NEC AD-64 User Manual

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NEAXMail

VOICE/UNIFIED MESSAGING SYSTEM

AD-

User Guide

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______________________________________________________

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

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

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

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

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

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

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

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*

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Recording a conversation by phone

If supported by your phone system, you can record a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversation is stored as a message in your voice mailbox. From there, you can review it, delete it, or add an introduction and send the recorded message to other subscribers. This feature is called “live record.”

You can manage your recording sessions using special keys on your phone. Commands for live record can be programmed for feature keys on the phone. Or, you can use Soft Keys to choose live record commands from your phone display. See your system manager for details on how your system is set up.

For a list of live record commands, see the next page.

To record a conversation by phone

During a phone conversation, press RECORD on the phone.

2 Press END or hang up to stop record-

ing.

To redirect or save a conversation by phone

To save a recorded message to your mailbox, press END or disconnect the call.

2 To redirect the recorded message to

another subscriber, enter the subscriber’s extension while you are recording. The recorded message is automatically sent when you press END.

Press ADDRESS to end the recording and disconnect the call. Then follow the address conversation to redirect the message.

22 ▲ NEAXMAIL AD-64 USER GUIDE

Live record phone commands

Press the associated feature key on your phone, or press the Soft Key below the phone display for the option you want.

Pause Pause and resume the

recording.

Address Ends the recording and

disconnects the call. Then follow the address conversation to review, delete, or address the recorded message with an optional introduction.

End End the recording without dis-

connecting the call. The recorded message is automatically sent to the specified address. Or, if no address is specified, the message is sent to your mailbox.

Erase Erase the recorded message

without disconnecting the caller.

Rerecord Erase the existing

recorded message and start a new recording.

CAU

CAUTION

The use of monitoring, recording, or listening devices to eavesdrop, monitor, retrieve, or record phone conversations or other sound activities, whether or not contemporaneous with transmission, may be illegal in certain circumstances under federal or state laws. Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation. Some federal and state laws require some form of notification to all parties to a phone conversation, such as using a beep tone or other notification method or requiring the consent of all parties to the phone conversation, prior to monitoring or recording the phone conversation. Some of these laws incorporate strict penalties.

CHECKING AND LEAVING MESSAGES ▲ 23

Recording a conversation by computer

If your phone system supports live record and you are using ViewMail, you can record conversations by using the “Live record” button in ViewMail or ViewMail for Microsoft Messaging. In ViewMail for Lotus Notes, you use the Live record option on the Tools menu.

When you finish, the recorded message is placed in your inbox. From there, you can review it, delete it, or add an introduction and send the recorded message to another subscriber.

SEE ALSO

Online Help:

ViewMail, Recording conversations

You can set the following recording options in ViewMail:

• Start recording when you choose “Live Record” from the Telephone menu.

• Forward the recorded message to other subscribers.

Recorded

conversation

For recording messages

24 ▲ NEAXMAIL AD-64 USER GUIDE

To record a conversation by computer

If you are using ViewMail, click “Live record.” If you are using ViewMail for Microsoft Messaging, click “New live record message. If you are using ViewMail for Lotus Notes, go to Tools> Live record.

2 If you are using ViewMail, the Live

Record Message dialog box appears. To begin recording, choose “Live record.”

If you are using ViewMail for Microsoft Messaging or ViewMail for Lotus Notes, the New Message dialog box appears. To begin recording, click “Record.”

3 Click “Pause” to stop recording tem-

porarily. Click “Resume” to restart.

4 To end the recording, click “Stop”

or hang up. Or, click “Cancel” to stop and erase the recording.

5 To review the message, click “Play.”

6 To send the message to your mail-

box, click “Send.”

7 If the Request Redirect dialog box

appears, click “Yes” to forward the message. Click “No” to save the recorded message in your mailbox.

CAU

CAUTION

CHECKING AND LEAVING MESSAGES ▲ 25

Monitoring a message

If the live monitor feature is supported by your phone system, you can use the speaker on your phone to listen while a caller records a message. If desired, you can pick up the handset to connect to a caller.

You can monitor messages left by outside callers. You cannot monitor messages left by other subscribers.

The phone system can be set up to allow you to monitor all of your incoming calls automatically. Or, you can press a feature key on your phone to monitor a message as desired.

To finish monitoring a message, you press the Soft Key below the CANCEL option on your phone display.

Your system manager sets up the live monitor feature for you. Then, you can turn the live monitor feature on or off through your setup options.

If you are going to be out of the office and all of your messages are monitored automatically, you can turn off the live monitor feature to keep messages from playing on your speaker while you are away. See “Changing live monitor,” on page 35 for details.

To monitor your messages automatically

When you hear your extension ring, wait until the caller’s message is played on the speaker.

2 To stop listening, press the Soft Key

below the CANCEL option on the phone display. Or, to connect to the caller, pick up the handset.

To monitor a message with keys on your phone

When you hear your extension ring, wait until you see the live monitor feature key on the phone flashing red.

2 Press the live monitor feature key on

the phone. The caller’s message plays on the speaker as the message is being recorded.

3 To stop listening, press the Soft Key

below the CANCEL option on the phone display. Or, to connect to the caller, pick up the handset.

SEE ALSO

Changing live monitor ......................... 35

26 ▲ NEAXMAIL AD-64 USER GUIDE

Changing your mailbox setup

Mailbox Manager allows you to control

your personal mailbox settings, such as:

• Your profile

• Security code

• Recorded and spelled names

• Greetings

• Playback options

• Call transfer options

• Call screening options

• Call holding options

• Message delivery options

• Message groups

You can also change most of these setup options for your personal mailbox by phone. When you make a change, the system leads you step by step through a series of simple yes-and-no questions.

To make changes to your TeLANophy programs, refer to the program’s online Help.

▲ 27

Working with the Mailbox Manager

The Mailbox Manager allows you to control how you and your callers interact

with the voice messaging system by phone.

The first time you use the Mailbox Manager, you enter the host name, your personal ID and your security code in the Connect dialog box.

The menu bar allows you to navigate through the screens of the Mailbox Manager.

TIP

Click “Save” frequently to save changes as you make them. If you move to another screen within Mailbox Manager without saving changes first, you are prompted to save before proceeding.

The Profile screen is where the system stores your name, extension number, fax ID, delivery number, and other settings.

28 ▲ NEAXMAIL AD-64 USER GUIDE

To change your profile

Access the Mailbox Manager (see inside front cover).

2 Click “Profile.”

3 Confirm and change settings as

needed.

4 Click “Save.”

TIP

You must select a recording device before you can record greetings, your recorded name, or the names of groups. If your computer is equipped with a microphone and speakers, select “My computer.” Otherwise, select “My phone.”

To use the control bar

On the control bar, click to select phone or computer playback.

2 On the control bar, click to listen

to your recorded name.

3 On the control bar, click to record

your name with your recording device:

Phone: Pick up the handset when the

phone rings, wait for the beep, then speak into the handset.

Computer: Wait for the tone, then

speak into the microphone.

4 Click to stop recording.

Drag slider to skip forward or back in the recorded message

CHANGING YOUR MAILBOX SETUP ▲ 29

Changing your security code

Your security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like. Your security code should be three to 10 digits long.

If you forget your security code, contact your system manager.

Type old and new security

code in these fields

To change your security code by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Profile.”

3 Click “Change Code.”

4 In the Change Security Code dialog

box, type your old and new passwords in the corresponding fields.

5 Click “OK,” and then click “Save.”

To change your security code by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 7 4 to change your security

code.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

TIP

When you change your mailbox security code, update your TeLANophy security code. See “To change mail and service options” in ViewMail online Help or “Changing mail and service options” in ViewMail for Microsoft Messaging online Help.

30 ▲ NEAXMAIL AD-64 USER GUIDE

Changing your recorded and spelled names

The system uses your recorded name to identify both you and your messages to other callers. You can change your spelled name only by phone. If your phone keypad has letters, you can also spell your name for the system.

The system uses your spelled name for the directory. Callers can enter the first letters of your name to locate you in the directory. You can also remove your name from this directory.

To change your recorded name by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Profile.”

3 On the Control bar, click to

record your name with your recording device:

Phone: Pick up the handset when the

phone rings, wait for the beep, then speak into the handset.

Computer: Wait for the tone, then

speak into the microphone.

4 Click to stop recording.

To add or remove your name from the directory by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 7 7 to change your directory

listing.

3 Follow the system instructions to

change your spelled name. Press 1 for Yes, 2 for No.

To change your recorded name by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 7 5 to change your recorded

name.

3 Follow the system instructions to

record your name. Press 1 for Yes, 2 for No.

To change the spelling of your name by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 7 6 to change your spelled

name.

3 Follow the system instructions to

change your spelled name. Press 1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 31

Changing your greetings

Callers hear a greeting before they leave a message. Your mailbox can have one of three greetings: standard, busy, or alternate. You can rerecord or switch between greetings by phone or by computer.

If the system has been configured for message notification to your pager, add the following message to your greeting: “or press 1 to beep my pager.”

Standard greeting

The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green. I am not at my desk right now. Please leave a message.”

Busy greeting

The busy greeting plays when your extension is busy.* A typical busy greeting is: “Hello, this is Pat Green. I am on the phone now. Please leave a

message.” For callers to hear your busy greeting, you must activate it.

If you do not want to use a separate busy greeting, then record a standard greeting for all situations when you are unavailable. For example: “Hello, this is Pat Green. I am not available at this time. Please leave a message.”

Alternate greeting

The alternate greeting plays for special occasions, such as a vacation. A typical alternate greeting is: “Hello, this is Pat Green. I am out of the office today and will return tomorrow.”

When your alternate greeting is active, the system plays it instead of any of your other greetings.

System-generated greetings

If you do not record greetings in your own voice, the system plays greetings

that include your recorded name or your extension. For example:

• For a standard greeting, “Pat Green is not available right now.”

• For a busy greeting, “Extension 1 2 3 is busy.”

• For an alternate greeting, “Pat Green is out today.”

To switch between your greetings by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Greetings.”

3 From the “Choose a greeting” list

box, select a greeting.

4 For “This greeting is,” select the

“Enabled” check box.

5 Click “Save.”

* This feature may not be available at your site.

32 ▲ NEAXMAIL AD-64 USER GUIDE

To rerecord your standard, alternate, or busy greeting by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Greetings.”

3 From the “Choose a greeting” list

box, select the greeting to rerecord.

4 On the Greeting Source control bar,

click to record the greeting with your recording device:

Phone: Pick up the handset when the

phone rings, wait for the beep, then speak into the handset.

Computer: Wait for the tone, then

speak into the microphone.

5 Click to stop recording.

Greeting source control bar

CHANGING YOUR MAILBOX SETUP ▲ 33

To switch between your standard and alternate greeting by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 4 5 to switch to your other

greeting (standard or alternate).

To rerecord your standard, alternate, or busy greeting by phone

Access your mailbox by phone (see inside front cover).

2 To rerecord your:

• standard greeting, press 7 4 6 1.

• alternate greeting, press 7 4 7 1.

• busy greeting, press 7 4 8 1.

3 Press ✱ to stop recording.

To activate your busy greeting by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 4 8 to hear your busy greet-

ing.

3 Follow the system instructions to

activate your busy greeting. Press 1 for Yes, 2 for No.

34 ▲ NEAXMAIL AD-64 USER GUIDE

Changing live monitor

If the live monitor feature is supported by your phone system, you can use your phone to listen while an outside caller records a message.

You can turn the live monitor feature on or off with your setup options. Depending on phone system programming, you can change this feature with Soft Keys on your work phone, or you can use any touchtone phone.

The phone system can be set up to allow you to monitor all of your calls automatically. Or, you can press a feature key on your phone to monitor calls as desired. See your system manager for more information.

To turn the live monitor feature on or off by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 7 9 to turn live monitor on or

off.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 35

Playback options

The Playback options screen stores settings for how messages are played. These options are not available by phone. Without Mailbox Manager, you need to ask your system manager to change these options. The Playback options consist of:

Announce

New e-mail messages If e-mail

integration is installed, the system can include new e-mail messages when announcing the number of new messages.

Voice message length The sys-

tem announces the total length, in minutes, of new voice messages.

Phone conversation type

Menu mode conversation This

conversation plays menus of options. Press the number associated with the option to perform the particular task.

Yes/No conversation This con-

versation leads you step by step through all of your options with easy, yes-and-no questions. Press 1 for Yes, 2 for No.

Voice message time stamp

Announce timestamp before

messages

the time and date that the message was recorded before playing the message.

Announce time stamp after

messages

the time and date that the message was recorded after playing the message.

The system plays

36 ▲ NEAXMAIL AD-64 USER GUIDE

To change your playback options by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Playback.”

Announce options

3 Confirm and change the settings as

needed.

4 Click “Save.”

Conversation option

Listening to a

message option

CHANGING YOUR MAILBOX SETUP ▲ 37

Changing call transfer options

The system can transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer or have your calls transferred to a different phone number.

Turn on call transfer before transferring your calls to a different phone number. You can enter up to nine digits for the new phone number.

To turn call transfer on or off by computer

Access the Mailbox Manager (see inside front cover).

Select transfer/screening

Turn transfer on

or off here

options here

2 Click “Transfer/Screening.”

3 To turn call transfer on, in the

“Transfer incoming calls to” group, select “My extension.” To turn call transfer off, select “My voicemail.”

4 Click “Save.”

38 ▲ NEAXMAIL AD-64 USER GUIDE

Turn holding on

or off here

To change the number to which calls are transferred by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Transfer/Screening.”

3 In the “Transfer incoming calls to”

group, select “This number.” Type the phone number or extension, then click “Save.”

SEE ALSO

Changing call screening options.............40

TIP

Changing call holding options................42

To turn call transfer on or off by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 6 4 to turn call transfer on or

off.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

To change the number to which calls are transferred by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 6 4 1 4 to change the number

to which your calls are transferred.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

CHANGING YOUR MAILBOX SETUP ▲ 39

Changing call screening options

When available, the system can use a variety of call screening options.* You can select these options on the Transfer/Screening screen of the Mailbox Manager.

These options are not available by phone. If your system manager has set up call screening for your extension, you can only turn call screening on and off by phone.

What you hear when you pick up the phone depends on which of the following options you select.

Announce before connecting

caller

before transferring the call.

* This feature may not be available at your site.

The system plays a beep

Play screened name before con-

necting

caller’s name before ringing your extension. The system plays “Call from <caller’s name spoken by the caller>” before transferring the call.

Ask me if I want to take the

call

take the call, or 2 and I’ll take a message,” then waits for a response from you before transferring the call.

Play screened name in voice

message

plays the caller’s name as above. The system adds the caller’s name to the beginning of the caller’s message.

Tell me who the call is for The

system says, “Call for <your name>” before transferring the call.

The system asks the

The system says “Press 1 to

The system asks and

Two or more of these options may be combined. For example, if you select “Play screened name before connecting” and “Ask me if I want to take the call,” the system asks for the caller’s name, then rings your extension. When you answer the call, the system plays the caller’s recorded name, then asks if you want to take the call.

40 ▲ NEAXMAIL AD-64 USER GUIDE

To change call screening options by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Transfer/Screening.”

3 Select the “Screening” check box.

4 Select the transfer/screening options

as needed.

5 Click “Save.”

To turn call screening on or off by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 6 4 1 5 to turn call screening

on or off.

3 Press 1 to turn call screening on.

Press 2 to turn it off.

CHANGING YOUR MAILBOX SETUP ▲ 41

Changing call holding options

The system can hold a call until your extension is available.* When call holding is turned on and your extension is busy, the system asks callers if they want to hold until you are available or to leave a message. The system also tells callers how many calls are holding ahead of theirs.

If your system manager has set up call holding for you, you can turn call holding on and off. Your system manager sets the number of calls that the system can hold for you.

* This feature may not be available at your site.

To turn call holding on or off by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Transfer/Screening.”

3 To turn call holding on, select the

“Holding” check box. To turn it off, clear the check box.

4 Click “Save.”

To turn call holding on or off by phone

Access your mailbox by phone (see inside front cover).

2 Press 7 6 4 1 6 to turn call holding on

or off.

3 Press 1 to turn call holding on. Press

2 to turn it off.

42 ▲ NEAXMAIL AD-64 USER GUIDE

Changing message delivery options

The system can deliver messages to several different phone numbers. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set the system to deliver only urgent messages. You also can set the system to delay message delivery to any of the numbers.

To change message delivery options by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Notification.”

3 To edit a message delivery device,

select the device and click “Edit.”

To add a new device, click “Add.”

4 On the Message Delivery screen,

confirm and change the settings as needed and click “OK.”

Times to deliver messages

Days to deliver messages

Delivery types and frequency

Name of the device

Phone number to reach device

5 Click “Save.”

CHANGING YOUR MAILBOX SETUP ▲ 43

If changing message delivery by phone, you may not be able to enter a pager number that requires special dialing characters (for example, a semicolon that represents a three-second pause). Contact your system manager for assistance.

TIP

Press # to insert a one-second pause where you want the system to pause between digits that it is dialing.

To change message delivery by phone

Access your mailbox (see inside front cover).

2 To change your message delivery

options for your:

• work phone, press 7 6 6 5 4.

• home phone, press 7 6 6 5 5.

• pager, press 7 6 6 5 6.

• spare phone, press 7 6 6 5 7.

• fax phone, press 7 6 6 5 8.

3 Press 1 to turn on delivery for that

number or 2 to turn off delivery.

4 Press 4 to change the phone number.

After you enter a phone number, press ✱ to end the entry.

5 Press 5 to change the schedule, and

then follow the system instructions. Press 1 for Yes, 2 for No.

6 Press 6 to change the delivery mode

for messages delivered to this number, and then follow the system instructions. Press 1 for Yes, 2 for No.

7 Press 7 to change fax notification,

and then follow the system instructions. Press 1 for Yes, 2 for No.

8 Change any remaining message

delivery numbers by repeating the procedure.

44 ▲ NEAXMAIL AD-64 USER GUIDE

Creating groups

You can create your own message groups. When you send a message to a group, the message is sent to all members of the group. Each group you create has a number or a name.

There are two types of groups: public and private. Other subscribers can send messages to a public group. Only you can send messages to a private group.

To create a group by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Groups.”

3 Click “Create Group.”

4 Type a name for the group.

5 Select a type for the group.

6 To dispatch messages to the first

group member available, select the “Dispatch” check box. Otherwise,

each message sent to the group will be delivered to all members.

7 On the control bar, click to record

the group name with your recording device:

Phone: Pick up the handset when the

phone rings, wait for the beep, then speak into the handset.

Computer: Wait for the tone, then

speak into the microphone.

8 Click to stop recording.

Group name

9 To add members, click “New.” Use

the Member Properties dialog to search for enrolled subscribers.

10 When you are finished, click “OK.”

11 Click “OK” to accept the group.

12 Click “Save.”

Group type

CHANGING YOUR MAILBOX SETUP ▲ 45

To create a group by phone

Access your mailbox (see inside front cover).

2 Press 7 5 4 to create a new group.

3 For numbered groups, enter a three-

digit group number. For named groups, enter the first three letters of the group’s name.

4 Record a name for the group.

Press ✱ when you are finished.

5 Press 1 to make the group a public

group or 2 to make it a private group.

6 Follow the system instructions to

add members to the group. You can add them by name or extension number.

7 Press ✱ when you are finished add-

ing members.

8 Press 1 to leave a message for this

group now. Otherwise, press 2.

TIP

Guests do not have extension numbers, so add them to the group by spelling their names or by entering their personal IDs.

46 ▲ NEAXMAIL AD-64 USER GUIDE

Changing groups

You can add and delete members of your message groups.*

You also can delete any message group that you own, or change the group’s number, spelled name, or recorded name.

To change a group by computer

Access the Mailbox Manager (see inside front cover).

2 Click “Groups.”

3 Select the group you want to edit.

Click “Modify Group.”

4 In the Create/Modify Group dialog

box, make the desired changes and click “OK.”

5 Click “Save.”

Click to open list of enrolled

subscribers

* This feature may not be available at your site.

CHANGING YOUR MAILBOX SETUP ▲ 47

To add or delete group members by phone

To change a group name or number by phone

To hear a list of your groups and group members by phone

Access your mailbox (see inside front cover).

2 Press 7 5 5 to edit a group.

3 Press the group name or number.

Press 1 when you hear the name of the group. Otherwise, press 2 to hear the next matching name.

4 Press 4 to add members. Or, press 5

to delete members from the group.

When deleting group members, press the first three letters of the person’s last name, or press three wild card numbers (for example, 1 1 1) to list each group member, then choose the member’s name you want to delete.

5 To confirm your additions or dele-

tions, press 1.

6 Press ✱ when you are finished add-

ing or deleting members.

48 ▲ NEAXMAIL AD-64 USER GUIDE

Access your mailbox (see inside front cover).

2 Press 7 5 5 to change a group name

or number.

3 Press the first three letters of the

group name. Or, enter the first three digits of the group number.

4 Press 1 to confirm, or press 2 to hear

the name of the next group.

5 Press 7 to change the group name or

group number.

6 Follow the system instructions to

change the group’s recorded name. Press 1 for Yes, 2 for No.

Access your mailbox (see inside front cover).

2 Press 7 5 6 to list your groups and

group members.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

Sending and receiving faxes

With ActiveFax, you have access to fax mail. Your faxes are included with your voice messages. If you are also using TeLANophy, ViewFax may also be available by computer.

ViewFax

You can send, receive, and redirect faxes by computer.

Fax mail

Faxes are stored in your mailbox with your other messages. Callers can record a short message to accompany each fax they send. Faxes can be forwarded from your mailbox to a fax machine by using any phone.

▲ 49

Sending faxes by computer

ViewFax

You can send faxes, view faxes, and forward faxes by computer with the TeLANophy ViewFax program.

ViewFax works from within ViewMail or ViewMail for Microsoft Messaging to display a document before you fax it, or to forward a fax you receive. ViewFax converts the document to a TIFF (tag image file format) graphics image and displays it on the screen.

* This feature may not be available at your site.

SEE ALSO

Online Help:

ViewFax, Addressing and sending a fax

50 ▲ NEAXMAIL AD-64 USER GUIDE

For redirecting a fax

For recording an introduction to a redirected fax

Print-to-fax

Use the print-to-fax feature to fax documents to other subscribers, groups, personal database contacts, or other recipients.

For selecting the “Print-to-Fax Print Driver”

* This feature may not be available at your site.

To send a fax by computer

Open the document you want to fax. Use any Windows program that prints to a network printer, such as a word-processing, graphics, or database program.

2 From the File menu, click “Print,”

then select “Print-to-Fax Print Driver” from the list of available printers. Click “OK.”

3 Select the message recipients.

For selecting message recipients

4 To include a cover page, select “Send

Cover.”

5 To create a custom cover page, click

“Cover,” then select the type of cover page. Click “OK.”

6 To preview the fax, click “ViewFax.”

7 To send the fax, click “Send.” The

status of the fax is displayed in your ViewMail window until it has been sent.

For including a cover sheet

For previewing an outgoing fax

SENDING AND RECEIVING FAXES ▲ 51

Receiving faxes

With ActiveFax, your faxes are stored in your mailbox as fax messages. A fax message can have two parts: a fax document and an optional voice message annotation.

Callers can record a voice annotation that you hear when you check your messages. If a fax message does not have a voice annotation, you will hear only what time the fax arrived.

A fax and its voice annotation always remain together as a single fax message. When you archive a fax message, both are archived.

SEE ALSO

Checking new messages ............................2

Changing message delivery

options ......................................................43

Fax mail settings

Depending on your system, you may have a separate fax number or one extension for both faxes and phone calls.

Your fax mailbox can have a personal greeting. Otherwise, the system greets calls with your name or fax number.

Fax delivery options

The system can deliver your faxes in three ways.

Standard delivery The system

stores your faxes until you request them. When you check messages, the system tells you which faxes are waiting.

Fully automatic delivery The

system automatically delivers your faxes to a fax number that you specify in your setup options. Your system manager may have already set up this option for you.

Custom delivery Other fax deliv-

ery options may be available depending on your system. Consult your system manager.

To redirect a fax to another fax number, check your fax messages. Then request fax delivery and enter the new number. This changes the fax number for that delivery only.

You can also request that more than one fax be delivered in the same fax delivery. The system adds its own cover sheet to each delivery bundle. The cover sheet lists which faxes are included and their page lengths.

52 ▲ NEAXMAIL AD-64 USER GUIDE

ViewFax*

Use ViewFax to display a fax message within ViewMail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen.

You can reply to faxes, archive them, save them as new messages, or redirect them to other subscribers just like voice messages.

For displaying the fax

For sending the fax to a printer

For skipping from one page to another within a fax

SENDING AND RECEIVING FAXES ▲ 53

Changing fax setup

If you are using fax mail, you can change your:

• Fax delivery number or schedule

• Personal fax mailbox greeting

• Fax notification phone number

To change your fax delivery phone number or schedule

Access your mailbox (see inside front cover).

2 Press 7 6 5 8 to change your fax deliv-

ery phone number or schedule.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

SEE ALSO

Checking new messages ............................2

Changing message delivery

options ......................................................43

To change your fax greeting

Access your mailbox (see inside front cover).

2 Press 7 4 9 to change your fax greet-

ing.

3 Follow the system instructions. Press

1 for Yes, 2 for No.

To change your fax notification

Access your mailbox (see inside front cover).

2 To change your fax notification for

your:

• work phone, press 7 6 5 4.

• home phone, press 7 6 5 5.

• pager, press 7 6 5 6.

• spare phone, press 7 6 5 7.

• fax phone, press 7 6 5 8.

3 Press 7 to turn fax notification on or

off for a delivery number.

54 ▲ NEAXMAIL AD-64 USER GUIDE

Using e-mail integration

If your system includes e-mail integration, you can hear and respond to your e-mail messages by phone.

With e-mail integration, when you check voice and fax messages by phone, you hear the number of new e-mail messages you have received.

With text-to-speech technology, the system reads the text portion of your e-mail messages and plays any attached .Wav files. You can also have the system fax your e-mail messages to any fax machine.

Depending on how your system is set up, you can check your voice and fax messages through your e-mail inbox. If your voice and fax messages are delivered to your e-mail inbox, the messages are deleted from your voice mailbox to avoid duplication.

▲ 55

Checking e-mail by phone

E-mail integration lets you manage your e-mail messages by phone. For example, you can:

• Hear the e-mail message, its length, who sent it, the time it was sent, who else received it, and any attachments.

• Record a reply. Depending on the system, subscribers can hear the reply by phone or receive the reply as an e-mail attachment (.Wav file).

• Redirect an e-mail message to another subscriber’s e-mail inb ox .

• Delete any e-mail message you have heard from the e-mail system.

To skip entering your e-mail password, press ✱. The system will not offer e-mail messages during the call.

SEE ALSO

Your e-mail password .............................. 57

To check your e-mail messages

Access your mailbox (see inside front cover).

2 Press 4 to check new e-mail mes-

sages. Press 6 for e-mail messages you have already read. The system offers any new voice or fax messages first.

3 If prompted, enter your e-mail

password, followed by ✱. If your password uses any letters, press ##, then refer to the password charts.

4 Follow the system instructions. Press

1 for Yes, 2 for No.

TIP

The system cannot read e-mail messages sent in UTF-8 encoded HTML format. If you hear HTML codes, press 3 5 to skip the message.

TIP

If you do not have a security code for the voice messaging system, you may be asked to create one the first time you check your e-mail by phone.

To hear who else received an e-mail message

Follow the steps to check your e-mail messages.

2 When offered the message you want

to check, press 1.

3 While listening to the message, press

3 3 4.

TIP

Use quick message actions such as # to repeat a message or save as new. Messages saved as new are marked unread in your e-mail inbox.

✱ to stop and

56 ▲ NEAXMAIL AD-64 USER GUIDE

Entering your e-mail password

In addition to entering your security code, you may be required to enter your e-mail password to check your e-mail messages by phone.

Entering numbers only

If your e-mail password uses numbers only, enter the digits, followed by ✱. For example: press 5 4 3 ✱. You do not need to use the password charts on page 58.

Entering letters and numbers

If your e-mail password uses any letters, press ## when asked.

• Enter upper- or lowercase letters to match your e-mail password. Refer to the password charts on page 58.

• To enter a digit, press 1 followed by the digit. Refer to the password charts on page 58.

•Press✱ to end.

Your e-mail password cannot use any punctuation or symbols. Do not use your phone to match letters. Use the password charts.

Changing your e-mail password by phone

You can change your e-mail password by phone with setup options. See “Changing your e-mail setup options,” on page 59.

Entering your e-mail password by voice

With speech recognition, if your e-mail password uses numbers only, you can say the numbers. When you are finished, say “End.” For example, say “Five, four, three, end.”

If your e-mail password uses numbers and letters, press # # when asked, then press touchtone keys to enter the password. Refer to the password charts on page 58.

USING E-MAIL INTEGRATION ▲ 57

E-mail password charts

If your e-mail password uses any letters, use these charts to enter the password. If your e-mail password uses numbers only, just press or say the digits. You do not need to use the password charts.

Lowercase letters

a=21 b=22 c=23 d=31 e=32 f=33 g=41 h=42 i=43 j=51 k=52 l=53 m=61

n=62 o=63 p=71 q=01 r=72 s=73 t=81 u=82 v=83 w=91 x=92 y=93 z=02 ✱ =End

Uppercase letters

A=24 B=25 C=26 D=34 E=35 F=36 G=44 H=45 I=46 J=54 K=55 L=56 M=64

E-mail password examples

today = ## 81 63 31 21 93 ✱ TODAY = ## 84 66 34 24 96 ✱ 2day = ## 12 31 21 93 ✱ ToDay = ## 84 63 34 21 93 ✱

Numbers

N=65 O=66 P=74 Q=04 R=75 S=76 T=84 U=85 V=86 W=94 X=95 Y=96 Z=05 ✱ =End

1=11 2=12 3=13 4=14 5=15 6=16 7=17 8=18 9=19 0=10 ✱ =End

58 ▲ NEAXMAIL AD-64 USER GUIDE

Changing your e-mail setup options

In your setup options, you can change whether e-mail messages are included in your message totals. You can also change your e-mail password.

To turn your e-mail totaling on or off

Access your mailbox (see inside front cover).

2 Press 7 7 8 4. Press 1 to turn on e-mail

totaling on. Press 2 to turn off e-mail totaling.

To change your e-mail password by phone

Access your mailbox (see inside front cover).

2 Press 7 7 8 5.

3 Enter your current e-mail password.

If your password uses numbers only, enter the numbers.

If your e-mail password uses any letters, press ## when asked. Use the password charts on page 58.

When you are finished, press ✱.

4 Enter your new e-mail password. If

your new password uses numbers only, enter the numbers.

If your e-mail password uses any letters, press ## when asked. Use the password charts on page 58.

When you are finished, press ✱.

5 Enter your new e-mail password

again to confirm. If your new password uses numbers only, enter the numbers.

If your e-mail password uses any letters, press ## when asked. Use the password charts on page 58.

When you are finished, press ✱.

USING E-MAIL INTEGRATION ▲ 59

Receiving e-mail by fax

With the system’s fax features, you can deliver your e-mail messages to any fax machine. Your system manager must turn on this feature for you.

You can receive a fax of:

• A particular e-mail message.

• All new fax and e-mail messages plus their text attachments.

You can receive your e-mail messages at your usual fax machine. If you want to deliver your messages to a different fax machine, just enter the fax phone number.

To fax a particular e-mail message

Access your mailbox (see inside front cover).

2 Press 4 to check new messages. Press

6 for old messages (e-mail messages you have already read). Follow the system prompts to check any new voice or fax messages first.

3 If prompted, enter your e-mail

password, followed by ✱. If your password uses any letters, press ##, then refer to the password charts.

4 When offered the e-mail message

you want, press 1.

5 Press 3 7 to fax the message.

6 Follow the system instructions. Press

1 for Yes, 2 for No.

To fax your e-mail messages

Access your mailbox (see inside front cover).

2 Press 4 5 to fax your e-mail

messages.

3 To deliver the fax to your usual fax

machine, press 1. Or to use a different fax machine, press 2 and enter the fax phone number.

4 Follow the system instructions. Press

1 for Yes, 2 for No.

60 ▲ NEAXMAIL AD-64 USER GUIDE

Using speech recognition

If your system includes speech recognition, you can listen to voice, fax, or e-mail messages by speaking menu options or commands instead of pressing touchtone keys. The system leads you step by step through the speech recognition conversation.

With speech recognition, you can respond to system prompts with a few words. Just answer in your normal speaking voice. For example, say "Check new messages" or "setup options."

To use speech recognition, the system manager must turn on the feature for you. The next time you call the system, just start speaking at any time. You can speak commands, or press a touchtone key at any time.

▲ 61

Accessing your mailbox

With speech recognition, you can navigate the system by saying menu options and commands.

Speech recognition is available when you listen to voice, fax, or e-mail messages. The system leads you through your options for each type of message.

Entering a personal ID and security code

To access your mailbox, call the system, then press touchtone keys to enter your personal ID. You can press or say your security code. To protect your mailbox from unauthorized access, say your security code only in a secure location.

When you are finished saying your security code, you can say “End” to move ahead to the next prompt.

Entering an e-mail password

If the system includes e-mail integration and your e-mail password consists of numbers only, say the numbers, followed by “End.” For example, say “Five, four, three, end.”

Otherwise, to enter an alphanumeric e-mail password, press touchtone keys. Use the password charts on page 58.

To skip entering your e-mail password, say “End.”

Using menus

For a menu option, say each level of the menu. For example, say “Setup options, greetings, switch greetings.” Refer to the menu diagram on page 78.

Pressing touchtone keys

If desired, at any time you can press a touchtone key for a menu option. Or, to exit or return to using speech commands, press 3 at the main menu.

Using Soft Keys on your phone

When you access the system from an internal phone with Soft Keys enabled, speech recognition is not enabled.

Systemwide commands

These spoken commands are available throughout the conversation.

Say the following commands.

Ye s No Main menu Previous menu Stop

Press

✱

62 ▲ NEAXMAIL AD-64 USER GUIDE

Checking voice messages

To check voice messages with speech recognition

Access your mailbox (see inside front cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front cover.

3 Press or say your security code.When

you are finished saying your security code, you can say “End” to move ahead to the next prompt.

4 Say “Check new messages” or

“Check old messages.” The words in bold are required.

5 Follow the instructions by respond-

ing in your normal speaking voice. See the following table for commands available during voice message playback.

During a voice message

You can control voice message playback by speaking any of the commands listed on the following table.

The words in bold are required.

Say the following commands. Words in bold are required.

Menu options Slow down playback Adjust volume Speed up playback

Rewind

Pause Fast forward Repeat Save as new Reply

Skip Delete message Archive Hear time stamp

Redirect

If the message does not rewind completely, say

“Repeat” to repeat the entire message.

The message is marked as old or read.

To cancel out of redirecting a message, say “End.”

Press

✱

3 4

3 5

3 7

3 8

3 9

USING SPEECH RECOGNITION ▲ 63

Checking e-mail messages

To check e-mail messages with speech recognition

Access your mailbox (see inside front cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front cover.

3 Press or say your security code.When

you are finished saying your security code, you can say “End” to move ahead to the next prompt.

4 Say “Check new messages” or

“Check old messages.” The words in bold are required.

5 If asked for your e-mail password,

enter it by following the instructions on pages 57 –58.

6 Follow the instructions by respond-

ing in your normal speaking voice. See the following tables for commands available during e-mail message playback.

During an e-mail message

You can control e-mail message playback by speaking any of the commands on the following table.

The words in bold are required.

TIP

When the system is reading who received an e-mail message or its subject, you can say “Yes” to skip ahead to the body of the message. Or, you can say “No” to save the message as new then go to the next message.

Say the following commands. Words in bold are required. Menu options

Rewind

Pause Fas t forward Repeat Save as new Reply

Skip Delete message Archive Hear time stamp

Redirect

If the message does not rewind completely, say

“Repeat” to repeat the entire message.

The message is marked as old or read.

To cancel out of redirecting a message, say “End.”

Press

✱

3 4

3 5

3 7

3 8

3 9

64 ▲ NEAXMAIL AD-64 USER GUIDE

Leaving messages

If you are set up to leave messages by extension, you can say a recipient’s number. Otherwise, spell a recipient’s name using touchtone keys. To switch between entering a name or extension, press # #.

To cancel composing a message, say “End.”

To leave messages with speech recognition

Access your mailbox (see inside front cover).

2 Enter your personal ID by pressing

touchtone keys. See the inside front cover.

3 Press or say your security code.

When you are finished saying your security code, you can say “End” to move ahead to the next prompt.

4 Say “Leave messages.” The word in

bold is required.

5 Using touchtone keys, spell the sub-

scriber’s name. Otherwise, say 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.

6 Say “Yes” when you hear the name of

the subscriber you want. Otherwise, say “No” to hear the next matching name.

7 Record your message at the beep.

The message must be at least three seconds long to be delivered.

8 When asked, say “Send.” Or, if

desired, follow the prompts to edit the message, address it to others, or set special delivery options.

USING SPEECH RECOGNITION ▲ 65

Saying numbers, times, or dates

Saying a phone number

Speak numbers exactly, digit by digit. For a phone number, say the numbers. For a one-second pause, say “Pause.” When you are finished, say “End.”

For example, for extension 123 followed by a one-second pause, say “One, two, three, pause, end.”

For zero (0), say “zero” instead of “oh.”

Spelling names

To spell with letters, press touchtone keys. Or, to leave messages by saying the extension, ask your system manager.

Setting future delivery

To send a message later today, say “Today.” For tomorrow, say “One.” For two days from now, say “Two,” and so on.

For a date, say “Date,” then the month, followed by the day. For example, say “Date.” When asked, say “March.” When asked, say “Fifth.”

Speaking the time and date

For the time, say the hour, then the minutes, if necessary. Include “A. M.” or “P. M.” For example, for 4:00 in the afternoon, say “Four P. M.” For 7:15 in the morning, say “Seven fifteen A. M.”

For a message delivery schedule, say the day of the week. For example, say “Monday.”

66 ▲ NEAXMAIL AD-64 USER GUIDE

Using ViewCall Plus

With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls on your computer.

Three integrated ViewCall Plus windows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window.

For TAPI- (telephone application programming interface) compliant phone systems, ViewCall Plus also offers an enhanced mode that adds even more features, such as the contact list and call log.

ViewCall Plus also comes with PhoneBASIC, which lets you customize ViewCall Plus in many different ways.

▲ 67

Screening and managing calls

With ViewCall Plus, you can identify callers and manage your calls from your computer.

SEE ALSO

Online Help:

ViewCall Plus, Screening calls, Placing calls on hold

Identifying and screening calls

When you receive a call through the system or with a system using TAPI, the Telephone window displays the call on your computer screen. There are several ways to identify the caller before picking up the phone:

If Call Screening is on, you can click “Who is it?” to play the caller’s recorded name.

The system can also ask callers to enter their phone or account number. The system then matches this data to your contact list and displays the caller contact information.

TIP

The system can display caller identification data when it has the additionally required equipment and system compatibility. The system can also match the phone number to your contact list or PIM (Personal Information Manager) and display caller contact information.

Click “Monitor” to listen to a message as it is being recorded. If you decide to speak with the caller, click “Take call” to pull the call out of your mailbox and transfer the call to your extension.

68 ▲ NEAXMAIL AD-64 USER GUIDE

Managing calls

TAPI-compliant systems*

After you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls:

Connect an incoming call to your phone.

Ask the caller to hold.

Ask the caller to transfer to another extension.

Ask the caller to leave a message.

For TAPI-compliant systems, ViewCall Plus offers the following enhanced mode options:

Select an identified caller’s name and click this button to call the person back.

Select a name in your contact list and click this button to dial the contact.

Add a name to create a conference call.

Release the connection between your phone and an active call or conference call.

* This feature may not be available at your site.

USING VIEWCALL PLUS ▲ 69

Tracking calls

Call log

You can use ViewCall Plus to keep track of your calls. The Call Log window records all call activity for your extension. It also displays information such as caller names, phone numbers, and the caller’s location.

TIP

You may want to create more than one call log. For example, it may be useful to begin a new call log each week or each month.

Contact list

The Contact List window stores and displays general notes and reminders with each contact name. ViewCall Plus provides an online address book. Or you can integrate ViewCall Plus with aPIM.

Call Log

Contact list

TIP

You can use several contact lists or PIMs at once. For example, you can keep personal contacts in a list on your computer and you can keep business contacts in a list on the LAN.

70 ▲ NEAXMAIL AD-64 USER GUIDE

PhoneBASIC

ViewCall Plus includes PhoneBASIC, which lets you integrate ViewCall Plus with a number of different programs, such as Microsoft Office.

Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to:

• Identify an incoming call by looking up required information, such as credit status, in a database or a spreadsheet.

• Make calls from within another pro-

gram, such as Microsoft Access

Outlook

• Direct calls based on a set of preestablished rules.

SEE ALSO

Online Help:

TIP

PhoneBASIC

PhoneBASIC scripts can be activated by using Script Manager from the Tools menu.

Sample scripts

USING VIEWCALL PLUS ▲ 71

Using quick message actions and shortcuts

You can use quick message actions while listening to a message. For example, press 3 4 # to repeat a message.

After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number sequence of menu options. For example, to turn on call transfer, enter your personal ID + your security code + .

7 6 4 1

▲ 73

Quick message actions

While listening to a message, press 3 to hear a menu of quick message actions. Except as noted, these actions are available for both new and old messages.

After using a quick message action, you can continue with the next part of the conversation or take more action on a message. For example, you can:

• Press 3 4 to reply to a message, then 3 5 to check the next message.

• Press 3 9 to redirect a message. After you finish redirecting the message, you can press 3 4 to reply to the original sender. After you reply, you can press 3 6 to delete the message.

When you exit the quick message actions, the system saves your message as an old message. The system also saves your message as old when you press 3 5 to check the next message.

TASK QUICK MESSAGE ACTION

Return call

Hear caller ID

Check the next message

Delete

Shortcuts

Use shortcuts to accelerate your responses to the system.

Voice messaging

Press your personal ID and security code (if required), then enter the following shortcuts to do these tasks.

TASK SHORTCUT

Check new messages

Leave a message

Review old messages

Change setup options

Switch personal greetings

Change your standard greeting

Change your alternate greeting

Change your busy greeting

7 4 5

7 4 6

7 4 7

7 4 8

TASK SHORTCUT

Change your security code

Turn call transfer off

Turn call transfer on

Change the phone number for call transfer

Turn call screening options off

Add a message group

Edit a message group

List your message groups

Change your recorded name

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 75

7 7 4

7 6 4 2

7 6 4 1

7 6 4 1 4

7 6 4 1 5

7 5 4

7 5 5

7 5 6

7 7 5

ActiveFax*

Press your personal ID and security code, then enter the following shortcuts

to do these tasks.

TASK SHORTCUT

Edit your fax greeting

Change your fax delivery

Deliver all faxes

* This feature may not be available at your site.

76 ▲ NEAXMAIL AD-64 USER GUIDE

7 4 9

7 6 5 8

4 5

E-Mail integration*

Enter your personal ID and security code, then enter the following shortcuts to do these tasks.

For details on entering your e-mail password, see “Entering your e-mail pass-

word,” on page 57.

TASK SHORTCUT

Check new e-mail messages

Check old e-mail messages

While listening to an e-mail message, to hear recipients

Turn e-mail totaling on or off

Change your e-mail password

*This feature may not be available at your site.

7 7 8

4 6

6 6

3 3

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 77

System menus

Main Menu

New messages

Old messages

Send a message

Address and record the message, then:

Commands

Yes

Main menu

✱

Previous menu

Deliver all new faxes

4 5

78 ▲ NEAXMAIL AD-64 USER GUIDE

During Message

Slower

Softer/louder

Faster

Backward

Pause

Forward

After Message

Hear e-mail recipients*

Check next message

Delete

Archive/fax an e-mail

Hear timestamp

Redirect/deliver fax

Save as new

Repeat the message

* This feature may not be availabl e at your site.

Message Options

Edit message

Change special delivery

Address to others

Send the message

✱

Reply to subscriber

Return call

Hear caller ID

Finish

✱

Edit Message

Add

Listen

Rerecord

Finish

Special Delivery

Urgent

Private

Receipt

Future delivery

Finish

Main Menu, continued

Setup options

* This feature may not be available at your site.

Setup Options

Greetings

Groups

Transfer or delivery

Personal options

Hear current greeting Edit alternate greeting

4 7

Switch greetings Edit busy greeting

5 8

Edit standard greeting Edit fax greeting

Groups

Create a group

Edit a group

List your groups

Delete a group

Add members

Delete members

List members

Change group name

Edit Groups

Transfer or Delivery

Greetings

Change call transfer

Change message delivery

Personal Options

Change security code

Record a name

Change spelled name

Directory listing on/off

E-mail setup

Live monitor setup

E-mail Setup*

Totaling on/off

Change password

Call Transfer Options

Change phone number

Call screening on/off

Call holding on/off

Delivery Numbers

Work phone on/off

Home phone on/off

Pager on/off

Spare phone on/off

Fax phone on/off

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 79

Delivery Options

Change phone number

Change schedule

Change delivery mode

Managing your messages with Soft Keys

Display

Soft Keys

Programmable feature keys

Press the Soft Key under the option displayed on the phone.

When you access the system from a phone with Soft Keys enabled, the speech recognition feature is not available.

*This option may not be available.

80 ▲ NEAXMAIL AD-64 USER GUIDE

NEW

OLD

NEW

Check new messages

ARCH Archive message DEL Delete message REW Rewind four seconds and play PAUSE Stop playing message RESUME Resume playing message FFWD Fast forward four seconds and play REDIR Redirect message REPLY Send reply to message CALL Return call CID NEXT Next message or view Main menu RPLAY Replay message NEW Save message as new message TIME Hear time and date of message >>> View more options BACK View previous menu

Play caller ID information

OLD

Review messages

ARCH Archive message DEL Delete message REW Rewind four seconds and play PAUSE Stop playing message RESUME Resume playing message FFWD Fast forward four seconds and play REDIR Redirect message REPLY Send reply to message CALL Return call CID NEXT Next message or view Main menu RPLAY Replay message TIME Hear time and date of message >>> View more options BACK View previous menu

Play caller ID information

LVMSG

RECORD

MGR

LVMSG

Leave Message

RECORD

If live record is enabled, this menu displays during record session

PAUSE Pause recording RESUME Resume recording END Stop and save recording REREC Stop and begin new recording ERASE Stop and erase recording URG Urgent message delivery >>> View more options

ACCEPT REJECT

If call screening is enabled, this menu displays for incoming calls

ACCEP T Accept call REJECT Send call to voice mailbox

MGR*

Lets system managers change system setup

CHBX Change voice mailbox GREET Change opening greeting SCHED Change system schedule, date, time INFO Hear system status OPER Change operator box settings >>> View more options BACK View previous menu

SETUP

Change setup options

GREET Greetings PERS Personal options TRFR Transfer options GRPS Groups DELIV Delivery options >>> View more options BACK View previous menu

*This option may not be available.

Greetings

CU RR Hear and switch current greeting SWTCH Switch greetings STD Edit standard greeting ALT Edit alternate greeting BUSY Edit busy greeting >>> View more options BACK View previous menu

Personal options

CODE Change security code SPELL Respell name DIR Directory listing on/off RCNAM Rerecord name LIVMON Turn live monitor on/off EMAIL* Change e-mail settings >>> View more options BACK View previous menu

Transfer options

ON/OFF Call transfer, message

CHG# Change phone number SCRN Call screening on/off HLDING Call holding on/off >>> View more options BACK View previous menu

delivery on/off

Groups

CREATE Create group EDIT Edit group LIST List your groups DEL Delete group >>> View more options BACK View previous menu

Delivery options

WORK Change work phone delivery HOME Change home phone delivery PAGER Change pager delivery SPARE Change spare phone delivery >>> View more options BACK View previous menu

Change delivery

ON/OF F Message delivery on/off PH# Change phone number SCHED Change schedule URG Urgent only on/off >>> View more options BACK View previous menu

USING QUICK MESSAGE ACTIONS AND SHORTCUTS ▲ 81

Index

A-B

busy greeting 32

call holding

about

turning on or off by computer

turning on or off by phone call managing call return feature call screening

about

by computer

changing by computer

definition of options

turning on or off by phone call tracking call transfer

about

changing phone number by

turning on or off by computer

turning on or off by phone caller ID control bar

phone

directory, adding your name 31

e-mail

checking by phone integration options

password receiving by fax shortcuts

faxes

delivery options for

of e-mail printing sending by computer setup options for shortcuts viewing by computer

iii

G-K

greetings

about

activating busy greeting by

phone

alternate busy rerecording by computer rerecording by phone standard switching by computer switching by phone system-generated

groups

about adding or deleting members changing by computer changing members changing name or number changing the name by phone creating by computer creating by phone deleting members by phone listing groups and members by

sending messages to

phone

live monitor 26 live record

M-O

mailbox

greetings setup, initial

menus

conversation mode shortcuts system diagram

message delivery

about

changing phone number by

message delivery schedule

messages

computer

changing phone number by

phone

archiving by computer archiving by phone canceling by computer canceling by phone checking by computer checking by phone forwarding by computer

22, 24

INDEX ▲ 83

group, by computer 11

group, by phone

leaving by phone

modifying by computer

modifying by phone

playback options

redirecting by phone

return receipt

reviewing by phone

sending by computer

special delivery options

time stamps for

urgent

P-Q

passwords, e-mail 57 PhoneBASIC playback options

about

changing by computer profile

about

changing mailbox settings

changing recorded name

recorded name 31

changing by computer

changing by phone recording conversations returning a call

security code

about

changing by phone shortcuts

about

e-mail

fax

76, 77

quick message actions

voice messaging speech recognition

dates

e-mail messages and

e-mail password and

leaving a message with

numbers

security code entry

systemwide commands

time entry

voice messages and

ViewCall Plus

spelled name, changing by phone

standard greeting

T-U

TeLANophy

about

iii

archiving messages call log canceling messages changing messages checking messages contact list forwarding messages group messages live record managing calls modifying messages PhoneBASIC PIM integration recording conversations redirecting messages reviewing messages screening calls sending messages setup

TAPI-compliant system tracking calls

ViewFax ViewMail ViewMail for Microsoft Messag-

time stamps for messages

V-X

ViewCall Plus. See TeLANophy ViewFax. See TeLANophy ViewMail for Microsoft Messaging.

See TeLANophy

ViewMail. See TeLANophy

Y-Z

yes or no conversation 36

iii

ing

iii, 67

iii, 8

84 ▲ NEAXMAIL AD-64 USER GUIDE

NEC AD-64 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Introduction

Setting up your mailbox

Checking and leaving messages

Checking new messages

Returning a call

Leaving a message by phone

Sending a message by computer

Leaving a group message by phone

Sending a group message by computer*

Reviewing messages

Redirecting a message

Modifying a message

Canceling a message

Archiving a message

Recording a conversation by phone

Recording a conversation by computer

Monitoring a message

Changing your mailbox setup

Working with the Mailbox Manager

Changing your security code

Changing your recorded and spelled names

Changing your greetings

Changing live monitor

Playback options

Changing call transfer options

Changing call screening options

Changing call holding options

Changing message delivery options

Creating groups

Changing groups

Sending and receiving faxes

Sending faxes by computer

Receiving faxes

Changing fax setup

Using e-mail integration

Checking e-mail by phone

Entering your e-mail password

E-mail password charts

Changing your e-mail setup options

Receiving e-mail by fax

Using speech recognition

Accessing your mailbox

Checking voice messages

Checking e-mail messages

Leaving messages

Saying numbers, times, or dates

Using ViewCall Plus

Screening and managing calls

Tracking calls

PhoneBASIC

Using quick message actions and shortcuts

Quick message actions

Shortcuts

System menus

Managing your messages with Soft Keys

Index