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®
NEAXMail IM-16
VOICE MESSAGING SYSTEM
User Guide
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© 2003 Active Voice, LLC. To access your mailbox by computer All rights reserved. 1. Launch Mailbox Manager. First edition 2003. 2. When the system greets you, enter: NEAXMail is a trademark of NEC America, Inc. Host name _______________________________________________________ ActiveFax, ActiveNet, PhoneBASIC, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Extension________________________________________________________ Active Voice, LLC. Security Code _________________________
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Contents Changing call holding options ............................ 37 Shortcuts............................................................ 68 Introduction ii Changing message delivery options .................. 38 Managing your voice messages with Soft Keys 70 Setting up your mailbox....................................... iv Creating groups.................................................. 40 System menus................................................... 72 Changing groups....................
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Introduction Shortcuts To perform routine tasks Welcome to NEAXMail IM-16, a simple On the phone quickly, you can enter a sequence of yet powerful voice messaging system The voice messaging system lets you numbers in advance of the conversa- that can greet your callers and record control how your mailbox receives mes- tion questions or menus. your messages. You will find it quick and sages and plays them back. You can easy to use. Help When the system conversation change these settings
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® Help ViewFax On the computer For more detailed information about You can send, receive, and redirect ® If your system has TeLANophy , you can TeLANophy, use the: faxes from your desktop computer. manage live phone calls and all types of ® Online Help system (press F1 or ViewCall Plus messages visually on your computer use the Help menu) screen. TeLANophy is a suite of unified All of your inbound and outbound messaging and call management mod- calls can be managed visually from “I
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Setting up your mailbox First, fill in the blanks on the inside front The system will ask you a few simple To set up your mailbox cover of this guide and perform the pro- questions to record your name, spell a Access your mailbox (see inside front cedure “To access your mailbox from your name (if required), record cover). inside your organization.” This makes a personal greeting, and set your your mailbox ready to use and enrolls security code. b Answer the system questions. Enter you on t
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Checking and leaving messages Depending on your system, you can use a phone or computer to: • Check new messages Leave a message to one or more subscribers or guests Leave a message to a group Review messages Redirect a message Modify or cancel a message after leaving it Archive a message Record a conversation s 1
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Checking new messages To check new messages Checking new messages by phone by phone a Access your mailbox (see inside front New messages are messages that you cover). have not yet heard. The system notifies you when you have new messages. b Enter 4 to check new messages. Fol- low the system instructions. Enter 1 The system plays all urgent messages for Yes, 2 for No. first, then all regular messages. It also sorts your messages by sender. If the sys- tem does not know who left a message,
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Checking new messages by computer If your system uses ViewMail or View- Mail for Microsoft Messaging, you can check messages visually from your com- Urgent voice message puter. Fax message Information about each message is pro- vided on the screen. When available, names, phone numbers, and a subject are included with messages. ViewMail also provides the length of the message and the time it was sent. You can listen to messages either with a computer sound device or a phone. To check new
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Leaving a message by phone The system lets you leave voice mes- Directory assistance Special delivery options sages for subscribers, groups, or guests. Your system may use automatic direc- When you leave an identified subscriber If you call a subscriber’s extension and tory assistance, numeric directory assis- message, you can mark it with one or the call is unanswered, your call is auto- tance, or both, to help callers find more of these special delivery options: matically routed to the su
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To leave an identified To leave a message directly in subscriber message a subscriber’s mailbox a Call another subscriber. When the a Access your mailbox (see inside front subscriber does not answer, the call cover). is forwarded to voice mail. b Enter 5 to leave any messages. b Enter 5 to leave a message. c On the phone, spell the subscriber’s c Follow the system instructions. Enter name. Otherwise, enter the exten- 1 for Yes, 2 for No. sion number. When spelling a subscriber’s last name,
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Sending a message by computer Depending on the optional TeLANophy applications on your system, you can For composing and use ViewMail or ViewMail for Microsoft sending a message Messaging to send voice messages by com- puter. To send a message by computer a If you are using ViewMail, click “Send.” If you are using ViewMail for Microsoft Messaging, click “New voice message.” b Click “To” and then use the address book to select recipients’ names. c Type in a subject and set delivery For
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With ViewMail for Microsoft Messaging, you can send a ViewMail message to For composing another subscriber by using the View- and sending a Mail address book. message You also can send a ViewMail message to someone outside the voice messag- ing system. When you use the Microsoft Messaging address book, the ViewMail message is sent as an e-mail message with an attached WAV file. For addressing a message With the E-mail Integration for Novell to multiple subscribers or message groups Grou
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Leaving a group message You can leave a message for more than To leave a message to several To find out who has not heard one subscriber either by: subscribers by phone a group message by phone Leaving the message for a message a Leave a message for the first sub- a Start to leave a new message to the group. scriber. group. Adding names to the address list. b Enter Q6 to stop recording. b The system says that some members have not heard your last message. A message group is a mailing li
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Sending a group message by computer* With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subscriber names or a group name from the ViewMail For addressing a message to multiple address book. Create your groups by subscribers or message groups phone or ask the system manager to create your groups for you. * This feature may not be available at your site. CHECKING AND LEAVING MESSAGES s 9
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Reviewing messages You can review old messages and To review messages by phone archived messages by phone or by com- a Access your mailbox (see inside front puter. cover). b Enter 6 to review old messages. Reviewing messages by phone c Follow the system instructions. Enter After you have heard a new message, the 1 for Yes, 2 for No. system saves it for a set amount of time (for example, until midnight). TIP Enter Q to skip a message. Enter 3 7 to archive a message. SEE ALSO Online Help: V
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Reviewing messages by computer* New message ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in your mailbox until the sys- tem deletes them at the set time, usually at midnight every night. To review an old message by computer a Double-click the message. b Use the VCR-style buttons to play Old message the message. Opened message New message * This feature may not be available at your site. CHECKING AND LEAVING MESSAGES s 11
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Redirecting a message The system lets you: To redirect a message Redirecting a message by phone by computer* Redirect a message to another sub- scriber. a While listening to a message, enter You can redirect a message to other sub- 3 9 to interrupt it. scribers using ViewMail and ViewMail Record an introduction to the mes- for Microsoft Messaging. When you redi- sage. b Spell the last name of the subscriber rect a voice message, the New Message to whom you are redirecting the Use sp
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To redirect a message by computer For redirecting the message to other subscribers, groups, or guests a Select the message. b Click “Redirect.” c Click “To” and then use the address book to select recipients’ names. d Type in a subject and set delivery options as needed. e Use the VCR-style buttons and your phone or a sound device to record an introduction. f Choose “Send” to send your mes- For redirecting a message sage. CHECKING AND LEAVING MESSAGES s 13
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Modifying a message Depending on system settings, you can To modify a message by use one or more of these message phone options after you record a message: a Record a message. Modify the message. b Enter Q4 to stop recording. Modify its delivery options. c While modifying, you can enter 4 to Mark it for special delivery. add to the end of the message or 5 to listen to it. If you have a touchtone Redirect it to others. phone, you can enter 6 to rerecord the message. d Enter Q when
