Callegra.
Welcome to the Callegra.UC 1.15 Callegra provides innovative and effective ways to handle voice messaging features through an Internet-browser interface, a visual interface through Microsoft Outlook on the PC, or through the telephone keypad. This guide teaches you how to use Callegra’s clients visual messaging capabilities, including fax features and e-mail integrations. For information on the telephone menus, see the Callegra.UC Service Guide.
Legal Notice Callware Technologies, Inc., provides this document “as is,” with no representations or warranties, either explicit or implied, including but not limited to the implied warranties of merchantability, title, or fitness for a particular purpose. Callware Technologies, Inc., reserves the right to make changes in product software, hardware, or documentation at any time, with no obligation to inform any persons or entities of such changes.
Contents Chapter 1. CallegraINBOX for Outlook Set up and Maintain CallegraINBOX for Outlook .................................................................... 2 Install Prerequisites and CallegraINBOX for Outlook ...................................................... 2 Upgrade to Newer Version of CallegraINBOX for Outlook............................................... 4 Upgrade to Newer Version of CallegraINBOX for Outlook using Client Auto Update...... 4 Uninstall CallegraINBOX for Outlook ...........
vi Set User Preferences .................................................................................................... 18 Edit Server Name or IP Address.................................................................................... 18 Set User Options ........................................................................................................... 19 Set User Properties ................................................................................................
vii Chapter 2. CallegraWEB Log in and out of CallegraWEB............................................................................................. 62 Log in to CallegraWEB................................................................................................... 62 Change Passcode for Expired Passcode ...................................................................... 62 Log out .................................................................................................................
viii Set User Preferences............................................................................................................ 82 Configure User Settings................................................................................................. 82 Change Passcode within CallegraWEB.................................................................. 83 Change Physical Address Location ........................................................................ 83 Change Long Distance Suffix .........
ix Message Addressing Related Topics .............................................................. 98 Message Addressing Properties...................................................................... 99 Inbox Page............................................................................................................. 99 Inbox Related Topics ..................................................................................... 100 Inbox Properties.......................................................
x Create External Distribution List Dialog Box.................................................. 135 Create Global Distribution List Dialog Box..................................................... 137 Phone Settings ..................................................................................................... 140 Fax Settings.......................................................................................................... 140 Help Menu ........................................................
Chapter 1 CallegraINBOX for Outlook CallegraINBOX for Outlook is a Callware Technologies’ integration for Microsoft Outlook (Outlook). CallegraINBOX for Outlook runs on Windows XP, Vista, Windows 7 operating systems and on Outlook client 2007/2010.
2 Callegra.UC Client Guide Set up and Maintain CallegraINBOX for Outlook CallegraINBOX for Outlook allows users to easily access and manage voice and fax messages using Microsoft Outlook 2007/2010. CallegraINBOX for Outlook works best when Message Queuing (MSMQ) is installed. However, this component is not a required component. The MSMQ component enables two benefits, adding phone control support to your desktop application and real-time updating of voice messages.
3 • Server Name and http or https. Your administrator might have already provided the server name and whether you are using http or https and these fields are automatically populated within the installation wizard. If not, you need to obtain this information from your administrator. When you are asked for the server name for the server running Callegra Client Services. When you are asked if using http or https, you need to find out which one you are using.
4 Callegra.UC Client Guide e. f. dependent upon the setup within your organization. If it is not set up correctly, CallegraINBOX for Outlook does not run. When prompted to install the CallegraFAX Print Driver, select Yes or No according to your needs. Continue through the installation following the prompts until the installation is complete. Upgrade to Newer Version of CallegraINBOX for Outlook 1. 2. 3. 4.
5 Uninstall CallegraINBOX for Outlook Uninstall CallegraINBOX for Outlook When logged in as a user with administrator rights on the client box (if you do not have administrator rights, contact your administrator), use Windows Add/Remove Programs to uninstall CallegraINBOX for Outlook. Note: This removes the application for all users of local machine. Add Other Users To add other users 1. 2. 3. 4. 5. Shutdown Outlook. Log in to Windows as the user that you are configuring for CallegraINBOX.
6 Callegra.UC Client Guide Set up Desktop Phone Control You can set up desktop phone control so that you can switch between either multimedia or the telephone handset. Phone control parameters are saved locally allowing you to set parameters at different work locations as needed. To set up desktop phone control 1. 2. 3. From Outlook, select the Callegra tab > Callegra Options > Media Control Properties to open the “Media Control Properties”.
7 • Enter the Extension or external telephone number of the telephone handset to use for playback and record tasks on this telephone. When entering an external number, you must include all prefix or long distance codes that are required to place a call with a comma separating the numbers. For example, to get an outside line, you might have to enter 9, the long distance number access code (0 or 1), and then the number — separating each with commas (example: 9,1,4088251001).
8 Callegra.UC Client Guide Start CallegraINBOX for Outlook This section covers the basics of launching the application and logging into CallegraINBOX for Outlook, including: • • • “Start CallegraINBOX for Outlook” “Log in or Log out to a Callegra Box within Outlook” “Start CallegraINBOX for Outlook from Other Workstations” Start CallegraINBOX for Outlook To start CallegraINBOX for Outlook, you need to log in. To start CallegraINBOX for Outlook the First Time 1.
9 Log in or Log out to a Callegra Box within Outlook When you enter Outlook, the Callegra Login dialog box is displayed for logging into Callegra (see Figure 1-8 “Login to Callegra Box Dialog Box”). If you need to log in without restarting Outlook, follow the steps outlined as follows. To log in or log out of CallegraINBOX for Outlook 1. 2. Select the Callegra tab > Callegra Options > Login/Logout Options.
10 Callegra.UC Client Guide Get Voice Messages or Faxes from Outlook This section includes the following tasks: • • • • “Play a Voice Message” “Open Email Message with Voice/Fax Attachment” on page 11 “View Sent Fax Messages” on page 11 “View Sent Global Messages” on page 11 Play a Voice Message To play a voice message 1. Within Outlook, select Callegra Inbox xxxx [box number]. Your voice and fax messages appear in the right-side pane of Outlook. 2.
11 Open Email Message with Voice/Fax Attachment To open email message with voice/fax attachments 1. 2. Open the email message as you do other Outlook messages. Double-click the attached voice or fax message. • The voice message (.wav file) opens in the system’s default .wav file viewer. • The fax messages opens as either a .tif or .pdf file. View Sent Fax Messages You can view the external fax messages you have sent and check the delivery status. To view sent fax messages 1. 2.
12 Callegra.UC Client Guide Use Phone Control With phone control from your desktop, you can listen to and create voice messages using your telephone handset. Audio quality is generally better using the telephone handset instead of multimedia. After the initial setup (“Set up Desktop Phone Control”), Phone control is available on the fly and you can use it interchangeably with multimedia at your convenience.
13 Use Callegra Address Book An organization usually maintains a list of employees or contacts. This is called an Address Book. See “Callegra Address Book” Note If you have the CallegraCOMMUNITY add-on feature, your AddressBook includes all external locations in the Callegra Community. To use address book to send or forward a voice or fax messages 1. 2. 3. 4. Within Outlook, select the Callegra tab > New Voice: Enter box number or select to open the AddressBook.
14 Callegra.UC Client Guide Reply or Forward a Voice or Fax Message This section includes the following tasks: • • • “Reply to a Voice Message” “Forward a Voice Message” “View Sent Fax Messages” Reply to a Voice Message To reply to a voice message 1. 2. 3. 4. Within Outlook, select Callegra Inbox xxxx [box number]. Highlight the message to reply to and select . Select to record your message and select when finished. Select OK. Select to send your reply message.
15 Forward a Voice Message as an Email Message To forward a voice message as an email message 1. 2. 3. 4. 5. 6. Within Outlook, select Callegra Inbox [Box Number]. Highlight the message, then select the Callegra tab > Attach to Message. Right-click on the message and then choose Forward. Enter the email address(es) of the recipient(s). (Optional) Add comments just as you like any regular message forwarded in Outlook.
16 Callegra.UC Client Guide Send Voice Messages from Outlook This section includes the following tasks: • • • “Send a Voice Message” “Import and Send a Voice Message” “Send a Message Broadcast” Send a Voice Message To send a new voice message to another user, you need to address the message, record it, and send it. To record a new voice message 1. 2. 3. 4. 5. Within Outlook, select the Callegra tab > New Voice. Enter the box number or select to open the AddressBook dialog box.
17 Send a Message Broadcast A message broadcast allows you to send a message to external phone numbers. For example, if a principal wants to remind parents of an important meeting using a recorded message that is broadcast to all parents with children attending the school. To send a voice or fax message using Message Broadcast 1. 2. 3. Create a distribution list with external numbers. Create and send a voice message or a fax as usual using the distribution list you created. Select Send.
18 Callegra.UC Client Guide Configure CallegraINBOX User Options in Outlook This section covers the following topics: • • • • “Set User Preferences” “Set up Desktop Phone Control” “Edit Server Name or IP Address” “Set User Options” Set User Preferences User Preferences allows you to set message options. 1. 2. 3. 4. 5. From Outlook, select the Callegra tab > Callegra Options > User Preferences to open the “User Preferences Dialog Box”.
19 Set User Options In order to take advantage of Power User options, you must have Power User Rights within CallegraINBOX for Outlook. The administrator can give you rights to Power User capabilities. • • • • • • • “Set User Properties” “Set Message Options” “Create Distribution Lists” “Set up and Modify Notifications” “Configure Faxes” “Configure Email TTS and Notification” “Create, Modify, and Schedule Greeting Name and Greetings” Set User Properties 1. 2. 3. 4. 5. 6.
20 Callegra.UC Client Guide To reset Delivery Attempts 1. 2. 3. 4. Ensure that you have Power User rights. Power User rights are required to perform this task. Within Outlook, select the Callegra tab > Callegra Options > Message Properties to open “Message Properties”. Reset Delivery Attempts. Range is 1 - 99 times. Default is 5. Select OK. To reset Delivery Retry Time 1. 2. 3. 4. Ensure that you have Power User rights. Power User rights are required to perform this task.
21 Create Distribution Lists A distribution list groups several mailboxes and/or external numbers under one name. By using a distribution list, you can send a message to many mailboxes or external numbers in one operation. If your voicemail system is part of a CallegraCOMMUNITY (Add-on feature), you can add also global addresses to the distribution lists.
22 Callegra.UC Client Guide To change a distribution list 1. 2. 3. 4. Ensure that you have Power User rights. Power User rights are required to perform this task. Within Outlook, select the Callegra tab > Callegra Options > Distribution Lists Properties to open “Distribution Lists”. Select the list to change. Under the Members or All Users lists, select the names and numbers to add or remove from the distribution list.
23 Configure Faxes To configure Faxes 1. 2. 3. Ensure that you have Power User rights. Power User rights are required to perform this task. Within Outlook, select the Callegra tab > Callegra Options > Faxes Properties to display the “Faxes Dialog Box”. Enter the fields under “Fax Parameters” and select OK. Configure Email TTS and Notification Configure Email TTS and Notification to enable communication between your mail server and Callegra server.
24 Callegra.UC Client Guide 1. 2. 3. 4. 5. 6. 7. Ensure that you have Power User rights. Power User rights are required to perform this task. Within Outlook, select the Callegra tab > Callegra Options > Greetings Properties to open the “Greetings Properties”. Under Record Greetings section, ensure that Name is selected from the Greeting pull-down list. Select and speak your first and last name into your PC's microphone. For example, John Foss. Select when you are done recording.
25 To import pre-recorded greeting or name 1. 2. 3. 4. 5. Within Outlook, select the Callegra tab > Callegra Options > Greetings Properties. Enter the box number or select to open the AddressBook dialog box. For tips on using the addressbook, see “Use Callegra Address Book”. Select the Import button to browse to your pre-recorded message file in .wav format. Select OK. Select to send your message.
26 Callegra.UC Client Guide 1. 2. 3. 4. 5. Ensure that you have Power User rights. Power User rights are required to perform this task. Within Outlook, select the Callegra tab > Callegra Options > Greetings Properties to open the Greetings Properties dialog box (see Figure 1-20 “Greetings Properties Dialog Box”). (Optional) Review any pre-recorded greeting by choosing the greeting number (Greeting 2, for example) in the Greeting pull-down list and then pressing the Play button.
27 • • Set the start time. The Start Time allows you to specify the time of day that the greeting takes affect. A greeting remains in effect until the next time block's Start Time occurs. You must set each Start Time at a time later in the day than the previous start time. Set a greeting number for each of the common conditions: Default, Busy, or No Answer. Delete Time Blocks To delete time blocks You can delete the last time block on any given day in order from last to first. 1. 2. 3.
28 Callegra.UC Client Guide Organize and Manage Messages and Folders within Outlook To organize voice and fax messages using Outlook folders, there are several ways you can do this: • • • (Recommended) You can download and create an attachment of these messages and then move them to the Outlook folder. (Not Recommended) Drag and drop the voice or fax message into the new folder.
29 Move Callegra Voice/Fax Messages to Outlook Folders When you move voice or fax messages over to Outlook folders (anywhere outside of the Callegra Inbox folder), we recommend that you change the file into an email with a voice or fax attachment. To move Callegra voice/fax message to Outlook folders and change to email messages with voice/fax attachments 1. 2. 3. Highlight a message in the Callegra Inbox folder. Select the Callegra tab > Attach to Message to attach the voice or fax message as a .
30 Callegra.UC Client Guide Archive Messages to the File System 1. 2. 3. 4. Within Outlook, select Callegra Inbox xxxx [box number]. Double-click or select the View Callegra Message button to open the message to save to the file system. Select the Archive button, browse to a location to save the message .wav or .tif /.pdf file, and select Save. Close the View Callegra Message dialog. Voice messages are .wav files and fax messages are.tif/.pdf files. • • To hear a voice message, double-click on the .
31 Troubleshooting Most problems accessing or viewing voice/fax messages are a result of configuration changes. General Compatibility Issue Question: What if you experience general incompatibility issues? Answer: Callegra INBOX for Outlook does work properly if draft messages are saved to the Inbox instead of the Drafts folder. To correct, set Draft Messages to save in the Drafts Folder.
32 Callegra.UC Client Guide About the Interface: CallegraINBOX for Outlook This section includes the following topics: • • • “CallegraINBOX for Outlook Main Windows” “Create Voice Message” “View Callegra Message” CallegraINBOX for Outlook Main Windows The Outlook Main Window displays your voice and fax messages along with your normal email messages and it allows access to Callegra features through the Folder List pane, the Message pane, and the Toolbar. Figure 1-3.
33 Callegra Options Description Callegra Inbox xxxx [Box Number] Displays voice and fax messages in the right-side “Message Pane”. You can listen to voice messages using multi-media or phone control. You can retrieve faxes by using an application that views .tif or .pdf files. You can also view Return Receipts. Message Pane Displays voice messages, fax messages, and return receipts as indicated. Delete Allows you to delete a highlighted message.
34 Callegra.UC Client Guide Callegra Options Description Callegra Help Allows you to access Callegra Help for CallegraINBOX for Outlook, CallegraWEB, and CallegraFAX products. Callegra Power User Options Allows you to set up and configure the CallegraINBOX for Outlook client to meet your needs. Server Options • Edit Server Name — See “Edit Server Name or IP Address”. • — See “Log in or Log out to a Callegra Box within Outlook”.
35 Create Voice Message From Outlook, select the New Voice button to open the Create Voice Message dialog box. Figure 1-4.
36 Callegra.UC Client Guide Options To Allows you either select the To button to access the AddressBook or enter a name of the box owner. External # Allows you to enter external numbers separated by semi-colons. Subject Allows you to enter a subject as desired (not required). You can use message control buttons to record or play your messages. The following is a list and description of the buttons on the Message Control Panel: Play starts playing the message at its current position.
37 Commen ts Allows you to enter comments or notes as desired (not required). Seconds Displays the length, in seconds, of the message. Send Allows you to send the message. View Callegra Message From Outlook, select the Callegra Inbox xxxx [Box Number] and double-click a voice message to open the message. Figure 1-5.
38 Callegra.UC Client Guide Options From Subject Sent Length Number Message Control Panel Phone Control Panel Message Delivery Options Archive Delete Reply Forward Prev Next Displays the sender’s name. Displays the type of message or the subject the sender entered. Displays the time the message was sent. Displays the length, in seconds, of the message. Displays the following sender information: box number or fax number. See “Message See “Phone Control Panel”. Control Panel”.
39 • • • • • “View Sent Global Messages” “User Properties” “Media Control Properties” “Update Voice/Fax Messages with Callegra Synch” “Callegra Address Book” See your administrator if you need to set additional user options. Change Server Name Within Outlook, select the Callegra tab > Callegra Options > Edit Server Name to display the Change Callegra Server Name dialog box. Callware does not recommend changing the server name. Figure 1-6. Change Callegra Server Name Warning Figure 1-7.
40 Callegra.UC Client Guide Server Name Server Name Represents the name given the server at the time of installation. An IP address can also represent the name allowing remote team workers access to their Outlook. See “Change Server Name” for more information. Secure Server Allows you to select if using a secure server, such as HTTPS. Check with your administrator to find out if this option applies to your implementation. If you select this option and the Callegra.
41 Callegra Sent Faxes Number Represents the telephone number where the fax was sent. Subject Represents the subject that the user entered (if entered). Type Represents the type of message. Date/Time Sent Represents the date and time the fax was sent. Pages Represents the number of pages. Status Specifies the success, failure, or queued status of the fax. Billing ID Specifies the customer billing information. View Allows you to view the fax as a .tif file or .pdf file.
42 Callegra.UC Client Guide Sent Global Messages Box Represents the destination global box number where the message was sent. The Global Box Numbers are numbers available when the CallegraCOMMUNITY add-on feature is licensed. The Global Address Book numbers are those not in the Local Address Book and not at the physical location. Destination Represents the remote location in the Callegra Community when the add-on feature CallegraCOMMUNITY is licensed.
43 Message Options Auto Download and Attach Indicates to automatically download and attach messages. Auto Archive Wave Files Indicates to automatically archive wave files to the Archive folder specified. View Messages as PDF Allows you to enable the feature to view your message in PDF format. Archive Folder Identifies the location to send the archived Wave files. User Properties Within Outlook, select the Callegra tab > Callegra Options > User to display the User dialog box. Figure 1-12.
44 Callegra.UC Client Guide User Properties ID Specifies the internal number of the box. Viewable only. Box Number Specifies your box number. Viewable only First and Last Names Represents User Name of the box owner. Viewable only. Address 1 and 2 Represents any identification information helpful to you, such as department, description, or location. This field can contain as many as 50 characters per line. The Callegra.UC engine does not use this information.
45 From Outlook, select the Callegra tab > Callegra Options > Media Control Properties to open the “Media Control Properties”. Figure 1-13.
46 Callegra.UC Client Guide Select Media Control Default Player Allows you to select whether to use multimedia or phone controls for playing messages. Default is multimedia. Default Recorder Allows you to select whether to use multimedia or phone controls for recording messages. Default is multimedia. Phone Connection Properties Supervision Allows you to determine the connection method to use when automatically dialing the telephone handset to use for playback and record tasks.
47 Callegra Address Book A company or organization usually maintains a list of employees or frequent contacts. This is called the Callegra Address Book. To use this address book, when creating a voice or fax message, select the button to open the Address Book dialog box. Within the Callegra Address Book, you can look up contacts within the internal company voicemail system.
48 Callegra.UC Client Guide Search Fields and Options Box Enter box number and select the Find button to find a box number. First Name Enter the first name and select the Find button to find a box number. Location (CallegraCOMMUNITY option only) Use the pull-down menu to select the Local or Global address books. The Local Address Book is selected by default. It shows the box number, first and last names of users from the local location. It also lists the location.
49 Message Properties Within Outlook, select the Callegra tab > Callegra Options > Message to display the Message Properties dialog box. Figure 1-15.
50 Callegra.UC Client Guide Messages Maximum Number of Messages Specifies the maximum number of messages stored in this box up to 9990. (default is 255).See administrator in order to change the Maximum Number of Messages. Maximum Message Length (minutes) Specifies the maximum length in minutes for a single message. Enter a number from 1 to 255 (default is 2).If you want to set Maximum Messages Length greater than 10 you must raise the Watch Timer.
51 To include users outside of your location on either local or global distribution lists, you need to have a CallegraCOMMUNITY add-on license. Figure 1-16.
52 Callegra.UC Client Guide Distribution Lists/Boxes New Allows you to add a new personal distribution list. A power user can only have rights to create a public list if specifically granted rights by the administrator. See your administrator to create a public list for you or to grant you rights to create public lists.Specifies the number of days deleted messages are archived (recoverable). Enter a number from 0 to 255 (default is 7). Selecting Permanent allows you to save the message permanently.
53 Figure 1-17.
54 Callegra.UC Client Guide Notification Plans/Types Plan Number Allows you to select Plans 1 through 4. Disabled Allows you to disable this notification plan. Pager Allows you to set up a notification plan that sends information to a pager. Telephone Allows you to set up a notification plan that delivers the message at a specified telephone number. Escalation Allows you to automatically send a voice or fax message to another box or distribution list.
55 Call Supervision Notification Types: Pager, Telephone, Wakeup Lets Callegra detect when a notified party answers. If Callegra supervises the call and detects a busy or no answer condition, the call is not considered an attempt. Notification Options Notification Types: Pager, Telephone, Escalation, Email Allows the box owner to set the notification to voice mail and fax, voice mail only, or faxes only.
56 Callegra.UC Client Guide Scheduling Queue PreStart/PostEnd Time Notification Types: Pager, Telephone, Email Holds messages in a queue until the specified start time. For example, if you are set up for Notification between 8:00 a.m. and 5:00 p.m. and you receive a page at 7:00 a.m., the system holds it in the queue until the specified start time at 8:00 a.m. If the service is disabled, it does not notify the user at 8:00 a.m.
57 Fax Parameters Maximum Number Of Faxes Specifies the maximum number of faxes that can be stored in this box. Enter a number from 1 to 9999 (default is 255). New Fax Retention (days) Specifies the number of days new faxes are stored in this box. Enter a number from 0 to 255 (default is 14). Permanent Option holds fax permanently. Saved Fax Retention (days) Specifies the number of days saved faxes are stored in this box. Enter a number from 0 to 255 (default is 14).
58 Callegra.UC Client Guide Email Settings Server Address Specifies the IMAP Server Address (Example: mail.company.com). User Name Specifies an individual user email account name (Example: bmoore). Password Specifies an individual user’s email password. Email Address Specifies an individual user’s email (Example: bmoore@company.com). Deleted Items Folder Indicates the location of your email messages Deleted Items or Trash folder.
59 Time Blocks Scheduling Days of the Week Allows you to schedule the days of the week. Enable Time Blocks Scheduling Allows you to enable/disable time blocks scheduling. Selected Time Block Start Time Specifies the time (hours and minutes) of day that the specified greeting to begin. The greeting defined for this time block remains in effect until the start time indicated for another time block begins, or until the next day begins.
60 Callegra.UC Client Guide Time (minutes/ seconds) Allows you to view the number of minutes/seconds in the message. Save Allows you to save the greeting.
Chapter 3 CallegraWEB CallegraWEB allows you to access voice or fax messages from any PC with a connection to the Internet using Internet Explorer 6.0 or higher, Mozilla Firefox, and Google Chrome.
62 Callegra.UC Client Guide Log in and out of CallegraWEB To start CallegraWEB, do one of the following tasks: • • • “Log in to CallegraWEB” “Change Passcode for Expired Passcode” “Log out” Log in to CallegraWEB 1. From the browser, enter in the URL specified for CallegraWEB supplied from your administrator, such as www.companyname.com/ CallegraWEB. The CallegraWEB login page appears. Figure 3-1. CallegraWEB Login Page 2. Enter your Box Number (extension) and Passcode.
63 1. When the CallegraWEB Expired Passcode page appears, enter your passcode in the Passcode field. Figure 3-2. CallegraWEB Expired Passcode Page 2. 3. Enter your new passcode in the Change Passcode and Retype Passcode fields. Select Submit. Log out From within CallegraWEB, when you select Log Out (top right), it logs you out of CallegraWEB.
64 Callegra.UC Client Guide Set up CallegraWEB CallegraWEB is a Web application that is available through a URL. It is set up for your organization’s use by your administrator on a server. There is no additional client to install. However, there are some things to configure to ensure success using the product: • • • To record messages, you need to set up your telephone. See “Set up Phone Control”. To use fax features, see “Download CallegraFAX Print Driver”.
65 Send Voice Messages With CallegraWEB, it is very easy to send a new message. The following shows the basic steps: 1. “Create a New Voice Message” 2. “Record a Message or Comments”. 3. “Add Contacts to Send Message”. 4. “Use Addressing Options” (optional). 5. “Press the Send Button”. Create a New Voice Message With CallegraWEB, it is very easy to send a new message. To create a new message: 1. Within CallegraWEB, to send a new message, select the Voicemail menu > New Message. Figure 3-3.
66 Callegra.UC Client Guide To record a message using your telephone handset 1. Within CallegraWEB, from the message page, select the Connect icon to connect. Figure 3-4. The Connect Icon) Note 2. 3. If the number is not already set up, enter the number and then select the Connect icon. To set up the number so that the interaction between CallegraWEB and your telephone handset is available on the fly permanently, see “Set up Phone Control”.
67 Add Contacts to Send Message This section contains the following topics: • • • • • “What is an Address Book?” “Add Contacts from Address Book” “Add Global Contacts from Address Book” “Add Recipients for Message Broadcast” “Add External Numbers” What is an Address Book? When you create a new message, reply to a message, or forward a message, you can Contact in the Address Book, Distribution list or phone numbers to connect with the people that you want to send your message.
68 Callegra.UC Client Guide The three radio buttons shown in provide you access to: • • • Address Book — Allows you to add Contacts within your organization or company; it can include the following options: • Local is the address book from the physical location where you reside. • Global (only available with CallegraCOMMUNITY add-on) is the address book outside of the physical location where you reside.
69 The Global option is the address book outside of the physical location where you reside. Optionally, you can select a specific external location in the Callegra Community. Find the Contacts you want: a. Enter information you know, such as a box (or extension), first name, last name, or phone number and select Enter. b. Highlight the correct name in the pane below and select Add to Recipients List. c. Add as many names as you want and select OK when you are done adding names.
70 Callegra.UC Client Guide Recipient List button. Do this for each distribution list you want to add and then select OK. Figure 3-9. Adding Distribution Lists to Messages 3. Continue to the next step: “Use Addressing Options”. Add External Numbers External numbers are phone numbers outside of both the Local and Global Address Books. Basically, any phone number not included in the organization’s directory. This page allows you to add external numbers to a message.
71 3. 4. 5. If desired, you can go back and add more numbers as needed. If desired, you can remove recipients by selecting the number in the Recipients List field and selecting the Remove Selected Items button. When finished, select the OK button. Figure 3-11. Add External Numbers 6. Continue to the next step: “Use Addressing Options”. Use Addressing Options Within CallegraWEB when creating a new message, replying to, or forwarding message, you can use addressing options.
72 Callegra.UC Client Guide • “Mark Message with Return Receipt” Figure 3-12. Addressing Options Mark Message with Urgent Delivery Within CallegraWEB, from the message page, select the Message Options pull-down menu to expand the message page. Then, select the Mark as Urgent option. This places your message at the top of the queue, making it delivered before other messages. Important matters or emergency notifications are examples when to use Urgent Delivery.
73 Hour 0-23 Minute 0-59 Some tips to know when setting up future delivery: • • • Midnight = Hour 0 and Minute 0. To successfully send a future message, you must complete all four fields. If you enter an invalid date or time, such as one that is in the past, an error message appears at the bottom of the screen. Mark Message with Return Receipt Within CallegraWEB, from the message page, select the Addressing Options pull-down menu to open expand the message page.
74 Callegra.UC Client Guide Send Fax Messages To send faxes, you need the CallegraFAX Print Driver, which is a driver that when installed appears along-side any other print drivers, and is assessable from the word processing document Print menu. For example, if you had a document in a word processor that you wanted to fax, within Word, select the Print menu as if you were printing a document and select the CallegraFAX Print Driver as the printer.
75 Resend Fax Messages 1. 2. Within CallegraWEB, select the Voicemail menu > Sent External. This shows a list of fax messages send outside the company. Fax messages sent internal to the company are not available for viewing. Select the options Resend to resend the fax message to someone else or to resend it to the original recipient.
76 Callegra.UC Client Guide Reply or Forward Voice or Fax Messages This section provides the following topics: • • “Reply to a Voice Message or Fax Message” “Forward a Voice Message or Fax” Reply to a Voice Message or Fax Message With CallegraWEB, it is very easy to reply to a message. The following steps show the basic steps. 1. 2. 3. 4. 5. Within CallegraWEB, from within a received message or from the Inbox page, select the Reply button,. “Record a Message or Comments”.
77 Get Voice Messages and Faxes This section contains the following topics: • • • “Play a Voice Message” “View Voice Message Length” on page 77 “View, Save, Print Fax Message” on page 77 Play a Voice Message When voice messages appear in the CallegraWEB Inbox, under Actions select the Play button to play the message. View Voice Message Length When voice messages appear in the CallegraWEB Inbox, under Length and next to the message, view the message length.
78 Callegra.UC Client Guide 1. 2. 3. 4. Ensure that the CallegraFAX Print Driver is installed. See “Download CallegraFAX Print Driver” on page 90. Go to Start > Programs > Accessories > Imaging, Open the fax file. Select File > Print > OK. View Sent External Messages If you are using the CallegraCOMMUNITY add-on feature, you can view sent voice and fax messages sent external within the Callegra Community. These are messages sent to those outside your local location. To view sent External messages 1.
79 Organize Messages and Folders • • • • • “Add New Folders” “Rename Folders” on page 79 “Mark Messages as Read” on page 79 “Move Messages into Folders” on page 79 “Delete or Undelete Messages or Folders” on page 80 Add New Folders To add new folders 1. 2. 3. From within CallegraWEB, go to the Voicemail menu > Manage Folders page. Select the New Folder option to create a new folder. Name folder as desired. Rename Folders To rename folder 1. 2. 3.
80 Callegra.UC Client Guide Delete or Undelete Messages or Folders This section contains the following topics: • • • • “Undelete” “Delete Forever” on page 80 “Delete Folders” on page 80 “Delete Voice Messages” on page 81 Undelete To undelete messages into folders 1. 2. From within CallegraWEB, go to the Voicemail menu > Deleted page. Select the message(s) you want to undelete and select the Undelete option to retrieve the message(s).
81 Delete Voice Messages To delete messages 1. 2. From within CallegraWEB, go to the Voicemail menu > Inbox page. Highlight the message you want to delete and select the Delete option at the top.
82 Callegra.UC Client Guide Set User Preferences The Options menu allows you to set or reset configuration options within CallegraWEB depending upon your user rights. You can set user options to your preference. Depending upon how your user rights are set, you can use these options. User right options fulfill the basic needs of every user. However, if additional features are needed, Power User rights are available that allow you to configure and use additional Callegra features.
83 Change Passcode within CallegraWEB 1. 2. Within CallegraWEB, go to the Options menu > User Settings to open the “User Settings” on page 107. Enter a new passcode and reenter the passcode Note 3. The default Callegra passcode is 1234. Select Submit. Change Physical Address Location 1. 2. 3. Within CallegraWEB, select the Options menu > User Settings to open “User Settings” on page 107. Reenter a Physical Address Location. Select Submit. Change Long Distance Suffix 1. 2. 3.
84 Callegra.UC Client Guide Change Server Address The server address is the IMAP Server Address (Example: mail.company.com). You can obtain this information from your administrator. To change server address 1. 2. 3. Within CallegraWEB, select the Options menu > Email Settings to open the “Email Settings” on page 109. Under Email Settings, enter the server address in the Server Address field. For example, mail.companyname.com. If you don’t know it, ask your administrator. Select the Submit button.
85 To change email address 1. 2. 3. Within CallegraWEB, select the Options menu > Email Settings to open “Email Settings” on page 109. Enter an Email Address. For example rhobbs@company.com. Select the Submit button. Set Message Options Message settings are configuration options relating to messages, such as number of days to retain a message or number of delivery attempts. To set message options, see the following tasks.
86 Callegra.UC Client Guide Set up or Modify Notifications You can set up and modify various types of notifications including: pager, telephone, escalation, wakeup, and email. See “Notifications” on page 111. Note To modify notifications, you must have Power user rights. See your administrator for assistance. To set up or modify notifications 1. 2. 3. Within CallegraWEB, select the Options menu > Notification. Either: • Select a plan number to open the “Notification Types Page” on page 113. a.
87 3. 4. 5. Select Type and Number to record a greeting. For example, you could record “You have reached Max Evans. Please leave a message and I will return your call as soon as possible.” When finished recording, select Stop and Play if you want to listen to your greeting. Select Submit. Set Busy or No Answer greetings Until you set a Busy or No Answer greeting, Callegra uses the Default greeting. A Busy greeting represents the greeting that answers when you are on the telephone.
88 Callegra.UC Client Guide Delete Time Blocks You can delete the time block on any given day. Select Delete (x) on the time block you want to remove. Create Additional Greetings Your mailbox can contain as many as nine greetings that you can schedule throughout any given week, depending on your box settings. To create additional greetings 1. 2. 3. Within CallegraWEB, select the Options menu > Greetings.
89 4. “Add Contacts to Send Message” on page 67 to add names to your 5. distribution list. Select Save Distribution List > Close. Change a Distribution List To change a distribution list 1. 2. 3. 4. Within CallegraWEB, select the Options menu > Distribution Lists. Select the distribution list you want to change. Make changes as desired to one or more of the following: • In the DList Name field, enter a new name as the distribution list description name.
90 Callegra.UC Client Guide This section includes the following topics: • • • • “Download CallegraFAX Print Driver” “Set up Local Fax Machine” on page 90 “Reset Maximum Number of Faxes” on page 90 “Reset Number of Fax Retention Days” on page 90 Download CallegraFAX Print Driver If you want to fax or receive messages using Callegra.UC, you need to download and install the CallegraFAX Print Driver from the Help menu. To download and install the CallegraFAX Print Driver 1. 2. 3. 4. 5.
91 • • “Saved Fax Retention (days)” on page 141 “Deleted Fax Retention (days)” on page 141
92 Callegra.UC Client Guide About the Interface: CallegraWEB This section includes the following topics regarding CallegraWEB: • • • • “CallegraWEB Startup” “Voicemail Menu” “Options Menu” “Help Menu” CallegraWEB Startup • • “CallegraWEB Login Page” “CallegraWEB Expired Passcode Page” CallegraWEB Login Page To access the CallegraWEB Login Page, from a popular browser, enter the URL address for your organization’s secure Callegra.UC server.
93 Login Page Properties Box Number Allows you to enter the box number. Passcode Allows you to enter the passcode. Remember My Credentials Allows you to access CallegraWEB by opening Internet Explorer without re-logging in. CallegraWEB Expired Passcode Page The Expired Passcode Page appears when either your passcode time has expired or if you ask your administrator to expire your passcode manually. Figure 3-15.
94 Callegra.UC Client Guide Voicemail Menu The Voicemail menu allows you to create new messages, obtain messages in the Inbox, obtain sent fax messages, obtain deleted messages and manage folders. To get to the Voicemail menu, select Voicemail on the top left navigation. This section contains the following topics: • • • • “New Message Page” “Phone Controls” “Media Controls” “Addressing Options” Figure 3-16.
95 Voicemail Menu Properties New Message Allows you to create a new voice message. To access, after you log in, from the Voicemail menu, select the New Message option. See Phone Controls Appears to record or listen to a message. To access, after you log in, from the Voicemail menu, select the New Message option See Media Controls Appears to listen to a message.
96 Callegra.UC Client Guide • • • • “Create a New Voice Message” “Record a Message or Comments” “Add Contacts to Send Message” “Use Addressing Options” New Message Page Properties Send Message Allows you to send a message. Send as Voicemail or Email Allows you to send the message to the voicemail box or to an email address. To Allows you to access the AddressBook to find the intended recipient(s) for your message. Subject Allows you to enter a subject for this message.
97 Phone Control Properties Record Allows you to record a message. Play Allows you to play the message you recorded. Stop Allows you to stop recording or playing your message. Rewind Allows you to rewind the message you just recorded by 5 seconds using phone controls. Fast Forward Allows you to forward the message you just recorded by 5 seconds using phone controls. Record Allows you to record a message.
98 Callegra.UC Client Guide Media Control Recording Properties Length Displays the length of your message. Play Allows you to play the message you recorded. Stop Allows you to stop recording or playing your message. Rewind Allows you to rewind the message you just recorded by 5 seconds using phone controls. Fast Forward Allows you to forward the message you just recorded by 5 seconds using phone controls. Volume/ Mute Allows you to set the volume softer or louder.
99 Message Addressing Properties Mark as Urgent Allows you to tag the message as Urgent, marking the message with an exclamation point. Mark Message Confidential Allows you to tag the message as Confidential, making it so the recipient cannot forward the message from the voicemail system. Mark Future Delivery Allows you to tag the message as Future Delivery, set delivery time.
100 Callegra.UC Client Guide Inbox Related Topics • • • “Inbox Properties” “Play a Voice Message” “View a Fax Message” • • • “Mark Messages as Read” “Move Messages into Folders” “Delete Voice Messages” Inbox Properties Delete Mark message for deletion. Type Indicates the type of message, such as a voice, fax, or return receipt message. Mark As Read Allows you to mark message as read. Status Indicates whether a message is opened or read. From Indicates the sender of the message.
101 Figure 3-22.
102 Callegra.UC Client Guide Sent External Properties Delete Message Delete fax messages. Move Selected To Move fax messages to other folders. Page Size Represents the number of messages to display on the page at one time. Select Allows you to select/deselect sent message for deletion. Type Displays the type of message, such as Voice or Fax. Status Shows the delivery status, such as Queued for delivery or Delivered. Specifies the success, failure, or queued status of the fax.
103 again appear in the Inbox folder. The folder is similar to the Inbox except for the Undelete option. Figure 3-23.
104 Callegra.UC Client Guide Deleted Page Properties Undelete Mark message for recovery. Move Selected To Move messages to other folders. Page Size Represents the number of messages to display on the page at one time. Select Allows you to select a message to apply an action to it. Type Indicates the type of message, such as a voice, fax, or return receipt message. Mark As Read Allows you to mark message as read. Status Indicates whether a message is opened or read.
105 • “Deleted Page” Figure 3-24. Manage Folders Page Manage Folders Related Topics • • • • “Manage Folders Properties” “Add New Folders” “Rename Folders” • • • “Undelete” “Delete Forever” “Delete Folders” “Move Messages into Folders” Manage Folders Properties Inbox Contains messages in your Inbox. See “Inbox Page”. Sent External Contains fax messages that you have sent external to the company or organization. You can receive faxes from this location. See “Sent External Page”.
106 Callegra.UC Client Guide in this section appear according to the granted rights as indicated below. This section contains the following topics: To get to the Options menu, select Options on the top left navigation. This section contains the following topics: “User Settings” “Greetings” “Email Settings” “Distribution Lists” “Message Settings” “Phone Settings” “Notifications” “Fax Settings” “Greeting Schedule” Figure 3-25.
107 Options Menu Related Topics “Options Menu Properties” “Set User Preferences” “Configure User Settings” “Configure Email Settings” “Set Message Options” “Create, Modify, and Schedule Greetings” “Set up or Modify Distribution Lists” “Set up Phone Control” “Configure Fax Settings” “Set up or Modify Notifications” Options Menu Properties User Settings Allows you to update user settings. From CallegraWEB, select the Options menu > User Settings to display the CallegraWEB User Settings page.
108 Callegra.UC Client Guide From CallegraWEB, select the Options menu > User Settings to display the CallegraWEB User Settings page. Figure 3-26.
109 User Setting Properties Change Passcode Allows you to change the box passcode using CallegraWEB. Retype Passcode Allows you to confirm a change of the box passcode using CallegraWEB. Address One Allows you to enter the your address. Address Two Allows you to enter additional information into the Address field. Long Distance Suffix Specifies the digits that will be used as a dialing suffix when Outbound Dialing is sent from this box. Specify from 1 to 40 digits.
110 Callegra.UC Client Guide • “Change Email Address” Email Settings Properties Server Address Specifies the IMAP Server Address (Example: mail.company.com). User Name Specifies an individual user email account name (Example: bmoore). User Password Specifies an individual user’s email password. Retype Password Allows you to confirm your email password. Email Address Specifies an individual user’s email (Example: bmoore@company.com).
111 Message Settings Properties Maximum Message Length (Minutes) Specifies the maximum length in minutes for a single message. Enter a number from 1 to 255 (default is 2). If you want to set Maximum Message Length greater than 10, see your administrator. New Message Retention Days Specifies the number of days new messages are stored in the owner's box. Enter a number from 1 to 255 (default is 14). Selecting Permanent allows you to save the message permanently.
112 Callegra.UC Client Guide Select-a-Plan Notification Page allows you to select a notification plan to create or modify. Figure 3-29.
113 Select-a-Plan Notification Properties Plan One drop-down menu Allows you to select the notification plan, such as Plan One, Plan Two, and so forth. Notification Types Page Allows you to select the type of notification plan you want to set up, including: “Disable Notification” “Pager Notification” “Telephone Notification” “Wakeup Notification” “Email Notification” “Escalation Notification” Figure 3-30.
114 Callegra.UC Client Guide Notification Types Page Properties Disable Allows you disable a notification plan (Plan One, Plan Two, etc.) when not in use. Telephone Allows you to set up a notification plan that delivers the message at a specified telephone number Email Allows you to set up a notification plan that notifies you on your email. Pager Allows you to set up a notification plan that sends information to a pager.
115 Disable Notification Properties Disable Allows you disable a notification plan (Plan One, Plan Two, etc.) when not in use. Telephone Notification Telephone allows you to set up a notification plan that delivers the message at a specified telephone number. Figure 3-32.
116 Callegra.UC Client Guide Telephone Notification Type Properties Dialing String Specifies the telephone number and any additional characters or digits needed to complete a call that Callegra dials to initiate a notification. You can use the actual telephone number, the dialing string, or part of the dialing string. Digits Dialed After Connection Contains the additional digits (a telephone extension or pager number) that are sent after the call connects.
117 Telephone Notification Advanced Properties Ignore Distribution Messages Instructs Callegra not to notify the box owner of distribution list messages. Call Supervision Lets Callegra detect when a notified party answers. If Callegra supervises the call and detects a busy or no answer condition, the call is not considered an attempt. Queue PreStart/PostEnd Holds messages in a queue until the specified start time. For example, if you are set up for Notification between 8:00 a.m. and 5:00 p.m.
118 Callegra.UC Client Guide • “Set up or Modify Notifications” Email Notification Properties Always Use System Email Account to Send Specifies to use the system account rather than a user account. To change to use user account, go to the Options menu > Email Settings to fill out Email properties. Attach Message to Email Allows the box owner to attach a voice message as a .wav file to the email allowing the .wav file to play through email. It also allows the box owner to attach a fax message as a .
119 Email Notification Advanced Properties Ignore Distribution Messages Instructs Callegra not to notify the box owner of distribution list messages. Queue PreStart/PostEnd Holds messages in a queue until the specified start time. For example, if you are set up for Notification between 8:00 a.m. and 5:00 p.m. and you receive a page at 7:00 a.m., the system holds it in the queue until the specified start time at 8:00 a.m. If the service is disabled, it does not notify the user at 8:00 a.m.
120 Callegra.UC Client Guide Pager Notification Type Related Topics • • • “Pager Notification Properties” “Pager Notification Advanced Properties” “Set up or Modify Notifications” Pager Notification Properties Dialing String Specifies the telephone number and any additional characters or digits needed to complete a call that Callegra dials to initiate a notification. Use the actual telephone number, the dialing string, or part of the dialing string.
121 Pager Notification Advanced Properties Ignore Distribution Messages Instructs Callegra not to notify the box owner of distribution list messages. Call Supervision Lets Callegra detect when a notified party answers. If Callegra supervises the call and detects a busy or no answer condition, the call is not considered an attempt. Queue PreStart/PostEnd Holds messages in a queue until the specified start time. For example, if you are set up for Notification between 8:00 a.m. and 5:00 p.m.
122 Callegra.UC Client Guide Figure 3-38.
123 Wakeup Notification Properties Dialing String Specifies the telephone number and any additional characters or digits needed to complete a call that Callegra dials to initiate a notification. Use the actual telephone number, the dialing string, or part of the dialing string. Digits Dialed After Connection Contains the additional digits (a telephone extension or pager number) that are sent after the call connects. If you enter the @ sign, the mailbox number appears.
124 Callegra.UC Client Guide Figure 3-39. Escalation Notification Page Escalation Notification Type Related Topics • • • “Escalation Notification Properties” “Escalation Notification Advanced Properties” “Set up or Modify Notifications” Escalation Notification Properties Escalation Box Represents the number of the box where the owner wants the message escalated. Figure 3-40.
125 Escalation Notification Advanced Properties Escalation Carbon Copy Keeps a copy of the escalated message in the box. Ignore Distribution Messages Instructs Callegra not to notify the box owner of distribution list messages. Preserve Sender’s Information Keeps the sender information for future use as needed. Escalation Distribution List Represents the number of the distribution list where the owner wants the message escalated.
126 Callegra.UC Client Guide CallegraWEB, select the Options menu > Greetings Schedule to display the Greetings Schedule page. Figure 3-41.
127 Greeting Schedule Related Topics “Greeting Schedule Properties” “Set Busy or No Answer greetings” “Time Blocks Scheduling Properties” “Schedule Greetings” “Greetings Properties” “Delete Time Blocks” “Create, Modify, and Schedule Greetings” “Create Additional Greetings” “Record Greeting using CallegraWEB” Greeting Schedule Properties Choose Language Allows you to set your schedule by language.
128 Callegra.UC Client Guide Time Blocks Scheduling Properties Time Block Indicates the time block number (1-6). You can create up to 6 time blocks for any given day. Start Time Specifies the time, in hours and minutes, between attempts to deliver a message. Default is 30 minutes. Enter military time hours 0 through 23 and minutes 0 through 59 (default is 30 minutes).
129 Greetings Related Topics “Greetings Properties” “Record Greeting Properties” “Record Greeting(s) and Name Page” “Import Greetings and Name Page” “Greeting Schedule Properties” “Time Blocks Scheduling Properties” “Create, Modify, and Schedule Greetings” “Record Greeting using CallegraWEB” “Set Busy or No Answer greetings” “Schedule Greetings” “Delete Time Blocks” “Create Additional Greetings” Greetings Properties Length (seconds) Specifies the maximum length of a personal box greeting in seconds.
130 Callegra.UC Client Guide From CallegraWEB, select the Options menu > Greetings Properties > Record Greeting(s)/ Name button to display the Record Greeting(s)/ Name page. Figure 3-44.
131 Record Greeting Properties Play Allows you to listen to the existing or just recorded greeting. A phone connection is required to record in Callegra.UC 6.15. Pause Allows you to pause. A phone connection is required to record in Callegra.UC 6.15. Stop Allows you to stop recording and playing. It also allows you to play greeting again or rerecord. A phone connection is required to record in Callegra.UC 6.15. Record Allows you to record a greeting.
132 Callegra.UC Client Guide From CallegraWEB, select the Options menu > Greetings Properties > Import Greeting(s) /Name button to display the Import Greeting(s) / Name page. Figure 3-45. Import Greetings/Name Page Import Greeting Name Properties Type Allows you to select whether you are importing a greeting or greeting name. Number Allows you to view the greeting number. Language Allows you to use the drop-down menu to select the greeting language.
133 From CallegraWEB, select the Options menu > Distribution Lists to open the Distribution Lists Page. Figure 3-46. Distribution Lists Page Distribution Lists/Boxes Create a New Distribution List Allows you to add a new personal distribution list. A user or power user does not have rights to create a public list. See your administrator for public lists.
134 Callegra.UC Client Guide From CallegraWEB, select the Options menu > Distribution Lists > Create a New Distribution List option to open the Create Distribution Lists Page. Figure 3-47.
135 Distribution List Properties List Name Allows you to enter the distribution list name. Local and Global radio buttons Allows you to select Local or Global radio buttons to identify whether you are creating a Local or Global distribution list. The Local distribution lists are for your private use. The Global distribution lists are for public use for all. You must have certain rights in order to create a Global distribution list.
136 Callegra.UC Client Guide Lists page. Then, from the Local pull-down menu, select External to open the Create External Distribution List page. Figure 3-48.
137 Distribution List Properties List Name Allows you to enter the distribution list name. Local and Global radio buttons Allows you to select Local or Global radio buttons to identify whether you are creating a Local or Global distribution list. The Local distribution lists are for your private use. The Global distribution lists are for public use for all. You must have certain rights in order to create a Global distribution list.
138 Callegra.UC Client Guide From CallegraWEB, select the Options menu > Distribution Lists > Create a New Distribution List option to open the Create Distribution Lists page. Then, from the Local pull-down menu, select Global to open the Create Global Distribution List page. Figure 3-49.
139 Distribution List Properties List Name Allows you to enter the distribution list name. Local and Global radio buttons Allows you to select Local or Global radio buttons to identify whether you are creating a Local or Global distribution list. The Local distribution lists are for your private use. The Global distribution lists are for public use for all. You must have certain rights in order to create a Global distribution list.
140 Callegra.UC Client Guide Phone Settings From CallegraWEB, select the Options menu > Phone Settings to open the Phone Settings page. Figure 3-50. Phone Settings Phone Settings Properties Phone Inactivity Timeout Allows you to set the seconds before the connection disconnects when no activity is detected. Default is 60 seconds. Minimum is 15 seconds. Maximum is 120 seconds.
141 Fax Settings Properties Local Fax Number Specifies the extension or telephone number of the fax machine where users want their faxes sent. If your usual fax number is a long distance call from your Callegra system, enter the area code and number. Maximum Number of Faxes Specifies the maximum number of faxes that can be stored in this box. Enter a number from 1 to 9999 (default is 255). New Fax Retention (days) Specifies the number of days new faxes are stored in this box.
142 Callegra.UC Client Guide Download The Download page allows you to download the CallegraINBOX for Outlook and CallegraFAX Print Driver for installation to a client. Figure 3-53. Download Page Applications and Drivers Download Properties Outlook Plug-in Allows you to download the CallegraINBOX for Outlook client to use on your client machines. The product is integrated into Microsoft Outlook and enables you to receive voice and fax messages within Outlook.
Chapter 4 CallegraFAX This chapter introduces the CallegraFAX product and its features. It provides instructions for using CallegraFAX in conjunction with the CallegraWEB, CallegraINBOX for Outlook, and CallegraFAX Print Driver.
144 Callegra.UC Client Guide CallegraFAX Features CallegraFAX provides the following features: • • • • Personal fax services. With CallegraFAX, you can view, print, send, and receive faxes at your workstation using CallegraWEB, CallegraINBOX for Outlook, and CallegraFAX Print Driver. Automated fax services. CallegraFAX offers several automated fax services. These include fax back capability and fax store-andforward. Xerox Textbridge OCR support.
145 • • • • • Convert a fax to text Forward a fax as an email attachment Archive a fax Send a fax to an email address. View a list of sent faxes (for external faxes only) Note If you use older style U.S. fax machines, you need a Fax Only box to receive faxes. Ask your System Administrator for details.
146 Callegra.UC Client Guide Use CallegraFAX With CallegraFAX, you can perform the following tasks: • • • • • • • “Send a Fax from Any Windows Application” “Use a Cover Page” “Send a Fax to a Callegra Box from a Fax Machine” “View a Fax” “Convert a Fax to Text (OCR)” “Forward a Fax as an Email Attachment” “Work with External Sent Faxes” Note Same call fax retrieving is not supported in Callegra.UC. Use separate call fax retrieving instead.
147 9. Select Send. Use a Cover Page When sending a fax as described in the “To send a fax from any Windows application” section, you can include a cover page. To include a cover page, perform the following tasks before sending the fax message. To use a cover page 1. 2. At the bottom of the dialog, select the Use Cover Page checkbox to make the Cover Page info available to you.
148 Callegra.UC Client Guide Addressing Options, select the appropriate check box for the option that best meets your needs (see “Message Delivery Options”): • • • • Urgent Confidential Return Receipt Broadcast Immediately (also see next heading) After selecting a message addressing option, select Send to send your fax.
149 View a Fax Your faxes are available to view in CallegraWEB and CallegraINBOX for Outlook. A fax message, like a voicemail message, appears in the CallegraWEB or the CallegraINBOX for Outlook Inbox. You can also receive faxes into any SMTP compatible email account using the email notification feature. The fax message's information includes where it was sent from, its creation date and time, and the number of pages it contains. When you view a fax, the fax is viewable as a TIF file or PDF file.
150 Callegra.UC Client Guide View a fax with CallegraWEB 1. 2. Within CallegraWEB, select Voicemail > Inbox to view the CallegraWEB Inbox. Then, double-click the fax .pdf or .tif icon to view the fax in either PDF or TIFF format. Select Next Page icon of your viewer to navigate from page to page. Figure 4-3.
151 To forward a fax or voice message as an attachment from CallegraINBOX 1. 2. 3. 4. Select the voice or fax message you want to forward as an email attachment from CallegraINBOX 1001. Under the Actions menu, choose Download and Attach File. Right-click on the voice or fax message and select Forward. The email has attached .wav or .tif/.pdf files. Enter the email address and select Send. To forward a fax to another Callegra user 1. 2. 3. 4. 5. Select the message in the Callegra Inbox.
152 Callegra.UC Client Guide Clear External Sent Faxes You might want to clear external sent faxes from Sent Faxes list. To clear external sent faxes using CallegraWEB 1. 2. Within CallegraWEB, select Voicemail > Sent External. Select the checkbox next to the fax messages you want to delete and then select Move To > Delete to remove the checked items in the Sent External list. To clear external sent faxes using CallegraINBOX for Outlook 1. 2.
153 Set up and Maintain CallegraFAX Print Driver CallegraFAX requires that the CallegraFAX Print Driver is installed in order to work on a client machine. This section provides the following topics: • • • “Install Prerequisites and CallegraFAX Print Driver” “Upgrade to Current Version” “Change Server Name” Install Prerequisites and CallegraFAX Print Driver The CallegraFAX Print Driver installation requires the following prerequisites: • • • Administration Rights.
154 Callegra.UC Client Guide Select CallegraFAX Print Driver, which launches the installation. • Select CallegraINBOX for Outlook install, which automatically launches the CallegraFAX Print Driver install. You can now select CallegraFAX as the printer from any application running on Microsoft Windows. • 3. Note When using Quick Time, users might have problems viewing faxes. To resolve this issue,: Open QuickTime. Select Edit > Preferences > QuickTime Preferences > Mime Settings. Under Images, select .
155 Note If this fails to change your server name, contact your administrator.
156 Callegra.
157 3. Enter your box number and passcode and then select Login to open the CallegraFAX Print Driver dialog box. Figure 4-4. CallegraFAX Print Driver Dialog Box Menu Bar File • • • • Send the fax with current settings. current settings in fields so that each time you log in to the print driver you do not need to re-enter information. Clear Entries: Clears current settings in fields. Close: Exit without sending and returns you to the Windows application.
158 Callegra.UC Client Guide Send Fax To and CC Allows you to enter voicemail box numbers, fax numbers, or email addresses as the delivery point for the message. Once you choose a type from the pull-down menu (Box, External Fax, or Email), you can enter the following information. • Box—Enter an box number, such as 1002. • • External Fax—Enter an external fax number, such as 408-767-0007. Email—Enter an email address, such as bmoore@company.com.
159 Notes Subject Allows you to enter the subject for the cover sheet or email Subject From Allows you to enter the Name, Company Information, Phone, and Fax number of the receiver. Editable when the Use Cover Page option is selected. Notes Allows sender to enter a Subject and comments for the receiver. Editable when the Use Cover Page option is selected. Cover Page Template Allows you to change the cover page template for the fax you are sending. There are four templates available.
160 Callegra.UC Client Guide Telephone Search Enter the telephone number and select search to find people when selecting from the Global location. This is does not include local people. The Global AddressBook is only available when CallegraCOMMUNITY is implemented. Search After entering either a box, first name, or last name, select search to find the person you want to send a message. Box numbers and names only appear after a search.
Index A D add Delete 133 delete delete messages in CallegraINBOX for Outlook 81 desktop phone control, see phone control 6, 12, 89 Distribution List, to 1000 users 21 distribution lists change 89 changing 22 using 21, 88 new Callegra Folders to Outlook 29 Apply Setting 129 B box record box name 23 Browse Import 132 C CallegraFAX how to use 143 note using QuickTime 154 CallegraINBOX for Outlook delete messages 30, 81 forward message by itself 14, 15 forward messages 14 log out 12 play voice message 10
162 Callegra QuickStart G Greeting Number 131, 132 greetings recording 24, 86 H how to use phone control, CallegraINBOX for Outlook 12 I Import Greeting(s) Name 129 L Language 131, 132 Local Fax Number 141 client set up 6 how to use 12 interface description, see Media Control Properties 59 CallegraWEB client set up 89 Media Control Properties dialog box 45 Phone Control Properties dialog box 140 Extension 140 Phone Inactivity Timeout 140 Phone Inactivity Timeout 140 Play 131 play messages 10 Play (rec
Index163 phone control, CallegraWEB 89 Stop 131 Submit 131, 141 T troubleshooting view snapin from Windows using CallegraINBOX for Outlook 31 Type 131, 132
164 Callegra QuickStart
