3com IP Messaging Module User Guide - Traditional Interface

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

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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

+ 43 hidden pages

3com IP Messaging Module User Guide - Traditional Interface

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