3com IP Messaging Module User Guide - Traditional Interface

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IP Messaging Module User Guide - Traditional Interface

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

Part Number 900-0370-01 Rev. AA Published August 2006

http://www.3com.com/

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

No part of this documentation may be reproduced in any form or by any means or used to make any derivative work (such as translation, transformation, or adaptation) without written permission from 3Com Corporation.

3Com Corporation reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of 3Com Corporation to provide notification of such revision or change.

3Com Corporation provides this documentation without warranty, term, or condition of any kind, either implied or expressed, including, but not limited to, the implied warranties, terms, or conditions of merchantability, satisfactory quality, and fitness for a particular purpose. 3Com may make improvements or changes in the product(s) and/or the program(s) described in this documentation at any time.

If there is any software on removable media described in this documentation, it is furnished under a license agreement included with the product as a separate document, in the hardcopy documentation, or on the removable media in a directory file named LICENSE.TXT or !LICENSE.TXT. If you are unable to locate a copy, please contact 3Com and a copy will be provided to you.

UNITED STATES GOVERNMENT LEGENDS:

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 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 1995) or FAR remove or deface any portion of any legend provided on any licensed program or documentation contained in, or delivered to you in conjunction with guide.

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 is a trademark of 3Com Corporation.

Other brand and product names may be registered trademarks or trademarks of their respective holders.

52.227-14 (June 1987), whichever is applicable. You agree not to

2.101(a) and as such is provided with only

ABOUT THIS GUIDE

Conventions 8

Notices 8 Text 8

Figures 8 Related Documentation 9 Your Comments 10

1 GETTING STARTED

IP Messaging Overview 11 Accessing the Telephone User Interface 12

Initializing Your Mailbox 12

Entering the System 13

Accessing Your Mailbox 13 Accessing the Web Provisioning Interface 14

Replacing a Forgotten Password 15

2 SETTING UP MESSAGING FEATURES

Using the TUI Personal Options Menu 19

Notification Options 20

Administrative Options 20

General Options 21 Fax Options 23

Greetings 24

Recording Personal Greetings 24

Scheduling Personal Greetings 24 Recording an Extended Absence or a Busy Greeting 25

Notification Schedule 26

Weekday Notification Scheduling 26 Weekend Notification Scheduling 27

Temporary Notification Scheduling 27 Message Forwarding 28 Security Options 28 Multiuser Mailbox Administration 28

Creating Multiuser Mailboxes 29 Restarting and Exiting a Session 29

Using the Web Provisioning Interface 30

Main Menu 31 Mailbox Preferences 32 Scheduled Greetings 33 Notification 34

Notification Filters 35

Notification Procedures 36

Notification Schedule 39 Personal Address Book 41 Distribution Lists 43 Family Mailboxes 46 Delivery Options 48 Logout 50

3 USING MESSAGING FEATURES

Listening to Messages 51

Fax Options 52 End of Messages Options 52 Print Options 53 Send Copy 53 Alternate Destination 53 Delivery Options 53 Playback Key Functions 54

Sending Messages 55

Send Messages 55

Replay Message 55 Destination Options 55 Delivery Options 56 Confirmation Options 56

Locating Messages 57

Locate Messages 57 Message Sent Options 57 Message Received Options 57 Forwarding a Message with an Introduction Message 59

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 messaging features on supported 3Com telephones. No special knowledge is required or assumed.

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

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

The Octel TUI does not support External E-mail, Message Play Order, Send Message Order, or Find Me Follow Me.

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

If Release Notes are shipped with your product and the information there differs from the information in this guide, follow the instructions in the release notes.

Convergence Applications Suite.

8 ABOUT THIS GUIDE

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

Notices Tab le 1 describes the notice icons.

Ta bl e 1 Notice Icons

Icon Notice Type Description

Information note Information that describes important features or

instructions

Caution Information that alerts you to potential loss of data or

Warning

Te xt Ta bl e 2 describes text conventions.

Ta bl e 2 Text Conventions

Convention Description

Screen displays This typeface represents information as it appears on the

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

Words in italics Italics are used to:

potential damage to an application, system, or device

Information that alerts you to potential personal injury

screen.

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

Press Ctrl+Alt+Del

■ Emphasize a point.

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

text.

■ Identify menu names, menu commands, and 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.

Your 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 - Traditional Interface System Release 7.1

Part Number 900-0370-01 Rev. AA 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

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

The Octel TUI does not support External E-mail, Message Play Order, Send Message Order, or Find Me Follow Me.

Native TUI, see the IP Messaging

IP Messaging Overview

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

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:

Facsimile is supported only on VCX systems.

■ Voice mail

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

a single inbox for message retrieval and management)

12 CHAPTER 1: GETTING STARTED

IP Messaging enables users to see their voice and fax mail as e-mail and hear e-mail messages over the phone. 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.

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).

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 Tab le 4 announcement and personal greeting, the 3Com IP Messaging mailbox is ready to use. To customize your mailbox settings, see Chapter 2

. After you have recorded your name

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 Standard Keys

Key Function Description

[0] HELP Provides information about the options in the

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

[#]

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

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

current menu.

previous menu.

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 (on your own phone) or dial the 3Com

IP Messaging access (pilot) number (on a different phone).

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.

Ta bl e 4 Main Menu

Key Function Description

[1] Review Listen to messages in your mailbox.

14 CHAPTER 1: GETTING STARTED

Table 4 Main Menu (continued)

Key Function Description

[2] Send Send messages to other mailboxes.

[3] Locate Locate messages that have already been

[4] Personal Options Access options for personal greetings,

[5] Restart Send messages to another mailbox or

[6] Place Call Place calls to another user.

[*] Exit Exit from your mailbox.

sent or received.

notification, and administrative functions.

access your own mailbox.

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 the 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).

Accessing the Web Provisioning Interface 15

Figure 2 Login Screen

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

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

“Replacing a Forgotten Password”.

4 Click Submit.

The default page for the IP Messaging Web Provisioning interface appears. See

Figure 5 in Chapter 2.

Replacing a Forgotten

Password

You can now set up messaging (see Chapter 2) and view message information (see Figure 5

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.

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.

16 CHAPTER 1: GETTING STARTED

The IP Messaging Forgot Your Password dialog box appears (Figure 3).

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 (

Figure 4). Your mailbox number (or username)

is already entered.

Figure 4 IP Messaging Change Password Screen

Accessing the Web Provisioning Interface 17

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.

18 CHAPTER 1: GETTING STARTED

SETTING UP MESSAGING FEATURES

This chapter covers these topics:

■ Using the TUI Personal Options Menu

■ Using the Web Provisioning Interface

The Octel TUI does not support External E-mail, Message Play Order, Send Message Order, or Find Me Follow Me.

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

Using the TUI Personal Options Menu

Use the Personal Options menu to set up IP Messaging (IPM) features such as password management, personal greetings, message forwarding, and security. To access the Personal Options menu, log onto the Telephone User Interface (TUI) (see

Interface”) and press [4] on the Main menu.

The following personal options are available through the TUI:

■ Notification Options

■ Administrative Options

■ Greetings

■ Notification Schedule

■ Message Forwarding

■ Security Options

■ Multiuser Mailbox Administration

■ Restarting and Exiting a Session

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

“Accessing the Telephone User

20 CHAPTER 2: SETTING UP MESSAGING FEATURES

Notification Options There are two types of Message Notification you can enable or disable. By

default, when a new message arrives, the following notification options are enabled:

■ The voice prompt system announces the availability of a new message

when the subscriber accesses the mailbox.

■ The display panel on the phone indicates the number of new

messages in the mailbox and the Message Waiting Indicator (MWI) on the phone is lit

You can control which of these notification methods is active.

■ Press [1] to enable Message Notification if it has been disabled. In this

case, the voice prompt system announces the availability of a new message when the subscriber accesses the mailbox.

■ Press [2] to disable Message Notification if it has been enabled. In this

case, there is no voice prompt announcement of new message availability.

■ Press [3] to enable Message Waiting Indicator (MWI) Notification if it

has been disabled. In this case, the display panel on the phone indicates the number of new messages in the mailbox and the Message Waiting Indicator (MWI) on the phone is lit.

Administrative

Options

■ Press [4] to disable MWI Notification if it has been enabled. In this

case, neither the display panel or the Message Waiting Indicator (MWI) indicate new message availability.

This section describes the mailbox management options available when you select [2] (Administrative Options) from the Personal Options menu.

The following administrative options are available:

■ For General options, press [1] and continue with “General Options”.

Facsimile is supported only on VCX systems.

■ For Fax options, press [3] and continue with “Fax Options”.

Using the TUI Personal Options Menu 21

General Options

This section describes the General options available when [1] is selected from the Administrative Option menu.

The options described below are available from the General options menu.

Changing Passwords To change the mailbox access password, press

[1].

1 Enter the new password and press [#]. The password length limit is set by

the System Administrator.

2 Enter the same password again and press [#] to confirm.

3 The system announces that your password is changed.

Group Lists To create, edit, delete, or list the names of a message group list, press [2].

The Group List option enables you to send messages to a pre-defined group of mailboxes.

■ To create a new list, press [1] and continue with “Creating Group

Lists”.

■ To edit a list, press [2].

■ To delete a list, press [3].

■ To list the names of an existing list, press [4].

Enter the number of the list to be reviewed, and then press [#].

Creating Group Lists To create a group list:

1 From the Main menu, press [4].

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

3 From the Administrative Options menu, press [1].

4 From the General Options menu, press [2] to create a group list.

5 To create a new group list, press [1].

6 Enter a number (1–4 digit) to assign a number to this list and then press

[#].

22 CHAPTER 2: SETTING UP MESSAGING FEATURES

7 To accept the voiced number, press [#] or to reject it and start again, press

[*].

8 Enter a voice tag (title) for the list, and then press [#].

a To accept the tag, press [#].

b To replay the tag, press [1].

c To record the tag again, press [2].

9 Enter a destination number, and then press [#].

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.

Prompt Level To change the system prompt level to a standard prompt or extended prompt or rapid prompt, press [3].

System prompts are the system auto attendant instructions for you to respond to one of the menu functions.

Standard prompts provide a brief instruction, extended prompts provide more details, and rapid prompts provide simple word instruction.

■ To change the prompt level to a standard prompt, press [1].

■ To change the prompt level to an extended prompt, press [2].

■ To change the prompt level to a rapid prompt, press [3].

Date and Time Announcements To toggle the date and time announcement on or off at the beginning of each message reviewed, press [4].

Using the TUI Personal Options Menu 23

The system prompts: “If you would like to hear the date and time information while reviewing messages, press [1]. If not, press [2]”.

Call Back Numbers To obtain the call back number from the caller on or off, press [5] and then press [4].

The call back number option prompts the caller to leave a call back number.

Auto Play To enable or disable the Auto Play option, press [6].

When Auto Play feature is enabled, IP Messaging plays unreviewed messages automatically (without any prompt).

■ To enable Auto Play, press [1].

■ To disable Auto Play, press [2].

■ To cancel this operation, press [*].

Fax Options

(This section describes the fax options available when [3] is selected from the Administrative Options menu.

Facsimile is supported only on VCX systems.

These fax options are available:

■ To set up or change the primary fax number, press [1].

Enter a new fax number, and then press [#]. This is the primary fax number to which all the fax messages are sent for printing.

■ To enable or disable automatic printing of new fax messages, press

[2].

The auto printing option prints all the new fax messages on the primary printer location.

■ To enable or disable cover sheets, press [3].

The cover sheet option prints a pre-defined header information on all outgoing faxes.

24 CHAPTER 2: SETTING UP MESSAGING FEATURES

Greetings This section describes the Greetings options available when [3] is selected

from the Personal Option menu.

Recording Personal Greetings

To record a personal greeting:

1 From the Main menu, press [4].

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

3 From the Greetings menu, press [1] for personal greetings and press [1]

to change a greeting.

■ To record an Open greeting, press [1].

■ To record a Closed greeting, press [2].

The open greeting and close greeting features enables you to record two separate greeting messages for playing at different times of the day.

4 Record the greeting message, and then press [#].

a To accept this recording, press [#].

b To replay this recording, press [1].

c To re-record this message, press [2].

d To mark the greeting as extended absence, press [3].

e To cancel, press [*].

Scheduling Personal Greetings

To schedule when IP Messaging plays an open or closed personal greeting:

1 From the Main menu, press [4].

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

3 From the Greetings menu, press [1] for personal greetings and press [2]

to schedule a greeting.

4 From the Record Greeting menu, press [1] to schedule an open greeting

or press [2] to schedule a closed greeting.

5 Enter the time for the greeting to begin play on week days, then enter [1]

for AM or [2] for PM.

6 Enter the time for the greeting to end play on week days, then enter [1]

for AM or [2] for PM.

Using the TUI Personal Options Menu 25

7 Enter the time for the greeting to begin play on weekend days, then

enter [1] for AM or [2] for PM.

8 Enter the time for the greeting to end play on weekend days, then enter

[1] for AM or [2] for PM.

Recording an Extended Absence or a Busy Greeting

IP Messaging can play a recorded message when you do not answer a call or you are on another call (busy). You can record an extended absence greeting or a busy greeting or both.

■ IP Messaging plays an extended absence greeting (if recorded and

activated) when a call forward reason is no reply or busy (if no busy personal greeting is recorded). The extended absence greeting overrides a personal greeting scheduled for the current date or time.

■ IP Messaging plays a busy personal greeting (if recorded) when the call

forward reason is busy, even if an extended absence greeting is active.

Recording an Extended Absence Greeting To record an extended absence greeting:

1 From the Main menu, press [4].

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

3 From the Greeting menu, press [2].

4 Record your extended absence greeting, then press [#].

a To accept this recording, press [#].

b To replay this recording, press [1].

c To re-record this message, press [2].

d To cancel, press [*].

Recording a Busy Greeting To record a busy greeting:

1 From the Main menu, press [4].

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

3 From the Greeting menu, press [4].

4 Record your busy greeting, then press [#].

a To accept this recording, press [#].

b To replay this recording, press [1].

c To re-record this message, press [2].

26 CHAPTER 2: SETTING UP MESSAGING FEATURES

d To cancel, press [*].

Recording a Name To record a busy greeting:

1 From the Main menu, press [4].

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

3 From the Greeting menu, press [3].

a To review your name announcement, press [1].

b To record your name announcement, press [2].

c To cancel, press [*].

Notification Schedule This section describes the notification schedule options available when [4]

is selected from the Personal Options menu.

This feature is only available if the system administrator has enabled this option.

You can set up the following notification schedules:

■ Weekday Notification Scheduling.

■ Weekend Notification Scheduling.

■ Temporary Notification Scheduling.

Weekday Notification Scheduling

To create a weekday notification schedule:

1 From the Main menu, press [4].

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

3 From the Notification Schedule menu, press [1].

4 Enter the telephone number where you would like to be notified and

press [#].

5 Enter the time you want message notification to begin on weekdays.

6 Enter [1] for AM or [2] for PM.

7 Enter the time you want message notification to end on weekdays.

8 Enter [1] for AM or [2] for PM.

9 Enter [1] to be notified of all messages or [2] to be notified of urgent

messages only.

Using the TUI Personal Options Menu 27

Weekend Notification Scheduling

To create a weekend notification schedule:

1 From the Main menu, press [4].

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

3 From the Notification Schedule menu, press [2].

4 Enter the telephone number where you would like to be notified and

follow the prompts.

5 Enter the time you want message notification to begin on weekends.

6 Enter [1] for AM or [2] for PM.

7 Enter the time you want message notification to end on weekends.

8 Enter [1] for AM or [2] for PM.

9 Enter [1] to be notified of all messages or [2] to be notified of urgent

messages only.

Temporary Notification Scheduling

To create a temporary notification schedule that overrides all other schedules:

1 From the Main menu, press [4].

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

3 From the Notification Schedule menu, press [3].

4 Enter the number of days you would like this schedule to be active.

5 Enter the telephone number where you would like to be notified.

6 Enter the time you want message notification to begin.

7 Enter [1] for AM or [2] for PM.

8 Enter the time you want message notification to end.

9 Enter [1] for AM or [2] for PM.

10 Enter [1] to be notified of all messages or [2] to be notified of urgent

messages only.

28 CHAPTER 2: SETTING UP MESSAGING FEATURES

Message Forwarding This section describes the message forwarding options available when [5]

is selected from the Personal Options menu.

These message forwarding options are available:

■ To establish or change the message forwarding destination, press [1].

Enter the number for new messages to be forwarded to, and then press [#].

■ To disable message forwarding, press [2].

Security Options This section describes the security options available when [6] is selected

from the Personal Options menu.

These security options are available:

■ If Access Security is disabled, press [1] to enable it.

■ If Access Security is enabled, press [2] to disable it.

This feature prompts you to record a name each time the mailbox accessed. The name, date, and time of the previous mailbox access is played at every access to the mailbox so you can identify if another person has accessed your mailbox.

Multiuser Mailbox

Administration

This section describes the multiuser mailbox options available when [9] is selected from the Personal Options menu.

Multiuser mailboxes must be enabled by the system administrator.

A multiuser mailbox allows several mailboxes to be accessed by the same phone number. A multiuser mailbox consists of a main mailbox and from zero to 99 sub-mailboxes.

The following options are available from the Multiuser Mailbox Administration menu:

■ To create a new sub-mailbox, press [1] and continue with Creating

Multiuser Mailboxes on page 29.

■ To disable active sub-mailboxes, press [2].

■ Enter the number of the sub-mailbox to be disabled, and then

press [#].

■ To cancel, press [*].

Using the TUI Personal Options Menu 29

■ To turn new message announcements on or off, press [3].

This option enables or disables new message announcements, which announces the number of new messages in each sub-mailbox.

Creating Multiuser Mailboxes

To create a multiuser mailbox:

1 From the Main menu, press [4].

2 From the Personal Options menu, press [9].

3 From the Multiuser Mailbox menu, press [1].

4 Enter the number of the sub-mailbox to be created.

■ The number should not be larger than two digits.

■ For the next available sub-mailbox number, press [#].

■ To cancel, press [*].

The system prompts: “Sub-mailbox has been successfully created”.

5 To specify a new password for this sub-mailbox, press [1] or to accept the

default password, press [#].

Restarting and

Exiting a Session

6 Record the name announcement and then press [#], or to skip the name

announcement, press [*].

This section describes how to restart a session and exit a TUI session.

■ To restart a session from the Main menu, press [5]. This option logs

you out of your current session and prompts you to enter a mailbox number and password to start a new session.

■ To exit a session from the Main menu, press [*]. This option logs you

out of your current session and disconnects you from the TUI. You must press MSG to access a mailbox.

30 CHAPTER 2: SETTING UP MESSAGING FEATURES

Using the Web Provisioning Interface

You can use the IP Messaging Web Provisioning interface to manage messaging options through a web browser.

The following setup options are available through the web provisioning interface:

■ Main Menu

■ Mailbox Preferences

■ Scheduled Greetings

■ Notification Filters

■ Notification Procedures

■ Notification Schedule

■ Personal Address Book

■ Distribution Lists

■ Family Mailboxes

■ Delivery Options

■ Logout

Using the Web Provisioning Interface 31

Main Menu Log into IP Web provisioning (see “Accessing the Web Provisioning

Interface”).

The Message Information screen appears (Figure 5), which shows information about received messages.

The Main menu is available from all screens and shows all possible menu options.

Some menu options such as Family Mailboxes only appear if your administrator has enabled that feature.

Figure 5 Main Menu on the Web Interface

32 CHAPTER 2: SETTING UP MESSAGING FEATURES

Mailbox Preferences To edit mailbox settings, use the Mailbox Preferences option.

Find Me Follow Me, Message Play Order, Send Message Order, and External E-mail are not available with your configured Traditional (Octel) TUI. These options are not described and should not be configured.

1 Select Mailbox Preferences from the Main menu. The Mailbox

Preferences screen appears (

Figure 6 Mailbox Preferences Screen

Figure 6).

2 To change your password:

a Type a new password in the Change Password field.

b Type the new password in the Confirm Password field.

c Click Save.

3 If required, enter an operator extension number to be associated with

your mailbox.

4 Set your mailbox Auto Login feature to ON (so that you do not have to

enter your password) or to OFF (so that you must enter your password).

5 Set the Prompt for your Mailbox Number to ON or OFF.

Using the Web Provisioning Interface 33

6 The Virtual Calling Card is a service that allows you to make outgoing

calls from your mailbox. The Time Left field display the remaining virtual calling card minutes (enabled Maximum Time minus used minutes).This feature is configured by your administrator.

7 Click Save to save your settings.

Scheduled Greetings To set the time or day for your greetings:

1 From the Main menu, click Scheduled Greetings. The Schedule

Greetings screen appears (

■ If there is no recorded greeting, this message appears in the Greeting

Figure 7).

Number text box: “No Greetings Recorded”. Record greetings through the TUI.

■ You cannot schedule the default greeting because it is the first

greeting recorded for the mailbox and must act as a default setting.

■ You must set up additional greetings through the TUI before

scheduling them through Web provisioning.

Figure 7 Scheduled Greetings Screen

2 To set up a new daily greeting schedule:

a Select the start and end time or select YES from the All Day

drop-down list.

34 CHAPTER 2: SETTING UP MESSAGING FEATURES

b Select the day of the week or Everyday from the Day Of Week

drop-down list.

c Select the Greeting from the Greeting Number drop-down list.

The default greeting does not appear on the drop-down list.

d Click Add New.

3 To schedule a greeting by date:

a Select the start and end time or select YES from the All Day

drop-down list.

b Select the Greeting from the Greeting Number drop-down list.

The default greeting does not appear on the drop-down list.

c Select the month, day, and year for the greeting to begin from the

Month, Day, and Year drop-down lists.

d You can set the Start Time and End Time for any day of the year

starting from today’s date through the next 4

e Click Add New.

years.

Notification The Notification option enables you to set the medium that the system

will use to notify users when messages are deposited into or retrieved from their mailboxes. IP Messaging supports many notification methods, including NBX MWI (Message Waiting Indication) Voice, E-mail,Socket Connection (SIP Notify), Auto-Forward and Pager notification methods.

You must perform three general steps to set up a notification method:

1 Create a notification filter.

2 Create a notification procedure by assigning a filter to a notification

method.

3 Enable a notification schedule for a filter, which automatically assigns the

schedule to any method that uses the filter.

These tasks are described in the next three sections.

The three Notification options appear on the Mailbox Options menu only if your administrator has enabled notification for your mailbox.

Using the Web Provisioning Interface 35

Notification Filters

To create a Notification Filter:

1 From the Main menu, click Notification Filters. The Notification Filter

screen appears (

Figure 8 Notification Filter Screen

Figure 8).

In Figure 8, no filters have been created. If your administrator has preconfigured notification filters, they will be listed on this screen.

2 Click Add New to create a Notification Filter. The Add Filters screen

appears (

Figure 9 Add Notification Filter Screen

Figure 9).

3 Enter a string in the Name field to identify the filter.

4 Click the Status drop-down list to enable (Active) or disable (Inactive) the

filter. By default, a filter is created in the Active state, but you can disable a filter at any time.

5 Click the Message Type drop-down list and select whether this filter will

apply to all messages (the default), to messages marked normal, or to messages marked urgent.

36 CHAPTER 2: SETTING UP MESSAGING FEATURES

6 Enter values in the Sender, Recipient, Media, and Subject fields as

required. The entered values are applied according to the selected Operator to restrict message notification according to the specified values. The Operator options function as follows:

■ Field is empty (null value) and corresponding Operator is ALL — No

filtration. For example, if the Sender field is empty and Sender Operator is ALL, messages from any sender result in user notification.

■ Field has a value and corresponding Operator is == — Messages

must include the specified field value for user notification to occur. For example, if the Subject field value is “Status report” and the Subject Operator is ==, only messages that include the string “Status report” in the subject line result in user notification.

■ Field has a value and corresponding Operator is <> — Messages with

the specified field value are ignored. For example, if the Media field value is Fax and the Media Operator is <>, all message types except faxes result in user notification.

7 Click Save.

Notification Procedures

To create a Notification procedure:

1 From the Main menu, click Notification Procedures. The Notification

Procedure screen appears

Figure 10 Notification Procedures Screen

Figure 10).

2 Click Add New.

Click Edit to edit an existing procedure or click Delete to delete an existing procedure. The Add Notification Procedure screen appears

Figure 11).

(

Using the Web Provisioning Interface 37

Figure 11 Add Notification Procedures Screen

3 Enter a name for the procedure in the Procedure Name field.

4 Select Enabled from the Status drop-down list.

5 Select the Notification Filter to use in the Filter drop-down list.

6 Enter the number of times IP Messaging will attempt to send the message

notification in the Tri es text box.

7 Enter the time in seconds that IP Messaging will wait between

notification attempts in the Interval text box.

8 Enable (On) or disable (Off) in the Queue selection box.

■ If enabled and the system receives a notification outside its configured

schedule, the notification is queued until the schedule becomes active again.

■ If disabled and the system receives a notification outside its configured

schedule, the notification is not queued and is not delivered

9 The Chain selection box allows you to select and link another notification

procedure to the one you are configuring. The linked procedure is executed if the current procedure fails. If you do not want to link procedures, accept the default value of None.

10 Select the notification method in the Ty pe field. The method you select

determines the remaining fields on the screen. The following examples describe the fields you see in you select Voice (the default), E-mail,

38 CHAPTER 2: SETTING UP MESSAGING FEATURES

Auto-Forward, Pager, Inband MWI, Blind Notify, and NBX MWI from

the drop-down list.

■ If you select Voice:

a Enter a phone number in the Phone Number field.

b Click Save.

■ If you select Email:

a Enter an e-mail address in the Email Address field.

The Template File field allows you to specify a file that contains e-mail customization information for items such as the e-mail headers. This feature is not supported.

b Click Save.

■ If you select Auto-Forward:

a Enter an e-mail address in the Email Address field.

b Click Save.

■ If you select Pager:

a Enter a pager number in the Pager Number field.

b Enter a pager template file name in the Pager Template field.

c Enter a pager PIN number in the Pager PIN field.

d Click Save.

■ If you select Inband MWI:

a Enter a phone number in the Phone Number field.

b Enter an On code in the On Code field.

c Enter an Off code in the Off Code field.

d Enter a prefix in the Prefix field.

e Click Save.

■ If you select Blind Notify:

a Enter a PID Name in the PID Name field.

b Enter a PID User ID in the PID User ID field.

c Click Save.

■ If you select NBX MWI:

a Enter a phone number in the NBX Extension field.

Using the Web Provisioning Interface 39

b Select a server from the NBX Server drop-down list.

c Enter a password in the Password field.

d Click Save.

Notification Schedule

To create a Notification schedule:

1 From the Main menu, click Notification Schedule. The Notification

Schedule screen appears (

Figure 12 Notification Schedule Screen

Figure 12).

40 CHAPTER 2: SETTING UP MESSAGING FEATURES

2 Select a Notification Filter from the drop-down list.

3 The Notification Schedule screen allows you to create one or more

schedules for a filter and then enable one of them.

You have three scheduling options:

Schedule Daily Notification — This section allows you to schedule filter operation (message notification) for a time range and either one particular day or every day of the week regardless of the date.

4 To schedule a notification for a particular day of the week:

a Select a start and end time or select YES from the All Day drop-down

list.

b Select the day of the week the notification will be sent from the Day

Of Week drop-down lists, or select Everyday.

c Click Save Schedule.

Schedule Notification By Date — This section allows you to schedule

filter operation (message notification) for a particular date.

5 To schedule a notification by date:

a Select a start and end time or select YES from the All Day drop-down

list.

b Select the month, day, and year the notification will be sent from the

Month, Day, and Year drop-down lists.

c Click Save Schedule.

Schedule Notification By Range — This section allows you to schedule

filter operation (message notification) between a range of dates.

6 To schedule a notification by date range:

a Select a start and end time or select YES from the All Day drop-down

list.

b Select the month, day, and year the filter will become operational

from the Start Date drop-down lists. Select the month, day, and year the filter will cease to be operational from the End Date drop-down lists.

c Click Save Schedule.

Using the Web Provisioning Interface 41

You can create schedules for any existing notification schedule by repeating steps 2 through 6. Each saved schedule is listed in the top section (titled Select a Notification Filter to Schedule). To enable a notification schedule, click the check box next to the schedule description. By default, schedules are created in a disabled state.

Personal Address

Book

To access your personal address book and to add, edit, and delete entries:

1 From the Main menu, select Personal Address Book. The Personal

Address Book Main screen appears (

Figure 13 Personal Address Book

Figure 13).

2 To add a new entry to your personal address book, click Add New. The

Personal Address Book screen appears (

Figure 14).

42 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 14 Fields on the Personal Address Book Screen

3 Enter data in the Required Fields section.

4 Enter data in the General Information and Work Information

sections.

5 Click Save. The Personal Address Book Main screen appears (Figure 15).

Using the Web Provisioning Interface 43

Figure 15 Personal Address Book Main Screen

6 To delete an entry, select it from the drop-down list and then click

Delete.

7 To display address book entries, click View.

8 To add more entries, click Add New.

Distribution Lists Use the Distribution Lists option to create distribution lists:

1 From the Main menu, click Distribution Lists. The Distribution Lists

Screen appears (

Figure 16 Create New List Screen

Figure 16).

2 To create a new distribution list:

a Type the name of the list (a number between 1 and 9999) in the New

List text box and then click Create New List. The Create New List

screen appears (

Figure 17).

44 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 17 Create New List Entry Screen

b Type an entry into the New Entry text box.

c Select the type of entry from the drop-down list:

■ List — Another distribution list number

■ Mailbox Entry —The mailbox number of a subscriber

■ Phone Number —The phone number of a subscriber

■ E-mail —The e-mail address of a subscriber

■ VPIM — Indicates the entry is the Voice Profile for Internet Mail

(VPIM) destination address of a subscriber. Use the format

<prefix><mailbox_number>. For example, if the VPIM destination

prefix is 888 and mailbox number is 1234, you would enter

8881234 in the New Entry text box.

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.

d Click Create New Entry. The New Entry Confirmation screen appears

Figure 18).

(

Using the Web Provisioning Interface 45

Figure 18 New Entry Confirmation Screen

e Repeat steps b, c, and d to add more new entries.

f Click View All Lists. The Distribution Lists Edit screen appears

Figure 19).

(

Figure 19 Distribution List Edit Screen

3 To display and edit a distribution list, select it from the drop-down list and

then click View/Edit.

4 To delete a distribution list, select it and then click Delete List. The

system confirms the deletion.

46 CHAPTER 2: SETTING UP MESSAGING FEATURES

Family Mailboxes Use the Family (or Multiuser) Mailboxes option to create sub-mailboxes

under a main mailbox that can be used by a group. For example, members of a family can populate sub-mailboxes as branches off the main mailbox.

The administrator must enable multi-user mailboxes in Appmon before Family Mailboxes will appear as a menu option. See the IP Messaging Module Operations and System Administration Guide for more information.

1 From the Main menu, select Family Mailboxes. The Family Mailboxes

Main screen appears (

Figure 20 Family Mailboxes

Figure 20).

2 Enter a number in the field or leave it blank. If you leave it blank, IP

Messaging assigns the next available family mailbox number.

3 Click Add Mailbox.

Figure 21 shows the new family mailbox 661000_1 under

mailbox 661000.

Using the Web Provisioning Interface 47

Figure 21 Add Family Mailbox

4 To add another family mailbox, click Add Mailbox again.

5 To reset all passwords for all mailboxes, click Reset All Passwords.

6 To reset a password for one specific mailbox, click Reset Password.

7 On the next screen, select a family mailbox and type the new password.

8 Type the new password again to confirm.

9 Click Save.

48 CHAPTER 2: SETTING UP MESSAGING FEATURES

Delivery Options Use the Delivery Options feature to set up how you want your messages

delivered to you.

1 From the Main menu, click Delivery Options. The Auto Delivery screen

appears (

Figure 22 Auto-delivery Screen

Figure 22).

2 Type information in the text fields or select from the drop-down lists.

Maximum Retries — Specifies the maximum number of times IP

Messaging attempts to deliver a voice or fax message before declaring the delivery unsuccessful.

Using the Web Provisioning Interface 49

Retry Interval (Seconds) — Specifies the time in seconds between

delivery attempts.

Voice Auto Delivery — Specifies that voice messages are automatically delivered to the voice mailbox number entered in the Voice Number field. Voice messages will also be sent to your mailbox.

Facsimile is supported only on VCX systems.

Fax Auto Delivery — Specifies that fax messages are automatically delivered to the fax number entered in the Fax Number field. Fax

messages will also be sent to your m

ailbox.

Email is supported only on the 3Com Native TUI.

Email Auto Delivery — Specifies that e-mail messages are automatically delivered to the e-mail address entered in the Email Address field. E-mail messages will also be sent to your mailbox.

CNG Tone — Enabling this option turns on the automatic detection of a fax send tone (Comfort Noise Generator), therefore allowing receipt of the fax.

Line Turnaround — Enabling this option turns on detection of a fax receive tone, enabling sending of faxes that have not already been sent to be printed.

After Delivery — Specifies the action taken on auto-delivered messages. The options are:

Leave New — A voice message will be delivered to the voice number listed on the Delivery Options screen and placed in the new messages folder.

Save — A voice message will be delivered to the voice number listed on the Delivery Options screen and placed in the saved message folder.

Delete — A voice message will be delivered to the voice number listed on the Delivery Options screen and placed in the deleted messages folder.

Digits Allowed — Specifies the maximum number of digits allowed for either the voice or fax Auto Delivery number for any outbound dial.

Voice Number — Specifies the number to which voice messages are sent.

Fax Number — Specifies the number to which fax messages are sent.

50 CHAPTER 2: SETTING UP MESSAGING FEATURES

Email is supported on the 3Com Native TUI only.

Email Address — Specifies the e-mail address to which e-mail messages are sent.

Line Group — Designates a specific line or lines to which messages are sent.

Urgent Voice Msg Only — Enables the auto delivery feature only for the messages marked urgent.

Facsimile is supported only on VCX systems.

3 Enter text in the Cover Sheet field, if required.

4 Enter text in the Forward Insertion Text field, if required.

5 Click Save.

Logout To log out of the system, from the Main menu, click Logout. The Login

screen appears with this message:

You Have Been Logged Out.

USING MESSAGING FEATURES

This chapter covers these topics:

■ Listening to Messages

■ Sending Messages

■ Locating Messages

The Octel Telephone User Interface (TUI) does not support External E-mail, Message Play Order, Send Message Order, or Find Me Follow Me.

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

Listening to Messages

This section outlines the options available for listening to your messages.

To use the listen to message options, you need to access your mailbox and press [1].

The following options are available once a message has been played back:

■ To listen to unheard voice messages, press [1].

■ To listen to all voice messages including heard voice messages and

skipped voice messages, press [2].

Facsimile is supported only on VCX systems.

■ To listen to fax messages, press [3]. See “Fax Options” for more

information.

■ To listen to deleted messages, press [9].

Continue with “End of Messages Options”.

52 CHAPTER 3: USING MESSAGING FEATURES

Fax Options (Fax options are only available if this option was chosen when listening to

messages in the previous section. These fax options are available:

Facsimile is supported only on VCX systems.

■ To listen to all new or un-reviewed fax messages, press [1].

■ To listen to all archived fax messages in the mailbox, press [2].

■ To listen to all fax messages in the mailbox which were not printed

before, press [4].

End of Messages

Options

These end of message options are available:

■ To replay the message, press [4].

■ To play message envelope information, press [5]. Envelope

information includes the message sender name, location, date, and time the message was sent.

■ If a caller leaves a voice message, you can forward that message to

one or more mailboxes. The destination mailbox (or mailboxes) can be at your site or, in a multi-site environment, mailboxes at another location in your company.

■ To forward the message to another destination and add a recorded

comment, press [6].

■ To forward the message to another destination without adding a

recorded comment, press [66].

■ To delete the message that was reviewed previously, press [7].

■ If a caller leaves a voice message, you can reply to that caller by either

sending a voice message or returning the call.

■ To reply by sending a voice message to the caller’s mailbox, the

caller must be an internal caller on the same site or, in a multi-site

environment, an internal caller at another company site.

To reply to a voice message by sending a voice message to the

caller’s mailbox, press [8].

This option prompts you to record a voice message and then press

[#] after recording. Press [3] to confirm this recording or press [*]

to cancel and re-record. After confirmation, press [#] to send this

recorded message as reply.

■ To reply by placing a return call, the called party can be at the same

site, at a different site within the company, or an external caller.

Listening to Messages 53

IP Messaging stores the calling party's number when a message is left in a subscriber mailbox, and uses this number to return a call. Note that your calling system may be configured to prevent calls to external parties. Ask your administrator for the calling rules at your site.

To reply to a voice message by placing a return call, press [88]. Follow the prompts to place the call.

■ To save the message that was reviewed previously to the subscriber’s

mailbox, press [9].

Print Options There are three options to select the printer location:

■ To select a primary destination, press [1].

■ To select an alternate destination, press [2].

■ To s el e ct th e c ur rent location, press [3].

Send Copy To send a copy of a message with an introduction:

■ Record the introduction message at the prompt and press [#] when

you have finished recording the introduction message.

■ Enter the destination number to which this message is being sent.

■ Press [#] to send this message, or press 0 for delivery options.

Alternate Destination (To choose an alternate fax destination:

Facsimile is supported only on VCX systems.

■ Enter the fax destination number and wait for the confirmation

prompt.

■ If correct, press [#].

■ If incorrect, press [*] and re-enter the fax destination number again on

prompt.

Delivery Options These options are available:

■ To mark this message as Private, press [1].

Messages marked Private cannot be forwarded to another destination by the receiver.

■ To mark this message as Urgent, press [2].

54 CHAPTER 3: USING MESSAGING FEATURES

Messages marked Urgent will be moved to the top of the message received list on the receiver’s mailbox.

■ To receive a confirmation report for the delivery of this message, press

[3].

This will prompt you to press [1] to receive the message delivered report by voice mail or to press [2] to receive the message delivered report by fax. Selecting the message delivery report by voice or fax will provide more options.

■ For Future Delivery that allows the message to be sent at another

selected date and time, press [4].

■ To select the System options, where the message will be sent to a

group of mailboxes defined by the System Administrator in the Send User Group option, press [5].

■ To send the copy of the message with the introduction after recording

the introduction, press [#].

Playback Key

Functions

Playback keys are available while the message is still playing.

These options are available:

■ To rewind the message playback, press [1].

■ To pause the message playback, press [2]. To continue message

playback, press [2] again.

■ To forward the message playback, press [3].

■ To reduce the message playback speed, press [4].

■ To play the envelope contents of the playback message, press [5].

The envelope contents include the message sender’s name, location, date, and the time the message was received.

■ For help, press [0].

■ To cancel, press [*].

■ To accept the current operation or present the next step, press [#].

Sending Messages 55

Sending Messages To use the send message options, you need to access your mailbox and

press [2].

Send Messages To send a message:

1 Record a message.

For new messages and replies to messages, the recording is the body of the message. For forwarded messages, the recording is an introduction to the forwarded message.

2 The system prompts you to record the message and press [#] after

recording.

■ To replay the recorded message, press [1] and continue with “Replay

Message”.

■ To enter the destination for the message, continue with “Destination

Options”.

Replay Message Replaying the recorded message provides more options:

■ To s el e ct th e Finish function, which indicates acceptance of the

recorded message, press [1].

■ To s el e ct th e Append function, which enables the user to add to the

recorded message, press [5].

■ To s el e ct th e Erase function, which deletes the recorded message and

prompts the user to re-record, press [*].

Once the message is correctly recorded, enter the destination of the message. Continue with “

Destination Options” for more information.

Destination Options To select a destination, enter the destination number and then press [#].

You can also press [#] first to spell the name of the person to whom the message should be sent. The directory search by name process is used to identify the mailbox number to whom the message is sent.

The administrator can configure calling restrictions for some, one, or all the phones at a site. These restrictions may limit the outbound calls a phone can make and apply to calls made within the IP Messaging voice mail menu system. Ask your administrator if any calling restrictions have been implemented on your phone system.

56 CHAPTER 3: USING MESSAGING FEATURES

These options are available:

■ To send the recorded message, press [#].

Enter the next destination to send this recorded message and then press [#].

■ To return to the Main menu options, press [*].

■ For more message delivery options, press [0]. See “Delivery Options”

for more information.

Delivery Options These delivery options are available:

■ To mark this message as Private, press [1]. Messages marked private

cannot be forwarded to another destination by the receiver.

■ To mark this message as Urgent, press [2]. Messages marked urgent

are moved to the top of the message received list on the receiver’s mailbox.

■ To receive a confirmation report for the delivery of this message, press

[3]. Continue with

“Confirmation Options” to complete sending your

message.

■ For Future Delivery, press [4]. This feature allows the message to be

sent at another selected date and time.

■ To select the System options, where the message is sent to a group of

mailboxes defined by the System Administrator in the Send User Group option, press [5].

■ To send the copy of the message with the introduction after recording

the introduction, press [#].

Confirmation Options The confirmation options are available when you request a confirmation

report from the delivery options. These are the confirmation options available:

■ To receive the confirmation report by voice mail, press [1].

Facsimile is supported only on VCX systems.

■ To receive the confirmation report by fax, press [2].

■ To Confirm Receipt, which confirms on the delivery report that the

message has been listened to by the receiver, press [1].

Locating Messages 57

■ To Notify of non-receipt, which indicates on the delivery report that

the message has been received, but not listened to by the receiver, press [2].

Locating Messages To use the locate message options, you need to access your mailbox and

press [3].

Locate Messages These locate message options are available:

■ To locate a message in the mailbox that was sent, press [1]. This

directs you to the message sent options. For more information, continue with

■ To locate a message in the mailbox that was received, press [2]. This

directs you to the message received options. For more information, continue with the

“Message Sent Options”.

“Message Received Options”.

Message Sent

Options

Message Received

Options

The message sent option is available when you locate a message that was sent. First, you need to enter the destination number and then press [#]. You can also press [#] first to spell the name of the person to whom the message was sent. The directory searches by name to identify the mailbox number.

These message sent options are available:

■ To replay the located message, press [4].

■ To p la y t h e envelope information of the located message, press [5].

Envelope information contains the message sender name, location, date, and time the message was received or sent.

■ To skip to the next located message, press [#].

The message received option is available when you locate a message that was received. You can locate the following received messages:

■ To locate messages from any internal caller, press [1].

■ To locate messages from any external caller, press [2].

■ To locate messages from a specific external caller, press [3].

Once you have selected the type of received message, follow the prompts to locate the message by destination number and then press [#]. You can also press [#] first to spell the name of the person to whom the message

58 CHAPTER 3: USING MESSAGING FEATURES

was received. The directory searches by name to identify the mailbox number.

These message received options are available:

■ To replay a reviewed message, press [4].

■ To play the envelope information of a reviewed message, press [5].

Envelope information includes the message sender name, location, date, and time the message was sent.

■ To forward a reviewed message to one or more mailboxes with an

introduction, press [6]. The destination mailbox (or mailboxes) can be

at your site or, in a multi-site environment, mailboxes at another location in your company. For instructions on how to create an introduction message, continue with the

an Introduction Message”.

■ To forward a reviewed message to another destination without an

introduction, press [66]. The process for selecting the destination is

the same as described in the

Introduction Message”, with the exception of the option for recording

an introduction.

“Forwarding a Message with

“Forwarding a Message with an

■ To delete a reviewed message, press [7].

■ To reply to a reviewed message by sending a voicemail message, press

[8].

This option prompts you to record a voice message. After recording, press [#]. To confirm this recording, press [3]. To cancel and re-record, press [*]. After confirmation, press [#] to send this recorded message as reply.

To reply by sending a voice message to the caller’s mailbox, the caller must be an internal caller on the same site or, in a multi-site environment, an internal caller at another company site.

■ To reply to a reviewed message by dialing the message sender’s

telephone number, press [88].

To reply by placing a return call, the called party can be at the same site, at a different site within the company, or an external caller.

Locating Messages 59

■ To save a reviewed message to the your mailbox, press [9].

Facsimile is supported only on VCX systems.

■ To print the fax message, press [2].

This option will be offered only if the message being reviewed is a fax message.

Forwarding a

Message with an

Introduction Message

This section describes how to forward a message with an introduction message and is used for when [6] is selected.

The process for selecting the destination and recording an introduction message to be appended to the original message is as follows:

1 Record the introduction message on prompt.

2 Press [#] when finished recording the introduction message.

3 Enter the destination number to which this message is being sent.

4 Press [#] to send this message or press [0] for more message delivery

options as follows:

■ Press [1] to mark this message as Private. Messages marked Private

cannot be forwarded to another destination by the receiver.

■ Press [2] to mark this message as Urgent. Messages marked Urgent

are moved to the top of the message received list on the receiver’s mailbox.

Facsimile is supported only on VCX systems.

■ Press [3] to receive a confirmation report for the delivery of this

message. This prompts the user to press [1] to receive the message delivered report by voice mail or press [2] to receive the message delivered report by fax.

Selecting the message delivery report by voice or fax provides more options.

■ Press [1] to Confirm Receipt, which confirms in the delivery report

that the message has been listened to by the receiver.

■ Press [2] to Notify of non-receipt, which indicates in the delivery

report that the message has been received but not listened to by the receiver.

60 CHAPTER 3: USING MESSAGING FEATURES

■ Press [4] for Future Delivery. This feature allows the message to be

sent at another selected date and time.

■ Press [#] for delivery within 24 hours or enter the date in MMDDYY

format.

■ Enter the time in HHMM format.

■ If the date and time entered is correct, confirm by pressing [#].

Otherwise, press [*] to cancel and re-enter the date and time for

future delivery.

■ Press [5] to select the System options, where the message is sent to a

group of mailboxes defined by the System Administrator in the Send User Group option.

Refer to the IP Messaging Module Operations and System Administration Guide for more details on the Send User Group feature. This option is available to the subscriber only if the System Privileges option is enabled by the System Administrator for this mailbox.

■ Press [#] to send a copy of the message with the introduction after

recording the introduction.

INDEX

accessing a mailbox 13 accessing the IP Messaging web interface 14 accessing the IP Messaging web provisioning

interface 30

administration

multiuser mailbox 28

administrative

options 20

busy greeting

recording 25

confirmation options 56 creating

group lists 21 multiuser mailboxes 29 notification filters 35 notification procedures 36 notification schedules 39

delivery options 53, 56 delivery options (web interface) 48 destination options 55 distribution lists

creating (web interface) 43

el 24 end of messages options 52 extended absence greeting

recording 25

family mailboxes (web interface) 46 fax messages

listening to 52 fax options 23 forwarding

messages 28 forwarding a message

with an introduction 59

general options 21 greetings 24

scheduling (web interface) 33 group lists

creating 21

IP Messaging

accessing the web provisioning interface 30

listening to messages 51 locating messages 57 logout (web interface) 50

mailbox

accessing 13

setting preferences 32 message

received options 57

62 INDEX

sent options 57 message forwarding 28 messages

alternate destination 53

delivery options 53

forwarding with an introduction 59

listening to 51

locating 57

replaying 55

sending 55

sending a copy 53 multiuser mailboxes

administration 28

creating 29 multiuser mailboxes (web interface) 46

notification

filters, creating 35

procedure, creating 36

schedule 26, 39

web interface 34 notification options 20

options

administrative 20

fax 23

general 21

notification 20

printing 53

security 28

restarting and exiting a session 29

scheduled greetings (web interface) 33 scheduling

personal greetings 24 temporary notification 27 weekday notification 26

weekend notification 27 security options 28 sending messages 55 setup options

TUI 19

temporary notification scheduling 27 TUI

setup menu 19

web interface

accessing 14 web provisioning interface

accessing 30 weekday notification scheduling 26 weekend notification scheduling 27

password

replacing a forgotten password 15 Personal Address Book (PAB) 41 personal greetings

recording 24

scheduling 24 playback key functions 54 print options 53

recording

busy greetings 25

extended absence greetings 25

personal greetings 24

replay message 55

3com IP Messaging Module User Guide - Traditional Interface

Specifications and Main Features

Frequently Asked Questions

User Manual

CONTENTS

ABOUT THIS GUIDE

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

Notices Tab le 1 describes the 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

Your 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 Personal Options Menu

Notification Options There are two types of Message Notification you can enable or disable. By

Greetings This section describes the Greetings options available when [3] is selected

Notification Schedule This section describes the notification schedule options available when [4]

Message Forwarding This section describes the message forwarding options available when [5]

Security Options This section describes the security options available when [6] is selected

Using the Web Provisioning Interface

Main Menu Log into IP Web provisioning (see “Accessing the Web Provisioning

Mailbox Preferences To edit mailbox settings, use the Mailbox Preferences option.

Scheduled Greetings To set the time or day for your greetings:

Notification The Notification option enables you to set the medium that the system

Figure 13 Personal Address Book

Distribution Lists Use the Distribution Lists option to create distribution lists:

Figure 20 Family Mailboxes

Delivery Options Use the Delivery Options feature to set up how you want your messages

Logout To log out of the system, from the Main menu, click Logout. The Login

USING MESSAGING FEATURES

Listening to Messages

Fax Options (Fax options are only available if this option was chosen when listening to

Print Options There are three options to select the printer location:

Send Copy To send a copy of a message with an introduction:

Alternate Destination (To choose an alternate fax destination:

Delivery Options These options are available:

Sending Messages 55

Send Messages To send a message:

Replay Message Replaying the recorded message provides more options:

Destination Options To select a destination, enter the destination number and then press [#].

Delivery Options These delivery options are available:

Confirmation Options The confirmation options are available when you request a confirmation

Locating Messages 57

Locate Messages These locate message options are available:

INDEX