Nec NEAXMAIL IM-16 Manuale Utente

User GuideNEAXMail® IM-16VOICE MESSAGING SYSTEM

4sNEAXMAIL IM-16 USER GUIDELeaving a message by phoneThe system lets you leave voice mes-sages for subscribers, groups, or guests. If you call a subsc

CHECKING AND LEAVING MESSAGESs5To leave an identified subscriber messagea Call another subscriber. When the subscriber does not answer, the call is fo

6sNEAXMAIL IM-16 USER GUIDESending a message by computerDepending on the optional TeLANophy applications on your system, you can use ViewMail or ViewM

CHECKING AND LEAVING MESSAGESs7With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the View-Mail add

8sNEAXMAIL IM-16 USER GUIDELeaving a group messageYou can leave a message for more than one subscriber either by:• Leaving the message for a message g

CHECKING AND LEAVING MESSAGESs9Sending a group message by computer*With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subs

10sNEAXMAIL IM-16 USER GUIDEReviewing messagesYou can review old messages and archived messages by phone or by com-puter. Reviewing messages by phoneA

CHECKING AND LEAVING MESSAGESs11Reviewing messages by computer*ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in

12sNEAXMAIL IM-16 USER GUIDERedirecting a messageThe system lets you:• Redirect a message to another sub-scriber.• Record an introduction to the mes-s

CHECKING AND LEAVING MESSAGESs13To redirect a message by computera Select the message.b Click “Redirect.”c Click “To” and then use the address book to

© 2003 Active Voice, LLC.All rights reserved.First edition 2003.NEAXMail is a trademark of NEC America, Inc.ActiveFax, ActiveNet, PhoneBASIC, TeLANoph

14sNEAXMAIL IM-16 USER GUIDEModifying a messageDepending on system settings, you can use one or more of these message options after you record a messa

CHECKING AND LEAVING MESSAGESs15Modifying a message by computer*With ViewMail, you can modify a voice message you have sent if the recipient has not o

16sNEAXMAIL IM-16 USER GUIDECanceling a messageIf the recipient has not heard your last message, the system lets you cancel it. You can then record a

CHECKING AND LEAVING MESSAGESs17Canceling a message by computer*With ViewMail or ViewMail for Microsoft Messaging, you can cancel a voice mes-sage you

18sNEAXMAIL IM-16 USER GUIDEArchiving a messageThe system saves old messages for a set time (for example, until midnight). To keep a message for a lon

CHECKING AND LEAVING MESSAGESs19Archiving messages by computer*You can archive a message using View-Mail or ViewMail for Microsoft Messag-ing. When th

20sNEAXMAIL IM-16 USER GUIDERecording a conversation by phoneYou can record a phone conversation and manage the recorded message just as you would a v

CHECKING AND LEAVING MESSAGESs21To record a conversation by computera If you are using ViewMail, click “Live record.” If you are suing ViewMail for Mi

s23Changing your mailbox setupMailbox Manager allows you to control your personal mailbox settings, such as:• Your profile• Security code• Recorded an

siIntroduction iiSetting up your mailbox... ivChecking and leaving messages 1Checking new messages ...

24sNEAXMAIL IM-16 USER GUIDEWorking with the Mailbox ManagerThe Mailbox Manager allows you to con-trol how you and your callers interact with the voic

CHANGING YOUR MAILBOX SETUPs25To change your profilea Access the Mailbox Manager (see inside front cover).b Click “Profile.”c Confirm and change setti

26sNEAXMAIL IM-16 USER GUIDEChanging your security codeYour security code prevents others from using your personal ID to listen to your messages. Chan

CHANGING YOUR MAILBOX SETUPs27Changing your recorded and spelled namesThe system uses your recorded name to identify both you and your messages to oth

28sNEAXMAIL IM-16 USER GUIDEChanging your greetingsCallers hear a greeting before they leave a message. Your mailbox can have one of three greetings:

CHANGING YOUR MAILBOX SETUPs29To rerecord your standard, alternate, or busy greeting by computera Access the Mailbox Manager (see inside front cover).

30sNEAXMAIL IM-16 USER GUIDETo switch between your stan-dard and alternate greeting by phonea Access your mailbox by phone (see inside front cover).b

CHANGING YOUR MAILBOX SETUPs31Playback optionsThe Playback options screen stores set-tings for how messages are played. These options are not availabl

32sNEAXMAIL IM-16 USER GUIDETo change your playback options by computera Access the Mailbox Manager (see inside front cover).b Click “Playback.”c Conf

CHANGING YOUR MAILBOX SETUPs33Changing call transfer optionsThe voice messaging system is set up to transfer calls to your extension just as a recepti

iisNEAXMAIL IM-16 USER GUIDEIntroductionWelcome to NEAXMail IM-16, a simple yet powerful voice messaging system that can greet your callers and record

34sNEAXMAIL IM-16 USER GUIDETo turn call transfer on or off by computera Access the Mailbox Manager (see inside front cover).b Click “Transfer/Screeni

CHANGING YOUR MAILBOX SETUPs35Changing call screening optionsWhen available, the system can use a variety of call screening options.* You can select t

36sNEAXMAIL IM-16 USER GUIDETo change call screening options by computera Access the Mailbox Manager (see inside front cover).b Click “Transfer/Screen

CHANGING YOUR MAILBOX SETUPs37Changing call holding optionsThe system can hold a call until your extension is available.* When call hold-ing is turned

38sNEAXMAIL IM-16 USER GUIDEChanging message delivery optionsThe system can deliver messages to sev-eral different phone numbers. You can set a range

CHANGING YOUR MAILBOX SETUPs39If changing message delivery by phone, you may not be able to enter a pager number that requires special dialing charact

40sNEAXMAIL IM-16 USER GUIDECreating groupsYou can create your own message groups. When you send a message to a group, the message is sent to all mem-

CHANGING YOUR MAILBOX SETUPs41To create a group by com-putera Access the Mailbox Manager (see inside front cover).b Click “Groups.”c Click “Create Gro

42sNEAXMAIL IM-16 USER GUIDEChanging groupsYou can add and delete members of your message groups.*You also can delete any message group that you own,

CHANGING YOUR MAILBOX SETUPs43To add or delete group members by phonea Access your mailbox (see inside front cover). b Enter 7 5 5 to edit a group.c E

INTRODUCTIONsiiiOn the computerIf your system has TeLANophy®, you can manage live phone calls and all types of messages visually on your computer scre

s45Sending and receiving faxesIf your voice messaging system includes the optional fax package, you have access to fax mail. If you are also using TeL

46sNEAXMAIL IM-16 USER GUIDESending faxes by computerViewFaxYou can send faxes, view faxes, and for-ward faxes from your computer with the TeLANophy V

SENDING AND RECEIVING FAXESs47Print-to-faxUse the print-to-fax feature to fax docu-ments to other subscribers, groups, personal database contacts, or

48sNEAXMAIL IM-16 USER GUIDEReceiving faxesIf you are using the optional fax package, your faxes are stored in your mailbox as fax messages. A fax mes

SENDING AND RECEIVING FAXESs49ViewFax*Use ViewFax to display a fax mes-sage within ViewMail or ViewMail for Microsoft Messaging. If you click “ViewFax

50sNEAXMAIL IM-16 USER GUIDEChanging fax setupIf you are using fax mail, you can change your:• Fax delivery number or schedule • Personal fax mailbox

SENDING AND RECEIVING FAXESs51To change your fax greetinga Access your mailbox (see inside front cover).b Enter 7 4 9 to change your fax greet-ing.c F

s53Using ViewCall PlusWith ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated Vi

ivsNEAXMAIL IM-16 USER GUIDESetting up your mailboxFirst, fill in the blanks on the inside front cover of this guide and perform the pro-cedure “To ac

54sNEAXMAIL IM-16 USER GUIDEScreening and managing callsWith ViewCall Plus, you can identify callers and manage your calls from your computer. Identi

USING VIEWCALL PLUSs55Managing callsAfter you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls:Con

56sNEAXMAIL IM-16 USER GUIDETracking callsCall logYou can use ViewCall Plus to keep track of your calls. The Call Log window records all call activity

USING VIEWCALL PLUSs57PhoneBASICViewCall Plus includes PhoneBASIC, which lets you integrate ViewCall Plus with a number of different applications, suc

s59Using E-Mail IntegrationThe two optional E-Mail Integration packages that you can use with your voice messaging system are E-Mail Notify/Delivery a

60sNEAXMAIL IM-16 USER GUIDEChecking e-mail by phone E-Mail Integration lets you manage your e-mail messages by phone. For example, you can:• Hear the

USING E-MAIL INTEGRATIONs61Changing your e-mail setup optionsIn your setup options, you can change whether e-mail messages are included in your messag

62sNEAXMAIL IM-16 USER GUIDEYour e-mail passwordIn addition to entering your security code, you may be required to enter your e-mail password to check

USING E-MAIL INTEGRATIONs63Receiving e-mail by faxWith the optional fax package, you can deliver your e-mail messages to any fax machine.You can recei

s1Checking and leaving messagesDepending on your system, you can use a phone or computer to:• Check new messages• Leave a message to one or more subsc

s65Using quick message actions and shortcutsYou can use quick message actions while listening to a message. For example, enter 3 4 # to repeat the mes

66sNEAXMAIL IM-16 USER GUIDEQuick message actionsWhile listening to a message, enter 3 to hear a menu of quick message actions. After you have learned

USING QUICK MESSAGE ACTIONS AND SHORTCUTSs67E-Mail Integration package*While listening to an e-mail message, appointment, or task, enter 3 3 to hear a

68sNEAXMAIL IM-16 USER GUIDEShortcutsUse shortcuts to accelerate your responses to the system.Voice messagingEnter your personal ID and security code

USING QUICK MESSAGE ACTIONS AND SHORTCUTSs69Fax package*Enter your personal ID and security code (if required), then enter the following shortcuts to

70sNEAXMAIL IM-16 USER GUIDEManaging your voice messages with Soft KeysPress the Soft Key under the option you want.Listen to the instructions. Press

USING QUICK MESSAGE ACTIONS AND SHORTCUTSs71 SETUPChange setup optionsGREET GreetingsPERS Personal optionsTRFR Transfer optionsGRPS GroupsDELIV Delive

72sNEAXMAIL IM-16 USER GUIDESystem menusMain MenuCheck New MessagesLeave MessagesReview Old MessagesChange Setup Options4567New MessagesReplyCheck Nex

INDEXs73A-Bbusy greeting 28Ccall holdingabout 37turning on or off by computer 37turning on or off by phone 37call managing 55call screeningabout 35by

2sNEAXMAIL IM-16 USER GUIDEChecking new messagesChecking new messages by phoneNew messages are messages that you have not yet heard. The system notifi

74sNEAXMAIL IM-16 USER GUIDEmenusshortcuts 68message deliveryabout 38changing phone number by phone 39changing phone numbers by computer 38message del

INDEXs75tracking calls 56ViewCall Plus iii, 53ViewFax iii, 45ViewMail iii, 6ViewMail for Microsoft Messaging iii, 6time stamps for messages 31V-WViewC

78sNEAXMAIL IM-16 USER GUIDE

Message playback optionsFor PressSLOWERSOFTER/LOUDERFASTERBACKWARDPAUSEFORWARDEXIT456789QTo access your mailbox from out-side your organization1.CALL

Main menuTask ShortcutCHECK NEW MESSAGESLEAVE MESSAGESREVIEW MESSAGESCHANGE SETUP OPTIONSCHANGE CALL TRANSFER, MESSAGE DELIVERYCHANGE SECURITY CODE, V

CHECKING AND LEAVING MESSAGESs3Checking new messages by computerIf your system uses ViewMail or View-Mail for Microsoft Messaging, you can check messa