®
NEAXMail IM-16 LX
VOICE/UNIFIED MESSAGING SYSTEM
VERSION 8.2
User Guide
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Contents
Introduction ........................................................................1
About this guide.............................................................2
Optional licensed features..............................................4
Messaging by phone ......................................................6
Working with Mailbox Manager .....................................7
Messaging from your e-mail inbox.................................9
To switch between your standard
and alternate greetings.......................................................38
To change the greeting when your phone is busy........39
To turn your busy greeting on or off.............................41
To use the default greetings .........................................42
Returning Calls..................................................................43
To return a call using Soft Keys.....................................44
To return a call using touchtone keys ...........................46
To access caller ID information using Soft Keys............48
To access caller ID information using touchtone keys ..49
Messaging and call management with Visual
Messaging.................................................................... 10
Getting Started.................................................................12
To access your mailbox by phone.................................13
To enroll on the system by phone ................................15
To use systemwide commands .....................................17
To access your mailbox with Mailbox Manager............19
Recording Conversations and Monitoring Messages ........50
To record a conversation with Soft Keys.......................51
To use live record feature keys on your phone.............54
To reply to a message...................................................25
To check the next message ..........................................26
To delete a message.....................................................27
To archive a message....................................................28
To hear when a message was sent................................29
Sending Messages.............................................................59
To send a message directly to another person’s
mailbox.........................................................................60
To leave a message when you call an extension...........62
To add to a message before sending ...........................63
To listen to a message before sending.........................64
To rerecord a message before sending ........................65
To send an urgent message..........................................66
To send a private message............................................67
To request a delivery receipt for a message.................68
To send a message with future delivery........................69
To redirect (forward) a message to another
subscriber..................................................................... 30
To skip a message and save it as new ..........................32
To repeat a message.....................................................33
Changing Your Greetings..................................................34
To set up or change your standard greeting ................35
To change your alternate greeting ...............................36
To redirect (forward) a message to another
subscriber.....................................................................71
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CONTENTS iii
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Checking E-mail by Phone...............................................109
To check your e-mail messages by phone ..................110
To hear who else received an e-mail message............112
To enter your e-mail password with touchtones.........113
To turn your e-mail message totaling on or off ..........115
To fax an e-mail message............................................116
To fax all of your e-mail messages with a single call...118
To change your e-mail password ................................119
To cancel a message after sending...............................72
To send a message to additional subscribers...............73
To send a message to a group .....................................74
To find out who has not yet received a group
message ....................................................................... 76
To send a message to a guest subscriber.....................77
To send a message to a subscriber at another
location ........................................................................ 80
Changing Message Group Settings...................................82
To create a message group ..........................................83
To add or delete group members ................................85
To change a group name or number............................86
To hear your groups and group members ...........................87
Menus and Reference......................................................121
Shortcuts available during message playback............122
Shortcuts for other common tasks..............................123
Shortcuts for fax features............................................124
Shortcuts for e-mail integration..................................125
Menu options diagram................................................126
Changing Mailbox Setup Options....................................88
To change your security code.......................................89
To change your recorded name....................................90
To change the spelling of your name ...........................91
To change the call transfer number..............................94
To change call screening options .................................95
To turn call screening on or off..............................................97
To turn call holding on or off ........................................98
To change message delivery.........................................99
To let callers find your extension in the directory.......101
Index .........................................................................128
Sending and Receiving Faxes..........................................102
To receive a fax...........................................................103
To receive all your faxes with one call ........................105
To change your fax delivery number or schedule.......106
To change your fax greeting.......................................107
To change your fax notification ..................................108
NEAXMail IM-16 LX User Guide
CONTENTS iv
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■ Introduction
Welcome to NEAXMail IM-16 LX, a simple yet powerful
voice messaging system that can greet your callers and
record your messages.
IN THIS SECTION
About this guide .....................................................2
Optional licensed features.....................................4
Messaging by phone..............................................6
Working with Mailbox Manager ............................7
Messaging from your e-mail inbox........................9
Messaging and call management with
This section describes basic system tools and associ-
ated documentation.
Visual Messaging ..................................................10
NEAXMail IM-16 LX User Guide
Introduction
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About this guide
The User Guide explains how to manage voice, fax, and
e-mail messages by phone, and how to change your mail-
box settings by phone. Instructions for using any of the
Visual Messaging applications. For example, instructions
for using Mailbox Manager or ViewFax can be found in the
online Help for those applications. For a list of the Visual
Messaging Solutions applications, see “Messaging and call
management with Visual Messaging” on page 10.
Some system features documented in this guide require
additional licensed options that may not be available at
your organization. Your system manager can tell you which
features are available. See “Optional licensed features” on
page 4.
In this guide, when you see the following icon, use the phone
to perform the procedure.
Phone keys
When you see the following icon, use Soft Keys to perform
the procedure.
Soft Keys
In addition, the following icon indicates that you can also
perform the procedure by computer using Mailbox Man-
ager:
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ABOUT THIS GUIDE
Mailbox Manager
The menu options diagram beginning on page 126 shows
the IM-16 LX menus available by phone. You can print the
diagram as a quick reference for IM-16 LX features.
The User Guide includes space for reference information,
which can be used to store phone numbers and IDs. See
“Reference information.” Print the “Reference information”
to access IM-16 LX.
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Optional licensed features
Some system features documented in the User Guide
require additional licenses that may not be available at
your organization, or may not be available with certain
phone systems. See your system manager for details about
which features are available.
The following feature is included with IM-16 LX:
Mailbox Manager Mailbox Manager is an online applica-
tion that allows you to change your security code, greet-
ings, call transfer, message options, call holding, message
Guide describes how to start and work with Mailbox Man-
ager. For detailed steps to change your mailbox setup with
Mailbox Manager, see Mailbox Manager online help.
The following list describes optional features:
ActiveFax® If your system includes ActiveFax, you can
manage your faxes by phone. Your faxes are included with
your voice messages, and you can deliver your faxes to a
fax machine by phone. See “Sending and Receiving Faxes”
on page 102.
Unified messaging If your system includes unified messag-
ing, your voice and fax messages can be forwarded to your
e-mail inbox automatically. You can manage all of your
messages, no matter what type, with your e-mail program.
For steps to manage messages in your e-mail inbox, see
your e-mail software documentation.
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Messaging by phone
You can check messages or change your mailbox setup
from any touchtone phone and can be customized,
depending on your preference.
Menu conversation The menu conversation leads you
quickly to your destination. You will hear a menu of
options. Press the number associated with the option to
perform a particular task.
1 for Yes, 2 for No® If you prefer, ask your system manager
to set your mailbox for the 1 for Yes, 2 for No conversation.
1
2
Using this setup, you just press
for Yes,
for No on the
touchtone keypad to answer the easy, yes-and-no ques-
tions.
Shortcuts
Perform tasks quickly by entering a sequence of numbers
at any time. You do not have to wait until the system fin-
ishes speaking. For a complete list of system shortcuts and
menus, see “Menus and Reference” on page 121.
Help
When the system conversation asks you a question, press
3
to hear a menu of available options.
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Working with Mailbox Manager
Mailbox Manager is a Web-based application that allows
you to change your security code, greetings, call transfer,
message options, call holding, message delivery, and mes-
sage groups by computer. Detailed procedures are avail-
able in the online Help for Mailbox Manager.
You can use Mailbox Manager to change your mailbox
setup from a computer connected to the same network as
the voice messaging system. These setup options can also
be changed by phone.
Depending on your licenses, Mailbox Manager may not be
available at your organization. See your system manager
for details.
With Mailbox Manager, you can create and change your:
•
•
•
•
•
•
•
•
•
Security code
Recorded and spelled names
Greetings
Playback options
Call transfer options
Call screening options
Call holding options
Message delivery options
Message groups
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Introduction
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WORKING WITH MAILBOX MANAGER
Before you begin using Mailbox Manager for the first time,
you will need to know the voice messaging server name,
your personal ID, and your security code. This information
can be provided by your system administrator. See “To
access your mailbox with Mailbox Manager” on page 19.
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Messaging from your e-mail inbox
With unified messaging, you can access your voice and e-
mail messages in your e-mail mailbox. All of your mes-
sages, no matter what type, are stored in your e-mail
inbox.
In your e-mail inbox,
• a voice message is attached as a .wav file to an e-mail
message.
• a fax message is attached as a .tif file to an e-mail
message.
your e-mail program’s online help.
Using ActiveFax, you can also send your e-mail messages
to any fax machine. See “Sending and Receiving Faxes” on
page 102.
If your system also includes text-to-speech, you can hear
your e-mail messages by phone. The system plays any .wav
file attachments, as well. See “Checking E-mail by Phone”
on page 109.
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Messaging and call management with Visual Messaging
If your system includes Visual Messaging applications, you
can manage all types of messages and phone calls visually
on your computer.
The Visual Messaging programs provide additional features
for working with voice and fax messages from other people
using the voice messaging system. For example, you can
record and reply to voice messages, send messages to mes-
sage groups, and address messages to other users by
selecting them from a list.
Visual Messaging programs consist of:
ViewMail® Access all of your voice and fax messages in
one window using ViewMail. You can access and prioritize
your messages and respond to them by computer.
ViewMail for Microsoft® Messaging Access all of your voice
messages, faxes, and e-mail messages in your Microsoft
Inbox, whether you are using Exchange, Outlook, or the
Windows Messaging Inbox.
ViewMail for Lotus® Notes® Access all of your voice mes-
sages, faxes, and e-mail messages in your Lotus Notes
Inbox.
ViewMail for GroupWise® Access all of your voice mes-
sages, faxes, and e-mail messages in your GroupWise mail-
box.
ViewFax™ Send, receive, and redirect faxes from your
desktop computer.
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MESSAGING AND CALL MANAGEMENT WITH VISUAL MESSAGING
ViewCall® Plus Manage all of your inbound and outbound
calls from your desktop computer. With PhoneBASIC®, you
can customize your call control by integrating ViewCall
Plus with other programs, such as Microsoft’s Office® suite.
Mailbox Manager Manage voice and fax messages, as well as manage
your mailbox settings, using a computer connected to your
network.
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■ Getting Started
This section describes how to call the system, and then
how to access and set up your mailbox for the first
time.
IN THIS SECTION
To access your mailbox by phone .......................13
To enroll on the system by phone .......................15
To use systemwide commands............................17
To access your mailbox with Mailbox
This section also describes how to start Mailbox Man-
ager to access your mailbox setup using your com-
puter. For detailed instructions in using Mailbox
Manager, see the online Help for Mailbox Manager.
Manager ................................................................19
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To access your mailbox by phone
To access your mailbox, you need to know the phone num-
ber to call the voice messaging system, your personal ID,
and your security code. Your system manager can provide
this information.
You may need to use a different phone number, depending
on whether you are calling from inside or outside your
organization.
To make it easier to remember the information you need to
access your mailbox, this User Guide includes a reference
page for storing this information. See “Reference informa-
down the phone numbers and your ID for accessing IM-16
LX.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remem-
ber, but difficult for others to guess. Do not write down
your security code.
The first time you call the system, you will be prompted to
answer a few questions. This sets up your mailbox and
enrolls you on the system as a subscriber. See “To enroll
on the system by phone” on page 15.
See also
To access your mailbox with Mailbox
Manager ......................................19
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TO ACCESS YOUR MAILBOX BY PHONE
USING YOUR PHONE
1 Call the voice messaging system.
From inside your organization, dial ___________________________
From outside your organization, dial___________________________
2 When the system greets you, enter:
Personal ID ___________________________________________
Security code _________________________________________
Use these keys at the main menu
TASK
KEY
Check new messages
4
Send a message
5
6
7
Check old messages
Change setup options
Use these keys anytime
TASK
KEY
TASK
KEY
Main menu
Previous menu
#
✱
Answer Yes
1
Answer No
2
NOTE Pressing ✱ may also be used to indicate that you
✱
have reached the end of a task. For example, press
when you have finished recording a message to send the
message.
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To enroll on the system by phone
The first time you call, the system asks you to record your
name, spell your name (if required), record
a personal greeting and set your security code. Once you
answer these questions, you are enrolled on the system as
a subscriber, and your mailbox is ready to use.
To start, you need to know the phone number to call the
voice messaging system, your personal ID and your secu-
rity code. Your system manager can provide this informa-
tion.
To make it easier to remember the information you need to
page for storing this information. See “Reference informa-
tion.” Print the Reference information page, and write
down the phone numbers and your ID for accessing IM-16
LX.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remem-
ber, but difficult for others to guess. Do not write down
your security code.
After setting up your mailbox by phone, you can use the
Visual Messaging applications, if they are available. Con-
tact your system manager for details.
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TO ENROLL ON THE SYSTEM BY PHONE
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
1
2
2 Answer the system questions by pressing
for Yes or
for No
after each question.
2
If you are not sure of an answer, press
the option later.
. You can always change
1
3 When the system tells you that your mailbox is set up, press
to
confirm your settings, otherwise your changes will be discarded.
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To use systemwide commands
The system conversation consists of the following main
menu options:
•
•
•
•
Check new messages
Send messages
Review old messages
Change setup options
Systemwide commands are available at several points
throughout the system conversation.
If ViewFax is installed, you can deliver all of your new faxes
4
5
immediately by pressing
at the main menu.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 As you navigate through the system menus, use the commands
shown in the following tables.
The following tables describe the keys you can use while
listening to a message, after a message, and keys you can
use at any time.
See also
Menu options diagram ............. 126
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TO USE SYSTEMWIDE COMMANDS
Use these keys during a message
TASK
KEY
TASK
KEY
Hear menu options
3
Backward
7
Slower
4
5
6
Pause or continue
Fast-forward
8
9
Softer/louder
Faster
Use these keys after a message
TASK
KEY
TASK
KEY
Hear e-mail recipients*
3
Hear time stamp
8
Redirect message/
deliver a fax*
Reply to sender
Check next message
Delete
4
5
6
7
9
0
#
Save as new
Repeat the message
Archive message/fax an
e-mail message*
* This feature may not be available at your site.
Use these keys anytime
TASK
KEY
TASK
KEY
Main menu
Previous menu
#
✱
Answer Yes
1
Answer No
2
✱
NOTE Pressing
may also be used to indicate that you have
reached the end of a task. For example, you can press ✱ after
recording a message to send it.
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To access your mailbox with Mailbox Manager
With Mailbox Manager, you can change your mailbox setup
same network as the voice messaging system. This topic
provides steps for accessing Mailbox Manager, as well as
what you need to do the first time you access it.
NOTE For detailed steps on enrolling in Mailbox Manager for
the first time, as well as setting up your mailbox, see the online
Help for Mailbox Manager.
In order to use Mailbox Manager, you need to know the
voice messaging system server name, your personal ID and
your security code. Also, you can not use Mailbox Manager
until you have completed first time enrollment using your
phone. See “To enroll on the system by phone” on page 15.
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TO ACCESS YOUR MAILBOX WITH MAILBOX MANAGER
USING MAILBOX MANAGER
Use the following procedure to access Mailbox Manager
from any computer connected to the voice messaging
need to access your mailbox setup.
NOTE You can not use Mailbox Manager until you have
completed first time enrollment using your phone. See
“To enroll on the system by phone” on page 15.
1 Start your Web browser.
2 Type https://<server name>/ in the Navigation toolbar, where
<server name> is the name of your messaging server.
If you do not know the server name, contact your system administra-
tor.
3 Type your voice mail user ID and security code.
TIP Add the Mailbox Manager site to your list of bookmarks in
your Web browser so you do not have to type the Web
address each time you log on.
See also
To access your mailbox by
phone.......................................... 13
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■ Checking Messages
This section describes how to check your new and old
messages.
IN THIS SECTION
You can check your new voice, fax, or e-mail messages
from any touchtone phone. You can also review old or
archived messages you have already heard.
To check new messages.......................................22
To review an old message....................................24
To reply to a message...........................................25
To check the next message..................................26
To delete a message.............................................27
To archive a message ...........................................28
To hear when a message was sent ......................29
To redirect (forward) a message to another
When you check a message, you can:
•
•
•
•
•
•
•
Reply to the sender.
Check the next message.
Delete or archive a message.
Hear when the message was sent.
Forward the message to another subscriber.
Skip the message.
subscriber ..............................................................30
To skip a message and save it as new.................32
To repeat a message ............................................33
Repeat the message.
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To check new messages
Depending on licensed features, the system includes voice
e-mail messages in your list of new messages.
The system first plays all messages marked as urgent, then
all regular messages. It also sorts your messages by
sender. If the system does not know who left a message, it
says that the message is “from your message box.”
After you listen to any messages from a subscriber on the
voice mail system, you can reply immediately; you do not
have to dial the subscriber’s extension.
Depending on the phone system, IM-16 LX notifies you
when you have new messages, either by lighting a button
on your phone or by displaying a message on the LCD of
the phone. In some phone systems, and if it has been set
up by your system administrator, IM-16 LX can call your
extension. See “To change message delivery” on page 99.
Your system manager can set up special options for your
mailbox to:
•
•
•
Play new messages automatically each time you call the system.
Identify you automatically when you use your assigned extension.
Tell you how long it will take to play your messages.
See also
To review an old message ...........24
To check your e-mail messages
by phone....................................110
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TO CHECK NEW MESSAGES
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
2 Press
to check new messages.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
✱
TIP Press
to skip a message and save it as new.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To review an old message
Old messages are messages you have already heard.
Depending on licensed features, the system includes voice
e-mail messages in your list of old messages. After you
have heard a new message, the system saves it for a set
period. For example, until midnight. However, you can
archive the message to save it longer. Your system man-
ager can tell you how long your system saves old and
archived messages.
The system plays all urgent messages first, then all regular
messages. It also sorts your messages by sender. If the sys-
tem does not know who left a message, it says that the
message is “from your message box.”
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
6
2 Press
to check old messages.
1
3
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
7
✱
TIP Press
message.
to skip a message, or press
to archive a
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
To check your e-mail messages
by phone ...................................110
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To reply to a message
You can record a reply to a new or old voice or e-mail mes-
sage from another subscriber on the system.
USING YOUR PHONE
3
4
4
1 While listening to a message, press
, or press
after a
message.
✱
2 Record your reply after the beep, and then press
to finish
recording.
✱
3 Press
to send the reply, or follow the conversation to edit the
reply, set special delivery, or address the reply to others.
4 After you send your reply, follow the conversation to handle the
original message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages.............. 22
To review an old message........... 24
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To check the next message
You can check the next message in your list of new or old
messages. When you check the next message in the list,
your original message is marked “old.”
USING YOUR PHONE
3
5
5
◆ While listening to a message, press
, or press
after a
message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages.............. 22
To review an old message........... 24
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To delete a message
You can delete a new or old voice, fax, or e-mail message.
When you delete an e-mail message using your phone you
also delete it from your e-mail inbox.
USING YOUR PHONE
3
6
6
◆ While listening to a message, press
, or press
after a
message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages ..............22
To review an old message ...........24
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To archive a message
The system saves old messages for a set period (for exam-
ple, until midnight). To keep a message for a longer period,
you can archive it. The difference between an archived
message and an old message is that an archived message
is saved for a longer period. The system manager can tell
you how long your system saves archived messages.
You can hear your archived messages when you review old
messages. After you listen to an archived message, the sys-
3
7
You must press
will be deleted.
to archive the message again or it
USING YOUR PHONE
3
7
7
◆ While listening to a message, press
, or press
after a
message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages.............. 22
To review an old message........... 24
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To hear when a message was sent
The system can tell you when a message was sent.
USING YOUR PHONE
3
8
8
◆ While listening to a message, press
, or press
after a
message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
See also
To check new messages..............22
To review an old message...........24
NEAXMail IM-16 LX User Guide
Checking Messages 29
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To redirect (forward) a message to another subscriber
When you redirect or forward a message, you send a copy
of the message to another subscriber.
The system lets you:
•
•
•
Redirect a message to another subscriber.
Record an introduction to the message.
Edit your introduction or set special delivery options for the redi-
rected message.
NOTE The system does not let you redirect messages that are
designated as private by the original sender.
USING YOUR PHONE
3
9
9
1 While listening to a message, press
to interrupt it, or press
after a message.
2 Do one of the following:
1
✱
• Press
• Press
to record an introduction, then press
to skip recording an introduction.
when finished.
2
3 Follow the system conversation to edit the introduction or set
special delivery.
4 On the phone, spell the last name of the subscriber, usually the first
three letters of the subscriber’s last name, to whom you are
#
#
redirecting the message. Otherwise, press
extension number.
and enter the
See also
To check new messages.............. 22
When spelling a subscriber’s last name, use a “wild card” number
1
(typically ) for any letter in the last name you do not know.
To review an old message........... 24
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TO REDIRECT (FORWARD) A MESSAGE TO ANOTHER SUBSCRIBER
5 Do one of the following:
1
2
• Press
• Press
when you hear the name of the subscriber you want.
to hear the next matching name.
6 Wait while the system redirects the message.
7 Do one of the following:
2
• Press
to skip redirecting the message to anyone else.
1
• Press , then follow the conversation to redirect the message to
additional subscribers.
handle the original message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages..............22
To review an old message...........24
NEAXMail IM-16 LX User guide
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To skip a message and save it as new
You can skip a message in your list of new messages and
keep it flagged as new. You cannot skip an old or archived
message and change its status to new.
If you skip an e-mail message and save it as new, it is
marked as “unread” in your e-mail inbox.
USING YOUR PHONE
3
0
0
◆ While listening to a message, press
, or press
after a
message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To check new messages ..............22
To check your e-mail messages by
phone ........................................110
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To repeat a message
You can replay a message if you need to listen to it again.
USING YOUR PHONE
3
#
#
◆ While listening to a message, press
, or press
after listening
to a message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
See also
To check new messages.............. 22
To review an old message .......... 24
NEAXMail IM-16 LX User Guide
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■ Changing Your Greetings
Callers hear a greeting before they leave a message.
Your mailbox can play one of three greetings: standard,
alternate, or busy. You can record your own custom
greetings, or use the default greetings recorded in the
system voice.
IN THIS SECTION
To set up or change your standard greeting......35
To change your alternate greeting......................36
To switch between your standard
and alternate greetings........................................38
To change the greeting when your
phone is busy ........................................................39
To turn your busy greeting on or off ...................41
To use the default greetings................................42
The types of greetings are:
Standard greeting Greeting played to callers when your
phone is unanswered.
Alternate greeting Greeting used for special occasions.
For example, when you are out of the office or on vaca-
tion.
Busy greeting Greeting played to callers when you are
on your phone.
Default greetings Default standard, alternate and busy
greeting included with the system.
This section explains how to use greetings. By phone,
you change your greetings with setup options. Depend-
ing on the features you have installed, you may also be
able to use Mailbox Manager to change your greetings
by computer.
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Changing Your Greetings 34
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To set up or change your standard greeting
The standard greeting plays when your extension is unan-
swered. A typical standard greeting is: “Hello, this is Pat
Green. I am not at my desk right now. Please leave a mes-
sage.”
During enrollment you are asked to record your own stan-
dard greeting if you prefer to use a custom greeting. If you
do not record a standard greeting in your own voice, the
system plays a greeting that includes your recorded name
right now.” You do not have to take any additional action.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
4
6 1
2 To rerecord your standard greeting, press
.
✱
3 After the beep, record your greeting, and then press
to stop
recording.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To switch between your standard
and alternate greetings...............38
To use the default greetings........42
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Changing Your Greetings 35
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To change your alternate greeting
The alternate greeting is for special occasions. For exam-
ple, use an alternate greeting if you will be on vacation. A
typical alternate greeting is: “Hello, this is Pat Green. I am
out of the office today and will return tomorrow.” The alter-
nate greeting is turned on and becomes active through
setup options. When your alternate greeting is active, the
system plays it instead of your other greetings.
If you do not record an alternate greeting, the system plays
an alternate greeting that includes your recorded name or
your extension. For example: “Pat Green is out today.”
When you record a greeting, include any special instruc-
tions for your callers. For example, if you have set up one-
key dialing to reach your assistant, add the following mes-
1
sage to your greeting: “or press
to talk to my assistant.”
See also
To switch between your standard
and alternate greetings...............38
To use the default greetings .......42
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Changing Your Greetings 36
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TO CHANGE YOUR ALTERNATE GREETING
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
You can also perform
this task using
security code if prompted.
Mailbox Manager.
7
4
8
1
2 To rerecord your alternate greeting, press
.
✱
3 After the beep, record your greeting, and then press
to stop
recording.
The system plays your new greeting.
4 Do one of the following:
1
• To rerecord your message, press
.
2
• To continue, press
5 Do one of the following:
• To make the alternate greeting active, press
.
1
.
2
• To keep the current greeting active, press
.
NOTE For the keys you can use during a message, after
commands” on page 17.
See also
To set up or change your
standard greeting........................35
To change your alternate
greeting.......................................36
To use the default greetings........42
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Changing Your Greetings 37
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To switch between your standard
and alternate greetings
You can switch between your standard and alternate greet-
ings. When you switch between greetings, the other greet-
ing becomes active. The system stores the inactive greeting
recording so that you can activate it again as needed.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
4
5
2 Press
alternate).
to switch to your other greeting (standard or
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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Changing Your Greetings 38
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To change the greeting when your phone is busy
You can record and turn on a greeting for callers when
your extension is busy. A typical busy greeting is: “Hello,
this is Pat Green. I am on the phone now. Please leave a
message.”
For callers to hear your busy greeting, you must activate it.
If you turn on your busy greeting, but do not record a cus-
tom busy greeting, the system plays a busy greeting that
includes your recorded name or your extension. For exam-
1
2
3
ple: “Extension
is busy.”
If you do not want to use a separate busy greeting, then
record and turn on a standard greeting covering all situa-
tions when you are unavailable. For example: “Hello, this
is Pat Green. I am not available at this time. Please leave a
message.”
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
4
8
1
2 To rerecord your busy greeting, press
, and then press
✱ to stop recording.
The system plays your new greeting.
3 Do one of the following after you hear the new greeting:
1
• To rerecord it, press
• To continue, press
.
See also
To turn your busy greeting on
21
.
or off............................................41
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Changing Your Greetings 39
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TO CHANGE THE GREETING WHEN YOUR PHONE IS BUSY
4 Do one of the following:
1
• To make the busy greeting active, press
.
2
• To keep the current greeting active, press
.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
NEAXMail IM-16 LX User guide
Changing Your Greetings 40
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To turn your busy greeting on or off
For callers to hear your busy greeting, you must activate it.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
4
8
2 Press
to hear your busy greeting.
3 Do one of the following:
1
• To rerecord your busy greeting, press
, record the busy
greeting, and then press ✱ to stop recording.
• To skip rerecording your busy greeting, press
The system plays your new greeting.
2
.
4 After listening to the recording, do one of the following:
1
• To rerecord the greeting, press
.
2
• To continue, press
.
1
2
5 Press
to turn on your busy greeting, or press
to turn off your
busy greeting.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To change the greeting when your
phone is busy.............................. 39
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Changing Your Greetings 41
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To use the default greetings
If you do not record custom greetings, the system plays
greetings that include your recorded name or your exten-
sion.
For example:
•
For a standard greeting: “Pat Green is not available right now.”
2
3
•
•
For a busy greeting: “Extension
is busy.”
For an alternate greeting: “Pat Green is out today.”
During enrollment, you are asked if you want to record
your own standard greeting. If you choose not to record
system plays the default standard greeting that comes with
the system. You do not have to take any additional action.
To use the default alternate greeting, you must turn it on
in order to make it active. When an alternate greeting is
active, the system plays it instead of any of your other
greetings. See “To switch between your standard
and alternate greetings” on page 38.
For callers to hear the default busy greeting, you must
turn it on. See “To turn your busy greeting on or off” on
page 41.
See also
To return to using a default standard, alternate, or busy
greeting after you have recorded a custom recording, you
must delete the custom recording. Ask your system man-
ager for assistance, or delete the greeting by using Mailbox
Manager.
To set up or change your
standard greeting ....................... 35
To change your alternate
greeting ...................................... 36
To switch between your standard
and alternate greetings............... 38
To change the greeting when your
phone is busy.............................. 39
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■ Returning Calls
Depending on your system setup, you can return a call
after listening to a message. You can also access any
caller ID information available for a message.
IN THIS SECTION
To return a call using Soft Keys............................44
To return a call using touchtone keys..................46
To access caller ID information using
Soft Keys................................................................48
To access caller ID information using
touchtone keys......................................................49
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Returning Calls 43
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To return a call using Soft Keys
If your phone system supports the call return feature, you
can return a call immediately to the outside caller or
The call return feature is available for messages left by out-
Your system manager can also set up the system to ask
callers to enter their phone number. See “To access caller
ID information using Soft Keys” on page 48.
Depending on your phone system, you can return a call
using Soft Keys on your phone, or you can return a call
when you access your mailbox from any touchtone phone.
See “To return a call using touchtone keys” on page 46.
If a returned call is not answered or if the line is busy, the
system tells you that the call could not be connected. The
system then returns you to your voice mailbox.
If you want to return to your voice mailbox after you finish
talking, press the CANCEL Soft Key on your phone, or wait
until the other person disconnects. If you disconnect the
call first, the system does not return you to your voice
mailbox.
The return call feature is available for new and old mes-
sages. The live record feature is not available during a
returned call.
See also
To return a call using
touchtone keys ............................46
To access caller ID
information using Soft Keys.........48
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Returning Calls 44
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TO RETURN A CALL USING SOFT KEYS
USING SOFT KEYS
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Do either of the following:
• To hear new messages, press the Soft Key below the NEW option
on the phone display.
• To hear old messages, press the Soft Key below the OLD option
on the phone display.
3 After listening to a message, press the Soft Key below the CALL
option on the phone display. If available, the system dials the phone
number associated with the message.
4 To return to your mailbox at the end of the conversation, finish
talking, then press the Soft Key below the CANCEL option on the
phone display, or wait until the person you called disconnects.
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If your phone system supports the call return feature, you
can immediately return a call to the another subscriber on
the system who left you a message. The call return feature
is available for messages left by outside callers when a
can also set up the system to ask callers to enter their
phone number. See “To access caller ID information using
Soft Keys” on page 48.
any touchtone phone. Depending on your phone system,
you can return a call using Soft Keys on your phone. See
“To return a call using Soft Keys” on page 44.
If a returned call is not answered or if the line is busy, the
system tells you that the call could not be connected, and
the system returns you to your voice mailbox.
If you want to return to your voice mailbox after you finish
talking, press the CANCEL Soft Key on your phone, or you
can wait until the other person disconnects. If you discon-
nect the call first, the system does not return you to your
voice mailbox.
The return call feature is available for new and old mes-
sages. The live record feature is not available during a
returned call.
See also
To return a call using Soft Keys ...44
To access caller ID information using
touchtone keys............................49
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TO RETURN A CALL USING TOUCHTONE KEYS
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Do either of the following:
4
6
• Press
• Press
to check new messages.
to check old messages.
1
2
3 Follow the system instructions, and press
for Yes or
for No
until you select the message you want.
4
5
4 Press
to return a call to the person who left a message.
5 To return to your mailbox at the end of the conversation, wait until
the person you called disconnects.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
NEAXMail IM-16 LX User guide
Returning Calls 47
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If your phone service provider does not provide caller ID
information to your organization, your system can be set
up to ask callers to enter their phone number before their
call is transferred to your extension. See your system man-
ager for more information.
Depending on your phone system, you can use Soft Keys
on your phone to determine caller ID information, if avail-
information. See “To access caller ID information using
touchtone keys” on page 49.
USING SOFT KEYS
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Do either of the following:
• To hear new messages, press the Soft Key below the NEW option
on the phone display.
• To hear old messages, press the Soft Key below the OLD option
on the phone display.
3 After listening to a message, press the Soft Key below the CID
option on the phone display. If available, the system plays the
phone number associated with the message.
See also
To return a call using Soft
Keys............................................. 44
To access caller ID information using
touchtone keys............................ 49
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Returning Calls 48
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To access caller ID information using touchtone keys
If your phone service provider does not provide caller ID
information to your organization, your system can be set up
to ask callers to enter their phone number before their call is
transferred to your extension. During message playback,
caller ID information is displayed on the LCD.
Press touchtone keys to hear caller ID information or use
Soft Keys on your phone to determine caller ID information,
if available.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Do one of the following:
4
6
• Press
• Press
to check new messages.
to check old messages.
1
2
3 Follow the system instructions, and press
for Yes or
for No
until you select the message you want.
4
6
4 Press
to hear the phone number of the person who left a
message, if available.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
See also
To return a call using
touchtone keys ............................46
To access caller ID
information using Soft Keys.........48
NEAXMail IM-16 LX User Guide
Returning Calls 49
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■ Recording Conversations and
Monitoring Messages
Depending on your phone system, you can record calls
and store them as voice messages. In addition, you can
monitor messages from your callers as they are being
recorded.
IN THIS SECTION
To record a conversation with Soft Keys.............51
To use live record feature keys on your phone...54
To monitor a message as it is recorded..............56
To monitor all your messages automatically ......57
To turn live monitor on or off ...............................58
This section describes how to use the live record and
live monitor features.
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To record a conversation with Soft Keys
If supported by your phone system, you can record a
phone conversation and manage the recorded conversation
just as you would a voice message. The recorded conversa-
tion is stored as a message in your voice mailbox. Within
your voice mailbox, you can review it, delete it, or add an
introduction and send the recorded message to other sub-
scribers. This feature is called “live record.”
You can manage your recording sessions using Soft Keys
on your phone display, or you can program feature keys on
the phone for live record.
WARNING: The use of monitoring, recording, or listening
devices to eavesdrop, monitor, retrieve, or record phone
conversations or other sound activities, whether or not
contemporaneous with transmission, may be illegal in
certain circumstances under federal or state laws. Legal
advice should be sought prior to implementing any
practice that monitors or records any phone
conversation. Some federal and state laws require some
form of notification to all parties to a phone
conversation, such as using a beep tone or other
notification method or requiring the consent of all
parties to the phone conversation, prior to monitoring
or recording the phone conversation. Some of these
laws incorporate strict penalties.
See also
To use live record feature keys on
your phone.................................. 54
NEAXMail IM-16 LX User Guide
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TO RECORD A CONVERSATION WITH SOFT KEYS
USING SOFT KEYS
1 During a phone conversation, press RECORD on the phone.
2 To save a recorded message to your mailbox, press END or
disconnect the call.
3 To redirect the recorded message to another subscriber, enter the
subscriber’s extension while you are recording. The recorded
message is automatically sent when you press END.
or
Press ADDRESS to end the recording and disconnect the call, and
then follow the address conversation to redirect the message.
Use these Soft Keys during a recording session
Pause Pauses and resumes the recording.
Urgent Ends the recording and disconnects the call. Fol-
low the address conversation to review, delete, or address
the recorded message with an optional introduction.
End Ends the recording without disconnecting the call.
The recorded message is automatically sent to the specified
address, or if no address is specified, is sent to your mail-
box.
Erase Erases the recorded message without disconnecting
the caller.
Rerecord Erases the existing recorded message and starts
a new recording.
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TO RECORD A CONVERSATION WITH SOFT KEYS
Use these touchtone keys after a message
TASK
KEY(S)
TASK
KEY
Archive message/fax an
e-mail message*
Hear e-mail recipients
3
7
Reply to sender
Return call
4
4
4
4
5
6
Hear time stamp
8
9
0
#
Redirect message/
deliver a fax*
Hear caller ID
Check next message
Delete
Save as new
5
6
Repeat the message
* Available only if you are using the fax or e-mail option.
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To use live record feature keys on your phone
If supported by your phone system, you can record a
phone conversation and manage the recorded conversation
just as you would a voice message. The recorded conversa-
tion is stored as a message in your voice mailbox. From
there, you can review it, delete it, or add an introduction
and send the recorded message to other subscribers. This
feature is called “live record.”
You can manage your recording sessions using live record
feature keys programmed on your phone, or you can use
Soft Keys on your phone display. See “To record a conver-
sation with Soft Keys” on page 51.
WARNING: The use of monitoring, recording, or listening
devices to eavesdrop, monitor, retrieve, or record phone
conversations or other sound activities, whether or not
contemporaneous with transmission, may be illegal in
certain circumstances under federal or state laws. Legal
advice should be sought prior to implementing any
practice that monitors or records any phone
conversation. Some federal and state laws require some
form of notification to all parties to a phone
conversation, such as using a beep tone or other
notification method or requiring the consent of all
parties to the phone conversation, prior to monitoring
or recording the phone conversation. Some of these
laws incorporate strict penalties.
See also
To record a conversation with
Soft Keys..................................... 51
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TO USE LIVE RECORD FEATURE KEYS ON YOUR PHONE
USING SOFT KEYS
Press any of the following feature keys during a live record
conversation:
Pause Pauses and resumes the recording.
Address Ends the recording and disconnects the call. Fol-
low the address conversation to review, delete, or address
the recorded message with an optional introduction.
End Ends the recording without disconnecting the call.
The recorded message is automatically sent to the specified
address, or, if no address is specified, is sent to your mail-
box.
Erase Erases the recorded message without disconnecting
the caller.
Rerecord Erases the existing recorded message and starts
a new recording.
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To monitor a message as it is recorded
If the live monitor feature is supported by your phone sys-
tem, you can use the speaker on your phone to listen while
a caller records a message. If desired, you can pick up the
handset to connect to a caller.
You can monitor messages left by outside callers. You can-
not monitor messages left by other subscribers.
The phone system can be set up to allow you to monitor all
of your incoming calls automatically. Ask your system
manager to set up this feature for you. Then, you can turn
the live monitor feature on or off with your setup options.
If you are going to be out of the office and all of your mes-
sages are monitored automatically, you can turn off the
live monitor feature to keep messages from playing on your
speaker automatically while you are away. See “To turn
live monitor on or off” on page 58.
USING SOFT KEYS
1 When you hear your extension ring, wait until the caller’s message is
played on the speaker.
The LED should blink green.
2 Press the green LED to play the message on the speaker as it is
being recorded.
3 To stop listening, press the Soft Key below the CANCEL option on
the phone display, or to connect to the caller, pick up the handset.
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To monitor all your messages automatically
If the live monitor feature is supported by your phone sys-
tem, you can use the speaker on your phone to listen while
a caller records a message. If necessary, you can pick up
the handset to connect to a caller.
NOTE You can only monitor messages left by outside callers
and not messages left by other subscribers on the system.
The phone system can be set up to allow you to monitor all
of your incoming calls automatically. Ask your system
manager to set up this feature for you. Then, you can turn
the live monitor feature on or off with your setup options.
If you will be out of the office and all of your messages are
monitored automatically, you can turn off the live monitor
feature to keep messages from playing on your speaker
while you are away. Turn off the live monitor feature using
setup options. Depending on phone system programming,
you can change this feature with Soft Keys on your work
phone, or you can use any touchtone phone. See “To turn
live monitor on or off” on page 58.
USING SOFT KEYS
1 When you hear your extension ring, wait until the caller’s message is
played on the speaker.
2 To stop listening, press the Soft Key below the CANCEL option on
the phone display, or to connect to the caller, pick up the handset.
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To turn live monitor on or off
If the live monitor feature is supported by your phone sys-
tem, you can use your phone to listen while an outside
caller records a message.
If you will be out of the office and all of your messages are
monitored automatically, you can turn off the live monitor
feature to keep messages from playing on your speaker
while you are away. Turn off the live monitor feature using
setup options.
Depending on the phone system programming, you can
also turn live monitor off using Soft Keys, or you can use
any touchtone phone.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
9
2 Press
to turn live monitor on or off.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
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■ Sending Messages
You can use a phone to:
•
Send a message to one or more subscribers or
guests.
IN THIS SECTION
To send a message directly to another person’s
mailbox ..................................................................60
To leave a message when you call an
•
Mark a message for urgent, private, return receipt,
or future delivery.
•
•
•
•
Leave a message to a group.
Redirect a message.
extension ...............................................................62
To add to a message before sending .................63
To listen to a message before sending...............64
To rerecord a message before sending ..............65
To send an urgent message.................................66
To send a private message ..................................67
To request a delivery receipt for a message.......68
To send a message with future delivery..............69
To redirect (forward) a message to another
Modify or cancel a message after leaving it.
Send a message to a subscriber at another voice
messaging location, if available.
This section describes how to send messages, either by
leaving the message directly in a mailbox, or by dialing
an extension.
subscriber ..............................................................71
To cancel a message after sending.....................72
To send a message to additional subscribers ....73
To send a message to a group ............................74
To find out who has not yet received a group
message.................................................................76
To send a message to a guest subscriber...........77
To send a message to a subscriber at another
location..................................................................80
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To send a message directly to another person’s mailbox
The system lets you leave voice messages for other sub-
scribers, groups, or guests. You can leave messages
directly in a another person’s mailbox without first calling
the extension.
You can address a message by spelling the recipient’s
name on the phone. Or, ask your system manager to set up
your mailbox to allow you to address messages by exten-
sion number.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
5
2 Press
to leave any messages.
3 On the phone, spell the subscriber’s last name, usually the first three
#
#
letters of the subscriber’s last name. Otherwise, press
enter the extension number.
and
When spelling a subscriber’s last name, use a “wild card” number
1
(typically ) for any letter in the last name you do not know.
4 Do one of the following:
1
• Press
• Press
when you hear the name of the subscriber you want.
2
1
to hear the next matching name, and then press
when
See also
To send a message to a
you hear the name of the subscriber you want.
group...........................................74
5 Record your message at the beep. The message must be at least
To send a message to a guest
subscriber....................................77
three seconds long to be delivered.
To send a message to a subscriber
at another location......................80
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TO SEND A MESSAGE DIRECTLY TO ANOTHER PERSON’S MAILBOX
#
6 Press
to start over, or press ✱ to stop recording.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To leave a message when you call an extension
If you call a subscriber’s extension and the call is unan-
swered, your call is automatically routed to the sub-
scriber’s mailbox where you can leave a message.
If your phone system uses identified subscriber messaging,
the system automatically identifies the message as coming
you and your assigned extension.
If your phone system does not use identified subscriber
messaging, or if you are calling from another subscriber’s
extension, you need to identify yourself as a subscriber by
entering your personal ID and security code.
You can also send messages directly to a subscriber’s mail-
box. See “To send a message directly to another person’s
mailbox” on page 60.
USING YOUR PHONE
automatically forwarded to voice mail.
2 Follow the system instructions to record your message by pressing
1
2
for Yes or
for No.
#
3 Press
to start over, or press ✱ to stop recording.
See also
To send a message directly to
another person’s mailbox ........... 60
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
To send a message to a group ... 74
To send a message to a guest
subscriber.................................... 77
To send a message to a subscriber
at another location...................... 80
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To add to a message before sending
Depending on system settings, you can open an unsent
message and add additional recordings before you send it.
When you add to a message, you continue recording from
the end of the message.
USING YOUR PHONE
1 Address and record a message.
✱
2 Press
3 Press
4 Press
to stop recording.
4
to edit the message.
4
to add to the end of the message, and then record your
additional message after the beep.
✱
5 Press
to stop recording.
✱
6 Press
after editing the message.
7 Press ✱ to send the message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To listen to a message before sending
Depending on system settings, you can listen to a message
before you send it.
USING YOUR PHONE
1 Address and record a message.
✱
2 Press
3 Press
4 Press
5 Press
6 Press
to stop recording.
4
5
to edit the message.
to listen to the message.
after editing the message.
to send the message.
✱
✱
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To rerecord a message before sending
Depending on system settings, you can rerecord a message
before you send it. Rerecording a message deletes the orig-
inal recording.
USING YOUR PHONE
1 Address and record a message.
✱
2 Press
to stop recording.
4
3 Press
to edit the message.
6
• Press
if you want to rerecord the message, and then rerecord
your message after the beep.
✱
• Press
to stop recording.
✱
4 Press
when you finish editing the message.
5 Do any of the following:
5
6
• Press
• Press
to change special delivery.
to address the message to others.
6 Press ✱ to send the message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send an urgent message
You can use special delivery by marking a message as
urgent before you send it. The system plays urgent mes-
sages first, before normal priority messages.
Messages can be marked as urgent either when you leave a
message directly in a subscriber’s mailbox or when you call
an unanswered extension.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Follow the conversation to leave a message. Address the message,
then record it.
✱
3 Press
to stop recording.
5
4
1
4 Press
to mark the message as urgent.
5 Press ✱ to send the message immediately and return to the main
menu.
6 Follow the steps above to leave another message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send a private message
You can use special delivery to send a private message.
A private message cannot be redirected (forwarded).
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Follow the conversation to leave a message. Address the message,
then record it.
✱
3 Press
4 Press
5 Press
to stop recording.
5
5
1
to mark the message private.
✱
to send the message and return to the main menu.
6 Follow the steps above to leave another message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To request a delivery receipt for a message
You can use special delivery to send a message and request
a return receipt. IM-16 LX sends a receipt to your mailbox
when the recipient listens to or opens the message. For
messages sent to a message group, IM-16 LX sends a
receipt for each group member.
USING YOUR PHONE
security code if prompted.
2 Follow the conversation to leave a message. Address the message,
then record it.
✱
3 Press
4 Press
5 Press
to stop recording.
5
6
1
to request a return receipt.
✱
to send the message and return to the main menu
6 Follow the steps above to leave another message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send a message with future delivery
You can use special delivery to mark a message for sending
at a later date and time. IM-16 LX will not send the mes-
sage until the specified date and time.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Follow the conversation to leave a message. Address the message,
then record it.
✱
3 Press
to stop recording.
5
7
4 Press
to mark the message for future delivery.
5 To send the message, do either of the following:
0
• For later today, press
• For tomorrow, press
.
1
.
2
• For two days later, press
or
.
9
• For a specific date, press . Enter the month using a number
from 1 to 12, and enter the date using a number from 1 to 31.
6 Enter the time, including the hour and minutes, then press ✱ .
1
2
• For A.M., press
• For P. M., press
.
.
IM-16 LX confirms the date and time you specified.
✱
7 Press
to exit special delivery.
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TO SEND A MESSAGE WITH FUTURE DELIVERY
8 Press ✱ to send the message and return to the main menu.
9 Follow the steps above to leave another message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To redirect (forward) a message to another subscriber
The system allows you to redirect a message to another
subscriber. You can also redirect a message to a message
group or a guest. When you redirect a message to another
subscriber you have the option to record an introduction.
The system does not let you redirect messages that are
designated as private by the original sender.
USING YOUR PHONE
3
9
1 While listening to a message, press
to interrupt it.
2 Spell the last name of the subscriber, usually the first three letters of
the subscriber’s last name, to whom you are redirecting the
#
#
message. Otherwise, press
and enter the extension number.
When spelling a subscriber’s last name, use a “wild card” number
1
(typically ) for any letter in the last name you do not know.
3 Answer the Yes or No question when prompted if you want to
record an introduction. If you answer yes, record the introduction to
the message.
4 Optionally edit the message when prompted.
5 Press ✱ to confirm that you want to redirect the message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To cancel a message after sending
If the recipient has not heard your last message, the sys-
tem lets you cancel it. You can then record a new message.
USING YOUR PHONE
1 Start to leave another message to the same subscriber.
2 If the subscriber has not yet heard your last message, the system
asks if you want to review it.
1
3 Press
to review it.
5
4 When you hear the message you want to cancel, press
.
1
5 Press
to confirm the cancellation.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send a message to additional subscribers
After you send a message to one subscriber on the system,
you can address and send the message to others.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Follow the conversation to leave a message. Address the message,
then record it.
6
✱
3 Press
to stop recording.
4 Follow the conversation to address the message.
After you select the correct name, IM-16 LX confirms that a copy of
the message has been sent.
4
5 Repeat step
for each additional recipient.
✱
6 Press
to finish addressing to others.
2
7 Press
to finish leaving messages and return to the main menu.
8 Follow the steps above another leave more messages.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send a message to a group
A message group is a mailing list of subscribers and
guests. A message group makes it easier to send the same
message to several subscribers. Your system manager can
create message groups or you can create your own.
You can also leave a message for more than one subscriber
by addressing the message to additional subscribers. See
“To send a message to additional subscribers” on page 73.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
5
2 Press
to leave a message.
3 Spell the group name or enter the special group ID and group
number.
1
When spelling, use a “wild card” number (typically ) for any letter
in the last name you do not know.
4 Do one of the following:
1
• Press
• Press
when you hear the name of the group you want.
to hear the next matching name, and then press
2
1
when
you hear the name of the group you want.
See also
5 After the beep, record your message. The message must be at least
To find out who has not yet received
a group message ........................ 76
three seconds long to be delivered.
To send a message to a guest
subscriber.................................... 77
6 Press ✱ to finish recording.
To send a message to a subscriber
at another location...................... 80
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TO SEND A MESSAGE TO A GROUP
7 If necessary, follow the system prompts to edit the message, set
special delivery, or address the message to others.
✱
8 Press
to send the message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To find out who has not yet received a group message
The system tells you when everyone in a group has
received your message. If you do not get this confirmation,
the system can tell you who in the group has not yet heard
the message.
USING YOUR PHONE
1 Start to leave a new message to the group.
message.
1
2 Press
to review the message.
2
3 Listen to the message or press
to interrupt it.
7
4 Press
to list who has not heard the message.
5 Press ✱ to stop the list.
NOTE For the keys you can use during a message, after
commands” on page 17.
See also
To send a message directly to
another person’s mailbox............ 60
To send a message to additional
subscribers .................................. 73
To send a message to a
subscriber at another location .... 80
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To send a message to a guest subscriber
You can host special clients, contacts, friends, or family on
IM-16 LX by asking your system manager to add them as
your guests.
Your system manager sets up a recorded name,
personal ID, language, and message notification for a
guest. Guests cannot change their recorded name or notifi-
cation options by phone.
Once they’re added as your guests, they can call IM-16 LX,
and then enter a personal ID. IM-16 LX greets them by
name, then offers to record a message. Messages can be
left directly in your mailbox without them first having to
dial your extension
NOTE If your guests want to leave a message for another
subscriber or try an extension, they must do so as an outside
caller.
See also
To send a message directly to
another person’s mailbox ............60
To send a message to a
group ...........................................74
To send a message to a guest
subscriber ....................................77
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TO SEND A MESSAGE TO A GUEST SUBSCRIBER
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
5
2 Press
to leave any messages.
3 On the phone, spell the guest’s name, usually the first three letters
#
#
of the last name. If necessary, press
to switch between
number mode and spelling mode.
When spelling a guest’s last name, use a “wild card” number (typi-
1
cally
) for any letter in the last name you do not know.
4 Do one of the following:
1
2
• Press
• Press
when you hear the name of the guest you want.
to hear the next matching name, and then press
1
when
you hear the name of the guest you want.
5 Record your message at the beep. The message must be at least
three seconds long to be delivered.
4
6 Press
to edit the message.
6
• Press
if you want to rerecord the message, and then rerecord
your message after the beep.
• Press ✱ to stop recording.
7 Press ✱ when you finish editing the message.
8 Do any of the following:
5
6
• Press
• Press
to change special delivery.
to address the message to others
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TO SEND A MESSAGE TO A GUEST SUBSCRIBER
#
9 Press
message.
to start over, or press ✱ to stop recording and send the
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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To send a message to a subscriber at another location
You can send messages to subscribers who use another
voice messaging system at another location. To send mes-
sages to subscribers at other locations, you identify the
location as well as the subscriber when addressing the
message. Your system manager can provide location
names or numbers you can use.
USING YOUR PHONE
1 Call the voice messaging system. If asked, enter your personal ID
and security code.
5
2 Press
to leave any messages.
3 On the phone, spell the location name, then spell the subscriber’s
#
#
name. If necessary, press
to switch between spelling and
number mode.
When spelling a subscriber’s last name, use a “wild card” number
1
(typically ) for any letter you do not know.
Or, if in number mode, enter the location number, then the sub-
scriber’s extension number.
4 Do one of the following:
1
• Press
• Press
when you hear the name of the subscriber you want.
2
1
to hear the next matching name, and then press
when
you hear the name of the subscriber you want.
See also
To send a message directly to
another person’s mailbox............60
5 Record your message at the beep. The message must be at least
three seconds long to be delivered.
To send a message to a
group...........................................74
#
✱
6 Press
to start over, or press
to stop recording.
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TO SEND A MESSAGE TO A SUBSCRIBER AT ANOTHER LOCATION
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
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■ Changing Message Group Settings
You can send a message at once to several subscribers
on the system by using message groups.
IN THIS SECTION
To create a message group..................................83
To add or delete group members.......................85
This section describes how to create and maintain mes-
sage groups.
To change a group name or number ..................86
To hear your groups and group members..............87
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To create a message group
You can create your own message groups. When you send
a message to a group, the message is sent to all members
of the group. Each group you create has a number or a
name.
There are two types of groups: public and private. Other
subscribers can send messages to a public group. Only
you can send messages to a private group.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
5
2 Press
4 to create a new group, and do one of the following
You can also perform this
task using Mailbox
Manager.
at the main menu:
• For numbered groups, enter a three-digit group number.
• For named groups, enter the first three letters of the group’s
name.
✱
3 Record a name for the group, and then press
when finished.
1
2
4 Press
to make the group a public group or press
to make it a
private group.
5 Follow the system instructions to add members to the group.
You can add members by name or extension number. If adding
#
#
members by extension number, press
mode.
to switch to number
See also
To send a message to a
group ...........................................74
Guests do not have extension numbers, so add them to the group
by spelling their names or by entering their personal IDs.
To add or delete group
members......................................85
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TO CREATE A MESSAGE GROUP
6 Press ✱ when you are finished adding members.
7 Do one of the following:
1
2
• Press
• Press
to leave a message for this group now.
to continue.
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To add or delete group members
You can add and delete members of your message groups.
You also can delete any message group that you own, or
change the group’s number, spelled name, or recorded
name.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
5
5
2 Press
to edit a group.
3 Press the group name or number, and then do one of the following:
You can also perform this
task using Mailbox
Manager.
1
2
• Press
• Press
when you hear the name of the group.
1
to hear the next matching name, and then press
when
you hear the name of the group.
4 After selecting the group, do one of the following:
4
5
• Press
• Press
to add members.
to delete members from the group.
5 To delete a group member, press the first three letters of the person’s
last name, or press three wild card numbers. For example, press
1
1
1
to list each group member, and then choose the member’s
name whom you want to delete.
6 To confirm your additions or deletions, press
7 Press ✱ when finished.
1
.
See also
To create a message group.........83
To hear your groups and
group members............................87
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To change a group name or number
You can rerecord a group name, or change a group’s num-
ber.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
5
6
2 Press
to change a group name or number.
You can also perform this
task using Mailbox
Manager.
3 Press the first three letters of the group name.
1
7
2
4 Press
to confirm, or press
to hear the name of the next group.
5 Press
to change the group name or group number.
6 Follow the system instructions to change the group’s name.
1
2
7 Change the recorded name by pressing
for Yes or
for No
after each question.
See also
To create a message group......... 83
To add or delete group
members..................................... 85
NEAXMail IM-16 LX User Guide
Changing Message Group Settings 86
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To hear your groups and group members
You can hear a list of the groups you can send a message
to. You can also hear a list of group members.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
5
5
2 At the main menu, press
to list your groups.
You can also perform this
task using Mailbox
Manager.
3 Press the first three letters of the group name, or use “wildcard”
1
(typically
)
) for any letter you do not know, to select that group.
6
4 Press
to review group members.
1
2
5 Follow the system instructions, and press
for Yes or
for No
after each question.
See also
To create a message group.........83
To change a group name or
number ........................................86
NEAXMail IM-16 LX User Guide
Changing Message Group Settings 87
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■ Changing Mailbox Setup Options
You can change most of these setup options for your
personal mailbox from any touchtone phone. The sys-
tem leads you step by step through a series of simple
yes-and-no questions when you make any changes.
IN THIS SECTION
To change your security code..............................89
To change your recorded name ..........................90
To change the spelling of your name..................91
To change your playback options........................92
To turn call transfer on or off................................93
To change the call transfer number.....................94
To change call screening options........................95
To turn call screening on or off................................97
To turn call holding on or off................................98
To change message delivery................................99
To let callers find your extension in the
You can change your:
•
•
•
•
•
•
•
Security code
Recorded and spelled names
Call transfer options
Call screening options
Call holding options
Message delivery options
Directory listing
You can also ask your system manager to change mes-
sage playback options, call transfer options, call
screening options and call holding.
directory...............................................................101
Depending on installed options, you may also be able to
use the Mailbox Manager program to change your
setup by computer.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 88
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To change your security code
Your security code prevents others from using your per-
sonal ID to listen to your messages. Your security code
should be three to 10 digits long and can be changed as
often as you like.
When you change your mailbox security code, you should
also update your security code for any Visual Messaging
applications. See the online Help for each Visual Messag-
ing application for the steps to update the security code.
If you forget your security code, contact your system man-
ager.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
4
2 Press
to change your security code.
1
2
3 Follow the system instructions, and press
for Yes or
for No
You can also perform
this task using
Mailbox Manager.
after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 89
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To change your recorded name
The system uses your recorded name to identify both you
and your messages to other callers.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
5
2 Press
to change your recorded name.
You can also perform
this task using
Mailbox Manager.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 90
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To change the spelling of your name
You can change your spelled name only by phone.
The system uses your spelled name for the directory. Call-
ers can enter the first letters of your name to locate you in
the directory. You can also remove your name from this
directory.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
6
2 Press
to change your spelled name.
You can also perform
this task using
Mailbox Manager.
3 Follow the system instructions to change your spelled name by
1
2
pressing
for Yes or
for No after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 91
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To change your playback options
You can ask your system manager to change your message
playback options. Message playback options cannot be
changed by phone. However, if you have Mailbox Manager
installed, you can change your playback options by com-
puter. See Mailbox Manager Help for details.
Playback options consist of:
Voice message length The system announces the total
length, in minutes, of new voice messages.
Menu mode conversation This conversation plays menus of
options. Press the number associated with the option to
perform that particular task.
Yes/No conversation This conversation leads you step by
step through all of your options with easy, yes-and-no
1
2
questions by having you press
each question.
for Yes or
for No after
Play before messages The system plays the time and date
that the message was recorded before playing the message.
Play after messages The system plays the time and date
that the message was recorded after playing the message.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 92
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To turn call transfer on or off
The system can transfer calls automatically to your exten-
sion. When you are unavailable or on another call, the sys-
tem takes a message for you. You can turn off call transfer
or have your calls transferred to a different phone number
if you will be away from your desk for any period of time.
Call transfer must be turned on before your calls can be
transferred to a different phone number.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
4
2 Press
to turn call transfer on or off.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 93
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To change the call transfer number
The system can transfer calls automatically to your exten-
sion. You can enter up to nine digits for the transfer-to
phone number.
When you are unavailable or on another call, the system
takes a message for you. When you are unavailable or on
another call, the system takes a message for you. You can
turn off call transfer or have your calls transferred to
a different phone number if you will be away from your
desk for any period of time.
Call transfer must be turned on before your calls can be
transferred to a different phone number.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
4
1
4
2 Press
transferred.
to change the number to which your calls are
You can also perform
this task using
Mailbox Manager.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 94
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To change call screening options
If available, you can ask your system manager to change
your call screening options. Call screening options affect
what you hear when you answer your phone.
Call screening options cannot be set by phone. If your sys-
tem manager has set up call screening for your extension,
you can turn call screening on and off by phone. However,
if you have Mailbox Manager installed, you can change
your call screening options by computer. See Mailbox Man-
ager online Help for details.
Call screening options consist of:
Play a tone before connecting a caller The system plays a
beep before transferring the call.
Play screened name before connecting The system asks the
caller’s name before ringing your extension. The system
plays “Call from <caller’s name spoken by the caller>”
before transferring the call.
Ask me if I want to take the call The system says “Press 1 to
take the call, or 2 and I’ll take a message,” then waits for a
response from you before transferring the call.
Play screened name in voice message The system asks and
plays the caller’s name as above. The system adds the
caller’s name to the beginning of the caller’s message.
Announce who the call is for The system says, “Call for
<your name>” before transferring the call.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 95
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TO CHANGE CALL SCREENING OPTIONS
Two or more of these options may be combined. For exam-
ple, if you select “Play screened name before connecting”
and “Ask me if I want to take the call,” the system asks for
the caller’s name, then rings your extension. When you
answer the call, the system plays the caller’s recorded
name, then asks if you want to take the call.
NEAXMail IM-16 LX User guide
Changing Mailbox Setup Options 96
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To turn call screening on or off
If your system manager has set up call screening for your
extension, you can turn call screening on and off by phone.
Call screening options affect what you hear when you
answer your phone. If available, you can ask your system
manager to change your call screening options. Call
screening options cannot be set by phone.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
4
1
5
2 Press
.
You can also perform
this task using
3 Do one of the following:
Mailbox Manager.
1
2
• Press
• Press
to turn call screening on.
to turn call screening off.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 97
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To turn call holding on or off
Depending on your phone system, IM-16 LX can hold a call
until your extension is available. If your system manager
has set up call holding for you, you can turn call holding
on and off.
When call holding is turned on and your extension is busy,
the system asks callers if they want to hold until you are
available or if they want to leave a message. The system
also tells callers how many calls are holding ahead of
theirs.
Your system manager sets the number of calls that the
system can hold for you.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
4
1
6
2 Press
.
You can also perform
this task using
3 Do one of the following:
Mailbox Manager.
1
2
• Press
• Press
to turn call holding on.
to turn call holding off.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 98
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To change message delivery
The system can deliver messages to several different phone
numbers. With message delivery you can:
•
Set a range of minutes, hours and days that a message delivery
phone number is in effect.
•
•
Set the system to deliver only urgent messages.
Set the system to delay message delivery to any of the numbers.
If changing message delivery by phone, you may not be
able to enter a pager number that requires special dialing
characters. For example, a semicolon, which represents a
three-second pause. Contact your system manager for
assistance.
Your system administrator may have already set default
values for each of these devices. You can modify the values
to more closely fit your schedule, or simply leave the values
as-is and just enable the device for message delivery.
#
NOTE Press
to insert a one-second pause where you want
the system to pause between digits that it is dialing.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 99
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TO CHANGE MESSAGE DELIVERY
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 To change your message delivery options for your:
7
6
5
4
• work phone, press
• home phone, press
.
7
6
5
5
.
You can also perform
this task using
Mailbox Manager.
7
6
5
6
• pager, press
.
7
6
5
7
• spare phone, press
.
7
6
5
8
• fax phone, press
.
1
2
3 Press
to turn on delivery for that number or
to turn off
delivery.
4
4 Press
to change the phone number.
5 Press ✱ after you enter a phone number to end the entry.
5
6 Press
to change the schedule, and then follow the system
1
2
instructions, pressing
for Yes, or pressing
for No.
6
7 Press
to change the delivery mode for messages delivered to
1
this number, and then follow the system instructions, pressing
for
2
Yes or pressing
for No.
7
8 Press
to change fax notification, and then follow the system
1
2
instructions, pressing
for Yes, or
for No after each question.
9 Change any remaining message delivery numbers by repeating the
previous steps.
NEAXMail IM-16 LX User guide
Changing Mailbox Setup Options 100
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To let callers find your extension in the directory
Your system may use automatic directory assistance,
numeric directory assistance, or both, to help callers find
subscribers’ extension numbers.
Callers with letters on their phones can use automatic
directory assistance to identify subscribers by their last
names. All callers can use numeric directory assistance,
which groups subscribers by department, location, or
some other category.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
7
2 Press
to change your directory listing.
You can also perform
this task using
Mailbox Manager.
3 Follow the system instructions to change your spelled name, and
1
2
press
for Yes or
for No after each question.
NEAXMail IM-16 LX User Guide
Changing Mailbox Setup Options 101
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■ Sending and Receiving Faxes
With ActiveFax, your faxes are included with your voice
messages. If you are also using Visual Messaging appli-
cations, ViewFax may also be available by computer.
ViewFax Sends, receives, and redirects faxes through
your computer.
Fax mail Stores faxes in your mailbox with your other
messages. Callers can record a short message to
accompany each fax they send. Faxes can be forwarded
from your mailbox to a fax machine by using any
phone.
IN THIS SECTION
To receive a fax....................................................103
To receive all your faxes with one call...............105
To change your fax delivery number or
schedule ..............................................................106
To change your fax greeting..............................107
To change your fax notification .........................108
Print-to-fax Fax documents to other subscribers,
groups, personal database contacts, or other recipi-
ents.
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 102
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To receive a fax
With ActiveFax, your faxes are stored in your mailbox as
fax messages and can have two parts: the fax document
and an optional voice message annotation.
Callers can record a voice annotation which you hear when
you check your messages. If a fax message does not have a
voice annotation, you will hear only what time the fax
arrived.
A fax and its voice annotation always remain together as a
single fax message. When you archive a fax message, both
are archived.
Depending on your system, you may have a separate fax
number or one extension for both faxes and phone calls.
Your fax mailbox can have a personal greeting. Otherwise,
the system greets calls with your name or fax number.
With ActiveFax, you can also
•
•
sages, request fax delivery and then enter the new number to
where the fax should be redirected.
Bundle more than one fax for delivery. The system adds its own
cover sheet to each delivery bundle, which lists which faxes are
included and their page lengths.
See also
To check new messages ..............22
To receive all your faxes with
one call ......................................105
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 103
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TO RECEIVE A FAX
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
2 Press
to check new messages.
IM-16 LX plays your new voice messages, then any fax messages.
3 If a fax message is present, do one of the following:
9
• After listening to the fax message, press
• While listening to the fax message, press
.
3
9
.
1
2
4 Follow the system instructions, and press
for Yes or
for No
after each question.
NEAXMail IM-16 LX User guide
Sending and Receiving Faxes 104
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To receive all your faxes with one call
You can use a shortcut to deliver all of your new faxes to
your usual fax machine. If you do not have a fax box, you
can still have faxes redirected to your message box; how-
ever, the shortcut feature will be unavailable. Instead you
must use the procedure previously described, “To receive a
fax” on page 103.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
5
2 At the main menu, press
.
See also
To receive a fax ......................... 103
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 105
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To change your fax delivery number or schedule
You can change the phone number where your faxes are
delivered, and change the schedule IM-16 LX follows to
deliver your faxes.
The system can deliver your faxes in three ways:
Standard delivery The system stores your faxes until you
request them. When you check messages, the system tells
you which faxes are waiting.
Fully automatic delivery The system delivers faxes auto-
matically to the fax number you specify in your setup
options. Your system manager may have already set up
this option for you.
Custom delivery Other fax delivery options may be avail-
able depending on your system. Consult your system man-
ager.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
5
8
2 Press
schedule.
to change your fax delivery phone number or
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
See also
To change your fax greeting .....107
To change your fax
notification.................................108
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 106
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To change your fax greeting
You can change the greeting callers hear before they send
you a fax.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
4
9
2 Press
to change your fax greeting.
1
2
3 Follow the system instructions, and press
for Yes or
for No
after each question.
See also
To change your fax delivery
number or schedule...................106
To change your fax
notification.................................108
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 107
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To change your fax notification
The system can contact you at a specified phone number
notifying you when you have new faxes. You can set a
range of minutes, hours, and days that a fax message
delivery is in effect.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
6
5
8
2 To change your notification for your fax phone, press
.
1
2
3 Press
to turn on delivery for the number or press
to turn off
delivery.
4
4 Press
to change the phone number.
NOTE Press
to insert a one-second pause where you
#
want the system to pause between the digits it dials.
5 After entering a phone number, do one of the following:
• Press ✱ to end the entry and return to the main menu.
2
• Press
to continue.
to change the schedule if fax notification is turned on.
If fax notification is not turned on, you cannot change the schedule.
5
6 Press
1
2
7 Follow the system instructions, and press
for Yes or
for No
after each question.
See also
To change your fax delivery
number or schedule .................. 106
To change your fax
greeting..................................... 107
NEAXMail IM-16 LX User Guide
Sending and Receiving Faxes 108
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■ Checking E-mail by Phone
Depending on how your system is set up, you can
check your voice and fax messages through your e-mail
IN THIS SECTION
To check your e-mail messages by phone........110
To hear who else received an e-mail
message...............................................................112
To enter your e-mail password with
touchtones...........................................................113
To turn your e-mail message totaling on or
off .........................................................................115
To fax an e-mail message...................................116
To fax all of your e-mail messages with a
inbox. If your voice and fax messages are delivered to
your e-mail inbox, the messages are deleted from your
voice mailbox to avoid duplication.
Text-to-speech technology When you check your mes-
sages by phone, the system reads the text portion of
your e-mail messages and plays any attached .wav
files.
E-mail integration. When you check voice and fax mes-
sages by phone, you can hear the number of new e-mail
messages you have received. Or, you can turn off e-mail
totaling.
single call.............................................................118
To change your e-mail password.......................119
ActiveFax. Fax your e-mail messages to any fax
machine.
NEAXMail IM-16 LX User Guide
Checking E-mail by Phone 109
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To check your e-mail messages by phone
Text-to-speech and e-mail integration allows you to man-
age your e-mail messages by phone. For example, you can:
•
Hear the e-mail message and header information, such as the
duration of the message, who sent it, the time it was sent, who
else received it, and any attachments.
•
Record a reply. Depending on the system, subscribers can hear
the reply by phone or receive the reply as an e-mail attachment
(.wav file).
•
•
Redirect an e-mail message to another subscriber’s e-mail inbox.
Delete any e-mail message you have heard from the e-mail system.
NOTES
• To skip entering your e-mail password, press ✱ . The
system will not present e-mail messages during the call.
• The system cannot read e-mail messages sent in UTF-8
encoded HTML format. If you cannot hear an e-mail
message by phone, contact your system manager.
If you do not have a security code for the voice messaging system, you
may be asked to create one the first time you check your e-mail by
phone.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
2 Press
to check new e-mail messages.
6
3 Press
for e-mail messages you have already read.
The system presents any voice or fax messages first.
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Checking E-mail by Phone 110
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TO CHECK YOUR E-MAIL MESSAGES BY PHONE
4 If prompted, enter your e-mail password, followed by ✱ .
#
#
If your password uses any letters, press
, then refer to the
password charts table on page 114 for guidelines.
1
2
5 Follow the system instructions, and press
for Yes or
for No
after each question.
#
Use quick message actions such as pressing
to repeat a message
✱
or pressing
to stop and save the message as new. Messages
saved as new are marked unread in your e-mail inbox.
NOTE For the keys you can use during a message, after
commands” on page 17.
NEAXMail IM-16 LX User guide
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To hear who else received an e-mail message
You can determine who else received an e-mail message.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
2 Press
to check new e-mail messages.
6
3 Press
for e-mail messages you have already read.
The system presents any voice or fax messages first.
4 If prompted, enter your e-mail password, followed by ✱ .
#
#
If your password uses any letters, press
, then refer to the
password charts table on page 114 for guidelines.
1
5 When presented with the message you want to check, press
.
3
3
6 While listening to the message, press
.
NEAXMail IM-16 LX User Guide
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To enter your e-mail password with touchtones
In addition to entering your security code to check your e-
mail messages by phone, you may be required to enter
your e-mail password.
If your e-mail password uses numbers only, press each
✱
digit for the password, and then press . For example,
5
4
3
✱
press
.
Your e-mail password cannot use any punctuation or sym-
bols. Do not use your phone to match letters. Instead, use
the password charts table on page 114 for guidelines.
E-mail password examples
# # 8 1 6 3 3 1 2 1 9 3
# # 8 4 6 6 3 4 2 4 9 6
today =
TODAY =
✱
✱
# # 1 2 3 1 2 1 9 3
2day =
✱
# # 8 4 6 3 3 4 2 1 9 3
✱
ToDay =
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TO ENTER YOUR E-MAIL PASSWORD WITH TOUCHTONES
USING YOUR PHONE
# #
1 If your e-mail password uses any letters, press
when
prompted.
2 Use the following rules for entering letters and numbers on the
touchtone phone:
• Enter upper or lowercase letters to match your e-mail password.
Refer to the following table, Password charts, for guidelines.
1
• Enter a digit by pressing
followed by the digit.
✱
3 Press
to end.
Password charts
Lowercase letters
Uppercase letters
Numbers
a
b
c
d
e
f
g
h
i
=
=
=
=
=
=
=
=
=
=
=
=
21
22
23
31
32
33
41
42
43
51
52
53
n
o
p
q
r
=
=
=
=
=
=
=
=
=
=
=
=
=
=
62
63
71
01
72
73
81
82
83
91
92
93
02
End
A
B
C
D
E
F
G
H
I
=
=
=
=
=
=
=
=
=
=
=
=
24
25
26
34
35
36
44
45
46
54
55
56
N
O
P
Q
R
S
T
U
V
=
=
=
=
=
=
=
=
=
65
66
74
04
75
76
84
85
86
1
2
3
4
5
6
7
8
9
0
✱
=
=
=
=
=
=
=
=
=
=
=
11
12
13
14
15
16
17
18
19
10
End
s
t
u
v
w
x
y
z
j
k
l
J
K
L
W = 94
X
Y
Z
✱
=
=
=
=
95
96
05
End
m = 61
M = 64
✱
NEAXMail IM-16 LX User guide
Checking E-mail by Phone 114
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To turn your e-mail message totaling on or off
In your setup options, you can change whether e-mail
messages are included in your message totals.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
8
4
2 Press
.
1
2
3 Press
to turn on e-mail totaling, or press
to turn off e-mail
totaling.
NEAXMail IM-16 LX User Guide
Checking E-mail by Phone 115
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With the system’s fax features, you can deliver your e-mail
messages to any fax machine. Your system manager must
turn on this feature for you.
You can receive a fax of a particular e-mail message, or you
can receive all new fax and e-mail messages plus their text
attachments. See “To fax all of your e-mail messages with a
single call” on page 118.
your faxes, you can use that fax machine. If you want faxes
delivered to a different fax machine, you simply just need
to enter that fax number.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
2 Press
to check new messages.
6
3 Press
for old messages (e-mail messages you have already read).
4 Follow the system prompts to check any new voice or fax messages
first.
✱
5 If prompted, enter your e-mail password, followed by
.
#
#
If your password uses any letters, press
, then refer to the
password charts table on page 117 for guidelines.
1
6 When presented with the e-mail message you want, press
.
NEAXMail IM-16 LX User Guide
Checking E-mail by Phone 116
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TO FAX AN E-MAIL MESSAGE
3
7
7 Press
to fax the message.
1
2
8 Follow the system instructions. Press
for Yes,
for No.
Password charts
Lowercase letters
Uppercase letters
Numbers
a
b
c
d
e
f
g
h
i
=
=
=
=
=
=
=
=
=
=
=
=
21
22
23
31
32
33
41
42
43
51
52
53
n
o
p
q
r
=
=
=
=
=
=
=
=
=
=
=
=
=
=
62
63
71
01
72
73
81
82
83
91
92
93
02
End
A
B
C
D
E
F
G
H
I
=
=
=
=
=
=
=
=
=
=
=
=
24
25
26
34
35
36
44
45
46
54
55
56
N
O
P
Q
R
S
T
U
V
=
=
=
=
=
=
=
=
=
65
66
74
04
75
76
84
85
86
1
2
3
4
5
6
7
8
9
0
✱
=
=
=
=
=
=
=
=
=
=
=
11
12
13
14
15
16
17
18
19
10
End
s
t
u
v
w
x
y
z
j
k
l
J
K
L
W = 94
X
Y
Z
✱
=
=
=
=
95
96
05
End
m = 61
M = 64
✱
NEAXMail IM-16 LX User guide
Checking E-mail by Phone 117
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To fax all of your e-mail messages with a single call
With the system’s fax features, you can deliver all of your
e-mail messages, plus any text attachments, to any fax
machine. Your system manager must turn on this feature
for you, and you must have a fax box in order for this fea-
ture to work.
You can receive your e-mail messages at your usual fax
machine. If you want to deliver your messages to a differ-
ent fax machine, just enter the fax phone number.
You can also receive a fax of a particular e-mail message.
See “To fax an e-mail message” on page 116.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
4
5
2 Press
to fax your e-mail messages.
3 Do one of the following:
1
• To deliver the fax to your usual fax machine, press
.
2
• To use a different fax machine, press
phone number.
and then enter the fax
1
2
4 Follow the system instructions, and press
for Yes or
for No
after each question.
NEAXMail IM-16 LX User Guide
Checking E-mail by Phone 118
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To change your e-mail password
options.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
7
7
8
5
2 Press
.
3 Enter your current e-mail password.
• If your password uses numbers only, enter the numbers.
# #
• If your e-mail password uses any letters, press
when asked.
Use the password charts table on page 120 for guidelines.
4 When finished, press ✱ .
5 Enter your new e-mail password.
• If your new password uses numbers only, enter the numbers.
# #
• If your e-mail password uses any letters, press
when asked.
Use the password charts table on page 120 for guidelines.
✱
6 When finished, press
.
7 Enter your new e-mail password again to confirm.
• If your new password uses numbers only, enter the numbers.
# #
• If your e-mail password uses any letters, press
when asked.
Use the password charts table on page 120 for guidelines.
✱
8 When finished, press
.
NEAXMail IM-16 LX User Guide
Checking E-mail by Phone 119
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TO CHANGE YOUR E-MAIL PASSWORD
Password charts
Lowercase letters
Uppercase letters
Numbers
a
b
c
d
e
f
g
h
i
=
=
=
=
=
=
=
=
=
=
=
=
21
22
23
31
32
33
41
42
43
51
52
53
n
o
p
q
r
=
=
=
=
=
=
=
=
=
=
=
=
=
=
62
63
71
01
72
73
81
82
83
91
92
93
02
End
A
B
C
D
E
F
G
H
I
=
=
=
=
=
=
=
=
=
=
=
=
24
25
26
34
35
36
44
45
46
54
55
56
N
O
P
Q
R
S
T
U
V
=
=
=
=
=
=
=
=
=
65
66
74
04
75
76
84
85
86
1
2
3
4
5
6
7
8
9
0
✱
=
=
=
=
=
=
=
=
=
=
=
11
12
13
14
15
16
17
18
19
10
End
s
t
u
v
w
x
y
z
j
k
l
J
K
L
W = 94
X
Y
Z
✱
=
=
=
=
95
96
05
End
m = 61
M = 64
✱
NEAXMail IM-16 LX User guide
Checking E-mail by Phone 120
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■ Menus and Reference
You can use quick message shortcut actions while lis-
3
4
#
tening to a message. For example, press
repeat a message.
to
IN THIS SECTION
Shortcuts available during message playback .122
Shortcuts for other common tasks ....................123
Shortcuts for fax features ...................................124
Shortcuts for e-mail integration.........................125
Menu options diagram.......................................126
Once you gain access to your mailbox, you can use the
shortcuts to complete specific tasks rather than waiting
to listen to options described by the voice mail system.
Depending upon your system, you may or may not be
prompted to provide your personal ID and security
code, since some systems automatically send this infor-
mation. For example, if your system did send your per-
7
sonal ID and security code, you would simply press
6
4
1
to turn on call transfer. Otherwise, you would
7
6
4
press your personal ID + your security code +
1
NEAXMail IM-16 LX User Guide
Menus and Reference 121
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Shortcuts available during message playback
3
While listening to a message, press
to hear a menu of
quick message actions. Except as noted, these actions are
available for both new and old messages.
After using a quick message action, you can continue with
the next part of the conversation or take more action on a
message. For example, you can:
3
4
4
3
3
5
•
Press
next message.
to reply to a message, then
to check the
3
9
•
Press
message, you can press
After you reply, you can press
to redirect a message. After you finish redirecting the
3
4
4
to reply to the original sender.
3
6
to delete the message.
When you exit the quick message actions, the system saves
your message as an old message. The system also saves
3
5
your message as old when you press
next message.
to check the
TASK
QUICK MESSAGE ACTION
3
4
3
3
3
3
3
3
4
5
6
7
8
9
0
Reply
Check the next message
Delete
Archive
Hear when the message was sent
Redirect
Save as new (new messages only)
NEAXMail IM-16 LX User Guide
Menus and Reference 122
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Shortcuts for other common tasks
Press your personal ID and security code (if required), then
enter the shortcut command from the following table to
perform these tasks.
TASK
SHORTCUT
TASK
SHORTCUT
7
7
4
Check new messages
Change your security code
4
Leave a message
Turn call transfer off
5
6
7
7
7
6
6
6
6
4
4
7
7
4
4
1
1
5
5
2
1
4
5
4
5
Review old messages
Turn call transfer on
Change setup options
Switch personal greetings
Change your standard greeting
Change the phone number for call transfer
Turn call screening options off
Add a message group
7
7
7
7
4
4
5
6
Change your alternate greeting
Change your busy greeting
Edit a message group
7
7
4
4
7
8
List your message groups
7
7
5
7
6
5
Change your recorded name
NEAXMail IM-16 LX User Guide
Menus and Reference 123
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Shortcuts for fax features
Press your personal ID and security code, then enter the
shortcut command from the following table to perform
these tasks.
TASK
SHORTCUT
Edit your fax greeting
7
6
4
5
4
9
8
5
Change your fax delivery
Deliver all faxes
7
NEAXMail IM-16 LX User Guide
Menus and Reference 124
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Shortcuts for e-mail integration
Press your personal ID and security code, then enter the
shortcut command from the following table to perform
these tasks.
TASK
SHORTCUT
Check new e-mail messages
4
6
3
8
8
6
6
3
4
5
Check old e-mail messages
While listening to an e-mail message, to hear recipients
Turn e-mail totaling on or off
7
7
7
7
Change your e-mail password
NEAXMail IM-16 LX User Guide
Menus and Reference 125
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Menu options diagram
During Message
After Message
Hear menu options
Hear e-mail recipients*
3
4
5
6
7
8
9
3
4
5
6
7
8
9
0
#
Slower
Reply
Main Menu
Softer/louder
Faster
Check next message
Delete
New Messages
4
6
Old Messages
Backward
Pause
Archive/fax an e-mail
Hear timestamp
Redirect/deliver fax
Save as new
Forward
Repeat the message
* This feature may not be available at your site.
Main Menu
Send a Message
Edit Message
Add
5
Address and record the message, then:
Message Options
Edit message
4
5
6
4
5
Listen
Change special delivery
Address to others
Send the message
Rerecord
Finish
6
✱
✱
Special Delivery
Urgent
Private
Receipt
4
5
6
Future delivery
Finish
7
✱
NEAXMail IM-16 LX User Guide
Menus and Reference 126
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MENU OPTIONS DIAGRAM
Greetings
Hear current greeting
Switch greetings
Edit alternate greeting
Edit busy greeting
Edit fax greeting
4
5
6
7
8
Edit standard greeting
Setup Options
Greetings
Main Menu, Continued
Edit Groups
Add members
Groups
Create a group
4
5
6
7
Setup options
7
4
4
5
6
7
Groups
Delete members
List members
5
6
7
Edit a group
Transfer or delivery
Personal options
Call Transfer
List your groups
Delete a group
Change phone number
4
Change group name
Call screening on/off
Call holding on/off
5
6
Transfer or Delivery
Change call transfer
4
Change message delivery
Delivery Numbers
Delivery Options
5
Work phone on/off
Change phone number
4
4
Personal Options
Change security code
Home phone on/off
Pager on/off
Change schedule
5
6
7
8
5
4
5
6
Change group name
Fax
6
7
Record a name
Spare phone on/off
Fax phone on/off
Change spelled name
Directory listing on/off
E-mail setup
7
8
E-mail Setup*
Totaling on/off
4
5
Change password
* This feature may not be available at your site.
NEAXMail IM-16 LX User guide
Menus and Reference 127
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Index
Symbols
C
.tif files 9
.wav files 9
call holding, turning on or off by phone 98
call management software 10, 11
call return
using Soft Keys 44
using touchtone keys 46
call screening
Numerics
1 for Yes, 2 for No conversation 6
turning on or off by phone 97
turning on or off by phone 93
caller ID
A
about this guide 2
access caller ID information
using Soft Keys 48
using touchtone keys 49
ActiveFax 4, 102, 103
addressing messages
to groups 74
access using Soft Keys 48
access using touchtone keys 49
determining with Soft Keys 48
to other locations 80
to other subscribers 60
alternate greeting
documentation 2
default 42
defined 36
switching to 38
applications, Visual Messaging 10–11
E
e-mail
checking by phone 5, 110
enter password with touchtones 113
fax a message 116
fax all messages with a single call 118
integration options 9
B
busy greeting
changing 39
default 42
receiving by fax 116, 118
NEAXMail IM-16 LX User Guide
INDEX 128
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shortcuts 125
e-mail inbox, unified messaging and 4, 9, 10
L
licensed options 4
live monitor 57
live record 51, 54
locations, addressing to other 80
F
fax options, defined 4
faxes
M
change delivery schedule 106
change fax delivery number 106
printing 102
mailbox
set up by computer 4
setup options for 106
features 4
future delivery 69
Mailbox Manager
menu conversation 6
menus
conversation mode 92
shortcuts 123
G
system diagram 126
message delivery
greetings
activating busy greeting by phone 41
alternate 35
busy 35
changing phone number by phone 100
schedule 99
messages
rerecording by phone 35
standard 35
switching by phone 38
groups
archiving by phone 28
canceling by phone 72
future delivery of 69
modifying by phone 63
private 67
redirecting by phone 30, 71
return receipts for 68
sending to other locations 80
time stamps for 92
changing the name by phone 86
creating by phone 83
deleting members by phone 85
listing groups and members by phone 87
H–K
help, conversation 6
NEAXMail IM-16 LX User Guide
INDEX 129
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setup options
changing by computer 4
N
changing call screening options by phone 95
changing playback options by phone 92
changing recorded name by phone 90
changing security code by phone 89
changing the spelling of your name by phone 91
changing transfer number by phone 94
defined 88
new messages, defined 22
O
old messages, defined 24
optional features 4
turning call screening on or off by phone 97
turning call transfer on or off by phone 93
P–Q
shortcuts
passwords, e-mail 113
playback options, changing 92
about 121
voice messaging 123
R
receipt requested 68
Soft Keys
recorded name, changing by phone 90
recording conversations 51, 54
reference information 3
return receipt 68
access caller ID information 48
call return 44
during a live record conversation 55
monitor messages automatically 57
record a conversation with 51
spelled name, changing by phone 91
standard greeting 37
returning a call
using Soft Keys 44
using touchtone keys 46
default 42
defined 35
S
switching to 38
systemwide commands 17
sending
messages to groups 74
messages to guest subscribers 77
messages to other locations 80
messages to other subscribers 60
messages with future delivery 69
private messages 67
T
text-to-speech, defined 5
tif files 9
urgent messages 66
time stamps for messages 92
NEAXMail IM-16 LX User Guide
INDEX 130
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touchtone keys
access caller ID information 49
call return 46
transfer number, changing 94
U
unified messaging 4, 9, 10
V
ViewCall Plus. See Visual Messaging
saging
Visual Messaging
about 10
applications 10–11
Mailbox Manager 2, 4, 11, 19
setup 15
ViewCall Plus 11
ViewFax 2, 10, 17, 102
ViewMail 10
ViewMail for GroupWise 11
ViewMail for Microsoft Messaging 10
W–X
wav files 9, 109, 110
Y–Z
yes or no conversation 92
NEAXMail IM-16 LX User Guide
INDEX 131
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|