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NEC NEAXMAIL IM-16 User Manual

Voice messaging system
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NEAXMail
IM-16
VOICE MESSAGING SYSTEM
User Guide

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Summary of Contents for NEC NEAXMAIL IM-16

  • Page 1 ® NEAXMail IM-16 VOICE MESSAGING SYSTEM User Guide...
  • Page 2 © 2003 Active Voice, LLC. All rights reserved. First edition 2003. NEAXMail is a trademark of NEC America, Inc. ActiveFax, ActiveNet, PhoneBASIC, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Active Voice, LLC. Other brands and product names used in this docu- ment are trademarks of their respective owners.

  • Page 3: Table Of Contents

    Contents Introduction Setting up your mailbox... iv Checking and leaving messages Checking new messages ... 2 Leaving a message by phone ... 4 Sending a message by computer... 6 Leaving a group message ... 8 Sending a group message by computer* ... 9 Reviewing messages ...

  • Page 4: Introduction

    Introduction Welcome to NEAXMail IM-16, a simple yet powerful voice messaging system that can greet your callers and record your messages. You will find it quick and easy to use. NEAXMAIL IM-16 USER GUIDE On the phone The voice messaging system lets you control how your mailbox receives mes- sages and plays them back.
  • Page 5 On the computer If your system has TeLANophy ® , you can manage live phone calls and all types of messages visually on your computer screen. TeLANophy is a suite of unified messaging and call management mod- ules. TeLANophy consists of: ®...

  • Page 6: Setting Up Your Mailbox

    This makes your mailbox ready to use and enrolls you on the system as a subscriber. NEAXMAIL IM-16 USER GUIDE The system will ask you a few simple questions to record your name, spell your name (if required), record a personal greeting, and set your security code.

  • 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 • Leave a message to one or more subscribers or guests • Leave a message to a group • Review messages •...

  • Page 8: Checking New Messages

    Checking new messages SEE ALSO Modifying a message ...14 Canceling a message...16 Shortcuts...68 NEAXMAIL IM-16 USER GUIDE Checking new messages by phone New messages are messages that you have not yet heard. The system notifies you when you have new messages.
  • Page 9 Checking new messages by computer If your system uses ViewMail or View- Mail for Microsoft Messaging, you can check messages visually from your com- puter. Information about each message is pro- vided on the screen. When available, names, phone numbers, and a subject are included with messages.

  • Page 10: Leaving A Message By Phone

    ID and security code. SEE ALSO Modifying a message... 14 Canceling a message ... 16 NEAXMAIL IM-16 USER GUIDE Directory assistance Your system may use automatic direc- tory assistance, numeric directory assis- tance, or both, to help callers find subscribers’...
  • Page 11 To leave an identified subscriber message Call another subscriber. When the subscriber does not answer, the call is forwarded to voice mail. Enter 5 to leave a message. Follow the system instructions. Enter 1 for Yes, 2 for No. To leave a message directly in a subscriber’s mailbox Access your mailbox (see inside front cover).

  • Page 12: Sending A Message By Computer

    You can also add sounds from the clipboard or from a WAV file. To send the message, choose “Send.” NEAXMAIL IM-16 USER GUIDE For composing and sending a message For selecting...
  • Page 13 With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the View- Mail address book. 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.

  • Page 14: Leaving A Group Message

    1. After the beep, record your message. The message must be at least 3 seconds long to be delivered. NEAXMAIL IM-16 USER GUIDE To leave a message to several subscribers by phone Leave a message for the first sub- scriber.

  • Page 15: Sending A Group Message By Computer

    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 address book. Create your groups by phone or ask the system manager to create your groups for you.

  • Page 16: Reviewing Messages

    Online Help: ViewMail, Opening messages ViewMail for Microsoft Messaging, To set preferences for saving sent voice messages NEAXMAIL IM-16 USER GUIDE You can review old messages and archived messages by phone or by com- puter. Reviewing messages by phone After you have heard a new message, the system saves it for a set amount of time (for example, until midnight).
  • Page 17 Reviewing messages by computer* 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 Double-click the message.

  • Page 18: Redirecting A Message

    SEE ALSO Leaving a message by phone: Special delivery options ... 4 NEAXMAIL IM-16 USER GUIDE To redirect a message by phone While listening to a message, enter 3 9 to interrupt it.
  • Page 19 To redirect a message by computer 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. Use the VCR-style buttons and your phone or a sound device to record an introduction.

  • Page 20: Modifying A Message

    SEE ALSO Leaving a message by phone ... 4 Redirecting a message... 12 Canceling a message ... 16 NEAXMAIL IM-16 USER GUIDE Depending on system settings, you can use one or more of these message options after you record a message: •...
  • Page 21 Modifying a message by computer* 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.

  • Page 22: Canceling A Message

    ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent NEAXMAIL IM-16 USER GUIDE If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message.
  • Page 23 Canceling a message by computer* With ViewMail or ViewMail for Microsoft Messaging, you can cancel a voice mes- sage you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it. To cancel a message by computer Select the message.

  • Page 24: Archiving A Message

    ViewMail for Microsoft Messaging, Sav- ing a voice message temporarily ViewMail for Microsoft Messaging, ViewMail columns NEAXMAIL IM-16 USER GUIDE The system saves old messages for a set time (for example, until midnight). To keep a message for a longer period, you can archive it.
  • Page 25 Archiving messages by computer* You can archive a message using View- Mail or ViewMail for Microsoft Messag- ing. When the number of archived days reaches zero, the voice message is deleted with other old voice messages. In the ViewMail mailbox, archived mes- sages appear with an Archive icon.

  • Page 26: Recording A Conversation By Phone

    During a phone conversation, press RECORD on the phone. Press END or hang up to stop record- ing. NEAXMAIL IM-16 USER GUIDE To redirect or save a conver- sation by phone To save a recorded message to your mailbox, press END or disconnect the call.
  • Page 27 Some federal and state laws require some form of noti- fication to all parties to a telephone con- versation, such as using a beep tone or other notification methods or requiring...

  • Page 29: Changing Your Mailbox Setup

    Changing your mailbox setup Mailbox Manager allows you to control your personal mailbox settings, such • Your profile • Security code • Recorded and spelled names • Greetings • Playback options • Call transfer options • Call screening options • Call holding options •...

  • Page 30: Working With The Mailbox Manager

    The first time you use the Mailbox Man- ager, you enter the host name, your extension, and your security code in the connect dialog box. . NEAXMAIL IM-16 USER GUIDE The menu bar allows you to navigate through the screens of the Mailbox Man- ager.
  • Page 31 To change your profile Access the Mailbox Manager (see inside front cover). Click “Profile.” Confirm and change settings as needed. Click “Save.” You must select a recording device before you can record greetings, your recorded name, or the names of groups. If your computer is equipped with a microphone and speakers, select “My computer.”...

  • Page 32: Changing Your Security Code

    If you forget your security code, contact your system manager. Type old and new security codes here NEAXMAIL IM-16 USER GUIDE To change your security code by computer Access the Mailbox Manager (see inside front cover).

  • Page 33: Changing Your Recorded And Spelled Names

    Changing your recorded and spelled names The system uses your recorded name to identify both you and your messages to other callers. You can change your spelled name only by phone. If your phone keypad has letters, you can also spell your name for the system.

  • Page 34: Changing Your Greetings

    A typical busy greeting is: “Hello, this is Pat Green. I am on the phone now. Please leave a NEAXMAIL IM-16 USER GUIDE message.” For callers to hear your busy greeting, you must activate it. If you do not want to use a separate...
  • Page 35 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. For “Greeting source,” click “Record my greeting.” On the Control bar, click record the greeting with your record- ing device: Phone: Pick up the handset when the...
  • Page 36 Access your mailbox by phone (see inside front cover). Enter 7 4 5 to switch to your other greeting (standard or alternate). NEAXMAIL IM-16 USER GUIDE To rerecord your standard, alternate, or busy greeting by phone Access your mailbox by phone (see inside front cover).

  • Page 37: Playback Options

    Voice message length The system announces the total length, in min- utes, of new voice messages. Telephone conversation type Menu mode conversation This con- versation plays menus of options. Enter the number associated with the option to perform the particular task.
  • Page 38 To change your playback options by computer Access the Mailbox Manager (see inside front cover). Click “Playback.” Confirm and change the settings as needed. Click “Save.” NEAXMAIL IM-16 USER GUIDE Announce options Conversation options Listening to a message options Click to save...

  • Page 39: Changing Call Transfer Options

    Changing call transfer options The voice messaging system is set up to transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the sys- tem takes a message for you. If you will be away for a while, you can turn off call transfer or have your calls transferred to a different phone number.
  • Page 40 Click “Transfer/Screening.” For “Transfer incoming calls to,” select “This number.” Type the phone number or extension. Click “Save.” NEAXMAIL IM-16 USER GUIDE Turn transfer on or off here Select screening options here Turn holding on or off here...

  • Page 41: Changing Call Screening Options

    Changing call screening options When available, the system can use a variety of call screening options.* You can select these options on the Transfer/ Screening screen of the Mailbox Man- ager. These options are not available by phone. If your system manager has set up call screening for your extension, you can only turn call screening on and off by phone.
  • Page 42 Access your mailbox by phone (see inside front cover). Enter 7 6 4 1 5 to turn call screening on or off. Enter 1 to turn call screening on. Enter 2 to turn it off. NEAXMAIL IM-16 USER GUIDE Select screening options here...

  • Page 43: Changing Call Holding Options

    Changing call holding options The system can hold a call until your extension is available.* When call hold- ing is turned on and your extension is busy, the system asks callers if they want to hold until you are available or to leave a message.

  • Page 44: Changing Message Delivery Options

    To add a new device, click “Add.” On the Message Delivery screen, confirm and change the settings as needed and click “OK.” Click “Save.” NEAXMAIL IM-16 USER GUIDE Name of the device Times to deliver messages Days to deliver messages...
  • Page 45 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 that represents a three-second pause). Contact your system manager for assis- tance. Enter # to insert a one-second pause where you want the system to pause between digits that it is dialing.

  • Page 46: Creating Groups

    When you create a local access group, only subscribers call- ing from an extension within the com- pany can send messages to it. NEAXMAIL IM-16 USER GUIDE To create a group by phone Access your mailbox (see inside front cover).
  • Page 47 To create a group by com- puter Access the Mailbox Manager (see inside front cover). Click “Groups.” Click “Create Group.” In the Create/Modify Group dialog box, type a name for the group. Select a type for the group. If the group will be used to dispatch messages to the first member avail- able, select the “Dispatch”...

  • Page 48: Changing Groups

    Select the group you want to edit. Click “Modify Group.” In the Create/Modify Group dialog box, make the desired changes and click “OK.” Click “Save.” * This feature may not be available at your site. NEAXMAIL IM-16 USER GUIDE Click to open list of enrolled subscribers...
  • Page 49 To add or delete group members by phone Access your mailbox (see inside front cover). Enter 7 5 5 to edit a group. Enter the group name or group num- ber. Enter 2 until you hear the name of the group you want, then enter 1. Enter 4 to add members to a group.

  • Page 51: Sending And Receiving Faxes

    Sending and receiving faxes If your voice messaging system includes the optional fax package, you have access to fax mail. If you are also using TeLANophy, ViewFax may also be avail- able. ViewFax You can send, receive, and redirect faxes from your computer. Fax mail Faxes are stored in your mailbox with your other messages.

  • Page 52: Sending Faxes By Computer

    TIFF (tag image file format) graphics image and displays it on the screen. SEE ALSO Online Help: ViewFax, Addressing and sending a fax NEAXMAIL IM-16 USER GUIDE For redirecting a fax For recording an introduction to a redirected fax...
  • Page 53 Print-to-fax Use the print-to-fax feature to fax docu- ments to other subscribers, groups, personal database contacts, or other recipients. For selecting the “Print-to-Fax Print Driver” To send a fax by computer From a Windows-based program, open the document you want to fax. Use only a program that prints to a network printer, such as a word-processing, graphics, or database program.

  • Page 54: Receiving Faxes

    SEE ALSO Checking new messages ...2 Changing message delivery options ...38 NEAXMAIL IM-16 USER GUIDE Fax mail settings Depending on your system, you may have a separate fax number or one extension for both faxes and phone calls.
  • Page 55 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 docu- ment to a TIFF graphics image and displays it on the screen. GroupWise users see a separate TIFF attachment for each fax page.

  • Page 56: Changing Fax Setup

    Changing fax setup SEE ALSO Changing message delivery options ...38 NEAXMAIL IM-16 USER GUIDE If you are using fax mail, you can change your: • Fax delivery number or schedule • Personal fax mailbox greeting • Fax notification phone number...
  • Page 57 To change your fax greeting Access your mailbox (see inside front cover). Enter 7 4 9 to change your fax greet- ing. Follow the system instructions. Enter 1 for Yes, 2 for No. To change your fax notification Access your mailbox (see inside front cover).

  • Page 59: Using Viewcall Plus

    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. For TAPI (telephone application pro-...

  • Page 60: Screening And Managing Calls

    SEE ALSO Online Help: ViewCall Plus, Screening calls, Placing calls on hold NEAXMAIL IM-16 USER GUIDE Identifying and screening calls When you receive a call through the sys- tem or with a system using TAPI, the Telephone window displays the call on your computer screen.
  • Page 61 Managing calls After you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls: Connect an incoming call to your phone. Ask the caller to hold. Ask the caller to transfer to another extension. Ask the caller to leave a message.

  • Page 62: Tracking Calls

    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. NEAXMAIL IM-16 USER GUIDE Contact list The Contact List window stores and displays general notes and reminders with each contact name.

  • Page 63: Phonebasic

    PhoneBASIC ViewCall Plus includes PhoneBASIC, which lets you integrate ViewCall Plus with a number of different applications, such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: • Identify an incoming call by looking up required information, such as credit status, in a database or a spreadsheet.

  • Page 65: Using E-Mail Integration

    Using E-Mail Integration The two optional E-Mail Integration packages that you can use with your voice messaging system are E-Mail Notify/Delivery and E-Mail Reader. E-Mail Notify/Delivery E-Mail Notify/Delivery lets you know when new e-mail messages arrive. When you check voice and fax mes- sages over the phone, you hear the number of new e-mail messages you have received and information about...

  • Page 66: Checking E-Mail By Phone

    SEE ALSO Your e-mail password ...62 NEAXMAIL IM-16 USER GUIDE To check your e-mail messages Access your mailbox (see inside front cover). If prompted, enter your e-mail password, followed by Q.

  • Page 67: Changing Your E-Mail Setup Options

    Changing your e-mail setup options In your setup options, you can change whether e-mail messages are included in your message totals. To turn your e-mail totaling on or off by computer Access the Mailbox Manager (see inside front cover). Click “Playback options.” In the “Announce”...

  • Page 68: Your E-Mail Password

    Q. For example: 5 4 3 Q. You do not need to use the password chart. NEAXMAIL IM-16 USER GUIDE Using letters and numbers If your e-mail password uses any letters, enter ## when asked.

  • Page 69: Receiving E-Mail By Fax

    Receiving e-mail by fax With the optional fax package, you can deliver your e-mail messages to any fax machine. You can receive a fax of: • A particular e-mail message. • All new fax and e-mail messages plus their text attachments. You can receive your e-mail messages at your usual fax machine.

  • Page 71: 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 3 4 # to repeat the 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 72: Quick Message Actions

    3 4 to reply to the orig- inal sender. After you reply, you can enter 3 6 to delete the message. NEAXMAIL IM-16 USER GUIDE When you exit the quick message actions, the system saves your message as an old message.
  • Page 73 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 Hear who else received the message, appointment, or task Accept an appointment or task Decline an appointment or task Mark a task complete Exit quickly * This feature may not be available at your site.

  • Page 74: Shortcuts

    Review old messages Change setup options Switch personal greetings Change your standard greeting Change your alternate greeting Change your busy greeting NEAXMAIL IM-16 USER GUIDE SHORTCUT TASK Change your security code Turn call transfer off Turn call transfer on Change the phone number for call transfer...
  • Page 75 Fax package* Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. TASK Edit your fax greeting Change your fax delivery Deliver all faxes Fax a particular e-mail message, appointment, or task** * This feature may not be available at your site.

  • Page 76: Managing Your Voice Messages With Soft Keys

    Press the Soft Key under the option you want. Listen to the instructions. Press 1 for Yes or 2 for No. *This option may not be available. NEAXMAIL IM-16 USER GUIDE Check new messages ARCHV Archive message Delete message Rewind four seconds and play...
  • Page 77 SETUP SETUP Change setup options GREET Greetings PERS Personal options TRFR Transfer options GRPS Groups DELIV Delivery options >>> View more options BACK View previous menu *This option may not be available. Greetings CURR Hear and switch current greeting SWTCH Switch greetings Edit standard greeting Edit alternate greeting...

  • Page 78: System Menus

    Setup Options Greetings Groups Transfer & Delivery * This feature may not be available Personal Options at your site. NEAXMAIL IM-16 USER GUIDE Greetings Hear Current Greeting Switch Greetings Edit Standard Greetings Edit Alternate Greeting Edit Groups Edit Busy Greeting...
  • Page 79 Index busy greeting 28 call holding about 37 turning on or off by computer 37 turning on or off by phone 37 call managing 55 call screening about 35 by computer 54 changing options by computer 36 definition of options 35 turning on or off by phone 36 call tracking 56 call transfer...
  • Page 80 12 return receipt 4 reviewing by phone 10 sending by computer 6 shortcuts 66 special delivery options 4 NEAXMAIL IM-16 USER GUIDE time stamps for 31 urgent 4 passwords, e-mail 62 PhoneBASIC 57 playback options 2 about 31...
  • Page 81 tracking calls 56 ViewCall Plus iii ViewFax iii ViewMail iii ViewMail for Microsoft Messaging iii time stamps for messages 31 ViewCall Plus. See TeLANophy ViewFax. See TeLANophy ViewMail for Microsoft Messaging. See TeL- ANophy ViewMail. See TeLANophy yes or no conversation 31 INDEX...
  • Page 84 NEAXMAIL IM-16 USER GUIDE...
  • Page 85 Message playback options To access your mailbox from out- side your organization Press CALL THE VOICE MESSAGING SYSTEM SLOWER SOFTER/LOUDER FASTER WHEN THE SYSTEM GREETS YOU, ENTER PERSONAL ID: BACKWARD PAUSE SECURITY CODE: FORWARD EXIT NEAXMail AD-40...
  • Page 86 Main menu Quick message actions Task Task Shortcut CHECK NEW MESSAGES REPEAT THE MESSAGE SAVE MESSAGE AS NEW LEAVE MESSAGES (NEW MESSAGES ONLY) REVIEW MESSAGES CHECK THE NEXT MESSAGE CHANGE SETUP OPTIONS DELETE A MESSAGE CHANGE CALL TRANSFER, ARCHIVE A MESSAGE MESSAGE DELIVERY CHANGE SECURITY CODE, HEAR WHEN THE MESSAGE...

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