Mitel NuPoint Unified Messaging User Manual

MITEL

NUPOINT UNIFIED MESSAGING

USER GUIDE RELEASE 6.0

NOTICE

The information contained in this document is believed to be accurate in all respects but is not warranted

by Mitel Networks™ Corporation (MITEL

). The information is subject to change without notice an d should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes.

No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written pe rmission from Mitel Networks Corporation.

Trademarks

Mitel and NuPoint Unified Messaging are trademarks of Mitel Networks Corporation. Microsoft Outlook is a trademark of Microsoft Corporation. VMware, VMware vMotion, VMware vCloud, VMware vSphere, ESX, and ESXi are trademarks of VMware

Incorporated.

Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged.

Mitel NuPoint Unified Messaging

User Guide

Release 6.0

June 2013

Document Version 1.2

®,™ Trademark of Mitel Networks Corporation

Table of Contents

iii

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

About Your Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

About This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Preparing to Access Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Inside Your Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

From Your Own Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

From Another Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Outside Your Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

From an Outside Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

From an Outside Line to the Automated Receptionist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Setting Up Your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Passcode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Playing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Accessing the Voice Mail and Email Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Playing Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

While Listening to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

When You Have Finished Listening to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Making Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Making a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Recording a voice message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Sending a Message when You Have Finished Recording . . . . . . . . . . . . . . . . . . . . . . . . . . .9

User Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Accessing User Options and User Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Greetings, Name and Passcode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Creating or Modifying a Distribution List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Using a Distribution List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Call Schedule Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

NuPoint WakeUp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Message Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Messaging User Guide

Future Delivery Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Record-A-Call Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Recording while on a Two-Party Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Recording Using Softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Recording Using Hard Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Placing a Call On Hold While Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Listening to a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Fax Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Fax Delivery Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Playing and Printing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

From a Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

From a Fax Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

When You Have Finished Listening to a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Making a Fax Message (Without Voice) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

From Your Company Fax System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

From Your Own Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Making a Fax Message (With Voice) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

From Your Company Fax System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

From Your Own Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Using Your PC for Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Downloading and Installing Fax Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Sending a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Viewing and Forwarding Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Using Your PC for Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Outlook Client Plug-in for Microsoft Outlook 2000, XP, 2003, and 2007 . . . . . . . . . . . . . . . . . .25

Install the Outlook Client Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Enable Additional Outlook Plug-in Users on a PC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Set Up Message Playback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Configure Access to the Unified Messaging Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

NuPoint Unified Messaging Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

QuickPlay Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Navigate Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Play a Voice Message in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Send a New Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Reply to a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Forward a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Launch Web View from Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Outlook Client Plug-in for Microsoft Outlook 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Table of Contents

Install the Outlook Client Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

NuPoint Unified Messaging Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Multimedia Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Configure the NuPoint Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Navigate Voice Messages in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Play a Voice Message on your Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Play a Confidential Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Send a New Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Reply to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Forward a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

View a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Text-to-Speech (TTS) Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Playing a Text-to-Speech Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Speech Auto Attendant Optional Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Speaking Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Universal Voice Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Placing a Call with Voice Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Placing a Call with Digit Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Cancelling a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Calling the Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Speech Navigation Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Speaking Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Universal Voice Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Enabling Speech Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Entering Voice Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Accessing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Accessing the Voice Mail and Email Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Managing Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Accessing Other Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Messaging User Guide

Introduction

About Your Voice Mail

Mitel® NuPoint Unified Messaging™ (UM) allows you to manage your voice mail, Record-A-Call (RAC), fax, and Microsoft your PC.

Voice mail, Record-A-Call, fax, and email are all "messages" that are accessible through your voice mailbox and that you access using a menu system. The V oice Mail menu provides access to most of the voice mailbox features and options including fax messages. Any voice mail u ser can access this menu. The Email menu only provides access to emails and is available only to users with the Advanced Unified Messaging feature with Text-to-Speech option.

In addition to accessing your messages over the phone, you can now play and manage your voice messages from your Microsoft Outlook inbox. You install a plug-in player that allows you to play voice messages from your email inbox over your PC speakers or over the phone. To use this feature, you must have the Advanced Unified Messaging feature. For mo re information, see “Using Your PC for Fax Messages” on page 21.

A Speech Auto Attendant (SAA) is also available to place calls to people by using voice commands. The SAA is a speech-enabled application that allows you to place calls to people quickly and efficiently by speaking their names. In addition to placin g calls by name, you can say a department name or telephone number . A tutorial introd uces you to the system features, and voice-based help is available to answer questions. See “Speech Auto Attendant Optional Feature” on page 45 for more information.

Outlook® email messages from a touch-tone phone as well as from

The Speech Navigation optional feature enables u sers to manage their mailboxes usin g voice commands. Instead of struggling to find and pr ess a button on their telephone dial, they can simply “say the command" from their principal or altern ate extension. This is particularly helpful for drivers who wish to use their cell phones in hands-free mode.

Note: Depending on how your mailbox is configured, you may not have all of the options described in this guide. Consult your System Administrator for more information.

About This Document

This guide provides instructions on the functionality of the Mitel telephone user inter face (TUI), Mitel Outlook Client Plug-in, and Speech Auto Attendant. If you use another supported email client, please refer to the Web View Help for more information. Also refer to the NuPoint Unified Messaging Mitel TUI Quick Reference Guide on http://edocs.mitel.com/UG/Index.html.

Messaging User Guide

Your Telephone

Before using the voice mail features of your system, familiarize yourself with your telephone.

• Message key - Used to call the NuPoint UM Voice system and access your mailbox.

• Keypad - Used to make menu selections within the voice mail system.

• Message light - Used to indicate when you have new voice messages in your mailbox.

• Softkeys - Used to select many of the voice mail menu options. To select a menu option that appears in the telephone display , you can press either the associated context-sensitive softkey that appears in your phone’s digital display or the keypad digit for the option.

Note: The softkey names used in this guide may differ slightly depending on your telephone. For example, the Del (delete) softkey may appear as the Discard softkey, on specific phones.

Preparing to Access Your Mailbox

Before accessing your mailbox, be sure to get the following information from your System Administrator:

• the NuPoint UM Receptionist number (optional)

• the NuPoint UM Voice system access extension

• your mailbox number

• your default passcode.

If you have any problems or questions about procedures, consult your System Administrator.

Accessing Your Mailbox

All of your voice messages will reside in your personal "mailbox", which is passcode protected. Y our System Administrator will assign you a temporary passcode to use the first time you access your mailbox. How you log into your mailbox will depend on whether you’re calling from inside or outside your company.

Inside Your Company

From Your Own Extension

1. Dial the internal NuPoint UM Voice access number.

2. Enter your passcode when prompted.

From Another Extension

1. Dial the internal NuPoint UM Voice access number.

2. Press the key when prompted to enter a passcode

3. Enter your mailbox number followed by the key.

4. Enter your passcode when prompted.

Outside Your Company

From an Outside Line

1. Dial the external NuPoint UM Voice access number.

2. Enter your mailbox number followed by the key.

3. Enter your passcode when prompted.

From an Outside Line to the Automated Receptionist

1. Dial the NuPoint UM Receptionist number.

2. Press the key to access the NuPoint UM Voice system.

3. Enter your mailbox number followed by the key.

4. Enter your passcode when prompted.

Messaging User Guide

Setting Up Your Mailbox

When you access your mailbox for the first time, a user tutorial automatically ac tiva te s. Th is tutorial guides you through your first mailbox session, explains how to record a greeting and your name, and prompts you to change your temporary passcode.

Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using.

Menu Overview

For an illustration of the menu overview, refer to the NuPoint Unified Messaging Mitel TUI Quick Reference Guide (http://edocs.mitel.com/UG/Index.html).

Greetings

After opening your mailbox, you will be asked to record one or more greetings that callers will hear when they call your mailbox. For example, you may record one greeting that callers hear when your line is busy (such as, "I’m currently on the phone and unable to t ake your call") and a different one when you’re not at your phone (such as, "I’m currently away from my desk").

Name

If your System Administrator has enabled the Extended Absence Greeting feature for your mailbox, you can also record an Extended Absence Greeting. This greeting allows you to inform callers of an extended absence. Callers cannot press a key to skip the gre eting. At the end of the greeting, callers can either transfer to the attendant or leave a message.

Note: Once recorded, the Extended Absence Greeting is effectively enabled. This means that all callers being forwarded to your mailbox will hear the extended absence greeting. Once you log into your voicemail, you will be prompted to press 1 to retain your Extended Absence Greeting, or to press 2 to disable the Extended Absence Greeting.

If your System Administrator has disabled message delivery for the Extended Absence Greeting, then after the greeting, callers will only be able to transfer to the attendant. See “Greetings, Name and Passcode” on page 11.

You will be prompted to record your name so that the system can:

• Address you when you call into the system (for example, "Hello, Jane Smith").

• Inform other users when a message comes from you (for example, "4:45 p.m., from Jane Smith").

• State your name to other users when they address messages to your mailbox (for example, "Jane Smith").

Setting Up Your Mailbox

Passcode

You will always be prompted for your passcode before accessing your mailbox. The first time you access your mailbox, you will use the temporary passcode assigned by the System Administrator. During the tutorial, you will be prompted to change your passcode to a number containing 4 to 10 digits. Define a passcode that you can easily remember, but do not select an obvious code like "1234".

When your mailbox is set up, you’re ready to start using the NuPoint UM Voice features.

Note: Passcodes are required only if you wish to protect your privac y; you can choose not to have a passcode by pressing 0000 when prompted during the tutorial.

Note: For added security, your Administrator may configure your passcode to expire at regular intervals.

Messaging User Guide

Playing Messages

When you access your mailbox to retrieve your messages, the system tells you how many messages you have ("Y ou have 2 urgent messages and 2 unplayed messages."). For Advan ced Unified Messaging (UM) users with the Text-to-S peech (TTS) option, th e system tells you how many voice mails and emails you have ("You have 2 unplayed messages, 1 saved message, 3 unplayed emails, and 1 saved email).

You access voice mails and emails from separate menus. After the message summary, Advanced UM with TTS users can access either the voice mail or the e mail menu. Y ou can exit either menu to access the other one.

Notes:

1. Advanced UM users who do not have the TTS option cannot access the ema il menu.

2. If the system experiences a delay obtaining information from the email server , it may

be unable to tell you how many email messages you have. To avoid this problem, keep fewer than 10,000 emails in your mailbox.

Accessing the Voice Mail and Email Menus

After you access your mailbox

• If you are a regular voice mail user, you are already in the Voice Mail menu.

• If you have the Advanced UM with TTS feature, you press menu or to access the Email menu.

Playing Your Messages

After accessing either the Voice Mail menu or the Email menu, press

•

or the Play (or Play Message) softkey. Y our urgent messages will automatically be

played first. Then, depending on your mailbox settings, you may have the option to play unplayed or saved messages first; otherwise, your unplayed messages will be played first.

Note: If the date and time option is enabled on your voice mail system, the system will automatically play this information at the beginning of each message. Consult your System Administrator for more information.

to access the Voice Mail

Playing Messages

While Listening to a Message

At any time during message playback you can

Press this key, OR Press this softkey To perform this action

More then Pause Pause the message for 30 seconds.

← Move back five seconds within the message.

Æ Move forward five seconds within the message.

Skip Skip to your next message.

More then Play Return to the beginning of your previous message.

Note: You may not have access to all of the options above, depending on how your

mailbox is configured. Consult your System Administrator for more information.

When You Have Finished Listening to a Message

At the end of a message, you can

Press this key, OR

Press this softkey To perform this action

Play (or Restart) Play the message again.

Answer Answer the person who sent the message.

When you are finished recording your answer, press

or the Send softkey to send it and continue your session.

Then press

to send your answer to additional mailboxes if you wish.

Messaging User Guide

Press this key, OR

Press this softkey To perform this action

Answer (with

Dial-back option enabled)

Give Give the message to another mailbox, distribution list, or off-system

Keep K

Del (or Discard) Discard the message.

to answer by voice mail (as above)

to dial-back the caller and then delete the message.

to dial-back the caller and then keep the message.

telephone number. The system will also give you the opportunity to record additional

comments before sending the message to someone else. When you have added your comments, press

or the Send (or Exit) softkey and continue your session.

Then press

to give the message to additional mailboxes if you wish.

eep the message.

Kept messages can be accessed only after you have skipped through your unplayed messages and message receipt queues.

Note: If you accidentally discard a message, you can retri eve it by immediately pressing

or the Undelete softkey . If you press any key other than the key immediately

after discarding the message, you will not be able to retrieve the discarded message.

Note: You may not have access to all of the options above, depending on how your mailbox is configured. Consult your System Administrator for more information.

Making Messages

To make a message, you must first access your mailbox by calling the system access number and entering your passcode. You can then make a voice message before or after listening to any unplayed messages in your mailbox. Remember that you can address your messages to other mailboxes, distribution lists, and off-system telepho ne numbers.

Making a Voice Message

Recording a voice message

1. Press or the Make Message softkey to make a message.

2. Enter the recipient's number or, to dial by name, press the specific key assigned to this

feature on your voice mail system, and then dial the recipient's last name and first name until the system recognizes the name.

Note: The system will automatically announce the specific key to press to dial by name. This is a configurable feature and thus the key to press will vary for each voice mail system.

3. After the system confirms the recipient's name, enter the names or nu mbers of any o ther intended recipients (for example, you may wish to send a sin gle messag e to all m embers of a certain committee, telling them the time and place of the next committee meeting).

4. When you have finished addressing your message, press or the Record softkey.

5. Begin recording your message after the ton e. (You may press to pause during

recording and then any key to resume recording, or you may use the Pause/Resume softkeys.)

Sending a Message when You Have Finished Recording

Once you have finished recording, you may choose to send, review, modify, cancel, or specify special delivery for your voice message, by selecting from the following options:

Press this key, OR

Press this softkey

Send Send the message and exit to the main menu.

Append Add to the recording.

Del Delete the recording and start over.

To perform this action

Messaging User Guide

Press this key, OR

Press this softkey

Review Replay the message.

End Record Access message addressing options such as urgent delivery, future

To perform this action

delivery, confidential, and return receipt. Once you have selected from these options, press

or the Send (or Exit) softkey to send your message and exit

to the main menu.

Note: If you regularly send messages to multiple users, consider creating personal distribution lists to make addressing yo ur messages even easier (see “Distribution Lists” on page 12).

User Options

The user options menu allows you to listen to the user tutorial, change your greetings, record your name, and define your password, create voice mail distribution lists, and select call scheduling options.

Accessing User Options and User Tutorial

Press or the Options softkey to access user options from the main menu.

You can press at any time to go through the user tutorial again.

Greetings, Name and Passcode

When you first set up your mailbox (see “Setting Up Your Mailbox” on page 4), you recorded a greeting and your name and selected a p asscode. The user options menu allows you to change these at any time. You should update your greeting(s) regularly — for example, to let callers know whether you're in or out of the office.

From the user options menu, you can

Press this key, OR

Press this Softkey

Greetings C

To perform this action

hange your greeting(s). You can record a Primary greeting and one or

more Conditional greetings. Record Conditional greetings you want callers to hear when your line is busy (e.g., "I’m currently on the phone and unable to take your call"), when you’re not there (e.g., "I’m currently away from my desk"), or for extended absences ("I will be away until October 15th,...").

You can now press

personal greeting,

greeting, or to enable your Extended Absence Greeting.

After you have recorded your greeting, press

or the Chng softkey to select which greeting—Primary or

Conditional—you want your callers to hear.

Change Name

Passcode Change your passcode.

Re-record your name.

to record or change your conditional

to record or change your primary personal

Note: You may not have access to Conditional greetings, depending on how your mailbox is configured. Consult your System Administrator for more information.

Messaging User Guide

Distribution Lists

A distribution list allows you to record a single message and then send it to a large number of people without addressing them each individually. Y ou can use distribution list s whenever you make a message, or give a message to someone else.

Creating or Modifying a Distribution List

1. Press or the Dist Lists softkey from the user options menu.

2. Enter the number of the distribution list, ensuring the first digit is always zero (0).

3. Press to record a name for the distribution list (e.g., "product planning committee ").

The system will play this name each time you address messages to this distribution list.

4. Press to add members to the list; press to drop members.

5. Enter the numbers or names of users you wish to add or drop.

6. Press if you would like the system to play back the list of members you have selected.

7. Press to exit to the main menu.

Note: All personal distribution lists must begin with the number 0.

Using a Distribution List

• Instead of entering a mailbox number, enter the number of the distribution list you want to use. The system reads back the number of the distribution list.

Call Schedule Options

NuPoint WakeUp

NuPoint UM WakeUp allows you to program NuPoint UM V oice to call you at a specific telephone number at a specific time. You can schedule wake up calls for Monday through Friday, weekends, every day, or as needed.

1. From the user options menu, press to reach Call Schedule Options.

2. At the Call Schedule Options menu, press to reach NP WakeUp.

3. To schedule wakeup calls:

• press enter the time for the wakeup call (two digits for the hour, two digits for the minute) press for a.m. or for p.m.

• press to make this a daily wakeup call.

User Options

• press to cancel this wakeup call.

• press to change the time.

4. To cancel all wakeup calls, press .

5. To exit to the User Options menu, press .

Pager

Paging allows you to define a schedule so that when a message arrives in your mailbox, NuPoint UM Voice notifies your pager.

1. From the user options menu, press to reach Call Schedule Options.

2. At the Call Schedule Options menu, press to reach Paging.

3. At the Paging menu, select an option:

• press to review the schedule.

• press to disable paging.

• press to change the telephone number.

• press to change the time.

• press to exit to the User Options menu.

Message Delivery

Message Delivery allows you to define a schedule so that if a message arrives in your mailbox, NuPoint UM Voice will call you at a specific telephone number at a specific time so that you can retrieve the message.

1. From the user options menu, press to reach Call Schedule Options.

2. At the Call Schedule Options menu, press to reach Message Delivery.

3. At the Message Delivery menu, select an option:

• press to review the schedule.

• press to disable message delivery.

• press to change the telephone number.

• press to change the time.

• press to exit to the User Options menu.

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