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NEC EliteMail LX, User Manual

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Archiving Messages by Computer

,

You can archive a message using ViewMail or ViewMail for Microsoft Messaging.

When the number of days to archive reaches zero, the voice message is deleted with other old voice messages.

In the ViewMail mailbox, archived messages appear with an Archive icon. The number of days the voice message
remains archived is displayed in the Archive Days column, which appears before the Phone column in the ViewMail
mailbox.

With ViewMail for Microsoft Messaging, you can see how many days are left for an archived message by opening the
voice message.

,

This feature may not be available at your site.

To archive a message by computer

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 saving messages
ViewMail for Microsoft Messaging, Saving a voice message temporarily
ViewMail for Microsoft Messaging, View columns

As the archive time decreases for a message, you can archive it again, which resets the archive time to the
maximum value.

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Summary of Contents for EliteMail LX

Page 1: ...rmat 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...

Page 2: ......

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

Page 4: ...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 tel...

Page 5: ...ence 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 messag...

Page 6: ...lly 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 informati...

Page 7: ...box 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...

Page 8: ...ges 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 availa...

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...

Page 11: ...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 u...

Page 12: ...ess 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...

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: ...roup 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...

Page 15: ...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 o...

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 ava...

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

Page 18: ...Mail 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...

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: ...nish 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 unti...

Page 21: ...ther 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 canc...

Page 22: ...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 Modi...

Page 23: ...es 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...

Page 24: ...h 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 comput...

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...

Page 26: ...ssage 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...

Page 27: ...l 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...

Page 28: ...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 pro...

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 prom...

Page 30: ...nager 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 rec...

Page 31: ...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 withi...

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: ...em 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 rec...

Page 34: ...nished 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 cont...

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: ...tton 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 record...

Page 37: ...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 gr...

Page 38: ...ly 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 l...

Page 39: ...yback 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 setti...

Page 40: ...ose 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 F...

Page 41: ...dual 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 se...

Page 42: ...nd 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 h...

Page 43: ...nge 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...

Page 44: ...e 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...

Page 45: ...vailable 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 s...

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 sto...

Page 47: ...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 messa...

Page 48: ...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 tur...

Page 49: ...ick 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 cha...

Page 50: ...our 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 ca...

Page 51: ...he 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 Ac...

Page 52: ...em 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...

Page 53: ...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...

Page 54: ...pecial 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 telep...

Page 55: ...r 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 telepho...

Page 56: ...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 Sele...

Page 57: ...n 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...

Page 58: ...essage 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...

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...

Page 60: ...r 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 insi...

Page 61: ...our 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...

Page 62: ...ied 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 exte...

Page 63: ...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 calle...

Page 64: ...des 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...

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...

Page 66: ...rd 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...

Page 67: ...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 c...

Page 68: ...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...

Page 69: ...e 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...

Page 70: ...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 Tu...

Page 71: ...ch 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...

Page 72: ...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...

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 tota...

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...

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: ...f 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...

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