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User Guide
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© 2002-2004 Active Voice LLC To access your mailbox by phone All rights reserved. First edition 2004 1. Call the voice messaging system. ActiveFax, PhoneBASIC, Repartee, TeLANophy, View- From inside your organization, dial ____________________________________ Call, ViewFax, and ViewMail are trademarks of Active Voice, LLC. From outside your organization, dial ___________________________________ NEAXMail and NEC are trademarks of NEC Corporation. 2. When the system greets you, enter: Other bran
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Contents Changing your recorded and spelled names......31 Introduction ii Using speech recognition 61 Changing your greetings ....................................32 Setting up your mailbox .......................................iv Accessing your mailbox...................................... 62 Changing live monitor.........................................35 Checking voice messages.................................. 63 Playback options ................................................36 Checking an
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Introduction Welcome to NeaxMail® AD-64, a simple leads you through all of your options Checking e-mail by phone yet powerful voice messaging system with easy, yes-and-no questions. Just Depending on the options installed, you that can greet your callers and record press 1 for Yes, 2 for No. may be able to use text-to-speech tech- your messages. Shortcuts To perform routine nology to listen to your e-mail messages tasks quickly, you can enter a by phone. You can reply, archive, redi- On th
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® ® Help ViewMail for Lotus Notes On the computer For more detailed information about You can access all of your voice mes- You can use the Mailbox Manager pro- any of these programs, see the sages, faxes, and e-mail messagesin gram to change your mailbox setup from Online Help system for the program. your Lotus Notes Inbox. your desktop computer. Press F1 or use the Help menu. ® ViewFax ® If your system has TeLANophy , you can You can send, receive, and redirect manage all types of mes
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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 1 Access your mailbox (see inside front cedure “To access your mailbox by your name (if required), record cover). phone.” This makes your mailbox ready a personal greeting, and set your to use and enrolls you on the system as a security code. 2 Answer the system questions. Press 1 subs
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Checking and leaving messages Depending on your system, you can use a phone or computer to: • Check new messages Return a call 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 Monitor a message ▲ 1
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Checking new messages To check new messages Checking new messages Optional playback features* by phone by phone The system manager can set up special options for your mailbox to: 1 Access your mailbox (see inside front New messages are messages that you have not yet heard. The system notifies cover). Play your new messages automati- you when you have new messages. cally each time you call the system. 2 Press 4 to check new messages. Fol- The system plays all urgent messages low the system
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Checking new messages by computer If your system uses ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can check messages Urgent voice message visually on your computer. 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. T
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Returning a call If your phone system supports the call system returns you to your voice mail- To return a call with return feature, you can immediately box. Soft Keys return a call to the person who left you a The return call feature is available for 1 Access your mailbox (see inside front message. new and old messages. cover). The call return feature is available for 2 To hear new messges, press the Soft messages left by outside callers when a Asking callers for a phone Key below the
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To hear caller ID information To return a call by phone To hear caller ID information with Soft Keys by phone 1 Access your mailbox (see inside front 1 Access your mailbox (see inside front cover). 1 Access your mailbox (see inside front cover). cover). 2 Press 4 to check new messages, or 2 To hear new messges, press the Soft press 6 to check old messages. Fol- 2 Press 4 to check new messages, or low the system instructions. Press 1 Key below the NEW option on the press 6 to check old mess
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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 TIP subscriber message* in a subscriber’s mailbox With speech recognition, access your mailbox, then say “Leave a message.” 1 Call another subscriber. When the 1 Access your mailbox (see inside front Press touchtone keys to spell a name, subscriber does not answer, the call cover). or say the extension number, if asked. is automatically forwarded to voice 2 Press 5 to leave any messages. Say “Yes” when you hear the name mail. you want, t
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Sending a message by computer Depending on installed options, you can 5 To send the message, click “Send.” use ViewMail, ViewMail for Microsoft Mes- For composing and saging, or ViewMail for Lotus Notes to send sending a message voice messages by computer. To send a message by computer 1 If you are using ViewMail, click “Send.” If you are using ViewMail for Microsoft Messaging, click “New voice message.” If you are using ViewMail for Lotus Notes, select “New memo> Voice mail.” 2 Click “
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With ViewMail, you can send a message to another subscriber with the ViewMail For composing address book. and sending a message With ViewMail for Microsoft Messaging or ViewMail for Lotus Notes, you also can send a voice message to someone outside the voice messaging system. When you use the Microsoft Messaging or Lotus Notes address book, the mes- sage is sent as an e-mail message with an For addressing a message attached WAV file. to multiple subscribers or message groups For select
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Leaving a group message by phone You can leave a message for more than 5 After the beep, record your message. The system tells you when everyone in a one subscriber either by: group has received your message. If you The message must be at least three sec- do not get this confirmation, you can ask onds long to be delivered. Press ✱ to Leaving the message for a message the system who in the group has not yet finish recording. group. heard the message. 6 If desired, follow the system prompt
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Sending a group message by computer* With ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can either choose more subscriber names or a group name For addressing a message to multiple from the ViewMail address book. Cre- subscribers or message groups ate your groups by 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 ▲ 11
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Reviewing messages You can review old messages and To review messages by archived messages by phone or by com- phone puter. 1 Access your mailbox (see inside front cover). Reviewing messages by phone 2 Press 6 to review old messages. After you have heard a new message, the system saves it for a set amount of time 3 Follow the system instructions. Press (for example, until midnight). 1 for Yes, 2 for No. TIP Press ✱ to skip a message. Press 3 7 to archive a message. SEE ALSO Online Help: V
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Reviewing messages by computer* New message ViewMail lists 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 1 Double-click the message. 2 Use the VCR-style buttons to play the message. Old message Opened message New message * This feature may not be available at your site. CHECKING AND LEAVING MESSAGES ▲ 13
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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. 1 While listening to a message, press You can redirect a message to other sub- 3 9 to interrupt it. scribers using ViewMail, ViewMail for Record an introduction to the mes- Microsoft Messaging, or ViewMail for sage. 2 Spell the last name of the subscriber Lotus Notes. When you redirect a voice to whom you are redirecting the Use sp
