NEC IM - 16 LX User Manual
NEAXMail® IM-16 LX
VOICE/UNIFIED MESSAGING SYSTEM
VERSION 8.2
User Guide
■ Reference information
To access your mailbox by phone
1. Call the voice messaging system.
From inside your organization, dial ________________________________________
From outside your organization, dial_______________________________________
2. When the system greets you, enter:
Personal ID_____________________________________________________________
Security code___________________________________________________________
To access your mailbox by computer
1. Start your Web browser.
2. Type http://<server name>/
Server name____________________________________________________________
3. At the log on screen, enter:
Extension ______________________________________________________________
Security code___________________________________________________________
For assistance, call _______________________________________________________
© 2005 Active Voice LLC
All rights reserved. First edition 2005
PhoneBASIC, Repartee, 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.
Contents
Introduction ........................................................................1
About this guide.............................................................2
Optional licensed features..............................................4
Messaging by phone ......................................................6
Working with Mailbox Manager ..................................... 7
Messaging from your e-mail inbox.................................9
Messaging and call management with Visual
Messaging
Getting Started................................................................. 12
To access your mailbox by phone.................................13
To enroll on the system by phone ................................15
To use systemwide commands .....................................17
To access your mailbox with Mailbox Manager............ 19
Checking Messages...........................................................21
To check new messages................................................22
To review an old message.............................................24
To reply to a message...................................................25
To check the next message ..........................................26
To delete a message.....................................................27
To archive a message.................................................... 28
To hear when a message was sent................................29
To redirect (forward) a message to another
subscriber
To skip a message and save it as new ..........................32
To repeat a message.....................................................33
Changing Your Greetings .................................................. 34
To set up or change your standard greeting................35
To change your alternate greeting ............................... 36
.................................................................... 10
..................................................................... 30
To switch between your standard
and alternate greetings
To change the greeting when your phone is busy........39
To turn your busy greeting on or off.............................41
To use the default greetings .........................................42
Returning Calls .................................................................. 43
To return a call using Soft Keys.....................................44
To return a call using touchtone keys ...........................46
To access caller ID information using Soft Keys............48
To access caller ID information using touchtone keys ..49
Recording Conversations and Monitoring Messages ........50
To record a conversation with Soft Keys.......................51
To use live record feature keys on your phone.............54
To monitor a message as it is recorded........................56
To monitor all your messages automatically.................57
To turn live monitor on or off........................................58
Sending Messages.............................................................59
To send a message directly to another person’s
mailbox.........................................................................60
To leave a message when you call an extension...........62
To add to a message before sending ...........................63
To listen to a message before sending.........................64
To rerecord a message before sending ........................65
To send an urgent message..........................................66
To send a private message............................................67
To request a delivery receipt for a message.................68
To send a message with future delivery........................69
To redirect (forward) a message to another
subscriber
..................................................................... 71
.......................................................38
CONTENTS iiiNEAXMail IM-16 LX User Guide
To cancel a message after sending...............................72
To send a message to additional subscribers...............73
To send a message to a group .....................................74
To find out who has not yet received a group
message
....................................................................... 76
To send a message to a guest subscriber.....................77
To send a message to a subscriber at another
location
Changing Message Group Settings................................... 82
........................................................................ 80
To create a message group ..........................................83
To add or delete group members ................................85
To change a group name or number............................86
To hear your groups and group members ...........................87
Changing Mailbox Setup Options .................................... 88
To change your security code.......................................89
To change your recorded name....................................90
To change the spelling of your name ...........................91
To change your playback options.................................92
To turn call transfer on or off ........................................ 93
To change the call transfer number..............................94
To change call screening options .................................95
To turn call screening on or off..............................................97
To turn call holding on or off ........................................98
To change message delivery.........................................99
To let callers find your extension in the directory.......101
Checking E-mail by Phone...............................................109
To check your e-mail messages by phone ..................110
To hear who else received an e-mail message............112
To enter your e-mail password with touchtones.........113
To turn your e-mail message totaling on or off ..........115
To fax an e-mail message............................................116
To fax all of your e-mail messages with a single call...118
To change your e-mail password ................................119
Menus and Reference......................................................121
Shortcuts available during message playback............122
Shortcuts for other common tasks..............................123
Shortcuts for fax features............................................124
Shortcuts for e-mail integration..................................125
Menu options diagram................................................126
Index .........................................................................128
Sending and Receiving Faxes..........................................102
To receive a fax...........................................................103
To receive all your faxes with one call ........................105
To change your fax delivery number or schedule.......106
To change your fax greeting....................................... 107
To change your fax notification ..................................108
CONTENTS ivNEAXMail IM-16 LX User Guide
■ Introduction
Welcome to NEAXMail IM-16 LX, a simple yet powerful
voice messaging system that can greet your callers and
record your messages.
This section describes basic system tools and associated documentation.
IN THIS SECTION
About this guide ..................................................... 2
Optional licensed features..................................... 4
Messaging by phone..............................................6
Working with Mailbox Manager ............................ 7
Messaging from your e-mail inbox........................9
Messaging and call management with
Visual Messaging .................................................. 10
NEAXMail IM-16 LX User Guide
Introduction 1
About this guide
The User Guide explains how to manage voice, fax, and
e-mail messages by phone, and how to change your mailbox settings by phone. Instructions for using any of the
Visual Messaging applications. For example, instructions
for using Mailbox Manager or ViewFax can be found in the
online Help for those applications. For a list of the Visual
Messaging Solutions applications, see “Messaging and call
management with Visual Messaging” on page 10.
Some system features documented in this guide require
additional licensed options that may not be available at
your organization. Your system manager can tell you which
features are available. See “Optional licensed features” on
page 4.
In this guide, when you see the following icon, use the phone
to perform the procedure.
Phone keys
When you see the following icon, use Soft Keys to perform
the procedure.
Soft Keys
In addition, the following icon indicates that you can also
perform the procedure by computer using Mailbox Manager:
Introduction 2NEAXMail IM-16 LX User Guide
ABOUT THIS GUIDE
Mailbox Manager
The menu options diagram beginning on page 126 shows
the IM-16 LX menus available by phone. You can print the
diagram as a quick reference for IM-16 LX features.
The User Guide includes space for reference information,
which can be used to store phone numbers and IDs. See
“Reference information.” Print the “Reference information”
page, and write the phone numbers and IDs that you need
to access IM-16 LX.
Introduction 3NEAXMail IM-16 LX User guide
Optional licensed features
Some system features documented in the User Guide
require additional licenses that may not be available at
your organization, or may not be available with certain
phone systems. See your system manager for details about
which features are available.
The following feature is included with IM-16 LX:
Mailbox Manager Mailbox Manager is an online applica-
tion that allows you to change your security code, greetings, call transfer, message options, call holding, message
delivery, and message groups by computer. This User
Guide describes how to start and work with Mailbox Manager. For detailed steps to change your mailbox setup with
Mailbox Manager, see Mailbox Manager online help.
The following list describes optional features:
ActiveFax® If your system includes ActiveFax, you can
manage your faxes by phone. Your faxes are included with
your voice messages, and you can deliver your faxes to a
fax machine by phone. See “Sending and Receiving Faxes”
on page 102.
Unified messaging If your system includes unified messag-
ing, your voice and fax messages can be forwarded to your
e-mail inbox automatically. You can manage all of your
messages, no matter what type, with your e-mail program.
For steps to manage messages in your e-mail inbox, see
your e-mail software documentation.
Introduction 4NEAXMail IM-16 LX User Guide
OPTIONAL LICENSED FEATURES
Text-to-speech If your system includes text-to-speech, you
can hear your e-mail messages by phone. See “Checking
E-mail by Phone” on page 109.
Introduction 5NEAXMail IM-16 LX User guide
Messaging by phone
You can check messages or change your mailbox setup
from any touchtone phone and can be customized,
depending on your preference.
Menu conversation The menu conversation leads you
quickly to your destination. You will hear a menu of
options. Press the number associated with the option to
perform a particular task.
1 for Yes, 2 for No® If you prefer, ask your system manager
to set your mailbox for the 1 for Yes, 2 for No conversation.
Using this setup, you just press for Yes, for No on the
touchtone keypad to answer the easy, yes-and-no questions.
Shortcuts
Perform tasks quickly by entering a sequence of numbers
at any time. You do not have to wait until the system finishes speaking. For a complete list of system shortcuts and
menus, see “Menus and Reference” on page 121.
1 2
Help
When the system conversation asks you a question, press
3
to hear a menu of available options.
Introduction 6NEAXMail IM-16 LX User Guide
Working with Mailbox Manager
Mailbox Manager is a Web-based application that allows
you to change your security code, greetings, call transfer,
message options, call holding, message delivery, and message groups by computer. Detailed procedures are available in the online Help for Mailbox Manager.
You can use Mailbox Manager to change your mailbox
setup from a computer connected to the same network as
the voice messaging system. These setup options can also
be changed by phone.
Depending on your licenses, Mailbox Manager may not be
available at your organization. See your system manager
for details.
With Mailbox Manager, you can create and change your:
•Security code
• Recorded and spelled names
•Greetings
• Playback options
• Call transfer options
• Call screening options
• Call holding options
• Message delivery options
• Message groups
Introduction 7NEAXMail IM-16 LX User Guide
WORKING WITH MAILBOX MANAGER
Before you begin using Mailbox Manager for the first time,
you will need to know the voice messaging server name,
your personal ID, and your security code. This information
can be provided by your system administrator. See “To
access your mailbox with Mailbox Manager” on page 19.
Introduction 8NEAXMail IM-16 LX User guide
Messaging from your e-mail inbox
With unified messaging, you can access your voice and email messages in your e-mail mailbox. All of your messages, no matter what type, are stored in your e-mail
inbox.
In your e-mail inbox,
• a voice message is attached as a .wav file to an e-mail
message.
• a fax message is attached as a .tif file to an e-mail
message.
For steps to manage messages in your e-mail inbox, see
your e-mail program’s online help.
Using ActiveFax, you can also send your e-mail messages
to any fax machine. See “Sending and Receiving Faxes” on
page 102.
If your system also includes text-to-speech, you can hear
your e-mail messages by phone. The system plays any .wav
file attachments, as well. See “Checking E-mail by Phone”
on page 109.
Introduction 9NEAXMail IM-16 LX User Guide
Messaging and call management with Visual Messaging
If your system includes Visual Messaging applications, you
can manage all types of messages and phone calls visually
on your computer.
The Visual Messaging programs provide additional features
for working with voice and fax messages from other people
using the voice messaging system. For example, you can
record and reply to voice messages, send messages to message groups, and address messages to other users by
selecting them from a list.
Visual Messaging programs consist of:
ViewMail® Access all of your voice and fax messages in
one window using ViewMail. You can access and prioritize
your messages and respond to them by computer.
ViewMail for Microsoft® Messaging Access all of your voice
messages, faxes, and e-mail messages in your Microsoft
Inbox, whether you are using Exchange, Outlook, or the
Windows Messaging Inbox.
ViewMail for Lotus® Notes® Access all of your voice mes-
sages, faxes, and e-mail messages
Inbox.
ViewMail for GroupWise® Access all of your voice mes-
sages, faxes, and e-mail messages in your GroupWise mailbox.
ViewFax™ Send, receive, and redirect faxes from your
desktop computer.
in your Lotus Notes
Introduction 10NEAXMail IM-16 LX User Guide
MESSAGING AND CALL MANAGEMENT WITH VISUAL MESSAGING
ViewCall® Plus Manage all of your inbound and outbound
calls from your desktop computer. With PhoneBASIC
®
, you
can customize your call control by integrating ViewCall
Plus with other programs, such as Microsoft’s Office
®
suite.
Mailbox Manager Manage voice and fax messages, as well as manage
your mailbox settings, using a computer connected to your
network.
Introduction 11NEAXMail IM-16 LX User guide
■ Getting Started
This section describes how to call the system, and then
how to access and set up your mailbox for the first
time.
This section also describes how to start Mailbox Manager to access your mailbox setup using your computer. For detailed instructions in using Mailbox
Manager, see the online Help for Mailbox Manager.
IN THIS SECTION
To access your mailbox by phone ....................... 13
To enroll on the system by phone ....................... 15
To use systemwide commands ............................ 17
To access your mailbox with Mailbox
Manager ................................................................19
NEAXMail IM-16 LX User Guide
Getting Started 12
To access your mailbox by phone
To access your mailbox, you need to know the phone number to call the voice messaging system, your personal ID,
and your security code. Your system manager can provide
this information.
You may need to use a different phone number, depending
on whether you are calling from inside or outside your
organization.
To make it easier to remember the information you need to
access your mailbox, this User Guide includes a reference
page for storing this information. See “Reference informa-
tion.” Print the Reference information page, and write
down the phone numbers and your ID for accessing IM-16
LX.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remember, but difficult for others to guess. Do not write down
your security code.
See also
To access your mailbox with Mailbox
Manager ...................................... 19
The first time you call the system, you will be prompted to
answer a few questions. This sets up your mailbox and
enrolls you on the system as a subscriber. See “To enroll
on the system by phone” on page 15.
Getting Started 13NEAXMail IM-16 LX User Guide
TO ACCESS YOUR MAILBOX BY PHONE
USING YOUR PHONE
1 Call the voice messaging system.
From inside your organization, dial ___________________________
From outside your organization, dial___________________________
2 When the system greets you, enter:
Personal ID ___________________________________________
Security code _________________________________________
Use these keys at the main menu
TASK KEY
Check new messages
4
Send a message
Check old messages
Change setup options
5
6
7
Use these keys anytime
TASK KEY TASK KEY
Main menu Previous menu
Answer Yes Answer No
NOTE Pressing may also be used to indicate that you
✱
1 2
✱
have reached the end of a task. For example, press
#
✱
when you have finished recording a message to send the
message.
Getting Started 14NEAXMail IM-16 LX User guide
To enroll on the system by phone
The first time you call, the system asks you to record your
name, spell your name (if required), record
a personal greeting and set your security code. Once you
answer these questions, you are enrolled on the system as
a subscriber, and your mailbox is ready to use.
To start, you need to know the phone number to call the
voice messaging system, your personal ID and your security code. Your system manager can provide this information.
To make it easier to remember the information you need to
access your mailbox, this User Guide includes a reference
page for storing this information. See “Reference informa-
tion.” Print the Reference information page, and write
down the phone numbers and your ID for accessing IM-16
LX.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remember, but difficult for others to guess. Do not write down
your security code.
After setting up your mailbox by phone, you can use the
Visual Messaging applications, if they are available. Contact your system manager for details.
Getting Started 15NEAXMail IM-16 LX User Guide
TO ENROLL ON THE SYSTEM BY PHONE
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Answer the system questions by pressing for Yes or for No
1 2
after each question.
If you are not sure of an answer, press . You can always change
2
the option later.
3 When the system tells you that your mailbox is set up, press to
1
confirm your settings, otherwise your changes will be discarded.
Getting Started 16NEAXMail IM-16 LX User guide
To use systemwide commands
The system conversation consists of the following main
menu options:
• Check new messages
• Send messages
• Review old messages
• Change setup options
Systemwide commands are available at several points
throughout the system conversation.
If ViewFax is installed, you can deliver all of your new faxes
immediately by pressing at the main menu.
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 As you navigate through the system menus, use the commands
shown in the following tables.
4 5
See also
Menu options diagram ............. 126
The following tables describe the keys you can use while
listening to a message, after a message, and keys you can
use at any time.
Getting Started 17NEAXMail IM-16 LX User Guide
Use these keys during a message
TASK KEY TASK KEY
Hear menu options Backward
3 7
TO USE SYSTEMWIDE COMMANDS
Slower Pause or continue
Softer/louder Fast-forward
Faster
4 8
5 9
6
Use these keys after a message
TASK KEY TASK KEY
Hear e-mail recipients* Hear time stamp
Reply to sender
Check next message Save as new
Delete Repeat the message
Archive message/fax an
e-mail message*
3 8
Redirect message/
4 9
deliver a fax*
5 0
6 #
7
* This feature may not be available at your site.
Use these keys anytime
TASK KEY TASK KEY
Main menu Previous menu
Answer Yes Answer No
NOTE Pressing may also be used to indicate that you have
✱
1 2
✱
reached the end of a task. For example, you can press after
#
✱
recording a message to send it.
Getting Started 18NEAXMail IM-16 LX User guide
To access your mailbox with Mailbox Manager
With Mailbox Manager, you can change your mailbox setup
using the Web browser on any computer connected to the
same network as the voice messaging system. This topic
provides steps for accessing Mailbox Manager, as well as
what you need to do the first time you access it.
NOTE For detailed steps on enrolling in Mailbox Manager for
the first time, as well as setting up your mailbox, see the online
Help for Mailbox Manager.
In order to use Mailbox Manager, you need to know the
voice messaging system server name, your personal ID and
your security code. Also, you can not use Mailbox Manager
until you have completed first time enrollment using your
phone. See “To enroll on the system by phone” on page 15.
Getting Started 19NEAXMail IM-16 LX User Guide
TO ACCESS YOUR MAILBOX WITH MAILBOX MANAGER
USING MAILBOX MANAGER
Use the following procedure to access Mailbox Manager
from any computer connected to the voice messaging
server, whether for first-time enrollment or whenever you
need to access your mailbox setup.
NOTE You can not use Mailbox Manager until you have
completed first time enrollment using your phone. See
“To enroll on the system by phone” on page 15.
1
Start your Web browser.
2 Ty pe https://<server name>/ in the Navigation toolbar, where
<server name> is the name of your messaging server.
If you do not know the server name, contact your system administrator.
3 Type your voice mail user ID and security code.
TIP Add the Mailbox Manager site to your list of bookmarks in
your Web browser so you do not have to type the Web
address each time you log on.
See also
To access your mailbox by
phone.......................................... 13
Getting Started 20NEAXMail IM-16 LX User guide
■ Checking Messages
This section describes how to check your new and old
messages.
You can check your new voice, fax, or e-mail messages
from any touchtone phone. You can also review old or
archived messages you have already heard.
When you check a message, you can:
• Reply to the sender.
• Check the next message.
• Delete or archive a message.
• Hear when the message was sent.
• Forward the message to another subscriber.
• Skip the message.
• Repeat the message.
IN THIS SECTION
To check new messages ....................................... 22
To review an old message....................................24
To reply to a message...........................................25
To check the next message.................................. 26
To delete a message.............................................27
To archive a message ...........................................28
To hear when a message was sent ...................... 29
To redirect (forward) a message to another
subscriber .............................................................. 30
To skip a message and save it as new.................32
To repeat a message ............................................33
NEAXMail IM-16 LX User Guide
Checking Messages 21
To check new messages
New messages are messages that you have not yet heard.
Depending on licensed features, the system includes voice
e-mail messages in your list of new messages.
The system first plays all messages marked as urgent, 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 any messages from a subscriber on the
voice mail system, you can reply immediately; you do not
have to dial the subscriber’s extension.
Depending on the phone system, IM-16 LX notifies you
when you have new messages, either by lighting a button
on your phone or by displaying a message on the LCD of
the phone. In some phone systems, and if it has been set
up by your system administrator, IM-16 LX can call your
extension. See “To change message delivery” on page 99.
Your system manager can set up special options for your
mailbox to:
See also
To review an old message ...........24
To check your e-mail messages
by phone....................................110
• Play new messages automatically each time you call the system.
• Identify you automatically when you use your assigned extension.
• Tell you how long it will take to play your messages.
Checking Messages 22NEAXMail IM-16 LX User Guide
TO CHECK NEW MESSAGES
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
2 Press to check new messages.
3 Follow the system instructions, and press for Yes or for No
4
1 2
after each question.
TIP Press to skip a message and save it as new.
✱
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
Checking Messages 23NEAXMail IM-16 LX User guide
To review an old message
Old messages are messages you have already heard.
Depending on licensed features, the system includes voice
e-mail messages in your list of old messages. After you
have heard a new message, the system saves it for a set
period. For example, until midnight. However, you can
archive the message to save it longer. Your system manager can tell you how long your system saves old and
archived 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.”
USING YOUR PHONE
1 Call the voice messaging system, and enter your personal ID and
security code if prompted.
To check your e-mail messages
by phone ................................... 110
2 Press to check old messages.
3 Follow the system instructions, and press for Yes or for No
6
1 2
after each question.
TIP Press to skip a message, or press to archive a
message.
✱
3 7
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
Checking Messages 24NEAXMail IM-16 LX User Guide
To reply to a message
You can record a reply to a new or old voice or e-mail message from another subscriber on the system.
USING YOUR PHONE
See also
To check new messages .............. 22
To review an old message ........... 24
1 While listening to a message, press , or press after a
message.
2 Record your reply after the beep, and then press to finish
recording.
3 Press to send the reply, or follow the conversation to edit the
✱
reply, set special delivery, or address the reply to others.
3 4 4
✱
4 After you send your reply, follow the conversation to handle the
original message.
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
Checking Messages 25NEAXMail IM-16 LX User Guide
To check the next message
You can check the next message in your list of new or old
messages. When you check the next message in the list,
your original message is marked “old.”
USING YOUR PHONE
See also
To check new messages.............. 22
To review an old message........... 24
◆ While listening to a message, press , or press after a
message.
3 5 5
NOTE For the keys you can use during a message, after
listening to a message, or at any time, see “To use systemwide
commands” on page 17.
Checking Messages 26NEAXMail IM-16 LX User Guide
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