Siemens PhoneMail, OpenScape Xpressions PhoneMail User Manual
Communication for the open minded
Siemens Enterprise Communications
www.siemens.com/open
Documentation
OpenScape Xpressions
PhoneMail
User Guide
A31003-S2360-U106-2-7619
Copyright ©
Siemens Enterprise
Communications GmbH & Co. KG 2009
Hofmannstr. 51, 80200 München
Siemens Enterprise Communicat ions GmbH & Co . KG
is a Trademark Licensee of Siemens AG
Reference No.: A31003-S2360-U106-2-7619
The information provided in this document contains
merely general descriptions or characteristics of
performance which in case of actual use do not
always apply as described or which may change as
a result of further development of the products. An
obligation to provide the respective characteristics
shall only exist if expressly agreed in the terms of
contract. Availability and technical specifications are
subject to change without notice.
OpenScape, OpenStage and HiPath are registered
trademarks of Siemens Enterprise
Communications GmbH & Co. KG.
All other company, brand, product and service
names are trademarks or registered trademarks of
their respective holders.
Siemens Enterprise Communications
www.siemens.com/open
Communication for the open minded
BookHistory.fm
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OpenScape Xpressions V6 PhoneMail, User Guide 3
History of Changes
History of Changes 0
Date Changes Reason
2009-03-25 Added note: If callers dial into a mailbox in Guest Access and the owner of this
mailbox has prohibited leaving messages, the callers are automatically
switched back to the Guest Access. See Section 2.1, “Access Options”, on
page 25 and Section 2.3, “Dialing an external Mailbox (Guest Access or
Universal Access)”, on page 82.
BR090313113000
History of Changes
A31003-S2360-U106-2-7619, 2009-03-25
4 OpenScape Xpressions V6 PhoneMail, User Guide
BookHistory.fm
PhonemailTOC.fm
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OpenScape Xpressions V6 PhoneMail, User Guide 5
Contents
Contents 0
History of Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1 The
OpenScape Xpressions PhoneMail
Voicemail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1.1 Mailbox Management via Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2 About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1.2.1 General
OpenScape Xpressions PhoneMail
Operation Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.2.1.1 User-specific Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.2.1.2 Preparations on your Telephone and PBX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.2.1.3 Initial Login at the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.2.1.4 Logging on to the System after Resetting the PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.1.5 Simple/extended Mode for Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.2.1.6 Usable Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.2.1.7 Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.2.1.8 Referral extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.2.1.9 Callback with busy Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.2.1.10 Default Printer and Default Fax-Output-Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.2.1.11 Storage Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.2.1.12 Name dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.2.1.13 Message not sent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.2.1.14 Company-internal Messages (User Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.2.1.15 Guest Mailboxes (User Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.2.1.16 Configuration Settings via the
Web Assistant
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
1.2.2 User Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.2.2.1 Voice-only Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
1.2.2.2 Abbreviated User Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.2.2.3 Repeating System Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.2.2.4 Requesting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.2.2.5 Incorrect Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.2.2.6 Terminating the Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
1.2.2.7 Explanation of the Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2 Operating your Mailbox with
OpenScape Xpressions PhoneMail
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.1 Access Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.2 Using your own Mailbox (Direct Access) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2.2.1 Dialing your own Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2.2.1.1 Dialing your own Mailbox from your own Extension: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2.2.1.2 Dialing your own Mailbox from any Extension: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
2.2.2 Selection Options in the Main Menu (Overview) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
2.2.3 Editing incoming/outgoing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
2.2.3.1 Message Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
2.2.3.2 Playing back Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
2.2.3.3 Message Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
2.2.3.4 Options available when listening to the Message Header. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
2.2.3.5 Options available when listening to a Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
2.2.3.6 Options available after Message Playback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
2.2.3.7 Selection Options for playing Fax Messages and e-mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
2.2.3.8 Selection Options with playing “outgoing Messages” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Contents
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2.2.4 Sending Voicemails (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
2.2.4.1 Recording and sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
2.2.4.2 During the Recording Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
2.2.4.3 Selecting the Send Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
2.2.5 Self-defined Key Sequences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
2.2.5.1 Using self-defined Key Sequences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
2.2.6 Answering Options (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
2.2.6.1 Changing Answering Options (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
2.2.6.2 Greetings and Answering Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
2.2.6.3 Specifying the Answering Mode (for Simple Mode only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
2.2.6.4 Specifying the
OpenScape Xpressions PhoneMail
Referral Extension (Privilege) . . . . . . . . . . . 61
2.2.6.5 Recording Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
2.2.6.6 Specifying the Mobility Number for Call Forwarding (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . 63
2.2.6.7 Specifying a Mailbox Referral Extension (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
2.2.6.8 Specifying the direct Call Rerouting for your Telephone (Privilege). . . . . . . . . . . . . . . . . . . . . . . 64
2.2.6.9 Recording and activating temporary Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
2.2.6.10 Toggling simple/extended Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
2.2.7 Mailbox Options (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
2.2.7.1 Modifying mailbox options (privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
2.2.7.2 Private Distribution List (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
2.2.7.3 Changing the User Prompt Setting (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
2.2.7.4 Changing the PIN (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
2.2.7.5 Setting Notifications (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
2.2.7.6 Playback Options (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
2.2.7.7 Activating/deactivating Fax Tone Recognition (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
2.2.7.8 Changing the Language (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
2.2.7.9 Changing the Message Type (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
2.2.8 Connecting (Privilege) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
2.2.9 Accessing Conferences and Work Groups (Privileges). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
2.2.10 Accessing the Unified Communcations System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
2.3 Dialing an external Mailbox (Guest Access or Universal Access) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
2.3.1 Leaving a Message for Mailbox Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
2.4 Call Forwarding (Forward Access) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
2.5 Using Fast Access and Access with the Mailbox Key (Callback Access). . . . . . . . . . . . . . . . . . . . . . . . . . 86
2.5.1 Fast Access to the individual Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
2.5.2 Using Callback Access with Message Waiting Indication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
2.6 Using the Mailbox for Calls to your Cell Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
2.6.1 Call Forwarding for Cell Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
2.6.2 Dialing your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
3 A quick Reference Guide to the Menus and Key Sequences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1 Playing/retrieving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1.1 Retrieve/listen to received Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1.1.1 Message Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1.1.2 During the Message Header Playback: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
3.1.1.3 During the Message Playback: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
3.1.1.4 Following the Playback of a Message: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
3.1.2 Retrieve/listen to outgoing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
3.1.2.1 During Playback of the Message Header or the Message to be sent: . . . . . . . . . . . . . . . . . . . . . 94
3.1.2.2 After Playback of Message to be sent:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
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Contents
3.2 Recording and sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
3.2.1 Record the Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
3.2.1.1 During the recording of Messages or Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
3.3 Triggering a programmed Key Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
3.4 Changing Answering Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
3.5 Changing Mailbox Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
3.6 Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
A Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Contents
A31003-S2360-U106-2-7619, 2009-03-25
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PhonemailTOC.fm
Intro.fm
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OpenScape Xpressions V6 PhoneMail, User Guide
9
The OpenScape Xpressions PhoneMail Voicemail System
Introduction
1 The
OpenScape Xpressions PhoneMail
Voicemail
System
1.1 Introduction
The OpenScape Xpressions PhoneMail
voicemail system enables you to access messages in your
OpenScape
Xpressions
mailbox by telephone.
You can operate the system as individual voicemail system or use it to access your mailbox in a Unified Messaging
environment. In this way it is possible to manage all messages delivered to the
OpenScape Xpressions
mailbox
almost exclusively by telephone (TUI) instead of via a client application (
Web Assistant, Microsoft Outlook, Lotus
Notes
,
Communications
etc.).
You c a n:
• record and send voicemails
• edit messages of different types that have been delivered to your own mailbox. For example, play voicemails,
print out fax messages and have e-mails read out, or answer such messages and forward them.
• edit your personal mailbox settings
1.1.1 Mailbox Management via Telephone
With
OpenScape Xpressions PhoneMail
you manage your mailbox via telephone.
OpenScape Xpressions PhoneMail
allows you to retrieve and manage different types of messages (voicemails,
fax messages, e-mails). Furthermore, you can record voice mails for other users and subsequently send these
messages. In addition, you can directly address the mailbox of another subscriber to leave a message for this
subscriber. You can forward calls received at your extension to your mailbox. The callers will hear a personal
greeting or can leave a message in your mailbox. Various special functions, such as the direct connection to the
originator of an incoming message, are also included in the scope of features.
All
OpenScape Xpressions
users have their own mailbox on the
OpenScape Xpressions
server. With
OpenScape
Xpressions PhoneMail
you can access a mailbox via any telephone. This means that you can use an internal
telephone connected to your organization's PBX as well as an external telephone, connected to your
organization's PBX via a trunk code, to access your
OpenScape Xpressions
mailbox.
The following sections describe the entire range of functions. If you do not have all services mentioned, the active
features are correspondingly restricted.
You find information on operating your mailbox with
OpenScape Xpressions PhoneMail
in Chapter 2, “Operating
your Mailbox with OpenScape Xpressions PhoneMail”; a short reference to the menus and key commands is
found in Chapter 3, “A quick Reference Guide to the Menus and Key Sequences”.
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1.2 About this Manual
This manual supports you in operating
OpenScape Xpressions PhoneMail
. This voicemail script allows you to
access your mailbox as well as to edit your messages via telephone.
NOTE:
The functions described in the manual reflect the
OpenScape Xpressions PhoneMail
standard behavior.
Depending on the system's parameterization by the administrator, the functions may deviate from the described
ones. In the manual we will point to a possibly altered behavior in the respective passages. Please consult your
administrator to learn which functions have been changed or additionally configured in your system.
This manual describes:
• which settings you need to make on your telephone or on your PBX for using
OpenScape Xpressions
PhoneMail
(see Section 1.2.1.1, “User-specific Data”, on page 11).
• how to administer your mailbox
– via an arbitrary telephone: see Chapter 2, “Operating your Mailbox with OpenScape Xpressions
PhoneMail”.
• how to process incoming messages
– via an arbitrary telephone: see Chapter 2, “Operating your Mailbox with OpenScape Xpressions
PhoneMail”.
– via your individual telephone: see Chapter 2, “Operating your Mailbox with OpenScape Xpressions
PhoneMail” and Section 2.5, “Using Fast Access and Access with the Mailbox Key (Callback Access)”, on
page 86.
NOTE:
For information on the additional
OpenScape Xpressions PhoneMail
configuration please refer to the
Web
Assistant
manual.
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1.2.1 General
OpenScape Xpressions PhoneMail
Operation Notes
1.2.1.1 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 important settings at hand if you note down all of the relevant data here. Your system
administrator will give you the information you need.
PBX data
Data for the Telephone Access via
OpenScape Xpressions PhoneMail
Furthermore, you need your PIN to log on. For your own interest, do not note it down anywhere. The administrator
will tell you the PIN for your first logon at the system. When you are logged in, change it immediately for security
reasons. See Section 2.2.7.4, “Changing the PIN (Privilege)”, on page 72.
NOTE:
Mailbox access without PIN is also possible: you may specify three phone numbers (trusted numbers) via
the
Web Assistant
for this purpose.
Number for call forwarding, voice service
= service access number for forward access
Description in the manual in Section 2.4, “Call Forwarding (Forward
Access)”, on page 84.
Number for call forwarding, fax service.
Dial own mailbox
= service access number for direct access
Description in the manual in Section 2.2, “Using your own Mailbox
(Direct Access)”, on page 28.
Dial external mailbox
= service access number for Guest Access
Description in the manual in Section 2.3, “Dialing an external Mailbox
(Guest Access or Universal Access)”, on page 82.
Service access number for callback access
Description in the manual in Section 2.5, “Using Fast Access and Access
with the Mailbox Key (Callback Access)”, on page 86.
Service access number for Universal Access
Description in the manual in Section 2.3, “Dialing an external Mailbox
(Guest Access or Universal Access)”, on page 82.
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1.2.1.2 Preparations on your Telephone and PBX
To make optimum use of your mailbox, set the call forwarding or call forwarding no reply feature for forwarding
calls from your extension to your
OpenScape Xpressions
mailbox. Please refer to the operating instructions for
your telephone or PBX for information on how to set up this feature. Your system administrator will tell you which
numbers you must set as the call forwarding destination.
NOTE:
If you are not authorized to establish a connection via the voicemail system for your phone (Call Transfer
Not Allowed), the
OpenScape Xpressions PhoneMail
menu function “connect to other users” is not available.
1.2.1.3 Initial Login at the System
To enable your initial log-in at the system, the system administrator will provide you with the access service
numbers and a PIN. Using this information you can log in at the system for the first time. After the initial log-in, the
system will enforce an immediate PIN alteration and recording a name greeting. Access to the system is not
possible until these two steps have been executed.
How to log on to the system:
Subsequently you hear the greeting: “
Please change your password. Your new password must be at least <xyz>
digits but no longer than 24 digits
.”
Thereafter the new PIN is played for you to check.
Enter the service access number for direct access.
# If you call from your own telephone: push pound.
If you call from a foreign telephone:
# Enter your own mailbox number: complete your entry with the pound key.
or
*#Enter your own name via the letter number assignment: push star key, enter name and
complete your entry with the pound key.
# Enter PIN for the initial login: complete your entry with the pound key.
# Enter the new PIN and complete your entry with the pound key.
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You will then be prompted to record your name by the greeting: ”
Record you name after the tone
”.
After recording, you can make the following key entries:
You are now logged in to the system and the main menu functions are available to you.
1.2.1.4 Logging on to the System after Resetting the PIN
In the event that you cannot remember the PIN to access the system, the administrator will reset the PIN to a
default value. When you then log on to the system anew using this default PIN, the system will enforce an
immediate PIN alteration. Except for the name recording, you need to perform the same steps as described in
Section 1.2.1.3, “Initial Login at the System”, on page 12 for this purpose.
1.2.1.5 Simple/extended Mode for Greetings
PhoneMail
provides two operation modes for configuring greetings and the Answering Mode (answering machine
service or information service):
• The simple mode
• The extended mode
NOTE:
If you do not record your own greetings for the alternative and regular greetings, system greetings will be
played for the respective operation modes.
* Pause recording: push star.
73 Play recorded name: push 7, then 3.
1 Continue recording: push 1.
6 Delete recording: push 6.
Subsequently you can rerecord your name via key 1.
1 Rerecord the name after its deletion: push 1
# Save and activate recording: push pound.
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The simple mode
In simple mode you can use the greeting types “temporary greetings”, “alternative greeting” and “regular
greetings”. The term “temporary greetings” is composed of the “today greeting” and the “out of office” greeting.
The “regular greetings” consist of the greetings for “busy line”, “internal callers”, “external callers”, and “calls
outside business hours”. You can record a greeting for each greeting type.
In case of the regular greetings and the alternative greeting for the answering options (answering machine service
or infobox service), the simple mode merely allows a global setting. That means, if you set the infobox service,
this answering option will apply for all aforementioned greetings.
• “Temporary greetings”
The term “temporary greetings” is composed of the “today greeting” and the “out of office” greeting. These
greetings serve for fast and easy greeting recording. Both greetings are only valid for a limited period. The
“today greeting” expires automatically at 00:00 o'clock on the day of its configuration. The “out of office
greeting” expires at 00:00 o'clock of the date specified by the user. Subsequently, the greetings will be played
again as previously configured. Activating this greeting type means that for all operating states this greeting
will be played. All other greeting types are then overridden. The “temporary greetings” greeting type is directly
configured via the answering options menu.
• “Alternative greeting”
You can use this greeting type to preconfigure a greeting that you wish to play more frequently to provide
special information. When you activate the alternative greeting, all other greetings except for the greeting for
calls outside business hours are replaced with the alternative greeting by default.
NOTE:
Your administrator can configure the system to also enable replacement of the greeting for calls
outside business hours with the alternative greeting. In case of doubt please contact your system administrator.
• “Regular greetings”
The regular greetings you record are the ones that are automatically used at specific operating states. You
can define one greeting each for the categories busy line, internal caller, external caller and calls arriving
outside business hours.
You find details about greeting configuration in simple mode in Section 2.2.6.2, “Personal greetings in simple
mode”, on page 56
The extended mode
The extended mode provides the same greeting features as the simple mode. In addition, the extended mode
allows recording up to nine different greetings for the alternative greeting respectively the regular greetings.
Furthermore, you can select the answering options (answering machine service or infobox service) per greeting.
The recording procedure and activating the greetings differ from the methods used in simple mode.
You toggle the simple and extended mode from the Answering Options menu, where you push key 9.
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You find details about greeting configuration in simple mode in Section 2.2.6.2, “Personal greetings in extended
mode”, on page 59
NOTE:
Since the greetings are not used for both modes, you may need to record missing ones when switching
to the respectively other mode.
1.2.1.6 Usable Features
The administrator can withdraw privileges to restrict the scope of available
OpenScape Xpressions PhoneMail
features. Entire menu branches or menu portions can be excluded from usage. The manual at hand describes all
the features that you can use after a standard installation. After a standard installation you can use all features
described in the manual. If, nonetheless, functions are not available to you, please ask your administrator for the
features that you can use.
The functions that are subject to restricted usage are indicated in the manual by (Privilege).
1.2.1.7 Distribution Lists
You normally enter the recipient’s telephone number when you are sending messages. But you can also enter the
number or, with name dialing, the name of a distribution list. The distribution list can be one defined by yourself or
a public distribution list created by the system administration. A distribution list may either contain users or
additional distribution lists. You can administer your distribution lists via telephone and also via the Web-based
configuration interface
Web Assistant,
(see the
OpenScape Xpressions Web Assistant
manual) and assign them
a distribution list number. Otherwise, the system administrator will set up distribution lists for you.
1.2.1.8 Referral extension
You can define a referral extension. Callers who are forwarded to your mailbox can connect to this
OpenScape
Xpressions PhoneMail
referral extension or can be automatically re-directed to this referral extension. This
depends on how you have set the answering options in your mailbox. If the
Web Assistant
is installed, you can
administer your referral extension yourself (see the
OpenScape Xpressions Web Assistant
manual).
NOTE:
This feature is available for the voice service only.
1.2.1.9 Callback with busy Line
If you directly call an internal subscriber from
OpenScape Xpressions PhoneMail
whose phone is engaged, your
call can be routed to the mailbox of the unavailable subscriber and you can leave a message. Some PBXs also
offer the option to request a direct return call from the called subscriber by signaling. If this feature is available to
you, a greeting will point this out.
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1.2.1.10 Default Printer and Default Fax-Output-Device
With telephone operation, fax messages and e-mails are printed out on default output devices. The commands
that you can give in
OpenScape Xpressions PhoneMail
refer to the defaults that you have set in the
Web Assistant
under Personal settings > Default output devices (see the
OpenScape Xpressions Web Assistant
manual). On
this page you can select one of the network printers offered in the
OpenScape Xpressions
system or any fax
output device internally connected to your PBX. You can default-set printers for the following purposes:
• For automatic fax message output.
Activation occurs automatically when you select a printer for this type of output.
• For the output on a standard printer via the
OpenScape Xpressions PhoneMail
menu.
This printer is addressed if you output a fax or e-mail on your standard printer via the telephone user interface.
• For the output on a standard fax-output-device (internal only) via the
OpenScape Xpressions PhoneMail
menu.
This fax device is addressed if you output a fax or e-mail on your standard fax device via the telephone user
interface.
NOTE:
You can also directly address an arbitrary fax output device via the
OpenScape Xpressions PhoneMail
menu. See Section 2.2.3.7, “Selection Options for playing Fax Messages and e-mails”, on page 42 in this manual.
1.2.1.11 Storage Restrictions
A maximum storage that your mailbox data may occupy may be defined in the system. If this is the case, a storage
control ensures that you are automatically informed about the decreasing storage capacity after reaching a certain
threshold. If the storage used by your mailbox has exceeded 100% of the value set by the system administrator,
it is no longer possible to send (forward or answer) messages from your own mailbox. If you are registered with
the Hicom or HiPath PBX, this also applies to other voicemail service access options.
In this situation, you should delete messages that are no longer needed or contact the system administrator.
Regardless of the storage required by your mailbox, other callers can always leave messages for you.
1.2.1.12 Name dialing
Instead of call numbers you can also enter names by selecting the letters assigned to the number keys on the
telephone. This is similar to entering short messages using the keypad on your cell phone. To inform the system
that you want to use the name dialing function, push the star key before you enter the recipient. In this way you
can address single users as well as distribution lists.
While you make your entries, the system constantly checks the database for users or distribution lists that match
the character combination keyed in. If matches are found, the system issues up to nine addressing suggestions.
The suggestions are announced and shown on the telephone display. If your desired recipient is among the
matches, you can directly select him/her by pushing the keys 1 to 9.
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If the system realizes that only one recipient matches the entry you are making, he/she is immediately offered for
addressing.
If no recipient matches your entry, the system immediately informs you accordingly by announcement.
1.2.1.13 Message not sent
Messages are automatically moved to the “messages to be sent” draft folder, when you have recorded a message
and shut down
OpenScape Xpressions PhoneMail
without entering a recipient address (phone number).
NOTE:
After you have entered a phone number, voicemails will be automatically sent when you log off from
OpenScape Xpressions PhoneMail
respectively put the phone down.
When you log on to the system again, the messages will be moved to the outbox folder. You can then access these
messages, further process and send them.
1.2.1.14 Company-internal Messages (User Privilege)
PhoneMail
supports the type of company-internal message. Via this type a privileged user can enforce specific
message properties by sending messages to a distribution list.
After you have addressed a distribution list you can send a message via a special send option (key 5) as
company-internal message.
Messages of this type have the following special properties.
• Company-internal messages can only be sent via the
PhoneMail
TUI.
• Company-internal messages are displayed in the Web Assistant grayed out only, and cannot be opened or
edited there.
• Company-internal messages are always played twice by the
PhoneMail
user before they can be deleted or
saved.
• Company-internal messages cannot be forwarded until they have been saved.
• Company-internal messages are managed by
PhoneMail
in two separate message queues. In a queue for
urgent messages and in a queue for not urgent, company-internal messages. The messages in these two
queues are announced in the TUI before all other messages.
• While a company-internal message is being played,
PhoneMail
does not accept any DTMF commands.
• If the
PhoneMail
user leaves his/her mailbox without deleting or saving the company-internal message, it will
be announced as new company-internal message next time the user dials in.
• If the
PhoneMail
user saves a company-internal message, it will be saved as a standard voice message.
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1.2.1.15 Guest Mailboxes (User Privilege)
PhoneMail
enables the user to configure up to nine mailboxes for user-individual guests via the Web Assistant.
The configuring
PhoneMail
user can specify an individual PIN for each guest mailbox.
The guest mailbox number, which is the Guest Access user ID at the same time, is generated by
PhoneMail
from
the mailbox number of the
PhoneMail
user who configures the guest mailbox. For this purpose, a digit is attached
to the mailbox number of the configuring user.
Example:
A
PhoneMail
user with the mailbox number 1000 creates four guest mailboxes. For the guest mailboxes
PhoneMail
then uses as number and user ID the numbers: 10001, 10002, 10003 and 10004.
Guest mailboxes have the following properties.
• A guest may access his/her guest mailbox via the
PhoneMail
TUI.
• Guest mailboxes may only be accessed via the
PhoneMail
Direct Access. Access via the Guest or Forward
Access is not possible.
• Via guest mailboxes, messages can only be sent, received, answered, deleted and saved. Further features
such as notifications or time profiles are not available.
• From a guest mailbox, messages can only be sent to the following persons:
– To the
PhoneMail
user who has configured the relevant guest mailbox.
– To all other guest mailboxes that have been created by the same
PhoneMail
user.
• In a guest mailbox, messages can only be received by the following persons:
–From the
PhoneMail
user who has configured the relevant guest mailbox.
– From all other guest mailboxes that have been created by the same
PhoneMail
user.
• No trusted numbers can be configured for guest mailboxes.
• No short cuts can be configured for guest mailboxes.
Guest Access to your guest mailbox is possible as follows:
1. Have the user who has configured the guest mailbox for you inform you about the access data:
– The mailbox number created for this guest mailbox.
– The PIN created for this guest mailbox.
2. Log on to the system as described in Section 2.2.1.2, “Dialing your own Mailbox from any Extension:”, on page
31.
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1.2.1.16 Configuration Settings via the
Web Assistant
Some
OpenScape Xpressions PhoneMail
settings can exclusively be made via the
Web Assistant
or can be
accessed additionally and in parallel to the
OpenScape Xpressions PhoneMail
menu via the
Web Assistant
.
Settings that you can exclusively perform via the
Web Assistant
:
• Selecting the voicemail system.
If several voicemail systems are installed on your
OpenScape Xpressions
server, you can select the desired
one in the
Web Assistant
on the Voicemail system settings page.
Make your selection via the Active voicemail system list field.
• Programing shortcuts, with which you can quickly invoke menu functions in
OpenScape Xpressions
PhoneMail
.
NOTE:
The shortcuts defined here are no shortcuts for telephone numbers but shortcuts for
OpenScape
Xpressions PhoneMail
menu functions. It is NOT possible to configure speed dialing numbers here.
You can program the shortcut keys in the
Web Assistant
on the Voicemail system settings page. Click the
Edit button next to the Programmable short cuts line for this purpose. A new dialog opens in which you can
specify the key sequence to be executed for the keys 1 to 9, and a descriptive text for the desired menu
invocation.
The execution of menu shortcut functions is described in this manual under Section 2.2.5, “Self-defined Key
Sequences”, on page 51.
• Allowing the originator to flag voicemails as urgent via the Caller options. You find this option in the Voicemail
system settings page of the
Web Assistant
.
• Retrieving voicemails without user identification (trusted numbers).
NOTE:
Please also keep in mind that the caller number has to be transmitted to the voicemail system for
authentication. This is only possible for digital switching centers and may have to be released. Therefore,
check the corresponding numbers.
NOTE:
The numbers defined here must be unique per user. Several users cannot configure the same
number(s) as trusted number(s).
NOTE:
When you use
OpenScape Xpressions PhoneMail
, you need to activate this feature via the corre-
sponding checkbox in the Telematic APL. For further information please refer to the
Server Administration
manual.
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In the Voicemail system settings page of the
Web Assistant
you can specify a maximum of three phone
connections from which you can directly access your mailbox without entering the PIN.
IMPORTANT:
If you choose this method, anyone can access your mailbox from one of the three specified
telephone connections, because the authentication of the caller by means of the PIN is omitted. So anybody
who can use your “trustworthy” telephone may gain (unauthorized) access to your mailbox. A cell phone
connection defined as “trustworthy” can also be easily used for unauthorized mailbox access via the repeat
dialing function. Please keep this in mind when choosing the telephone numbers.
For internal phones it is sufficient to enter the extension number in the corresponding field in the
Web
Assistant
.
For external telephones you enter the desired numbers completely but without external prefix, thus country
code (with + sign instead of leading zeros), area code (without leading zero) and extension.
Example: +49 2404 123456
When you call from a connection that you have defined as “trusted”, you need not enter the PIN regardless
the access mode.
NOTE:
Defining a trusted number is particularly useful for retrieving messages from your mailbox via the
Callback Access while being on the road. All new messages are then continuously put out without any user
action.
• Configuring the Forwarding Mode with programmable actions that can then be triggered by the caller via the
telephone keypad. You find this option in the Voicemail system settings page of the
Web Assistant
. To
configure a forwarding, click the Change key(s)... link. The Forward Access menu page opens.
On this page you specify the form (action) and key number of the forwarding. First of all, you can decide which
call type you wish to forward, for example, Internal calls, External calls or After-hours greeting. If you select
Alternate greeting, all incoming calls will be forwarded. Now determine the forwarding action and the phone
key to be pushed by the caller.
• Creating time profiles. Via time profiles you can define the playback of specific greetings to the minute.
• Selecting the default printer or default fax-output-device.
You can specify which default printer or default fax-output-device should be offered in the
OpenScape
Xpressions PhoneMail
menu in the
Web Assistant
under Personal settings > Default output devices.
• Configuring and using guest mailboxes.
NOTE:
A user can only configure guest mailboxes if he/she is accordingly privileged.
Settings you can alternatively perform via the
Web Assistant
:
• PIN modification. See Section 2.2.7.4, “Changing the PIN (Privilege)”, on page 72 in this manual.
• Configuring a referral extension. See Section 2.2.6.4, “Specifying the OpenScape Xpressions PhoneMail
Referral Extension (Privilege)”, on page 61 in this manual.
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• Setting the user prompts to detailed or short prompts. See Section 2.2.7.3, “Changing the User Prompt Setting
(Privilege)”, on page 72 in this manual.
• Customizing the playback volume. See Section 2.2.7.6, “Playback Options (Privilege)”, on page 76 in this
manual.
• Defining the mobility number. See Section 2.2.6.6, “Specifying the Mobility Number for Call Forwarding
(Privilege)”, on page 63 in this manual.
• Configuring the direct forwarding. Independent from your voice mail system settings, you can also forward
incoming calls directly to another telephone, to your own extension or directly to your personal greeting. The
call is immediately forwarded without caller intervention. Section 2.2.6.8, “Specifying the direct Call Rerouting
for your Telephone (Privilege)”, on page 64
• Configuring filters for editing messages on the phone. Separated according to the message services e-mail,
voicemail and fax message you can specify whether to edit the respective message type on the phone and
whether all or only the unread messages should be offered for editing. See Section 2.2.7.9, “Changing the
Message Type (Privilege)”, on page 78 in this manual.
• Recording name and welcome greetings. See Section 2.2.6.2, “Greetings and Answering Mode”, on page 56
in this manual.
• Changing/creating private distribution lists. See Section 2.2.7.2, “Private Distribution List (Privilege)”, on page
70 in this manual.
NOTE:
You find detailed information on the
OpenScape Xpressions PhoneMail
setting options available via the
Web Assistant
in the
Web Assistant
manual.
1.2.2 User Prompts
The prompts in the mailbox are issued in the form of spoken greetings. You can listen to these announcements
on your telephone. If you use a telephone from the
optiset
series with an alphanumeric display in conjunction with
a PBX of type
Hicom 300
or
HiPath 4000
, the user prompts will also be issued visually via this display.
These announcements prompt you, for example, to enter certain digit keys to select a feature or to enter a number
or a PIN.
All inputs for mailbox utilization can be performed using the dialing keypad, in other words, with the digit keys 0 to
9, the * (star) key and the # (pound) key.
1.2.2.1 Voice-only Users
Voice-only users can only deploy the message type voicemail. For voice-only users considerably shorter greetings
are used in
PhoneMail
by default. In this setting merely the message body and not the header is played via the
telephone interface. The administrator may prevent the use of shortened greetings via configuration, though.
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1.2.2.2 Abbreviated User Prompts
Via the change mailbox options menu you can switch to abbreviated user prompts for accelerating the menu
function playback. See Section 2.2.7.3, “Changing the User Prompt Setting (Privilege)”, on page 72.
Example:
Comprehensive greeting: “
Select the star button to correct your entry
”.
Abbreviated greeting: “
Correct entry with star
”.
NOTE:
In case of abbreviated user prompts some menu greetings are completely hidden. In other words, the
menu functions are still available but not announced.
NOTE:
If you select the abbreviated-user-prompts feature to access your mailbox, the greetings for the current
menu are played in their comprehensive form when repeated. Greetings are always repeated when you do not
push a key within a specific period.
1.2.2.3 Repeating System Greetings
The announcement is repeated after a few seconds if you do not push any key when prompted to do so. To hear
a prompt again, simply wait until it is repeated. This is useful, for example, if you did not hear the announcement
properly. If an announcement is issued for the second time, you will automatically receive a notice how to request
help.
If you fail to push any key after the announcement has been played for the second time and the prompt has been
repeated, the system will cancel the function after five seconds.
1.2.2.4 Requesting Help
You can invoke help information by pushing the 0 key when you are prompted to select a menu item.
Comprehensive help announcements describe the current selection options in the menu.
Help is unavailable if you are prompted to enter a telephone number or a PIN, or if a different meaning has been
assigned to the 0 key.
1.2.2.5 Incorrect Entries
The system plays the relevant announcement if you enter an invalid digit, for example, when you are selecting a
menu item. You are subsequently prompted to repeat the entry.
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The OpenScape Xpressions PhoneMail Voicemail System
About this Manual
1.2.2.6 Terminating the Connection
You can terminate the connection to the mailbox at any time:
Messages that you have newly recorded are sent when the connection is terminated (Section 2.2.4, “Sending
Voicemails (Privilege)”, on page 46).
1.2.2.7 Explanation of the Symbols
Replace the handset.
or
*76Push star, 7 and 6 in succession.
This can be used while messages, greetings and the user’s own name are being recorded (for
forward access and guest access).
Lift up the handset.
Speak.
Replace the handset.
Enter a digit sequence.
* Enter a name using a sequence of digits
*76Push star, 7 and 6 in succession.
This also applies for all other keys.
Push the illuminated function key.
Follow the user prompts!
Push the "Yes" dialog key.
Follow further user prompts if required!
Follow the user prompts!
Push the “Next” or “Back” dialog keys.
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Operating your Mailbox with OpenScape Xpressions PhoneMail
Access Options
2 Operating your Mailbox with
OpenScape Xpressions
PhoneMail
2.1 Access Options
NOTE:
The default configuration of the system only allows one mailbox access via one user interface. For
example, if you are currently logged in via the
Web Assistant
, you cannot log on to
OpenScape Xpressions
PhoneMail
to simultaneously access your inbox. The system administrator can change this behavior. If you are
unsure about this matter, please consult your system administrator.
NOTE:
Also keep in mind that you cannot log on to
OpenScape Xpressions PhoneMail
, if you have not
correctly logged off from the
Web Assistant
(for example by closing the
Web Assistant
window). Not until
you have been inactive in the
Web Assistant
for a specific period, 10 minutes by default, you will be
automatically logged off for security reasons.
OpenScape Xpressions
users have the following access options:
• You can dial your own mailbox (Direct Access)
Dial the service access number for direct access and enter your phone number and a PIN to log on to the
server.
NOTE:
If your telephone configuration allows polling messages without user identification, you need not enter
a PIN.
You now have access to all messages stored in your mailbox and to your mailbox settings. You can record
messages for other users and subsequently send these messages.
For details on Direct Access operation please refer to Section 2.2, “Using your own Mailbox (Direct Access)”,
on page 28.
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Access Options
• You can dial an external mailbox (Guest Access)
Dial the service access number for guest access and dial the extension number of the required user. You can
leave a message in the user’s mailbox or be transferred to a referral extension. This depends on how the user
has set his/her answering options.
NOTE:
When you call a mailbox where leaving messages is prohibited you are automatically switched back
to the Guest Access.
For details on Guest Access operation please refer to Section 2.3, “Dialing an external Mailbox (Guest Access
or Universal Access)”, on page 82. This type of access is not applicable when service Voice is not active.
• You can dial an external mailbox and access your own mailbox (Universal Access)
This is the same as guest access with the additional option of being able to access your own mailbox.
• You can re-direct callers who dial your extension to your mailbox (Forward Access)
Calls received at your extension are then forwarded to your mailbox. Callers can leave a message for you in
your mailbox. In this way you can use the mailbox as an answering machine. For details on Forward Access
operation please refer to Section 2.4, “Call Forwarding (Forward Access)”, on page 84. This type of access is
not applicable when service Voice is not active.
• You can transfer callers to your mailbox (Transfer Access)
You can specifically connect a caller to a mailbox. This option is of particular interest if you are responsible for
switching calls. You can configure this option for the following situations:
– It should be possible for a caller to record a message for another subscriber.
– It is not possible for a caller to enter a subscriber's extension (e.g. for pulse dialing with dial).
– This extension is to be hidden from the caller
• You can quickly access your mailbox via the Callback access. You can also query your mailbox with the
mailbox key on your telephone, if new messages have arrived.
Access with this number corresponds to Direct Access, with the exception that the user need not enter his/her
phone number, as the terminal device’s phone number is used. It also means that this access type can only
be used from a user’s own telephone or after identification vis-à-vis the PBX.
NOTE:
This feature requires corresponding skills in the applied devices and the applied PBX.
For details on Callback Access operation please refer to Section 2.5, “Using Fast Access and Access with the
Mailbox Key (Callback Access)”, on page 86.
• A call automatically informs you when new messages have arrived in your mailbox (Outcall Access)
The same functions that are provided with the Callback Access option are available here.
For details on Callback Access operation please refer to Section 2.5, “Using Fast Access and Access with the
Mailbox Key (Callback Access)”, on page 86.
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Operating your Mailbox with OpenScape Xpressions PhoneMail
Access Options
System announcements guide the user through menus and dialogs when the user opens his/her own mailbox or
an external mailbox. These announcements prompt the user to make an entry or confirm an entry.
For the user prompt principle please refer to Section 1.2.2, “User Prompts”, on page 21. You find a graphic
overview of all menu features in Chapter 3, “A quick Reference Guide to the Menus and Key Sequences”.
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Using your own Mailbox (Direct Access)
2.2 Using your own Mailbox (Direct Access)
You can dial your own mailbox using the service access number for the direct access option. In doing so you also
specify your phone number and PIN for the access.
NOTE:
If your telephone configuration allows polling messages without user identification, you need not enter a
PIN.
You now have unlimited access to your mailbox. You can:
• retrieve new or old messages as well as browse through saved ones. This is possible in your inbox and also
in your
Xpressions
folder that you use under
Microsoft Outlook
or
Lotus Notes
.
• retrieve outbox messages
• save or delete messages
• fast forward or rewind message playback
• repeat message playback and receive detailed information about the message
• issue fax messages to your default printer or to any fax device (optional)
• issue e-mails to your default printer or to any fax device (optional)
• issue e-mails as voice mails (only if the
Text-To-Speech
add-on software is installed) (optional)
• forward messages with or without comments (voice annotation)
• set up a direct connection to the sender of a message
• reply to and send messages and, consequently, make use of the various send options
• access conferences and work groups (with configured connection to OpenScape only).
• access the Unified Communications system (with configured connection to OpenScape only).
• change your personal settings, which includes:
– the telephone access PIN,
– the personal greetings (up to nine different greetings for different situations) as well as a name greeting
– the answering mode (accept messages mode or info greeting only)
– the private referral extension number or the number of the mailbox agent
– the type of prompts (detailed or short greetings)
– whether a notification is to be issued for incoming messages. The notification can be sent via any
telephone, via SMS to a cell phone, via setting the message waiting signal (MWI) or to a pager.
– whether the
Xpressions
folder should also be included when listening to messages (this allows you to set
up your e-mail client to place important messages in this folder and to play these messages first),
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Operating your Mailbox with OpenScape Xpressions PhoneMail
Using your own Mailbox (Direct Access)
– activation of automatic fax tone detection (for forward access) - optional
– Private Distribution Lists
– the user prompt language (only if several languages are installed on the server) - optional
– the types of messages to be processed using the telephone (you can specify, for example, that only voice
mails and fax messages are put out but no e-mails).
• set up a connection to another user or to the operator
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Using your own Mailbox (Direct Access)
2.2.1 Dialing your own Mailbox
To access your mailbox you need a service access number, your phone number and your PIN. When you use your
mailbox for the first time you will be prompted to assign yourself a new PIN and to record your name greeting (see
Section 1.2.1.3, “Initial Login at the System”, on page 12).
NOTE:
If your
OpenScape Xpressions PhoneMail
configuration allows polling messages without user identifi-
cation, you need not enter a PIN.
You can dial your own mailbox from your own telephone and from any other telephone of your choice.
2.2.1.1 Dialing your own Mailbox from your own Extension:
Enter the service access number for direct access.
# If you call from your own telephone: push pound.
If you call from a foreign telephone:
# Enter your own phone number: complete your entry with the pound key.
Or:
*#Enter your own name via the letter-number assignment: push star, enter name and complete
your entry with the pound key.
# Enter PIN: complete your entry with the pound key.
If the calling-telephone configuration allows polling messages without user identification, you
need not enter a PIN.
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