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NEC NEAXMail AD-40 User Manual

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NEAXMail AD-40

User Guide

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  • Page 1: User Guide

    NEAXMail AD-40 User Guide To print this guide On the File menu, click “Print.” To print the entire book, choose “OK.” To print a portion of the book, select the desired print range, then choose “OK.”...
  • Page 2 NEAXMail AD-40 User Guide...
  • Page 3 © 2000 Active Voice Corporation. All rights reserved. First edition 2000. Call the voice messaging system. NEAXMail is a trademark of NEC America, Inc. When the system greets you, enter: ActiveFax, ActiveNet, PhoneBASIC, TeLANophy, ViewCall Plus, ViewFax, and ViewMail are Personal ID (if required) trademarks of Active Voice Corporation.

  • Page 4: Table Of Contents

    Contents Receiving e-mail by fax ........57 Introduction Changing call screening options ..... 30 Changing call holding options ......31 Setting up your mailbox ........iv Managing GroupWise appointments and tasks Changing message delivery options ....32 Checking and leaving messages Using groups ..........

  • Page 5: Introduction

    Introduction On the phone Welcome to NEAXMail AD-40, a simple Shortcuts yet powerful voice messaging system To perform routine tasks quickly, you The voice messaging system lets you that can greet your callers and record can enter a sequence of numbers in control how your mailbox receives your messages.
  • Page 6 On the computer ® ViewCall Plus Help All of your inbound and outbound For more detailed information about If your system has TeLANophy ® , you can calls can be managed visually from TeLANophy, use the: manage live phone calls and all types of your desktop computer.

  • Page 7: Setting Up Your Mailbox

    After you have set up your mailbox by phone, you can also begin using TeLANophy.* Contact your system manager to get TeLANophy set up on your desktop. * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...

  • Page 8: Checking And Leaving Messages

    Checking and leaving messages Depending on the options installed on your system, you can use a phone or computer to: • Check new messages • Leave a message to one or more subscribers or guests • Leave a message to a group •...

  • Page 9: Checking New Messages

    Modifying a message ........14 • Tell you how long it will take to play Canceling a message ........16 your messages. Shortcuts ............70 * One or more of these features may not be available at your site. NEAXMAIL AD-40 USER GUIDE...
  • Page 10 Checking new messages by computer* If your system uses ViewMail, ViewMail for Microsoft Messaging, or the Novell Urgent voice message GroupWise integration, you can check messages visually by your computer. Fax message Information about each message is provided on the screen. When available, names, phone numbers, and a subject are included with messages.

  • Page 11: Leaving A Message By Phone

    The message is delivered at the time as a subscriber by entering your personal and day you specify. ID and security code. SEE ALSO Modifying a message ........14 Shortcuts ............70 Canceling a message ........16 NEAXMAIL AD-40 USER GUIDE...
  • Page 12 To leave an identified To leave a message directly in a subscriber’s mailbox subscriber message Record your message at the beep. The Access your mailbox (see inside front message must be at least 3 seconds Call another subscriber. When the cover).

  • Page 13: Sending A Message By Computer

    Use the VCR-style buttons and your phone or a sound device to record the message. You can also add sounds from the clipboard or from a WAV file. To send the message, choose “Send.” NEAXMAIL AD-40 USER GUIDE...
  • Page 14 With ViewMail for Microsoft Messaging, you can send a ViewMail message to For composing another subscriber by using the ViewMail and sending a address book. message You also can send a ViewMail message to someone outside the voice messaging system. When you use the Microsoft Messaging address book, the ViewMail message is sent as an e-mail message with an attached WAV file.

  • Page 15: Leaving A Group Message

    ID and group number. Enter 2 until you hear the name of the group you want, then enter 1. After the beep, record your message. The message must be at least 3 seconds long to be delivered. NEAXMAIL AD-40 USER GUIDE...

  • Page 16: Sending Group Messages By Computer

    Sending group messages by computer* With ViewMail and ViewMail for For addressing a message to multiple Microsoft Messaging, you can either subscribers or message groups choose more subscriber names or a group name from the ViewMail address book. Create your groups by phone or ask the system manager to create your groups for you.

  • Page 17: Reviewing Messages

    (for example, until midnight). Enter to skip a message. Enter 3 7 to archive a message. SEE ALSO Online Help: ViewMail, Opening messages ViewMail for Microsoft Messaging, To set preferences for saving sent voice messages NEAXMAIL AD-40 USER GUIDE...
  • Page 18 Reviewing messages New message by computer* ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in your mailbox until the system deletes them at the set time, usually at midnight every night. To review an old message by computer Double-click the message.

  • Page 19: Redirecting A Message

    SEE ALSO Leaving a message by phone: Online Help: Special delivery options ........ 4 ViewMail, Redirecting messages ViewMail for Microsoft Messaging, Forwarding a voice message * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...
  • Page 20 To redirect a message For redirecting the message to other by computer subscribers, groups, or guests Select the message. Click “Redirect.” Click “To” and then use the address book to select recipients’ names. Type in a subject and set delivery options as needed.

  • Page 21: Modifying A Message

    Leaving a message by phone ......4 Online Help: ViewMail, Changing or revoking sent Redirecting a message ......... 12 messages Canceling a message ........16 ViewMail for Microsoft Messaging, Revoking a voice message you have sent NEAXMAIL AD-40 USER GUIDE...
  • Page 22 Modifying a message Unopened sent by computer* message With ViewMail, you can modify a voice message you have sent if the recipient has not opened it. ViewMail displays the message in your ViewMail mailbox until the person has opened it. If the message is still in your mailbox, simply open and modify it.

  • Page 23: Canceling A Message

    5 to cancel it. Enter 1 to confirm the cancelation. SEE ALSO Modifying a message ........14 Online Help: ViewMail, Changing or revoking sent messages ViewMail for Microsoft Messaging, Revoking a voice message you have sent NEAXMAIL AD-40 USER GUIDE...
  • Page 24 Canceling a message by computer* The Unopened folder also displays With ViewMail or ViewMail for Microsoft unopened faxes sent to subscribers of the Messaging, you can cancel a voice mes- voice messaging system but not voice sage you have sent if the recipient has messages sent to e-mail addresses.

  • Page 25: Archiving A Message

    SEE ALSO Online Help: ViewMail, Archiving and saving messages ViewMail for Microsoft Messaging, Saving a voice message temporarily ViewMail for Microsoft Messaging, ViewMail columns NEAXMAIL AD-40 USER GUIDE...
  • Page 26 Archiving messages To archive a message by computer by computer* As the archive time decreases for a Select the message. You can archive a message using message, you can archive it again, which ViewMail or ViewMail for Microsoft If you have ViewMail, click “Archive.” resets the archive time to the maximum Messaging.

  • Page 27: Recording A Conversation By Phone

    The recorded mes- sage is automatically sent when you press Press to end the recording ADDRESS and disconnect the call. Then follow the address conversation to redirect the message. NEAXMAIL AD-40 USER GUIDE...
  • Page 28 Live record phone button CAUTION options The use of monitoring, recording, or listening devices to eavesdrop, monitor, Pause retrieve, or record telephone conversa- Pause and resume the recording. tions or other sound activities, whether or not contemporaneous with transmission, Address may be illegal in certain circumstances Ends the recording and disconnects under federal or state laws.

  • Page 29: Recording A Conversation By Computer

    From there, you can review it, delete it, or add an introduction and send the recorded message to another subscriber. Recorded conversation SEE ALSO For recording messages Online Help: ViewMail, Recording conversations NEAXMAIL AD-40 USER GUIDE...
  • Page 30 To record a conversation by computer If you are using ViewMail, click “Live To end the recording, click “Stop” or record.” If you are using ViewMail for hang up. Or click “Cancel” to stop and Microsoft Messaging, click “New live erase the recording.

  • Page 32: Changing Your Mailbox Setup

    Changing your mailbox setup You can change these setup options for When you make a change, the system your personal mailbox by phone: leads you step by step through a series of simple yes-and-no questions. • Greetings To make changes to your TeLANophy •...

  • Page 33: Changing Your Greetings

    Please leave a message.” extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green. I am not at my desk right now. Please leave a message.” * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...
  • Page 34 System-generated greetings To switch between your To activate your busy greeting standard and alternate If you do not record greetings in your Access your mailbox (see inside front greeting own voice, the system plays greetings cover). that include your recorded name or Access your mailbox (see inside front Enter 7 4 8 2 1 8 to hear your busy your extension.

  • Page 35: Changing Your Security Code

    ViewMail for Enter 7 7 4 to change your security If you forget your security code, call Microsoft Messaging online Help. code. your system manager. Follow the system instructions. Enter 1 for Yes, 2 for No. NEAXMAIL AD-40 USER GUIDE...

  • Page 36: Changing Call Transfer Options

    Changing call transfer options To turn call transfer on or off Depending on how your phone system is • A beep that means the call is from a set up, you may be required to use your number outside the system, not an Access your mailbox (see inside front phone system, rather than your voice internal extension.

  • Page 37: Changing Call Screening Options

    If your system manager has set up call Enter 2 to turn it off. screening for your extension, you can turn call screening on and off. SEE ALSO Using ViewCall Plus ........47 * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...

  • Page 38: Changing Call Holding Options

    Changing call holding options To turn call holding on or off The system can hold a call until your extension is available.* When call holding Access your mailbox (see inside front is turned on and your extension is busy, cover). the system asks callers if they want to hold until you are available or to leave Enter 7 6 4 1 6 to turn call holding on...

  • Page 39: Changing Message Delivery Options

    Enter # to insert a 1-second pause where pause). Contact your system manager for you want the system to pause between assistance. digits that it is dialing. Use the following form to plan your phone numbers and schedules for message delivery. NEAXMAIL AD-40 USER GUIDE...
  • Page 40 To change message delivery Access your mailbox (see inside front Enter 1 to turn on delivery for that Enter 7 to change fax notification, cover). number or 2 to turn off delivery. and then follow the system instructions. Enter 1 for Yes, 2 for No. To change your message delivery Enter 4 to change the phone number.

  • Page 41: Using Groups

    2 to make it a private group. groups and group members. Follow the system instructions to add members to the group. You can add them by name or extension number. NEAXMAIL AD-40 USER GUIDE...
  • Page 42 To hear a list of your groups and group members by phone Access your mailbox (see inside front cover). Enter 7 5 6 to list your groups and group members. CHANGING YOUR MAILBOX SETUP...

  • Page 43: Changing Groups

    (for example, 1 1 1) to list each group member, then choose the member’s name you want to delete.* * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...
  • Page 44 To change a group name or Enter 7 to change the group name or number by phone group number. Access your mailbox (see inside front Follow the system instructions to cover). change the group’s recorded name. Enter 7 5 5 to change a group name or Enter 1 for Yes, 2 for No.

  • Page 45: Changing Your Recorded And Spelled Names

    To add or remove your name from automatic directory assistance, enter 1 when asked to change your directory listing status after changing your recorded name (see step 3). NEAXMAIL AD-40 USER GUIDE...

  • Page 46: Sending And Receiving Faxes

    Sending and receiving faxes Fax-on-demand If your voice messaging system includes the optional fax package, you have Callers can request documents from a access to ViewFax, fax mail, and fax-on- fax library and have those documents demand. faxed to them. You can also use fax-on-demand to ViewFax fax documents to your customers and...

  • Page 47: Sending Faxes By Computer

    To use Fax Library Express, see ViewFax online Help: “Fax Library Express dialog box.” SEE ALSO Online Help: For recording an introduction ViewFax, Addressing and sending a fax to a redirected fax NEAXMAIL AD-40 USER GUIDE...
  • Page 48 Print-to-fax To send a fax by computer Use the print-to-fax feature to fax From a Windows-based program, To create a custom cover page, click documents to other subscribers, open the document you want to fax. “Cover,” select the type of cover page, groups, personal database contacts, Use only a program that prints to a and then click “OK.”...

  • Page 49: Receiving Faxes

    The system adds its own cover sheet to each delivery bundle. The cover sheet SEE ALSO lists which faxes are included and their page lengths. Checking new messages ........ 2 Changing message delivery options ............32 NEAXMAIL AD-40 USER GUIDE...
  • Page 50 ViewFax* Use ViewFax to display a fax mes- sage within ViewMail or ViewMail for Microsoft Messaging. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax document to a TIFF graphics image and displays it on the screen. GroupWise users see a separate TIFF For displaying attachment for each fax page.

  • Page 51: Changing Fax Setup

    Enter 7 6 5 8 to change your fax • Fax notification phone number delivery phone number or schedule. Follow the system instructions. Enter 1 for Yes, 2 for No. SEE ALSO Changing message delivery options ............32 NEAXMAIL AD-40 USER GUIDE...
  • Page 52 To change your fax greeting To change your fax notification Access your mailbox (see inside front cover). Access your mailbox (see inside front cover). Enter 7 4 9 to change your fax greeting. To change your fax notification for your: Follow the system instructions.

  • Page 54: Using Viewcall Plus

    Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus win- dows work together to control your phone calls: the Telephone window, the Call Log window, and the Contact List window.

  • Page 55: Screening And Managing Calls

    SEE ALSO Online Help: ViewCall Plus, Screening calls, Placing calls on hold * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...
  • Page 56 Managing calls Systems using TAPI or TSAPI* After you have identified the caller, For phone systems using TAPI or TSAPI, ViewCall Plus supplies you with several ViewCall Plus offers the following en- tools to manage your phone calls: hanced mode options: Connect an incoming call to Select an identified caller’s name your phone.

  • Page 57: Tracking Calls

    LAN. location. a PIM. You may want to create more than one call log. For example, it may be useful to begin a new call log each week or each Call Log month. Contact list NEAXMAIL AD-40 USER GUIDE...

  • Page 58: Phonebasic

    PhoneBASIC ViewCall Plus includes PhoneBASIC, PhoneBASIC scripts can be activated which lets you integrate ViewCall Plus using Script Manager from the drop- with a number of different applications, down Tools menu. such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC to customize ViewCall Plus to: •...

  • Page 60: Using E-Mail Integration

    Using E-Mail Integration E-Mail Reader Two optional E-Mail Integration packages can be used with your voice messaging E-Mail Reader lets you hear and respond system. They are E-Mail Notify/Delivery to e-mail over the phone using text-to- and E-Mail Reader. speech conversation. E-Mail Reader reads the text portion of your e-mail E-Mail Notify/Delivery messages and plays any attached WAV...

  • Page 61: Checking E-Mail By Phone

    If you do not have a security code for the voice messaging system, you may be asked to create one the first time you check your e-mail by phone. SEE ALSO Your e-mail password ........56 NEAXMAIL AD-40 USER GUIDE...

  • Page 62: Changing Your E-Mail Setup Options

    Changing your e-mail setup options In your setup options, you can change whether e-mail messages are included in your message totals. To turn your e-mail totaling on or off Access your mailbox (see inside front cover). If prompted, enter your e-mail password, followed by .

  • Page 63: Your E-Mail Password

    Your e-mail password cannot use any other punctuation or symbols. Do not use your phone to match letters. Use the password chart. FOR EXAMPLE: TODAY = ## ## 81 63 31 21 93 2DAY = ## ## 12 31 21 93 NEAXMAIL AD-40 USER GUIDE...

  • Page 64: Receiving E-Mail By Fax

    Receiving e-mail by fax To fax a particular e-mail To fax your e-mail messages With the optional fax package, you can message deliver your e-mail messages to any fax Access your mailbox (see inside front machine. Access your mailbox (see inside front cover).

  • Page 66: Managing Groupwise Appointments And Tasks

    Managing GroupWise appointments and tasks If you are using the Novell GroupWise E-Mail Integration, you can access your appointments and tasks by phone. You can handle all of your tasks, appointments, voice messages, faxes, and e-mail messages through your e-mail inbox.

  • Page 67: Managing Your Appointments

    If prompted, enter your e-mail password, followed by . Enter 4 7 to check your calendar. Follow the system instructions. Enter 1 for Yes, 2 for No. SEE ALSO Managing your tasks ........63 NEAXMAIL AD-40 USER GUIDE...

  • Page 68: Declining Or Accepting New Appointments

    Declining or accepting new appointments To decline or accept a new When asked if you would like to accept appointment an appointment, you can enter 2 and the system offers the request again the next To hear who else was asked to attend the Access your mailbox (see inside time you check your calendar.

  • Page 69: Receiving A Fax Of Your Appointments

    3 7. machine, enter 1. Or to use a different fax machine, enter 2 and enter the fax Follow the system instructions. Enter phone number. 1 for Yes, 2 for No. NEAXMAIL AD-40 USER GUIDE...

  • Page 70: Managing Your Tasks

    Managing your tasks Checking incomplete tasks To mark a task complete If your tasks are available on your e-mail system, you can access them by phone. You can check your incomplete tasks Access your mailbox (see inside front For example, you can: after you check new messages and cover).

  • Page 71: Declining Or Accepting Your New Tasks

    While listening to a task, enter 3 3 5 to accept it or 3 3 6 to decline it. Enter 3 to hear task options. SEE ALSO Declining or accepting new appointments ..........61 NEAXMAIL AD-40 USER GUIDE...

  • Page 72: Receiving A Fax Of Your Tasks

    Receiving a fax of your tasks To receive a fax of a particular To receive a fax of your tasks If you are using the optional fax package, task you can receive a fax of a particular task. Access your mailbox (see inside Additionally, when you fax all your Follow the steps to manage your tasks front cover).

  • Page 74: Using Quick Message Actions And Shortcuts

    Using quick message actions and shortcuts You can use quick message actions while listening to a message. For example, enter 3 4 # to repeat the message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number sequence of menu options.

  • Page 75: Quick Message Actions

    Save as new (new messages only) you can enter 3 4 to reply to the orig- inal sender. After you reply, you can Repeat the message enter 3 6 to delete the message. Exit if you are using a touchtone phone NEAXMAIL AD-40 USER GUIDE...
  • Page 76 E-Mail Integration package* While listening to an e-mail message, appointment, or task, enter 3 3 to hear a menu of additional options. TASK QUICK MESSAGE ACTION Hear who else received the message, appointment, or task Accept an appointment or task Decline an appointment or task Mark a task complete Exit...

  • Page 77: Shortcuts

    Switch personal greetings Turn call screening options on or off Change your standard greeting Create a message group Change your alternate greeting Edit a message group Change your busy greeting List your message groups Change your recorded name NEAXMAIL AD-40 USER GUIDE...
  • Page 78 Fax package* E-Mail Integration package* Enter your personal ID and security code (if required), then Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. enter the following shortcuts to do these tasks. TASK SHORTCUT TASK...

  • Page 79: System Menus

    System menus Transfer Options Change Fax Delivery* * This feature may not be available at your site. NEAXMAIL AD-40 USER GUIDE...

  • Page 80: Index

    Index A– B sending voice messages with 7 fax 44 shortcuts 71 rerecord 27 appointments E-Mail Notify and Delivery 53 standard 26 accepting by phone 61 E-Mail Reader 53 switching between standard and checking by phone 60 alternate 27 declining by phone 61 system generated 27 managing by phone 60 fax greetings, changing 45...
  • Page 81 5 ViewMail for Microsoft Messaging iii, 6 marking as complete by phone 63 urgent 5 transfer. See call transfer receiving by fax 65 TeLANophy N – O about iii name, changing 38 archiving messages 19 NEAXMAIL AD-40 USER GUIDE...
  • Page 82 V– Z ViewCall Plus. See TeLANophy ViewFax. See TeLANophy ViewMail. See TeLANophy ViewMail for Microsoft Messaging. See TeLANophy...
  • Page 84 NEC America, Inc. reserves the right to change the specifications, functions, or features, at any time, without notice. NEC America, Inc. has prepared this document for use by its employees and customers. The information contained herein shall not be reproduced without prior written approval...
  • Page 85 NEAXMail AD-40 Message playback options To access your mailbox from Press outside your organization SLOWER SOFTER/LOUDER CALL THE VOICE MESSAGING SYSTEM FASTER BACKWARD WHEN THE SYSTEM GREETS YOU, ENTER PERSONAL ID: PAUSE FORWARD SECURITY CODE: EXIT REPEAT...

  • Page 86: Main Menu

    Main menu Quick message actions Task Shortcut Task Shortcut CHECK NEW MESSAGES REPEAT THE MESSAGE LEAVE MESSAGES SAVE MESSAGE AS NEW (NEW MESSAGES ONLY) REVIEW MESSAGES CHECK THE NEXT MESSAGE CHANGE SETUP OPTIONS DELETE A MESSAGE CHANGE CALL TRANSFER, MESSAGE DELIVERY ARCHIVE A MESSAGE CHANGE SECURITY CODE, HEAR WHEN THE...

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