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Mitel RELEASE 6.0 Answering Machine User Manual

1. selseeeseeeee e 9 Sending a Message when You Have Finished Recording 00 eeeeeene eens 9 User OPTIONS s coe sto etre x rc rete Ar Stee arate ete aces rue EE 11 Accessing User Options and User Tutorial 2 0 0 0 0 0 tenes 11 Greetings Name and Passcode 0 00 ccc teen e teenies 11 Distribution LISIS tiesa ni edie ole oa bee tah DA ite obey aed SEE e ERR APR 12 Creating or Modifying a Distribution List 0 00 00 c eee ee 12 Using a Distribution List aasar oorr eg vem er ER RE DER Erb euo Ge 12 Call Schedule Options sssilsslseleslsesee ern 12 NuPoint WakeUp ssseseeeee eh rn 12 Pager xosfksua wee E pak Pao QS S A ea Bed weds pon Peewee pawl eee Qi 13 Message DeliVery iid sates Eee obere eec x d ule fau e LI ERE 13 Messaging User Guide Future Delivery Audit lille ne 14 Record A Call Optional Feature islsslisseseeeee eee 15 Recording while on a Two Party Call 0 0 2 0 ccc eh 15 Recording Using SoftkeyS sssssssslselee rn 15 Recording Using Hard Keys sslsseeeeeee eee ae 16 Placing a Call On Hold While Recording 000 e cece eee eee 16 Listening to a Recording Eaa ee eet e 16 Fax Optional Feature 0 0 0 ccc teens 17 Fax Delivery Options esee Re ER Res p ele eae AR RE Poe ee a ee 17 Playing and Printing Fax Messages ills 17 From a Telephone i cusest e pee eq UR RR eERRERRERPEX EET EU
2. MITEL NUPOINT UNIFIED MESSAGING USER GUIDE RELEASE 6 0 NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation MITEL The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document Revisions of this document or new editions of it may be issued to incorporate such changes No part of this document can be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without written permission from Mitel Networks Corporation Trademarks Mitel and NuPoint Unified Messaging are trademarks of Mitel Networks Corporation Microsoft Outlook is a trademark of Microsoft Corporation VMware VMware vMotion VMware vCloud VMware vSphere ESX and ESXi are trademarks of VMware Incorporated Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged Mitel NuPoint Unified Messaging User Guide Release 6 0 June 2013 Document Version 1 2 Trademark of Mitel Networks Corporation Copyright 2013 Mitel Networks Corporation All rights reserved Table of Contents Introductioric cu oos rp Der PERS ada eee Reip e pae Re e RR RE REN REA
3. you to begin entering Speech Navigation voice commands The available commands vary depending on whether you are a regular or Advanced UM voicemail user If You Are a Regular Voicemail User If you are a regular voice mail user you are already in the Voice Mail menu so you will hear a message similar to this You have 2 urgent messages and 2 unplayed messages You may say Play to play the first message New Message to make a new message User Options to go to User Options Proceed to Managing Your Messages on page 51 If You Are Advanced UM Voicemail User with TTS If you have the Advanced UM with TTS feature you will hear a message similar to this You have 2 unplayed messages 1 saved message 3 unplayed emails and 1 saved email message Say Voicemail to access your voicemail messages say Email to access your email messages 1 Say Voicemail to access the Voice Mail menu or Email to access the Email menu 2 Proceed to Managing Your Messages on page 51 Note Advanced UM users who do not have the TTS option cannot access the email menu Managing Your Messages After you have accessed the Voicemail or Email menu you can manage your messages with the following Speech Navigation voice commands At any time during message playback you can use the telephone user interface to pause the message move forward or backward five seconds skip to the next message or return to the 51 Messaging User Guide 52
4. 1 About Your Voice Mail s sas sess miea oea m mrs 1 About This Documernit msy Iia vai alee ds yoke Sead eR v RR EGER ERE ERU E 1 Your Telephone oer epe eds er baee Gd Sw RR GR PRAE Nx e es 2 Preparing to Access Your Mailbox 1 0 eae 2 Accessing Your Mailbox er RR ERE RE ade eee we aw ae ge eee RR 3 Inside Your Company 0 600 ccc eee 3 From Your Own Extension 0 000 teeta 3 From Another Extension 000 a SI ENE EA TA hn 3 Outside Your Company aaan cece teen eens 3 From an Outside Line 0600 c ect eee 3 From an Outside Line to the Automated Receptionist 2 00 000 eee eee eee 3 Setting Up Your Mailbox 2 0 mr 4 Menu Overview 0 00 teens 4 Greetings isch iedee eel Maden eee abb e ene a aa a T a aa 4 Narrie 1355 reri gt e pL Ute Sake ttle ed Ba su die di ile Med og 4 i re tice aiarttesiefng le Bae nie ete ear eats Wee Boe duet sent yea eendy weed te ad 5 Playing Messages 5 s tip aba etx sd eee Ga Meee sn anes iad nigga sales Sie wae 6 Accessing the Voice Mail and Email Menus 00 cece tee 6 Playing Your Messages ieri eERULEe RC REL de euiegt aaeee cieideiee taki sedans 6 While Listening to a Message sssseeee e RR Ih 7 When You Have Finished Listening to a Message lesser 7 Making Messages Ee rEER DECUS ER RATER DDHES EIER PUER VER Rr 9 Making a Voice Message isses 9 Recording a voice message
5. Meet Me select I will call into the NuPoint system When you require a phone you will be prompted to manually enter your extension number and log in For operations requiring a phone will call into the NuPoint system Click Test connection to validate the connection to the NuPoint UM server If the test is successful the dialog displays a check mark If the test is unsuccessful the dialog displays an X mark and lists the faulty setting server address passcode etc Click OK Note If you have not already tested the connection it is tested when you press OK Navigate Voice Messages in Outlook To view the next NuPoint UM message in Outlook 2010 1 2 In Microsoft Outlook click Mitel NuPoint UM Click the Next Voice Message button To view the previous NuPoint UM message in Outlook 2010 1 2 In Microsoft Outlook click Mitel NuPoint UM Click the Previous Voice Message button 37 Messaging User Guide 38 Play a Voice Message on your Speakers You can play regular non confidential voice messages on your speakers Use the Autoplay button in the NuPoint UM tab to control message playback If Autoplay is enabled messages are played as soon as they are highlighted or opened If Autoplay is disabled messages are played only when you select them and click the Play button Note To save hard drive space the Network Administrator may configure user email accounts to receive voice messages
6. Q Tip After playing or sending messages the system may return you to a previous menu with different options than the menu you were just using Menu Overview For an illustration of the menu overview refer to the NuPoint Unified Messaging Mitel TUI Quick Reference Guide http edocs mitel com UG Index html Greetings After opening your mailbox you will be asked to record one or more greetings that callers will hear when they call your mailbox For example you may record one greeting that callers hear when your line is busy Such as I m currently on the phone and unable to take your call and a different one when you re not at your phone such as I m currently away from my desk If your System Administrator has enabled the Extended Absence Greeting feature for your mailbox you can also record an Extended Absence Greeting This greeting allows you to inform callers of an extended absence Callers cannot press a key to skip the greeting At the end of the greeting callers can either transfer to the attendant or leave a message Note Once recorded the Extended Absence Greeting is effectively enabled This means that all callers being forwarded to your mailbox will hear the extended absence greeting Once you log into your voicemail you will be prompted to press 1 to retain your Extended Absence Greeting or to press 2 to disable the Extended Absence Greeting If your System Administrator has disabled message delivery for
7. UM Voice mailbox The text of the email message is converted to speech and played back over the phone You can access Text to Speech options from the Message System Choice menu Note TTS is only available with the Advanced Unified Messaging feature Note You need to have TTS enabled in order to access this menu Contact your System Administrator for details From the Message System Choice menu press m to access the following Text to Speech options Press this key To perform this action Play Text to Speech message again Keep Text to Speech message Delete Text to Speech message Exit the menu BN 43 Messaging User Guide Playing a Text to Speech Message To play a Text to Speech message 1 After accessing the Message System Choice menu the system will prompt you to either play your unread email messages or your read email messages 2 Select m to play the unread email messages or m to play your read email messages The system will begin playback of the message in tne following order subject sender name date time and body of message If the email message contains an attached file the system will provide notification that a file attachment is present The importance of the email is also indicated Once you have listened to the desired email message you can e Press m to keep the message Press m to delete the message Press to play the message again Press m to
8. beginning of the previous message For details concerning which keys or softkeys to press see page 7 Note that some commands such as Give Message and Answer Message lead to submenus that require the digit dialing on the telephone keypad Say To perform this action Equivalent Key Play Play Message Keep Keep Message Save Save Message Next Next Message Plays the message Your urgent messages will be played first Then depending on your mailbox settings you may have the option to play unplayed or saved messages first otherwise your unplayed messages will be played first Keep the message Kept messages can be accessed only after you have skipped through your unplayed messages and message receipt queues PORS To replay a message say Play again JKL Delete Delete Message Discard Discard Message Discard the message The system will ask Are you sure you want to delete the message Say Yes to confirm the deletion Answer Answer Message Answer the person who sent the message using one of the following options Press to answer with a voice mail message Press fi to dial the caller and keep the message Press to dial the caller and discard the message Speech Navigation Optional Feature Say To perform this action ESRB Key Give Give one of your voice messages to another mailbox distribution Give To list or off system telephone number
9. different phrases can be used to accomplish the same task For example users can say Delete Message or Discard Message to delete a voice message Barge In This feature allows users to interrupt a system prompt with a speech or keystroke command The system stops playing the prompt and responds to the command Barge in allows experienced system users to skip quickly through the prompts Error Handling Speech Navigation responds to an error by instructing the user to retry the command After three recognition errors the system will play the prompt I do not understand that comma Please call again and then disconnect the call Mailbox Extensions When Speech Navigation is enabled for a mailbox it applies all of the user s extensions including alternate extensions such as teleworker phones and cell phones The enables users to call the message center from remote locations and immedi ately begin using Speech Navigation commands Commands The following commands can be invoked with Speech Navigation Play Mes sage Keep Save Message Delete Discard Message Answer Reply To Message Forward Give Message Next Message Make Message User Options Operator and the digits zero to nine In addition users can leave the system by saying one of the following commands Bye Goodbye Hang up or Quit See Entering Voice Commands on page 50 for more information Speaking Tips The Speech Navigation responds to natural speech comm
10. eee 31 Reply to a Voice Message cece te nee teens 32 Forward a Voice Message 00 eee teas 32 Launch Web View from Outlook 0 0000 cece teas 32 Outlook Client Plug in tor Microsoft Outlook 2010 s 2 t ird ment Rete 33 Table of Contents Install the Outlook Client Plug in llsleseee eee 33 NuPoint Unified Messaging Tab sllsleeeeeee eae 34 Multimedia Controls 2 0 rauna i a a E s 35 Configure the NuPoint Account Settings sasaaa aaaea 36 Navigate Voice Messages in Outlook 0 es 37 Play a Voice Message on your Speakers 00 0c cee eens 38 Play a Confidential Voice Message ssssessellese tees 38 Send a New Message sss rh 39 Reply to a MesSage dee me eno aed ute vate b ep a CE NUR DR HO e 40 Forward a Message bue er ebebr res pb a RN Ede Surg a 41 View a Fax Message sssssseelll rrr 43 Text to Speech TTS Optional Feature llle 43 Playing a Text to Speech Message llle ess 44 Speech Auto Attendant Optional Feature 0 0 0 ene eae 45 Speaking TPS 3 2 5 rre nive cls Cerere e aie at NNI E I to delit Decet QR E Pet EA ER UG 46 Universal Voice Commands lssllleell eh 46 Making Galls 2 53 3 4 etuer Een e HE AUR EDD TOME wen Ss 47 Placing a Call with Voice Commands 0 000 eee sns 47 Placing a Call with Digit Dialing lcs tee 47 Cancelling a Cal
11. exit from the Message System Choice menu Note Before exiting the system will play a summary of the total number of voicemail and email messages remaining in the mailbox 44 Speech Auto Attendant Optional Feature Speech Auto Attendant Optional Feature The NuPoint Unified Messaging Speech Auto Attendant SAA is a speech enabled application that allows you to place calls to people quickly and efficiently by speaking their names In addition to placing calls by name you can say a department name or telephone number An online tutorial introduces you to the system features and voice based help is available to answer questions The Speech Auto Attendant routes incoming calls based on spoken commands Typically you say the name of the person you want to speak to and the system transfers your call to the requested party The Speech Auto Attendant also supports up to 15 departments and allows you to call any of the department numbers or names See Making Calls on page 47 for detailed calling instructions The SAA has the ability to store four numbers per person and provides you with the option to select which of your phone numbers will be the default Speech Auto Attendant number Refer to the Web View Help for instructions on how to configure your default phone number The following features are available with the Speech Auto Attendant application Call by Name You can place calls to any person in the company directory by saying
12. other mailboxes distribution lists and off system telephone numbers Making a Voice Message Recording a voice message 1 Press or the Make Message softkey to make a message 2 Enter the recipient s number or to dial by name press the specific key assigned to this feature on your voice mail system and then dial the recipient s last name and first name until the system recognizes the name Note The system will automatically announce the specific key to press to dial by name This is a configurable feature and thus the key to press will vary for each voice mail system 3 After the system confirms the recipient s name enter the names or numbers of any other intended recipients for example you may wish to send a single message to all members of a certain committee telling them the time and place of the next committee meeting 4 When you have finished addressing your message press 3j or the Record softkey 5 Begin recording your message after the tone You may press m to pause during recording and then any key to resume recording or you may use the Pause Resume softkeys Sending a Message when You Have Finished Recording Once you have finished recording you may choose to send review modify cancel or specify special delivery for your voice message by selecting from the following options Press this Press this key OR softkey To perform this action 3 Send Send the message and exit to t
13. 00 XP 2003 or 2007 32 bit variant 1 Close Microsoft Outlook if you have it open 2 Ifyou have the Outlook Client Plug in previously installed remove the application with Add Remove Programs in Control Panel Click Start Control Panel and then open Add or Remove Programs Select Outlook Client Plug in and then click Change Remove Note Prior to Release 12 0 the Outlook Client Plug in was called Multimedia Outlook Plug in You may see this name under the Add or Remove Programs list if you have an older version of the plug in installed 10 11 12 13 14 15 16 17 Using Your PC for Voice Messages Navigate to the OutlookClientPlugin exe file for the Outlook Client Plug in and then double click the file and click Run You may have to click Run a second time if you get a security warning The Outlook Client Plug in Setup window opens Note The OutlookClientPlugin exe file can be installed from either Mitel OnLine or the Downloads tab in the Web View interface If this tab is unavailable contact your system administrator in order to have the OCP download enabled on your mailbox If you are asked to remove the existing application click OK Click Next The User Settings window opens Enter the fully qualified domain name FQDN of the NuPoint Unified Messaging platform and click Next The Choose Destination Location window opens Click Next to accept the default setting for the location or
14. ER a a 17 Foma Fax Phorig s che cte da REED PLE m Eie 4 di 2 dedu dris 18 When You Have Finished Listening to a Fax Message 0 0 eee 18 Making a Fax Message Without Voice lessseeeee I 18 From Your Company Fax System sssssleeee een 19 From Your Own Mailbox ls hr 19 Making a Fax Message With Voice llsseeeeeee III 20 From Your Company Fax System 0 00 een 20 From Your Own Mailbox lseeseesee eR rn 20 Using Your PC for Fax Messages 0000 cette eee 21 Downloading and Installing Fax Printer 0 0 0 ee e BBI amp h 21 S rndirig a Fax i5 secs ta b E LE Fine whee ate Eel E e Ro eal ecd ae 21 Viewing and Forwarding Fax Messages 0 0 e eee rh 23 Using Your PC for Voice Messages liisilsslsssseee tenes 25 Outlook Client Plug in for Microsoft Outlook 2000 XP 2003 and 2007 25 Install the Outlook Client Plug in lssssilelss RII 26 Enable Additional Outlook Plug in Users ona PC aaaea 27 Set Up Message Playback 00 c eect he 28 Configure Access to the Unified Messaging Profile 00 00 cee eae eee 29 NuPoint Unified Messaging Toolbar 0 e ete tee 29 QuickPlay Toolbar 3 2 eaa back eateries tet epiac RU RE ed alee Peta n 30 Navigate Voice Messages 0 eect eee 30 Play a Voice Message in Outlook 0 0000 cece tees 30 Send a New Voice Message 0 02 c
15. List 1 Press or the Dist Lists softkey from the user options menu 2 Enter the number of the distribution list ensuring the first digit is always zero 0 3 Press 3j to record a name for the distribution list e g product planning committee The system will play this name each time you address messages to this distribution list 4 Press to add members to the list press m to drop members Enter the numbers or names of users you wish to add or drop 6 Press if you would like the system to play back the list of members you have selected 7 Press to exit to the main menu Note All personal distribution lists must begin with the number 0 Using a Distribution List e Instead of entering a mailbox number enter the number of the distribution list you want to use The system reads back the number of the distribution list Call Schedule Options 12 NuPoint WakeUp NuPoint UM WakeUp allows you to program NuPoint UM Voice to call you ata specific telephone number at a specific time You can schedule wake up calls for Monday through Friday weekends every day or as needed 1 From the user options menu press m to reach Call Schedule Options 2 Atthe Call Schedule Options menu press m to reach NP WakeUp 3 To schedule wakeup calls press enter the time for the wakeup call two digits for the hour two digits for the minute press for a m or for p m press m to make this a daily wakeup call Use
16. You have 2 urgent messages and 2 unplayed messages For Advanced Unified Messaging UM users with the Text to Speech TTS option the system tells you how many voice mails and emails you have You have 2 unplayed messages 1 saved message 3 unplayed emails and 1 saved email You access voice mails and emails from separate menus After the message summary Advanced UM with TTS users can access either the voice mail or the email menu You can exit either menu to access the other one Notes EJ 1 Advanced UM users who do not have the TTS option cannot access the email menu 2 Ifthesystem experiences a delay obtaining information from the email server it may be unable to tell you how many email messages you have To avoid this problem keep fewer than 10 000 emails in your mailbox Accessing the Voice Mail and Email Menus After you access your mailbox e f you are a regular voice mail user you are already in the Voice Mail menu e f you have the Advanced UM with TTS feature you press m to access the Voice Mail menu or WA to access the Email menu DEF Playing Your Messages After accessing either the Voice Mail menu or the Email menu press 7 or the Play or Play Message softkey Your urgent messages will automatically be played first Then depending on your mailbox settings you may have the option to play unplayed or saved messages first otherwise your unplayed messages will be played first Note If the dat
17. a person s name Call by Number You can place calls to any number in the company directory by saying a phone number extension Call by Department You can place calls to any department in the company directory by saying a department name e Touchtone DTMF Dialing You can place calls to any number in the company directory by using the keypad to enter the digits Universal Commands You can use several generic voice commands such as help or operator to navigate through the system See Universal Voice Commands on page 46 for more information Barge in You can interrupt a system prompt with a speech or keystroke command The Speech Auto Attendant will stop playing the prompt and respond to the command Note Barge in is an optional feature of the Speech Auto Attendant and must be enabled on your mailbox Consult your System Administrator for details e Tutorial The Speech Auto Attendant provides a tutorial which allows you to record your name if you are a new user or use the existing recorded name from your voice mail system It also introduces you to the system features Presence The Speech Auto Attendant provides the ability to determine and playback the current presence state of the matched person prior to transferring your call Presence refers to the person s availability in relation to the telephone ie busy away do not disturb etc The presence status information is for reference only and thus a
18. a recipient s mailbox using a fax phone You can send the message directly from your company s fax system or from your own mailbox If you send a fax from your company s fax system your name is not included in the message header and if you send a fax from your own mailbox your name is included in the message header From Your Company Fax System Note Your name will not be included in the recipient s message header 1 From a fax phone dial your company s Fax system access number 2 When you hear the system greeting enter the recipient s mailbox number or to dial by name press the appropriate keys to dial the recipient s last name followed by their first name until the system recognizes the name 3 You will hear the recipient s personal greeting At the tone record a voice message 4 When you are finished recording your voice message press the Start button on your fax machine to send your fax 5 After the fax has been sent you can press m to mark the message urgent or you can press m m to leave a message for another mailbox From Your Own Mailbox 1 From a fax phone dial your company s Fax system access number Note Your name will be included in the recipient s message header When you hear the system greeting enter your own mailbox number When you hear your own greeting press A a DN Enter your passcode 5 Press m to make a message and then follow the instructions for sending a voice onl
19. ands When you become more comfortable with the prompts you can use Barge in to navigate through the system prompts more quickly When you are speaking to the Speech Navigation follow the guidelines below e Speak clearly but don t shout Speak at your normal pace that is not too slowly and not too quickly n noisy environments do not use speaker phones as the background noise will affect the speech recognition success rate 49 Messaging User Guide If the system does not recognize your command you will be prompted to repeat it If you fail three times in a row the system will play the prompt do not understand that command Please call again and then disconnect the call The system recognizes North American English only Universal Voice Commands The following Speech Navigation voice commands are available when you are logged into your mailbox Operator Transfer to operator Attendant Transfer to attendant Transfers you to the operator Bye Goodbye Hang up Quit Provided that you are not currently recording a message the system plays a message summary You have x messages Goodbye terminates the call and exits the system Exit Takes you up one level in the menu structure Enabling Speech Navigation After your administrator has enabled Speech Navigation for your mailbox you can turn it on and off from the Web View To enable Speech Navigation for your mailbox 1 2 3 4 Ope
20. as above m to dial back the caller and then delete the message to dial back the caller and then keep the message JKL Give Give the message to another mailbox distribution list or off system telephone number The system will also give you the opportunity to record additional comments before sending the message to someone else When you have added your comments press m or the Send or Exit softkey and continue your session Then press to give the message to additional mailboxes if you wish JKL Keep Keep the message Kept messages can be accessed only after you have skipped through your unplayed messages and message receipt queues Del or Discard Discard the message ey Note If you accidentally discard a message you can retrieve it by immediately pressing or the Undelete softkey If you press any key other than the key immediately after discarding the message you will not be able to retrieve the discarded message Note You may not have access to all of the options above depending on how your mailbox is configured Consult your System Administrator for more information Making Messages Making Messages To make a message you must first access your mailbox by calling the system access number and entering your passcode You can then make a voice message before or after listening to any unplayed messages in your mailbox Remember that you can address your messages to
21. ator Accessing Your Mailbox Accessing Your Mailbox All of your voice messages will reside in your personal mailbox which is passcode protected Your System Administrator will assign you atemporary passcode to use the first time you access your mailbox How you log into your mailbox will depend on whether you re calling from inside or outside your company Inside Your Company From Your Own Extension 1 Dial the internal NuPoint UM Voice access number 2 Enter your passcode when prompted From Another Extension 1 Dial the internal NuPoint UM Voice access number 2 Press the key when prompted to enter a passcode 3 Enter your mailbox number followed by the key 4 Enter your passcode when prompted Outside Your Company From an Outside Line 1 Dial the external NuPoint UM Voice access number 2 Enter your mailbox number followed by the key 3 Enter your passcode when prompted From an Outside Line to the Automated Receptionist 1 Dial the NuPoint UM Receptionist number 2 Press the key to access the NuPoint UM Voice system 3 Enter your mailbox number followed by the key 4 Enter your passcode when prompted Messaging User Guide Setting Up Your Mailbox When you access your mailbox for the first time a user tutorial automatically activates This tutorial guides you through your first mailbox session explains how to record a greeting and your name and prompts you to change your temporary passcode
22. ay when previewing check box so you can change your auto play preference there as well This setting will also change your auto play setting in Tools Options The Mitel QuickPlay toolbar provides a Playback Device button that temporarily turns the telephone playback on or off Using Your PC for Voice Messages Configure Access to the Unified Messaging Profile You need to configure access to the Unified Messaging profile in order to log in and configure additional mailbox settings To configure access to the UM profile on Microsoft Outlet 2000 XP 2003 or 2007 1 2 3 Open Microsoft Outlook and click Tools Options and then the Unified Messaging tab Click on the Messaging Profile button The Unified Messaging Profile window appears In the NuPoint Server FQDN field enter the Fully Qualified Domain Name of the NuPoint Unified Messaging server Note If you provided the name or IP address of the NuPoint Unified Messaging server during the installation of the Mitel Outlook Client Plug in then the FQDN field will already contain this value Ifthe field is blank contact your System Administrator for this information In the Mailbox field enter your mailbox number In the Passcode field enter your Unified Messaging password Click OK to save the settings NuPoint Unified Messaging Toolbar Oncethe Mitel Outlook Client Plug in has been installed the Unified Messaging Toolbar appears in the Microsoft Outlook Explorer
23. call will be transferred no matter what the presence status of the called party may be 45 Messaging User Guide Note Presence is an optional feature of the Speech Auto Attendant and must be enabled on your mailbox Consult your System Administrator for details Disambiguation The Speech Auto Attendant provides the ability to transfer calls to the operator for multiple directory matches i e two people named John Doe in the same directory You will be notified of the duplicate names and immediately transferred to the operator who will ask for more details in order to transfer your call to the right person Error Handling The Speech Auto Attendant responds to an error by instructing you to retry the command After two recognition errors the system will transfer your call to the operator Timeout The Speech Auto Attendant will time out when it detects no speech or DTMF input Help prompts will be played to aid you in choosing an action Speaking Tips The Speech Auto Attendant responds to natural speech commands When you become more comfortable with the prompts you can use Barge in to navigate through the system prompts more quickly When you are speaking to the Speech Auto Attendant follow the guidelines below Speak clearly but don t shout Speak at your normal pace that is not too slowly and not too quickly In noisy environments do not use speaker phones as the background noise will affect the speech recognit
24. cking the voice message in the Inbox click Auto play when opening f you want to automatically hear the voice message over the PC speakers when the voice message is highlighted that is by a single click on the voice message in the Inbox click Auto play when previewing In the Phone section ensure that the phone number or extension is entered If it is not entered you will only be able to listen to your voice messages via the Meet Me feature by calling into your voicemail Note The phone number or extension entered in this field is the one that will be used by the Call Me feature to listen to voice mail messages and to record greetings and distribution list names Click OK Notes EP The Mitel QuickPlay toolbar is available so you can stop play pause fast forward or review your voice messages You can toggle the Playback Device button to on or off and change your auto play options with the Auto play when previewing check box If you need to launch the Mitel QuickPlay toolbar click onthe QuickPlay button on the Microsoft Outlook toolbar The QuickPlay button will appear depressed when the Mitel QuickPlay toolbar is open If you have Microsoft Outlook open on a PC andthen you open Microsoft Outlook usingthe same accounton another PC you will have to restart Microsoft Outlook on the original PC in order to receive full functionality of the Outlook Client Plug in The Mitel QuickPlay toolbar provides an Auto pl
25. click Browse to place the files in another location Click Yes when the system asks you if it should create a folder The Start Copying Files window opens Click Next The software installs and then the User Profiles Information window opens Select the Logon User Names for the people using the PC who require the customized Outlook security settings for the Outlook Client Plug in Enabling a user name will prevent the appearance of security warnings for that user when the Outlook Plug in is opened Click Enable and then Close The InstallShield Wizard Complete window opens Click Finish Open Microsoft Outlook and click Tools Options and then the Unified Messaging tab In the Automatic Play section select the type of automatic play for the voice messages These settings are optional See Set Up Message Playback on page 28 for details In the Phone section enter the phone number or extension in the Phone number or extension field See Set Up Message Playback on page 28 for details In the Unified Messaging Profile section click Messaging Profile to enter your Mailbox and Passcode numbers These numbers let you access your Personal Web Page from the Profile button on the Outlook plug in toolbar and also provide identification for the playback of your voice messages Click OK Click OK again Enable Additional Outlook Plug in Users on a PC You can enable additional Outlook Client Plug in users on a PC where the plug in is ins
26. e and time option is enabled on your voice mail system the system will EA automatically play this information at the beginning of each message Consult your System Administrator for more information While Listening to a Message Playing Messages At any time during message playback you can Press this key OR Press this softkey To perform this action More then Pause Pause the message for 30 seconds ub c Move back five seconds within the message Move forward five seconds within the message Skip Skip to your next message EGEESN More then Play Return to the beginning of your previous message At the end of a message you can Note You may not have access to all of the options above depending on how your mailbox is configured Consult your System Administrator for more information When You Have Finished Listening to a Message Press this key OR Press this softkey To perform this action PORS Play or Restart Play the message again Answer Answer the person who sent the message When you are finished recording your answer press or the Send softkey to send it and continue your session Then press to send your answer to additional mailboxes if you wish Messaging User Guide Press this key OR Press this softkey To perform this action Answer with Dial back option enabled 3 to answer by voice mail
27. e information Accessing Other Menus Although Speech Navigation is optimized to enable you to manage your voice and email messages you can also use itto manage a number mailbox options However once you access the submenus for these options you must use the telephone keypad rather than voice commands to make selections The following submenus require telephone keypad commands Make Future Delivery under Make Message gt Options and Give Message gt Options Change Greeting under User Options Distribution List under User Options 55 Messaging User Guide 56 mitel com 60 miTEL GLOBAL HEADQUARTERS US EMEA CALA ASIA PACIFIC Tel 1 613 592 2122 Tel 1 480 961 9000 Tel 44 0 1291 430000 Tel 1 613 592 2122 Tel 61 0 2 9023 9500 Fax 1 613 592 4784 Fax 1 480 961 1370 Fax 44 0 1291 430400 Fax 1 613 592 7825 Fax 61 0 2 9023 9501 FOR MORE INFORMATION ON OUR WORLDWIDE OFFICE LOCATIONS VISIT OUR WEBSITE AT MITEL COM OFFICES THIS DOCUMENT IS PROVIDED TO YOU FOR INFORMATIONAL PURPOSES ONLY The information furnished in this document believed by Mitel to be accurate as of the date of its publication is subject to ch without notice Mitel assumes no responsibility for any errors or omissions in this document and shall have no obligation to you as a result of having made this document avail to you or based upon the information it contains M MITEL design is a registered trademark of Mitel N
28. e recipients and enter any new names 4 Click the record button and then record your message over the telephone through a Call Me or Meet Me session When you have finished recording click the stop button 5 Click Send Forward a Voice Message You can forward a voice message that you received in Outlook as an attachment to an email You can record a new voice message attachment to send with the email You will require a Call Me or Meet Me connection to record a message Refer to the Web View Help for instructions on how to set up a Call Me or Meet Me session To forward a voice message in Microsoft Outlet 2000 XP 2003 or 2007 1 Log into a Call Me or Meet Me session 2 Highlight the message in the inbox and then click Forward in the Unified Messaging toolbar The FW subject message window opens 3 Enter the message recipients 4 Click the record button and then record your message over the telephone through a Call Me or Meet Me session When you have finished recording click the stop button 5 Click Send Launch Web View from Outlook To launch the Web View interface from Outlook 2000 XP 2003 or 2007 1 Inthe Unified Messaging toolbar click Profile 2 If you see a Security Warning click Yes to continue The login page for the Web View is displayed You can now log in to the Web View For more information on the Web View refer to the NuPoint Unified Messaging Web View Help on http edocs mitel com UG Inde
29. ed Viewing and Forwarding Fax Messages To view a Fax Message Open the message from your e mail inbox and view the attached document From the Messages tab in the Web View interface click on the Play button The fax will open in a TIFF viewer From your telephone send the fax to a fax machine 23 Messaging User Guide To forward a Fax Message From the Messages tab in the Web View interface click on the Forward Fax button to forward the message as a fax OR From the Messages tab in the Web View interface click on the Forward button to forward the message as an attachment to an e mail 24 Using Your PC for Voice Messages Using Your PC for Voice Messages You can use your PC to manage your voice messages with the following applications Outlook Client Plug in for Microsoft Outlook 2000 XP 2003 and 2007 This plug in installs the Mitel Networks QuickPlay player and the Unified Messaging toolbar in your Microsoft Outlook email client The QuickPlay player allows you to use the phone or your PC speakers to listen to your voice messages while the toolbar enables you to reply to forward and manage your messages as well as create and send new messages with either voice mail or email The toolbar also enables you to launch the Web View from Outlook The plug in is available for the 32 bit variant of Microsoft Outlook 2000 XP 2003 and 2007 Outlook Client Plug in for Microsoft Outlook 2010 This pl
30. ed by their first name until the system recognizes the name 3 You will hear the recipient s personal greeting At the tone press the Start button on the fax machine to send your fax 4 After the fax has been sent you can press m to mark the message urgent or you can press m to leave a message for another mailbox From Your Own Mailbox Note Your name will be included in the recipient s message header Access your mailbox and when you hear your own greeting press 33 Enter your passcode Press to make a message Peo Nh gt Enter the recipient s mailbox number or to dial by name press the appropriate keys to dial the recipient s last name followed by their first name until the system recognizes the name 5 Once the system confirms the recipient s name enter the names or numbers of any other intended recipients 6 When you are finished addressing your fax message press 5 to leave a fax and then press the Start button on your fax machine to send your fax or press for more options 7 After the fax has been sent you can press 3 to send the message or press m to access message addressing options such as urgent delivery future delivery confidential and return receipt Once you have selected from these options press m to send your message and exit to the main menu 19 Messaging User Guide Making a Fax Message With Voice 20 You can send a combined voice and fax message to
31. eet Me session will close Send a New Voice Message You can create a new voice message and send it as an email attachment You will require a Call Me or Meet Me connection to record a message Refer to the Web View Helpfor instructions on how to set up a Call Me or Meet Me session Note You can only open one new voice recording form in Outlook at a time If you try to open more than one new voice recording form an error message will appear To send a new voice message in Microsoft Outlet 2000 XP 2003 or 2007 1 2 3 4 Log into a Call Me or Meet Me session In the Unified Messaging toolbar click New Enter the message recipients and subject Click the record button and then record your message over the telephone through a Call Me or Meet Me session When you have finished recording click the stop button Click Send 31 Messaging User Guide 32 Reply to a Voice Message You can reply to a voice message in Outlook with another voice message that you send as an email attachment You will require a Call Me or Meet Me connection to record a message Refer to the Web View Help for instructions on how to set up a Call Me or Meet Me session To reply to a voice message in Microsoft Outlet 2000 XP 2003 or 2007 1 Log into a Call Me or Meet Me session 2 Highlight the message in the inbox and then click Reply or Reply to All in the Unified Messaging toolbar The RE subject window opens 3 Verify th
32. ence status information is for reference only and thus the call will be transferred no matter what the presence status may be Cancelling a Call You can cancel a call in progress in one of two ways To cancel a call Say Cancel or No before the Speech Auto Attendant says Dialing or Press 0 zero before the Auto Attendant says Dialing This command will cancel the call and the system will automatically route your call to the operator Calling the Operator You can call the operator from anywhere in the system To call the operator e Say Operator or Zero at any time or Dial 0 at any time Speech Navigation Optional Feature Speech Navigation Optional Feature NuPoint UM Speech Navigation is a speech enabled application that allows you to manage your mailbox using voice commands In addition to being able to perform standard tasks such as play delete and keep messages you can transfer to the operator enter numeric digits and exit the system simply by speaking the appropriate commands Since you issue commands by speaking them rather than by pressing buttons on a keypad Speech Navigation enables you to operate in hands free mode This is useful if you have a cell phone or similar device configured as an alternate extension on your mailbox The following features are available with the Speech Navigation application Multiple Command Options Speech navigation supports the concept of aliases so that up to two
33. er you program that number you can simply press 5 for fax delivery options after playing the message with fax and then press a to print your fax message From a Fax Phone To retrieve and print a fax message from a fax phone 1 After accessing your mailbox press or the Play or Play Message softkey and then press 8 to access the Fax Delivery Options menu 2 Press L to receive a fax message print out from that fax machine 3 When prompted press the Start button on the fax machine 4 Onceyoureceive the fax print out you can stay on the line to resume your mailbox session When You Have Finished Listening to a Fax Message See When You Have Finished Listening to a Message on page 7 Making a Fax Message Without Voice You can send a fax message to a recipient s mailbox using a fax phone You can send the message directly from your company s fax system or from your own mailbox If you send a fax from your company s fax system your name is not included in the message header and if you send a fax from your own mailbox your name is included in the message header 18 Fax Optional Feature From Your Company Fax System Note Your name will not be included in the recipient s message header 1 From a fax phone dial your company Fax system access number 2 When you hear the system greeting enter the recipient s mailbox number or to dial by name press the appropriate keys to dial the recipient s last name follow
34. essing Record before you attempt to review the message The original message is updated within the following note You replied with voice to this message on DAY DATE TIME gt Forward a Message You can forward a voice or fax message that you have received and include another voice message with it as an email attachment Before you can use this feature you must enter your NuPoint UM account settings To forward a voice message in Outlook 2010 1 In Microsoft Outlook click Mitel NuPoint UM 2 Highlight the message in the inbox and then click Forward with Voice The Forward with Voice window opens 41 Messaging User Guide 42 To y Tone amp Record gt w E Suppress prompt 7 Urgent message Idle Figure 12 Forward with Voice Message in Outlook 2010 To specify the message recipients a Inthe To field enter the names or mailbox numbers of the message recipients Use semicolons to separate multiple entries b Click Check names to resolve the names and mailbox numbers to NuPoint UM users c If all names can be resolved you can continue to the next step If any name cannot be resolved you will be prompted to remove it or if the name is ambiguous to select an alternative To start the recording Note Click Suppress prompt if you want to hear a beep rather than a prompt prior to recording your voice message Click Urgent message to mark it urgent a Cl
35. etworks Corporation All other products and services are the registered trademarks of their respective holders Copyright 2013 Mitel Networks Corporation All Rights Reserved
36. field enter the fully qualified domain name FQDN of the server In the Mailbox field enter your NuPoint UM mailbox number In the Passcode field enter your NuPoint UM mailbox passcode Click Connect The Status will update to Connected Using Your PC for Fax Messages 6 Click on the Delivery Options tab Delivery Options Server Settings Recipients To ll Use a Custom Cover Page E Cancel Figure 2 Delivery Options Tab a Inthe Recipients field enter the list of recipients NuPoint UM mailbox numbers or fax numbers separated by commas b If you wish to use a Custom Cover Page select the Use a Custom Cover Page check box Note For external fax numbers include any digits that must be dialed from your System to reach an external line c Enter the full name of the cover page OR click on the Browse button to select it d Click on the Send Fax button Note If you do not use a Custom Cover Page the server will use your Personal Cover Page or if you do not have one the System Cover Page When the fax has been received by the server a popup will display with the message The fax is successfully queued for delivery If the fax cannot be sent you will receive a message in your voice mail to notify you of the failure When you send your next fax the Server Settings tab will not display unless the Fax Printer could not connect to the server for example if your password has chang
37. ge medium Configure the NuPoint Account Settings You must configure your NuPoint account settings before you can access the following functions using the Call Meet Me feature Listen to a confidential voicemail Create a new voicemail Reply to a voicemail with a voice message Forward a voicemail with a voice message To update the settings 1 In Microsoft Outlook click Mitel NuPoint UM Settings The Settings dialog displays B NuPoint Account Settings NuPoint Server npmtrials mitel com Mailbox 71605 Passcode eee For operations requiring a phone NuPoint will call me at the following number Extension 71605 J Same as mailbox Test connection o Cancel Figure 9 NuPoint Account Settings 36 a RON Using Your PC for Voice Messages In the NuPoint Server field enter the fully qualified domain name FQDN of the server In the Mailbox field enter your NuPoint UM mailbox number In the Passcode field enter your NuPoint UM mailbox passcode Program the system to use either Call Me or Meet Me functionality For Call Me select NuPoint will Call Me at the following number enter your extension number and select Same as Mailbox if your extension is the same as your mailbox When you require a phone the system will automatically dial your number For operations requiring a phone NuPoint will call me at the following number Extension 71605 J Same as mailbox For
38. he department names that are programmed in the system by speaking the department command aphone number speak the number one digit at a time 3 The system confirms the requested name and then dials the number associated with your spoken command Note If after two attempts the Speech Auto Attendant cannot recognize the name of the person or department that you are trying to call you will be routed to the operator 4 Ifthe Presence feature is enabled the system will also indicate the presence state of the called party The presence status information is for reference only and thus the call will be transferred no matter what the presence status may be Placing a Call with Digit Dialing The Speech Auto Attendant can call contact names or departments that are programmed in the company directory by responding to the digits that you press on the keypad To place a call using digit dialing 1 Dialthe Speech Auto Attendant access number 2 When the Auto Attendant answers enter the digits to dial on the keypad 3 The system confirms the requested number and then dials the digits that you selected Note If aftertwo attempts the Speech Auto Attendant cannot recognize the number of the person or department that you are trying to call you will be routed to the operator 47 Messaging User Guide 48 4 Ifthe Presence feature is enabled the system will also indicate the presence state of the called party The pres
39. he main menu p Append Add to the recording Del Delete the recording and start over Messaging User Guide 10 Pressthis Press this A key OR softkey To perform this action Review Replay the message PORS End Record Access message addressing options such as urgent delivery future delivery confidential and return receipt Once you have selected from these options press m m or the Send or Exit softkey to send your message and exit to the main menu Note If you regularly send messages to multiple users consider creating personal distribution lists to make addressing your messages even easier see Distribution Lists on page 12 User Options User Options The user options menu allows you to listen to the user tutorial change your greetings record your name and define your password create voice mail distribution lists and select call scheduling options Accessing User Options and User Tutorial Press m or the Options softkey to access user options from the main menu You can press m at any time to go through the user tutorial again Greetings Name and Passcode When you first set up your mailbox see Setting Up Your Mailbox on page 4 you recorded a greeting and your name and selected a passcode The user options menu allows you to change these at any time You should update your greeting s regularly for example to let callers know whether yo
40. ial to access message addressing Say Request Receipt or press a to receive a return receipt Say Make Urgent or press 5 to mark the message as urgent Say Make Future Delivery or press m to deliver the message up to 60 days in the future Then follow the prompts to specify a date and time User Options Allows you to listen to the user tutorial change your greetings record your name and define your password create voice mail 3j distribution lists and select call scheduling options Say Change Greeting or press m to update your primary conditional or extended greeting Say Change Name or press m to re record your name Say Change Passcode or press to change your mailbox passcode Say Change Distribution List or press to manage your distribution lists Say Change Call Schedule Options or press m to manage your call schedule options e Say Activate Tutorial or press m to play the system tutorial 54 Speech Navigation Optional Feature Say To perform this action Eun Key Exit Takes you up one level in the menu structure Bye Provided that you are not currently recording a message the Goodbye System plays a message summary You have x messages Goodbye terminates the call and exits the system Hang up Quit Note You may not have access to all of the options above depending on how your mailbox is configured Consult your System Administrator for mor
41. ice Message Locates the NuPoint UM message that appears before the currently selected NuPoint UM message New Voice Message Create a new voice message and send it to one or more NuPoint users e Reply with Voice Sends a reply to the sender of a NuPoint UM message with a voice message Forward with Voice Forwards a NuPoint UM message to another user with a voice message Using Your PC for Voice Messages Delete Message Deletes any type of message not just voice messages e Autoplay This button toggles the Autoplay feature on and off When the feature is on NuPoint UM messages are played as soon as they selected highlighted or opened When the feature is off you must select the message and click the Play button Settings Click this button to configure mailbox settings that enable you to send new voice messages reply to messages forward messages and listen to confidential messages About Displays the version number of the Outlook Client Plug in for Outlook 2010 Multimedia Controls Voice Messages The following multimedia controls appear on NuPoint UM voice messages received in Outlook 2010 nr uu o B Figure 6 Voice Message Multimedia Controls in Outlook 2010 Ifthe message contains multiple attachments original message and replies they are displayed above the multimedia controls The multimedia controls enable you to do the following e Play Click the play button to play the message S
42. ick Record and depending on your account configuration establish either a Call Me or Meet Me session e CallMe The system dials your extension When you answer the phone the message is played e Meet Me The system prompts you to call in to your voice mailbox and log in Once you have logged in the message is played b When you answer your extension telephone you will hear a message You may start your message now followed by a beep If Select prompt has been selected you will only hear a beep c Record your message To stop the recording e Click Stop Press on the telephone Hang up the telephone If you have pressed Stop or you may review the message by clicking Play If you have hung up you must re establish the recording session by pressing Record before you attempt to review the message Using Your PC for Voice Messages The original message is updated within the following note You forwarded this message to NAMES with voice to this message on DAY DATE TIME gt View a Fax Message To view a fax message in Outlook 2010 1 In Microsoft Outlook click Mitel NuPoint UM 2 Select the message in the inbox 3 Click View Fax The fax displays in your TIFF graphical file application Windows Photo Viewer or Windows Picture and Fax Viewer Text to Speech TTS Optional Feature The Text to Speech TTS feature allows you to listen to Microsoft Outlook email messages from the NuPoint
43. in text format only To play a voice message in Outlook 2010 1 In Microsoft Outlook click Mitel NuPoint UM 2 Select a message in the inbox e f Autoplay is enabled message playback commences immediately e If Autoplay is disabled click Play to commence message playback 3 Usethe multimedia controls to do the following e To stop playback click Stop To change or mute the playback volume adjust the volume slider e To select a particular point in the recording adjust the playback slider e To save the audio file to storage media click Save and follow the prompts 4 To delete the message from NuPoint UM select it and click Delete on the Home ribbon Play a Confidential Voice Message Confidential messages can be played on your telephone using the Call Me Meet Me feature Confidential voice messages are subject to the following limitations Before you can use Outlook 2010 to listen to confidential voice messages you must enter your NuPoint Account Settings e Confidential voice messages contain no attachments you play them over your phone rather than from within Outlook You cannot reply to or forward confidential messages Note To save hard drive space the Network Administrator may configure user email accounts to receive voice messages in text format only To use Outlook 2010 to play a confidential voice message on your phone 1 In Microsoft Outlook click Mitel NuPoint UM 2 Select a confidential mes
44. inue Click Next The License Agreement window opens Select the button to agree with the terms of the license agreement Click Next The User Settings window opens oN On PF o Enter the address of the NuPoint Unified Messaging platform and click Next The Choose Destination Location window opens 9 Click Next to accept the default setting for the installation location or click Change to place the files in another location After you have specified the location the Start Copying Files window opens 10 Click Next The software installs and then the InstallShield Wizard Complete window opens 11 Click Finish 12 Open Microsoft Outlook and confirm that the Mitel NuPoint UM tab appears in the Ribbon NuPoint Unified Messaging Tab Once the Mitel Outlook Client Plug in has been installed the Unified Messaging tab appears in the Ribbon located in the upper portion of Microsoft Outlook 2010 Home Send Receive Folder View Sample Add In Mitel NuPoint UM A sl t v s Ala Pas o a tt j w O 5 Next Voice Previous voice Newvoice Reply Forward Delete Autoplay Settings About Message Message message with voice with voice message Navigat on oi cemail oper ations onfiguratior Figure 5 Mitel NuPoint UM tab in Outlook 2010 Ribbon The following buttons are available on the Mitel NuPoint UM tab Next Voice Message Locates the NuPoint UM message that appears after the currently selected NuPoint UM message Previous Vo
45. ion success rate If you are prompted to confirm a name answer only Yes or No If you answer No wait for the system prompt before you state the name again If the system does not recognize a name it may be because the name is not programmed into the system or because your pronunciation of the name is not in the system Contact your System Administrator to have the name added or to have the pronunciation corrected Universal Voice Commands 46 The following voice commands are available from anywhere within the Speech Auto Attendant system Cancel or Stop Terminates the current operation Operator Transfers your call to the operator Repeat Replays the most recent prompt Help Plays the list of available help commands Tutorial Starts the system tutorial Auto Attendant Transfers the call to the Speech Auto Attendant Speech Auto Attendant Optional Feature Making Calls You can use the Speech Auto Attendant to place calls either with voice commands or digit dialing Placing a Call with Voice Commands The Speech Auto Attendant can call contact names or departments that are programmed in the company directory by responding to your voice commands To place a call using voice commands 1 Dialthe Speech Auto Attendant access number 2 When the Auto Attendant answers say one of the following the first and last name of the person that you want to call adepartment name or Note You can listen to all t
46. ivery You can schedule delivery of any message up to 365 days in the future using the message addressing options menu See Sending a Message when You Have Finished Recording on page 9 1 From the user options menu press m to reach Call Schedule Options 2 Atthe Call Schedule Options menu press m to reach Future Delivery Audit 3 Atthe Future Delivery Audit menu select an option press m to audit the message press 3 to discard the message press 5 to keep the message press L to play the recipients press to hear the delivery time press m to exit to the User Options menu Record A Call Optional Feature Record A Call Optional Feature The Record A Call feature allows you to use your NuPoint UM Voice system to record your telephone conversations Note You may be required by law to inform the other party that you are recording the conversation For specific instructions consult your System Administrator Recording while on a Two Party Call Your system may be programmed to automatically begin recording external calls when you or the other party answers Contact your System Administrator for details If your system does not automatically record conversations you must press a Record key to begin recording while you are on a two party call What key you press depends on whether the Softkey feature is available on your phone The following phones support softkeys e Superset 4150 e 5140 IP 5240 IP Recording Usi
47. l maai aaa a aa tte hn 48 Calling the Operator 20 0 0c tenet nee 48 Speech Navigation Optional Feature 0 000 eee 49 Speaking TIPSA za nice tu nets Me te ec ih ant pres aue tetera at uo acheter sees 49 Universal Voice Commands llsleesele lees 50 Enabling Speech Navigation lliiilslileele re 50 Entering Voice Commands ssssselseeseee ene 50 Accessing Your Mailbox lsseeseeeeee e e n 50 Accessing the Voice Mail and Email Menus 2000 0c eee eee eee 51 Managing Your Messages ysn e eak da E EE E tees 51 Accessing Other Menus ssssslsslseelll lehren 55 Messaging User Guide vi Introduction Introduction About Your Voice Mail Mitel NuPoint Unified Messaging UM allows you to manage your voice mail Record A Call RAC fax and Microsoft Outlook email messages from a touch tone phone as well as from your PC Voice mail Record A Call fax and email are all messages that are accessible through your voice mailbox and that you access using a menu system The Voice Mail menu provides access to most of the voice mailbox features and options including fax messages Any voice mail user can access this menu The Email menu only provides access to emails and is available only to users with the Advanced Unified Messaging feature with Text to Speech option In addition to accessing your messages over the phone you can now play and manage your v
48. lbar in the Microsoft Outlook Explorer window Profile Allows a user to login to the Unified Messaging profile to configure additional mailbox settings This option is also available in the Microsoft Outlook Tools menu Note This button is only available when the Unified Messaging profile is configured in Microsoft Outlook options See Configure Access to the Unified Messaging Profile on page 29 for instructions QuickPlay Toolbar Once the Mitel Outlook Client Plug in has been installed the QuickPlay toolbar appears in the Microsoft Outlook Explorer window The QuickPlay toolbar is used for playing messages and consists of the QuickPlay multimedia controls a status bar and a Call Me Meet Me button that allows you to connect to your NuPoint UM mailbox and play back messages through the telephone jap I Auto play when previewing Figure 4 Mitel Networks QuickPlay Player in Outlook 2000 XP 2003 or 2007 Navigate Voice Messages To navigate the voice messages in Outlook use the Previous and Next buttons in the Unified Messaging toolbar Play a Voice Message in Outlook If the message playback settings are set to Auto play when previewing simply highlight the message in the inbox and the message will automatically play over the PC speakers Note Fax and confidential voice messages cannot be played through the PC speakers Note To save hard drive space the Network Administrator may configure u
49. m Give Message 1 Say or enter the mailbox distribution list or telephone number Forward 2 Say Record add your comments and then select one of the following options Forward Message 1 Say Review or press JR to review the message Say Send or press m to send the message Say Options or press m to access message addressing options Say Mark Confidential or press m to mark the message as confidential Say Discard or press to discard the message Say Append or press to add another comment Say Request Receipt or press to receive a return receipt Say Make Urgent or press to mark the message as urgent Say Make Future Delivery or press m to deliver the message up to 60 days in the future Then follow the prompts to specify a date and time 53 Messaging User Guide Equivalent Say To perform this action Key Make Make a new voice message and address it to another mailbox Make Message distribution list or off system telephone number 3 1 Say or enter the mailbox distribution list or telephone number 2 Say Record add your comments and then select one of the following options Say Review or press E to review the message Say Send or press m to send the message Say Discard or press to discard the message Say Append or press to add another comment Say Options or press options Say Mark Confidential or press m to mark the message as confident
50. messages only oN Microsoft Outlook has an Explorer and an Inspector window The Explorer window is the main window that displays the list of messages for the user while the Inspector window is the window that displays a message when it is opened 4 PC sound cards and PC speakers are optional since you can use the Call Me Meet Me feature to listen to messages 5 If avoicemail message is moved from the Inbox to a personal folder the message is deleted from the telephone user interface TUI If the message is then moved back to the Inbox it is deleted since the associated TUI message has been deleted The message may reside in the Deleted folder if the permanent delete configuration parameter is disabled See your System Administrator for more information 6 The plug in works with the 32 and 64 bit variants of Microsoft Outlook2000 XP 2003 or 2007 Install the Outlook Client Plug in Note Once you have installed the plug in Outlook takes slightly longer to open and close Avoid restarting Outlook immediately after closing it Before You Begin Obtain the following information from your System Administrator before you begin this procedure The location of the of the OutlookClientPlugin exe file e The NuPoint Unified Messaging platform fully qualified domain name FQDN Note To install the Outlook Client Plug in you must have local administrator rights on the PC To install the plug in on Microsoft Outlet 20
51. n the Web View interface in a web browser Enter your Mailbox number and Passcode and then click Submit Select the Speech Navigation tab Click Enable Speech Navigation Speech Navigation is turned on for your mailbox s primary and alternate extensions Note After you enable Speech Navigation you will receive prompts only in North American English even if your mailbox is configured to use non English prompts Entering Voice Commands 50 You can use the Speech Navigation voice commands to access your mailbox and manage messages Some submenus require the digit dialing Accessing Your Mailbox The method to access your mailbox varies depending on whether you are calling from one of your extensions or from an external number Speech Navigation Optional Feature From Your Own Extension Primary or Alternate To access your mailbox from your primary extension or one of your alternate extensions 1 Dial the NuPoint UM Voice access number 2 Say your passcode when prompted For higher security enter your passcode with the TUI From an External Number To access your mailbox from an external number not one of your extensions 1 Dial the NuPoint UM Voice access number 2 Enter your mailbox number on the keypad followed by the key 3 Enter your passcode on the keypad when prompted Accessing the Voice Mail and Email Menus After you access your mailbox the system tells you how many messages you have and prompts
52. ng hanging up or pressing TRANS CONF or aline appearance key may also save the recording Consult your System Administrator for details Listening to a Recording 16 To listen to a recorded conversation after the call has ended 1 Lift your handset 2 Access your voice mailbox 3 Follow the prompts to retrieve the recording as you would to retrieve any regular voice message Fax Optional Feature Fax Optional Feature The Fax feature allows you to manage fax messages that are sent to your mailbox using the TUI You can retrieve unplayed fax messages play a voice message that accompanies a fax send a fax to a fax machine and deliver a fax with or without a voice message to another user Fax Delivery Options You can access Fax delivery options from the User Options menu From the Main menu press m and then m to access the following Fax Delivery options Press this key To perform this action To send all unplayed fax messages in your mailbox to your default fax number PORS To define a default fax delivery number All your faxes will be automatically sent to this number when you press D from while you are in the Fax delivery menu To fax into your mailbox a cover page that will become your Personal Cover Page This page will be automatically included with all faxes that you send from your mailbox From a fax phone To toggle between enabling and disabling automatic fax delivery to your default fax m
53. ng Softkeys Tobegin recording while you are on a two party call press the Record softkey that appears on your phone s digital display screen Pausing or resuming recording during a call To pause the recording press the Pause softkey To resume recording after pausing press the Resume softkey Stopping the recording To stop the recording without saving the recorded conversation press the Stop and Erase softkeys To stop and save a recording press the Stop and Save softkeys Note Your administrator may configure your Record A Call settings to automatically save a recorded conversation when you hang up the phone If auto save is enabled you can save the recorded call simply by hanging up the phone at the end of your conversation 15 Messaging User Guide Recording Using Hard Keys To begin recording a call using hard keys press the Record key that your System Administrator has programmed on your phone Note Using hard keys with Record A Call you can only start a recording session Your System Administrator must enable auto save in order for your conversations to be saved automatically when you hang up the phone Consult your System Administrator for more information Placing a Call On Hold While Recording e Putting a call on hold during the recording saves the recording and sends it to your mailbox Taking the call off hold starts a new recording session Note Depending on system programmi
54. number Automatic fax delivery immediately sends all fax messages that arrive in your mailbox to your default fax number Playing and Printing Fax Messages Fax messages are treated just like voice messages in your mailbox When you access your mailbox to retrieve messages the system will first tell you how many messages you have for example You have 2 urgent messages and 4 unplayed messages with fax From a Telephone To play a fax message 1 After accessing your mailbox press or the Play or Play Message softkey Your urgent messages will automatically be played first 2 For any fax messages the system will prompt you to press 8 for fax delivery options From this menu you can Press m to dial the number of a fax machine where you want the fax to be printed Dial the number when prompted 17 Messaging User Guide The system will confirm the number Press m to accept the number or press m to dial a new number After you press m to accept the number press m to deliver the fax immediately to that number or press m to schedule a time for future delivery 3 If you have additional fax messages you can send them to the same fax number you entered for the first number simply by pressing m and then a Note You can also use the fax delivery options under the User Options menu refer to EZ the Mitel TUI Quick Reference Guide Using this menu you can set up a default fax delivery number Aft
55. o reply to a voice message in Outlook 2010 1 In Microsoft Outlook click Mitel NuPoint UM 2 Highlight the message in the inbox and then click Reply with Voice The Reply with Voice window opens 7 Suppress prompt E Urgent message Cancel Figure 11 Reply with Voice Message in Outlook 2010 3 The To field contains the name of the original sender No changes or additions can be made to this field 40 Using Your PC for Voice Messages 4 To start the recording Note Click Suppress prompt if you want to hear a beep rather than a prompt prior to recording your voice message Click Urgent message to mark it urgent a Click Record and depending on your account configuration establish either a Call Me or Meet Me session e CallMe The system dials your extension When you answer the phone the message is played e Meet Me The system prompts you to call in to your voice mailbox and log in Once you have logged in the message is played b When you answer your extension telephone you will hear a message You may start your message now followed by a beep If Select prompt has been selected you will only hear a beep c Record your message 5 To stop the recording e Click Stop e Press on the telephone Hang up the telephone 6 If you have pressed Stop or you may review the message by clicking Play If you have hung up you must re establish the recording session by pr
56. oice messages from your Microsoft Outlook inbox You install a plug in player that allows you to play voice messages from your email inbox over your PC speakers or over the phone To use this feature you must have the Advanced Unified Messaging feature For more information see Using Your PC for Fax Messages on page 21 A Speech Auto Attendant SAA is also available to place calls to people by using voice commands The SAA is a speech enabled application that allows you to place calls to people quickly and efficiently by speaking their names In addition to placing calls by name you can say a department name or telephone number A tutorial introduces you to the system features and voice based help is available to answer questions See Speech Auto Attendant Optional Feature on page 45 for more information The Speech Navigation optional feature enables users to manage their mailboxes using voice commands Instead of struggling to find and press a button on their telephone dial they can simply say the command from their principal or alternate extension This is particularly helpful for drivers who wish to use their cell phones in hands free mode Note Depending on how your mailbox is configured you may not have all of the options described in this guide Consult your System Administrator for more information About This Document This guide provides instructions on the functionality of the Mitel telephone user interface TUI Mitel O
57. olved you will be prompted to remove it or if the name is ambiguous to select an alternative 4 To start the recording Note Click Suppress prompt if you want to hear a beep rather than a prompt prior to recording your voice message Click Urgent message to mark it urgent 39 Messaging User Guide a Click Record and depending on your account configuration establish either a Call Me or Meet Me session e CallMe The system dials your extension When you answer the phone the message is played e Meet Me The system prompts you to call in to your voice mailbox and log in Once you have logged in the message is played b When you answer your extension telephone you will hear a message You may start your message now followed by a beep If Select prompt has been selected you will only hear a beep c Record your message 5 To stop the recording e Click Stop Press on the telephone Hang up the telephone If you have pressed Stop or you may review the message by clicking Play If you have hung up you must re establish the recording session by pressing Record before you attempt to review the message 6 Click Send Reply to a Message You can reply to a voice or fax message in Outlook with another voice message that you record using the Call Me Meet Me feature and then send as an email attachment Before you can use this feature you must enter your NuPoint UM account settings T
58. ou Begin Note Once you have installed the plug in Outlook takes slightly longer to open and close Avoid restarting Outlook immediately after closing it Obtain the following information from your System Administrator before you begin this procedure The location of the OutlookClientPlugin exe file To install the plug in on Microsoft Outlet 2010 32 or 64 bit variant Note To install the Outlook Client Plug in you must have local administrator rights on the PC 1 Close Microsoft Outlook if you have it open 2 If you have the Outlook Client Plug in previously installed remove the application with Add Remove Programs in Control Panel Click Start Control Panel and then open Add or Remove Programs Select Outlook Client Plug in and then click Change Remove Navigate to the OutlookClientPlugin exe file for the Outlook Client Plug in and then double click the file and click Run You may have to click Run a second time if you get a security warning The Outlook Client Plug in Setup window opens 33 Messaging User Guide 34 Note The OutlookClientPlugin exe file can be installed from either Mitel OnLine or the Downloads tab in the Web View interface If this tab is unavailable see your system administrator in order to have the OCP download enabled on your mailbox If you are asked to remove the existing application click OK If you are asked permission to continue the installation click Cont
59. r Options press m to cancel this wakeup call e press BM to change the time PORS 4 Tocancel all wakeup calls press m 5 To exit to the User Options menu press 99 Pager Paging allows you to define a schedule so that when a message arrives in your mailbox NuPoint UM Voice notifies your pager 1 2 3 From the user options menu press m to reach Call Schedule Options At the Call Schedule Options menu press L to reach Paging At the Paging menu select an option e press BM to review the schedule PORS press m to disable paging press m to change the telephone number press m to change the time press 2 to exit to the User Options menu Message Delivery Message Delivery allows you to define a schedule so that if a message arrives in your mailbox NuPoint UM Voice will call you at a specific telephone number at a specific time so that you can retrieve the message 1 2 3 From the user options menu press m to reach Call Schedule Options At the Call Schedule Options menu press to reach Message Delivery At the Message Delivery menu select an option press to review the schedule press m to disable message delivery e press m to change the telephone number e press m to change the time press 3 to exit to the User Options menu 13 Messaging User Guide 14 Future Delivery Audit Future Delivery Audit allows you to audit any message scheduled for future del
60. sage in the inbox 3 To play the message in a Call Me or Meet Me session click Play Using Your PC for Voice Messages If you selected the Call Me option in the NuPoint Account Settings the system dials your extension When you answer the phone the message is played If you selected the Meet Me option in the NuPoint Account Settings the system prompts you to call in to your voice mailbox and log in Once you have logged in the message is played 4 To stop playback click Stop 5 To delete the message from NuPoint UM select it and click Delete on the Home ribbon Send a New Message You can record a new voice message using the Call Me Meet Me feature and then send the message as an email attachment Before you can use this feature you must enter your NuPoint UM account settings To create a new voice message in Outlook 2010 1 In Microsoft Outlook click Mitel NuPoint UM 2 Click New Voice Message The New Voice Message window opens o SS 2 amp p m die 7 Suppress prompt 1 Urgent message Cancel Idle Figure 10 New Voice Message in Outlook 2010 3 To specify the message recipients a In the To field enter the names or mailbox numbers of the message recipients Use semicolons to separate multiple entries Click Check names to resolve the names and mailbox numbers to NuPoint UM users If all names can be resolved you can continue to the next step If any name cannot be res
61. ser email accounts to receive voice messages in text format only Using Your PC for Voice Messages If the message playback settings are set to Auto play when opening 1 2 Highlight the message in the inbox If the Mitel Networks QuickPlay player is not visible click QuickPlay in the Unified Mes saging toolbar To play the message over the PC speakers click the play button in the QuickPlay player To play the message over the phone in a Call Me Meet Me session click the phone button in the QuickPlay player f your phone number or extension is configured in your Outlook options for Unified Messaging the system dials the number Call Me session When you answer the phone the message is played f your phone number or extension is not configured in your Outlook options for Unified Messaging you must now call in to your voice mailbox and log in Meet Me session Once you are logged in the message is played For more information about the Call Me Meet Me feature refer to the Web View Help Notes Ed 1 While a message is playing you can use the Stop Pause and volume buttons on the QuickPlay player However if a message is playing in Call Me or Meet Me mode the pause and volume buttons are not available 2 While the QuickPlay player is playing a Call Me Meet Me message over the phone do not click Profile in the UM toolbar to launch the Web View OR click any button in the Web View since the Call Me M
62. talled using an account with administrator privileges on that PC To enable additional user s on a PC for Microsoft Outlet 2000 XP 2003 or 2007 1 2 Log in to the client PC using an account with administrator privileges on that PC Navigate to the following file C Program Files Mitel Networks Outlook Client Plug in EnableMOPonOutlookXP exe 27 Messaging User Guide 28 Note You can also navigate to this file from the Start menu The path to the file is as follows Start All Programs gt Mitel gt Outlook Client Plug in Outlook Security EnableMOPonOutlookXP exe 3 Open the EnableMOPonOutlookxP exe file select the new user s from the User Profiles Information list and then click Enabled Set Up Message Playback You can set up your message playback to play messages when you open double click the message or when you highlight single click the message in the inbox The following procedure enables you to set up both kinds of playback as well as configure message play over the phone and through the PC speakers To set up message playback on Microsoft Outlet 2000 XP 2003 or 2007 1 2 Open Microsoft Outlook and click Tools Options and then the Unified Messaging tab In the Automatic Play section select the type of automatic play for the voice messages f you want the voice message to be played over the PC speakers or the phone when the voice message file is opened that is after double cli
63. the Extended Absence Greeting then after the greeting callers will only be able to transfer to the attendant See Greetings Name and Passcode on page 11 Name You will be prompted to record your name so that the system can e Address you when you call into the system for example Hello Jane Smith Inform other users when a message comes from you for example 4 45 p m from Jane Smith e State your name to other users when they address messages to your mailbox for example Jane Smith Setting Up Your Mailbox Passcode You will always be prompted for your passcode before accessing your mailbox The first time you access your mailbox you will use the temporary passcode assigned by the System Administrator During the tutorial you will be prompted to change your passcode to a number containing 4 to 10 digits Define a passcode that you can easily remember but do not select an obvious code like 1234 When your mailbox is set up you re ready to start using the NuPoint UM Voice features Note Passcodes are required only if you wish to protect your privacy you can choose not to have a passcode by pressing 0000 when prompted during the tutorial Note For added security your Administrator may configure your passcode to expire at regular intervals Messaging User Guide Playing Messages When you access your mailbox to retrieve your messages the system tells you how many messages you have
64. top Click the stop button to stop message playback Volume slider Use the volume slider to adjust or mute the playback volume Playback slider Use the playback slider to select a particular point in the audio file e Save Use the save button to save all attachments original message and replies to a storage medium Confidential Voice Messages The following multimedia controls appear on confidential NuPoint UM voice messages received in Outlook 2010 This message must be played on your phone d Stop Figure 7 Voice Message Multimedia Controls in Outlook 2010 Play Since confidential messages do not contain attachments they must be played over your phone rather than through your computer You cannot reply to or forward a confidential message 35 Messaging User Guide The multimedia controls enable you to do the following e Play Click the play button to call your extension Stop Click the stop button to stop message playback Fax Messages Oncethe Mitel Outlook Client Plug in has been installed multimedia controls appear on NuPoint UM fax messages received in Outlook 2010 w EN Figure 8 Fax Message Multimedia Controls in Outlook 2010 The multimedia controls enable you to do the following e View fax Press the play button to open the fax message in a TIFF viewer such as Windows Photo Viewer or Windows Picture and Fax Viewer e Save Use the save button to save the fax file to a stora
65. u re in or out of the office From the user options menu you can Press this key OR Press this Softkey To perform this action Greetings Change your greeting s You can record a Primary greeting and one or more Conditional greetings Record Conditional greetings you want callers to hear when your line is busy e g I m currently on the phone and unable to take your call when you re not there e g I m currently away from my desk or for extended absences I will be away until October 15th You can now press m to record or change your conditional personal greeting to record or change your primary personal greeting or m to enable your Extended Absence Greeting After you have recorded your greeting press 3j or the Chng softkey to select which greeting Primary or Conditional you want your callers to hear Change Name Re record your name PORS Passcode Change your passcode Note You may not have access to Conditional greetings depending on how your mailbox is configured Consult your System Administrator for more information 11 Messaging User Guide Distribution Lists A distribution list allows you to record a single message and then send it to a large number of people without addressing them each individually You can use distribution lists whenever you make a message or give a message to someone else Creating or Modifying a Distribution
66. ug in installs the Mitel NuPoint UM tab in your Microsoft Outlook email client You can use the buttons on the tab to manage your messages reply forward create new message etc and to specify whether your messages should be played automatically In addition the OCP provides multimedia controls that enable you to manage message playback The plug in is available for the 32 and 64 bit variants of Microsoft Outlook 2010 Text to Speech Use this feature to listen to Microsoft Outlook email messages from the NuPoint UM Voice mailbox The text of the email message is converted to speech and played back over the phone Outlook Client Plug in for Microsoft Outlook 2000 XP 2003 and 2007 If you are a NuPoint Unified Messaging Advanced user with Outlook 2000 XP 2003 or 2007 use the following procedures to install the Mitel Outlook Client Plug in and manage your messages 25 Messaging User Guide 26 Four types of NuPoint UM messages are supported by the Mitel Outlook Client Plug in voice messages confidential voice messages Record A Call Messages and fax messages Each of these messages has unique icons to identify the specific message type Notes 1 The Outlook Client Plug in works with the 32 bit variant of Microsoft Outlook2000 XP 2003 or 2007 installed on one of the following operating systems Windows 2000 XP 2003 Vista Business Enterprise or Ultimate or Windows 7 You can reply to emails with email
67. utlook Client Plug in and Speech Auto Attendant If you use another supported email client please refer to the Web View Helpfor more information Also refer to the NuPoint Unified Messaging Mite TUI Quick Reference Guide on http edocs mitel com UG Index html Messaging User Guide Your Telephone Before using the voice mail features of your system familiarize yourself with your telephone Message key Used to call the NuPoint UM Voice system and access your mailbox Keypad Used to make menu selections within the voice mail system Message light Used to indicate when you have new voice messages in your mailbox Softkeys Used to select many of the voice mail menu options To select a menu option that appears in the telephone display you can press either the associated context sensitive Softkey that appears in your phone s digital display or the keypad digit for the option Note The softkey names used in this guide may differ slightly depending on your telephone For example the Del delete softkey may appear as the Discard softkey on specific phones Preparing to Access Your Mailbox Before accessing your mailbox be sure to get the following information from your System Administrator e the NuPoint UM Receptionist number optional e the NuPoint UM Voice system access extension your mailbox number e your default passcode If you have any problems or questions about procedures consult your System Administr
68. window Menu items for some of these tasks are also added to the Microsoft Outlook File View Tools and Actions menus Figure 3 Unified Messaging Toolbar in Outlook 2000 XP 2003 or 2007 Note This toolbar is also available in the Microsoft Outlook Inspector window However the QuickPlay and Profile buttons are not available in this window The following buttons are available on the toolbar for Microsoft Outlet 2000 XP 2003 or 2007 New Creates a new voice message This option is also available in the Microsoft Outlook File and Actions menus as well as the standard toolbar Reply with Voice Sends a reply to the sender of a NuPoint UM message with a voice message This option is also available in the Microsoft Outlook Actions menu Reply to All with Voice Sends a reply to the sender of a NuPoint UM message and all of its recipients with a voice message This option is also available in the Microsoft Outlook Actions menu Forward with Voice Forwards a NuPoint UM message to another user with a voice message This option is also available in the Microsoft Outlook Actions menu Previous NuPoint UM message Locates the NuPoint UM message that appears before the currently selected NuPoint UM message 29 Messaging User Guide 30 Next NuPoint UM message Locates the NuPoint UM message that appears after the currently selected NuPoint UM message e QuickPlay Allows a user to open and close the QuickPlay too
69. x html Using Your PC for Voice Messages Outlook Client Plug in for Microsoft Outlook 2010 If you are a NuPoint Unified Messaging Advanced user with Outlook 2010 use the following procedures to install the Mitel Outlook Client Plug in and manage your messages Four types of NuPoint UM messages are supported by the Mitel Outlook Client Plug in voice messages confidential voice messages Record A Call Messages and fax messages Each of these messages has unique icons to identify the specific message type Notes Ed 1 The plug in works with the 32 bit and 64 bit variants of Microsoft Outlook 2010 installed on one of the following operating systems Windows XP Vista Business Enterprise or Ultimate or Windows 7 Enterprise or Ultimate 2 If avoicemail message is moved from the Inbox to a personal folder the message is deleted from the telephone user interface TUI If the message is then moved back to the Inbox it is deleted since the associated TUI message has been deleted The message may reside in the Deleted folder if the permanent delete configuration parameter is disabled See your System Administrator for more information 3 PC sound cards and PC speakers are required to listen to regular messages 4 Aphone or extension is required to listen to confidential voicemails create new voicemails reply to voicemails and forward voicemails using the Call Me Meet Me feature Install the Outlook Client Plug in Before Y
70. y message from your mailbox including addressing 6 At the tone record a voice message 7 When you are finished recording press 1 to leave a fax and then press the Start button on your fax machine to send your fax or press m for more options Using Your PC for Fax Messages Using Your PC for Fax Messages You can also use your PC to manage fax messages The Fax feature allows you to add the Fax Printer driver to your Printers folder Using Fax Printer you can send faxes from any application with a Print function Faxes can also be sent from the Web View interface For information about sending faxes from the Web View interface refer to the Web View Help Note Cover sheets must be in TIFF format Downloading and Installing Fax Printer To use the Fax Printer for fax messages you must first download and install it from the Web View interface To download and install the Fax Printer driver Note To install the Fax Printer driver you must have local administrator rights on the PC 1 Login to the Web View interface and click on the Downloads tab 2 Click on Download Fax Printer 3 Inthe Security Warning window click Run to run FaxPrinter exe The installation will start automatically 4 Click Next on each dialog When prompted accept the Terms of Use The Fax Printer driver is now installed Sending a Fax Faxes can be sent using the NuPoint Fax Printer using any software with a Print function If
71. you wish you can set up a Personal Cover Page see Fax Delivery Options or create Custom Cover Pages If you have a Personal Cover Page it will be the default cover page for faxes you send Any file in TIFF format can be used as a Custom Cover Page You can save multiple Custom Cover Pages to customize your faxes for their recipients 21 Messaging User Guide 22 To send a Fax using the NuPoint Fax Printer Note Before sending a fax for the first time obtain the fully qualified domain name or IP address of the NuPoint UM server from your System Administrator Open the document and select Print In the print menu select NuPoint Fax Printer from the list of available printers OH If NuPoint Fax Printer has been set up as your default printer right click on the document in Windows Explorer and select Print When the document is ready to be sent to the server the NuPoint Fax Client window will appear If you have never sent a fax before or the client could not connect to the server the Server Settings tab will display Delivery Options Server Settings Credentials Status Not Connected NuPoint Server Connect Mailbox Passcode Cancel Figure 1 Server Settings Tab Note If your mailbox password changes you will need to update the Server Settings tab with the new password the next time you send a fax 5 Enter your credentials to connect to the server a b c d In the NuPoint Server

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