3COM V7350 User Manual

V7350 IP Messaging User Guide - 3Com Native Interface

3Com® Convergence Application Suite IP Messaging Module Release 5.2 System Release 5.2

Part Number 900-0246-01 Rev AA Published December 2004

http://www.3com.com/

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

Copyright © 2001, 2002, 2004, 3Com Corporation. All rights reserved. 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 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

1995) or FAR 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 and the 3Com logo 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 remove or deface any

2.101(a) and as

CONTENTS

ABOUT THIS GUIDE

Conventions 8

Notices 8 Text 8

Figures 9 Related Documentation 9 Comments 10

1 GETTING STARTED

Accessing the TUI 12

Initializing Your Mailbox 12

Standard Key Functions 12

Accessing Your Mailbox 13 Accessing the IP Messaging Web Interface 14

2 SETTING UP MESSAGING FEATURES

Using the TUI Setup Options Menu 18

Mailbox Setup and Greetings Menu 18

Changing Your Password 18 Setting up Greetings 18 Scheduled Personal Greetings 19 Name Announcement 19 Change Review Options 19

Print Options 19 Notification 20 Personal Address Book 20

Adding New Entries 20

Reviewing, Modifying, and Deleting Entries 21 Incoming Call Options 21 Distribution List 21

Creating a List 21

Modifying a List 21 Deleting a List 22 Reviewing a List 22

Message On Demand 22

Creating a New Message on Demand 22 Modifying a Message on Demand 23 Deleting a Message on Demand 23

Auto-attendant 23

Modifying Menus 23

Voice Form Mailbox 23

Form Mailbox 24 Transcription Mailbox 24 Specifications 24

Managing Forms 24 Delivery Reports 25 Multiuser Mailbox 25 Mailbox Number Prompt 26

Using the Web Interface 26

Accessing the Main Menu 26 Mailbox Preferences 27 Scheduled Greetings 30 Notification 31

Create a Notification Filter 31

Create a Notification Procedure 33

Create a Notification Schedule 35 Personal Address Book 37 Distribution Lists 39 External E-mail 41 Multiuser Mailboxes 42 Alias Configuration 44 Delivery Options 45 Logout 46

3 USING MESSAGING FEATURES

Overview 48 Listening to Messages 48 Sending Messages 49

Using Delivery Reports 49

Using the E-mail Menu 50 Placing a Call 50 Using the Web Interface to View Message Information 50 Using an E-Mail Application to View Messages 51

POP3 E-Mail Applications 52

Sending Messages 52 Retrieving Messages Using POP3 53 Replying to Messages 53 Forwarding Messages 53 Deleting Messages Using POP3 54 Moving Messages to Another Folder Using POP3 54

IMAP E-Mail Applications 54

Sending Messages 54 Retrieving Messages Using IMAP 55 Replying to Messages 56 Forwarding Messages 56 Deleting Messages Using IMAP 57 Moving Messages to Another Folder Using IMAP 57 Create Custom Folders Using IMAP 57 Message Settings 57 Searching Messages Using IMAP 58

4 SETTING UP AND USING FIND ME FOLLOW ME

Find Me Follow Me Overview 60 FMFM from the TUI 60

Accessing FMFM from the TUI and Setting Initial Values 60

Modifying FMFM Settings 61 FMFM from the Web Interface 61

Accessing FMFM from the Web Interface 62

Allowing Callers to Find You 62

Preventing Callers from Finding You 64

Entering Destination Phone Numbers 65

Logout 66

INDEX

ABOUT THIS GUIDE

This guide describes how to use the messaging features of the IP Messaging Module of the 3Com® Convergence Applications Suite.

This guide is intended for subscribers who want to set up and use IP Messaging messaging features on a supported 3Com VCX V7000 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 V7350 IP Messaging User Guide - Traditional

Interface.

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 Information that alerts you to potential

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

the screen.

Commands The word “command” means that you must enter the

command exactly as shown and then press Return or Enter. Commands appear in bold. Example:

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

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

Words in italics Italics are used to:

■ 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.

personal injury

To remove the IP address, enter the following command:

SETDefault !0 -IP NETaddr = 0.0.0.0

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_Techpubs_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:

VCX V7350 IP Messaging User Guide - 3Com Native Interface System Release 5.2

Part Number 900-0246-01 Rev AA Page 25

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

GETTING STARTED

This chapter describes how to get started with the IP Messaging Module component of the 3Com® Convergence Applications Suite and contains the following topics:

■ Accessing the TUI

■ Accessing the IP Messaging Web Interface

12 CHAPTER 1: GETTING STARTED

Accessing the TUI This section describes how to initialize and then access your 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), refer to the V7350 IP Messaging User Guide - Traditional Interface.

Initializing Your

Mailbox

To initialize your mailbox:

1 Dial the IP Messaging access number or press MSG. 2 At the password prompt, enter the default password.

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

Accessing Your Mailbox.

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

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

(continued)

menu.

previous menu.

Table 3 Standard Keys

Key Function Description

[#]

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

step.

Accessing the TUI 13

Accessing Your

Mailbox

To access your mailbox after it is initialized:

1 Press MSG. 2 At the prompt, enter your password.

The prompt system presents the following Main menu options: a To listen to messages, press [1].

See Listening to Messages.

This option is available only if there are messages in your inbox.

b To send messages, press [2].

See Sending Messages. c For Find Me Follow Me (FMFM) options, press [3].

FMFM must enabled by your administrator and you must configure

your personal settings. See

Chapter 4.

d To generate a delivery report, press [4].

See Sending Messages and Using Delivery Reports. e To place a call, press [6].

See Placing a Call. f To access shortcut key combinations, first press [7], then press one of

the following keys (the prompt system does not announce option [7]

but it is available):

■ [1] — To record a personal greeting

■ [2] — To override a personal greeting

■ [3] — To autoplay new messages

■ [4] — To change the default fax number

■ [5] — To print new faxes

■ [9] — To define a macro

■ [#] — To run the macro

14 CHAPTER 1: GETTING STARTED

g To access the Set up Options menu, press [9].

h To exit, press [*]. i For help, press [0]. j To access the Auto-attendant, press [00].

The Auto-attendant is NOT a standard key press; you can access the Auto-attendant only from the Main menu.

■ [0] — To access HELP for the shortcut keys

See Chapter 2.

See Auto-attendant.

Accessing the IP Messaging Web Interface

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

To access the IP Messaging web interface:

1 In your web browser’s Address text box, enter the IP address of the

system on which IP Messaging is installed. VCX displays the dialog box shown in Figure 1. Note that, depending on

how UMS and VCX have been installed, you may also see an option for the VCX User Interface.

Figure 1 VCX V7000 User Interface Dialog Box

Accessing the IP Messaging Web Interface 15

2 Click 3Com UMS Web Provisioning.

The IP Messaging Login dialog box appears.

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.

4 From the Login dialog box, click Login.

The default page for the IP Messaging Web Provisioning interface appears

Figure 3 in Chapter 2).

(see You can now set up messaging (see Chapter 2), view message

information (see Chapter 3), and set up Find Me Follow Me (see

Chapter 4).

16 CHAPTER 1: GETTING STARTED

SETTING UP MESSAGING

FEATURES

This chapter describes how to set up the messaging features using the Setup Options menu from the telephone user interface (TUI) and from the Main menu on the web interface.

This chapter includes the following topics:

■ Using the TUI Setup Options Menu

■ Mailbox Setup and Greetings Menu

■ Setting up Greetings

■ Notification

■ Personal Address Book

■ Incoming Call Options

■ Distribution List

■ Message On Demand

■ Auto-attendant

■ Voice Form Mailbox

■ Delivery Reports

■ Multiuser Mailbox

■ Using the Web Interface

■ Accessing the Main Menu

■ Mailbox Preferences

■ Scheduled Greetings

■ Notification

■ Personal Address Book

■ Distribution Lists

■ External E-mail

18 CHAPTER 2: SETTING UP MESSAGING FEATURES

■ Multiuser Mailboxes

■ Alias Configuration

■ Delivery Options

■ Logout

Using the TUI Setup Options Menu

Mailbox Setup and

Greetings Menu

Use the Setup Options menu to set up your messaging features. This section describes all the possible setup options. However, some features must be enabled by your administrator. If disabled, you will not hear a voice prompt for that feature.

To access the Setup Options menu:

1 Log in to the system by dialing the IP Messaging telephone number or

press the MSG button on the phone.

2 To enter your mailbox, press [#]. 3 Enter your mailbox number and press [#]. 4 Enter your password. 5 From the Main menu, press [9].

The TUI presents the Setup Options sub-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].

Using the TUI Setup Options Menu 19

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, rerecord, 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].

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].

20 CHAPTER 2: SETTING UP MESSAGING FEATURES

3 From the Mailbox Setup and Greetings menu, press [9]. 4 Follow the prompts to:

■ 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].

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].

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.

■ 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.

Using the TUI Setup Options Menu 21

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.

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

■ Create a destination number

Modifying a List

To modify a list:

1 From the Distribution List menu, press [2]. 2 Follow the voice prompts to:

■ Select the list

+ 47 hidden pages