alert callers to this fact e Greetings Callers who are diverted to your mailbox hear a greeting a generic greeting is set by de fault The following types of
117. am such as Microsoft Outlook However please note that a standard e mail program will not give you the full functionality but only the conventional e mail functions and properties The POP access page provides the information required for accessing your mailbox through an e mail program E Unified Messaging Settings Microsoft Internet Explorer File Edit View Favorites Tools Help Links ES User data Display name DAVID DOITYOURSELF User name DAVID DOITYOURSELF E mail Your voice box 492404901205 and fax number Mobile phone SMS notification V POP access Identity Display name DAVID DOITYOURSELF E mail Incoming mail server POP3 IMAP4 Server name anja Server type POPS IMAP4 possible User name DAVID DOITYOURSELF Outgoing mail server SMTP Server name anja User name DAVID DOITYOURSELF zi Done MD Internet Z A31003 S2330 B690 2 7619 January 2003 2 108 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 Client Assistant The Client Assistant intranet application must be installed on a satellite node or the HiPath Xpressions server to allow the functions described below to be performed Please con sult your system administrator if you have any queries 2 9 1 Overview The Client Assistant is a user friendly Web based application for the individual configuration of your HiPath Xpressions mailbox Clear
118. ange password Section 3 3 2 11 Configure notification feature Section 3 3 2 11 Change the playback options Section 3 3 2 11 Enable or disable call forwarding Section 3 3 2 11 Set a greeting for call forwarding CF Section 3 3 2 11 record personal greetings Section 3 3 2 11 Edit generic greetings Section 3 3 2 11 Change language of the user prompts system language alternative language 3 68 Select special functions in main menu Push 8 Change user prompt language Push 1 Select user prompt language Enter the code number for the required language LIE CEL L L or Keep original language setting and return to Special Functions menu Push the star key or Cancel the entire process and return to the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Change mailbox deputy Your messages are placed directly into the deputy s mailbox A copy is kept however in your mailbox Select special functions in main menu Push 8 Change mailbox deputy Push 2 Define call number of the mailbox deputy Push 1 E Enter call number Enter the relevant number and push the star key to conclude the entry D If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the call number of
119. ars A31003 S2330 B690 2 7619 January 2003 2 24 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Outlook 2002 in Exchange Operation New MAS Address Properties Business Phone Numbers Notes MAS Gateway Address Display Martin Handy Address SM54951 717554321 Example far a valid address FAK GS 4924041 234 Send Options Cancel Apply Help The MRS Address type is only available if the HiPath Xpressions Exchange Connector is installed If this connector is not installed on your system you can add the recipient to the Internet address list using the syntax described below Information on how to send an SMS message using Netscape 4x can be found in Section 5 2 Select the MRS Gateway Address tab in the dialog box displayed above 5 Inthe Display box assign a meaningful name for the address book entry You can use this name to contact the address defined in the next box 6 Enter the address of the recipient in the Address box Please observe the following rules when entering the address Enter the prefix MRS SMS at the beginning of the address Now enter the telephone number of the mobile phone user in the full international format In the example above 49 stands for Germany 171 is the area code for the D1 network and 7654321 is the user s number the sign can be omitted Send Options are not relevant to the address type MRS Address Y
120. as a file by clicking the Save Il button wj voice mail Xpressions450 Voice Plain Text Lr m mi x File Edit View Insert Format Tools Actions Form Layout Help Fram e mail address HiPath Xpressions Sent Tue 2 5 2002 4 53 AM Simply communicate Ta e mail address i CE ll vh Subject diy voice mail gt f KIKICA oni BE e JC A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 55 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Entry You can play back the voice message on your PC sound system by clicking the Start obutton Using the Rewind amp and Forward buttons you can rewind or forward the message a second at a time Using the amp and amp buttons you can select a section if you have stopped the message playback with the Pause button If you have selected a section you can then play back just this section Using the slider x you can select a po sition of your choice anywhere within the message Using the Playback volume 4 slider you can set the volume of the playback wnice mail Xpressions450 Voice Plain Text 3 B mi x File Edit view Insert Format Tools Actions Form Layout Help Tal A E de ds From testuser HiPath Xpressions Sen Tue 2 5 2002 4 53 AM simply commu nicate To testuser exchtest de Cc Subject voice mail Zelt ra w ws qu PA 00 00 2 Q9 a
121. as a tax number this number is transferred to the recipient field if you click the Fax Reply 24 button If the originator has more than one fax number a drop down menu containing the fax numbers is displayed after you click the button After you have selected a fax number it is trans ferred to the recipient field tact in the contact folder for standard message saving together with the relevant da ta when starting up the Microsoft Outlook program As a key for the search the e mail address is used for normal e mail messages and the originator s phone number is used for voice messages If the originator cannot be determined in the contact folder in Exchange mail operation the global Exchange address book is searched To be able to determine the originator s fax number they must be entered as a con 2 6 9 3 Basio Sending a Fax Message from the Exchange Address Book You can open the Exchange address book by clicking the Address Book button in the stan dard toolbar If you have selected an entry that has a fax number assigned this number is trans ferred to the recipient field if you click the New Fax Message 4 button This feature is only available with Outlook 97 98 in Exchange mail operation 2 6 9 4 Sending a Fax Message from other Microsoft Office Applications If you want to send the current document in any Microsoft Office application as a fax message select A31003 S2330 B690 2 7619 January 2003
122. at FAXG3 analog fax FAXGA digital fax FAXG3REV fax on demand SMS short message service and Voice voice mails The name of the external domain varies according to installation Contact your system admin istrator for the domain names A31003 82330 B690 2 7619 January 2003 2 80 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 9 2 Sending Messages Example You wish to send a fax message to the user Hans Mustermann via the Lotus Notes e mail client Mr Mustermann s fax number is 492404901302 Since you wish to send a fax message FAXG3 is used as the message format NOTESGATE is the name of the external domain Pro ceed as follows 1 To start the Lotus Notes e mail client click E 2 Click the New Memo button to create a new message 3 Enter the following address in the To address field 02404123456GFAXG3GNOTESGATE Invitation File Edit View Create Actions Text Help p P a P A e New Fax notes e F Send fr Address Deliver Options A Toos a adi s emmz 7 LLL da z Fax to 492404901302 E Subject a Name Testuser 2 Company X500 Ltd 1 Address 1 Josep von Fraunhofer Str 7_ Department Documentation e Address 2 ZIP Postal code 52477 City Alsdorf State Province NRW j e Telephone 492404901102 Country German Hello Testuser 2 ilike
123. ata tes hectare castor rU da do TS art ihe Ec 4 1 4 1 1 Requirements for Sending a Fax sasaaa anaana aaee 4 1 4 1 2 Requirements for Receiving a Fax 0 0 ee 4 1 BR alee OW Clea dere ots T EET T TOIT TOT ETT oa eds ree eats 4 1 A L4BSCEOgOS dt are cea o ay ba cae ears a een eee Ay d Loup iue bb ce ae 4 2 AD EaXDISDIAV reris aa tea ote aie GM Sa coh OS eas EJ Gcr Gee SR PERS Gerd 4 2 4 2 Sending Fax MessageS 10 ccc eens 4 3 4 2 1 Sending a Sample Fax Message from MS Windows Explorer 4 3 4 2 2 Sending a Fax at Favorable Rates 00 ees 4 5 4 2 3 Using Fax on Demand Services 0 000 eee 4 5 5 Short Message Service SMS for GSM 000 e ees 5 1 SM SIS PTT 5 1 51 1 A pplicalorODHOFiS 4e cede cic rit ha dae e uon eh ERE AE ie DIR wee at oe es 5 1 5 1 2 SMS Features for GSM oreraa aa Gebietes ak erect Sor oh eee Ooh a ae ee ne 5 1 5 2 Sending Short Messages to GSM Users ees 5 2 5 3 Tips for Everyday USO nga RR tobe SaseX ewes eae ADR RE RR d eee 5 5 5 3 1 Sending a Callback Number 0 20 00 ellen 5 5 5 3 2 Sending SMS Messages from Intranet Pages 000 eee eee 5 5 ADDIeVIAlIOlS 3125 a xe sod EP SR CE NR pt decr Ro Ed ET Cees a RR ACE A 1 In dOX 5 sc dor as CREER ca tn che rd el EG om maa carats ae CN I RC E Sardo re e a Z 1 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual 0 9 Contents A31003 S2330 B690 2 7619 January 20
124. ble or disable call forwarding Enter forwarding number and enable call forwarding Enter forwarding number Confirm entry Delete entry Cancel the entire process and return to the main menu Disable call forwarding Cancel the entire process and return to the main menu CJ 9 OH E Set a greeting for call forwarding CF Open Special Functions menu Select option for setting greeting for call forwarding CF Define purpose of greeting Set a greeting for after hours callers Set a greeting for callers when your extension is busy Set a greeting for internal after hours callers Set a generic greeting for all callers alternative case Set a greeting for external callers during business hours Select answering mode Only a greeting should be played Configure answering machine function Start stop listening to the set greeting Start stop greeting playback Rewind the greeting by 10 seconds Rewind to the start of the greeting Fast forward greeting by 10 seconds Fast forward to the end of the greeting Quit playback Cancel the entire process and return to the main menu Leave function as is and continue in menu Delete info service number and continue in menu Select a greeting Select a generic greeting A31003 S2330 B690 2 7619 January 2003 3 96 HiPath Xpressions V3 0 User Manual 7 Ooo s LJ Be Ono Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Select a personal greeting S
125. bution list Confirm the entry of the code number delete the code number entered db Enter the first user number in the new distribution list Confirm the entry of the user number Repeat this procedure for additional user numbers delete the user number entered Close the distribution list or Cancel the entire process and return to the main menu Play back the entries in a distribution list Select private distribution lists or Select public distribution lists Scroll available distribution lists Reverse playback direction last distribution list first A31003 S2330 B690 2 7619 January 2003 3 90 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Reverse playback direction again first distribution list first Cancel the entire process and return to the main menu Play back selected distribution list Play back user Repeatedly pushing the star key plays back all of the users in the selected distribution list in Succession Reverse playback direction last distribution list first Reverse playback direction again first distribution list first Cancel the entire process and return to the main menu Quit play back of users Add entries to a selected distribution list Sie s O E Select private distribution lists or Select public distribution lists Scroll available distribution lists Edit selected distribution list Add new number Enter us
126. c greeting for all callers alternative case Push 8 or Set a greeting for external callers during business hours Push 9 Only a greeting should be played prevent callers from leaving mes sages Push 0 or alternatively A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 75 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Configure answering machine function permit users to leave a message Push 1 Start stop listening to set greeting Push 3 Quit function and continue in menu Push the star key Delete info service number and continue in menu Push the pound key Select a generic greeting Push 0 or alternatively Select a personal greeting Push 1 Select a generic or a personal greeting Enter the code number for the required greeting 1 to 9 Quit function and continue in menu Push the star key LIE CEL m L Delete info service number and continue in menu Push the pound key The following functions are available in addition to the default edit options see Section 3 3 2 3 Default Edit Options when you are listening to the selected greeting Start stop listening to set greeting Push 3 Quit playback Push the star key Cancel the entire process and return to the main menu Push 0 and then push the star key Record personal greetings Personal greetings are greetings that you can r
127. call forward ing destination number Callers who dial your extension number will be re routed to the mailbox Callers can leave a message in your mailbox or can be transferred to your PhoneMail referral extension This depends on how you have set your answering options See Section 3 2 4 1 Changing Answering Options or which actions you have defined in the Web based configu ration interface You can also have fax calls received at your extension see Section 3 2 4 2 Changing Mailbox Options These messages are also saved in your mailbox You have the same options as those available with guest access if you dial an extension num ber and the user has configured call forwarding on his her telephone If the user allows you to leave messages you can do so after the beep Control and correction options are available during the recording of the message see Section 3 2 3 4 During the recording process You will hear a beep 10 seconds before the recording process is concluded Any pauses at the start or end of the recorded voice message are detected by the system and deleted The following additional options are available during the recording process Pause recording control functions during the recording process see Section 3 2 3 4 During the recording process You can also just replace the handset after you have left the message The message will always be sent Tip If you have forwarded your own telephone to your mailbox
128. can choose to have the messages in your Inbox played back without any user inter vention However you can interrupt the message playback at any time by pushing a key e Faxtone detection You can activate or deactivate faxtone detection in forward access mode provided this has been enabled in the system This enables callers to send faxes as well as voice messages to your mailbox if a fax access number is not available or cannot be used for your system and provided that voice mails and faxes are to be forwarded to the same forwarding desti nation You must have configured the relevant forwarding settings or you must provide your fax partners with an appropriate direct address e Language You can select another language for the user prompts This also applies to all other access options if you make calls from your extension or any other extension aS soon as you have dialed your own mailbox e Playback options You can define which message types voice messages fax messages e mails should be played and whether older messages of these types can be processed on the telephone To change your mailbox options Dial your own mailbox see Section 3 2 2 1 Dialing your own Mailbox Push 9 in the main menu see Section 3 2 3 Options in the Main Menu The menu for changing the mailbox options is played A31003 82330 B690 2 7619 January 2003 3 26 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice
129. cee eee eee 3 18 3 2 4 Selecting the Send Options 20 eee 3 19 3 2 4 1 Changing Answering Options 000 cece eee 3 20 3 2 4 2 Changing Mailbox Options 0 00 eee 3 25 9 2 9 GONNCCHOMN s xu wits ia ead i Rude ek ary aie GE XO RM doe Eua Ee SU died EA 3 32 3 2 6 Dialing an External Mailbox Guest Access or Universal Access 3 33 3 2 6 1 Leaving a Message for Mailbox Owners 0000 0 ce eee eee 3 33 3 2 7 Call Forwarding Forward Access n asasan eee 3 34 3 2 8 Using the Mailbox with the Mailbox Key Callback Access 3 35 3 2 9 Using your Mailbox for your Mobile Telephone elles 3 36 3 2 9 1 Call Forwarding for Mobile Phones 000 eee eee eee 3 36 22 9 2 Dialing your MallDOX x fa oe tee eee ls EET S RE eS Powe whee es 3 37 3 2 10 A Quick Reference Guide to the Menus and Key Sequences 3 38 3 3 Operating your Mailbox using VMS 0 0 00 ee 3 43 9 91 ACCESS ODIODS 62206 ht dreht ehh ox bae adad esa Eid s eu aud bose ds 3 43 3 3 2 Using your own Mailbox Direct Access Own Mailbox Code 3 44 CECEON MEG ITUR TIO LITE 3 44 3 3 2 2 Dialing your own Mailbox 0 0 0 ee 3 45 3 0 2 0 Defaut Edt OpuOns cienia nnt eee ee qt ai EE PES REG Sz 3 46 3 3 2 4 Options in the Main Menu Direct Access 0 00000 eee eee eee 3 47 99 2 5 INDOX is cb bees eee eee PERPE EMUNPRE RE bee Sibelius pese 3 47 3 3 2 6
130. cel PowerPoint to fax e Postscript to fax e Adobe PDF to fax e Fax to various graphic formats JPG TIF BMP DCX Separate service specific addresses or numbers can be defined for every mailbox A31003 82330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 1 1 Unified Messaging with HiPath Xpressions Differences Between E Mail Voice Mail and Fax Mail 1 2 Differences Between E Mail Voice Mail and Fax Mail All messages stored in HiPath Xpressions are e mail messages Your e mail client therefore displays all messages as e mail messages All voice or fax messages are provided as attach ments to the e mail The purpose of the telephone access facility to your mailbox however is to distribute all messages according to the service E mail messages that only comprise an au dio attachment are displayed as voice mails and messages that only comprise an image attach ment are displayed as fax messages You can configure Outlook 97 Outlook 98 Outlook 2000 or Outlook 2002 Outlook XP so that voice and fax messages are specially flagged You can achieve this by installing special forms see Section 2 6 2 1 3 HiPath Xpressions Unified Messaging User Manual This document contains all of the important entry fields for operating and configuring the sys tem Depending on the operating system used Windows 2000 NT XP or Windows 98 the screen resolution and PC configuration the appearance of these fields may vary a little
131. cessing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail The same functions that are provided with the Direct access option are available here Please refer to Section 3 2 8 Using the Mailbox with the Mailbox Key Callback Access for more information about Callback access mode A call from your mailbox automatically informs you when new messages appear in your mailbox Outcall Access The same functions that are provided with the Callback access option are available here Please refer to Section 3 2 8 Using the Mailbox with the Mailbox Key Callback Access for more information about Callback access mode System announcements guide the user through menus and dialogs when the user opens his her own mailbox or an external mailbox These announcements prompt the user to make an entry or confirm an entry Please see Section 3 1 9 User Prompts for the principles of user prompts You will find a graphic overview of all menu functions in Section 3 2 10 A Quick Reference Guide to the Menus and Key Sequences 3 2 2 Using your own Mailbox Direct Access You can dial your own mailbox using the service access number for the direct access option Enter your phone number and your password You now have unlimited access to your mailbox You can 3 8 retrieve new or old messages from your Inbox and from your Xpressions folder or by scrolling up or down saved messages retrieve Outbo
132. ct the messages to be deleted 1 Highlight the checkboxes of the messages you wish to delete 2 Click Delete The messages selected are immediately deleted To select all the messages click the Invert the selection vi icon above the column with the checkboxes If individual messages have already been selected the selection can be reversed by clicking the Invert the selection icon A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 101 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 Options You can view your current WebClient View settings and modify them if necessary Some infor mation which can only be viewed but not modified is also displayed 3 Unified Messaging Settings Microsoft Internet Explorer Mel x File Edit View Favorites Tools Help Back gt amp A Qsearch Favorites CBristory ES Sp Sf Links gt Em e User data Technical information about your advanced unified messaging box for example your fax number of gustav Change password Change your mailbox password Select WebClient language Do you prefer another language Please select your preferred language from all the available languages Notification settings Here you can activate the notification feature Telephone password PIN for phone access Do you want to access your advanced unified messaging box via phone Here you can change your telephone pas
133. ctivate Check notifications Activate Xpressions folder Deactivate Xpressions folder Play back new messages first Play back old messages first Increase playback volume Reduce playback volume Activate automatic message playback Deactivate automatic message playback Activate faxtone detection Deactivate faxtone detection lt e 3 amp amp amp 89 89 9 amp 9 8 8 8 3 9 9 J EJ E E B E E E 2 c D EBERT PEPE E J 3 3 9 2 EJ 8 amp 9 3 3 9 3 3 5 E S 9 Ee Eel ES E9 H H Ee ES E9 ES 9 Ee Ee ES ES E Ea Ee ES ES 9 i amp 3 EJ 8 9 5 B3 5 8 e 63 83 9 9 9 9 3 EJ 9 8 e A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 41 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail ono Connection Key sequence 3 42 Change user prompt language Playback options message type Playback options old messages Function Call user Terminate mailbox connection Cancel and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 Operating your Mailbox using VMS The entire range of functions is described below The range of functions has been restricted on
134. d the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 2 Sending Fax Messages Proceed as follows to send a fax message 1 Start the Lotus Notes e mail client by clicking the button 2 Select the Fax menu item in the Create Unified Messaging menu The e mail exten sion for sending fax messages opens in a new window 49 New Fax Lotus Notes ICE x File Edit View Create Actions Text Help QOO E New Fax X notes e G Send H Address Delivery Options 6 Tools i pen to i 13 12 2001 15 35 bey cc 2 bcc Iz kac 492404901302 E Subject nvitation Wd Name Testuser 2 Company 500 Ltd y Address 1 Josep von Fraunhofer Str F Department Documentation 2e Address 2 4 ZIP Postal code T 52477 City Alsdorf State Province NRW j e Telephone 492404901102 Country German Hello Testuser 2 a 3 ilike to invite you for a meeting at 2PM eX Geetings from Testuser 1 ra Body of message Default Sans 107 None Office BL 3 Toselecta recipient press the Address button and then select the To option The address book opens 1 s ddress Book Y amp 1 Testuser amp 2 Testuser amp 3 Testuser amp Administrator sla LocalDomainServers sla OtherDomainServers Copy to Local Cancel Help 4 Selecta recipient in the address book and confirm with OK The name and fax number of the
135. dd In Manager E xl set et iv qucm Pme Met Falders instale Internet Mail Exchange Extensions property pages A31003 S2330 B690 2 7619 January 2003 2 34 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 5 2 Message Format If you are using Internet mail operation you should select plain text as the message format when sending messages Tools Options Mail Format Message Format Send in this message Format Plain Text If you have selected Microsoft Outlook Rich Text as the message format the recipient or HiPath Xpressions server may not be able to read the mes sage x Other HiPath pressions Internet E mail Preferences Mail Services Mail Format Spelling Security Message Format j Choose a Format For outgoing mail and change advanced settings Send in this message Format Plain Text Send pictures From the Internet International Options Stationery and Fonts Use stationery to change your default Font and style change colors and add backgrounds to your messages Use this stationery by default tione Fonts Stationery Picker Automatically include your signature or attach an electronic business card vCard to outgoing messages Use this Signature by default tone v Don t use when replying or Forwarding Signature Picker Cancel Apply Help Signa
136. djusts the fax message to the size of the window currently opened y p Full page view The fax message is displayed as a com plete page The page size does not depend 8 on the size of the display window Rotate by 180 Rotates the fax message view by 180 Bg Rotate clockwise 90 Ei Rotates the fax message view by 90 to the right Rotate anti clockwise 90 Rotates the fax message view by 90 to the left 2 74 Prints the fax message A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 6 Sending SMS Messages Proceed as follows to send an SMS message 1 2 To start the Lotus Notes e mail client click the button Select the SMS menu item in the Create Unified Messaging menu The e mail exten sion for sending SMS messages opens in a new window File Edit View Create Actions Text Help y a t Pu New sms X notes Ee F Send H Address GE Deliver options A Tools a T a c c A d a Remaining chars wel S Ee Ea 146 Z SMS Nr 491711234557 F Meeting at 2PM a a ar Ie Text of SMS message max 160 characters e 2 Office JES g To select an SMS recipient press the Address button and select the To option The ad dress book opens Select an SMS recipient in the address book and select OK The name and call number
137. down the PC will request you to restart the computer at the end of the Microsoft Outlook should be closed down before uninstallation If Microsoft Outlook uninstallation process If the SMS fax or voice components have been selected for installation you should make sure that you delete the installed HiPath Xpressions forms in the Microsoft Outlook Form Manager The Form Manager can be started in Microsoft Outlook under Tools Options Next gt Advanced Options User forms Custom Forms Manage Forms Personal Forms Library A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 31 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Forms Manager E E X set Personal Forms Set a cosy cle pressionsdbn Sms Update Apressions450 voice Delete Properties Show categories Clear Cache Install Save As Description Copyright ii 2001 2002 Siemens A Alle Rechte vorbehalten All rights reserved Tous droits r serv s Tutti i diritti riservati Alle rechten voorbehouden Reservados kodos los Form number Fax Version z 5 1 Contact Siemens AG 2 6 4 Starting Microsoft Outlook During the first start of Microsoft Outlook after the installation you will be asked for data relating to the connection input forms are also created 2 6 4 1 Basic Network Connection Network connection
138. e Date Send date Size Message size in kilobyte Action Possible actions An explanation of the icons used can be found below the message list A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 93 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient E Unified Messaging Outbox Microsoft Internet Explorer File Edit view Favorites Tools Help Links E DAVID DOITYOURSELF 1 1messages showing 1 to 1 Page of 1 2Q0 w Messages paae Delete Type Sent To Subject Date 1 Size Ac E amp JBAUMERGMAIL TELEPAC PT no subject 27 09 2002 13 40 102 B Delete amp E mail Fax sms Voice Q unread Sent X Error sending c Repeat amp Done Internet 2 8 7 1 Checking the Send Status The send status is displayed in the Sent column The send status has the following meaning Icon Description a The file was successfully sent 4 An error occurred when sending the file The file was not sent The file is currently being sent The send procedure has not yet been complet de ed The message cannot be sent The send procedure will be repeated at a later time A31003 S2330 B690 2 7619 January 2003 2 94 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient The message could not be sent because for example the fax number specified was busy
139. e Please con tact your system administrator if problems should arise with the SSL The procedure for using Microsoft Internet Explorer and Netscape Navigator is described be low Additional SSL information is provided in Section 2 8 4 5 SSL via Internet Explorer 1 Click the SSL link under the buttons A dialog box opens 2 Click the View Certificate button A second window opens 3 Select Install certificate Next Automatically Finish OK OK The security certificate will now be accepted 4 Afterwards click Yes to accept the certificate The window will close and you can log on as described in the section above SSL via Netscape Navigator 1 Click the SSL link under the buttons A dialog box opens 2 Click Next Next Accept without time limit No warning Next in the window New Netsite certificate The security certificate will now be accepted The window will close and you can log on as described in the section above 2 9 5 3 Selecting a Language The language of the Client Assistant on initial startup depends on the system configuration You can select another user language directly after you log on The selected language applies to all language relevant features e g the Client Assistant user interface and the standard announce ments on your voicebox The list of available languages depends on the system configuration which cannot be changed here 1 Click the User data link on th
140. e URL requested by the client information submitted in forms Such as a credit card number information confirming the au thenticity of HTTP access user names and passwords and all additional data exchanged by the server and client You can apply for an SSI connection This requires that your browser supports 128 bit SSL ci phers Refer to the online help of your browser for more information If the cipher strength is 56 bits or less you will need to update your browser software Please contact your system admin istrator if any problems arise with the SSL The procedure for using Microsoft Internet Explorer and Netscape Navigator is described below SSL via Internet Explorer 1 Click the secure SSL link in the Access mode area A dialog box opens 2 Click the View Certificate button A new window opens 3 Select Install certificate Next Automatically Finish OK OK The security certificate will now be accepted 4 Afterwards click Yes to accept the certificate The window will close and you can log in as described above SSL via Netscape Navigator 1 Click the secure SSL link in the Access mode area A dialog box opens 2 Click Next Next Accept without time limit No warning Next in the window New Netsite certificate The security certificate will now be accepted The window will close and you can log in as described above A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Us
141. e detected by the system and deleted The following additional options are available during the recording process Pause recording control functions during the recording process see Section 3 2 3 4 During the recording process during recording Re dial a mailbox with guest access again to leave a message in this mailbox push the pound key three times in succession Connect to a user number or the switch push the pound key twice and then push 0 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 33 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail You can also just replace the handset after you have left the message The message will always be sent 3 2 7 Call Forwarding Forward Access You can set your telephone to re direct calls to your mailbox Use the call forwarding feature for this purpose a distinction is made in Hicom 300 between variable and fixed call forwarding or set this in the answering options menu see Section 3 2 4 1 Defining the call forwarding set tings The way in which you set up the call forwarding feature on the telephone depends on the telephone system and type of telephone that you are using Please refer to the user manual and operating instructions for your PABX and telephone respectively for more detailed informa tion You must use the service access number of the mailbox for forward access as the
142. e Actions Unified Messaging menu via the General settings CTI settings Send form settings and UM set tings menu items rameters you can edit in the various setting menus Therefore you may not be able In the XPR administration database your system administrator decides which pa to change all the parameters described here In some settings dialogs you can use the Default Settings button to import the default settings stored in the XPR administration database A31003 S2330 B690 2 7619 January 2003 2 64 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 1 1 General Settings Unified Messaging Administration Services Cancel Administration Database Server adldac Dac Test File Marne MRS engsMRSAdmin eng nsf Title 2500 Ltd Administration R5 Eng Description Administration Contains information on the XPR administration database location and file names Services Displays the alias domains on the Domino server for communication us ing the Xpressions system A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 65 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 1 2 Send Form Settings Originator Signature Cover Page Search Options LL Originator information Cancel code Telephone 492404901100 Ciy psd com
143. e Exchange address book Voice output e voice message playback on a telephone e voice message playback on a PC sound system e sending a short message SMS to a contact e transfer of a short message SMS to the originator of a message e transfer of a short message SMS to a mobile telephone from the address book Fax messages e Sending a fax message to a contact e sending a fax message to the originator of a message e sending a fax message from the Exchange address book e sending a fax message from Microsoft Office applications e sending a fax message from Explorer e Viewing fax messages e answering forwarding a fax message with annotations Fax on demand e retrieving fax messages Voice messages e Sending a voice message to a contact e Sending a voice message to the originator of a message e sending a voice message from the Exchange address book e form for voice message playback e forwarding voice messages with voice comments A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 29 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions Basio hing for a user in the global Exchange addresses e searching for a user in the global Exchange addresses e calling a user e sending a message e mail SMS fax or voice to the user Client Assistant e starting the Client Assistant Entry The Callback and Address book features are always installed Select Components E E Es P
144. e left margin of the window 2 Select the desired language for the Client Assistant and the voice mail system from the Language selection list 3 Click Save to complete the language conversion A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 113 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 5 4 Logout Manual Logout When you are no longer using the Client Assistant you should log out for security reasons 1 Click the Logout link in the upper part of the window You will be logged out and the login page will appear again 2 Close the browser if necessary Automatic Logout If you do not use the Client Administrator for more than three minutes you will be logged out automatically for security reasons You will have to log in again A31003 82330 B690 2 7619 January 2003 2 114 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 6 General Procedure 2 9 6 1 Navigation After you have started and logged on to the Client Assistant you can switch to different pages to check the settings or to perform the desired changes The table of contents on the left margin of the window or the browser s Back button can be used to navigate between the different pag es Personal settings User data Voice Mail System settings Forward Access menu Notification Distribution groups Fax forms Time profiles
145. e position and current status of the playback are displayed in the win dow s status area under the control area Position 00 00 Length 00 00 Phone 4924049C Stopped Playback via the sound card Play back the voice message via the PC sound card A built in sound card with connected loudspeakers is re quired for this Position slider Position An estimated position in the voice message can be locat ed by moving the Position slider with the mouse Use the Position and Length status information to navigate to a certain position in the message Stop Stop the message playback and recording and jump to the beginning of the message Pause the playback of the voice message Resume the playback procedure by clicking the two playback buttons A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 77 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions Function Description Return to the beginning of the Push this button to return to the beginning of a recording message after pausing playback or after the complete message has 0 been played back Jump to end of message Push this button to jump to the end of the message for ex ample if you wish to attach a voice comment This button opens the Options window in which some of the parameters for voice message playback can be mod ified Telephone Number 49 Local Telephone Number o
146. e that a special privilege may be required for external call numbers The notification feature is only authorized if the user has been assigned this privilege Please note also that the entered start and end time validity period applies to all working days of the week Select special functions in main menu Push 8 Select notification feature Push 5 Configure User outcall notification Push 1 or Configure SMS notification Push 2 Define destination number Push 2 Enter destination number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the desti nation number immediately afterwards Finish and return to main menu Push 0 and then push the star key Select start time entry Push 4 Enter the start time for the notification Enter the start time for the notification and push the star key to conclude the entry The input format for the definition of the start time allows the following inputs to be made Input format 3 72 hhmm four digit input Ex 0700 notification start at 7 hours 00 minutes Delete input and make new selection Push the pound key Cancel the entire process and return to the main menu Push 0 and then push the star key Select end time entry Push 6 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processin
147. e the following types of messages e Voice messages optional You can listen to messages of this type directly e Fax messages optional You can output messages of this type to your default printer or to a fax device e E mail optional You can output messages of this type to your default printer or to a fax device You can also listen to e mails if the Text To Speech add on software is installed You can retrieve these types of messages with your telephone from different folders in your mailbox e Xpressions folder Messages are placed in this folder as a result of actions that you have performed through the initiation of rules or shift operations on the e mail client server e Inbox Incoming messages are automatically placed in this default folder e Saved Messages folder This folder contains saved messages e Outbox messages This category includes messages that you recorded during the current connection session see Section 3 2 3 4 Recording and Sending Messages These messages are sent when you terminate the connection to the mailbox Messages that are stored in your mailbox belong to one of the following categories e Urgent messages These are messages that were marked as urgent when they were sent e Send and read receipts These are generated messages that you receive upon request when you send a message and when the recipient of the message receives or reads the message e Notifications of n
148. ecord yourself 10 different options are provided for recording personal greetings but the first option selection 0 is reserved for recording your name which is announced to every caller Select special functions in main menu Push 8 A31003 S2330 B690 2 7619 January 2003 3 76 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Select or re record a personal greeting Push 7 Select a personal greeting Enter the code number for the required personal greeting 1 to 9 and push the star key to conclude the entry Remark You can re record your name by selecting code number 0 The function sequence for re recording a personal greeting is identical to the function sequence for recording a new personal greeting The default edit options see Section 3 3 2 3 are available for re record ing a greeting LIBI or Quit the function and return to the Special Functions menu Push the star key The default edit options See Section 3 3 2 3 Default Edit Options are available for editing personal greetings Save the greeting text Push the star key Edit generic greetings Generic greetings are greetings that are provided by the VMS system A total of nine different greetings can be provided for users The creation or modification option 9 in the Special Func tions menu in Section 3 3 2 11 of these greetings is restricted to the syst
149. elect Comma Separated Values Windows in the Import a File dialog box and click Next Import a File Select File type bo import From ACT 2 0 Contact Manager For Windows ACT 3 x 4 0 Contact Manager For Windows Comma Separated Values DOS Comma Separated Values Windows dBase ECCO 2 0 3 0 4 0 Lotus Organizer 1 0 1 1 Lotus Organizer 2 1 Back Cancel Enter the import address book Select the Replace duplicates with items imported option and click Next Import a File File to import Ci templiaddressbaok csv Browse Options Replace duplicates with items imported C Allow duplicates to be created C Donot import duplicate items A31003 S2330 B690 2 7619 January 2003 2 20 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Outlook 2002 in Exchange Operation Select the Contacts destination folder Clicking Next imports the HiPath Xpressions address book Import a File Select destination Folder i Personal Folders bs Contact 5 0 Deleted Items EY Drafts SE Inbox Back Cancel 2 5 Outlook 2002 in Exchange Operation Outlook 2002 Outlook XP enables you to operate Internet mail via IMAP4 at the same time as an Exchange connection 2 5 1 System Requirements Your Exchange server must be connected to the HiPath Xpressions server via a con nector to enable you to receive and send HiPath Xpressi
150. elect generic personal greeting Select a generic or a personal greeting Leave function as is and continue in menu Delete info service number and continue in menu Record personal greetings CJ 9 9 8 8 8 9 B Open Special Functions menu Select option to record personal greetings Select a personal greeting Start stop recording of greeting Start stop listening to greeting Rewind the greeting by 10 seconds Rewind to the start of the greeting Fast forward greeting by 10 seconds Fast forward to the end of the greeting Delete greeting Save greeting text Cancel the function and return to the Special Functions menu Edit generic greetings CJ 93 8 8 8 8 amp E Open Special Functions menu Select option to edit generic greetings Select a generic greeting Start stop recording of greeting Start stop listening to greeting Rewind the greeting by 10 seconds Rewind to the start of the greeting Fast forward greeting by 10 seconds Fast forward to the end of the greeting Delete greeting Save greeting text Cancel the function and return to the Special Functions menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 97 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 6 2 Dialing an External Mailbox Guest Access Universal Access P Enter the service access number for the guest access or universal access option it Ent
151. elephone Both systems function as both a telephone user interface TUI and the voice mail server im plemented in HiPath Xpressions PhoneMail and VMS allow you to retrieve and manage different types of messages voice mes sages fax messages e mails You can also record voice messages for other users and sub sequently send these messages In addition you have the option of directly addressing the mailbox of another subscriber to leave a message for this subscriber You can forward calls re ceived at your extension to your mailbox The callers will hear a personal greeting or can leave a message in your mailbox Various special functions such as the direct connection to the orig inator of an incoming message are also included in the scope of functions VMS also allows you to record and edit dictations and to broadcast messages All Xpressions users have their own mailbox on the Xpressions server The mailbox can be ac cessed with PhoneMail or VMS using any telephone a telephone that is connected to the tele phone system in your organization or an external telephone a telephone that sets up the con nection to the telephone system in your organization via a CO code The following sections describe the entire range of functions The range of functions has been restricted on your system if you are unable to access all services A You will find information about the operation of your mailbox using PhoneMail in Section 3 2 a quick refe
152. elete time range 9 Inthe Days area you can activate the checkboxes corresponding to the days on which you want to use the Notification function 10 Once you have entered all the information for the Notification function you must confirm by clicking Save 11 The Back button returns you to the Notification function start page The notification that you have created is now shown there in the Notification list A31003 S2330 B690 2 7619 January 2003 2 130 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 11 Creating Distribution Lists You can create and manage up to nine personal distribution lists quickly and conveniently with the Client Assistant A private distribution list is a combination of contacts It is a straightforward instrument for sending messages to a group of people For example if you frequently send messages to the marketing team it is best to create a distribution list with the name marketing team which includes the names of all members of the marketing team A message that is sent to this distribution list goes to all the recipients named in the group In addition you can activate a setting to allow all messages e mail voice fax or SMS messages to be sent via the tele phone user interface to a distribution list see Section 2 9 11 2 Editing Distribution Lists See Section 3 1 3 for information on how to send messages to a distribution list via
153. elp Back gt gt fat Qsearch Favorites History BD Gm Xpressions Client Assistant The configuration interface Personal settings e User data Voice Mail System settings Forward Access menu TESTUSER_1 Edit recording Notification M Refresh automatically Playback is paused You reached the maximum length of seconds Distribution lists Fax forms Time profiles Length of recording 10 6 seconds Recordings n eu Current postition in recording 10 6 seconds t output reet Positioning bar Record gt Play Pause Go to position seconds Link to WebClient SIEMENS E Done ep Internet Z Name Recording 1 Activate the Personal name recording option 2 The Select a method allows you to decide whether to record the name recording via the telephone default setting or whether to use an already existing name recording voice file You can select the relevant file via the Browse button 3 Click Create e Ifa previously recorded message is selected this will be used as the personal greet ing This completes the procedure and the recording is added to the list of existing re cordings e When using the default method recording via the telephone an input window con taining the telephone number at which you will be called is displayed A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0
154. em administrator Select special functions in main menu Push 8 Edit generic greetings Push 9 Select a generic greeting Enter the code number for the required generic greeting 1 to 9 and push the star key to conclude the entry LII LI or Quit the function and return to the Special Functions menu Push the star key The default edit options See Section 3 3 2 3 Default Edit Options are available for editing the generic greetings Save the greeting text Push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 77 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 3 Dialing an External Mailbox Guest Access Universal Access External Mailbox code You can dial the mailbox of another user directly regardless of whether the user is currently contactable You can leave a voice message for the user in the external mailbox provided the user has enabled the option to leave messages To dial the mailbox of another user Enter the service access number for the guest access or universal access option Please consult your system administrator if you do not know the access numbers s Enter the extension number of the relevant user Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of enter
155. em administrator in this regard The fax cover page and template can be combined This function only works if your Internet e mail address in your mail client corresponds to the STMP address of your Xpressions mailbox and if the conversion of text to fax format is per formed on the server 4 1 5 Fax Display Incoming faxes are saved in Xpressions in an internal fax format This fax format can also be displayed by the HiPath Xpressions client Incoming faxes must be converted to a suitable for mat however if these faxes are to be displayed by a different mail client Your system admin istrator configures one of the graphics formats listed below as the default conversion format on your system This format is globally valid An additional viewer software may be required if the mail client used cannot display this graphics format You can have the system administrator set a different graphics format specially for your mailbox to facilitate access via IMAP4 or POPS You should always try to convert all mailbox data to the same graphics format since this places the least demands on the system The conversion process supports the following graphics formats BMP Windows bitmap BMP_COL Windows bitmap with trilinear grayscale interpolation DCX Multi page PCX format standard Microsoft fax format JPG JPEG format with 9 grayscales TIF One page compressed TIF fax format TIF_BMP Uncompressed TIF bitmap format TGS Multi page compressed TIF fax for
156. ension number push 1 or Cancel keep referral extension push 4 The system prompts you to enter the referral extension number after you have pushed 1 Enter the referral extension number and confirm the entry with the pound key or Enter the name of the referral extension by selecting the letters that are assigned to the number keys and confirm your entry by pushing the pound key LIE LE D CEL Om Lir p OM You can also define external PhoneMail referral extension numbers provided your system ad ministrator has enabled this option To do this dial the trunk seizure code normally O in front of the telephone number Record name In the main menu push 8 to access the answering options In the menu for changing the answering options push 4 You now have the following options Record new name push 1 or Cancel keep previous recording push 4 The system prompts you to enter your name after the beep if you have pushed 1 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 23 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Say your name The same control options and key sequences available when you are recording messages are available here see Section 3 2 3 4 During the recording process The following key sequences are also permit ted 7 to pause recording return to the main menu 76 to pause re cording terminate t
157. eplying to Messages You can reply to incoming messages You can choose to reply to the message with or without a copy of the original message A31003 82330 B690 2 7619 January 2003 2 100 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 9 1 Replying with the Original Message 1 Click the Reply icon in the Action column The original message opens on the New mes sage page The To and Subject fields are already completed 2 If necessary change the selection in the Send as list field Note the limitations for the re spective message type 3 Enter your reply text in the Message field 4 ClickSend A message is displayed confirming the message was successfully sent 2 8 9 2 Replying without the Original Message 1 Click on the Reply w o original message text icon in the Action column The New mes sage page opens The To and Subject fields are already completed 2 fnecessary change the selection in the Send as list field Note the limitations for the re spective message type e Enter your reply text in the Message field 4 Click Send to send the reply You will be notified if the transfer to the server was successful 2 8 9 3 Deleting Messages You can delete messages on this page All messages or selected ones can be deleted Note Messages are permanently deleted and no further security prompt is displayed Therefore carefully sele
158. er Manual 2 87 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 4 6 Logoff Manual Logoff When you are no longer using the WebClient you should log off for security reasons 1 Click the Log off link on the left margin of the window You will be logged off and the login page will appear again 2 Close the browser if necessary Automatic Logoff If you leave the WebClient idle for more than ten minutes you will be logged off automatically for security reasons You will have to log in again Ten minutes are the default setting The time that elapses before automatic logoff also depends on settings made by your administrator A31003 S2330 B690 2 7619 January 2003 2 88 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 5 Sending Messages 2 8 5 1 Composing Messages You can compose different types of messages on the New message page You can also attach files to messages and send the messages ET Unified Messaging New message Microsoft Internet Explorer File Edit View Favorites Tools Help pak Q At Qsearch yravorites Cristory G5 Sp Sf Pu i Me New message send Compose a new message Multiple recipients can be separated by a semicolon To daniel defoe x500Itd Address Type E mail e Moo Address Type E mail Subject meingtdey Message Hi Daniel our meeting will take pl
159. er groups which can then be ad dressed by entering the distribution list code number You can access the set up menu for the distribution lists as follows Select 5 in the main menu to edit a distribution list Section 3 3 2 3 Default Edit Options To select the distribution list type See also Section 3 1 8 3 select 7 or 9 Select private distribution lists Push 7 Select public distribution lists Push 9 Remark You can only view public distribution lists Only the system ad ministrator is authorized to make changes Cancel the entire process and return to the main menu Push 0 and then push the star key The following user inputs are permitted once you have selected the distribution list type Create new distribution list Push 1 Scroll the available distribution lists Push the star key Reverse the default playback direction last distribution list first Push 0 and then push 4 Restore the default playback direction first distribution list first Push 0 and then push 6 or S A31003 S2330 B690 2 7619 January 2003 3 62 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Cancel the entire process and return to the main menu Push 0 and then push the star key If you want to create a new distribution list option 1 Enter a code number for the new distribution list Enter the code number for the new distr
160. er number Confirm user number Delete entry Close distribution list Save changes and quit process Cancel the entire process and return to the main menu Delete entries from a selected distribution list Select private distribution lists or Select public distribution lists Scroll available distribution lists Edit selected distribution list Scroll address list Delete selected number Quit processing A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 91 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Cancel the entire process and return to the main menu Delete entire distribution lists Select private distribution lists or Select public distribution lists Scroll available distribution lists Delete selected distribution list Cancel the entire process and return to the main menu Answering machine functions shortcut Key sequence Function Open Call Forwarding menu Select code number of the private greeting 1 to 9 Start stop recording of new greeting Start stop greeting playback Rewind the greeting by 10 seconds 4 Rewind to the start of the greeting Fast forward the greeting by 10 seconds 9 8 CJ J 8 8 8 9 E RIE G Fast forward to the end of the greeting Save greeting and activate setting Delete greeting Cancel the entire process and return to the main menu 3 3 o Setting up a Telephone Connection from the Main Menu
161. er prompts The following selection options are available in this regard A31003 S2330 B690 2 7619 January 2003 3 78 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Leave language of user prompts unchanged Push the star key EH Enter the code number for the required language LET I Enter the code number for the required language Direct connection to the attendant console optional if configured Set up connection to the attendant console Push 9 Set up connection to an internal user device of your choice Open connection menu Push 0 and then push 2 The following options are available for setting up a connection to an internal user device of your choice E Select a user device Enter the recipient s call number and push the star key to conclude the entry ZI If the entry was incorrect Enter the call number of the user device Push the pound key You can resume the process of entering a call num ber immediately afterwards or Cancel the process and return to the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 79 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 4 Call Forwarding CF Forward Access You can set your telephone to re direct calls to your mailbox To do this use the feature call for
162. er the extension number of the relevant user Confirm entry If the entry was incorrect Delete entry of number Additional options in universal access mode Switch to own mailbox Following an excessive delay with the first entry Leave language of user prompts unchanged dt Enter the code number for the required language Direct connection to the attendant console Set up connection to the attendant console Connection to a user of your choice Open connection menu nn Enter the call number of a user device Confirm entry If the entry was incorrect Delete entry Cancel the entire process and return to the main menu Hs A31003 S2330 B690 2 7619 January 2003 3 98 HiPath Xpressions V3 0 User Manual Fax Mail Service Overview 4 Fax Mail Service 4 1 Overview The following options are available to fax mail users in HiPath Xpressions depending on how the system is configured e You can send and receive fax messages on your workstation using the default e mail client An incoming fax is displayed as an attached graphics file TIF or JPEG file in an e mail e You can retrieve and output fax messages on the telephone Fax messages can be output using a standard fax device b standard printer C any fax machine 4 1 1 Requirements for Sending a Fax The Xpressions fax function can be used from every PC application that permits data to be di rectly sent to an e mail recipient This chapter describes how to use Xpress
163. erface 2 9 16 Switching to the WebClient You can access your messaging mailbox on the WebClient directly from the Web Administrator Since you are already logged on to the system you do not have to log on again for the Web Client E Unified Messaging Inbox Microsoft Internet Explorer File Edit View Favorites Tools Help DAVID DOITYOURSELF 0 messages showing Oto D Page o of 0 20 Messages page There is no mail in this view E http fanja doc test alsdorf cycos local cgi_bin WebCclt2 help topic quide amp usr_lang 1033 inbox 46 Internet A31003 S2330 B690 2 7619 January 2003 2 142 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 1 Click Link to WebClient A new window opens 2 The Inbox page opens in the new browser window You can now navigate and work in the normal way in the WebClient Refer to Section 2 8 for information on how to operate the WebClient A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 143 Mailbox Processing on the PC and the E Mail Service Client Assistant A31003 S2330 B690 2 7619 January 2003 2 144 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail PhoneMail and or VMS allows you to operate and manage your mailbox using the t
164. es 5 Save Notification list disabled C Notification 1 Create notification Delete notification si amp Done o dep Internet a First always use the uniform settings to define whether you want to use the Notification function and at which time intervals the notification should be made Proceed as follows A31003 S2330 B690 2 7619 January 2003 2 126 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 1 With the Active message types for MWI CIT LED option you can select the types of in coming messages e mails fax messages voice mails or SMS that should illuminate the mailbox LED on your telephone 2 First enable the Notification function by selecting the Enabled option As a default the no tification message is Disabled 3 Under Notification options select the maximum notification interval If for example you have selected 30 minutes in the Min notification interval in minutes list field the system will search your mailbox for new messages every 30 minutes If for example five new messages have arrived during the time interval of 30 minutes you will receive a notification at the end of this time interval this message will inform you of the number of messages that have arrived in the last 30 minutes in this case five E Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help
165. essing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 9 5 Sending a Fax Message From Your Workstation If you want to send a document from your workstation Desktop or Explorer as a fax message click on the file with the right mouse button Then select Send To Mail recipient The stan dard form for messages opens and the document is added as an attachment Enter the fax number in the recipient field Extensions interprets the number as a fax number and the mes sage is sent as a fax message if you click the Send H button iti Desktop E E x File Edit View Favorites Tools Help quBack ia Search L4 Folders History L x u Eg Ea Address EE Desktop M 9 Go Modified EM Documents System Folder o Computer System Folder GE my Network Places System Folder E Recycle Bin System Folder Word Document 2 Internet Explorer System Folder Microsoft Word Document K Microsoft Outlook System Folder Modified 2 5 2002 3 32 AM fag Shortcut to Clip KB Shortcut 2 1 2002 4 30 AM mM 4 o 7 Bjsjz002 3 32 AM Size 19 0 KB pe Mew Attributes normal Print Author Xpressions Open With Send To 31 Floppy A Cut 4 Desktop create shortcut COPY i Mail Recipient Create Shortcut l My Documents Delete Netscape Messenger Rename 4 Properties Type Microsoft Word Document Author Xpressions Title Size 19 0 KB Z A31003 S2330 B690 2 7619 January 2003 2
166. essions addresses in Outlook 2 5 3 1 Sending Messages using SMS as an Example Proceed as follows to send an SMS message with your e mail client ES New Message mm JE a Attach File Edit View Insert Format Tools Message Help REC 3 m A 9t Gut Copy Paste Undo Check Spelling To MRS 5M5 4 491717654321 EE Cc Subject This is a shot message A31003 S2330 B690 2 7619 January 2003 2 22 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Outlook 2002 in Exchange Operation 1 In your e mail client select the command for creating a new message 2 Enter the recipients address in the To box Please observe the following rules when entering the address The entire address must be enclosed in square brackets Enter the prefix MRS SMS after the opening bracket Now enter the telephone number of the mobile phone user in the full international format In the example above 49 stands for Germany 171 is the area code for the D1 network and 7654321 is the user s number the sign can be omitted 3 Leavethe Subject input line blank or enter a message heading for your own archives en tries in this line are ignored when messages are sent to SMS 4 Enterthe short message in the designated text input area The message can be up to 160 characters long The system administrator defines the procedures for sending longer mes sages see Section 5 1 2
167. ey sequence for playing back the last eight seconds of the recorded messages is not permitted End the recording process push the star key and then push the pound key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 27 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail The system will prompt you to enter additional numbers or names to be added or deleted after you have pushed 2 or 6 Add or delete numbers or names The same control options available when you are recording messages are available here see Section 3 2 3 2 Adding recipient numbers or Section 3 2 3 2 Deleting recipient numbers Deleting a distribution list In the main menu push 9 to access the mailbox options In the menu for changing the mailbox options push 1 You now have the following options Delete distribution list push 6 Pe Enter the distribution list and confirm the entry with the pound key CUI The following options are available after you have entered the distribution list number Cancel delete operation push 4 or Delete distribution list and continue push the pound key Changing the user prompts In the main menu push 9 to access the mailbox options Ne In the menu for changing the mailbox options push 2 You now have the following options Switch to Short push 2 or Switch to Detailed push 1 or Keep the current user prompts and retu
168. for example Inter nal calls External calls or After hours greeting If you select Alternate greeting all incom ing calls will be forwarded Now determine the forwarding action and the phone key to be pushed by the caller E Siemens Xpressions Client Assistant Microsoft Internet Explorer mfe FS File Edit view Favorites Tools Help lt Back 9 za A Search Ga Favorites EA History EN E User mode RP Client Assistant The configuration interface Personal settings a l 5 P D D User data Voice Mail System settings Forward Access Testuser 1 Logout Help Forward Access menu menu Notification Access menu for After hours greeting Distribution lists internal call Fax forms Phone key Acti anama cal Number to dial Alternate greeting Time profiles T Recordings e Default output 2 pd I ER DELL 3 not assigned he Link to WebClient E na not assigned hd SIEMENS B not assigned z 6 not assigned Z not assigned z 8 not assigned h 9 not assigned bd not assigned b CK not assigned z s not assigned bs amp Dene Internet A31003 S2330 B690 2 7619 January 2003 2 124 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant The table below describes the available actions Action Hang up Description Disconnects the call if the caller presses the relevant phone key
169. g and start delivery Delete message Cancel the entire process and return to the main menu CJ 3 CJ 9 DJ 3 53 3 89 CJRIEE 83 3 63 83 Ss 9 3 3 8 83 93 8 3 5 G A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 83 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Record a reply Open reply menu Start stop recording Select special send options Request a read receipt Mark message as Private Mark message as Urgent Deliver message later 3k Enter delivery time Confirm time Delete time Send message again Send message again one week later Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu Cancel the entire process and return to the main menu Start stop playback Rewind the message by 10 seconds Rewind to the start of the message Fast forward the message by 10 seconds Fast forward to the end of the message End recording of reply and start delivery Delete reply Cancel the entire process and return to the main menu 3 C3 8 amp J 8 amp 3 9 Add comments to a message and forward Open Forward menu p Enter the distribution list or recipient Confirm entry Delete entry Terminate selection and confirm Delete selection A31003 S2330 B690 2 7619 January 2003 3 84 HiPath Xpressions V3 0
170. g on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Had Enter the end time for the notification validity period Enter the end time for the notification and push the star key to conclude the entry The input format for the definition of the end time allows the fol lowing inputs to be made Input format hhmm four digit input Ex 1635 means end of delivery at 16 hrs 35 minutes Delete input and make new selection Push the pound key Example The completion of the above entries means that you will be notified on working days between the hours of 07 00 and 16 35 as soon as a new mail is placed in your mailbox Enable notification Push the star key Disable notification Push the pound key Cancel the entire process and return to the main menu Push O and then push the star key Change the playback options Select special functions in main menu Push 8 Select playback options Push 6 Change volume Push 1 Reduce volume Push 5 Increase volume Push 8 Keep current volume save changed volume Push the star key Cancel volume changes Push the pound key or Cancel the entire process and return to the main menu Push O and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 73 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Enable or disable call forwarding Select speci
171. g your Mailbox with PhoneMail Options available when listening to Outbox messages The following options are available when you are listening to messages that you have recorded for a subsequent send action see Section 3 2 3 4 Recording and Sending Messages Send message is OK continue push the pound key Re record send message push 1 See Section 3 2 3 4 Recording and Sending Messages for informa tion about recording messages Change recipient push 2 Change send options push 3 To change the send options please refer to Section 3 2 3 4 Recording and Sending Messages Delete send message push 6 The following options are subsequently available if you change the recipient option 2 Adding recipient numbers Push 1 The system now prompts you to enter the required recipient number s Enter the recipient s number This can also be a distribution list number see Section 3 1 3 Distribution lists Conclude the entry by pushing the pound key You can now add an additional recipient number or OOO Hd LEY E Enter the name of the recipient by selecting the letters that are assigned to the number keys Conclude the entry by pushing the pound key You can now add an additional recipient name or E Cancel the function and continue A31003 82330 B690 2 7619 January 2003 3 16 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating
172. ginator of e mail messages is announced provided TTS is installed and activated Options available when listening to the message header The following options are available when listening to the message header Skip message header and go directly to message push 3 Skip message and play next message header push 2 Jump back to previous message header push 7 and then push 2 Output fax message or e mail optional to default printer push 1 or push one of the following options if your administrator has configured these options Output fax message or e mail optional to default printer push 1 and then push the pound key Output fax message or e mail optional to default fax device push 1 and then push 1 again Output fax message or e mail optional to any fax device push 1 and then push 2 Your system will now prompt you to enter the number of the required fax device You can also output the fax message or e mail to an external fax device provided your system administrator has enabled this option To do this dial the trunk seizure code normally O in front of the telephone number A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 13 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Options available when listening to a message You can use the following options to pause the playback of stored messages texts Pause playback
173. greeting before you edit it 1 Select the required greeting from the list of recordings 2 Aninput window containing the telephone number where you will be called is displayed 3 Click OK The system will call you immediately at the telephone number you entered 4 Pickup the phone 5 Edit the greeting as desired 6 Click the Exit button A31003 S2330 B690 2 7619 January 2003 2 140 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 7 Click Save to accept the recording The recording is added to the list of existing recordings If you are not satisfied with the recording you can delete it now Deleting Greetings you delete a greeting a default system greeting will be used in the corresponding Please check the time profiles in which you used a greeting before you delete it If time profile instead 1 Select the greeting you want to delete from the list 2 Click the Delete recording button You are prompted to confirm the deletion 3 Click OK The selected greeting will be deleted 2 9 15 Default Output Devices The Default output devices page allows you to change the name of the printer for automatic output of incoming faxes and to change the default output devices 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt a Search ijFavortes History ay c mi
174. h the star key to conclude the entry Pi If the entry was incorrect Delete the call number entered Push the pound key You can resume the process of entering the recipi ent call number immediately afterwards or Cancel the entire process and return to the main menu Push 0 and then push the star key 3 3 2 11 Special Functions You can use the special functions to make various settings in the VMS system e change the language of the user prompts system language alternative language e define deputy mailbox deputy referral extension e change password e define notification features user outcall SMS e change playback options e set or cancel call forwarding e set mailbox options set a greeting for call forwarding CF e define or change greetings Push 8 in the main menu see Section 3 3 2 4 Options in the Main Menu Direct Access to perform settings using the Special Functions menu The following functions can be selected in the Special Functions menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 67 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS A lt amp OG yN O s E amp 9 9 Function Description in Change language of the user prompts system lan Section 3 3 2 1 1 guage alternative language Change mailbox deputy Section 3 3 2 11 Change referral extension Section 3 3 2 11 Define or ch
175. handset after you have left the message The message will always be sent You can select function 07 to be transferred to a predefined referral extension if the owner of the mailbox that you reached has enabled this option on his or her telephone A31003 S2330 B690 2 7619 January 2003 3 80 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 5 A Quick Reference Guide to the Menus and Key Sequences The following lists contain the key sequences that must be pushed to use mailbox functions The main menu provides the following selection options for mailbox operation amp JEJ amp EJEJEJE 2 e S 2 Key sequence Listening to and forwarding incoming messages Open Record and Send New Messages menu Open Record Dictation menu Open Listen to Incoming Messages menu Open Edit distribution list menu Open Answering Machine Shortcut menu Open Special Functions menu Open Set up Telephone Connection menu Repeat main menu options Function Open Listen to Incoming Messages menu During announcement of the number of new and old messages in the mailbox Record a new message Play back first message header Automatic playback of incoming messages Reverse playback order Reverse playback order again During playback of the message header and while or after listening to a new or old message Record a new message Liste
176. he Client Assistant and the public distribution lists provided by the system administrator can be entered as recipient addresses Please refer to Section 2 9 11 Creating Distribution Lists for information on the correct addressing of mes sages routed to HiPath Xpressions distribution lists 2 3 4 2 Fax Messages All e mail messages that you send via the HiPath Xpressions server to a fax address are re ceived by the recipient as fax messages Please refer to Section Fax Mail Service for infor mation on the correct addressing of messages to fax addresses 2 3 4 3 Routing Short Messages to a Mobile Telephone SMS All e mail messages that you send via the HiPath Xpressions server to an SMS address are received by the recipient as short messages Please refer to Chapter 5 Short Message Ser vice SMS for GSM for information on the correct addressing of messages to SMS addresses 2 3 5 Importing a HiPath Xpressions Address Book into Outlook Express The HiPath Xpressions address book can be obtained from your system administrator as a file The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book After this your address book will no longer be auto matically synchronized with the HiPath Xpressions address book leaving you responsible for updating it yourself A31003 S2330 B690 2 7619 January 2003 2 14 HiPath Xpressions V3 0 User Manual
177. he Voice Mail Service Voicemail e Select the relevant voice mail system and then click Save A31003 82330 B690 2 7619 January 2003 2 120 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 8 3 Configuring a Referral Extension You can enter a direct dialing number to which your calls will be deflected if necessary The number entered here is used when activating call forwarding to the referral extension see Section 2 9 8 7 Your deputy may be a user on the HiPath Xpressions server on your phone PABX or an exter nal user you need CO trunk access to enter an external number for a deputy If the deputy is an internal user you can enter the number in short form I e as an extension number or in long form e g 32323 or 49 89 722 32323 Otherwise enter the number in international for mat The maximum length of the number is 22 digits e Enter the number of the desired extension without the CO exit code and prefix O but include the country code 2 9 8 4 Mailbox Options You can choose a detailed or a short greeting as well as the relative playback volume for your voice mailbox user prompts Example of a detailed greeting Select the star button to correct your entry Example of a short greeting Correct entry with star Selecting User Prompts 1 Click the list field and select the appropriate greeting 2 It will be activated by clicking Save
178. he connection The 78 key sequence for playing back the last eight seconds of the recorded messages is not permitted End the recording process push the star key and then push the pound key Defining a mobile phone number for call forwarding oe AONE In the main menu push 8 to access the answering options In the menu for changing the mobile phone number push 5 You now have the following options Change mobile phone number push 1 or Enable function push 2 or Disable function push 3 or Cancel retain mobile phone number and status push the pound key The system prompts you to enter required mobile phone number entries if you have pushed 1 Enter the mobile phone number and confirm the entry with the pound key You can only define mobile phone numbers if your system administrator has enabled this op tion To do this dial the trunk seizure code normally O in front of the telephone number Defining mailbox deputy numbers 3 24 e fe FONG In the main menu push 8 to access the answering options In the menu for changing the answering options push 6 You now have the following options Change mailbox deputy push 1 or Enable mailbox deputy push 2 or Disable mailbox deputy push 3 Cancel keep referral extension push the pound key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your
179. he ee edis oe eat ao eh eee da a ae iuf a Be oe 2 102 2 9 10 1 ser Dalai S555 oem o aiu Ge IP a i ect tu qe adu E dL atus aoe e x 2 103 2 8 10 2 Changing a Password 4e dx orti midea n RR XR AR es eas ed ey 2 104 2 8 10 3 Selecting LanguageS cee eee 2 105 2 8 10 4 Configuring Notifications 0 0 00 ee 2 105 2 8 10 5 Changing the Telephone Password PIN for Telephone Access 2 106 ASO FOPWSEGIDQS ae aries oe dece aee op er de d aad te po a Gi a ae ea 2 107 20 10 71 POPS ACCESS Dales utet Oe dened ath ten odii Ra a dus s cades 2 108 20 CIENEASSISIAN cid ot near awed a Aeneas amp heehee Dhaai ce ee bot b ora 2 109 2 9 1 OVE MOW c ccpit eoa ru Gt a EO SS qa ded S da de Rae ui d iis 2 109 PO 2 WOeDBIOWSOFL c ub tiles aul oe LAUR rb Ro A abil dr dy eu e a TR RARE E 2 110 2 9 9 Help sitem eee a buds a RAE eaa dx id dotata che 2 110 2 9 4 Settings on Your Computer 0 cc eee eres 2 111 2 9 4 1 HiPath Xpressions Mailbox seller 2 111 2 9 4 2 Screen Resolution c nnana anaana Bawha sake bee eee soma E LS 2 111 2 9 4 3 Cache and Proxy Server Netscape Communicator Internet Explorer 2 111 2 9 4 4 Style sheets Netscape Communicator llle 2 111 2 9 5 Starting and Exiting the Client Assistant 00000 0c e eee aes 2 112 29 aT NOON code end qa ettari ado S3 quet Se eae Re WER eG ORE GT 2 112 2 9 5 2 Login via SSL Secure Sockets Layer 0 0 ees 2 113 2 9 5 9 Seleclit g
180. he main menu Push 0 and then push the star key Direct callback connection with the originator of a message only possible if the originator s call number was transferred Direct callback to originator Push O0 and 7 in succession A31003 S2330 B690 2 7619 January 2003 3 54 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Connection with a recipient of your choice The following options are available for setting up a connection to a recipient of your choice Set up connection to recipient of your choice Push 0 and then push 2 am Select a recipient Enter the recipient s call number and push the star key to conclude the entry D If the entry was incorrect Delete the recipient call number entry Push the pound key You can resume the process of entering a recipient call number immediately afterwards or Cancel the entire process and return to the main menu Push O and then push the star key Print the fax or e mail message The following options are available if you want to print the fax or e mail message Output on default fax device provided this has been defined Push 1 Output on default printer provided this has been defined Push 2 Enter the number of a fax device B Select the fax device Enter the fax number and push the star key to conclude the entry m If the entry was incorrect delete the fax number entered Pu
181. he star key plays back all of the users in the selected distribution list in succession Reverse the default playback direction last user first Push 0 and then push 4 Restore the default playback direction first user first Push 0 and then push 6 Cancel the entire process and return to the main menu Push 0 and then push the star key Quit playback process Push 3 Add entries to a selected distribution list 3 64 Scroll the available distribution lists Push the star key Edit distribution list Push 4 Add number Push 1 Enter the new user number into the distribution list Enter the new number into the distribution list and push the star key to conclude the entry If the entry was incorrect delete the new number entered Push the pound key You can resume the process of entering a new num ber immediately afterwards Close the distribution lists Push the star key Save entries and quit process Push 4 Remark Once you have completed this entry a mode that allows you to use the star key to select additional distribution lists for playback or edit ing is reactivated or Cancel the entire process and return to the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Delete entries from a selected private distribution list
182. hich you can be reached in a separate line in the SMS mes sage Example Hello Martin Stephen here Please call me at the following number 089722123456 A number is automatically selected when you scroll a message in the Siemens S4 S6 and S10 mobile phones This number can be dialed directly when you push the talk key 5 3 2 Sending SMS Messages from Intranet Pages If you are working in an intranet environment and are providing WWW pages for other users you can create hyperlinks in these pages which will allow users to send SMS messages directly to mobile phone users in the supported networks A sample HTML link is provided below a href mailto SMS 436647654321 myserver domain gt SMS to Martins mobile phone lt a gt The address that follows mailto is the same as the address that is entered directly in an In ternet e mail program see Section 5 2 Sending Short Messages to GSM Users The address can also be used in WWW server applications such as CGI Scripts Siemens also provides the facility if requested to send an SMS message directly from an individually created WWW page Please consult your Siemens contact partner in this regard A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 5 5 Short Message Service SMS for GSM Tips for Everyday Use A31003 S2330 B690 2 7619 January 2003 5 6 HiPath Xpressions V3 0 User Manual Abbreviations Abbreviations This list contains all of the
183. i e RH ls eter dto o aca d tto e s RU n 2 61 2 6 14 Analyzing and Correcting Problems 0 000 ees 2 61 2 5 14 1 Problems Willi BULTORS S suoi b d atu glee peach cat FO roit Sup D ees 2 61 2 6 14 2 Problems with Callback and Voice Output 0 000 eee 2 61 2 6 14 3 Problems with SMS Fax and Voice Messages 2 62 2 6 14 4 Problems with the Address Book llellslllssssun 2 62 2 6 14 5 Problems with the Client Assistant 0 00000 eee eee eee 2 62 2 6 15 Import from Internet Mail llle 2 63 2 7 HiPath Xpressions Lotus Notes Extensions 000 ce eee eee ees 2 64 2 7 1 Settings for Unified Messaging 0 0 ees 2 64 2 7 1 1 38npralSelllidssa seus treni bet ea Wotan tm naa oer Ga uta emacs 2 65 2 7 1 2 SCAG Form SUNOS buck on ak gene Se ee VE AREE SOSE ES 2 66 2 7 1 3 Unified Messaging Settings 0 000 es 2 67 2 152 Sending Fax Messages eui venous SO uh Deed ee OOS alte See ws 2 68 2 7 3 Using the Lotus Notes Fax Printer Extension llli else 2 71 214 Faxon Demand ss eea an aaea Rew RARE Go See ea oe wd eee S cedo o 2 72 2 7 5 Displaying Received Faxes issus lo Oe eo hee Ira ee ee a 2 73 2 7 6 Sending SMS MessagesS 0 ccc eens 2 75 2 047 sending Voice Malls used eo ee re he aba wd ote Oh de Swe a ete es 2 76 2 7 8 Replying To a Message Via a Voice Comment 000 eee eee 2 79 2 7 9 Sending Voice Mail
184. ibution list and push the star key to conclude the entry If the entry was incorrect Delete the entered distribution list code Push the pound key You can resume the process of entering a new Enter the first user number into the new distribution list Enter the new number into the new distribution list and push the star key to conclude the entry Remark You can enter all of the required numbers into the distribution list by repeating this procedure If the entry was incorrect delete the new number entered Push the pound key You can resume the process of entering a new number immediately afterwards Close the distribution list Push the star key or Cancel the entire process and return to the main menu Push O and then push the star key If you want to play back the entries in a distribution list e 9 9 Scroll the available distribution lists Push the star key Reverse the default playback direction backwards Push 0 and then push 4 Restore the default playback direction forwards Push 0 and then push 6 Cancel the entire process and return to the main menu Push 0 and then push the star key Play back the selected distribution list Push 3 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 63 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS e 9 9 Play back users Push the star key Remark Repeatedly pushing t
185. ice HiPath Xpressions Outlook Extensions Accessories E3 To add or remove a component click the check box amp shaded box means that only part of the component will be installed To see what s included in a component click Details Components O ri Desktop Wallpaper an Document Templates Z Imaging 2 3 MB C XF Mouse Pointers 0 3 MB C T Object Packager 01MB Space required 0 5 MB Space available on disk 931 4 MB Description Image Viewer and OLE Custom Controls Details 2 6 2 Installation The HiPath Xpressions Outlook Extensions are installed on your PC with a setup program There are two setup programs One setup program is for installing the Basic version and one setup program is for installing the Entry and Standard versions for Outlook extensions Therefore it is useless for example to install the SMS op Note that your server installation does not necessarily support all services offered tion if the HiPath Xpressions server in use does not have SMS components A31003 S2330 B690 2 7619 January 2003 2 28 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions During the setup you can select or exclude the following services and features for installation Basio Callback e initiation of a telephone call to a contact e callback to the originator of a message e initiation of a telephone call from th
186. ice Messages from the Exchange Address Book You can open the Exchange address book by clicking the Address Book button in the stan dard toolbar If you have selected an entry which has an e mail address the address is trans ferred to the recipient field if you click the New Voice Message 7 button This feature is only available with Outlook 97 98 in Exchange mail operation A31003 S2330 B690 2 7619 January 2003 2 54 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 11 4 Playing Back a Voice Message If you receive a new voice message it is displayed in your inbox with a voice message icon 3 If you open the message the voice message form opens and the voice player is displayed Basic You can play back the voice message on your PC sound system by clicking the Start A button You can stop the playback by clicking the Stop button By clicking the Previous M button you can return to the beginning of the message By clicking the Next button you can jump to the end of the message Using the Rewind W and Forward buttons you can rewind or forward the message a second at a time Using the and buttons you can se lect a section If you have selected a section you can then play back just this section Using the slider you can select a position of your choice anywhere within the message You can save the voice message
187. icrosoft Internet Explorer IDE x File Edit View Favorites Tools Help amp Bak gt amp i Qsearch Favorites History D amp b Nd Links x User mode Xpressions Client Assistant The configuration interface ITTE Co Fe s AE LP B Personal settings Bi _ User data Voice Mail System TESTUSER_1 Logout Help Voice Mall system settings ERES Voice mail settings menu Notification Personal filters isda a sts Play messages from the following inboxes V Inbox Xpressions only available in PhoneMail Fax forms Time profiles Recordings Default output devices Which messages are to be considered Message type E mails C No messages unread messages only SIEMENS All messages Voice mails C No messages C unread messages only All messages Link to WebClient Fax C No messages unread messages only C All messages Save Back gi Pike a ee EN NE inant 2 Select an inbox folder if necessary 3 Select a filter option under Message type The No messages option locks this message type so that it is not considered for playback A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 123 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 9 Configuring Forwarding Specify the different variants actions and phone keys for forwarding on the Forward Access menu page First of all you can decide which call type you wish to forward
188. imple setup of a connection to the required user no TAPI The HiPath Xpressions Entry Outlook Extensions are extensions for Microsoft Outlook 2000 Outlook 2002 but in comparison to Basic with an improved user interface The CTI function ality is limited as for Basic to the simple setup of a connection to the required user no TAPI The HiPath Xpressions Standard Outlook Extensions are extensions for Microsoft Outlook 2000 2002 with the user interface and messaging functionality fax voice and SMS as in Entry However the CTI functionality includes a series of convenient telephone functions for the opti mal integration of telephone and PC TAP I This chapter describes the versions Basic and Entry The convenient telephone functions of Standard are described in a separate user manual To make things easier the following sym bols are used Basic identifies the functions that apply only to the Basic version and not the Entry Entry identifies the functions that apply only to the Entry and Standard versions and not to the Basic version A31003 S2330 B690 2 7619 January 2003 2 26 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions The HiPath Xpressions Outlook Extensions can be used for e mail operation with a Microsoft Exchange server referred to below as Exchange mail operation as well as for e mail operation with a HiPath Xpressions server configured as
189. in the standard toolbar If the originator has more than one phone number a drop down menu containing the phone numbers is displayed after you click the button After making your selection you are connected with this phone number 2 6 6 2 Calling the Originator of a Message asig f you open or select a message in any folder from which the originators telephone number can be determined you can connect to the originator of the message by phone To do this click either Business Callback or Mobile Callback Entry If you open or select a message in any folder from which the originator s telephone numper can be determined you can connect to the originator of the message by phone To do this click the Select or call current item button If the contact has more than one phone number a drop down menu containing the phone numbers is displayed after you click the but ton After making your selection you are connected with this phone number in the contact folder for standard message saving together with the relevant data when starting up the Microsoft Outlook program As a key for the search the e mail address is used for normal e mail messages and the originators phone number is used for voice messages If the originator cannot be determined in the contact folder in Exchange mail operation the global Exchange address book is searched To be able to determine the originator s numbers they must be entered as a contact
190. ing options are available when you are scrolling the outbound journal Listen to message Push 3 Pause playback Push 3 Resume playback The input options available when listening to the message are available again Push 3 Next message The selection options available under Scroll Outbound Journal are now available Push the star key Jump to the start of the message The selection options available un der Scroll Outbound Journal are now available Push 4 twice in quick succession A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 59 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Status query play back message header Push 5 Extend the request Push 8 Delete message Push the pound key Send new message Push 1 3 3 2 7 Recording a Dictation You can record dictations using the VMS system and send each dictation to a different user Note Special privileges are required for recording and receiving dictations These privileg es are assigned by the system administrator Select 2 in the main menu to record a dictation see Section 3 3 2 4 Options in the Main Menu Direct Access Selection options for recording and sending a dictation The following options are available for recording dictations Pia Enter the mailbox number Enter the mailbox number and conclude the entry by pushing the star key um If
191. ing the desti nation number immediately afterwards LEN I LL 3 3 3 1 Leaving a Message for Mailbox Owners You can leave a message after the beep if the user whose mailbox you have dialed with guest access or universal access has enabled the option to leave a message Otherwise the connec tion is interrupted after the greeting has been played The standard control and correction options are available during the recording process see Section 3 3 2 3 Default Edit Options During the recording process you will hear a warning advising you that the available recording time has almost come to an end The amount of time available for recording a message and the point at which the warning is output depends on how the system settings have been defined Any pauses at the start or end of the recorded voice message are detected by the system and deleted You can just replace the handset after you have recorded the message The message will al ways be sent Entering the Escape sequence in universal access mode switches the mailbox to your own mailbox This option is not available in guest access mode Switch to own mailbox Push 0 and then push the star key 3 3 3 2 Additional Options in Guest Access or Universal Access Mode If the delay between dialing the mailbox and making the first entry is sufficiently long to assume that the user does not understand the user prompts the system prompts the user to change the language of the us
192. ions V3 0 User Manual 2 45 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions By clicking the Thumbnail View 3 button you can change to the thumbnail view If you click on a page while in thumbnail view the page is displayed in the page preview 31 page s received Xpressions450 Fax Plain Text E m x From e mail address HiPath Xpressions Sent Tue 2 5 2002 5 28 AM simply communicate Ta e mail address CIE Subject 31 pages received A31003 S2330 B690 2 7619 January 2003 2 46 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 9 7 Answering Forwarding a Fax Message with Annotations When you Answer a fax message or Forward with annotation you can add anno tations to the page A window containing drawing tools opens if you click the Annotation Tool box 4 You can select a tool by clicking the corresponding tool with the left mouse button Clicking the Transfer annotations permanently t button causes all annotations to be trans mitted to the document permanently w FW 31 page s received Xpressions450 Fax Plain Text File Edit view Insert Format Tools Actions Help send E dh BS i 3 options 3 2 Te HiPath Xpressions simply communicate EET Subject FW 31 page s received Se sm ea elm mj maj The HiPath Xpressi
193. ions to send files from Microsoft Windows Explorer in the form of a fax message 4 1 2 Requirements for Receiving a Fax Please read Section Mailbox Processing on the PC and the E Mail Service on page 2 1 for information on receiving a fax with an e mail client Toretrieve and output fax messages on the phone see Section 3 2 3 1 Listening to Retrieving Messages on page 3 11 4 1 3 Fax Cover Your system administrator can provide you with various cover pages that are sent as the first page of the fax Different variable components such as the originator recipient or subject line can be added automatically to the cover page You can use the Client Assistant see Section 2 9 12 Fax Forms to define the cover page that is to precede your fax pages Alter natively you can consult your system administrator in this regard This function only works if your Internet e mail address in your mail client corresponds to the STMP address of your Xpressions mailbox A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 4 1 Fax Mail Service Overview 4 1 4 Fax Logo Your system administrator can provide you with various templates that appear on every page of a fax message Like the cover page different variable components can be added to the tem plate You can use the Client Assistant see Section 2 9 12 Fax Forms to define the template that is to be used in your faxes Alternatively you can consult your syst
194. ious message groups stored in your mailbox e New messages are messages that you have not yet played back from start to finish e Old messages are messages that you have already played back from start to finish but not deleted yet A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 47 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS The following options are available while the system is informing you of the number of new and old messages stored in your mailbox Play back first message header Push the star key Quit current playback and return to the main menu Push 0 and then push the star key Record a new message and send it to one or more recipients multi address distribution Push 1 Automatic playback of incoming messages This function allows the incoming messages to be automatically played back in sequence with the associated send information message head er Push 0 and then push 3 Reverse the currently set playback order The following basic setting is defined by the system e New messages of the various message groups will be played back first starting with the first message group and the newest message e Previously heard messages of the various message groups will then be played back starting with the first message group and the new est message e Following this entry previously heard messages of the various mes sage groups wil
195. is ee Ace he unc d d a dedi en eee d 2 31 20 4 Startihg Microso OUtIQOK rn ae nete hh ae aoe UL dcr eh ee doe a cade eed 2 32 2 6 4 1 Network Connection llle 2 32 PANE EO PM CENE Ev ete Rare dae tah ec man id gh PTT 2 33 2 6 4 9 Phone NUMDCl traf at SR eee eee Ra a een atu aod 2 33 2 6 4 4 Creating Input Forms 2 0 0 n 2 34 2 6 5 Settings in Microsoft Outlook 0 0000 eee 2 34 2 6 5 1 Activating Deactivating HiPath Xpressions Outlook Extensions 2 94 2 5 5 2 Message FONTE ie ae ode Tae uoa ut se oe ig Dura Qe ER 4G So ua Tuer ag 2 35 2 6 5 3 The HiPath Xpressions Tab l l 2 36 2 50 06 GallBaok a hob Rp YO Oe aot CPUS Be Ae eet Ser detus Ropa Mee od 3 Soap ae 2 37 2 6 6 1 Telephone Call To Contact 0 0 ccc ees 2 37 2 6 6 2 Calling the Originator of aMessage 0 0 ee eee 2 37 2 6 6 3 Calling From the Exchange Address Book 00000e eee 2 38 26 7 Playa K com PET 2 38 2 6 7 1 Playback on the Telephone 0 0 0 cece eee ees 2 38 2 6 7 2 Playback on the PC Sound System 0 00 ees 2 38 2 6 8 Short Message Service SMS 0 0 eee ee ees 2 39 2 6 8 1 Sending an SMS to a Contact 0 eee 2 39 2 6 8 2 Sending an SMS to the Originator of a Message 505 2 40 2 6 8 3 Sending an SMS from the Exchange Address Book 2 40 25 9 Fax Messages cs mice ette o Rp fan iR NOR ede Gh ho yd ap eR rie S
196. k Properties Cad InfoSpace Busin diel seize Local Area Network E Ca InfoSpace Intern directory service Local Area Network Cag VeriSign Interet directory service Local Area Network Import Ced whhow here Inter directors service Local Area Network Export Set Order The Internet Connection Wizard is started Enter the name that is to appear in the From field in the recipient s inbox Internet Connection Wizard x Your Hame When pou send e mail your name will appear in the From field of the outgoing message Type your name as you would like it ta appear Display name my name For example Jahn Smith lt Back Next gt A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 9 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Enter your HiPath Xpressions e mail address in the next window Internet Connection Wizard Internet E mail Address A31003 S2330 B690 2 7619 January 2003 2 10 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Set the name of your incoming mail server to IMAP Enter the HiPath Xpressions server as the incoming and outgoing mail server Internet Connection Wizard E X E mail Server Names hy incoming mail server is a POP3 SBIVET Incoming mail POPS IMAP ar HTTP server my Server 4n SMTP server is the
197. king the Help link in the upper part of the window 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt A Dsearch Favorites History E amp Xpressions Client Assistant The configuration interface T ae YI p E went Login User or mailbox ID number DAVID DOITYOURSELF Password or telephone password l Cancel Normal SSL g ap E A D IL Em A31003 S2330 B690 2 7619 January 2003 2 110 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 4 Settings on Your Computer 2 9 4 1 HiPath Xpressions Mailbox Configure your HiPath Xpressions mailbox functions using the Client Assistant To do this the server must be installed in the system and started You need a user name and a password for accessing the features and the configuration parameters Please contact your system admin istrator for further information 2 9 4 2 Screen Resolution A screen resolution of at least 800 x 600 pixels is required 2 9 4 3 Cache and Proxy Server Netscape Communicator Internet Explorer Display problems may occur when using Client Assistant with a proxy server or activated cach ing This means that old data which is no longer valid is displayed For this reason caching should not be activated unless absolutely necessary The browser should always load the most recent document by
198. kly Enabled or Disabled The Forward Access menu page provides a definition of forwarding Configuring Forwarding e Click Change key s Proceed as described in Section 2 9 9 Configuring Forwarding 2 9 8 7 Forwarding Incoming Calls Independent of your voice mail system settings you can also forward incoming calls directly to another telephone to your own extension or directly to your personal recorded greeting The call is immediately forwarded without user intervention 1 Select the required option or enter the destination number to which callers are to be for warded under Forward to this number 2 Then click the Save button A31003 82330 B690 2 7619 January 2003 2 122 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 8 8 Editing Messages on the Telephone Setting Personal Filters for Messages You can set a filter for message playback on the telephone so that only certain messages are played back in the event of queries These will normally be messages from the Xpressions Server inbox If the Xpressions only available in phone mail checkbox is enabled the system will also consider messages Saved in the Xpressions folder or Xpressions inbox window of Microsoft Ex change or Lotus Notes if connected 1 Click the Edit button to specify details for the playback filter A new page opens S Siemens Xpressions Client Assistant M
199. l System field on the HiPath Xpressions tab sheet is incorrect Correct this entry if necessary You are sending the message in Microsoft Outlook Rich Text Format Ensure that the mes sage is sent in Plain text format Description of error Incoming fax and voice messages are not displayed in the inbox with the corresponding icon When you open the message it appears in the form for normal e mail messages Possible cause You are using Microsoft Outlook in Internet mail operation but have entered Exchange as the e mail system in the HiPath Xpressionstab sheet To correct the problem enter Internet as the e mail system 2 6 14 4 Problems with the Address Book Description of error When using the address book search the address book cannot find users Possible cause The Exchange server entered under the address book settings may be incorrect Correct the server name if necessary 2 6 14 5 Problems with the Client Assistant Description of error After clicking the Client Assistant button the browser cannot find the Internet page Possible cause The link entered in the HiPath Xpressions tab sheet may be incorrect Correct the entry if nec essary A31003 82330 B690 2 7619 January 2003 2 62 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 15 Import from Internet Mail If you own e mail accounts on other servers you can customize
200. l be played back starting with the last message group and the oldest message The new messages of the various message groups will then be played back starting with the last mes sage group and the oldest message Push 0 and then push 4 Restores the basic setting see above of the playback order Push 0 and then push 6 The message header is played back following notification by the system of the number of old and new messages This comprises the date and time the message was received and the type of message that was sent The callers number is also played back If the message received is an internal message and a HiPath Xpressions mailbox has been configured for this user the name will be played back as well For external calls the call number is played back if it was transferred with the message A31003 S2330 B690 2 7619 January 2003 3 48 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Selection options in the Inbox Record a new message and send it to one or more recipients multi address distribution Push 1 Listen to message Push 3 Pause playback and resume playback Push 3 Repeat message header Push 5 Skip message and play back next message header Push the star key Reverse the currently set playback order The following basic setting is defined by the system e The new messages of the various message groups are played
201. lbox Guest Access or Universal Ac cess for more information about guest access mode This access option is not available if the voice service is deactivated You can dial an external mailbox and access your own mailbox universal access This is the same as guest access with the additional option of being able to access your own mailbox You can re direct callers who dial your extension to your mailbox forward access Calls received at your extension are then forwarded to your mailbox Callers can leave a message for you in your mailbox You can therefore use the mailbox as an answering ma chine Please refer to Appendix Call Forwarding Forward Access for more information about forward access mode This access option is not available if the voice service is de activated You can transfer callers to your mailbox transfer access If you would like to give the caller the option of leaving a message for someone else or if the caller is unable to enter a user s extension number or if this extension number is to re main hidden from the caller you can connect the caller directly to the mailbox by dialing the transfer access number This option is of particular interest if you are responsible for switching calls You can access your mailbox using the mailbox key on the telephone Callback access if your mailbox contains new messages A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 7 Mailbox Pro
202. lease select the components vou want En add to your Outlook Client Playback Short Message v Fax messages v Fas On Demand v Voice messages v Adress book v Client Assistant Back Cancel down before reinstallation If Microsoft Outlook is not closed down the PC will prompt you to restart the computer at the end of the setup process Basic amp The address book component can only be used during Exchange mail op eration If you use Internet mail operation the address book should not be installed If these extensions have already been installed Microsoft Outlook should be closed A31003 S2330 B690 2 7619 January 2003 2 30 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 3 Uninstallation The HiPath Xpressions Outlook extensions can be uninstalled under Control Panel Add Remove Programs HiPath Xpressions Outlook Extensions Change Remove ER Add Remove Programs es Currently installed programs L Change or im Dialogic System Software al Remove Programs i HiPath Xpressions Outlook Extensions am Last Used On Ary a aay To ch thi it F f o change this program or remove it From your Add New computer click Change Remove Change Remove Programs Microsoft Outlook 2000 SR 1 Size 73 7MB im Netscape Communicator 4 73 nnd Re im RealPlayer Basic Windows Components is not closed
203. look Internet Operation 2 18 2 4 4 Sending Messages with MS Outlook Internet Operation 2 18 2 4 4 1 Routing Messages to HiPath Xpressions distribution lists 2 18 2444 2 Fax Messages os sodas ser E eR sede xx UE REA RON Ko epo SCR Rees 2 18 2 4 4 3 Routing Short Messages to a Mobile Telephone SMS 2 18 2 4 5 Importing the HiPath Xpressions Address Book into MS Outlook Internet Operation a 3 eode ee E seeks edo ERO AA REP xXx EE E EXER 2 19 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual 0 3 Contents 2 5 Outlook 2002 in Exchange Operation lille 2 21 2 5 1 System Requirements 0 0c cece eee ee eee eet 2 21 2 5 2 Receiving Messages 46 5 bua de ERROR A eee dw x ed eie aS 2 22 2 5 3 Sending Messages s 3a xakuche de Eu EUROPE hane E ROC RE Ree eR 2 22 2 5 3 1 Sending Messages using SMS as an Example 000 eae 2 22 2 5 3 2 Adding HiPath Xpressions Addresses to the Microsoft Exchange Address BOOK 55 5 antaa p ha Gord Wk edd Qu BS oar ty ind mua be dual racine e d 2 24 2 5 3 3 Other HiPath Xpressions AddresseS 0000 eee eee 2 26 2 6 HiPath Xpressions Outlook Extensions 0 00 cece eee ees 2 26 2 6 1 System Requirements 0 ccc eee eee nee eens 2 27 20 2 INSIQUAUOM as bee ede ie os do dic RP red eee de a s Slee hoe Aenea 2 28 2 0 9 UMINStANANON 3 532 3 cA ox estt uten cin
204. ls i dynfonts Plugins import spellchk ljava ai APR Adressbuch Idif NetHelp File name a Files of type LDIF Files Idi dif Cancel E Select the address book to be imported in this window Clicking Open imports the HiPath Xpressions address book 2 3 Microsoft Outlook Express The descriptions in this chapter are based on MS Outlook Express Version 5 002919 6700 2 3 1 2 3 2 System Requirements Microsoft Outlook Express version 4 72 or higher Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC The relevant graphics software must be installed on your PC to allow fax messages to be viewed A graphics format that is supported by the user s graphics software can be set for each individual user Setting up an Account in Microsoft Outlook Express Start Microsoft Outlook Express and select the Accounts command in the Tools menu Click Add in the Internet Accounts window and select Mail 2 8 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Internet Accounts All Mail Hews Directory Service News Connection Remove Directory Service Ced Active Directory directory service Local Area Network Cd Bighoot Intemet D directors service Local Area Networ
205. ly laid out Web pages help you to configure your person al settings for e mail voice and fax messages to meet your own requirements Depending on the configuration of the Client Assistant some descriptions may differ from the actual possibilities Please consult your system administrator in this situation Overview of Functions Using the Client Assistant you can for example e check your user data and add additional information e define a referral extension e activate incoming message notification e record and administer telephone announcements and greeting texts e administer messages sort delete deflect e configure global daily and weekly profiles for telephone announcements and greeting texts e define distribution groups and lists for sending messages e configure customized forwarding functions e use fax templates for sending your own faxes e administer personal passwords and access data A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 109 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 2 Web Browser You can use the Web browsers listed below to operate the Client Assistant e Netscape Communicator version 4 72 or higher e MS Internet Explorer version 5 0 or higher 2 9 3 Help Besides this manual the Client Assistant provides an online help that you can access any time as soon as the Client Assistant has been started The online help will be opened by clic
206. m administrator it is no longer possible to send forward or answer mes sages in your own mailbox If you are registered to Hicom this also applies to other voice mail service access options In this situation you should delete messages which are no longer needed or contact the system administrator Regardless of the memory required by your mailbox other callers can always leave messages for you A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 1 8 Additional Features in VMS 3 1 8 1 Direct Callback Connection with the Originator of a Message You can initiate an immediate callback by dialing 07 if the originator s telephone number was transferred when a message was delivered which is the case for internal callers unless the call number display has been suppressed and depends on the caller s settings for external callers The message header shows whether or not this option is available If the originator s telephone number was transferred the message header will contain this number and it will also be an nounced You must have the relevant privilege to initiate callbacks to external users 3 1 8 2 Broadcast Call Broadcast Message The Broadcast Call and Broadcast Message features allow you to send voice messages to a particular recipient group These features allow you to send the message to a significantly larg
207. mail fax etc 1 Click the button to start the Lotus Notes e mail client 2 Use the mouse to highlight an incoming message 3 Select the Voice Mail Annotation menu item in the Create Unified Messaging menu The e mail extension for replying to voice mails opens File Edit View Create Actions Text Help te yy a S A G r3 New Voice Annotation notes Ee F Send f Address delivery Options OP Tools i Testuser 1 To Administrator Doc Test 1j Copy ii Bind copy Cid A duse 4 Position ez CHOP ORO SS Position 00 00 Length 00 00 Phone 4924049C Stopped Cd v Administrator e Administrator To estuser 1 Doc Test Doc Test 21 01 2002 13 23 i Cabon id Sed Hello shall we meet at 2 PM 4 w gt Default Sans 10 None 5 e 2 Office 4 This e mail extension offers the same functions as the mail extension for sending voice messages see Section 2 7 7 5 The recipient s address is already entered in the address field The incoming message text including the document header is displayed in the text entry field The incoming message text fills the Subject field the preceding Re stands for reply 6 You can send a copy of the message via e mail by clicking in the cc or bcc address fields and then by selecting one or more recipients in the address book via the Address cc amp bcc button A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V
208. mail system settings page A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 125 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 10 Configuring Notifications You can activate automatic notification for new incoming messages You can select the mes sage type and the method of notification The system will then inform you of new incoming mes sages in the desired manner valid time range for example the next notification in the list will be processed The The List of notifications is processed sequentially If a notification does not have a option field need not be selected unless you want to delete a message e Siemens Xpressions Client Assistant Microsoft Internet Explorer Bel Ea File Edit Yiew Favorites Tools Help Sepak gt 9 A Qsearch Favorites CBristory A 5 mi User mode Xpressions Client Assistant The configuration interface dai 51 gt e SA h f Personal settings s EC j r User data Voice Mail System settings Forward Access menu TESTUSER_1 Logout Help List of notifications Notification Active message types for MWI CIT LED Distribution lists lv E mail Fax f ax forms FP Fax Ti fil Voice Mail Recordings Default output devices Global notification settings Link to WebClient Notifications Disabled C Enabled SIEMENS Notification options Min notification interval in minut
209. mailbox CF forward access Calls received at your extension are then forwarded to your mailbox Callers can leave a message for you in your mailbox In this way you can use the mailbox as an answering ma chine Please refer to Section 3 3 4 Call Forwarding CF Forward Access for more information about forward access mode e You can check your mailbox for new messages using the mailbox key on the telephone callback access The same functions that are provided with the direct access option are available here e You can also use a notification feature User outcall A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 43 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS This allows the server to notify you of anew message via any telephones of your choice in addition to illuminating the mailbox LED See Section 3 3 2 11 Configure notification fea ture System announcements guide the user through the selection options menus when the user opens his or her own mailbox or an external mailbox The announcements prompt you to make the relevant entries Please see Section 3 1 9 User Prompts for the principles of user prompts You will find a graphic overview of all menu functions in Section 3 3 5 A Quick Reference Guide to the Menus and Key Sequences 3 3 2 Using your own Mailbox Direct Access Own Mailbox Code 3 3 2 1 Overview You will need
210. mailbox deputy and return to the Special Functions menu Deactivate mailbox deputy and return to the Special Functions menu Cancel the entire process and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 93 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Change referral extension ON 9 5 OHE Open Special Functions menu Change referral extension Specify the call number of the referral extension Enter the call number Confirm entry Delete entry Cancel the entire process and return to the main menu Define switch as referral extension Cancel the function and return to the Special Functions menu Cancel the entire process and return to the main menu Define or change password 3 CJ HL Open Special Functions menu Define or change password Delete password special privileges may be required to access this function Enter the password Confirm the entry If the entry was incorrect delete the password entered Cancel the entire process and return to the main menu Configure notification feature 3 94 3 39686 OB OH Open Special Functions menu Select option to configure notification feature Configure User outcall notification Configure SMS notification Cancel the function and return to the Special Functions menu Cancel the entire process and return to the main menu Enter destination number
211. mat A31003 S2330 B690 2 7619 January 2003 4 2 HiPath Xpressions V3 0 User Manual Fax Mail Service Sending Fax Messages 4 2 Sending Fax Messages To send fax messages proceed in exactly the same way as for sending an e mail The recipient address selected must be an STMP address in Xpressions that Xpressions can interpret as a fax address and can therefore trigger the fax send action Please remember that not all file for mats can be used to create a fax 4 2 1 Sending a Sample Fax Message from MS Windows Explorer Start the Explorer and select a file that you would like to send as a fax 4 My Documents File Edit View Favorites Tools Help Folders cB fi Desktop 2 My Documents My Pictures Waord Dacu bill doc Fe My Computer EE 344 Floppy A Local Disk C cB cB troubles doc results dorc H E Favori 2 Open ES My Do New eee Le Print BR J Start re Open With i E k X Z EUIS Cut en Desktop create shortcut o w lt Mail Recipient Create Shortcut My Documents Delete Netscape Messenger Rename Properties To do this right click the required file A context menu is displayed Select the Send to com mand and then select the Mail Recipient command in the submenu A different e mail program can be started depending on the links set MS Outlook is used in this example Proceed in the same way for all other mail programs You can als
212. menu Enter call number Confirm entry connection is set up Delete entry Cancel the entire process and return to the main menu B ce ABOE s OOOH Print the or e mail message Print the fax or e mail message Print on default fax device Print on default printer Enter the number of the fax device 3k Enter the number Confirm entry Delete entry Cancel this function Cancel the entire process and return to the main menu 3 3 5 2 Recording and Sending New Messages Key sequence Function Open Outbound Journal menu Re record a message and send it one or more recipients Re record a message and send it using the broadcast message feature Re record a message and send it using the broadcast call feature Scroll previously sent messages Reverse playback order 0 6 Reverse playback order again 0 C Cancel the entire process and return to the main menu a Record a new message and send it to one or more recipients Record and send new message p Enter the distribution list or recipient Confirm entry Delete entry A31003 S2330 B690 2 7619 January 2003 3 86 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Terminate selection and confirm Delete selection Cancel the entire process and return to the main menu Start stop recording Select special send options Request a read receipt Mark message as Private Mark message as Urgent
213. message using your PC sound system and a micro pnone It is not possible to record a voice message using the telephone By clicking the Send that you can only record a voice message using your PC sound system and a microphone It is not possible to record a voice message using the telephone By clicking the Send that you can only record a voice message using your PC sound system and a microphone It is not possible to record a voice message using the telephone By clicking the Send I button the voice message is sent Untitled Xpressions450 voice Plain Text Eile Edit view Insert Format Tools Actions Help send ll 4 ga tiv 2 Options mo HiPath Xpressions Simply communicate pepe Subject microphone It is not possible to record a voice message using the telephone By Note that you can only record a voice message using your PC sound system and a clicking the Send button the voice message is sent A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 53 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 11 1 Sending a Voice Message to a Contact Basic f you have selected a contact who is in a contact folder and has an entry in the E mail field tnis address will be transferred to the recipient field if you click the New Voice Message 44 button Entry If you have selected or opened a contact who is in a contact f
214. mmed call forwarding to your mailbox You can change your answering options in your personal set tings if you have access to these settings via the Web based configuration interface Section 2 9 13 Time Profiles The answering options include e Greetings and answering mode Callers who are forwarded to your mailbox hear a greeting a system greeting is set by de fault You can select the following types of greetings from a maximum of nine greetings that you have recorded sorted according to priority A31003 82330 B690 2 7619 January 2003 3 20 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Alternative greeting You can define an alternative greeting All callers will hear this greeting After hours greeting Callers who dial an extension outside of business hours will hear this greeting You can use this greeting to notify callers of your office s business hours You can program the business hours using the Web based configuration interface Section 2 9 13 Time Profiles Greeting when extension is busy Callers will always hear this greeting when your extension is busy For example you can set a greeting to inform the caller that the extension is currently busy Personal greeting for external and internal callers You can define one of your personal greetings for internal calls and one for external
215. mmunicator version 4 72 or higher e Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC e The relevant graphics software must be installed on your PC to allow fax messages to be viewed A graphics format that is supported by the user s graphics software can be set for each individual user A31003 S2330 B690 2 7619 January 2003 2 2 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Netscape Messenger 2 2 2 Setting up an Account in Netscape Access to your HiPath Xpressions mailbox using Netscape Communicator is performed using a profile created in Netscape Communicator You can use a profile to communicate with a mail box on a mail server You must create a separate profile for every mail server if you are using a number of mail servers Please refer to the description in Netscape Communicator for infor mation on how to create a new profile Start Netscape Communicator Select the Preferences command in the Edit menu Then open the category Mail amp Newsgroups and enter your name and e mail address under Iden tity The other boxes are optional Preferences D x Category Set your name email address and signature file i Colors Ek Navigator The information below is needed before you can send mail IF you do Lo Languages not know the information requested
216. n 3 3 2 3 Default Edit Options Start stop recording of new message Push 1 Special delivery options See Section 3 3 2 6 Special send options Push 5 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 53 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS End recording and initiate delivery Push the star key or Cancel the entire process and return to the main menu Push 0 and then push the star key The following options are available if you want to add comments to a message and subsequently send this message to one or more recipients Forward message with or without comments to one or more recip ients push 8 The procedures for selecting a recipient or a distribution list are the same as those described in Section 3 3 2 5 The following options are available if you want to send a new message now to the Inbox Once you have entered the distribution list s or recipient number s the standard operating steps for recording and editing your message are available see Section 3 3 2 3 Default Edit Options Start stop recording comments Push 1 Special send options See Section 3 3 2 6 Special send options Push 5 End recording of comments and start delivery Push the star key or Delete comments for example to record new comments Push the pound key or Cancel the entire process and return to t
217. n personal greetings text for different types of calls internal call Select the greeting that should be played when the incoming call is an internal one for example within the company external call Select the greeting that should be played when the incoming call is an external one for example a call from another country when busy Select the greeting that should be played when your telephone is busy and a call comes in Alternate greeting The system plays an alternate greeting no matter what type of call internal external busy comes in If you set up a greeting here the system uses only this greeting for incoming calls Any greetings that you may have selected for internal calls external calls or calls when busy are deactivated when you select this option e After hours greeting Select the greeting that should be played when a call is received outside of the specified business hours e Business hours In the from and until entry fields you can specify the business hours Enter the time in hours and minutes in the form nh mm During any time periods you have not defined the mailbox uses the standard system greetings e Click the Save button to save the settings that you have made A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 137 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 14 Creating Recordings You can record several greetings a
218. n to message Pause and resume playback Repeat message header Skip message and play back next message header Reverse playback order A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 81 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Jump to previous message type Jump to next message group Reverse playback order again Jump to next message type Jump to next message group Automatic message playback Disable automatic playback of subject or an e mail message Reply to message Forward message Connect to the originator Connect to a user Mark message as unread E 3 eJ eJ eJ amp Delete messages Listen to AN and CC fields of an e mail message Listen to the attachments of an e mail message Print the fax or e mail message Play back information about the attachments of an e mail message Cancel the entire process and return to main menu SSCs 89 83 9 9 3 63 9 9 9 9 9 5 Sis CJ 3 E f E You can make the following entries while you are listening to a message Rewind the recording by 10 seconds voice message Rewind the text by three sentences e mail message Rewind to the start of the recording voice message Rewind to the start of the text e mail message a Rewind the recording by x minutes voice message Rewind the text by x sentences e mail message Fast forward the recording by 10 seconds voice message Fast for
219. ncryption is required for SSL connections Please ensure that your browser supports 128 bit encryption For further information go to Help WebClient International 0 E sc 5 4B Internet A31003 S2330 B690 2 7619 January 2003 2 84 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 4 2 Selecting a Language When started for the first time the WebClient is displayed in the language of your server You can select another user language before logging on The flag in the WebClient icon at the top left of the page indicates the current user language e For example click the icon with the German flag in the Siemens WebClient International area to switch to German All texts will immediately be displayed in German 2 8 4 3 Navigation Once you have started and logged on to the WebClient see Section 2 8 4 4 you can switch to different pages for convenient use of your mailbox The table of contents on the left margin of the window can be used to navigate between the different pages e Click the link on the left margin of the window to switch to the corresponding page Unified Messagi REE File Edt view gt E A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 85 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 4 4 Login You must log in as a user to work with
220. nd create a personal name recording as well as creating a name recording for a distribution list for your mailbox To make the recording you may use a mobile phone or the telephone at your workstation for example In addition you can use a voice file created especially for this purpose gt Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help amp Bak gt gt amp A Qsearch Favorites History s amp User mode Xpressions Client Assistant The configuration interfa zi s y d EJ a 5 Personal settings x User data Voice Mail System Testuser 1 Logout Help settings i Forward Access Recordings menu Notification No recording available Distribution lists Fax forms Create a new recording Time profiles Create a new recording Recordings Default output Create devices Link to YYebClient SIEMENS Done sp Internet A A31003 S2330 B690 2 7619 January 2003 2 138 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 14 1 Personal Name Recording You can record a personal name recording This option is only available if no other greeting has been recorded yet Previously created name recordings can be edited or deleted in the same way as normal greetings 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools H
221. ng configuration dialog is displayed when this menu item is opened Fax Printer Configuration xi Authentication Passwords can be remembered to automate the logon K process Keep in mind that anybody with access to Cancel 3 your computer may use this account without validation v Remember Password P assword XXXXXXXX Confirm Password d m Send Form The form indicated is used to compose the new fax 3 document You have to provide a form name Form Memo Default A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 71 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions You must enter your Lotus Notes user password in the Authentication section This password is used to open the Lotus Notes client If the Remember Password option is activated no password needs to be entered when starting the Lotus Notes client via the fax printer driver In the Send Form section you can set the fax form to be used 2 7 4 Fax on Demand The prepared fax pages of a fax on demand service can be requested via the fax on demand function The procedure is similar to that for sending fax messages Proceed as follows 1 To start the Lotus Notes e mail client click the button E 2 Select the Fax On Demand menu item in the Create Unified Messaging menu The e mail extension for retrieving fax messages opens in a new window File Edit view C
222. ng the keypad on your mobile phone These announcements prompt you for example to enter certain digit keys to select a function or to enter a number or a password All inputs for using the mailbox can also be performed with the keypad buttons i e the 0 to 9 digit keys the star key and the hash key 3 1 9 1 Repeating System Announcements The announcement is repeated after a few seconds if you do not push any key when prompted to do so To hear a prompt again simply wait until it is repeated This is useful for example if you did not hear the announcement properly If an announcement is played a second time you will automatically be advised on how to find Help information on using PhoneMail If you fail to push any key after the announcement has been played a second time and the prompt has been repeated the system will cancel the function after five seconds 3 1 9 2 Requesting Help PhoneMail You can call up Help information by pushing the 0 key when you are prompted to select a menu item Additional help announcements describe the current selection options in the menu Help is unavailable if you are prompted to enter a telephone number or a password or if the O key is assigned a different meaning 3 1 9 3 Incorrect Entries The system plays the relevant announcement if you enter an invalid digit for example when you are selecting a menu item You are subsequently prompted to repeat the entry The call is disconnected
223. nt field if you click the New Short Mes sage i button Entry If you have selected a contact who is in a contact folder and has an entry in the Mobile Pnone rield this number will be transferred to the recipient field if you click the New Short Mes sage to Contact 4 button A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 39 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 8 2 Sending an SMS to the Originator of a Message Basio If you have selected a message in any folder for which the originator has a mobile tele phone number this number is transferred to the recipient field if you click the New Short Mes sage EJ button If you have opened a message click SMS Reply Es Entry If you have selected or opened in any folder a message whose originator has a mo biie telephone number this number will be transferred to the recipient field when you click the SMS Reply s button To be able to determine the originators mobile telephone number they must be en tered as a contact in the contact folder for standard message saving together with the relevant data when starting up the Microsoft Outlook program As a key for the search the e mail address is used for normal e mail messages and the originator s phone number is used for voice messages If the originator cannot be determined in the contact folder in Exchange mail operation the global Exchange addres
224. nt messages in this folder and to play these messages first activation of automatic faxtone detection for forward access optional the private distribution lists the user prompt language only if several languages are installed on the server op tional thetypes of messages that are to be processed using the telephone you can specify for example that only voice messages and fax messages are to be processed and that no e mails are to be processed e set up a connection to another user or to the switch 3 2 2 1 Dialing your own Mailbox You will require a service access number your telephone number and your password to access your mailbox In the interest of security you will be prompted to assign a password when you use your mailbox for the first time see Section 3 2 4 2 Changing the user prompts or Section 2 9 8 1 Changing the Telephone Password PIN You can dial your own mailbox from your own telephone and from any other telephone of your choice Dialing your own mailbox from your own extension O00 3 2 Enter the service access number for the direct access option Push the pound key E Enter your personal password Conclude the entry by pushing the pound key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 9 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Dialing your own mailbox from an
225. o explicitly open the mail program enter your text in the program and send the text as a fax A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 4 3 Fax Mail Service Sending Fax Messages A window for creating a new message opens The selected file is automatically inserted as an attachment You must now enter the fax recipient in the form of an e mail address meeting doc Message Plain Text E Oj x Eile Edit View Insert Format Tools Actions Help l sena Li Options To Faxeajs7a77 myserverdomain 0 Sea 8 5 LU O O Subject mestingdot 00000000000000000 meeting dac V meeting doc 22KB In the To address field enter the fax recipient s address Please observe the following rules when entering the address Enter the prefix FAxG3 at the start of the address Now enter the user s number in the form internal fax number or international fax number by entering the country code area code gt lt fax number without using special characters such as blanks plus signs or hyphens and not in the form that you would use when dialing the number yourself Enter the character followed by the domain address of your Xpressions server The do main address is available from your system administrator For example FAXG3 37877 myserver de or FAXG3 498972237877 myserver de Xpressions recognizes from this address that the message i
226. o re direct calls to your mailbox To do this use the call for warding function you can normally choose between automatic call forwarding and conditional call forwarding on mobile phones for example if your extension is busy or cannot be reached Please consult your mobile phone operating instructions for information on how to set up the call forwarding function You must use the CO number of the Xpressions server followed by the extension number of your telephone at your workstation as the call forwarding destination number Please consult your system administrator if you do not know the CO number of the Xpressions server Callers who dial your mobile number will be re routed to the mailbox Callers can leave a mes sage in your mailbox or can be transferred to your PhoneMail referral extension This depends on how you have set your answering options see Section 3 2 4 1 Changing Answering Op tions A31003 82330 B690 2 7619 January 2003 3 36 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 9 2 Dialing your Mailbox You can dial your own mailbox using the service access number for the direct access option see also Section 3 2 2 Using your own Mailbox Direct Access You can dial your own mailbox direct access from any external telephone E Enter the service access number for the direct access option including the C
227. ocessed on the telephone op tion 1 you are offered the following options multiple selection possible Process voice messages yes no push 1 Process fax messages optional yes no push 2 Process e mails optional yes no push 3 Push the keys for the required options in succession for example 1 and 3 After you have pushed one or more keys the announcement indicates whether the selected message type is activated or deactivated Confirm and return to the main menu or Cancel and return to the main menu When setting whether old and new or only new messages are to be played option 2 on re trieving messages you will be offered the following options multiple selection possible Process old messages also yes no push 1 Process old fax messages also yes no push 2 Process old e mails also yes no push 3 Push the keys for the required options in succession for example 1 and 3 After you have pushed one or more keys the announcement indicates whether or not old messages for the selected message type will be played back Confirm and return to the main menu or Cancel and return to the main menu A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 31 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 5 Connection You can call the switch or another user while you are connected to a mailbox To do this you must select
228. ofiles you can define when and with which voice greetings your mail box should react to incoming calls greetings that are integrated into the time profile in this dialog First in the Recordings menu see Section 2 9 14 you must create the voice e Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help Bak A Search Favorites history E4 SH User mode Xpressions Client Assistant The configuration interface 4 Y EI d tg L3 E wo f Personal settings Wu a di User data Testuser 1 Logout Help Voice Mail System settings un Forward Access Time profiles menu Notification Mon Tue Wed Thu Fri Sat Sun Distribution lists Fax forms Message Iv Iv Iv Iv Iv Iv Iv f recording not Time profiles allowed Recordings Default output Greeting not ri rj rj r3 zi rj devices interruptible Link to VVebClient Greetings internal call none x none none none x none none none Access menu SIEMENS external call none x none x none x none x none x none x none Access menu Alternate greeting none x none x none x none J none x none x none x Access menu when busy none x none none x none none x none none x Access menu After hours none x none x none none none none none Access menu greeting Business
229. older and has an e mail aaaress then this address will be transferred to the recipient field after you click the New voice message to contact 4 button If the contact has more than one e mail address a drop down menu containing the E mail addresses is displayed after you click the button After you have selected an e mail address it is transferred to the recipient field 2 6 11 2 Sending a Voice Message to the Originator of a Message asig f you have selected a message in any folder and the message s originator has an e mail address this number is transferred to the recipient field if you click the New Voice Mes sage 4 button If you have opened a message click Voice Reply z Entry If you have selected or opened a message in any folder and the message s originator has an e mail address this number is transferred to the recipient field if you click the Voice Message button If the originator has more than one e mail address a drop down menu containing tne e mail addresses is displayed after you click the button After you have selected an e mail address it is transferred to the recipient field contact in the contact folder for standard message saving together with the relevant data when starting up the Microsoft Outlook program As a key for the search the originator s phone number is used for voice messages To be able to determine the originator s e mail address they must be entered as a 2 6 11 3 Basio Sending Vo
230. ols Help Back gt A Qsearch Gyravorites CBristory Eh Sp mi Links User mode Xpressions Client Assistant The configuration interface A Z 4 w f i PE p q at Personal settings E a zs Me User data TESTUSER_1 Logout Help Voice Mail System tti sausa Notification 1 Forward Access ce menu Name of notification Notification i WR Notification of new incoming messages Distribution lists Message type Only if urgent Fax forms Al r Time profiles E mail oO Recordings O Fax m Default output I7 Voice Mail O devices Link to WebClient Notification to the following devices Mobile Phone SMS Number address SIEMENS Work Phone Outcall Number address Home Phone Outcall Numberfaddress Spare Phone Outcall Number address Number address Number address Number address Number address Number address mi Number address _ffails Delete device Add additional device Time dependency Phone 2 fmf u Ol u mS u Oo I Time ranges Hour Minutes from 12 008m to 12 008m Add additional time range Days Monday Friday Weekdays Monday thru Friday F Tuinadan F Osee F7 Does fI dandas then Ced xl a Internet Z 2 Inthe Notification of new incoming messages area you can select the message type for which you want to receive notification The following o
231. on receipt These are automatic messages that you receive if the system was unable to deliver the sent message Messages that are stored in your mailbox have one of the following states e Unread messages This category includes messages that have not been retrieved and saved deleted A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 11 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail e Read messages This category includes messages that you have already retrieved listened to and saved but not deleted yet To retrieve listen to messages Dial your own mailbox see Section 3 2 2 1 Dialing your own Mailbox Push 3 in the main menu see Section 3 2 3 Options in the Main Menu to retrieve or listen to messages or Automatic retrieval of messages if new messages are stored in your mailbox and Callback access mode is activated See Section 3 2 8 Us ing the Mailbox with the Mailbox Key Callback Access or through the automatic notification of Xpressions 3 2 3 2 Playing Back Messages Messages that are stored in your mailbox are retrieved in the following order 1 Received messages The contents of the Xpressions folder or the Inbox are played back in the following order a Messages that are marked as urgent are played first b This is followed by send and read receipts as well as undeliverable mail messag es
232. on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 2 3 Default Edit Options The following default entries are available for operating the mailbox However you can only se lect those default entries that are of logical relevance to the menu in question Start stop recording Start stop playback Reverse the currently set playback order The following basic setting is defined by the system e New messages of the various message groups will be played back first starting with the first message group and the newest message e Previously heard messages of the various message groups will then be played back starting with the first message group and the new est message e Following this entry previously heard messages of the various mes sage groups will be played back starting with the last message group and the oldest message The new messages of the various message groups will then be played back starting with the last mes sage group and the oldest message Push 0 and then push 4 Restores the basic setting see above of the playback order Push 0 and then push 6 Rewind the recording by 10 seconds voice message Rewind the text by three sentences e mail message Rewind to the start of the recording voice message Hewind to the start of the text e mail message Fast forward the recording by 10 seconds voice message Fast forward the text by three sentences e mail message Fast for
233. ons messages with Outlook 2002 Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC The relevant graphics software must be installed on your PC to allow fax messages to be viewed A graphics format that is supported by the user s graphics software can be set for each individual user A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 21 Mailbox Processing on the PC and the E Mail Service Outlook 2002 in Exchange Operation 2 5 2 Receiving Messages All messages which you receive via HiPath Xpressions can be found in your Exchange mailbox inbox Original voice and fax messages are received as additional data in the form of attach ments to the e mail An incoming voice message is attached to an e mail as an audio file If you have entered the relevant link for this file type WAV clicking the audio file will start the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If you are using graphics software that is linked to the file type of the attachment the corresponding program is opened by clicking the attachment containing this file The graphics file displays the fax 2 5 3 Sending Messages A new address type is available in your e mail client This address type is called an MRS ad dress and represents HiPath Xpr
234. ons ns sions ar Microsoft Outlook Th sions are available e Basic e Entry COE au am nane A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 47 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions You can change the properties of the relevant tool for example color by right clicking the mouse Freehand Line Properties E 2 x Width pisels Color OS ORC ee ia fol iol io Transparent cuca Annotated pages are identified in the thumbnail view by an annotation symbol 4 wj FW 31 page s received Xpressions450 Fax Plain Text T b e ml x File Edit view Insert Format Tools Actions Form Layout Help From e mail address HiPath Xpressions Sent Tue 2 5 2002 6 00 AM Simply commu nicate Ta e mail address CIE Subject Fu 31 cadets received A31003 S2330 B690 2 7619 January 2003 2 48 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 10 Fax on Demand During a fax retrieval the fax function is used in the reverse way which means that the fax mes sage is not sent to a recipient but is instead retrieved from the remote station The remote sta tion has the fax message ready for this purpose 2 6 10 1 Specify Modify Remote Station You click Fax on demand The Fax on demand window opens FSI us Fax Or Buttons that are alread
235. or global address book using the buttons in the Address Books field 4 Once the Dial button is clicked the dialer sets up a connection to your local telephone The dialer window closes after the call has been answered Lift the receiver and the connection to the calling station is set up 5 Hangup to end the call A31003 S2330 B690 2 7619 January 2003 2 82 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 HiPath Xpressions WebClient You can set up and use your Unified Messaging mailbox using the HiPath Xpressions WebClient 2 8 1 Overview of Functions The WebClient is a browser based program for convenient use of your HiPath Xpressions mail box You can create and administrate various types of messages using the clearly arranged HTML pages In addition to e mails and fax messages WebClient also supports SMS and voice messages You can for example compose new messages send them as e mails faxes SMS or voice messages receive and reply to e mails faxes SMS or voice messages activate incoming message notification administer messages sort delete and forward retrieve faxes 2 8 2 Help Besides this manual the WebClient provides an online help that you can access any time as soon as the WebClient has been started The online help is opened by clicking the Help link on the left margin of the window Alternatively you can click
236. ord You can change your password for the WebClient if required For safety reasons the password must contain a minimum of eight characters These may include special characters The Web Client makes a distinction between uppercase and lowercase letters E Unified Messaging Settings Microsoft Internet Explorer File Edit View Favorites Tools Help Links ES w Do n Optio ns Change password Old password New password Confirm password 4 distinction is made between uppercase and lowercase letters during password entry Please ensure that Caps Lock has not been activated accidentally ok Ei ap Internet Ai Note For safety reasons you should change your password at irregular but fairly frequent intervals Changing a Password 1 Enter your current password once and the new one twice 2 Click OK The password is immediately changed and a corresponding message is dis played A31003 S2330 B690 2 7619 January 2003 2 104 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 3 Selecting Languages You can change the language set in the WebClient The language selected here affects the cur rent user interface and the language in which the WebClient starts up 3 Unified Messaging Settings Microsoft Internet Explorer l Fie Edit View Favorites Tools Help se n Options Selec
237. ou can enter other recipient data in the normal way in the tabs in the New MRS Address Properties dialog box You can now click the To button and select the entry from the address book when you wish to create a new message The name that you assigned in the Display box is copied to the ad dress line A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 25 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 5 3 3 Other HiPath Xpressions Addresses In addition to SMS addresses you can also contact e HiPath Xpressions users MRS lt server name gt lt user name gt for example MRS XPRESSIONS SYLVIAWEISS e HiPath Xpressions distribution lists MRS lt server name gt lt distribution list name gt for example MRS XPRESSIONS SYLVIAWEISS RS1 e fax numbers MRS FAXG3 lt faxno gt for example MRS FAXG3 498972237877 e SMTP addresses MRS SMTP smtp address gt for example MRS SMTP schwarz Q otherserver domain in addition to the SMS addresses 2 6 HiPath Xpressions Outlook Extensions The HiPath Xpressions Outlook Extensions are extensions for Microsoft Outlook The exten sions are available in three versions e Basic e Entry e Standard The Basic Entry and Standard HiPath Xpressions Outlook Extensions are extensions for Mi crosoft Outlook 97 Outlook 98 Outlook 2000 and Outlook 2002 Outlook XP The CTI func tionality is limited to the s
238. please contact your system Applications administrator or Internet Service Provider Tour name my name Smart Browsing E Mail amp Newsgroups x Identity Email address H Mail Servers my e mail address H Mewsgraup Serve s Addressing Reply to address only needed if different fram email address Messages Window Settings Las Copies and Folder z Formatting T Fetum Receipts Disk Space H Roaming Access E Composer rz Filia Organization pees Signature File Choose E Attach my personal card ta messages as a vCard Edit Card k Cancel Help A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 3 Mailbox Processing on the PC and the E Mail Service Netscape Messenger Now click Mail Servers Category El Appearance Specify servers for mail Incoming Mail Servers Edit ae Delete To set server properties such as checking For new Navigator is Languages js Applications Smart Browsing FI Mail amp Newegroups 5 festi messages automatically select a server and then Letras Default Letras Default Default Mail Servers alee Edit Mewsgroup Serve d Outgoing el Server m Messages Outgoing mail SM TP server my pressions450 server z Window Settings Outgoing mail server user name D eee Foe Use Secure Socket Layer SSL or TLS for o
239. ptions are available A31003 S2330 B690 2 7619 January 2003 2 128 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant e All messages notification of a new E mail Fax or Voice Mail message e E mail notification of new E mail messages only e Fax notification of new Fax messages only e Voice Mail notification of new Voice Mail messages only For the message type that you have selected you can also define whether you only want to be notified of new messages that are marked urgent Only if urgent option 3 Inthe Notification to the following devices area enable the device selection by clicking the checkbox on the left side The adjacent list field is now enabled 4 Inthe list field select the device to which the notification should be sent The following op tions are available e SMS notification via SMS on your mobile telephone e MWI CTI LED the mailbox LED on your telephone illuminates to notify you e E mail notification via e mail If your user database already contains a number or address for a selected device this number or address is automatically entered in the Number address entry field If no da tabase entry is available you must enter the number or address manually 5 If you would like to send a notification to another device click the Add additional device button and repeat step 3 6 If you have defined several notifications you
240. r your faxes You can choose one of the fax forms created with the HiPath Xpressions client You can see the available fax forms in the pre view but you cannot create new fax forms 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt gt 2 a Qsearch Favorites History Ey Xpressions Client Assistant The configuration interface CPUS e k Personal settings i 4 User data Voice Mail System settings Forward Access menu Testuser 1 Fax forms sulle Current fax form lt none gt Distribution lists Fax forms Time profiles Recordings Default output devices There are no custom fax forms to choose from Link to WebClient SIEMENS Selecting fax forms 1 Click the fax form in the list First page or Following pages A new window will open and you will see the image of the fax form 2 Click in the radio button of the desired fax form and then on the Set as Default button to take the selected fax form for future faxes 3 Click Do not use a fax form if you do not want to use any of the fax forms listed The fax form currently selected will be displayed in the upper part of the window as Current fax form A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 135 Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 13 Time Profiles With the help of Time pr
241. ral extension Record name Keep name e ld e e i 1 E 8 e E 8 i le E i fe E l fe See E EJ 3 3 3 3 3 3 B3 B3 3 E E E amp J EJ amp J EJ amp J amp 3 amp 3 83 83 3 9 9 3 9 8 3 3 B A31003 S2330 B690 2 7619 January 2003 0 HiPath Xpressions V3 0 User Manual GO I Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Forward call Change mobile phone number Forward call Activate mobile phone number Forward from call Deactivate mobile phone number Change mailbox deputy number Activate mailbox deputy number Deactivate mailbox deputy number Set call forwarding number Activating call forwarding on Xpressions Deactivate call forwarding e9 amp 9 amp 9 1 9 amp bii F3 53 83 8 3 amp J amp amp 9 63 amp J EJ 9 69 EJ 89 89 B3 Changing mailbox options Function Create private distribution list Change private distribution list Record name Change private distribution list Add phone numbers Change private distribution list Check phone numbers Change private distribution list Delete phone numbers Delete private distribution list Cancel Delete private distribution list Confirm Check private distribution list Switch prompt level to short user prompts Switch user prompts to detailed prompts Change password Notifications Set notification destinations Notifications Activate or dea
242. reate Actions Text Help D D vq y A e New fax on demand x notes GA F Send f Address G Deliver options A Tools ipi Vy napa Pol fax from 131220011542 ege subject Ld Z a ai i FF kal id zA Office Esg 3 To choose the fax on demand service you must click the Address button and select the Poll fax from option The address book opens 4 Select a fax on demand service from the address book and click the OK button The name and fax number of the selected service are now automatically entered in the Poll fax from and Fax Poll No address fields You can also enter a fax number manually in the Poll fax from address field for ex ample if a fax on demand service is not in the address book A31003 S2330 B690 2 7619 January 2003 2 2 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions A topic can be entered in the Subject field 6 Click the Send button to retrieve the fax message immediately You can assign additional fax on demand parameters via the Delivery Options and Tools buttons prior to retrieving a fax See Section 2 7 2 2 7 5 Displaying Received Faxes Incoming fax messages are opened in a window in which you can use additional functions to view the fax messages f gt 1 page s received MRS ID 2628307 Lotus Notes File Edit View Create Actions Applet Help p xX C9 PN G
243. rence guide to the menus and key sequences is provided in Section 3 2 10 You will find information about the operation of your mailbox using VMS in Section 3 3 a quick reference guide to the menus and key sequences is provided in Section 3 3 5 3 1 General Please note the following information when using the Hicom 300 HiPath 4000 and HiPath Xpressions telephone systems in conjunction with the VMS voice mail system The Hicom 300 and HiPath 4000 communication systems provide a feature for sup pressing the display of your telephone number You can configure this feature for all calls or for the next call only If the display suppression feature is activated all called users also applies to internal calls will be notified on the display that the caller is un known Using the Manual PIN feature provided in Hicom 300 and HiPath 4000 saves you from the otherwise obligatory task of entering a PIN for identifying yourself when you dial your own mailbox A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 1 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail General 3 1 1 Preparations on your Telephone PABX To make optimum use of your mailbox set the call forwarding CF or call forwarding no reply CFNR feature for forwarding calls from your extension to your HiPath Xpressions mailbox Please refer to the operating instructions for your telephone or PABX for information on how
244. ress se lected here If you wish to use a cover page for the fax message you can enter a Lotus Notes cover page name here 2 70 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions Miscellaneous You can define values for the fax message margins here You can view and insert further fax message information using the menu items offered by clicking the Tools button Description Show History This menu item opens a window in which the history of the fax message from creation to delivery is logged Date Time Action Who 21 01 2002 12 03 20 Creating document Administrator Insert Signature If you have configured an address signature in the Lotus Notes e mail client you can insert it in your fax message 2 7 3 Using the Lotus Notes Fax Printer Extension It is possible to send fax documents from any application via Lotus Notes using the XPR Fax Lotus Notes fax printer extension client component For this purpose a fax printer driver is in stalled on the system via which the fax documents created are transferred to the Lotus Notes client After transfer via the fax driver the Lotus Notes client is started and the fax document is dis played with a selected fax form Click the Send button to send the fax The XPR Fax menu item is available in the Actions menu in the Lotus Notes client The follow i
245. ressions server to an SMS address are received by the recipient as short messages Please refer to Chapter 5 Short Message Ser vice SMS for GSM for information on the correct addressing of messages to SMS addresses 2 2 5 Importing the HiPath Xpressions Address Book into Netscape The HiPath Xpressions address book is provided by your system administrator as a file The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book After this your address book will no longer be automati cally synchronized with the HiPath Xpressions address book leaving you responsible for up dating it yourself To import the HiPath Xpressions address book you must open your address book first Select File Import The following window appears 4 Netscape Messenger Import Utility E X This utility wall import mail andor address books from other mail programs and common address book formats inta Messenger Please select an import format from the list below Communicator Address Book Eudora LDIF file address book Outlook 87 38 Outlook Express Text file address book Description Select the LDIF file address book option and click Next A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 7 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Import LDIF File AIM Metscape defaults n
246. ries Before saving please check if all entries on the page meet your requirements and are correct If the passwords or PINs are changed please note that the original passwords are no longer valid as soon as you have clicked the Save button A31003 82330 B690 2 7619 January 2003 2 116 HiPath Xpressions V3 0 User Manual 2 9 7 User Data Mailbox Processing on the PC and the E Mail Service Client Assistant The User data page displays certain information on your Xpressions user account You can modify some of the settings depending on the configuration of the Client Assistant The exam ple below shows how in addition to the password and language you can modify or supplement your user data as regards company department phone number etc This information might appear in your fax address header for example The entries are stored in the Xpressions system database and added to your user profile so that they can be used as additional search parameters for the address book search 3 Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help User mode Personal settings User data Voice Mail System DAVID DOITYOURSELF Logout Help settings Data of user DAVID DOITYOURSELF Forward Access menu Notification Change password of messaging system PC access Change Distribution groups Language selection for voice mail system user interface English US J
247. rn to the main menu SBA Change password 3 28 In the main menu push 9 to access the mailbox options J 9 3J In the menu for changing the mailbox options push 3 You are now prompted to enter a new password LL Im mm LEE TI 8 Enter a new password and confirm your entry with the pound key The password can comprise any digit sequence It must have a mini mum of six characters and may not be longer than 24 characters A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail The new password is confirmed when it is entered Setting notifications In the main menu push 9 to access the mailbox options Ae In the menu for changing the mailbox options push 4 You now have the following options Change notifications push 3 or Enable notifications push 4 or Check notifications push 9 or WEIL Cancel and return to the main menu The following options are available after you have selected one of the options 3 4 or 9 Select pager push 1 and then push 1 again Select pager 2 push 1 and then push 2 Select text pager 1 push 2 and then push 1 Select text pager 2 push 2 and then push 2 again Select company telephone push 3 and then push 1 Select home telephone push 3 and then push 2 Select additional telephone push 3 and then push 3 again Select additional telephone 2
248. ror Following installation the HiPath Xpressions buttons for example Business Phone are not displayed Possible cause A Microsoft Outlook process was active during installation Close down and then restart Mi crosoft Outlook The new buttons are not visible By clicking Other Buttons 7 in the right hand border other buttons which are not visible are displayed 2 6 14 2 Problems with Callback and Voice Output Description of error After clicking the buttons Business Callback Mobile Callback or Playback the telephone does not ring Possible cause If the message Unable to connect the Server appears on the screen it is indicative of a prob lem with the network or that the server name entered in the Server field in the HiPath Xpressions tab sheet is incorrect Correct this entry if necessary If the message does not appear on the screen the number entered in the Phone number field on the HiPath Xpressions tab sheet is probably incorrect Correct this entry if necessary A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 61 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 14 3 Problems with SMS Fax and Voice Messages Description of error After sending an SMS fax or voice message from Microsoft Outlook an error message from the server appears in your inbox stating that the message could not be sent Possible cause The entry in the E Mai
249. rvice Client Assistant 2 9 11 3 Deleting a Distribution List You can delete a distribution list at any time if you have the privilege to do so normally this privilege only applies to private lists d Siemens Xpressions Client Assistant Microsoft Internet Explorer ile E3 File Edit View Favorites Tools Help Back 9 o i A Search sg Favorites History EM E Xpressions Client Assistant The configuration interface g Toi i x 1 Personal setti d p D ersonal settings u ei d am User data Voice Mail System settings Forward Access menu Testuser 1 Distribution lists Notification Distribution lists Overview of distribution lists Fax forms Display name Alternate list name List type Recorded name available Time profiles C testgroup Private distribution list E Recordings Default output Delete list devices Link to WebClient Create now list Create private list SIEMENS Done dap Internet ZA 1 Click the radio button in front of the desired distribution list to select it 2 Click the Delete list button A security prompt appears 3 Confirm the security prompt The selected distribution list is deleted A31003 S2330 B690 2 7619 January 2003 2 134 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 12 Fax Forms You can choose which fax forms you want to use fo
250. s Input formats voice message mmss four digit input Ex 1130 jump to position 11 minutes and 30 seconds mss three digit input Ex 325 jump to position 3 minutes and 25 seconds ss two digit input Ex 45 jump to position 45 seconds s single digit input Ex 9 jump to position 9 seconds Delete entry and make new selection push the pound key Input formats e mail message S S multi digit input Ex 22 jump to sentence 22 Delete entry and make new selection push the pound key Enable or disable user prompts This function disables the spoken announcements Calling this function a second time re enables the spoken announcements Push 0 and 9 in succession The following options are available if you want to send a new message now to the Inbox Record a new message and send it to one or more recipients multi address distribution Push 1 Qna Select a distribution list see Section 3 3 2 8 IL Enter the code number for the distribution list and push the star key to conclude the entry Repeat this step if you want to send the message to additional distribution lists If the entry was incorrect delete the distribution list num LE ber entered Push the pound key You can resume the process of selecting o mE D EO Select a recipient Enter the call number and push the star key to conclude the entry Repeat this step if you want to send the message to ad ditional recipients LS m
251. s Using Lotus Notes E Mail Client 2 80 2 7 9 1 Setting up an XPR Lotus Notes Address 0000 00s 2 80 2 7 9 2 Sending Messages ma oar e e de See RIA a dca eet coer eae 2 81 2 7 10 Synchronizing Read Unread Marks 00 es 2 82 2 7 11 Using Telephony Functions Under Lotus Notes 00005 2 82 2 7 11 1 Making a Telephone Call 0 0 0c cc es 2 82 2 8 HiPath Xpressions WebClient 0 0 eee eee 2 83 2 8 1 Overview Of FUNCHONS ideo ck Rd xa obe ax EA Re eavdadee erodes 2 83 2 0 2 S 9 ia dots NE dede idc diste eats unici pum ctas uuo ase ee aedi Utd dra ee 2 83 2 9 9 ABD BFOWSOD dv pe c ot E ook euet i oh So qos Rar b de a RR 2 83 2 8 4 Starting and Exiting the WebClient llli 2 84 2 8 4 1 Starting the WebClient 0 0 0 ee 2 84 2 8 4 2 Selecting a Language 42 ee exes acte Pow EURO C e ER RC a roS 2 85 2 0 2 0 INAVIGAUON sci sei ees o ER Ae RS e rA e ERR eap ae RE satius ace dran S 2 85 2 024 MOGI x scs deett Sela E CRE RC HUP ee ORE SOE EO EERE 2 86 2 8 4 5 Login via SSL Secure Sockets Layer 0000 cee eee eee 2 87 DO OOo 2 2 nuin oi pe ae oO ah aed pauta Oe Gap uat iani at ideas 2 88 2 8 5 Sending Messages ocean igo echo 264 a RU IE e Ue up US e arc eee 2 89 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 Operating Manual 0 5 Contents 2 8 5 1 Composing Messages vs xac ee wae nanea USER ee QURE doe We we
252. s book is searched 2 6 8 3 Basic Sending an SMS from the Exchange Address Book You can open the Exchange address book by clicking the Address Book button in the stan dard toolbar If you have selected an entry which also has an entry in the Mobile Phone field this number is transferred to the recipient field by clicking the New Short Message E button This feature is only available with Outlook 97 98 in Exchange mail operation A31003 S2330 B690 2 7619 January 2003 2 40 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 9 Fax Messages You can open the standard form for creating a new e mail message by clicking the New Fax Message amp button Enter the recipient s fax number in the recipient field By clicking the To button you can select a fax address from the Contacts folder You can write the fax message in the message field or add the required documents from the server as attachments The system administrator can tell you which documents can be converted You can send the fax message by clicking the Send button The cover page and logo which you have set using the Client Assistant will be used Untitled Message Plain Text Eile Edit View Insert Format Tools Actions Help Papa Subject This is a fax message for fax device with the fax number 49 59 12345 T Wiord Docu cides
253. s to be routed to the recipient as a fax To send the message click the Send button or open the File menu and select one of the send commands The subject line is only sent with the fax if you have selected the corresponding cover page However the subject line continues to be used as a sort criterion in your Sent Items box A31003 S2330 B690 2 7619 January 2003 4 4 HiPath Xpressions V3 0 User Manual Fax Mail Service Sending Fax Messages A fax cover page and or fax logo set for your mailbox will only be sent with the fax if the e mail address you are using in the selected mail program corresponds to your Xpressions Internet address 4 2 2 Sending a Fax at Favorable Rates All e mail clients that allow the priority of send jobs to be set also allow fax jobs with a preset time delay to be created which in turn reduces charges incurred These clients include for example Outlook Outlook Express Exchange or Netscape Messenger Just set the priority to Low or Very Low and the fax will only be sent during the night The exact send times are defined by your system administrator 4 2 3 Using Fax on Demand Services You can use fax on demand services in all e mail clients Send a blank e mail to FAXG3REV fax on demand number Q myserver domain This fax on demand number must be entered in international format Xpressions retrieves the required fax pages for you and places them in your mailbox A31003 S2330 B690 2 7619 Januar
254. sage Pause recording and delete the message Pause recording and check the message Pause recording check the last eight seconds of the message Pause recording return to the main menu only for direct access and callback access not for message recording LJCJ CJ CJ DJ 3 C3 3 83 63 8 8 3 9 3 3 E Pause recording set up connection to user or switch only for guest ac cess and forwarding access Pause recording terminate the connection not for message recording in direct access or callback access Changing answer options Key sequence Function Set alternative greeting Change greeting Set alternative greeting Accept messages Set alternative greeting Do not allow messages to be left Set greeting to indicate busy extension Change greeting Set greeting to indicate busy extension Accept messages Set greeting to indicate busy extension Do not allow messages to be left Set internal greeting Change greeting Set internal greeting Accept messages Set internal greeting Do not allow messages to be left Set external greeting Change greeting Set external greeting Accept messages Set external greeting Do not allow messages to be left Set after hours greeting Change greeting Set after hours greeting Accept messages e 8J E 8 8 EJ 9 8 EJ 3 8 EJ 8 Set after hours greeting Do not allow messages to be left Forward call Change PhoneMail referral extension Forward call Keep PhoneMail refer
255. scape Communicator Di x File Edit View Go Message Communicator Help t j C xx TRE i E gt E T NS ua wU ZF e TT a g di 3 GetMsg NewMsg Repy Feply All Forward File Next Print Delete Stop TE Inbox 0000 cB Local Mail Unsent Messages Drafts Templates Sent Trash Inb G Inbox eA news Document Done A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 5 Mailbox Processing on the PC and the E Mail Service Netscape Messenger When using the first two possibilities click Get Msg and the password entry dialog appears In the last case the input window opens immediately Enter your HiPath Xpressions password Password Entry Dialog B x Password for mail user testuser amp myserver The inbox opens and your messages are displayed once you have entered the correct pass word All incoming messages are e mail messages Voice and fax messages are received as addi tional data in the form of attachments to the e mail An incoming voice message is attached to an e mail as an audio file If you have entered the relevant link for this file type WAV in Netscape clicking the audio file starts the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If you are using graphics software that is linked in Netscape to the file type of the attachment the corresponding program will be opened when
256. server that i used for pour outgoing e mail Outgoing mail SMTP server my ZEE Back Cancel A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 11 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Enter your HiPath Xpressions user name as the IMAP account name Enter your HiPath Xpres sions password as the password The Log on using Secure Password Authentication option is not supported Internet Connection Wizard E ies X Internet Mail Logon Type the account name and password your Internet service provider has given you Account name my user name Password Ee IM Remember password IF vaur Internet service provider requires vou to use Secure Password Authentication SPA ta access your mail account select the Log On Using Secure Password Authentication SPA check box Log on using Secure Password Authentication SPA Back Cancel A31003 S2330 B690 2 7619 January 2003 2 12 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express The account for accessing your HiPath Xpressions mailbox is now set up Click Finish Internet Connection Wizard eS E X Congratulations ou have successtully entered all of the information required to set up your account To save these settings click Finish Cancel 2 3 3 Receiving Messages with Microsoft Outlook Express
257. sh the pound key You can resume the process of entering a fax number immediately afterwards You can repeat this step if required Cancel this function Push the star key Cancel the entire process and return to the main menu Push O and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 55 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 2 6 Recording and Sending New Messages Inbox Sent Objects You can access this submenu by selecting 1 in the main menu see Section 3 3 2 4 You can record voice messages and send them to other users via individual call numbers dis tribution lists broadcast calls and or broadcast messages This submenu provides the following functions Recording a new message and sending it to one or more recipi ents Push 1 and proceed as described under a in Section 3 3 2 6 Record a new message and send it using the Broadcast message feature Push 2 and proceed as described under b in Section 3 3 2 6 Record a new message and send it using the Broadcast call fea ture Push 4 and proceed as described under c in Section 3 3 2 6 Scroll previously sent messages Push the star key and proceed as described under d in Section 3 3 2 6 Reverse the currently set playback order see Section 3 3 2 3 for more information Push 0 and then push 4 Reverse the playback order again see Section 3 3
258. shing 7 in the main menu see Section 3 3 2 4 Options in the Main Menu Direct Access This menu provides the following setting options Select a personal greeting Enter the code number for the required personal greeting 1 to 9 OEL m m 1 LT then Start stop recording of new greeting Push 1 Start stop greeting playback Push 3 Rewind the greeting by 10 seconds Push 4 Rewind to the start of the greeting Push 4 twice in quick succession Fast forward the greeting by 10 seconds Push 6 Fast forward to the end of the greeting Push 6 twice in quick succession Save the greeting and activate the setting Push the star key Delete greeting Push the pound key or Finish and return to main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 3 66 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 2 10 Setting up a Telephone Connection You can dial a user of your choice directly if you are in the main menu of direct access mode Please note that special privileges are required for setting up external connections Push 0 and then push 2 to set up a telephone connection from the main menu see Section 3 3 2 4 Options in the Main Menu Direct Access This menu allows you to perform the following operations Es Enter the call number Enter the call number and pus
259. ss number for universal access You can change your password for telephone access to the mailbox You should not write down this password in the interests of security 1 5 4 Data for PC access User name of the HiPath Xpressions user E mail address for the HiPath Xpressions mailbox HiPath Xpressions server name IP address of the HiPath Xpressions server Domain address of the HiPath Xpressions server Server name for the inbox incoming mail this can be identical to the domain address Server name for the outbox outgoing mail this can be identical to the inbox Client Assistant URL A31003 S2330 B690 2 7619 January 2003 1 4 HiPath Xpressions V3 0 User Manual Unified Messaging with HiPath Xpressions WebClient URL Online documentation URL HiPath Xpressions address book URL for importing mail clients User specific data You can change your password for telephone access to the mailbox You should not write down this password in the interests of security A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Unified Messaging with HiPath Xpressions User specific data A31003 82330 B690 2 7619 January 2003 1 6 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service 2 Mailbox Processing on the PC and the E Mail Service
260. steve s mobile phone Email sms 436647654321 ampse er domain Nickname Prefers to receive rich text HTML mail Work Home Fas Fager Cellular Proceed as follows to add an SMS message recipient to the address book 1 Open the Netscape address book and select the command for creating a new entry The New Card dialog illustrated above appears 2 Select the Name tab as illustrated above A31003 S2330 B690 2 7619 January 2003 5 4 HiPath Xpressions V3 0 User Manual Short Message Service SMS for GSM Tips for Everyday Use 3 Enter the recipient s address in the E Mail Address box Please observe the following rules when entering the address Enter the prefix sms at the beginning of the address Now enter the telephone number of the mobile phone user in the full international format In the example above 43 stands for Austria 664 is the area code for the A1 network and 7654321 is the user s number Enter the character followed by the domain address of your Xpressions server You can enter other recipient data in the normal way in the tabs in the New Card dialog box You can now click the To button and select the entry from the address book when creating a new message The names entered in the First Name and Last Name boxes in the Netscape address book entry are copied to the address line 5 3 Tips for Everyday Use 5 3 1 Sending a Callback Number You can enter the number under w
261. sword PIN Forwarding You are on vacation and you want to read your messages Use this option to enable automatic forwarding POP access Access details for e mail programs such as Netscape Messenger or Microsoft Outlook zl A ded dM dS DE e Click one of the links to switch to the corresponding page A31003 S2330 B690 2 7619 January 2003 2 102 HiPath Xpressions V3 0 User Manual 2 8 10 1 User Data Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient Your current user data is displayed on this page You can view the data here but not modify it E Unified Messaging Settings Microsoft Internet Explorer File Edit view Favorites Tools Help Links E Options Inbox Outbox Create Options User data Display name DAVID DOITYOURSELF User name DAVID DOITYOURSELF E mail Your voice box 492404901205 and fax number Mobile phone SMS notification V POP access Log aff Identity Heln Display name DAVID DOITYOURSELF i E mail Incoming mail server POP3 IMAP4 Server name anja Server type POP3 IMAP4 possible bs User name DAVID DOITYOURSELF Outgoing mail server SMTP Server name anja User name DAVID DOITYOURSELF Done ap Internet J A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 103 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 2 Changing a Passw
262. t WebClient language Language English US v ok Selecting Languages 1 Select the required language from the list field 2 Click OK The language is immediately converted and a corresponding message is dis played 2 8 10 4 Configuring Notifications Notification settings for new incoming messages can be made via the Client Assistant user in terface When you click the corresponding link in the WebClient you automatically advance to the Client Assistant see Section 2 9 10 A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 105 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 5 Changing the Telephone Password PIN for Telephone Access You can change the PIN Personal Identification Number for accessing your mailbox at any time You must change your PIN the first time you access your mailbox by telephone The PIN can be made up of any digits from O to 9 It must be between 6 and 24 digits in length E Siemens Xpressions Client Assistant Microsof ER FT E File Edit View Favorites Tools Help j Bak gt amp Atl Search Favorites Change telephone password Old telephone password New telephone password penne Confirm new telephone p password Cancel Changing Personal Identification Number 1 Enter the new PIN twice 2 Click OK The new PIN is now valid and a corresponding message is displayed
263. t message SMS to a contact e transfer of a short message SMS to the originator of a message e transfer of a short message SMS to a mobile telephone from the address book e Sending a fax message to a contact A31003 82330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 1 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Client e sending a fax message to the originator of a message e sending a fax message from the Exchange address book e sending a fax message from Microsoft Office applications e sending a fax message from Explorer e fax on demand e viewing fax messages e answering forwarding fax messages with annotations e Sending a voice message to a contact e Sending a voice message to the originator of a message e sending a voice message from the Exchange address book e form for voice message playback e answering forwarding voice messages with voice comments e address book e Starting the Client Assistant You can ask your system administrator to inform you about your personal HiPath Xpressions user data that you require for mailbox processing tasks on the PC 2 1 HiPath Xpressions Client You will find a description of the HiPath Xpressions client in the manual entitled HiPath Xpressions Unified Messaging Communications Client 2 2 Netscape Messenger The descriptions in this chapter are based on Netscape Communicator Version 4 72 2 2 1 System Requirements e Netscape Co
264. te distribution lists You can create modify check and delete distribution lists for recurring send requests to certain users e User prompts You can choose between shorter and more detailed user prompts Experienced users can set shorter system greeting texts if the short user prompt option is selected A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 25 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail e Password You can change the password required for telephone access to your mailbox at any time e Set notifications You can set the system to send a short message SMS message to your mobile phone when new mail arrives in your mailbox You can also set Xpressions to try to reach you at a number of telephones or to reach you via a pager if you are using one e Setting If you are working in an integrated Lotus Notes or MS Exchange environment or if the Xpressions server is also configured as an e mail system please consult your system ad ministrator in this regard you can specify whether messages that are stored in your Xpressions folder can be processed on the telephone prior to Inbox messages If this fold er does not already exist it is automatically created when you activate the system You can also define the order in which the messages in your Inbox should be announced and set the message playback volume to different volume levels You
265. te the limitations for the re spective message type 3 Click Send A message is displayed confirming that the message was successfully sent 2 8 7 4 Deleting Messages You can delete messages on this page All messages or selected ones can be deleted Note Messages are permanently deleted and no further security prompt is displayed Therefore carefully select the messages to be deleted 1 Highlight the checkboxes of the messages you wish to delete 2 Click Delete The messages selected are immediately deleted A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 95 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient To select all the messages click the Invert the selection Fi icon above the column with the checkboxes If individual messages have already been selected the selection can be reversed by clicking the Invert the selection icon 2 8 8 Receiving Messages Inbox The Inbox page provides an overview of all the messages received It contains information on Type From Subject Date Size Action Message type Originator Subject of message Receiving date Message size in kilobyte Possible actions An explanation of the icons used can be found below the message list E Unified Messaging Inbox Microsoft Internet Explorer File Edit View Favorites Tools Help DAVID DOITYOURSELF 1 messages showing 1 to 1 Page
266. tem option on the HiPath Xpressions tab sheet must be selected Other l HiPath pressions Internet E mail Playback voice messages via HiPath Xpressions Simply communicate Sound system rM Tisy Phone w y After you have clicked the Playback button in the toolbar the voice message is output via the sound system on your PC loudspeaker or headset A31003 S2330 B690 2 7619 January 2003 2 38 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 8 Short Message Service SMS You can open the form for creating a new SMS by clicking the New Short Message J button in the toolbar Enter the mobile telephone number in the recipient field Write the SMS in the message field The SMS is sent to the mobile phone by clicking the Send i button Untitled Xpressions450 Sms Plain Text Eile Edit view Insert Format Tools Actions Help seisend El X B 0 Y E Options 3 Mobile Phone 0172 1234567 HiPath Xpressions simply communicate a Subject ede This is a short message for mobile phone with the number 0172 1234567 Note that the message field is limited to 160 characters 2 6 8 1 Sending an SMS to a Contact Basic f you have selected a contact who is in a contact folder and has an entry in the Mobile Pnone field this number will be transferred to the recipie
267. ternet ZA 2 Click the Inbox link on the left margin of the window to return to the inbox A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 07 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 8 3 Reading Fax Messages Fax messages sent to your mailbox are converted into images Each incoming page is saved as an individual image The fax message subject field displays the number of pages images in the fax message 1 Click on the subject of the fax message One or more pages are displayed as images E Unified Messaging Inbox Microsoft Internet Explorer File Edit View Favorites Tools Help Links ES E Delete Reply with original message text Reply w o original message text Forward 20 From FAXG3 492404901300 Date 27 09 2002 14 04 Subject 1 page s received amp Type Q Fax This message contains image data All images are shown below 9 27 2202 2 03 46 pm 49 2404 901 8 Hi there this is a testmessage 2 Click on an image to zoom into the page A new page opens and the fax page is displayed in full size You can now print this page in the usual way In Microsoft Internet Explorer and Netscape Navigator the print function is located in the File menu under Print 3 Click on your browser s Back button to return to the small view of the fax message 4 Click the Inbox link on the left margin of
268. the WebClient 1 If necessary switch to the Login page via the Log in link on the left margin of the screen 2 Enter your user name in the User name text field 3 Enter your password in the Password text field 4 Click the Log in button If login has been successful the Inbox page is displayed If login has failed the corresponding notification will be displayed Try again please If login fails again contact your system administrator 3 Unified Messaging Inbox Microsoft Internet Explorer File Edit View Favorites Tools Help Links EJ DAVID DOITYOURSELF 1 1 messages showing 1 to 1 Page w of 1 20 Messages page Delete f Type From Subject Date t Size Action Testuser1 Good morning 27 09 2002 13 31 725 B lt D lt Delete amp A E mail Fax 0 sms Voice unread amp Done g Internet a A31003 S2330 B690 2 7619 January 2003 2 86 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 4 5 Login via SSL Secure Sockets Layer SSL Secure Sockets Layer is an encryption process designed to guarantee secure Internet connection and data transfer SSL ensures that the server and client verify each other s identity and can exchange encrypted data Throughout the connection SSL encrypts and decrypts the data flow This means that all infor mation is completely encrypted This includes the Internet pag
269. the dictation LEM I a vis Push 0 and 5 in succession enter the position Confirm your entry by pushing the star key The input format for defining the position permits the following inputs Input formats mmss four digit input Ex 1130 jump to pos 11 minutes and 30 seconds mss three digit input Ex 325 jump to pos 3 minutes and 25 seconds ss two digit input Ex 45 jump to position 45 seconds s single digit input Ex 9 jump to position 9 seconds Delete entry and make new selection Push the pound key Disable or re enable user prompts Push 0 and 9 in succession Quit dictation recording and start delivery Push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 61 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Delete dictation push the pound key Cancel the entire process and return to the main menu Push 0 and then push the star key 3 3 2 8 Editing Distribution Lists You can select two different types of distribution lists in the VMS system The first list includes your private distribution lists which you manage yourself and the second list includes the pub lic distribution lists which can be accessed by every user in the system and can only be edited by the system administrator These distribution lists simplify the task of distributing messages since they provide a simple means of creating different us
270. the mailbox deputy immediately afterwards Cancel the entire process and return to the main menu Push 0 and then push the star key then Activate mailbox deputy and return to the Special Functions menu Push the star key or Deactivate mailbox deputy and return to the Special Functions menu Push the pound key or Cancel the entire process and return to the main menu Push O and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 69 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Change referral extension The caller can dial the referral extension if call forwarding is enabled 3 70 Select special functions in main menu Push 8 Change referral extension Push 3 Define call number of the referral extension and activate referral ex tension Push 1 Enter call number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the call number to be used as the referral extension immediately afterwards Cancel the entire process and return to the main menu Push 0 and then push the star key or Define switch as referral extension Push 2 or Quit the function and return to the Special Functions menu Push the star key or Cancel the entire process and return to
271. the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Define and change the password Select special functions in main menu Push 8 To define or change the password Push 4 Delete password may be limited to users with special privileges Push the pound key a Enter password and confirm entry LET I ee Enter a digit sequence and push the star key to conclude the entry Ps If the entry was incorrect delete the password entered Push the pound key You can resume the process of entering the pass word immediately afterwards S Cancel the entire process and return to the main menu Push 0 and then push the star key Configure notification feature Select special functions in main menu Push 8 Select notification feature Push 5 Configure User outcall notification Push 1 or Configure SMS notification Push 2 or Quit the function and return to the Special Functions menu Push the star key or Cancel the entire process and return to the main menu Push O and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 71 Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Configure User outcall notification SMS notification Please not
272. the question mark icon at the top right hand side 2 8 3 Web Browser You can access the WebClient for example via Microsoft Internet Explorer version 5 or later or via Netscape Navigator version 4 5 or later cordingly or contact your system administrator JavaScript has to be activated or allowed if necessary configure your browser ac A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 83 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 4 Starting and Exiting the WebClient 2 8 4 1 Starting the WebClient To use the WebClient you have to start the Web browser and select the WebClient The WebClient address depends on the configuration of your network Contact your system administrator for the address and note it here if necessary 1 Start your Web browser and if necessary maximize the browser window to screen size in order to get a better overview 2 Enterthe start address of the WebClient in the browser s address field and push the return button The Login page is displayed in the browser window E Unified Messaging Log in Microsoft Internet Explorer File Edit View Favorites Tools Help Address amp http fanja doc test alsdorf cycos local cai_bin WebCclt2 index usr_lang 1033 ke Mey WebClient WebClient e User name testi Password Log in Access mode amp secure login 128 bit e
273. the subject of an e mail message Push 0 and then push 1 Reply to message Push 7 Forward the message Push 8 Connect to the originator Push 0 and then push 7 Connect to a user Push 0 and then push 2 Mark message as unread only possible if the message has been played back from start to finish Push 2 Delete message only possible if the message has been played back from start to finish Push the pound key Listen to all recipients AN and CC fields of an e mail message Push 9 and then push 1 Listen to the attachments of an e mail message Push 9 and then push 2 Print fax or e mail message Push 9 and then push 3 Play back information about the attachments of an e mail message Push 9 and then push 5 Finish and return to main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS You can make the following entries while you are listening to a message Rewind the recording by 10 seconds voice message Rewind the text by three sentences e mail message Push 4 Rewind to the start of the recording voice message Rewind to the start of the text e mail message Push 4 twice in quick succession S S N LIE LE D CEL Rewind the recording by x minutes voice message Rewind the text by x sentences e mail message Push
274. ture A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 35 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 5 3 The HiPath Xpressions Tab In Microsoft Outlook in the dialog Tools Options in the HiPath Xpressions tab referred to below as HiPath Xpressions tab you can configure the relevant data for generating your telephone connections playback modifying your individual mailbox data and sending SMS fax and voice messages Preferences Mail Services Mail Format Spelling Security Other HiPath pressions Internet E mail Playback voice messages via Hi Path Xpressions Simply communicate E Sound system yl Ow i ae wi User information e Phane number mv phone number Server information Server mv Apressions450 server Client Assistant my Client Assistant E Mail 5ystem Exchange Internet During startup of Microsoft Outlook I show the dialog Network connection Cancel Apply Help Define whether incoming voice messages are to be played back using your PC sound system or on a telephone by selecting one of the radio buttons under Playback voice messages via Under User information enter your phone number in its international format In the Server field enter your HiPath Xpressions server s name In the Client Assistant field enter your Client Assistants URL For E
275. umber is needed for the Callback and Playback features Please enter your phone number in its international format HiPath Apressions Outlook Extensions Please enter your phone number in its international format Example 49 83 722 12345 PO Cancel A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 33 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 4 4 Creating Input Forms If the SMS fax or voice components have been selected for installation a form will be created for each in your Personal Forms Library As a result Microsoft Outlook outputs a warning for each form which must be confirmed by clicking Disable Macros Warning Opening Untitled E The Farm For this item has not been registered in this Folder ar in your company s Forms library Because this item contains macros which could contain a virus harmful ka your computer vou may nok want En run the macros IF you are sure this item is From a trusted source click Enable macros Otherwise click Disable macros Enable Macros 2 6 5 Settings in Microsoft Outlook 2 6 5 1 Basio Activating Deactivating HiPath Xpressions Outlook Extensions The HiPath Xpressions Outlook Extensions can be activated or deactivated after installation in Microsoft Outlook under Tools Options Next Advanced Options Add In Man ager Xpressions450 A
276. use the appropriate country and area code when entering the recipient s fax or phone number e The address entered in the To text field must always match the message type _ Enter the recipient s e mail address fax or phone number in the To text field 2 Enter a meaningful subject in the Subject text field 3 Select the required message type in the Address Type list field 4 Enter the message text in the Message field 2 8 5 2 Inserting File Attachments The WebClient enables you to insert your own file attachments in all messages The format of the files that can be inserted depends on the message type selected E mail There are no limitations You can insert all file formats Fax You can insert various image and text file formats The system automatically converts these into fax format The following file formats are currently supported BMP MS Windows Bitmap doc MS Word 2000 epi Encapsulated Postscript Including Preview epsEncapsulated Postscript Jgif Graphics Interchange Format htm Hypertext Markup Language JPG Joint Photographers Expert Group A31003 S2330 B690 2 7619 January 2003 2 90 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient png Portable Network Graphics ppt MS PowerPoint 2000 ps Postscript tga Targa File Format
277. utgoing messages H Formatting Rietum Receipts Never C If Possible C Always Disk Space Local mail directory an C Program Files Metscape Ll sers jsmith smail Choose k H Roaming Access H Composer rd Offline HN In the Mail Servers window select the Edit option under Incoming Mail Servers and enter the server name and your user name You must select IMAP as the Mail Server Type Confirm with OK Mail Server Properties E x General IMAP Advanced Server Name my server Server Type IMAP Server User Name my user hame Remember password Check for mail every f 0 minutes Cancel Help A31003 S2330 B690 2 7619 January 2003 2 4 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Netscape Messenger Now enter your user name and the address of the HiPath Xpressions server as the Outgoing Mail Server in the Mail Servers window The options listed are not supported and may not be selected Confirm with OK The account for accessing your HiPath Xpressions mailbox is now set up 2 2 3 Receiving Messages with Netscape Start Netscape Messenger to receive messages for the set up e mail account There are sev eral ways of doing this e Using Start menu Program Files Netscape Communicator Netscape Messen ger e Using Netscape Navigator and selecting Communicator Netscape Messenger e Using the mailbox symbol in Net
278. ve the following options Re record personal greeting push 1 or Keep or activate personal greeting push 4 or Set a system greeting as a personal greeting push 6 The system prompts you to record the new greeting after the beep if you have pushed 1 Record the greeting The same control options and key sequences available when you are recording messages are available here see Section 3 2 3 4 During the recording process These key sequences include 7 to pause recording return to the main menu 76 to pause recording terminate the connection End the recording process and activate the greeting push the star key and then push the pound key A31003 S2330 B690 2 7619 January 2003 3 22 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail Defining the answering mode Permit callers to leave messages push 4 or Prevent callers from leaving messages push 6 If you prevent users from leaving messages ensure that the greeting text corresponds to the answering option The caller should be aware of the fact that he or she cannot leave a message Check the PhoneMail referral extension in this case Defining the PhoneMail referral extension number for call forwarding In the main menu push 8 to access the answering options In the menu for changing the answering options push 3 You now have the following options Change referral ext
279. verview 2 Enter the start address of the Client Assistant in the browser s address field and push the return button The login page will be displayed in the browser window E Siemens Xpressions Client Assistant Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt Q A Search Favorites C History G5 Login User or mailbox ID number daviddoitypurself Password or telephone password Cancel Normal SS 1 l Done 3 Enter your user name in the User or mailbox ID number field Alternatively you can en ter your code or mailbox number 4 Enter your HiPath Xpressions password or mailbox PIN in the Password or telephone password field 5 Click the Login button If login has been successful your user data will appear on the page see Section 2 9 7 If login has failed the corresponding notification will be displayed Try again please If login fails again contact your system administrator A31003 S2330 B690 2 7619 January 2003 2 112 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service Client Assistant 2 9 5 2 Login via SSL Secure Sockets Layer You also have the option of performing a secure login via SSL This requires that your browser supports 128 bit SSL ciphers Refer to the online help of your browser for more information If the cipher strength is 56 bits or less you must first update your browser softwar
280. w the access number Mis Enter your personal password Conclude the entry by pushing the pound key Or If the mailbox LED is illuminated for optiset Push the Mailbox key The following appears in the display XPRESSIONS Push continue m x lt a Select play E Enter your personal password Conclude the entry by pushing the pound key for Set 400 500 700 Push the Mailbox key The following appears in the display Mailbox J XPRESSIONS Pay 1g Push the Play key uL Enter your personal password Conclude the entry by pushing the E pound key A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 3 35 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail The Listen to retrieve menu is now activated see Section 3 2 3 1 Listening to Retrieving Messages All control options are available during and after the message playback 3 2 9 Using your Mailbox for your Mobile Telephone You can also use your mailbox as a mailbox for your mobile phone The advantage of this is that all messages are stored in one single mailbox regardless of whether these messages were addressed to your telephone at your workstation or to your mobile telephone Please note the following differences in comparison to the conventional use of the mailbox 3 2 9 1 Call Forwarding for Mobile Phones You can set your mobile phone t
281. ward the text by three sentences e mail message Fast forward to the end of the recording voice message Fast forward to the end of the text e mail message dt Fast forward the recording by x minutes voice message Fast forward the text by x sentences e mail message E Jump to any position in the message Confirm entry Delete entry Enable or disable user prompts A31003 S2330 B690 2 7619 January 2003 3 82 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS Send new message Open Record and Send New Messages menu Fie Enter the distribution list or recipient Confirm entry Delete entry Terminate selection and confirm Delete selection Cancel the entire process and return to the main menu Start stop recording Select special send options Request a read receipt Mark message as Private Mark message as Urgent Deliver message later Enter delivery time Confirm time Delete time Send message again Send message again one week later Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu Cancel the entire process and return to the main menu Start stop playback Rewind the message by 10 seconds Rewind to the start of the message Fast forward the message by 10 seconds Fast forward to the end of the message Cancel recordin
282. ward to the end of the recording voice message Fast forward to the end of the text e mail message Scroll messages or confirm entries or terminate function depending on the menu Delete the entry or recording and make a new entry or recording as re quired depending on the menu Cancel the process and return to the main menu Push 0 and then push the star key A31003 S2330 B690 2 7619 January 2003 3 46 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Operating your Mailbox using VMS 3 3 2 4 Options in the Main Menu Direct Access The main menu is selected when you dial your own mailbox You can call the following functions in the main menu Function A lt Play back and edit incoming messages Inbox see Section 3 3 2 5 Record and send new message and edit sent messages Out box Sent Objects see Section 3 3 2 6 Record a dictation Section 3 3 2 7 Special functions administration functions Section 3 3 2 11 Open create and edit address folders Answering machine function shortcut Section 3 3 2 9 J Set up a telephone connection from the main menu Section 3 3 2 10 Play back main menu options SGeonovedwB E 3 3 2 5 Inbox You can access this submenu by pushing 3 in the main menu or by selecting the callback ac cess option First you will hear an announcement informing you of the number of new and old messages in the var
283. warding a distinction is made in Hicom 300 between variable and fixed call forwarding The way in which you set up the call forwarding CF feature depends on the telephone system and type of telephone that you are using Please consult the operating instructions of your tele phone for more detailed information You must use the service access number of the mailbox for forward access as the call forward ing destination number Callers who dial your extension number will be re routed to the mailbox Callers can leave a message in your mailbox or can be transferred to your referral extension This depends on how you have set your answering options see Section 3 3 2 11 Special Functions The destination number can be identical to the number for direct access in Hicom PABXs You have the same options as those available with guest access or universal access if you dial an extension number and the user has configured call forwarding on his her telephone If the user allows you to leave messages you can do so after the beep The standard control and correction options are available during the recording of the message see Section 3 3 2 3 Dur ing the recording process you will hear a warning advising you that the available recording time has almost come to an end The amount of time available for recording a message and the point at which the warning is output depends on how the system settings have been defined You can also just replace the
284. which service should send the message If you are sending the message to an Note that the address is conclusive for sending Using the address the server de e mail address the recipient receives a regular e mail and nota fax A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 41 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 9 1 Sending a Fax Message to a Contact Basic f you have selected a contact in the contact folder who has an entry in the Business Fax field this number will be transferred to the recipient field if you click the New Fax Message zJ button Entry If you have selected or opened a contact who is in a contact folder and has a fax num ber tnen this number is transferred to the recipient field when you click New fax message to contact 3 If the contact has more than one fax number a drop down menu containing the fax numbers is displayed after you click the button After you have selected a fax number it is transferred to the recipient field 2 6 9 2 Sending a Fax Message to the Originator of a Message asig f you have selected a message in any folder and this message s originator has a fax number this number is transferred to the recipient field if you click the New Fax Message j button If you have opened a message click Fax Reply 24 Entry If you have selected or opened a message in any folder and this message s originator h
285. x messages save or delete messages fast forward or rewind message playback repeat message playback and receive detailed information about the message output fax messages to your default printer or to any fax device optional output e mail to your default printer or to any fax device optional output e mails as voice messages only if the Text To Speech add on software is installed optional forward messages with or without an attachment voice annotation set up a direct connection to the originator of a message reply to and send messages and consequently make use of the various send options change your personal settings which includes A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail your personal password for telephone access the personal greetings up to nine different greetings for different situations as well as a name greeting the answering mode accept messages mode or info greeting only the private referral extension number or the number of the mailbox deputy the type of prompts detailed or short greetings whether a notification should be output for incoming messages as an SMS or a pag er whether the Xpressions folder should also be included when listening to messages this allows you to set up your e mail client to place importa
286. y 2003 HiPath Xpressions V3 0 User Manual 4 5 Fax Mail Service Sending Fax Messages A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual Short Message Service SMS for GSM Overview 5 Short Message Service SMS for GSM The SMS for GSM module must be installed on the Xpressions server to allow the functions described below to be used Please consult your system administrator if you have any queries 5 1 Overview The short message service SMS for GSM global system for mobile communications enables you to use a standard mail program to send short messages to GSM network users i e to mo bile phone users in the supported mobile network for example D1 and D2 This service also allows SMS scenarios to be implemented for example gathering Internet in formation and sending it as a short message 5 1 1 Application Options To use SMS for GSM you can select any e mail client that provides the facility to send e mails via STMP This includes programs such as Eudora or the integrated e mail clients in WWW browsers such as Netscape Messenger and Microsoft Outlook Express You can also use SMS with MS Exchange either in the way described here or using an installed Xpressions Exchange connector as described in Section 2 5 3 1 Sending Messages using SMS as an Example 5 1 2 SMS Features for GSM e Messages that are sent with SMS for GSM are not sent via the usual fixed network and SMS provider SMS for GS
287. y extension Enter the service access number for the direct access option CEOL o O m L1 LII gt Enter your own telephone number Conclude the entry by pushing the pound key or Lt Enter your own name by selecting the letters that are assigned to the LIT I number keys Conclude the entry by pushing the pound key E Enter your personal password Conclude the entry by pushing the pound key 3 2 3 Options in the Main Menu The main menu is selected when you dial your own mailbox Listen to retrieve messages push 3 For additional prompt information in this situation see Section 3 2 3 1 Listening to Retrieving Messages Record send messages push 1 For additional prompt information in this situation see Section 3 2 3 4 Recording and Sending Messages Change answering options push 8 For additional prompt information in this situation see Section 3 2 4 1 Changing Answering Options s Change mailbox options push 9 For additional prompt information in this situation see Section 3 2 4 2 Changing Mailbox Options Connect push 7 For additional prompt information in this situation see Section 3 2 5 Connection A31003 82330 B690 2 7619 January 2003 3 10 HiPath Xpressions V3 0 User Manual Mailbox Processing on the Telephone and the Voice Mail Service Voicemail Operating your Mailbox with PhoneMail 3 2 3 1 Listening to Retrieving Messages You can use your telephone to retriev
288. y in use are labelled Buttons that have not been assigned do not have an address To define the remote station right click an empty button The window is expanded to the right Under Name and Phone number enter the name and calling number of the remote station for fax on demand To change the remote station right click the button that you want to change The window is ex panded to the right Under Name and or Phone number enter the new name and or the new calling number of the remote station for fax on demand A31003 S2330 B690 2 7619 January 2003 HiPath Xpressions V3 0 User Manual 2 49 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 243 HiPath Xpressions Fax on demand HiPath Xpr n n n Mame Fax on deman Phone number bee as Bg 722 12345 Phone number ES OF Cancel The window shrinks after you click OK The button is now labelled with the name you specified for the remote station for fax on demand Phone number C a In this way you can now specify the numbers of additional remote stations for fax on demand Close the Fax on demand window by clicking the upper right corner x of the window A31003 S2330 B690 2 7619 January 2003 2 50 HiPath Xpressions V3 0 User Manual Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 10 2 Retrieving a Fax Retrieve a fax by clicking Fax on demand The
289. your mailbox can connect to this PhoneMail referral extension directly or can be automatically re directed to this referral ex tension This depends on how you have set the answering options in your mailbox You can manage your referral extension options yourself if the Web based configuration interface is in stalled see Section 2 9 8 3 Configuring a Referral Extension This feature only applies to the voice service 3 1 5 Default Printer Your system administrator can configure any network printer for use in Xpressions You can de fine one of the printers in the list of printers available in Xpressions as the default printer You can access this printer through the telephone You can assign the printer yourself using the Web based configuration interface Section 2 9 15 Default Output Devices or have the sys tem administrator perform this task 3 1 6 Default Fax Device You can define any fax address as your default fax device This will make it easier to output e mail and faxes when you access your mailbox through the telephone You can define the fax device yourself using the Web based configuration interface Section 2 9 15 Default Output Devices or have the system administrator perform this task 3 1 7 Memory Restrictions If the memory in use is being monitored you will be informed when accessing your mailbox if the limit has been reached If the memory used by your mailbox has exceeded 100 of the val ue set by the syste

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