ActiveFax, ActiveNet, PhoneBASIC, TeLANophy,
ViewCall, ViewFax, and ViewMail are trademarks of
Active Voice, LLC.
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;
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5,666,401; 5,181,243; 5,724,408; and Canadian No.
1329852.
NEC America, Inc.
Irving, Texas
U.S.A .
To access your mailbox by computer
1. Launch Mailbox Manager.
2. When the system greets you, enter:
Host name _______________________________________________________
System menus ................................................... 72
Index73
s
i
Introduction
Welcome to NEAXMail IM-16, 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 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
versation 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
on page 70.
1 for Yes, 2 for No
your 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.
The menu con-
®
If you prefer, ask
Shortcuts To perform routine tasks
quickly, you can enter a sequence of
numbers in advance of the conversation questions or menus.
Help When the system conversation
asks you a question, enter 3 to hear a
Help menu of options.
s
ii
NEAXMAIL IM-16 USER GUIDE
On the computer
If your system has TeLANophy®, you can
manage live phone 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 and fax 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, e-mail, and faxes — in
your Microsoft Inbox, whether you
are using Outlook 97, 98, 2000 or XP.
®
®
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 applications by integrating ViewCall Plus with other
applications, such as Microsoft’s
®
suite.
Office
E-Mail Integration
You can access your e-mail messages
by phone. With the E-Mail Reader’s
text-to-speech application, you can
hear your e-mail messages over the
phone. If your system uses Active-
™
, you can send the messages to
Fax
any fax machine.
Help
For more detailed information about
TeLANophy, use the:
or
• Online Help system (press
F1
use the Help menu)
• “Introducing TeLANophy” tutorial
INTRODUCTION
s
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 from
inside your organization.” 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 up 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 also begin using TeLANophy. Contact your system manager
to get TeLANophy set up on your desktop.
To set up your mailbox
a Access your mailbox (see inside front
cover).
b 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.
c When the system tells you that your
mailbox is set up, enter 1 to confirm
your settings.
TIP
To exit the system quickly, enterQthree
or more times. Or hang up and the system will exit automatically after a few
seconds.
s
iv
NEAXMAIL IM-16 USER GUIDE
Checking and leaving messages
Depending on your system, you can
use a phone 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
s
1
Checking new messages
SEE ALSO
Modifying a message ...............................14
Canceling a message................................16
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.
* One or more of these features may not be
available at your site.
To check new messages
by phone
a Access your mailbox (see inside front
cover).
b Enter 4 to check new messages. Fol-
low the system instructions. Enter 1
for Yes, 2 for No.
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.
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2
NEAXMAIL IM-16 USER GUIDE
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, 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 from
your computer
a Double-click the message to open it.
b Use the VCR-style buttons to play
and respond to the message.
Urgent voice message
Fax message
Voice message
VCR-style buttons
CHECKING AND LEAVING MESSAGES
s
3
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............................... 14
Canceling a message ............................... 16
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.
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.
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4
NEAXMAIL IM-16 USER GUIDE
To leave an identified
subscriber message
To leave a message directly in
a subscriber’s mailbox
a Call another subscriber. When the
subscriber does not answer, the call
is forwarded to voice mail.
b Enter 5 to leave a message.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
a Access your mailbox (see inside front
cover).
b Enter 5 to leave any messages.
c 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.
d Enter 2 until you hear the name of
the subscriber you want, then
enter 1.
e Record your message at the beep.
The message must be at least 3 seconds long to be delivered.
f Enter # to start over or Q to stop
recording.
CHECKING AND LEAVING MESSAGES
s
5
Sending a message 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
a If you are using ViewMail, click “Send.”
If you are using ViewMail for Microsoft
Messaging, click “New voice message.”
b Click “To” and then use the address
book to select recipients’ names.
c Type in a subject and set delivery
options as needed.
d 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.
e To send the message, choose “Send.”
For composing and
sending a message
For selecting
special delivery options
s
6
NEAXMAIL IM-16 USER GUIDE
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.
With the E-mail Integration for Novell
GroupWise, you can leave a voice message as an attachment to an
e-mail message.
For composing
and sending a
message
For addressing a message
to multiple subscribers or
message groups
For selecting
an address
CHECKING AND LEAVING MESSAGES
s
7
Leaving a group message
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
a Access your mailbox (see inside front
cover).
b Enter 5 to leave a message.
c Spell the group name, or enter the spe-
cial group ID and group number. Enter
2 until you hear the name of the group
you want, then enter 1.
d 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 phone
a Leave a message for the first sub-
scriber.
b Enter Q6 to stop recording.
c Follow the system instructions to
add a subscriber as a message recipient.
d Repeat step 3 for each subscriber
you want to receive the message.
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 who has not heard
a group message by phone
a Start to leave a new message to the
group.
b The system says that some members
have not heard your last message.
Enter 1 to review the message.
c Listen to the message or enter 2 to
interrupt it.
d Enter 2 to avoid canceling the mes-
sage.
e Enter 7 to list who has not heard the
message. Enter Q to stop the list.
s
8
NEAXMAIL IM-16 USER GUIDE
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. 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
s
9
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
a Access your mailbox (see inside front
cover).
b Enter 6 to review old messages.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
TIP
Enter Q to skip a message. Enter 3 7 to
archive a message.
10
s
NEAXMAIL IM-16 USER GUIDE
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
a Double-click the message.
b 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
s
11
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 ............................ 4
To redirect a message
by phone
a While listening to a message, enter
3 9 to interrupt it.
b Spell the last name of the subscriber
to whom you are redirecting the
message.
c Enter 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 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.
12
s
NEAXMAIL IM-16 USER GUIDE
To redirect a message
by computer
a Select the message.
b Click “Redirect.”
c Click “To” and then use the address
book to select recipients’ names.
d Type in a subject and set delivery
options as needed.
e Use the VCR-style buttons and your
phone or a sound device to record an
introduction.
For redirecting the message to other
subscribers, groups, or guests
f Choose “Send” to send your mes-
sage.
For redirecting a message
CHECKING AND LEAVING MESSAGES
s
13
Modifying a message
SEE ALSO
Leaving a message by phone .................... 4
Redirecting a message............................. 12
Canceling a message ............................... 16
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
a Record a message.
b Enter Q4 to stop recording.
c 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
phone, you can enter 6 to rerecord
the message.
d Enter Q when you finish modifying.
14
s
NEAXMAIL IM-16 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 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 phone
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
CHECKING AND LEAVING MESSAGES
s
15
Canceling a message
SEE ALSO
Modifying a message ...............................14
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
a Start to leave another message to the
same subscriber.
b If the subscriber has not yet heard
your last message, the system asks if
you want to review it.
c Enter 1 to review it.
d When you hear the message you
want to cancel, enter 5 to cancel it.
e Enter 1 to confirm the cancellation.
16
s
NEAXMAIL IM-16 USER GUIDE
Canceling a message
by computer*
With ViewMail or ViewMail for Microsoft
Messaging, 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
a Select the message.
b 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.
TIP
The Unopened folder also displays
unopened faxes 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
CHECKING AND LEAVING MESSAGES
s
17
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 enter 3 7 to archive it again or it
will be deleted.
To archive a message
by phone
While listening to a message, enter 3 7
to archive it.
18
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NEAXMAIL IM-16 USER GUIDE
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
a Select the message.
b If you have ViewMail, click “Archive.”
If you have ViewMail for Microsoft
Messaging, select Archive Voice Message from the File menu.
Number of
archived
days
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.
For archiving messages
•
Archived
message
CHECKING AND LEAVING MESSAGES
s
19
Recording a conversation by phone
You can record a phone 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 phone 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 conversation
by phone
a During a phone conversation, press
RECORD on the phone.
b Press END or hang up to stop record-
ing.
To redirect or save a conversation by phone
a To save a recorded message to your
mailbox, press END or disconnect
the call.
b To redirect the recorded message,
enter a subscriber’s extension while
you are recording. The recorded
message is automatically sent when
you press END.
or
Press ADDRESS to end the recording
and disconnect the call. Then follow
the address conversation to redirect
the message.
Live record phone button
options
Pause Pause and resume the record-
ing.
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 disconnect-ing 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.
20
s
NEAXMAIL IM-16 USER GUIDE
To record a conversation by
computer
a If you are using ViewMail, click “Live
record.” If you are suing ViewMail for
Microsoft Messaging, click “New live
record message.
b 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, the New Message dialog box appears. To begin
recording, click “Record.”
c Click “Pause” to stop recording tem-
porarily. Click “Resume” to restart.
d To end the recording, click “Stop”
or hang up. Or click “Cancel” to
stop and erase the recording.
e To review the message, click “Play.”
f To send the message to your mail-
box, click “Send.”
g If the Request Redirect dialog box
appears, click “Yes” to forward the
message. Click “No” to save the
recorded message in your mailbox.
CAUTION
CAU
CAUTION
The use of monitoring, recording, or listening devices to eavesdrop, monitor, retrieve, or record telephone 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
telephone conversation. Some federal
and state laws require some form of notification to all parties to a telephone conversation, such as using a beep tone or
other notification methods or requiring
the consent of all parties to the telephone
conversation, prior to monitoring or recording the telephone conversation.
Some of these laws incorporate strict penalties.
CHECKING AND LEAVING MESSAGES
s
21
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
applications, refer to the application’s
online Help.
s
23
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
extension, 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.
Menu bar
The Profile screen is where the system
stores your name, extension number, fax
ID, delivery number, and other settings.
Always click
Logout to exit
24
s
NEAXMAIL IM-16 USER GUIDE
To change your profile
To use the Control bar
a Access the Mailbox Manager (see
inside front cover).
b Click “Profile.”
c Confirm and change settings as
needed.
d 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.”
a On the control bar, click to select
phone or computer playback.
b On the control bar, click to listen
to your recorded name.
c 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.
d Click to stop recording.
Drag slider to skip forward
or back in the recording
CHANGING YOUR MAILBOX SETUP
s
25
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 four to ten digits long.
If you forget your security code, contact
your system manager.
Type old and new security
codes here
To change your security code
by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Profile.”
c Click “Change Code.”
d In the Change Security Code dialog
box, type your old and new passwords in the corresponding fields.
e Click “OK,” and then click “Save.”
To change your security code
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 7 4 to change your security
code.
c Follow the system instructions. Enter
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.
26
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NEAXMAIL IM-16 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 add or remove your name
from the directory by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 7 7 to change your directory
listing.
c Follow the system instructions to
change your spelled name. Enter 1
for Yes, 2 for No.
To change your recorded
name by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Profile.”
c 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.
d Click to stop recording.
To change your recorded
name by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 7 5 to change your recorded
name.
c Follow the system instructions to
record your name. Enter 1 for Yes, 2
for No.
To change your spelled name
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 7 6 to change your spelled
name.
c Follow the system instructions to
change your spelled name. Enter 1
for Yes, 2 for No.
CHANGING YOUR MAILBOX SETUP
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27
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
a Access the Mailbox Manager (see
inside front cover).
b Click “Greetings.”
c From the “Choose a greeting” list
box, select a greeting.
d For “This greeting is,” select the
“Enabled” check box.
e Click “Save.”
* This feature may not be available at your site.
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NEAXMAIL IM-16 USER GUIDE
To rerecord your standard,
alternate, or busy greeting by
computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Greetings.”
c From the “Choose a greeting” list
box, select the greeting to rerecord.
d For “Greeting source,” click “Record
my greeting.”
e On the 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.
Choose a greeting
list box
Computer: Wait for the tone, then
speak into the microphone.
f Click to stop recording.
Greeting source
Control bar
CHANGING YOUR MAILBOX SETUP
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29
To switch between your standard and alternate greeting
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 4 5 to switch to your other
greeting (standard or alternate).
To rerecord your standard,
alternate, or busy greeting by
phone
a Access your mailbox by phone (see
inside front cover).
b To rerecord your:
• standard greeting, enter 7 4 6 1.
• alternate greeting, enter 7 4 7 1.
• busy greeting, enter 7 4 8 1.
c Enter Q to stop recording.
To activate your busy
greeting by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 4 8 to hear your busy greet-
ing.
c Follow the system instructions to
activate your busy greeting. Enter 1
for Yes, 2 for No.
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NEAXMAIL IM-16 USER GUIDE
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 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 conversation This con-
versation 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 Yes, 2 for No.
Voice message time stamp
Announce timestamp before
messages 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.
CHANGING YOUR MAILBOX SETUP
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31
To change your playback
options by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Playback.”
c Confirm and change the settings as
needed.
d Click “Save.”
Click to save
Announce options
Conversation options
Listening to a
message options
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Changing call transfer options
The voice messaging system is set up
to 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.
SEE ALSO
Changing call screening options ............35
Changing call holding options................ 37
To turn call transfer on or off
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 to turn call transfer on or
off.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
To change the number to
which calls are transferred by
phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 1 4 to change the number
to which your calls are transferred.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
CHANGING YOUR MAILBOX SETUP
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33
To turn call transfer on or off
by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c To turn call transfer on, for “Transfer
incoming calls to,” select “My extension.” To turn call transfer off, select
“My voicemail.”
d Click “Save.”
To change the number to
which calls are transferred by
computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c For “Transfer incoming calls to,”
select “This number.” Type the
phone number or extension.
d Click “Save.”
Turn transfer on or
off here
Select screening
options here
Turn holding on or
off here
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NEAXMAIL IM-16 USER GUIDE
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 have selected.
Announce before connecting caller
The system plays a beep before transferring the call.
* This feature may not be available at your site.
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.
Ask me if I want to take the call The
system says “Enter 1 to take the call,
or 2 and I’ll take a message” and then
waits for a response from you before
transferring the call.
Remember Screen Name The systems asks and plays the caller’s name
as above, 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.
CHANGING YOUR MAILBOX SETUP
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35
To change call screening
options by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c Select the “Screening” check box.
d Select the transfer/screening options
as needed.
e Click “Save.”
To turn call screening on or off
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 1 5 to turn call screening
on or off.
c Enter 1 to turn call screening on.
Enter 2 to turn it off.
Select screening
options here
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NEAXMAIL IM-16 USER GUIDE
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
a Access the Mailbox Manager (see
inside front cover).
b Click “Transfer/Screening.”
c To turn call holding on, select the
“Holding” check box. To turn it off,
clear the check box.
d Click “Save.”
To turn call holding on or off
by phone
a Access your mailbox by phone (see
inside front cover).
b Enter 7 6 4 1 6 to turn call holding on
or off.
c Enter 1 to turn call holding on. Enter
2 to turn it off.
CHANGING YOUR MAILBOX SETUP
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37
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
a Access the Mailbox Manager (see
inside front cover).
b Click “Notification.”
c To edit a message delivery device,
select the device and click “Edit.”
To add a new device, click “Add.”
d On the Message Delivery screen,
confirm and change the settings as
needed and click “OK.”
e Click “Save.”
Times to deliver
messages
Days to deliver
messages
Types to deliver
and how often
Name of the device
Phone number
to reach device
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NEAXMAIL IM-16 USER GUIDE
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
Enter # 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
a Access your mailbox (see inside front
cover).
b To change your message delivery
options for your:
• work phone, enter 7 6 6 5 4.
• home phone, enter 7 6 6 5 5.
• pager, enter 7 6 6 5 6.
• spare phone, enter 7 6 6 5 7.
• fax phone, enter 7 6 6 5 8.
c Enter 1 to turn on delivery for that
number or 2 to turn off delivery.
d Enter 4 to change the phone
number. After you enter a phone
number, enter Q to end the entry.
e Enter 5 to change the schedule, and
then follow the system instructions.
Enter 1 for Yes, 2 for No.
f Enter 6 to change the delivery mode
for messages delivered to this
number, and then follow the system
instructions. Enter 1 for Yes, 2 for No.
g Enter 7 to change fax notification,
and then follow the system instructions. Enter 1 for Yes, 2 for No.
h Change any remaining message
delivery numbers by repeating the
procedure.
CHANGING YOUR MAILBOX SETUP
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39
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 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 phone
a Access your mailbox (see inside front
cover).
b Enter 7 5 4 to create a new group.
c For numbered groups, enter a three-
digit group number. For named
groups, enter the first three letters of
the group’s name.
d Record a name for the group.
Enter Q when you are finished.
e Enter 1 to make the group an open
group or 2 to make it a private group.
f Follow the system instructions to
add members to the group. You can
add them by name or extension
number.
g Enter Q when you are finished add-
ing members.
h Enter 1 to leave a message for this
group now. Otherwise, enter 2.
TIP
Guests do not have extension numbers,
so add them to the group by spelling
their names or by entering their personal IDs.
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NEAXMAIL IM-16 USER GUIDE
To create a group by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Groups.”
c Click “Create Group.”
d In the Create/Modify Group dialog
box, type a name for the group.
e Select a type for the group.
f 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.
g 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.
h Click to stop recording.
Group name
i To add members to the group, click
“New.” Use the Member Properties
dialog to search for enrolled subscribers.
j When you are finished adding mem-
bers, click “OK.”
k Click “OK” to accept the group.
l Click “Save.”
Group type
CHANGING YOUR MAILBOX SETUP
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41
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
a Access the Mailbox Manager (see
inside front cover).
b Click “Groups.”
c Select the group you want to edit.
Click “Modify Group.”
d In the Create/Modify Group dialog
box, make the desired changes and
click “OK.”
e Click “Save.”
Click to open list of enrolled
subscribers
42
* This feature may not be available at your site.
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NEAXMAIL IM-16 USER GUIDE
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
a Access your mailbox (see inside front
cover).
b Enter 7 5 5 to edit a group.
c Enter the group name or group num-
ber. Enter 2 until you hear the name
of the group you want, then enter 1.
d 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.
e To confirm your additions or dele-
tions, enter 1.
f Enter Q when you are finished add-
ing or deleting members.
a Access your mailbox (see inside front
cover).
b Enter 7 5 5 to change a group name
or number.
c Enter the first three letters of the
group name. Or, enter the first three
digits of the group number.
d Enter 1 to confirm, or enter 2 to hear
the name of the next group.
e Enter 7 to change the group name or
group number.
f Follow the system instructions to
change the group’s recorded name.
Enter 1 for Yes, 2 for No.
a Access your mailbox (see inside front
cover).
b Enter 7 5 6 to list your groups and
group members.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
CHANGING YOUR MAILBOX SETUP
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43
Sending and receiving faxes
If your voice messaging system includes
the optional fax package, you have
access to fax mail. If you are also using
TeLANophy, ViewFax may also be available.
ViewFax
You can send, receive, and redirect
faxes from your 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.
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45
Sending faxes by computer
ViewFax
46
You can send faxes, view faxes, and forward faxes from your computer with the
TeLANophy ViewFax application.
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.
SEE ALSO
Online Help:
ViewFax, Addressing and sending a fax
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NEAXMAIL IM-16 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”
To send a fax by computer
a From a Windows-based program, open
the document you want to fax. Use only
a program that prints to a network
printer, such as a word-processing,
graphics, or database program.
b From the File menu, click “Print,”
select “Print-to-Fax Print Driver”
from the list of available printers,
and click “OK.”
c Select the message recipients.
For selecting message recipients
d To include a cover page, select “Send
Cover.”
e To create a custom cover page, click
“Cover,” select the type of cover
page, and then click “OK.”
f To preview the fax, click “ViewFax.”
g To send the fax, click “Send.” The fax
waits in a queue and 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
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47
Receiving faxes
If you are using the optional fax package,
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
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 delivery
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.
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NEAXMAIL IM-16 USER GUIDE
ViewFax*
Use ViewFax to display a fax message within ViewMail or ViewMail
for Microsoft Messaging. If you click
“ViewFax” within the ViewMail
message, ViewFax converts the fax document to a TIFF graphics image
and displays it on the screen.
GroupWise users see a separate TIFF
attachment for each fax page.
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
* This feature may not be available at your site.
For sending the
fax to a printer
For skipping from one page to
another within a fax
To change your fax delivery
phone number or schedule
a Access your mailbox (see inside front
cover).
b Enter 7 6 5 8 to change your fax deliv-
ery phone number or schedule.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
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NEAXMAIL IM-16 USER GUIDE
To change your fax greeting
To change your fax notification
a Access your mailbox (see inside
front cover).
b Enter 7 4 9 to change your fax greet-
ing.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
a Access your mailbox (see inside front
cover).
b To change your fax notification for
your:
• work phone, enter 7 6 5 4.
• home phone, enter 7 6 5 5.
• pager, enter 7 6 5 6.
• spare phone, enter 7 6 5 7.
• fax phone, enter 7 6 5 8.
c Enter 7 to turn fax notification on or
off for a delivery number.
SENDING AND RECEIVING FAXES
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51
Using ViewCall Plus
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
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.
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53
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. This requires additional
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.
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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
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55
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.
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PhoneBASIC
ViewCall Plus includes PhoneBASIC,
which lets you integrate ViewCall Plus
with a number of different applications,
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 an application, such as Microsoft Access
Outlook
• Direct calls based on a set of preestablished rules.
®
.
®
or
SEE ALSO
Online Help:
PhoneBASIC
PhoneBASIC scripts can be activated
by using Script Manager from the Tools
menu.
USING VIEWCALL PLUS
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57
Using E-Mail Integration
The two optional E-Mail Integration
packages that you can use with your
voice messaging system are E-Mail
Notify/Delivery and E-Mail Reader.
E-Mail Notify/Delivery
E-Mail Notify/Delivery lets you know
when new e-mail messages arrive.
When you check voice and fax messages over the phone, you hear the
number of new e-mail messages you
have received and information about
those messages.
E-Mail Notify/Delivery can also alert
you to voice and fax messages in your
e-mail inbox.
E-Mail Reader
E-Mail Reader lets you hear and
respond to e-mail over the phone using
text-to-speech conversation. E-Mail
Reader reads the text portion of your
e-mail messages and plays any
attached WAV files. If you are using the
fax package, 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 messages are delivered to your
e-mail inbox, the messages are deleted
from your voice mailbox to avoid duplication.
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59
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 inbox.
• Delete any e-mail message you have
heard from the e-mail system. Otherwise, the system keeps it as an e–mail
message that you have already read.
SEE ALSO
Your e-mail password ..............................62
To check your e-mail messages
a Access your mailbox (see inside front
cover).
If prompted, enter your e-mail
password, followed by Q. If your
password uses any letters, refer to
the password chart later in this section.
b Enter 4 to check new e-mail mes-
sages. Enter 6 for old (archived) messages.
c Follow the system instructions. Enter
1 for Yes, 2 for No.
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
a Follow the steps to check your
e-mail messages.
b When offered the message you want
to check, enter 1.
c While listening to the message, enter
3 3 4.
TIP
Use quick message actions such as # to
repeat a message or Q to stop and save
as new.
60
s
NEAXMAIL IM-16 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.
To turn your e-mail totaling on
or off by computer
a Access the Mailbox Manager (see
inside front cover).
b Click “Playback options.”
c In the “Announce” group, select the
“New e-mail messages” check box.
To turn it off, clear the check box.
d Click “Save.”
To turn your e-mail totaling on
or off by phone
a Access your mailbox by phone (see
inside front cover). If prompted,
enter your e-mail password, followed by Q.
b Enter 7 7 8 4 to turn e-mail totaling
on or off.
USING E-MAIL INTEGRATION
s
61
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.
Using numbers only
If your e-mail password uses numbers
only, enter the digits, followed by Q. For
example: 5 4 3 Q. You do not need to use
the password chart.
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.)
•EnterQ to end.
Your e-mail password cannot use any
other punctuation or symbols. Do not
use your phone to match letters. Use the
password chart.
With the optional fax package, you can
deliver your e-mail messages to any fax
machine.
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
a Access your mailbox (see inside front
cover). If prompted, enter your
e-mail password, followed by Q.
b Enter 4 to check e-mail messages.
c When offered the e-mail message
you want, enter 1.
d Enter 7 to fax the message.
e Follow the system instructions. Enter
1 for Yes, 2 for No.
To fax your e-mail messages
a Access your mailbox (see inside front
cover). If prompted, enter your
e-mail password, followed by Q.
b Enter 4 5 to fax your e-mail
messages.
c To deliver the fax to your usual fax
machine, enter 1. Or to use a different fax machine, enter 2 and enter
the fax phone number.
d Follow the system instructions. Enter
1 for Yes, 2 for No.
USING E-MAIL INTEGRATION
s
63
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
s
65
Quick message actions
While listening to a message, enter 3 to
hear a menu of quick message actions.
After you have learned the quick action
numbers, you can enter a number right
away to take action. 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:
• Enter 3 4 to reply 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.
TASKQUICK MESSAGE ACTION
Repl y
Check the next message
Delete
Archive
Hear when the message was sent
Redi rect
Save as new (new messages only)
Repeat the message
Exit quickly, if you are using a touchtone phone
3 4
3 5
3 6
3 7
3 8
3 9
3 0
3 #
Q
66
s
NEAXMAIL IM-16 USER GUIDE
E-Mail Integration package*
While listening to an e-mail message, appointment, or task,
enter 3 3 to hear a menu of additional options.
TASKQUICK MESSAGE ACTION
Hear who else received the message, appointment, or task
Accept an appointment or task
Decline an appointment or task
Mark a task complete
Exit quickly
* This feature may not be available at your site.
3 3 4
3 3 5
3 3 6
3 3 7
Q
USING QUICK MESSAGE ACTIONS AND SHORTCUTS
s
67
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.
68
TASKSHORTCUT
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
s
NEAXMAIL IM-16 USER GUIDE
7 4 5
7 4 6
7 4 7
7 4 8
TASKSHORTCUT
4
5
6
7
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 you recorded name
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
Fax package*
E-Mail Integration package*
Enter your personal ID and security code (if required), then
enter the following shortcuts to do these tasks.
TASKSHORTCUT
Edit your fax greeting
Change your fax delivery
7 4 9
7 6 5 8
Deliver all faxes
Fax a particular e-mail message,
appointment, or task**
* This feature may not be available at your site.
** This feature requires the optional E-Mail Integration package.
4 5
3 7
Enter your personal ID and security code (if required), then
enter the following shortcuts to do these tasks.
TASKSHORTCUT
Check new e-mail messages
Check old e-mail messages
Turn e-mail totaling on or off
Change your e-mail password
Check today’s calendar or
hear new appointments
Check today’s tasks
USING QUICK MESSAGE ACTIONS AND SHORTCUTS
4 6
6 6
7 7 8 4
7 7 8 5
4 7
4 8
s
69
Managing your voice messages with Soft Keys
Press the Soft Key under
the option you want.
Listen to the
instructions. Press 1 for
Yes or 2 for No.
*This option may not be available.
s
70
NEAXMAIL IM-16 USER GUIDE
NEW
OLD
NEW
Check new messages
ARCHVArchive message
DELDelete message
REWRewind four seconds and play
PAUSEStop playing message
RESUMEResume playing message
FFWDFast forward four seconds and play
REDIRRedirect message
REPLYSend reply to message
NEXTNext message or view Main menu
RPLAYReplay message
NEWSave message as new message
TIMEHear time and date of message
>>>View more options
BACKView previous menu
DELIV*Deliver fax to new phone number
OLD
Review messages
ARCHVArchive message
DELDelete message
REWRewind four seconds and play
PAUSEStop playing message
RESUMEResume playing message
FFWDFast forward four seconds and play
REDIRRedirect message
REPLYSend reply to message
NEXTNext message or view Main menu
RPLAYReplay message
TIMEHear time and date of message
>>>View more options
BACKView previous menu
DELIV*Deliver fax to new phone number
LVMSG
RECORD
ACCEPT
MGR
LVMSG
Leave Message
RECORD
If live record is enabled, appears
during record session
PAUSEPause recording
RESUMEResume recording
ENDStop and save recording
RERECStop and begin new recording
ERASEStop and erase recording
URGUrgent message delivery
>>>View more options
ACCEPT REJECT
If call screening is enabled,
appears for incoming calls
ACCEPTAccept call
REJECTSend call to voice mailbox
MGR*
Lets system managers change
set-up options
CHBXChange voice mailbox
GREETChange opening greeting
SCHEDChange system schedule, date, time
INFOHear system status
OPERChange operator box settings
>>>View more options
BACKView previous menu
SETUP
SETUP
Change setup options
GREETGreetings
PERSPersonal options
TRFRTransfer options
GRPSGroups
DELIVDelivery options
>>>View more options
BACKView previous menu
*This option may not be available.
Greetings
CU RRHear and switch current greeting
SWTCHSwitch greetings
STDEdit standard greeting
ALTEdit alternate greeting
BUSYEdit busy greeting
>>>View more options
BACKView previous menu
Personal options
CODEChange security code
SPELLRespell name
DIRDirectory listing on/off
RCNAMRerecord name
>>>View more options
BACKView previous menu
EMAIL*Change e-mail settings
Transfer options
ON/OFFCall transfer, message
CHG#Change phone number
SCRNCall screening on/off
HLDINGCall holding on/off
>>>View more options
BACKView previous menu
delivery on/off
Groups
CREATECreate group
EDITEdit group
LISTList your groups
DELDelete group
>>>View more options
BACKView previous menu
Delivery options
WORKChange work phone delivery
HOMEChange home phone delivery
PAGERChange pager delivery
SPAREChange spare phone delivery
FAX*Change fax delivery
>>>View more options
BACKView previous menu
Change delivery
ON/OFFMessage delivery on/off
PH#Change phone number
SCHEDChange schedule
URGUrgent only on/off
>>>View more options
BACKView previous menu
NOTIFY * Notify for fax on/off
Change fax delivery*
ON/OFFFax delivery on/off
FAX#Change phone number
SCHEDChange schedule
>>>View more options
BACKView previous menu
USING QUICK MESSAGE ACTIONS AND SHORTCUTS
s
71
System menus
Main Menu
Check New Messages
Leave Messages
Review Old Messages
Change Setup Options
‰ Deliver All New Faxes*
* This feature may not be available
at your site.
s
72
NEAXMAIL IM-16 USER GUIDE
4 5
4
5
6
7
Reply
Check Next Message
Delete
Archive
Hear Timestamp
Redirect/Deliver Fax*
Save as New
Repeat the Message
Message Options
Edit the Message
Set Special Delivery
Address to Others
Send the Message
Old Messages
Reply
Check New Messages
Delete
Archive
Hear Timestamp
Redirect/Deliver Fax*
Repeat the Message
Setup Options
Greetings
Groups
Transfer & Delivery
Personal Options
4
5
6
7
8
9
0
#
4
5
6
Q
4
5
6
7
8
9
#
4
5
6
7
Greetings
Hear Current Greeting
Switch Greetings
Edit Standard Greetings
Edit Alternate Greeting
Edit Busy Greeting
Edit Fax Greeting*
Groups
Create a Group
Edit Your Groups
List Your Groups
Delete a Group
Transfer & Delivery
Change Call Transfer
Message Delivery
Personal Options
Change Security Code
Rerecord Name
Respell Name
Directory Listing On/Off
4
5
6
7
8
9
4
5
6
7
4
5
4
5
6
7
Edit Groups
Add Members
Delete Members
List Members
Change Groups Name
Change Transfer
Change Phone Number
Call Screening On/Off
Call Holding On/Off
Message Delivery
Work Phone On/Off
Home Phone On/Off
Pager Phone On/Off
Spare Phone On/Off
Fax Phone On/Off*
4
5
6
7
4
5
6
4
5
6
7
8
Change Delivery
Change Phone Number
Change Schedule
Urgent Only On/Off
Notify for Fax On/Off*
Change Fax Delivery*
Change Phone Number
Change Schedule
4
5
6
7
4
5
New Messages
Index
A-B
busy greeting 28
C
call holding
about
37
turning on or off by computer
turning on or off by phone
call managing
call screening
about
by computer
changing options by computer
definition of options
turning on or off by phone
call tracking
call transfer
about
changing phone number by phone
turning on or off by phone
control bar
55
35
54
35
56
33
25
D
directory, adding your name 27
E
e-mail
checking by phone
60
integration options
password
receiving by fax
sending voice messages with
shortcuts
changing delivery schedule
delivery options
of e-mail
receiving
33
sending by computer
shortcuts
viewing by computer
62
69
59
63
48
69
48
iii, 59
63
50
50
48
7
59
50
46
49
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 phone
sending messages to
GroupWise E-Mail Integration
shortcuts
28
40
69
29
30
28
30
28
42
42
42
42
43
41
40
43
43
8
M-O
G-L
greetings
about
28
activating busy greeting by phone
alternate
busy
fax
28
28
50
30
mailbox
greetings
list of settings you can change
mailboxes
setup, initial
menu mode conversation
28
iv
23
31
s
INDEX
73
menus
shortcuts
message delivery
about
changing phone number by phone
changing phone numbers by computer
message delivery schedule
messages
archiving by computer
archiving by phone
canceling by computer
canceling by phone
checking by computer
checking by phone
forwarding by computer
group, by computer
group, by phone
including e-mail in message totals
leaving by phone
modifying by computer
modifying by phone
playback options
redirecting by phone
return receipt
reviewing by phone
sending by computer
shortcuts
special delivery options
68
38
39
19
18
17
16
3
2
12
9
8
4
15
14
2
12
4
10
6
66
4
time stamps for
urgent
4
31
P-Q
passwords, e-mail 62
39
PhoneBASIC
38
playback options
about
changing by computer
Print-to-Fax
profile
about
changing mailbox settings
changing recorded name
57
2
31
32
47
24
25
27
R
recorded name 27
31
changing by computer
changing by phone
27
27
S
security code
about
26
changing by phone
shortcuts
about
65
e-mail
69
fax
69
quick message actions
26
66
voice messaging
spelled name, changing by phone
standard greeting
68
28
T-U
TeLANophy
about
iii
archiving messages
call log
56
canceling messages
changing messages
checking messages
contact list
forwarding messages
group messages
help options
managing calls
modifying messages
PhoneBASIC
PIM integration
Print-to-Fax
redirecting messages
reviewing messages
screening calls
sending faxes
sending messages
setup
TAPI-compliant system options
56
iv
19
17
15
3
12
9
iii
55
15
57
56
47
12
11
54
46
6
27
55
74
s
NEAXMAIL IM-16 USER GUIDE
tracking calls 56
ViewCall Plus
ViewFax
ViewMail
ViewMail for Microsoft Messaging
time stamps for messages
iii, 45
iii, 6
iii, 53
iii, 6
31
V-W
ViewCall Plus. See TeLANophy
ViewFax. See TeLANophy
ViewMail for Microsoft Messaging. See TeLANophy
ViewMail. See TeLANophy
Y-Z
yes or no conversation 31
INDEX
s
75
78
s
NEAXMAIL IM-16 USER GUIDE
Message playback options
ForPress
SLOWER
4
To access your mailbox from out-
side your organization
CALL THE VOICE MESSAGING SYSTEM
1.
SOFTER/LOUDER
FASTER
BACKWARD
PAUSE
FORWARD
EXIT
NEAXMail AD-40
5
WHEN THE SYSTEM GREETS YOU,
6
7
2.
ENTER PERSONAL ID:
8
9
SECURITY CODE:
Q
Main menu
TaskShortcut
CHECK NEW MESSAGES
LEAVE MESSAGES
REVIEW MESSAGES
CHANGE SETUP OPTIONS
CHANGE CALL TRANSFER,
MESSAGE DELIVERY
CHANGE SECURITY CODE,
VOICE MAILBOX NAMES
SWITCH PERSONAL
GREETINGS
7 6
7 7
7 4 5
Quick message actions
TaskShortcut
REPEAT THE MESSAGE
4
SAVE MESSAGE AS NEW
5
(NEW MESSAGES ONLY)
6
CHECK THE NEXT MESSAGE
7
DELETE A MESSAGE
ARCHIVE A MESSAGE
HEAR WHEN THE MESSAGE
WAS SENT
REDIRECT THE MESSAGE
EXIT QUICKLY
(TOUCHTONE PHONES ONLY)
3 #
3 0
3 5
3 6
3 7
3 8
3 9
Q
12
FOR YESFOR NOCURRENT MENU
Q
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