Related Manuals for NEC NEAXMail AD-40
Summary of Contents for NEC NEAXMail AD-40
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Page 1: User Guide
NEAXMail AD-40 User Guide To print this guide On the File menu, click “Print.” To print the entire book, choose “OK.” To print a portion of the book, select the desired print range, then choose “OK.”... - Page 3 NEAXMail AD-40 User Guide...
- Page 4 To access your mailbox inside your organization All rights reserved. Second edition 1999. Call the voice messaging system. NEAXMail is a trademark of NEC America, Inc. When the system greets you, enter: Active Fax, PhoneBASIC, TeLANophy, ViewCall Plus, ViewFax, and ViewMail are trademarks of Personal ID (if required) Active Voice Corporation.
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Page 5: Table Of Contents
Contents Introduction Managing GroupWise appointments Changing call holding options ......31 and tasks Changing message delivery options ....32 Setting up your mailbox ........iv Managing your appointments ......60 Using groups ..........34 Checking and leaving messages Declining or accepting new appointments ..61 Changing groups .......... -
Page 6: Introduction
Introduction On the phone Welcome to NEAXMail AD-40, a simple Shortcuts yet powerful voice messaging system To perform routine tasks quickly, you The voice messaging system lets you that can greet your callers and record can enter a sequence of numbers in control how your mailbox receives your messages. - Page 7 On the computer ViewCall ® Plus Help All of your inbound and outbound For more detailed information about ® If your system has TeLANophy , you can calls can be managed visually from TeLANophy, use the: manage live phone calls and all types of your desktop computer.
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Page 8: Setting Up Your Mailbox
TeLANophy on your desktop. To exit the system quickly, enter three or more times. Or hang up and the system will exit automatically after a few seconds. * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... -
Page 9: Checking And Leaving Messages
Checking and leaving messages Depending on the options installed 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 •... -
Page 10: Checking New Messages
Modifying a message ........14 • Tell you how long it will take to play Canceling a message ........16 your messages. Shortcuts ............70 * One or more of these features may not be available at your site. NEAXMAIL AD-40 USER GUIDE... - Page 11 Checking new messages by computer If your system uses ViewMail, ViewMail for Microsoft Messaging, or the Novell Urgent voice message GroupWise integration, you can check messages visually by your computer. Fax message Information about each message is provided on the screen. When available, names, phone numbers, and a subject are included with messages.
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Page 12: Leaving A Message By Phone
The message is left at the time and day as a subscriber by entering your personal you specify. ID and security code. SEE ALSO Modifying a message ........14 Shortcuts ............70 Canceling a message ........16 NEAXMAIL AD-40 USER GUIDE... - Page 13 To leave an identified To leave a message directly in a subscriber’s mailbox subscriber message Enter 2 until you hear the name of the Access your mailbox (see inside front subscriber you want, then enter 1. cover). Call another subscriber. Record your message at the beep.
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Page 14: Sending A Message By Computer
Use the VCR-style buttons and your phone or a sound device to record the message. You can also add sounds from the clipboard or from a .wav file. To send the message, choose “Send.” NEAXMAIL AD-40 USER GUIDE... - Page 15 With ViewMail for Microsoft Messaging, you can send a ViewMail message to For composing another subscriber by using the ViewMail and sending a address book. message You also can send a ViewMail message to someone outside the voice messaging system. When you use the Microsoft Messaging address book, the ViewMail message is sent as an e-mail message with an attached .wav file.
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Page 16: Leaving A Group Message
Spell the group name, or enter the message. Enter to stop the list. special group ID and group number. Enter 2 until you hear the name of the group you want, then enter 1. After the beep, record your message. NEAXMAIL AD-40 USER GUIDE... - Page 17 Sending group messages For addressing a message to multiple by computer* subscribers or message groups With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subscriber names or a group name from the ViewMail address book. Create your groups by phone or ask the system manager to create your groups for you.
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Page 18: Reviewing Messages
Enter 3 5 to skip to the next message or enter to skip all messages. Enter 3 7 to archive a message. SEE ALSO Online Help: ViewMail, Opening messages ViewMail for Microsoft Messaging, To set preferences for saving sent voice messages NEAXMAIL AD-40 USER GUIDE... - Page 19 Reviewing messages New message by computer* ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in your mailbox until the system deletes them at the set time, usually at midnight every night. To review an old message by computer Double-click the message.
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Page 20: Redirecting A Message
SEE ALSO Leaving a message by phone: Online Help: Special delivery options ........ 5 ViewMail, Redirecting messages ViewMail for Microsoft Messaging, Forwarding a voice message * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... - Page 21 To redirect a message For redirecting the message to other by computer subscribers, groups, or guests Select the message. Click “Redirect.” Click “To” and then use the address book to select recipients’ names. Type in a subject and set delivery options as needed.
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Page 22: Modifying A Message
Leaving a message by phone ......4 Online Help: ViewMail, Changing or revoking sent Redirecting a message ......... 12 messages Canceling a message ........16 ViewMail for Microsoft Messaging, Revoking a voice message you have sent NEAXMAIL AD-40 USER GUIDE... - Page 23 Modifying a message Unopened sent by computer* message With ViewMail, you can modify a voice message you have sent if the recipient has not opened it. ViewMail displays the message in your ViewMail mailbox until the person has opened it. If the message is still in your mailbox, simply open and modify it.
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Page 24: Canceling A Message
2 to interrupt it, then enter 1 to cancel it. SEE ALSO Modifying a message ........14 Online Help: ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent NEAXMAIL AD-40 USER GUIDE... - Page 25 Canceling a message by computer* The Unopened folder also displays With ViewMail or ViewMail for Microsoft unopened faxes sent to subscribers of the Messaging, you can cancel a voice mes- voice messaging system but not voice sage you have sent if the recipient has messages sent to e-mail addresses.
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Page 26: Archiving A Message
SEE ALSO Online Help: ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Saving a voice message temporarily ViewMail for Microsoft Messaging, ViewMail columns NEAXMAIL AD-40 USER GUIDE... - Page 27 Archiving messages To archive a message by computer by computer* As the archive time decreases for a Select the message. You can archive a message using message, you can archive it again, which ViewMail or ViewMail for Microsoft If you have ViewMail, click “Archive.” resets the archive time to the maximum Messaging.
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Page 28: Recording A Conversation By Phone
The recorded mes- sage is automatically sent when you press Press to end the recording ADDRESS and disconnect the call. Then follow the address conversation to redirect the message. NEAXMAIL AD-40 USER GUIDE... - Page 29 Live record phone button CAUTION options The use of monitoring, recording, or listening devices to eavesdrop, monitor, Pause retrieve, or record telephone conversa- Pause and resume the recording. tions or other sound activities, whether or not contemporaneous with transmission, Address may be illegal in certain circumstances Ends the recording and disconnects under federal or state laws.
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Page 30: Recording A Conversation By Computer
From there, you can review it, delete it, or add an introduction and send the recorded message to another subscriber. Recorded conversation SEE ALSO For recording messages Online Help: ViewMail, Recording conversations NEAXMAIL AD-40 USER GUIDE... - Page 31 To record a conversation by computer If you are using ViewMail, click “Live To end the recording, click “Stop” or record.” If you are using ViewMail for hang up. Or click “Cancel” to stop and Microsoft Messaging, click “New live erase the recording.
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Page 33: Changing Your Mailbox Setup
Changing your mailbox setup You can change these setup options for When you make a change, the system your personal mailbox by phone: leads you step by step through a series of simple yes-and-no questions. • Greetings To make changes to your TeLANophy •... -
Page 34: Changing Your Greetings
Green. I am not at my desk right now. unavailable. For example: “Hello, this Please leave a message.” is Pat Green. I am not available at this time. Please leave a message.” * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... - Page 35 System-generated greetings To rerecord or switch To rerecord or activate your between your standard busy greeting If you do not record greetings in your or alternate greeting own voice, the system plays greetings Access your mailbox (see inside front that include your recorded name or Access your mailbox (see inside cover).
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Page 36: Changing Your Security Code
If you forget your security code, call Microsoft Messaging online Help. options, enter 1. your system manager. When asked to change your personal options, enter 1. Enter 1 to change your security code. Follow the system instructions to change your security code. NEAXMAIL AD-40 USER GUIDE... -
Page 37: Changing Call Transfer Options
Changing call transfer options To turn call transfer on or off Depending on how your phone system is Your system manager can use a variety set up, you may be required to use your of call transfer options that control how or to change where calls are transferred phone system, rather than your voice... -
Page 38: Changing Call Screening Options
When asked to turn call screening on turn call screening on and off. or off, follow the system instructions. SEE ALSO Using ViewCall Plus ........47 * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... -
Page 39: Changing Call Holding Options
Changing call holding options To turn call holding on or off The system can hold a call until your extension is available.* When call holding Access your mailbox (see inside front is turned on and your extension is busy, cover). the system asks callers if they want to hold until you are available or to leave When asked to access your setup... -
Page 40: Changing Message Delivery Options
S M T W T F S try one delivery number first, then to try others, if necessary. Entering a pager number may require assistance from your system manager. Use this form to plan your phone numbers and schedules for message delivery. NEAXMAIL AD-40 USER GUIDE... - Page 41 To change message delivery Access your mailbox (see inside front Enter 2 until you hear the delivery If you are asked to have only urgent cover). number you want, then enter 1. messages delivered to this number, enter 1 for Yes, 2 for No. When asked to access your setup Enter 1 to turn delivery on for that options, enter 1.
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Page 42: Using Groups
Enter 1 to leave a message for this a group, you can hear a list of your system) group number. For named group now. Otherwise, enter 2. groups and group members. groups, enter the first three letters of the group’s name. NEAXMAIL AD-40 USER GUIDE... - Page 43 To hear a list of your groups and group members by phone Access your mailbox (see inside front cover). When asked to access your setup options, enter 1. When asked to change your groups, enter 1. When asked to create a new group, enter 2.
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Page 44: Changing Groups
Otherwise, enter 2. Guests do not have extension num- bers, so add them to the group by spelling their names or by entering their personal IDs. * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... - Page 45 To change a group name or number by phone Access your mailbox (see inside front Enter 2 until you hear the name of the cover). group that you want to change, then enter 1. When asked to access your setup options, enter 1.
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Page 46: Changing Your Recorded And Spelled Names
Enter 1 to change your spelled name. automatic directory assistance, enter 1 record your name. Follow the system instructions to when asked to change your directory change your spelled name. listing status after changing your recorded name (see step 5). NEAXMAIL AD-40 USER GUIDE... -
Page 47: Sending And Receiving Faxes
Sending and receiving faxes Fax-on-demand If your voice messaging system includes the optional fax package, you have Callers can request documents from a access to ViewFax, fax mail, and fax-on- fax library and have those documents demand. faxed to them. You can also use fax-on-demand to ViewFax fax documents to your customers and... -
Page 48: Sending Faxes By Computer
To use Fax Library Express, see ViewFax online Help: “Fax Library Express dialog box.” SEE ALSO Online Help: For recording an introduction ViewFax, Addressing and sending a fax to a redirected fax NEAXMAIL AD-40 USER GUIDE... - Page 49 Print-to-fax To send a fax by computer Use the print-to-fax feature to fax From a Windows-based program, To create a custom cover page, click documents to other subscribers, open the document you want to fax. “Cover,” select the type of cover page, groups, personal database contacts, Use only a program that prints to a and then click “OK.”...
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Page 50: Receiving Faxes
The system adds its own cover sheet to each delivery bundle. The cover sheet SEE ALSO lists which faxes are included and their page lengths. Checking new messages ........ 2 Changing message delivery options ............32 NEAXMAIL AD-40 USER GUIDE... - Page 51 ViewFax* Use ViewFax to display a fax mes- sage within ViewMail or ViewMail for Microsoft Messaging. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen. You can reply to faxes, archive them, For displaying save them as new messages, or re-...
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Page 52: Changing Fax Setup
1. Enter 1 to turn on fax delivery or enter 2 to turn it off. Follow the system instructions to change the number and schedule for fax delivery. SEE ALSO Changing message delivery options ............32 NEAXMAIL AD-40 USER GUIDE... - Page 53 To change your fax greeting To change your fax notification Access your mailbox (see inside front cover). Access your mailbox (see inside front cover). When asked to access your setup options, enter 1. When asked to access your setup options, enter 1. Enter 1 to change your greetings.
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Page 55: Using Viewcall Plus
Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus win- dows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window. -
Page 56: Screening And Managing Calls
SEE ALSO Online Help: ViewCall Plus, Screening calls, Placing calls on hold * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... - Page 57 Managing calls Systems using TAPI or TSAPI* After you have identified the caller, For phone systems using TAPI or TSAPI, ViewCall Plus supplies you with several ViewCall Plus offers the following en- tools to manage your phone calls: hanced mode options: Connect an incoming call to Select an identified caller’s name your phone.
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Page 58: Tracking Calls
LAN. location. a PIM. You may want to create more than one call log. For example, it may be useful to begin a new call log each week or each Call Log month. Contact list NEAXMAIL AD-40 USER GUIDE... -
Page 59: Phonebasic
PhoneBASIC ViewCall Plus includes PhoneBASIC, PhoneBASIC scripts can be activated which lets you integrate ViewCall Plus using Script Manager from the drop- with a number of different applications, down Tools menu. such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: •... -
Page 61: Using E-Mail Integration
Using E-Mail Integration E-Mail Reader Two optional E-Mail Integration packages can be used with your voice messaging E-Mail Reader lets you hear and respond system. They are E-Mail Notify/Delivery to e-mail over the phone using text-to- and E-Mail Reader. speech conversation. E-Mail Reader reads the text portion of your e-mail E-Mail Notify/Delivery messages and plays any attached .wav... -
Page 62: Checking E-Mail By Phone
SEE ALSO Your e-mail password ........56 NEAXMAIL AD-40 USER GUIDE... -
Page 63: Changing Your E-Mail Setup Options
Changing your e-mail setup options To change your e-mail setup In your setup options, you can change: options • Whether e-mail messages are included in your message totals. Access your mailbox (see inside front cover). • Your e-mail password.* When asked if you want to access If your e-mail password uses letters your setup options, enter 1. -
Page 64: Your E-Mail Password
Your e-mail password cannot use any other punctuation or symbols. Do not use your phone to match letters. Use the password chart. FOR EXAMPLE: TODAY = ## ## 81 63 31 21 93 2DAY = ## ## 12 31 21 93 NEAXMAIL AD-40 USER GUIDE... -
Page 65: Receiving E-Mail By Fax
Receiving e-mail by fax To fax a particular e-mail To fax your messages With the optional fax package, you can deliver your e-mail messages to any fax message Access your mailbox (see inside front machine. Follow the steps to check e-mail cover) and then immediately enter 4 5. -
Page 67: Managing Groupwise Appointments And Tasks
Managing GroupWise appointments and tasks If you are using the Novell GroupWise E-Mail Integration, you can access your appointments and tasks by phone. You can handle all of your tasks, appointments, voice messages, faxes, and e-mail messages through your e-mail inbox. -
Page 68: Managing Your Appointments
Enter 1 when asked to check today’s calendar. Otherwise, enter 2. Enter 1 when asked to check a different day’s calendar and then choose the date that you want to check. Otherwise, enter 2. SEE ALSO Managing your tasks ........63 NEAXMAIL AD-40 USER GUIDE... -
Page 69: Declining Or Accepting New Appointments
Declining or accepting new appointments To decline or accept a new When asked if you would like to accept an appointment, you can enter 2 and the appointment system offers the request again the next To hear who else was asked to attend the Access your mailbox (see inside time you check your calendar. -
Page 70: Receiving A Fax Of Your Appointments
1. Or to use a different fax machine, enter 2 and enter the fax Enter when you are finished. Then phone number. enter 2 to send the fax. Enter when you are finished. Then enter 2 to send the fax. NEAXMAIL AD-40 USER GUIDE... -
Page 71: Managing Your Tasks
Managing your tasks Checking incomplete tasks To mark a task complete If your tasks are available on your e-mail system, you can access them by phone. You can check your incomplete tasks Follow the steps to check your tasks. For example, you can: after you check new messages and After hearing about a task, enter 1 to •... -
Page 72: Declining Or Accepting Your New Tasks
When offered the task you want to decline or accept, enter 1. While listening to the task, enter 336 to decline it. Or after hearing about the task, enter 1 to accept it. SEE ALSO Declining or accepting new appointments ..........61 NEAXMAIL AD-40 USER GUIDE... -
Page 73: Receiving A Fax Of Your Tasks
Receiving a fax of your tasks To receive a fax of a particular To receive a fax of your If you are using the optional fax package, you can receive a fax of a particular task. task messages Additionally, when you fax all your Follow the steps to manage your tasks Access your mailbox (see inside messages, you receive:... -
Page 75: Using Quick Message Actions And Shortcuts
Using quick message actions and shortcuts You can use quick message actions while listening to a message. For example, enter to repeat the message. After accessing your mailbox, you can use these shortcuts for specific tasks. A shortcut is a symbol or a series of numbers with corresponding menu options. -
Page 76: Quick Message Actions
Save as new (new messages only) you can enter 3 4 to reply to the orig- inal sender. After you reply, you can Repeat the message enter 3 6 to delete the message. Exit if you are using a touchtone phone NEAXMAIL AD-40 USER GUIDE... - Page 77 E-Mail Integration package* While listening to an e-mail message, appointment, or task, enter 3 3 to hear a menu of additional options. TASK SHORTCUT Hear who else received the message, appointment, or task Accept an appointment or task Decline an appointment or task Mark a task complete Exit * This feature may not be available at your site.
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Page 78: Shortcuts
Switch personal greetings Turn call screening options on or off Change your standard greeting Add a message group Change your alternate greeting Edit a message group Change your busy greeting List your message groups Change your recorded name NEAXMAIL AD-40 USER GUIDE... - Page 79 Fax package* E-Mail Integration package* Enter your personal ID and security code (if required), then Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. enter the following shortcuts to do these tasks. TASK SHORTCUT TASK...
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Page 80: System Menus
System menus * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE... -
Page 81: Index
Index A– B sending voice messages with 7 fax 44 shortcuts 71 rerecord 27 appointments E-Mail Notify and Delivery 53 standard 26 accepting by phone 61 E-Mail Reader 53 switching between standard and checking by phone 60 alternate 27 declining by phone 61 system generated 27 managing by phone 60 fax greetings, changing 45... - Page 82 5 ViewMail for Microsoft Messaging iii, 6 marking as complete by phone 63 urgent 5 transfer. See call transfer receiving by fax 65 TeLANophy N – O about iii name, changing 38 archiving messages 19 NEAXMAIL AD-40 USER GUIDE...
- Page 83 V– Z ViewCall Plus. See TeLANophy ViewFax. See TeLANophy ViewMail. See TeLANophy ViewMail for Microsoft Messaging. See TeLANophy...
- Page 85 NEC America, Inc. has prepared this document for use by its employees and customers. The information contained herein is the property of NEC America, Inc. and shall not be reproduced without prior written approval from NEC America, Inc.
- Page 86 NEAXMail AD-40 Message playback options To access your mailbox from Press outside your organization SLOWER SOFTER/LOUDER CALL THE VOICE MESSAGING SYSTEM FASTER BACKWARD WHEN THE SYSTEM GREETS YOU, ENTER PERSONAL ID: PAUSE FORWARD SECURITY CODE: EXIT REPEAT...
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Page 87: Main Menu
Main menu Quick message actions Task Shortcut Task Shortcut CHECK NEW MESSAGES REPEAT THE MESSAGE LEAVE MESSAGES SAVE MESSAGE AS NEW (NEW MESSAGES ONLY) REVIEW MESSAGES CHECK THE NEXT MESSAGE CHANGE SETUP OPTIONS DELETE A MESSAGE CHANGE CALL TRANSFER, MESSAGE DELIVERY ARCHIVE A MESSAGE CHANGE SECURITY CODE, HEAR WHEN THE...