Siemens HiPath Xpressions Unified Messaging User Manual

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HiPath Xpressions

Unified Messaging

User Manual

This manual describes the entire function range of HiPath Xpressions. The modular design of HiPath Xpressions means that all functions may not be installed on your system. The functions described in this manual, therefore, may not be available. Please ask your system administrator if you would like to find out which functions are installed on your system.

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1 Unified Messaging with HiPath Xpressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

1.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

1.2 Differences Between E-Mail, Voice Mail and Fax Mail . . . . . . . . . . . . . . . . . . . . . . . . 1-2

1.3 HiPath Xpressions Unified Messaging User Manual . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

1.4 Preparations on Your Telephone/PABX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.5 User-specific data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.5.1 Telephone system data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.5.2 Data for telephone access via PhoneMail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.5.3 Data for telephone access via VMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

1.5.4 Data for PC access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

2 Mailbox Processing on the PC and the E-Mail Service . . . . . . . . . . . . . . . . . . . . . . . 2-1

2.1 HiPath Xpressions Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

2.2 Netscape Messenger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

2.2.1 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

2.2.2 Setting up an Account in Netscape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

2.2.3 Receiving Messages with Netscape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

2.2.4 Sending Messages with Netscape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

2.2.4.1 Routing Messages to HiPath Xpressions Distribution lists . . . . . . . . . . . . . . . 2-6

2.2.4.2 Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

2.2.4.3 Routing Short Messages to a Mobile Telephone . . . . . . . . . . . . . . . . . . . . . . 2-7

2.2.5 Importing the HiPath Xpressions Address Book into Netscape . . . . . . . . . . . . . . 2-7

2.3 Microsoft Outlook Express. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

2.3.1 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

2.3.2 Setting up an Account in Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . 2-8

2.3.3 Receiving Messages with Microsoft Outlook Express. . . . . . . . . . . . . . . . . . . . . 2-13

2.3.4 Sending Messages with Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . 2-14

2.3.4.1 Routing Messages to HiPath Xpressions distribution lists . . . . . . . . . . . . . . 2-14

2.3.4.2 Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14

2.3.4.3 Routing Short Messages to a Mobile Telephone (SMS). . . . . . . . . . . . . . . . 2-14

2.3.5 Importing a HiPath Xpressions Address Book into Outlook Express . . . . . . . . . 2-14

2.4 Microsoft Outlook in Internet Mail Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

2.4.1 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

2.4.2 Setting up an Account in MS Outlook (Internet Operation) . . . . . . . . . . . . . . . . . 2-17

2.4.3 Receiving Messages with MS Outlook (Internet Operation) . . . . . . . . . . . . . . . . 2-18

2.4.4 Sending Messages with MS Outlook (Internet Operation) . . . . . . . . . . . . . . . . . 2-18

2.4.4.1 Routing Messages to HiPath Xpressions distribution lists . . . . . . . . . . . . . . 2-18

2.4.4.2 Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18

2.4.4.3 Routing Short Messages to a Mobile Telephone (SMS). . . . . . . . . . . . . . . . 2-18

2.4.5 Importing the HiPath Xpressions Address Book into MS Outlook (Internet Operation). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

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2.5 Outlook 2002 in Exchange Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21

2.5.1 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21

2.5.2 Receiving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22

2.5.3 Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22

2.5.3.1 Sending Messages using SMS as an Example . . . . . . . . . . . . . . . . . . . . . . . 2-22

2.5.3.2 Adding HiPath Xpressions Addresses to the Microsoft Exchange Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24

2.5.3.3 Other HiPath Xpressions Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26

2.6 HiPath Xpressions Outlook Extensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26

2.6.1 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27

2.6.2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28

2.6.3 Uninstallation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31

2.6.4 Starting Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32

2.6.4.1 Network Connection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32

2.6.4.2 Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33

2.6.4.3 Phone Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33

2.6.4.4 Creating Input Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34

2.6.5 Settings in Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34

2.6.5.1 Activating/Deactivating HiPath Xpressions Outlook Extensions . . . . . . . . . . 2-34

2.6.5.2 Message Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35

2.6.5.3 The HiPath Xpressions Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36

2.6.6 Callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37

2.6.6.1 Telephone Call To Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37

2.6.6.2 Calling the Originator of a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37

2.6.6.3 Calling From the Exchange Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38

2.6.7 Playback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38

2.6.7.1 Playback on the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38

2.6.7.2 Playback on the PC Sound System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38

2.6.8 Short Message Service (SMS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39

2.6.8.1 Sending an SMS to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39

2.6.8.2 Sending an SMS to the Originator of a Message. . . . . . . . . . . . . . . . . . . . . . 2-40

2.6.8.3 Sending an SMS from the Exchange Address Book . . . . . . . . . . . . . . . . . . . 2-40

2.6.9 Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-41

2.6.9.1 Sending a Fax Message to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-42

2.6.9.2 Sending a Fax Message to the Originator of a Message. . . . . . . . . . . . . . . . 2-42

2.6.9.3 Sending a Fax Message from the Exchange Address Book . . . . . . . . . . . . . 2-42

2.6.9.4 Sending a Fax Message from other Microsoft Office Applications . . . . . . . . 2-42

2.6.9.5 Sending a Fax Message From Your Workstation . . . . . . . . . . . . . . . . . . . . . 2-44

2.6.9.6 Viewing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-45

2.6.9.7 Answering/Forwarding a Fax Message with Annotations . . . . . . . . . . . . . . . 2-47

2.6.10 Fax-on-Demand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-49

2.6.10.1 Specify/Modify Remote Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-49

2.6.10.2 Retrieving a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-51

2.6.11 Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-52

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2.6.11.1 Sending a Voice Message to a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-54

2.6.11.2 Sending a Voice Message to the Originator of a Message. . . . . . . . . . . . . 2-54

2.6.11.3 Sending Voice Messages from the Exchange Address Book. . . . . . . . . . . 2-54

2.6.11.4 Playing Back a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-55

2.6.11.5 Forwarding a Message with a Voice Comment . . . . . . . . . . . . . . . . . . . . . 2-57

2.6.12 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-59

2.6.13 Client Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-61

2.6.14 Analyzing and Correcting Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-61

2.6.14.1 Problems with Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-61

2.6.14.2 Problems with Callback and Voice Output . . . . . . . . . . . . . . . . . . . . . . . . . 2-61

2.6.14.3 Problems with SMS, Fax and Voice Messages . . . . . . . . . . . . . . . . . . . . . 2-62

2.6.14.4 Problems with the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-62

2.6.14.5 Problems with the Client Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-62

2.6.15 Import from Internet Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-63

2.7 HiPath Xpressions Lotus Notes Extensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-64

2.7.1 Settings for Unified Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-64

2.7.1.1 General Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-65

2.7.1.2 Send Form Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-66

2.7.1.3 Unified Messaging Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-67

2.7.2 Sending Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-68

2.7.3 Using the Lotus Notes Fax Printer Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-71

2.7.4 Fax on Demand. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-72

2.7.5 Displaying Received Faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-73

2.7.6 Sending SMS Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-75

2.7.7 Sending Voice Mails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-76

2.7.8 Replying To a Message Via a Voice Comment. . . . . . . . . . . . . . . . . . . . . . . . . . 2-79

2.7.9 Sending Voice Mails Using Lotus Notes E-Mail Client . . . . . . . . . . . . . . . . . . . . 2-80

2.7.9.1 Setting up an XPR Lotus Notes Address . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-80

2.7.9.2 Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-81

2.7.10 Synchronizing Read/Unread Marks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-82

2.7.11 Using Telephony Functions Under Lotus Notes . . . . . . . . . . . . . . . . . . . . . . . . 2-82

2.7.11.1 Making a Telephone Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-82

2.8 HiPath Xpressions WebClient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83

2.8.1 Overview of Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83

2.8.2 Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83

2.8.3 Web Browser. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-83

2.8.4 Starting and Exiting the WebClient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-84

2.8.4.1 Starting the WebClient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-84

2.8.4.2 Selecting a Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-85

2.8.4.3 Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-85

2.8.4.4 Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-86

2.8.4.5 Login via SSL (Secure Sockets Layer). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-87

2.8.4.6 Logoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-88

2.8.5 Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-89

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2.8.5.1 Composing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-89

2.8.5.2 Inserting File Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-90

2.8.5.3 Selecting File Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-92

2.8.5.4 Deleting File Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-92

2.8.5.5 Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-93

2.8.6 Fax-on-Demand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-93

2.8.7 Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-93

2.8.7.1 Checking the Send Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-94

2.8.7.2 Changing Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-95

2.8.7.3 Sending Messages to Additional Recipients . . . . . . . . . . . . . . . . . . . . . . . . . 2-95

2.8.7.4 Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-95

2.8.8 Receiving Messages (Inbox) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-96

2.8.8.1 Changing Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-97

2.8.8.2 Reading Text Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-97

2.8.8.3 Reading Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-98

2.8.8.4 Listening to Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-99

2.8.8.5 Opening Message Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-100

2.8.8.6 Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-100

2.8.9 Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-100

2.8.9.1 Replying with the Original Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-101

2.8.9.2 Replying without the Original Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-101

2.8.9.3 Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-101

2.8.10 Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-102

2.8.10.1 User Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-103

2.8.10.2 Changing a Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-104

2.8.10.3 Selecting Languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-105

2.8.10.4 Configuring Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-105

2.8.10.5 Changing the Telephone Password (PIN) for Telephone Access . . . . . . . 2-106

2.8.10.6 Forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-107

2.8.10.7 POP3 Access Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-108

2.9 Client Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-109

2.9.1 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-109

2.9.2 Web Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-110

2.9.3 Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-110

2.9.4 Settings on Your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-111

2.9.4.1 HiPath Xpressions Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-111

2.9.4.2 Screen Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-111

2.9.4.3 Cache and Proxy Server: Netscape Communicator/Internet Explorer. . . . . 2-111

2.9.4.4 Style sheets: Netscape Communicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-111

2.9.5 Starting and Exiting the Client Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-112

2.9.5.1 Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-112

2.9.5.2 Login via SSL (Secure Sockets Layer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-113

2.9.5.3 Selecting a Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-113

2.9.5.4 Logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-114

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2.9.6 General Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-115

2.9.6.1 Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-115

2.9.6.2 Changing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-116

2.9.6.3 Saving Modifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-116

2.9.7 User Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-117

2.9.7.1 Changing Your Own Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-118

2.9.7.2 Language Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-118

2.9.7.3 Supplementing User Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-118

2.9.8 Voice Mail System Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-119

2.9.8.1 Changing the Telephone Password (PIN) . . . . . . . . . . . . . . . . . . . . . . . . . 2-120

2.9.8.2 Selecting the Voice Mail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-120

2.9.8.3 Configuring a Referral Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-121

2.9.8.4 Mailbox Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-121

2.9.8.5 Caller options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-121

2.9.8.6 Mobility number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-122

2.9.8.7 Forwarding Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-122

2.9.8.8 Editing Messages on the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-123

2.9.9 Configuring Forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-124

2.9.10 Configuring Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-126

2.9.11 Creating Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-131

2.9.11.1 Creating a Private Distribution List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-132

2.9.11.2 Editing Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-132

2.9.11.3 Deleting a Distribution List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-134

2.9.12 Fax Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-135

2.9.13 Time Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-136

2.9.14 Creating Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-138

2.9.14.1 Personal Name Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-139

2.9.14.2 Creating and Editing Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . 2-140

2.9.15 Default Output Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-141

2.9.16 Switching to the WebClient . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-142

3 Mailbox Processing on the Telephone and the Voice Mail Service Voicemail . . . . 3-1

3.1 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

3.1.1 Preparations on your Telephone/PABX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

3.1.2 Explanation of the Symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

3.1.3 Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

3.1.4 Referral Extension. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

3.1.5 Default Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

3.1.6 Default Fax Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

3.1.7 Memory Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

3.1.8 Additional Features in VMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

3.1.8.1 Direct Callback Connection with the Originator of a Message . . . . . . . . . . . . 3-4

3.1.8.2 Broadcast Call / Broadcast Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

3.1.8.3 Private and Public Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

3.1.9 User Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

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3.1.9.1 Repeating System Announcements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

3.1.9.2 Requesting Help (PhoneMail) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

3.1.9.3 Incorrect Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

3.1.9.4 Terminating the Connection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

3.1.9.5 Returning to the Main Menu (VMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

3.2 Operating your Mailbox with PhoneMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

3.2.1 Access Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

3.2.2 Using your own Mailbox (Direct Access) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

3.2.2.1 Dialing your own Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

3.2.3 Options in the Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

3.2.3.1 Listening to/Retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11

3.2.3.2 Playing Back Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12

3.2.3.3 Checking Recipient Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17

3.2.3.4 Recording and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18

3.2.4 Selecting the Send Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19

3.2.4.1 Changing Answering Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20

3.2.4.2 Changing Mailbox Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25

3.2.5 Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-32

3.2.6 Dialing an External Mailbox (Guest Access or Universal Access) . . . . . . . . . . . . 3-33

3.2.6.1 Leaving a Message for Mailbox Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-33

3.2.7 Call Forwarding (Forward Access) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-34

3.2.8 Using the Mailbox with the Mailbox Key (Callback Access) . . . . . . . . . . . . . . . . . 3-35

3.2.9 Using your Mailbox for your Mobile Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . 3-36

3.2.9.1 Call Forwarding for Mobile Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-36

3.2.9.2 Dialing your Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-37

3.2.10 A Quick Reference Guide to the Menus and Key Sequences . . . . . . . . . . . . . . 3-38

3.3 Operating your Mailbox using VMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-43

3.3.1 Access Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-43

3.3.2 Using your own Mailbox (Direct Access, "Own Mailbox Code") . . . . . . . . . . . . . . 3-44

3.3.2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-44

3.3.2.2 Dialing your own Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-45

3.3.2.3 Default Edit Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-46

3.3.2.4 Options in the Main Menu (Direct Access). . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47

3.3.2.5 Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-47

3.3.2.6 Recording and Sending New Messages (Inbox / Sent Objects) . . . . . . . . . . 3-56

3.3.2.7 Recording a Dictation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-60

3.3.2.8 Editing Distribution Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-62

3.3.2.9 Answering Machine Functions (Shortcut) . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-66

3.3.2.10 Setting up a Telephone Connection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-67

3.3.2.11 Special Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-67

3.3.3 Dialing an External Mailbox (Guest Access, Universal Access, "External Mailbox" code) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-78

3.3.3.1 Leaving a Message for Mailbox Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-78

3.3.3.2 Additional Options in Guest Access or Universal Access Mode . . . . . . . . . . 3-78

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3.3.4 Call Forwarding (CF, Forward Access). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-80

3.3.5 A Quick Reference Guide to the Menus and Key Sequences. . . . . . . . . . . . . . . 3-81

3.3.5.1 Listening to and forwarding incoming messages . . . . . . . . . . . . . . . . . . . . . 3-81

3.3.5.2 Recording and Sending New Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-86

3.3.6 Setting up a Telephone Connection from the Main Menu. . . . . . . . . . . . . . . . . . 3-92

3.3.6.1 Special Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-93

3.3.6.2 Dialing an External Mailbox (Guest Access, Universal Access): . . . . . . . . . 3-98

4 Fax Mail Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1.1 Requirements for Sending a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1.2 Requirements for Receiving a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1.3 Fax Cover . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1.4 Fax Logo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

4.1.5 Fax Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

4.2 Sending Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

4.2.1 Sending a Sample Fax Message from MS Windows Explorer . . . . . . . . . . . . . . . 4-3

4.2.2 Sending a Fax at Favorable Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5

4.2.3 Using Fax on Demand Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5

5 Short Message Service (SMS) for GSM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

5.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

5.1.1 Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

5.1.2 SMS Features for GSM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

5.2 Sending Short Messages to GSM Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2

5.3 Tips for Everyday Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5

5.3.1 Sending a Callback Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5

5.3.2 Sending SMS Messages from Intranet Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5

Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Z-1

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Unified Messaging with HiPath Xpressions

Overview

1 Unified Messaging with HiPath Xpressions

1.1 Overview

HiPath Xpressions is a mail server for unified messaging. HiPath Xpressions integrates all mail services for voice mail, fax-mail, e-mail and the short message service (SMS). A non-servicespecific mailbox is set up for every user. Each user can be assigned a personal e-mail address and a personal fax number for the receipt of mail in this mailbox. The user’s telephone number and GSM number are valid numbers that are used to leave voice messages in the user’s mailbox.

This mailbox can be accessed through a networked PC or through a telephone. The mailbox can be maintained from any telephone or any PC with Internet access.

Every user in the office can be alerted to the arrival of new messages on the telephone by means of the mailbox LED or an acoustic signal. Users en route can be alerted via SMS or pager.

The HiPath Xpressions server can be used as a mailbox server or as a gateway to other mail systems.

The various formats are automatically converted on the server, provided the HiPath Xpressions server has been installed. This means that incoming messages of a particular service can be forwarded to other services provided the data conversion process is feasible. The following data conversions are permitted, for example:

● Text-to-speech (TTS)

● MS-Office documents (Word, Excel, PowerPoint) to fax

● Postscript to fax

● Adobe PDF to fax

● Fax to various graphic formats (JPG, TIF, BMP, DCX)

Separate service-specific addresses or numbers can be defined for every mailbox.

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Differences Between E-Mail, Voice Mail and Fax Mail

1.2 Differences Between E-Mail, Voice Mail and Fax Mail

All messages stored in HiPath Xpressions are e-mail messages. Your e-mail client, therefore, displays all messages as e-mail messages. All voice or fax messages are provided as attachments to the e-mail. The purpose of the telephone access facility to your mailbox, however, is to distribute all messages according to the service. E-mail messages that only comprise an audio attachment are displayed as voice mails and messages that only comprise an image attachment are displayed as fax messages. You can configure Outlook 97, Outlook 98, Outlook 2000 or Outlook 2002 (Outlook XP) so that voice and fax messages are specially flagged. You can achieve this by installing special forms (see Section 2.6.2).

1.3 HiPath Xpressions Unified Messaging User Manual

This document contains all of the important entry fields for operating and configuring the system. Depending on the operating system used (Windows 2000, NT, XP or Windows 98), the screen resolution and PC configuration, the appearance of these fields may vary a little.

This manual describes how to operate your mailbox. It tells you:

● which settings you should make on your telephone/PABX (see Section 1.4).

● how to administrate your mailbox

– using a PC with Internet/intranet access: see Section 2.9

– using any telephone: see Chapter 3, “Mailbox Processing on the Telephone and the

Voice Mail Service Voicemail”

● how to process incoming messages

– at your workstation on the PC: see Section 2.1, Section 2.2, Section 2.3, Section 2.4,

and Section 2.5

– at any networked PC: see Section 2.2, Section 2.3, and Section 2.4

– using your own telephone: see Chapter 3, “Mailbox Processing on the Telephone and

the Voice Mail Service Voicemail” and Section 3.2.8

– using any telephone: see Chapter 3, “Mailbox Processing on the Telephone and the

Voice Mail Service Voicemail”

● how to send voice messages: see Section 3.2.6 and Section 3.2.3.4

● how to send faxes: see Chapter 4, “Fax Mail Service”

● how to send e-mails: see Chapter 2, “Mailbox Processing on the PC and the E-Mail Ser-

vice”

● how to send short messages: see Section 5.2

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Preparations on Your Telephone/PABX

1.4 Preparations on Your Telephone/PABX

For the optimal use of your mailbox, set the call forwarding or CFNR function for the voice and fax services. Voice or fax calls to your extension will then be forwarded to your HiPath Xpres- sions mailbox. Please refer to the operating instructions for your telephone or PABX for information on how to set up these functions. Your system administrator will tell you which numbers you must set as the call forwarding destination.

1.5 User-specific data

This section provides you with an overview of all important user-specific or system-specific data. You will always have an overview of all impor tant settings at hand if you note down all of the relevant data here. Your system administrator will give you the information you need.

1.5.1 Telephone system data

Number for call forwarding, voice service = service access number for forward access

Number for call forwarding, fax service

1.5.2 Data for telephone access via PhoneMail

Dial own mailbox = service access number for direct access

Dial external mailbox = service access number for guest access

Service access number for callback access

Service access number for universal access

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1.5.3 Data for telephone access via VMS

Dial own mailbox = service access number for direct access

Dial external mailbox = service access number for guest access

Service access number for callback access

Service access number for universal access

You can change your password for telephone access to the mailbox. You should not write down this password in the interests of security.

1.5.4 Data for PC access

User name of the HiPath Xpressions user

E-mail address for the HiPath Xpressions mailbox

HiPath Xpressions server name

IP address of the HiPath Xpressions server

Domain address of the HiPath Xpressions server

Server name for the inbox/incoming mail (this can be identical to the domain address)

Server name for the outbox/outgoing mail (this can be identical to the inbox)

Client Assistant URL

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User-specific data

WebClient URL

Online documentation URL

HiPath Xpressions address book URL for importing mail clients

You can change your password for telephone access to the mailbox. You should not write down this password in the interests of security.

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Mailbox Processing on the PC and the E-Mail Service

2 Mailbox Processing on the PC and the E-Mail

Service

This chapter describes the PC access to your HiPath Xpressions mailbox. Using your PC, HiPath Xpressions provides you with a standard access interface to your voice messages, fax

messages and e-mails.

In principle, all e-mail clients that support IMAP4 access can be used. HiPath Xpressions supports the older POP3 access mode. This access mode, however, is not recommended since it does not include mailbox synchronization when connected to the Lotus Domino or Microsoft Exchange server. PC access is described using the following e-mail clients:

● HiPath Xpressions Communications Client (see the relevant user manual)

● Netscape Messenger (see Section 2.2)

● Microsoft Outlook Express (see Section 2.3)

● Microsoft Outlook in Internet Mail Operation (see Section 2.4)

● Microsoft Outlook in Internet Mail Operation in conjunction with

Microsoft Exchange Server (see Section 2.5)

● Lotus Notes (see Section 2.7)

● HiPath Xpressions WebClient (see Section 2.8)

● Client Assistant (see Section 2.9)

(access to fax and voice messages only, no e-mail access)

HiPath Xpressions extensions can be installed for Microsoft Outlook and Lotus Notes. Outlook extensions comprise the following functions:

● initiation of a telephone call to a contact

● callback to the originator of a message

● initiation of a telephone call from the Exchange address book

● voice message playback on a telephone

● voice message playback on a PC sound system

● sending a short message (SMS) to a contact

● transfer of a short message (SMS) to the originator of a message

● transfer of a short message (SMS) to a mobile telephone from the address book

● sending a fax message to a contact

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● sending a fax message to the originator of a message

● sending a fax message from the Exchange address book

● sending a fax message from Microsoft Office applications

● sending a fax message from Explorer

● fax-on-demand

● viewing fax messages

● answering/forwarding fax messages with annotations

● sending a voice message to a contact

● sending a voice message to the originator of a message

● sending a voice message from the Exchange address book

● form for voice message playback

● answering/forwarding voice messages with voice comments

● address book

● starting the Client Assistant

You can ask your system administrator to inform you about your personal HiPath Xpressions user data that you require for mailbox processing tasks on the PC.

2.1 HiPath Xpressions Client

You will find a description of the HiPath Xpressions client in the manual entitled HiPath Xpressions Unified Messaging Communications Client.

2.2 Netscape Messenger

The descriptions in this chapter are based on Netscape Communicator Version 4.72.

2.2.1 System Requirements

● Netscape Communicator version 4.72 or higher

● Your PC must be equipped with a sound card, microphone, loudspeakers/headset and

the relevant playback software to allow voice messages to be processed on your PC.

● The relevant graphics software must be installed on your PC to allow fax messages to

be viewed. A graphics format that is supported by the user’s graphics software can be set for each individual user.

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Netscape Messenger

2.2.2 Setting up an Account in Netscape

Access to your HiPath Xpressions mailbox using Netscape Communicator is performed using a profile created in Netscape Communicator. You can use a profile to communicate with a mailbox on a mail server. You must create a separate profile for every mail server if you are using a number of mail servers. Please refer to the description in Netscape Communicator for information on how to create a new profile.

Start Netscape Communicator. Select the Preferences... command in the Edit menu. Then open the category Mail & Newsgroups and enter your name and e-mail address under Iden- tity. The other boxes are optional.

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Netscape Messenger

Now click Mail Servers.

In the Mail Servers window, select the Edit... option under Incoming Mail Servers and enter the server name and your user name. You must select IMAP as the Mail Server Type. Confirm with OK.

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Netscape Messenger

Now enter your user name and the address of the HiPath Xpressions server as the Outgoing Mail Server in the Mail Servers window. The options listed are not supported and may not be

selected.

Confirm with OK. The account for accessing your HiPath Xpressions mailbox is now set up.

2.2.3 Receiving Messages with Netscape

Start Netscape Messenger to receive messages for the set up e-mail account. There are several ways of doing this.

● Using Start menu → Program Files → Netscape Communicator → Netscape Messen-

ger

● Using Netscape Navigator and selecting Communicator → Netscape Messenger

● Using the mailbox symbol in Netscape Communicator.

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Netscape Messenger

When using the first two possibilities, click Get Msg and the password entry dialog appears. In the last case, the input window opens immediately. Enter your HiPath Xpressions password.

The inbox opens and your messages are displayed once you have entered the correct password.

All incoming messages are e-mail messages. Voice and fax messages are received as additional data in the form of attachments to the e-mail.

An incoming voice message is attached to an e-mail as an audio file. If you have entered the relevant link for this file type (WAV) in Netscape, clicking the audio file starts the selected player and you can listen to your voice message.

An incoming fax message is attached to an e-mail as a graphics file. If you are using graphics software that is linked in Netscape to the file type of the attachment, the corresponding program will be opened when you click on the attachment with the graphics file, thus displaying the fax. The graphics file displays the fax. If JPEG is set as the graphics format, Netscape Messenger will display the fax directly in the message window.

2.2.4 Sending Messages with Netscape

All messages that you create and send using Netscape Messenger are normal e-mail messages. The HiPath Xpressions server can route your e-mail message, fax message or short message to a distribution list, fax device or mobile telephone using a special addressing procedure.

2.2.4.1 Routing Messages to HiPath Xpressions Distribution lists

The personal distribution lists defined using the Client Assistant and the public distribution lists provided by the system administrator can be entered as recipient addresses. Please refer to Section 2.9.11, “Creating Distribution Lists” for information on the correct addressing of messages routed to HiPath Xpressions distribution lists.

2.2.4.2 Fax Messages

All e-mail messages that you send via the HiPath Xpressions server to a fax address are received by the recipient as fax messages. Please refer to Chapter 4 for information on the correct addressing of messages to fax addresses.

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2.2.4.3 Routing Short Messages to a Mobile Telephone

All e-mail messages that you send via the HiPath Xpressions server to an SMS address are received by the recipient as short messages. Please refer to Chapter 5, “Short Message Service (SMS) for GSM” for information on the correct addressing of messages to SMS addresses.

2.2.5 Importing the HiPath Xpressions Address Book into Netscape

The HiPath Xpressions address book is provided by your system administrator as a file. The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book. After this, your address book will no longer be automatically synchronized with the HiPath Xpressions address book, leaving you responsible for updating it yourself.

To import the HiPath Xpressions address book, you must open your address book first. Select File → Import.... The following window appears:

Select the LDIF file (address book) option and click Next.

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Microsoft Outlook Express

Select the address book to be imported in this window. Clicking Open imports the HiPath Xpressions address book.

2.3 Microsoft Outlook Express

The descriptions in this chapter are based on MS Outlook Express Version 5.002919.6700.

2.3.1 System Requirements

● Microsoft Outlook Express version 4.72 or higher.

● Your PC must be equipped with a sound card, microphone, loudspeakers/headset and

the relevant playback software to allow voice messages to be processed on your PC.

● The relevant graphics software must be installed on your PC to allow fax messages to

be viewed. A graphics format that is supported by the user’s graphics software can be set for each individual user.

2.3.2 Setting up an Account in Microsoft Outlook Express

Start Microsoft Outlook Express and select the Accounts... command in the Tools menu. Click Add in the Internet Accounts window and select Mail....

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The Internet Connection Wizard is started. Enter the name that is to appear in the From field in the recipient’s inbox.

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Enter your HiPath Xpressions e-mail address in the next window.

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Set the name of your incoming mail server to IMAP. Enter the HiPath Xpressions server as the incoming and outgoing mail server.

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Microsoft Outlook Express

Enter your HiPath Xpressions user name as the IMAP account name. Enter your HiPath Xpressions password as the password. The Log on using Secure Password Authentication option

is not supported.

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Microsoft Outlook Express

The account for accessing your HiPath Xpressions mailbox is now set up. Click Finish.

2.3.3 Receiving Messages with Microsoft Outlook Express

To receive messages for the configured e-mail account, start Outlook Express and switch to the inbox of your HiPath Xpressions account.

All incoming messages are e-mail messages. Voice and fax messages are received as additional data in the form of attachments to the e-mail.

An incoming voice message is attached to an e-mail as an audio file. If you have entered the relevant link for this file type (WAV), clicking the audio file will start the selected player and you can listen to your voice message.

An incoming fax message is attached to an e-mail as a graphics file. If you are using graphics software that is linked to the file type of the attachment, the corresponding program is opened by clicking the attachment containing this file. The graphics file displays the fax. Outlook Express displays JPEG files directly in the message window.

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2.3.4 Sending Messages with Microsoft Outlook Express

All messages that you create and send using Microsoft Outlook Express are normal e-mail messages. The HiPath Xpressions server can route your e-mail message, fax message or short message to a distribution list, fax device or mobile telephone using a special addressing procedure.

2.3.4.1 Routing Messages to HiPath Xpressions distribution lists

2.3.4.2 Fax Messages

All e-mail messages that you send via the HiPath Xpressions server to a fax address are received by the recipient as fax messages. Please refer to Section , “Fax Mail Service” for information on the correct addressing of messages to fax addresses.

2.3.4.3 Routing Short Messages to a Mobile Telephone (SMS)

2.3.5 Importing a HiPath Xpressions Address Book into Outlook Express

The HiPath Xpressions address book can be obtained from your system administrator as a file. The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book. After this, your address book will no longer be automatically synchronized with the HiPath Xpressions address book, leaving you responsible for updating it yourself.

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