3COM V7350 User Manual

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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

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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

22 CHAPTER 2: SETTING UP MESSAGING FEATURES

■ Make changes to the list

■ Review and accept the changes

■ Enter a destination number

Deleting a List

To delete a list:

1 From the Distribution List menu, press [3]. 2 Follow the voice prompts to select and delete the list.

Reviewing a List

To review a list:

1 From the Distribution List menu, press [4]. 2 Follow the voice prompts to select and review the list.

Message On Demand Use the TUI to access and use the Message on Demand feature to create

a menu of options for callers to use to hear prerecorded messages.

Only one of the following features can be mapped to key [6]: Message on Demand, Auto-attendant, or Voice Form Mailbox. Before you can use the Message on Demand feature, it must be enabled and associated with key [6] on the Setup Options menu by your administrator.

To access the Message on Demand menu:

1 From the Main menu, press [9]. 2 From the Setup Options menu, press [6]. 3 To hear a summary of this feature, press [0].

Creating a New Message on Demand

To create a new Message on Demand:

1 From the Message on Demand menu, press [1]. 2 Follow the prompts to record a new menu, replay it, rerecord it, accept it,

and assign it a numeric key.

Using the TUI Setup Options Menu 23

Modifying a Message on Demand

To modify an existing Message on Demand:

1 From the Message on Demand menu, press [2]. 2 Follow the prompts to modify a menu tree, rerecord a menu prompt,

assign a key function, or delete a menu tree.

Deleting a Message on Demand

To delete a Message on Demand:

1 From the Message on Demand menu, press [3]. 2 Follow the prompts to delete a Message on Demand.

Auto-attendant Use the Auto-attendant feature to add sub-nodes, record prompts and

messages, select messages from the mailbox, and record a voice tag for fax messages.

Only one of the following features can be mapped to key [6]: Message on Demand, Auto-attendant, or Voice Form Mailbox. Before you use the Auto-attendant feature, it must be enabled and associated with key [6] on the Setup Options menu by your administrator.

Modifying Menus

To modify an existing menu in the Auto-attendant setup:

1 From the Main menu, press [9]. 2 From the Setup Options menu, press [6]. 3 Follow the prompts to record, replay, rerecord and accept prompts, and

to assign specifics keys to a menu or message.

Voice Form Mailbox Use the Voice Form Mailbox feature to use two special classes of

mailboxes to handle interactive voice forms: Form Mailbox and Transcription Mailbox. A mailbox can be a Form Mailbox or a Transcription Mailbox, but not both.

Only one of the following features can be mapped to key [6]: Message on Demand, Auto-attendant, or Voice Form Mailbox. Before you can use the Voice Form Mailbox feature, it must be enabled and associated with key [6] on the Setup Options menu by your administrator.

24 CHAPTER 2: SETTING UP MESSAGING FEATURES

Form Mailbox

The Form Mailbox is a special mailbox that contains a custom message for a caller. Use it to create and modify forms and to collect data from users.

Access the Form Mailbox through the Personal Greeting menu which allows the caller to select a form to fill out. The Form Mailbox has a special administration function for creating, reviewing, and modifying forms, similar to the Message On Demand function.

Transcription Mailbox

The Transcription Mailbox is a special mailbox that contains the caller response to the message received by the caller from the Form Mailbox. Use it to retrieve messages from a Forms mailbox to be transcribed to text.

The Transcription Mailbox has a review messages function that prompts you to enter a Form Mailbox from which to retrieve messages. Then, you can move back and forth through a Form message one response at a time.

Specifications

The specifications for the Forms Mailbox are:

■ The maximum number of questions for each form is 50.

■ The total recording time is 10 minutes for all answers on a form.

■ When you retrieve a Form message, the system copies it into the

Transcription Mailbox and puts it in the deleted queue in the Forms Mailbox.

■ IP Messaging accepts numerical data through DTMF.

■ You can enter a form only through its root mode.

■ The system automatically saves a message even if it is not finished.

Managing Forms

To use the Voice Form Mailbox feature:

1 From the Main menu, press [9]. 2 From the Setup Options menu, press [6]. 3 Follow the prompts to:

■ Record and accept a Form greeting or title

Using the TUI Setup Options Menu 25

■ Replay or rerecord a greeting

■ Create, modify, or delete a Form

Delivery Reports This section describes how to configure the Delivery Reports option. This

option provides:

■ Voice message, fax, and e-mail delivery reports

■ Confirmation that a message is accepted or received by the system

■ When a message is sent to a recipient

■ When a message is delivered

■ Whether delivery is successful or in-progress

To configure delivery reports:

1 From the Main menu, press [9]. 2 From the Setup Options menu, press [7]. 3 To review your current delivery report configuration, press [1].

The voice prompt lists your current personal default and system default settings for the Delivery Reports.

4 To customize your delivery report configuration, press [2] and follow the

prompts.

Multiuser Mailbox This feature enables you to access a main mailbox and up to

sub-mailboxes by using the same number. The features of the

999 Multiuser Mailbox are:

■ Send messages to other mailboxes in the same mailbox by entering

the sub-mailbox number as the send destination

■ Include sub-mailboxes as destinations in the distribution lists

■ Forward messages automatically from the main mailbox to each active

sub-mailbox with the Auto-forward function

To setup a Multiuser Mailbox:

1 From the Main menu, press [9]. 2 From the Setup options menu, press [8]. 3 Follow the prompts to:

■ Create sub-mailboxes

26 CHAPTER 2: SETTING UP MESSAGING FEATURES

■ Disable active sub-mailboxes

■ Toggle a new message announcement on or off

Mailbox Number

Prompt

Using the Web Interface

Accessing the

Main

Use this feature to toggle the mailbox number prompt on or off.

1 From the Main menu, press [9]. 2 From the Setup options menu, press [9]. 3 To turn the Mailbox prompt OFF if it is ON or to turn it ON if it is OFF,

press [9].

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

To access the IP Messaging Web Provisioning interface:

1 In your web browser’s address bar, enter the URL for the IP Messaging

Web Provisioning interface.

2 In the Login dialog box, enter your username (or phone number) and

your telephone password.

3 Click Login.

The Message Information screen appears with the Main menu on the left-hand side of the screen. The Main menu is available from all screens.

Some menu options (for example, Find Me Follow Me) appear only if your administrator has enabled that feature. Figure 3

shows all the possible

menu options.

Figure 3 Main Menu on the Web Interface

Using the Web Interface 27

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

1 From the Main menu, select Mailbox Preferences.

The Mailbox Preferences screen appears.

28 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 4 Mailbox Preferences Screen

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 Enter or change your E-mail address in the Email Address field. This field

is optional. By default, IP Messaging (IPM) constructs an e-mail address using a

subscriber’s mailbox number as the username. For example, for mailbox number 1000, the e-mail address would be 1000@<IPM_hostname>.<DNS_domain> (or 1000@<IPM_IPaddress>).

Using the Web Interface 29

The Email Address field allows you to assign a more meaningful username. In

Figure 4, the default address (1000@MRO4C.widget.com)

is now peter_user1@MRO4C.widget.com. This is useful because IP Messaging uses the value configured in the Email Address field when constructing the From: field for e-mail retrieved by an e-mail client.

Note that an e-mail address entered in the Email Address field to identify a mailbox must be unique on that IP Messaging server. That is, two mailboxes on the same IP Messaging server cannot share an e-mail address.

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

your mailbox.

5 From the drop-down list, select the order in which New, Saved, and

E-mail messages are stored in your mailbox. The options are First In First Out (FIFO) or Last In First Out (LIFO).

6 From the drop-down list, (Figure 5) select the order in which TUI

commands send a message from your mailbox

Figure 5 Message Send Order

7 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).

8 Set the FMFM (Find Me Follow Me) Call Intercept option to ON or OFF.

When this option is ON, IP Messaging screens callers for caller identification; this prevents calls from unknown callers.

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

10 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.

11 To save your settings, click Save.

30 CHAPTER 2: SETTING UP MESSAGING FEATURES

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

Figure 6 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.

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. 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.

Using the Web Interface 31

b Select the Greeting from the Greeting Number 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

years.

e Click Add New.

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.

Create a Notification Filter

To create a Notification Filter:

1 From the Main menu, click Notification Filters.

The Notification Filter screen appears.

32 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 7 Notification Filter Screen

In Figure 7, no filters have been created. Your administrator may have preconfigured notification filters, in which case they will be listed on this screen.

2 Click Add New to create a Notification Filter.

The Add Filters screen appears.

Figure 8 Add Notification Filter Screen

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.

Using the Web Interface 33

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.

Create a Notification Procedure

To create a Notification procedure:

1 From the Main menu, click Notification Procedures.

The Notification Procedure screen appears.

Figure 9 Notification Procedures Screen

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.

34 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 10 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, 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 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 defalut value, None.

Using the Web Interface 35

10 Select the notification method in the Typ e field. The method you select

determines the remaining fields on the screen. The following examples describe the fields you see in you select NBX MWI (the default), Voice, or E-mail from the drop-down list.

■ If you select NBX MWI:

a Enter a phone number in the NBX Extension field. b Select a server from the NBX Server drop-down list. c Enter a password in the Password field. d Click Save.

■ If you select Voice:

a Enter a phone number in the Phone Number field. b Click Save.

■ If you select E-mail:

a Enter an E-mail address in the E-mail Address field. b Click Save.

Create a Notification Schedule

To create a Notification schedule:

1 From the Main menu, click Notification Schedule.

The Notification Schedule screen appears.

36 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 11 Notification Schedule Screen

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.

Using the Web Interface 37

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.

Personal Address

Book

c Click Save Schedule.

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 radio button next to the schedule description. By default, schedules are created in a disabled state.

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.

38 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 12 Personal Address Book

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

The Personal Address Book screen appears.

Figure 13 Fields on the Personal Address Book Screen

Using the Web Interface 39

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 14 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.

2 To create a new distribution list:

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

List textbox and then click Create New List.

The Create New Entry screen appears.

Figure 15 Create New Entry Screen

b Type an entry into the New Entry textbox.

40 CHAPTER 2: SETTING UP MESSAGING FEATURES

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 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.

The Voice Profile for Internet Mail (VPIM) is a protocol that allows subscribers to exchange messages between different voice mail systems. The VPIM option appears only if configured by your administrator.

d Click Create New Entry. The system confirms the new entry.

Figure 16 New Entry Confirmation Screen

e Repeat steps b, c, and d to add more new entries. f Click View All Lists.

The Distribution Lists screen appears.

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.

Using the Web Interface 41

External E-mail Use the External E-mail feature to add external e-mail servers to your IP

Messaging system.

The External Email option appears on the Main menu only if your administrator has enabled this feature.

1 From the Main menu, click External E-mail.

The External E-mail screen appears.

Figure 17 External E-mail Setup

2 To add external E-mail servers to your mailbox, click Add New.

Figure 18 Add New External E-mail

3 In the Session Name field, enter the name of the external E-mail server. 4 In the Server field, enter the name of the external E-mail server. 5 In the Username field, enter the name of a user who has access to this

server.

6 In the Password field, enter the password. 7 Select POP3 or IMAP from the drop-down list.

42 CHAPTER 2: SETTING UP MESSAGING FEATURES

8 Click Save.

Multiuser Mailboxes Use the Multiuser Mailboxes option to create sub-mailboxes under a main

mailbox that can be used by a group, for example, members of a family.

1 From the Main menu, select Family Mailboxes.

The Family Mailboxes Main screen appears.

Figure 19 Family Mailboxes

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 20 shows the new family mailbox 7717_1 under mailbox 7717.

Figure 20 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.

Using the Web Interface 43

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.

44 CHAPTER 2: SETTING UP MESSAGING FEATURES

Alias Configuration Use the Alias Configuration feature to set up different numbers that are

associated with and point to your mailbox. This allows the system to know your identity when you access the system from other media such as a mobile phone, a fax, or a different e-mail address.

For example, you could have the following office phone, cell phone, home phone, and a preferred e-mail address information:

■ 12345 (office)

■ 15554445562 (cell)

■ 19996587234 (home)

■ myname@xyz.com (e-mail)

You configure the telephone numbers and the e-mail address as aliases of your IP Messaging (for example, mailbox number 5678). Consequently, all voice mails for the office, cell, and home phone numbers, and e-mail for the specified address, are associated with mailbox 5678. You can retrieve messages from any configured alias using regular mailbox features like password, personal greeting, and auto login. If you do not change these settings, the default settings apply (those used for the parent mailbox).

To assign an alias number to your mailbox or to edit, add, or delete an alias for your mailbox:

1 From the Main menu, select Alias Configuration.

The Alias Configuration screen appears.

Figure 21 Alias Configuration Screen

2 To create a new alias, click Add New.

The Add New Alias screen appears.

Using the Web Interface 45

Figure 22 Add New Alias Screen

3 In the Alias Name field, enter a name for the alias configuration. 4 In the Number or E-mail Address field, enter the alias phone number or

e-mail address.

5 In the Attach Number field, enter your mailbox number. 6 In the Password field, enter your mailbox password. 7 Set Auto Login to ON (no password prompt) or OFF (password prompt). 8 In the Alias Type field, from the drop-down list, select the phone

number, fax number, or e-mail address for the alias.

9 In the Settings section, for the Password, Name Announcement, and

Personal Greeting fields, select an entry from the drop-down list.

10 Click Save. The Alias screen appears with your new alias listed.

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.

46 CHAPTER 2: SETTING UP MESSAGING FEATURES

Figure 23 Auto-delivery Screen

2 Fill in the fields and select from the drop-down lists as required. 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 web interface Main menu appears with this message:

You Have Been Logged Out.

USING MESSAGING FEATURES

This chapter describes how to use messaging features from the Telephone User Interface (TUI) and how to view message information from the IP Messaging web interface. This chapter describes all the possible messaging features. However, some features must be enabled by your administrator. If disabled, you will not hear a voice prompt for that feature.

This chapter includes the following topics:

■ Overview

■ Listening to Messages

■ Sending Messages

■ Placing a Call

■ Using the Web Interface to View Message Information

■ Using an E-Mail Application to View Messages

48 CHAPTER 3: USING MESSAGING FEATURES

Overview This chapter describes how to use IP Messaging messaging features.

These features allow you to listen to and send messages, and place outside calls (if enabled by your administrator). You can also use the IP Messaging Web Provisioning interface to view information about new and saved messages.

There are three ways to access IP Messaging messages and information about those messages:

■ You can use the TUI on your telephone to listen to new or saved

messages in your mailbox. These messages include voice, e-mail, and fax notification. You can also make calls to external numbers, if this feature has been enabled by your administrator. These topics are discussed in this chapter.

■ You can use the IP Messaging Web Provisioning interface to view

information about messages in your mailbox. You can view the number of new and saved messages of each message type, as well as the number of unreviewed and urgent messages. See

Interface to View Message Information.

Using the Web

Listening to Messages

■ You can use a third-party application, such as Microsoft Outlook, to

access messages in your mailbox. See

Using an E-Mail Application to

View Messages.

To listen to messages:

1 From the Main menu, press [1]. 2 To hear a summary of this menu, press [0]. 3 Follow the prompts to listen to new, saved, or deleted messages. 4 Follow the prompts to: review, save, delete, reply to, forward (with and

without a recorded comment), replay, pause, fast forward, or skip the message.

If the message you are reviewing is an e-mail message, you listen to the text component of the message (if Text-To-Speech is enabled on your system) or print the message as a fax.

5 To hear message options, press [5]. 6 Follow the prompts to return to the previous message or to get message

information

Sending Messages To send messages:

1 From the Main menu, press [2]. 2 Follow the prompts to specify a destination. You can:

■ Enter a destination number.

■ Enter the first few letters of a subscriber’s last name to locate the

subscriber in the mailbox directory or you Personal Address Book.

■ Use a distribution list.

3 Follow the prompts to record the message. 4 After recording the message follow the prompts to:

a Review the message b Erase and rerecord the message c Append to the message d Replay the last 10 seconds of the message e Pause the message during playback

Sending Messages 49

Using Delivery

Reports

f Fast forward 10 seconds of the message

5 Follow the prompts to send the message:

a Mark the message as urgent b Mark the message as private

Marking a message as urgent moves it to the first position in the message queue; marking it as private prevents the recipient from forwarding it.

c Send the message at a later time (future delivery) d Generate a delivery report, refer to “Using Delivery Reports” e Disable notification

6 To hear a summary of the sending messages feature, press [0].

The Delivery Reports feature confirms that a message has been accepted or received by the system, when it is sent to a recipient, when it is delivered, whether delivery failed or is still in-progress. This feature confirms the message delivery with the time and the date.

You can also use this feature from the Main menu (by pressing [4]) but only when you have sent a message with a Delivery Report Option.

50 CHAPTER 3: USING MESSAGING FEATURES

Using the E-mail

Use the E-mail menu to manage e-mail messages:

1 From the Main menu, press [5]. 2 Follow the prompts to:

■ Listen to the text of an e-mail message

■ Print an e-mail message to a fax printer

■ Save an e-mail message as voice mail

■ Delete the message

■ Hear header information such as the name, title, or company of the

sender

■ Fast forward a few seconds of the message

■ Rewind a few seconds of the message

■ Pause the message playback

■ Skip forward in the message

Placing a Call You can place a call from the voice mail menu.

1 Press MSG on your phone and then enter your mailbox number and

password.

Using the Web Interface to View Message Information

2 From the Main menu, press [6]. 3 Follow the prompts to enter a phone number and make the call. 4 To cancel the call before it is connected and return to the Main menu,

press [99] or to end the call when you are finished your conversation and return to the Main menu, press [99].

You can use the IP Messaging Web Provisioning interface to view information about received messages.

To access the IP Messaging Web Provisioning interface:

1 In your web browser’s address bar, enter the URL for the IP Messaging

Web Provisioning interface.

2 In the Login dialog box, enter your username (or phone number) and

your telephone password.

3 Click Login.

Using an E-Mail Application to View Messages 51

The Message Information screen appears with a list of All Messages and Voice, Fax, and E-mail messages.

Figure 24 Message Information Screen

Using an E-Mail Application to View Messages

You can use a third-party application (Microsoft Outlook Express, Microsoft Outlook or IBM Lotus Notes) to access messages in your mailbox.

■ A voice message appears as a .wav file attachment in an e-mail

message. You can listen to the .wav file on any media player.

■ A fax message appears as .tif file attachment in an e-mail message.

You can open the .tif file in a graphics application and send it to a

printer.

When you or your administrator create an account in the third-party e-mail application, you or the administrator must:

■ Specify the protocol used by the e-mail application to access the IP

Messaging system:

■ POP3 — The Post Office Protocol, version 3, retrieves e-mail

messages from a mail server.

52 CHAPTER 3: USING MESSAGING FEATURES

■ IMAP — The Internet Message Access Protocol is also used to

retrieve e-mail messages from a mail server but includes some features not supported by POP3.

■ Associate a mailbox with the e-mail account.

■ Identify a third party server as your outgoing SMTP (Simple Mail

Transfer Protocol) e-mail server.

The remaining sections in this chapter provide general information on configuring an e-mail account and how to work with e-mail messages forwarded from an IP Messaging mailbox to an associated e-mail account.

POP3 E-Mail

Applications

Follow these general steps to create an e-mail account in an application that uses POP3 (ask your administrator for the specific information required in your IP Messaging environment).

■ Create an account in your e-mail application that points to an IP

Messaging mailbox.

■ Set the incoming mail server (POP3) to be the IP Messaging DNS

domain name.

■ Configure IP Messaging as your outgoing server (SMTP), or configure

a third party server.

Once a message is downloaded to the e-mail account, it is marked reviewed in the IP Messaging mailbox. If you do not configure the e-mail account with a leave-message-on-server option (in Outlook Express, this is the Leave copy of message on server option), the message is also marked deleted and removed from the IP Messaging mailbox after the configured retention time.

Sending Messages

Your IP Messaging administrator must identify a third-party SMTP server to send, forward, or reply to e-mail messages. You can then configure this server in your e-mail application as the SMTP server.

Optionally, your administrator can identify IP Messaging as the SMTP server. However, this configuration limits the exchange of e-mail messages to IP Messaging subscribers; you cannot send or forward messages to external addresses, or reply to e-mail messages from external addresses.

Using an E-Mail Application to View Messages 53

Retrieving Messages Using POP3

When your e-mail account receives a message from your IP Messaging mailbox that contains a fax or voicemail attachment, the message uses the following format:

■ Subject: — The subject field specifies the type of message, either

“Voice Message”, “Fax Message”, or “Voice and Fax Message”.

■ From: — The From: field contains sender@IPM_domain/IPM_IP. Use

your e-mail application’s menu options to view additional information,

for example caller-id or the mailbox number of sender.

■ To: — The To: field contains Your_Mailbox@IPM_domain/IPM_IP.

Replying to Messages

If you reply to an e-mail message in your inbox that was downloaded from your IP Messaging mailbox, a copy of your reply is stored in your local “Sent Items” folder. However, your local “Sent Items” folder is not synchronized with your IP Messaging mailbox.

You can reply to the following message types:

■ Any e-mail message that has valid From: e-mail address

■ Any voice or fax message sent from other IP Messaging mailboxes or

from e-mail accounts within the IP Messaging system

■ Any voice or fax message from an caller outside the IP Messaging

system whose e-mail address is in your Personal Address Book (PAB).

Replying to a message sent from an external phone number or

mailbox is possible if you have the sender's information, including

e-mail address, in your PAB. Otherwise, you cannot reply to the

message and the system generates the error message

unable to save/forward message

451 ERROR,

Forwarding Messages

You can forward any message regardless of its source. A copy of the forwarded message is stored in the “Sent Items” folder in your e-mail application. The “Sent Items” folder is not synchronized with your IP Messaging mailbox.

54 CHAPTER 3: USING MESSAGING FEATURES

Deleting Messages Using POP3

If you delete a message from your inbox, the message is moved to the DELETED folder in your e-mail application. The DELETED folder is not synchronized with your IP Messaging mailbox.

Moving Messages to Another Folder Using POP3

If you move a message from one folder to another, the folders are not synchronized with your IP Messaging mailbox.

IMAP E-Mail Applications

Follow these general steps to create an e-mail account in an application that uses IMAP (ask your administrator for the specific information required in your IP Messaging environment).

■ Create an account in your e-mail application that points to an IP

Messaging mailbox.

■ Set the incoming mail server (IMAP) to be the IP Messaging DNS

domain name. Your administrator should enable all the required IMAP folders during IP Messaging mailbox configuration. All messages in all folders are synchronized.

■ Identify a third party server as your outgoing SMTP (Simple Mail

Transfer Protocol) e-mail server.

Sending Messages

Sending a Message in Outlook

When you use IP Messaging as an SMTP server to send a new message, the sent message is saved in different places depending on how you configure your Outlook e-mail account.

■ If your default e-mail account in Outlook is with Microsoft Exchange

server, the sent message is saved in the “Sent Items” folder of your default e-mail account, which is the Microsoft Exchange e-mail

Using an E-Mail Application to View Messages 55

account, not in the IP Messaging “Sent Items” folder. The sent

message is not synchronized with the IP Messaging.

■ If your default e-mail account in Outlook is with the IP Messaging

server, the sent message is saved in “Sent Items” folder on your

Outlook “Personal Folders”, and not the IP Messaging “Sent Items”

folder. Sent message are not synchronized with the IP Messaging

server.

In each of these cases, you could manually move the sent message from the “Sent Items” folder of your Outlook “Personal Folders’ or Exchange server to the “Sent Items” folder of the IP Messaging server if required. Any message in the IP Messaging “Sent Items” folder is synchronized with the IP Messaging server.

Sending a Message in Outlook Express

When you use IP Messaging as an SMTP server to send a new message, the sent message is saved in the “Sent Items” folder of IP Messaging and always synchronized with the IP Messaging server.

Sending a Message in Lotus Notes

When you use IP Messaging as an SMTP server to send a new message, the sent message is saved in different places depending on how you configure your Notes e-mail accounts.

■ If your default e-mail account on Notes is with Domino server, the sent

message is saved in “Sent” folder of your default e-mail account,

which is the Domino server e-mail account, not saved in the IP

Messaging “Sent” folder.

■ If your default e-mail account on Notes is with the IP Messaging

server, the sent message is saved in the “Sent” folder of your Notes

local database. The “Sent” folder is synchronized with the IP

Messaging server.

Retrieving Messages Using IMAP

When your e-mail account receives a message from your IP Messaging mailbox that contains a fax or voicemail attachment, the message uses the following format:

■ Subject: — The subject field specifies the type of message, either

“Voice Message”, “Fax Message”, or “Voice and Fax Message”.

56 CHAPTER 3: USING MESSAGING FEATURES

■ From: — The From: field contains sender@IPM_domain/IPM_IP. Use

your e-mail application’s menu options to view additional information, for example caller-id or the mailbox number of sender.

■ To: — The To: field contains Your_Mailbox@IPM_domain/IPM_IP.

Replying to Messages

You can reply to the following message types:

■ Any e-mail message that has valid From: e-mail address

■ Any voice or fax message sent from other IP Messaging mailboxes or

from e-mail accounts within the IP Messaging system

■ Any voice or fax message from an caller outside the IP Messaging

system whose e-mail address is in your Personal Address Book (PAB). Replying to a message sent from an external phone number or

mailbox is possible if you have the sender's information, including e-mail address, in your PAB. Otherwise, you cannot reply to the message and the system generates the error message

unable to save/forward message

451 ERROR,

Replying to a Message Using Outlook

If you reply to a message in your inbox that was downloaded from your IP Messaging mailbox, a copy of your reply is stored in your “Sent” folder. The “Inbox” folder is synchronized with your IP Messaging mailbox.

Replying to a Message Using Outlook Express

If you reply to a message in your inbox that was downloaded from your IP Messaging mailbox, a copy of your reply is stored in your “Sent” folder. The “Sent” folder is synchronized with your IP Messaging mailbox.

Replying to a Message Using Lotus Notes

Forwarding Messages

You can forward any message regardless of its source (voice, fax, or e-mail).

Using an E-Mail Application to View Messages 57

■ In Outlook Express and Lotus Notes, a copy of the forwarded message

is stored in the “Sent” folder in your e-mail application. The “Sent”

folder is synchronized with your IP Messaging mailbox.

■ In Outlook, a copy of the forwarded message is stored in the “Inbox”

folder. The “Inbox” folder is synchronized with your IP Messaging

mailbox.

Deleting Messages Using IMAP

If you delete a message from message list, the message is marked as deleted. You can restore a message that is marked for deletion on an IMAP server by using “Undelete”. You can permanently remove a message by using “Purge Deleted Messages”. Once you purge a message, it cannot be recovered.

Moving Messages to Another Folder Using IMAP

If you move a message from one folder to another, folder synchronization with your IP Messaging mailbox depends on the e-mail application.

■ In Outlook and Outlook Express, if you move a message from one

folder to another folder, the message in the original folder is marked

as deleted.

■ In Lotus Notes, if you move a message from one folder to another

folder, the message is deleted from the original folder.

Create Custom Folders Using IMAP

Custom folders created in Outlook, Outlook Express, or Lotus Notes are synchronized with your IP Messaging mailbox. However, you cannot access custom folders through the Telephone User Interface (TUI). These folders can only be accessed through an e-mail account using IMAP.

Message Settings

IP Messaging allows the following message settings:

■ Importance

■ normal

■ high

■ low

■ Sensitivity

■ normal

58 CHAPTER 3: USING MESSAGING FEATURES

■ personal

■ private

■ confidential

Searching Messages Using IMAP

The IMAP search function allows you to search messages based on the following criteria:

■ Keywords

■ Sender

■ Subject

■ Body content

■ Time (Received, Sent, Due, Expires, Created, Modified)

■ Sent-To

■ Items that are Read or Unread

■ Items with or without attachments

■ Message importance tagged as Normal, High, or Low

■ Message size

SETTING UP AND USING FIND ME

FOLLOW ME

This chapter describes how to set up and use the Find Me Follow Me (FMFM) feature from the telephone user interface (TUI) and from the web interface. This chapter includes the following topics:

■ Find Me Follow Me Overview

■ FMFM from the TUI

■ FMFM from the Web Interface

60 CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME

Find Me Follow Me Overview

The FMFM feature enables you to control which callers can access you and how these callers can access you by:

■ Allowing all incoming numbers to contact you

■ Allowing some incoming number to contact you

■ Preventing some incoming numbers from contacting you

■ Setting up destination telephone numbers

■ Recording a greeting for callers while the system tries to find you (TUI

only)

There are two variants of FMFM: basic and advanced.

Basic FMFM features can be configured through the TUI or the web interface. Basic FMFM features include specifying who can contact you, defining the numbers at which you can be reached, recording a greeting, modifying the no answer timeout value, and enabling or disabling FMFM.

For this release, advanced FMFM features must be configured by your administrator. Advanced FMFM features include setting rules and filters that are activated based on defined events and priorities.

FMFM can be enabled as an independent feature (FMFM only) or an add-on to your mailbox (FMFM and mailbox).

FMFM from the TUI This section describes how to set up basic FMFM from the TUI. You can

only configure basic FMFM features from the TUI. Advanced FMFM features must be configured by your administrator.

Accessing FMFM from

the TUI and Setting

Initial Values

To access FMFM from the TUI and set up FMFM for the first time:

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

press the MSG button on the phone.

2 Enter your mailbox number and password as required. 3 From the TUI Main menu, press [3].

The system prompts you to specify who is allowed to find you, where they can find you, a FMFM greeting, and a no answer timeout value. The

FMFM from the Web Interface 61

no answer timeout value determines how long the system tries to find you at one number before trying the next number.

If you have already set up FMFM and want to change you current settings, see the following section,

Modifying FMFM Settings.

Modifying FMFM

Settings

Once you have configured FMFM, you can change your current settings (for example, change the phone number where you can be reached).

To modify current FMFM option values.

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

press the MSG button on the phone.

2 Enter your mailbox number and password as required. 3 From the TUI Main menu, press [3]. 4 The system prompts with the following options:

■ To enable or disable FMFM, press [1].

■ To change the phone number where you can be reached, press [3].

■ To listen to a summary of current settings, press [#]. After listening to

the summary you can change any of the following currently

configured settings:

■ To specify which callers can reach you, press [2]. You can:

Allow callers from any phone number to find you. Allow callers from certain phone numbers to find you. Prevent callers from certain phone numbers from finding you.

■ To change the phone number where you can be reached, press [3].

FMFM from the Web Interface

■ To re-record a greeting for callers while the system tries to find you,

press [4].

■ To disable the current FMFM setting, press [5].

■ To modify the No Answer Timeout value, press [6].

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

This section describes how to set up basic FMFM from the web interface. You can only configure basic FMFM features from the web interface. Advanced FMFM features must be configured by your administrator.

62 CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME

Accessing FMFM from

the Web Interface

This section describes how to access FMFM from the web interface.

1 Access the 3Com IP Messaging Web Provisioning interface (see Accessing

the Main Menu).

2 In the Login dialog box, enter your username (or phone number) and

your telephone password.

3 Click Login. 4 From the Main menu, select Find Me Follow Me.

The FMFM Menu appears.

Figure 25 FMFM (Basic) Menu

Allowing Callers to

Find You

From this screen, you can set up the following FMFM functions:

■ Allow some or all callers to find you (see Allowing Callers to Find You).

■ Prevent callers from finding you (see Preventing Callers from Finding

You).

Once specify the callers that can or cannot locate you, enter the phone numbers IP Messaging will use to locate you (see

Entering Destination

Phone Numbers).

This section describes how to allow all or some callers to find you.

FMFM from the Web Interface 63

To allow all callers to find you:

1 Access the Find Me Follow Me screen (see Accessing FMFM from the Web

Interface).

To allow all callers to find you:

a Select “Allow all calls to contact me”. b Click Continue.

The destination screen appears. c Go to Entering Destination Phone Numbers. To allow some callers to contact you:

a Select “Allow some calls to contact me”. b Click Continue.

The Find Me Follow Me Allowed Numbers screen appears.

Figure 26 FMFM Allowed Numbers Screen

2 Enter the allowed number, then click Submit.

The screen refreshes and now contains the number you added. To delete an allowed phone number, click the checkbox next to the

number, then click Delete.

3 Enter all the allowed phone numbers and click Submit after each entry. 4 When you finish entering allowed numbers, click Continue.

The Destination screen appears.

64 CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME

5 Go to Entering Destination Phone Numbers.

Preventing Callers

from Finding You

This section describes how to prevent callers from finding a user.

To prevent callers from finding a user:

1 Access the Find Me Follow Me screen (see Accessing FMFM from the Web

Interface).

2 Select “Exclude some calls from contacting me”. 3 Click Continue.

The Find Me Follow Me Exclude Numbers screen appears.

Figure 27 FMFM Exclude Numbers Screen

4 Enter a phone number that you want to exclude. 5 Click Submit.

The screen refreshes and now contains the number you added. To delete an excluded phone number, click the checkbox next to the

number, then click Delete.

6 Enter all the phone numbers you want to exclude and click Submit after

each entry.

7 When you finish entering excluded numbers, click Continue.

The Destination screen appears.

8 Go to Entering Destination Phone Numbers.

FMFM from the Web Interface 65

Entering Destination

Phone Numbers

After you have specified the callers who are allowed or prevented from reaching you, specify the phone numbers where you can be reached (destination phone numbers). When forwarding a call, IP Messaging uses the numbers in the order in which you enter them.

On the Find Me Follow Me Destination screen:

1 Enter the first number you want IP Messaging to try when attempting to

find you.

2 Click Submit.

Figure 28 FMFM Destination Screen

The screen refreshes and now contains the number you added. To delete a destination phone number, click the checkbox next to the

number, then click Delete.

3 Enter all the phone numbers, one at a time, you want IP Messaging to try

when attempting to find you and click Submit after each entry.

4 Enter a value, in seconds, in the No Answer Timeout field. This value

determines how long the system tries a number before trying the next number in the list. This value applies to all entered numbers. In other words, you cannot specify 30 seconds for one number and 45 seconds for another number.

Note that the No Answer Timeout value should be less than the no answer timeout value configured on the phone (through the VCX V7000 User Interface). The no answer timeout value determines how long a telephone rings before the system forwards unanswered calls (for example, to voice mailbox). If the No Answer Timeout value is more

66 CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME

than the no answer timeout value configured on the phone, FMFM will access the phone’s voice mailbox and not try the next number is the FMFM sequence.

5 When you finish entering destination numbers, click Finish.

The main FMFM screen appears. The screen indicates that FMFM is enabled and displays the current configuration. example of a FMFM configuration.

Figure 29 FMFM Final Screen

Figure 29 show an

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

INDEX

accessing

a mailbox 13 IP Messaging web interface 14 TUI 12

alias

configuration 44

auto-attendant

modifying menus 23 options 23

call back option

enabling 21

calls

placing from voice mail 50

delivery options 45 delivery reports

setting up (TUI) 25 using (TUI) 49

distribution list

managing (IP Messaging) 39 managing (TUI) 21

e-mail

accessing messages 51 managing e-mail messages 50

external e-mail

adding servers 41

FMFM

basic features 60 overview 60 setting up (IP Messaging) 61 setting up (TUI) 60

greetings

scheduling (TUI) 19 setting up (IP Messaging) 30 setting up (TUI) 18

initializing a mailbox 12 IP Messaging web interface

accessing 14 accessing the main menu 26 logging out 46 mailbox

preferences 27

logging out 46

mailbox

accessing 13 initializing 12 number prompt 26

enabling and disabling 26

mailbox preferences

viewing (IP Messaging) 27

Message On Demand

options 22

message review options 19 messages

accessing through e-mail 51 changing review options 19 e-mail 50 listening to 48 receipt notification 20 sending 49 viewing from IP Messaging 50

multiuser mailbox

setting up (TUI) 25

multiuser mailboxes

68 INDEX

setting up (IP Messaging) 42

name announcement

recording and reviewing 19

notification

creating a filter (IP Messaging) 31 creating a procedure (IP Messaging) 33 creating a schedule (IP Messaging) 35 enabling and disabling (TUI) 20 setting up (IP Messaging) 31

password

changing (TUI) 18

Personal Address Book (PAB)

accessing (IP Messaging) 37 accessing (TUI) 20 adding entries (TUI) 20 reviewing, modifying, and deleting entries (TUI)

print options

setting up 19

setup options

TUI 18

shortcut key combinations 13

telephone keys, standard functions 12 Telephone User Interface

see TUI

TUI

accessing 12 setup menu 18

Voice Form Mailbox

Form Mailbox 24

specifications 24 managing 24 options 23 Transcription Mailbox 24

3COM V7350 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

ABOUT THIS GUIDE

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

Notices Tab le 1 describes notice icons.

Te xt Ta bl e 2 describes text conventions.

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

Related Documentation

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

GETTING STARTED

Accessing the TUI This section describes how to initialize and then access your mailbox

Accessing the IP Messaging Web Interface

Using the TUI Setup Options Menu

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

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

Distribution List To access the Distribution List Options menu:

Message On Demand Use the TUI to access and use the Message on Demand feature to create

Auto-attendant Use the Auto-attendant feature to add sub-nodes, record prompts and

Voice Form Mailbox Use the Voice Form Mailbox feature to use two special classes of

Delivery Reports This section describes how to configure the Delivery Reports option. This

Multiuser Mailbox This feature enables you to access a main mailbox and up to

Using the Web Interface

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

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

External E-mail Use the External E-mail feature to add external e-mail servers to your IP

Multiuser Mailboxes Use the Multiuser Mailboxes option to create sub-mailboxes under a main

Alias Configuration Use the Alias Configuration feature to set up different numbers that are

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.

USING MESSAGING FEATURES

Overview This chapter describes how to use IP Messaging messaging features.

Listening to Messages

Sending Messages To send messages:

Placing a Call You can place a call from the voice mail menu.

Using the Web Interface to View Message Information

Using an E-Mail Application to View Messages

IMAP E-Mail Applications

Find Me Follow Me Overview

FMFM from the TUI This section describes how to set up basic FMFM from the TUI. You can

Modifying FMFM Settings.

FMFM from the Web Interface

■ Allow some or all callers to find you (see Allowing Callers to Find You).

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

INDEX