Mitel OnePoint Messenger Users Guide

User Guid e

NOTICE

The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Corporation (MITEL). The information is subject to change without notice and should not be construed in any wa y as a c ommit ment by MITEL or any o f its affiliates or subsidiaries. MITEL and its affiliates and subsidiaries assume no responsibility for any error or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate any such changes.

Nothing in this document may be reproduced in any manner, either wholly or in p ar t for a ny us e wh a ts o ev er, witho ut wr itt e n p e rmission from Mitel Corporation.

OnePoint, MITEL, MiTAI, Host Command Interface, HCI, SUPERSET, SX-200 and SX-2000 are trademarks of Mitel Corporation. Windows 95 and Windows NT are trademarks of Microsoft Corporation. INTEL, 486, 80486 and Pentium a re trade marks of Intel Corporati on. All other pro duct names specified in this document are trademarks of their corresponding owners.

OnePoint Messenger User Guide

PN 9164-120-110-NA, Issue 2

OnePoint Messenger Release 2.0

December 7, 2000

, Trademark of MITEL Corporation.



Mitel OnePoint Messenger™ User Guide

About This Guide ............................................................................ 15

How to Use This Gu id e ............................ .. .. ................ .. ............... ... .. ......15

Conventions Used in This Guide............................................................16

Typeface in Commands.................................................................................... 16

Other Documentation...............................................................................16

Getting Online Help........................................................................................... 17

Contacting Mitel Technical Publications ........................................................ 17

Where to Go from H er e ............ ... ............... .. ............................... .. ...........18

1. What OnePoint Messenger Can Do for You.............................. 19

What Is OnePoint Messenger and Unified Messaging? .......................19

What’s New in OnePoint Messenger 2.0......................................................... 20

OnePoint Messenger Highlights...................................................................... 21

Using OnePoint Messenger Creatively........................................................... 22

OnePoint Messenger Messaging Interfaces..........................................23

What You Can Do with OnePoint Messenger on a PC................................... 24

Playing and Viewing E-mail, Fax, and Voice Messages...................................................25

Managing Your Mail ...................................... .................................. ...... ..... ......................26

Recording Greetings and Spoken Name............................................................................27

What You Can Do with OnePoint Messenger on a Telephone...................... 27

Post Office Resiliency .......................................................................................................28

Using Voice Profile for Internet Mail (VPIM) ..........................................28

Communicating with Users of Other Voice Mail Systems ............................ 29

Communicating with Remote OnePoint Messenger Users........................... 30

Distribution Lists ...............................................................................................................30

How OnePoint Messenger Works...........................................................31

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Using OnePoint Messenger on Windows with Outlook .................................32

Using OnePoint Messenger with a Web Browser...........................................32

Using the Telephone User Interface (TUI)........................................................33

Setting OnePoint Messenger User Options...........................................34

Terms and Components......................................... .. ...............................35

Software Components.......................................................................................36

Outlook Interface ................................. ...... ....... ............................................. ....37

Address Books and Distribution Lists...............................................................................37

Personal Message Folders.................................. ..... ..........................................................38

Messages, Compound Messages, and Sibling Messages..................................................38

File Formats........................................................................................................39

Where to Go from H er e........................... .. ............................... .. .............. 4 0

2. Installing OnePoint Messenger Client Components..................43

OnePoint Messenger Installation Requirements ..................................43

What Comes with OnePoint Messenger ..........................................................44

What You Need on Your PC ..............................................................................44

Preparing Your PC for OnePoint Messenger.........................................45

Installing Desktop Multimedia ......................... ...... ....... ...... ....... ...... ...... ...........45

Installing Outlook . ...... ...... ....... ...... ....... ...... ....... ...... ....... ....................................45

Setting Network Access ....................................................................................46

Setting the Security Level.................................................................................................47

Creating an Exchange Transport Profile .........................................................48

Modifying your Exchange Transport Profile ...................................................51

Installing the OnePoint Messenger Client.............................................52

Testing the OnePoint Messenger Client..........................................................55

Version Reader...................................................................................................56

Removing OnePoint Messenger from Your PC.....................................57

Setting Up Web Access to Exchange.....................................................57

Testing Your PC Sound Setup and Volume Levels ..............................58

Where to Go from H er e........................... .. ............................... .. .............. 5 8

3. Using OnePoint Messenger with Outlook.................................. 61

Starting Outlook and Connecting to Your Mailbox...............................62

Logging into Your Exchange Mailbox from a Different PC........................... 62

Getting Onli n e Help....... ... .. ............... ... ............... .. .. ................ .. ...............62

Overview of OnePoint Messenger Elements in Outlook ......................63

OnePoint Messenger Commands on Main Screen Menus.................................................65

OnePoint Messenger Buttons Added to the Outlook Toolbar...........................................65

Inbox Message Summary (Inbox List) ..............................................................................66

Unified Message Icons in the Inbox List...........................................................................66

Folders ...............................................................................................................................67

Working with Unified Messages in the Inbox List.................................67

Modifying Long Outlook Toolbars................................................................... 67

Selecting Unified Messages............................................................................. 68

Opening Unified Messages .............................................................................. 68

Using Message Preview Options.......................................................................................69

Using the Preview Pane.....................................................................................................69

Closing Messages............................................................................................. 70

Managing Messages from the Inbox ............................................................... 71

Marking Messages as Read or Unread ..............................................................................72

Marking a Message as Unread...........................................................................................73

Using Subfolders................................................................................................. 74

Playing Voice Messages..........................................................................74

QuickPlay........................................................................................................... 75

Choosing between Telephone and Desktop Audio ....................................... 76

Choosing a Remote Access Method..................................................................................77

Choosing between Call-Me and Meet-Me........................................................ 78

Using Call-Me and Meet-Me.............................................................................. 79

Playing Audio Using Call-Me/Meet-Me ...........................................................................82

Using the Unified Fax Printer with Call-Me/Meet-Me .....................................................82

Ending a Call-Me/Meet-Me Session..................................................................................83

QuickPick and the Unified Read Message Form...................................83

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Interpreting the Message Sequence ................................................................85

Message Form Components.............................................................................86

QuickPick and Read Message Form Toolbar....................................................................88

Unified Message Player Controls......................................................................................88

Using QuickPick and the Read Message Form...............................................89

Using QuickPick and Auto-play with Unified Messages................................91

Creating Unified Messages.....................................................................91

Recording a Voice Message .............................................................................92

Unified Message Attachment Icons and Labels................................................................94

Considering your Recipient’s Messaging LImitations ...................................95

Sending Voice Attachments..............................................................................................95

Replying to Callers............................................................................................................96

Using Text in Unified Messages.......................................................................................97

Addressing and Sending Unified Messages .........................................98

Sending your Message........... ...... ....... ...... ....... ...... ....... ...... ....... ...... ...... ....... ....9 9

Saving and Deleting Unified Messages ............................. ....................99

Deleting Messages..................................... ....... ...... ....... ..................................100

Printing Messages ...................... .................................................... .......100

Where to Go from H er e........................... .. ............................... .. ............10 1

4. Web Access to Exchange............................................................103

What You Can Do with the Web Client.................................................103

Choosing between the Web Client and Outlook to Access Messages.......104

Connecting to Your Mailbox through the Web....................................105

Errors on Logon...............................................................................................106

Downloading Plug-ins .....................................................................................106

Netscape Plug-in .............................................................................................................107

Introduction to the Web Interface............................. ................... .........108

Using Web Client Online Help ........................................................................108

Web Client Main Screen ..................................................................................109

Sorting the Message List.................................................................................................109

Inbox Toolbar Buttons.....................................................................................................109

Inbox Message List......................................................................................... 110

Other Folders................................................................................................... 111

Outlook Bar......................................................................................................................111

Playing Voice Messages In the Web Client..........................................112

Managing Messages In the Web Client......................................... .......115

Sorting Messages in the Web Client Inbox................................................... 115

Marking as Read or Unread............................................................................ 116

Deleting Incoming Messages........................... ...... ....... ...... ...... ..................... 116

Creating Messages In the Web Client .................................................. 116

Recording Voice Messages............................................................................ 118

Attaching Other Files To Your Message.........................................................................119

Recording Multiple Voice Messages...............................................................................120

Saving Draft Messages ....................................................................................................121

Addressing and Sending Messages.....................................................121

Finding an Address in the Directory ............................................................. 122

Where to Go from H er e ............ ... ............... .. ............................... .. .........123

5. Using OnePoint Messenger Fax Features ................................ 125

OnePoint Messenger Fax Options...................................... ..................125

Unified Fax Printer Overview ......................................................................... 127

Overview of Fax Options Using a Telephone............................................... 127

Creating Faxe s...................... .. .. ................ .. ................ .. ..........................1 2 8

Creating Faxes with Unified Fax Printer....................................................... 128

Using QuickFax to Send a Fax to a Fax Machine...........................................................129

Sending Faxes through Outlook....................... .. ..................................131

Creating Faxes Offline.................................................................................... 132

Creating Faxes with the Fax on Demand Service........................................ 133

Viewing and Annotating Fax Messages...............................................133

Organizing Faxes ............................................................................................ 134

Viewing the Fax............................................................................................... 135

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Using Imaging for Windows............................................................................135

Using the Imaging for Windows Toolbar.......................................................................137

Rotating a Fax ..................................................................................................137

Using Thumbnail Views .................................................................................................137

Zooming In and Out of a Fax ..........................................................................138

Annotating Faxes.............................................................................................139

Using Imaging for Windows Annotation Tools..............................................................139

Combining Documents....................................... ..... .................................. ...... ...... ..........141

Forwarding or Answering a Fax......................................................................................141

Saving Faxes ...................................................................................................................142

Printing Faxes ......................................................... .................. .............142

Using A Telephone to Access Fax Features .......................................143

Setting Your Fax Delivery Number.................................................................143

Sending Faxes to a OnePoint Messenger User by Phone ...........................145

Method 1: Send a hardcopy fax via the Message Center................................................145

Method 2: Send a hardcopy fax after you leave a voice message...................................146

Method 3: Send a fax message from your own mailbox.................................................146

Method 4: Use the OnePoint Messenger Direct Inward Dial (DID) feature................... 147

Method 5: Send a walkaway fax via the Message Center...............................................147

Routing Fax and E-mail Messages to a Fax Machine...................................147

Routing Method 1: Route the message to your default fax phone number.....................149

Routing Method 2: Route the message to the online fax machine..................................149

Routing Method 3: Route the message to another fax machine......................................150

Using Fax on Demand .....................................................................................150

Where to Go from H er e........................... .. ............................... .. ............15 1

6. Setting Preferences.................................... ....... ....... ............. ......153

Preferences Overview............................................. .. .............................153

Telephone Settings Available on Your PC.....................................................154

Greetings Overview .........................................................................................154

How the TUI Selects which Greeting to Play.................................................................155

Setting Preferences on the Unified Messaging Tab ...........................156

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Recording and Setting Your Name and Greeting.................... .. ..........157

Changing your Telephone Passcode............................................................ 159

Using the Out of Office Assistant to Alert Contacts...........................160

Creating a Telephone Message Alert................................................... 161

Where to Go from H er e ............ ... ............... .. ............................... .. .........163

7. Using OnePoint Messenger from a Telephone ........................ 165

Overview of Telephone User Interface Functions ...............................166

Automated Attendant and Message Center.................................................. 166

Dial by Name.................................................................................................... 168

Example of Using Dial by Name.....................................................................................169

Routing Calls in a Multi-site Organization......................................................................170

Faxing and Paging .......................................................................................... 171

Learning to Use the TUI.........................................................................171

OnePoint Messenger TUI Diagram ................................................................ 173

List of TUI Menus ............................................................................................ 176

Menu A: Incoming Call...................................................................................................176

Menu B: Main..................................................................................................................177

Menu C: Play Message ................................................................................ ...... ...... ........177

Menu E: Make Message ..................................................................................................178

Menu F: Recipient Management......................................................................................179

Menu G: Message Addressing Options...........................................................................179

Menu H: User Options.....................................................................................................179

Menu I: Advanced Options..............................................................................................179

Menu J: Fax Storage Options...........................................................................................180

Menu K: Change Your Default Fax Number...................................................................180

Menu L: Record Name ....................................................................................................180

Menu M:

Change

Greeting............................................................................................180

Menu ME: Enable Greeting............................................................................180

Menu MR: Record Greeting...........................................................................181

Menu N: Inbox Options...................................................................................................181

Menu O: Text Playback Options .....................................................................................181

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Menu P: Pager Options ...................................................................................................181

Menu Q: Outside Caller Messaging................................................................................182

Handling Incoming Messages from a Telephone......................... .......183

Message Waiting Indicator..............................................................................183

Accessing Your Messages from within Your Mailbox..................................184

Message Play Order ........................................................................................................185

Menu C: Message Playback............................................................................................186

Menu D: Fax Transmittal Options ..................................................................................188

Making Messages from a Telephone....................................................189

VPIM Messaging ... ...... ...... ....... ...... ....... ............................................. ...... ....... ..19 0

Menu Q: Outside Caller Messaging................................................................190

Making Messages from Your Mailbox............................................................191

Menu E: Make Message..................................................................................................193

Message Addressing Options (Menu G).........................................................................193

Recipient Management (Menu F) ...................................................................................194

Responding to a Message to You....................................................................................194

Sending Messages to Distribution Lists..........................................................................195

Setting Telephone User Interface Options ..........................................196

Changing your Telephone Passcode from the TUI.......................................197

Changing your Name or Greeting from the TUI ............................................198

Setting Advanced TUI Options (Menu I: Advanced Options).......................199

Setting Fax Options.........................................................................................................199

Setting Pager Options......................................................................................................199

Message Delivery Paging................................................................................................200

Setting Inbox Options (Menu N: Inbox Options)...........................................201

Text Playback Options (Menu O: Text Playback Options)...........................202

Where to Go from H er e........................... .. ............................... .. ............20 3

A. Tuning Your Multimedia Setup ...............................................205

Testing Your PC Sound Setup and Volume Levels ............................205

Setting Playback and Recording Volumes..........................................206

Troubleshooting Playback..............................................................................207

Troubleshooting Recording........................................................................... 207

B. Standard Windows Controls .................................................... 209

Windows Controls..................................................................................209

Scrolling........................................................................................................... 209

Title Bar, Menu Bar, and Toolbar..................................................... .. ...210

Using Toolbar Buttons ................................................................................... 210

Status Bar ........................................................................................................ 210

Control Menu................................................................................................... 210

Restore, Maximize, and Minimize Boxes........................................................................211

Displaying Menus............................................................................................ 211

Choosing Commands from Menus..................................................................................212

Moving Around in Dialog Boxes.....................................................................................212

Using Windows WinHelp for Online Help ............................................212

Index............................................................................................... 215

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Figures

Figure 1-1 OnePoint Messenger Unified Messaging Network. ...............................31

Figure 2-1 DCOM Dialog ........................................................................................47

Figure 2-2 First Screen of Exchange Setup Wizard .................................................49

Figure 2-3 Second Screen of Exchange Setup Wizard .............................................49

Figure 2-4 Third Screen of Exchange Setup Wizard ...............................................50

Figure 2-5 Setup Wizard, Personal Address Book Path ...........................................50

Figure 2-6 Services Dialog .......................................................................................51

Figure 2-7 Add Serice to Profile Dialog .................................................................52

Figure 2-8 Microsoft Exchange Server, General Tab ..............................................52

Figure 2-9 Version Reader .......................................................................................56

Figure 3-1 Outlook Main Screen, Folder View ........................................................64

Figure 3-2 In-cell Editing in Outlook Inbox List .....................................................72

Figure 3-3 Unified Messaging Tab ..........................................................................79

Figure 3-4 Call-Me/Meet-Me Connection Dialog ....................................................81

Figure 3-5 Call-Me Connection Status Message ......................................................81

Figure 3-6 Call-Me Connection Confirmation Message ..........................................81

Figure 3-7 Meet-Me Status Window ........................................................................82

Figure 3-8 QuickPick Window .................................................................................84

Figure 3-9 Unified Read Message Form .................................................................85

Figure 3-10 The Unified Message Player ...................................................................89

Figure 3-11 OnePoint Messenger Recorder ...............................................................93

Figure 3-12 New Unified Message Form ...................................................................94

Figure 4-1 Browser Logon Screen and Password Screen ......................................105

Figure 4-2 Netscape Plug-in Download Start Dialog .............................................107

Figure 4-3 Netscape Plugin Download Security Alert ...........................................107

Figure 4-4 Web Client Main Screen. ......................................................................108

Figure 4-5 Message List Sort Options ...................................................................109

Figure 4-6 Web Client Read Message Form, Voice Message ...............................113

Figure 4-7 Two Voice Messages on One Form .....................................................114

Table 4-1 Read (Incoming) Message Form Toolbar Buttons............................... 115

Figure 4-8 Message Summary Delete Check Box ................................................116

Figure 4-9 Web Client New Unified Message Form .............................................118

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Figure 4-10 Voice Recorder. ....................................................................................118

Figure 4-11 Mail Form, Attachments Tab ..............................................................120

Figure 5-1 Unified Fax Printer Dialog ...................................................................129

Figure 5-2 Personal Fax Cover Page Generator .....................................................130

Figure 5-3 Unified Read Message Form with Fax Attachment ............................134

Figure 5-4 Inbox, Message Type Indicator Sort Button .........................................135

Figure 5-5 Fax Displayed in Imaging for Windows .............................................136

Figure 5-6 Imaging for Windows Toolbar for Page Manipulation ........................137

Figure 5-7 Page and Thumbnail View ...................................................................138

Figure 6-1 Unified Messaging Tab ........................................................................156

Figure 6-2 Recorder ...............................................................................................157

Figure 6-3 Out of Office Assistant .........................................................................160

Figure 6-4 Outlook Inbox Assistant Telephone Message Alert .............................162

Figure 7-1 Menu Item Format Description ............................................................173

Figure 7-2 OnePoint Messenger Telephone User Interface ...................................174

Figure A-1 Control Panel, Multimedia Properties ..................................................207

Figure B-1 Outlook Help Menu ..............................................................................213

Figure B-2 Help Index ............................................................................................214

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About This Guide

This guide describes how to install and use the client components of OnePoint Messenger™, a multimedia messaging application from Baypoint Innovations that consolidates voice mail, fax, e-mail, and compound messages i n one Microso ft Ex change™ mailb ox. You can access this mailbox from a te lephone or a PC runn ing W indo ws 95™, Windows 98™, or Windows NT™. On a PC, you can use a compatible version of Microsoft Outlook™ or a compatible Web browser (see Chapter 2, page 43).

Section Page

How to Use This Guide 15 Conventions Used in This Guide 16 Other Documentation 16 Where to Go from Here 18

How to Use This Guide

This manual is written for the end user. It also contains instructions that will be useful to the installer of the client components of OnePoint Messenger.

If you are an end user, see Chapter 1 (page 19) for an overview of the features that are expl ained in each cha pter . See also the “Wher e to Go from Here” heading that appe ars bel ow (and at the end of every chap ter) for chapter summaries. In Acrobat, blue text, such as in the chapter contents list abov e, indicat es hyperli nks that you ca n click to jump to the referenced spot.

NOTE: OnePoint Messenger has many optional features, such as text-to-speech, paging notification of unified messages, and Web access to your mailbo x. As k your system a dminist rato r what featu res are enabled for you.

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, Issue 2, 12/7/00 15

If you are the installer, you can use the instructions in Chapter 2 (page 43) to install OnePoint Messenger on each user’ s PC. Als o, see the OnePoint Messenger Installation Guide.

If you are the administrator, you can use this guide as a resource to answer users’ ques tions a bout OnePoi nt Messeng er. It is not intended as a substitute for Microsoft Outlook and Web browser documentation or for th e OnePoint Messenger Administrator Guide.

Conventions Used in This Guide

The word “press” is used with keyboard commands, and the key names are shown in brackets, with initial capitals, such as “Press [Enter].”

Menu names, menu commands, and bu tton names a re shown in bold. For example, “From the File menu, choose Save.”

The word “select” is used to identify options in a dialog box. Generally, you would click something in the dialog, such as an item in a l ist or a radio button, but you us ual ly can select the item by navig at ing to it with keys —usually the Tab key.

Italic type indicates titles of publications and variables.

Typeface in Commands

For statements in command syntax format,

type like this

indicates the c haracter s you sh ould type , and italic

small monospace

type designates the variables that you are to replace with other information. For example, in the following command, you type the word “install” but replace “drive” and “directory” with the names of the drive and directory you’re using:

\\(drive)\(directory)\

install

Where to Go from Here

NOTE: This heading appea rs at the end of each cha pter to gi ve you a

preview of the remaining chapters.

• For a general overview and definitions of terms used in the OnePoint Messenger product suite, see Chapter 1, “What

OnePoint Messenger Can Do for You” on page 19 .

• To install OnePoint Messenger on your PC, see Chapter 2,

“Installing OnePoint Messenger Client Components” on page 43.

• To use OnePoint Messenger to send and receive voice messages and other mail through Outlook, see Chapter 3, “Using OnePoint

Messenger with Outlook” on page 61.

• To use OnePoint Messenger on the World Wi de Web with Internet Explorer™ and Netscape™ to receive and send voice messages, see Chapter 4, “Web Access to Exchange” on

page 103.

• To use OnePoint Messenger to view, annotate, create, and send faxes via telephone or e-mail, see Chapter 5, “Using OnePoint

Messenger Fax Features” on page 125.

• To use your PC to configure or modify the telephone user interface, such as recording your name and greeting announced on the telephone, see Chapter 6, “Setting Preferences” on

page 153.

• To learn how to use the Telephone User Interface (TUI), see Chapter 7, “Using OnePoint Messenger from a Telephone” on

page 165.

• To learn how to test your multimedia controls, see Appendix A,

“Tuning Your Multimedia Setup” on page 205.

• To learn about standard Windows controls, which are used with Outlook, see Appendix B, “Standard Windows Controls” on

page 209.

• To find a desired topic, see the Table of Contents or the index of this book.

18 About This Guide

1. What OnePoint Messenger Can Do for You

This chapter introduces you to OnePoint Messenger and explains the program’s terms and concepts. It contains the following sections:

Section Page

What Is OnePoint Messenger and Unified Messaging? 19 What’s New in OnePoint Messenger 2.0 20 OnePoint Messenger Messaging Interfaces 23 Using Voice Profile for Internet Mail (VPIM) 28 How OnePoint Messenger Works 31 Setting OnePoint Messenger User Options 34 Terms and Components 35 Where to Go from Here 40

What Is OnePoint Messenger and Unified Messaging?

OnePoint Messenger is a suite of client and server software components that brings unified messaging to your telephone and PC. Uni- fied messaging is the combination of voice mail, fax, and e-mail in a single Inbox with a sin g le poi nt of u ser admi nistration, thus the n ame “OnePoint Messenger”. However, although you have a single Inbox, you have multiple ways to a ccess it. See “OnePoint Messenger Mes-

saging Interfaces” on page 23.

In OnePoint Messenger, a unified message is any message that you create with OnePoint Messenger tools, either with the New Unified Message form that OnePoint Messenger adds to Outlook or a telephone message, including fax, stored by OnePoint Messenger on Exchange. Even if yo u use the New Unified Mess age form simply to create a text e-mail message, we consider it a unified message. This

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distinction is important for several reasons. It affects what messages are available to some OnePoint Messenger users over the telephone or through their pagers. Unified messages have special icons that provide utility such as more sorting options and message component access through QuickPick and QuickPlay, features added to Outlook by OnePoint Messenger.

What’s Ne w in OnePoint Me ss enger 2.0

New features in this releas e include:

• Support for the “.wav” sound file format for voice messages, while continuing to support the “.cvv” format for existing voice messages. See Chapter 3 (page 61).

• Calling Line Information ( CLI), which is the name or phone n um- ber of the ca ller. It appears in the Subject field of a m essage when sent from a telephone. When leaving a telephone message for a OnePoint Messenger user, you can also change the number that appears. See Chapter 7 (page 165).

• Fax Gateway, which enables you to send a fax or text message directly to a fax machine from Outlook.

• Latin American Spanish telephone user interface (TUI) prompts can be installed on the Telephony Server, in addition to British and American English, to allow you to have a choice of TUI languages separately at the system level and within your mailbox.

• Message delivery fault toler ance—When the Micros oft Exchang e goes offline, OnePoint Messenger continues to take and store telephone messages. When Exchange comes up, the messages are delivered, providi ng an extra degre e of “guarante ed delivery”. See “Post Office Resiliency” on page 28.

NOTE: This feature is not yet operational.

• Multiple greetings, which you can record and set for various conditions both from the telephone and from Outlook. See Chapters 6 (page 153) and 7 (page 165).

• Outlook 2000 support, in addition to Outlook 98 (Outlook 97 is not supported)

• QuickFax, which enables you to create and send a fax directly to a fax machine from any application along with the option to create a personal cover page or use a system fax cover page. See Chapter 5 (page 125).

20 Chapter 1. What OnePoint Messenger Can Do for You

• QuickPlay, which adds enhanced voice message playing options directly from the Outlook Inbox list, including support for CallMe/Meet-Me. See Chapter 3 (page 61).

• Voice Profile for Internet Mail (VPIM) support, which enables you to receive voice messages in your Inbox from other voice mail systems. With a separate site feature license, you can also send VPIM messages. See “Using Voice Profile for In ternet Mail

(VPIM)” on page 28. You can send the same message to a VPIM

address, standard e-mail address, and a fax machine.

• You can now change you telephone passcode from Outlook without having to remember your current passcode. See Chapter 6 (page 153).

OnePoint Messenger Highlights

With OnePoint Messenger, you can:

• Access both your e-mail and voice mail from any phone or PC.

• From any telephone, you can cal l your ma ilbox and list en to your e-mail converted to speech for you by t he Text-to-Speech feature.

• From any telephone , you can reply to and forward e-mail, voice mail, and faxes, includi ng message s sent from ano ther voi ce mail system.

• Create and send compound multimedia messages on your PC desktop or telephone. Unified messages may include graphic or text components and voice, fax, and other types of attachments.

• Send and receive messages through the Internet to other Internetenabled (“VPIM-compliant ”) voice mail systems.

• Perform advanced fax c reation , viewi ng, and manage ment. Anno tate faxes on your desktop and forward them directly to a fax machine or to any e-mail account or VPIM-compliant voice mail system. The Text-to-fax feature means you can convert any document to a fax, and also download text email to a fax machine.

• Add phone messages to advanced Outlook file management, including integration with My Computer, Web “Favorites,” personal folders, and public folders on Exchange.

• Record telephone greetings for vari ous conditi ons, rangin g from a busy-phone greeting to an extended out-of-office greeting, from either your PC or telephone.

What Is OnePoint Messenger and Unified Messaging? 21

Using OnePoint Messenger Creatively

OnePoint Messenger users with cellphones and long commutes appreciate telephone features such as Text-to-Speech, forwarding messages to fax machines, sending voice messages to distribution lists, and getting paged when urgent message arrive.

Desk-bound users appreciate the OnePoint Messenger “Quick” features in Outlook—QuickPick, QuickPlay, and QuickFax—and the ability to manage telephone messages as e-mail, such as forwarding or replying to telephone messages as e-mail.

The combination of telephone and e-mail in one interface with a graphical u ser interfaces enables synergies, such as so rting all messages by sender or storing related messages in one subfolder.

Typically, old telephone messages stack up because, to remember what an old message contains, you must listen to each message in sequence. OnePoint Mess enger essentially tu rns those messages into e-mail with voice attach ments, so, not only ca n you point and clic k to access any message, you can make comments on the Subject field to remind you of the subject matter or sender, set importance or reminder flags, and add text or voice comments on the body of the message. Also, OnePoint Messenger adds the QuickPlay button to the Outlook Inbox (see page 74), so you can scan voice messages by jumping from one to any other one.

QuickPick (see page 24) is another time-saving feature that is especially useful for accessing particular components in a message that contains multiple attachments or a sequence of replies.

If you are travelling, you can download all your messages onto your laptop before you leave. While t ravell ing, you ca n access your Inbox by using either Web Client (see page 103 in Chapter 4) or a Meet -M e connection (see page 82 in Chapter 3). You can use any PC with Internet access. You can route text messages or faxes from your Inbox to any fax machine, so you don’t need a printer.

OnePoint Messenger’s fax functionality also provides a number of incidental benefits. A fax machine becomes a scanner to import documents into your I nbo x. I n t he ot her di rection, you can c rea te review documents from any application by turning the document into a fax image and sending it either as a fax or as e-mail.

22 Chapter 1. What OnePoint Messenger Can Do for You

OnePoint Messenger Messaging Interfaces

OnePoint Messenger provides automated telephone answering and messaging, and it interfaces with the Microsoft Exchange e-mail server to give you acc ess to all your messa ges from your computer or any telephone. It also provides several ways for you to send faxes. OnePoint Messenger provides three ways for you to access your Inbox:

Telephone: You can access your mailbox from any telephone to retrieve and send voice and fax messages and text e-mail. You can reply to or forward incoming messages, route messages to a fax machine, and create new messages. See Chapter 7 (page 103) for details on the Telephone User Interface (TUI).

Outlook: OnePoint Messenger adds your t elepho ne mess ages t o y our Outlook e-mail and enables you to more easily create messages with voice and fax content. See Chapter 3 (page 61) for details on using OnePoint Messenger with Outlook.

Desktop Fax: You can choose the Unified Fax Printer from any application that ha s a pr int menu. The Unified Fax Print er di alo g has several options for creating faxes, now including QuickFax for sending a fax directly to a fax machine. See Chapter 5 (page 125) for details on faxing.

Web: The Web i nterface to your mai lb ox provides you access to both your e-mail and t el ephone messages from any co mp ute r connected to the Internet or your LAN. The Web client provides most of the same functionality as Outlook and simul at es th e Outl ook int er fa ce for easy use. The main difference is that the Unified Fax Printer does not automatically create fax attachments in the Web client. See Chapter 4 (page 103) for details on using Web Client.

To access and create unified messages from either a Web browser or Microsoft Outlook™, see “What You Need on Your PC” on page 44 in Chapter 2). Compatible Web browsers are Internet Explorer

4.0™+ or Netscape 4.0™+ (se e page 44) on any Windows 95 (or

higher) PC connected to the network or the Internet.

OnePoint Messenger Messaging Interfaces 23

What You Can Do with OnePoint Messenger on a PC

The OnePoint Messenger features that you can access on your PC depend on what features your organization has set up for you on the Exchange and Telephony Servers.

At the most basic level, your Inbox may have no unified messaging privileges. However, OnePoint Messenger users can send anyone a unified message, and people who do not have OnePoint Messenger installed can still play the fax and voice content using the standard image viewer and sound player that are bundled with Windows.

The next level of OnePoint Messenger privileges is access to your Inbox through the telephon e. Those featur es are descr ibed in the ne xt section.

With the Full Unified Messaging license, you can install OnePoint Messenger on your PC. When you install OnePoint Messenger on your PC, you can choose whether to install the Outlook client, the Unified Fax Printer, or both. If your organization has purchased the Web site license, you can access your mailbox with a Web browser from any PC with access to your Exchange Server, either via the LAN or via the Internet.

Within Outlook, the Call-Me feature, while standard, has levels of availability set by your Telephony Server and Exchange administrators. Otherwise, all features described in Chapters 3 through 6 are available. The basic features that OnePoint Messenger adds to Outlook include the abilit y to re cei ve messages as unified messages both other OnePoint Messe nger u sers and from t elephon e cal lers. You can play unified messages using a Unified Message Read form, QuickPick, QuickPlay, Call-Me, and Meet-Me. These features are detailed in Chapter 3. In summary, they are:

Call-Me and Meet-Me—These are two ways to use a phone as a listening and recording device while you are using Outlook (see below).

QuickFax—This is a new option in the Unified Fax Printer dialog that enables you to send a document as a fax directly to a fax machine. You can use the system fax cover page or create one through an included cover page creation dialog.

QuickPick—This opens a window in Outlook to display the compo- nents of a selected unified message. It represents each of the component parts (attachments, text, embedded images) in each message in the reply sequence, providing direct access to any component.

24 Chapter 1. What OnePoint Messenger Can Do for You

QuickPlay—This enables yo u to play voic e messages from the Inbox list without opening them (See below.)

Unified Fax Printer—Unified Fax Printer uses the print menu of any Windows application to create a multi-page TIFF fax image of the active document. Unified Fax Printer can spawn a New Unified Message form in Outlook to which it attaches the fax image or send the fax directl y to a fax machine (see QuickFax.)

The Unified Messaging tab—This is a tab in the Options dialog of Outlook that contains your pre fer enc e set ti ngs for ope nin g messa ges, setting your telephone passcode, spoken name, and greetings.

Web Client—If your organization has set up Web access to e-mail, you can access your mailbox on your Exchange Server from any PC that can connect to it from the LAN or In ternet. You do not need to install anything prior to making the con necti on. For detai ls, see Chap ter 4 (page 103).

Playing and Viewing E-mail, Fax, and Voice Messages

When you double-click a header, the message form opens. If there is an attachment, it appears as an icon in the message form. Doubleclick the ic on to start the associated vie wer/player. You can listen to voice messages using either speakers or headphones attached to a sound card installed in your PC.

Call-Me/Meet-Me

Call-Me and Meet-Me are two related features that OnePoint Messenger adds to Outlook. They are alternative ways of setting up a connection between your computer and your telephone so that you can use your telephone with Outlo ok as a subst itut e for a microphon e and speakers. In both Call-M e and Mee t- Me , once y ou set up t he con nec tion, you control what message plays or the progress of a recording session by using your computer controls in Outlook. Your telephone simply replaces the speakers and microphone. The difference between Call-Me and Meet-Me is how the telephone-computer connection is established:

• Call-Me: Initiate the connection from Outlook by signalling Telephony Server to call your telephone. Your telephone rings. When you answer, the message appears on-screen indicating a successful connection.

• Meet-Me: Initiate the telephone connection from Outlook by signalling Telephony Server to expect a call to your mailbox from

OnePoint Messenger Messaging Interfaces 25

you, then dial the Message Center from your telephone. The resulting interface is the same as for Call-Me.

Details on choosing and us ing a playe r and rec order ar e in “Choosing

between Telephone and Desktop Audio” on page 76 and “Choosing between Call-Me and Meet-Me” on page 78 in Chapter 3.

Sending, Viewing, and Annotating Faxes

OnePoint Messenger displays incoming faxes in Outlook and your Web mailbox interface. Opening a fax invokes your default TIFF viewer , usual ly Imaging for Windows, an applic at ion that is bundl ed with Win dows. This program shows the f ax image and allows you to magnify it, change its orientation, annotate it, and print it on a printer.

OnePoint Messenger n ow provi des t wo ways t o cre ate a fax. With the first, you can create a fax from any document and attach it automatically to an e-mail message. The new al ternati ve enables you to create a fax from any document, attach a cover page to it, and send it as a traditional fa x ( wit h no other added text o r a tt ach me nts ) t o any recipient including voice mailboxes and fax machines. See Chapter 5 (page 125) for details on creating, viewing, annotating, and printing faxes.

Managing Your Mail

Use the main screen of your Inbox to view a combined list of your telephone and e-mail messages. You can sort, file, display, delete, forward, reply to , and other wise man age you r unifi ed mess ages i n the same ways that you can manage standard e-mail. You can open a New Unified Message for m fr om any folder. For details on using the Inbox, see Chapter 3 (page 61).

Using the standard functionality of Outlook, you can also manage your voice mail better than with any voice mail system. For example:

• You can create subfolders in your Inbox for people, projects, and content types. For example, you might create a folder for a particular person, to which you move all messages (including voice messages) to and from that person, then add notes about conversations. That same folder can hold relevant faxes, e-mails, and documents (which you can attach to draft messages so that you can consol idate them in that folder). You might also create a folder for a particular project, to which you can add copies of relevant messages from the o ther folder.

26 Chapter 1. What OnePoint Messenger Can Do for You

• Use the Outlook Inbox Assistant to filter messages by sender, type, or priority. You can even create a virtual message waiting alert list for voice messages. See “Creating a Telephone Message

Alert” on page 161 in Chapter 6, or see your Outlook documen ta -

tion. For example, rather than hear from your voice mail system only that you ha ve “17 saved mess ages” , you mi ght cr eate a High Priority folder in Outlook, to which you have the Inbox Assistant automatically copy all e- mail and v oic e message s from your boss.

• Also using the Inbox Assistant, you can create automatic replies as out-of-offi ce alerts. See “Using the Out of Office Assistant to

Alert Contacts” on page 160 in Chapter 6, or see your Outlook

documentation.

Recording Greetings and Spoken Name

You can use a microphone attached to your PC or use a telephone to review and update your tel ephone greetings and sp oken name . Greetings are played to callers when they are forwarded to your mailbox when you do not answer y our tele phone. Your spoken name is playe d in several situations, most commonly when another OnePoint Messenger user uses a telephone to access his or her mailbox and then address a message to you.

For details on recording your greeting or name using your PC, see Chapter 6 (page 153). For details on recording using a tele phone, se e Chapter 7 (page 165).

NOTE: Call-Me/Meet/Me is not available for recording name and greeting.

What You Can Do with OnePoint Messenger on a Telephone

Depending on the features invoked for you, OnePoint Messenger functionality is very similar using either a PC or a telephone. Using any standard touchtone telephone, you can:

• Access voice, fax, and text e-mail messages. You can specify which parts of the mess ages you want t o hear and in which order. You can set whether text from e-mail messages is spoken to you.

• Forward faxes and e-mail in your mailbox to any fax machine. You can set a particular default fax machine telephone number, or have the fax sent to the number fro m which you are ca ll ing, or enter another number.

OnePoint Messenger Messaging Interfaces 27

• Answer or forward messages, including e-mail, voice, and fax messages.

• Send new voice and f ax messages to one or many people at once, including to system distribution lists. For details on accessing distribution list s, see “ Sendi ng Messag es to Dis trib ution Li sts” in Chapter 7.

• Change your passcode, default fax delivery number, and pager number.

• Record telephone greetings and your name.

Post Office Resiliency

OnePoint Messenger 2.0 has a feature called Post Office Resiliency that provides an extra degree of fault tolerance for telephone messages. If callers attempt to leave a message for you when Microsoft Exchange is not working, the OnePoint Messenger Telephony Server will store the message until your Inbox is available on Exchange. This helps to ensure both that the caller has the ability to leave the message and that you receive it.

Exchange must come back onlin e for you to receive t he message from any client. To access the message from a telephone, both the Exchange Server and Telephony Server must be operati ona l a nd c ommunicating. The time stamp for the message will be the time that it reached your Inbox.

NOTE: This feature is not yet fully operational .

Using Vo ice Profile for Internet Mail (VPIM)

OnePoint Messenger now provides the ability to exchange messages with users of voicemail systems that support the Voice Profile for Internet Mail (VPIM) RFC 2421 standard. The VPIM standard allows compliant telephon e voice mail systems to exchange messages over the Internet. OnePoint Messenger complies with the standard with one exception: it does not support sensitivity attributes (Confidential/Not Confidential) sent by other voicemail systems.

Message attributes required by the VPIM standard that OnePoint Messenger supports inc lud e sender name, VPIM address, impo rt anc e (OnePoint Messenger uses Urgent/Not Urgent), return receipts, nondelivery notices for co mponents or recipie nts, and reci pient name and address. If the message is generated fr om an e-mail client, a subject line is also a vailable.

28 Chapter 1. What OnePoint Messenger Can Do for You

Communicating with Users of Other Voice Mail Systems

If your recipient uses a voic e mail syst em that conforms to the VPIM standard, you can address messages to that system by using a special “VPIM” addressing format. On the PC, using Outl ook or Web Client, you have three ways to enter the address:

• Enter the complete address as defined by your recipient’s mail server. The VPIM address is in this form:

[VPIM:<user address>@<Internet domain name>]

Typically, the part occupied by “

” is the user’s

mailbox number, which is usually the user’s telephone extension.

• You can have the person send you a message, so that you can reply to it and capture it t o your Co ntact s lis t. Recor d the addres s in the form shown above. For example, if the address is 1234@myco.com, enter it as:

[VPIM:1234@myco.com]

If you alrea dy have an entry for your recipient’s e-mail addres s, you might add the full VPIM address as an alternate e-mail address or you might create a separate contact with a name that better identifies the address as a VPIM address. When you address a VPIM message to your recipient, enter his or her alias, click Check Names, then choose the VPIM address from the list of alternatives when the list appears.

• Your Exchange administrator can create Custom Recipient accounts, which make the addresses of users of other mail systems available to all of your Exchange users from the system address book. If your VPIM recipient is someone who would receive messages via VPIM from other members of your organization, ask your Exchange administrator to enter the VPIM address in a Custom Recipient accou nt for that person.

Because many voice mail systems only accept voice and fax messages, it can be helpful for the Exchange administrator to indicate that the Custom Recipient mailbox has that limitation by adding something like “voice only” to the Custom Recipient name. You would see that note in the address list and know not to send text or non-voice/fax attachments to that address.

T o addres s a message t o a VPIM recipi ent from a tel ephone, you ha ve the second two options listed above. You can reply to a message

Using Voice Profile for Internet Mail (VPIM) 29

from the VPIM user or access the Custom Recipient address through the Dial by Name (DBN) feature (see “Dial by Name” on pag e 168 in Chapter 7). As above, if your Exchange administrator appends “voice only” to the Custom Recipient name, you would enter enough of the user’s last name for OnePoint Messenger to identify a short list of possible recipients, and you would then be able to recognize the VPIM account because the TUI would speak the VPIM user’s name followed by “voice only” (or “VPIM” or whatever the Exchange administrator appends to the user name).

Communicating with Remote OnePoint Messenger Users

When the Microsoft Excha nge administr ator sets up an Exchange Site Connector connection with other Exchange Servers, the connector copies those remote addresses to your system directory. If OnePoint Messenger is installed on that remote Exchange Server, unified messages that you send to those users will be handl ed as unified messages by that remote Exchange Server. When one of those remote users sends a new unified message t o you or in repl y to your mess age, y our client application s will t reat t he messag e as a unifie d mess age, givi ng you the extra OnePoint Messenger controls.

With VPIM, you now have another way to address messages. When a remote Exchange Server is not connected to your Exchange Server with a Site Connector, using a VPIM address to send a unified message to another On ePoint Mes senger us er at that si te is the bes t way to address the message. The problem with using a standard e-mail address is that some unifi ed message coding is lost in t ransmis sion so some functionality with that message is lost to the recipient (and to you if your recipient replies). The VPIM protocol preserves the unified messa ge coding.

Distribution Lists

Yo u can address messages to system distri bution lists that consist of combinations of addressee types. Some recipients can be OnePoint Messenger users at the local Exchan ge Site, OneP oint Messenger users at remote Exchange Sites, and recipients at other e-mail and VPIM-compliant voice mail systems. The only problem will be the inability of some VPIM voice mail systems to receive some attachments. You will receive a non-delivery notice for those undelivered components. To counter that possibility, it is best for the Exchange administrator to separate the VPIM addre sses into a sepa rate distribution list.

30 Chapter 1. What OnePoint Messenger Can Do for You

How OnePoint Messenger Works

On your Windows PC, OnePoint Messenger adds telephone controls to Microsoft Outlook. OnePoint Messenger provides a Web Client, so that you can use the Internet to access your mailbox on the Exchange Server. The Web Client automatically downloads to your PC when you log in to Exchange through a Web browser. See Chapter 4 for details.

OnePoint Messenger is part of the communications system shown in

Figure 1-1 below. The OnePoint Messenger server software runs on

two Windows NT Server 4.0 computers. One is the Telephony Server, which has telephony linecards that connect to the telephone network, typically through a PBX, as shown below. The Telephony Server connects to the OnePoint Messenger-enhanced Microsoft Exchange mail server through your local area network (LAN).

Figure 1-1 OnePoint Messenger Unified Messaging Network.

When you access OnePoint Messenger through a telephone, the call goes through the PBX to the Telephony Server, which connects you to OnePoint Messenger mailboxes—yours and others’—on the Microsoft Exchange Server.

If someone calls you and you do not answer, the call is routed by your PBX to the Telephony Server, which plays your greeting, then records and sends the cal l er’s message to your mailbox on Exchange.

How OnePoint Messenger Works 31

When you use Outlook on your office PC to access your mailbox on Exchange, all of the traffic betwe en yo ur computer and Exchange ar e through your office network. For example, when you make changes to your telephone greeting using your PC, that greeting goes over the network to Exchange. It then is copied to the Telephony Server, which keeps a cache of such user information so that there are few data transfers between servers to delay the messaging session.

Using OnePoint Messenger on Windows with Outlook

OnePoint Messenger clients run only on Windows 95, Windows 98, or Windows NT. See “OnePoint Messenger Installation Require-

ments” on page 43 in Chapter 2 for details on hardware and software

prerequisites and setup. Chapter 3 (page 61) covers the use of OnePoint Messenger on Out-

look, providing general information on the Outlook Inbox. Online help for OnePoint Messenger is available from the Outlook Help menu under OnePoint Messenger Help. Training cards are in the OnePoint Messenger program group.

For ease of use, OnePoint Messenger uses the full graphical functionality of W indows a nd the conventiona l con trols, so, if yo u are familiar with using Windows, you will be able to use OnePoint Messenger with very l itt le trai ning. The One Point Messe nger menus, dialog boxes, and windows are integrated into Outlook, which uses standard Windows controls. For information on Wi ndows controls, see Appendix B, “Standard Windows Controls” on page 209, your Windows manual, Outlook manual, and Outlook online help.

Using OnePoint Messenger with a Web Browser

The OnePoint Messenger Web Client works on Windows 95/98/NT with Internet Explorer (IE) 4.01 or later or Netscape 4.0 or later. Microsoft provides Outlo ok Web Access, a W eb inte rface desi gned to look like the Outlook interface. OnePoint Messenger adds Web Client to Outlook Web Access to provide unified messaging. Web Client requires a site licens e.

You do not need to install anything on your PC except a supported Web browser before accessing your Exchange website. When you use Netscape for the fi rst time to ac cess you r mail, a Netsca pe plug-in downloads. This gives you the ability to connect to your mailbox quickly from any Windows PC with Internet access. See Chapter 4 (page 103), for de tails on using Web Client.

32 Chapter 1. What OnePoint Messenger Can Do for You

Using the Telephone User Interface (TUI)

The T el ephone User Int erfac e (TUI) i s deta iled i n Chapter 7. You are probably familiar with using voice mail menus for accessing and creating and messages. The TUI lists your options in a particular context, then you choose one by pressing the appropriate key on the telephone keypad. In some cases, you must tr averse several menus to reach your desired option. In some of those cases, OnePoint Messenger is set up to enable you to skip the menus by typing ahead. OnePoint Messenger also makes the key commands easy to remember by asso ciating them w ith the first le tter of the command.

Advanced voice messaging features include:

• Fax on Demand and Automated Attendant, two services that you can dial directly or access through the Message Center

• Multiple conditional greetings, which you can record and invoke for difference situations, such as when you are on vacation.

• Message-notification on your telephone and through your pager

• You can create and send a message from the TUI to multiple recipients, including preset system distribution lists. You can enter the addresses directly or by using the Dial by Name servi ce (see “Dial by Name” on pa ge 168 in Chapter 7). You can edit the list after you create the message.

The TUI supports unified messaging in various ways:

• When you log in, the TUI tells you the number of unread messages of each type (vo ice, fax, and e-mail) that are wait ing in your Inbox. You can set which type of message plays f irst or if it plays at all.

• You can preset what parts of message s play, and you can override those presets. For example, you can set the TUI to play only the subject of text messages, but then if you hear the subject of one that you want to play, the Text-to-Speech engine will read the text to you.

• You can route a fax or text message to any fax machine, and you can select your online fax number, a preset default number, or enter another fax number.

How OnePoint Messenger Works 33

Setting OnePoint Messenger User Options

OnePoint Messenger a dds unifi ed messagi ng to Micro soft Excha nge. If you have an Exchange mailbox, your Exchange Administrator can set up one of three general levels of OnePoint Messenger feature levels for you:

• Full Unified Messaging: This feature level provides you the

right to install OnePoint Messenger on your desktop, giving you unified messaging throug h Outloo k and t he abil ity to cre ate f axes using the Unifie d Fax Pr inter. If your organiz ation has pur chase d the Web Client license, you can create unified messages through the Web Client. From any telephone, you can access and manag e all of your messages, including e-mail.

• Voice and Fax Mail: With this feature level, you can access

voice and fax messages through any telephone, but you cannot access other content types within e-mail messages from the telephone. You may not install the OnePoint Messenger Desktop Client components, but you ca n receive unifi ed messages through Outlook as standard e-mail messages with voice and fax attachments, then play voice content through standard “.wav” format players, and view faxes throug h your default “.tif” format vie wer . However, t he addi tional playba ck contr ols th at OnePoi nt Messen ger adds are not available.

• None: Exchange users with this OnePoint Messenger setting on

their mailbox profiles do not have any telephone access to their Exchange mailboxes, no Web Client access to unified messages, and no right to install OnePoint Messenger on the desktop. An Outlook user with this setting could still receive and play unified messages, as described for Voice and Fax Mail, above.

Your systems administrator can set a ra nge of pr ivi le ges for both Full Unified Messaging an d Voice an d Fax Ma il use rs, in cl uding ac cess t o messages through pagers, limits on Call-Me sessions, use of fax, use of Text-to-Speech from the telephone, use of VPIM messaging (described in “Using Voice Profile for Internet Mail (VPIM)” on

page 28) and other features. Get a list of your privileges from your

systems administrator. Some settings that your systems administrator must enter that are not so much limits on service as they are your preferences include:

• Whether to play the TUI tutorial when you first log in to your mailbox from a telephone

34 Chapter 1. What OnePoint Messenger Can Do for You

• Your pager type and number and the whether all unified messages or only urgent messages generate a page to you

• The language used for your mailbox prompts and the language used for the system prompts outside your mailbox

In addition to being able to set how Outlook handles your unified messages, you can use Outlook to set these telephone user interface (TUI) preferences:

• Record your name and mailbox greetings, and enable greetings played to callers for various conditions

• Mailbox log-in passcode that you enter from a telephone

You can log in to your mailbox from a telephone, then set the telephone user interface (TUI) preferences above and:

• Enable or disable yo ur pager and set the l eve l of pag ing to urgent messages only or all unified messages

• Change your default personal fax number

• Set the amount of message det ail pl ayed (h ead ers onl y or header s and message body—Actually, with the setting “Headers Only”, you can still play the message body by pressing P again after the header plays.)

For details on setting preferences in Outlook, see Chapter 6 (page 153). For details on setting preferences using a telephone, see Chapter 7 (“Setting Telephone User Interface Options” on page 196).

Te rms and Components

This chapter has introduced many terms and OnePoint Messenger features. This section summarizes the terms that have been introduced and adds a few more definitions of terms relevant to OnePoint Messenger clients. For additional d efinitions, see the glossa ry in OnePoint Messenger Administrator Guide, described in the section

“Other Documentation” on page 16 in th is guide.

The previous section introduced the basic license levels, Full Unified Messaging (“Full UM”), Voice and Fax Mail (“Voice & Fax”, and None. Within Full UM and Voi ce & Fax, system administ rators assign you a Class of Service (“COS”) that sets furthe r limits on access to services such as Text-to-Speech reading of e-mail over the telephone, Call-Me (see Chapter 3), and VPIM messaging (see

Terms and Components 35

“Communicating with Users of Other Voice Mail Systems” on page 29).

Software Components

The software components in the OnePoint Messenger client are:

•The OnePoint Messenger Outlook Extension and the OnePoint

Messenger Exchange Extension bring unified messaging to Exchange, Outlook, any touchto ne telephon e, and suppo rted Web browsers. OnePoint Messenger adds telephone controls, sound, fax features, and document viewing features.

• QuickPick opens a window in Outlook to show details about unified messages (see “QuickPick and the Unified Read Message

Form” on page 83).

• Unified Fax Printer creates fax images from any program with a Print menu.

• Unified Message Player, usually called the “player,” plays sound attachmen ts in unified messages. It presents a control bar so you can control volume and what part of the message to play.

• Web Client is the unified messaging extension to Outlook Web Access to download a simulation of your Outlook Inbox in supported Web browsers to provide an Internet interface to your Inbox on Exchange.

The software components provided by other vendors that support OnePoint Messenger unified messaging are:

• Internet Explorer (IE) and Netscape are Web browsers for accessing the World Wide Web on the Internet.

• Microsoft Exchange runs on a Windows NT Server to provide your mailbox, address books, and other functions.

• Microsoft Outlook is a personal information management appli- cation that provides a desktop client interface to the Microsoft Exchange mail server.

• Outlook Web Access is the Microsoft Web interface to Exchange.

Outlook Interface

The terms used in this guide to describe elements that appear in Microsoft Outlook are:

• Inbox: The folder that contains your incoming mail. The Inbox list is the mail summary that appears on the Inbox main screen.

• Header: The message description fields, including message type icons, Subject, Sender, and date received. It appears as a line in the Inbox list. You can choose what fields display there.

• New Unified Message form: The message-creation form that OnePoint Messenger adds to Outlook. Its distinguishing feature is that it has a recorder toolbar on it so that you can easily record voice attachments. Otherwise, it is a normal form to which you can add any content type. The Unifie d Read Message form is the full OnePoint Messenger i ncoming me ssage form. It c ontains t he components of the standard Outlook Read Message form, plus a list of icons representing the message components, and the Unified Message Player toolbar. Instead of an Options tab, it contains an Options button.

• Outlook Bar: Optional column of buttons on the left side of the Outlook interface that provides easy access to folders.

• Outlook toolbar: The standard toolbar that appears in every Outlook folder. OnePoint Messenger adds Unified Messaging but-

tons to the right end of that toolbar, including buttons for QuickPlay, Call-Me/ Meet-Me, and for accessing unified messag- ing forms. Chapter 3 details those buttons and functions.

Address Books and Distribution Lists

You can maintain address books on your own disk drive for use with Outlook. Your Exchange administrator can maintain one or more address books on the Exchange Server for group access.

T o addre ss a unifi ed message in Outlook, you ha ve the same a ccess to system and personal address book that you have for standard e-mail messages. When using a Web browser, you have access only to the address books on Exchange. Using a telephone, you have access only to addresses stored on Exchange of OnePoint Messenger users.

A distribution list contains the e-mail addresses of one or more peo- ple or other distribution lists. You can send e-mail to all of the lists members by selecting the distribution list name from the address book. System distribution lists (those maintained on Exchange by

Terms and Components 37

your Exchange administ rator) are ava ilable to all d esktop client us ers. Only those distribution lists to which the Exchange administrator assigns the OnePoint Messenger Voice and Fax Mail setting are available to OnePoint Messenger telephone users. This is to ensure that everyone on such a list has a voice-enabled mailbox.

Using Outlook, you can create dist ribution li sts for your private use in your Personal Address Book, stored on your local drive. Only Outlook can use them to address mail; you cannot access them with Web Client or a telephone.

Dial by Name (DBN) is a feature that enables you to call other users or address messages to them by pressing the keys on the telephone keypad that spell enough of your recipient’s name that the TUI can reduce the possible recipients to a short list. You can also do this to select a distribution list. When the system recognizes your intended recipient or a short list of possbles, the TUI asks you to press the key that matches your recipient. See “Dial by Name” on page 168.

Personal Message Folders

A personal message folder is one that only you can see unless you give permission to others. Your Inbox is a personal message folder, and you can create others on your PC or network server. You can create and name as many personal message folders as you want to help you organize your messages.

Messages, Compound Messages, and Sibling Messages

OnePoint Messenger allows you to exchange all combinations of email, voice, and fax messages with other users through a combined telephone voice mail and e- mail s ystem. This t ends t o compli cate the description of terms used for message types.

Unified message here means a message created by OnePoint Messenger, either using the telephone or unified message form on the desktop. Within the unified message, there may be a voice attachment. A message attachment is a file that can be detached and stored separately from the message. The message indicates the presence of the attachment with an icon.

Voice mail (or voicemail) traditionall y describes messages record ed from a telephone, while e-mail describes text messages created on a PC. In the world of unified messaging, the terms still indicate the source, but the c ontent of th e messa ge is not ne cessar ily voice only or text only. This is why the term unified message is used here instead for OnePoint Messenger messages. For example, with OnePoint

38 Chapter 1. What OnePoint Messenger Can Do for You

Messenger, you might use a telephone to forward an e-mail text message to someone. With no voice content, that is certainly not a voice message. This guide uses voice message for a message containing only voice.

An antecedent message is the message that you are forwarding, or to which you are replying. You may receive a message from someone that is composed of a seri es of comments f rom different autho rs, each one commenting on what was in the earlier (antecedent) message.

Sound files (or audio files) are created by many programs, including OnePoint Messenger. While you can attach all kinds of sou nd fil es t o a unified message, the Unified Message Player plays only the WAV (.wav extension) and OKI (.cvv exte nsi on) format s. To help differentiate between sup por ted and unsupported sound files, this book ref er s to those supported sound files as voice attachments. You can use the OnePoint Messenger recorder to record sounds other than voice.

A compound message contains a combination of message component types—typically text in the body of the message and an attached file. One kind of attachment can be an antecedent message. In Outlook, an antecedent messag e included a s an attac hment is repr esented b y an envelope icon on the body of the current message. By default, a unified message form sent as a rep ly or forwar d is set to in clu de the ante cedent message as an attachment . The antecedent att achment icons in the unified messag e depend on t he conten t of the a ntecedent message. For more on unified message attachment icons, see “QuickPick and

Read Message Form Toolbar” on page 88.

You can choose to have the antecedent message included as inline text (below your text on the message body ) or as an atta chment. Since forwarding a voice message as inline text is not possible, the OnePoint Messenger unified message buttons open forms that have the antecedent message attached.

An intentional message is a voice message that you send directly to another mailbox instead of calling the person.

File Formats

.WAV and .CVV: The OnePoint Messenger recorder now saves voice attachments with a “.wav” extension, which plays in your default .wav player as well as the Unified Message Player installed with OnePoint Messenger 2.0. OnePoint Messenger 1.1 uses the “.cvv” extension , whi ch Uni fi ed Mes sage Player can also pl ay. If you forward a “.cvv” attachment to someone, you may want to send the

Terms and Components 39

Unified Message Player (“ribbit.exe” on your disk drive) to be sure your recipient can play the attachment.

.TIF: Unified Fax Printer creates faxes using the multi-page version of the TIFF format (.TIF file extension), a common for mat that m any graphics programs can interpret.

Text file formats: Outlook gives you the option of saving e-mail as text (.txt), as Rich Text (.rtf), as an Outlook template (.oft), or in native Outlook message format (.msg). RTF includes some formatting (bold, itali cs, etc.) . Most wor d process ing progr ams can in terpret RTFs. An MSG file retains all the formatting, but is not available in a word processing program.

Where to Go from Here

• To install OnePoint Messenger on your PC, see Chapter 2,

“Installing OnePoint Messenger Client Components” on page 43.

• To use OnePoint Messenger to send and receive voice messages and other mail through Outlook, see Chapter 3, “Using OnePoint

Messenger with Outlook” on page 61.

• To use OnePoint Messenger on the World Wi de Web with Internet Explorer™ and Netscape™ to receive and send voice messages, see Chapter 4, “Web Access to Exchange” on

page 103.

• To use OnePoint Messenger to view, annotate, create, and send faxes via telephone or e-mail, see Chapter 5, “Using OnePoint

Messenger Fax Features” on page 125.

• To use your PC to configure or modify the telephone user interface, such as recording your name and greeting announced on the telephone, see Chapter 6, “Setting Preferences” on

page 153.

• To learn how to use the Telephone User Interface (TUI), see Chapter 7, “Using OnePoint Messenger from a Telephone” on

page 165.

• To learn how to test your multimedia controls, see Appendix A,

“Tuning Your Multimedia Setup” on page 205.

• To learn about standard Windows controls, which are used with Outlook, see Appendix B, “Standard Windows Controls” on

page 209.

40 Chapter 1. What OnePoint Messenger Can Do for You

• To find a desired topic, see the Table of Contents or the index of this book.

Where to Go from Here 41

42 Chapter 1. What OnePoint Messenger Can Do for You

2. Installing OnePoint Messenger Client Components

This chapter lists requirements for the system and tells you how to install OnePoint Messenger on your PC. It contains these sections:

Section Page

OnePoint Messenger Installation Requirements 43 Preparing Your PC for OnePoint Messenger

• Installing D esktop Multimedia

• Installing Outlook

• Setting Network Access

• Creating an Exchange Transport Profile

• Modifying your Exchange Transport Profile

Installing the OnePoint Messenger Client 52 Removing OnePoint Messenger from Your PC 57 Testing Your PC Sound Setup and Volume Levels 58 Where to Go from Here 58

NOTE: If your system administrator has already installed OnePoint Messenger on your PC, ski p this chapt er an d proce ed to Chapter 3 for instructions on how to use OnePoint Messenger with Outlook.

OnePoint Messenger Installation Requirements

Before installing the OnePoint Messenger for Outlook client, a mailbox configured for OnePoint Messenger must be created for you on the Microsoft Exchange Server. There must be a LAN connection to the Exchange Server, and there must also be one to the Telephony Server if you plan t o inst all the Outloo k client from t here. To provide telephone functionality, the complete communications system must be running, as described in “How OnePoint Messenger Works” on

page 31.

45 45 46 48 51

OnePoint Messenger User Guide

, Issue 2, 12/7/00 43

The following sections list what you need on your PC to run Outlook and the OnePoint Messenger Outlook client, then guide you through installing the compon ent s. You do not need to run the OnePoint Messenger client installation program in order to provide access to your mailbox from a Web browser or from a telephone. For details on using a Web browser to access your mailbox, see Chapter 4, “Web

Access to Exchange” on page 103. For details on using a telephone

to access your mailbox, see “Using OnePoint Messenger from a Tele-

phone” on page 165.

What Comes with OnePoint Messenger

In addition to its documentation, the OnePoint Messenger client installation includes two options:

• Unified Fax Printer: Installed in your printer folder, it creates

faxes from any application. For details on OnePoint Messenger fax features, see Chapter 5 (page 125).

• OnePoint Messenger Outlook Client: Software components

include:

• Unified Messaging Extensions to Outlook, including the recorder, New Unifi ed Message form, and the Unif ied Message Read Message form

• Unified Message Player, the sound player

• QuickPick, for viewing unified message components

For details on using the client on Outlook, see Chapters 3 (page 61) and 6 (page 153).

What You Need on Your PC

You must have the following hardware and software to run the OnePoint Messenger Outlook client on a PC.

• Microsoft Windows 95, Windows 98, or Windows NT 4.0

• Microsoft Outlook 2000 or Outlook 98

• At least 20 MB of disk storage, including 3 MB for OnePoint Messenger. Outlook alone requires 17 MB. However, if you install Outlook as part of Microsoft Office, you must have enough disk storage for Office, which requires about 100 MB, depending on options.

44 Chapter 2. Installing OnePoint Messenger Client Components

• Outlook typicall y util izes u p to 14 MB of RAM, if the r esourc e is available.

• For network access to your Exchange Server, you need either a network card for LAN access or a modem for remote access.

• To play and record voice messages using your PC multimedia hardware, you need a sound card, speakers, and a microphone. For details, see “Tuning Your Multimedia Setup” on page 205. As an alternative t o us ing desktop multimedia , One Poin t Mes senger provides Call-Me and Meet-Me, two ways to create a combined computer-telephone session. For details, see “Choosing

between Telephone and Desktop Audio” on page 76 in Chapter 3.

Preparing Your PC for OnePoint Messenger

Before you can make full use of OnePoint Messenger features, you must prepare your PC. You need to set up:

• Desktop multimedia

• Outlook 98 or Outlook 2000

• Network access (page 46)

• Exchange transport profile (page 48)

This section discusses the procedures for providing those elements.

Installing Desktop Multimedia

In order to use desktop multimedia—microphone and speakers— install the multimedia elements from your Windows CD-ROM.

1 Load the Windows CD-ROM. 2 Select Multimedia from the Add/Remove dialog in the installa-

tion wizard.

Installing Outlook

Before you can install OnePoint Messenger on your PC, Outlook 2000 or Outlook 98 must be installed. Install the full version of Outlook, which you can do from its own CD-ROM or as part of Microsoft Office.

1 Select Full Installation (not the default Standard installation).

Preparing Your PC for OnePoint Messenger 45

2 Select Corporate or Workgroup as the e-mail service (do not

select Internet).

3 After Outlook installs, you must reboo t, whic h is nec ess ary to do

before you install the OnePoint Messenger client.

If you have Outlook alre ady insta lled, but are not sur e if the version is supported, check the version number in the Outlook Help menu.

To ensure that the Exchange transport profile is correctly created, and that you have selected Corporate or Workgroup as the e-mail service:

1 Click the Windows Start button, then choose Settings, then Con-

trol Panel, then Control Panel.

2 On Windows 98, double-click Mail, or, on Windows 95 and NT,

double-click Mail and Fax.

3If Microsoft Exchange is not in the list on the Services tab, close

Mail, then open the Add/Remove Programs applet in Control Panel.

4 Select Outlook, then click Add/Remove. 5 When the dialog asks if you want to remove Outlook or add com-

ponents, select Add Components.

6 The dialog will ask for the source CD-ROM or drive. Load the

source, then select Corporate connection from the options list.

To check your Outlook version number:

1 Start Outlook. 2 Choose About Microsoft Outlook from the Help menu.

Setting Network Access

In order for OnePoint Messenger to run, network communication must be established. To do this on a Windows 95 or 98 PC, you must set the proper network access control and security level.

On Windows 95 and Windows 98, set the network access control:

1 Right click the Network Neighborhood icon on the desktop and

choose Properties.

2 Select the Access Control tab. 3 Select “User-level access control.”

46 Chapter 2. Installing OnePoint Messenger Client Components

4 Type your LAN Domain name in the edit box. 5Click OK.

Setting the Security Level

For Windows 95 and Windows 98 clients, you must set the DCOM security le vel in order to use Call-Me in Outlook (for more on the Call-Me and Meet-Me features of OnePoint Messenger, see “Choos-

ing between Call-Me and Meet-Me” on page 78 in Chapter 3.)

You can download DCOM for a Windows 95 or Windows 98 system from this URL:

http://www.microsoft.com/com/resources/downloads.asp

Download both the administra ti ve application and DCOM itself. For both Windows 95 and Wi ndows 98, dcom95cfg.exe is the administrative application. Put both in a temporary directory, and double-click each to install them.

To set the security level: 1 In Windows Explorer, navigate to and double-click dcomc-

nfg.exe in the \system subdirectory of the \Windows directory.

A dialog with three tabs appears, as shown in Figure 2-1.

Figure 2-1 DCOM Dialog

2 If you see “Before you can use DCOM, your syst em must be con -

figured for ‘User-level’ security”, use the Network icon in the

Preparing Your PC for OnePoint Messenger 47

Windows Control Panel to set directory access for “User-level” security before running the DCOM configuration utility. That means you must chan ge file-sha ring to ide ntified use rs rather than general password access:

a. In Control Panel, double-click the Network applet. b. In the Network dialog, select the Access Control tab. c. Select User-level access cont rol. Changing file sharing from

file to user level removes all existing shares. You must reboot for the changes in sharing to take effect.

4 When user-level sharing is set up, select the Default Security tab

of the dcomcnfg dialog.

5Under Default Access Permissions, click Edit Default. 6If “The World” does not appear in the Access Permissions list,

click Add.

7 Select “The World” from the list on the right (if no list appears,

select you workgroup list from the “Obtain list from” dropdown list, then click Grant Access, so that The W or ld appea rs in the access list on the right.

8Click OK. 9 Reboot.

Creating an Exchange Transport Profile

To establish communication between Outlook and the Exchange Server, you must create a mail transport profile. If you have already created a profile, you may need to modify it.

If you already have a mail transport profile, check the settings: 1 Click the Windows Start button, then choose Settings, and Con-

trol Panel. Double-click the Mail applet.

2If the Services tab contains an “Internet E-mail” profile, you

may need to delete or modify i t i f Outloo k and OnePoint Messenger do not run correctly.

3 A preempt ive approach is to record the properties listed in the

Internet E-mail profil e, the n clic k Remove to delete it; set up Outlook and OnePoint Messenger; create an Exchange mail transport p rofile, then set up the Internet E-mail profile again if you still want it.

48 Chapter 2. Installing OnePoint Messenger Client Components

To set up the Exchange mail transport profile:

1 When you start Outlook for the first time, the Exchange Setup

Wizard (called Inbox Setup Wizard in Outlook 98) appears, as in

Figure 2-2, to help you create the transport profile.

NOTE: If the Wizard does not run and you have not established a connection with your mailbox on Exchange, see the next section.

Figure 2-2 First Screen of Exchange Setup Wizard

2 Under “Use the following information services,” select

Microsoft Exchange Server, as shown in Figure 2-2.

3Click Next. The next screen of the wizard appears, as shown in

Figure 2-3.

Figure 2-3 Second Screen of Exchange Setup Wizard

Preparing Your PC for OnePoint Messenger 49

4Under Microsoft Exchange server, enter the name of your

server. Under Mailbox, you can accept the suggested profile name or enter any name that you prefer. Click OK. The third wizard window appears, as in Figure 2-4.

Figure 2-4 Third Screen of Exchange Setup Wizard

5 If you want to be able to wo rk of fl in e, cli ck Yes under the prompt

“Do you travel with this computer?”

6Click Next. The next screen helps you locate your Personal

Address Book on your local drive. This window lists the default address book that is installed with Exchange. You can accept this, or click Browse to select another address book.

Figure 2-5 Setup Wizard, Personal Address Book Path

50 Chapter 2. Installing OnePoint Messenger Client Components

7Click Next. In Outlook 98, a screen appears offering you the

option of having Outl ook s ta rt when you boot Windows. Choose your preference, then click Next.

8Click Finish. You can view and modify the properties of your

transport p r ofile in the Mail and Fax appl et in Control Pa nel, as described next.

Modifying your Exchange Transport Profile

If you need to modify your Exchange transport profile, for example, to add a connection to a Lotus Notes mailbox in addition to Outlook, or if you need t o set up a new t ransport profil e, you ca n do so from the Services applet in Control Panel or from Outlook.

To add an Exchange transport profile from Outlook:

1From the Tools menu of the Inbox, choose Services.

The Services dialog opens, as shown in Figure 2-6.

Figure 2-6 Services Dialog

2Click Add. The Add Serice to Profile dialog opens, as shown in

Figure 2-7.

Preparing Your PC for OnePoint Messenger 51

Figure 2-7 Add Serice to Profile Dialog

3 Select Microsoft Exchange Server, as shown above, then click

OK. A dialog with four tabs appears.

4On the General tab, enter the computer name of your Exchange

Server in the Microsoft Exchange server text box, and enter your own name in the Mailbox text area, as shown in Figure 2-8.

Figure 2-8 Microsoft Exchange Server, General Tab

5Click Check Names. If you have entered both names correctly

and you have a good net work conn ectio n t o the Exc hange Se rver, the names become underlined.

6Click OK to accept changes and close the dialog. 7 Reboot.

Installing the OnePoint Messenger Client

After installing Outlook, and setting up network access and your Microsoft Exchange transpor t profi le, inst all the OnePoint Mes senger

52 Chapter 2. Installing OnePoint Messenger Client Components

client components. The installation program gives you the option of installing the Unified Fax Printer and/or the Outlook components.

You can run the installation from the OnePoint Messenger CD-ROM or from the Telephony Server over the LAN. In order to install the software over the network to a Windows NT computer, the account on which you are logged in must have local administrator rights.

NOTE: When upgrading OnePoint Messenger client software, you must remove the older version first. See “Removing OnePoint Mes-

senger from Your PC” on page 57. If you start the installation pro-

gram before uninstalling, a reminder message appears that stops you from proceeding.

Installing the OnePoint Mess en ger Clien t 53

To install the OnePoint Messenger client components on a PC:

1 From your system administrator, get your mailbox address and

personal Exchange ID (“alias”). If insta lling the client from the network, get the loc ation of the inst allatio n directo ry. The default directory is \UMInstall on the Telephony Server.

2 Start Windows on your PC. Close all applications. 3 Click the Windows Start button, and choose Run. 4In the Run dialog, enter the Telephony Server install path or the

drive letter of the CD-ROM that contains the OnePoint Messenger client components.

The path to the T e lephony Serve r includes the name of the server, “UMClient” (the name of the sh ared client d irectory), and “setup” (the client setup file), in this form:

\\<server>\<directory>\

setup

For example, in this path:

\\Typhoon\UMClient\setup

“Typhoon” is the name of the server. “UMClient” is the directory that contains the client software. “Setup” is the setup.exe file.

5Click Next. 6Click Next or Yes to accept the defaults for these screens:

•Welcome

• Software License—please read the license before accepting

• Information—lists the components that can be installed

• Choose Destination—target directory

7From the Select Components dialog, select one or both of the

two options, then click Next:

• Outlook Client: Installs On ePoint Messenge r additions to

Outlook—Unified Message Player, Recorder, menu items, buttons, forms, and QuickPick

• FAX Client: Installs the Un ified Fax Print er to create faxes

from applications with Print menus, ImageViewer fax viewer, fax cover page generator

54 Chapter 2. Installing OnePoint Messenger Client Components

8On the Select Program Folder screen, to accep t the default

folder name, click Next.

9 A progress screen appears while the OnePoint Messenger client

components are installed. A DOS window appears on top of the progress screen, then disappears. If a Readme text file appears with last-minute inform ation abou t OnePoint Messenge r , r ead the file, then click Continue.

10 On the Setup Complete screen, choose either:

• Yes, I want to restart my computer now.

• No, I will restart my computer later. The computer must restart in order fo r the OnePoint Messenger

installation to take effect.

Testing the OnePoint Messenger Client

After installing the client, inspect the Outlook interface to verify that the OnePoint Messenger comp onents have been a dded. For examp le, note the new unified messaging buttons at the right end of the Outlook toolbar and the new menu items in the Tools menu. For details, see Chapter 3. If you do not see these elements, use Version Reader, as described in the section “Version Reader” below to check for Out- lookExt.dll.

If you installed the Unifi ed Fax Pri nte r, you should see it listed in the printer list in any print menu.

Installation detai ls are in CVInst all.log, a log fil e placed in your \t emp directory by the OnePoint Messenger Desktop Client installation program. The log notes the files installed, the registry keys read and modified, and installation errors.

If the installation failed, remove any vestiges of the client before reinstalling. See “Removing OnePoint Messenger from Your PC” on

page 57, below.

To make sure that everything works, run this test sequence:

1 Create a voice message in a New Unified Message form, as

explained in “Creating Unified Messages” on page 91 in Chapter 3. If you cannot access the form, see the section “Ver-

sion Reader” below to check for the existence on your system of

cvMail.dll, cvCommon.dll, and cvExten.dll.

2 Send the message to yourself.

Installing the OnePoint Mess en ger Clien t 55

3 When the message returns from the Exchange Server, it should

appear with a telephone icon in the Inbox list. Double-click the message. QuickPick should open a window and Auto-play should play the voice attachment component.

4 If QuickPick does not display, see the section “Version Reader”

below to check for QuickPickControl.dll.

5 If the voice message does not play, check for cvSound.dll and rib-

bit.exe. Al so, check the Unified Message Player status window

No License

for “

”.

6 If you sel ected the Unified Fax Printer installation option when

you installed OnePoint Messenger, create and send a fax message, as explained in Chapter 5 (page 125).

Version Reader

Version Reader is a handy OnePoint Messenger utility that is installed on your system. It displays version information for the OnePoint Messenger programs currently installed.

To verify the installation us ing Version Read er: 1 From the Windows Start button, choose Programs, then

OnePoint Messenger, and Version Reader. Version Reader

appears, as shown in Figure 2-9. If the OnePoint Messenger group does not exist, the program is either not installed, or you assigned it another program group name.

Figure 2-9 Version Reader

2 Check the presence and build number of the files listed above in

the list.

56 Chapter 2. Installing OnePoint Messenger Client Components

3Click Close. NOTE: Note the Export to File butt on, which you can use to create a

list of currently installed components. With this and the Browse but- ton, you can use Version Reader to examine component versions of other installed programs.

NOTE: The OnePoint Messenger program group consists of only Help and Version Reader, because the OnePoint Messenger client runs as a part of Outlook and the Unified Fax Printer runs within the print menus of all applications, so you do not need to start either separately.

The Help listed in the group is a set of “training cards” for the most common tasks. Also, the last item in the list of cards is a link to the general OnePoint Messenger help.

Removing OnePoint Messenger from Your PC

If you decide to quit in the middle of installi ng or setting up OnePoi nt Messenger on your PC, or to remove OnePoint Messenger from your PC after it is installed (such as before installing an updated version), follow these steps:

1Click Start, then Settings, then Control Panel. 2On the Control Panel, click Add/Remove Programs. 3 Highlight the OnePoint Messenger program in the list. 4Click Add/Remove. 5Click OK. 6 Close the Contr ol Panel . If you remove Outlook from your PC, OnePoint Messenger will still

be on the system but will be unavailable. Follow the steps above to remove it.

Setting Up Web Access to Exchange

You can use Internet Explorer or Netsc ape to conne ct to your mai lbox on your Exchange Server over the Internet. When you use your Web browser to connect to your mailbox, the Exchange Server presents you a Web page that simulates the Outlook interface. Micro soft calls this interface Outlook Web Access. OnePoint Messenger installs an

Removing OnePoint Messenger from Your PC 57

extension on the Exchange Server to add unified messaging features to the Outlook Web Access interface. Outlook Web Access and Web Client download automatically to your system when you use Internet Explorer. When logging in for the first time with Netsc ape, you are prompted to install the Web Client plug-in.

To set up Web browser access to your mailbox:

1 Install and launch Inter net Explorer 4.0 or la ter or Netscape 4.0 or

later. 2 Configure your dial-up or LAN settings for TCP/IP access. 3 In your browser, enter the URL or network address of your

Exchange Server, as described in “Connecting to Your Mailbox

through the Web” on page 105.

For details on the use of Web Client, see “Introduction to the Web

Interface” on page 108.

Testing Your PC Sound Setup and Volume Levels

To use your PC to listen to or record voice mess age s, ma ke sur e your sound card and volume controls are set up properly. Refer to your desktop multimedia documentation for instructions about how to set and test the multimedia components.

Also, use the Microsoft utilities included with Windows, such as Windows Media Player and Volume Control, to test and set your audio output levels. For details on using those applications, see your Windows documentation and “Tuning Your Multimedia Setup” on

page 205 in Appendix A.

Where to Go from Here

• To use OnePoint Messenger to send and receive voice messages

and other mail through Outlook, see Chapter 3, “Using OnePoint

Messenger with Outlook” on page 61.

• To use OnePoint Messenger on the World Wi de Web with

Internet Explorer™ and Netscape™ to receive and send voice

messages, see Chapter 4, “Web Access to Exchange” on

page 103.

• To use OnePoint Messenger to view, annotate, create, and send

faxes via telephone or e-mail, see Chapter 5, “Using OnePoint

Messenger Fax Features” on page 125.

58 Chapter 2. Installing OnePoint Messenger Client Components

• To use your PC to configure or modify the telephone user interface, such as recording your name and greeting announced on the telephone, see Chapter 6, “Setting Preferences” on

page 153.

• To learn how to use the Telephone User Interface (TUI), see Chapter 7, “Using OnePoint Messenger from a Telephone” on

page 165.

• To learn how to test your multimedia controls, see Appendix A,

“Tuning Your Multimedia Setup” on page 205.

• To learn about standard Windows controls, which are used with Outlook, see Appendix B, “Standard Windows Controls” on

page 209.

• To find a desired topic, see the Table of Contents or the index of this book.

Where to Go from Here 59

60 Chapter 2. Installing OnePoint Messenger Client Components

3. Using OnePoint Messenger with Outlook

This chapter explains how to use Outlook with OnePoint Messenger to play and create unified messages. This chapter contains the following sec tions:

Section Page

Starting Outlook and Connecting to Your Mailbox 62 Getting Online Help 62 Overview of OnePoint Messenger Elements in Outlook 63 Working with Unified Messages in the Inbox List 67 Playing Voice Messages

QuickPlay Choosing between Telephone and Desktop Audio Choosing between Call-Me and Meet-Me Using Call-Me and Meet-Me

QuickPick and the Unified Read Message Form 83 Creating Unified Messages 91 Addressing and Sending Unified Messages 98 Saving and Deleting Unified Messages 99 Printing Messages 100 Where to Go from Here 101

NOTE:To use your Outlook to configure or modify the telephone

user interface, such as recording your name and greetings that are announced to telephone callers, see Chapter 6, “Setting Preferences”

on page 153.

75 76 78 79

OnePoint Messenger User Guide

, Issue 2, 12/7/00 61

If you are fa miliar with Ou tlook, skip to the section “OnePoint Mes-

senger Buttons Added to the Out look Toolbar” on page 65. If you are

unfamiliar with Windows, read Appendix B first.

Starting Outlook and Connecting to Your Mailbox

To use OnePoint Messenger with Outlook, first perform the installation and configuration procedures in Chapter 2, then start Outlook. When Outlook starts for the first time, you are presented with a wizard to help you create a transport profile to Exchange. For details, see

“Creating an Exchange Transport Profile” on page 48.

Depending on how you set your Outlook login preferences, you may be connected directly to Exchange as soon as you start Outlook, or you may be presented with a choice of user profiles, a password screen, or a screen asking if you want to connect to the server.

NOTE:If you see a password screen on your first use of Out look, ge t your password from your syst em admi nistrat or. You can change your password and startup screen later. See Outlook help for details.

Logging into Your Exchange Mailbox from a Different PC

You can use OnePoint Messenger with Outlook to log into your Exchange Server from any PC that has both Outlook and OnePoint Messenger installed and which has network access to your Exchange Server. When you log in to Exchange f ro m anot her PC, any personal folders on your own PC will not be available.

NOTE:OnePoint Messenger works only with Outlook, not other Exchange clients. Exchange Client is not Outlook.

Getting Online Help

OnePoint Messenger adds online help to Outlook as ToolTips, “What’s This” help, and as a comprehensive topical help system, in parallel to the help offered by Outlook:

• ToolTips: If you hold the mouse over Outlook and OnePoint

Messenger buttons, ToolTips appear.

• What’s This help: From the Help menu, choose What’s This?,

then click a button or other interface element to get a popup with more inform ation on its fun ction.

62 Chapter 3. Using OnePoint Messenger with Outlook

• Help Topics: You can access topics on tasks and forms from

either the Outlook help or OnePoint Messenger help, which are both available from the Outlook Help menu.

To access online help for OnePoint Messenger on Outlook:

• Choose Unified Messaging Help from any Outlook Help menu.

• For help on the Unif ied M essagi ng tab, cl ick i ts Help button. To

get to the general help contents for OnePoint Messenger from the tab’s help dialog, click Help Topics.

Training Cards: The OnePoint Messenger Training Cards are explanations of how to perform major tasks using OnePoint Messenger on Outlook and Unified Fax Printer. The main window of the training card help is t he list of tasks, s uch as creating a fax or a voice message.

To use the training cards: 1 Click the Windows Start button, then choose Programs, then

OnePoint Messenger, then Help.

2 Click a task to see the associated procedure.

Also, a link to the compreh ensive OnePoi nt Messenger topic hel p is the last item in the task list. You can have both help systems open and keep them in the background behind Outlook.

3 To close the training card task list, click the Cl ose box in the

top right corner of the help system.

Overview of OnePoint Messenger Elements in Outlook

This section describes the OnePoint Messenger functions added to Outlook. For a full discussion of Outlook features, see your Outlook documentation. If you are an experienced Outlook user, you can probably skim this section. The interface controls are all common to Windows applications. For more on using the standard Windows controls used in Outlook, see “Standard Windows Controls” on

page 209, or see your Windows documentation.

When you start Outlook, the Outlook main screen appears, showing the Inbox folder, as shown in Figure 3-1. You can change the default startup folder. See your Outlook documentation for details.

When you use Outlook with Microsoft Exchange, you can select whether to leave your mail on the mail server, copy it to your local drive, or remove it from Exchange to your computer. To be able to

Overview of OnePoint Messenger Elements in Outlook 63

access your mail fro m a tel ephone, k eep your mail on the server. Y o u can, however, copy your mail to a folder on your computer—for example, to a laptop that you will use off-line—and still have access to it on Exchange. For details, see your Outlook online help.

With OnePoint Messenger, the Inbox contains your incoming messages from both your telep hone and e -mail sy stem. Figure 3-1 shows OnePoint Messenger added to the Outlook Inbox folder, next to the Outlook Folder View and Outlook Bar.

Figure 3-1 Outlook Main Screen, Folder View

Unified Message type ico ns in Mes s age Summa ry

OnePoint Messenger buttons

For details on OnePoint Messenger interface elements, see:

• “OnePoint Messenger Commands on Main Screen Menus”, next

• “OnePoint Messenger But tons Adde d to th e Outloo k Toolbar” on

page 65

• “Inbox Message Summary (Inbox List)” and “Unified Messa ge

Icons in the Inbox List” on page 66

• “Folders” on page 67

64 Chapter 3. Using OnePoint Messenger with Outlook

OnePoint Messenger Commands on Main Screen Menus

The menu options on the Outlook menu bar change between folders, but the same OnePoint Messenger commands appear in each folder:

• Help menu: Unified Messaging Help

•On the Tools menu:

• New Unified Message

• Play Unified

• Reply Unified

• Reply All Unified

• Forward Unified

• Initiate Call-Me/Meet-Me

• Terminate Call-Me/Meet-Me

• The Unified Messaging tab within the Options command With the exception of OnePoint Messenger controls in the Uni-

fied Messagin g tab (av ail able from Tools > Options), each of the commands in the Tools menu has an equivalent toolbar button.

OnePoint Messenger Buttons Added to the Outlook Toolbar

OnePoint Messenger adds ne w buttons to the right end of the standa rd Outlook toolbar of the Inbox and other Outlook folders, as shown in

Figure 3-1. All of the buttons in the Outlook toolbar have equivalent

commands in the Tools menu of the Inbox. For de tails on the unified message buttons, see the section “OnePoint Messenger Buttons

Added to the Outlook Toolbar” on page 65.

NOTE: Your OnePoint Messenger system administrator configures user access to certain OneP oin t Me sse nge r features, so some features described here may not appear on your system

Four OnePoint Messenger buttons—New Unified, Reply Unified, Reply All Unified, and Forward Unified—have the same general function of opening the New Unified Message form. The difference in that form from the standard Outl ook mes sag e for m is tha t th e New Unified Message form has a recorder toolbar on it to make it easy to record a voice attachment. You can use the New Unified Message form to include every kind of content that you can with the standard Outlook form. For details, see “Creating Unified Messages” on

page 91.

Overview of OnePoint Messenger Elements in Outlook 65

The OnePoint Messenger buttons on the Outlook toolbar are: New Unified Message—Opens am empty New Unified Message

form (no preset addresses or file attachments. Play Unified—Launches the Player toolbar and plays the first voice

attachment in the selected unified message using desktop audio. If there is no voice attachment, noth ing happens. The Play button does not trigger the display of a fax message.

Reply Unified—Opens a New Unified Message form in reply to the selected message. This form includes the name of the sender of the original message in the To field. The original message is attached.

Reply All Unified—Opens a New Unified Message form with the names of al l “To” recipients of the origin al message in the To field and “Cc” recipients in the Cc field. The original message is attached.

Forward Unified—Opens a New Unified Message form with the selected message attached.

Initiate Call-Me/M eet-Me—Initiates a Call-Me or Meet-Me session, depending on the telephone connection method that you have specified in the Unified Messaging tab. For details, see “Choosing

between Call-Me and Meet-Me” on page 78.

Terminate Call-Me/Meet-Me—Terminates the active Call-Me or Meet-Me session.

Inbox Message Summary (Inbox List)

The Inbox Message Summary (Inbox list) shows your incoming messages, both opened and unopened. Unopened messages appear in bold. By default, the Inbox list displays these fields about each message: Priority, Message Status, Flag, Attachment, From, Subject, and Received Date/Time. You can change which fields appear and their order. For details, see Outlook help.

Unified Message Icons in the Inbox List

A unified message is one created on a Unifi ed Messa ge form or from a telephone. The icons that appear next to the message on the Inbox list indicate the primary content.

A telephone icon in the Inbox list indicat es a teleph one call or that the sender created the mess age using a Unified Messag e form.

A fax icon appears when the message is generated by the Unified Fax Printer or when a telephone user sends a fax. A voice message to which a fax is attached displays a telephone icon.

66 Chapter 3. Using OnePoint Messenger with Outlook

The standard Outlook paperclip icon appears in the attachment field of all unified messages that contain voice or fax attachments.

See the Inbox symbols topic in Outlook help for details on standard Outlook symbols.

Folders

Folders are a standard feature of Outlook. Folder s include message subfolders, public folders, and application folders (Contacts, Notes, Journal, Calendar, and Tasks). OnePoint Messenger lets you create unified messages from any folder. The unified messaging buttons that OnePoint Messenger adds appear in the Outlook toolbar in each folder, as do the unified messaging commands in the Tools menu and the Unifie d Messaging Help command in the Help menu.

Messages you send are stored, by default, in the Sent Items folder. Messages you mark for deletion are stored in the Deleted Items folder. You can create message subfolders for your own needs. You can move or copy any message to any folder, either manually or by using the Inbox Assistant (see Chapter 6 “Creating a Telephone Mes-

sage Alert” on page 161, or see your Outlook documentation.)

Working with Unified Messages in the Inbox List

This section discusses selecting, opening, closing, and managing unified messages in the Inbox.

Modifying Long Outlook Toolbars

If you shrink the right side of the Outlook window, buttons on that side of the Outlook toolbar may not be visible. Since OnePoint Messenger adds buttons to the right end of the Outlook standard toolbar, those buttons will be the first to disappear.

In Outlook 98 and 2000, to help make these buttons visible, you can create a new toolbar below the standard one, then move some standard Outlook buttons to it, leaving the OnePoint Messenger buttons more to the left and visible in the Outlook toolbar. You can create custom toolbars in all windows.

To create a new toolbar:

1From the View menu, choose Toolbars, then Customize.… The

Customize dialog appears.

2Click New. The New Toolbar dialog appears.

Working with Unified Messages in the Inbox List 67

3 Enter a name for the new toolbar. 4Click Close. 5 With the Customize dialog open, drag standard Outlook buttons

from the Outlook toolbar to the new toolbar.

6Click Close.

Selecting Unified Messages

Working with unified messages in the Inbo x is the same as working with standard Outlook messages, which is similar to working with files in the Windows File Manager. You can select one or more messages to open, move to another folder, delete, flag, mark as read or unread, and other options.

To select a message:

Click its message h eader once in the In box. This hi ghlights it without opening it, so that you can choose what to do with it.

To select several messages:

Press [Shift] while c li cki ng the t op and bottom message of a bl oc k of messages.

or Press [Ctrl] while clicking nonadjacent messages. You can perform a function on the selected messages at the same

time, such as saving their combined contents to a single file, moving them to another folder, marking them as read or unread, deleting them, or printing them.

Opening Unified Messages

To open a unified message:

Open a unified message just as you do a standard e-mail message:

• Double-click the message.

• Alternatively, select the message, then press [Enter].

To open more than one message, select each, then press [Enter]. Each message opens in its own window. Unified messages open in one of two types of windows:

• A Unified Read Message form, just as st andard e-mail messages open in a standard Read Message form. The Unified Read Mes-

68 Chapter 3. Using OnePoint Messenger with Outlook

sage form differs from the standard form in several ways, as described in “QuickPick and the Unified Re ad Message Form” o n

page 83.

• QuickPick, a OnePoint Messenger application that opens the message in a small window showing the message components displayed as icons. At ins t allation, QuickPick is se t as the default.

Use the Unified Messaging tab to set which form you want to open automatically. For details, see “QuickPick and the Unified

Read Message Form” on page 83.

Two other options determine how voice messages play:

• Call-Me/Meet-Me: Call-Me and Meet-Me are two ways to establish a c ombined comput er-tel ephone se ssion, so that y ou can listen to and record messages using the telephone handset.

• Auto-play: At installation, auto-play is set as the default. With auto-play set, the first voice attachment in a unified m essage plays automatically when you open the message.

Using Message Preview Options QuickPlay: The term QuickPlay represents functiona lity added t o the

Play button on the Outlook toolbar. It gives you quick access to

voice attachments from the Inbox list. For details, see “QuickPlay”

on page 75.

AutoPreview: From the View menu, choose AutoPreview to dis play the first thr ee lines of each unread message. You can use this to determine if a unified message contains text. Telephone messages generally have no body text, so nothing appears in the preview.

Preview: In addition to the three-line autopreview, Outlook 98 and Outlook 2000 also have a preview pane (View > Preview) that you can use for the same purpose.

When you see a message with a telephone icon, the subject “Unified Message” and no body text, you probably have a voice message that you can play from the Inbox list without opening. See “Playing

Voice Messages” on page 74.

Using the Previe w Pane

In addition to the “Messages with AutoPreview” list option, Outlook 98 and Outlook 2000 provide a preview pane that enables

Working with Unified Messages in the Inbox List 69

you to see much more of a selected message without opening i t. Limitations include:

• A typical te lephone messag e cont ains only a voice att achme nt, so its preview pane displays only an attachment icon.

• For messages created in a New Unified Message form in Outlook, the preview pane displays “

script cannot be displayed in the preview pane

Items with embedded

.”

• When you have the pr eview p ane open and Cal l-Me/Meet -Me set as the default, selecting a unified message created from a telephone launches a Call-Me/Meet-Me connection.

To stop the Call-Me/Meet-Me connection process while in preview mode:

Click Cancel in the connection dialog. or You can change your audio preferences in the Unified Messaging tab

to Desktop Multimedia (or Call-M e, without specif ying a phone number). For details, see: “Choosing between Call-Me and Meet-Me” on

page 78.

To access a voice attachment when the preview pane is open:

Besides the standard methods of playing the voice attachment selecting the message in the Inbox list, then clicking Play or by doubleclicking the message, you can access the voice file from the Preview pane if the message was created from a telephone:

Click the left mouse button on the attachment button above the top right corner of the Preview pane, then click the attachment icon that appears.

If the phone message contains more than one attachment or an antecedent message, icons appe ar fo r each . “Msg .wav” is the mos t rec ent voice attachment. Clicking an antecedent icon opens the antecedent in QuickPick or the Unified Read Message form, depending on your set preference.

Closing Messages

You have several ways to close a message in QuickPick or the Unified Read Message form:

•Press [Esc].

70 Chapter 3. Using OnePoint Messenger with Outlook

• Use standard Windows controls (Control Menu button, Close Box button, or the Close command from the File menu)

• Click the Outlook Delete button in the QuickPick or Unified Read Messa ge form toolbar. This move s the message to the Deleted Items folder and opens the next m essage.

• Click the Unified Messag e Delete button. This moves the message to the Deleted Items folder and opens the next unified message.

• Click the Outlook Next or Previous buttons to open the next or previous message.

• Click the Unified Messag e Next or Previous buttons to open the next or previous unified message.

Managing Messages from the Inbox

Messages that appear in your Inbox that come from telephone callers generally do not display as much information in their headers about the caller and subject as do messages sent as e-mail. In the Inbox message summary, a call made from a telephone displays:

•“

Unified Message

” as a defau lt Subject, unless the call is a

response t o an e-mail, because callers cannot enter a subject.

Outside Caller

•“

” in the From field, unless the PBX sends

information about the caller (calling telephone number, possibly also the caller name associated with that number) to the Telephony Server. If the call is from an extension in the OnePoint Messenger domain, the PBX is more ab le to send the name of the caller along with the calling phone number.

You can make notes about telephone messages that you save in the Inbox in several ways:

• Edit the Subject fields of calls.

• Open the message. Enter notes on the message body. Close the message, then mark the message as Unread. If you select AutoPreview view option, you can see your notes in the preview.

• Use a New Unified Message form to forward the unified message to yourself, adding notes about it.

To make the Subject field editable: 1 In Outlook 98 and Outlook 2000, choose Cur rent View from the

View menu on the Outlook main screen, then Define Views.

Working with Unified Messages in the Inbox List 71

2In the Define Views for “Inbox” dialog, sel ect the view(s) in

which you want to edit the Subject field.

3 Select Other Settings. 2 Select Allow in-cell editing. 3Click OK to accept changes. NOTE:The Allow in-cell editing setting will persist until you

change it, or you change views without saving this view, or you install a new version of OnePoint Messenger.

To annotate the incoming message summary:

1 Listen to th e message. 2Press [Esc] to close th e message. 3 Edit the Subject field of the message :

a. Select the message. b. Press [Tab] to select th e Subject field. c. Enter your notes about the caller and subject. d. Select another message to accept the changes.

Figure 3-2 shows several messages. Th e top line sho ws a call from

“Outside Caller.” The Subject is being edited to note the information in the call. The Subject field in the third line has the original “Unified Message.”

Figure 3-2 In-cell Editing in Outlook Inbox List

Edited subject

Unedited subject

Marking Messages as Read or Unread

Both OnePoint Messenger and standard Outlook messages use bold text in the Inbox list to highlight unread messages. Also, standard Outlook messages have icons in the Icon field of the list that indicate whether the messages have been read or not. Unified message icons do not signal read/unread status. Conversely (or perversely!), when you display the Preview Pane, the act of selecting then deselecting a

72 Chapter 3. Using OnePoint Messenger with Outlook

standard Outlook message makes t he mess age s tatus indi cator s sig nal Read, which does not happen with unified messages.

How you play a unified message determines whether it is marked as read or unread in the Inbox list. When you listen to a message through the tele phone o r Quick Pick, the me ssage is ma rked a s rea d in the Inbox list.

If you simply select the message in the Inbox list and click Play to play the voice attachment without opening the message, the message is not marked as read. This is to prevent you from thinking that you had opened the message and inspected all of its contents, which may include more than one voice attachment. However, if you are confident that you have played the whole message, you might want to mark the message as read.

To mark the message as read:

1 In the Inbox list, select the message. 2From the Edit menu, choose Mark As Read. or, in the Read Message form: From the Edit menu, choose Mark As Read. NOTE: In the Inbox, you can [Shift]-click to select a contiguous

group of messages (to select non-contiguous messages, [Ctrl]-click each message) upon which to perform this Mark As Read operation.

Marking a Message as Unread

You might want to mark a message as un rea d aft er hav ing pla yed it to remind you to do something with the message. Also, marking a message as unread places it high in the message queue so that it is easily available from a telephone the next time you call in.

NOTE: Marking a message as unread will not cause the messagewaiting indicator (MWI) to signal your telephone. However, if you receive another unifi ed mess age, the MWI wi ll st ay on u nti l you have played both messages.

To mark an opened unified message as Unread:

Right-click on the message, then choose Mark as Unread from the context menu (popup menu).

Alternatively, select the message in the Inbox, then from the View menu, choose Mark As Unread.

Working with Unified Messages in the Inbox List 73

Using Subfolders

Outlook provides you the ability to create subfolders under the root Inbox folder, most commonly for storing related messages that you have received. With OnePoint Messenger unified messaging, you now have the ability to st ore te lephone messa ges in t hose sub folder s. However, be careful that you do not unintentionally dilute the functionality that you have for accessing messages from a telephone, because you cannot use a tel ephone to acces s a message that you have moved to a subfolder. In addition, moving an unread unifi ed message to a subfolder deactivates the message-waiting indicator (MWI) on your telephone.

Playing Voice Messages

OnePoint Messenger adds several voice access and creation options to Outlook. Those options can work independently or together, as defaults or as manually-invoked methods. QuickPick is one of those options. Auto-play and using the telephone with Outlook are other options. You can listen to a voice attachment through desktop audio or a telephone, and choose from several ways how to play the message through those device s. Ways to start to play a voice message are:

• Select a message in the Inbox, then click Play on the Outlook

toolbar. OnePoint Messenger 2.0 has added Call-Me/Meet-Me support and the QuickPlay feature to the Play button so that you have many more options for playing voice messages directly from your Inbox list, as described below (page 75).

• In the QuickPick list, select a voice attachment, then click Play

on the player toolbar to use the player to play the attachment.

• In the QuickPick list, double-click the voice icon to play the attachment in your default player.

• Double-click a voice icon in the message body to play the attachment in your default player

• Set auto-play as t he de fa ult, then, when you open a message with voice content, the first voice attachment plays automatically. For details, see “Using QuickPick and Auto-play with Unified Me s-

sages” on page 91.

74 Chapter 3. Using OnePoint Messenger with Outlook

QuickPlay

The Play button in the Outlook toolbar gives you quick access to voice messages from the Inbox summary list. When you select a message in the Inbox list that has a voice attachment, you can click Play to play the voice content through your PC speakers, or you can start a Call-Me o r Mee t-Me se ss ion (s ee page 76) to play the message through your telephone. You can skip to other voice messages in the Inbox list without closing the previous messages.

To use QuickPlay to play voice messages directly from the Inbox list:

1 Select the unified mes sage to play. 2Click Play on the Outlook toolbar.

QuickPlay, which adds enhanced voice message playing options directly from the Outlook Inbox list, including support for CallMe/Meet-Me. See Chapter 3 (page 61).

3 The Unified Message Player appears as a fl oating c ontrol b ar , and

the most recent voice attachment in the message plays. You can use the player control s t o skip forward or back in the me ss age, or stop and start the message. For details on the player controls, see

“Unified Message Player Controls” on page 88.

4 To play a voice attachment in another message, select it, then

click Play. The previous message stops playing and the most recent voice attachment in the selected message begins to play.

While using the Inbox Play button is a quick way to play voice mes- sages, there are limitati ons:

•The Play button plays messages only through the desktop, not

through the telephone when Call-Me/Meet-Me is invoked.

• A message may contain more than a voi ce atta chment. To access other content in the message, such as text, fax, or more than one voice attachment, you must open the message.

If there is no voice content in a message that you select and click Play, a message popup tells you. If someone uses a unified message form only to forwar d or reply to a voice mess age , but do es not record anything, clicking Play will invoke the same message.

Playing Voice Messages 75

Choosing between Telephone and Desktop Audio

You have several ways to access voice messages in Outlook:

• Call-Me: Set up a combined computer-telephone session by hav-

ing Telephony Server call your telephone.

• Meet-Me: Set up a combined computer-telephone session by ini-

tiating the telephone conn ect io n fr om Outlo ok, then dial the Message Center from your telephone. The resulting interface is the same as for Call-Me. Call-Me and Meet-Me are detailed below.

• Desktop multimedia: To play voice attachments through the

computer, use a PC sound card with speakers or headphones.

• Independent telephone call and Outlook session: Call your

mailbox while you have an Outlook session open. Do not establish a Call-Me/Meet-Me connection. You can use Outlook to view the same message that you are li sten ing to on the teleph one, or you can open diff erent messages with each interface. You can use Outlook to give you more information about messages, so that you can exercise more control on your telephone over what messages and parts of messages pl ay.

Here are some factors to consider when choosing how to play and record messages:

• Privacy: Using the telephone allows you to listen to messages

without others hearing.

• Consideration: Using the telephone also allows you to listen to

messages without disturbing others.

• Clarity: The telephone generally provides greater clarity in play-

back and recording, including reducing background office noise.

With those telephone benefits, why would you bother using Outlook to open telephone messages?

• Control of message components: When you receive a message

that contains more than one compon ent , such as a fax att ach me nt or reply thread, Outlook gives you direct access to and more control of those components.

• Reply and forward options: You can have more choices and

better control when you reply to or forward a message. You can combine voice and text, add an att achment, add recipi ents that are not OnePoint Messenger users, and set other options.

76 Chapter 3. Using OnePoint Messenger with Outlook

• Message management options: Aft er listening to the message in Outlook, you have more choices and easier control over how to manage the message, such as save the message in a special folder, annotate the Subject field, flag it, set it to Unread, save or print attachments.

If using Call-Me or Meet-Me gives you the benefits of both Outlook and a telephone, why would you not set up one of them as the default?

• Setting Call-Me or Meet-Me as the default means that all unified messages invoke Cal l-Me o r Me et-Me, e ven if it do es not cont ain voice content.

• While you are on the telephone playi ng or recording a voice message means that the telephone is busy when someone calls you.

Choosing a Remote Access Method

If you are logging into your mailbox remotely, another criterion for deciding whether to listen to a message through the telephone or desktop speakers might be telephone connection costs. If you are calling at long distance rates, listening to text-to-speech rendering of e-mail through a telephone can get expensive.

If you can set up a connection to the Exchange Server to run Ou tl ook or WEB Client (see Chapter 4, page 103), you can read or file the messages, so that, when you call for messages, only the voice messages play.

If you have desktop multimedia, you can choose whether to play voice messages on the computer or through the telephone. One criterion is long the message is. You can see that by adding the Size field to your Inbox message list header.

To add the Size field to the Inbox list header:

1From the View menu in the Inbox, choose Show Fields. The

Show Fields dialog appears.

2 From the Available Fields list, select Size, then click Add. Size

moves to the “Show these fields in this order list.”

3 Select Size, then click Move Up or Move Down to move it to

your preferred spot in the header.

4Click OK. Call-Me/Meet-Me: You can also use Call-Me or Meet-Me in Out-

look with any telephone, giving you direct control over each compo-

Playing Voice Messages 77

nent, playing the chosen voice component over the telephone, while opening other attachments, including faxes, on the desktop.

Independent Telephone Call and Outlook Session: If you cannot set up Call-Me or Meet-Me remotely, you might use the method of the independent call and Outlook session, so that you can multi-task. You can play voice messages over the phone as you open text messages on-screen.

The parts of message s that play ove r the telep hone in the indepe ndent session can differ from a Call-Me/Meet-Me session:

• If you have the text-to- speec h (TTS) ser vice, t he inde pendent session allows the TUI to play text over the phone. Text is not rendered by TTS during a Call-Me/Meet-Me session.

• A Call-Me/Meet-Me session allows you to us e Outlook to choo se which message plays over the telephone. The independent session does not.

• In the independent sess io n, you ca n use Out loo k to se e what message is playing on t h e te le phone, including its siz e, subject, parts, and other elements. With this inform ation , you can bett er use the Telephone U ser Interface (TUI) to control message playing. As the TUI plays a message, you can tell the TUI to skip it, play it, skip forward or back, answer, forward, or delete it.

For details on using the telephone menus, see “Overview of Tele-

phone User Interface Functions” on page 166 in Chapter 7.

Choosing between Call-Me and Meet-Me

Call-Me and Meet-Me differ only in how you establish the connection between your Outlook session on your PC and your telephone. After you have make the connection, performance does not differ.

Yo u might prefer Call-Me to Meet-Me, because it entails no telephone dialing—the Telephony Server calls you. Be sure to say “hello” to establish the session. On the other hand, to use Call-Me, you need to enter the telephone number that the Telephony Server is supposed to call. Both are simple operations.

Call-Me and Meet-Me use different resources on the Telephony Server , and sometimes , certai n resourc es may not be availab le. If yo u cannot establish a Call-Me or Meet-Me connection, report the instance to your system ad ministrator, so that the administrator can re-evaluate the allocation of resources.

78 Chapter 3. Using OnePoint Messenger with Outlook

Using Call-Me and Meet-Me

There are two ways to establish the telephone-computer connection:

• Set your preferences i n the Unified M essaging tab so that a CallMe or Meet-Me session starts automatically when you open a unified message.

•Click Initiate Call-M e/Meet-Me on the Outlook toolbar.

CAUTION! Do not use Call-Me/Meet-Me with personal or offline folders. Outlook will quit.

To start a Call-Me or Meet-Me session automatically:

1 Choose Options from th e Inbox Tools menu. 2 Select the Unified Messaging tab, shown in Figure 3-3.

Figure 3-3 Unified Messaging Tab

The Default Audio group in Player/Recorder Options offers options to play voice attachments through your speakers or telephone (using Call-Me/Meet-Me).

3 Select C all-Me/Meet-Me.

The Call-Me/Meet-Me group contains choices indepe ndent of the Default Audio group. You are simply choosing be tween Ca ll-Me

Playing Voice Messages 79

and Meet-Me as your preferred connection method, once you have chosen to establish a combined session.

4To set Meet-Me as your preferred connection method, select

Meet-Me.

5 To set Call-Me as your preferred connection method, select Call-

Me@.

6 To set a telephone number to be called when you open a unified

message using Call-Me , enter the telephone number in the box to the right of Call-Me@.

If your PBX requires that you enter an access code to access an outside line, precede your extension in the field with that code.

To reach your Telephony Server in another area code, enter your local access code if necessary, 1 (in the U.S.), the Telephony Server area code, and the local phone number, just as you would dialing the telephone. For example, if the access code is 9, the area code is 777, and the phone number is 123-4567, enter

917771234567.

If you do not enter a phone number in the Call-Me field, whenever a Call-Me connection in itia tion proc ess begi ns, a dialog will prompt you for the number. The dialog also gives you the option of switching to a Meet-Me session or cancelling the connection.

7Click OK.

To establish the telephone-computer connection manually:

1Click Initiate Call-Me/Meet-Me in the Outlook toolbar.

or from the Inbox Tools menu, choose Initiate Call-Me/Meet-Me. What happens next depends on what preferences you have set in

the Unified Messaging tab, as described above. If Call-Me is set as the default, but no phone number is set in the

Unified Messaging tab, the dialog shown in Figure 3-4 appears.

80 Chapter 3. Using OnePoint Messenger with Outlook

Figure 3-4 Call-Me/Meet-Me Connection Dialog

2 To use Call-Me, select Call-Me, enter your phone number, then

click OK. or to use Meet-Me, select Meet-Me, then click OK. If you chose Call-Me, the dialog shown in Figure 3-5 appears.

When your phone rings, pick up the telephone receiver.

Figure 3-5 Call-Me Connection Status Message

3Click OK on the Call-Me Status dialog, as shown in Figure 3-6.

The message opens.

Figure 3-6 Call-Me Connection Confirmation Message

4 If you chose Meet-Me, an initialization status window briefly

appears, followed by the status window shown in Figure 3-7. To complete the Meet-Me connection, dial the Message Center and log in to your mailbox. When an on-screen confirmation message appears, click OK.

Playing Voice Messages 81

Figure 3-7 Meet-Me Status Window

Playing Audio Using Call-Me/Meet-Me

When you invoke Call -Me/ Meet- M e a nd open a unified message t hat contains a voice attachment, the audio plays through your telephone. You can only play the audio through the telephone from Quic kPick or the Unified Read Message form, not from the Inbox. Messages played from the Inbox play through desktop media.

If auto-pla y is set as your preference in the Unified Mes saging tab (see “Using QuickPick and Auto-play with Unified Messages” on

page 91), the message begins playing immediately.

If auto-play is not set, to play a voice attachment using Call-Me/ Meet-Me:

1 Open the message. 2 Double-click the voice att ach me nt icon in t he li st , or sel ect it and

click Play in the toolbar.

See “Creating Unified Messages” on page 91 for information on cre- ating messages using Call-Me/Meet-Me.

Using the Unified Fax Printer with Call-Me/Meet-Me

A Call-Me/Meet-Me session does not automatically start when the Unified Fax Printer opens a New Unif ied Mes sage for m in the cour se of creating a fax.

To use a Call-Me/Meet-Me session to add a voice attachment to a message with a Unified Fax attachment:

1Click Initiate Call-Me/Meet-Me to establish the com bined com-

puter-telephone session

2 Create the fax, as described in “Creating Faxes” on page 128 in

Chapter 5. When the form opens with the fax attached, you can use the telephone as a surrogate microphone to record the voice attachment. For details on recording, see “Creating Un if ie d Mes-

sages” on page 91.

82 Chapter 3. Using OnePoint Messenger with Outlook

Ending a Call-Me/Meet-Me Session

You can end a Call-Me or Meet-Me session in several ways:

•Click Terminate Call-Me/Meet- M e, the last button on the right end of the Outlook toolbar, next to Initiate Call-Me/Meet-Me.

• Choose Terminate Call-Me/Meet-Me from the Outlook Tools menu.

• Quit Outlook.

• Do nothing. Your systems administrator will generally set up the Telephony Server so that Call-Me and Meet-Me sessions are cancelled if there is no activity on the phone line within a certain time.

CAUTION! Do not simply hang up the telephone. The PBX does not relay the hang-up to the Telephony Server, so t h e port stays open and is unavailable to other callers.

QuickPick and the Unified Read Message Form

In the Unified Messaging tab, you can choose whether QuickPick or the Unified Read Message form opens to display unified messages when you double-click a unified message in the Inbox list. For information on setting the de fault form ty pe, see “Using Qui ckPick and the

Read Message Form” on page 89.

The default condition is that QuickPick opens. QuckPick, shown in

Figure 3-8, is a small window that lists the message components,

including any embedded thread of message replies and forwards (antecedents) and their components.

QuickPick and the Unified Read Message Form 83

Figure 3-8 QuickPick Window

The QuickPick component list gives you direct access to any part of any message in the thread. The icons represent the components, indicated by type—text b y t he t ext i con, and so forth. No te t hat the icons used to represent the voice attachments in the example are the standard icons used by W i ndows to r eprese nt “.wav” files . The icon us ed by your system will be the one associated with your default “.wav” application. Telephone icons may also appear, representing “.cvv” sound file format voice attachments recorded in previous versions of OnePoint Messenger. For details on playing voice attachments, see

“Playing Voice Messages” on page 74.

The Unified Read Message form, shown in Figure 3-9, combines most of the QuickPick elements with the elements of the standard Outlook Read Message form.

84 Chapter 3. Using OnePoint Messenger with Outlook

Figure 3-9 Unified Read Message Form

Two benefits of the Unifie d Read Message form over QuickPick are:

• T ext on the message bo dy is displ ayed. In Quic kPick, to vi ew the body text, you must either click Change Form Size to open the Unified Read Message form, or do ubl e-c li ck t he te xt i con, which displays the text in your default text editing application.

• Right-clicking an attachment icon in the message body opens a popup menu that provides attachment options, such as Quick View, print, or save.

QuickPick provides two benefits over the Unified Read Messag e form:

• The QuickPick window is usually smaller, preserving screen space.

• QuickPick displays the complete message component list. The Unified Read Message form shows only five components, then adds a scroll bar to display any additional components. The scroll bar is shown in Figure 3-9.

Interpreting the Message Sequence

The QuickPick form in Figure 3-8 shows a series of unifie d mess ages that are replies to or forwards of an original unified message, the one at the bottom of t he list f rom Rebecca. The two mos t recen t messages

QuickPick and the Unified Read Message Form 85

in the sequence—from Steve and Ben—contain both voice attachments and text in the message body.

The Unified Read Message for m in Figure 3-9 shows part of a message sequence. The most r ecent messa ge contai ns fax, tex t, and voic e components, plus the embedded previous message. Each of the components is represent ed by ico ns in the component list . In the me ssage body, each of the components is again represented by an icon, except for the text in the current message, which appears complete in the message body.

Message Form Components

Menus: The OnePoint Messenger commands added to the menus of the Inbox (and other folders) also appear in the standard Outlook Read Message form, QuickPick, and the Unified Read Message:

• On the Help menu, the Unified Messaging Help command

• Five commands on the Tools menu:

• New Unified Message

• Play Unified

• Reply Unified

• Reply All Unified

• Forward Unified

• Initiate Call-Me/Meet-Me

• Terminate Call-Me/Meet-Me

In addition, Change For m Si ze (to switch betw een Quic kPi ck and the Unfied Read Message form) app ear s in the Tools menu of QuickPick and the Unified Read Message form. The Compose menu (Action menu in Outlook 98 and Outlook 2000) i n Qui ckPi ck an d t he Unified Read Message form contains three unified messaging commands:

• Reply Unified

• Reply All Unified

• Forward Unified Top Pane: The top pane of QuickPick (page 84) differs from the Uni-

fied Read Message form (page 85):

• QuickPick adds “- QuickPick” after the message Subject in the window title bar.

86 Chapter 3. Using OnePoint Messenger with Outlook

• The Unified Read Message form header contains an Options button that opens an Options tab containing the same fields as the Options tab on the standa rd Outlook message form.

• The Unified Read Message form header displays the From, To, Sent (date), Subject, and Cc fields.

• The Unified Read Message form displays the same reply chain and message part icons th at Quick Pick displ ays, but only a pa rtial list with a scrollbar for a long list.

• The Unified Read Message form displays the message body.

Fields in the Message Components List: The QuickPick (page 84) and Unified Read Message form (page 85) message components lists display the following information about each message and message component in the reply chain of the selected message:

• Message type indicator icons appear in the leftmost field. An open or closed envelope icon ind icate s whether a message is read or unread. The envelope is closed in Figure 3-8, indicating that the recipie nt has not yet read the letter.

Indented from the envelope are the component icons. The icons are those associated with the default application that you have assigned to the document type. E-mail body text is represented by the icon of the default text application, such as Wordpad or Notepad. Unified Fax attachments, by default, are repre sented by the Imaging for Windows application icon.

•The From field shows who sent the message. If the sender is a telephone caller outside the OnePoint Messenger domain, the field lists “ Outside Caller”.

•The Date field lists the date and time the message was sent.

•The Length field shows the length of a voi ce messa ge in minu tes.

•The Subject fie ld shows the subject line of the message entered by the sender. If the sender is a telephone caller, the subject is listed as “u nified message” unless the caller is replying to or forwarding a message.

The bottom pane of the Unif ie d Read M es sag e form (page 85) shows the body of the message, including text, graphics, and attachment icons. The attachment icons represent the same objects as the attachment icons in the list. For example, the Unified Read Message form in Figure 3-9 displays these icons in the message body:

QuickPick and the Unified Read Message Form 87

• The telephone i con wi th the label “Unified Messa ge 2” is a voice attachment added to the reply chain after one previous voice or fax attachment.

• The icon labelled UFAX4577.TIF represents the fax in the current message. The applica tion gen erates the numb er in t he label .

• An envelope icon in the message body represents the previous message in the reply chain. The label under the icon is the Subject of the message. A telephone in front of the envelope indicates that the previous message was a voice message. A fax icon in front of the envelope indicates that the previous message was generated as a Unified Fax.

QuickPick and Read Message Form Toolbar

The message buttons to the left of the Outlook Help button are the standard Outlook buttons that appear on the Outlook toolbar. OnePoint Messenger adds the following buttons to the toolbar in QuickPick and in the Unified Read Message form:

Change Form Size—Toggles between QuickPick and the Unified Read Message form, displaying the message selected in the Inbox.

The four new message buttons that also appear on the Outlook toolbar—New Unified Message, Reply Unified, Reply All Unified, and Forward Unified.

Delete—Deletes the current unified message and opens the next unified message in the Inbox list.

Previous Unified Message—Displays the previous unified message in the Inbox list.

Next Unified Message—Displays the next unified message in the Inbox list.

Unified Message Player Controls

The Unified Message Player control bar, shown in Figure 3-10, appears below the toolbar in QuickPick and the Unified Read Message form. In addition, when you double-click a voice attachment in the message body, the player appears in a separate window, staying on-screen for 10 seconds after the mess age has played . You can keep it on-screen by clicking the controls.

88 Chapter 3. Using OnePoint Messenger with Outlook

Figure 3-10 The Unified Message Player

Status Display Play Stop Progress Indicator Volume control

Status Display indicate s how man y minutes and secon ds have e lapsed since the message began to play. It can also display other status messages. For example, when “No Licens e” appears, it means that your Full Unified Message license is revoked or otherwise not available.

Progress Indicator numerical display shows the messa ge leng th. The slider shows proportionately how much of the message has played. To move around in the message, drag the slider bar , or cl ick before or after the bar to jump back or ahead in five second increments.

For more on setting multimedia control s, se e Appendi x A (page 205).

Using QuickPick and the Read Message Form

You have two choices for opening a unified message, opening in QuickPick or the Unified Read Message form.

Set your message-opening preference in the Unified Messaging tab:

1 In the Inbox, choose Options from the Tools menu. 2 Select the Unified Messaging tab. The tab appears, as shown in

Figure 3-3.

3 To have QuickPick (the default) display unified messages when

you open them, select Open with QuickPick. Or, to have the Unified Read Message form display unified mes-

sages when you open them, deselect Open with QuickPick.

4Click Apply or OK to accept changes and close the tab. The change takes immediate effect.

In QuickPick, to view or play a message component:

1 Double-click the component in the QuickPick list.

When you double-click a voice attachment, it begins to play. Alternatively, select a voice attachment, then click Play in the

player toolbar. Use the controls in t he toolbar to contro l the playi ng, as descr ibed

in “Unified Message Player Controls” on page 88.

QuickPick and the Unified Read Message Form 89

2 Text, fax, and other components open in their default applica-

tions. The default application for fax attachments is Imaging for Windows, des cri be d in “Viewing and Annotating Fax Messages”

on page 133 in Chap ter 5.

3 When you are finished viewing an attachment in its default appli-

cation, you can close the application or leave it open to view other attachments. Each attachment invokes its own instance of its default application.

To open the full Unified Read Message form from QuickPick: Click Change Form Size in the QuickPick toolbar.

To return to QuickPick from the Unified Read Mess age form:

Click Change Form Size in the Unified Read Message form. With QuickPick disabled, when you double-click a message in the

Inbox, the Unifie d Read Mess age form o pens, d isplayin g the mess age body and a shorter version of the QuickPick attachment list.

In the Unified Read Message form, you can double-click a component icon in the list to open the component, as in QuickPick, or you can double-click some component icons in the message body.

Antecedent unified messages are indicated on the message body by icons displaying a tele phone or fax nex t to an enve lope, dependi ng on their creation method.

To open an antecedent message from the Unified Read Message form:

Double-click the antecedent icon to open the antecedent message. If the antecedent message itself contains one or more replies or forwarded messages, to open one down in the stack, you must doubleclick down through the stack to reach it.

One of the benefits of QuickPick is that it disp lays the complete component list, so that you can quickly access a component that is buried in a stack.

Why would you use the Read Message form instead of QuickPick? The Unified Read Message form displays the message body, so you can see text on the message body immedi ately. QuickPick shows you only the text icon, requiring another step to view the text.

Using QuickPick and Auto-play with Unified Messages

As discussed above (“QuickPick and the Unified Read Message

Form” on page 83), QuickPick is an optional way to view unified

messages. Auto-play is a nother cont rol opt ion. With auto-play set as your preference, the first voice attachment in the selected message begins to play when you open the message. Wi th auto-play on, even if the first voice attachment (most recent) is buried in an attached anteceden t message, it p l ays automati cally.

You can invoke QuickPick and auto-play independently. Auto-play runs in either QuickPick o r the Unified Read Message f orm. QuickPick and auto-play ar e on by de fau lt. Use the Uni fied Mes saging tab, as shown in Figure 3-3, to change one or both options.

To enable or disable QuickPick:

1 Open the Unified Messaging tab: From the Inbox Tools menu,

choose Options, then select the tab.

2 Select Open with QuickPick to enable QuickPick, or deselect

the setting to disable QuickPick.

3Click OK to accept the change and close the dialog.

To enable or disable Auto-play:

1 Open the Unified Messaging tab as above. 2 Select Auto-play voice messages to enable Auto-play, or dese-

lect the sett ing to disable Auto-play.

3Click OK to accept the change and close the dialog. As soon as you select an option and click OK, it takes effect.

Creating Unified Messages

While you can continue to use the standard Outlook message form, OnePoint Messenger provides a new mail form—the New Unified Message—that enables yo u to add a ll of t he media types that you can with the standard form, while giving you more options for adding voice and fax attachments. Also, the recipient of a unified message has more options for accessing and managing messages.

The New Unified Message and standard Outlook message forms are interoperable. In other words, you c an reply to or for ward eit her form with either message form.

Creating Unified Messages 91

You can open a New Unified Message form from nearly every window—any folder, incoming message form, or QuickPick. Use the toolbar buttons, as d escri bed in “One Point Mes senger Button s Added

to the Outlook Toolbar” on page 65, or equivalent new unified mes-

sage commands from the Tools menus. For details on creating fax messages using OnePoint Messenger, see

“Creating Faxes” on page 128 in Chapter 5.

Recording a Voice Message

There are two basic ways to record a message that the Unified Message Player can play—computer mic rop hone or te le phone. For more on tuning desktop multimedia, see “Tuni ng Your Multimedia Setup”

on page 205.

There are several ways to use a telephone to create voice messages. You can call yourself and leave a voice message for someone else, then, in Outlook, forward it or copy it to a new message addressed to that person. You can use Call-Me or Meet-Me. As discussed in

“Choosing between Ca ll-Me a nd Meet- Me” on page 78, there are sev-

eral ways to start Call-Me or Meet-Me. If you s et Call-Me or MeetMe as your default audio, a combined computer-telephone session is invoked when you open a New Unified Message form.

or From the Inbox, click Initiate Call-Me/Meet-Me. NOTE: If you set Call-Me or Meet-Me as your default audio, a Call-

Me/Meet-Me se ssion will not start automatically if you use either of these methods to compose a New Unified Message:

• Directly reference the Outlook File Templates by double-

clicking Unified.oft or Uni fi ed.Fa x.of t in Wind ows Exp lor er.

• Select the Unified Message form from the Organizational

Forms library in Outlook

Recording a voice mess age and creati ng other message components is the same whether you record on the desktop or in a Call-Me/Meet-Me session. The telephone is a substitute for a microphone and speakers.

If you reply to a message with a voice message, the antecedent message is auto matically attached to the reply form.

To remove the antecedent message from the reply: Click the attachment in the reply form, then press [Delete].

To create a voice message:

1 Decide whether to record using a microphone or telephone. 2 To record using the telephone, start a Call-Me/Meet-Me session.

If your preferences are set so that a Call-Me/Meet-Me session does not start automatically when you open a unified message, from the Inbox, click In it iate Call-Me/Meet -M e.

3Click a unified message button, either New Unified Message,

Reply Unified, Reply All Unified, or Forward Unified, in any window. To respond to or forward a message, select the message, in the Inbox, QuickPick, or in the incoming message form, before opening a New Unified Message form.

A unified message form opens with the recorder control bar, which looks like the Unified Message Player with several more buttons, as shown in Figure 3-11.

NOTE: If a message contains antecedents, you can reply only to the current message from Qu ickPick.

Figure 3-11 OnePoint Messenger Recorder

Attach voice file

Display Window

Play

Stop

Record

Delete

Progress Indicator

Mic level

Volume control

4 You can assemble a message in any order—type text, add other

attachments, record a voice message, and address it.

5 To record, click Record. As you record, the volume indicator

shows how loudly you are recording. For information about the volume control utility included with Windows, see Appendix A.

6Click Stop when you are finished. The Display Window shows

the length of the recording in minutes and seconds. If it displays

No License

“

”, contact your administrator.

7 To review your recorded message, click Play. You have the

same controls as in the Unified Message Player. To stop and continue the m e ssage replay, click Stop, then Play.You can drag the Progress Indicator to replay a section or simply click to the left or right of the indicator to jump the message backward or forward five seconds.

Creating Unified Messages 93

8 To adjust your playback volume, use the Volume Control utility,

the controls on your speakers, or click the Volume arrows on the Recorder toolbar.

9 To append to the end of the message, click Record. 10 To discard the recording, click Delete. You can then re-record. 11 If you want to attach another recording or file, cl ick Attach to

first attach the current reco rding.

12 Complete the recipient fields (To, Cc, Bcc), the Subject field,

and the message body as you would a standard Outlook message.

13 Click Send to send the message.

Unified Message Attachment Icons and Labels

When you attach a file to a unified message, the attachment icon represents the associated application, just as on standard Outlook forms. When you record a voice message on a New Unified Message form, the voice attachment appears on the form represented by a “.wav” icon, as shown in Figure 3-12 .

Figure 3-12 New Unified Message Form

The voice attachment label is “Unified Message” followed by a number that rep resents the total number of attachments in the message. For example, if you record a voice attachment to a message that already contains another attachment, your voice attachment label is “Unified Message 2.”

When you reply to or forward a unified message, that previous message becomes an attachment to your message, represented by an icon that displays a teleph one in front of an envelope. Its label comes from the Subject field of the message. The attached unified message may

94 Chapter 3. Using OnePoint Messenger with Outlook

itself contain a unified message antecedent, in which case opening it would also reveal the sa me icon. Th e icon of the ant ecedent counts as one attachment, incrementing your voice response label number by one.

A unified message opened with the Unified Fax Printer, or one forwarding a unified message made with the Unified Fax P rinter, display fax icons, as described in “Viewing and Annotating Fax Messages”

on page 133.

When you copy an attachment from a unified message to a standard Outlook form, including a forward or reply, the icons and labels are preserved. The reverse is also true.

Considering your Recipient’s Messaging LImitations

In the not-quite-merged worlds of telephone and e-mail, you need to consider how your recipient accesses messages. Issues include:

• Does your recipient generally access messages from an e-mail reader or from a telephone, and is one or the other unavailable?

• How well do the messaging systems that you and your recipient use communicate between each other?

• Does your recipient have full unified messaging, none at all, or some level in between?

If you know of, or are not sure of, limitat ions in commun icating some forms of multimedia to your recipient, you should design your message to conform to those limitations.

Sending Voice Attachments

The OnePoint Messenger 2.0 sound file format is a “wave” format with the extension “.wav”. This is the most common format in the Windows world, so your Windows recipients will probably have a default player for it. The older OnePoint Messenger sound format is the OKI format (“.cvv” extension), which is not supported by many sound players. For those older “.cvv” messages that you have stored that you want to forward to someone who might not have a player, you can include in your e-mai l the Unified Messag e Player , which is a 148k file labelled “ribbit.exe” in your \OnePoint Messenger\bin directory. The same Unified Message Player can also play “wave” formats.

Creating Unified Messages 95

To use the Unified Message Player as a registered application:

1 The recipient of a unified message should first double-click the

voice attachment to make sure that a player is not already registered for th e “.cvv” exten sion.

2 If a player is not registe red, save the sou nd file and ribbi t.exe to a

local directory. a. On the Outlook message, right-click the file, then choose

Save As from the popup menu.

b. In the Save Attachment dialog, navigate to the directory in

which you want to save the file, then click Save.

3 In the local directory, double-click the sound file. The Open

With dialog appears.

4Click Other, navigate in the dia log to r ibbit .exe, the n clic k Open. You can double-click unified message voice attachments in Outlook

to play them. The player launches as an independent application.

Replying to Callers

With OnePoint Messenger on Outlook, you can reply directly to any e-mail address and to pho ne numb ers wit hin the OnePoint Messenge r domain. If you try to use Outlook to r eply to a ph one number out side the domain (the From field displays “Outside Caller”), an error message appears.

Here are some options for replying to people outside the OnePoint Messenger domain:

• Of course, if you know the person’s e-mail address or phone number, you can simply send a message or call.

• You can create a text reply in Outlook, then use a telephone to call your mailbox and route the message to the caller’s fax machine. See “Routing Fax and E-mail Messages to a Fax

Machine” on page 147 in Chapter 5 for details.

• If you receive a pho ne message fr om an outsid e caller, in Outlook you can create a reply with the sender’s message attached by copying the call into a New Unified Message.

• After recording a caller’s message, the OnePoint M es seng er Telephone User In terface (TUI) p rompts the caller to enter a callback phone number. That number appears in the Subject line of the message, so that you can quickly see what number to call.

96 Chapter 3. Using OnePoint Messenger with Outlook

To use Outlook to create a r eply to a phone call fr om a n “Outside Caller” with the caller’s message attached:

1 Open the message to whi ch you want t o reply in the Unifi ed Read

Message form.

2 Select th e voice attach ment, then pr ess [Ctrl-c] to copy it. 3 Close the message. 4 Click the New Unified Message form button on the Outlook t ool-

bar.

5 Enter your message. 6 Below your message in th e mess age body, press [Ctrl-v] to past e

the caller’s message.

Using Text in Unified Messages

Enter text on a New Unified Message form just as you do on a standard Outlook mail form. You can enter text without adding voice, or before or after you record.

You can relate text to attachments by adding the at tachments and then adding text notes that relate to each attachment. The text-attachment sequence is preserved by Outlook, but can get thrashed by other mail systems, so be aware of what mail system your recipient uses.

If your recipient has some degr ee of uni fi ed messaging and generally accesses messages from a telephone but does not have a text-tospeech (TTS) option or an engine to convert e-mail into faxes, text that you send is not accessible from the telephone.

If your recipient is a OnePoint Messenger TTS user, consider these constraints:

• The TTS engine pronounces each letter of words entered in all capital letters, such as acr onyms. The exception is “TTS,” which it translates to “text-to-speech.”

• TTS analyzes context, so instead of speaking most punctuation marks, it renders them into their intended usage, such as upwardly inflecting a sentence that ends with a question mark. On the other hand, TTS pronounces some characters meant as punctuation.

Creating Unified Messages 97

Addressing and Sending Unified Messages

Address and send a unified message as you would any Outlook message. You can address a unified message before or after you create it.

To enter a recipient address, you have the standard options:

• Reply messages are automatically addressed, except those that arrive from outside callers routed from your telephone.

• Enter enough of the recipient’s name in the address field of your message so that Outlook can recognize the intended addressee, then press [ Ctrl-K] or click the Check Names button. You can enter aliases in your own Contact and Persona l address books th at resolve more quickly to your favorite recipients.

• Copy senders’ addresses or their copied recipients’ addresses from the senders’ messages.

• To send a message to a VPIM address (a VPIM-compliant voice mail or e-mail system—see “C ommunicating wit h Users o f Other

Voice Mail Systems” on page 29 in Chapt er 1 for an introduction

to VPIM), enter the recipient’s VPIM address as it is known to the recipie nt’s mail system. The standard VPIM add ressing format is:

[VPIM:<recipient phone number>@.VPIM.<Internet domain>]

For example, to send a mes sage to a user with th e t el epho ne number of (408) 555-1234 at myco.com, enter:

[VPIM:4085551234@VPIM.myco.com]

What must actually appear in the area occupied by “<recipient phone number>” depends on what addres s is entere d on the rec ipient’s own mail server.

If you have created an entry in your Contacts or Personal folder for your recipient’s VPIM address, or your Exchange administrator has created a VPIM “Custom Recipient” (routing mailbox) for your recipient, you can enter your recipient’s Exchange alias, then have Exchange resolve the alias into the VPIM address.

• To send a unified message to a OnePoint Messenger user at another Exchange Site, you can preserve the unified message metadata by entering the address in the VPIM format or by using the recipient’s alias, as described above.

98 Chapter 3. Using OnePoint Messenger with Outlook

• Address messages to distribution lists that you or your Exchange administrator creates. A distribution list can contain both e-mail and VPIM addresses.

Sending your Message

All standard Outlook message options are available for unified messages, such as requesting a return receipt, Make Confidential, and Make Urgent. To set addressing options, select the Options tab on the New Unified Message form. For details, see your Outlook documentation.

After completing the recipient addresses and all desired fields on the message form, click Send at the left end of the m essage form toolbar.For details or addressing and sending, see your Outlook documentation.

NOTE:When you send a message that contains attachments to a voice mail system, generally that system will be unable to process some types of attachments. Parts of the message may be delivered. Those that are not will generate non-delivery notices in your Inbox. For example, NuPoint Messenger accounts can render only the voice and fax components of VPIM messages.

Saving and Deleting Unified Messages

You can save and delete unified messages using all of the standard Outlook commands:

• When you send a message, it is saved by default in your Sent Items folder, in the Mail group in your Outlook Bar. You can change that option using the Sending tab under Options in the Tools menu. See your Outlook documentation.

•Use the Options tab on the New Unified Message form to choose where to save the current message in the same way as for a standard Outlook message

• To a draft without sending, from the form File menu, choose Move to Folder.

If you are offline, you can place your new message in your Outbox to send when you connect to the Exchange server.

• You can save a draft or an annotated e-mail that you have received, by choosing Save from the File menu of either the mes- sage form or the Inbox. The message appears in your Inbox.

Saving and Deleting Unified Message s 99

To save a voice message as a separate file on your local disk:

1 Select the voice icon on the message form. 2 Right-click the icon, then choose Save As from the popup menu.

The Save As dialog displ ay s f il e na me wi th a “.cvv” extension or “wav” extension, depending on the file type. If you change the extension, it will no longer be opened by the Unified Message Player.

or From the File menu, choose Save Attachments.

Deleting Messages

You can delete unified message s us ing all standard Out loo k met hods. In the read form or QuickPick, you have two choices:

• To delete the current message and replace it in the window with

the next unified message, click Unified Delete on the toolbar.

• To delete the current message and replace it in the window with

the next message of any type, click the standard Delete button.

To discard a new unified message without sending it:

1Press [Esc]. 2 When the message “

Printing Messages

With OnePoint Messenger in Outlook, you have the same print options that you have with standard Outlook. You can print e-mail text and faxes from your PC on a printer. When you send unified message that has a voice or other at tachment to a printer, the icons are printed as they appear on the message body.

See Chapter 5 for details on printing faxes, see “Routing Fax and E-

mail Messages to a Fax Machine” on page 147 in Chapter 5.

100

appears, cl ick No.

Do you want to save changes?

”

Mitel OnePoint Messenger Users Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

User Guid e

Table of Contents

Figures

About This Guide

How to Use This Guide

Conventions Used in This Guide

Typeface in Commands

Other Documentation

Getting Online Help

Contacting Mitel Technical Publications

Where to Go from Here

1. What OnePoint Messenger Can Do for You

What Is OnePoint Messenger and Unified Messaging?

What’s Ne w in OnePoint Me ss enger 2.0

OnePoint Messenger Highlights

Using OnePoint Messenger Creatively

OnePoint Messenger Messaging Interfaces

What You Can Do with OnePoint Messenger on a PC

Playing and Viewing E-mail, Fax, and Voice Messages

Call-Me/Meet-Me

Sending, Viewing, and Annotating Faxes

Managing Your Mail

Recording Greetings and Spoken Name

What You Can Do with OnePoint Messenger on a Telephone

Post Office Resiliency

Using Vo ice Profile for Internet Mail (VPIM)

Communicating with Users of Other Voice Mail Systems

Communicating with Remote OnePoint Messenger Users

Distribution Lists

How OnePoint Messenger Works

Figure 1-1 OnePoint Messenger Unified Messaging Network.

Using OnePoint Messenger on Windows with Outlook

Using OnePoint Messenger with a Web Browser

Using the Telephone User Interface (TUI)

Setting OnePoint Messenger User Options

Te rms and Components

Software Components

Outlook Interface

Address Books and Distribution Lists

Personal Message Folders

Messages, Compound Messages, and Sibling Messages

File Formats

Where to Go from Here

2. Installing OnePoint Messenger Client Components

OnePoint Messenger Installation Requirements

What Comes with OnePoint Messenger

What You Need on Your PC

Preparing Your PC for OnePoint Messenger

Installing Desktop Multimedia

Installing Outlook

To check your Outlook version number:

Setting Network Access

On Windows 95 and Windows 98, set the network access control:

Setting the Security Level

To set the security level: 1 In Windows Explorer, navigate to and double-click dcomc-

Figure 2-1 DCOM Dialog

Creating an Exchange Transport Profile

If you already have a mail transport profile, check the settings: 1 Click the Windows Start button, then choose Settings, and Con-

To set up the Exchange mail transport profile:

Figure 2-2 First Screen of Exchange Setup Wizard

Figure 2-3 Second Screen of Exchange Setup Wizard

Figure 2-4 Third Screen of Exchange Setup Wizard

Figure 2-5 Setup Wizard, Personal Address Book Path

Modifying your Exchange Transport Profile

To add an Exchange transport profile from Outlook:

Figure 2-6 Services Dialog

Figure 2-7 Add Serice to Profile Dialog

Figure 2-8 Microsoft Exchange Server, General Tab

Installing the OnePoint Messenger Client

To install the OnePoint Messenger client components on a PC:

Testing the OnePoint Messenger Client

To make sure that everything works, run this test sequence:

Version Reader

To verify the installation us ing Version Read er: 1 From the Windows Start button, choose Programs, then

Figure 2-9 Version Reader

Removing OnePoint Messenger from Your PC