®
NEAXMail IM-16
VOICE MESSAGING SYSTEM
User Guide
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© 2003 Active Voice, LLC.
All rights reserved.
To access your mailbox by computer
1. Launch Mailbox Manager.
First edition 2003.
2. When the system greets you, enter:
NEAXMail is a trademark of NEC America, Inc.
Host name _______________________________________________________
Extension________________________________________________________
Security Code ____________________________________________________
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.
To access your mailbox by phone from inside your organization
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.
1. Call the voice messaging system.
2. When the system greets you, enter:
Personal ID ______________________________________________________
Security Code ____________________________________________________
For assistance, call:
NEC America, Inc.
Irving, Texas
U.S.A.
Name___________________________________________________________
Extension________________________________________________________
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Contents
Using quick message actions
s i
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Introduction
Shortcuts To perform routine tasks
quickly, you can enter a sequence of
numbers in advance of the conversa-
tion questions or menus.
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:
Help When the system conversation
asks you a question, enter 3 to hear a
Help menu of options.
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.
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ViewFax®
You can send, receive, and redirect
faxes from your desktop computer.
Help
On the computer
For more detailed information about
TeLANophy, use the:
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:
ViewCall® Plus
•
•
Online Help system (press F1 or
use the Help menu)
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.
“Introducing TeLANophy” tuto-
rial
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.
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.
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.
INTRODUCTION s iii
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Setting up your mailbox
First, fill in the blanks on the inside front The system will ask you a few simple
cover of this guide and perform the pro- questions to record your name, spell
To set up your mailbox
a Access your mailbox (see inside front
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.
your name (if required), record
a personal greeting, and set your
security code.
cover).
b Answer the system questions. Enter
1 for Yes, 2 for No. If you are not sure,
enter 2. You can always change the
option later.
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.
c When the system tells you that your
mailbox is set up, enter 1 to confirm
your settings.
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.
TIP
To exit the system quickly, enter Q three
or more times. Or hang up and the sys-
tem will exit automatically after a few
seconds.
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.
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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
s 1
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Checking new messages
To check new messages
by phone
Checking new messages
by phone
a Access your mailbox (see inside front
New messages are messages that you
have not yet heard. The system notifies
you when you have new messages.
cover).
b Enter 4 to check new messages. Fol-
low the system instructions. Enter 1
for Yes, 2 for No.
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.”
Optional playback features*
The system manager can set up special
options for your mailbox to:
After you listen to the messages from a
subscriber, you can reply immediately;
you don’t have to dial the subscriber’s
extension.
•
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.
SEE ALSO
Modifying a message ...............................14
Canceling a message................................16
Tell you how long it will take to play
your messages.
* One or more of these features may not be
available at your site.
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Checking new messages
by computer
If your system uses ViewMail or View-
Mail for Microsoft Messaging, you can
check messages visually from your com-
puter.
Urgent voice message
Fax message
Information about each message is pro-
vided on the screen. When available,
names, phone numbers, and a subject
are included with messages. ViewMail
also provides the length of the message
and the time it was sent.
You can listen to messages either with a
computer sound device or a phone.
To check new messages from
your computer
a Double-click the message to open it.
b Use the VCR-style buttons to play
and respond to the message.
Voice message
VCR-style buttons
CHECKING AND LEAVING MESSAGES s 3
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Leaving a message by phone
The system lets you leave voice mes-
Directory assistance
Special delivery options
sages for subscribers, groups, or guests.
If you call a subscriber’s extension and
the call is unanswered, your call is auto-
matically routed to the subscriber’s
mailbox, where you can leave a message.
You can also leave messages directly in a
subscriber’s mailbox.
Your system may use automatic direc-
tory assistance, numeric directory assis- message, you can mark it with one or
tance, or both, to help callers find
subscribers’ extension numbers.
When you leave an identified subscriber
more of these special delivery options:
Urgent The message is played first,
before regular messages.
Callers with letters on their phones
can use automatic directory assistance,
which identifies subscribers by their
last names. All callers can use numeric
directory assistance, which groups sub-
scribers by department, location,
or some other category.
Private The message cannot be redi-
rected.
If your phone system uses identified
subscriber messaging, the system auto-
matically tags a message from your
assigned extension with your name.
Return receipt The system tells you
when a subscriber has heard the mes-
sage.
If your phone system does not use iden-
tified subscriber messaging or you are
calling from another subscriber’s exten-
sion, you need to identify yourself as a
subscriber by entering your personal ID
and security code.
Future delivery The message is deliv-
ered at the time and day you specify.
SEE ALSO
Modifying a message............................... 14
Canceling a message ............................... 16
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To leave an identified
subscriber message
To leave a message directly in
a subscriber’s mailbox
a Call another subscriber. When the
subscriber does not answer, the call
is forwarded to voice mail.
a Access your mailbox (see inside front
cover).
b Enter 5 to leave any messages.
b Enter 5 to leave a message.
c On the phone, spell the subscriber’s
name. Otherwise, enter the exten-
sion number.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
When spelling a subscriber’s last
name, use a “wild-card” number
(typically 0 or 1) for any letter in
the last name you do not know.
d Enter 2 until you hear the name of
the subscriber you want, then
enter 1.
e Record your message at the beep.
The message must be at least 3 sec-
onds long to be delivered.
f Enter # to start over or Q to stop
recording.
CHECKING AND LEAVING MESSAGES s 5
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Sending a message by computer
Depending on the optional TeLANophy
applications on your system, you can
use ViewMail or ViewMail for Microsoft
For composing and
sending a message
Messaging to send voice messages by com-
puter.
To send a message
by computer
a If you are using ViewMail, click “Send.”
If you are using ViewMail for Microsoft
Messaging, click “New voice message.”
b Click “To” and then use the address
book to select recipients’ names.
c Type in a subject and set delivery
For selecting
options as needed.
special delivery options
d Use the VCR-style buttons and your
phone or a sound device to record the
message. You can also add sounds from
the clipboard or from a WAV file.
e To send the message, choose “Send.”
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With ViewMail for Microsoft Messaging,
you can send a ViewMail message to
another subscriber by using the View-
Mail address book.
For composing
and sending a
message
You also can send a ViewMail message
to someone outside the voice messag-
ing system. When you use the Microsoft
Messaging address book, the ViewMail
message is sent as an e-mail message
with an attached WAV file.
For addressing a message
to multiple subscribers or
message groups
With the E-mail Integration for Novell
GroupWise, you can leave a voice mes-
sage as an attachment to an
e-mail message.
Forselecting
an address
CHECKING AND LEAVING MESSAGES s 7
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Leaving a group message
You can leave a message for more than
one subscriber either by:
To leave a message to several To find out who has not heard
subscribers by phone
a group message by phone
•
Leaving the message for a message
group.
a Leave a message for the first sub-
a Start to leave a new message to the
scriber.
group.
•
Adding names to the address list.
b Enter Q6 to stop recording.
b The system says that some members
have not heard your last message.
Enter 1 to review the message.
A message group is a mailing list of sub-
scribers and guests. Your system man-
ager can create message groups or you
can create your own message groups.
c Follow the system instructions to
add a subscriber as a message recipi-
ent.
c Listen to the message or enter 2 to
interrupt it.
d Repeat step 3 for each subscriber
you want to receive the message.
d Enter 2 to avoid canceling the mes-
To leave a group message
by phone
sage.
The system tells you when everyone in a
group has received your message. If you e Enter 7 to list who has not heard the
do not get this confirmation, you can ask
the system who in the group has not yet
heard the message.
a Access your mailbox (see inside front
message. Enter Q to stop the list.
cover).
b Enter 5 to leave a message.
c Spell the group name, or enter the spe-
cial group ID and group number. Enter
2 until you hear the name of the group
you want, then enter 1.
d After the beep, record your message.
The message must be at least 3 seconds
long to be delivered.
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Sending a group message by computer*
With ViewMail and ViewMail for
Microsoft Messaging, you can either
choose more subscriber names or a
group name from the ViewMail
address book. Create your groups by
phone or ask the system manager to
create your groups for you.
For addressing a message to multiple
subscribers or message groups
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES s 9
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Reviewing messages
You can review old messages and
archived messages by phone or by com-
puter.
To review messages by phone
a Access your mailbox (see inside front
cover).
b Enter 6 to review old messages.
Reviewing messages by phone
c Follow the system instructions. Enter
After you have heard a new message, the
system saves it for a set amount of time
(for example, until midnight).
1 for Yes, 2 for No.
TIP
Enter Q to skip a message. Enter 3 7 to
archive a message.
SEE ALSO
Online Help:
ViewMail, Opening messages
ViewMail for Microsoft Messaging, To set
preferences for saving sent voice
messages
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Reviewing messages
by computer*
New message
ViewMail and ViewMail for Microsoft
Messaging list all of your opened (old)
messages in your mailbox until the sys-
tem deletes them at the set time, usually
at midnight every night.
To review an old message
by computer
a Double-click the message.
b Use the VCR-style buttons to play
Old message
the message.
Opened message
New message
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES s 11
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Redirecting a message
The system lets you:
To redirect a message
by phone
Redirecting a message
by computer*
•
•
•
Redirect a message to another sub-
scriber.
a While listening to a message, enter
You can redirect a message to other sub-
scribers using ViewMail and ViewMail
for Microsoft Messaging. When you redi-
rect a voice message, the New Message
form opens as follows:
3 9 to interrupt it.
Record an introduction to the mes-
sage.
b Spell the last name of the subscriber
to whom you are redirecting the
message.
Use special delivery options.
The system does not let you redirect
messages that are designated as private
by the original sender.
•
The subject contains “FW:” to indi-
cate the message is being redirected.
c Enter 1 to confirm that you want to
redirect the message.
•
The original voice message is
included.
SEE ALSO
Leaving a message by phone:
Online Help:
ViewMail, Redirecting messages
ViewMail for Microsoft Messaging,
Forwarding a voice message
* This feature may not be available at your site.
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To redirect a message
by computer
For redirecting the message to other
subscribers, groups, or guests
a Select the message.
b Click “Redirect.”
c Click “To” and then use the address
book to select recipients’ names.
d Type in a subject and set delivery
options as needed.
e Use the VCR-style buttons and your
phone or a sound device to record an
introduction.
f Choose “Send” to send your mes-
For redirecting a message
sage.
CHECKING AND LEAVING MESSAGES s 13
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Modifying a message
Depending on system settings, you can
use one or more of these message
options after you record a message:
To modify a message by
phone
a Record a message.
•
Modify the message.
b Enter Q4 to stop recording.
•
•
•
Modify its delivery options.
Mark it for special delivery.
Redirect it to others.
c While modifying, you can enter 4 to
add to the end of the message or 5 to
listen to it. If you have a touchtone
phone, you can enter 6 to rerecord
the message.
d Enter Q when you finish modifying.
SEE ALSO
Redirecting a message............................. 12
Canceling a message ............................... 16
Online Help:
ViewMail, Changing or revoking sent
messages
ViewMail for Microsoft Messaging,
Revoking a voice message you have sent
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Modifying a message
by computer*
Unopened sent
message
With ViewMail, you can modify a voice
message you have sent if the recipient
has not opened it.
ViewMail displays the message in your
ViewMail mailbox until the person has
opened it. If the message is still in your
mailbox, simply open and modify it.
With ViewMail for Microsoft Messaging,
you can modify the message by phone
or delete it and send a new message.
For modifying message
delivery options for an
unopened message
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES s 15
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Canceling a message
If the recipient has not heard your last
message, the system lets you cancel it.
You can then record a new message.
To cancel a message by
phone
a Start to leave another message to the
same subscriber.
b If the subscriber has not yet heard
your last message, the system asks if
you want to review it.
c Enter 1 to review it.
d When you hear the message you
want to cancel, enter 5 to cancel it.
e Enter 1 to confirm the cancellation.
SEE ALSO
Modifying a message ...............................14
Online Help:
ViewMail, Changing or revoking sent
messages
ViewMail for Microsoft Messaging,
Revoking a voice message you have sent
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Canceling a message
by computer*
TIP
The Unopened folder also displays
unopened faxes sent to subscribers of
the voice messaging system but not
voice messages sent to e-mail addresses.
With ViewMail or ViewMail for Microsoft
Messaging, you can cancel a voice mes-
sage you have sent if the recipient has
not opened it. A message remains in
your mailbox until the recipient opens it.
For canceling a message
that has been sent
To cancel a message
by computer
a Select the message.
b Click “Delete.”
With ViewMail for Microsoft Messaging,
all unopened voice messages you have
sent appear in the Unopened folder,
which is located in the Sent Items
folder.*
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES s 17
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Archiving a message
The system saves old messages for a set
time (for example, until midnight). To
keep a message for a longer period, you
can archive it. The system manager can
tell you how long your system saves
archived messages.
WARNING!
After listening to an archived message,
you must enter 3 7 to archive it again or it
will be deleted.
To archive a message
by phone
You can hear your archived messages
when you review messages. The only dif-
ference between archived messages and
old messages is that archived messages
are saved for a longer period of time.
While listening to a message, enter 3 7
to archive it.
After you listen to your archived mes-
sages, the system gives you the option of
archiving the messages again.
SEE ALSO
Online Help:
ViewMail, Archiving and saving messages
ViewMail for Microsoft Messaging, Sav-
ing a voice message temporarily
ViewMail for Microsoft Messaging,
ViewMail columns
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To archive a message
by computer
Archiving messages
by computer*
TIP
As the archive time decreases for a mes-
sage, you can archive it again, which
resets the archive time to the maximum
value.
a Select the message.
You can archive a message using View-
Mail or ViewMail for Microsoft Messag-
ing.
b If you have ViewMail, click “Archive.”
If you have ViewMail for Microsoft
Messaging, select Archive Voice Mes-
sage from the File menu.
When the number of archived days
reaches zero, the voice message is
deleted with other old voice messages.
For archiving messages
In the ViewMail mailbox, archived mes-
sages appear with an Archive icon. The
number of days the voice message
remains archived is displayed in the
Archive Days column, which appears
before the Phone column in the View-
Mail mailbox.
Number of
archived
days
With ViewMail for Microsoft Messaging,
you can see how many days are left for
an archived message by opening the
voice message.
Archived
message
Number of
archived days
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES s 19
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Recording a conversation by phone
You can record a phone conversation
and manage the recorded message just
as you would a voice mail message. The
recorded message can be addressed to
another subscriber while you are record-
ing, or you can forward it to a subscriber
or group of subscribers after it has been
saved in your message box. Recorded
messages can also be archived.
To redirect or save a conver-
sation by phone
Live record phone button
options
Pause Pause and resume the record-
ing.
a To save a recorded message to your
mailbox, press END or disconnect
the call.
Address Ends the recording and dis-
connects the call. Then follow the
address conversation to review, delete,
or address the recorded message with
an optional introduction.
b To redirect the recorded message,
enter a subscriber’s extension while
you are recording. The recorded
message is automatically sent when
you press END.
Depending on how the phone is set
up, you may be able to manage your
recording sessions using the buttons
in the list on the next page.
End End the recording without dis-
connect-ing the call. The recorded mes-
sage is automatically sent to the
specified address. Or, if no address is
specified, the message is sent to your
mailbox.
or
Press ADDRESS to end the recording
and disconnect the call. Then follow
the address conversation to redirect
the message.
To record a conversation
by phone
Erase Erase the recorded message
without disconnecting the caller.
a During a phone conversation, press
RECORD on the phone.
Rerecord Erase the existing recorded
message and start a new recording.
b Press END or hang up to stop record-
ing.
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g If the Request Redirect dialog box
appears, click “Yes” to forward the
message. Click “No” to save the
To record a conversation by
computer
C
CAUTION
The use of monitoring, recording, or lis-
tening devices to eavesdrop, monitor, re-
trieve, or record telephone conversations
or other sound activities, whether or not
contemporaneous with transmission,
may be illegal in certain circumstances
under federal or state laws. Legal advice
should be sought prior to implementing
any practice that monitors or records any
telephone conversation. Some federal
and state laws require some form of noti-
fication to all parties to a telephone con-
versation, such as using a beep tone or
other notification methods or requiring
the consent of all parties to the telephone
conversation, prior to monitoring or re-
cording the telephone conversation.
Some of these laws incorporate strict pen-
alties.
a If you are using ViewMail, click “Live
record.” If you are suing ViewMail for
Microsoft Messaging, click “New live
record message.
recorded message in your mailbox.
CAUTION
b If you are using ViewMail, the Live
Record Message dialog box appears.
To begin recording, choose “Live
record.”
If you are using ViewMail for
Microsoft Messaging, the New Mes-
sage dialog box appears. To begin
recording, click “Record.”
c Click “Pause” to stop recording tem-
porarily. Click “Resume” to restart.
d To end the recording, click “Stop”
or hang up. Or click “Cancel” to
stop and erase the recording.
e To review the message, click “Play.”
f To send the message to your mail-
box, click “Send.”
CHECKING AND LEAVING MESSAGES s 21
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Changing your mailbox setup
Mailbox Manager allows you to control
your personal mailbox settings, such
as:
You can also change most of these
setup options for your personal mailbox
by phone. When you make a change,
the system leads you step by step
through a series of simple yes-and-no
questions.
• Your profile
• Security code
To make changes to your TeLANophy
applications, refer to the application’s
online Help.
• Recorded and spelled names
• Greetings
• Playback options
• Call transfer options
• Call screening options
• Call holding options
• Message delivery options
• Message groups
s 23
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Working with the Mailbox Manager
The Mailbox Manager allows you to con- The menu bar allows you to navigate
The Profile screen is where the system
trol how you and your callers interact
with the voice messaging system by
phone.
through the screens of the Mailbox Man- stores your name, extension number, fax
ager.
ID, delivery number, and other settings.
TIP
The first time you use the Mailbox Man-
ager, you enter the host name, your
extension, and your security code in the
connect dialog box. .
Click “Save” frequently to save changes
as you make them. If you move to
another screen within Mailbox Manager
without saving changes first, you are
prompted to save before proceeding.
Menu bar
Always click
Logout to exit
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To change your profile
To use the Control bar
a Access the Mailbox Manager (see
a On the control bar, click
to select
inside front cover).
phone or computer playback.
Drag slider to skip forward
or back in the recording
b Click “Profile.”
b On the control bar, click
to listen
c Confirm and change settings as
to your recorded name.
needed.
c On the control bar, click
to record
d Click “Save.”
your name with your recording
device:
TIP
You must select a recording device
before you can record greetings, your
recorded name, or the names of groups.
If your computer is equipped with a
microphone and speakers, select “My
computer.” Otherwise, select “My
phone.”
Phone: Pick up the handset when the
phone rings, wait for the beep, then
speak into the handset.
Computer: Wait for the tone, then
speak into the microphone.
d Click
to stop recording.
CHANGING YOUR MAILBOX SETUP s 25
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Changing your security code
Your security code prevents others from
using your personal ID to listen to your
messages. Change your security code as
often as you like. Your security code
should be four to ten digits long.
d In the Change Security Code dialog
box, type your old and new pass-
words in the corresponding fields.
To change your security code
by computer
a Access the Mailbox Manager (see
e Click “OK,” and then click “Save.”
inside front cover).
b Click “Profile.”
If you forget your security code, contact
your system manager.
To change your security code
by phone
c Click “Change Code.”
a Access your mailbox by phone (see
inside front cover).
b Enter 7 7 4 to change your security
code.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
TIP
When you change your mailbox security
code, update your TeLANophy security
code. See “To change mail and service
options” in ViewMail online Help or
“Changing mail and service options”
in ViewMail for Microsoft Messaging
online Help.
Type old and new security
codes here
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Changing your recorded and spelled names
The system uses your recorded name
to identify both you and your messages
to other callers. You can change your
spelled name only by phone. If your
phone keypad has letters, you can also
spell your name for the system.
To change your recorded
name by computer
To change your recorded
name by phone
a Access the Mailbox Manager (see
a Access your mailbox by phone (see
inside front cover).
inside front cover).
b Click “Profile.”
b Enter 7 7 5 to change your recorded
name.
The system uses your spelled name for
the directory. Callers can enter the first
letters of your name to locate you in
the directory. You can also remove your
name from this directory.
c On the Control bar, click
to
c Follow the system instructions to
record your name. Enter 1 for Yes, 2
for No.
record your name with your record-
ing device:
Phone: Pick up the handset when the
phone rings, wait for the beep, then
speak into the handset.
To change your spelled name
by phone
To add or remove your name
from the directory by phone
Computer: Wait for the tone, then
speak into the microphone.
a Access your mailbox by phone (see
a Access your mailbox by phone (see
inside front cover).
inside front cover).
b Enter 7 7 6 to change your spelled
d Click
to stop recording.
b Enter 7 7 7 to change your directory
name.
listing.
c Follow the system instructions to
change your spelled name. Enter 1
for Yes, 2 for No.
c Follow the system instructions to
change your spelled name. Enter 1
for Yes, 2 for No.
CHANGING YOUR MAILBOX SETUP s 27
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Changing your greetings
Callers hear a greeting before they leave message.” For callers to hear your busy
that include your recorded name or your
extension. For example:
a message. Your mailbox can have one
of three greetings: standard, busy, or
alternate. You can rerecord or switch
between greetings by phone or by com-
puter.
greeting, you must activate it.
If you do not want to use a separate
busy greeting, then record a standard
greeting for all situations when you are
unavailable. For example: “Hello, this
is Pat Green. I am not available at this
time. Please leave a message.”
•
•
•
For a standard greeting, “Pat Green is
not available right now.”
For a busy greeting, “Extension 1 2 3
is busy.”
If the system has been configured for
message notification to your pager, add
the following message to your greeting:
“or press 1 to beep my pager.”
For an alternate greeting, “Pat Green
is out today.”
Alternate greeting
To switch between your
greetings by computer
The alternate greeting plays for special
occasions, such as a vacation. A typical
alternate greeting is: “Hello, this is Pat
Green. I am out of the office today and
will return tomorrow.”
Standard greeting
a Access the Mailbox Manager (see
The standard greeting plays when your
extension is unanswered. A typical
standard greeting is: “Hello, this is Pat
Green. I am not at my desk right now.
Please leave a message.”
inside front cover).
b Click “Greetings.”
When your alternate greeting is active,
the system plays it instead of any of your
other greetings.
c From the “Choose a greeting” list
box, select a greeting.
Busy greeting
d For “This greeting is,” select the
“Enabled” check box.
System-generated greetings
The busy greeting plays when your
extension is busy.* A typical busy
greeting is: “Hello, this is Pat Green. I am
on the phone now. Please leave a
e Click “Save.”
If you do not record greetings in your
own voice, the system plays greetings
* This feature may not be available at your site.
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To rerecord your standard,
alternate, or busy greeting by
computer
Chooseagreeting
list box
a Access the Mailbox Manager (see
inside front cover).
b Click “Greetings.”
c From the “Choose a greeting” list
box, select the greeting to rerecord.
d For “Greeting source,” click “Record
my greeting.”
e On the Control bar, click
to
record the greeting with your record-
ing device:
Phone: Pick up the handset when the
phone rings, wait for the beep, then
speak into the handset.
Computer: Wait for the tone, then
speak into the microphone.
Greeting source
Control bar
f Click
to stop recording.
CHANGING YOUR MAILBOX SETUP s 29
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To switch between your stan- To rerecord your standard,
To activate your busy
dard and alternate greeting
by phone
alternate, or busy greeting by greeting by phone
phone
a Access your mailbox by phone (see
inside front cover).
a Access your mailbox by phone (see
a Access your mailbox by phone (see
inside front cover).
inside front cover).
b Enter 7 4 8 to hear your busy greet-
ing.
b Enter 7 4 5 to switch to your other
b To rerecord your:
greeting (standard or alternate).
c Follow the system instructions to
activate your busy greeting. Enter 1
for Yes, 2 for No.
•
•
•
standard greeting, enter 7 4 6 1.
alternate greeting, enter 7 4 7 1.
busy greeting, enter 7 4 8 1.
c Enter Q to stop recording.
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Playback options
The Playback options screen stores set-
tings for how messages are played.
These options are not available by
phone. Without Mailbox Manager, you
need to ask your system manager to
change these options. The Playback
options consist of:
Telephone conversation type
Voice message time stamp
Menu mode conversation This con-
versation plays menus of options.
Enter the number associated with the
option to perform the particular task.
Announce timestamp before
messages The system plays the time
and date that the message was
recorded before playing the message.
Announce time stamp after
Yes/No conversation This conversa-
tion leads you step by step through all
of your options with easy, yes-and-no
questions. Enter 1 for Yes, 2 for No.
messages The system plays the time
and date that the message was
recorded after playing the message.
Announce
New e-mail messages If the optional
e-mail integration package is in-
stalled, the system includes new
e-mail messages in the total when
announcing the number of new mes-
sages.
Voice message length The system
announces the total length, in min-
utes, of new voice messages.
CHANGING YOUR MAILBOX SETUP s 31
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To change your playback
options by computer
Click to save
a Access the Mailbox Manager (see
inside front cover).
b Click “Playback.”
c Confirm and change the settings as
Announce options
needed.
d Click “Save.”
Conversation options
Listening to a
message options
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Changing call transfer options
The voice messaging system is set up
to transfer calls to your extension just
as a receptionist would. When you are
unavailable or on another call, the sys-
tem takes a message for you. If you will
be away for a while, you can turn off call
transfer or have your calls transferred to
a different phone number.
To turn call transfer on or off
by phone
To change the number to
which calls are transferred by
phone
a Access your mailbox by phone (see
inside front cover).
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 to turn call transfer on or
off.
b Enter 7 6 4 1 4 to change the number
to which your calls are transferred.
c Follow the system instructions. Enter
Turn on call transfer before transferring
your calls to a different phone number.
You can enter up to nine digits for the
new phone number.
1 for Yes, 2 for No.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
SEE ALSO
CHANGING YOUR MAILBOX SETUP s 33
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To turn call transfer on or off
by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c To turn call transfer on, for “Transfer
incoming calls to,” select “My exten-
sion.” To turn call transfer off, select
“My voicemail.”
Turn transfer on or
off here
d Click “Save.”
To change the number to
which calls are transferred by
computer
Select screening
options here
a Access the Mailbox Manager (see
inside front cover).
Turn holding on or
off here
b Click “Transfer/Screening.”
c For “Transfer incoming calls to,”
select “This number.” Type the
phone number or extension.
d Click “Save.”
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Changing call screening options
Screen Name The system asks the
When available, the system can use a
variety of call screening options.* You
can select these options on the Transfer/
Screening screen of the Mailbox Man-
ager.
Two or more of these options may be
combined. For example, if you select
“Screen name” and “Ask me if I want to
take the call,” the system asks the caller’s
name, then rings your extension. When
you answer the call, the system plays the
caller’s recorded name, then asks if you
want to take the call.
caller’s name before ringing your
extension. The system plays “Call
from <caller’s name spoken by the
caller>” before transferring the call.
Ask me if I want to take the call The
system says “Enter 1 to take the call,
or 2 and I’ll take a message” and then
waits for a response from you before
transferring the call.
These options are not available by
phone. If your system manager has set
up call screening for your extension, you
can only turn call screening on and off
by phone.
Remember Screen Name The sys-
tems asks and plays the caller’s name
as above, and if the caller leaves a
message, will append the caller’s
name to the beginning of the mes-
sage.
What you hear when you pick up the
phone depends on which of the follow-
ing options you have selected.
Announce before connecting caller
The system plays a beep before trans-
ferring the call.
Tell me who the call is for The sys-
tem says, “Call for <your name>”
before transferring the call.
* This feature may not be available at your site.
CHANGING YOUR MAILBOX SETUP s 35
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To change call screening
options by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c Select the “Screening” check box.
d Select the transfer/screening options
as needed.
e Click “Save.”
To turn call screening on or off
by phone
Select screening
options here
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 1 5 to turn call screening
on or off.
c Enter 1 to turn call screening on.
Enter 2 to turn it off.
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Changing call holding options
The system can hold a call until your
extension is available.* When call hold-
ing is turned on and your extension is
busy, the system asks callers if they want
to hold until you are available or to leave
a message. The system also tells callers
how many calls are holding ahead of
theirs.
To turn call holding on or off
by computer
To turn call holding on or off
by phone
a Access the Mailbox Manager (see
a Access your mailbox by phone (see
inside front cover).
inside front cover).
b Click “Transfer/Screening.”
b Enter 7 6 4 1 6 to turn call holding on
or off.
c To turn call holding on, select the
“Holding” check box. To turn it off,
clear the check box.
c Enter 1 to turn call holding on. Enter
If your system manager has set up call
holding for you, you can turn call hold-
ing on and off. Your system manager sets
the number of calls that the system can
hold for you.
2 to turn it off.
d Click “Save.”
* This feature may not be available at your site.
CHANGING YOUR MAILBOX SETUP s 37
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Changing message delivery options
The system can deliver messages to sev-
eral different phone numbers. You can
set a range of minutes, hours, and days
that a message delivery phone number
is in effect. You can set the system to
deliver only urgent messages. You also
Phone number
to reach device
can set the system to delay message
delivery to any of the numbers.
Name of the device
To change message delivery
options by computer
a Access the Mailbox Manager (see
inside front cover).
Times to deliver
messages
b Click “Notification.”
Days to deliver
messages
c To edit a message delivery device,
select the device and click “Edit.”
To add a new device, click “Add.”
Types to deliver
and how often
d On the Message Delivery screen,
confirm and change the settings as
needed and click “OK.”
e Click “Save.”
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If changing message delivery by phone,
you may not be able to enter a pager
number that requires special dialing
characters (for example, a semicolon
that represents a three-second pause).
Contact your system manager for assis-
tance.
f Enter 6 to change the delivery mode
for messages delivered to this
To change message delivery
by phone
number, and then follow the system
instructions. Enter 1 for Yes, 2 for No.
a Access your mailbox (see inside front
cover).
g Enter 7 to change fax notification,
and then follow the system instruc-
tions. Enter 1 for Yes, 2 for No.
b To change your message delivery
options for your:
•
•
•
•
•
work phone, enter 7 6 6 5 4.
home phone, enter 7 6 6 5 5.
pager, enter 7 6 6 5 6.
TIP
h Change any remaining message
delivery numbers by repeating the
procedure.
Enter # to insert a one-second pause
where you want the system to pause
between digits that it is dialing.
spare phone, enter 7 6 6 5 7.
fax phone, enter 7 6 6 5 8.
c Enter 1 to turn on delivery for that
number or 2 to turn off delivery.
d Enter 4 to change the phone
number. After you enter a phone
number, enter Q to end the entry.
e Enter 5 to change the schedule, and
then follow the system instructions.
Enter 1 for Yes, 2 for No.
CHANGING YOUR MAILBOX SETUP s 39
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Creating groups
You can create your own message
groups. When you send a message to a
group, the message is sent to all mem-
bers of the group. Each group you create
has a number or a name.
f Follow the system instructions to
add members to the group. You can
add them by name or extension
number.
To create a group by phone
a Access your mailbox (see inside front
cover).
b Enter 7 5 4 to create a new group.
g Enter Q when you are finished add-
There are three types of message groups:
private, open, and local access. When
you create a private group, only you can
send messages to it. When you create an
open group, other subscribers also can
send messages to it. When you create a
local access group, only subscribers call-
ing from an extension within the com-
pany can send messages to it.
ing members.
c For numbered groups, enter a three-
digit group number. For named
groups, enter the first three letters of
the group’s name.
h Enter 1 to leave a message for this
group now. Otherwise, enter 2.
TIP
d Record a name for the group.
Enter Q when you are finished.
Guests do not have extension numbers,
so add them to the group by spelling
their names or by entering their per-
sonal IDs.
e Enter 1 to make the group an open
group or 2 to make it a private group.
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i To add members to the group, click
“New.” Use the Member Properties
dialog to search for enrolled sub-
scribers.
To create a group by com-
puter
g On the control bar, click
to record
the group name with your recording
device:
a Access the Mailbox Manager (see
inside front cover).
Phone: Pick up the handset when the
phone rings, wait for the beep, then
speak into the handset.
j When you are finished adding mem-
b Click “Groups.”
bers, click “OK.”
c Click “Create Group.”
k Click “OK” to accept the group.
Computer: Wait for the tone, then
speak into the microphone.
d In the Create/Modify Group dialog
l
Click “Save.”
box, type a name for the group.
h Click
to stop recording.
e Select a type for the group.
f If the group will be used to dispatch
messages to the first member avail-
able, select the “Dispatch” check
box. Otherwise, each message sent
to the group will be delivered to all
members.
Group name
Group type
CHANGING YOUR MAILBOX SETUP s 41
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Changing groups
You can add and delete members of your
message groups.*
You also can delete any message group
that you own, or change the group’s
number, spelled name, or recorded
name.
To change a group by com-
puter
a Access the Mailbox Manager (see
inside front cover).
b Click “Groups.”
c Select the group you want to edit.
Click “Modify Group.”
d In the Create/Modify Group dialog
box, make the desired changes and
click “OK.”
e Click “Save.”
Click to open list of enrolled
subscribers
* This feature may not be available at your site.
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To add or delete group
members by phone
To change a group name or
number by phone
To hear a list of your groups and
group members by phone
a Access your mailbox (see inside front a Access your mailbox (see inside front a Access your mailbox (see inside front
cover).
cover).
cover).
b Enter 7 5 5 to edit a group.
b Enter 7 5 5 to change a group name
b Enter 7 5 6 to list your groups and
or number.
group members.
c Enter the group name or group num-
ber. Enter 2 until you hear the name c Enter the first three letters of the
c Follow the system instructions. Enter
of the group you want, then enter 1.
group name. Or, enter the first three
digits of the group number.
1 for Yes, 2 for No.
d Enter 4 to add members to a group.
d Enter 1 to confirm, or enter 2 to hear
Or enter 5 to delete members from
the group.
the name of the next group.
e Enter 7 to change the group name or
When deleting group members,
enter the first three letters of the per-
group number.
son’s last name, or enter three wild-card f Follow the system instructions to
numbers (for example, 1 1 1) to list each
group member, then choose the mem-
ber’s name you want to delete.
change the group’s recorded name.
Enter 1 for Yes, 2 for No.
e To confirm your additions or dele-
tions, enter 1.
f Enter Q when you are finished add-
ing or deleting members.
CHANGING YOUR MAILBOX SETUP s 43
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Sending and receiving faxes
If your voice messaging system includes
the optional fax package, you have
access to fax mail. If you are also using
TeLANophy, ViewFax may also be avail-
able.
ViewFax
You can send, receive, and redirect
faxes from your computer.
Fax mail
Faxes are stored in your mailbox with
your other messages. Callers can
record a short message to accompany
each fax they send. Faxes can be for-
warded from your mailbox to a fax
machine by using any phone.
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Sending faxes by computer
ViewFax
You can send faxes, view faxes, and for-
ward faxes from your computer with the
TeLANophy ViewFax application.
For redirecting a fax
ViewFax works from within ViewMail
or ViewMail for Microsoft Messaging
to display a document before you fax it,
or to forward a fax you receive. ViewFax
converts the document to a TIFF (tag
image file format) graphics image and
displays it on the screen.
SEE ALSO
Online Help:
For recording an introduction to
a redirected fax
ViewFax, Addressing and sending a fax
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To send a fax by computer
Print-to-fax
d To include a cover page, select “Send
a From a Windows-based program, open
the document you want to fax. Use only
a program that prints to a network
printer, such as a word-processing,
graphics, or database program.
Use the print-to-fax feature to fax docu-
ments to other subscribers,
groups, personal database contacts,
or other recipients.
Cover.”
e To create a custom cover page, click
“Cover,” select the type of cover
page, and then click “OK.”
b From the File menu, click “Print,”
select “Print-to-Fax Print Driver”
from the list of available printers,
and click “OK.”
f To preview the fax, click “ViewFax.”
g To send the fax, click “Send.” The fax
waits in a queue and the status of the
fax is displayed in your ViewMail
window until it has been sent.
c Select the message recipients.
For selecting the
“Print-to-Fax Print Driver”
For selecting message recipients
For including a
cover sheet
For previewing
an outgoing fax
SENDING AND RECEIVING FAXES s 47
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Receiving faxes
Fully automatic delivery The system
automatically delivers your faxes to a
fax number that you specify in your
setup options. Your system manager
may have already set up this option
for you.
If you are using the optional fax package,
your faxes are stored in your mailbox as
fax messages. A fax message can have
two parts: a fax document and an
Fax mail settings
Depending on your system, you may
have a separate fax number or one
extension for both faxes and phone calls.
optional voice message annotation.
Your fax mailbox can have a personal
greeting. Otherwise, the system greets
calls with your name or fax number.
Callers can record a voice annotation
that you hear when you check your mes-
sages. If a fax message does not have a
voice annotation, you will hear only
what time the fax arrived.
Custom delivery Other fax delivery
options may be available depending
on your system. Consult your system
manager.
Fax delivery options
To redirect a fax to another fax number,
check your fax messages. Then request
fax delivery and enter the new number.
This changes the fax number for that
delivery only.
A fax and its voice annotation always
remain together as a single fax message.
When you archive a fax message, both
are archived.
The system can deliver your faxes in
three ways.
Standard delivery The system stores
your faxes until you request them.
When you check messages, the sys-
tem tells you which faxes are waiting.
You can also request that more than one
fax be delivered in the same fax delivery.
The system adds its own cover sheet to
each delivery bundle. The cover sheet
lists which faxes are included and their
page lengths.
SEE ALSO
Checking new messages ............................2
Changing message delivery
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ViewFax*
Use ViewFax to display a fax mes-
sage within ViewMail or ViewMail
for Microsoft Messaging. If you click
“ViewFax” within the ViewMail
message, ViewFax converts the fax docu-
ment to a TIFF graphics image
and displays it on the screen.
For displaying the fax
GroupWise users see a separate TIFF
attachment for each fax page.
You can reply to faxes, archive them,
save them as new messages, or re-
direct them to other subscribers just
like voice messages.
For skipping from one page to
another within a fax
For sending the
fax to a printer
* This feature may not be available at your site.
SENDING AND RECEIVING FAXES s 49
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Changing fax setup
If you are using fax mail, you can change
your:
To change your fax delivery
phone number or schedule
•
•
•
Fax delivery number or schedule
Personal fax mailbox greeting
Fax notification phone number
a Access your mailbox (see inside front
cover).
b Enter 7 6 5 8 to change your fax deliv-
ery phone number or schedule.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
SEE ALSO
Changing message delivery
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To change your fax greeting
To change your fax notification
a Access your mailbox (see inside
a Access your mailbox (see inside front
front cover).
cover).
b Enter 7 4 9 to change your fax greet-
b To change your fax notification for
ing.
your:
c Follow the system instructions. Enter
•
•
•
•
•
work phone, enter 7 6 5 4.
home phone, enter 7 6 5 5.
pager, enter 7 6 5 6.
1 for Yes, 2 for No.
spare phone, enter 7 6 5 7.
fax phone, enter 7 6 5 8.
c Enter 7 to turn fax notification on or
off for a delivery number.
SENDING AND RECEIVING FAXES s 51
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Using ViewCall Plus
With ViewCall Plus, you can identify,
manage, and track your incoming and
outgoing calls from your computer.
Three integrated ViewCall Plus win-
dows work together to control your
phone calls: the Telephone window, the
Call Log window, and the Contact List
window.
For TAPI (telephone application pro-
gramming interface) compliant phone
systems, ViewCall Plus also offers an
enhanced mode that adds even more
features, such as the contact list and
call log.
ViewCall Plus also comes with
PhoneBASIC, which lets you
customize ViewCall Plus in many
different ways.
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Screening and managing calls
With ViewCall Plus, you can identify
callers and manage your calls from
your computer.
Identifying and screening calls
TIP
When you receive a call through the sys-
tem or with a system using TAPI, the
Telephone window displays the call on
your computer screen. There are several
ways to identify the caller before picking
up the phone:
The system can display caller identi-
fication data when it has the addition-
ally required equipment and system
compatibility. This requires additional
equipment and system compatibility.
The system can also match the phone
number to your contact list or PIM (Per-
sonal Information Manager) and display
caller contact information.
If Call Screening is on, you can
click “Who is it?” to play the
caller’s recorded name.
The system can also ask callers
to enter their phone or account
number. The system then match-
es this data to your contact list
and displays the caller contact
information.
Click “Monitor” to listen to a
message as it is being recorded.
If you decide to speak with the
caller, click “Take call” to pull
the call out of your mailbox and
transfer the call to your extension.
SEE ALSO
Online Help:
ViewCall Plus, Screening calls, Placing
calls on hold
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Managing calls
TAPI-compliant systems*
After you have identified the caller,
ViewCall Plus supplies you with several
tools to manage your phone calls:
For TAPI-compliant systems, ViewCall
Plus offers the following enhanced mode
options:
Connect an incoming call to
your phone.
Select an identified caller’s name
and click this button to call the
person back.
Ask the caller to hold.
Select a name in your contact list
and click this button to dial the
contact.
Ask the caller to transfer to
another extension.
Add a name to create a
conference call.
Ask the caller to leave a message.
Release the connection between
your phone and an active call or
conference call.
* This feature may not be available at your site.
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Tracking calls
Call log
Contact list
TIP
You can use ViewCall Plus to keep track
of your calls. The Call Log window
records all call activity for your exten-
sion. It also displays information such as provides an online address book. Or
caller names, phone numbers, and the
caller’s location.
The Contact List window stores and
displays general notes and reminders
with each contact name. ViewCall Plus
You can use several contact lists or PIMs at
once. For example, you can keep personal
contacts in a list on your computer and
you can keep business contacts in a list on
the LAN.
you can integrate ViewCall Plus with
a PIM.
TIP
You may want to create more than one
call log. For example, it may be useful to
begin a new call log each week or each
month.
Call Log
Contact list
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PhoneBASIC
ViewCall Plus includes PhoneBASIC,
which lets you integrate ViewCall Plus
PhoneBASIC scripts can be activated
by using Script Manager from the Tools
with a number of different applications, menu.
such as Microsoft Office.
Anyone familiar with Microsoft’s Visual
Basic can use PhoneBASIC to customize
ViewCall Plus to:
•
Identify an incoming call by looking
up required information, such as
credit status, in a database or a
spreadsheet.
•
•
Make calls from within an applica-
tion, such as Microsoft Access® or
Outlook®.
Direct calls based on a set of pre-
established rules.
SEE ALSO
Online Help:
PhoneBASIC
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Using E-Mail Integration
The two optional E-Mail Integration
packages that you can use with your
voice messaging system are E-Mail
Notify/Delivery and E-Mail Reader.
E-Mail Reader
E-Mail Reader lets you hear and
respond to e-mail over the phone using
text-to-speech conversation. E-Mail
Reader reads the text portion of your
e-mail messages and plays any
attached WAV files. If you are using the
fax package, you can also have the
system fax your e-mail messages to
any fax machine.
E-Mail Notify/Delivery
E-Mail Notify/Delivery lets you know
when new e-mail messages arrive.
When you check voice and fax mes-
sages over the phone, you hear the
number of new e-mail messages you
have received and information about
those messages.
Depending on how your system is set
up, you can check your voice and fax
messages through your e-mail inbox. If
your messages are delivered to your
e-mail inbox, the messages are deleted
from your voice mailbox to avoid dupli-
cation.
E-Mail Notify/Delivery can also alert
you to voice and fax messages in your
e-mail inbox.
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Checking e-mail by phone
E-Mail Integration lets you manage your
e-mail messages by phone. For example,
you can:
To check your e-mail messages To hear who else received an
e-mail message
a Access your mailbox (see inside front
cover).
a Follow the steps to check your
•
Hear the e-mail message, its length,
who sent it, the time it was sent, who
else received it, and any attachments.
e-mail messages.
If prompted, enter your e-mail
password, followed by Q. If your
password uses any letters, refer to
the password chart later in this sec-
tion.
b When offered the message you want
to check, enter 1.
•
Record a reply. Depending on the sys-
tem, subscribers can hear the
c While listening to the message, enter
3 3 4.
reply by phone or receive the reply
as an e-mail attachment (WAV file).
b Enter 4 to check new e-mail mes-
sages. Enter 6 for old (archived) mes- TIP
•
•
Redirect an e-mail message to
another subscriber’s e-mail inbox.
sages.
Use quick message actions such as # to
repeat a message or Q to stop and save
as new.
c Follow the system instructions. Enter
Delete any e-mail message you have
heard from the e-mail system. Other-
1 for Yes, 2 for No.
wise, the system keeps it as an e–mail TIP
message that you have already read.
If you do not have a security code for the
voice messaging system, you may be
asked to create one the first time you
check your e-mail by phone.
SEE ALSO
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Changing your e-mail setup options
In your setup options, you can change
whether e-mail messages are included in
your message totals.
To turn your e-mail totaling on To turn your e-mail totaling on
or off by computer
or off by phone
a Access the Mailbox Manager (see
a Access your mailbox by phone (see
inside front cover). If prompted,
enter your e-mail password, fol-
lowed by Q.
inside front cover).
b Click “Playback options.”
c In the “Announce” group, select the
“New e-mail messages” check box.
To turn it off, clear the check box.
b Enter 7 7 8 4 to turn e-mail totaling
on or off.
d Click “Save.”
USING E-MAIL INTEGRATION s 61
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Your e-mail password
In addition to entering your security
code, you may be required to enter your
e-mail password to check your e-mail
messages by phone.
Using letters and numbers
Password Chart
If your e-mail password uses any letters,
enter ## when asked.
A = 21
B = 22
C = 23
D = 31
N = 62
O = 63
= 71
1
2
3
4
5
6
7
8
9
0
= 11
= 12
= 13
= 14
= 15
= 16
= 17
= 18
= 19
= 10
P
•
To enter a letter, refer to the password
chart.
Q = 01
R = 72
Using numbers only
E
F
= 32
= 33
•
To enter a digit, enter 1 followed by
the digit. (Refer to the password
chart.)
If your e-mail password uses numbers
only, enter the digits, followed by Q. For
example: 5 4 3 Q. You do not need to use
the password chart.
S
= 73
= 81
G = 41
H = 42
T
U = 82
V = 83
W = 91
•
Enter Q to end.
I
J
= 43
= 51
Your e-mail password cannot use any
other punctuation or symbols. Do not
use your phone to match letters. Use the
password chart.
K = 52
= 53
M = 61
X
Y
Z
= 92
= 93
= 02
Q = End
L
For example:
TODAY = ## 81 63 31 21 93 Q
2DAY = ## 12 31 21 93 Q
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Receiving e-mail by fax
With the optional fax package, you can
deliver your e-mail messages to any fax
machine.
To fax a particular e-mail
message
To fax your e-mail messages
a Access your mailbox (see inside front
cover). If prompted, enter your
a Access your mailbox (see inside front
cover). If prompted, enter your
You can receive a fax of:
e-mail password, followed by Q.
e-mail password, followed by Q.
•
•
A particular e-mail message.
b Enter 4 5 to fax your e-mail
messages.
b Enter 4 to check e-mail messages.
All new fax and e-mail messages plus
their text attachments.
c To deliver the fax to your usual fax
machine, enter 1. Or to use a differ-
ent fax machine, enter 2 and enter
the fax phone number.
c When offered the e-mail message
you want, enter 1.
You can receive your e-mail messages at
your usual fax machine. If you want to
deliver your messages to a different fax
machine, just enter the fax phone num-
ber.
d Enter 7 to fax the message.
e Follow the system instructions. Enter
d Follow the system instructions. Enter
1 for Yes, 2 for No.
1 for Yes, 2 for No.
USING E-MAIL INTEGRATION s 63
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Using quick message actions and shortcuts
You can use quick message actions
while listening to a message. For
example, enter 3 4 # to repeat the
message.
After accessing your mailbox, you can
use the shortcuts for specific tasks.
A shortcut is your personal ID + your
security code + a number sequence of
menu options. For example, to turn on
call transfer, enter your personal ID +
your security code +
.
7
6
4
1
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Quick message actions
While listening to a message, enter 3 to
hear a menu of quick message actions.
When you exit the quick message
actions, the system saves your message
as an old message. The system also saves
your message as old when you enter 3 5
to check the next message.
After you have learned the quick action
numbers, you can enter a number right
away to take action. Except as noted,
these actions are available for both new
and old messages.
TASK
QUICK MESSAGE ACTION
After using a quick message action, you
can continue with the next part of the
conversation or take more action on a
message. For example, you can:
Reply
3 4
3 5
3 6
3 7
3 8
3 9
3 0
3 #
Q
Check the next message
Delete
•
Enter 3 4 to reply to a message, then
3 5 to check the next message.
Archive
•
Enter 3 9 to redirect a message. After
you finish redirecting the message,
you can enter 3 4 to reply to the orig-
inal sender. After you reply, you can
enter 3 6 to delete the message.
Hear when the message was sent
Redirect
Save as new (new messages only)
Repeat the message
Exit quickly, if you are using a touchtone phone
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E-Mail Integration package*
While listening to an e-mail message, appointment, or task,
enter 3 3 to hear a menu of additional options.
TASK
QUICK MESSAGE ACTION
Hear who else received the message, appointment, or task
3 3 4
3 3 5
3 3 6
3 3 7
Q
Accept an appointment or task
Decline an appointment or task
Mark a task complete
Exit quickly
* This feature may not be available at your site.
USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 67
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Shortcuts
Use shortcuts to accelerate your responses to the system.
Voice messaging
Enter your personal ID and security code (if required), then
enter the following shortcuts to do these tasks.
TASK
SHORTCUT
TASK
SHORTCUT
7 7 4
Check new messages
Change your security code
4
5
Leave a message
Turn call transfer off
7 6 4 2
7 6 4 1
7 6 4 1 4
7 6 4 1 5
7 5 4
Review old messages
Turn call transfer on
6
Change setup options
Change the phone number for call transfer
Turn call screening options off
Add a message group
7
Switch personal greetings
Change your standard greeting
Change your alternate greeting
Change your busy greeting
7 4 5
7 4 6
7 4 7
7 4 8
Edit a message group
7 5 5
List your message groups
Change you recorded name
7 5 6
7 7 5
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Fax package*
E-Mail Integration package*
Enter your personal ID and security code (if required), then
enter the following shortcuts to do these tasks.
Enter your personal ID and security code (if required), then
enter the following shortcuts to do these tasks.
TASK
SHORTCUT
4 6
TASK
SHORTCUT
7 4 9
7 6 5 8
4 5
Check new e-mail messages
Edit your fax greeting
Check old e-mail messages
Turn e-mail totaling on or off
Change your e-mail password
Change your fax delivery
Deliver all faxes
6 6
7 7 8 4
7 7 8 5
4 7
Fax a particular e-mail message,
appointment, or task**
3 7
Check today’s calendar or
hear new appointments
Check today’s tasks
4 8
* This feature may not be available at your site.
** This feature requires the optional E-Mail Integration package.
USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 69
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Managing your voice messages with Soft Keys
NEW
LVMSG
LVMSG
NEW
Leave Message
Check new messages
ARCHV
DEL
Archive message
Delete message
RECORD
REW
Rewind four seconds and play
Stop playing message
Resume playing message
Fast forward four seconds and play
Redirect message
Send reply to message
Next message or view Main menu
Replay message
Save message as new message
Hear time and date of message
View more options
PAUSE
RESUME
FFWD
REDIR
REPLY
NEXT
RPLAY
NEW
TIME
RECORD
If live record is enabled, appears
during record session
PAUSE
RESUME
END
REREC
ERASE
URG
Pause recording
Resume recording
Stop and save recording
Stop and begin new recording
Stop and erase recording
Urgent message delivery
View more options
>>>
BACK
Press the Soft Key under
the option you want.
View previous menu
>>>
DELIV*
Deliver fax to new phone number
ACCEPT
MGR
OLD
Listen to the
instructions. Press 1 for
Yes or 2 for No.
ACCEPT REJECT
If call screening is enabled,
OLD
appears for incoming calls
Review messages
ACCEPT
REJECT
Accept call
Send call to voice mailbox
ARCHV
DEL
REW
PAUSE
RESUME
FFWD
REDIR
REPLY
NEXT
RPLAY
TIME
>>>
BACK
Archive message
Delete message
Rewind four seconds and play
Stop playing message
Resume playing message
Fast forward four seconds and play
Redirect message
Send reply to message
Next message or view Main menu
Replay message
Hear time and date of message
View more options
View previous menu
Deliver fax to new phone number
MGR*
Lets system managers change
set-up options
CHBX
GREET
SCHED
INFO
OPER
>>>
BACK
Change voice mailbox
Change opening greeting
Change system schedule, date, time
Hear system status
Change operator box settings
View more options
*This option may not be available.
70 s NEAXMAIL IM-16 USER GUIDE
View previous menu
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Greetings
CURR
SWTCH
STD
Hear and switch current greeting
Switch greetings
Edit standard greeting
Edit alternate greeting
Edit busy greeting
View more options
View previous menu
ALT
SETUP
BUSY
>>>
BACK
Personal options
CODE
SPELL
DIR
RCNAM
>>>
BACK
Change security code
Respell name
Directory listing on/off
Rerecord name
View more options
View previous menu
Change e-mail settings
SETUP
Change setup options
GREET
PERS
TRFR
GRPS
DELIV
>>>
BACK
Greetings
Personal options
Transfer options
Groups
Delivery options
View more options
View previous menu
EMAIL*
Change delivery
Transfer options
ON/OFF
ON/OFF
PH#
SCHED
URG
>>>
BACK
Message delivery on/off
Change phone number
Change schedule
Urgent only on/off
View more options
View previous menu
Call transfer, message
delivery on/off
CHG#
SCRN
HLDING
>>>
BACK
Change phone number
Call screening on/off
Call holding on/off
View more options
View previous menu
NOTIFY* Notify for fax on/off
Groups
CREATE
EDIT
Create group
Edit group
Change fax delivery*
LIST
DEL
>>>
BACK
List your groups
Delete group
View more options
View previous menu
ON/OFF
FAX#
SCHED
>>>
BACK
Fax delivery on/off
Change phone number
Change schedule
View more options
View previous menu
Delivery options
WORK
HOME
PAGER
SPARE
FAX*
Change work phone delivery
Change home phone delivery
Change pager delivery
Change spare phone delivery
Change fax delivery
View more options
View previous menu
*This option may not be available.
USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 71
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BACK
System menus
Main Menu
New Messages
Reply
Check New Messages
Leave Messages
4
5
6
7
4
5
6
7
8
9
0
#
Check Next Message
Delete
Review Old Messages
Change Setup Options
Archive
Hear Timestamp
Redirect/Deliver Fax*
Save as New
‰ Deliver All New Faxes*
4
5
Greetings
Hear Current Greeting
Switch Greetings
4
5
6
7
8
9
Repeat the Message
Edit Standard Greetings
Edit Alternate Greeting
Edit Busy Greeting
Edit Fax Greeting*
Message Options
Edit the Message
4
Edit Groups
Add Members
Set Special Delivery
Address to Others
5
6
Q
4
5
6
7
Delete Members
List Members
Send the Message
Groups
Create a Group
Edit Your Groups
List Your Groups
Delete a Group
4
5
6
7
Change Groups Name
Old Messages
Reply
4
5
6
7
8
9
#
Change Transfer
Change Phone Number
Call Screening On/Off
Call Holding On/Off
Check New Messages
Delete
4
5
6
Change Delivery
Change Phone Number
Change Schedule
Archive
4
5
6
7
Transfer & Delivery
Change Call Transfer
Hear Timestamp
Redirect/Deliver Fax*
Repeat the Message
4
5
Urgent Only On/Off
Message Delivery
Message Delivery
Work Phone On/Off
Home Phone On/Off
Pager Phone On/Off
Spare Phone On/Off
Fax Phone On/Off*
Notify for Fax On/Off*
4
5
6
7
8
Personal Options
Change Security Code
Rerecord Name
Setup Options
Greetings
Change Fax Delivery*
4
5
6
7
4
5
6
7
Change Phone Number
Change Schedule
4
5
Groups
Respell Name
Transfer & Delivery
Personal Options
* This feature may not be available
at your site.
Directory Listing On/Off
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Index
password 62
standard 28
A-B
shortcuts 69
system-generated 28
C
call holding
about 37
groups
call screening
about 35
about 40
F
faxes
receiving 48
shortcuts 69
call transfer
about 33
GroupWise E-Mail Integration
shortcuts 69
M-O
G-L
mailbox
D
greetings
greetings 28
mailboxes
about 28
alternate 28
busy 28
E
e-mail
fax 50
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menus
shortcuts 68
message delivery
about 38
urgent 4
P-Q
T-U
PhoneBASIC 57
TeLANophy
messages
about 31
Print-to-Fax 47
about iii
profile
about 24
R
PhoneBASIC 57
Print-to-Fax 47
shortcuts 66
S
security code
about 26
setup iv
shortcuts
about 65
e-mail 69
fax 69
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V-W
ANophy
Y-Z
INDEX s 75
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Quick message actions
Main menu
Task
Shortcut
Task
Shortcut
REPEAT THE MESSAGE
CHECK NEW MESSAGES
LEAVE MESSAGES
REVIEW MESSAGES
CHANGE SETUP OPTIONS
3 #
3 0
4
SAVE MESSAGE AS NEW
(NEW MESSAGES ONLY)
5
6
CHECK THE NEXT MESSAGE
DELETE A MESSAGE
3 5
3 6
3 7
3 8
7
CHANGE CALL TRANSFER,
MESSAGE DELIVERY
7 6
ARCHIVE A MESSAGE
HEAR WHEN THE MESSAGE
WAS SENT
CHANGE SECURITY CODE,
VOICE MAILBOX NAMES
7 7
REDIRECT THE MESSAGE
SWITCH PERSONAL
GREETINGS
3 9
7 4 5
Q
EXIT QUICKLY
(TOUCHTONE PHONES ONLY)
Q
1
2
FOR YES
FOR NO
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