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NEC EliteMail LX User Manual

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  • Page 1 Notice Note that when converting this document from its original format to a .pdf file, some minor font and format changes may occur. When viewing and printing this document, we cannot guarantee that your specific PC or printer will support all of the fonts or graphics. Therefore, when you view the document, fonts may be substituted and your individual printer may not have the capability to print the document correctly.
  • Page 3 EliteMail LX User’s Guide...
  • Page 4 To access your mailbox by computer Launch Internet browser such as Windows Internet Explorer. In the Address window enter the IP Address of voice mail: IP Address When the Mailbox Manager page is seen, enter: User ID (9+extension number) Security Code Choose your preferred language from the available system languages, and click "Login".
  • Page 5 INTRODUCTION Welcome to EliteMail LX User’s Guide. The EliteMail LX is 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. On the Telephone The voice messaging system lets you control how your mailbox receives messages and plays them back. You can change these settings whenever you like, from any telephone.
  • Page 6 ® ViewCall Plus All of your inbound and outbound calls can be managed visually from your desktop computer. You can customize your call control applications by integrating ViewCall Plus with other applications, such as Microsoft’s Office suite. Help For more detailed information about TeLANophy, use the: Online Help system (press F1 or use the Help menu)

  • Page 7: Setting Up Your Mailbox

    SETTING UP YOUR MAILBOX First, fill in the blanks on the inside front cover of this guide and perform the procedure To access your mailbox from inside your organization provided on the inside front cover. This makes your mailbox ready to use and enrolls you on the system as a subscriber.
  • Page 8 To check new messages by telephone 1. Access your mailbox. 2. Press the New softkey or enter 4 to check new messages. Follow the system instructions. Enter 1 for Yes, 2 for Optional Playback Features The system manager can set up special options for your mailbox to: Play your new messages automatically each time you call the system.
  • Page 9 New Message Urgent Message Figure 1. New Message Check...

  • Page 10: Directory Assistance

    Leaving a Message by Telephone The system lets you leave voice messages for subscribers, groups, or guests. If you call a subscriber’s extension and the call is unanswered, your call is automatically routed to the subscriber’s mailbox, where you can leave a message. You can also leave messages directly from a subscriber’s mailbox.

  • Page 11: Sending A Message By Computer

    5. Record your message at the beep. The message must be at least three seconds long to be delivered. 6. Enter to start over or to stop recording. Sending a Message by Computer Depending on the optional TeLANophy applications on your system, you can use ViewMail or ViewMail for Microsoft Messaging to send voice messages by computer.
  • Page 12 For composing and sending a message For selecting special delivery options Figure 2. Sending a Message With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the ViewMail address book. 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.
  • Page 13 For composing and sending a message For addressing a new message to multiple subscribers or message groups For selecting an address Figure 3. Sending a Message via Microsoft Messaging...

  • Page 14: Leaving A Group Message

    Leaving a Group Message You can leave a message for more than one subscriber by: Leaving the message for a message group. Adding names to the address list. A message group is a mailing list of subscribers and/or guests. Your system manager can create message groups or you can create your own message groups.

  • 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. For addressing a message to multiple subscribers or message groups Figure 4. Sending a Group Message Reviewing Messages You can review old messages and archived messages by telephone or by computer.
  • Page 16 S E E A L S O : Online Help ViewMail, Opening messages ViewMail for Microsoft Messaging, To set preferences for saving sent voice messages Reviewing Messages 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.
  • Page 17 Opened Message New Message Opened Message Message Figure 5. Reviewing Messages via Computer...

  • Page 18: Redirecting A Message

    Redirecting a Message The system lets you: Redirect a message to another subscriber. Record an introduction to the message. Use special delivery options. To redirect a message by telephone 1. While listening to a message press the ">>>>" softkey to get to more options, then press the REDIR softkey. 2.
  • Page 19 For redirecting the message to other subscribers, groups, or guests For redirecting a message Figure 6. Redirecting Messages via Computer...

  • Page 20: Modifying A Message

    Modifying a Message Depending on system settings, you can use one or more of these message options after you record a message: Modify the message. Modify its delivery options. Mark it for special delivery. Redirect it to others. To modify a message by telephone 1.

  • Page 21: Canceling A Message

    Unopened sent message For modifying message delivery options for an unopened message Figure 7. Modifying a Message via Computer Canceling a Message If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message. To cancel a message by telephone 1.
  • Page 22 S E E A L S O : “Modifying a Message” on page 16 Online Help: ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent Canceling a Message by Computer With ViewMail or ViewMail for Microsoft Messaging, you can cancel a voice message you have sent if the recipient has not opened it.

  • Page 23: Archiving A Message

    For canceling a message that has been sent Figure 8. Canceling a Message via Computer Archiving a Message 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. The system manager can tell you how long your system saves archived messages. You can hear your archived messages when you review messages.
  • Page 24 S E E A L S O : Online Help: ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Saving a voice message temporarily ViewMail for Microsoft Messaging, View columns Archiving Messages by Computer You can archive a message using ViewMail or ViewMail for Microsoft Messaging. When the number of days to archive reaches zero, the voice message is deleted with other old voice messages.
  • Page 25 For archiving messages Figure 9. Archiving a Message via Computer Recording a Conversation by Telephone You can record a telephone conversation and manage the recorded message just as you would a voice mail message. The recorded message can be addressed to another subscriber while you are recording, or you can forward it to a subscriber or group of subscribers after it has been saved in your message box.
  • Page 26 To redirect or save a conversation by telephone 1. To save a recorded message to your mailbox, press END or disconnect the call. 2. To redirect the recorded message, enter a subscriber’s extension while you are recording. The recorded message is automatically sent when you press END. Press ADDRESS to end the recording and disconnect the call.

  • Page 27: Changing Your Mailbox Setup

    Changing Your Mailbox Setup Mailbox Manager allows you to control your personal mailbox settings, such as: Your profile Security code Recorded and spelled names Greetings Playback options Call transfer options Call screening options Call holding options Message delivery options Message groups Message Auto Copy You can also change most of these setup options for your personal mailbox by telephone.
  • Page 28 Enter your user ID (usually 9 + extension number), your security code (if set), and choose your preferred language at the login screen. Note: The first time you use the Mailbox Manager you maybe prompted to install a Java applet. This is needed to change greetings in Mailbox Manager.
  • Page 29 The Menu bar allows you to navigate through the screens of the Mailbox Manager. Figure 12. The Menu Bar Click Save to save changes before you move to another screen within Mailbox Manager. Without saving changes first, you are prompted to save before proceeding.
  • Page 30 The Profile screen is where the system stores your name, extension number, delivery number, and other settings. Figure 13. The Mailbox Manager - Profile Screen To change your profile 1. Access the Mailbox Manager (see the inside front cover). 2. Click Profile. 3.
  • Page 31 Recording Greetings from the Mailbox Manager The Mailbox Manager interface allows the recording or replacement of greetings and prompts. There may be instances where professional recordings need to be used instead of user recorded or default greetings and prompts. There may also be instances where you need to quickly re-record a greeting. A PC with sound card and microphone, or a telephone within the phone system can also be used to record greetings from the Mailbox Manager.
  • Page 32 4. You will get a security warning, click on Yes to accept. Figure 15. Security Screen 5. Click on the down arrow and set the telephone to be the recording device Figure 16. Media Player Screen...
  • Page 33 6. Next go to options and enter the extension number of the telephone to be used Figure 17. Phone Playback and Record Settings Screen 7. To start recording, click on the record icon . The system will call the telephone set in options and will wait until it hears a voice before starting to record.
  • Page 34 9. The recording is not saved on the voice mail automatically, you must click the save icon to save it on the voice mail. Note you must hang up the phone before you can save the recording. Figure 20. Save Screen 10.
  • Page 35 Figure 22. Security Screen 5. Click on the down arrow and set the Microphone to be the recording device Figure 23. Recording Device Screen...
  • Page 36 6. To start recording click on the “record” icon . The system will start recording immediately. Figure 24. Record Screen 7. When you have finished recording click the stop button and hang up the telephone. Figure 25. Stop Recording Screen 8.
  • Page 37 Replacing a Greeting from a WAV file The .wav files used in this system must be recorded in Dialogic ADPCM 6KHz, 16 bit, Mono format. If they are not, an error message will be received when uploading the file. 1. Sign into Mailbox Manager. 2.
  • Page 38 5. Click on the down arrow and choose Paste from file. You can either overwrite the existing recording completely or append the .wav file to the end of the existing recording. Figure 29. Overwrite/Append Screen 6. A browse window will appear, and you can navigate to the location on the PC where the file is located. After uploading the file, you can listen to it before saving it by clicking the play icon.
  • Page 39 7. The recording is not saved on the voice mail automatically, you must click the save icon to save it on the voice mail. Figure 31. Save Screen 8. If you are finished making changes to the recording click the X in the upper right hand corner to close the window.
  • Page 40 Figure 33. Security Screen 5. Click on the down arrow, choose Playback device, and choose either Speakers or Phone. Figure 34. Playback Device Screen 6. If you are finished making changes to the recording, click the X in the upper right hand corner to close the window.
  • Page 41 Copying a Recording from Voice Mail to Local PC This procedure is used for saving individual recordings on a remote PC. 1. Sign into Mailbox Manager. 2. Navigate to the page containing the greeting you want to copy. Figure 35. Greetings Screen 3.
  • Page 42 5. Click on the down arrow, choose Copy to file. Figure 37. Copy To File Screen 6. A browser window will then open and you can navigate to a location on the local PC to save the file. The default file type is .WAV.

  • Page 43: Changing Your Security Code

    Changing Your Security Code Your security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like. Your security code should be 4 to 10 digits long. If you forget your security code, call your system manager. To change your security code by computer 1.

  • Page 44: 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 telephone. The system uses your spelled name for the directory. Callers can enter the first letters of your name to locate you in the directory.

  • Page 45: Changing Your Greetings

    Changing Your Greetings Callers hear a greeting before they leave a message. Your mailbox can have one of three greetings: standard, busy, or alternate. You can rerecord or switch between greetings by telephone or by computer. Standard Greeting The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green.
  • Page 46 Figure 40. The Greetings Screen To rerecord your standard, alternate, or busy greeting by computer 1. Access the Mailbox Manager (see inside front cover). 2. Click Greetings Tab. 3. Click on Edit for the Greeting to record. 4. On the Control bar, click to record the greeting with your recording device: Telephone Pick up the handset when the telephone rings, wait for the beep, then speak into the handset.

  • Page 47: Playback Options

    To rerecord your standard, alternate, or busy greeting by telephone 1. Access your mailbox by telephone (see inside front cover). 2. To rerecord your greeting perform one of the following: Standard — If using Softkeys press SETUP, GREET, STD, otherwise enter 7 4 6 1. Alternate —...

  • Page 48: Changing Call Transfer Options

    Figure 41. The Mailbox Manager - Playback Screen Changing Call Transfer Options The voice messaging system is set up to transfer calls to your extension as a receptionist would. When you are unavailable or on another call, the system 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 telephone number.
  • Page 49 To change the number to which calls are transferred by telephone 1. Access your mailbox (see inside front cover). 2. If using Softkeys press SETUP, TRFR, CHG#. Otherwise enter 7 6 4 1 4. 3. Follow the system instructions. Enter 1 for Yes, 2 for No. S E E A L S O : “Changing Call Screening Options”...

  • Page 50: Changing Call Screening Options

    Turn Transfer On or Off here Turn Screening On or Off here Select Screening Options here Turn Holding On or Off here Select Message Auto Copy here Figure 42. The Transfer Screen Changing Call Screening Options When available, the system can use a variety of call screening options .
  • Page 51 Remember Screen Name The system asks and plays the caller’s name, and if the caller leaves a message, will append the caller’s name to the beginning of the message. Tell me who the call is for The system says, “Call for <your name>” before transferring the call. Two or more of these options may be combined.

  • Page 52: Changing Call Holding Options

    Turn Screening On or Off here Select Screening Options here Figure 43. Selecting Screening Options Changing Call Holding Options The system can hold a call until your extension is available . When call holding 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 53: Changing Message Delivery Options

    To turn call holding on or off by telephone 1. Access your mailbox by telephone (see inside front cover). 2. If using Softkeys press SETUP, TRFR, >>>>, HLDING. Otherwise enter 7 6 4 1 6. 3. Follow system prompts to turn call holding on or off. Changing Message Auto Copy Options The system can automatically copy each new message to your mailbox to one other valid voice mailbox within the system.
  • Page 54 Figure 44. Message Delivery Screens If changing message delivery by telephone, you may not be able to enter a pager number that requires special dialing characters (for example, a semicolon that represents a 3-second pause). Contact your system manager for assistance. When changing message delivery by telephone use # to insert a 1-second pause where you want the system to pause between digits that it is dialing.

  • Page 55: Using Groups

    To change message delivery by telephone 1. Access your mailbox (see inside front cover). 2. To change your message delivery options for your: Work phone, if using softkeys press SETUP, >>>>, DELIV, WORK. If using menu mode enter 7 6 6 5 4, otherwise follow the prompts for setup options.
  • Page 56 5. Enter 1 to make the group an open group or 2 to make it a private group. 6. Follow the system instructions to add members to the group. You can add them by name or extension number. 7. Enter when you are finished adding members.
  • Page 57 Otherwise, each message sent to the group will be delivered to all members. Click Next. Figure 46. Group Name Screens 7. To record the group name with your recording device, click on Record Group Name, then click the button: Telephone Pick up the handset when the telephone rings, wait for the beep, then speak into the handset.

  • Page 58: Changing Groups

    Changing Groups You can add and delete members of your message groups. You can also delete any message group that you own, or change the group’s number, spelled name, or recorded name. To change a group by computer 1. Access the Mailbox Manager (see inside front cover). 2.
  • Page 59 4. On the Create/Modify Group screen, make the desired changes and click Save. Figure 49. Create/Modify Group Screen To add or delete group members by telephone 1. Access your mailbox (see inside front cover). 2. If using softkeys press SETUP, >>>>, GRPS, EDIT, if using menu mode enter 7 5 5, otherwise follow the system prompts to edit a group.
  • Page 60 3. Enter the first three letters of the group name. Enter the first three digits of the group number. 4. Enter 1 to confirm, or enter 2 to hear the name of the next group. 5. Enter 7 to change the group name or group number. 6.

  • Page 61: Using View Call Plus

    USING V PLUS With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus windows work together to control you telephone call: the Telephone Window, the Call Log window, and the Contact List window. For TAPI- (telephone application programming interface) and TSAPI- (telephony server application programming interface) compliant telephone systems, ViewCall Plus also offers an enhanced mode that adds even more features, such as the contact list and call log.

  • Page 62: Managing Calls

    Managing Calls After you have identified the caller, ViewCall Plus supplies you with several tools to manage your telephone calls. Connect an incoming call to your telephone. Ask the caller to hold. Ask the caller to transfer to another extension. Ask the caller to leave a message.

  • Page 63: Tracking Calls

    TAPI-compliant Systems , For TAPI-compliant systems, using a TAPI adapter on the phone, ViewCall Plus offers the following enhanced mode options: Select an identified caller’s name and click this button to call the person back. Select a name in your contact list and click this button to dial the contact.

  • Page 64: Contact List

    Contact List The Contact List window stores and displays general notes and reminders with each contact name. ViewCall Plus provides an online address book — or you can integrate ViewCall Plus with a PIM. You can use several contact lists or PIMs at once. For example, you can keep personal contacts in a list on your computer and you can keep business contacts in a list on the LAN.
  • Page 65 USING E-MAIL INTEGRATION The optional E-Mail Integration package that you can use with your voice messaging system is called E-Mail Notify/Delivery. E-Mail Notify/Delivery E-Mail Notify/Delivery lets you know when new e-mail messages arrive. When you check voice messages over the telephone, you hear the number of new e-mail messages you have received and information about those messages.
  • Page 66 To turn your e-mail totaling on or off by telephone 1. Access your mailbox by telephone (see inside front cover). If prompted, enter your e-mail password, followed by 2. Enter 7 7 8 4 to turn e-mail totaling on or off. Your E-Mail Password 1.

  • Page 67: Sending And Receiving Faxes

    1. Call the voice messaging system. If asked, enter your personal ID and security code. 2. Press 4 to check new messages. EliteMail LX plays your new voice messages, then any fax messages. 3. After listening to the fax message, press 9. While listening to the fax message, press 3 9.
  • Page 68 Fax Delivery The system can deliver your faxes in two ways. Standard Delivery - The system stores your faxes until you request them. When you check messages, the system tells you which faxes are waiting and asks if you want them sent to a fax machine. TeLANophy Delivery - The system stores your faxes until you connect to the system using a TeLANophy client such as View Fax or View Mail for Microsoft Messaging (VMM).

  • Page 69: 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 70: Voice Messaging

    Shortcuts Use shortcuts to accelerate your responses to the system. Voice Messaging Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. Task Shortcut Check new messages Leave a message Review old messages Change setup options Switch personal greetings 7 4 5...

  • Page 71: Main Menu

    Main Menu Task Shortcut Check new messages Leave a message Review old messages Change setup options Change call transfer, Message delivery Change your security code, Voice mailbox names Switch personal greetings 7 4 5 FOR YES FOR NO CURRENT MENU Quick Message Actions Task Shortcut...

  • Page 72: Message Playback Options

    Message Playback Options Press Skip to end of message Skip to end of message, do not hear Caller ID Slower Softer/Louder Faster Backward Pause Forward Hear Caller ID (if available) Return call (if available) Return call # 0 * Repeat message Save as new To access your mailbox from outside your organization 1.
  • Page 73 E-Mail Integration Package Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. Task Shortcut Edit your e-mail messages Check old e-mail messages Turn e-mail totaling on or off 7 7 8 4 This feature may not be available at your site.

  • Page 74: System Menus

    System Menus &...

  • Page 75: Softkey Menus

    Softkey Menus...
  • Page 76 Softkey Menus...
  • Page 77 N o t e s...
  • Page 78 N o t e s...
  • Page 79 N o t e s...
  • Page 80 N o t e s...
  • Page 82 © 2006 NEC Unified Solutions, Inc. For more information contact: The material contained herein is subject NEC Unified Solutions, Inc. to change without prior notice at the sole 6555 N State Highway 161 discretion of NEC Unified Solutions, Inc. Irving, TX 75039-2402 ®...

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