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NEC IM - 16 LX User's Manual

1. 24 NEAXMail IM 16 LX User Guide Checking Messages 28 To hear when a message was sent The system can tell you when a message was sent USING YOUR PHONE message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messageS 22 To review an old message 24 NEAXMail IM 16 LX User Guide Checking Messages 29 To redirect forward a message to another subscriber When you redirect or forward a message you send a copy of the message to another subscriber The system lets you e Redirect a message to another subscriber e Record an introduction to the message e Edit your introduction or set special delivery options for the redi rected message NOTE The system does not let you redirect messages that are designated as private by the original sender USING YOUR PHONE See also To check new messages To review an old message 1 While listening to a message press to interrupt it or press after a message 2 Do one of the following e Press to record an introduction then press when finished e Press to skip recording an introduction 3 Follow the system conversation to edit the introduction or set special delivery 4 On the phone spell the last name of the subscriber usually the first three letters of the subscriber s last name to whom you are redire
2. E mail Setup Totaling on off E mail setup Change password This feature may not be available at your site NEAXMail IM 16 LX User guide Menus and Reference 127 Index Symbols tif files 9 wav files 9 Numerics 1 for Yes 2 for No conversation 6 A about this guide 2 access caller ID information using Soft Keys 48 using touchtone keys 49 ActiveFax 4 102 103 addressing messages to groups 74 to other locations 80 to other subscribers 60 alternate greeting default 42 defined 36 switching to 38 applications Visual Messaging 10 11 B busy greeting changing 39 default 42 C call holding turning on or off by phone 98 call management software 10 11 call return using Soft Keys 44 using touchtone keys 46 call screening definition of options 95 turning on or off by phone 97 call screening options changing 95 call transfer changing phone number by phone 94 turning on or off by phone 93 caller ID access using Soft Keys 48 access using touchtone keys 49 determining with Soft Keys 48 D documentation 2 E e mail checking by phone 5 110 enter password with touchtones 113 fax a message 116 fax all messages with a single call 118 integration options 9 receiving by fax 116 118 shortcuts 125 e mail inbox unified messaging and 4 9 10 enrolling on the system 15 19 F fax options defined 4 faxes change delivery schedule 106 change fax
3. If you want to return to your voice mailbox after you finish talking press the CANCEL Soft Key on your phone or you can wait until the other person disconnects If you discon nect the call first the system does not return you to your voice mailbox The return call feature is available for new and old mes sages The live record feature is not available during a returned call TO RETURN A CALL USING TOUCHTONE KEYS USING YOUR PHONE NEAXMail IM 16 LX User guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Do either of the following e Press E to check new messages e Press I to check old messages 3 Follow the system instructions and press for Yes or for No until you select the message you want 4 Press P 5 to return a call to the person who left a message 5 To return to your mailbox at the end of the conversation wait until the person you called disconnects NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 Returning Calls 47 To access caller ID information using Soft Keys 0000 See also To return a call using Soft KEE ncceccessaiacssooansassanseiccenrcenencedd 44 To access caller ID information using TOUCHTONS K yS irssi 49 If your phone service provider does not provide caller ID information to your organization your system can be
4. 62 63 71 01 72 73 81 82 83 91 92 93 02 End for Yes Uppercase letters 2l 25 20 34 35 36 44 45 46 by 0 56 64 Ee I pa S S m O esl eel S fo Bel iT ENS HM SS CHOHOVOZ 65 66 74 04 75 76 84 85 86 94 95 96 05 End TO FAX AN E MAIL MESSAGE A for No Numbers i 12 18 i 15 iS ily 18 19 10 End RFOCOCMRNMR TA WNHE l Checking E mail by Phone 117 To fax all of your e mail messages with a single call With the system s fax features you can deliver all of your e mail messages plus any text attachments to any fax machine Your system manager must turn on this feature for you and you must have a fax box in order for this fea ture to work You can receive your e mail messages at your usual fax machine If you want to deliver your messages to a differ ent fax machine just enter the fax phone number You can also receive a fax of a particular e mail message See To fax an e mail message on page 116 USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to fax your e mail messages 3 Do one of the following e To deliver the fax to your usual fax machine press e To use a different fax machine press and then enter the fax phone number 4 Follow the system instructions and press for Yes or for No after each question To change yo
5. Ily B 19 End FCO ANDAFPWNHEH Il Checking E mail by Phone TO CHANGE YOUR E MAIL PASSWORD 120 Menus and Reference You can use quick message shortcut actions while lis tening to a message For example press to repeat a message Once you gain access to your mailbox you can use the shortcuts to complete specific tasks rather than waiting to listen to options described by the voice mail system Depending upon your system you may or may not be prompted to provide your personal ID and security code since some systems automatically send this infor mation For example if your system did send your per sonal ID and security code you would simply press to turn on call transfer Otherwise you would press your personal ID your security code NEAXMail IM 16 LX User Guide IN THIS SECTION Shortcuts available during message playback 122 Shortcuts for other common tasks cce 123 Shortcuts for fax features aise ies csionersanesisa 124 Shortcuts for e mail integration 125 Menu options diagram Menus and Reference 121 Shortcuts available during message playback While listening to a message press to hear a menu of quick message actions Except as noted these actions are available for both new and old messages After using a quick message action you can continue with the next part of the conversation or take more action on a message For example you can e Press to reply to a
6. USING YOUR PHONE See also To find out who has not yet received GIOUP MESSAGE crnnrrseressscsercens 76 To send a message to a guest BURCH 21o ERE IE EEE TE 77 To send a message to a subscriber at another location 80 NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to leave a message 3 Spell the group name or enter the special group ID and group number When spelling use a wild card number typically in the last name you do not know for any letter 4 Do one of the following e Press when you hear the name of the group you want e Press to hear the next matching name and then press when you hear the name of the group you want 5 After the beep record your message The message must be at least three seconds long to be delivered 6 Press to finish recording Sending Messages 74 TO SEND A MESSAGE TO A GROUP 7 If necessary follow the system prompts to edit the message set special delivery or address the message to others 8 Press EJ to send the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Sending Messages 75 To find out who has not yet received a group message The system tells you when everyone in a group has received your message If you do not get
7. sser 9 Messaging and call management with Visual DVIS SS A QNAG kias nsir rinna rra ren P E rnanan rS ra Riak 10 Getting Started eeina A 12 To access your mailbox by phonN e ss sssssesisisisrsisrsisren 13 To enroll on the system by phone ssec 15 To use systemwide commands sseeeeeteeeteeeneeeeeees 17 To access your mailbox with Mailbox Manager 19 Checking Messagesic cccsisvevsesssseiscsesesiecseensssanacersonnesvensis ree 21 To check haw Messages ini wcantancvintniasiciaienes 22 To review an old MESSAGE eee eee esses testes eeeteeeaes 24 Trepi te a message coh eiancdunisianiiwisnininiec 25 To check the next MESSAGE eee eee eee eee eee eeeeeteee 26 Todelete a Message bunnii oanu oia 27 To archive a Messa Eiai ans 28 To hear when a message was sent 29 To redirect forward a message to another SE DET anr AEA 30 To skip a message and save it aS NEW oneee 32 WOVE PSSE Si MSSSACGS tinande Ga 33 Changing Your Greetings ic sescesectesscsossestttavicsesessemeustenenes 34 To set up or change your standard greeting 35 To change your alternate greeting 0 cee 36 NEAXMail IM 16 LX User Guide To switch between your standard and alternate Greetings eeccesececeseseesesesteseseseeeseseeeneees 38 To change the greeting when your phone is busy 39 To turn your busy greeting on or Off s escsssssesisserserisess 41 To use the default greetings cece ee eee eee 42 PROC
8. or at any time see To use systemwide commands on page 17 See also To check new messages 22 To check your e mail messages by ORB n 110 NEAXMail IM 16 LX User Guide Checking Messages 32 To repeat a message You can replay a message if you need to listen to it again USING YOUR PHONE While listening to a message press E F3 or press FJ after listening to a message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messages To review an old message NEAXMail IM 16 LX User Guide Checking Messages 33 Changing Your Greetings Callers hear a greeting before they leave a message Your mailbox can play one of three greetings standard alternate or busy You can record your own custom greetings or use the default greetings recorded in the system voice The types of greetings are Standard greeting Greeting played to callers when your phone is unanswered Alternate greeting Greeting used for special occasions For example when you are out of the office or on vaca tion Busy greeting Greeting played to callers when you are on your phone Default greetings Default standard alternate and busy greeting included with the system This section explains how to use greetings By phone you change your greetings with setup options Depend ing on the features y
9. the voice messaging system These setup options can also be changed by phone Depending on your licenses Mailbox Manager may not be available at your organization See your system manager for details With Mailbox Manager you can create and change your e Security code e Recorded and spelled names e Greetings e Playback options e Call transfer options e Call screening options e Call holding options e Message delivery options e Message groups WORKING WITH MAILBOX MANAGER Before you begin using Mailbox Manager for the first time you will need to know the voice messaging server name your personal ID and your security code This information can be provided by your system administrator See To access your mailbox with Mailbox Manager on page 19 NEAXMail IM 16 LX User guide Introduction 8 Messaging from your e mail inbox With unified messaging you can access your voice and e mail messages in your e mail mailbox All of your mes sages no matter what type are stored in your e mail inbox In your e mail inbox e a voice message is attached as a wav file to an e mail message e a fax message is attached as a tif file to an e mail message For steps to manage messages in your e mail inbox see your e mail program s online help Using ActiveFax you can also send your e mail messages to any fax machine See Sending and Receiving Faxes on page 102 If your system also includes text to speech you
10. EJ to stop recording and send the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Sending Messages 79 To send a message to a subscriber at another location You can send messages to subscribers who use another voice messaging system at another location To send mes sages to subscribers at other locations you identify the location as well as the subscriber when addressing the message Your system manager can provide location names or numbers you can use USING YOUR PHONE See also To send a message directly to another person s mailbox 60 To send a message to a 1 Call the voice messaging system If asked enter your personal ID and security code 2 Press 5 to leave any messages 3 On the phone spell the location name then spell the subscriber s name If necessary press to switch between spelling and number mode When spelling a subscriber s last name use a wild card number typically 1 for any letter you do not know Or if in number mode enter the location number then the sub scriber s extension number 4 Do one of the following e Press when you hear the name of the subscriber you want e Press to hear the next matching name and then press when you hear the name of the subscriber you want 5 Record your message at the beep The message mus
11. IM 16 LX User Guide Checking E mail by Phone 115 To fax an e mail message With the system s fax features you can deliver your e mail messages to any fax machine Your system manager must turn on this feature for you You can receive a fax of a particular e mail message or you can receive all new fax and e mail messages plus their text attachments See To fax all of your e mail messages with a single call on page 118 If you have a regular fax machine that you use to receive your faxes you can use that fax machine If you want faxes delivered to a different fax machine you simply just need to enter that fax number USING YOUR PHONE NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check new messages 3 Press for old messages e mail messages you have already read 4 Follow the system prompts to check any new voice or fax messages first 5 If prompted enter your e mail password followed by If your password uses any letters press then refer to the password charts table on page 117 for guidelines 6 When presented with the e mail message you want press Checking E mail by Phone NEAXMail IM 16 LX User guide 7 Press 8 Follow the system instructions Press to fax the message Password charts Lowercase letters m TTT Taro aoe 21 22 23 31 32 33 41 42 43 51 52 53 61 5 GNS a gaera HAO
12. TASK SHORTCUT Edit your fax greeting 14 9 Change your fax delivery Deliver all faxes NEAXMail IM 16 LX User Guide Menus and Reference 124 Shortcuts for e mail integration Press your personal ID and security code then enter the shortcut command from the following table to perform these tasks TASK SHORTCUT Check new e mail messages Check old e mail messages While listening to an e mail message to hear recipients Turn e mail totaling on or off Change your e mail password NEAXMail IM 16 LX User Guide Menus and Reference 125 Menu options diagram During Message After Message Hear menu options Hear e mail recipients Slower Reply Softer louder New Messages Check next message oo ra a wm fa oe Faster Delete Old Messages Backward Archive fax an e mail Pause Hear timestamp Forward Redirect deliver fax Save as new Repeat the message os fst eS fe foo ay lat la fay le This feature may not be available at your site Edit Message Send a Message Address and record the message then gt Message Options Add 4 Edit message 4 Listen Change special delivery 5 A Re d Address to others 6 Rerecor PKI Finish Special Delivery 4
13. URANO UNS csi dusidahs tude tancsdabivavsi natianscaustaaseeehaccnsearetaxts 43 Te feturi 2 call usnog OTe Mays ajc scsisoheds rashes ashes taanns 44 To return a call using touchtone keys cece 46 To access caller ID information using Soft Keys 48 To access caller ID information using touchtone keys 49 Recording Conversations and Monitoring Messages 50 To record a conversation with Soft Keys 51 To use live record feature keys on your phone 54 To monitor a message as it is recorded eee 56 To monitor all your messages automatically 57 Te turn live monitor oN oF Off someri 58 Sending MESSAGES pioiscssinrnineananias aa 59 To send a message directly to another person s e T E E T E 60 To leave a message when you call an extension 62 To add to a message before sending ceeeeeeeee 63 To listen to a message before sending 0 eee 64 To rerecord a message before sending seee 65 To send an urgent MESSAGE ce eee nnn 66 TO SENG a private Messag ica iscasesssacsassestsisevssaveansoasvensvs 67 To request a delivery receipt for a message 68 To send a message with future delivery 69 To redirect forward a message to another SUIS OMDIOT sisseseade iira 71 CONTENTS To cancel a message after sending eee 72 Checking E mail by Phone ccsscesssssseessesesseeseeseseseees 109 To send a message to additional sub
14. access caller ID information using Soft Keys 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Do one of the following e Press to check new messages e Press to check old messages 3 Follow the system instructions and press for Yes or 2 for No until you select the message you want 4 Press to hear the phone number of the person who left a message if available NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 Recording Conversations and Monitoring Messages Depending on your phone system you can record calls and store them as voice messages In addition you can monitor messages from your callers as they are being recorded This section describes how to use the live record and live monitor features To record a conversation with Soft Keys 51 To use live record feature keys on your phone 54 To monitor a message as it is recorded 56 To monitor all your messages automatically 57 To turn live monitor on Or Off a crarisissasosesessisessaso 58 To record a conversation with Soft Keys If supported by your phone system you can record a phone conversation and manage the recorded conversation just as you would a voice message The recorded conversa tion is stored as a message in your voice mailbox Within your voice mailbox you can review it delete it or
15. add an introduction and send the recorded message to other sub scribers This feature is called live record You can manage your recording sessions using Soft Keys on your phone display or you can program feature keys on the phone for live record WARNING The use of monitoring recording or listening devices to eavesdrop monitor retrieve or record phone conversations or other sound activities whether or not contemporaneous with transmission may be illegal in certain circumstances under federal or state laws Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation Some federal and state laws require some form of notification to all parties to a phone conversation such as using a beep tone or other notification method or requiring the consent of all parties to the phone conversation prior to monitoring or recording the phone conversation Some of these laws incorporate strict penalties See also To use live record feature keys on YOUN PHONG iscceicassssunenrevivecerceivess 54 USING SOFT KEYS 1 During a phone conversation press RECORD on the phone 2 To save a recorded message to your mailbox press END or disconnect the call 3 To redirect the recorded message to another subscriber enter the subscriber s extension while you are recording The recorded message is automatically sent when you press END or Press ADDRESS to end the recording a
16. can hear your e mail messages by phone The system plays any wav file attachments as well See Checking E mail by Phone on page 109 Messaging and call management with Visual Messaging If your system includes Visual Messaging applications you can manage all types of messages and phone calls visually on your computer The Visual Messaging programs provide additional features for working with voice and fax messages from other people using the voice messaging system For example you can record and reply to voice messages send messages to mes sage groups and address messages to other users by selecting them from a list Visual Messaging programs consist of ViewMail Access all of your voice and fax messages in one window using ViewMail You can access and prioritize your messages and respond to them by computer ViewMail for Microsoft Messaging Access all of your voice messages faxes and e mail messages in your Microsoft Inbox whether you are using Exchange Outlook or the Windows Messaging Inbox ViewMail for Lotus Notes Access all of your voice mes sages faxes and e mail messages in your Lotus Notes Inbox ViewMail for GroupWise Access all of your voice mes sages faxes and e mail messages in your GroupWise mail box ViewFax Send receive and redirect faxes from your desktop computer NEAXMail IM 16 LX User guide MESSAGING AND CALL MANAGEMENT WITH VISUAL MESSAGING ViewCall Plus Manag
17. delivery number 106 of e mail 116 118 printing 102 setup options for 106 features 4 first time enrollment 15 19 future delivery 69 G greetings activating busy greeting by phone 41 alternate 35 busy 35 rerecording by phone 35 standard 35 switching by phone 38 groups changing the name by phone 86 creating by phone 83 deleting members by phone 85 listing groups and members by phone 87 H K help conversation 6 L licensed options 4 live monitor 57 live record 51 54 locations addressing to other 80 M mailbox set up by computer 4 setup initial 15 Mailbox Manager about 2 4 11 accessing your mailbox 19 menu conversation 6 menus conversation mode 92 shortcuts 123 system diagram 126 message delivery changing phone number by phone 100 schedule 99 messages archiving by phone 28 canceling by phone 72 future delivery of 69 modifying by phone 63 private 67 redirecting by phone 30 71 return receipts for 68 sending to other locations 80 time stamps for 92 N new messages defined 22 O old messages defined 24 optional features 4 P Q passwords e mail 113 playback options changing 92 private messages 67 R receipt requested 68 recorded name changing by phone 90 recording conversations 51 54 reference information 3 return receipt 68 returning a call using Soft Keys 44 using touchtone keys 46 S sending messages to groups 74 messages to guest subscribers 77 messages to ot
18. how to manage voice fax and e mail messages by phone and how to change your mail box settings by phone Instructions for using any of the Visual Messaging applications For example instructions for using Mailbox Manager or ViewFax can be found in the online Help for those applications For a list of the Visual Messaging Solutions applications see Messaging and call management with Visual Messaging on page 10 Some system features documented in this guide require additional licensed options that may not be available at your organization Your system manager can tell you which features are available See Optional licensed features on page 4 In this guide when you see the following icon use the phone to perform the procedure Phone keys When you see the following icon use Soft Keys to perform the procedure Soft Keys In addition the following icon indicates that you can also perform the procedure by computer using Mailbox Man ager NEAXMail IM 16 LX User guide ABOUT THIS GUIDE Mailbox Manager The menu options diagram beginning on page 126 shows the IM 16 LX menus available by phone You can print the diagram as a quick reference for IM 16 LX features The User Guide includes space for reference information which can be used to store phone numbers and IDs See Reference information Print the Reference information page and write the phone numbers and IDs that you need to
19. message then to check the next message e Press to redirect a message After you finish redirecting the message you can press to reply to the original sender After you reply you can press to delete the message When you exit the quick message actions the system saves your message as an old message The system also saves your message as old when you press to check the next message TASK QUICK MESSAGE ACTION Reply Check the next message Delete Archive Hear when the message was sent Redirect Save as new new messages only Shortcuts for other common tasks Press your personal ID and security code if required then enter the shortcut command from the following table to perform these tasks TASK SHORTCUT TASK SHORTCUT Check new messages 4 Change your security code Leave a message 5 Turn call transfer off 6 B Review old messages Gg Turn call transfer on 6 4 E Change setup options Change the phone number for call transfer pgpoon Switch personal greetings EIE turn call screening options off Boo Change your standard greeting TUTT Adda message group go Change your alternate greeting 4 Edit a message group BA Change your busy greeting EREI List your message groups Bo Change your recorded name B NEAXMail IM 16 LX User Guide Menus and Reference 123 Shortcuts for fax features Press your personal ID and security code then enter the shortcut command from the following table to perform these tasks
20. option on the phone display or to connect to the caller pick up the handset To turn live monitor on or off If the live monitor feature is supported by your phone sys tem you can use your phone to listen while an outside caller records a message If you will be out of the office and all of your messages are monitored automatically you can turn off the live monitor feature to keep messages from playing on your speaker while you are away Turn off the live monitor feature using setup options Depending on the phone system programming you can also turn live monitor off using Soft Keys or you can use any touchtone phone USING YOUR PHONE NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to turn live monitor on or off 3 Follow the system instructions and press for Yes or 4 for No after each question Recording Conversations and Monitoring Messages 58 E Sending Messages You can use a phone to Send a message to one or more subscribers or guests Mark a message for urgent private return receipt or future delivery Leave a message to a group Redirect a message Modify or cancel a message after leaving it Send a message to a subscriber at another voice messaging location if available This section describes how to send messages either by leaving the message directly in a mailbox or by dialing an extension NEAXM
21. system instructions and press J for Yes or FI for No after each question TIP Press J to skip a message and save it as new NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Checking Messages 23 To review an old message Old messages are messages you have already heard Depending on licensed features the system includes voice e mail messages in your list of old messages After you have heard a new message the system saves it for a set period For example until midnight However you can archive the message to save it longer Your system man ager can tell you how long your system saves old and archived messages The system plays all urgent messages first then all regular messages It also sorts your messages by sender If the sys tem does not know who left a message it says that the message is from your message box USING YOUR PHONE To check your e mail messages BBY PRONE iiini 110 NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check old messages 3 Follow the system instructions and press for Yes or for No after each question TIP Press gt to skip a message or press to archive a message NOTE For the keys you can use during a message after listening to a message or at any time
22. to hear your busy greeting 3 Do one of the following e To rerecord your busy greeting press record the busy greeting and then press to stop recording e To skip rerecording your busy greeting press The system plays your new greeting 4 After listening to the recording do one of the following e To rerecord the greeting press e To continue press 5 Press to turn on your busy greeting or press to turn off your busy greeting NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To change the greeting when your phone is Busy ssssssvsissssccesvecivisace 39 NEAXMail IM 16 LX User Guide Changing Your Greetings 41 To use the default greetings See also To set up or change your standard greeting smse 35 To change your alternate a a L AR N EEE 36 To switch between your standard and alternate greetings 38 To change the greeting when your phone ie BUSY inre 39 If you do not record custom greetings the system plays greetings that include your recorded name or your exten sion For example e Fora standard greeting Pat Green is not available right now e Fora busy greeting Extension is busy e For an alternate greeting Pat Green is out today During enrollment you are asked if you want to record your own standard greeting If you choose not to record your own greeting when you
23. you can review it delete it or add an introduction and send the recorded message to other subscribers This feature is called live record You can manage your recording sessions using live record feature keys programmed on your phone or you can use Soft Keys on your phone display See To record a conver sation with Soft Keys on page 51 WARNING The use of monitoring recording or listening devices to eavesdrop monitor retrieve or record phone conversations or other sound activities whether or not contemporaneous with transmission may be illegal in certain circumstances under federal or state laws Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation Some federal and state laws require some form of notification to all parties to a phone conversation such as using a beep tone or other notification method or requiring the consent of all parties to the phone conversation prior to monitoring or recording the phone conversation Some of these laws incorporate strict penalties See also To record a conversation with Soft KEYS assises 51 TO USE LIVE RECORD FEATURE KEYS ON YOUR PHONE USING SOFT KEYS Press any of the following feature keys during a live record conversation Pause Pauses and resumes the recording Address Ends the recording and disconnects the call Fol low the address conversation to review delete or address the recorde
24. your e mail messages by phone See Checking E mail by Phone on page 109 NEAXMail IM 16 LX User guide Introduction 5 Messaging by phone You can check messages or change your mailbox setup from any touchtone phone and can be customized depending on your preference Menu conversation The menu conversation leads you quickly to your destination You will hear a menu of options Press the number associated with the option to perform a particular task 1 for Yes 2 for No If you prefer ask your system manager to set your mailbox for the 1 for Yes 2 for No conversation Using this setup you just press for Yes for No on the touchtone keypad to answer the easy yes and no ques tions Shortcuts Perform tasks quickly by entering a sequence of numbers at any time You do not have to wait until the system fin ishes speaking For a complete list of system shortcuts and menus see Menus and Reference on page 121 Help When the system conversation asks you a question press to hear a menu of available options Working with Mailbox Manager Mailbox Manager is a Web based application that allows you to change your security code greetings call transfer message options call holding message delivery and mes sage groups by computer Detailed procedures are avail able in the online Help for Mailbox Manager You can use Mailbox Manager to change your mailbox setup from a computer connected to the same network as
25. 0 voice messages forwarded to e mail inbox 4 9 10 W X wav files 9 109 110 Y Z yes or no conversation 92
26. E E TE 77 To send a message to a subscriber at another loCation sasarsencescs 80 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to leave any messages 3 On the phone spell the subscriber s last name usually the first three letters of the subscriber s last name Otherwise press and enter the extension number When spelling a subscriber s last name use a wild card number typically 1 for any letter in the last name you do not know 4 Do one of the following e Press when you hear the name of the subscriber you want e Press to hear the next matching name and then press when you hear the name of the subscriber you want 5 Record your message at the beep The message must be at least three seconds long to be delivered TO SEND A MESSAGE DIRECTLY TO ANOTHER PERSON S MAILBOX 6 Press to start over or press E3 to stop recording NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Sending Messages 61 To leave a message when you call an extension If you call a subscriber s extension and the call is unan swered your call is automatically routed to the sub scriber s mailbox where you can leave a message If your phone system uses identified subscriber messaging the system automatically identifies the message as comin
27. H P E to change your fax greeting 3 Follow the system instructions and press for Yes or FI for No after each question See also To change your fax delivery number or schedule 005 106 To change your fax NOCA occ5 csecessssarueanasccncen 108 NEAXMail IM 16 LX User Guide Sending and Receiving Faxes 107 To change your fax notification The system can contact you at a specified phone number notifying you when you have new faxes You can set a range of minutes hours and days that a fax message delivery is in effect USING YOUR PHONE See also To change your fax delivery number or schedule 00 106 To change your fax elisi aln e ceca serena 107 NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 To change your notification for your fax phone press 3 Press to turn on delivery for the number or press to turn off delivery 4 Press to change the phone number NOTE Press FJ to insert a one second pause where you want the system to pause between the digits it dials 5 After entering a phone number do one of the following e Press to end the entry and return to the main menu e Press to continue 6 Press to change the schedule if fax notification is turned on If fax notification is not turned on you cannot change the schedule 7 Follow the system instructions and press for Y
28. If available you can ask your system manager to change your call screening options Call screening options cannot be set by phone USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press You can also perform 3 Do one of the following this task using Mailbox Manager ep I ress to turn call screening on e Press to turn call screening off NEAXMail IM 16 LX User Guide Changing Mailbox Setup Options 97 To turn call holding on or off Depending on your phone system IM 16 LX can hold a call until your extension is available If your system manager has set up call holding for you you can turn call holding on and off When call holding is turned on and your extension is busy the system asks callers if they want to hold until you are available or if they want to leave a message The system also tells callers how many calls are holding ahead of theirs Your system manager sets the number of calls that the system can hold for you USING YOUR PHONE You can also perform this task using Mailbox Manager NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press 3 Do one of the following e Press to turn call holding on e Press to turn call holding off Changing Mailbox Setup Options 98 To change message delivery The system can deliver messages to several differen
29. Mail IM 16 LX User Guide Changing Message Group Settings 86 To hear your groups and group members You can hear a list of the groups you can send a message to You can also hear a list of group members USING YOUR PHONE 1 2 esi You can also perform this 3 task using Mailbox Manager 4 5 See also To create a message group 83 To change a group name or OIG S 86 NEAXMail IM 16 LX User Guide Call the voice messaging system and enter your personal ID and security code if prompted At the main menu press to list your groups Press the first three letters of the group name or use wildcard typically _ for any letter you do not know to select that group Press to review group members Follow the system instructions and press for Yes or 2 for No after each question Changing Message Group Settings 87 Changing Mailbox Setup Options You can change most of these setup options for your personal mailbox from any touchtone phone The sys tem leads you step by step through a series of simple yes and no questions when you make any changes You can change your e Security code e Recorded and spelled names e Call transfer options e Call screening options e Call holding options e Message delivery options e Directory listing You can also ask your system manager to change mes sage playback options call transfer options call screening options and call holding Depending
30. NEAXMail IM 16 LX VOICE UNIFIED MESSAGING SYSTEM VERSION 8 2 NEC Reference information To access your mailbox by phone 1 Call the voice messaging system From inside your organization dial From outside your organization dial 2 When the system greets you enter Personal ID Security code To access your mailbox by computer 1 Start your Web browser 2 Type http lt server name gt Server name 3 Atthe log on screen enter Extension Security code For assistance call 2005 Active Voice LLC All rights reserved First edition 2005 PhoneBASIC Repartee ViewCall ViewFax and ViewMail are trademarks of Active Voice LLC Other brands and product names used in this document are trademarks of their respective owners Licensed under one or more of the following patents U S Nos 4 994 926 5 291 302 5 459 584 4 696 028 4 809 321 4 850 012 4 922 526 4 935 958 4 955 047 4 972 469 4 975 941 5 020 095 5 027 384 5 029 196 5 099 509 5 109 405 5 148 478 5 166 974 5 168 519 5 249 219 5 303 298 5 309 504 5 347 574 5 666 401 5 181 243 5 724 408 and Canadian No 1329852 Contents INPRO CUGION anaras 1 POSUC TNE GUIDE cinema es 2 Optional licensed features ccccecceesceeeseeesteeteteenenees 4 Messaging By PHONE sarena anann eninge penton 6 Working with Mailbox Managet sessisssssisiessisieissiiseaessies 7 Messaging from your e mail INDOX
31. To continue press P 5 Do one of the following e To make the alternate greeting active press e To keep the current greeting active press P NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To set up or change your standard greeting uieii 35 To change your alternate o eean Ta a PAE E 36 To use the default greetings 42 NEAXMail IM 16 LX User guide Changing Your Greetings 37 To switch between your standard and alternate greetings You can switch between your standard and alternate greet ings When you switch between greetings the other greet ing becomes active The system stores the inactive greeting recording so that you can activate it again as needed USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to switch to your other greeting standard or alternate NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Changing Your Greetings 38 To change the greeting when your phone is busy You can record and turn on a greeting for callers when your extension is busy A typical busy greeting is Hello this is Pat Green I am on the phone now Please leave a message For callers to hear your busy greeting you m
32. To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 72 To send a message to additional subscribers After you send a message to one subscriber on the system you can address and send the message to others USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Follow the conversation to leave a message Address the message then record it 3 Press to stop recording 4 Follow the conversation to address the message After you select the correct name IM 16 LX confirms that a copy of the message has been sent 5 Repeat step for each additional recipient 6 Press L to finish addressing to others 7 Press 4 to finish leaving messages and return to the main menu 8 Follow the steps above another leave more messages NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 73 To send a message to a group A message group is a mailing list of subscribers and guests A message group makes it easier to send the same message to several subscribers Your system manager can create message groups or you can create your own You can also leave a message for more than one subscriber by addressing the message to additional subscribers See To send a message to additional subscribers on page 73
33. Urgent PK Send the message 5 Private 6 Receipt Future delivery 7 Ez Finish NEAXMail IM 16 LX User Guide Menus and Reference 126 MENU OPTIONS DIAGRAM Greetings Edit alternate greeting Hear current greeting Switch greetings g Edit busy greeting an Edit standard greeting Edit fax greeting a Setup Options Main Menu Continued Setup options Greetings 4 Create a group 4 Add members Groups 5 Edita group 5 Delete members Transfer or delivery List b 6 List your groups 6 Hst members Personal options mil pasiectarads 7 Change group name 4 Change phone number Call screening on off n a Transfer or Delivery 4 Change call transfer 5 Change message delivery __ _ gt Delivery Numbers Delivery Options 4 Work phone on off 4 Change phone number Personal Options 5 Home phone on off 5 Change schedule 4 Change security code Call holding on off 6 Pager on off 6 Change group name 5 Record a name 7 Spare phone on off 7 Fax 6 Change spelled name 8 Fax phone on off 7 Directory listing on off
34. Yes Answer No NOTE Pressing EJ may also be used to indicate that you have reached the end of a task For example you can press J after recording a message to send it NEAXMail IM 16 LX User guide Getting Started 18 To access your mailbox with Mailbox Manager With Mailbox Manager you can change your mailbox setup using the Web browser on any computer connected to the same network as the voice messaging system This topic provides steps for accessing Mailbox Manager as well as what you need to do the first time you access it NOTE For detailed steps on enrolling in Mailbox Manager for the first time as well as setting up your mailbox see the online Help for Mailbox Manager In order to use Mailbox Manager you need to know the voice messaging system server name your personal ID and your security code Also you can not use Mailbox Manager until you have completed first time enrollment using your phone See To enroll on the system by phone on page 15 See also To access your mailbox by Phun a 13 NEAXMail IM 16 LX User guide TO ACCESS YOUR MAILBOX WITH MAILBOX MANAGER USING MAILBOX MANAGER Use the following procedure to access Mailbox Manager from any computer connected to the voice messaging server whether for first time enrollment or whenever you need to access your mailbox setup NOTE You can not use Mailbox Manager until you have completed first time enrollment using your phone See To enroll on the sys
35. access IM 16 LX Introduction 3 Optional licensed features Some system features documented in the User Guide require additional licenses that may not be available at your organization or may not be available with certain phone systems See your system manager for details about which features are available The following feature is included with IM 16 LX Mailbox Manager Mailbox Manager is an online applica tion that allows you to change your security code greet ings call transfer message options call holding message delivery and message groups by computer This User Guide describes how to start and work with Mailbox Man ager For detailed steps to change your mailbox setup with Mailbox Manager see Mailbox Manager online help The following list describes optional features ActiveFax If your system includes ActiveFax you can manage your faxes by phone Your faxes are included with your voice messages and you can deliver your faxes to a fax machine by phone See Sending and Receiving Faxes on page 102 Unified messaging If your system includes unified messag ing your voice and fax messages can be forwarded to your e mail inbox automatically You can manage all of your messages no matter what type with your e mail program For steps to manage messages in your e mail inbox see your e mail software documentation OPTIONAL LICENSED FEATURES Text to speech If your system includes text to speech you can hear
36. ail IM 16 LX User Guide IN THIS SECTION To send a message directly to another person s ELE o EPAITE EPEE A AAAA EEE OE ee 60 To leave a message when you call an PENSION EEE A E EN E A 62 To add to a message before sending s s 63 To listen to a message before sending 64 To rerecord a message before sending 65 To send an urgent MeESSageE s 66 To send a private message To request a delivery receipt for a message 68 To send a message with future delivery 69 To redirect forward a message to another BIE vices EE EEI EAA 71 To cancel a message after sending e a2 To send a message to additional subscribers 73 To send a message tO a QrOUP ou eee eee 74 To find out who has not yet received a group mO AT 76 To send a message to a guest subscriber 17 To send a message to a subscriber at another Me O osp ieaaqreuerernewenes 80 Sending Messages 59 To send a message directly to another person s mailbox The system lets you leave voice messages for other sub scribers groups or guests You can leave messages directly in a another person s mailbox without first calling the extension You can address a message by spelling the recipient s name on the phone Or ask your system manager to set up your mailbox to allow you to address messages by exten sion number USING YOUR PHONE See also To send a message to a To send a message to a guest SUIS P
37. box Setup Options 93 To change the call transfer number The system can transfer calls automatically to your exten sion You can enter up to nine digits for the transfer to phone number When you are unavailable or on another call the system takes a message for you When you are unavailable or on another call the system takes a message for you You can turn off call transfer or have your calls transferred to a different phone number if you will be away from your desk for any period of time Call transfer must be turned on before your calls can be transferred to a different phone number USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change the number to which your calls are You can also perform transferred this task using i Mailbox Manager 3 Follow the system instructions and press for Yes or 4 for No after each question To change call screening options If available you can ask your system manager to change your call screening options Call screening options affect what you hear when you answer your phone Call screening options cannot be set by phone If your sys tem manager has set up call screening for your extension you can turn call screening on and off by phone However if you have Mailbox Manager installed you can change your call screening options by computer See Mailbox Man ager online Help for details Call screening o
38. ch as pressing to repeat a message or pressing to stop and save the message as new Messages saved as new are marked unread in your e mail inbox NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 Checking E mail by Phone 111 To hear who else received an e mail message You can determine who else received an e mail message USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check new e mail messages 3 Press lt for e mail messages you have already read The system presents any voice or fax messages first 4 If prompted enter your e mail password followed by If your password uses any letters press then refer to the password charts table on page 114 for guidelines 5 When presented with the message you want to check press 6 While listening to the message press NEAXMail IM 16 LX User Guide Checking E mail by Phone 112 To enter your e mail password with touchtones In addition to entering your security code to check your e mail messages by phone you may be required to enter your e mail password If your e mail password uses numbers only press each digit for the password and then press For example press Your e mail password cannot use any punctuation or sym bols Do not use your phone to match letters Instead use the passwo
39. cting the message Otherwise press and enter the extension number When spelling a subscriber s last name use a wild card number typically 1 for any letter in the last name you do not know See also To check new messageS 4 To review an old message NEAXMail IM 16 LX User guide TO REDIRECT FORWARD A MESSAGE TO ANOTHER SUBSCRIBER 5 Do one of the following e Press when you hear the name of the subscriber you want e Press to hear the next matching name 6 Wait while the system redirects the message 7 Do one of the following e Press to skip redirecting the message to anyone else e Press then follow the conversation to redirect the message to additional subscribers 8 After you redirect the message follow the system conversation to handle the original message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 Checking Messages 31 To skip a message and save it as new You can skip a message in your list of new messages and keep it flagged as new You cannot skip an old or archived message and change its status to new If you skip an e mail message and save it as new it is marked as unread in your e mail inbox USING YOUR PHONE While listening to a message press or press aftera message NOTE For the keys you can use during a message after listening to a message
40. d message with an optional introduction End Ends the recording without disconnecting the call The recorded message is automatically sent to the specified address or if no address is specified is sent to your mail box Erase Erases the recorded message without disconnecting the caller Rerecord Erases the existing recorded message and starts a new recording NEAXMail IM 16 LX User guide Recording Conversations and Monitoring Messages 55 To monitor a message as it is recorded If the live monitor feature is supported by your phone sys tem you can use the speaker on your phone to listen while a caller records a message If desired you can pick up the handset to connect to a caller You can monitor messages left by outside callers You can not monitor messages left by other subscribers The phone system can be set up to allow you to monitor all of your incoming calls automatically Ask your system manager to set up this feature for you Then you can turn the live monitor feature on or off with your setup options If you are going to be out of the office and all of your mes sages are monitored automatically you can turn off the live monitor feature to keep messages from playing on your speaker automatically while you are away See To turn live monitor on or off on page 58 USING SOFT KEYS 1 When you hear your extension ring wait until the caller s message is played on the speaker The LED should bl
41. d to the end of the message and then record your additional message after the beep 5 Press to stop recording 6 Press after editing the message 7 Press to send the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 63 To listen to a message before sending Depending on system settings you can listen to a message before you send it USING YOUR PHONE 1 Address and record a message 2 Press to stop recording 3 Press to edit the message 4 Press to listen to the message 5 Press after editing the message 6 Press L gt to send the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 64 To rerecord a message before sending Depending on system settings you can rerecord a message before you send it Rerecording a message deletes the orig inal recording USING YOUR PHONE 1 Address and record a message 2 Press to stop recording 3 Press to edit the message e Press if you want to rerecord the message and then rerecord your message after the beep e Press 5 to stop recording 4 Press L3 when you finish editing the message 5 Do any of the following e Press to change special del
42. de if prompted Follow the conversation to leave a message Address the message then record it Press EJ to stop recording Press to mark the message private Press lt 4 to send the message and return to the main menu Follow the steps above to leave another message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 67 To request a delivery receipt for a message You can use special delivery to send a message and request a return receipt IM 16 LX sends a receipt to your mailbox when the recipient listens to or opens the message For messages sent to a message group IM 16 LX sends a receipt for each group member USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Follow the conversation to leave a message Address the message then record it 3 Press L4 to stop recording 4 Press to request a return receipt 5 Press L to send the message and return to the main menu 6 Follow the steps above to leave another message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 68 To send a message with future delivery You can use special delivery to mark a message for sending at a late
43. der information such as the duration of the message who sent it the time it was sent who else received it and any attachments e Record a reply Depending on the system subscribers can hear the reply by phone or receive the reply as an e mail attachment wav file e Redirect an e mail message to another subscriber s e mail inbox e Delete any e mail message you have heard from the e mail system NOTES e To skip entering your e mail password press E3 The system will not present e mail messages during the call e The system cannot read e mail messages sent in UTF 8 encoded HTML format If you cannot hear an e mail message by phone contact your system manager If you do not have a security code for the voice messaging system you may be asked to create one the first time you check your e mail by phone USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check new e mail messages 3 Press 4 for e mail messages you have already read The system presents any voice or fax messages first NEAXMail IM 16 LX User guide TO CHECK YOUR E MAIL MESSAGES BY PHONE 4 If prompted enter your e mail password followed by If your password uses any letters press then refer to the password charts table on page 114 for guidelines Follow the system instructions and press for Yes or 4 for No after each question Use quick message actions su
44. e all of your inbound and outbound calls from your desktop computer With PhoneBASIC you can customize your call control by integrating ViewCall Plus with other programs such as Microsoft s Office suite Mailbox Manager Manage voice and fax messages as well as manage your mailbox settings using a computer connected to your network Introduction 11 E Getting Started This section describes how to call the system and then how to access and set up your mailbox for the first time This section also describes how to start Mailbox Man ager to access your mailbox setup using your com puter For detailed instructions in using Mailbox Manager see the online Help for Mailbox Manager NEAXMail IM 16 LX User Guide IN THIS SECTION To access your mailbox by phone sisisi 13 To enroll on the system by phone 15 To use systemwide commands c eeeeeeeeee 17 To access your mailbox with Mailbox NEE e C E E EAE T E 19 Getting Started 12 To access your mailbox by phone See also To access your mailbox with Mailbox Manager 19 To access your mailbox you need to know the phone num ber to call the voice messaging system your personal ID and your security code Your system manager can provide this information You may need to use a different phone number depending on whether you are calling from inside or outside your organization To make it easier to remember the information you need to access y
45. eeeeeeeeeeeeeeees 92 To turn call transfer on or OFF iccsisssnssssaciecssassussusineaan 93 To change the call transfer number sses 94 To change call screening options seeen 95 To tum call screening on or Off sci cctciisiseessttiecssibatsceconesererss 97 To tuin call holding Of OF OF sssrini 98 To change message delve ansssnnsunsauinininitens 99 To let callers find your extension in the directory 101 Sending and Receiving FaXeS seesseessesesrsrsserserrrsssesees 102 EL NE E N 103 To receive all your faxes with one call nesses 105 To change your fax delivery number or schedule 106 To change your fax greeting cceee eee eeeeeeeees 107 To change your fax Notification ss sscsssssisisirsscssseress 108 NEAXMail IM 16 LX User Guide CONTENTS iv E Introduction Welcome to NEAXMail IM 16 LX a simple yet powerful voice messaging system that can greet your callers and IN THIS SECTION record your messages About TNE gude w cece wesstrenaeacisacicenens nensrneostes 2 This section describes basic system tools and associ Optional licensed features ccececeeseseeeeeeeseeee 4 ated documentation Messaging by phOme wiiiicsisccscctisiccsscscitstasacadecssanens 6 Working with Mailbox Manager cccecceeeeee 7 Messaging from your e mail iNDOX eee 9 Messaging and call management with Visual Messen ig ainurin 10 NEAXMail IM 16 LX User Guide Introduction 1 About this guide The User Guide explains
46. em instructions pressing for Yes or pressing for No Press to change the delivery mode for messages delivered to this number and then follow the system instructions pressing for Yes or pressing 2 for No Press to change fax notification and then follow the system instructions pressing _ for Yes or for No after each question Change any remaining message delivery numbers by repeating the previous steps Changing Mailbox Setup Options 100 To let callers find your extension in the directory Your system may use automatic directory assistance numeric directory assistance or both to help callers find subscribers extension numbers Callers with letters on their phones can use automatic directory assistance to identify subscribers by their last names All callers can use numeric directory assistance which groups subscribers by department location or some other category USING YOUR PHONE You can also perform this task using Mailbox Manager NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change your directory listing 3 Follow the system instructions to change your spelled name and press for Yes or for No after each question Changing Mailbox Setup Options 101 E Sending and Receiving Faxes With ActiveFax your faxes are included with your voice messages If you are also using Visual Messaging ap
47. em does not let you redirect messages that are designated as private by the original sender USING YOUR PHONE 1 2 4 5 While listening to a message press to interrupt it Spell the last name of the subscriber usually the first three letters of the subscriber s last name to whom you are redirecting the message Otherwise press and enter the extension number When spelling a subscriber s last name use a wild card number typically 1 for any letter in the last name you do not know Answer the Yes or No question when prompted if you want to record an introduction If you answer yes record the introduction to the message Optionally edit the message when prompted Press 4 to confirm that you want to redirect the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 To cancel a message after sending If the recipient has not heard your last message the sys tem lets you cancel it You can then record a new message USING YOUR PHONE 1 Start to leave another message to the same subscriber 2 If the subscriber has not yet heard your last message the system asks if you want to review it 3 Press to review it 4 When you hear the message you want to cancel press 5 Press to confirm the cancellation NOTE For the keys you can use during a message after listening to a message or at any time see
48. es or for No after each question Sending and Receiving Faxes 108 E Checking E mail by Phone Depending on how your system is set up you can check your voice and fax messages through your e mail inbox If your voice and fax messages are delivered to your e mail inbox the messages are deleted from your voice mailbox to avoid duplication Text to speech technology When you check your mes sages by phone the system reads the text portion of your e mail messages and plays any attached wav files E mail integration When you check voice and fax mes sages by phone you can hear the number of new e mail messages you have received Or you can turn off e mail totaling ActiveFax Fax your e mail messages to any fax machine NEAXMail IM 16 LX User Guide IN THIS SECTION To check your e mail messages by phone 110 To hear who else received an e mail MESSAGES ai 112 To enter your e mail password with Touei SS ishirs wtasrnrmorscnrumusmnecaaias 113 To turn your e mail message totaling on or 21 Peer ee eer rere ee err ere ee erence en rere ectrre 115 To fax an e mail messagonucosessrnesusseriu 116 To fax all of your e mail messages with a SUC OS E E E E E E 118 To change your e mail password 119 Checking E mail by Phone 109 To check your e mail messages by phone Text to speech and e mail integration allows you to man age your e mail messages by phone For example you can e Hear the e mail message and hea
49. feature you can return a call immediately to the outside caller or another subscriber on the system who left you a message The call return feature is available for messages left by out side callers when a caller ID phone number is provided Your system manager can also set up the system to ask callers to enter their phone number See To access caller ID information using Soft Keys on page 48 Depending on your phone system you can return a call using Soft Keys on your phone or you can return a call when you access your mailbox from any touchtone phone See To return a call using touchtone keys on page 46 If a returned call is not answered or if the line is busy the system tells you that the call could not be connected The system then returns you to your voice mailbox If you want to return to your voice mailbox after you finish talking press the CANCEL Soft Key on your phone or wait until the other person disconnects If you disconnect the call first the system does not return you to your voice mailbox The return call feature is available for new and old mes sages The live record feature is not available during a returned call NEAXMail IM 16 LX User guide TO RETURN A CALL USING SOFT KEYS USING SOFT KEYS 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Do either of the following e To hear new messages press the Soft Key below the NEW option o
50. fter each question Changing Mailbox Setup Options 89 To change your recorded name The system uses your recorded name to identify both you and your messages to other callers USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change your recorded name Ye l rfi 1 m Nen ak eine ae 3 Follow the system instructions and press for Yes or for No Mailbox Manager after each question NEAXMail IM 16 LX User Guide Changing Mailbox Setup Options 90 To change the spelling of your name You can change your spelled name only by phone The system uses your spelled name for the directory Call ers can enter the first letters of your name to locate you in the directory You can also remove your name from this directory USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change your spelled name You can also perform g this task using 3 Follow the system instructions to change your spelled name by Mailbox Manager pressing for Yes or FI for No after each question NEAXMail IM 16 LX User Guide Changing Mailbox Setup Options 91 To change your playback options You can ask your system manager to change your message playback options Message playback options cannot be changed by phone However if you have Mailbox Manager installed you can change your playback options by c
51. g you and your assigned extension If your phone system does not use identified subscriber messaging or if you are calling from another subscriber s extension you need to identify yourself as a subscriber by entering your personal ID and security code You can also send messages directly to a subscriber s mail box See To send a message directly to another person s mailbox on page 60 USING YOUR PHONE See also To send a message directly to another person s mailbox 60 To send a message to a group 74 To send a message to a guest SUDSCHDEF cic scssscsacainniacssisssasrarens 77 To send a message to a subscriber at another locations mssi 80 1 Call another subscriber If the subscriber does not answer the call is automatically forwarded to voice mail 2 Follow the system instructions to record your message by pressing for Yes or for No 3 Press to start over or press to stop recording NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 To add to a message before sending Depending on system settings you can open an unsent message and add additional recordings before you send it When you add to a message you continue recording from the end of the message USING YOUR PHONE Address and record a message Press L4 to stop recording Press to edit the message hb O N P Press to ad
52. ges New messages are messages that you have not yet heard Depending on licensed features the system includes voice e mail messages in your list of new messages The system first plays all messages marked as urgent then all regular messages It also sorts your messages by sender If the system does not know who left a message it says that the message is from your message box After you listen to any messages from a subscriber on the voice mail system you can reply immediately you do not have to dial the subscriber s extension Depending on the phone system IM 16 LX notifies you when you have new messages either by lighting a button on your phone or by displaying a message on the LCD of the phone In some phone systems and if it has been set up by your system administrator IM 16 LX can call your extension See To change message delivery on page 99 Your system manager can set up special options for your mailbox to e Play new messages automatically each time you call the system e Identify you automatically when you use your assigned extension e Tell you how long it will take to play your messages See also To review an old message 24 To check your e mail messages DY ORG cecsevesisssssmsasaveresoverevecss 110 TO CHECK NEW MESSAGES USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check new messages 3 Follow the
53. hear the name of the group Manager e Press to hear the next matching name and then press when you hear the name of the group 4 After selecting the group do one of the following e Press to add members e Press to delete members from the group 5 To delete a group member press the first three letters of the person s last name or press three wild card numbers For example press to list each group member and then choose the member s name whom you want to delete 6 To confirm your additions or deletions press See also 7 Press gt when finished To create a message group 83 To hear your groups and group MEMDES i 87 NEAXMail IM 16 LX User Guide Changing Message Group Settings 85 To change a group name or number You can rerecord a group name or change a group s num ber USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change a group name or number You can also perform this task using Mailbox 3 Press the first three letters of the group name Manager 4 Press to confirm or press to hear the name of the next group 5 Press to change the group name or group number 6 Follow the system instructions to change the group s name 7 Change the recorded name by pressing for Yes or 4 for No after each question See also To create a message group 83 To add or delete group MEDET S sirs 85 NEAX
54. her locations 80 messages to other subscribers 60 messages with future delivery 69 private messages 67 urgent messages 66 setup options changing by computer 4 changing call screening options by phone 95 changing playback options by phone 92 changing recorded name by phone 90 changing security code by phone 89 changing the spelling of your name by phone 91 changing transfer number by phone 94 defined 88 turning call screening on or off by phone 97 turning call transfer on or off by phone 93 shortcuts about 121 defined 6 e mail 125 fax 123 124 125 quick message actions 122 voice messaging 123 Soft Keys about 2 access caller ID information 48 call return 44 during a live record conversation 55 monitor messages automatically 57 record a conversation with 51 spelled name changing by phone 91 standard greeting 37 default 42 defined 35 switching to 38 systemwide commands 17 T text to speech defined 5 tif files 9 time stamps for messages 92 touchtone keys access caller ID information 49 call return 46 transfer number changing 94 U unified messaging 4 9 10 V ViewCall Plus See Visual Messaging ViewFax See Visual Messaging ViewMail for Microsoft Messaging See Visual Mes saging ViewMail See Visual Messaging Visual Messaging about 10 applications 10 11 Mailbox Manager 2 4 11 19 setup 15 ViewCall Plus 11 ViewFax 2 10 17 102 ViewMail 10 ViewMail for GroupWise 11 ViewMail for Microsoft Messaging 1
55. ink green 2 Press the green LED to play the message on the speaker as it is being recorded 3 To stop listening press the Soft Key below the CANCEL option on the phone display or to connect to the caller pick up the handset To monitor all your messages automatically If the live monitor feature is supported by your phone sys tem you can use the speaker on your phone to listen while a caller records a message If necessary you can pick up the handset to connect to a caller NOTE You can only monitor messages left by outside callers and not messages left by other subscribers on the system The phone system can be set up to allow you to monitor all of your incoming calls automatically Ask your system manager to set up this feature for you Then you can turn the live monitor feature on or off with your setup options If you will be out of the office and all of your messages are monitored automatically you can turn off the live monitor feature to keep messages from playing on your speaker while you are away Turn off the live monitor feature using setup options Depending on phone system programming you can change this feature with Soft Keys on your work phone or you can use any touchtone phone See To turn live monitor on or off on page 58 USING SOFT KEYS 1 When you hear your extension ring wait until the caller s message is played on the speaker 2 To stop listening press the Soft Key below the CANCEL
56. ivery e Press 4 to address the message to others 6 Press L to send the message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 65 To send an urgent message You can use special delivery by marking a message as urgent before you send it The system plays urgent mes sages first before normal priority messages Messages can be marked as urgent either when you leave a message directly in a subscriber s mailbox or when you call an unanswered extension USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Follow the conversation to leave a message Address the message then record it 3 Press Lj to stop recording 4 Press to mark the message as urgent 5 Press L to send the message immediately and return to the main menu 6 Follow the steps above to leave another message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User Guide Sending Messages 66 To send a private message You can use special delivery to send a private message A private message cannot be redirected forwarded USING YOUR PHONE 1 gq kt Ww Call the voice messaging system and enter your personal ID and security co
57. l be discarded NEAXMail IM 16 LX User guide Getting Started 16 To use systemwide commands The system conversation consists of the following main menu options e Check new messages e Send messages e Review old messages e Change setup options Systemwide commands are available at several points throughout the system conversation If ViewFax is installed you can deliver all of your new faxes immediately by pressing at the main menu USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 As you navigate through the system menus use the commands shown in the following tables The following tables describe the keys you can use while listening to a message after a message and keys you can use at any time See also Menu options diagram 126 NEAXMail IM 16 LX User Guide Getting Started 17 TO USE SYSTEMWIDE COMMANDS Use these keys during a message TASK KEY TASK KEY Hear menu options Backward Slower Pause or continue Softer louder Fast forward Faster Use these keys after a message TASK KEY TASK KEY Hear e mail recipients Hear time stamp Redirect message Reply to sender deliver a fax Check next message Save as new Delete Repeat the message Archive message fax an e mail message This feature may not be available at your site Use these keys anytime TASK KEY TASK KEY Main menu Previous menu Answer
58. message You can delete a new or old voice fax or e mail message When you delete an e mail message using your phone you also delete it from your e mail inbox USING YOUR PHONE While listening to a message press E message J or press after a NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messages 22 To review an old message 24 NEAXMail IM 16 LX User Guide Checking Messages 27 To archive a message The system saves old messages for a set period for exam ple until midnight To keep a message for a longer period you can archive it The difference between an archived message and an old message is that an archived message is saved for a longer period The system manager can tell you how long your system saves archived messages You can hear your archived messages when you review old messages After you listen to an archived message the sys tem gives you the option of archiving the message again You must press to archive the message again or it will be deleted USING YOUR PHONE While listening to a message press or press after a message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messag6S 22 To review an old message
59. n the phone display e To hear old messages press the Soft Key below the OLD option on the phone display 3 After listening to a message press the Soft Key below the CALL option on the phone display If available the system dials the phone number associated with the message 4 To return to your mailbox at the end of the conversation finish talking then press the Soft Key below the CANCEL option on the phone display or wait until the person you called disconnects Returning Calls 45 To return a call using touchtone keys See also To return a call using Soft Keys 44 To access caller ID information using touchtone keys If your phone system supports the call return feature you can immediately return a call to the another subscriber on the system who left you a message The call return feature is available for messages left by outside callers when a caller ID phone number is provided Your system manager can also set up the system to ask callers to enter their phone number See To access caller ID information using Soft Keys on page 48 You can return a call when you access your mailbox from any touchtone phone Depending on your phone system you can return a call using Soft Keys on your phone See To return a call using Soft Keys on page 44 If a returned call is not answered or if the line is busy the system tells you that the call could not be connected and the system returns you to your voice mailbox
60. nd disconnect the call and then follow the address conversation to redirect the message Use these Soft Keys during a recording session Pause Pauses and resumes the recording Urgent Ends the recording and disconnects the call Fol low the address conversation to review delete or address the recorded message with an optional introduction End Ends the recording without disconnecting the call The recorded message is automatically sent to the specified address or if no address is specified is sent to your mail box Erase Erases the recorded message without disconnecting the caller Rerecord Erases the existing recorded message and starts a new recording TO RECORD A CONVERSATION WITH SOFT KEYS Use these touchtone keys after a message TASK KEY S TASK KEY Archive message fax an Hear e mail recipients B e mail message Reply to sender on Hear time stamp 8 Redirect message Retsin Gell 415 deliver a fax 3 B Hear caller ID aj Save as new o Check next message Repeat the message Delete 6 Available only if you are using the fax or e mail option NEAXMail IM 16 LX User guide Recording Conversations and Monitoring Messages 53 To use live record feature keys on your phone If supported by your phone system you can record a phone conversation and manage the recorded conversation just as you would a voice message The recorded conversa tion is stored as a message in your voice mailbox From there
61. nd enter your personal ID and security code if prompted 2 At the main menu press See also To receive a fax cissi 103 NEAXMail IM 16 LX User Guide Sending and Receiving Faxes 105 To change your fax delivery number or schedule You can change the phone number where your faxes are delivered and change the schedule IM 16 LX follows to deliver your faxes The system can deliver your faxes in three ways Standard delivery The system stores your faxes until you request them When you check messages the system tells you which faxes are waiting Fully automatic delivery The system delivers faxes auto matically to the fax number you specify in your setup options Your system manager may have already set up this option for you Custom delivery Other fax delivery options may be avail able depending on your system Consult your system man ager USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change your fax delivery phone number or schedule 3 Follow the system instructions and press for Yes or for No after each question See also q To change your fax greeting 107 To change your fax NOCAUT n 108 To change your fax greeting You can change the greeting callers hear before they send you a fax USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press
62. nd phone calls Your fax mailbox can have a personal greeting Otherwise the system greets calls with your name or fax number With ActiveFax you can also e Redirect a fax to another fax number After checking your fax mes sages request fax delivery and then enter the new number to where the fax should be redirected e Bundle more than one fax for delivery The system adds its own cover sheet to each delivery bundle which lists which faxes are included and their page lengths TO RECEIVE A FAX USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to check new messages IM 16 LX plays your new voice messages then any fax messages 3 If a fax message is present do one of the following e After listening to the fax message press 2 e While listening to the fax message press E J for Yes or for No 4 Follow the system instructions and press T after each question NEAXMail IM 16 LX User guide Sending and Receiving Faxes 104 To receive all your faxes with one call You can use a shortcut to deliver all of your new faxes to your usual fax machine If you do not have a fax box you can still have faxes redirected to your message box how ever the shortcut feature will be unavailable Instead you must use the procedure previously described To receive a fax on page 103 USING YOUR PHONE 1 Call the voice messaging system a
63. nds on page 17 To change your alternate greeting See also To switch between your standard and alternate greetings To use the default greetings The alternate greeting is for special occasions For exam ple use an alternate greeting if you will be on vacation A typical alternate greeting is Hello this is Pat Green I am out of the office today and will return tomorrow The alter nate greeting is turned on and becomes active through setup options When your alternate greeting is active the system plays it instead of your other greetings If you do not record an alternate greeting the system plays an alternate greeting that includes your recorded name or your extension For example Pat Green is out today When you record a greeting include any special instruc tions for your callers For example if you have set up one key dialing to reach your assistant add the following mes sage to your greeting or press to talk to my assistant TO CHANGE YOUR ALTERNATE GREETING USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and Hi You can also perform security code if prompted this task using Mailbox Manager n Arara PE 2 To rerecord your alternate greeting press Y 4 13 1 3 After the beep record your greeting and then press to stop recording The system plays your new greeting 4 Do one of the following e To rerecord your message press e
64. om puter See Mailbox Manager Help for details Playback options consist of Voice message length The system announces the total length in minutes of new voice messages Menu mode conversation This conversation plays menus of options Press the number associated with the option to perform that particular task Yes No conversation This conversation leads you step by step through all of your options with easy yes and no questions by having you press for Yes or 4 for No after each question Play before messages The system plays the time and date that the message was recorded before playing the message Play after messages The system plays the time and date that the message was recorded after playing the message To turn call transfer on or off The system can transfer calls automatically to your exten sion When you are unavailable or on another call the sys tem takes a message for you You can turn off call transfer or have your calls transferred to a different phone number if you will be away from your desk for any period of time Call transfer must be turned on before your calls can be transferred to a different phone number USING YOUR PHONE NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to turn call transfer on or off 3 Follow the system instructions and press for Yes or 4 for No after each question Changing Mail
65. on installed options you may also be able to use the Mailbox Manager program to change your setup by computer To change your security code eeceeeeeeeeeeeee To change your recorded name ceeeceeee To change the spelling of your name To change your playback Options ssis To turn call trarisher on Gr Offlemsewosiwsera To change the call transfer number 00 To change call screening options To turn call screening on OF Off eee To turn call holding OMOr Offs ssccvssisecnssesceteresese To change message delivery eee To let callers find your extension in the PIPE EEE I TNE A To change your security code Your security code prevents others from using your per sonal ID to listen to your messages Your security code should be three to 10 digits long and can be changed as often as you like When you change your mailbox security code you should also update your security code for any Visual Messaging applications See the online Help for each Visual Messag ing application for the steps to update the security code If you forget your security code contact your system man ager USING YOUR PHONE o You can also perform this task using Mailbox Manager NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to change your security code 3 Follow the system instructions and press for Yes or 4 for No a
66. ou have installed you may also be able to use Mailbox Manager to change your greetings by computer To set up or change your standard greeting 35 To change your alternate greeting 36 To switch between your standard and alternate greetings 38 To change the greeting when your ISS US ri a a A NTA 32 To turn your busy greeting on or off uo 41 To use the default greetings 42 To set up or change your standard greeting The standard greeting plays when your extension is unan swered A typical standard greeting is Hello this is Pat Green I am not at my desk right now Please leave a mes sage During enrollment you are asked to record your own stan dard greeting if you prefer to use a custom greeting If you do not record a standard greeting in your own voice the system plays a greeting that includes your recorded name or your extension For example Pat Green is not available right now You do not have to take any additional action USING YOUR PHONE See also To switch between your standard and alternate greetings To use the default greetings 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 To rerecord your standard greeting press 3 After the beep record your greeting and then press lt to stop recording NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide comma
67. our mailbox this User Guide includes a reference page for storing this information See Reference informa tion Print the Reference information page and write down the phone numbers and your ID for accessing IM 16 LX For security purposes you may be required to change your security code Choose a code that is easy for you to remem ber but difficult for others to guess Do not write down your security code The first time you call the system you will be prompted to answer a few questions This sets up your mailbox and enrolls you on the system as a subscriber See To enroll on the system by phone on page 15 TO ACCESS YOUR MAILBOX BY PHONE USING YOUR PHONE NEAXMail IM 16 LX User guide 1 Call the voice messaging system From inside your organization dial From outside your organization dial 2 When the system greets you enter Personal ID Security code Use these keys at the main menu TASK KEY Check new messages Send a message 5 Check old messages i Change setup options Use these keys anytime TASK KEY TASK KEY Main menu f k Previous menu Answer Yes i l Answer No NOTE Pressing may also be used to indicate that you have reached the end of a task For example press when you have finished recording a message to send the message Getting Started To enroll on the system by phone The first time you call the system asks you to record your name
68. pli cations ViewFax may also be available by computer ViewFax Sends receives and redirects faxes through your computer Fax mail Stores faxes in your mailbox with your other messages Callers can record a short message to accompany each fax they send Faxes can be forwarded from your mailbox to a fax machine by using any phone Print to fax Fax documents to other subscribers groups personal database contacts or other recipi ents NEAXMail IM 16 LX User Guide IN THIS SECTION TS WAS CARR iors arches tos E eesererseneresouns 103 To receive all your faxes with one call 105 To change your fax delivery number or Sere IE R PA E N TEAT 106 To change your fax greeting sieer 107 To change your fax notification ceeeeeee 108 Sending and Receiving Faxes 102 To receive a fax See also To check new messages To receive all your faxes with one call With ActiveFax your faxes are stored in your mailbox as fax messages and can have two parts the fax document and an optional voice message annotation Callers can record a voice annotation which you hear when you check your messages If a fax message does not have a voice annotation you will hear only what time the fax arrived A fax and its voice annotation always remain together as a single fax message When you archive a fax message both are archived Depending on your system you may have a separate fax number or one extension for both faxes a
69. ptions consist of Play a tone before connecting a caller The system plays a beep before transferring the call Play screened name before connecting The system asks the caller s name before ringing your extension The system plays Call from lt caller s name spoken by the caller gt before transferring the call Ask me if want to take the call The system says Press 1 to take the call or 2 and I ll take a message then waits for a response from you before transferring the call Play screened name in voice message The system asks and plays the caller s name as above The system adds the caller s name to the beginning of the caller s message Announce who the call is for The system says Call for lt your name gt before transferring the call NEAXMail IM 16 LX User guide TO CHANGE CALL SCREENING OPTIONS Two or more of these options may be combined For exam ple if you select Play screened name before connecting and Ask me if I want to take the call the system asks for the caller s name then rings your extension When you answer the call the system plays the caller s recorded name then asks if you want to take the call Changing Mailbox Setup Options 96 To turn call screening on or off If your system manager has set up call screening for your extension you can turn call screening on and off by phone Call screening options affect what you hear when you answer your phone
70. r date and time IM 16 LX will not send the mes sage until the specified date and time USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Follow the conversation to leave a message Address the message then record it 3 Press L3 to stop recording 4 Press to mark the message for future delivery 5 To send the message do either of the following e For later today press e For tomorrow press e For two days later press or e For a specific date press 2 Enter the month using a number from 1 to 12 and enter the date using a number from 1 to 31 6 Enter the time including the hour and minutes then press e For A M press e For P M press IM 16 LX confirms the date and time you specified 7 Press to exit special delivery TO SEND A MESSAGE WITH FUTURE DELIVERY 8 Press EJ to send the message and return to the main menu 9 Follow the steps above to leave another message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Sending Messages 70 To redirect forward a message to another subscriber The system allows you to redirect a message to another subscriber You can also redirect a message to a message group or a guest When you redirect a message to another subscriber you have the option to record an introduction The syst
71. r phone is unanswered the system plays the default standard greeting that comes with the system You do not have to take any additional action To use the default alternate greeting you must turn it on in order to make it active When an alternate greeting is active the system plays it instead of any of your other greetings See To switch between your standard and alternate greetings on page 38 For callers to hear the default busy greeting you must turn it on See To turn your busy greeting on or off on page 41 To return to using a default standard alternate or busy greeting after you have recorded a custom recording you must delete the custom recording Ask your system man ager for assistance or delete the greeting by using Mailbox Manager 2 E Returning Calls Depending on your system setup you can return a call after listening to a message You can also access any IN THIS SECTION caller ID information available for a message To return a call using Soft Keys 44 To return a call using touchtone keyS 0 0 46 To access caller ID information using BAL Ge iv duran Sten Wantiaumateutdidmenn wendy 48 To access caller ID information using BOURSES REVS nora sinni aik 49 NEAXMail IM 16 LX User Guide Returning Calls 43 To return a call using Soft Keys See also To return a call using touchtone Keys To access caller ID information using Soft Keys If your phone system supports the call return
72. rd charts table on page 114 for guidelines E mail password examples today TODAY 2day ToDay USING YOUR PHONE 1 If your e mail password uses any letters press prompted NEAXMail IM 16 LX User guide TO ENTER YOUR E MAIL PASSWORD WITH TOUCHTONES when 2 Use the following rules for entering letters and numbers on the touchtone phone e Enter upper or lowercase letters to match your e mail password Refer to the following table Password charts for guidelines e Enter a digit by pressing followed by the digit 3 Press 3 to end Password charts Lowercase letters gt ee a e 2I 22 23 31 32 33 41 42 43 51 52 53 61 5 SIG hed ero a Sis 62 63 71 01 72 73 81 82 83 91 92 93 02 End Uppercase letters Ee ft Pap SIS el ey taal fash tS S 24 25 26 34 35 36 44 45 46 54 55 56 64 HENS MSS CHYDOVOZ 65 66 74 04 75 76 84 85 86 94 95 96 05 End Numbers 1 12 18 14 15 16 ily 18 19 10 End FCO ANDOU FWNHEHE I Checking E mail by Phone 114 To turn your e mail message totaling on or off In your setup options you can change whether e mail messages are included in your message totals USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press 3 Press to turn on e mail totaling or press 4 to turn off e mail totaling NEAXMail
73. scribers oS To check your e mail messages by phone nsss 110 To senda message to a GrOUP scssi 74 To hear who else received an e mail message 112 To find out who has not yet received a group To enter your e mail password with touchtones 113 aaee GES E A baste wesctissiatavcsapauessstoaacaiedeens 76 To turn your e mail message totaling on or off 115 To send a message to a guest subscriber 77 To fax an e mail MESSAGE eee ninnaa 116 To send a message to a subscriber at another To fax all of your e mail messages with a single call 118 locato ccscsccccicts tecdccssi na N 80 To change your e mail password seses 119 Changing Message Group STUNTS sisirin a Menus and Reference sscccsesssecceeeseseeceesesseeeeeeeees 121 TO CFEate a MESSAGE QrOUP aiiiar irisan 83 Saras availabe cunna messes p aba keui 122 To add or delete group members cseceeeteeereeees 85 Shortcuts for other common tasks siusis wiwi 123 To change a group name or number seeren 86 Te haar your crupsand annin maribars 87 Shortcuts tor fax features accenna 124 AA Shortcuts for e mail integration seseeeseeerseereeee 125 Changing Mailbox Setup Options sssssseessssssssesssssssesss 88 Menu options diagraM ssu sssini cinia 126 To change your security code s es 89 de 7 ee eh E CE LRT Ae PRISE A ee HERO ate nO 128 To change the spelling of your name eee a To change your playback Options s
74. see To use systemwide commands on page 17 Checking Messages 24 To reply to a message You can record a reply to a new or old voice or e mail mes sage from another subscriber on the system USING YOUR PHONE 1 While listening to a message press or press after a message 2 Record your reply after the beep and then press to finish recording 3 Press lt 5 to send the reply or follow the conversation to edit the reply set special delivery or address the reply to others 4 After you send your reply follow the conversation to handle the original message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messages 22 To review an old message 24 NEAXMail IM 16 LX User Guide Checking Messages 25 To check the next message You can check the next message in your list of new or old messages When you check the next message in the list your original message is marked old USING YOUR PHONE While listening to a message press E 5 or press H after a message NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 See also To check new messag S 22 To review an old message 24 NEAXMail IM 16 LX User Guide Checking Messages 26 To delete a
75. set up to ask callers to enter their phone number before their call is transferred to your extension See your system man ager for more information Depending on your phone system you can use Soft Keys on your phone to determine caller ID information if avail able You can also press touchtone keys to access caller ID information See To access caller ID information using touchtone keys on page 49 USING SOFT KEYS 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Do either of the following e To hear new messages press the Soft Key below the NEW option on the phone display e To hear old messages press the Soft Key below the OLD option on the phone display 3 After listening to a message press the Soft Key below the CID option on the phone display If available the system plays the phone number associated with the message To access caller ID information using touchtone keys If your phone service provider does not provide caller ID information to your organization your system can be set up to ask callers to enter their phone number before their call is transferred to your extension During message playback caller ID information is displayed on the LCD Press touchtone keys to hear caller ID information or use Soft Keys on your phone to determine caller ID information if available USING YOUR PHONE See also To return a call using touchtone keys eee To
76. spell your name if required record a personal greeting and set your security code Once you answer these questions you are enrolled on the system as a subscriber and your mailbox is ready to use To start you need to know the phone number to call the voice messaging system your personal ID and your secu rity code Your system manager can provide this informa tion To make it easier to remember the information you need to access your mailbox this User Guide includes a reference page for storing this information See Reference informa tion Print the Reference information page and write down the phone numbers and your ID for accessing IM 16 LX For security purposes you may be required to change your security code Choose a code that is easy for you to remem ber but difficult for others to guess Do not write down your security code After setting up your mailbox by phone you can use the Visual Messaging applications if they are available Con tact your system manager for details TO ENROLL ON THE SYSTEM BY PHONE USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Answer the system questions by pressing for Yes or for No after each question If you are not sure of an answer press F You can always change the option later 3 When the system tells you that your mailbox is set up press _ to confirm your settings otherwise your changes wil
77. ssages can be left directly in your mailbox without them first having to dial your extension NOTE f your guests want to leave a message for another subscriber or try an extension they must do so as an outside caller TO SEND A MESSAGE TO A GUEST SUBSCRIBER USING YOUR PHONE NEAXMail IM 16 LX User guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to leave any messages 3 On the phone spell the guest s name usually the first three letters of the last name If necessary press to switch between number mode and spelling mode When spelling a guest s last name use a wild card number typi cally for any letter in the last name you do not know 4 Do one of the following e Press when you hear the name of the guest you want e Press to hear the next matching name and then press when you hear the name of the guest you want 5 Record your message at the beep The message must be at least three seconds long to be delivered 6 Press to edit the message e Press if you want to rerecord the message and then rerecord your message after the beep e Press L3 to stop recording 7 Press lt 3 when you finish editing the message 8 Do any of the following e Press to change special delivery e Press to address the message to others Sending Messages 78 TO SEND A MESSAGE TO A GUEST SUBSCRIBER 9 Press F to start over or press
78. t be at least three seconds long to be delivered 6 Press to start over or press to stop recording TO SEND A MESSAGE TO A SUBSCRIBER AT ANOTHER LOCATION NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Sending Messages 81 E Changing Message Group Settings You can send a message at once to several subscribers on the system by using message groups IN THIS SECTION This section describes how to create and maintain mes TO Create a message GrOUP i ives scorers sseesssssosnonestavore 83 i a To add or delete group Members s 85 To change a group name or number n s 86 To hear your groups and group members 87 NEAXMail IM 16 LX User Guide Changing Message Group Settings 82 To create a message group You can create your own message groups When you send a message to a group the message is sent to all members of the group Each group you create has a number or a name There are two types of groups public and private Other subscribers can send messages to a public group Only you can send messages to a private group USING YOUR PHONE You can also perform this task using Mailbox Manager See also To send a message to a To add or delete group GMD ORS TEENE EOE T 85 NEAXMail IM 16 LX User Guide 1 Call the voice messaging system and enter your personal ID and securit
79. t phone numbers With message delivery you can e Set a range of minutes hours and days that a message delivery phone number is in effect e Set the system to deliver only urgent messages e Set the system to delay message delivery to any of the numbers If changing message delivery by phone you may not be able to enter a pager number that requires special dialing characters For example a semicolon which represents a three second pause Contact your system manager for assistance Your system administrator may have already set default values for each of these devices You can modify the values to more closely fit your schedule or simply leave the values as is and just enable the device for message delivery NOTE Press to insert a one second pause where you want the system to pause between digits that it is dialing TO CHANGE MESSAGE DELIVERY USING YOUR PHONE You can also perform this task using Mailbox Manager NEAXMail IM 16 LX User guide 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 To change your message delivery options for your e work phone press e home phone press e pager press e spare phone press e fax phone press 3 Press to turn on delivery for that number or to turn off delivery Press to change the phone number Press L after you enter a phone number to end the entry Press to change the schedule and then follow the syst
80. tem by phone on page 15 1 Start your Web browser 2 Type https lt server name gt in the Navigation toolbar where lt server name gt is the name of your messaging server If you do not know the server name contact your system administra tor 3 Type your voice mail user ID and security code TIP Add the Mailbox Manager site to your list of bookmarks in your Web browser so you do not have to type the Web address each time you log on Getting Started 20 E Checking Messages This section describes how to check your new and old messages IN THIS SECTION You can check your new voice fax or e mail messages from any touchtone phone You can also review old or archived messages you have already heard To check NEW messag Sieruioroiniissinsseiassi To review an old Message To reply to a MESSAGE eeeeeeeeeceeeseseeteteeseseeeeeees When you check a message you can To check the next message e Reply to the sender To delete a Message e Check the next message To archive a MESSAGE see eeeeee ee eeeeteeeeeteeeeees e Delete or archive a message To hear when a message was sent To redirect forward a message to another e Hear when the message was sent e Forward the message to another subscriber 7 sat aay weed ins A e Skip the message To repeat a MESSAGE oo eseseseeeseeeeeeeteesteeeeeteeeees 33 e Repeat the message NEAXMail IM 16 LX User Guide Checking Messages 21 To check new messa
81. this confirmation the system can tell you who in the group has not yet heard the message USING YOUR PHONE See also To send a message directly to another person s mailbox 60 To send a message to additional SUD CrP anduia 73 To send a message to a subscriber at another location 80 NEAXMail IM 16 LX User Guide 1 Start to leave a new message to the group The system says that some members have not heard your last message 2 Press to review the message 3 Listen to the message or press to interrupt it 4 Press to list who has not heard the message 5 Press to stop the list NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 Sending Messages 76 To send a message to a guest subscriber See also To send a message directly to another person s mailbox To send a message to a To send a message to a guest SUPS DEF uair ERI You can host special clients contacts friends or family on IM 16 LX by asking your system manager to add them as your guests Your system manager sets up a recorded name personal ID language and message notification for a guest Guests cannot change their recorded name or notifi cation options by phone Once they re added as your guests they can call IM 16 LX and then enter a personal ID IM 16 LX greets them by name then offers to record a message Me
82. ur e mail password You can change your e mail password by phone with setup options USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press 3 Enter your current e mail password e If your password uses numbers only enter the numbers e If your e mail password uses any letters press when asked Use the password charts table on page 120 for guidelines 4 When finished press 5 Enter your new e mail password e If your new password uses numbers only enter the numbers e If your e mail password uses any letters press when asked Use the password charts table on page 120 for guidelines 6 When finished press 7 Enter your new e mail password again to confirm e If your new password uses numbers only enter the numbers e f your e mail password uses any letters press when asked Use the password charts table on page 120 for guidelines 8 When finished press NEAXMail IM 16 LX User Guide Checking E mail by Phone 119 NEAXMail IM 16 LX User guide Password charts Lowercase letters Boe re B08 a ele ion Zl 22 23 31 32 33 41 42 43 51 52 53 61 5 SNe aed eo oH Bhs S 62 63 71 01 12 73 81 82 83 91 92 93 02 End ZeASHFt otto gt Uppercase letters 24 25 26 34 35 36 44 45 46 54 55 56 64 NK MSS CHHDOVOA 65 66 74 04 75 76 84 85 86 94 95 96 05 End Numbers zmn 12 18 14 15 16
83. ust activate it If you turn on your busy greeting but do not record a cus tom busy greeting the system plays a busy greeting that includes your recorded name or your extension For exam ple Extension is busy If you do not want to use a separate busy greeting then record and turn on a standard greeting covering all situa tions when you are unavailable For example Hello this is Pat Green I am not available at this time Please leave a message USING YOUR PHONE See also To turn your busy greeting on oro 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 To rerecord your busy greeting press and then press to stop recording The system plays your new greeting 3 Do one of the following after you hear the new greeting e To rerecord it press e To continue press TO CHANGE THE GREETING WHEN YOUR PHONE IS BUSY 4 Do one of the following e To make the busy greeting active press F e To keep the current greeting active press P NOTE For the keys you can use during a message after listening to a message or at any time see To use systemwide commands on page 17 NEAXMail IM 16 LX User guide Changing Your Greetings 40 To turn your busy greeting on or off For callers to hear your busy greeting you must activate it USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press
84. y code if prompted 2 Press to create a new group and do one of the following at the main menu e For numbered groups enter a three digit group number e For named groups enter the first three letters of the group s name 3 Record a name for the group and then press when finished 4 Press to make the group a public group or press to make it a private group 5 Follow the system instructions to add members to the group You can add members by name or extension number If adding members by extension number press to switch to number mode Guests do not have extension numbers so add them to the group by spelling their names or by entering their personal IDs Changing Message Group Settings 83 TO CREATE A MESSAGE GROUP 6 Press EJ when you are finished adding members 7 Do one of the following e Press to leave a message for this group now e Press F to continue NEAXMail IM 16 LX User guide Changing Message Group Settings 84 To add or delete group members You can add and delete members of your message groups You also can delete any message group that you own or change the group s number spelled name or recorded name USING YOUR PHONE 1 Call the voice messaging system and enter your personal ID and security code if prompted 2 Press to edit a group 3 Press the group name or number and then do one of the following You can also perform this task using Mailbox e Press when you

NEC IM - 16 LX User's Manual

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