NEAXMail AD-64 ® VOICE/UNIFIED MESSAGING SYSTEM User Guide
© 2002-2004 Active Voice LLC All rights reserved. First edition 2004 To access your mailbox by phone 1. ActiveFax, PhoneBASIC, Repartee, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Active Voice, LLC. NEAXMail and NEC are trademarks of NEC Corporation. From inside your organization, dial ____________________________________ From outside your organization, dial ___________________________________ 2.
Contents Introduction ii Changing your recorded and spelled names......31 Using speech recognition 61 Changing your greetings ....................................32 Setting up your mailbox .......................................iv Checking and leaving messages 1 Checking new messages ..................................... 2 Returning a call .................................................... 4 Leaving a message by phone .............................. 6 Sending a message by computer .................
Introduction Welcome to NeaxMail® AD-64, a simple yet powerful voice messaging system that can greet your callers and record your messages. On the phone 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 phone. The phone options consist of: Menu conversation The menu conversation leads you quickly to your destination. You will hear a menu of options.
On the computer You can use the Mailbox Manager program to change your mailbox setup from your desktop computer. If your system has TeLANophy®, you can manage all types of messages and phone calls visually on your desktop computer. TeLANophy is a suite of unified messaging and call management programs. TeLANophy consists of: ViewMail® All of your voice and fax messages are brought together in one window with ViewMail. You can access and prioritize your messages and respond to them by computer.
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 by phone.” This makes your mailbox ready to use and enrolls you on the system as a subscriber. The system will ask you a few simple questions to record your name, spell your name (if required), record a personal greeting, and set your security code. Your system manager has assigned you a personal ID. As soon as you hear the system greeting, enter your personal ID.
Checking and leaving messages Depending on your system, you can use a phone or computer to: • Check new messages • Return a call • Leave a message to one or more subscribers or guests • Leave a message to a group • Review messages • Redirect a message • Modify or cancel a message after leaving it • Archive a message • Record a conversation • Monitor a message ▲ 1
Checking new messages Checking new messages by phone To check new messages by phone New messages are messages that you have not yet heard. The system notifies you when you have new messages. 1 Access your mailbox (see inside front The system plays all urgent messages first, then all regular messages. It also sorts your messages by sender. If the system does not know who left a message, it says that the message is “from your message box.” cover). 2 Press 4 to check new messages.
Checking new messages by computer If your system uses ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can check messages visually on your computer. Urgent voice message Information about each message is provided on the screen. When available, names, phone numbers, and a subject are included with messages. ViewMail also provides the length of the message and the time it was sent. You can listen to messages either with a computer sound device or a phone.
Returning a call If your phone system supports the call return feature, you can immediately return a call to the person who left you a message. The call return feature is available for messages left by outside callers when a caller ID phone number is provided. You can also return a call to another subscriber. Depending on your phone system, you can return a call using Soft Keys on your phone. Or, you can return a call when you access your mailbox from any touchtone phone.
To hear caller ID information with Soft Keys 1 Access your mailbox (see inside front cover). 2 To hear new messges, press the Soft Key below the NEW option on the phone display. To hear old messages, press the Soft Key below the OLD option on the phone display. 3 After listening to a message, press the Soft Key below the CID option on the phone display. If available, the system plays the phone number associated with the message. To return a call by phone 1 Access your mailbox (see inside front cover).
Leaving a message by phone 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 in a subscriber’s mailbox. If your phone system uses identified subscriber messaging, the system automatically tags a message from your assigned extension with your name.
To leave an identified subscriber message* To leave a message directly in a subscriber’s mailbox 1 Call another subscriber. When the 1 Access your mailbox (see inside front subscriber does not answer, the call is automatically forwarded to voice mail. 2 Follow the system instructions to record your message. Press 1 for Yes, 2 for No. 3 Press # to start over or ✱ to stop recording. cover). 2 Press 5 to leave any messages.
Sending a message by computer Depending on installed options, you can use ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes to send voice messages by computer. 5 To send the message, click “Send.” For composing and sending a message To send a message by computer 1 If you are using ViewMail, click “Send.” If you are using ViewMail for Microsoft Messaging, click “New voice message.” If you are using ViewMail for Lotus Notes, select “New memo> Voice mail.
With ViewMail, you can send a message to another subscriber with the ViewMail address book. With ViewMail for Microsoft Messaging or ViewMail for Lotus Notes, you also can send a voice message to someone outside the voice messaging system. When you use the Microsoft Messaging or Lotus Notes address book, the message is sent as an e-mail message with an attached WAV file.
Leaving a group message by phone You can leave a message for more than one subscriber either by: • Leaving the message for a message group. • Adding names to the address list. A message group is a mailing list of subscribers and guests. Your system manager can create message groups or you can create your own message groups. To leave a group message by phone 1 Access your mailbox (see inside front cover). 2 Press 5 to leave a message. 3 Spell the group name, or enter the special group ID and group number.
Sending a group message by computer* With ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes, you can either choose more subscriber names or a group name from the ViewMail address book. Create your groups by phone or ask the system manager to create your groups for you. For addressing a message to multiple subscribers or message groups * This feature may not be available at your site.
Reviewing messages You can review old messages and archived messages by phone or by computer. Reviewing messages by phone After you have heard a new message, the system saves it for a set amount of time (for example, until midnight). To review messages by phone 1 Access your mailbox (see inside front cover). 2 Press 6 to review old messages. 3 Follow the system instructions. Press 1 for Yes, 2 for No. TIP Press ✱ to skip a message. Press 3 7 to archive a message.
Reviewing messages by computer* New message ViewMail lists all of your opened (old) messages in your mailbox until the system deletes them at the set time, usually at midnight every night. To review an old message by computer 1 Double-click the message. 2 Use the VCR-style buttons to play the message. Old message Opened message New message * This feature may not be available at your site.
Redirecting a message The system lets you: • Redirect a message to another subscriber. • Record an introduction to the message. • Use special delivery options. The system does not let you redirect messages that are designated as private by the original sender. To redirect a message by phone Redirecting a message by computer* 1 While listening to a message, press You can redirect a message to other subscribers using ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes.
To redirect a message by computer 1 Select the message. For redirecting the message to other subscribers, groups, or guests 2 Click “Redirect.” 3 Click “To” and then use the address book to select recipients’ names. 4 Type in a subject and set delivery options as needed. 5 Use the VCR-style buttons and your phone or a sound device to record an introduction. 6 Click “Send” to send your message. For redirecting a message * This feature may not be available at your site.
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 phone 1 Record a message. 2 Press ✱4 to stop recording. 3 While modifying, you can press 4 to add to the end of the message, 5 to listen to the message, or 6 to rerecord the message. 4 Press ✱ when you finish modifying.
Modifying a message by computer* With ViewMail, you can modify a voice message you have sent if the recipient has not opened it. Unopened sent message ViewMail displays the message in your ViewMail inbox until the person has opened it. If the message is still in your mailbox, simply open and modify it. For modifying message delivery options for an unopened message * This feature may not be available at your site.
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 phone 1 Start to leave another message to the same subscriber. 2 If the subscriber has not yet heard your last message, the system asks if you want to review it. 3 Press 1 to review it. 4 When you hear the message you want to cancel, press 5 to cancel it. 5 Press 1 to confirm the cancellation. SEE ALSO Modifying a message ........................
Canceling a message by computer* With ViewMail, you can cancel a voice message you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it. To cancel a message by computer For canceling a message that has been sent 1 Select the message. 2 Click “Delete.” With ViewMail for Microsoft Messaging, all unopened voice messages you have sent appear in the Unopened folder, which is located in the Sent Items folder.
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. WARNING! After listening to an archived message, you must press 3 7 to archive it again or it will be deleted. To archive a message You can hear your archived messages by phone when you review messages.
Archiving messages by computer* To archive a message by computer You can archive a message using ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes. 1 Select the message. When the number of archived days reaches zero, the voice message is deleted with other old voice messages. In the ViewMail mailbox, archived messages appear with an Archive icon.
Recording a conversation by phone If supported by your phone system, you can record a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversation is stored as a message in your voice mailbox. From there, you can review it, delete it, or add an introduction and send the recorded message to other subscribers. This feature is called “live record.” You can manage your recording sessions using special keys on your phone.
Live record phone commands CAU CAUTION Press the associated feature key on your phone, or press the Soft Key below the phone display for the option you want. The use of monitoring, recording, or listening devices to eavesdrop, monitor, retrieve, or record phone conversations or other sound activities, whether or not contemporaneous with transmission, may be illegal in certain circumstances under federal or state laws.
Recording a conversation by computer If your phone system supports live record and you are using ViewMail, you can record conversations by using the “Live record” button in ViewMail or ViewMail for Microsoft Messaging. In ViewMail for Lotus Notes, you use the Live record option on the Tools menu. When you finish, the recorded message is placed in your inbox. From there, you can review it, delete it, or add an introduction and send the recorded message to another subscriber.
To record a conversation by computer 1 If you are using ViewMail, click “Live record.” If you are using ViewMail for Microsoft Messaging, click “New live record message. If you are using ViewMail for Lotus Notes, go to Tools> Live record. 2 If you are using ViewMail, the Live Record Message dialog box appears. To begin recording, choose “Live record.” If you are using ViewMail for Microsoft Messaging or ViewMail for Lotus Notes, the New Message dialog box appears. To begin recording, click “Record.
Monitoring a message If the live monitor feature is supported by your phone system, you can use the speaker on your phone to listen while a caller records a message. If desired, you can pick up the handset to connect to a caller. You can monitor messages left by outside callers. You cannot monitor messages left by other subscribers. The phone system can be set up to allow you to monitor all of your incoming calls automatically. Or, you can press a feature key on your phone to monitor a message as desired.
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 You can also change most of these setup options for your personal mailbox by phone. When you make a change, the system leads you step by step through a series of simple yes-and-no questions. To make changes to your TeLANophy programs, refer to the program’s online Help.
Working with the Mailbox Manager The menu bar allows you to navigate The Mailbox Manager allows you to conthrough the screens of the Mailbox Mantrol how you and your callers interact ager. with the voice messaging system by TIP phone. The first time you use the Mailbox Manager, you enter the host name, your personal ID and your security code in the Connect dialog box. 28 ▲ NEAXMAIL AD-64 USER GUIDE Click “Save” frequently to save changes as you make them.
To change your profile To use the control bar 1 Access the Mailbox Manager (see 1 On the control bar, click inside front cover). to select phone or computer playback. 2 Click “Profile.” 3 Confirm and change settings as 2 On the control bar, click to listen Drag slider to skip forward or back in the recorded message to your recorded name. needed. 4 Click “Save.” TIP You must select a recording device before you can record greetings, your recorded name, or the names of groups.
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 three to 10 digits long. To change your security code by computer If you forget your security code, contact your system manager. 2 Click “Profile.” 1 Access the Mailbox Manager (see inside front cover). 3 Click “Change Code.
Changing your recorded and spelled names The system uses your recorded name to identify both you and your messages to other callers. You can change your spelled name only by phone. If your phone keypad has letters, you can also spell your name for the system. The system uses your spelled name for the directory. Callers can enter the first letters of your name to locate you in the directory. You can also remove your name from this directory.
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 phone or by computer. If the system has been configured for message notification to your pager, add the following message to your greeting: “or press 1 to beep my pager.” Standard greeting The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green.
To rerecord your standard, alternate, or busy greeting by computer 1 Access the Mailbox Manager (see inside front cover). 2 Click “Greetings.” 3 From the “Choose a greeting” list box, select the greeting to rerecord. 4 On the Greeting Source control bar, click to record the greeting with your recording device: Phone: Pick up the handset when the phone rings, wait for the beep, then speak into the handset. Computer: Wait for the tone, then speak into the microphone. 5 Click to stop recording.
To switch between your standard and alternate greeting by phone To rerecord your standard, alternate, or busy greeting by phone 1 Access your mailbox by phone (see 1 Access your mailbox by phone (see inside front cover). 2 Press 7 4 5 to switch to your other greeting (standard or alternate). inside front cover). 2 To rerecord your: • standard greeting, press 7 4 6 1. • alternate greeting, press 7 4 7 1. • busy greeting, press 7 4 8 1. 3 Press ✱ to stop recording.
Changing live monitor If the live monitor feature is supported by your phone system, you can use your phone to listen while an outside caller records a message. You can turn the live monitor feature on or off with your setup options. Depending on phone system programming, you can change this feature with Soft Keys on your work phone, or you can use any touchtone phone. To turn the live monitor feature on or off by phone 1 Access your mailbox by phone (see inside front cover).
Playback options The Playback options screen stores settings for how messages are played. These options are not available by phone. Without Mailbox Manager, you need to ask your system manager to change these options. The Playback options consist of: Announce If e-mail integration is installed, the system can include new e-mail messages when announcing the number of new messages. New e-mail messages The system announces the total length, in minutes, of new voice messages.
To change your playback options by computer 1 Access the Mailbox Manager (see inside front cover). Announce options 2 Click “Playback.” 3 Confirm and change the settings as needed. Conversation option 4 Click “Save.
Changing call transfer options The system can transfer calls to your extension just 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 phone number. Turn on call transfer before transferring your calls to a different phone number. You can enter up to nine digits for the new phone number.
To change the number to which calls are transferred by computer 1 Access the Mailbox Manager (see inside front cover). 2 Click “Transfer/Screening.” 3 In the “Transfer incoming calls to” group, select “This number.” Type the phone number or extension, then click “Save.” To turn call transfer on or off by phone 1 Access your mailbox by phone (see inside front cover). 2 Press 7 6 4 to turn call transfer on or off. 3 Follow the system instructions. Press 1 for Yes, 2 for No.
Changing call screening options When available, the system can use a variety of call screening options.* You can select these options on the Transfer/Screening screen of the Mailbox Manager. These options are not available by phone. If your system manager has set up call screening for your extension, you can only turn call screening on and off by phone. What you hear when you pick up the phone depends on which of the following options you select.
To change call screening options by computer To turn call screening on or off by phone 1 Access the Mailbox Manager (see 1 Access your mailbox by phone (see inside front cover). 2 Click “Transfer/Screening.” 3 Select the “Screening” check box. 4 Select the transfer/screening options inside front cover). 2 Press 7 6 4 1 5 to turn call screening on or off. 3 Press 1 to turn call screening on. Press 2 to turn it off. as needed. 5 Click “Save.
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. The system also tells callers how many calls are holding ahead of theirs. If your system manager has set up call holding for you, you can turn call holding on and off. Your system manager sets the number of calls that the system can hold for you.
Changing message delivery options The system can deliver messages to several different phone numbers. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set the system to deliver only urgent messages. You also can set the system to delay message delivery to any of the numbers. Name of the device Phone number to reach device To change message delivery options by computer 1 Access the Mailbox Manager (see inside front cover). 2 Click “Notification.
If changing message delivery by phone, you may not be able to enter a pager number that requires special dialing characters (for example, a semicolon that represents a three-second pause). Contact your system manager for assistance. TIP Press # to insert a one-second pause where you want the system to pause between digits that it is dialing. To change message delivery by phone 1 Access your mailbox (see inside front cover). 2 To change your message delivery options for your: • work phone, press 7 6 6 5 4.
Creating groups You can create your own message groups. When you send a message to a group, the message is sent to all members of the group. Each group you create has a number or a name. There are two types of groups: public and private. Other subscribers can send messages to a public group. Only you can send messages to a private group. To create a group by computer 1 Access the Mailbox Manager (see inside front cover). 2 Click “Groups.” each message sent to the group will be delivered to all members.
To create a group by phone 1 Access your mailbox (see inside front cover). 2 Press 7 5 4 to create a new group. 3 For numbered groups, enter a threedigit group number. For named groups, enter the first three letters of the group’s name. 4 Record a name for the group. Press ✱ when you are finished. 5 Press 1 to make the group a public group or 2 to make it a private group. 46 ▲ NEAXMAIL AD-64 USER GUIDE 6 Follow the system instructions to add members to the group.
Changing groups You can add and delete members of your message groups.* You also can delete any message group that you own, or change the group’s number, spelled name, or recorded name. To change a group by computer 1 Access the Mailbox Manager (see inside front cover). 2 Click “Groups.” 3 Select the group you want to edit. Click “Modify Group.” 4 In the Create/Modify Group dialog box, make the desired changes and click “OK.” 5 Click “Save.
To add or delete group members by phone To change a group name or number by phone To hear a list of your groups and group members by phone 1 Access your mailbox (see inside front 1 Access your mailbox (see inside front 1 Access your mailbox (see inside front cover). 2 Press 7 5 5 to edit a group. 3 Press the group name or number. Press 1 when you hear the name of the group. Otherwise, press 2 to hear the next matching name. 4 Press 4 to add members. Or, press 5 to delete members from the group.
Sending and receiving faxes With ActiveFax, you have access to fax mail. Your faxes are included with your voice messages. If you are also using TeLANophy, ViewFax may also be available by computer. ViewFax You can send, receive, and redirect faxes by computer. Fax mail Faxes are stored in your mailbox with your other messages. Callers can record a short message to accompany each fax they send. Faxes can be forwarded from your mailbox to a fax machine by using any phone.
Sending faxes by computer ViewFax You can send faxes, view faxes, and forward faxes by computer with the TeLANophy ViewFax program. For redirecting a fax ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it, or to forward a fax you receive. ViewFax converts the document to a TIFF (tag image file format) graphics image and displays it on the screen. * This feature may not be available at your site.
Print-to-fax To send a fax by computer Use the print-to-fax feature to fax documents to other subscribers, groups, personal database contacts, or other recipients. 1 Open the document you want to fax. Use any Windows program that prints to a network printer, such as a word-processing, graphics, or database program. 2 From the File menu, click “Print,” then select “Print-to-Fax Print Driver” from the list of available printers. Click “OK.
Receiving faxes With ActiveFax, your faxes are stored in your mailbox as fax messages. A fax message can have two parts: a fax document and an optional voice message annotation. Fax mail settings Callers can record a voice annotation that you hear when you check your messages. If a fax message does not have a voice annotation, you will hear only what time the fax arrived. Your fax mailbox can have a personal greeting. Otherwise, the system greets calls with your name or fax number.
ViewFax* Use ViewFax to display a fax message within ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen. For displaying the fax You can reply to faxes, archive them, save them as new messages, or redirect them to other subscribers just like voice messages.
Changing fax setup If you are using fax mail, you can change your: • Fax delivery number or schedule • Personal fax mailbox greeting • Fax notification phone number To change your fax delivery phone number or schedule 1 Access your mailbox (see inside front cover). 2 Press 7 6 5 8 to change your fax delivery phone number or schedule. 3 Follow the system instructions. Press 1 for Yes, 2 for No. SEE ALSO Checking new messages ............................2 Changing message delivery options ................
Using e-mail integration If your system includes e-mail integration, you can hear and respond to your e-mail messages by phone. With e-mail integration, when you check voice and fax messages by phone, you hear the number of new e-mail messages you have received. With text-to-speech technology, the system reads the text portion of your e-mail messages and plays any attached .Wav files. You can also have the system fax your e-mail messages to any fax machine.
Checking e-mail by phone E-mail integration lets you manage your e-mail messages by phone. For example, you can: • Hear the e-mail message, its length, who sent it, the time it was sent, who else received it, and any attachments. • Record a reply. Depending on the system, subscribers can hear the reply by phone or receive the reply as an e-mail attachment (.Wav file). • Redirect an e-mail message to another subscriber’s e-mail inbox. • Delete any e-mail message you have heard from the e-mail system.
Entering your e-mail password In addition to entering your security code, you may be required to enter your e-mail password to check your e-mail messages by phone. Your e-mail password cannot use any punctuation or symbols. Do not use your phone to match letters. Use the password charts. Entering numbers only Changing your e-mail password by phone If your e-mail password uses numbers only, enter the digits, followed by ✱. For example: press 5 4 3 ✱. You do not need to use the password charts on page 58.
E-mail password charts If your e-mail password uses any letters, use these charts to enter the password. If your e-mail password uses numbers only, just press or say the digits. You do not need to use the password charts.
Changing your e-mail setup options In your setup options, you can change whether e-mail messages are included in your message totals. You can also change your e-mail password. To change your e-mail password by phone 1 Access your mailbox (see inside front cover). To turn your e-mail totaling on or off 1 Access your mailbox (see inside front cover). 2 Press 7 7 8 4. Press 1 to turn on e-mail totaling on. Press 2 to turn off e-mail totaling. 2 Press 7 7 8 5. 3 Enter your current e-mail password.
Receiving e-mail by fax With the system’s fax features, you can deliver your e-mail messages to any fax machine. Your system manager must turn on this feature for you. You can receive a fax of: • A particular e-mail message. • All new fax and e-mail messages plus their text attachments. You can receive your e-mail messages at your usual fax machine. If you want to deliver your messages to a different fax machine, just enter the fax phone number.
Using speech recognition If your system includes speech recognition, you can listen to voice, fax, or e-mail messages by speaking menu options or commands instead of pressing touchtone keys. The system leads you step by step through the speech recognition conversation. With speech recognition, you can respond to system prompts with a few words. Just answer in your normal speaking voice. For example, say "Check new messages" or "setup options.
Accessing your mailbox With speech recognition, you can navigate the system by saying menu options and commands. Speech recognition is available when you listen to voice, fax, or e-mail messages. The system leads you through your options for each type of message. Entering a personal ID and security code To access your mailbox, call the system, then press touchtone keys to enter your personal ID. You can press or say your security code.
Checking voice messages To check voice messages with speech recognition 1 Access your mailbox (see inside front cover). 2 Enter your personal ID by pressing During a voice message Say the following commands. Or Words in bold are required. Press Menu options 3 Slow down playback 4 Adjust volume 5 Speed up playback 6 You can control voice message playback by speaking any of the commands listed on the following table. The words in bold are required. touchtone keys. See the inside front cover.
Checking e-mail messages To check e-mail messages with speech recognition 1 Access your mailbox (see inside front cover). 2 Enter your personal ID by pressing touchtone keys. See the inside front cover. 3 Press or say your security code.When you are finished saying your security code, you can say “End” to move ahead to the next prompt. 4 Say “Check new messages” or “Check old messages.” The words in bold are required.
Leaving messages If you are set up to leave messages by extension, you can say a recipient’s number. Otherwise, spell a recipient’s name using touchtone keys. To switch between entering a name or extension, press # #. To cancel composing a message, say “End.” To leave messages with speech recognition 1 Access your mailbox (see inside front cover). 2 Enter your personal ID by pressing touchtone keys. See the inside front cover. 3 Press or say your security code.
Saying numbers, times, or dates Saying a phone number Speak numbers exactly, digit by digit. For a phone number, say the numbers. For a one-second pause, say “Pause.” When you are finished, say “End.” For example, for extension 123 followed by a one-second pause, say “One, two, three, pause, end.” For zero (0), say “zero” instead of “oh.” Spelling names To spell with letters, press touchtone keys. Or, to leave messages by saying the extension, ask your system manager.
Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls on your computer. Three integrated ViewCall Plus windows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window. For TAPI- (telephone application programming interface) compliant phone systems, ViewCall Plus also offers an enhanced mode that adds even more features, such as the contact list and call log.
Screening and managing calls With ViewCall Plus, you can identify callers and manage your calls from your computer. Identifying and screening calls When you receive a call through the system or with a system using TAPI, the Telephone window displays the call on your computer screen. There are several ways to identify the caller before picking up the phone: If Call Screening is on, you can click “Who is it?” to play the caller’s recorded name.
Managing calls TAPI-compliant systems* After you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls: For TAPI-compliant systems, ViewCall Plus offers the following enhanced mode options: Connect an incoming call to your phone. Select an identified caller’s name and click this button to call the person back. Ask the caller to hold. Select a name in your contact list and click this button to dial the contact.
Tracking calls Call log Contact list You can use ViewCall Plus to keep track of your calls. The Call Log window records all call activity for your extension. It also displays information such as caller names, phone numbers, and the caller’s location. 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. TIP You may want to create more than one call log.
PhoneBASIC ViewCall Plus includes PhoneBASIC, which lets you integrate ViewCall Plus with a number of different programs, such as Microsoft Office. PhoneBASIC scripts can be activated by using Script Manager from the Tools menu. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: • Identify an incoming call by looking up required information, such as credit status, in a database or a spreadsheet.
Using quick message actions and shortcuts You can use quick message actions while listening to a message. For example, press 3 4 # to repeat a message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number sequence of menu options. For example, to turn on call transfer, enter your personal ID + your security code + 7 6 4 1 .
Quick message actions While listening to a message, press 3 to hear a menu of quick message actions. Except as noted, these actions are available for both new and old messages. After using a quick message action, you can continue with the next part of the conversation or take more action on a message. For example, you can: • Press 3 4 to reply to a message, then 3 5 to check the next message. • Press 3 9 to redirect a message.
Shortcuts Use shortcuts to accelerate your responses to the system. Voice messaging Press your personal ID and security code (if required), then enter the following shortcuts to do these tasks.
ActiveFax* Press your personal ID and security code, then enter the following shortcuts to do these tasks. TASK Edit your fax greeting Change your fax delivery Deliver all faxes * This feature may not be available at your site.
E-Mail integration* Enter your personal ID and security code, then enter the following shortcuts to do these tasks. For details on entering your e-mail password, see “Entering your e-mail password,” on page 57. TASK SHORTCUT Check new e-mail messages 4 6 Check old e-mail messages 6 6 While listening to an e-mail message, to hear recipients 3 3 Turn e-mail totaling on or off 7 7 8 4 Change your e-mail password 7 7 8 5 *This feature may not be available at your site.
System menus Main Menu 4 New messages 6 Old messages After Message During Message 4 Slower 3 Hear e-mail recipients* 5 Softer/louder 4 Reply 6 Faster 5 Check next message 4 Reply to subscriber 7 Backward 6 Delete 5 Return call 8 Pause 7 Archive/fax an e-mail 6 Hear caller ID 9 Forward 8 Hear timestamp 9 Redirect/deliver fax ✱ Finish 0 Save as new # Repeat the message Reply * This feature may not be available at your site.
Greetings Main Menu, continued 7 Setup options 4 Hear current greeting 7 Edit alternate greeting 5 Switch greetings 8 Edit busy greeting 6 Edit standard greeting 9 Edit fax greeting Setup Options 4 Greetings 5 Groups 6 Transfer or delivery 7 Personal options Groups Edit Groups 4 Add members 4 Create a group 5 Delete members 5 Edit a group 6 List your groups 6 List members 7 Change group name 7 Delete a group 5 Call screening on/off Transfer or Delivery 6 Call holding on/off 4 Change call tr
Managing your messages with Soft Keys NEW LVMSG NEW Check new messages Display Soft Keys Programmable feature keys OLD Press the Soft Key under the option displayed on the phone. When you access the system from a phone with Soft Keys enabled, the speech recognition feature is not available. *This option may not be available.
Greetings CURR SWTCH STD ALT BUSY >>> BACK SETUP Hear and switch current greeting Switch greetings Edit standard greeting Edit alternate greeting Edit busy greeting View more options View previous menu Personal options SETUP Change setup options GREET PERS TRFR GRPS DELIV >>> BACK Greetings Personal options Transfer options Groups Delivery options View more options View previous menu CODE SPELL DIR RCNAM LIVMON EMAIL* >>> BACK Change security code Respell name Directory listing on/off Rerecord name T
Index A-B D G-K L busy greeting 32 directory, adding your name 31 C E greetings about 32 activating busy greeting by phone 34 alternate 32 busy 32 rerecording by computer 33 rerecording by phone 34 standard 32 switching by computer 32 switching by phone 34 system-generated 32 groups about 45 adding or deleting members 47 changing by computer 47 changing members 47 changing name or number 47 changing the name by phone 48 creating by computer 45 creating by phone 46 deleting members by phone 48 listin
group, by computer 11 group, by phone 10 leaving by phone 6 modifying by computer 17 modifying by phone 16 playback options 2 redirecting by phone 14 return receipt 6 reviewing by phone 12 sending by computer 8 special delivery options 6 time stamps for 36 urgent 6 P-Q passwords, e-mail 57 PhoneBASIC 71 playback options 2 about 36 changing by computer 37 profile about 28 changing mailbox settings 29 changing recorded name 31 84 ▲ NEAXMAIL AD-64 USER GUIDE R recorded name 31 changing by computer 31 chang
