Avaya BCM 2.0 Unified Messaging Quick Reference Guide
Contents
1. File Zit View Go Tools Compose Help vole girle mel als BS X Cy fa sE a Messages with AutoPreview Ala PE cai olders contain Inbox f our p _ _____ Teceiied amp GQ Personal Folders 8 Dy e a rrom Subject 7 Received JI Date and sent ani D Calendar 5 8 LamMatthew Call from Lam Matthe Fri 8 20 99 9 35 A time deleted Inbox Contacts 9 le Ramnauthdloyd Call from Ramnauth Lloyd Fri 8 20 99 9 34 A received vocem D d ee items If Q Salahub Brett Call From Salahub Brett Fri 8 20 99 9 32 AM messages PS 8 Journal Calendar 2s Notes B Outbox Aft Sa SA Sent Items B er you a lt D Tasks To WitchowN il Subject Call from Ramnauth Lloyd Subject elete a Contacts VA Voicemail Folders a USES message 3 Deleted Item shows the it is move A Inbox 2 sender to Deleted ES Outbox and if the Items To Tasks SA Sent Item message delete is voice messages e ax or completely text Sopy the mai Deleted __ Other B ltems 3 Items 2 Unread folder An exclamation mark means that A paperclip means that the message is urgent the message has an attached file Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Reviewing your messages 7 Reviewing your messages To play unified messaging voice messages from your computer your computer must have a sound card and speakers Message notification When you have a new message the mailb2. Create from File WinHelp Topic Tl Display As Icon WordPad Document Result Inserts a new Wave Sound object into your document 4 Sound Object in Untitled M RES File Edit Effects Help Position ee Length 0 00 sec 0 00 sec SS gt gt gt mle To record and send a voice message 1 10 On the Microsoft Exchange or Microsoft Outlook toolbar click the New Mail Message icon A new message window appears Click inside the body of the message Click the Insert menu and then click Object The Insert Object dialog box appears In the Object Type list click Wave Sound Select the Create New option Click the OK button The Sound Object dialog box opens Record your voice message and click the Close button to return to your message Click the To button to open the address books and address your message Add the attachments and options you require See Adding attachments to messages on page 13 and Setting message options on page 16 Click the Send icon to send your voice message P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 10 Creating messages To save a voice message You can record a voice message and save it as a file to use later 1 In an unified messaging message record a message 2 On the File menu click Save As The Save As dialog box appears 3 In the File name box type a name for the file an
3. Read receipt requested Notifies you of Delivery receipt requested elivery Save copy of sent message Send Options Saves a copy of the message to your Sent Message folder Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Creating personal distribution lists 17 Creating personal distribution lists You can create a personal distribution list for a group of persons that you frequently send messages to After you create a list it appears in your Personal Address Book When you want to address a message to the group select the list Select the entry type OK EE Cancel m Help Personal Distribution List Put this entry Inthe Personal Address Book In this message only New Personal Distribution List Properties x Distribution List Notes Name 4 gt Add Remove Members Addto To IEC Bee Send Options Cancel Help To create a personal distribution list On the Microsoft Outlook or Microsoft Exchange toolbar click the Address Book icon The Address Book dialog box appears Click the New Entry icon La The New Entry dialog box appears In the list of entry types select Personal Distribution List and click the OK button The New Personal Distribution List Properties dialog box appears In the Name box type the name of the distribution list Click the Add Remove Members button and type or select members fro
4. or double click the file s icon to attach it At the Insert as option select how the file is attached e if you are attaching a txt file select Text only e if you are attaching a tif f file select Attachment Click the Send icon Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 14 Addressing messages Addressing messages With unified messaging you can address a message by selecting a name from the voicemail address book or your Personal Address Book Your Personal Address Book can include distribution lists and names To add a voicemail address book address to your Personal Address Book 1 On the Microsoft Outlook or the File Edit View Tools Help Microsoft Exchange toolbar click the delal il x Address Book icon Type Name or Select from List Show Names from the The Address Book window appears 7 RICHARDS JODY x ROLAND MIKE 2 From the Show Names from the list RUDD DONELLA A R RUSHTON SUZANNE box select voicemail address book RYERSON CHRIS SCHEIBE TRES SCOTT JIM SECURITY SECURE w SMITH PAT ro NV 184 3 Click the name you want and click Li RICHA STAMBOULIE IDE the Add to Personal Address Book STEEDMAN ANDY button 1 STQUINTIN MARK tal The name you select is added to your Personal Address Book Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Ef Address Book File Edit View Tools Help ile Es elsk Bal l x Type Name or Select
5. NORTEL NETWORKS Enterprise Edge 2 0 Unified Messaging Quick Reference Guide www nortelnetworks com 2000 Nortel Networks P0911955 Issue 02 Welcome to Enterprise Edge Unified Messaging About unified messaging Unified messaging gives you access to voice messages from your personal computer You can manage all your voice fax and e mail messages from one graphical interface You can also access your mailbox from your telephone at any time With unified messaging you can send and receive messages that include any combination of voice fax and text You can use unified messaging to e Listen to voice messages e View and print fax messages e Record and send voice messages e Create and send fax messages e Forward and reply to voice and fax messages e Add message options such as urgent and private e Add voice fax or text files to messages e Create personal distribution lists e Change your password Refer to the Help available with unified messaging for detailed information not covered in this Quick Reference Guide This guide shows examples in Microsoft Outlook The way your screen looks can vary in Microsoft Exchange System requirements To record and play unified messaging voice messages from your computer your computer must have e a sound card e a microphone e speakers To use any of the fax options your system must have a fax card and the voicemail FAX option installed Ask your System Administrator to in
6. d in the Save as type list box select rtf 4 Select a folder to keep the file in and then click the Save button Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Creating messages 11 To create and send a fax message To send a fax you must have a fax card installed on your PC and your system administrator must have installed voicemail FAX capability for your mailbox The recipients of your fax must also have fax capability enabled to view the fax on their computer If your recipients access their messages from their telephone they must print the fax to view it You can send your fax to a fax machine by entering the fax number as the address t Compose Fax lolx Pages View Edit Image 1 Delete ltem Total pages 1 ADD more documents to this fax by opening each document and printing to the Nortel Fax printer Return to this window when ready to send or save the fax SEND this fax when you are done SAVE this fax as a file Save As CANCEL this fax Cancel Fax Message Message ioj xi I File Edit View Insert Format Tools Compose Help EDET AEE verdana su NE ro Eaa This message has not been sent Toza a Fax Message tif P0911955 Issue 02 To send a fax message Open the document that you want to fax It must be 8 5 inches wide or less On the File menu click Print From the list of printers se
7. fax message icon in File Edit View Insert Format Tools Compose Help the unified messaging Inbox eae CE is e ae ad L 4G a The message appears in a separate Verdana Wk ty 2 U BS Sess Sa za window To ste 2 Double click the Fax Message icon to view the fax message Fax Message tif 4 3 Save the fax message to the desired location 4 Double click the fax message icon to open it The fax message is displayed in Imaging for Windows sv Zoomin Rotate left Previous page One page view Saves int D Annotate Magnification Zoom out Rotate right Current tage Thumbnail view Next page Page amp thumbnail view SnNotation From Date Subject For Help press F1 alertes Approved P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide Creating messages Creating messages 9 You can create a message that is any combination of voice fax or text Your message can be anew message areply to areceived message or an introduction to a forwarded message Before you send your message you can add attachments and options Create a voice message by opening a unified messaging new mail message and recording a message from your microphone You can send the message or save it to send later Insert Object 2 x Chit Le Video Clip VideoRenderCtl Class VISIO 5 Drawing Visio DWG Display Wang Image Scan Control Create New
8. from List RICHARDS JODY ROLAND MIKE RUDD DONELLA RUSHTON SUZANNE RYERSON CHAIS SCHEIBE TRES SCOTT JIM SECURITY SECURE SMITH PAT SOLOSKY RICHARD STAMBOULIE JOE STECKLE JANE STEEDMAN ANDY STQUINTIN MARK P0911955 Issue 02 Show Names from the Voicemail Address Book X Addressing messages 15 To address a message from the voicemail address book or your Personal Address Book On the Microsoft Outlook or Microsoft Exchange toolbar click the Address Book icon The Address Book dialog box appears In the Show Names from the list box select voicemail address book or Personal Address Book Select the name of the recipient or a distribution list Click the To button Click the OK button to return to the message window Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 16 Setting message options Setting message options From a unified messaging message window you can set priority sensitivity and delivery options On the open message window click File and then click Properties The Properties dialog box appears Properties 21x General x Type Message Location Sets the value of the Size message to Low Sets the sensitivity of Normal or Hig Modified None the message to 7 m Options for this item Normal Personal Importance Sensitivity Confidential Notifies you when the message has been rea T Do not Auto rchive this item vV
9. lect voicemail Fax Click the OK button The Compose Fax dialog box appears From here you can view the fax add more documents to the fax or save the fax as a file Click the Send button The Optional Voice Annotation dialog box appears If you want to add a voice introduction to the fax click the Yes button and record the voice message or if you want to send just the fax message click the No button or if you want to cancel the fax click the Cancel button On the Fax Message window click the To button to select a recipient from your Personal Address book or type the recipients s e mail address in the To box Click the Send icon to send the fax Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 12 Creating messages To create and send a text message 1 Open a unified messaging new mail message 2 Type or paste text into the message and then click the Send button To save a text message 1 On the File menu click Save As The Save As dialog box appears 2 In the File name box type a name for the file and in the Save as type list box select rtf 3 Select a folder to keep the file in and then click the Save button Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Forwarding and replying to messages 13 Forwarding and replying to messages You can forward a message and create an introduction to send with it You can create a reply to the sender of a message
10. m the list to add to your new personal distribution list Click the OK button in the current and the next dialog boxes to create your new personal distribution list P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 18 Creating personal distribution lists Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02
11. or to the sender and all recipients of a message To forward or reply to a message 1 Open the message you want to forward or reply to 2 If you want to forward the message click the Forward icon and address the message or if you want to reply to the sender of the message click the Reply icon or if you want to reply to the sender and all the recipients of the message click the Reply to all icon 3 Click the Send button Adding attachments to messages Before you send a message you can attach a voice fax or text file to it Text files must be txt files and fax files must be tif f files Insert File Lookin Aok del AE E Nortel s Computer I RoboHELP Office Network Neighborhood ff RoboHELP Messaging Kwik Ref l Shortcut to ZbpdbOOt My Briefcase l shortcut to Zbpdboo2 Set Up Guide l Shortcut to Zcale000 1 Speech Rec SUOG l shortcut to Zcalp000 RoboHELP HTML Edition Find files that match these search criteria Cancel Advanced Insert as C Text only Attachment C Shortcut File name T Text or property x Eind Now Files of type all Files Last modified fany time v New Search 9 file s found P0911955 Issue 02 To attach a file to a message In an open message click the Insert File icon The Insert File dialog box appears Type the name of the file that you want to attach in the File name box and click the OK button
12. ox icon on your Windows taskbar displays an exclamation mark After you play your message the exclamation mark disappears Le To play a voice message Call from SMITH PAT 4036405805 Message Es 1 Double click the voice message icon File Edit View Insert Format Tools Compose Help in the unified messaging Inbox Ge Reply Reply to All Forward amp FOX e 0 3 3 ji The message appears 1n a separate From 4036405805 SMITH PAT Sent Tue 6 15 99 3 39 PM pu al window Voice Message 2 Double click the Voice Message icon L to play the voice message The unified messaging player appears The unified messaging player Pauses the Stops playing the Closes the unified messaging player message message HA unified messaging player Rewinds the Fast forwards Plays the message Downloads and message the message plays the voice message P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 8 Reviewing your messages To view a fax message To view faxes in unified messaging you must have Imaging for Windows installed on your PC Your system must have the voicemail FAX option installed for you to use any of the fax options Ask your System Administrator to install this option While you view a fax you can enlarge or reduce the image rotate it move it copy it or print it To view a fax message Fax Message Message lo x 1 Double click the
13. stall this option P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 4 Logging on Logging on Use your voicemail password to log on to unified messaging NERTEL NETWORKS Mailbox Password Cancel Open Inbox Send Text Message v Send Voice Message Double Click ction gt Exit and Log Off Remote log on To log on from your PC On your desktop double click the Microsoft Outlook icon The Login to unified messaging dialog box appears In the Mailbox box type your mailbox or extension number Inthe Password box type your password Click the OK button The Microsoft Outlook window appears Shortcut log on Right click the mailbox icon on the Windows taskbar and then click Open Inbox The Login to unified messaging dialog box appears Inthe Mailbox box type your mailbox or extension number Inthe Password box type your password Click the OK button The Microsoft Outlook window appears You can log on to unified messaging from another computer such as a laptop computer if the laptop computer has unified messaging installed and configured in the same way as your office computer You can work offline and use a dial up connection to reach the server Enterprise Edge 2 0 Unified Messaging Quick Reference Guide P0911955 Issue 02 Changing your Enterprise Edge password 5 Changing your Enterprise Edge pass
14. word You can change your voicemail password from unified messaging Mailbox Manager 2237 Pat Smith x 1 Target Attendant Remote Call Forward Message Notification Outbound Transfer l Spoken Name Greetings Personalized Greetings Password Current Password Clear All New Password Verity Password 2 Cancel Help 5 To change your voicemail password from Microsoft Exchange or Microsoft Outlook On the Outlook window click Tools and then click mailbox manager The Mailbox Manager dialog box appears Click the Password tab In the Current Password box type your current password In the New Password box type your new password In the Verify Password box type your new password Click the OK button P0911955 Issue 02 Enterprise Edge 2 0 Unified Messaging Quick Reference Guide 6 Unified Messaging for Microsoft Exchange and Outlook Unified Messaging for Microsoft Exchange and Outlook When you open Microsoft Exchange or Microsoft Outlook display your unified messaging messages by clicking the Inbox icon under the Voicemail Folders icon From the Inbox you can move copy and delete messages and create new messages Click the New Mail To open a message Click the Address New messages Message icon to create double click the Book icon to access appear in bold a new message message icon the address books Inbox Microsoft Outlook ADi x
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