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NEC NEAXMail AD-120, User Manual

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GETTING STARTED

8

NEAXMAIL AD-120 USER GUIDE

To access the NEAXMail Assistant

Use this procedure whenever you access the NEAXMail 
Assistant with your Web browser. NEAXMail Assistant lets 
you manage NEAXMail AD-120 settings, such as greetings, 
call transfer, message notification, and distribution lists.

After accessing the NEAXMail Assistant, you may have to 
enter logon information again, depending on how NEAX-
Mail AD-120 is set up.

To complete this procedure, you need to know the server 
name, and your Microsoft Exchange user name and pass-
word. See your system administrator for more information.

U

SING

 

THE

 NEAXM

AIL

 A

SSISTANT

1

Start Internet Explorer.

2

Type

 

http://<server name>/saweb/aadefault.htm 

(If you do not know the server name, contact your system 
administrator.)

3

Type your Microsoft Exchange user name and password, if required. 
(Use your Microsoft Windows NT

®

 or Windows

®

 2000 user name 

and password, not your NEAXMail AD-120 phone password.) 

TIP  

Add the NEAXMail Assistant site to your list of favorites in 

Internet Explorer, so you do not have to type the Web address 
each time you log on.

Summary of Contents for NEAXMail AD-120

Page 1: ...VOICE UNIFIED MESSAGING SYSTEM VERSION 2 7 User Guide NEAXMail AD 120 ...

Page 2: ... respective owners Licensed under one or more of the following patents U S Nos 4 994 926 5 291 302 5 459 584 4 696 028 4 809 321 4 850 012 4 922 526 4 935 958 4 955 047 4 972 469 4 975 941 5 020 095 5 027 384 5 029 196 5 099 509 5 109 405 5 148 478 5 166 974 5 168 519 5 249 219 5 303 298 5 309 504 5 347 574 5 666 401 5 181 243 5 724 408 and Canadian No 1329852 NEC Unified Solutions Inc Irving Texa...

Page 3: ...fax 31 To check e mail messages in an external mailbox 33 Sending messages 36 To send a voice message 37 To send an urgent message 40 To request a return receipt for a message 42 To send a private message 44 To send a message with future delivery 46 To send a message with an expiration date 48 To send a message to a list of recipients 50 To send a priority broadcast message 52 To send a message to...

Page 4: ...ange message types 95 To change message summary information 97 To change your log on greeting 99 To change the sound that notifies you of new voice messages 100 To change message addressing settings 101 To set up an external mailbox 102 Changing message notification settings 105 To enable or disable a notification device 106 To change a notification phone number 108 To change the address and text ...

Page 5: ...33 To set how calls to a shared phone are announced 135 To set whether calls to a shared phone are screened 137 To record a greeting for a shared phone 139 Working with ViewCall 142 The ViewCall window 143 Connecting or disconnecting from NEAXMail AD 120 145 Managing incoming calls 146 Tracking your call activity 147 Reference numbers and menus 148 Phone numbers names and addresses 149 NEAXMail AD...

Page 6: ...XMAIL AD 120 USER GUIDE Introduction Welcome to NEAXMail AD 120 This section gives you a basic introduction to NEAXMail AD 120 and associated documentation IN THIS SECTION Introducing NEAXMail AD 120 2 About this guide 3 ...

Page 7: ...n your Outlook Inbox along with your e mail messages Fax option You can use a third party fax program to send and receive fax messages from your computer the same way you send and receive other messages with Outlook You can also print your fax and e mail messages to a fax machine from any touchtone phone Text to speech Text to speech lets you hear the text por tion of your e mail messages and meet...

Page 8: ... full featured NEAXMail AD 120 system Some proce dures may work differently for you depending on how NEAXMail AD 120 is set up at your organization Each task includes procedures that relate to the tools you use to work with NEAXMail AD 120 and are marked accordingly Phone Inbox NEAXMail Assistant The NEAXMail AD 120 User Guide includes space for refer ence information on page 149 Write the phone n...

Page 9: ...TRODUCTION 4 NEAXMAIL AD 120 USER GUIDE ABOUT THIS GUIDE The map on page 150 shows the main NEAXMail AD 120 menus available by phone You can print the map as a quick reference for NEAXMail AD 120 features ...

Page 10: ...nd set whether you are listed in the directory You can call NEAXMail AD 120 from inside or from outside your orga nization to enroll Once enrolled you can log on to NEAXMail AD 120 by phone to check and send messages and to change your NEAXMail AD 120 settings IN THIS SECTION To enroll on NEAXMail AD 120 6 To log on to NEAXMail AD 120 7 To access the NEAXMail Assistant 8 To log off the NEAXMail As...

Page 11: ...sword Your system administrator gives you your ID and a tempo rary password if one is required NOTE Depending on how NEAXMail AD 120 is set up at your organization this procedure may not be required USING YOUR PHONE 1 Dial the internal or external NEAXMail AD 120 phone number 2 If you dialed the external phone number press when NEAXMail AD 120 answers 3 Enter your ID if required then press 4 Enter...

Page 12: ...rd Outside your organization NEAXMail AD 120 asks you to enter your ID and may ask you to enter your password USING YOUR PHONE 1 Dial the internal or external NEAXMail AD 120 phone number 2 If you dialed the external phone number press when NEAXMail AD 120 answers 3 Enter your ID if required then press 4 Enter your password if required NOTE You may be able to skip some or all of these steps when y...

Page 13: ...this procedure you need to know the server name and your Microsoft Exchange user name and pass word See your system administrator for more information USING THE NEAXMAIL ASSISTANT 1 Start Internet Explorer 2 Type http server name saweb aadefault htm If you do not know the server name contact your system administrator 3 Type your Microsoft Exchange user name and password if required Use your Micros...

Page 14: ...u log off the NEAXMail Assistant To prevent others from accessing your mailbox settings close your Web browser after you log off USING THE NEAXMAIL ASSISTANT 1 In the NEAXMail Assistant navigation pane click Log off 2 To prevent others from accessing your mailbox settings in Internet Explorer select File Close ...

Page 15: ...e of the tools you can use to manage your messages and NEAXMail AD 120 settings Any touchtone phone Your e mail Inbox NEAXMail Assistant and the Internet IN THIS SECTION Messaging by phone 11 Messaging from your e mail Inbox 12 Working with the NEAXMail Assistant 13 Using the Media Master control bar 15 ...

Page 16: ...nus These menus provide comprehensive instruc tions for new users Brief menus These menus provide abbreviated versions of menus for experienced users In the NEAXMail AD 120 conversation you choose menu options by pressing the corresponding touchtone keys on your phone keypad A map of the NEAXMail AD 120 con versation menus is provided on page 150 Help For conversation Help press 0 on your phone ke...

Page 17: ... ViewMail s voice message form works the same way as an Outlook e mail message form The ViewMail form also has a Media Master control bar which you use to record and play messages see Using the Media Master control bar on page 15 Without ViewMail for Microsoft Outlook a voice message is stored as a WAV file attachment to an e mail message You can listen to the WAV file attachment with the speakers...

Page 18: ...ettings and message distribution lists The site s navigation bar contains the links to your NEAX Mail Assistant pages You click a link to move from one page to another as you make your changes TIP Click the Save icon the disk frequently to save changes as you make them When you have unsaved changes an asterisk appears next to your name as a reminder The asterisk disappears when you click the Save ...

Page 19: ...f the NEAXMail Assistant page Question mark links appear next to settings that have descriptions To see a description click the link Do not use the Back button in your Web browser to return to a page that you viewed earlier Instead use the links in the NEAXMail Assistant navigation bar CAUTION Navigation bar Save icon Page name Help icon Subscriber name Page Help link ...

Page 20: ...s you use the control bar to record names and greetings Use the Options menu on the Media Master control bar to work with other sound WAV files in your recordings The fol lowing sound file options are available New Erase a recording to rerecord Paste Paste a sound recording the same way you paste text in a text file Paste from file Paste another sound file to a recording Copy Copy a sound recordin...

Page 21: ...UIDE USING THE MEDIA MASTER CONTROL BAR Copy to file Copy the recording to a sound file that you name You also use the Options menu to set your recording and playback devices if applicable see To change recording and playback devices on page 72 ...

Page 22: ... to a saved message Once a message has been deleted from the Deleted Items folder it is permanently removed from the system It is a good idea to periodically clear old messages out of your Deleted Items folder If you do not do this you may eventually exceed the stor age limitations of your NEAXMail AD 120 account and may find that you are unable to send any further messages by phone If this hap pe...

Page 23: ...sts You can record a reply to an e mail or meeting request and you can accept or decline meeting requests by phone Settings for the types of messages you hear when you check messages by phone and what you hear in message summaries can be customized in the NEAXMail Assistant TIP Old messages are not deleted automatically Delete unwanted messages frequently to save space USING YOUR PHONE 1 Call NEAX...

Page 24: ...ese keys anytime TASK KEY TASK KEY Repeat Reverse Save Pause or continue Delete Fast forward to end Change volume TASK KEY S TASK KEY Repeat Forward message Save Mark as new Delete Reverse Return call Deliver an e mail or fax to a fax phone number Reply to all Hear summary Reply to sender TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 7 2 8 3 9 5 1 5 2 6 3 7 4 1 8 4 4 9 4 ...

Page 25: ...computer speakers with your multi media software With ViewMail for Outlook Double click a voice message or double click a fax message In the open voice message click on the Media Master control bar to play the message or In the open fax message double click the attached file to start the viewer program on your computer TIP To have voice messages play automatically when you open them on the Outlook...

Page 26: ... message toolbar to handle the message the same way you handle e mail messages Or in the fax message click the print button on the toolbar or click Print on the File menu to print the fax Message toolbar Play Voice message in ViewMail for Outlook Message toolbar Fax file File menu Fax message in ViewMail for Outlook ...

Page 27: ...n send a voice message to the meeting organizer USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press to check your schedule 3 Press to hear today s schedule or press to hear tomorrow s schedule or press to select a day in the future Press a four digit number for the month and day For example for May 7 press You do not need to enter a year 4 Use the following keys to manage your meetings and ...

Page 28: ...e fax option Use these keys anytime TASK KEY TASK KEY Repeat Reverse Accept Pause or continue Decline Fast forward to end Change volume TASK KEY TASK KEY Repeat Mark as new Accept Reverse Decline Deliver meeting message to a fax phone number Tentatively accept Hear summary Forward meeting message TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 7 2 8 3 9 5 1 6 2 7 3 8 4 9 5 ...

Page 29: ... PHONE 1 After listening to the message press 2 Follow the NEAXMail AD 120 conversation to address the forwarded message 3 Press to record an introduction After recording press or press for message options or press to forward the message as is 4 Press for message options or press to forward the message as is 5 Follow the conversation to handle the original message Message options OPTION KEY OPTION...

Page 30: ... names 3 On the Media Master control bar click to record an introduction with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 4 When you finish recording click 5 Add text and attachments as appropriate 6 Click Send Message toolbar Stop Record ...

Page 31: ...r with ViewMail for Outlook you can record a reply only to another voice message from a subscriber USING YOUR PHONE 1 After listening to the message press or if the original message was sent to more than one person NEAXMail AD 120 lets you press to reply to all or press to reply only to the sender 2 Record your reply Press to finish recording 3 Press for message options or press to send the reply ...

Page 32: ...ssage options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 3 2 4 8 ...

Page 33: ...On the Media Master control bar click and record a reply with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 3 When you finish recording click 4 Add text and attachments as appropriate 5 Click Send Message toolbar Stop Record ...

Page 34: ... to another subscriber or to an exter nal caller To return a call to an external caller NEAXMail AD 120 can use caller ID information received from your phone service provider Or you can use NEAXMail Assistant to set up the system to ask your callers to enter their phone number before they are transferred to your extension See To ask callers to enter a callback phone number on page 126 If a return...

Page 35: ...ave been restricted NEAXMail AD 120 tells you if return call is not available The live record feature is not available during a returned call USING YOUR PHONE After listening to a message press to return a call to the person who left the message or With Soft Keys after listening to a message press the Soft Key below the CALL option on the phone display If available the system dials the phone numbe...

Page 36: ... may record a message with their fax This message is called a voice annotation USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press to hear new messages or press to review old messages 3 After you listen to any voice annotation included with a fax an e mail message or a meeting request press 4 Enter the fax phone number 5 Use the following keys to manage your fax messages and to control mess...

Page 37: ...e TASK KEY TASK KEY Repeat Reverse Save Pause or continue Delete Fast forward to end Change volume TASK KEY S TASK KEY Repeat Forward message Save Mark as new Delete Reverse Return call Deliver an e mail or fax to a fax phone number Reply to all Hear summary Reply to sender TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 7 2 8 3 9 5 1 5 2 6 3 7 4 1 8 4 4 9 4 ...

Page 38: ...ch external mailbox See your e mail system administrator or your Internet service provider for this information You must define this information using NEAXMail Assis tant before you can check messages in an external mail box See To set up an external mailbox on page 102 With external mailboxes when NEAXMail AD 120 plays your messages for you it plays your voice messages first then your fax message...

Page 39: ...s to check old messages in an external e mail mailbox 3 If you have more than one external e mail mailbox follow the prompts to select the external mailbox you want NEAXMail AD 120 lists external mailboxes by name in the order you defined with NEAXMail Assistant 4 NEAXMail AD 120 reads the text of each message in the external mailbox 5 Use the following keys to manage your messages and to control ...

Page 40: ...sage Available only if you are using the fax option Use these keys anytime TASK KEY TASK KEY Repeat Reverse Save Pause or continue Delete Fast forward to end Change volume TASK KEY TASK KEY Repeat Mark as new Save Reverse Delete Deliver an e mail or fax to a fax phone number Forward message Hear summary TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 7 2 8 3 9 5 1 6 2 7 3 8 5 9 ...

Page 41: ... to send messages to subscribers at another location IN THIS SECTION To send a voice message 37 To send an urgent message 40 To request a return receipt for a message 42 To send a private message 44 To send a message with future delivery 46 To send a message with an expiration date 48 To send a message to a list of recipients 50 To send a priority broadcast message 52 To send a message to another ...

Page 42: ...ent or type of recipient Spelling mode On the phone keypad spell the name of a subscriber distribution list or if available another loca tion Number mode On the phone keypad enter the number of an extension distribution list or if available another loca tion With ViewMail for Outlook you can use your phone or a multimedia microphone if your computer has one to record messages from your Inbox See T...

Page 43: ...age 4 Press to record the message After recording press 5 Press to send the message or press for message options Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 2 1 1 3 2 4 8 ...

Page 44: ...3 Type recipient names and a subject 4 On the Media Master control bar click and record the message with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 5 When you finish recording click 6 Add text and attachments as appropriate 7 Click Send Message toolbar Addr...

Page 45: ...ft Outlook See the online Help for details USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Follow the NEAXMail AD 120 conversation to address the message 4 Press to record the message After recording press 5 Press for message options 6 Press for special delivery 7 To mark the message as urgent press 8 To send the message press Message options OPTION KEY OPTION KEY Change addressing Se...

Page 46: ...S 41 NEAXMAIL AD 120 USER GUIDE TO SEND AN URGENT MESSAGE Use these keys as you record Use these keys anytime TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 8 ...

Page 47: ...each recipient You can also mark a message for return receipt with Microsoft Outlook See the online Help for details USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Follow the NEAXMail AD 120 conversation to address the message 4 Press to record the message After recording press 5 Press for message options 6 Press for special delivery 7 To mark the message for return receipt press 8 T...

Page 48: ...XMAIL AD 120 USER GUIDE TO REQUEST A RETURN RECEIPT FOR A MESSAGE Use these keys as you record Use these keys anytime TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 8 ...

Page 49: ...e Help for details USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Follow the NEAXMail AD 120 conversation to address the message 4 Press to record the message After recording press 5 Press for message options 6 Press for special delivery 7 To mark the message private press 8 To send the message press Message options OPTION KEY OPTION KEY Change addressing Set special delivery Change ...

Page 50: ...S 45 NEAXMAIL AD 120 USER GUIDE TO SEND A PRIVATE MESSAGE Use these keys as you record Use these keys anytime TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 8 ...

Page 51: ...PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Follow the NEAXMail AD 120 conversation to address the message 4 Press to record the message After recording press 5 Press for message options 6 Press for special delivery 7 To mark the message for future delivery press 8 To send the message later today press For tomorrow press For two days later press or to enter a date press Enter the month using...

Page 52: ...and date press 11 To send the message press Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 3 2 4 8 ...

Page 53: ...or to a distribution list You can set an expira tion date and time by phone You can also set an expiration date with Microsoft Outlook See the online Help for details Setting an expiration time and date is useful when the con tent of a message is relevant only until a certain time and date USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Follow the NEAXMail AD 120 conversation to addre...

Page 54: ...r from 1 to 31 9 Enter the expiration time including the hour and minutes For A M press For P M press 10 To confirm the expiration time and date press 11 To send the message press Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY ...

Page 55: ...g mode or number mode Only you can send messages to your private lists You address messages to private lists only by phone You can address a message to a private list using spelling mode or number mode For public distribution lists your system administrator may have authorized you to send priority broadcast messages See To send a priority broadcast message on page 52 USING YOUR PHONE 1 Call NEAXMa...

Page 56: ...ssage or press for message options Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 1 3 2 4 8 ...

Page 57: ...r special delivery options the NEAXMail AD 120 conversation asks if you want to mark a message as a priority broadcast message If desired you can prevent recipients from skipping or fast forwarding through the message After you mark a mes sage for priority broadcast delivery NEAXMail AD 120 asks whether you want to require recipients to listen to the entire message If you require recipients to hea...

Page 58: ...cribers A recipient cannot mark a priority broadcast message as new You can send priority broadcast messages only by phone You cannot mark a priority broadcast message as urgent or private In Outlook priority broadcast messages are listed as urgent messages The subject line for the message begins with Priority Broadcast USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 If desired switch...

Page 59: ...cipients to play the entire message press 10 Press to send the message Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 6 9 1 3 2 4 8 ...

Page 60: ... or numbers at your organization see your system administrator Press to switch between spelling mode and number mode USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 If addressing in spelling mode spell the location name then spell the subscriber s name or if addressing in number mode enter the location ID then enter the subscriber s extension 4 Press to record the message After record...

Page 61: ...ATION Message options Use these keys as you record Use these keys anytime OPTION KEY OPTION KEY Change addressing Set special delivery Change recording Review message TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 3 2 4 8 ...

Page 62: ...calls only if your phone has a Record key You handle recorded call messages the same way you handle other voice messages When you check messages by phone NEAXMail AD 120 plays recorded call messages along with your other voice messages Your name is listed as the sender When you check messages from your Inbox recorded call messages look like other voice messages Your name is listed in the To and Fr...

Page 63: ...emporaneous with transmission may be illegal in certain circumstances under local laws Legal advice should be sought prior to implementing any practice that monitors or records any phone conversation Some laws require some form of notification to all parties to a phone conversation such as using a beep tone or other notification method or requiring the consent of all parties to the phone conversat...

Page 64: ...nversation language When your organization has more than one language installed on NEAXMail AD 120 you can select the language in which you hear the NEAXMail AD 120 conversation when you log on Your system administrator sets the language in which callers hear the NEAXMail AD 120 conversation NEAXMail AD 120 text to speech language You can select the lan guage in which NEAXMail AD 120 plays your e ...

Page 65: ...ber in directory assistance and when you log on to NEAXMail AD 120 by phone USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 At the tone record your name or press to keep the current recording Use these keys as you record Use these keys anytime TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead 4 3 2 8 ...

Page 66: ...ings in the navigation bar click Name 3 On the Media Master control bar click and record your name with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 4 When you finish recording click 5 Click to save your changes Record Save Stop ...

Page 67: ... 120 directory When you are listed in the directory callers can determine your extension number without assistance from a receptionist USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Press to change your listing status or press to keep your current listing status Use these keys anytime TASK KEY TASK KEY Cancel or back up Skip or move ahead 4 3 3 1 ...

Page 68: ...THE DIRECTORY USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Personal Settings in the navigation bar click Directory Listing 3 Select the List in phone directory check box to be listed or clear the check box to not be listed 4 Click to save your changes Listing status Save ...

Page 69: ...AXMail AD 120 by phone This password is different from the password you enter when you access NEAXMail Assistant by computer USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Enter a new password and press 4 Enter the new password again to confirm it and press Use these keys anytime TASK KEY TASK KEY Cancel or back up Skip or move ahead 4 3 1 ...

Page 70: ...SING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Personal Settings in the navigation bar click Phone Password 3 In the Enter new password box type a password 4 In the Confirm new password box type the password again 5 Click to save your changes Phone password fields Save ...

Page 71: ...ion language only with the NEAXMail Assistant not by phone USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Personal Settings in the navigation bar click Language 3 In the My Language list click the language in which you want to hear the NEAXMail AD 120 conversation 4 Click to save your changes Save Language options ...

Page 72: ... your e mail and calendar can be different from the language you use for the system conver sation You can also set whether NEAXMail AD 120 automatically detects the language used for an e mail message If NEAX Mail AD 120 cannot detect the language in which to read an e mail message NEAXMail AD 120 uses the default text to speech language You can select a text to speech language only in the NEAXMai...

Page 73: ...ant 2 Under Personal Settings in the navigation bar click Language 3 In the My Text to Speech language list click the language in which you want to hear your e mail messages and calendar 4 To have NEAXMail AD 120 automatically determine the language for an e mail or calendar item select Use Auto Detect 5 Click to save your changes Save Language options ...

Page 74: ...hen you access NEAXMail AD 120 by phone Most new subscribers begin with the comprehensive instructions Once you are familiar with NEAXMail AD 120 features you can switch from full menus to brief menus USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Press to switch between full and brief menus Use these keys anytime TASK KEY TASK KEY Cancel or back up Skip or move ahead 4 2 3 1 ...

Page 75: ...TCH BETWEEN FULL OR BRIEF CONVERSATION MENUS USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Playback 3 Under Menu Type click Full menus or Brief menus 4 Click to save your changes Menus Save ...

Page 76: ...set up you can choose your recording and playback devices Recording devices You speak into either your phone or a multimedia microphone if your computer has one Playback devices You hear recordings through either your phone or multimedia speakers if your computer has them You also have a volume control option and an automatic playback option for voice messages in your Inbox IN THIS SECTION To chan...

Page 77: ...enu click ViewMail options 2 Click the Record or Playback tab 3 In the Device list click Phone or the driver for the multimedia device installed in your computer For information on selecting the appropriate driver contact your system administrator TIP Use your phone as the recording device to get the best sound quality in your recordings 4 If you chose Phone click the General tab 5 In the Extensio...

Page 78: ... Phone or the appropriate device driver For information on selecting the appropriate device driver contact your system administrator TIP Use your phone as the recording device to get the best sound quality in your recordings 4 If you chose Phone for your playback or recording device click Options on the menu 5 In the dialog box type your extension and the name of your server If you do not know you...

Page 79: ... the playback volume of other messages In the NEAXMail Assistant you can adjust the playback volume for all of your messages You cannot adjust the recording volume or the playback volume of greetings USING YOUR PHONE While listening to a message press to toggle among these volume settings Press once Increases the volume Press again Decreases the volume Press again Returns the volume to the default...

Page 80: ...L AD 120 USER GUIDE TO CHANGE PLAYBACK VOLUME USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Playback 3 Click Low Medium or High 4 Click to save your changes Volume options Save ...

Page 81: ... begin play ing as soon as you open them in your Inbox Without automatic playback you use the Media Master control bar to play voice messages USING YOUR E MAIL INBOX 1 With ViewMail for Outlook on the Outlook Tools menu click ViewMail options 2 Select the General tab 3 Select or clear the Play voice automatically check box 4 Click OK Automatic playback Save ...

Page 82: ...ndard and closed greetings when you do not answer your phone Busy greeting This greeting plays when you are on the phone The busy greeting overrides the standard closed and internal greetings Alternate greeting This greeting plays to indicate special circum stances such as when you are on vacation The alternate greeting overrides all other greetings You can record your standard closed and alternat...

Page 83: ...e See To record a greeting for a shared phone on page 139 USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 After NEAXMail AD 120 plays your current greeting press to rerecord it or press to choose and rerecord a different greeting Use these keys as you record Use these keys anytime TASK KEY TASK KEY Pause or continue End recording TASK KEY TASK KEY Cancel or back up Skip or move ahead ...

Page 84: ... 4 Click Enabled NOTE When your alternate greeting is enabled it overrides all other greetings 5 Click Record my greeting 6 On the Media Master control bar click and record the greeting with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 7 When you finish recor...

Page 85: ...n the NEAXMail Assistant except the standard greeting which is always enabled USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 After NEAXMail AD 120 plays your current greeting press to enable or disable your alternate greeting NOTE When your alternate greeting is enabled it overrides all other greetings Use these keys anytime TASK KEY TASK KEY Cancel or back up Skip or move ahead 4 1 ...

Page 86: ...ction of the navigation bar click Greetings 3 In the Choose a Greeting list click the greeting you want to enable or disable 4 Click Enabled to make the greeting available to NEAXMail AD 120 or click Disabled to make it unavailable to NEAXMail AD 120 NOTE When your alternate greeting is enabled it overrides all other greetings 5 Click to save your changes Save Greeting list ...

Page 87: ...t click the greeting whose source you want to change 4 Choose a source Use system prompt NEAXMail AD 120 plays a prere corded greeting along with your recorded name for example Sorry your name is not available Record my greeting NEAXMail AD 120 plays your recording Use the Media Mas ter control bar to record your greeting Blank NEAXMail AD 120 plays no greeting 5 Click to save your changes Save Gr...

Page 88: ...ce for an extended period in which you require callers to listen to the entire greeting before they can leave a message You can choose whether or not to let callers skip your greeting by enabling or disabling the Bypass Greeting option USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 After NEAXMail AD 120 plays your current greeting press to enable or disable Bypass Greeting Use these ...

Page 89: ...s section of the navigation bar click Greetings 3 In the Choose a Greeting list click the greeting for which you want to enable or disable Bypass Greeting 4 To let callers skip this greeting select the Bypass Greeting check box or to require callers to listen to this greeting clear the Bypass Greeting check box 5 Click to save your changes Save Greeting list Callers can bypass your greeting ...

Page 90: ...g to leave a mes sage Call transfer You can choose to answer your calls or to have them routed to your greeting Generally call transfer is set to ring a phone either your extension or another phone when you are available to answer calls You likely would transfer calls directly to your greeting when you planned to be out of the office for an extended period such as when you are on vacation When you...

Page 91: ...ailable depends on the type of call transfer your phone system uses See your system administrator for more information USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Call Settings in the navigation bar click Call Transfer and Screening 3 Choose what NEAXMail AD 120 says when you answer your phone Save Announce options ...

Page 92: ...g NEAXMail AD 120 tells you when it connects the call Ask me if NEAXMail AD 120 asks if you want to take the call or have the caller leave a message You can use this setting with the Tell me who the call is for option for example to decline a call for someone you share a phone with You can also use this setting with the Screen calls to me option under Call Screening Settings for example to accept ...

Page 93: ...available depends on the type of call transfer your phone system uses See your sys tem administrator for more information USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Call Settings in the navigation bar click Call Transfer and Screening 3 Choose whether NEAXMail AD 120 screens your calls NOTE To decline your calls and route them to your greeting instead select the Ask me if...

Page 94: ...n the type of call transfer used by your phone system See your system administrator for more information USING YOUR PHONE 1 Access the NEAXMail Assistant 2 Under Call Settings in the navigation bar click Call Transfer and Screening 3 Choose whether callers are put on hold Ask caller to hold NEAXMail AD 120 gives the caller the options of holding or leaving a message Save Holding ...

Page 95: ...SY Put caller on hold NEAXMail AD 120 automatically puts the caller on hold with out the option of leaving a message Send caller directly NEAXMail AD 120 automatically routes the caller to your greeting without the option of holding then prompts the caller to leave a message 4 Click to save your changes ...

Page 96: ...ransfers your callers to Depending on how NEAXMail AD 120 is set up at your organization this option may not be available USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 Press to switch between transferring calls to an extension and to your greeting or press to change your transfer phone number To transfer calls to an external phone number contact your system administrator Use these k...

Page 97: ...fer setting Yes ring my extension Use this setting to have calls ring your extension Yes ring me at Use this setting to have calls ring the extension or phone number you type in the adjacent box To transfer calls to an external phone number contact your system administrator No send directly Use this setting to have calls transferred directly to your greet ing Your phone does not ring 4 Click to sa...

Page 98: ...your callers can leave urgent messages and whether your callers are asked to enter a phone number before being transferred to your extension USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Caller Options 3 Choose what callers can do when they leave messages 4 Click to save your changes Save ...

Page 99: ...he items of summary information you want to hear about messages before or after NEAX Mail AD 120 plays them for example sender date and time Log on greeting You can choose whether NEAXMail AD 120 plays your recorded name when you log on Sound notification You can choose the sound that notifies you at your computer when new voice messages arrive in your Inbox Message addressing You have three optio...

Page 100: ...ays new messages in the following order depending on the types of messages you choose to hear urgent receipts regular receipts urgent voice regular voice urgent fax regular fax urgent e mail regular e mail NEAXMail AD 120 then plays old messages in the same order With fax messages NEAXMail AD 120 plays message sum mary information only ...

Page 101: ...EAXMail Assistant 2 Under Message Settings in the navigation bar click Message Playback 3 Choose the types of messages you want to hear when you check messages by phone To hear the total number of a specific type select that check box To hear no totals clear all check boxes 4 Click to save your changes Save Message totaling ...

Page 102: ...uence number of a message and whether a message time stamp is played before or after the message This information is called the message summary USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Playback 3 Choose the summary information you want to hear about your messages Save Message summary ...

Page 103: ...il AD 120 plays the recorded name of the sub scriber who sent a message Announce message number NEAXMail AD 120 announces the sequential number of a message Announce time stamp NEAXMail AD 120 announces the day date and time that a message was received Select either the before or after check box 4 Click to save your changes ...

Page 104: ...20 greets you by name each time you call the system to log on USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Playback 3 Choose whether to have NEAXMail AD 120 play your recorded name when you log on 4 Click to save your changes Save Play your name ...

Page 105: ...Outlook Tools menu click ViewMail options 2 In the ViewMail Options dialog box click the Notification tab 3 Choose notification options 4 To preview the sound for an option click the corresponding 5 To change the sound for an option click the corresponding Browse button 6 In the Browse Files dialog box choose a sound WAV file then click Open 7 When the ViewMail Options dialog box reappears click O...

Page 106: ... You can set whether you address messages by first name last name or extension number USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Addressing 3 Choose an option for addressing messages 4 Click to save your changes Save ...

Page 107: ...e mail accounts An external mailbox can be on another e mail system such as Lotus Notes or GroupWise or you can check an Internet e mail account Your system administrator must turn on this feature for you Then using NEAXMail Assistant you define a mail box name server name user name and password SMTP server name and SMTP server address for each external mailbox See your Internet service provider f...

Page 108: ... Unassigned mailboxes are listed as New External Mailbox 4 In the Mailbox name field type a descriptive name for the box 5 On the Media Master control bar click and record a name with your recording device Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 6 When you finish recording cl...

Page 109: ...il system 9 In the Password field type the password you use to log on to the external e mail system This field is case sensitive 10 In the Confirm password field type your password again to confirm This field is case sensitive 11 In the SMTP server field type the SMTP server name 12 In the SMTP address field type the SMTP server name 13 Click to save your changes ...

Page 110: ...off by phone and change notification phone numbers for your home phone work phone a pager and a spare phone In the NEAXMail Assistant you can set up notification for your home phone work phone pager and a spare phone plus one additional pager five additional phones and two text pagers Initial setup of a notification device The first time you set up a notification device do all of the tasks in this...

Page 111: ... Assistant Disabling a phone or pager does not delete its settings USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 After NEAXMail AD 120 announces your notification status press the corresponding key for the phone or pager you want to change 4 Press to enable or disable notification to the phone or pager Device options Use these keys anytime OPTION KEY OPTION KEY Pager Work phone Home...

Page 112: ...BLE A NOTIFICATION DEVICE USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Notification 3 Choose the phone or pager you want to change 4 Click Enabled or Disabled 5 Click to save your changes Device list Status Save ...

Page 113: ... For long distance numbers also include 1 and the area code By phone use the key to add 1 second pauses as neces sary Depending on how NEAXMail AD 120 is set up you may not be able to enter certain phone numbers When typing phone numbers in NEAXMail Assistant do not use spaces dashes or parentheses between digits Begin with any access code needed to make an external call for example 9 For long dis...

Page 114: ...ponding key for the phone or pager whose number you want to change 4 Press to change the notification number 5 Enter the new number or press to keep the current number TIP Enter only an extension when you use phone numbers inside your organization for message notification Device options Use these keys anytime OPTION KEY OPTION KEY Pager Work phone Home phone Spare phone TASK KEY TASK KEY Cancel or...

Page 115: ...r These digits could be a password or an access number that you enter to hear messages or an ID required by a pager 6 Choose dialing options for the extra digits Try to detect NEAXMail AD 120 automatically tries to detect a connection to the phone or pager before dialing the extra digits Seconds to wait After dialing the number NEAXMail AD 120 waits this length of time before dialing extra digits ...

Page 116: ...resses to receive notification messages You can optionally specify a return phone number to be included in the text message This is useful because some cell phones allow you to press a but ton that automatically calls the return number If you specify NEAXMail AD 120 as the return number the cell phone will then immediately call NEAXMail AD 120 to retrieve your messages ...

Page 117: ... e mail address of the text pager 5 If desired type the NEAXMail AD 120 external phone number or other return phone number that you want your cell phone to call after receiving notification TIP If you have a text compatible cellular phone that you set up as a text pager you can activate the phone s automatic callback function when this number is displayed 6 Type the notification message you want t...

Page 118: ...ied of USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Notification 3 Choose the phone or pager you want to change 4 Select the types messages you want to be notified of Select which types of messages if any to include in the message count 5 Click to save your changes Save Device list Message types ...

Page 119: ...Message Notification 3 Choose the phone or pager whose schedule you want to change 4 The schedule shows active times as white and inactive time as gray Click the boxes to change between inactive and active NEAXMail AD 120 only makes notification calls during the active hours if you have new messages TIP Use the Copy day s schedule function below the schedule to copy one day s schedule to other day...

Page 120: ...NEAXMail Assistant 2 Under Message Settings in the navigation bar click Message Notification 3 Choose the phone or pager whose notification options you want to change 4 Choose options for the phone or pager Send initial notification NEAXMail AD 120 makes the first notification call this many minutes after a new message arrives Restart notification NEAXMail AD 120 makes a notification call each tim...

Page 121: ...ot answer NEAXMail AD 120 follows your settings for an unan swered device If device is busy NEAXMail AD 120 follows your settings for a busy device If notification fails When NEAXMail AD 120 cannot reach the phone or pager it can call an alternate device that you choose here The alternate device must be enabled it follows its own settings and schedule not the settings and schedule for the device i...

Page 122: ...ipients on the list receive the message NEAXMail AD 120 provides 20 empty lists for you to personalize Only you can access your private lists You can send only voice messages to your private lists and you can send those messages only by calling and logging on to NEAXMail AD 120 You cannot send messages from your Inbox to your private lists IN THIS SECTION To change the name of a private list 118 T...

Page 123: ...ugh 20 After you enter a private list number during addressing NEAXMail AD 120 plays the recorded name so you can confirm that you have chosen the correct list USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Private Lists 3 Choose the private list whose name you want to change 4 Type a name for the list 5 On the Media Master control...

Page 124: ...TO CHANGE THE NAME OF A PRIVATE LIST Phone Pick up the handset when the phone rings wait for the tone then speak into the handset Multimedia microphone Wait for the tone then speak into the microphone 6 When you finish recording click 7 Click to save your changes ...

Page 125: ...e lists cannot be members of a private list However a public distribution list can be a member of a private list Use the Find button to search for each subscriber or public distribution list that you want to add as a member of your private list You can search on the display name full name first name last name or extension You choose a search method in the By box ...

Page 126: ...e subscriber you want to add type the name in the Look for box then click Find TIP Type an asterisk in the Look for box to list all subscribers and public distribution lists in your organization This wildcard character also can be used to search for partial matches for example K results in a list of all names beginning with the letter K 6 To add the name to the list click it in Matching names then...

Page 127: ...RIVATE LIST SETTINGS 122 NEAXMAIL AD 120 USER GUIDE TO CHANGE THE MEMBERS OF A PRIVATE LIST 8 Click Save to save your member changes 9 If you made other changes to the private list click to save your list changes ...

Page 128: ...ers can edit their messages whether your callers can leave urgent messages and whether your callers are asked to enter a phone number before being transferred to your extension IN THIS SECTION To enable callers to edit their messages 124 To enable callers to leave urgent messages 125 To ask callers to enter a callback phone number 126 ...

Page 129: ...messages You can set whether your callers can add to listen to or rerecord their messages USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Caller Options 3 Select Caller can edit the message 4 Click to save your changes Save ...

Page 130: ...gent messages You can set whether your callers can leave you urgent messages USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Caller Options 3 Select Caller can mark the message as urgent 4 Click to save your changes Save ...

Page 131: ... transferring to your exten sion NEAXMail AD 120 can use the phone number for returning a call This option is useful if you do not receive caller ID information from your phone service USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Message Settings in the navigation bar click Caller Options 3 Select Caller can leave callback number 4 Click to save your changes Save ...

Page 132: ...when the shared phone is busy and how calls are announced before they are connected The system adminis trator can record a greeting for the shared phone as well Each subscriber assigned to a shared phone can use NEAXMail Assis tant to change the settings for call transfer call holding and the shared greeting When you change these settings you change them for all subscribers assigned to the shared ...

Page 133: ...ge in your mailbox If the shared phone is busy depending on your setup your callers can either hold or route directly to your greeting to leave a message The shared extension can be set up to allow callers to leave the same message for everyone who shares the phone See your system administrator for more information USING YOUR PHONE 1 When the shared phone rings answer it 2 If asked to accept the c...

Page 134: ...ssage waiting indication is turned on when any sub scriber sharing the phone receives a message Message waiting indication is turned off when none of the subscrib ers has a new message waiting USING YOUR PHONE 1 With the shared phone call NEAXMail AD 120 2 When NEAXMail AD 120 plays the menu that lists each person sharing the phone press the key associated with your name or to check messages for a...

Page 135: ...on Use these keys anytime TASK KEY TASK KEY Repeat Reverse Save Pause or continue Delete Fast forward to end Change volume TASK KEY S TASK KEY Repeat Forward message Save Mark as new Delete Reverse Return call Deliver an e mail or fax to a fax phone number Reply to all Hear summary Reply to sender TASK KEY TASK KEY Cancel or back up Skip or move ahead 1 7 2 8 3 9 5 1 5 2 6 3 7 4 1 8 4 4 9 4 ...

Page 136: ...ther a shared phone rings when you have a call or whether callers are routed directly to your mailbox greeting to record a message USING YOUR PHONE 1 Call NEAXMail AD 120 and log on 2 Press 3 After NEAXMail AD 120 tells you the current status of call transfer to the shared phone press to change it 4 4 2 1 ...

Page 137: ...ANT 1 Access the NEAXMail Assistant 2 Under Shared Extension Settings in the navigation bar click Call Transfer Settings 3 To set the shared phone to ring select Yes ring at shared extension or to route callers to your mailbox select No send directly to my greeting 4 Click to save your changes Transfer settings Save ...

Page 138: ...le you can allow callers to hold or route them directly to the shared greeting to record a message Call holding is available only with super vised call transfers See your system administrator for more information USING THE NEAXMAIL ASSISTANT 1 Access the NEAXMail Assistant 2 Under Shared Extension Settings in the navigation bar click Call Transfer Settings Save Busy call handling ...

Page 139: ...llow callers to choose whether to hold when the shared phone is busy select Ask caller to hold or to put callers on hold automatically select Put caller on hold without asking or to route callers to the shared greeting select Send caller directly to shared extension greeting 4 Click to save your changes ...

Page 140: ... can be set up to announce who a call is for before the call is connected You can also set NEAXMail AD 120 to ask the person who answers a call whether to accept it or route to a mailbox to take a message Announced calls are available only with supervised call transfers See your system administrator for details ...

Page 141: ... NEAXMail AD 120 to play the name of the called party before connecting select Tell me who the call is for To set NEAXMail AD 120 to announce the call before connecting select Announce before connecting caller to me To ask the person who answers the shared phone whether to connect the call select Ask shared extension subscriber if I want to take the call You can select one or more of these options...

Page 142: ...u can set whether NEAXMail AD 120 asks callers to record their name before transferring the call to a shared phone NEAXMail AD 120 then plays the caller s name before connecting the call Call screening is available only with supervised call trans fers See your system administrator for more information ...

Page 143: ... bar click Call Transfer Settings 3 In the Call Screening Settings group to set NEAXMail AD 120 to transfer calls without asking a caller s name select Do NOT screen calls to shared extension subscriber or to set NEAXMail AD 120 to ask a caller s name before transferring a call select Screen calls to shared extension subscriber Ask for the caller s name 4 Click to save your changes Call screening ...

Page 144: ... greeting plays for anyone who reaches the greeting for the shared phone not just for your callers The greeting should include the names of the subscribers sharing the phone and the key to press to reach each per son If callers can press to leave a message for everyone who shares the phone you should include instructions in the greeting See your system administrator for more informa tion USING YOU...

Page 145: ...ort Holiday Greeting 4 In the Greeting list box select the greeting 5 In the Status group to turn on this greeting select Enabled To turn off this greeting select Disabled NOTE You cannot disable the Standard greeting 6 In the Source group to use the default greeting created automatically by NEAXMail AD 120 select Use system prompt or to record a greeting select Record my greeting On the Media Mas...

Page 146: ...E TO RECORD A GREETING FOR A SHARED PHONE 7 To allow your callers to skip the greeting by pressing select Bypass greeting or to require that callers hear the entire greeting before taking an action clear this check box 8 Click to save your changes ...

Page 147: ...y who is calling you You can then either take the call or you can place the call on hold transfer the call to another extension or send the call directly to your mailbox to leave a message ViewCall also displays a summary of your completed calls allowing you to track your phone activity IN THIS SECTION The ViewCall window 143 Connecting or disconnecting from NEAXMail AD 120 145 Managing incoming c...

Page 148: ...irst displayed in the top list and remains there for the duration of the call When the call is completed it is removed from the top list and added to the list of logged calls in the bottom pane The ViewCall window also includes a set of command but tons to allow you to manage your calls Depending on the status of the selected call some of these may be dimmed indicating that they are unavailable fo...

Page 149: ...WORKING WITH VIEWCALL 144 NEAXMAIL AD 120 USER GUIDE THE VIEWCALL WINDOW The ViewCall window ...

Page 150: ...and will display the phone extension that is being managed If you wish you can have multiple instances of the View Call program running on your desktop each managing a different phone extension Click the Connect button to connect ViewCall to NEAXMail AD 120 You will then be prompted to enter your personal ID and security code Click the Disconnect button to disconnect ViewCall from NEAXMail AD 120 ...

Page 151: ...ry also shows the current status and duration of the call and the most recent action you have taken on the call NOTE ViewCall will display caller identification information if available Depending on your system some caller information may be displayed Click the Take Call button to accept the call This will connect the call to your phone Click the Request Hold button to ask the caller to remain on ...

Page 152: ...our exten sion For each call ViewCall records the caller identification information if available the duration of the call and the call date and time NOTE You may want to create more than one call log For example it may be useful to begin a new call log each week or each month Click the Clear Log button to erase the current call log ...

Page 153: ...REFERENCE NUMBERS AND MENUS 148 NEAXMAIL AD 120 USER GUIDE Reference numbers and menus IN THIS SECTION Phone numbers names and addresses 149 NEAXMail AD 120 conversation menus 150 ...

Page 154: ...phone number external_________________________ Personal ID _____________________________________________________ NEAXMail Assistant Web site address______________________________ Server name ____________________________________________________ System administrator s name______________________________________ System administrator s phone number _____________________________ ...

Page 155: ...3 8 4 9 5 1 3 2 Hear new messages Send a message Review old messages Setup options 1 2 3 4 Message options Change addressing Change recording Set special delivery Review message Greetings transfer Change greetings Change call transfer Message settings Change message notification Change fax delivery Change full or brief menus Edit private lists Personal settings Change password Change recorded name...

Page 156: ...EAR MESSAGE SUMMARY 1 2 3 4 3 4 1 4 4 4 5 6 8 9 Press during a message TASK KEY REPEAT SAVE DELETE CHANGE VOLUME REVERSE PAUSE OR CONTINUE FAST FORWARD TIPS CONVERSATION HELP CANCEL OR BACK UP SKIP OR MOVE AHEAD 1 2 3 5 7 8 9 0 Shortcuts TASK KEYS CHANGE GREETINGS CHANGE CALL TRANSFER CHANGE MESSAGE NOTIFICATION FULL OR BRIEF MENUS CHANGE PASSWORD CHANGE RECORDED NAME CHANGE DIRECTORY LISTING STAT...

Page 157: ... call screening about 85 changing 88 call settings 85 call tracking 147 call transfer about 85 changing 91 caller message options 85 changing addressing mode 37 automatic message playback 76 call holding 89 call screening 86 88 call transfer 91 callers message options 93 conversation language 66 67 directory listing status 62 e mail address for text pager 112 greeting source 82 how calls are handl...

Page 158: ...5 D dialing options for extra digits 110 directory listing status about 59 changing 62 disabling greetings 80 notification device 106 E e mail address changing for text pager 112 e mail messages checking 18 22 hearing over the phone 2 enabling greetings 77 80 notification device 106 enrolling on the system 5 6 expiration date setting 48 extra digits notification phone number 110 F fax messages del...

Page 159: ...1 59 changing 69 message notification See notification message number hearing 98 message settings 94 messages adjusting playback volume 74 changing addressing settings 101 changing options for callers 93 changing summary information 97 checking 17 123 127 expiration 48 forwarding 24 future delivery of 46 live record 57 old 17 123 127 options for callers 85 priority broadcast 52 private 44 recorded...

Page 160: ...ring 127 phone calls recording 57 phone number changing for notification 108 playback devices about 71 changing 72 playback volume changing 74 priority broadcast messages 52 priority of greetings 77 private lists about 50 117 addressing messages to 50 changing members 120 changing the name 118 private messages 44 public distribution lists 50 R receipt requested 42 recorded name about 59 changing 6...

Page 161: ...s 129 greeting 139 sound notification changing 100 source greeting 82 spelling mode message addressing 37 standard greeting 77 summary information messages 97 T temporary passwords 59 text pagers setting notification 112 text settings changing for text pager 112 text to speech language 67 text to speech option 2 18 22 time stamp hearing 98 transfer See call transfer U unified messaging 2 urgent de...

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