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Mailbox Processing on the Telephone and the Voice Mail Service

For internal use only

A31003-S2330-B690-2-7619, January 2003

3-96

HiPath Xpressions V3.0, User Manual

vms.fm

Operating your Mailbox using VMS

Enable or disable call forwarding

Set a greeting for call forwarding (CF)

Open "Special Functions" menu

0 8

Enable or disable call forwarding

Enter forwarding number and enable call forwarding

Enter forwarding number

Confirm entry

Delete entry

0 *

Cancel the entire process and return to the main menu

Disable call forwarding

0 *

Cancel the entire process and return to the main menu

Open "Special Functions" menu

Select option for setting greeting for call forwarding (CF)

Define purpose of greeting:

Set a greeting for after-hours callers

Set a greeting for callers when your extension is busy

Set a greeting for internal after-hours callers

Set a generic greeting for all callers (alternative case)

Set a greeting for external callers during business hours

Select answering mode:

Only a greeting should be played

Configure answering machine function

Start/stop listening to the set greeting

Start/stop greeting playback

Rewind the greeting by 10 seconds

4 4

Rewind to the start of the greeting

Fast forward greeting by 10 seconds

6 6

Fast forward to the end of the greeting

Quit playback

0 *

Cancel the entire process and return to the main menu

Leave function as is and continue in menu

Delete info service number and continue in menu

Select a greeting:

Select a generic greeting

Summary of Contents for HiPath Xpressions

Page 1: ...User Manual HiPath Xpressions Unified Messaging s ...

Page 2: ...dular design of HiPath Xpressions means that all functions may not be installed on your system The functions described in this manual therefore may not be available Please ask your system administrator if you would like to find out which functions are installed on your system ...

Page 3: ...3 Routing Short Messages to a Mobile Telephone 2 7 2 2 5 Importing the HiPath Xpressions Address Book into Netscape 2 7 2 3 Microsoft Outlook Express 2 8 2 3 1 System Requirements 2 8 2 3 2 Setting up an Account in Microsoft Outlook Express 2 8 2 3 3 Receiving Messages with Microsoft Outlook Express 2 13 2 3 4 Sending Messages with Microsoft Outlook Express 2 14 2 3 4 1 Routing Messages to HiPath ...

Page 4: ... 2 35 2 6 5 3 The HiPath Xpressions Tab 2 36 2 6 6 Callback 2 37 2 6 6 1 Telephone Call To Contact 2 37 2 6 6 2 Calling the Originator of a Message 2 37 2 6 6 3 Calling From the Exchange Address Book 2 38 2 6 7 Playback 2 38 2 6 7 1 Playback on the Telephone 2 38 2 6 7 2 Playback on the PC Sound System 2 38 2 6 8 Short Message Service SMS 2 39 2 6 8 1 Sending an SMS to a Contact 2 39 2 6 8 2 Sendi...

Page 5: ...1 Settings for Unified Messaging 2 64 2 7 1 1 General Settings 2 65 2 7 1 2 Send Form Settings 2 66 2 7 1 3 Unified Messaging Settings 2 67 2 7 2 Sending Fax Messages 2 68 2 7 3 Using the Lotus Notes Fax Printer Extension 2 71 2 7 4 Fax on Demand 2 72 2 7 5 Displaying Received Faxes 2 73 2 7 6 Sending SMS Messages 2 75 2 7 7 Sending Voice Mails 2 76 2 7 8 Replying To a Message Via a Voice Comment ...

Page 6: ... 100 2 8 9 Replying to Messages 2 100 2 8 9 1 Replying with the Original Message 2 101 2 8 9 2 Replying without the Original Message 2 101 2 8 9 3 Deleting Messages 2 101 2 8 10 Options 2 102 2 8 10 1 User Data 2 103 2 8 10 2 Changing a Password 2 104 2 8 10 3 Selecting Languages 2 105 2 8 10 4 Configuring Notifications 2 105 2 8 10 5 Changing the Telephone Password PIN for Telephone Access 2 106 ...

Page 7: ... Notifications 2 126 2 9 11 Creating Distribution Lists 2 131 2 9 11 1 Creating a Private Distribution List 2 132 2 9 11 2 Editing Distribution Lists 2 132 2 9 11 3 Deleting a Distribution List 2 134 2 9 12 Fax Forms 2 135 2 9 13 Time Profiles 2 136 2 9 14 Creating Recordings 2 138 2 9 14 1 Personal Name Recording 2 139 2 9 14 2 Creating and Editing Personal Greetings 2 140 2 9 15 Default Output D...

Page 8: ...or Mailbox Owners 3 33 3 2 7 Call Forwarding Forward Access 3 34 3 2 8 Using the Mailbox with the Mailbox Key Callback Access 3 35 3 2 9 Using your Mailbox for your Mobile Telephone 3 36 3 2 9 1 Call Forwarding for Mobile Phones 3 36 3 2 9 2 Dialing your Mailbox 3 37 3 2 10 A Quick Reference Guide to the Menus and Key Sequences 3 38 3 3 Operating your Mailbox using VMS 3 43 3 3 1 Access Options 3 ...

Page 9: ...ss Universal Access 3 98 4 Fax Mail Service 4 1 4 1 Overview 4 1 4 1 1 Requirements for Sending a Fax 4 1 4 1 2 Requirements for Receiving a Fax 4 1 4 1 3 Fax Cover 4 1 4 1 4 Fax Logo 4 2 4 1 5 Fax Display 4 2 4 2 Sending Fax Messages 4 3 4 2 1 Sending a Sample Fax Message from MS Windows Explorer 4 3 4 2 2 Sending a Fax at Favorable Rates 4 5 4 2 3 Using Fax on Demand Services 4 5 5 Short Message...

Page 10: ...Contents Nur für den internen Gebrauch A31003 S2330 B690 2 7619 January 2003 0 10 HiPath Xpressions V3 0 Operating Manual bhbIVZ fm ...

Page 11: ...phone The mailbox can be maintained from any telephone or any PC with Internet access Every user in the office can be alerted to the arrival of new messages on the telephone by means of the mailbox LED or an acoustic signal Users en route can be alerted via SMS or pag er The HiPath Xpressions server can be used as a mailbox server or as a gateway to other mail systems The various formats are autom...

Page 12: ... fields for operating and configuring the sys tem Depending on the operating system used Windows 2000 NT XP or Windows 98 the screen resolution and PC configuration the appearance of these fields may vary a little This manual describes how to operate your mailbox It tells you which settings you should make on your telephone PABX see Section 1 4 how to administrate your mailbox using a PC with Inte...

Page 13: ...hich numbers you must set as the call forwarding destination 1 5 User specific data This section provides you with an overview of all important user specific or system specific da ta You will always have an overview of all important settings at hand if you note down all of the relevant data here Your system administrator will give you the information you need 1 5 1 Telephone system data 1 5 2 Data...

Page 14: ...cess number for direct access Dial external mailbox service access number for guest access Service access number for callback access Service access number for universal access User name of the HiPath Xpressions user E mail address for the HiPath Xpressions mailbox HiPath Xpressions server name IP address of the HiPath Xpressions server Domain address of the HiPath Xpressions server Server name for...

Page 15: ...Messaging with HiPath Xpressions User specific data You can change your password for telephone access to the mailbox You should not write down this password in the interests of security WebClient URL Online documentation URL HiPath Xpressions address book URL for importing mail clients ...

Page 16: ...Unified Messaging with HiPath Xpressions A31003 S2330 B690 2 7619 January 2003 1 6 HiPath Xpressions V3 0 User Manual User specific data ...

Page 17: ...ual Netscape Messenger see Section 2 2 Microsoft Outlook Express see Section 2 3 Microsoft Outlook in Internet Mail Operation see Section 2 4 Microsoft Outlook in Internet Mail Operation in conjunction with Microsoft Exchange Server see Section 2 5 Lotus Notes see Section 2 7 HiPath Xpressions WebClient see Section 2 8 Client Assistant see Section 2 9 access to fax and voice messages only no e mai...

Page 18: ...tarting the Client Assistant You can ask your system administrator to inform you about your personal HiPath Xpressions user data that you require for mailbox processing tasks on the PC 2 1 HiPath Xpressions Client You will find a description of the HiPath Xpressions client in the manual entitled HiPath Xpressions Unified Messaging Communications Client 2 2 Netscape Messenger The descriptions in th...

Page 19: ...n Netscape Communicator You can use a profile to communicate with a mail box on a mail server You must create a separate profile for every mail server if you are using a number of mail servers Please refer to the description in Netscape Communicator for infor mation on how to create a new profile Start Netscape Communicator Select the Preferences command in the Edit menu Then open the category Mai...

Page 20: ... January 2003 2 4 HiPath Xpressions V3 0 User Manual Netscape Messenger Now click Mail Servers In the Mail Servers window select the Edit option under Incoming Mail Servers and enter the server name and your user name You must select IMAP as the Mail Server Type Confirm with OK ...

Page 21: ...ons listed are not supported and may not be selected Confirm with OK The account for accessing your HiPath Xpressions mailbox is now set up 2 2 3 Receiving Messages with Netscape Start Netscape Messenger to receive messages for the set up e mail account There are sev eral ways of doing this Using Start menu Program Files Netscape Communicator Netscape Messen ger Using Netscape Navigator and select...

Page 22: ...e opened when you click on the attachment with the graphics file thus displaying the fax The graphics file displays the fax If JPEG is set as the graphics format Netscape Messenger will display the fax directly in the message window 2 2 4 Sending Messages with Netscape All messages that you create and send using Netscape Messenger are normal e mail messag es The HiPath Xpressions server can route ...

Page 23: ... SMS addresses 2 2 5 Importing the HiPath Xpressions Address Book into Netscape The HiPath Xpressions address book is provided by your system administrator as a file The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book After this your address book will no longer be automati cally synchronized with the HiPath Xpressio...

Page 24: ...ts Microsoft Outlook Express version 4 72 or higher Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC The relevant graphics software must be installed on your PC to allow fax messages to be viewed A graphics format that is supported by the user s graphics software can be set for each indi...

Page 25: ...03 HiPath Xpressions V3 0 User Manual 2 9 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express The Internet Connection Wizard is started Enter the name that is to appear in the From field in the recipient s inbox ...

Page 26: ...Processing on the PC and the E Mail Service A31003 S2330 B690 2 7619 January 2003 2 10 HiPath Xpressions V3 0 User Manual Microsoft Outlook Express Enter your HiPath Xpressions e mail address in the next window ...

Page 27: ...Path Xpressions V3 0 User Manual 2 11 Mailbox Processing on the PC and the E Mail Service Microsoft Outlook Express Set the name of your incoming mail server to IMAP Enter the HiPath Xpressions server as the incoming and outgoing mail server ...

Page 28: ...7619 January 2003 2 12 HiPath Xpressions V3 0 User Manual Microsoft Outlook Express Enter your HiPath Xpressions user name as the IMAP account name Enter your HiPath Xpres sions password as the password The Log on using Secure Password Authentication option is not supported ...

Page 29: ...sages Voice and fax messages are received as addi tional data in the form of attachments to the e mail An incoming voice message is attached to an e mail as an audio file If you have entered the relevant link for this file type WAV clicking the audio file will start the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If y...

Page 30: ...s distribution lists 2 3 4 2 Fax Messages All e mail messages that you send via the HiPath Xpressions server to a fax address are re ceived by the recipient as fax messages Please refer to Section Fax Mail Service for infor mation on the correct addressing of messages to fax addresses 2 3 4 3 Routing Short Messages to a Mobile Telephone SMS All e mail messages that you send via the HiPath Xpressio...

Page 31: ... Import Address Book Select Text File Comma Separated Values in the Address Book Import Tool window and click Import Addressbook csv for Outlook Express 4 x and Addressbook oe5 for Outlook Express 5 x are provided by the HiPath Xpressions server Enter the import address book and click Next Use the Change Mapping button in the following window to map the text fields and address book fields Clicking...

Page 32: ...Mailbox Processing on the PC and the E Mail Service A31003 S2330 B690 2 7619 January 2003 2 16 HiPath Xpressions V3 0 User Manual Microsoft Outlook Express ...

Page 33: ...ection 2 5 2 4 1 System Requirements Microsoft Outlook 98 version 8 or higher or Outlook 2000 Microsoft Outlook 98 2000 must be installed with the Internet Only option Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC The relevant graphics software must be installed on your PC to allow fa...

Page 34: ... create and send using Microsoft Outlook Express are normal e mail messages The HiPath Xpressions server can route your e mail message fax message or short message to a distribution list fax device or mobile telephone using a special addressing procedure 2 4 4 1 Routing Messages to HiPath Xpressions distribution lists The personal distribution lists defined using the Client Assistant and the publi...

Page 35: ... administrator as a file The import process allows you to copy the current contents of the HiPath Xpressions address book locally into your client address book After this your address book will no longer be auto matically synchronized with the HiPath Xpressions address book leaving you responsible for updating it yourself To import the address book you must perform the following steps Select the F...

Page 36: ...uary 2003 2 20 HiPath Xpressions V3 0 User Manual Microsoft Outlook in Internet Mail Operation Select Comma Separated Values Windows in the Import a File dialog box and click Next Enter the import address book Select the Replace duplicates with items imported option and click Next ...

Page 37: ... time as an Exchange connection 2 5 1 System Requirements Your Exchange server must be connected to the HiPath Xpressions server via a con nector to enable you to receive and send HiPath Xpressions messages with Outlook 2002 Your PC must be equipped with a sound card microphone loudspeakers headset and the relevant playback software to allow voice messages to be processed on your PC The relevant g...

Page 38: ...vant link for this file type WAV clicking the audio file will start the selected player and you can listen to your voice message An incoming fax message is attached to an e mail as a graphics file If you are using graphics software that is linked to the file type of the attachment the corresponding program is opened by clicking the attachment containing this file The graphics file displays the fax...

Page 39: ...the D1 network and 7654321 is the user s number the sign can be omitted 3 Leave the Subject input line blank or enter a message heading for your own archives en tries in this line are ignored when messages are sent to SMS 4 Enter the short message in the designated text input area The message can be up to 160 characters long The system administrator defines the procedures for sending longer mes sa...

Page 40: ... If you want to send SMS messages to one particular user on a frequent basis it is more con venient to add the address to your e mail client s address book Proceed as follows to add an SMS message recipient to the address book 1 Open your e mail client s address book and select the command for creating a new entry The dialog box illustrated above appears 2 Select MRS Address under Select the entry...

Page 41: ...You can use this name to contact the address defined in the next box 6 Enter the address of the recipient in the Address box Please observe the following rules when entering the address Enter the prefix MRS SMS at the beginning of the address Now enter the telephone number of the mobile phone user in the full international format In the example above 49 stands for Germany 171 is the area code for ...

Page 42: ...ft Outlook 97 Outlook 98 Outlook 2000 and Outlook 2002 Outlook XP The CTI func tionality is limited to the simple setup of a connection to the required user no TAPI The HiPath Xpressions Entry Outlook Extensions are extensions for Microsoft Outlook 2000 Outlook 2002 but in comparison to Basic with an improved user interface The CTI function ality is limited as for Basic to the simple setup of a co...

Page 43: ... toolbar Tab in the Tools Options dialog Forms for processing SMS fax and voice messages 2 6 1 System Requirements PC with sound card microphone loudspeakers headset Graphics card with resolu tion of at least 1024 x 768 pixels Windows 95 OEM Release 2 Operating system Windows Millennium Edition Windows 2000 Windows XP Win dows NT or Windows 98 Network connection with TCP IP protocol soft Outlook 2...

Page 44: ...nstalled on your PC with a setup program There are two setup programs One setup program is for installing the Basic version and one setup program is for installing the Entry and Standard versions Note that your server installation does not necessarily support all services offered for Outlook extensions Therefore it is useless for example to install the SMS op tion if the HiPath Xpressions server i...

Page 45: ...o a contact transfer of a short message SMS to the originator of a message transfer of a short message SMS to a mobile telephone from the address book Fax messages sending a fax message to a contact sending a fax message to the originator of a message sending a fax message from the Exchange address book sending a fax message from Microsoft Office applications sending a fax message from Explorer vi...

Page 46: ...S fax or voice to the user Client Assistant starting the Client Assistant The Callback and Address book features are always installed If these extensions have already been installed Microsoft Outlook should be closed down before reinstallation If Microsoft Outlook is not closed down the PC will prompt you to restart the computer at the end of the setup process The address book component can only b...

Page 47: ...emove If the SMS fax or voice components have been selected for installation you should make sure that you delete the installed HiPath Xpressions forms in the Microsoft Outlook Form Manager The Form Manager can be started in Microsoft Outlook under Tools Options Next Advanced Options User forms Custom Forms Manage Forms Personal Forms Library Microsoft Outlook should be closed down before uninstal...

Page 48: ...e first start of Microsoft Outlook after the installation you will be asked for data relating to the connection input forms are also created 2 6 4 1 Network Connection Under Network connection specify whether your PC is connected to the server over a mo dem Dial up or over a local network LAN In During startup of Microsoft Outlook specify whether the dialog should be displayed or not displayed at ...

Page 49: ...e of the option buttons under Playback voice messages via Under User information enter your phone number in its international format In the Server field enter your HiPath Xpressions server s name In the Client Assistant field enter your Client Assistant s URL For E Mail System indicate whether you are using Exchange mail operation or Internet mail operation 2 6 4 3 Phone Number Your phone number i...

Page 50: ...n a form will be created for each in your Personal Forms Library As a result Microsoft Outlook outputs a warning for each form which must be confirmed by clicking Disable Macros 2 6 5 Settings in Microsoft Outlook 2 6 5 1 Activating Deactivating HiPath Xpressions Outlook Extensions The HiPath Xpressions Outlook Extensions can be activated or deactivated after installation in Microsoft Outlook unde...

Page 51: ... 2 6 5 2 Message Format If you are using Internet mail operation you should select plain text as the message format when sending messages Tools Options Mail Format Message Format Send in this message Format Plain Text If you have selected Microsoft Outlook Rich Text as the message format the recipient or HiPath Xpressions server may not be able to read the mes sage ...

Page 52: ...a and sending SMS fax and voice messages Define whether incoming voice messages are to be played back using your PC sound system or on a telephone by selecting one of the radio buttons under Playback voice messages via Under User information enter your phone number in its international format In the Server field enter your HiPath Xpressions server s name In the Client Assistant field enter your Cl...

Page 53: ...dard toolbar If the originator has more than one phone number a drop down menu containing the phone numbers is displayed after you click the button After making your selection you are connected with this phone number 2 6 6 2 Calling the Originator of a Message If you open or select a message in any folder from which the originator s telephone number can be determined you can connect to the origina...

Page 54: ...tting you can listen to the message either on the telephone or over the PC sound system 2 6 7 1 Playback on the Telephone To listen to the voice message on the telephone the Playback voice messages via Phone option on the HiPath Xpressions tab sheet must be selected After you have clicked the Playback button in the toolbar your phone rings If you pick up the voice message is output at the telephon...

Page 55: ...message field The SMS is sent to the mobile phone by clicking the Send button 2 6 8 1 Sending an SMS to a Contact If you have selected a contact who is in a contact folder and has an entry in the Mobile Phone field this number will be transferred to the recipient field if you click the New Short Mes sage button If you have selected a contact who is in a contact folder and has an entry in the Mobil...

Page 56: ...from the Exchange Address Book You can open the Exchange address book by clicking the Address Book button in the stan dard toolbar If you have selected an entry which also has an entry in the Mobile Phone field this number is transferred to the recipient field by clicking the New Short Message button To be able to determine the originator s mobile telephone number they must be en tered as a contac...

Page 57: ... fax address from the Contacts folder You can write the fax message in the message field or add the required documents from the server as attachments The system administrator can tell you which documents can be converted You can send the fax message by clicking the Send button The cover page and logo which you have set using the Client Assistant will be used Note that the address is conclusive for...

Page 58: ...tor has a fax number this number is transferred to the recipient field if you click the Fax Reply button If the originator has more than one fax number a drop down menu containing the fax numbers is displayed after you click the button After you have selected a fax number it is trans ferred to the recipient field 2 6 9 3 Sending a Fax Message from the Exchange Address Book You can open the Exchang...

Page 59: ...le Send To E mail recipient The standard form for messages opens and the document is added as an attachment Enter the fax number in the recipient field Extensions interprets the number as a fax number and the message is sent as a fax message if you click the Send button MS Outlook must be set as the standard e mail program to use the functionality de scribed here This can be configured in Internet...

Page 60: ...on If you want to send a document from your workstation Desktop or Explorer as a fax message click on the file with the right mouse button Then select Send To Mail recipient The stan dard form for messages opens and the document is added as an attachment Enter the fax number in the recipient field Extensions interprets the number as a fax number and the mes sage is sent as a fax message if you cli...

Page 61: ...sages If you receive a new fax message it is displayed in your inbox with a fax icon If you open the message the fax form opens and the Fax tab sheet is displayed The first page of the fax message is shown in the page view on the tab sheet You can print or save the fax mes sage Rotate the current page towards the left or right or zoom in or zoom out and scroll to the previous or next page ...

Page 62: ... B690 2 7619 January 2003 2 46 HiPath Xpressions V3 0 User Manual HiPath Xpressions Outlook Extensions By clicking the Thumbnail View button you can change to the thumbnail view If you click on a page while in thumbnail view the page is displayed in the page preview ...

Page 63: ... Message with Annotations When you Answer a fax message or Forward with annotation you can add anno tations to the page A window containing drawing tools opens if you click the Annotation Tool box You can select a tool by clicking the corresponding tool with the left mouse button Clicking the Transfer annotations permanently button causes all annotations to be trans mitted to the document permanen...

Page 64: ... 2 7619 January 2003 2 48 HiPath Xpressions V3 0 User Manual HiPath Xpressions Outlook Extensions You can change the properties of the relevant tool for example color by right clicking the mouse Annotated pages are identified in the thumbnail view by an annotation symbol ...

Page 65: ...e 2 6 10 1 Specify Modify Remote Station You click Fax on demand The Fax on demand window opens Buttons that are already in use are labelled Buttons that have not been assigned do not have an address To define the remote station right click an empty button The window is expanded to the right Under Name and Phone number enter the name and calling number of the remote station for fax on demand To ch...

Page 66: ... Xpressions Outlook Extensions The window shrinks after you click OK The button is now labelled with the name you specified for the remote station for fax on demand In this way you can now specify the numbers of additional remote stations for fax on demand Close the Fax on demand window by clicking the upper right corner x of the window ...

Page 67: ...y clicking Fax on demand The Fax on demand window opens Now click the button that contains the name of the requested fax on demand remote station The number of the remote station is transferred to the Phone number field at the lower edge of the window At the same time the Retrieve field to the right of this field is enabled By clicking Retrieve the indicated number is dialed thus triggering the fa...

Page 68: ...ions 2 6 11 Voice Messages You can open a form for creating a new voice message by clicking the New Voice Message button in the toolbar Enter the recipient s e mail address in the recipient field By clicking the Start Record button the recording starts and you can speak your voice message into the microphone By clicking the Send button the voice message is sent ...

Page 69: ...ord a voice message using your PC sound system and a microphone It is not possible to record a voice message using the telephone By clicking the Send that you can only record a voice message using your PC sound system and a microphone It is not possible to record a voice message using the telephone By clicking the Send button the voice message is sent Note that you can only record a voice message ...

Page 70: ...ed to the recipient field if you click the New Voice Mes sage button If you have opened a message click Voice Reply If you have selected or opened a message in any folder and the message s originator has an e mail address this number is transferred to the recipient field if you click the Voice Message button If the originator has more than one e mail address a drop down menu containing the e mail ...

Page 71: ...on your PC sound system by clicking the Start button You can stop the playback by clicking the Stop button By clicking the Previous button you can return to the beginning of the message By clicking the Next button you can jump to the end of the message Using the Rewind and Forward buttons you can rewind or forward the message a second at a time Using the and buttons you can se lect a section If yo...

Page 72: ...tart button Using the Rewind and Forward buttons you can rewind or forward the message a second at a time Using the and buttons you can select a section if you have stopped the message playback with the Pause button If you have selected a section you can then play back just this section Using the slider you can select a po sition of your choice anywhere within the message Using the Playback volume...

Page 73: ... 57 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 11 5 Forwarding a Message with a Voice Comment If you open any message e mail fax etc you can add a voice comment and then forward it by clicking the Forward with comments button ...

Page 74: ...Mailbox Processing on the PC and the E Mail Service A31003 S2330 B690 2 7619 January 2003 2 58 HiPath Xpressions V3 0 User Manual HiPath Xpressions Outlook Extensions ...

Page 75: ...h Xpressions V3 0 User Manual 2 59 Mailbox Processing on the PC and the E Mail Service HiPath Xpressions Outlook Extensions 2 6 12 Address Book You can open the address book by clicking the Find button in the Microsoft Outlook stan dard toolbar ...

Page 76: ...he Server field enter your Exchange Server from which the user data should be retrieved The logical val ues entered in the other fields are predetermined and should not be altered You can open the address book settings dialog of the Exchange Server by right click ing the Exchange Server text field button In the Server field enter your Exchange Server from which the user data should be retrieved Th...

Page 77: ... example Business Phone are not displayed Possible cause A Microsoft Outlook process was active during installation Close down and then restart Mi crosoft Outlook The new buttons are not visible By clicking Other Buttons in the right hand border other buttons which are not visible are displayed 2 6 14 2 Problems with Callback and Voice Output Description of error After clicking the buttons Busines...

Page 78: ... voice messages are not displayed in the inbox with the corresponding icon When you open the message it appears in the form for normal e mail messages Possible cause You are using Microsoft Outlook in Internet mail operation but have entered Exchange as the e mail system in the HiPath Xpressions tab sheet To correct the problem enter Internet as the e mail system 2 6 14 4 Problems with the Address...

Page 79: ...the E Mail Service HiPath Xpressions Outlook Extensions 2 6 15 Import from Internet Mail If you own e mail accounts on other servers you can customize the options to allow the e mails in these accounts to be imported into your HiPath Xpressions mailbox Please consult your sys tem administrator in this situation ...

Page 80: ...ing menu Fax mail extension for sending fax messages Fax on demand mail extension for retrieving fax messages SMS mail extension for sending SMS messages Voice mail extensions for sending voice mails and Voice mail annotation mail extension for answering or forwarding messages with voice comments Information on how to use the integrated dialer can be found in Section 2 7 11 Using Telepho ny Functi...

Page 81: ...cessing on the PC and the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 1 1 General Settings Tab Description Administration Contains information on the XPR administration database location and file names Services Displays the alias domains on the Domino server for communication us ing the Xpressions system ...

Page 82: ...e Click the button to import existing address book entries into the fields Signature If you have configured an address signature in the Lotus Notes e mail client you can insert it in your fax message You must enter the file names in this tab Cover Page Here you can set whether a Lotus Notes or an Xpressions system fax cover page should be used Search Here you can specify the address book fields in...

Page 83: ...d the E Mail Service HiPath Xpressions Lotus Notes Extensions 2 7 1 3 Unified Messaging Settings Tab Description Status This tab displays the inbox replication status Activated Yes or No and the masks for which an inbox replication is performed Replication Here you can set the server and database with which a replication should be performed ...

Page 84: ...1 Start the Lotus Notes e mail client by clicking the button 2 Select the Fax menu item in the Create Unified Messaging menu The e mail exten sion for sending fax messages opens in a new window 3 To select a recipient press the Address button and then select the To option The address book opens 4 Select a recipient in the address book and confirm with OK The name and fax number of the selected rec...

Page 85: ...he address book with the Address cc bcc button 6 Enter a topic in the Subject field optional 7 Write your message in the text entry field 8 Once you have entered your fax message you can immediately send this to the specified recipient by clicking the Send button You can assign additional parameters using the Delivery Options button optional prior to sending a fax message The following tables desc...

Page 86: ...n event for which a delivery report should be created The default setting is Only when er ror You will receive the delivery report by e mail Send priority Low Normal High Various options are available for assigning a send priority to a fax message The send priority is preset to Normal Send Date Specify a send date here if you do not want to send the fax message immediately You can enter a date in ...

Page 87: ...on client component For this purpose a fax printer driver is in stalled on the system via which the fax documents created are transferred to the Lotus Notes client After transfer via the fax driver the Lotus Notes client is started and the fax document is dis played with a selected fax form Click the Send button to send the fax The XPR Fax menu item is available in the Actions menu in the Lotus No...

Page 88: ... be requested via the fax on demand function The procedure is similar to that for sending fax messages Proceed as follows 1 To start the Lotus Notes e mail client click the button 2 Select the Fax On Demand menu item in the Create Unified Messaging menu The e mail extension for retrieving fax messages opens in a new window 3 To choose the fax on demand service you must click the Address button and...

Page 89: ...or to retrieving a fax see Section 2 7 2 2 7 5 Displaying Received Faxes Incoming fax messages are opened in a window in which you can use additional functions to view the fax messages Menu item Description Zoom in Zooms into the fax display step by step You can zoom into fax messages in steps of 50 relative to the basic value maximum 11 steps Zoom out Zooms out of the fax display step by step You...

Page 90: ...e for multi page faxes Last fax page The view jumps to the last page of a multi page fax message only available for multi page faxes Fax fit strategy Adjusts the fax message to the size of the window currently opened Full page view The fax message is displayed as a com plete page The page size does not depend on the size of the display window Rotate by 180 Rotates the fax message view by 180 Rotat...

Page 91: ...d dress book opens 4 Select an SMS recipient in the address book and select OK The name and call number of the selected recipient is now automatically entered in the To and SMS Nr address fields 5 You can send a copy of the SMS message via e mail by clicking in the cc or bcc address fields and then selecting one or more recipients in the address book with the Address cc bcc button 6 Enter a topic ...

Page 92: ...sage immediately You can enter additional send parameters via the Delivery Options and Tools buttons pri or to sending an SMS message see Section 2 7 2 2 7 7 Sending Voice Mails Proceed as follows to send a voice mail 1 To start the Lotus Notes e mail client click the button 2 Select the Voice menu item in the Create Unified Messaging menu The e mail exten sion for sending voice mails opens 3 Sele...

Page 93: ... Function Description Playback via the telephone Play back the voice message via the telephone The Position progress bar displays the current position in the tone document relative to the entire duration of the recording irrespective of which medium is used for play ing back the message The total length time position and current status of the playback are displayed in the win dow s status area und...

Page 94: ...wish to attach a voice comment This button opens the Options window in which some of the parameters for voice message playback can be mod ified Telephone Number Your telephone number is displayed in this input line if you have a telephone at your workstation and the telephony functions have been configured Local Telephone Number In this field you can enter the phone number of a connec tion at whic...

Page 95: ...Voice Mail Annotation menu item in the Create Unified Messaging menu The e mail extension for replying to voice mails opens 4 This e mail extension offers the same functions as the mail extension for sending voice messages see Section 2 7 7 5 The recipient s address is already entered in the address field The incoming message text including the document header is displayed in the text entry field ...

Page 96: ...tes Address An XPR Lotus Notes address sets up connection between the Lotus Notes e mail system and the HiPath Xpressions system To send messages comprising different formats for example fax SMS from Lotus Notes to the Xpressions system Lotus Notes addresses Xpressions via an external domain An Xpressions Lotus Notes address must therefore be set up so that it not only holds the user information u...

Page 97: ...Mustermann via the Lotus Notes e mail client Mr Mustermann s fax number is 492404901302 Since you wish to send a fax message FAXG3 is used as the message format NOTESGATE is the name of the external domain Pro ceed as follows 1 To start the Lotus Notes e mail client click 2 Click the New Memo button to create a new message 3 Enter the following address in the To address field 02404123456 FAXG3 NOT...

Page 98: ... can be dialed directly from Lotus Notes The party to be called can be se lected from the Lotus Notes address book 2 7 11 1 Making a Telephone Call Perform the following steps to make a telephone call using the dialer 1 Start the Lotus Notes e mail client 2 You can start the dialer via the Dialer menu item in the Actions Unified Messaging menu 3 Enter the call number of the party to be called in t...

Page 99: ...SMS and voice messages You can for example compose new messages send them as e mails faxes SMS or voice messages receive and reply to e mails faxes SMS or voice messages activate incoming message notification administer messages sort delete and forward retrieve faxes 2 8 2 Help Besides this manual the WebClient provides an online help that you can access any time as soon as the WebClient has been ...

Page 100: ...lient you have to start the Web browser and select the WebClient The WebClient address depends on the configuration of your network Contact your system administrator for the address and note it here if necessary 1 Start your Web browser and if necessary maximize the browser window to screen size in order to get a better overview 2 Enter the start address of the WebClient in the browser s address f...

Page 101: ...lient icon at the top left of the page indicates the current user language For example click the icon with the German flag in the Siemens WebClient International area to switch to German All texts will immediately be displayed in German 2 8 4 3 Navigation Once you have started and logged on to the WebClient see Section 2 8 4 4 you can switch to different pages for convenient use of your mailbox Th...

Page 102: ...ork with the WebClient 1 If necessary switch to the Login page via the Log in link on the left margin of the screen 2 Enter your user name in the User name text field 3 Enter your password in the Password text field 4 Click the Log in button If login has been successful the Inbox page is displayed If login has failed the corresponding notification will be displayed Try again please If login fails ...

Page 103: ...connection This requires that your browser supports 128 bit SSL ci phers Refer to the online help of your browser for more information If the cipher strength is 56 bits or less you will need to update your browser software Please contact your system admin istrator if any problems arise with the SSL The procedure for using Microsoft Internet Explorer and Netscape Navigator is described below SSL vi...

Page 104: ... log off for security reasons 1 Click the Log off link on the left margin of the window You will be logged off and the login page will appear again 2 Close the browser if necessary Automatic Logoff If you leave the WebClient idle for more than ten minutes you will be logged off automatically for security reasons You will have to log in again Ten minutes are the default setting The time that elapse...

Page 105: ...essages The procedure for composing messages is always the same irrespective of the message type The system automatically converts the text that you enter into a format suitable to the message type E mail E mails are not subject to any limitations and are sent as normal unformatted text Fax Fax messages are converted by the system into fax format and then sent SMS A maximum of 140 characters can b...

Page 106: ...lected E mail There are no limitations You can insert all file formats Fax You can insert various image and text file formats The system automatically converts these into fax format The following file formats are currently supported BMP MS Windows Bitmap doc MS Word 2000 epi Encapsulated Postscript Including Preview epsEncapsulated Postscript gif Graphics Interchange Format htm Hypertext Markup La...

Page 107: ...File Format xls MS Excel SMS You can only insert text files in txt format in SMS messages Note that the SMS and text file together must not exceed 140 characters Any additional characters will be de leted during dispatch Voice You can insert text files or voice files in voice messages The following file formats are currently supported WAV MS Windows voice file doc MS Word 2000 Only files of the sa...

Page 108: ...ext field enter the name and path of the file you wish to insert Use the Browse button to search your system for a file 2 Click the Insert file attachment button the file attachment is inserted The attachment s name path and size are displayed 3 Insert other files in the same way as required 2 8 5 4 Deleting File Attachments 1 Highlight the checkbox of the attachments you wish to delete 2 Click De...

Page 109: ... messages from fax on demand providers Fax mes sages retrieved are stored in your inbox on arrival 1 Enter the fax number for the fax on demand in the To text field 2 Enter a meaningful subject in the Subject text field The subject is displayed on the Sent Items page 3 Select FOD Fax on Demand in the Send as list field 4 Send the fax demand 2 8 7 Sent Items This page provides an overview of all th...

Page 110: ...t 2 8 7 1 Checking the Send Status The send status is displayed in the Sent column The send status has the following meaning Icon Description The file was successfully sent An error occurred when sending the file The file was not sent The file is currently being sent The send procedure has not yet been complet ed The message cannot be sent The send procedure will be repeated at a later time ...

Page 111: ... date The messages can be sorted into columns for a better over view 1 Click on the header of the column by which you want your messages sorted The messag es are now displayed in descending order 2 Click the column header again to reverse the order 2 8 7 3 Sending Messages to Additional Recipients The WebClient allows you to specify several recipients for each message 1 Enter the recipient s e mai...

Page 112: ...mn with the checkboxes If individual messages have already been selected the selection can be reversed by clicking the Invert the selection icon 2 8 8 Receiving Messages Inbox The Inbox page provides an overview of all the messages received It contains information on An explanation of the icons used can be found below the message list Type Message type From Originator Subject Subject of message Da...

Page 113: ...n be sorted into columns for a better overview 1 Click on the header of the column by which you want your messages sorted The messag es are now displayed in descending order 2 Click the column header again to reverse the order 2 8 8 2 Reading Text Messages E mails or SMS messages sent to your mailbox are converted into text All text messages can be read in the same way 1 Click the subject of the r...

Page 114: ... displays the number of pages images in the fax message 1 Click on the subject of the fax message One or more pages are displayed as images 2 Click on an image to zoom into the page A new page opens and the fax page is displayed in full size You can now print this page in the usual way In Microsoft Internet Explorer and Netscape Navigator the print function is located in the File menu under Print ...

Page 115: ... answer ing machine and the caller can record a message The message recorded is converted into an audio file WAV format which you can open and play back 1 Click on the subject of a fax message A new page opens with the voice mail data 2 Click the Play link next to the voice mail icon The voicemail is displayed by the server and stored on your computer The Windows media player starts automatically ...

Page 116: ... and how you can open view or edit these files You can open and view some image file formats for example GIF or JPEG using the browser Please contact your system administrator if problems should arise with message attachments 2 8 8 6 Forwarding Messages Incoming messages can be forwarded as often as desired The same options and limitations for sending messages apply to forwarding messages see Sect...

Page 117: ...on column The New mes sage page opens The To and Subject fields are already completed 2 If necessary change the selection in the Send as list field Note the limitations for the re spective message type 3 Enter your reply text in the Message field 4 Click Send to send the reply You will be notified if the transfer to the server was successful 2 8 9 3 Deleting Messages You can delete messages on thi...

Page 118: ... 2 102 HiPath Xpressions V3 0 User Manual webclient fm HiPath Xpressions WebClient 2 8 10 Options You can view your current WebClient View settings and modify them if necessary Some infor mation which can only be viewed but not modified is also displayed Click one of the links to switch to the corresponding page ...

Page 119: ...iPath Xpressions V3 0 User Manual 2 103 For internal use only Mailbox Processing on the PC and the E Mail Service HiPath Xpressions WebClient 2 8 10 1 User Data Your current user data is displayed on this page You can view the data here but not modify it ...

Page 120: ...ent if required For safety reasons the password must contain a minimum of eight characters These may include special characters The Web Client makes a distinction between uppercase and lowercase letters Changing a Password 1 Enter your current password once and the new one twice 2 Click OK The password is immediately changed and a corresponding message is dis played Note For safety reasons you sho...

Page 121: ...ects the cur rent user interface and the language in which the WebClient starts up Selecting Languages 1 Select the required language from the list field 2 Click OK The language is immediately converted and a corresponding message is dis played 2 8 10 4 Configuring Notifications Notification settings for new incoming messages can be made via the Client Assistant user in terface When you click the ...

Page 122: ... You must change your PIN the first time you access your mailbox by telephone The PIN can be made up of any digits from 0 to 9 It must be between 6 and 24 digits in length Changing Personal Identification Number 1 Enter the new PIN twice 2 Click OK The new PIN is now valid and a corresponding message is displayed Operation via the telephone depends on the voice mail system configuration and is not...

Page 123: ...Forwarding You can automatically forward all incoming messages to any e mail address you choose Mes sages cannot be forwarded automatically to a telephone or fax connection Notification is not sent by SMS when forwarding is enabled Enabling forwarding 1 Enable forwarding 2 Select the E Mail service and enter an e mail address 3 Click OK Forwarding is now enabled and a corresponding message is disp...

Page 124: ...8 10 7 POP3 Access Data If you need to you can access your Unified Messaging mailbox through another e mail program such as Microsoft Outlook However please note that a standard e mail program will not give you the full functionality but only the conventional e mail functions and properties The POP access page provides the information required for accessing your mailbox through an e mail program ...

Page 125: ...s help you to configure your person al settings for e mail voice and fax messages to meet your own requirements Depending on the configuration of the Client Assistant some descriptions may differ from the actual possibilities Please consult your system administrator in this situation Overview of Functions Using the Client Assistant you can for example check your user data and add additional inform...

Page 126: ...u can use the Web browsers listed below to operate the Client Assistant Netscape Communicator version 4 72 or higher MS Internet Explorer version 5 0 or higher 2 9 3 Help Besides this manual the Client Assistant provides an online help that you can access any time as soon as the Client Assistant has been started The online help will be opened by clicking the Help link in the upper part of the wind...

Page 127: ...proxy server or activated cach ing This means that old data which is no longer valid is displayed For this reason caching should not be activated unless absolutely necessary The browser should always load the most recent document by bypassing proxy servers This generates the best results Regardless the cache settings must be modified as follows For the cache in Netscape Communicator select Edit Pr...

Page 128: ...browser and if necessary maximize the browser window to screen size in order to get a better overview 2 Enter the start address of the Client Assistant in the browser s address field and push the return button The login page will be displayed in the browser window 3 Enter your user name in the User or mailbox ID number field Alternatively you can en ter your code or mailbox number 4 Enter your HiP...

Page 129: ... The security certificate will now be accepted 4 Afterwards click Yes to accept the certificate The window will close and you can log on as described in the section above SSL via Netscape Navigator 1 Click the SSL link under the buttons A dialog box opens 2 Click Next Next Accept without time limit No warning Next in the window New Netsite certificate The security certificate will now be accepted ...

Page 130: ...en you are no longer using the Client Assistant you should log out for security reasons 1 Click the Logout link in the upper part of the window You will be logged out and the login page will appear again 2 Close the browser if necessary Automatic Logout If you do not use the Client Administrator for more than three minutes you will be logged out automatically for security reasons You will have to ...

Page 131: ...d changes The table of contents on the left margin of the window or the browser s Back button can be used to navigate between the different pag es Additional pages are displayed for some settings to exit these pages use the Back button 1 Click the link on the left margin of the window to switch to the corresponding page 2 Click the Back button if you want to return to the previous page Depending o...

Page 132: ... entries can always be undone and overwritten 2 9 6 3 Saving Modifications Modifications performed in the settings will not become active until they are saved To do this use the Save button at the end of every page On some pages you can save single parameters separately by clicking the Set button If you leave a page without clicking the Save or Set button the original settings will remain You will...

Page 133: ...modify some of the settings depending on the configuration of the Client Assistant The exam ple below shows how in addition to the password and language you can modify or supplement your user data as regards company department phone number etc This information might appear in your fax address header for example The entries are stored in the Xpressions system database and added to your user profile...

Page 134: ...new one twice For safety reasons the password must contain at least eight characters These may in clude special characters The Client Assistant is not case sensitive 3 Click the Save button The window will be closed and your new password is immediately valid You must use your new password the next time you log on 2 9 7 2 Language Selection See Section 2 9 5 3 Selecting a Language 2 9 7 3 Supplemen...

Page 135: ...PC and the E Mail Service Client Assistant 2 9 8 Voice Mail System Settings You can perform various settings for your personal mailbox on this page To change the individ ual settings proceed as described in the following sections Please note that modifications will not become active until you click the Save button at the end of the page ...

Page 136: ...44 Ascending or descending number string such as 12345 or 654321 Contains own telephone or voice mailbox number Contains a vanity number PIN was already used at an earlier time PIN is the same as the default PIN Changing a password 1 Click the Change button A new window opens 2 Enter your current password once and the new one twice 3 Click the Save button The window will be closed and your new pas...

Page 137: ...n long form e g 32323 or 49 89 722 32323 Otherwise enter the number in international for mat The maximum length of the number is 22 digits Enter the number of the desired extension without the CO exit code and prefix 0 but include the country code 2 9 8 4 Mailbox Options You can choose a detailed or a short greeting as well as the relative playback volume for your voice mailbox user prompts Exampl...

Page 138: ...hone key after listening to your greeting the call is forwarded using the specified action You can also define various actions for multiple forwarding and make them available to the caller Configured forwarding options and their destination numbers are displayed in the Number field The corresponding phone key is displayed under Reachable with key s Existing forwarding configurations can be quickly...

Page 139: ...ack in the event of queries These will normally be messages from the Xpressions Server inbox If the Xpressions only available in phone mail checkbox is enabled the system will also consider messages saved in the Xpressions folder or Xpressions inbox window of Microsoft Ex change or Lotus Notes if connected 1 Click the Edit button to specify details for the playback filter A new page opens 2 Select...

Page 140: ...ng Forwarding Specify the different variants actions and phone keys for forwarding on the Forward Access menu page First of all you can decide which call type you wish to forward for example Inter nal calls External calls or After hours greeting If you select Alternate greeting all incom ing calls will be forwarded Now determine the forwarding action and the phone key to be pushed by the caller ...

Page 141: ...s callers access to their mailbox callback access similar to mail box LED on their telephone Supervisor mode Allows switching to any mailbox for example to call up messages there guest access Answering mode Activates the answering mode so that a message can be recorded Mobility number Forwards calls to a pre defined mobility number Operator The operator number is set by default and forwards calls ...

Page 142: ... method of notification The system will then inform you of new incoming mes sages in the desired manner First always use the uniform settings to define whether you want to use the Notification function and at which time intervals the notification should be made Proceed as follows The List of notifications is processed sequentially If a notification does not have a valid time range for example the ...

Page 143: ... by selecting the Enabled option As a default the no tification message is Disabled 3 Under Notification options select the maximum notification interval If for example you have selected 30 minutes in the Min notification interval in minutes list field the system will search your mailbox for new messages every 30 minutes If for example five new messages have arrived during the time interval of 30 ...

Page 144: ...st time that you open the Notification page there are no existing notifications Proceed as follows to create new notifications 1 Click the Create notification button A new page opens where you can select the options and criteria for the new notification 2 In the Notification of new incoming messages area you can select the message type for which you want to receive notification The following optio...

Page 145: ... mailbox LED on your telephone illuminates to notify you E mail notification via e mail If your user database already contains a number or address for a selected device this number or address is automatically entered in the Number address entry field If no da tabase entry is available you must enter the number or address manually 5 If you would like to send a notification to another device click t...

Page 146: ...for 2 00 pm You can define additional time ranges via the Add additional time range button The time ranges are processed sequentially If you want to delete a defined time range you must select it and then click Delete time range 9 In the Days area you can activate the checkboxes corresponding to the days on which you want to use the Notification function 10 Once you have entered all the informatio...

Page 147: ...e marketing team A message that is sent to this distribution list goes to all the recipients named in the group In addition you can activate a setting to allow all messages e mail voice fax or SMS messages to be sent via the tele phone user interface to a distribution list see Section 2 9 11 2 Editing Distribution Lists See Section 3 1 3 for information on how to send messages to a distribution li...

Page 148: ...n the Create new list field 2 Click the Create private list button The new distribution list is created and displayed in the overview The newly created distribution list is still empty Now you can create further non specific distribution lists or you can edit the new distribution list by specifying the members and oth er details 2 9 11 2 Editing Distribution Lists 1 Click the name of the distribut...

Page 149: ...se name thus appears several times in the members list will still only receive a message once Only 50 list entries are displayed for selection at any one time 1 If necessary change the sort criteria for the lists by selecting a different option from the Sort by list field and clicking the Sort button to update the sort action 2 Click the Show next users button to display other entries in the list ...

Page 150: ...2 9 11 3 Deleting a Distribution List You can delete a distribution list at any time if you have the privilege to do so normally this privilege only applies to private lists 1 Click the radio button in front of the desired distribution list to select it 2 Click the Delete list button A security prompt appears 3 Confirm the security prompt The selected distribution list is deleted ...

Page 151: ...e the available fax forms in the pre view but you cannot create new fax forms Selecting fax forms 1 Click the fax form in the list First page or Following pages A new window will open and you will see the image of the fax form 2 Click in the radio button of the desired fax form and then on the Set as Default button to take the selected fax form for future faxes 3 Click Do not use a fax form if you...

Page 152: ...day by selecting the day and assigning the appropriate greeting or greeting option to it If you want to use the same time profile for the entire week just create a time profile for Monday and select the Use monday settings for whole week option With the Use system standard settings option you select a system wide time profile that your administrator has created Dur ing any time periods you have no...

Page 153: ...ample within the company external call Select the greeting that should be played when the incoming call is an external one for example a call from another country when busy Select the greeting that should be played when your telephone is busy and a call comes in Alternate greeting The system plays an alternate greeting no matter what type of call internal external busy comes in If you set up a gre...

Page 154: ... Client Assistant 2 9 14 Creating Recordings You can record several greetings and create a personal name recording as well as creating a name recording for a distribution list for your mailbox To make the recording you may use a mobile phone or the telephone at your workstation for example In addition you can use a voice file created especially for this purpose ...

Page 155: ...ecording 1 Activate the Personal name recording option 2 The Select a method allows you to decide whether to record the name recording via the telephone default setting or whether to use an already existing name recording voice file You can select the relevant file via the Browse button 3 Click Create If a previously recorded message is selected this will be used as the personal greet ing This com...

Page 156: ...c onds above the buttons and also on the positioning bar 11 If you are satisfied with the recording click the Exit button 12 Click Save to accept the recording The recording is added to the list of existing recordings If you are not satisfied with the recording you can delete it now 2 9 14 2 Creating and Editing Personal Greetings Creating Greetings Up to nine personal greetings can be recorded To...

Page 157: ...ngs 1 Select the greeting you want to delete from the list 2 Click the Delete recording button You are prompted to confirm the deletion 3 Click OK The selected greeting will be deleted 2 9 15 Default Output Devices The Default output devices page allows you to change the name of the printer for automatic output of incoming faxes and to change the default output devices Please check the time profil...

Page 158: ... in HiPath Xpressions are listed here If incoming faxes are not to be automatically out put to a printer select No copy from the list box To activate the automatic output option select a printer from the list box Default printer Select the network printer on which your incoming fax messages are to be printed This printer will be activated if you output a fax or e mail message to your default print...

Page 159: ...se only Mailbox Processing on the PC and the E Mail Service Client Assistant 1 Click Link to WebClient A new window opens 2 The Inbox page opens in the new browser window You can now navigate and work in the normal way in the WebClient Refer to Section 2 8 for information on how to operate the WebClient ...

Page 160: ...Mailbox Processing on the PC and the E Mail Service For internal use only A31003 S2330 B690 2 7619 January 2003 2 144 HiPath Xpressions V3 0 User Manual ca_ba fm5 Client Assistant ...

Page 161: ...il or VMS using any telephone a telephone that is connected to the tele phone system in your organization or an external telephone a telephone that sets up the con nection to the telephone system in your organization via a CO code The following sections describe the entire range of functions The range of functions has been restricted on your system if you are unable to access all services You will...

Page 162: ...umber when you are sending messages Alter natively you can enter a distribution list number that you have created or you can use a public distribution list that has been created by the system administrator A distribution list contains users or more distribution lists You can manage your distribution lists using the telephone and using the Web based configuration interface see Section 2 9 11 Creati...

Page 163: ...ign the printer yourself using the Web based configuration interface Section 2 9 15 Default Output Devices or have the sys tem administrator perform this task 3 1 6 Default Fax Device You can define any fax address as your default fax device This will make it easier to output e mail and faxes when you access your mailbox through the telephone You can define the fax device yourself using the Web ba...

Page 164: ...vileges are required to initiate a broadcast call or broadcast message Broadcast call and broadcast message distribution lists are provided by the system administra tor 3 1 8 3 Private and Public Distribution Lists You normally enter the recipient s telephone number when you are sending messages Alter natively you can enter a distribution list number Every distribution list contains a particular g...

Page 165: ...ouncements The announcement is repeated after a few seconds if you do not push any key when prompted to do so To hear a prompt again simply wait until it is repeated This is useful for example if you did not hear the announcement properly If an announcement is played a second time you will automatically be advised on how to find Help information on using PhoneMail If you fail to push any key after...

Page 166: ... VMS You have opened a submenu and want to quit this menu and return to the main menu You can use this key combination as an Escape function in the event that you get lost in the system In other words if you find yourself in the awkward situation of no longer knowing where you are in the menu you can use the Escape function to return to a defined state from where you are continue your operations R...

Page 167: ... or Universal Ac cess for more information about guest access mode This access option is not available if the voice service is deactivated You can dial an external mailbox and access your own mailbox universal access This is the same as guest access with the additional option of being able to access your own mailbox You can re direct callers who dial your extension to your mailbox forward access C...

Page 168: ...mpts for the principles of user prompts You will find a graphic overview of all menu functions in Section 3 2 10 A Quick Reference Guide to the Menus and Key Sequences 3 2 2 Using your own Mailbox Direct Access You can dial your own mailbox using the service access number for the direct access option Enter your phone number and your password You now have unlimited access to your mailbox You can re...

Page 169: ... for forward access optional the private distribution lists the user prompt language only if several languages are installed on the server op tional the types of messages that are to be processed using the telephone you can specify for example that only voice messages and fax messages are to be processed and that no e mails are to be processed set up a connection to another user or to the switch 3...

Page 170: ...clude the entry by pushing the pound key Enter your personal password Conclude the entry by pushing the pound key 3 Listen to retrieve messages push 3 For additional prompt information in this situation see Section 3 2 3 1 Listening to Retrieving Messages 1 Record send messages push 1 For additional prompt information in this situation see Section 3 2 3 4 Recording and Sending Messages 8 Change an...

Page 171: ...he initiation of rules or shift operations on the e mail client server Inbox Incoming messages are automatically placed in this default folder Saved Messages folder This folder contains saved messages Outbox messages This category includes messages that you recorded during the current connection session see Section 3 2 3 4 Recording and Sending Messages These messages are sent when you terminate t...

Page 172: ...uncement that informs you what categories of messages you have You also receive information on how many messages are saved in your mailbox according to un read read and waiting to be sent and how many of each type there are voice mail fax e mail If you activated the inclusion of the Xpressions folder the announcement will start with the name of the currently processed folder If you have configured...

Page 173: ... header You can also output the fax message or e mail to an external fax device provided your system administrator has enabled this option To do this dial the trunk seizure code normally 0 in front of the telephone number 3 Skip message header and go directly to message push 3 2 Skip message and play next message header push 2 7 2 Jump back to previous message header push 7 and then push 2 1 Outpu...

Page 174: ... message push the star key then push 6 7 1 Play back message details push the star key 7 and 1 in succession 7 3 Repeat message playback push the star key 7 and 3 in succession 7 7 Repeat associated message header push the star key 7 and 7 in succession 7 8 Repeat eight seconds of the message or three lines in e mails push the star key 7 and 8 in succession 9 1 Jump ahead to next message category ...

Page 175: ...ush 3 4 Save message push 4 6 Delete message push 6 Jump to next message push the pound key The next saved message is now played 1 Reply to message push 1 You can subsequently record a reply message See Section 3 2 3 4 Recording and Sending Messages for information about recording messages You can only use this option for messages that were sent by another mailbox user 9 Forward a message push 9 Y...

Page 176: ... send message push 1 See Section 3 2 3 4 Recording and Sending Messages for informa tion about recording messages 2 Change recipient push 2 3 Change send options push 3 To change the send options please refer to Section 3 2 3 4 Recording and Sending Messages 6 Delete send message push 6 1 Push 1 The system now prompts you to enter the required recipient number Enter the recipient s number This can...

Page 177: ... the extension number or distribu tion list number to be deleted Enter the recipient s number Conclude the entry by pushing the pound key You can now delete an additional recipient number or Enter the name of the recipient by selecting the letters that are assigned to the number keys Conclude the entry by pushing the pound key You can now delete an additional recipient name or 7 Cancel the functio...

Page 178: ...ent and hear the beep for recording the message Record the message Control and correction options are available during the recording of the message see Section 3 2 3 4 During the recording process You will hear a beep 10 seconds before the recording process is con cluded Any pauses at the start or end of the recorded voice message are de tected by the system and deleted Once the message has been r...

Page 179: ...cipient you can send the message using special options The following options are available Pause recording process push the star key 1 Resume paused recording process push 1 6 1 Pause delete and repeat recording process push the star key 6 and 1 in succession 6 Pause delete and cancel recording process push the star key 6 and the pound key in succession 7 3 Pause recording and check recorded messa...

Page 180: ...gs and answering mode Callers who are forwarded to your mailbox hear a greeting a system greeting is set by de fault You can select the following types of greetings from a maximum of nine greetings that you have recorded sorted according to priority 1 request once off future delivery push 1 or 2 request multiple future delivery push 2 You now have the following options 2 1 re send message every we...

Page 181: ...rom leaving messag es is practical for example if you are non contactable for a long period of time In this sit uation you should provide a message to alert callers to this fact Forwarding calls to your personal PhoneMail referral extension You can set your personal PhoneMail referral extension If you have set Greeting only as the answering mode the caller will be re directed to your referral exte...

Page 182: ...indicating that extension is busy push 2 or 3 change greeting for internal callers push 3 or 4 change greeting for external callers push 4 or 5 change after hours greeting push 5 1 Change personal greeting push 1 The system prompts you to enter the greeting number after you have pushed 1 Enter the number of the personal greeting You now have the following options 1 Re record personal greeting push...

Page 183: ...name 4 Permit callers to leave messages push 4 or 6 Prevent callers from leaving messages push 6 8 In the main menu push 8 to access the answering options 3 In the menu for changing the answering options push 3 You now have the following options 1 Change referral extension number push 1 or 4 Cancel keep referral extension push 4 The system prompts you to enter the referral extension number after y...

Page 184: ...nection The 78 key sequence for playing back the last eight seconds of the recorded messages is not permitted End the recording process push the star key and then push the pound key 8 In the main menu push 8 to access the answering options 5 In the menu for changing the mobile phone number push 5 You now have the following options 1 Change mobile phone number push 1 or 2 Enable function push 2 or ...

Page 185: ... users User prompts You can choose between shorter and more detailed user prompts Experienced users can set shorter system greeting texts if the short user prompt option is selected The system prompts you to enter the mailbox deputy number if you have pushed 1 Enter the mailbox deputy number and confirm your entry with the pound key or Enter the name of the referral extension by selecting the lett...

Page 186: ...ent volume levels You can choose to have the messages in your Inbox played back without any user inter vention However you can interrupt the message playback at any time by pushing a key Faxtone detection You can activate or deactivate faxtone detection in forward access mode provided this has been enabled in the system This enables callers to send faxes as well as voice messages to your mailbox i...

Page 187: ... options 1 Create new distribution list push 1 or 3 Change new distribution list push 1 Enter the distribution list number and confirm the entry with the pound key The following options are available after you have entered the distribution list number 1 Change distribution list name push 1 or 2 Add numbers to distribution list push 2 or 3 Check numbers in the distribution list push 3 or 6 Delete n...

Page 188: ...e following options 6 Delete distribution list push 6 Enter the distribution list and confirm the entry with the pound key The following options are available after you have entered the distribution list number 4 Cancel delete operation push 4 or Delete distribution list and continue push the pound key 9 In the main menu push 9 to access the mailbox options 2 In the menu for changing the mailbox o...

Page 189: ...2 2 1 Select text pager 1 push 2 and then push 1 2 2 Select text pager 2 push 2 and then push 2 again 3 1 Select company telephone push 3 and then push 1 3 2 Select home telephone push 3 and then push 2 3 3 Select additional telephone push 3 and then push 3 again 4 2 Select additional telephone 2 push 4 and then push 2 4 3 Select additional telephone 3 push 4 and then push 3 4 4 Select additional ...

Page 190: ...essages first push 1 or 3 2 Older messages first push 2 or 3 Keep current presentation sequence and return to the main menu 5 5 Increase volume push 5 or 5 8 Reduce volume push 8 or 5 Keep current volume and return to the main menu 7 1 Enable automatic message playback push 1 or 7 2 Disable automatic message playback push 2 or 7 Keep the current playback option and return to the main menu 9 In the...

Page 191: ...Process fax messages optional yes no push 2 3 Process e mails optional yes no push 3 Push the keys for the required options in succession for example 1 and 3 After you have pushed one or more keys the announcement indicates whether the selected message type is activated or deactivated Confirm and return to the main menu or Cancel and return to the main menu When setting whether old and new or only...

Page 192: ... the telephone number After listening to a new or old message you can enter 70 to connect directly to the originator of the message see Section 3 2 3 2 Options available after messages have been heard 7 push 7 in the main menu see Section 3 2 3 Options in the Main Menu You now have the following options 0 Call user push 0 or Cancel and return to the main menu or 6 Terminate the mailbox connection ...

Page 193: ... a message Control and correction options are available during the recording of the message see Section 3 2 3 4 During the recording process You will hear a beep 10 seconds before the recording process is concluded Any pauses at the start or end of the recorded voice message are detected by the system and deleted The following additional options are available during the recording process Enter the...

Page 194: ... 4 1 Changing Answering Options or which actions you have defined in the Web based configu ration interface You can also have fax calls received at your extension see Section 3 2 4 2 Changing Mailbox Options These messages are also saved in your mailbox You have the same options as those available with guest access if you dial an extension num ber and the user has configured call forwarding on his...

Page 195: ... mailbox Your system administrator must have configured this At least one new message must be located in your mailbox You can only use the callback access service from your own extension or your own mobile phone provided that the latter is known to the server Enter the service access number for the Callback access option Please consult your system administrator if you do not know the access number...

Page 196: ... Call Forwarding for Mobile Phones You can set your mobile phone to re direct calls to your mailbox To do this use the call for warding function you can normally choose between automatic call forwarding and conditional call forwarding on mobile phones for example if your extension is busy or cannot be reached Please consult your mobile phone operating instructions for information on how to set up ...

Page 197: ...allback access Enter the service access number for the direct access option including the CO number of your company Please consult your system administrator if you do not know the access number Enter your own telephone number Conclude the entry by pushing the pound key Enter the number of the telephone at your workstation and not the num Enter your own name by selecting the letters that are assign...

Page 198: ...e 1 2 Output fax message e mail to any fax device 3 Pause message playback go directly to message 7 2 Jump to message header of previous message 2 Jump to message header of next message Pause message playback 3 Resume paused message playback 2 Jump to message header of next message 4 Pause message playback save message 6 Pause message playback delete message 7 1 Play back message details 7 2 Jump ...

Page 199: ...reply 6 9 Delete played message and forward 6 7 0 Delete played message and call message originator 7 3 Repeat played message 1 1 Re record played Outbox message 1 2 1 Played Outbox message Add recipient numbers 1 2 6 Played Outbox message Delete recipient numbers 1 2 9 Played Outbox message Check recipient numbers 1 3 1 Played Outbox message Request receipt 1 3 2 Played Outbox message Mark as pri...

Page 200: ...ccess Key sequence Function 8 1 1 1 Set alternative greeting Change greeting 8 1 1 4 Set alternative greeting Accept messages 8 1 1 6 Set alternative greeting Do not allow messages to be left 8 1 2 1 Set greeting to indicate busy extension Change greeting 8 1 2 4 Set greeting to indicate busy extension Accept messages 8 1 2 6 Set greeting to indicate busy extension Do not allow messages to be left...

Page 201: ...2 Change private distribution list Add phone numbers 9 1 3 3 Change private distribution list Check phone numbers 9 1 3 6 Change private distribution list Delete phone numbers 9 1 6 4 Delete private distribution list Cancel 9 1 6 Delete private distribution list Confirm 9 1 9 Check private distribution list 9 2 2 Switch prompt level to short user prompts 9 2 1 Switch user prompts to detailed promp...

Page 202: ...y 2003 3 42 HiPath Xpressions V3 0 User Manual Operating your Mailbox with PhoneMail Connection 9 7 Change user prompt language 9 8 1 Playback options message type 9 8 2 Playback options old messages Key sequence Function 7 0 Call user 7 6 Terminate mailbox connection 7 Cancel and return to the main menu ...

Page 203: ...ind more information about direct access mode under Appendix Using your own Mailbox Direct Access Own Mailbox Code You can dial an external mailbox guest access and universal access External mail box code Dial the service access number of the mailbox for guest access or universal access and dial the extension number of the required user You can leave a message in the user s mail box or be transfer...

Page 204: ... are using your mailbox for the first time and a password entry prompt is configured you will either enter the default password that you have been assigned or you will be prompted to define a new password if this option has been configured in the system To pro tect your data you should immediately change the default password that you have been as signed see Section 3 3 2 11 Define and change the p...

Page 205: ...ion to another user or to the switch 3 3 2 2 Dialing your own Mailbox You can dial your own mailbox from your own telephone and from any other internal or external telephone of your choice If you are dialing your mailbox via the public telephone network dial the CO number of your organization first followed by your service access number Enter the service access number for the direct access option ...

Page 206: ... heard messages of the various mes sage groups will be played back starting with the last message group and the oldest message The new messages of the various message groups will then be played back starting with the last mes sage group and the oldest message Push 0 and then push 4 0 6 Restores the basic setting see above of the playback order Push 0 and then push 6 4 Rewind the recording by 10 se...

Page 207: ...he number of new and old messages in the various message groups stored in your mailbox New messages are messages that you have not yet played back from start to finish Old messages are messages that you have already played back from start to finish but not deleted yet Key Function 3 Play back and edit incoming messages Inbox see Section 3 3 2 5 1 Record and send new message and edit sent messages ...

Page 208: ...n menu Push 0 and then push the star key 1 Record a new message and send it to one or more recipients multi address distribution Push 1 0 3 Automatic playback of incoming messages This function allows the incoming messages to be automatically played back in sequence with the associated send information message head er Push 0 and then push 3 0 4 Reverse the currently set playback order The followin...

Page 209: ...the newest message Previously heard messages of the various message groups will then be played back starting with the first message group and the new est message Following this entry previously heard messages of the various message groups will be played back first starting with the last message group and the oldest message The new messages of the various message groups will then be played back sta...

Page 210: ...h 7 8 Forward the message Push 8 0 7 Connect to the originator Push 0 and then push 7 0 2 Connect to a user Push 0 and then push 2 2 Mark message as unread only possible if the message has been played back from start to finish Push 2 Delete message only possible if the message has been played back from start to finish Push the pound key 9 1 Listen to all recipients AN and CC fields of an e mail me...

Page 211: ...a single digit figure Example Entering a 3 rewinds a voice message by three minutes Example Entering a 5 rewinds an e mail message by five sentences 6 Fast forward the recording by 10 seconds voice message Fast forward the text by three sentences e mail message Push 6 6 6 Fast forward to the end of the recording voice message Fast forward to the end of the text e mail message Push 6 twice in quick...

Page 212: ...tion push the pound key 0 9 Enable or disable user prompts This function disables the spoken announcements Calling this function a second time re enables the spoken announcements Push 0 and 9 in succession 1 Record a new message and send it to one or more recipients multi address distribution Push 1 Select a distribution list see Section 3 3 2 8 Enter the code number for the distribution list and ...

Page 213: ...ing a new distribu tion list code or call number immediately afterwards Push the pound key The standard operating steps are now available for recording and editing your message see Section 3 3 2 3 Default Edit Options 1 Start stop recording of new message Push 1 5 Special delivery options See Section 3 3 2 6 Special send options Push 5 Start delivery Push the star key or 0 Cancel the entire proces...

Page 214: ...hout comments to one or more recip ients push 8 The procedures for selecting a recipient or a distribution list are the same as those described in Section 3 3 2 5 The following options are available if you want to send a new message now to the Inbox Once you have entered the distribution list s or recipient number s the standard operating steps for recording and editing your message are available ...

Page 215: ...try was incorrect Delete the recipient call number entry Push the pound key You can resume the process of entering a recipient call number immediately afterwards or 0 Cancel the entire process and return to the main menu Push 0 and then push the star key 1 Output on default fax device provided this has been defined Push 1 2 Output on default printer provided this has been defined Push 2 3 Enter th...

Page 216: ...proceed as described under b in Section 3 3 2 6 4 Record a new message and send it using the Broadcast call fea ture Push 4 and proceed as described under c in Section 3 3 2 6 Scroll previously sent messages Push the star key and proceed as described under d in Section 3 3 2 6 0 4 Reverse the currently set playback order see Section 3 3 2 3 for more information Push 0 and then push 4 0 6 Reverse t...

Page 217: ... Mark message as Urgent Push 3 4 Request future delivery Push 4 Enter the required time of delivery Enter the delivery time and push the star key to conclude the entry If the entry was incorrect delete the delivery time Push the pound key You can resume the process of entering the time of delivery immediately afterwards 5 Send the message again Push 5 1 Send the message again in one week Push 1 2 ...

Page 218: ...age feature Push 2 Select a broadcast distribution list Enter the code numbers of the broadcast distribution list and push the star key to conclude the entry If the entry was incorrect delete the entered code numbers of a broadcast distribution list Push the pound key You can resume the process of entering the code numbers of the broadcast distribution lists immediately afterwards Once you have en...

Page 219: ...he entered code numbers for the broadcast call list Push the pound key You can resume the entry of the code numbers for a broadcast call list immediately afterwards Once you have entered the distribution list s the standard operating steps for recording and editing your message are now available see Section 3 3 2 3 Default Edit Options 1 Start stop recording the broadcast call Push 1 Activate broa...

Page 220: ...n options for recording and sending a dictation The following options are available for recording dictations 5 Status query play back message header Push 5 8 Extend the request Push 8 Delete message Push the pound key 1 Send new message Push 1 Note Special privileges are required for recording and receiving dictations These privileg es are assigned by the system administrator Enter the mailbox num...

Page 221: ...of the message 5 Play back announce status report position in the dictation Push 5 6 Fast forward the dictation by x minutes Push 6 and enter the minutes Permitted number ranges for x 1 to 5 and 7 to 9 Note The input format for the number of minutes to be rewound is a sin gle digit figure Example Entering a 1 fast forwards the dictation by one minute Entering 66 is not possible since this combinat...

Page 222: ... for the distribution lists as follows Select 5 in the main menu to edit a distribution list Section 3 3 2 3 Default Edit Options To select the distribution list type see also Section 3 1 8 3 select 7 or 9 The following user inputs are permitted once you have selected the distribution list type Delete dictation push the pound key 0 Cancel the entire process and return to the main menu Push 0 and t...

Page 223: ...r the first user number into the new distribution list Enter the new number into the new distribution list and push the star key to conclude the entry Remark You can enter all of the required numbers into the distribution list by repeating this procedure If the entry was incorrect delete the new number entered Push the pound key You can resume the process of entering a new number immediately after...

Page 224: ...u Push 0 and then push the star key 3 Quit playback process Push 3 Scroll the available distribution lists Push the star key 4 Edit distribution list Push 4 1 Add number Push 1 Enter the new user number into the distribution list Enter the new number into the distribution list and push the star key to conclude the entry If the entry was incorrect delete the new number entered Push the pound key Yo...

Page 225: ...bution list Push 4 Scroll address list Push the star key Delete selected number Push the pound key 4 Quit process Push 4 Remark Once you have completed this entry a mode that allows you to select ad ditional distribution lists for playback or editing is reactivated or 0 Cancel the entire process and return to the main menu Push 0 and then push the star key Scroll the available distribution lists P...

Page 226: ...e Section 3 3 2 11 Special Functions You can access the menu for configuring the answering machine functions by pushing 7 in the main menu see Section 3 3 2 4 Options in the Main Menu Direct Access This menu provides the following setting options Select a personal greeting Enter the code number for the required personal greeting 1 to 9 then 1 Start stop recording of new greeting Push 1 3 Start sto...

Page 227: ...ngs in the VMS system change the language of the user prompts system language alternative language define deputy mailbox deputy referral extension change password define notification features user outcall SMS change playback options set or cancel call forwarding set mailbox options set a greeting for call forwarding CF define or change greetings Push 8 in the main menu see Section 3 3 2 4 Options ...

Page 228: ... 4 Define or change password Section 3 3 2 11 5 Configure notification feature Section 3 3 2 11 6 Change the playback options Section 3 3 2 11 0 8 Enable or disable call forwarding Section 3 3 2 11 8 Set a greeting for call forwarding CF Section 3 3 2 11 7 record personal greetings Section 3 3 2 11 9 Edit generic greetings Section 3 3 2 11 8 Select special functions in main menu Push 8 1 Change us...

Page 229: ...ox deputy Push 1 Enter call number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the call number of the mailbox deputy immediately afterwards 0 Cancel the entire process and return to the main menu Push 0 and then push the star key then Activate mailbox deputy and ...

Page 230: ...ion and activate referral ex tension Push 1 Enter call number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the call number to be used as the referral extension immediately afterwards 0 Cancel the entire process and return to the main menu Push 0 and then push the ...

Page 231: ...nfirm entry Enter a digit sequence and push the star key to conclude the entry If the entry was incorrect delete the password entered Push the pound key You can resume the process of entering the pass word immediately afterwards 0 Cancel the entire process and return to the main menu Push 0 and then push the star key 8 Select special functions in main menu Push 8 5 Select notification feature Push...

Page 232: ...ification Push 2 2 Define destination number Push 2 Enter destination number Enter the relevant number and push the star key to conclude the entry If the entry was incorrect delete the number entered Push the pound key You can resume the process of entering the desti nation number immediately afterwards 0 Finish and return to main menu Push 0 and then push the star key 4 Select start time entry Pu...

Page 233: ...tes Delete input and make new selection Push the pound key Example The completion of the above entries means that you will be notified on working days between the hours of 07 00 and 16 35 as soon as a new mail is placed in your mailbox Enable notification Push the star key Disable notification Push the pound key 0 Cancel the entire process and return to the main menu Push 0 and then push the star ...

Page 234: ... contactable for a long period of time In this situation you should provide a message to alert callers to this fact Greetings Callers who are diverted to your mailbox hear a greeting a generic greeting is set by de fault The following types of greetings can be distinguished Personal greetings You can record nine different personal greetings enabling you to select an appropriate greeting for any pa...

Page 235: ...hours You may want to have a more formal greeting for external callers You can inform internal callers of your cur rent whereabouts for example You may also want to inform callers that your extension is busy and that they should try again later Setting a greeting for call forwarding CF 8 Select special functions in main menu Push 8 8 Set the option to set greeting for call forwarding CF Push 8 5 S...

Page 236: ...which is announced to every caller 1 Configure answering machine function permit users to leave a message Push 1 3 Start stop listening to set greeting Push 3 Quit function and continue in menu Push the star key Delete info service number and continue in menu Push the pound key 0 Select a generic greeting Push 0 or alternatively 1 Select a personal greeting Push 1 Select a generic or a personal gr...

Page 237: ...y selecting code number 0 The function sequence for re recording a personal greeting is identical to the function sequence for recording a new personal greeting The default edit options see Section 3 3 2 3 are available for re record ing a greeting or Quit the function and return to the Special Functions menu Push the star key The default edit options see Section 3 3 2 3 Default Edit Options are a...

Page 238: ...lable for recording a message and the point at which the warning is output depends on how the system settings have been defined Any pauses at the start or end of the recorded voice message are detected by the system and deleted You can just replace the handset after you have recorded the message The message will al ways be sent Entering the Escape sequence in universal access mode switches the mai...

Page 239: ...e of your choice Leave language of user prompts unchanged Push the star key Enter the code number for the required language Enter the code number for the required language 9 Set up connection to the attendant console Push 9 0 2 Open connection menu Push 0 and then push 2 Select a user device Enter the recipient s call number and push the star key to conclude the entry If the entry was incorrect En...

Page 240: ...ferral extension This depends on how you have set your answering options see Section 3 3 2 11 Special Functions The destination number can be identical to the number for direct access in Hicom PABXs You have the same options as those available with guest access or universal access if you dial an extension number and the user has configured call forwarding on his her telephone If the user allows yo...

Page 241: ...uring playback of the message header and while or after listening to a new or old message 1 Open Record and Send New Messages menu 2 Open Record Dictation menu 3 Open Listen to Incoming Messages menu 5 Open Edit distribution list menu 7 Open Answering Machine Shortcut menu 8 Open Special Functions menu 0 2 Open Set up Telephone Connection menu 0 Repeat main menu options Key sequence Function 3 Ope...

Page 242: ... to the attachments of an e mail message 9 3 Print the fax or e mail message 9 6 Play back information about the attachments of an e mail message 0 Cancel the entire process and return to main menu 4 Rewind the recording by 10 seconds voice message Rewind the text by three sentences e mail message 4 4 Rewind to the start of the recording voice message Rewind to the start of the text e mail message...

Page 243: ...receipt 2 Mark message as Private 3 Mark message as Urgent 4 Deliver message later Enter delivery time Confirm time Delete time 5 Send message again 1 Send message again one week later 2 Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu 0 Cancel the entire process and retu...

Page 244: ...Send message again one week later 2 Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu 0 Cancel the entire process and return to the main menu 3 Start stop playback 4 Rewind the message by 10 seconds 4 4 Rewind to the start of the message 6 Fast forward the message by 10 se...

Page 245: ...ge as Urgent 4 Deliver message later Enter delivery time Confirm time Delete time 5 Send message again 1 Send message again one week later 2 Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu 0 Cancel the entire process and return to the main menu 3 Start stop comment playb...

Page 246: ... 9 3 Print the fax or e mail message 1 Print on default fax device 2 Print on default printer 3 Enter the number of the fax device Enter the number Confirm entry Delete entry Cancel this function 0 Cancel the entire process and return to the main menu Key sequence Function 1 Open Outbound Journal menu 1 Re record a message and send it one or more recipients 2 Re record a message and send it using ...

Page 247: ...e Confirm time Delete time 5 Send message again 1 Send message again one week later 2 Send message again one month later Confirm and return to previous menu Delete and return to previous menu Confirm and return to previous menu Delete and return to previous menu 0 Cancel the entire process and return to the main menu 3 Start stop playback 4 Rewind the message by 10 seconds 4 4 Rewind to the start ...

Page 248: ...ge by 10 seconds 6 6 Fast forward to the end of the message Activate broadcast the message 0 Cancel the entire process and return to the main menu 4 Record and send new broadcast call Enter broadcast call number Confirm entry 5 Specify start and stop time Delete entry Terminate selection and confirm 0 Cancel the entire process and return to the main menu 1 Start stop recording 3 Start stop playbac...

Page 249: ... return to the main menu 1 Start stop recording of dictation 2 Rewind to the start of the dictation and re record overwrite it 3 Start stop dictation playback 4 Rewind the dictation by 10 seconds 4 4 Rewind to the start of the dictation 4 Rewind the dictation by x minutes 5 Status report play back position in the dictation 6 Fast forward the dictation by 10 seconds 6 6 Fast forward to the end of t...

Page 250: ...menu 1 Create new distribution list Scroll available distribution lists 0 4 Reverse playback direction last distribution list first 0 6 Reverse playback direction again first distribution list first 0 Cancel the entire process and return to the main menu Key sequence Function Enter a code number for the new distribution list Confirm the entry of the code number delete the code number entered Enter...

Page 251: ...ion list in succession 0 4 Reverse playback direction last distribution list first 0 6 Reverse playback direction again first distribution list first 0 Cancel the entire process and return to the main menu 3 Quit play back of users 7 Select private distribution lists or 9 Select public distribution lists Scroll available distribution lists 4 Edit selected distribution list 1 Add new number Enter u...

Page 252: ...Cancel the entire process and return to the main menu Key sequence Function 7 Open Call Forwarding menu Select code number of the private greeting 1 to 9 1 Start stop recording of new greeting 3 Start stop greeting playback 4 Rewind the greeting by 10 seconds 4 4 Rewind to the start of the greeting 6 Fast forward the greeting by 10 seconds 6 6 Fast forward to the end of the greeting Save greeting ...

Page 253: ...layback options 0 8 Enable or disable call forwarding 8 Set a greeting for call forwarding CF 7 Record personal greetings 9 Edit generic greetings 8 Open Special Functions menu 1 Change user prompt language Select the language of the user prompts Keep original language setting and return to Special Functions menu 0 Cancel the entire process and return to the main menu 8 Open Special Functions menu...

Page 254: ...cial Functions menu 0 Cancel the entire process and return to the main menu 8 Open Special Functions menu 4 Define or change password Delete password special privileges may be required to access this function Enter the password Confirm the entry If the entry was incorrect delete the password entered 0 Cancel the entire process and return to the main menu 8 Open Special Functions menu 5 Select opti...

Page 255: ...s and return to the main menu Enter the end time 6 Select end time entry Enter the end time hhmm for the notification entry format hours minutes Confirm entry Delete entry 0 Cancel the entire process and return to the main menu Enable notification Enable notification Disable notification Disable notification 0 Cancel the entire process and return to the main menu 8 Open Special Functions menu 6 Se...

Page 256: ...for call forwarding CF Define purpose of greeting 5 Set a greeting for after hours callers 6 Set a greeting for callers when your extension is busy 7 Set a greeting for internal after hours callers 8 Set a generic greeting for all callers alternative case 9 Set a greeting for external callers during business hours Select answering mode 0 Only a greeting should be played 1 Configure answering machi...

Page 257: ... 1 Start stop recording of greeting 3 Start stop listening to greeting 4 Rewind the greeting by 10 seconds 4 4 Rewind to the start of the greeting 6 Fast forward greeting by 10 seconds 6 6 Fast forward to the end of the greeting Delete greeting Save greeting text Cancel the function and return to the Special Functions menu 8 Open Special Functions menu 9 Select option to edit generic greetings Sel...

Page 258: ...o the attendant console Connection to a user of your choice Enter the service access number for the guest access or universal access option Enter the extension number of the relevant user Confirm entry If the entry was incorrect Delete entry of number 0 Switch to own mailbox Leave language of user prompts unchanged Enter the code number for the required language 9 Set up connection to the attendan...

Page 259: ...how to use Xpressions to send files from Microsoft Windows Explorer in the form of a fax message 4 1 2 Requirements for Receiving a Fax Please read Section Mailbox Processing on the PC and the E Mail Service on page 2 1 for information on receiving a fax with an e mail client To retrieve and output fax messages on the phone see Section 3 2 3 1 Listening to Retrieving Messages on page 3 11 4 1 3 Fa...

Page 260: ... also be displayed by the HiPath Xpressions client Incoming faxes must be converted to a suitable for mat however if these faxes are to be displayed by a different mail client Your system admin istrator configures one of the graphics formats listed below as the default conversion format on your system This format is globally valid An additional viewer software may be required if the mail client us...

Page 261: ...t not all file for mats can be used to create a fax 4 2 1 Sending a Sample Fax Message from MS Windows Explorer Start the Explorer and select a file that you would like to send as a fax To do this right click the required file A context menu is displayed Select the Send to com mand and then select the Mail Recipient command in the submenu A different e mail program can be started depending on the ...

Page 262: ...untry code area code fax number without using special characters such as blanks plus signs or hyphens and not in the form that you would use when dialing the number yourself Enter the character followed by the domain address of your Xpressions server The do main address is available from your system administrator For example FAXG3 37877 myserver de or FAXG3 498972237877 myserver de Xpressions reco...

Page 263: ... jobs with a preset time delay to be created which in turn reduces charges incurred These clients include for example Outlook Outlook Express Exchange or Netscape Messenger Just set the priority to Low or Very Low and the fax will only be sent during the night The exact send times are defined by your system administrator 4 2 3 Using Fax on Demand Services You can use fax on demand services in all ...

Page 264: ...Fax Mail Service A31003 S2330 B690 2 7619 January 2003 4 6 HiPath Xpressions V3 0 User Manual Sending Fax Messages ...

Page 265: ...n WWW browsers such as Netscape Messenger and Microsoft Outlook Express You can also use SMS with MS Exchange either in the way described here or using an installed Xpressions Exchange connector as described in Section 2 5 3 1 Sending Messages using SMS as an Example 5 1 2 SMS Features for GSM Messages that are sent with SMS for GSM are not sent via the usual fixed network and SMS provider SMS for...

Page 266: ...re described using the Netscape Messenger mail client integrated in Netscape Communicator 4 x as an example The procedure is identical if you want to use a dif ferent e mail client The Internet e mail software used must support the STMP standard e mail protocol for outgo ing e mails if you want to use it to send SMS messages to mobile users in the supported mo bile networks Notes There is no guara...

Page 267: ... full international format In the example above 43 stands for Austria 664 is the area code for the A1 network and 7654321 is the user s number The sign can be omitted Enter the character followed by the domain address of your Xpressions server 3 Leave the Subject input line blank or enter a message heading for your own archives en tries in this line are ignored when the message is sent 4 Enter the...

Page 268: ... messages 5 Send the message or place it in the outbox to be subsequently sent Adding an SMS address to the Netscape address book If you want to send SMS messages to one particular user on a frequent basis it is more con venient to add the address to the Netscape address book Proceed as follows to add an SMS message recipient to the address book 1 Open the Netscape address book and select the comm...

Page 269: ...r You can enter the number under which you can be reached in a separate line in the SMS mes sage Example Hello Martin Stephen here Please call me at the following number 089722123456 A number is automatically selected when you scroll a message in the Siemens S4 S6 and S10 mobile phones This number can be dialed directly when you push the talk key 5 3 2 Sending SMS Messages from Intranet Pages If y...

Page 270: ...Short Message Service SMS for GSM A31003 S2330 B690 2 7619 January 2003 5 6 HiPath Xpressions V3 0 User Manual Tips for Everyday Use ...

Page 271: ...P4 Internet Message Access Protocol aktuelles Internet Mail Protokoll 1 IP Internet Protokoll 4 J JPG JPEG Grafikformat der Joint Photographic Experts Group 1 M MRS Bezeichnung des Xpressions450 Adresstypes 25 O OEM Original Equipement Manufacurer Originalhersteller 27 P PC Personalcomputer 1 PDF Portable Document Format Dokumentenformat von Adobe 1 POP3 Post Office Protocol älteres Internet Mail ...

Page 272: ...essions V3 0 User Manual bhbABB fm T TG3 mehrseitiges komprimiertes TIFF Fax Format 2 TIF TIFF Tagged Image File Format Standard Fax Grafikformat 1 TTS Text To Speech Text nach Sprache Konvertierung 1 U URL Uniform Resource Locator eindeutige Web Adresse 4 5 W WAV Wave audio file format 6 ...

Page 273: ... and proxy settings 2 111 callback mode 2 125 changing mailbox user prompts 2 121 default output devices for fax 2 141 distribution lists 2 131 2 133 2 134 fax forms 2 135 forward access menu 2 124 forwarding 2 122 mobility number 2 125 network printer 2 142 operator 2 125 pager 2 125 password 2 112 2 118 personal name recording 2 139 2 140 2 141 PIN 2 112 preview for fax forms 2 135 public distri...

Page 274: ...orting the address book into Netscape Messenger 2 7 into Outlook 98 Internet Access 2 19 into Outlook Express 2 14 Inbox server 1 4 J JPEG format 1 1 4 2 L Language selection 3 33 Login 2 112 Lotus Notes client address format 2 80 address signature 2 66 alias domains 2 65 blind carbon copy 2 69 dialer 2 82 fax cover page 2 66 2 70 inbox replication 2 67 playing back voice messages 2 78 read confir...

Page 275: ...nding a fax 4 1 at favorable rates 4 5 with a time delay 4 5 Sending messages fax message 4 3 for Exchange integration 2 22 for guest access 3 33 3 78 on the telephone 3 18 3 56 3 60 3 62 3 67 short message 5 3 with Netscape Messenger 2 6 with Outlook Express 2 14 Sending SMS 5 3 Server name 1 4 Setting up an account for Netscape Messenger 2 3 for Outlook Internet Access 2 17 for Outlook Express 2...

Page 276: ...4 User outcall 3 43 User Prompts 3 5 User prompts 3 25 3 30 3 78 User specific data 1 3 Using your own mailbox 3 8 3 44 V Vanity number 2 120 Voice mail VMS 3 80 Voicemail 1 2 3 1 W WebClient attachments 2 92 fax on demand documents 2 93 forwarding 2 107 language 2 85 login 2 86 message type 2 89 PIN 2 106 send status 2 94 sort order 2 97 SSL connection 2 87 user data 2 103 WebClient Introduction ...

Page 277: ......

Page 278: ...ity Right of modification reserved The information provided in this document contains merely general descriptions or characteristics of per performance which is case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of the con...

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