NEC IM-16 User Manual

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NEAXMail® IM-16

VOICE MESSAGING SYSTEM

User Guide

NEAXMail is a trademark of NEC America, Inc.

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; 5,109,405; 5,148,478; 5,166,974; 5,168,519; 5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401; 5,181,243; 5,724,408; and Canadian No.

1329852.

NEC America, Inc. Irving, Texas U.S.A .

To access your mailbox by computer

1. Launch Mailbox Manager.

2. When the system greets you, enter:

Host name _______________________________________________________

Extension________________________________________________________

Security Code ____________________________________________________

To access your mailbox by phone 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________________________________________________________

Contents

Introduction ii

Setting up your mailbox....................................... iv

Checking and leaving messages 1

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

Leaving a message by phone ..............................4

Sending a message by computer.........................6

Leaving a group message....................................8

Sending a group message by computer* .............9

Reviewing messages .........................................10

Redirecting a message....................................... 12

Modifying a message .........................................14

Canceling a message.........................................16

Archiving a message .......................................... 18

Recording a conversation by phone................... 20

Changing your mailbox setup 23

Working with the Mailbox Manager .................... 24

Changing your security code..............................26

Changing your recorded and spelled names......27

Changing your greetings ....................................28

Playback options ................................................ 31

Changing call transfer options............................ 33

Changing call screening options ........................35

Changing call holding options ............................ 37

Changing message delivery options .................. 38

Creating groups.................................................. 40

Changing groups................................................ 42

Sending and receiving faxes 45

Sending faxes by computer................................ 46

Receiving faxes.................................................. 48

Changing fax setup ............................................ 50

Using ViewCall Plus 53

Screening and managing calls........................... 54

Tracking calls ..................................................... 56

PhoneBASIC ...................................................... 57

Using E-Mail Integration 59

Checking e-mail by phone.................................. 60

Changing your e-mail setup options................... 61

Your e-mail password ........................................ 62

Receiving e-mail by fax...................................... 63

Using quick message actions and shortcuts 65

Quick message actions...................................... 66

Shortcuts............................................................ 68

Managing your voice messages with Soft Keys 70

System menus ................................................... 72

Index 73

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.

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:

• Online Help system (press

use the Help menu)

• “Introducing TeLANophy” tutorial

INTRODUCTION

iii

Setting up your mailbox

First, fill in the blanks on the inside front cover of this guide and perform the procedure “To access your mailbox 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.

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

Checking new messages

SEE ALSO

Modifying a message ...............................14

Canceling a message................................16

Shortcuts...................................................68

Checking new messages by phone

New messages are messages that you have not yet heard. The system notifies you when you have new messages.

The system plays all urgent messages first, then all regular messages. It also sorts your messages by sender. If the system does not know who left a message, it says that the message is “from your message box.”

After you listen to the messages from a subscriber, you can reply immediately; you don’t have to dial the subscriber’s extension.

* 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.

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

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.

Shortcuts...................................................68

Special delivery options

When you leave an identified subscriber message, you can mark it with one or more of these special delivery options:

Urgent The message is played first, before regular messages.

Private The message cannot be redirected.

Return receipt The system tells you when a subscriber has heard the message.

Future delivery The message is delivered at the time and day you specify.

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

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

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

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.

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

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.

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

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.

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

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.

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

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.

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

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.

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

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.

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.

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

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.

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

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

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.

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

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.

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

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.

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

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

NEAXMAIL IM-16 USER GUIDE

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

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

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

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

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

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

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

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.

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

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

* This feature may not be available at your site.

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

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.

Sending faxes by computer

ViewFax

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

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

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

Changing message delivery

options ......................................................38

Fax mail settings

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

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

Fax delivery options

The system can deliver your faxes in three ways.

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

Fully automatic delivery The system

automatically delivers your faxes to a

fax number that you specify in your

setup options. Your system manager

may have already set up this option

for you.

Custom delivery Other fax 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.

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

SENDING AND RECEIVING FAXES

Changing fax setup

SEE ALSO

Changing message delivery

options ......................................................38

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

• Fax delivery number or schedule

• Personal fax mailbox greeting

• Fax notification phone number

To change your fax delivery phone number or schedule

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.

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

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.

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.

NEAXMAIL IM-16 USER GUIDE

Managing calls

TAPI-compliant systems*

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

Connect an incoming call to your phone.

Ask the caller to hold.

Ask the caller to transfer to another extension.

Ask the caller to leave a message.

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

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

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

Add a name to create a conference call.

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

* This feature may not be available at your site.

USING VIEWCALL PLUS

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.

NEAXMAIL IM-16 USER GUIDE

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.

SEE ALSO

Online Help:

PhoneBASIC

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

USING VIEWCALL PLUS

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.

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.

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

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.

Password Chart

A=21 B=22 C=23 D=31 E=32 F=33 G=41 H=42 I=43 J=51 K=52 L=53 M= 61

For example:

TODAY = ## 81 63 31 21 93 Q 2DAY = ## 12 31 21 93 Q

N=62 O=63 P=71 Q=01 R=72 S=73 T=81 U=82 V=83 W= 91 X=92 Y=93 Z=02

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

NEAXMAIL IM-16 USER GUIDE

Receiving e-mail by fax

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

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 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.

TASK QUICK MESSAGE ACTION

Repl y

Check the next message

Delete

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 message

Review old messages

Change setup options

Switch personal greetings

Change your standard greeting

Change your alternate greeting

Change your busy greeting

NEAXMAIL IM-16 USER GUIDE

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TASK SHORTCUT

Change your security code

Turn call transfer off

Turn call transfer on

Change the phone number for call transfer

Turn call screening options off

Add a message group

Edit a message group

List your message groups

Change you recorded name

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Fax package*

E-Mail Integration package*

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

TASK SHORTCUT

Edit your fax greeting

Change your fax delivery

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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.

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

TASK SHORTCUT

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

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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.

NEAXMAIL IM-16 USER GUIDE

NEW

OLD

NEW

Check new messages

ARCHV Archive message DEL Delete message REW Rewind four seconds and play PAUSE Stop playing message RESUME Resume playing message FFWD Fast forward four seconds and play REDIR Redirect message REPLY Send reply to message NEXT Next message or view Main menu RPLAY Replay message NEW Save message as new message TIME Hear time and date of message >>> View more options BACK View previous menu DELIV* Deliver fax to new phone number

OLD

Review messages

ARCHV Archive message DEL Delete message REW Rewind four seconds and play PAUSE Stop playing message RESUME Resume playing message FFWD Fast forward four seconds and play REDIR Redirect message REPLY Send reply to message NEXT Next message or view Main menu RPLAY Replay message TIME Hear time and date of message >>> View more options BACK View previous menu DELIV* Deliver fax to new phone number

LVMSG

RECORD

MGR

LVMSG

Leave Message

RECORD

If live record is enabled, appears during record session

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

ACCEPT REJECT

If call screening is enabled, appears for incoming calls

ACCEPT Accept call REJECT Send call to voice mailbox

MGR*

Lets system managers change set-up options

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

SETUP

Change setup options

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

*This option may not be available.

Greetings

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

Personal options

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

Transfer options

ON/OFF Call transfer, message

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

delivery on/off

Groups

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

Delivery options

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

Change delivery

ON/OFF Message delivery on/off PH# Change phone number SCHED Change schedule URG Urgent only on/off >>> View more options BACK View previous menu NOTIFY * Notify for fax on/off

Change fax delivery*

ON/OFF Fax delivery on/off FAX# Change phone number SCHED Change schedule >>> View more options BACK View previous menu

USING QUICK MESSAGE ACTIONS AND SHORTCUTS

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.

NEAXMAIL IM-16 USER GUIDE

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Check Next Message

Delete

NEC IM-16 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Setting up your mailbox

Checking new messages

Leaving a message by phone

Sending a message by computer

Leaving a group message

Sending a group message by computer*

Reviewing messages

Redirecting a message

Modifying a message

Canceling a message

Archiving a message

Recording a conversation by phone

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

Changing message delivery options

Creating groups

Changing groups

Sending faxes by computer

Receiving faxes

Changing fax setup

Screening and managing calls

Tracking calls

PhoneBASIC

Checking e-mail by phone

Changing your e-mail setup options

Your e-mail password

Receiving e-mail by fax

Quick message actions

Shortcuts

Managing your voice messages with Soft Keys

System menus