3com IP Messaging Module User Guide - 3Com Native Interface

IP Messaging Module User Guide - 3Com Native Interface

3Com® Convergence Applications Suite IP Messaging Module Release 7.1 VCX System Release 7.1 NBX System Release 6.0

Part Number 900-0374-01 Rev. AB Published December 2006

http://www.3com.com/

3Com Corporation 350 Campus Drive Marlborough, MA 01752-3064

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If you are a United States government agency, then this documentation and the software described herein are provided to you subject to the following:

United States Government Legend: All technical data and computer software is commercial in nature and developed solely at private expense. Software is delivered as Commercial Computer Software as defined in DFARS 252.227-7014 (June 1995) or as a commercial item as defined in FAR such is provided with only such rights as are provided in 3Com’s standard commercial license for the Software. Technical data is provided with limited rights only as provided in DFAR 252.227-7015 (Nov

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Unless otherwise indicated, 3Com registered trademarks are registered in the United States and may or may not be registered in other countries.

3Com, the 3Com logo, and NBX are registered trademarks of 3Com Corporation. VCX and NBX NetSet are trademarks of 3Com

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Corporation.

2.101(a) and as

ABOUT THIS GUIDE

Conventions 8

Notices 8 Text 8

Figures 8 Related Documentation 9 Comments 10

1 GETTING STARTED

IP Messaging Overview 11 Accessing the Telephone User Interface 12

Initializing Your Mailbox 12

Entering the System 13

Standard Key Functions 13

Accessing Your Mailbox 13 Accessing the Web Provisioning Interface 15

Replacing a Forgotten Password 16

2 SETTING UP MESSAGING FEATURES

Using the TUI Setup Options Menu 19

Mailbox Setup and Greetings 20

Changing Your Password 20 Setting up Greetings 20 Scheduled Personal Greetings 20 Name Announcement 20

Change Review Options 21

Print Options 21 Notification 21 Personal Address Book 22

Adding New Entries 22

Reviewing, Modifying, and Deleting Entries 22 Incoming Call Options 23 Distribution List 23

Creating a List 23

Modifying a List 24

Deleting a List 24

Reviewing a List 24 Message On Demand 24

Creating a New Message on Demand 25

Modifying a Message on Demand 25

Deleting a Message on Demand 25

Auto-attendant 25

Voice Form Mailbox 26 Delivery Reports 27 Multiuser Mailbox 27 Mailbox Number Prompt 28

Using the Web Provisioning Interface 28

Main Menu 29 Mailbox Preferences 30 Scheduled Greetings 32 Notification 33

Notification Filters 34

Notification Procedures 35

Notification Schedule 39 Personal Address Book 41 Distribution Lists 43 External E-mail 45

E-mail Fields Requiring Administrative Configuration 47 Family Mailboxes 48 Delivery Options 50 Logout 52

3 USING MESSAGING FEATURES

Overview 53 Listening to Messages 54 Replying to and Forwarding Messages 54 Sending Messages 56

Using Delivery Reports 56

Using the E-mail Menu 57 Placing a Call 57 Using Call Monitor 58

How it Works 58 Using an E-Mail Application to Review Messages 58

POP3 E-Mail Applications 59

Sending Messages using SMTP 59 Retrieving Messages 60 Replying to Messages 60 Forwarding Messages 61 Deleting Messages 61 Moving Messages to Another Folder Using POP3 61

IMAP E-Mail Applications 61

Sending Messages using SMTP 61 Retrieving Messages 62 Replying to Messages 63 Forwarding Messages 64 Deleting Messages Using IMAP 64 Moving Messages to Another Folder Using IMAP 64 Create Custom Folders Using IMAP 64 Message Settings 65 Searching Messages Using IMAP 65

Using Find Me Follow Me 66

Find Me Follow Me Overview 66 FMFM from the TUI 66

Modifying FMFM Settings 67 FMFM from the Web Provisioning Interface 67 Allowing Callers to Find You 68 Preventing Callers from Finding You 69 Entering Destination Phone Numbers 70 Logout 72

INDEX

ABOUT THIS GUIDE

This guide describes how to use the messaging features of the IP Messaging Module of the 3Com

This guide is intended for subscribers who want to set up and use IP Messaging features on supported 3Com telephones. No special knowledge is required or assumed.

This guide describes the voice prompt menu system provided by the 3Com Native Telephone User Interface (TUI). If your administrator has enabled the traditional TUI (based on the Octel voice prompt menu system), refer to the IP Messaging Module User Guide - Traditional Interface.

Convergence Applications Suite.

This guide also describes how to set up messaging features in the IP Messaging Web Provisioning interface.

Features that are supported on VCX systems only are noted throughout this User Guide.

Release Notes are issued with some products. If the information in the release notes differs from the information in this guide, follow the instructions in the release notes.

8 ABOUT THIS GUIDE

Conventions This section describes notice, text, and figure conventions.

Notices Tab le 1 describes notice icons.

Ta bl e 1 Notice Icon Descriptions

Icon Notice Type Description

Information note Information that describes important features

Caution Information that alerts you to potential loss of

Warning

Te xt Ta bl e 2 describes text conventions.

Ta bl e 2 Text Convention Descriptions

Convention Description

Screen displays This typeface represents information as it appears on

Keyboard key names If you must press two or more keys simultaneously, the

Words in italics Italics are used to:

the screen.

key names are linked with a plus sign (+). Example:

■ Emphasize a point.

■ Denote a new term at the place where it is defined

■ Identify menu names, menu commands, and

or instructions.

data or potential damage to an application, system, or device.

Information that alerts you to potential personal injury

Press Ctrl+Alt+Del

in the text.

software button names. Examples:

From the Help menu, select Contents.

Click OK.

Figures This guide provides figures and screen captures that contain sample data.

This data may vary from the data on an installed system.

Comments Send e-mail comments about this guide or about any Voice product

documentation to:

Voice_Techcomm_comments@3com.com

Include the following information with your comments:

■ Document title

■ Document part number (found on the front page)

■ Page number

■ Your name and organization (optional)

Example:

IP Messaging Module User Guide - 3Com Native Interface System Release 7.1

Part Number 900-0374-01 Rev. AB Page 25

Please address all questions regarding the 3Com software to your authorized 3Com representative.

GETTING STARTED

This chapter covers these topics:

■ IP Messaging Overview

■ Accessing the Telephone User Interface

■ Accessing the Web Provisioning Interface

Features that are supported only on VCX systems are noted throughout this User Guide.

IP Messaging Overview

The IP Messaging (IPM) Module is part of the 3Com® Convergence Applications Suite. IP Messaging centralizes and integrates voice mail, e-mail, and fax mail so users can combine communications modes and take advantage of powerful message handling and distribution features.

The IP Messaging Module provides services that enable users to contact each other and access information in a customized way. This product is used primarily for:

■ Voice mail

■ Unified messaging (the integration of voice, facsimile, and e-mail into

a single inbox for message retrieval and management).

Facsimile is supported only on the VCX system.

IP Messaging enables users to see their voice and fax mail as e-mail and hear e-mail messages over the phone. They can control call paths with Find Me Follow Me capabilities. This sends all calls or special calls to their choice of phones and determines response times and messaging media that meet changing needs. Users can also schedule message delivery and send voice mails to an individual or group of fellow users, which is aided by extensive, easily maintained distribution list capabilities.

12 CHAPTER 1: GETTING STARTED

IP Messaging uses the Session Initiation Protocol (SIP) standard for signaling. The IP Messaging architecture enables service providers to deploy applications in basic, small-scale systems or in complex, fully redundant, large-scale distributed or centralized systems. IP Messaging communicates with external IP network resources by using a SIP gateway or directly connected SIP endpoints.

Accessing the Telephone User Interface

Initializing Your

Mailbox

This section describes how to initialize and access your IPM mailbox through your phone’s Telephone User Interface (TUI).

This guide describes the TUI (voice prompt menu system) provided by the 3Com native interface. Your administrator specifies the TUI available on your telephone during IP Messaging configuration. If your administrator has enabled the traditional TUI (based on the Octel voice prompt menu system), see the IP Messaging Module User Guide - Traditional Interface.

The System Administrator provides the telephone number or internal extension number for first-time users. To initialize your mailbox:

1 Dial the IP Messaging access number or press MSG.

2 At the password prompt, enter the default password. You can set your

own password by following the voice instructions.

The default password is the last 4 digits of the mailbox number. If the mailbox number is only 3 digits, then the password is the mailbox number.

The voice prompt describes the initialization process and introduces the Setup Assistant function.

3 Follow the voice prompts:

a To enter a password (from 4 to 15 digits)

b To record a name announcement

c To record a personal greeting

Next, the voice prompt system presents the Main menu. For a description of Main menu options, see

Next, the voice prompt system presents the Main menu. For a description of Main menu options, see you have recorded your name announcement and personal greeting, the 3Com IP Messaging mailbox is ready to use. To customize your mailbox settings, see

Chapter 2.

“Accessing Your Mailbox”.

“Entering the System”. After

Accessing the Telephone User Interface 13

Entering the System To enter the system, dial the IP Messaging access number or press MSG.

The Auto-Attendant greets you and prompts you to select from the available options.

Ta bl e 3 lists the standard keys used on the TUI.

Standard Key Functions

Ta bl e 3 lists the standard key functions. These keys always have the same

function and are accessible from any menu.

Ta bl e 3 Standard Keys

Key Function Description

[0] HELP Provides information about the options in the current

menu.

[*] CANCEL Cancels the current function and returns to the

previous menu.

[#]

ACCEPT/SKIP Accepts the current operation or skips to the next

step.

Accessing Your

Mailbox

You can access your mailbox from your own phone or from any other phone that can access the IP Messaging system (for example, from a phone in another office).

To access your mailbox:

1 Press the Voicemail (MSG) button or dial the 3Com IP Messaging access

(pilot) number.

The Voicemail button is a purple button on some phones. Other phones such as the 3103 have a software tab (Messages) on the phone’s display. Pressing the black button below this tab is equivalent to pressing the Purple button.

2 You hear the prompt, “Please enter your password,” and have the

following options:

■ Enter your password to access your mailbox and listen to message

options, or,

■ Press * to access a different mailbox. The system then asks you to

enter the mailbox number and press #. At that point, you are prompted to enter the password for the other mailbox and then listen to message options.

3 The system prompts you to select options from the Main menu. Tab le 4

lists the Main menu options. Tab le 5 lists the shortcut key combinations.

14 CHAPTER 1: GETTING STARTED

Ta bl e 4 Main Menu

Key Function Description

[1] Review Listen to messages in your mailbox.

[2] Send Send messages to other mailboxes.

[3] Find Me Follow Me Control which callers can access you and where

[4] Delivery Reports Confirm the message delivery with the time and

[6] Place a Call Place calls to another user. [7 0] Shortcut Keys Access help on using shortcut keys. See Ta bl e 5

[9] Personal Options Access options for personal greetings,

[*] Exit Exit from your mailbox.

0 Help Access the help system on the telephone user

[0 0] Auto Attendant Dials the auto-attendant; only accessible from

you can be reached; only appears if an adminis trator has enabled this feature.

the date; only appears after a message has been sent and a report has been requested.

for a listing of system shortcuts. The voice prompt system does not announce this option but it is available.

notification, and administrative functions.

interface.

the Main Menu.

Ta bl e 5 Shortcut Key Combinations

Key Description

[7 1] Record a personal greeting

[7 2] Override a personal greeting

[7 3] Auto-play new messages

[7 4] Change the default fax number (supported on VCX only)

[7 5] Print new faxes (supported on VCX only)

[7 9] Define a macro

[7 #] Run the macro

[7 0] Access HELP for the shortcut keys

Accessing the Web Provisioning Interface 15

Accessing the Web Provisioning Interface

Use the IP Messaging Web Provisioning interface to access mailbox options through a web browser.

Your browser must have cookies and Java script support enabled to start a provisioning session.

To access the IP Messaging web interface:

1 In your web browser’s Address text box, enter the URL address provided

by your administrator. The system displays the IP Messaging Web Provisioning page (

Figure 1).

Depending on how IPM and telephony services have been installed, you may also see an option for the User Interface or Central Management Console.

Figure 1 IP Messaging Web Provisioning Welcome Page

2 Click IP Messaging Web Provisioning.

The IP Messaging Login dialog box appears (Figure 2).

Figure 2 Login Screen

3 Enter your user name (or telephone extension) and password.

16 CHAPTER 1: GETTING STARTED

The password is either the default password (your telephone extension) or the password that you set up from the TUI.

If you make a mistake when you enter your user name or password, the next screen prompts you to enter them again. If you have forgotten your password, see

4 Click Submit.

The default page for the IP Messaging Web Provisioning interface appears (see

You can now:

■ set up messaging (see Chapter 2),

■ view message information (see Chapter 3)

■ set up Find Me Follow Me (see Chapter 4)

The interface has an inactivity timer. If the IP Messaging Web Provisioning interface detects no activity for 15 minutes (900 seconds), the interface automatically logs you out. You must log in again and start a new session.

“Replacing a Forgotten Password”.

Figure 5.

Replacing a Forgotten

Password

If you forget your IP Messaging login password, IP Messaging can e-mail you a temporary password. This feature must be configured by your administrator. If you enter the required information and the system responds with

No Email for User, your administrator has not

configured the password replacement feature.

To retrieve a temporary IP Messaging password:

1 Access the IP Messaging web interface as described in “Accessing the

Web Provisioning Interface”.

2 When the IP Messaging Login dialog box appears (Figure 2), click the

Forgot Your Password? link.

The IP Messaging Forgot Your Password dialog box appears.

Accessing the Web Provisioning Interface 17

Figure 3 IP Messaging Forgot Your Password Dialog Box

3 Enter your mailbox number (or username) in the User Name or Phone

Number field.

4 Enter any 4-digit number in the Enter 4-digit Confirmation Code field.

Remember this number as you will be required to reenter it later.

5 Click Submit.

IP Messaging displays the Login dialog box again (Figure 2).

IP Messaging generates a temporary password and e-mails it to you at the e-mail address configured by your administrator. The Subject: line of the e-mail message is

Forgot Password.

6 Enter your mailbox number (or username) in the User Name or Phone

Number field.

7 Enter the temporary password in the Password field.

8 Click Submit. IP Messaging displays a screen that prompts you to change

your temporary password. Your mailbox number (or username) is already entered.

Figure 4 IP Messaging Change Password Screen

18 CHAPTER 1: GETTING STARTED

9 Enter the 4-digit number specified in step 4 in the Enter The Confirmation

Code text box.

10 Enter and confirm a new password.

11 Click Submit. IP Messaging changes your password and logs you into the

IP Messaging Web Provisioning interface.

The password used to access the IP Messaging Web Provisioning interface is also the password you use to access your mailbox through your telephone. If you use the password replacement feature described above, you must enter the new password in response to the telephone voice prompt to access messages.

SETTING UP MESSAGING FEATURES

This chapter covers these topics:

■ Using the TUI Setup Options Menu

■ Using the Web Provisioning Interface

Features that are supported only on VCX systems are noted throughout this User Guide.

Using the TUI Setup Options Menu

Use the Setup Options menu to set up IP Messaging (IPM) features such as personal greetings, distribution list options, delivery report configuration, and MWI notification. To access the Setup Options menu, log onto the Telephone User Interface (TUI) (see

Telephone User Interface” ).

The following setup options are available through the TUI:

■ Mailbox Setup and Greetings

■ Notification

■ Personal Address Book

■ Incoming Call Options

■ Distribution List

■ Message On Demand

■ Delivery Reports

■ Multiuser Mailbox

■ Mailbox Number Prompt

Some features must be enabled by your administrator. If disabled, you will not hear a voice prompt for that feature.

“Accessing the

20 CHAPTER 2: SETTING UP MESSAGING FEATURES

Mailbox Setup and

Greetings

This section describes the Mailbox Setup and Greeting options when [9] is selected from the Setup Options menu.

Changing Your Password

To change your password:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [1].

4 Enter a new password and then press [#].

5 Enter your new password again and then press [#]. The voice prompt

confirms that your password has been changed.

Setting up Greetings

To set up Greetings:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [2].

4 Follow the voice prompts to record, review, rerecord, or delete a normal,

busy, or extended absence greeting.

Scheduled Personal Greetings

To access the Scheduled Personal Greetings menu:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [3].

4 Follow the prompts to record, review, re-record, delete, and override

greetings and to review and modify greeting schedules.

Name Announcement

To access the Name Announcement menu:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [4].

Using the TUI Setup Options Menu 21

The system prompts you to record your name.

4 Follow the prompts to record and review your name announcement and

then to accept, replay, rerecord, or cancel the recording.

Change Review Options

To set up what you hear as you review messages:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [6].

4 Follow the prompts to enable or disable:

■ Hearing the date and time of a message

■ Hearing sender information

■ Attaching the original message when you reply to a message

Print Options

To set printing options:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [1].

3 From the Mailbox Setup and Greetings menu, press [9].

4 Follow the prompts to:

Facsimile is supported only on the VCX system.

■ Change your primary fax number.

■ Turn cover sheets ON or OFF.

■ Change your primary voice number.

■ Configure voice, fax, e-mail auto-delivery.

Notification Use this option to toggle notification on or off. This applies when new

messages arrive in your mailbox.

1 From the Main menu, press [9].

2 From the Setup Options menu, press [2].

3 To turn notification OFF if it is ON or to turn it ON if it is OFF, press [2].

Leave Notification turned ON if you are an NBX subscriber.

22 CHAPTER 2: SETTING UP MESSAGING FEATURES

Personal Address

Book

To access the Personal Address Book (PAB) menu:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [3].

3 To hear a summary of this feature, press [0].

This feature only shows up on the TUI if the administrator has enabled it.

Adding New Entries

To add new entries:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [3].

3 From the Address Book menu, press [2].

4 Follow the prompts to:

■ Record, accept, replay, or rerecord a name tag for the address

book.

■ Enter a numeric key to use to access the address book.

Facsimile is supported only on the VCX system.

■ Enter a voice mail number, home phone number, work phone

number, personal mobile number, work mobile number, personal

fax number, work fax number, pager number, and work pager

number.

Reviewing, Modifying, and Deleting Entries

To review, modify, or delete address book entries:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [3].

3 From the Address Book menu, press [1].

4 Follow the prompts to review, modify, or delete an entry.

Using the TUI Setup Options Menu 23

Incoming Call Options Use the this option to toggle the Call-back Number feature on or off.

When this feature is turned on, the system prompts callers who leave a message to leave a call-back number.

1 From the Main menu, press [9].

2 From the Setup Options menu, press [4].

3 To turn the Call-back feature OFF if it is ON or to turn it ON if it is OFF,

press [4].

Distribution List To access the Distribution List Options menu:

1 From the Main menu, press [9].

2 From the Setup Options menu, press [5].

3 To hear a summary of this feature, press [0].

Creating a List

To create a list:

1 From the Distribution List menu, press [1].

2 Follow the voice prompts to:

■ Name the list

■ Record and accept a voice tag

■ Add a destination number

The system prompts you to enter a destination number or allows you to search the subscriber directory.

Destinations can include mailbox numbers, telephone numbers, and VPIM destination addresses.

The Voice Profile for Internet Mail (VPIM) is a protocol that allows subscribers to exchange messages between different voice mail systems. By entering VPIM destinations in a distribution list, subscribers in different locations can be members of a group distribution list that spans multiple sites.

The VPIM option appears only if configured by your administrator.

For VPIM addresses, use the format <prefix><mailbox_number>. For example, if the VPIM destination prefix is 888 and mailbox number is 1234, you would enter 8881234.

+ 51 hidden pages

3com IP Messaging Module User Guide - 3Com Native Interface

CONTENTS

ABOUT THIS GUIDE

Conventions This section describes notice, text, and figure conventions.

Notices Tab le 1 describes notice icons.

Te xt Ta bl e 2 describes text conventions.

Figures This guide provides figures and screen captures that contain sample data.

Related Documentation

Comments Send e-mail comments about this guide or about any Voice product

GETTING STARTED

IP Messaging Overview

Accessing the Telephone User Interface

Entering the System To enter the system, dial the IP Messaging access number or press MSG.

Accessing the Web Provisioning Interface

SETTING UP MESSAGING FEATURES

Using the TUI Setup Options Menu

Notification Use this option to toggle notification on or off. This applies when new

Incoming Call Options Use the this option to toggle the Call-back Number feature on or off.

Distribution List To access the Distribution List Options menu: