Nec ELITEMAIL CTI LX LITE user Manual

NOTICE

Note that when converting this document from its original format to a .pdf file, some minor font and format changes may occur causing slight variations. When viewing and pr inting t his docume nt, w e canno t gua rant ee tha t your spe cific PC or printer will support all of the fonts or graphics. Therefore, when you view the document fonts may be substituted and your individual printer may not have the capabili ty to print the document correctly.

EliteMail CTI

LX Lite

User’s Guide

To access your mailbox by computer

1. Launch Mailbox Manager.

2. When the system greets you, enter: Host name Extension Security

To access your mailbox by telephone from inside your organization

1. Call the voice messaging system.

2. When the system greets you, enter: Personal ID Security Code

For assistance, call:

Name Extension

INTRODUCTION

Welcome to EliteMail CTI LX Lite User’s Guide, this is about a simple yet powerful voice messaging system that can greet your callers and record your messages. You will find it quick and easy to use.

On the Telephone

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 telephone. The telephone options consist of:

Menu Conversation

The menu conversation leads you quickly to your destination. You will hear a menu of options. Enter the number associated with the option to perform the particular task. The voice messaging system’s menu options are diagrammed as “Syst em Menu s” on page 55.

1 for Yes, 2 for No

If you prefer, ask you system manager to set up your mailbox with the 1 for Yes, 2 for No conversation. This conversation leads you step by step through all of your options with easy, yes-and-no questions. Just enter 1 for Yes, 2 for No.

Shortcuts

To perform routine tasks quickly, you can enter a sequence of numbers in advance of the conversation questions or menus.

Rotary Telephones

If your system uses dial pulse detection, you can use a rotary dial (pulse tone) telephone to send and receive messages and to change your feature settings.

Help

When the system conversation asks you a question, enter 3 to hear a Help menu of options.

Softkeys:

If equipped you can use the softkeys on your display telephone. The visual display of softkeys quickly leads you to your destination. You will see a menu of options. Press the softkey associated with the option to perform the particular task for your feature settings.

On the Computer

If your system has TeLANophy®, you can manage live telephone calls and all types of messages visually on your computer screen. TeLANophy is a suite of unified messaging and call management modules. TeLANophy consists of:

ViewMail

All of your voice messages are brought together in one window with ViewMail. You can access and prioritize your messages and respond to them by using your personal computer.

ViewMail for Microsoft® Messaging

You can access all of your messages — voice mail and e-mail — in your Microsoft Inbox, whether you are using Exchange, Outlook 98, Outlook 2000, or Outlook 2003.

ViewCall® Plus

All of your inbound and outbound calls can be managed visually from your desktop computer. You can customize your call control applications by integrating ViewCall Plus with other applications, such as Microsoft’s Office suite.

Help

For more detailed information about TeLANophy, use the:

Online Help system (press F1 or use the Help menu)

“Introducing TeLANophy” tutorial

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 from inside your organization provided on the inside front cover. 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. You should set a security code that only you know. This prevents someone else from hearing your messages and

changing your mailbox settings. You can change your security codes as often as you like. After you have set up your mailbox by telephone, you can also begin using TeLANophy. Contact your system manager

to get TeLANophy set up on your desktop.

To set up your mailbox

1. Access your mailbox (see inside front cover).

2. Answer the system questions. Enter 1 for Yes, 2 for No. If you are not sure, enter 2. You can always change the option later.

3. When the system asks you if you are satisfied with your settings, enter 1 to confirm.

CHECKING AND LEAVING MESSAGES

Depending on your system, you can use a telephone or computer to:

Check new messages

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

Checking New Messages

Checking new messages by telephone

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 do not have to dial the subscriber’s

extension.

To check new messages by telephone

1. Access your mailbox.

2. Press the New softkey or enter 4 to check new messages. Follow the system instructions. Enter 1 for Yes, 2 for No.

Optional Playback Feature s

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. This option is turned on by default.

Tell you how long it will take to play your messages.

One or more of these features may not be available at your site.

SEE ALSO:

“Modifying a Message” on page 16 “Canceling a Message” on page 17 “E-Mail Integration Package *” on page 54

Checking New Messages by Computer

If your system uses ViewMail or ViewMail for Microsoft Messaging, you can check messages visually from your computer.

Information about each message is provided on the screen. When available, names, telephone 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 telephone.

To check new messages from your computer

1. Double-click the message to open it.

2. Use the VCR-style buttons to play and respond to the message.

New Message

Figure 1. New Message Check

Urgent Message

Leaving a Message by Telephone

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 from a subscriber’s mailbox.

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 telephones 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 other categories.

Special Delivery Options

When you leave a 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 on the day you specify.

SEE ALSO:

“Modifying a Message” on page 16 “Canceling a Message” on page 17 “E-Mail Integration Package *” on page 54

To leave another subscriber a message

1. Call another subscriber. When the subscriber does not answer, the call is forwarded to voice mail.

2. Leave a message.

3. Follow the system instructions. Enter 1 for Yes, 2 for No.

To leave a message directly in a subscriber’s mailbox

1. Access your mailbox (see inside front cover).

2. Press the LVMSG softkey or enter 5 to leave any messages.

3. On the telephone, you may be asked spell the subscriber’s name or enter the extension number. You can alternate between name and number by pressing the # key twice.

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. Enter 2 until you hear the name of the subscriber you want, then enter 1.

5. Record your message at the beep. The message must be at least three seconds long to be delivered.

6. Enter # to start over or , to stop recording.

Sending a Me ssage by Computer

Depending on the optional TeLANophy applications on your system, you can use ViewMail or ViewMail for Microsoft Messaging to send voice messages by computer.

To send a message by computer

1. If you are using ViewMail, click Send. If you are using ViewMail for Microsoft Messaging, click New voice

message.

2. Click To and then use the address book to select recipients’ names.

3. Type in a subject and set delivery options as needed.

4. Use the VCR-style buttons and your telephone 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, choose Send.

For composing and sending a message

With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the ViewMail address book.

You also can send a ViewMail message to someone outside the voice messaging system. When you use the Microsoft Messaging address book, the ViewMail message is sent as an e-mail message with an attached WAV file.

For selecting special delive ry options

Figure 2. Sending a Message

For compos ing

and sending a message

For selecting an address

For addressing a new message to multiple subscribers or message groups

Figure 3. Sending a Message via Microsoft Messaging

Leaving a Group Message

You can leave a message for more than one subscriber by:

Leaving the message for a message group.

Adding names to the address list.

A message group is a mailing list of subscribers and/or guests. Your system manager can create message groups or you can create your own message groups.

To leave a group message by telephone

1. Access your mailbox (see inside front cover).

2. Press the LVMSG softkey or dial 5 to leave a message.

3. Spell the group name, or enter the special group ID and group number. Enter 2 until you hear the name of the group you want, then enter 1.

4. After the beep, record your message. The message must be at least 3 seconds long to be delivered.

To leave a message to several subscribers by telephone

1. Leave a message for the first subscriber.

2. Enter , 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.

To find out who has not heard a gr oup message by telephone

1. Start to leave a new message to the group.

2. The system says that some members have not heard your last message. Enter 1 to review the message.

3. Listen to the message or enter 2 to interrupt it.

4. Enter 2 to avoid canceling the message.

5. Enter 7 to list who has not heard the message.

6. Enter , to stop the list.

Sending a Group Message by Computer

With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subscriber names or a group name from the ViewMail address book.

For addressing a message to multiple subscribers or message groups

Figure 4. Sending a Group Message

Reviewing Messages

You can review old messages and archived messages by telephone or by computer.

Reviewing Messages by Telephone

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 telephone

1. Access your mailbox.

2. Press the Old softkey or dial 6 to review old messages.

3. Follow the system instructions. Enter 1 for Yes, 2 for No.

Press the Next softkey or dial * to skip a message. Press the ARCHV softkey or dial 3 7 to archive a message

SEE ALSO:

Online Help

ViewMail, Opening messages

ViewMail for Microsoft Messaging, To set preferences for saving sent

voice messages

Reviewing Messages by Computer*

ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in your mailbox until the system deletes them at the set time, usually at midnight every night.

To review an old message by computer

1. Double-click the message.

2. Use the VCR-style buttons to play the message.

* This feature may not be available at your site.

Opened Message

New Message

Opened Message

New Message

Figure 5. Reviewing Messages via Computer

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, otherwise enter the extension number.

To redirect a message by telephone

1. While listening to a message press the ">>>>" softkey to get to more options, then press the REDIR softkey.

2. Spell the last name of the subscriber to whom you are redirecting the message or press # twice to enter the extension number.

3. Enter 1 to confirm the recipient of the redirected message. Note: A message that is marked Private by the sender cannot be redirected.

To redirect a message by computer*

You can redirect a message to other subscribers using ViewMail and ViewMail for Microsoft Messaging. When you redirect a voice message, the New Message form opens as follows:

The subject contains “FW:” to indicate the message is being redirected.

The original voice message is included.

* This feature may not be available at your site.

SEE ALSO:

“Leaving a Message by Telephone” on page 6 “Changing Message Delivery Options” on page 37

Online Help

ViewMail, Redirecting messages ViewMail for Microsoft Messaging, Forwarding a voice message

To redirect a message by computer

1. Select the message.

2. Click Redirect.

3. Click To and then use the address book to select recipients’ names.

4. Type in a subject and set delivery options as needed.

5. Use the VCR-style buttons and your telephone or a sound device to record an introduction.

6. Choose Send to send your message. Note: A message that is marked "Private" by the sender cannot be redirected.

For redirecting the message to other subscribers, groups, or guests

For redirecting a message

Figure 6. Redirecting Messages via Computer

Modifying a Message

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.

To modify a message by telephone

1. Record a message.

2. Enter , 4 to stop recording.

3. While modifying, you can enter 4 to add to the end of the message or 5 to listen to it. If you have a touchtone telephone, you can enter 6 to rerecord the message.

4. Enter , when you finish modifying.

SEE ALSO:

“Leaving a Message by Telephone” on page 6 “Redirecting a Message” on page 14 “Canceling a Message” on page 17

Online Help:

ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent

To modify 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 mailbox until the person has opened it. If the message is still in your

mailbox, simply open and modify it. With ViewMail for Microsoft Messaging, you can modify the message by telephone or delete it and send a new

message. * This feature may not be available at your site.

Unopened sent message

For modifying message delivery options for an unopened message

Figure 7. Modifying a Message via Computer

Canceling a Message

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 telephone

1. Start to leave another message to the same subscriber.

2. If the subscriber has not yet heard your last message, the system asks if you want to review it.

3. Enter 1 to review it.

4. When you hear the message you want to cancel, enter 5 to cancel it.

5. Enter 1 to confirm the cancellation.

SEE ALSO:

“Modifying a Message” on page 16 Online Help:

ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent

Canceling a Message by Computer*

With ViewMail or ViewMail for Microsoft Messaging, you can cancel a voice me ssage you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it.

To cancel a message by computer

1. Select the message.

2. Click Delete.

With ViewMail for Microsoft Messaging, all unopened voice messages you have sent appear in the Unopened folder, which is located in the Sent Items folders.*

* This feature may not be available at your site.

The unopened folder does display unopened voice messages sent to subscribers of the voice messaging system but not voice messages sent to e-mail addresses.

For canceling a message that has been sent

Figure 8. Canceling a Message via Computer

Archiving a Message

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 typically 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 the ARCHV softkey or dial 3 7 to archive it again or it will be deleted.

To archive a message by telephone

While listening to a message, press the ARCHV softkey or dial 3 7 to archive it again or it will be deleted.

SEE ALSO:

Online Help:

ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Saving a voice message temporarily ViewMail for Microsoft Messaging, View columns

Archiving Messages by Computer*

You can archive a message using ViewMail or ViewMail for Microsoft Messaging. When the number of archived days reaches zero, the voice message is deleted with other old voice messages. In the ViewMail mailbox, archived messages appear with an Archive icon. The number of days the voice message

remains archived is displayed in the Archive Days column, which appears before the Phone column in the ViewMail mailbox.

With ViewMail for Microsoft Messaging, you can see how many days are left for an archived message by opening the voice message.

* This feature may not be available at your site.

To archive a message by computer

1. Select the message.

2. If you have ViewMail, click Archive. If you have View Mail for Microsoft Messa ging, select Archive Voice Message from the File menu.

As the archive time decreases for a message, you can archive it again, which resets the archive time to the maximum value.

For archiving messages

Figure 9. Archiving a Message via Computer

Recording a Conversation by Telephone

You can record a telephone conversation and manage the recorded message just as you would a voice mail message. The recorded message can be addressed to another subscriber while you are recording, or you can forward it to a subscriber or group of subscribers after it has been saved in your message box. Recorded messages can also be archived.

Depending on how the telephone is set up, you may be able to manage your recording sessions using the buttons in the list on the next page.

To record a conv ersation by telephone

1. During a telephone conversation, press RECORD on the telephone.

2. Press END or hang up to stop recording.

To redirect or save a conversation by tel ephone

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

2. To redirect the recorded message, enter a 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.

Live Record Telephone Button Options

Pause Pauses and resumes 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 Ends the recording without disconnecting 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 Erases the recorded message without disconnecting the caller. Rerecord Erases the existing recorded message and starts a new recording.

To record a conv ersation by computer

1. If you are using ViewMail, click Live record. If you are using ViewMail for Microsoft Messaging, click New live record message.

2. If you are using View M ail, the Live R eco rd Me ssage dialog box appears. To begin recordin g, choose Live reco rd. If you are using ViewMail for Microsoft Messaging, the New Message dialog box appears. To begin recording,

click Record.

3. Click Pause to stop recording temporarily. 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 mailbox, 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.

CAUTION. The use of monitoring, recording, or listening devices to eavesdrop, monitor, retriev e, or record telephone conversations or other sound act ivities, whether or not contemporaneous with transmission, m ay be illega l i n certain circumstances under federal or state laws. Legal advice should be sought prior to implement ing any pract ice that monitors or r ecor ds a ny tel ep ho ne co nv er sati on . So m e fe de ra l an d s t ate la ws re qu ire so me form of notification to all parties to a telep hone conversation, such as using a beep tone or other not ification methods or requiring the consent of all parties to th e telephone conversation, prio r to monitori ng or recording the telephone conversati on. Some of these laws incorporate strict penalties.

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 telephone. 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 applications, refer to the application’s online Help.

Working with the Mailbox Manager

The Mailbox Manager allows you to control how you and your callers interact with the voice messaging system by telephone.

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

Figure 10. The Connect Dialog Box

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

Menu Bar

Figure 11. The Menu Bar

Always click Logout to exi

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, delivery number, and other settings.

Figure 12. The Mailbox Manager - Profile Screen

To change your profile

1. Access the Mailbox Manager (see the inside front cover).

2. Click Profile.

3. Confirm and change settings as needed.

4. Click Save.

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

Listen

Record

Playback

1. On the Control bar, click  to select telephone 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.

Telephone Pick up the handset when the telephone rings, w ait for the beep, then speak into the han dset. Computer Wait for the tone, then speak into the microphone.

4. Click  to stop recording.

Stop

Figure 13. The Control Bar

Changing Your Security Code

Your security code prevents others from u sing your perso nal ID to listen to yo ur messages. Change your security code as often as you like. Your security code should be 3 to 10 digits long.

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

To change your security code by computer

1. 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.

Figure 14. The Security Code Screen

To change your security code by telephone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, PERS, CODE. Otherwise enter 7 7 4 to change your security code.

3. Follow the system instructions. Enter 1 for Ye s, 2 for No.

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 recorded name only by telephone.

The system uses your spelled nam e for t he dire ctory. Callers can enter the first letters of yo ur name to lo cate you in the directory. You can also remove your name from this directory (so that callers cannot learn your extension number).

To add or remove your name from automatic directory assistance, enter 1 when asked to change your directory listing status after changing your recorded name.

To add or remove your name from the directory by telephone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, PERS, DIR. Otherwise enter 7 7 7 to change your directory listing.

3. Follow the system instructions to change your spelled name. Enter 1 for Yes, 2 for No.

To change your recorded name by computer

1. 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:

Telephone Pick up the handset when the telephone rings, w ait for the beep, then speak into the han dset. Computer Wait for the tone, then speak into the microphone.

4. Click  to stop recording.

To change your recorded name by teleph one

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, PERS, >>>>, RCNAM. Otherwise enter 7 7 5 to change your directory listing.

3. Follow the system instructions to record your name. Enter 1 for Yes, 2 for No.

To change your spelled name by tele phone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, PERS, SPELL. Otherwise enter 7 7 6 to change your directory listing.

3. Follow the system instructions to change your spelled name. Enter 1 for Yes, 2 for No.

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 telephone or by computer.

St andard 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 telephone now. Please leave a message.” For callers to hear your busy greeting, you must activate it.

If you do not want to use a sepa rate 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.”

This feature may not be available at your site.

Alternate Greeting

The alternate greetin g plays for special occasi on s, such as a vacatio n. A typica l alterna te gre eting i s: “Hell o, 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 switc h between yo ur greetings by computer

1. 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.

For changing the Greeting type

Figure 15. The Greetings Screen

To rerecord your standard, alternate, or busy greet ing by computer

1. 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 Control bar, click  to record the greeting with your recording device:

Telephone Pick up the handset when the telephone rings, w ait for the beep, then speak into the han dset. Computer Wait for the tone, then speak into the microphone.

5. Enter  to stop recording.

To switch betw een your standard and alternate greeting by telephone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, GREET, SWTCH, otherwise enter 7 4 5.

To rerecord yo ur standard , alternate, or busy greet ing by teleph one

1. Access your mailbox by telephone (see inside front cover).

2. To rerecord your greeting perform one of the following:

Standard — If using Softkeys press SETUP, GREET, STD, otherwise enter 7 4 6 1.

Alternate — If using Softkeys press SETUP, GREET, >>>>, ALT, otherwise enter 7 4 7 1.

Busy — If using Softkeys press SETUP, GREET, >>>>, BUSY, otherwise enter 7 4 8 1.

3. Enter  to stop recording.

To activate your busy greeting by telephone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, GREET, >>>>, BUSY, otherwise enter 7 4 8 to hear your busy greeting.

3. Follow the system instructions to activate your busy greeting. Enter 1 for Yes, 2 for No.

Playback Options

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

Announce

New e-mail messages. If the optional e-mail integration package is installed, the system includes new e-mail

messages in the total when announcing the number of new messages. Voice message length. The system announces the total length, in minutes, of new voice messages.

Telephone Conversation Type

Menu mode covertness. This conversation plays menus of options. Enter the number associated with the option to

perform the particular task. Yes/No conversation. This conversation leads you step by step through all of your options with easy, yes-and-no

questions. Enter 1 for Y es, 2 for No.

Voice message time stamp

Announce time stamp before message. The system plays the time and date that the message was recorded

before playing the message. Announce time stamp after messages. The system plays the time and date that the message was recorded after

playing the message.

To change your playback options by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Playback.

3. Confirm and change the settings as needed.

4. Click Save.

Announce

Conversation

Listening to

a Message

Options

Option

Figure 16. The Mailbox Manager - Playback Screen

Changing Call Transfer Options

The voice messaging system is set up to transfer calls to your extension as a receptionist would. When you are unavailable or on another call, the system take s a messag e for yo u. If you will be away for a while, you can tu rn of f call transfer or have your calls transferred to a different telephone number.

Turn on call transfer before transferring your calls to a different telephone number. You can enter up to 9 digits for the new telephone number.

To turn call transfer on or off by telephone

1. Access your mailbox (see inside front cover).

2. If using Softkeys press SETUP, TRFR, ON/OFF. Otherwise enter 7 6 4 to turn call transfer on or off.

3. Follow the system instructions. Enter 1 for Ye s, 2 for No.

To change the nu m ber to which calls are trans ferred by telephone

1. Access your mailbox (see inside front cover).

2. If using Softkeys press SETUP, TRFR, CHG#. Otherwise enter 7 6 4 1 4.

3. Follow the system instructions. Enter 1 for Ye s, 2 for No.

SEE ALSO:

“Changing Call Screening Options” on page 34 “Changing Call Holding Options” on page 36

To turn call transfer on or off by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Transfer/Screening.

3. To turn call transfer on, for Transfer Incoming Calls To, select My extension. To turn call transfer off, select My Voicemail.

4. Click Save.

To change the nu m ber to which calls are transferred by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Transfer/Screening.

3. For Transferring Incoming Calls To, select This number. Type the telephone number or extension.

4. Click Save.

Turn Transfer

On or Off here

Turn Screening

On or Off here

Select Screening

Options here

Turn Holding

On or Off here

Figure 17. The Transfer Screen

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.

If your system manager has set up call screening for your extension, you can turn call screening on and off by telephone.

* This feature may not be available at your site. What you hear when you pick up the telephone depends on which of the following options you have selected.

Announce before connecting caller

The sy stem plays a beep before transferring the call.

Screen Name

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

Remember Screen Name

The system asks and plays the caller’s name, and if the caller leaves a message, will append the caller’s name to the beginning of the message.

Tell me who the call is for

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

Two or more of these options may be combined. For example, if you select Screen name and Ask Me If I Want to Take the Call, the system asks 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.

To change call screening options by computer

1. 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 telephone

1. Access your mailbox by telephone (see inside front cover).

2. If using Softkeys press SETUP, TRFR, SCRN. Otherwise enter 7 6 4 1 5.

3. Follow system prompts to turn Call Screening on or off.

Turn Screening

On or Off here

Select Screening

Options here

Figure 18. Selecting Screening Options

Changing Call Holding Options

The system can hold a call until your extension is available. * When call holding is turned on a nd your exten sion 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

1. Access your mailbox by telephone (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 telephone

1. Access your mailbox by telephone (see inside front cover.

2. If using Softkeys press SETUP, TRFR, >>>>, HLDING. Otherwise enter 7 6 4 1 6.

3. Follow system prompts to turn call holding on or off.

Changin g Me ss ag e De liv ery Options

The system can deliver messages to several different telephone numbers. You can set a range of minutes, hours, and days that a message delivery telephone number is in effect.

You can tell the system to deliver only urgent messages or to delay message delivery to any of the numbers.

To change message deliver y options by c om puter

1. Access your mailbox by telephone (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.

5. Click Save.

Times to Deliver

Messages

Days to Deliver

Messages

Types of Messages to

Deliver and How Often

Name of the Device

Telephone Number

to Reach the Device

Figure 19. Message Delivery Screen

If changing message delivery by telephone, you may not be able to enter a pager number that requires special dialing characters (for example, a sem icolon tha t repr esent s a 3- second pa use). Cont act your system m anage r for assista nce.

Enter # to insert a 1-second pause where you want the system to pause between digits that it is dialing.

To change mes sage deliver y by telephone

1. Access your mailbox (see inside front cover).

2. To change your message delivery options for your:

Work phone, if using softkeys press SETUP, >>>>, DELIV, WORK. If using menu mode enter 7 6 6 5 4, otherwise follow the prompts for setup options.

Home phone, If using softkeys press SETUP, >>>>, DELIV, HOME. If using menu mode enter 7 6 6 5 5, otherwise follow the prompts for setup options.

Pager phone, if using softkeys press SETUP, >>>>, DEL IV, PAGER. If using menu mode enter 7 6 6 5 6, otherwise follow the prompts for setup options.

Spare phone, if using softkeys press SETUP, >>>>, DELIV, >>>>, SPARE. If using menu mode enter 7 6 6 5 7, otherwise follow the prompts for setup options.

3. The particular delivery type must be enabled to change the number and schedule. If using softkeys press ON/OFF to turn on or off delivery for that number. If using menu mode enter 1 to turn on

delivery for that number or 2 to turn off delivery, otherwise follow the prompts for setup options.

4. If using Softkeys press PH# to change the telephone number. If using menu mode enter 4, otherwise follow the system instructions to change the telephone number. After you enter a telephone number, enter , to end the entry.

5. If using Softkeys press SCHED to change the phone number. If using menu mode enter 5, otherwise follow the system instructions.

6. Change any remaining message delivery numbers by repeating the procedure.

Using 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 three types of message groups: private, open, and local access. When you create a private group, only you can send messages to it. When you create an open group, other subscribers also can send messages to it. When you create a local access group, only subscribers calling from an extension within the company can send messages to it.

To create a group by telephone

1. Access your mailbox (see inside front cover).

2. If using softkeys press SETUP, >>>>, GRPS, CREATE. If using menu mode enter 7 5 4, otherwise follow the prompts for setup options.

3. For numbered gro up s , en ter a 3- digit g roup num ber. For named groups, ente r th e first three letters of the group’ s name.

4. Record a name for the group. Enter , when you are finished.

5. Enter 1 to make the group an open 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. Enter , when you are finished adding members.

8. Enter 1 to leave a message for this group now. Otherwise, enter 2.

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

To create a group by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Groups.

3. Click Create Group.

4. In the Create/Modify Group dialog box, type a name for the group.

5. Select a type for the group.

6. If the group will be used to dispatch messages to the first 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:

Telephone Pick up the handset when the telephone rings, w ait for the beep, then speak into the han dset. Computer Wait for the tone, then speak into the microphone.

8. Click  to stop recording.

9. To add members to the group, click New. Use the Member Properties dialog to search for enrolled subscribers.

10. When you are finished adding members, click OK.

11. Click OK to accept the group.

12. Click Save.

Figure 20. Creating a Group Screen

Group Name Group Type

Changing Groups

You can add and delete members of your message groups.* You can also delete any message group that you own, or change the group’s number, spelled name, or recorded

name.

To change a group by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Groups.

3. Select the group you want to edit, then click Modify Group.

4. In the Create/Modify Group dialog box, make the desired changes and click OK.

5. Click Save.

* This feature may not be available at your site.

Figure 21. Creating/Modifying Group Screen

Click to open list of enrolled subscribers

To add or delete group members by telephon e

1. Access your mailbox (see inside front cover).

2. If using softkeys press SETUP, >>>>, GRPS, EDIT, if using menu mode enter 7 5 5, otherwise follow the system prompts to edit a group.

3. Enter the group name or group number. Enter 2 until you hear the name of the group you want, then enter 1.

4. Enter 4 to add members to a group. OR Enter 5 to delete members from the group. When deleting group members, enter the first three letters of the person’s last name, or enter 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 deletions, enter 1.

6. Enter , when you are finished adding or deleting members.

To change a group name or number by telephone

1. Access your mailbox (see inside front cover).

2. If using softkeys press SETUP, >>>>, GRPS, EDIT, if using menu mode enter 7 5 5, otherwise follow the system prompts to change a group name.

3. Enter the first three letters of the group name.

Enter the first three digits of the group number.

4. Enter 1 to confirm, or enter 2 to hear the name of the next group.

5. Enter 7 to change the group name or group number.

6. Follow the system instructions to change the group’s recorded name. Enter 1 for Yes, 2 for No.

To hear a list of y our groups and group member s by telephon e

1. Access your mailbox (see inside front cover).

2. If using softkeys press SETUP, >>>>, GRPS, EDIT, if using menu mode enter 7 5 6, otherwise follow the system prompts to list your group members.

3. Follow the system instructions. Enter 1 for Ye s, 2 for No.

USING VIEWCALL PLUS

The system can display caller identification data when it has the additionally required

With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus windows work together to control your telephone call: the Telephone Window, the Call

Log window, and the Contact List window. For TAPI- (telephone application programming interface) and TSAPI- (telephony server application programming

interface) compliant teleph one system s, ViewCall P lus also of fer s an enhan ced mod e that add s even mo re features, such as the contact list and call log.

SCREENING AND MANAGING CALLS

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

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 telephone:

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 the telephone or account number. The system then

matches this data to your contact list and displays the caller contact list and displays the caller contact inform ation.

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.

equipment and system compatibility. This does require additional equipment and system compatibility though. The system can also match the telephone number to your contact list or PIM (Personal Information Manager) and display caller contact information.

SEE ALSO:

Online Help:

ViewCall Plus, Screening calls, Placing calls on Hold

Managing Calls

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

Connect an incoming call to your telephone.

Ask the caller to hold.

Ask the caller to transfer to another extension.

Ask the caller to leave a message.

TAPI-compliant Systems*

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.

This feature may not be available at your site.

Tracking Calls

Call Log

You can use ViewCall Plus to ke ep tr act o f your cal ls. The C all Log window recor ds all call activity for your extension. It also displays information such as caller names, telephone numbers, and the caller’s location.

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 a PIM.

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.

Contact

List

Call Log

Active

Call List

Figure 22 . ViewCall Plus Contact PI M Screen

USING E-MAIL INTEGRATION

The optional E-Mail Integration package that you can use with your voice messaging system is called E-Mail Notify/Delivery.

E-Mail Notify/Delivery

E-Mail Notify/Delivery lets you know when new e-mail messages arrive. When you check voice messages over the telephone, you hear the number of new e-mail messages you have received and information about those messa ges.

E-Mail Notify/Delivery can also alert you to voice messages in your e-mail inbox.

E-Mail Notifi cation

Subscribers can receive an e-mail notifying them of a new voice mail and/or the actual voice mail delivered to their inbox as a .wav attachment. (IMAP4-compliant Mail Servers only.)

Checking E-Mail by Telephone

To check your e- m ail messages

1. Access your mailbox (see inside front cover).

2. If prompted, enter your e-m ail password, followed by , . If your password uses an y letter s, refer to the password chart later in this section.

3. Enter 4 to check new e-mail messages. Enter 6 for old (archived) messages.

4. Follow the system instructions. Enter 1 for Ye s, 2 for No.

SEE ALSO:

“Your E-Mail Password” on page 48.

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 telephone.

Changing Your E-Mail Setup Options

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

To turn your e-mail totaling on or off by computer

1. Access the Mailbox Manager (see inside front cover).

2. Click Playback Options.

3. In the Announce group, select the New E-Mail Messages check box. To turn it off, clear the check box.

4. Click Save.

To turn your e-mail totaling on or off by te lephone

1. Access your mailbox by telephone (see inside front cover). If prompted, enter your e-mail password, followed by

2. Enter 7 7 8 4 to turn e-mail totaling on or off.

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 telephone.

Using Numbers Only

If you are using a touchtone tel ephon e and your e-mail passwo rd uses num bers onl y, enter the digits followed by , . For example: 5 4 3 , . You do not need to use the password chart.

If you are using a rotary telephone, your password must be numbers only. Your system must be set up to work with rotary telephones.

Using Letters and Numbers

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

To enter a letter, refer to the password chart.

To enter a digit, enter 1 followed by the digit. (Refer to the password chart.)

Enter , to end.

Your e-mail password canno t use any o ther punctu ation or sym bol s. Do not u se you r tele phone to match letters. Use the password chart.

Password Chart

A = 21 N = 62 1 = 11 B = 22 O = 63 2 = 12 C = 23 P = 71 3 = 13 D = 31 Q = 01 4 = 14 E = 32 R = 72 5 = 15 F = 33 S = 73 6 = 16 G = 41 T = 81 7 = 17 H = 42 U = 82 8 = 18

I =43 C=83 9=19

J = 51 W = 91 0 = 10 K=52 X=92 *=End L = 53 Y = 93 M - 61 Z = 02 For example: TODAY = # # 81 63 31 21 93

This Page is Intentionally Left Blank.

USING QUICK MESSAGE ACTIONS AND SHORTCUTS

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

Quick Message Actions

While listening to a message, enter 3 to hear a menu of quick message actions. After you h ave le arne d the quick action numbers, you can enter a num ber fight away to take action. Except a s note d,

these actions are available for both new and old messages. After using a quick message acti on, you can continue with the next part of the conversation or take more action on a

message. For example, you can:

Enter 3 4 to replay to a message, then 3 5 to check the next message.

Enter 3 9 to redirect a message. After you finish redirecting the message, you can enter 3 4 to reply to the original sender. After you reply, you can enter 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 enter 3 5 to check the next message.

Quick

Task

Reply Check the next message Delete Archive Hear when the message was sent Redirect Save as new (new messages only) Repeat t he message Exit quickly, if you are using a touchtone

telephone

Message

Action

34 35 36 37 38 39 30 3#

Shortcuts

Use shortcuts to accelerate your responses to the system.

Voice Messaging

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

Task Shortcut

Check new messages Leave a mess age Review old messages Change setup options Switch personal greetings Change your standard greeting Change you r al t ernate greeting Change your busy gre eting Change your security code Turn call tran sfer off Turn call tran sfer on Change the telephone number for call transfer

4 5 6

7 745 746 747 748 774

7642 7641

76414

Turn call scre ening options off Add a message group Edit a mess ag e gro up List your me ssage groups Change your recorded name

76415

754 755 756 775

Main Menu

Ta sk Shortcut

Check new messages Leave a mess age Review old messages Change setup options Change call transfer, Message del ivery Change your security code, Voice mailbox names Switch personal greetings

FOR YES 2 FOR NO * CURRENT MENU

Quick Message Actions

Repeat t he message

4 5 6

7 76 77

745

Task Shortcut

Save message as new (new messages only) Check the next message Delete a message Archive a message Hear when the message was sent Redirect the message Exit quickly (touchtone telephones only)

FOR YES 2 FOR NO * CURRENT MENU

30 35 36 37 38 39

Message Playback Options

For Press

Slower Softer/Louder Faster Backward Pause Forward Exit

To access your mailbox from outside your organization

1. Call the Voice Messaging system.

2. When the system greets you, enter your personal ID:

4 5 6 7 8 9 *

and your security code:

E-Mail Integration Packa ge *

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

Ta sk Shortcut

Edit your e-mail messages Check ol d e-mail messag es Turn e-mail totaling on or off

This feature may not be available at your site.

46 66

7784

System Menus

EDIT GROUPS

456

S R E B

B M

E L

456

CHANGE DELIV ERY

E M A N

S P

M E

G N

I L

CHANGE TRANSFER

E G

MESSAGE DELIVERY

- M U N

E N O H P

E G N

CHANGE FAX DELIVERY*

45678

E L U D E H C S

E G N

* F F O / N O

E N O H P

X A F

45678

E G A S S E M

T X E N

NEW MESSAGES

456

S E G A

S S

MAIN MENU

456

G N I T E E R G

T N E R R U C

R A E

GREETINGS

R E V

E V

S N

S E

U T

* S E X A F

W E N

L L A

R E V I L E D

- T

- E

T E E R

G N

T S

H C

E G A S S E M

E H T

T A E P E R

T E

N R

- V I

S S

I C

MESSAGE OPTIONS

456

GROUPS

E M

O T

E H

S E

45678

S E G A S S E M

W E N

OLD MESSAGES

E T E L E D

- S N A R T

L L A C

E G N

TRANSFER & DELIVERY

E G A

E V I H C R A

PERSONAL OP TIONS

SETUP OPTIONS

Y T I R U C E S

E G

456

S G N

567

Y R E

P O

G N I T S I L

Y R O

Y R E V I L E D

E G A S S E M

* This feature may not be available at your site.

Softkey Menus

Notes

term

is a registered trademark of NEC Corporation. EliteMail is a trademark of NEC America, Inc. TeLANophy is a trademark of Active Voice, Inc.

Docume n t Re vision 1

For more information contact:

NEC Unified Solutions, Inc.

6555 N State Highway 161

Irving, TX 75039-2402

www.cng.nec.com

INT-1057 (CTI)

Nec ELITEMAIL CTI LX LITE user Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

NOTICE

INTRODUCTION

SETTING UP YOUR MAILBOX

CHECKING AND LEAVING MESSAGES

Leaving a Message by Telephone

Sending a Me ssage by Computer

Leaving a Group Message

Sending a Group Message by Computer

Reviewing Messages

Reviewing Messages by Computer*

Redirecting a Message

Modifying a Message

Canceling a Message

Archiving a Message

Changing Your Mailbox Setup

Working with the Mailbox Manager

Changing Your Security Code

Changing Your Recorded and Spelled Names

Changing Your Greetings

Playback Options

Changing Call Transfer Options

Changing Call Screening Options

Changing Call Holding Options

Changin g Me ss ag e De liv ery Options

Using Groups

Changing Groups

USING VIEWCALL PLUS

SCREENING AND MANAGING CALLS

Identifying and Screening Calls

Managing Calls

Tracking Calls

USING E-MAIL INTEGRATION

E-Mail Notify/Delivery

E-Mail Notifi cation

Checking E-Mail by Telephone

Changing Your E-Mail Setup Options

Your E-Mail Password

USING QUICK MESSAGE ACTIONS AND SHORTCUTS

Quick Message Actions

Shortcuts

System Menus

Softkey Menus