NEC AD-64 User Manual
®
NEAXMail
VOICE/UNIFIED MESSAGING SYSTEM
AD-
64
User Guide
© 2002-2004 Active Voice LLC
All rights reserved.
First edition 2004
ActiveFax, PhoneBASIC, Repartee, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Active
Voi ce , L LC.
NEAXMail and NEC are trademarks of
NEC Corporation.
Other brands and product names used in this document
are trademarks of their respective owners.
Licensed under one or more of the following patents:
U.S. Nos. 4,994,926; 5,291,302; 5,459,584; 4,696,028;
4,809,321; 4,850,012; 4,922,526; 4,935,958; 4,955,047;
4,972,469; 4,975,941; 5,020,095; 5,027,384; 5,029,196;
5,099,509; 5,109,405; 5,148,478; 5,166,974; 5,168,519;
5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401;
5,181,243; 5,724,408; and Canadian No. 1329852.
NEC America, Inc.
Irving, TX
To access your mailbox by phone
1. Call the voice messaging system.
From inside your organization, dial ____________________________________
From outside your organization, dial ___________________________________
2. When the system greets you, enter:
Personal ID ______________________________________________________
Security code ____________________________________________________
To access your mailbox by computer
1. Start Mailbox Manager.
2. On the Connect dialog box, enter:
Host name_______________________________________________________
Extension _______________________________________________________
Security code ____________________________________________________
For assistance, call______________________________________________________
Contents
Introduction ii
Setting up your mailbox .......................................iv
Checking and leaving messages 1
Checking new messages ..................................... 2
Returning a call .................................................... 4
Leaving a message by phone.............................. 6
Sending a message by computer ........................ 8
Leaving a group message by phone.................. 10
Sending a group message by computer*........... 11
Reviewing messages ......................................... 12
Redirecting a message ...................................... 14
Modifying a message ......................................... 16
Canceling a message ........................................ 18
Archiving a message.......................................... 20
Recording a conversation by phone .................. 22
Recording a conversation by computer ............. 24
Monitoring a message........................................ 26
Changing your mailbox setup 27
Working with the Mailbox Manager.................... 28
Changing your security code ............................. 30
Changing your recorded and spelled names......31
Changing your greetings ....................................32
Changing live monitor .........................................35
Playback options ................................................36
Changing call transfer options ............................38
Changing call screening options.........................40
Changing call holding options.............................42
Changing message delivery options...................43
Creating groups .................................................. 45
Changing groups ................................................47
Sending and receiving faxes 49
Sending faxes by computer................................50
Receiving faxes ..................................................52
Changing fax setup............................................. 54
Using e-mail integration 55
Checking e-mail by phone ..................................56
Entering your e-mail password ...........................57
E-mail password charts ......................................58
Changing your e-mail setup options ...................59
Receiving e-mail by fax ......................................60
Using speech recognition 61
Accessing your mailbox...................................... 62
Checking voice messages.................................. 63
Checking e-mail messages ................................ 64
Leaving messages ............................................. 65
Saying numbers, times, or dates........................66
Using ViewCall Plus 67
Screening and managing calls ...........................68
Tracking calls ..................................................... 70
PhoneBASIC ......................................................71
Using quick message actions
and shortcuts 73
Quick message actions ...................................... 74
Shortcuts ............................................................ 75
System menus ...................................................78
Managing your messages with Soft Keys .......... 80
Index 83
▲ i
Introduction
Welcome to NeaxMail® AD-64, a simple
yet powerful voice messaging system
that can greet your callers and record
your messages.
On the phone
The voice messaging system lets you
control how your mailbox receives messages and plays them back. You can
change these settings whenever you like,
from any phone. The phone options
consist of:
Menu conversation The menu
conversation leads you quickly to
your destination. You will hear a
menu of options. Press the number
associated with the option to perform
a particular task. The voice messaging system’s menu options are diagrammed on page 78.
1 for Yes, 2 for No
ask your system manager to set your
mailbox for the 1 for Yes, 2 for No
conversation. This conversation
®
If you prefer,
leads you through all of your options
with easy, yes-and-no questions. Just
press 1 for Yes, 2 for No.
Shortcuts To perfo rm routine
tasks quickly, you can enter a
sequence of numbers in advance of
the conversation questions or menus.
Help When the system conversa-
tion asks you a question, press 3 to
hear a Help menu of options.
Receiving faxes
With ActiveFax®, your faxes are included
with your voice messages. You can
deliver your faxes to a fax machine by
using any phone. See “Sending and
receiving faxes,” on page 49 for details.
Checking e-mail by phone
Depending on the options installed, you
may be able to use text-to-speech technology to listen to your e-mail messages
by phone. You can reply, archive, redirect, or delete any e-mail message by
phone. See “Using e-mail integration,”
on page 55 for details.
Speaking commands
Depending on the options installed, you
may be able to give the system commands by speaking instead of pressing
touchtone keys.
If your system includes speech recognition, simply respond to prompts with
short phrases in your normal speaking
voice. You can speak a command at any
time. For example, say “Check new messages” or “setup options.”
Or, if desired, you can press a touchtone
key at any time. See “Using speech recognition,” on page 61 for details.
ii ▲ NEAXMAIL AD-64 USER GUIDE
On the computer
You can use the Mailbox Manager program to change your mailbox setup from
your desktop computer.
If your system has TeLANophy
manage all types of messages and phone
calls visually on your desktop computer.
TeLANophy is a suite of unified messaging and call management programs.
TeLANophy consists of:
ViewMail
®
All of your voice and fax messages are
brought together in one window with
ViewMail. You can access and prioritize your messages and respond to
them by computer.
ViewMail for Microsoft®
Messaging
You can access all of your voice messages, faxes, and e-mail messagesin
your Microsoft Inbox, whether you
are using Exchange, Outlook, or the
Windows Messaging Inbox.
®
, you can
ViewMail for Lotus® Notes
®
You can access all of your voice messages, faxes, and e-mail messagesin
your Lotus Notes Inbox.
ViewFax
®
You can send, receive, and redirect
faxes from your desktop computer.
ViewCall® Plus
All of your inbound and outbound
calls can be managed visually from
your desktop computer. With
®
PhoneBASIC
, you can customize
your call control by integrating ViewCall Plus with other programs, such
®
as Microsoft’s Office
E-mail integration
suite.
You can access all of your voice, fax,
and e-mail messages in your e-mail
mailbox. Using text-to-speech technology, you can hear your e-mail by
phone. You can also send e-mail messages to any fax machine.
Help
For more detailed information about
any of these programs, see the
Online Help system for the program.
F1 or use the Help menu.
Press
INTRODUCTION ▲ iii
Setting up your mailbox
First, fill in the blanks on the inside front
cover of this guide and perform the procedure “To access your mailbox by
phone.” This makes your mailbox ready
to use and enrolls you on the system as a
subscriber.
The system will ask you a few simple
questions to record your name, spell
your name (if required), record
a personal greeting, and set your
security code.
Your system manager has assigned you
a personal ID. As soon as you hear the
system greeting, enter your personal ID.
This tells the system who you are and
allows you to check messages or leave
messages.
You should also set a security code that
only you know. This prevents someone
else from hearing your messages. You
can change your security code as often
as you like.
After you have set up your mailbox
by phone, you can use TeLANophy. Contact your system manager to install the
TeLANophy programs on your computer.
To set up your mailbox
1
Access your mailbox (see inside front
cover).
2 Answer the system questions. Press 1
for Yes, 2 for No. If you are not sure,
press 2. You can always change the
option later.
3 When the system tells you that your
mailbox is set up, press 1 to confirm
your settings.
TIP
To exit the system quickly,
press ✱ three or more times. Or
hang up and the system will exit
automatically after a few seconds.
iv ▲ NEAXMAIL AD-64 USER GUIDE
Checking and leaving messages
Depending on your system, you can
use a phone or computer to:
• Check new messages
• Return a call
• Leave a message to one or more
subscribers or guests
• Leave a message to a group
• Review messages
• Redirect a message
• Modify or cancel a message after
leaving it
• Archive a message
• Record a conversation
• Monitor a message
▲ 1
Checking new messages
Checking new messages
by phone
New messages are messages that you
have not yet heard. The system notifies
you when you have new messages.
The system plays all urgent messages
first, then all regular messages. It also
sorts your messages by sender. If the system does not know who left a message, it
says that the message is “from your message box.”
After you listen to the messages from a
subscriber, you can reply immediately;
you don’t have to dial the subscriber’s
extension.
SEE ALSO
Modifying a message ...............................16
Canceling a message ................................18
Shortcuts...................................................75
2 ▲ NEAXMAIL AD-64 USER GUIDE
To check new messages
by phone
1
Access your mailbox (see inside front
cover).
2 Press 4 to check new messages. Fol-
low the system instructions. Press 1
for Yes, 2 for No.
* One or more of these features may not be
available at your site.
Optional playback features*
The system manager can set up special
options for your mailbox to:
• Play your new messages automatically each time you call the system.
• Provide additional security by always
requiring both a personal ID and a
security code to play messages.
• Identify you automatically when you
are using your assigned extension.
• Tell you how long it will take to play
your messages.
Checking new messages
by computer
If your system uses ViewMail, ViewMail
for Microsoft Messaging, or ViewMail for
Lotus Notes, you can check messages
visually on your computer.
Information about each message is provided on the screen. When available,
names, phone numbers, and a subject
are included with messages. ViewMail
also provides the length of the message
and the time it was sent.
You can listen to messages either with a
computer sound device or a phone.
To check new messages by
computer
1
Double-click the message to open it.
2 Use the VCR-style buttons to play
and respond to the message.
Urgent voice message
Voice message
VCR-style buttons
CHECKING AND LEAVING MESSAGES ▲ 3
Returning a call
If your phone system supports the call
return feature, you can immediately
return a call to the person who left you a
message.
The call return feature is available for
messages left by outside callers when a
caller ID phone number is provided. You
can also return a call to another subscriber.
Depending on your phone system, you
can return a call using Soft Keys on your
phone. Or, you can return a call when
you access your mailbox from any
touchtone phone.
If a returned call is not answered or if the
line is busy, the system tells you that the
call could not be connected. Then, the
system returns you to your voice mailbox.
The return call feature is available for
new and old messages.
Asking callers for a phone
number
If your organization does not receive
caller ID information from your phone
service provider, your system can be set
up to ask callers to enter their phone
number before their call is transferred to
your extension. See your system manager for more information.
SEE ALSO
Managing your messages with Soft Keys80
To return a call with
Soft Keys
1
Access your mailbox (see inside front
cover).
2 To hear new messges, press the Soft
Key below the NEW option on the
phone display. To hear old messages,
press the Soft Key below the OLD
option on the phone display.
3 After listening to a message, press
the Soft Key below the CALL option
on the phone display. If available,
the system dials the phone number
associated with the message.
4 ▲ NEAXMAIL AD-64 USER GUIDE
To hear caller ID information
with Soft Keys
1
Access your mailbox (see inside front
cover).
2 To hear new messges, press the Soft
Key below the NEW option on the
phone display. To hear old messages,
press the Soft Key below the OLD
option on the phone display.
3 After listening to a message, press
the Soft Key below the CID option on
the phone display. If available, the
system plays the phone number
associated with the message.
To return a call by phone
1
Access your mailbox (see inside front
cover).
2 Press 4 to check new messages, or
press 6 to check old messages. Follow the system instructions. Press 1
for Yes, 2 for No until you select the
message you want.
3 Press 4 5 to return a call to the person
who left a message.
To hear caller ID information
by phone
1
Access your mailbox (see inside front
cover).
2 Press 4 to check new messages, or
press 6 to check old messages. Follow the system instructions. Press 1
for Yes, 2 for No until you select the
message you want.
3 Press 4 6 to hear the phone number
of the person who left a message, if
available.
SEE ALSO
Managing your messages with Soft Keys80
CHECKING AND LEAVING MESSAGES ▲ 5
Leaving a message by phone
The system lets you leave voice messages for subscribers, groups, or guests.
If you call a subscriber’s extension and
the call is unanswered, your call is automatically routed to the subscriber’s
mailbox, where you can leave a message.
You can also leave messages directly in a
subscriber’s mailbox.
If your phone system uses identified
subscriber messaging, the system automatically tags a message from your
assigned extension with your name.
If your phone system does not use identified subscriber messaging or you are
calling from another subscriber’s extension, you need to identify yourself as a
subscriber by entering your personal ID
and security code.
SEE ALSO
Modifying a message............................... 16
Canceling a message ............................... 18
Directory assistance
Your system may use automatic directory assistance, numeric directory assistance, or both, to help callers find
subscribers’ extension numbers.
Callers with letters on their phones
can use automatic directory assistance,
which identifies subscribers by their
last names. All callers can use numeric
directory assistance, which groups subscribers by department, location,
or some other category.
TIP
To finish recording a message, you
can press ✱ or just stop speaking.
Shortcuts...................................................75
Special delivery options
When you leave an identified subscriber
message, you can mark it with one or
more of these special delivery options:
Urgent The message is played first,
before regular messages.
Private The message cannot be
redirected.
Return receipt The system tells
you when a subscriber has heard the
message.
Future delivery The message is
delivered at the time and day you
specify.
6 ▲ NEAXMAIL AD-64 USER GUIDE
To leave an identified
subscriber message*
1
Call another subscriber. When the
subscriber does not answer, the call
is automatically forwarded to voice
mail.
2 Follow the system instructions to
record your message. Press 1 for Yes,
2 for No.
3 Press # to start over or ✱ to stop
recording.
* This feature may not be available at your site.
To leave a message directly
in a subscriber’s mailbox
1
Access your mailbox (see inside front
cover).
2 Press 5 to leave any messages.
3 On the phone, spell the subscriber’s
name. Otherwise, enter the extension number.
When spelling a subscriber’s last
name, use a “wild card” number
(typically 0 or 1) for any letter in
the last name you do not know.
4 Press 1 when you hear the name of
the subscriber you want. Otherwise,
press 2 to hear the next matching
name.
5 Record your message at the beep.
The message must be at least three
seconds long to be delivered.
6 Press # to start over or ✱ to stop
recording.
TIP
With speech recognition, access your
mailbox, then say “Leave a message.”
Press touchtone keys to spell a name,
or say the extension number, if asked.
Say “Yes” when you hear the name
you want, then record the message.
CHECKING AND LEAVING MESSAGES ▲ 7
Sending a message by computer
Depending on installed options, you can
use ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes to send
voice messages by computer.
To send a message
by computer
1
If you are using ViewMail, click “Send.”
If you are using ViewMail for Microsoft
Messaging, click “New voice message.”
If you are using ViewMail for Lotus
Notes, select “New memo> Voice mail.”
2 Click “To” and then use the address
book to select recipients’ names.
3 Type in a subject and select delivery
options as needed. For future delivery, click “To be sent,” then select the
date and time. Click “OK.”
4 Use the VCR-style buttons and your
phone or a sound device to record the
message. You can also add sounds from
the clipboard or from a .Wav file.
5 To send the message, click “Send.”
For composing and
sending a message
For selecting
special delivery options
8 ▲ NEAXMAIL AD-64 USER GUIDE
With ViewMail, you can send a message
to another subscriber with the ViewMail
address book.
With ViewMail for Microsoft Messaging
or ViewMail for Lotus Notes, you also
can send a voice message to someone
outside the voice messaging system.
When you use the Microsoft Messaging
or Lotus Notes address book, the message i s sen t as a n e-m ail m essa ge with an
attached WAV file.
* This feature may not be available at your site.
For composing
and sending a
message
For addressing a message
to multiple subscribers or
message groups
For selecting
an address
CHECKING AND LEAVING MESSAGES ▲ 9
Leaving a group message by phone
You can leave a message for more than
one subscriber either by:
• Leaving the message for a message
group.
• Adding names to the address list.
A message group is a mailing list of subscribers and guests. Your system manager can create message groups or you
can create your own message groups.
To leave a group message
by phone
1
Access your mailbox (see inside front
cover).
2 Press 5 to leave a message.
3 Spell the group name, or enter the spe-
cial group ID and group number.
4 Press 1 when you hear the name of
the group you want. Otherwise,
press 2 to hear the next matching
name.
5 After the beep, record your message.
The message must be at least three seconds long to be delivered. Press ✱ to
finish recording.
6 If desired, follow the system prompts to
edit the message, set special delivery, or
address the message to others.
7 Press ✱ to send the message.
To leave a message to several subscribers by phone
1
Leave a message for the first subscriber.
2 Press ✱6 to stop recording.
3 Follow the system instructions to
add a subscriber as a message recipient.
4 Repeat step 3 for each subscriber
you want to receive the message.
5 Press ✱ when you are finished.
The system tells you when everyone in a
group has received your message. If you
do not get this confirmation, you can ask
the system who in the group has not yet
heard the message.
To find out by phone who has
not heard a group message
1
Start to leave a new message to the
group.
2 The system says that some members
have not heard your last message.
Press 1 to review the message.
3 Listen to the message or press 2 to
interrupt it.
4 Press 2 to avoid canceling the mes-
sage.
5 Press 7 to list who has not heard the
message. Press ✱ to stop the list.
10 ▲ NEAXMAIL AD-64 USER GUIDE
Sending a group message by computer*
With ViewMail, ViewMail for Microsoft
Messaging, or ViewMail for Lotus
Notes, you can either choose more
subscriber names or a group name
from the ViewMail address book. Create your groups by phone or ask the
system manager to create your groups
for you.
For addressing a message to multiple
subscribers or message groups
* This feature may not be available at your site.
CHECKING AND LEAVING MESSAGES ▲ 11
Reviewing messages
SEE ALSO
Online Help:
ViewMail, Opening messages
ViewMail for Microsoft Messaging, To set
preferences for saving sent voice
messages
You can review old messages and
archived messages by phone or by computer.
Reviewing messages by phone
After you have heard a new message, the
system saves it for a set amount of time
(for example, until midnight).
To review messages by
phone
1
Access your mailbox (see inside front
cover).
2 Press 6 to review old messages.
3 Follow the system instructions. Press
1 for Yes, 2 for No.
TIP
Press ✱ to skip a message. Press 3 7 to
archive a message.
* This feature may not be available at your site.
12 ▲ NEAXMAIL AD-64 USER GUIDE
Reviewing messages
by computer*
ViewMail lists all of your opened (old)
messages in your mailbox until the system deletes them at the set time, usually
at midnight every night.
To review an old message
by computer
1
Double-click the message.
2 Use the VCR-style buttons to play
the message.
* This feature may not be available at your site.
New message
Old message
Opened message
New message
CHECKING AND LEAVING MESSAGES ▲ 13
Redirecting a message
The system lets you:
• Redirect a message to another subscriber.
• Record an introduction to the message.
• Use special delivery options.
The system does not let you redirect
messages that are designated as private
by the original sender.
SEE ALSO
Leaving a message by phone:
Special delivery options ............................ 6
To redirect a message
by phone
1
While listening to a message, press
3 9 to interrupt it.
2 Spell the last name of the subscriber
to whom you are redirecting the
message.
3 Press 1 to confirm that you want to
redirect the message.
Online Help:
ViewMail, Redirecting messages
ViewMail for Microsoft Messaging,
Forwarding a voice message
Redirecting a message
by computer*
You can redirect a message to other subscribers using ViewMail, ViewMail for
Microsoft Messaging, or ViewMail for
Lotus Notes. When you redirect a voice
message, the original voice message is
included.
* This feature may not be available at your site.
14 ▲ NEAXMAIL AD-64 USER GUIDE
To redirect a message
by computer
1
Select the message.
2 Click “Redirect.”
3 Click “To” and then use the address
book to select recipients’ names.
4 Type in a subject and set delivery
options as needed.
5 Use the VCR-style buttons and your
phone or a sound device to record an
introduction.
6 Click “Send” to send your message.
* This feature may not be available at your site.
For redirecting the message to other
subscribers, groups, or guests
For redirecting a message
CHECKING AND LEAVING MESSAGES ▲ 15
Modifying a message
SEE ALSO
Leaving a message by phone .................... 6
Redirecting a message............................. 14
Canceling a message ............................... 18
Depending on system settings, you can
use one or more of these message
options after you record a message:
• Modify the message.
• Modify its delivery options.
• Mark it for special delivery.
• Redirect it to others.
Online Help:
ViewMail, Changing or revoking sent
messages
ViewMail for Microsoft Messaging,
Revoking a voice message you have sent
To modify a message by
phone
1
Record a message.
2 Press ✱4 to stop recording.
3 While modifying, you can press 4 to
add to the end of the message, 5 to
listen to the message, or 6 to
rerecord the message.
4 Press ✱ when you finish modifying.
16 ▲ NEAXMAIL AD-64 USER GUIDE
Modifying a message
by computer*
With ViewMail, you can modify a voice
message you have sent if the recipient
has not opened it.
ViewMail displays the message in your
ViewMail inbox until the person has
opened it. If the message is still in your
mailbox, simply open and modify it.
* This feature may not be available at your site.
Unopened sent
message
For modifying message
delivery options for an
unopened message
CHECKING AND LEAVING MESSAGES ▲ 17
Canceling a message
SEE ALSO
Modifying a message ...............................16
Online Help:
ViewMail, Changing or revoking sent
messages
ViewMail for Microsoft Messaging,
Revoking a voice message you have sent
If the recipient has not heard your last
message, the system lets you cancel it.
You can then record a new message.
To cancel a message by
phone
1
Start to leave another message to the
same subscriber.
2 If the subscriber has not yet heard
your last message, the system asks if
you want to review it.
3 Press 1 to review it.
4 When you hear the message you
want to cancel, press 5 to cancel it.
5 Press 1 to confirm the cancellation.
18 ▲ NEAXMAIL AD-64 USER GUIDE
Canceling a message
by computer*
With ViewMail, you can cancel a voice
message you have sent if the recipient
has not opened it. A message remains in
your mailbox until the recipient opens it.
To cancel a message
by computer
1
Select the message.
2 Click “Delete.”
With ViewMail for Microsoft Messaging,
all unopened voice messages you have
sent appear in the Unopened folder,
which is located in the Sent Items
folder.*
* This feature may not be available at your site.
For canceling a message
that has been sent
CHECKING AND LEAVING MESSAGES ▲ 19
Archiving a message
SEE ALSO
Online Help:
ViewMail, Archiving and saving messages
ViewMail for Microsoft Messaging, Sav-
ing a voice message temporarily
ViewMail for Microsoft Messaging,
ViewMail columns
The system saves old messages for a set
time (for example, until midnight). To
keep a message for a longer period, you
can archive it. The system manager can
tell you how long your system saves
archived messages.
You can hear your archived messages
when you review messages. The only difference between archived messages and
old messages is that archived messages
are saved for a longer period of time.
After you listen to your archived messages, the system gives you the option of
archiving the messages again.
WARNING!
After listening to an archived message,
you must press 3 7 to archive it again or it
will be deleted.
To archive a message
by phone
While listening to a message, press 3 7
to archive it.
20 ▲ NEAXMAIL AD-64 USER GUIDE
Archiving messages
by computer*
You can archive a message using ViewMail, ViewMail for Microsoft Messaging,
or ViewMail for Lotus Notes.
When the number of archived days
reaches zero, the voice message is
deleted with other old voice messages.
In the ViewMail mailbox, archived messages appear with an Archive icon. The
number of days the voice message
remains archived is displayed in the
Archive Days column, which appears
before the Phone column in the ViewMail mailbox.
With ViewMail for Microsoft Messaging,
you can see how many days are left for
an archived message by opening the
voice message.
* This feature may not be available at your site.
To archive a message
by computer
1
Select the message.
2 If you have ViewMail or ViewMail for
Lotus Notes, click “Archive.” If you
have ViewMail for Microsoft Messaging, select “Archive Voice Message”
from the File menu.
For archiving messages
Number of
archived
days
TIP
As the archive time decreases for a
message, you can archive it again,
which resets the archive time to the
maximum value.
CHECKING AND LEAVING MESSAGES ▲ 21
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