NEC NEAXMaIL AD-64 User Manual
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NEC NEAXMaIL AD-64 User Manual

NEC NEAXMaIL AD-64 User Manual

Voice/unified messaging system
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NEAXMail
AD-
64
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VOICE/UNIFIED MESSAGING SYSTEM
User Guide

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Summary of Contents for NEC NEAXMaIL AD-64

  • Page 1 NEAXMail ® VOICE/UNIFIED MESSAGING SYSTEM User Guide...
  • Page 2 Call, ViewFax, and ViewMail are trademarks of Active Voice, LLC. From outside your organization, dial ___________________________________ NEAXMail and NEC are trademarks of NEC Corporation. When the system greets you, enter: Other brands and product names used in this document are trademarks of their respective owners.

  • Page 3: Table Of Contents

    Contents Introduction Changing your recorded and spelled names..31 Using speech recognition 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 and leaving messages Checking e-mail messages ........ 64 Changing call transfer options ......38 Leaving messages ..........

  • Page 4: Introduction

    Or, if desired, you can press a touchtone ask your system manager to set your key at any time. See “Using speech rec- mailbox for the 1 for Yes, 2 for No ognition,” on page 61 for details. conversation. This conversation ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 5 On the computer ® ® Help ViewMail for Lotus Notes 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.

  • Page 6: Setting Up Your Mailbox

    After you have set up your mailbox by phone, you can use TeLANophy. Con- tact your system manager to install the TeLANophy programs on your com- puter. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 7: Checking And Leaving Messages

    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 •...

  • Page 8: Checking New Messages

    SEE ALSO Modifying a message .......16 Canceling a message........18 * One or more of these features may not be Shortcuts...........75 available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 9 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.

  • Page 10: Returning A Call

    If a returned call is not answered or if the line is busy, the system tells you that the call could not be connected. Then, the SEE ALSO Managing your messages with Soft Keys80 ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 11 To hear caller ID information To return a call by phone To hear caller ID information with Soft Keys by phone Access your mailbox (see inside front cover). Access your mailbox (see inside front Access your mailbox (see inside front cover).

  • Page 12: Leaving A Message By Phone

    ID and security code. SEE ALSO Modifying a message....... 16 Shortcuts...........75 Canceling a message ....... 18 ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 13 To leave an identified To leave a message directly subscriber message* in a subscriber’s mailbox With speech recognition, access your mailbox, then say “Leave a message.” Call another subscriber. When the Access your mailbox (see inside front Press touchtone keys to spell a name, subscriber does not answer, the call cover).

  • Page 14: Sending A Message By Computer

    “To be sent,” then select the date and time. Click “OK.” 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. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 15 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.

  • Page 16: Leaving A Group Message By Phone

    Press ✱ to stop the list. Press 1 when you hear the name of you want to receive the message. the group you want. Otherwise, press 2 to hear the next matching Press ✱ when you are finished. name. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 17: Sending A Group Message By Computer

    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...

  • Page 18: Reviewing Messages

    Press 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 * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 19 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 Double-click the message. Use the VCR-style buttons to play the message.

  • Page 20: Redirecting A Message

    SEE ALSO Leaving a message by phone: Online Help: Special delivery options ......6 ViewMail, Redirecting messages ViewMail for Microsoft Messaging, Forwarding a voice message * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 21 To redirect a message by computer For redirecting the message to other Select the message. subscribers, groups, or guests Click “Redirect.” Click “To” and then use the address book to select recipients’ names. Type in a subject and set delivery options as needed.

  • Page 22: Modifying A Message

    Leaving a message by phone ....6 Online Help: Redirecting a message......14 ViewMail, Changing or revoking sent messages Canceling a message ....... 18 ViewMail for Microsoft Messaging, Revoking a voice message you have sent ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 23 Modifying a message by computer* Unopened sent With ViewMail, you can modify a voice message message you have sent if the recipient has not opened it. ViewMail displays the message in your ViewMail inbox until the person has opened it. If the message is still in your mailbox, simply open and modify it.

  • Page 24: Canceling A Message

    5 to cancel it. Press 1 to confirm the cancellation. SEE ALSO Modifying a message .......16 Online Help: ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 25 Canceling a message by computer* With ViewMail, you can cancel a voice message you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it. For canceling a message To cancel a message that has been sent by computer Select the message.

  • Page 26: Archiving A Message

    SEE ALSO Online Help: ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Sav- ing a voice message temporarily ViewMail for Microsoft Messaging, ViewMail columns ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 27 Archiving messages To archive a message by computer* by computer As the archive time decreases for a message, you can archive it again, You can archive a message using View- Select the message. which resets the archive time to the Mail, ViewMail for Microsoft Messaging, If you have ViewMail or ViewMail for maximum value.

  • Page 28: Recording A Conversation By Phone

    Then follow play. See your system manager for the address conversation to redirect details on how your system is set up. the message. For a list of live record commands, see the next page. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 29 Live record phone commands CAUTION The use of monitoring, recording, or lis- Press the associated feature key on your tening devices to eavesdrop, monitor, re- phone, or press the Soft Key below the trieve, or record phone conversations or phone display for the option you want. other sound activities, whether or not Pause Pause and resume the...

  • Page 30: Recording A Conversation By Computer

    From there, you can review it, delete it, or add an intro- duction and send the recorded message to another subscriber. Recorded conversation SEE ALSO Online Help: ViewMail, Recording conversations For recording messages ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 31 To record a conversation by To review the message, click “Play.” CAUTION computer The use of monitoring, recording, or lis- To send the message to your mail- tening devices to eavesdrop, monitor, re- box, click “Send.” If you are using ViewMail, click “Live trieve, or record phone conversations or record.”...

  • Page 32: Monitoring A Message

    Your system manager sets up the live monitor feature for you. Then, you can turn the live monitor feature on or off SEE ALSO through your setup options. Changing live monitor ......35 ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 33: Changing Your Mailbox Setup

    Changing your mailbox setup You can also change most of these Mailbox Manager allows you to control setup options for your personal mailbox your personal mailbox settings, such by phone. When you make a change, the system leads you step by step through a series of simple yes-and-no •...

  • Page 34: Working With The Mailbox Manager

    Mail- sonal ID and your security code in the box Manager without saving changes Connect dialog box. first, you are prompted to save before proceeding. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 35 To change your profile To use the control bar Access the Mailbox Manager (see On the control bar, click to select inside front cover). phone or computer playback. Drag slider to skip forward or Click “Profile.” back in the recorded message On the control bar, click to listen Confirm and change settings as...

  • Page 36: Changing Your Security Code

    Type old and new security security code. See “To change mail code in these fields and service options” in ViewMail online Help or “Changing mail and service options” in ViewMail for Microsoft Messaging online Help. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 37: Changing Your Recorded And Spelled Names

    Changing your recorded and spelled names The system uses your recorded name To change your recorded Pick up the handset when the Phone: to identify both you and your messages name by phone phone rings, wait for the beep, then to other callers.

  • Page 38: Changing Your Greetings

    If you do not record greetings in your greeting is: “Hello, this is Pat Green. I am own voice, the system plays greetings on the phone now. Please leave a * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 39 To rerecord your standard, alternate, or busy greeting by computer Access the Mailbox Manager (see inside front cover). Click “Greetings.” From the “Choose a greeting” list box, select the greeting to rerecord. On the Greeting Source control bar, click to record the greeting with your recording device: Pick up the handset when the Phone:...
  • Page 40 • standard greeting, press 7 4 6 1. activate your busy greeting. Press 1 • alternate greeting, press 7 4 7 1. for Yes, 2 for No. • busy greeting, press 7 4 8 1. Press ✱ to stop recording. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 41: Changing Live Monitor

    Changing live monitor If the live monitor feature is supported To turn the live monitor fea- by your phone system, you can use your ture on or off by phone phone to listen while an outside caller Access your mailbox by phone (see records a message.

  • Page 42: Playback Options

    2 for No. integration is installed, the system sage. can include new e-mail messages when announcing the number of new messages. The sys- Voice message length tem announces the total length, in minutes, of new voice messages. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 43 To change your playback options by computer Access the Mailbox Manager (see inside front cover). Announce options Click “Playback.” Confirm and change the settings as Conversation option needed. Click “Save.” Listening to a message option ▲ CHANGING YOUR MAILBOX SETUP...

  • Page 44: Changing Call Transfer Options

    Click “Transfer/Screening.” Turn holding on To turn call transfer on, in the or off here “Transfer incoming calls to” group, select “My extension.” To turn call transfer off, select “My voicemail.” Click “Save.” ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 45 To change the number to To turn call transfer on or off To change the number to which calls are transferred by phone which calls are transferred by computer by phone Access your mailbox by phone (see inside front cover). Access the Mailbox Manager (see Access your mailbox by phone (see inside front cover).

  • Page 46: Changing Call Screening Options

    Tell me who the call is for system says, “Call for <your name>” before transferring the call. * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 47 To change call screening To turn call screening on or off options by computer by phone Access your mailbox by phone (see Access the Mailbox Manager (see inside front cover). inside front cover). Press 7 6 4 1 5 to turn call screening Click “Transfer/Screening.”...

  • Page 48: Changing Call Holding Options

    Your system manager sets Click “Save.” the number of calls that the system can hold for you. * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 49: Changing Message Delivery Options

    Changing message delivery options The system can deliver messages to sev- eral different phone numbers. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set the system to deliver only urgent messages.
  • Page 50 Press 4 to change the phone number. After you enter a phone number, press ✱ to end the entry. Press 5 to change the schedule, and then follow the system instructions. Press 1 for Yes, 2 for No. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 51: Creating Groups

    Creating groups You can create your own message each message sent to the group will To add members, click “New.” Use groups. When you send a message to a be delivered to all members. the Member Properties dialog to group, the message is sent to all mem- search for enrolled subscribers.
  • Page 52 Press ✱ when you are finished. bers, so add them to the group by Press 1 to make the group a public spelling their names or by entering their personal IDs. group or 2 to make it a private group. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 53: Changing Groups

    Changing groups 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. To change a group by com- puter Access the Mailbox Manager (see inside front cover).
  • Page 54 Press 1 for Yes, 2 for No. member’s name you want to delete. To confirm your additions or dele- tions, press 1. Press ✱ when you are finished add- ing or deleting members. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 55: Sending And Receiving Faxes

    Sending and receiving faxes With ActiveFax, you have access to fax mail. Your faxes are included with your voice messages. If you are also using TeLANophy, ViewFax may also be avail- able by computer. ViewFax You can send, receive, and redirect faxes by computer.

  • Page 56: Sending Faxes By Computer

    * This feature may not be available at your site. SEE ALSO Online Help: For recording an introduction to ViewFax, Addressing and sending a fax a redirected fax ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 57 Print-to-fax To send a fax by computer To include a cover page, select “Send Cover.” Use the print-to-fax feature to fax docu- Open the document you want to fax. ments to other subscribers, groups, per- To create a custom cover page, click Use any Windows program that sonal database contacts, or other prints to a network printer, such as a...

  • Page 58: Receiving Faxes

    SEE ALSO faxes to a fax number that you specify in your setup options. Your system Checking new messages ......2 manager may have already set up this Changing message delivery option for you. options ............43 ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 59 ViewFax* Use ViewFax to display a fax mes- sage within ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen.

  • Page 60: Changing Fax Setup

    Follow the system instructions. Press Press 7 to turn fax notification on or 1 for Yes, 2 for No. off for a delivery number. SEE ALSO Checking new messages ......2 Changing message delivery options ............43 ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 61: Using E-Mail Integration

    Using e-mail integration If your system includes e-mail integra- tion, you can hear and respond to your e-mail messages by phone. With e-mail integration, when you check voice and fax messages by phone, you hear the number of new e-mail messages you have received. With text-to-speech technology, the system reads the text portion of your e-mail messages and plays any...

  • Page 62: Checking E-Mail By Phone

    UTF-8 encoded HTML save as new. Messages saved as new format. If you hear HTML codes, SEE ALSO are marked unread in your e-mail press 3 5 to skip the message. inbox. Your e-mail password ......57 ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 63: Entering Your E-Mail Password

    Entering your e-mail password In addition to entering your security Your e-mail password cannot use any Entering your e-mail password code, you may be required to enter your punctuation or symbols. Do not use by voice e-mail password to check your e-mail your phone to match letters.

  • Page 64: E-Mail Password Charts

    K = 55 X = 95 = 53 y = 93 L = 56 Y = 96 m = 61 z = 02 M = 64 Z = 05 ✱ = End ✱ = End ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 65: Changing Your E-Mail Setup Options

    Changing your e-mail setup options In your setup options, you can change To change your e-mail pass- Enter your new e-mail password whether e-mail messages are included in again to confirm. If your new pass- word by phone your message totals. You can also word uses numbers only, enter the Access your mailbox (see inside front change your e-mail password.

  • Page 66: Receiving E-Mail By Fax

    # #, then refer to the password ber. charts. When offered the e-mail message you want, press 1. Press 3 7 to fax the message. Follow the system instructions. Press 1 for Yes, 2 for No. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 67: Using Speech Recognition

    Using speech recognition If your system includes speech recog- nition, you can listen to voice, fax, or e-mail messages by speaking menu options or commands instead of press- ing touchtone keys. The system leads you step by step through the speech recognition conversation.

  • Page 68: Accessing Your Mailbox

    Say the following When you are finished saying your secu- menu diagram on page 78. commands. Press rity code, you can say “End” to move ahead to the next prompt. Main menu ✱ Previous menu Stop ✱ ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 69: Checking Voice Messages

    Checking voice messages To check voice messages During a voice message Say the following commands. with speech recognition You can control voice message playback Words in bold are required. Press by speaking any of the commands listed Access your mailbox (see inside front Menu options on the following table.

  • Page 70: Checking E-Mail Messages

    The message is marked as old or read. Follow the instructions by respond- To cancel out of redirecting a message, say “End.” ing in your normal speaking voice. See the following tables for com- mands available during e-mail mes- sage playback. ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 71: Leaving Messages

    Leaving messages If you are set up to leave messages by To leave messages with Say “Yes” when you hear the name of extension, you can say a recipient’s the subscriber you want. Otherwise, speech recognition number. Otherwise, spell a recipient’s say “No”...

  • Page 72: Saying Numbers, Times, Or Dates

    Or, to leave messages by saying the extension, ask your system manager. Setting future delivery To send a message later today, say “Today.” For tomorrow, say “One.” For two days from now, say “Two,” and so ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 73: Using Viewcall Plus

    Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls on 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 74: Screening And Managing Calls

    SEE ALSO Online Help: ViewCall Plus, Screening calls, Placing calls on hold ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 75 Managing calls TAPI-compliant systems* After you have identified the caller, For TAPI-compliant systems, ViewCall ViewCall Plus supplies you with several Plus offers the following enhanced mode tools to manage your phone calls: options: Connect an incoming call to Select an identified caller’s name your phone.

  • Page 76: Tracking Calls

    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 month. Call Log Contact list ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 77: Phonebasic

    PhoneBASIC ViewCall Plus includes PhoneBASIC, PhoneBASIC scripts can be activated which lets you integrate ViewCall Plus by using Script Manager from the Tools with a number of different programs, menu. such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: •...

  • Page 79: 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, press 3 4 # to repeat a message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number sequence of menu options.

  • Page 80: Quick Message Actions

    The system also saves your message as old when you press 3 5 Hear when the message was sent to check the next message. Redirect Save as new (new messages only) ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 81: Shortcuts

    Shortcuts Use shortcuts to accelerate your responses to the system. Voice messaging Press your personal ID and security code (if required), then enter the following shortcuts to do these tasks. TASK SHORTCUT TASK SHORTCUT Change your security code Check new messages 7 7 4 Turn call transfer off Leave a message...
  • Page 82 TASK SHORTCUT Edit your fax greeting 7 4 9 Change your fax delivery 7 6 5 8 Deliver all faxes * This feature may not be available at your site. ▲ NEAXMAIL AD-64 USER GUIDE...
  • Page 83 E-Mail integration* Enter your personal ID and security code, then enter the following shortcuts to do these tasks. For details on entering your e-mail pass- word, see “Entering your e-mail pass- word,” on page 57. TASK SHORTCUT Check new e-mail messages Check old e-mail messages While listening to an e-mail message, to hear recipients...

  • Page 84: System Menus

    Edit message Listen Change special delivery Rerecord Address to others ✱ Finish Commands ✱ Send the message Special Delivery Urgent Private Receipt ✱ Main menu Future delivery ✱ Previous menu Finish Deliver all new faxes ▲ NEAXMAIL AD-64 USER GUIDE...

  • Page 85: Setup Options

    Greetings Hear current greeting Edit alternate greeting Main Menu, continued Switch greetings Edit busy greeting Edit standard greeting Edit fax greeting Setup Options Setup options Edit Groups Greetings Groups Add members Groups Create a group Delete members Transfer or delivery Edit a group List members Personal options...

  • Page 86: Managing Your Messages With Soft Keys

    *This option may not be available. TIME Hear time and date of message INFO Hear system status >>> View more options OPER Change operator box settings ▲ BACK View previous menu >>> View more options NEAXMAIL AD-64 USER GUIDE BACK View previous menu...

  • Page 87: Change Setup Options

    Greetings CURR Hear and switch current greeting SWTCH Switch greetings Edit standard greeting SETUP Edit alternate greeting BUSY Edit busy greeting >>> View more options BACK View previous menu Personal options CODE Change security code SETUP SPELL Respell name Change setup options Directory listing on/off GREET Greetings...

  • Page 89: Index

    Index busy greeting 32 directory, adding your name 31 greetings live monitor 26 about 32 live record 22 activating busy greeting by phone 34 call holding e-mail alternate 32 about 42 checking by phone 56 mailbox busy 32 turning on or off by computer 42 integration options iii greetings 32 rerecording by computer 33...
  • Page 90 65 changing recorded name 31 screening calls 68 numbers 66 security code entry 62 sending messages 8 systemwide commands 62 setup iv TAPI-compliant system 69 time entry 66 tracking calls 70 voice messages and 63 ▲ NEAXMAIL AD-64 USER GUIDE...

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