NEC NEAXMAIL IM 16 LX User Manual

®
NEAXMail IM-16 LX  
VOICE/UNIFIED MESSAGING SYSTEM  
VERSION 8.2  
User Guide  
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 monitor a message as it is recorded ........................56  
To turn live monitor on or off........................................58  
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  
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  
NEAXMail IM-16 LX User Guide  
CONTENTS iii  
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  
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  
1
 
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:  
NEAXMail IM-16 LX User Guide  
Introduction  
2
         
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”  
page, and write the phone numbers and IDs that you need  
to access IM-16 LX.  
NEAXMail IM-16 LX User guide  
Introduction  
3
 
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  
delivery, and message groups by computer. This User  
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.  
NEAXMail IM-16 LX User Guide  
Introduction  
4
           
OPTIONAL LICENSED FEATURES  
Text-to-speech If your system includes text-to-speech, you  
can hear your e-mail messages by phone. See “Checking  
E-mail by Phone” on page 109.  
NEAXMail IM-16 LX User guide  
Introduction  
5
 
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.  
NEAXMail IM-16 LX User Guide  
Introduction  
6
         
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  
NEAXMail IM-16 LX User Guide  
Introduction  
7
 
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.  
NEAXMail IM-16 LX User guide  
Introduction  
8
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.  
For steps to manage messages in your e-mail inbox, see  
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.  
NEAXMail IM-16 LX User Guide  
Introduction  
9
       
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.  
ViewFaxSend, receive, and redirect faxes from your  
desktop computer.  
NEAXMail IM-16 LX User Guide  
Introduction 10  
               
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.  
NEAXMail IM-16 LX User guide  
Introduction 11  
       
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  
NEAXMail IM-16 LX User Guide  
Getting Started 12  
 
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-  
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.  
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  
NEAXMail IM-16 LX User Guide  
Getting Started 13  
 
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.  
NEAXMail IM-16 LX User guide  
Getting Started 14  
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  
access your mailbox, this User Guide includes a reference  
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.  
NEAXMail IM-16 LX User Guide  
Getting Started 15  
       
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.  
NEAXMail IM-16 LX User guide  
Getting Started 16  
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  
NEAXMail IM-16 LX User Guide  
Getting Started 17  
       
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.  
NEAXMail IM-16 LX User guide  
Getting Started 18  
To access your mailbox with Mailbox Manager  
With Mailbox Manager, you can change your mailbox setup  
using the Web browser on any computer connected to the  
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.  
NEAXMail IM-16 LX User Guide  
Getting Started 19  
       
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  
server, whether for first-time enrollment or whenever you  
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  
NEAXMail IM-16 LX User guide  
Getting Started 20  
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.  
NEAXMail IM-16 LX User Guide  
Checking Messages 21  
 
To check new messages  
New messages are messages that you have not yet heard.  
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 22  
     
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.  
NEAXMail IM-16 LX User guide  
Checking Messages 23  
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 24  
   
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 25  
 
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 26  
 
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 27  
 
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-  
tem gives you the option of archiving the message again.  
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 28  
   
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  
commands” on page 17.  
See also  
To check new messages..............22  
To review an old message...........24  
NEAXMail IM-16 LX User Guide  
Checking Messages 29  
 
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 30  
   
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.  
8 After you redirect the message, follow the system 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  
NEAXMail IM-16 LX User guide  
Checking Messages 31  
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  
NEAXMail IM-16 LX User Guide  
Checking Messages 32  
 
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  
commands” on page 17.  
See also  
To check new messages.............. 22  
To review an old message .......... 24  
NEAXMail IM-16 LX User Guide  
Checking Messages 33  
 
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.  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 34  
 
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  
or your extension. For example, “Pat Green is not available  
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  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 35  
       
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  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 36  
   
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  
listening to a message, or at any time, see “To use systemwide  
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  
NEAXMail IM-16 LX User guide  
Changing Your Greetings 37  
 
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.  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 38  
     
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  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 39  
   
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  
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  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 41  
   
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  
your own greeting, when your phone is unanswered the  
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  
NEAXMail IM-16 LX User Guide  
Changing Your Greetings 42  
       
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  
NEAXMail IM-16 LX User Guide  
Returning Calls 43  
 
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  
another subscriber on the system who left you a message.  
The call return feature is available for messages left by out-  
side callers when a caller ID phone number is provided.  
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  
NEAXMail IM-16 LX User Guide  
Returning Calls 44  
   
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.  
NEAXMail IM-16 LX User guide  
Returning Calls 45  
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  
caller ID phone number is provided. 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.  
You can return a call when you access your mailbox from  
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  
NEAXMail IM-16 LX User Guide  
Returning Calls 46  
   
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  
To access caller ID information using Soft 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. 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-  
able. You can also press touchtone keys to access caller ID  
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  
NEAXMail IM-16 LX User Guide  
Returning Calls 48  
   
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  
   
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.  
NEAXMail IM-16 LX User Guide  
Recording Conversations and Monitoring Messages 50  
 
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  
Recording Conversations and Monitoring Messages 51  
     
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.  
NEAXMail IM-16 LX User guide  
Recording Conversations and Monitoring Messages 52  
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.  
NEAXMail IM-16 LX User guide  
Recording Conversations and Monitoring Messages 53  
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  
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  
NEAXMail IM-16 LX User Guide  
Recording Conversations and Monitoring Messages 54  
   
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.  
NEAXMail IM-16 LX User guide  
Recording Conversations and Monitoring Messages 55  
 
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.  
NEAXMail IM-16 LX User Guide  
Recording Conversations and Monitoring Messages 56  
 
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.  
NEAXMail IM-16 LX User Guide  
Recording Conversations and Monitoring Messages 57  
   
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.  
NEAXMail IM-16 LX User Guide  
Recording Conversations and Monitoring Messages 58  
 
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 persons  
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 59  
 
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 60  
   
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.  
NEAXMail IM-16 LX User guide  
Sending Messages 61  
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  
1 Call another subscriber. If the subscriber does not answer, the call is  
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 62  
 
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 63  
   
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 64  
 
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 65  
 
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 66  
   
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 67  
     
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  
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
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 68  
   
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 69  
     
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.  
NEAXMail IM-16 LX User guide  
Sending Messages 70  
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 71  
   
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 72  
   
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 73  
 
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 74  
   
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.  
NEAXMail IM-16 LX User guide  
Sending Messages 75  
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.  
The system says that some members have not heard your last  
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  
listening to a message, or at any time, see “To use systemwide  
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 76  
 
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  
NEAXMail IM-16 LX User Guide  
Sending Messages 77  
   
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  
NEAXMail IM-16 LX User guide  
Sending Messages 78  
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.  
NEAXMail IM-16 LX User guide  
Sending Messages 79  
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.  
NEAXMail IM-16 LX User Guide  
Sending Messages 80  
   
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.  
NEAXMail IM-16 LX User guide  
Sending Messages 81  
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  
NEAXMail IM-16 LX User Guide  
Changing Message Group Settings 82  
 
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  
NEAXMail IM-16 LX User Guide  
Changing Message Group Settings 83  
   
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.  
NEAXMail IM-16 LX User guide  
Changing Message Group Settings 84  
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  
NEAXMail IM-16 LX User Guide  
Changing Message Group Settings 85  
   
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  
   
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  
   
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  
   
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  
   
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  
     
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  
     
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  
         
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  
     
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  
     
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  
       
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  
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  
   
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  
   
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  
     
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  
 
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  
 
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  
         
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  
Redirect a fax to another fax number. After checking your fax mes-  
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  
   
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  
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  
 
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  
   
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  
 
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  
 
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  
     
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.  
NEAXMail IM-16 LX User Guide  
Checking E-mail by Phone 110  
       
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  
listening to a message, or at any time, see “To use systemwide  
commands” on page 17.  
NEAXMail IM-16 LX User guide  
Checking E-mail by Phone 111  
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  
Checking E-mail by Phone 112  
 
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 =  
NEAXMail IM-16 LX User Guide  
Checking E-mail by Phone 113  
   
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  
 
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  
 
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.  
If you have a regular fax machine that you use to receive  
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  
   
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  
 
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  
   
To change your e-mail password  
You can change your e-mail password by phone with setup  
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  
 
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  
 
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  
     
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  
   
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  
     
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  
   
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  
   
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  
   
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  
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  
definition of options 95  
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 1011  
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  
 
shortcuts 125  
e-mail inbox, unified messaging and 4, 9, 10  
enrolling on the system 15, 19  
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  
of e-mail 116, 118  
printing 102  
mailbox  
set up by computer 4  
setup, initial 15  
setup options for 106  
features 4  
first time enrollment 15, 19  
future delivery 69  
Mailbox Manager  
about 2, 4, 11  
menu conversation 6  
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  
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  
private messages 67  
about 121  
defined 6  
e-mail 125  
fax 123, 124, 125  
quick message actions 122  
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  
about 2  
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  
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  
ViewFax. See Visual Messaging  
ViewMail for Microsoft Messaging. See Visual Mes-  
saging  
ViewMail. See Visual Messaging  
Visual Messaging  
about 10  
applications 1011  
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  
voice messages, forwarded to e-mail inbox 4, 9, 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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