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Recording Greetings from the Mailbox Manager

The Mailbox Manager interface allows the recording or replacement of greetings and prompts. There may be
instances where professional recordings need to be used instead of user recorded or default greetings and prompts.
There may also be instances where you need to quickly re-record a greeting.

A PC with sound card and microphone, or a telephone within the phone system can also be used to record greetings
from the Mailbox Manager.

Recording a greeting using a telephone within the phone system:

Note you will need a PC that can access the Mailbox Manager with a system telephone next to it to perform this
procedure.

1.

Sign into Mailbox Manager.

2.

Navigate to the page containing the greeting you wish to change.

3.

Click on the Edit icon of the greeting you wish to change.

Figure 14. Subscribers Screen

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Summary of Contents for EliteMail CTI LX

Page 1: ...ormat changes may occur When viewing and printing this document we cannot guarantee that your specific PC or printer will support all of the fonts or graphics Therefore when you view the document fonts may be substituted and your individual printer may not have the capability to print the document correctly ...

Page 2: ......

Page 3: ...User s Guide EliteMail LX ...

Page 4: ...3 When the Mailbox Manager page is seen enter User ID 9 extension number Security Code 4 Choose your preferred language from the available system languages and click Login To access your mailbox by telephone from inside your organization 1 Call the voice messaging system 2 When the system greets you enter Personal ID Security Code For assistance call Name Extension ...

Page 5: ...uence of numbers in advance of the conversation questions or menus K Rotary Telephones If your system uses dial pulse detection you can use a rotary dial pulse tone telephone to send and receive messages and to change your feature settings K Help When the system conversation asks you a question enter 3 to hear a Help menu of options K Softkeys If equipped you can use the softkeys on your display t...

Page 6: ...ally from your desktop computer You can customize your call control applications by integrating ViewCall Plus with other applications such as Microsoft s Office suite K Help For more detailed information about TeLANophy use the I Online Help system press F1 or use the Help menu ...

Page 7: ...lbox by telephone see inside front cover 2 Answer the system questions Enter 1 for Yes 2 for No If you are not sure enter 2 You can always change the option later 3 When the system asks you if you are satisfied with your settings enter 1 to confirm CHECKING AND LEAVING MESSAGES Depending on your system you can use a telephone or computer to K Check new messages K Leave a message to one or more sub...

Page 8: ...ages by Computer If your system uses ViewMail or ViewMail for Microsoft Messaging you can check messages visually from your computer Information about each message is provided on the screen When available names telephone numbers and a subject are included with messages ViewMail also provides the length of the message and the time it was sent You can listen to messages either with a computer sound ...

Page 9: ...5 Figure 1 New Message Check Urgent Message New Message ...

Page 10: ... first before regular messages Private The message cannot be redirected Return Receipt The system tells you when a subscriber has heard the message Future Delivery The message is delivered at the time and on the day you specify To leave another subscriber a message 1 Call another subscriber When the subscriber does not answer the call is forwarded to voice mail 2 Leave a message 3 Follow the syste...

Page 11: ...g to send voice messages by computer To send a message by computer 1 If you are using ViewMail click Send If you are using ViewMail for Microsoft Messaging click New voice message 2 Click To and then use the ViewMail address book to select recipients names 3 Type in a subject and set delivery options as needed 4 Use the VCR style buttons and your telephone or a sound device to record the message Y...

Page 12: ...ress book You also can send a ViewMail message to someone outside the voice messaging system When you use the Microsoft Messaging address book the ViewMail message is sent as an e mail message with an attached WAV file Figure 2 Sending a Message For composing and sending a message For selecting special delivery options ...

Page 13: ...9 Figure 3 Sending a Message via Microsoft Messaging For composing and sending a message For addressing a new message to multiple subscribers or message groups For selecting an address ...

Page 14: ...group you want then enter 1 4 After the beep record your message The message must be at least 3 seconds long to be delivered To leave a message to several subscribers by telephone 1 Leave a message for the first subscriber 2 Enter to stop recording 3 Follow the system instructions to add a subscriber as a message recipient 4 Repeat step 3 for each subscriber you want to receive the message To find...

Page 15: ...s by Telephone After you have heard a new message the system saves it for a set amount of time for example until midnight To review messages by telephone 1 Access your mailbox 2 Press the Old softkey or dial 6 to review old messages 3 Follow the system instructions Enter 1 for Yes 2 for No Figure 4 Sending a Group Message For addressing a message to multiple subscribers or message groups Press the...

Page 16: ... deletes them at the set time usually at midnight every night To review an old message by computer 1 Double click the message 2 Use the VCR style buttons to play the message This feature may not be available at your site SEE ALSO Online Help ViewMail Opening messages ViewMail for Microsoft Messaging To set preferences for saving sent voice messages ...

Page 17: ...13 Figure 5 Reviewing Messages via Computer New Message Opened Message Opened Message New Message ...

Page 18: ...wMail for Microsoft Messaging When you redirect a voice message the New Message form opens as follows K The subject contains FW to indicate the message is being redirected K The original voice message is included This feature may not be available at your site To redirect a message by computer 1 Select the message 2 Click Redirect 3 Click To and then use the ViewMail address book to select recipien...

Page 19: ...15 Figure 6 Redirecting Messages via Computer For redirecting a message For redirecting the message to other subscribers groups or guests ...

Page 20: ...inish modifying To modify a message by computer With ViewMail you can modify a voice message you have sent if the recipient has not opened it ViewMail displays the message in your ViewMail mailbox until the person has opened it If the message is still in your mailbox simply open and modify it With ViewMail for Microsoft Messaging you can modify the message by telephone or delete it and send a new ...

Page 21: ...other message to the same subscriber 2 If the subscriber has not yet heard your last message the system asks if you want to review it 3 Enter 1 to review it 4 When you hear the message you want to cancel enter 5 to cancel it 5 Enter 1 to confirm the cancellation Figure 7 Modifying a Message via Computer Unopened sent message For modifying message delivery options for an unopened message ...

Page 22: ...l for Microsoft Messaging all unopened voice messages you have sent appear in the Unopened folder which is located in the Sent Items folders This feature may not be available at your site SEE ALSO Modifying a Message on page 16 Online Help ViewMail Changing or revoking sent messages ViewMail for Microsoft Messaging Revoking a voice message you have sent The unopened folder does display unopened vo...

Page 23: ...ges and old messages is that archived messages are typically saved for a longer period of time After you listen to your archived messages the system gives you the option of archiving the messages again To archive a message by telephone While listening to a message press the ARCHV softkey or dial 3 7 to archive it Figure 8 Canceling a Message via Computer For canceling a message that has been sent ...

Page 24: ...th ViewMail for Microsoft Messaging you can see how many days are left for an archived message by opening the voice message This feature may not be available at your site To archive a message by computer 1 Select the message 2 If you have ViewMail click Archive If you have ViewMail for Microsoft Messaging select Archive Voice Message from the File menu SEE ALSO Online Help ViewMail Archiving and s...

Page 25: ... subscriber or group of subscribers after it has been saved in your message box Recorded messages can also be archived Depending on how the telephone is set up you may be able to manage your recording sessions using the buttons in the list on the next page To record a conversation by telephone 1 During a telephone conversation press RECORD on the telephone 2 Press END or hang up to stop recording ...

Page 26: ...essage 2 If you are using ViewMail the Live Record Message dialog box appears To begin recording choose Live record If you are using ViewMail for Microsoft Messaging the New Message dialog box appears To begin recording click Record 3 Click Pause to stop recording temporarily Click Resume to restart 4 To end the recording click Stop or hang up Or click Cancel to stop and erase the recording 5 To r...

Page 27: ...al mailbox by telephone When you make a change the system leads you step by step through a series of simple yes and no questions To make changes to your TeLANophy applications refer to the application s online Help Working with the Mailbox Manager The Mailbox Manager allows you to control how you and your callers interact with the voice messaging system by telephone This feature must be enable by ...

Page 28: ...r preferred language at the login screen Note The first time you use the Mailbox Manager you maybe prompted to install a Java applet This is needed to change greetings in Mailbox Manager Follow the prompts to go the Java web site and install the applet Figure 11 Mailbox Manager Login Screen ...

Page 29: ... navigate through the screens of the Mailbox Manager Figure 12 The Menu Bar Click Save to save changes before you move to another screen within Mailbox Manager Without saving changes first you are prompted to save before proceeding ...

Page 30: ...anager see the inside front cover 2 Click Profile 3 Confirm and change settings as needed 4 Click Save Figure 13 The Mailbox Manager Profile Screen You must select a recording device before you can record greetings your recorded name or the names of groups If your computer is equipped with a microphone and speakers select Microphone Otherwise select Phone ...

Page 31: ...e record a greeting A PC with sound card and microphone or a telephone within the phone system can also be used to record greetings from the Mailbox Manager Recording a greeting using a telephone within the phone system Note you will need a PC that can access the Mailbox Manager with a system telephone next to it to perform this procedure 1 Sign into Mailbox Manager 2 Navigate to the page containi...

Page 32: ...28 4 You will get a security warning click on Yes to accept 5 Click on the down arrow and set the telephone to be the recording device Figure 15 Security Screen Figure 16 Media Player Screen ...

Page 33: ...tem will call the telephone set in options and will wait until it hears a voice before starting to record If you answer with a normal hello it will beep and start recording 8 When you have finished recording click the stop button Figure 17 Phone Playback and Record Settings Screen Figure 18 Record Screen Figure 19 Stop Recording Screen ...

Page 34: ...inished making changes to the recording click the X in the upper right hand corner to close the window Recording a Greeting using a PC Microphone 1 Sign into Mailbox Manager 2 Navigate to the page containing the greeting you wish to change 3 Click on the Edit icon of the greeting you wish to change 4 You will get a security warning click on Yes to accept Figure 20 Save Screen Figure 21 Greetings S...

Page 35: ...31 5 Click on the down arrow and set the Microphone to be the recording device Figure 22 Security Screen Figure 23 Recording Device Screen ...

Page 36: ...utton and hang up the telephone 8 The recording is not saved on the voice mail automatically you must click the save icon to save it on the voice mail 9 If you are finished making changes to the recording click the X in the upper right hand corner to close the window Figure 24 Record Screen Figure 25 Stop Recording Screen Figure 26 Save Screen ...

Page 37: ...f they are not an error message will be received when uploading the file 1 Sign into Mailbox Manager 2 Navigate to the page containing the greeting you wish to change 3 Click on the Edit icon of the greeting you wish to change 4 You will get a security warning click on Yes to accept Figure 27 Greetings Screen Figure 28 Security Screen ...

Page 38: ...ely or append the wav file to the end of the existing recording 6 A browse window will appear and you can navigate to the location on the PC where the file is located After uploading the file you can listen to it before saving it by clicking the play icon Figure 29 Overwrite Append Screen Figure 30 Browse Window ...

Page 39: ...ayback device You can use the PC speakers or a system telephone to play back recordings on the voice mail You can set the playback device before changing greetings or while changing greetings The settings will be saved for the PC you make them from 1 Sign into Mailbox Manager 2 Navigate to the page containing any greeting 3 Click on any Edit icon 4 You will get a security warning click on Yes to a...

Page 40: ...oose Playback device and choose either Speakers or Phone 6 If you are finished making changes to the recording click the X in the upper right hand corner to close the window Figure 33 Security Screen Figure 34 Playback Device Screen ...

Page 41: ...idual recordings on a remote PC 1 Sign into Mailbox Manager 2 Navigate to the page containing the greeting you want to copy 3 Click on any Edit icon of the greeting you want to copy 4 You will get a security warning click on Yes to accept Figure 35 Greetings Screen Figure 36 Security Screen ...

Page 42: ...and you can navigate to a location on the local PC to save the file The default file type is WAV 7 Give the file a descriptive name and click Save 8 If you are finished click the X in the upper right hand corner to close the window Figure 37 Copy To File Screen Figure 38 Browse Screen ...

Page 43: ...ange Security Code dialog box type your old and new passwords in the corresponding fields 5 Click OK and then click Save To change your security code by telephone 1 Access your mailbox by telephone see inside front cover 2 If using Softkeys press SETUP PERS CODE Otherwise enter 7 7 4 to change your security code 3 Follow the system instructions Enter 1 for Yes 2 for No Figure 39 The Security Code ...

Page 44: ...ge your spelled name Enter 1 for Yes 2 for No To change your recorded name by computer 1 Access the Mailbox Manager see inside front cover 2 Click Profile then click Edit icon for the greeting you want to change 3 On the Control bar click to record your name with your recording device Telephone Pick up the handset when the telephone rings wait for the beep then speak into the handset Computer Wait...

Page 45: ...available For example Hello this is Pat Green I am not available at this time Please leave a message This feature may not be available at your site Alternate Greeting The alternate greeting plays for special occasions such as a vacation A typical alternate greeting is Hello this is Pat Green I am out of the office today and will return tomorrow When your alternate greeting is active the system pla...

Page 46: ... with your recording device Telephone Pick up the handset when the telephone rings wait for the beep then speak into the handset Computer Wait for the tone then speak into the microphone 5 Enter to stop recording To switch between your standard and alternate greeting by telephone 1 Access your mailbox by telephone see inside front cover 2 If using Softkeys press SETUP GREET SWTCH otherwise enter 7...

Page 47: ...k your system manager to change these options The Playback options consist of K Announce New e mail messages If the optional e mail integration package is installed the system includes new e mail messages in the total when announcing the number of new messages Voice message length The system announces the total length in minutes of new voice messages K Telephone Conversation Type Menu mode convers...

Page 48: ...r calls transferred to a different telephone number Turn on call transfer before transferring your calls to a different telephone number You can enter up to 9 digits for the new telephone number To turn call transfer on or off by telephone 1 Access your mailbox see inside front cover 2 If using Softkeys press SETUP TRFR ON OFF Otherwise enter 7 6 4 to turn call transfer on or off 3 Follow the syst...

Page 49: ...lick Transfer Screening 3 To turn call transfer on for incoming calls select My extension or for an alternate extension use this Number To turn call transfer off select My Voicemail 4 Click Save To change the number to which calls are transferred by computer 1 Access the Mailbox Manager see inside front cover 2 Click Transfer Screening 3 For Transferring Incoming Calls To select This number Type t...

Page 50: ...your site What you hear when you pick up the telephone depends on which of the following options you have selected K Announce before connecting caller The system plays a beep before transferring the call K Screen Name The system asks the caller s name before ringing your extension The system plays Call from caller s name spoken by the caller before transferring the call Figure 42 The Transfer Scre...

Page 51: ...the caller s name then rings your extension When you answer the call the system plays the caller s recorded name then asks if you want to take the call To change call screening options by computer 1 Access the Mailbox Manager see inside front cover 2 Click Transfer Screening 3 Select the Screening check box 4 Select the Transfer Screening options as needed 5 Click Save To turn call screening on or...

Page 52: ...tem manager has set up call holding for you you can turn call holding on and off Your system manager sets the number of calls that the system can hold for you This feature may not be available at your site To turn call holding on or off by computer 1 Access the Mailbox Manager see inside front cover 2 Click Transfer Screening 3 To turn call holding on select the Holding check box To turn it off cl...

Page 53: ...f needed To turn call holding on or off by computer 1 Access the Mailbox Manager see inside front cover 2 Click Transfer Screening 3 To turn Message Auto Copy on select the Message Auto Copy check box To turn it off clear the check box 4 Set the destination mailbox If needed the search icon can be used to pick a destination from any of the system mailboxes 5 Click Save Changing Message Delivery Op...

Page 54: ...special dialing characters for example a semicolon that represents a 3 second pause Contact your system manager for assistance Figure 44 Message Delivery Screens When changing message delivery by telephone use to insert a 1 second pause where you want the system to pause between digits that it is dialing ...

Page 55: ...or setup options 4 If using Softkeys press PH to change the telephone number If using menu mode enter 4 otherwise follow the system instructions to change the telephone number After you enter a telephone number enter to end the entry 5 If using Softkeys press SCHED to change the time for a particular schedule If using menu mode enter 5 otherwise follow the system instructions 6 Change any remainin...

Page 56: ...e enter 2 To create a group by computer 1 Access the Mailbox Manager see inside front cover 2 Click Groups 3 Click Add New Group 4 In the Create Modify Group dialog box type a name for the group 5 Select a type for the group 6 If the group will be used to dispatch messages to the first member available select the Dispatch check box Figure 45 Add New Group Screens Guests do not have extension numbe...

Page 57: ...en speak into the handset Computer Wait for the tone then speak into the microphone 8 Click to stop recording If recording using the telephone click on the save icon 9 To add members to the group click on Members Search In the Member List Box that pops up check the box of each person you want to add from the list of enrolled subscribers then click Add 10 When you are finished adding members click ...

Page 58: ...message group that you own or change the group s number spelled name or recorded name To change a group by computer 1 Access the Mailbox Manager see inside front cover 2 Click Groups 3 To edit a Group click on the name This feature may not be available at your site Figure 48 Changing a Group Screen ...

Page 59: ... a group OR Enter 5 to delete members from the group When deleting group members enter the first three letters of the person s last name or enter three wild card numbers for example 1 1 1 to list each group member then choose the member s name you want to delete 5 To confirm your additions or deletions enter 1 6 Enter when you are finished adding or deleting members To change a group name or numbe...

Page 60: ...or group number 6 Follow the system instructions to change the group s recorded name Enter 1 for Yes 2 for No To hear a list of your groups and group members by telephone 1 Access your mailbox see inside front cover 2 If using softkeys press SETUP GRPS EDIT if using menu mode enter 7 5 6 otherwise follow the system prompts to list your group members 3 Follow the system instructions Enter 1 for Yes...

Page 61: ...your computer screen There are several ways to identify the caller before picking up the telephone If Call Screening is on you can click Who is it to play the caller s recorded name The system can also ask callers to enter the telephone or account number The system then matches this data to your contact list and displays the caller contact list and displays the caller contact information Click Mon...

Page 62: ...fied the caller ViewCall Plus supplies you with several tools to manage your telephone calls Connect an incoming call to your telephone Ask the caller to hold Ask the caller to transfer to another extension Ask the caller to leave a message ...

Page 63: ...k of your calls The Call Log window records all call activity for your extension It also displays information such as caller names telephone numbers and the caller s location Select an identified caller s name and click this button to call the person back Select a name in your contact list and click this button to dial the contact You may want to create more than one call log For example it may be...

Page 64: ...ides an online address book or you can integrate ViewCall Plus with a PIM Figure 50 ViewCall Plus Contact PIM Screen You can use several contact lists or PIMs at once For example you can keep personal contacts in a list on your computer and you can keep business contacts in a list on the LAN Contact List Call Log Active Call List ...

Page 65: ... check your e mail messages 1 Access your mailbox see inside front cover 2 If prompted enter your e mail password followed by If your password uses any letters refer to the password chart later in this section 3 Enter 4 to check new e mail messages Enter 6 for old archived messages 4 Follow the system instructions Enter 1 for Yes 2 for No Changing Your E Mail Setup Options In your setup options yo...

Page 66: ...ord Refer to the Password charts below for guidelines Enter a digit by pressing 1 followed by the digit 3 Press to end the procedure Password charts Lowercase letters Uppercase letters Numbers Special characters a 21 n 62 A 24 N 65 1 11 20 48 b 22 0 63 B 25 0 66 2 12 30 49 c 23 p 71 C 26 P 74 3 13 40 57 d 31 q 01 D 34 Q 04 4 14 50 58 e 32 r 72 E 35 R 75 5 15 60 59 f 33 s 73 F 36 S 76 6 16 70 67 g ...

Page 67: ...r as a single fax message When you archive a fax message both are archived Depending on your system you may have a separate fax number or one extension for both faxes and phone calls Your fax mailbox can have a personal greeting Otherwise the system greets calls with your name or fax number To redirect a fax to another fax number check your fax messages Then request fax delivery and enter the new ...

Page 68: ...9 To Change Your Fax Notification The system can call you at a phone number to notify you when you have new faxes waiting You can set a range of minutes hours and days that a fax message delivery phone number is in effect If changing notification by telephone press to insert a one second pause where you want the system to pause between digits that it is dialing When using Mailbox Manager to change...

Page 69: ...le for both new and old messages After using a quick message action you can continue with the next part of the conversation or take more action on a message For example you can K Enter 3 4 to replay to a message then 3 5 to check the next message K Enter 3 9 to redirect a message After you finish redirecting the message you can enter 3 4 to reply to the original sender After you reply you can ente...

Page 70: ...w old messages 6 Change setup options 7 Switch personal greetings 745 Change your standard greeting 746 Change your alternate greeting 747 Change your busy greeting 748 Change your security code 774 Turn call transfer off 7642 Turn call transfer on 7641 Change the telephone number for call transfer 76414 Turn call screening options off 76415 Add a message group 754 Edit a message group 755 List yo...

Page 71: ...tch personal greetings 745 1 FOR YES 2 FOR NO CURRENT MENU Task Shortcut Repeat the message 3 Save message as new new messages only 30 Check the next message 35 Delete a message 36 Archive a message 37 Hear when the message was sent 38 Redirect the message 39 Exit quickly touchtone telephones only Repeat message Read Caller ID information if available 0 Return Call if allowed by programming 0 1 FO...

Page 72: ...2 When the system greets you enter your personal ID and your security code For Press Skip to end of message 1 Skip to end of message do not hear Caller ID 3 Slower 4 Softer Louder 5 Faster 6 Backward 7 Pause 8 Forward 9 Hear Caller ID if available 0 Return call if available 0 Return call 0 Repeat message Save as new ...

Page 73: ... if required then enter the following shortcuts to do these tasks This feature may not be available at your site Task Shortcut Edit your e mail messages 46 Check old e mail messages 66 Turn e mail totaling on or off 7784 Task Shortcut To receive all your faxes with one call press 45 To receive a fax press 439 To change your fax delivery number or schedule press 7658 To change your fax greeting pre...

Page 74: ... T E G R E E T I N G E D I T B U S Y G R E E T I N G 4 5 6 7 8 9 GROUPS C R E A T E A G R O U P E D I T Y O U R G R O U P S L I S T Y O U R G R O U P S D E L E T E A G R O U P 4 5 6 7 TRANSFER DELIVERY C H A N G E C A L L T R A N S F E R M E S S A G E D E L I V E R Y 4 5 PERSONAL OPTIONS C H A N G E S E C U R I T Y C O D E R E R E C O R D N A M E R E S P E L L N A M E D I R E C T O R Y L I S T I N...

Page 75: ...71 Softkey Menus ...

Page 76: ...72 Softkey Menus ...

Page 77: ...73 Notes ...

Page 78: ...74 Notes ...

Page 79: ...75 Notes ...

Page 80: ...76 Notes ...

Page 81: ......

Page 82: ...of NEC Unified Solutions Inc Dterm is a registered trademark of NEC Corporation EliteMail is a trademark of NEC America Inc TeLANophy is a trademark of Active Voice Inc INT 2013 EM Document Revision 1 For more information contact NEC Unified Solutions Inc 6555 N State Highway 161 Irving TX 75039 2402 www necunifiedsolutions com ...

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