V7350 IP Messaging User Guide - 3Com Native Interface 3Com® Convergence Application Suite IP Messaging Module Release 5.2 System Release 5.2 Part Number 900-0246-01 Rev AA Published December 2004 http://www.3com.
3Com Corporation 350 Campus Drive Marlborough, MA 01752-3064 Copyright © 2001, 2002, 2004, 3Com Corporation. All rights reserved. No part of this documentation may be reproduced in any form or by any means or used to make any derivative work (such as translation, transformation, or adaptation) without written permission from 3Com Corporation.
CONTENTS ABOUT THIS GUIDE Conventions 8 Notices 8 Text 8 Figures 9 Related Documentation Comments 10 1 9 GETTING STARTED Accessing the TUI 12 Initializing Your Mailbox 12 Standard Key Functions 12 Accessing Your Mailbox 13 Accessing the IP Messaging Web Interface 2 14 SETTING UP MESSAGING FEATURES Using the TUI Setup Options Menu 18 Mailbox Setup and Greetings Menu 18 Changing Your Password 18 Setting up Greetings 18 Scheduled Personal Greetings 19 Name Announcement 19 Change Review Options 19 Print O
Modifying a List 21 Deleting a List 22 Reviewing a List 22 Message On Demand 22 Creating a New Message on Demand 22 Modifying a Message on Demand 23 Deleting a Message on Demand 23 Auto-attendant 23 Modifying Menus 23 Voice Form Mailbox 23 Form Mailbox 24 Transcription Mailbox 24 Specifications 24 Managing Forms 24 Delivery Reports 25 Multiuser Mailbox 25 Mailbox Number Prompt 26 Using the Web Interface 26 Accessing the Main Menu 26 Mailbox Preferences 27 Scheduled Greetings 30 Notification 31 Create a N
Using Delivery Reports 49 Using the E-mail Menu 50 Placing a Call 50 Using the Web Interface to View Message Information 50 Using an E-Mail Application to View Messages 51 POP3 E-Mail Applications 52 Sending Messages 52 Retrieving Messages Using POP3 53 Replying to Messages 53 Forwarding Messages 53 Deleting Messages Using POP3 54 Moving Messages to Another Folder Using POP3 54 IMAP E-Mail Applications 54 Sending Messages 54 Retrieving Messages Using IMAP 55 Replying to Messages 56 Forwarding Messages 56
ABOUT THIS GUIDE This guide describes how to use the messaging features of the IP Messaging Module of the 3Com® Convergence Applications Suite. This guide is intended for subscribers who want to set up and use IP Messaging messaging features on a supported 3Com VCX V7000 telephones. No special knowledge is required or assumed. This guide describes the voice prompt menu system provided by the 3Com native Telephone User Interface (TUI).
ABOUT THIS GUIDE Conventions This section describes notice, text, and figure conventions. Notices Table 1 describes notice icons. Table 1 Notice Icon Descriptions Icon Text Notice Type Description Information note Information that describes important features or instructions. Caution Information that alerts you to potential loss of data or potential damage to an application, system, or device.
Related Documentation Figures Related Documentation 9 This guide provides figures and screen captures that contain sample data. This data may vary from the data on an installed system. These 3Com documents contain additional information about the products in this release that are a part of or support the VCX™ V7000 IP Telephony Solution and the 3Com Convergence Application Suite.
ABOUT THIS GUIDE The following documents provide information on products that support this release: Comments ■ Enterprise Management Suite User Guide, Version 2.0 ■ VCX V7111 Fast Track Installation Guide ■ VCX V7111 VoIP SIP Gateways User Manual ■ VCX V7122 Gateway Fast Track Installation Guide ■ VCX V7122 VoIP SIP Gateways User Manual Send e-mail comments about this guide or about any Voice product documentation to: VOICE_Techpubs_comments@3com.
1 GETTING STARTED This chapter describes how to get started with the IP Messaging Module component of the 3Com® Convergence Applications Suite and contains the following topics: ■ Accessing the TUI ■ Accessing the IP Messaging Web Interface
CHAPTER 1: GETTING STARTED Accessing the TUI This section describes how to initialize and then access your mailbox through your phone’s Telephone User Interface (TUI). This guide describes the TUI (voice prompt menu system) provided by the 3Com native interface. Your administrator specifies the TUI available on your telephone during IP Messaging configuration.
Accessing the TUI 13 Table 3 Standard Keys Accessing Your Mailbox Key Function Description [#] ACCEPT/SKIP Accepts the current operation or skips to the next step. To access your mailbox after it is initialized: 1 Press MSG. 2 At the prompt, enter your password. The prompt system presents the following Main menu options: a To listen to messages, press [1]. See Listening to Messages. This option is available only if there are messages in your inbox. b To send messages, press [2].
CHAPTER 1: GETTING STARTED ■ [0] — To access HELP for the shortcut keys g To access the Set up Options menu, press [9]. See Chapter 2. h To exit, press [*]. i For help, press [0]. j To access the Auto-attendant, press [00]. See Auto-attendant. The Auto-attendant is NOT a standard key press; you can access the Auto-attendant only from the Main menu. Accessing the IP Messaging Web Interface Use the IP Messaging Web Provisioning interface to access mailbox options through a web browser.
Accessing the IP Messaging Web Interface 15 2 Click 3Com UMS Web Provisioning. The IP Messaging Login dialog box appears. Figure 2 Login Screen 3 Enter your user name (or telephone extension) and password. The password is either the default password (your telephone extension) OR the password that you set up from the TUI. If you make a mistake when you enter your user name or password, the next screen prompts you to enter them again. 4 From the Login dialog box, click Login.
CHAPTER 1: GETTING STARTED
2 SETTING UP MESSAGING FEATURES This chapter describes how to set up the messaging features using the Setup Options menu from the telephone user interface (TUI) and from the Main menu on the web interface.
CHAPTER 2: SETTING UP MESSAGING FEATURES Using the TUI Setup Options Menu ■ Multiuser Mailboxes ■ Alias Configuration ■ Delivery Options ■ Logout Use the Setup Options menu to set up your messaging features. This section describes all the possible setup options. However, some features must be enabled by your administrator. If disabled, you will not hear a voice prompt for that feature.
Using the TUI Setup Options Menu 19 4 Follow the voice prompts to record, review, rerecord, or delete a normal, busy, or extended absence greeting. Scheduled Personal Greetings To access the Scheduled Personal Greetings menu: 1 From the Main menu, press [9]. 2 From the Setup Options menu, press [1]. 3 From the Mailbox Setup and Greetings menu, press [3]. 4 Follow the prompts to record, review, rerecord, delete, and override greetings and to review and modify greeting schedules.
CHAPTER 2: SETTING UP MESSAGING FEATURES 3 From the Mailbox Setup and Greetings menu, press [9]. 4 Follow the prompts to: Notification ■ Change your primary fax number. ■ Turn cover sheets ON or OFF. ■ Change your primary voice number. ■ Configure voice, fax, e-mail auto-delivery. Use this option to toggle notification on or off. This applies when new messages arrive in your mailbox. 1 From the Main menu, press [9]. 2 From the Setup Options menu, press [2].
Using the TUI Setup Options Menu 21 Reviewing, Modifying, and Deleting Entries To review, modify, or delete address book entries: 1 From the Main menu, press [9]. 2 From the Setup Options menu, press [3]. 3 From the Address Book menu, press [1]. 4 Follow the prompts to review, modify, or delete an entry. Incoming Call Options Use the this option to toggle the Call-back Number feature on or off. When this feature is turned on, the system prompts callers who leave a message to leave a call-back number.
CHAPTER 2: SETTING UP MESSAGING FEATURES ■ Make changes to the list ■ Review and accept the changes ■ Enter a destination number Deleting a List To delete a list: 1 From the Distribution List menu, press [3]. 2 Follow the voice prompts to select and delete the list. Reviewing a List To review a list: 1 From the Distribution List menu, press [4]. 2 Follow the voice prompts to select and review the list.
Using the TUI Setup Options Menu 23 Modifying a Message on Demand To modify an existing Message on Demand: 1 From the Message on Demand menu, press [2]. 2 Follow the prompts to modify a menu tree, rerecord a menu prompt, assign a key function, or delete a menu tree. Deleting a Message on Demand To delete a Message on Demand: 1 From the Message on Demand menu, press [3]. 2 Follow the prompts to delete a Message on Demand.
CHAPTER 2: SETTING UP MESSAGING FEATURES Form Mailbox The Form Mailbox is a special mailbox that contains a custom message for a caller. Use it to create and modify forms and to collect data from users. Access the Form Mailbox through the Personal Greeting menu which allows the caller to select a form to fill out. The Form Mailbox has a special administration function for creating, reviewing, and modifying forms, similar to the Message On Demand function.
Using the TUI Setup Options Menu Delivery Reports ■ Replay or rerecord a greeting ■ Create, modify, or delete a Form 25 This section describes how to configure the Delivery Reports option.
CHAPTER 2: SETTING UP MESSAGING FEATURES Mailbox Number Prompt ■ Disable active sub-mailboxes ■ Toggle a new message announcement on or off Use this feature to toggle the mailbox number prompt on or off. 1 From the Main menu, press [9]. 2 From the Setup options menu, press [9]. 3 To turn the Mailbox prompt OFF if it is ON or to turn it ON if it is OFF, press [9].
Using the Web Interface Figure 3 Main Menu on the Web Interface Mailbox Preferences To edit mailbox settings, use the Mailbox Preferences option. 1 From the Main menu, select Mailbox Preferences. The Mailbox Preferences screen appears.
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 4 Mailbox Preferences Screen 2 To change your password: a Type a new password in the Change Password field. b Type the new password in the Confirm Password field. c Click Save. 3 Enter or change your E-mail address in the Email Address field. This field is optional. By default, IP Messaging (IPM) constructs an e-mail address using a subscriber’s mailbox number as the username.
Using the Web Interface 29 The Email Address field allows you to assign a more meaningful username. In Figure 4, the default address (1000@MRO4C.widget.com) is now peter_user1@MRO4C.widget.com. This is useful because IP Messaging uses the value configured in the Email Address field when constructing the From: field for e-mail retrieved by an e-mail client. Note that an e-mail address entered in the Email Address field to identify a mailbox must be unique on that IP Messaging server.
CHAPTER 2: SETTING UP MESSAGING FEATURES Scheduled Greetings To set the time or day for your greetings: 1 From the Main menu, click Scheduled Greetings. The Schedule Greetings screen appears. If there is no recorded greeting, this message appears in the Greeting Number text box: “No Greetings Recorded”. Record greetings through the TUI. Figure 6 Scheduled Greetings Screen 2 To set up a new daily greeting schedule: a Select the start and end time or select YES from the All Day drop-down list.
Using the Web Interface 31 b Select the Greeting from the Greeting Number drop-down list. c Select the month, day, and year for the greeting to begin from the Month, Day, and Year drop-down lists. d You can set the Start Time and End Time for any day of the year starting from today’s date through the next 4 years. e Click Add New. Notification The Notification option enables you to set the medium that the system will use to notify users when messages are deposited into or retrieved from their mailboxes.
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 7 Notification Filter Screen In Figure 7, no filters have been created. Your administrator may have preconfigured notification filters, in which case they will be listed on this screen. 2 Click Add New to create a Notification Filter. The Add Filters screen appears. Figure 8 Add Notification Filter Screen 3 Enter a string in the Name field to identify the filter. 4 Click the Status drop-down list to enable (Active) or disable (Inactive) the filter.
Using the Web Interface 33 6 Enter values in the Sender, Recipient, Media, and Subject fields as required. The entered values are applied according to the selected Operator to restrict message notification according to the specified values. The Operator options function as follows: ■ Field is empty (null value) and corresponding Operator is ALL — No filtration. For example, if the Sender field is empty and Sender Operator is ALL, messages from any sender result in user notification.
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 10 Add Notification Procedures Screen 3 Enter a name for the procedure in the Procedure Name field. 4 Select Enabled from the Status drop-down list. 5 Select the Notification Filter to use in the Filter drop-down list. 6 Enter the number of times IP Messaging will attempt to send the message notification in the Tries text box. 7 Enter the time, in seconds, IP Messaging will wait between notification attempts in the Interval text box.
Using the Web Interface 35 10 Select the notification method in the Type field. The method you select determines the remaining fields on the screen. The following examples describe the fields you see in you select NBX MWI (the default), Voice, or E-mail from the drop-down list. ■ If you select NBX MWI: a Enter a phone number in the NBX Extension field. b Select a server from the NBX Server drop-down list. c Enter a password in the Password field. d Click Save.
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 11 Notification Schedule Screen 2 Select a Notification Filter from the drop-down list. 3 The Notification Schedule screen allows you to create one or more schedules for a filter and then enable one of them. You have three scheduling options: Schedule Daily Notification — This section allows you to schedule filter operation (message notification) for a time range and either one particular day or every day of the week regardless of the date.
Using the Web Interface 37 Schedule Notification By Date — This section allows you to schedule filter operation (message notification) for a particular date. 5 To schedule a notification by date: a Select a start and end time, or select YES from the All Day drop-down list. b Select the month, day, and year the notification will be sent from the Month, Day, and Year drop-down lists. c Click Save Schedule.
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 12 Personal Address Book 2 To add a new entry to your personal address book, click Add New. The Personal Address Book screen appears.
Using the Web Interface 39 3 Enter data in the Required Fields section. 4 Enter data in the General Information and Work Information sections. 5 Click Save. The Personal Address Book Main screen appears. Figure 14 Personal Address Book Main Screen 6 To delete an entry, select it from the drop-down list and then click Delete. 7 To display address book entries, click View. 8 To add more entries, click Add New.
CHAPTER 2: SETTING UP MESSAGING FEATURES c Select the type of entry from the drop-down list: ■ List — Another distribution list number ■ Mailbox Entry —The mailbox number of a subscriber ■ Phone Number —The phone number of a subscriber ■ E-mail —The e-mail address of a subscriber ■ VPIM — Indicates the entry is the VPIM destination address of a subscriber. Use the format .
Using the Web Interface External E-mail 41 Use the External E-mail feature to add external e-mail servers to your IP Messaging system. The External Email option appears on the Main menu only if your administrator has enabled this feature. 1 From the Main menu, click External E-mail. The External E-mail screen appears. Figure 17 External E-mail Setup 2 To add external E-mail servers to your mailbox, click Add New.
CHAPTER 2: SETTING UP MESSAGING FEATURES 8 Click Save. Multiuser Mailboxes Use the Multiuser Mailboxes option to create sub-mailboxes under a main mailbox that can be used by a group, for example, members of a family. 1 From the Main menu, select Family Mailboxes. The Family Mailboxes Main screen appears. Figure 19 Family Mailboxes 2 Enter a number in the field or leave it blank. If you leave it blank, IP Messaging assigns the next available family mailbox number. 3 Click Add Mailbox.
Using the Web Interface 43 6 To reset a password for one specific mailbox, click Reset Password. 7 On the next screen, select a family mailbox and type the new password. 8 Type the new password again to confirm. 9 Click Save.
CHAPTER 2: SETTING UP MESSAGING FEATURES Alias Configuration Use the Alias Configuration feature to set up different numbers that are associated with and point to your mailbox. This allows the system to know your identity when you access the system from other media such as a mobile phone, a fax, or a different e-mail address.
Using the Web Interface 45 Figure 22 Add New Alias Screen 3 In the Alias Name field, enter a name for the alias configuration. 4 In the Number or E-mail Address field, enter the alias phone number or e-mail address. 5 In the Attach Number field, enter your mailbox number. 6 In the Password field, enter your mailbox password. 7 Set Auto Login to ON (no password prompt) or OFF (password prompt).
CHAPTER 2: SETTING UP MESSAGING FEATURES Figure 23 Auto-delivery Screen 2 Fill in the fields and select from the drop-down lists as required. 3 Enter text in the Cover Sheet field, if required. 4 Enter text in the Forward Insertion Text field, if required. 5 Click Save. Logout To log out of the system, from the Main menu, click Logout. The web interface Main menu appears with this message: You Have Been Logged Out.
3 USING MESSAGING FEATURES This chapter describes how to use messaging features from the Telephone User Interface (TUI) and how to view message information from the IP Messaging web interface. This chapter describes all the possible messaging features. However, some features must be enabled by your administrator. If disabled, you will not hear a voice prompt for that feature.
CHAPTER 3: USING MESSAGING FEATURES Overview This chapter describes how to use IP Messaging messaging features. These features allow you to listen to and send messages, and place outside calls (if enabled by your administrator). You can also use the IP Messaging Web Provisioning interface to view information about new and saved messages.
Sending Messages Sending Messages 49 To send messages: 1 From the Main menu, press [2]. 2 Follow the prompts to specify a destination. You can: ■ ■ ■ Enter a destination number. Enter the first few letters of a subscriber’s last name to locate the subscriber in the mailbox directory or you Personal Address Book. Use a distribution list. 3 Follow the prompts to record the message.
CHAPTER 3: USING MESSAGING FEATURES Using the E-mail Menu Use the E-mail menu to manage e-mail messages: 1 From the Main menu, press [5].
Using an E-Mail Application to View Messages 51 The Message Information screen appears with a list of All Messages and Voice, Fax, and E-mail messages. Figure 24 Message Information Screen Using an E-Mail Application to View Messages You can use a third-party application (Microsoft Outlook Express, Microsoft Outlook or IBM Lotus Notes) to access messages in your mailbox. ■ A voice message appears as a .wav file attachment in an e-mail message. You can listen to the .wav file on any media player.
CHAPTER 3: USING MESSAGING FEATURES ■ IMAP — The Internet Message Access Protocol is also used to retrieve e-mail messages from a mail server but includes some features not supported by POP3. ■ Associate a mailbox with the e-mail account. ■ Identify a third party server as your outgoing SMTP (Simple Mail Transfer Protocol) e-mail server.
Using an E-Mail Application to View Messages 53 Retrieving Messages Using POP3 When your e-mail account receives a message from your IP Messaging mailbox that contains a fax or voicemail attachment, the message uses the following format: ■ Subject: — The subject field specifies the type of message, either “Voice Message”, “Fax Message”, or “Voice and Fax Message”. ■ From: — The From: field contains sender@IPM_domain/IPM_IP.
CHAPTER 3: USING MESSAGING FEATURES Deleting Messages Using POP3 If you delete a message from your inbox, the message is moved to the DELETED folder in your e-mail application. The DELETED folder is not synchronized with your IP Messaging mailbox. Moving Messages to Another Folder Using POP3 If you move a message from one folder to another, the folders are not synchronized with your IP Messaging mailbox.
Using an E-Mail Application to View Messages 55 account, not in the IP Messaging “Sent Items” folder. The sent message is not synchronized with the IP Messaging. ■ If your default e-mail account in Outlook is with the IP Messaging server, the sent message is saved in “Sent Items” folder on your Outlook “Personal Folders”, and not the IP Messaging “Sent Items” folder. Sent message are not synchronized with the IP Messaging server.
CHAPTER 3: USING MESSAGING FEATURES ■ From: — The From: field contains sender@IPM_domain/IPM_IP. Use your e-mail application’s menu options to view additional information, for example caller-id or the mailbox number of sender. ■ To: — The To: field contains Your_Mailbox@IPM_domain/IPM_IP.
Using an E-Mail Application to View Messages 57 ■ In Outlook Express and Lotus Notes, a copy of the forwarded message is stored in the “Sent” folder in your e-mail application. The “Sent” folder is synchronized with your IP Messaging mailbox. ■ In Outlook, a copy of the forwarded message is stored in the “Inbox” folder. The “Inbox” folder is synchronized with your IP Messaging mailbox. Deleting Messages Using IMAP If you delete a message from message list, the message is marked as deleted.
CHAPTER 3: USING MESSAGING FEATURES ■ personal ■ private ■ confidential Searching Messages Using IMAP The IMAP search function allows you to search messages based on the following criteria: ■ Keywords ■ Sender ■ Subject ■ Body content ■ Time (Received, Sent, Due, Expires, Created, Modified) ■ Sent-To ■ Items that are Read or Unread ■ Items with or without attachments ■ Message importance tagged as Normal, High, or Low ■ Message size
4 SETTING UP AND USING FIND ME FOLLOW ME This chapter describes how to set up and use the Find Me Follow Me (FMFM) feature from the telephone user interface (TUI) and from the web interface.
CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME Find Me Follow Me Overview The FMFM feature enables you to control which callers can access you and how these callers can access you by: ■ Allowing all incoming numbers to contact you ■ Allowing some incoming number to contact you ■ Preventing some incoming numbers from contacting you ■ Setting up destination telephone numbers ■ Recording a greeting for callers while the system tries to find you (TUI only) There are two variants of FMFM: basi
FMFM from the Web Interface 61 no answer timeout value determines how long the system tries to find you at one number before trying the next number. If you have already set up FMFM and want to change you current settings, see the following section, Modifying FMFM Settings. Modifying FMFM Settings Once you have configured FMFM, you can change your current settings (for example, change the phone number where you can be reached). To modify current FMFM option values.
CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME Accessing FMFM from the Web Interface This section describes how to access FMFM from the web interface. 1 Access the 3Com IP Messaging Web Provisioning interface (see Accessing the Main Menu). 2 In the Login dialog box, enter your username (or phone number) and your telephone password. 3 Click Login. 4 From the Main menu, select Find Me Follow Me. The FMFM Menu appears.
FMFM from the Web Interface 63 To allow all callers to find you: 1 Access the Find Me Follow Me screen (see Accessing FMFM from the Web Interface). To allow all callers to find you: a Select “Allow all calls to contact me”. b Click Continue. The destination screen appears. c Go to Entering Destination Phone Numbers. To allow some callers to contact you: a Select “Allow some calls to contact me”. b Click Continue. The Find Me Follow Me Allowed Numbers screen appears.
CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME 5 Go to Entering Destination Phone Numbers. Preventing Callers from Finding You This section describes how to prevent callers from finding a user. To prevent callers from finding a user: 1 Access the Find Me Follow Me screen (see Accessing FMFM from the Web Interface). 2 Select “Exclude some calls from contacting me”. 3 Click Continue. The Find Me Follow Me Exclude Numbers screen appears.
FMFM from the Web Interface Entering Destination Phone Numbers 65 After you have specified the callers who are allowed or prevented from reaching you, specify the phone numbers where you can be reached (destination phone numbers). When forwarding a call, IP Messaging uses the numbers in the order in which you enter them. On the Find Me Follow Me Destination screen: 1 Enter the first number you want IP Messaging to try when attempting to find you. 2 Click Submit.
CHAPTER 4: SETTING UP AND USING FIND ME FOLLOW ME than the no answer timeout value configured on the phone, FMFM will access the phone’s voice mailbox and not try the next number is the FMFM sequence. 5 When you finish entering destination numbers, click Finish. The main FMFM screen appears. The screen indicates that FMFM is enabled and displays the current configuration. Figure 29 show an example of a FMFM configuration.
INDEX A G accessing a mailbox 13 IP Messaging web interface 14 TUI 12 alias configuration 44 auto-attendant modifying menus 23 options 23 greetings scheduling (TUI) 19 setting up (IP Messaging) 30 setting up (TUI) 18 C call back option enabling 21 calls placing from voice mail 50 D delivery options 45 delivery reports setting up (TUI) 25 using (TUI) 49 distribution list managing (IP Messaging) 39 managing (TUI) 21 E e-mail accessing messages 51 managing e-mail messages 50 external e-mail adding serve
INDEX setting up (IP Messaging) 42 N name announcement recording and reviewing 19 notification creating a filter (IP Messaging) 31 creating a procedure (IP Messaging) 33 creating a schedule (IP Messaging) 35 enabling and disabling (TUI) 20 setting up (IP Messaging) 31 P password changing (TUI) 18 Personal Address Book (PAB) accessing (IP Messaging) 37 accessing (TUI) 20 adding entries (TUI) 20 reviewing, modifying, and deleting entries (TUI) 21 print options setting up 19 S setup options TUI 18 shor
