NEC NEAXMAIL IM-16 Manuel utilisateur

User Guide

NEAXMail®

IM-16

VOICE MESSAGING SYSTEM

First edition 2003.

NEAXMail is a trademark of NEC America, Inc.

ActiveFax, ActiveNet, PhoneBASIC, TeLANophy,

ViewCall, ViewFax, and ViewMail are trademarks of

Active Voice, LLC.

Other brands and product names used in this docu-

ment are trademarks of their respective owners.

Licensed under one or more of the following pat-

ents: U.S. Nos. 4,994,926; 5,291,302; 5,459,584;

4,696,028; 4,809,321; 4,850,012; 4,922,526;

4,935,958; 4,955,047; 4,972,469; 4,975,941;

5,020,095; 5,027,384; 5,029,196; 5,099,509;

5,109,405; 5,148,478; 5,166,974; 5,168,519;

5,249,219; 5,303,298; 5,309,504; 5,347,574;

5,666,401; 5,181,243; 5,724,408; and Canadian No.

1329852.

NEC America, Inc.

Irving, Texas

U.S.A.

To access your mailbox by computer

1. Launch Mailbox Manager.

2. When the system greets you, enter:

Host name _______________________________________________________

Extension________________________________________________________

Security Code ____________________________________________________

To access your mailbox by phone from inside your organization

1. Call the voice messaging system.

2. When the system greets you, enter:

Personal ID ______________________________________________________

Security Code ____________________________________________________

For assistance, call:

Name ___________________________________________________________

Extension________________________________________________________

Introduction ii

Setting up your mailbox....................................... iv

Checking and leaving messages 1

Checking new messages .....................................2

Leaving a message by phone ..............................4

Sending a message by computer.........................6

Leaving a group message .................................... 8

Sending a group message by computer* ............. 9

Reviewing messages ......................................... 10

Redirecting a message....................................... 12

Modifying a message .........................................14

Canceling a message......................................... 16

Archiving a message .......................................... 18

Recording a conversation by phone................... 20

Changing your mailbox setup 23

Working with the Mailbox Manager ....................24

Changing your security code.............................. 26

Changing your recorded and spelled names......27

Changing your greetings ....................................28

Playback options ................................................ 31

Changing call transfer options............................33

Changing call screening options ........................ 35

Changing call holding options ............................ 37

Changing message delivery options .................. 38

Creating groups.................................................. 40

Changing groups................................................ 42

Sending and receiving faxes 45

Sending faxes by computer................................ 46

Receiving faxes.................................................. 48

Changing fax setup ............................................ 50

Using ViewCall Plus 53

Screening and managing calls........................... 54

Tracking calls ..................................................... 56

PhoneBASIC ...................................................... 57

Using E-Mail Integration 59

Checking e-mail by phone.................................. 60

Changing your e-mail setup options................... 61

Your e-mail password ........................................ 62

Receiving e-mail by fax...................................... 63

Using quick message actions

and shortcuts 65

Quick message actions...................................... 66

Shortcuts............................................................ 68

Managing your voice messages with Soft Keys 70

System menus ................................................... 72

Index 73

Contents

ii sNEAXMAIL IM-16 USER GUIDE

Introduction

Welcome to NEAXMail IM-16, a simple

yet powerful voice messaging system

that can greet your callers and record

your messages. You will find it quick and

easy to use.

On the phone

The voice messaging system lets you

control how your mailbox receives mes-

sages and plays them back. You can

change these settings whenever you like,

from any phone. The phone options

consist of:

Menu conversation The menu con-

versation leads you quickly to your

destination. You will hear a menu of

options. Enter the number associated

with the option to perform the partic-

ular task. The voice messaging sys-

tem’s menu options are diagrammed

on page 70.

1 for Yes, 2 for No®If you prefer, ask

your system manager to set up your

mailbox with the 1 for Yes, 2 for No

conversation. This conversation

leads you step by step through all of

your options with easy, yes-and-no

questions. Just enter 1 for Yes, 2 for

No.

Shortcuts To perform routine tasks

quickly, you can enter a sequence of

numbers in advance of the conversa-

tion questions or menus.

Help When the system conversation

asks you a question, enter 3 to hear a

Help menu of options.

INTRODUCTION siii

On the computer

If your system has TeLANophy®, you can

manage live phone calls and all types of

messages visually on your computer

screen. TeLANophy is a suite of unified

messaging and call management mod-

ules. TeLANophy consists of:

ViewMail®

All of your voice and fax messages are

brought together in one window with

ViewMail. You can access and priori-

tize your messages and respond to

them by using your personal com-

puter.

ViewMail for Microsoft®

Messaging

You can access all of your messages

— voice mail, e-mail, and faxes — in

your Microsoft Inbox, whether you

are using Outlook 97, 98, 2000 or XP.

ViewFax®

You can send, receive, and redirect

faxes from your desktop computer.

ViewCall®Plus

All of your inbound and outbound

calls can be managed visually from

your desktop computer. With

PhoneBASIC™, you can customize

your call control applications by inte-

grating ViewCall Plus with other

applications, such as Microsoft’s

Office®suite.

E-Mail Integration

You can access your e-mail messages

by phone. With the E-Mail Reader’s

text-to-speech application, you can

hear your e-mail messages over the

phone. If your system uses Active-

Fax™, you can send the messages to

any fax machine.

Help

For more detailed information about

TeLANophy, use the:

• Online Help system (press F1 or

use the Help menu)

• “Introducing TeLANophy” tuto-

rial

iv sNEAXMAIL IM-16 USER GUIDE

Setting up your mailbox

First, fill in the blanks on the inside front

cover of this guide and perform the pro-

cedure “To access your mailbox from

inside your organization.” This makes

your mailbox ready to use and enrolls

you on the system as a subscriber.

The system will ask you a few simple

questions to record your name, spell

your name (if required), record

a personal greeting, and set your

security code.

Your system manager has assigned you

a personal ID. As soon as you hear the

system greeting, enter your personal ID.

This tells the system who you are and

allows you to check messages or leave

messages.

You should also set up a security code

that only you know. This prevents some-

one else from hearing your messages.

You can change your security code as

often as you like.

After you have set up your mailbox

by phone, you can also begin using TeL-

ANophy. Contact your system manager

to get TeLANophy set up on your desk-

top.

To set up your mailbox

aAccess your mailbox (see inside front

cover).

bAnswer the system questions. Enter

1 for Yes, 2 for No. If you are not sure,

enter 2. You can always change the

option later.

cWhen the system tells you that your

mailbox is set up, enter 1 to confirm

your settings.

TIP

To exit the system quickly, enter Qthree

or more times. Or hang up and the sys-

tem will exit automatically after a few

seconds.

Checking and leaving messages

Depending on your system, you can

use a phone or computer to:

• Check new messages

• Leave a message to one or more

subscribers or guests

• Leave a message to a group

• Review messages

• Redirect a message

• Modify or cancel a message after

leaving it

• Archive a message

• Record a conversation

2sNEAXMAIL IM-16 USER GUIDE

Checking new messages

by phone

New messages are messages that you

have not yet heard. The system notifies

you when you have new messages.

The system plays all urgent messages

first, then all regular messages. It also

sorts your messages by sender. If the sys-

tem does not know who left a message, it

says that the message is “from your mes-

sage box.”

After you listen to the messages from a

subscriber, you can reply immediately;

you don’t have to dial the subscriber’s

extension.

To check new messages

by phone

aAccess your mailbox (see inside front

cover).

bEnter 4 to check new messages. Fol-

low the system instructions. Enter 1

for Yes, 2 for No.

Optional playback features*

The system manager can set up special

options for your mailbox to:

• Play your new messages automati-

cally each time you call the system.

• Provide additional security by always

requiring both a personal ID and a

security code to play messages.

• Identify you automatically when you

are using your assigned extension.

• Tell you how long it will take to play

your messages.

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