NEC IM-16 - Manual

INTRODUCTION s iii On the computer If your system has TeLANophy ® , you can manage live phone calls and all types of messages visually on your computer screen. TeLANophy is a suite of unified messaging and call management mod-ules. TeLANophy consists of: ViewMail ® All of your voice and fax messages...

iv s NEAXMAIL IM-16 USER GUIDE Setting up your mailbox First, fill in the blanks on the inside front cover of this guide and perform the pro-cedure “To access your mailbox from inside your organization.” This makes your mailbox ready to use and enrolls you on the system as a subscriber. The system w...

s 1 Checking and leaving messages Depending on your system, you can use a phone or computer to: • Check new messages • Leave a message to one or more subscribers or guests • Leave a message to a group • Review messages • Redirect a message • Modify or cancel a message after leaving it • Archive a me...

2 s NEAXMAIL IM-16 USER GUIDE Checking new messages Checking new messages by phone New messages are messages that you have not yet heard. The system notifies you when you have new messages. The system plays all urgent messages first, then all regular messages. It also sorts your messages by sender. ...

4 s NEAXMAIL IM-16 USER GUIDE Leaving a message by phone The system lets you leave voice mes-sages for subscribers, groups, or guests. If you call a subscriber’s extension and the call is unanswered, your call is auto-matically routed to the subscriber’s mailbox, where you can leave a message. You c...

6 s NEAXMAIL IM-16 USER GUIDE Sending a message by computer Depending on the optional TeLANophy applications on your system, you can use ViewMail or ViewMail for Microsoft Messaging to send voice messages by com-puter. To send a message by computer a If you are using ViewMail, click “Send.” If you a...

8 s NEAXMAIL IM-16 USER GUIDE Leaving a group message 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 sub-scribers and guests. Your system man-ager can create message g...

CHECKING AND LEAVING MESSAGES s 9 Sending a group message by computer* With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subscriber names or a group name from the ViewMail address book. Create your groups by phone or ask the system manager to create your groups for you. ...

10 s NEAXMAIL IM-16 USER GUIDE Reviewing messages You can review old messages and archived messages by phone or by com-puter. Reviewing messages by phone After you have heard a new message, the system saves it for a set amount of time (for example, until midnight). To review messages by phone a Acce...

12 s NEAXMAIL IM-16 USER GUIDE Redirecting a message The system lets you: • Redirect a message to another sub- scriber. • Record an introduction to the mes- sage. • Use special delivery options. The system does not let you redirect messages that are designated as private by the original sender. To r...

14 s NEAXMAIL IM-16 USER GUIDE 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 a R...

16 s NEAXMAIL IM-16 USER GUIDE 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 a Start to leave another message to the same subscriber. b If the subscriber has not yet heard your last...

18 s NEAXMAIL IM-16 USER GUIDE Archiving a message The system saves old messages for a set time (for example, until midnight). To keep a message for a longer period, you can archive it. The system manager can tell you how long your system saves archived messages. You can hear your archived messages ...

20 s NEAXMAIL IM-16 USER GUIDE Recording a conversation by phone You can record a phone conversation and manage the recorded message just as you would a voice mail message. The recorded message can be addressed to another subscriber while you are record-ing, or you can forward it to a subscriber or ...

CHECKING AND LEAVING MESSAGES s 21 To record a conversation by computer a If you are using ViewMail, click “Live record.” If you are suing ViewMail for Microsoft Messaging, click “New live record message. b If you are using ViewMail, the Live Record Message dialog box appears. To begin recording, ch...

s 23 Changing your mailbox setup Mailbox Manager allows you to control your personal mailbox settings, such as: • Your profile • Security code • Recorded and spelled names • Greetings • Playback options • Call transfer options • Call screening options • Call holding options • Message delivery option...

24 s NEAXMAIL IM-16 USER GUIDE Working with the Mailbox Manager The Mailbox Manager allows you to con-trol how you and your callers interact with the voice messaging system by phone. The first time you use the Mailbox Man-ager, you enter the host name, your extension, and your security code in the c...

CHANGING YOUR MAILBOX SETUP s 25 To change your profile a Access the Mailbox Manager (see inside front cover). b Click “Profile.” c Confirm and change settings as needed. d Click “Save.” T I P You must select a recording device before you can record greetings, your recorded name, or the names of gro...

26 s NEAXMAIL IM-16 USER GUIDE 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 four to ten digits long. If you forget your security code, contact your s...

CHANGING YOUR MAILBOX SETUP s 27 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 sys...

28 s NEAXMAIL IM-16 USER GUIDE 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 com-puter. If the system has been configured for message...

CHANGING YOUR MAILBOX SETUP s 31 Playback options The Playback options screen stores set-tings 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 New e-...

CHANGING YOUR MAILBOX SETUP s 33 Changing call transfer options The voice messaging system is set up to transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the sys-tem takes a message for you. If you will be away for a while, you can turn off c...

CHANGING YOUR MAILBOX SETUP s 35 Changing call screening options When available, the system can use a variety of call screening options.* You can select these options on the Transfer/Screening screen of the Mailbox Man-ager. These options are not available by phone. If your system manager has set up...

CHANGING YOUR MAILBOX SETUP s 37 Changing call holding options The system can hold a call until your extension is available.* When call hold-ing is turned on and your extension is busy, the system asks callers if they want to hold until you are available or to leave a message. The system also tells ...

38 s NEAXMAIL IM-16 USER GUIDE Changing message delivery options The system can deliver messages to sev-eral 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 ca...

40 s NEAXMAIL IM-16 USER GUIDE Creating groups You can create your own message groups. When you send a message to a group, the message is sent to all mem-bers of the group. Each group you create has a number or a name. There are three types of message groups: private, open, and local access. When yo...

42 s NEAXMAIL IM-16 USER GUIDE 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 com-puter a Access the Mailbox Manager (see inside front cover...

s 45 Sending and receiving faxes If your voice messaging system includes the optional fax package, you have access to fax mail. If you are also using TeLANophy, ViewFax may also be avail-able. ViewFax You can send, receive, and redirect faxes from your computer. Fax mail Faxes are stored in your mai...

46 s NEAXMAIL IM-16 USER GUIDE Sending faxes by computer ViewFax You can send faxes, view faxes, and for-ward faxes from your computer with the TeLANophy ViewFax application. ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it, or to forward...

SENDING AND RECEIVING FAXES s 47 Print-to-fax Use the print-to-fax feature to fax docu-ments to other subscribers, groups, personal database contacts, or other recipients. To send a fax by computer a From a Windows-based program, open the document you want to fax. Use only a program that prints to a...

48 s NEAXMAIL IM-16 USER GUIDE Receiving faxes If you are using the optional fax package, 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. Callers can record a voice annotation that you hear when you che...

50 s NEAXMAIL IM-16 USER GUIDE 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 a Access your mailbox (see inside front cover). b E...

SENDING AND RECEIVING FAXES s 51 To change your fax greeting a Access your mailbox (see inside front cover). b Enter 7 4 9 to change your fax greet-ing. c Follow the system instructions. Enter 1 for Yes, 2 for No. To change your fax notification a Access your mailbox (see inside front cover). b To c...

s 53 Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus win-dows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window. For TAPI (t...

54 s NEAXMAIL IM-16 USER GUIDE 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 sys-tem or with a system using TAPI, the Telephone window displays the call on your c...

USING VIEWCALL PLUS s 55 Managing calls After you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls: Connect an incoming call to your phone. Ask the caller to hold. Ask the caller to transfer to another extension. Ask the caller to leave a message. ...

56 s NEAXMAIL IM-16 USER GUIDE Tracking calls Call log You can use ViewCall Plus to keep track of your calls. The Call Log window records all call activity for your exten-sion. It also displays information such as caller names, phone numbers, and the caller’s location. T I P You may want to create m...

s 59 Using E-Mail Integration The two optional E-Mail Integration packages that you can use with your voice messaging system are E-Mail Notify/Delivery and E-Mail Reader. E-Mail Notify/Delivery E-Mail Notify/Delivery lets you know when new e-mail messages arrive. When you check voice and fax mes-sag...

60 s NEAXMAIL IM-16 USER GUIDE 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 sys-...

USING E-MAIL INTEGRATION s 61 Changing your e-mail setup options In your setup options, you can change whether e-mail messages are included in your message totals. To turn your e-mail totaling on or off by computer a Access the Mailbox Manager (see inside front cover). b Click “Playback options.” c ...

62 s NEAXMAIL IM-16 USER GUIDE 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. Using numbers only If your e-mail password uses numbers only, enter the digits, followed by Q . For example: 5 4 3...

USING E-MAIL INTEGRATION s 63 Receiving e-mail by fax With the optional fax package, you can deliver your e-mail messages to any fax machine. You can receive a fax of: • A particular e-mail message. • All new fax and e-mail messages plus their text attachments. You can receive your e-mail messages a...

s 65 Using quick message actions and shortcuts You can use quick message actions while listening to a message. For example, enter 3 4 # to repeat the message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number se...

66 s NEAXMAIL IM-16 USER GUIDE Quick message actions While listening to a message, enter 3 to hear a menu of quick message actions. After you have learned the quick action numbers, you can enter a number right away to take action. Except as noted, these actions are available for both new and old mes...

68 s NEAXMAIL IM-16 USER GUIDE Shortcuts Use shortcuts to accelerate your responses to the system. Voice messaging Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. TASK SHORTCUT Check new messages Leave a message Review old messages Change...

70 s NEAXMAIL IM-16 USER GUIDE Managing your voice messages with Soft Keys Press the Soft Key under the option you want. Listen to the instructions. Press 1 for Yes or 2 for No. NEW Check new messages ARCHV Archive message DEL Delete message REW Rewind four seconds and play PAUSE Stop playing messag...

USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 71 SETUP Change setup options GREET Greetings PERS Personal options TRFR Transfer options GRPS Groups DELIV Delivery options >>> View more options BACK View previous menu Greetings CURR Hear and switch current greeting SWTCH Switch greetings STD E...

72 s NEAXMAIL IM-16 USER GUIDE System menus Main Menu Check New Messages Leave Messages Review Old Messages Change Setup Options 4 5 6 7 New Messages Reply Check Next Message Delete Archive Hear Timestamp Redirect/Deliver Fax* Save as New Repeat the Message 4 5 6 7 8 9 0 # Message Options Edit the M...

INDEX s 73 A-B busy greeting 28 C call holding about 37 turning on or off by computer 37 turning on or off by phone 37 call managing 55 call screening about 35 by computer 54 changing options by computer 36 definition of options 35 turning on or off by phone 36 call tracking 56 call transfer about 3...

Message playback options F o r P re s s S L O W E R SOFT ER/LOUDER F A S T E R B A CK W AR D P A U SE F O R W AR D E X I T 4 5 6 7 8 9 Q To access your mailbox from out- side your organization 1 . C A L L T H E V O I CE M E S S A G I N G S Y S T E M 2 . W H E N T H E S Y S T E M G R E E T S Y O U , ...

Main menu Ta s k S h o r t c u t CH E C K N E W M E S SA G E S LEA VE M E SS AGE S R E VI E W ME S SA G E S C H A N G E S E T U P O P T I O N S CH A N G E C AL L T R A N S FE R, ME S S AG E D E L I V E R Y C H A N G E S E C U R I T Y C O D E , VOI CE M AIL BOX NAM E S SWIT CH PERSONAL G R E E T I N ...