CLIENT APPLICATION USER GUIDE
NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks™ Corporation (MITEL®). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.
Table of Contents About This Guide 9 Document Overview 10 Intended Audience 11 Before You Begin 11 Conventions 11 Contacting Mitel Networks™ 12 CHAPTER 1 UM Client Manager and Desktop Applications 13 Overview 14 Using the UM Client Manager 14 Signing On 14 Logging Off 17 UM Client Manager Connectivity 18 Configuring the UM Client Manager 20 Configuring Main Settings 21 Specifying Call Handling Settings 24 Configuring LanTalk 28 Configuring Notifications 30 Using the UM Call Manager 32 Using the Toolbar B
Table of Contents Using LanTalk 40 Sending a Message 40 Creating a Broadcast Message 44 Creating a Buddies List 45 Deleting Buddies Lists and Mailboxes 51 Sending a Message Using a Buddies List 52 Using the Outlook Toolbar 53 Message Tab 57 Telephony Options Tab 62 Setting Present Status in Outlook 64 Using LanTalk in Outlook 65 Web Client CHAPTER 2 67 Overview 68 Starting Web Client 68 Running Grant Permissions 68 Connecting to the Web Client 70 Logging Off 71 Web Client Functions 72 Using the Scroll
Table of Contents Creating a Fax Message 84 Adding an Attachment to a Message 86 Replying to a Message 87 Forwarding a Message 88 Copying a Message 88 Moving a Message 89 Deleting a Message 90 Maintaining Folders 91 Using the Toolbar Buttons 91 Creating a New Folder 91 Deleting a Folder 92 Renaming a Folder 92 Copying a Folder 93 Moving a Folder 94 Recovering Deleted Messages 95 Emptying the Deleted Items Folder 96 Maintaining the User Settings 96 Using the Toolbar Buttons 97 Specifying General Options 98
Table of Contents Maintaining Call Options 111 Specifying Transfer Options 111 Enabling the Call Forwarding Feature 113 Maintaining Addresses 114 Adding a Phone Address 114 Editing a Phone Address 116 Deleting a Phone Address 116 Creating a Phone Addresses Schedule 116 Specifying E-mail Addresses 118 Editing an E-mail Address 120 Removing an E-mail Address 120 Configuring an E-mail Settings Schedule 120 Specifying Fax Addresses 121 Configuring a Fax Number Schedule 122 VPIM Addresses 123 WAP Addresses 124
Table of Contents Maintaining Wakeup Calls 138 Using the Toolbar Buttons 138 Creating a Wakeup Call 139 Cancelling a Wakeup Call 140 Maintaining Greetings 140 Using the Toolbar Buttons 141 Playing a Greeting 141 Recording a Greeting 142 Activating a Greeting 144 Deleting a Greeting 144 Using the Collaborate Feature 145 6510 UM Client Application User Guide 7
Table of Contents 8 6510 UM Client Application User Guide
About This Guide In This Chapter...
About This Guide Document Overview This guide has been developed to describe the configuration of the Client Applications that are available with the 6510 UM server. The availability of the Client Applications and their features and functionality is determined by a user’s classification on the 6510 UM system. As you read through the guide, you will see notations indicating which features are available to a certain class of user.
About This Guide Intended Audience This document is intended for end users using the UM Client Manager and the Web Client for their personal use. Before You Begin Before you can begin using the UM Client Manager and the Web Client software, you first need to install the applications. Refer to the Client Application Installation Guide for instructions.
About This Guide Contacting Mitel Networks™ Contact us by mail at: Mitel Networks Corporation 350 Legget Drive Ottawa, ON K2K 2W7 Contact us by phone: Tel: 613-592-2122 Fax: 613-592-4784 Contact us on the Web: www.mitel.
CHAPTER 1 UM Client Manager and Desktop Applications In This Chapter . . .
UM Client Manager and Desktop Applications Overview The 6510 Unified Messaging system is an IP-based desktop application that allows you to access several unique communication features, such as call control, instant messaging, and unified messaging. You can log into the UM server from any PC connected to the Internet. After you enter the IP address of the 6510 UM server, you are logged in and can access the available communication functionality.
UM Client Manager and Desktop Applications The status of your UM Client Manager session is represented by a number of icons: Icons Session Status Available to Logged In All users Logged In with New Message Awaiting Advanced and Unified users Logged Out All users Disconnected (System detects Client Manager settings, but no connection is established) All users (flashing) The status of your availability is represented by several icons: Busy Advanced and Unified users In Meeting Advanced and Uni
UM Client Manager and Desktop Applications No Answer Advanced and Unified users In Office and Logged In (Shown In LanTalk Directory) Advanced and Unified users In Office and Not Logged In (Shown In LanTalk Directory) Advanced and Unified users Standard User, no Desktop access (Shown In LanTalk Directory) Advanced and Unified users Note: When UM Client Manager is enabled by default, a notification window will pop up above the UM Client Manager icon whenever new messages are received.
UM Client Manager and Desktop Applications Logging Off Logging off closes the UM Client Manager and ends your session. To log off from the UM Client Manager: 1. Right-click on the UM Client Manager icon and click Exit. The following message appears: 2. Click Yes.
UM Client Manager and Desktop Applications UM Client Manager Connectivity At times when the UM Client Manager is unable to connect to the IMAP store or to your mailbox, dialogs will appear that prompt you to regain connectivity. To unlock mailbox: 1. When the system fails to establish a connection to the IMAP store, the Unlock Mailbox dialog appears. 2. Click OK. The system attempts to re-establish the connection. If connection is established, the Unlock Mailbox dialog will disappear.
UM Client Manager and Desktop Applications 2. In the User Name field, enter your IMAP user name. Note: The IMAP user name is the e-mail account user name that is set on the Exchange server (in the Active Directory). See your System Administrator if you do not know your IMAP user name. 3. In the Old Password field, enter the old password associated to your IMAP user name. 4. In the Password field, enter a new password for your IMAP user name. 5.
UM Client Manager and Desktop Applications Note: If your connection to the 6510 server is lost at any time (due to network issues), the Login dialog will appear. Click OK to close the dialog and re-establish a connection with the 6510 server. The Login dialog will continue to appear intermittently if connection to the server is not reestablished. Configuring the UM Client Manager Before you can use UM Client Manager, you must configure the application.
UM Client Manager and Desktop Applications Configuring Main Settings This function allows you to configure the personal settings required so that you can log in successfully. Caution: This information must be correct in order for the UM Call Manager and the Outlook Forms to work properly. To configure main settings: Note: Skip this procedure if you have already configured the main settings during the installation of the 6510 UM Client Manager. 1.
UM Client Manager and Desktop Applications Note: The main mailbox, address and port information is automatically populated by the system if you entered them correctly during the installation process. If certain fields are not populated, refer to the following steps 2-5 for details. Proceed to step 6 if the main fields are already populated. 2. In the Company field, enter the company number name that your account is associated with on the 6510 UM server.
UM Client Manager and Desktop Applications 9. Click Set Password to set your user password. The Set Password dialog appears. 10. In the Set Password field, enter your new password, and then click OK. 11. The 6510 UM Client Manager configuration window reappears. Click OK to finish the configuration. The initial setup of the 6510 UM Client Manager is now complete.
UM Client Manager and Desktop Applications Specifying Call Handling Settings The Call Handling tab allows you to define the call handling settings, including PIM Integration, Default Action, New Call Popup, Public Contact Search, Auto Add Record and User Extension. Note: This feature is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document. To specify call handling: 1. Log into the 6510 UM Client Manager. 2.
UM Client Manager and Desktop Applications Note: In order for call popups to occur, this checkbox must be selected. In conjunction with this, the Transfer Options for each user’s mailbox must have Pop selected. Refer to the Web Client chapter in this guide for more details. 4. Select the Use Phone Formatting checkbox to enable phone formatting. 5.
UM Client Manager and Desktop Applications Function Related Fields Outlook Select Auto Add Record on Not Found to add the call record if it is not found in the database. It takes the caller ID information including the name and number, and creates a new contact in Outlook or Act. Select Search Public Contacts to search the public contact database on the office exchange server for matching contact number.
UM Client Manager and Desktop Applications 8. In the Use Ext. field, select the extension type to be used to transfer a call, play back a voice message, and dial a number. You can select an Internal, External, or Centrex extension type. Note: Centrex is a telephone company provided service that allows for PBX functionality through your telephones.
UM Client Manager and Desktop Applications Configuring LanTalk LanTalk is the instant messaging component of the 6510 UM system that allows users to chat with each other over an IP network. LanTalk messaging can be personalized so that each user can specify background and foreground colors, as well as font type and size. Note1: This feature is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document.
UM Client Manager and Desktop Applications 3. Click Background Color to set the color for the background screen. 4. Click Foreground Color to set the color of the text. 5. Click Font to configure the font type and size. Note: For information on changing the color and font, refer to your Windows NT® documentation. 6. Select the LanTalk Popup checkbox to turn on instant messaging. 7. Select the New LanTalk Window for every Session checkbox if you want a new window for every new LanTalk session. 8.
UM Client Manager and Desktop Applications Configuring Notifications The Notification tab allows you to customize the way that you are notified when you receive new messages and when other users log in to the system. Note: This feature is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document. To configure the notifications: 1. Log into the 6510 UM Client Manager. 2. Click the Notification tab.
UM Client Manager and Desktop Applications • Select the When new messages arrive, popup notification window checkbox to enable the screen popup that notifies you of new messages. • Select the When others log in, popup notification window checkbox to enable the screen popup that notifies you when other users log in to the system. 3.
UM Client Manager and Desktop Applications Using the UM Call Manager When a call comes through to your extension, the UM Client Manager displays a screen pop that displays information about the phone call. Note 1: This feature is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document. Note 2: The Contacts feature and button will only appear if you set your PIM Integration Settings to use Outlook.
UM Client Manager and Desktop Applications Using the Toolbar Buttons There are eight buttons that allow you to perform various tasks within the UM Call Manager display. Note: You may not see all of the buttons shown below on your system. The availability of some of the buttons depends on the PBX integration of your system. Contact your System Administrator for more information. Button Function Transfers the call to the active extension that your user account has been defined to.
UM Client Manager and Desktop Applications This button allows you to turn your do not disturb status on or off at any time. This launches the embedded UM Client Manager Contact database to log call statistics and dial back. (Only functional in conjunction with Outlook). Answering a Call When a call appears on the UM Call Manager display, click Answer to transfer the call to your extension. Note: The Answer button is disabled until you receive another call.
UM Client Manager and Desktop Applications Transferring a Call When a call comes to your extension, you can transfer the call to another extension. After you specify the extension, it will be displayed in the Transfer drop down list and is available to use again. Note: The extension numbers that you enter are available until you exit UM Call Manager. To transfer a call: 1. Click the arrow key to select the extension to which to transfer the call. To specify an extension, click Other.
UM Client Manager and Desktop Applications Putting a Call on Hold When a call comes through to your extension, you can put the call on hold until you have an opportunity to answer it. To put a call on hold: 1. Click the arrow key beside the Hold button to select the length of time that you want to put the call on hold for. Time selections include 30 seconds, 1 minute, 2 minutes, or Other.
UM Client Manager and Desktop Applications Taking a Message When a call comes through to your extension, you can choose to send the call directly to your voice mail. When enabling this option from the UM Client Manager interface, you can select which pre-recorded greeting to use to greet the caller. To take a message: 1. Click the Take Msg arrow key and select the greeting type you want the caller to receive. The UM Call Manager sends the caller to the selected greeting to record a message.
UM Client Manager and Desktop Applications Changing Your Status UM Client Manger provides you with the ability to inform callers when you are not available to answer the phone. For example, if you are on holiday, you can instruct the system to inform a caller that you are away and the date when you will be back in the office. For information on how to record a greeting, refer to Maintaining Greetings on page 140 or your Telephone User Guide. To change your status: 1.
UM Client Manager and Desktop Applications 3. Select the Available At checkbox to activate the schedule. 4. Click on a date when you will be back in the office. 5. Enter a time, then click Ok. The selected status will be represented by the corresponding icon in your Windows System Tray. Note 1: You do not need to specify an Available At date and time. This is an option that you may choose, which, if selected will inform callers of the date and time when you will be available.
UM Client Manager and Desktop Applications Using LanTalk LanTalk is the instant messaging module that allows you to chat with other users over the network. You can reach anyone who is logged into the same network connection as the one that you are using, as well as send SMS messages. Sending a Message When logged in, you can send instant messages to others using LanTalk. To send a message (to a single user): 1. Right-click on the UM Client Manager icon and select LanTalk.
UM Client Manager and Desktop Applications 3. From the Select Destination drop-down list, select Select Destination from LanTalk Directory. The LanTalk Directory dialog appears, displaying a Buddies List compilation or a list of all users online, defining their name, mailbox number, and online status.
UM Client Manager and Desktop Applications 4. Click the Company Directory tab, select a user, and click OK. The selected user appears in the Select Destination drop-down list. Note: The LanTalk Directory can also be accessed directly if you right-click on the UM Client Manager icon, select LanTalk and click Directory. 5. Select the Also Send by SMS checkbox to send to a mobile phone (if applicable). 6. In the empty field, enter the message that you want to send.
UM Client Manager and Desktop Applications Note: You can also select a previous message that you sent. 7. Click Send to send the message. The message is sent.
UM Client Manager and Desktop Applications Creating a Broadcast Message Using the Broadcast Message feature is useful if you want to send the same message to everyone connected to the system. To create a broadcast message: 1. Right-click on the UM Client Manager icon and select LanTalk>Broadcast. The LanTalk dialog appears. 2. In the Select Destination drop-down list, select Broadcast. 3. In the empty field, enter the message that you want to send. Note: You can also send the message by SMS.
UM Client Manager and Desktop Applications Creating a Buddies List A Buddies List allows you to create a distribution list for Lan Talk broadcasts. After creating a Buddies List, you must add mailboxes (users) to the list. By creating and defining users on a Buddies List, you can send a broadcast message to the selected "buddies" with one click. To create a Buddies List: 1. Right-click on the UM Client Manager icon and select LanTalk>Directory. The LanTalk Directory (Buddies List tab) appears. 2.
UM Client Manager and Desktop Applications 3. In the List Number field, enter the list number that will identify the Buddies List. 4. In the List Name field, enter a unique name for the Buddies List. 5. Click OK. The Buddies List appears in the Buddies List tab.
UM Client Manager and Desktop Applications To rename a Buddies List: 1. In the Buddies List tab, select a Buddies List and click Tools>Rename Buddies List. The Delete Buddies List dialog appears. 2. Click Yes. The Rename Buddies List dialog appears.
UM Client Manager and Desktop Applications 3. In the Enter new name field, enter the new name for the Buddies List. 4. Click OK. The Buddies List appears, labelled with its new name. To add mailboxes to the Buddies List: 1. In the Buddies List tab, select the Buddies List and click Tools>Add Mailbox. The Add Mailbox dialog appears. You can either add mailboxes by searching for the mailbox number or by user name: • Select By Mailbox Number.
UM Client Manager and Desktop Applications • Click Search. Any mailbox number that is found is displayed. or • Select By Name. The Last Name and First Name fields appear. • In the Last Name field, enter the last name of the user you are searching for. • In the First Name field, enter the first name of the user you are searching for. • Click Search. Any name that is found is displayed. 2. Select the user that you want to add and click Add to List. The user appears in the Buddies List.
UM Client Manager and Desktop Applications 3. Repeat steps 1-2 to add all necessary users to your Buddies List.
UM Client Manager and Desktop Applications Deleting Buddies Lists and Mailboxes You can delete individual mailboxes from Buddies Lists or delete entire Buddies Lists. To delete a mailbox from a Buddies List: 1. In the Buddies List tab, select a user and click Tools>Delete Mailbox. The Delete Mailbox dialog appears. 2. Click Yes. The mailbox is removed from the Buddies List. To delete a Buddies List: 1. In the Buddies List tab, select a Buddies List and click Tools>Delete Buddies List.
UM Client Manager and Desktop Applications Sending a Message Using a Buddies List Once a Buddies List is created and multiple users are assigned to it, you can conveniently create Lan Talk messages that are sent to users specific to the Buddies List that is selected. Sending a message using a Buddies List: 1. Right-click on the UM Client Manager icon and select LanTalk>Directory. The Lan Talk Directory (Buddies List tab) appears. 2. Select the Buddies List to use and click OK.
UM Client Manager and Desktop Applications Using the Outlook Toolbar The UM Client Manager Toolbar is integrated into the Microsoft Outlook application, allowing you to send a voice, text, or fax message, as well as set your Present Status and launch LanTalk sessions. Note: In cases where there are multiple Profiles being used on the same Outlook application, only the profile of the user who installs the software has access to the UM Client Manager Toolbar in Outlook.
UM Client Manager and Desktop Applications Button Function Available to All users Compose a voice message (New Voice Button) All users Compose a text message (New Text Button) All users Send a fax message (New Fax Button) Set your Present Status Launch a LanTalk conversation 54 6510 UM Client Application User Guide Advanced and Unified users Advanced and Unified users
UM Client Manager and Desktop Applications Note: In order for message type icons to appear in Outlook (for Integrated Messaging and SMTP Forwarding), you must use the VPIM Client to enable this feature. Follow the directions below. To enable message type icons in Outlook: 1. In your Windows Taskbar, click Start > Program Files > Mitel Networks 6510 UM > VPIMClient. The VPIM Client window appears. 2. Click Preferences. The Preferences tab appears.
UM Client Manager and Desktop Applications 3. Under TNEF, select the Send Always radio button. 4. Click Apply, and then OK. Exit the VPIM Client application.
UM Client Manager and Desktop Applications Message Tab The Message tab allows you to compose voice, text and fax messages. To compose a voice message: 1. In Microsoft Outlook, click the New Voice button. The New Voice Message tab appears. 2. In the To field, enter the e-mail address that you are sending the message to. 3. In the Cc field, enter the e-mail address that you are carbon copying the message to. (If applicable). 4. In the Subject field, enter the subject for the message. 5.
UM Client Manager and Desktop Applications allows you to adjust the message volume and speed. 6. Click and begin recording the voice message with your microphone. Click 7. Click when finished recording. to verify that you message is recorded. If the message needs to be revised, click your message. to clear the message and re-record 8. In the text field at the bottom of the screen, enter any text that you want included with the message. 9. Click Send. The composed message is sent.
UM Client Manager and Desktop Applications To compose a text message: 1. In Microsoft Outlook, click the New Text button. The New Text Message tab appears. 2. In the To field, enter the e-mail address that you are sending the message to. 3. In the Cc field, enter the e-mail address that you are carbon copying the message to. (If applicable). 4. In the Subject field, enter the subject for the message. 5. Under Choose Message Type, ensure that Text is selected. 6.
UM Client Manager and Desktop Applications To compose a fax message: 1. In Microsoft Outlook, click the New Fax button. The New Fax Message tab appears. 2. In the To field, enter the e-mail address that you are sending the message to. 3. In the Cc field, enter the e-mail address that you are carbon copying the message to. (If applicable). 4. In the Subject field, enter the subject for the message. 5. Under Choose Message Type, ensure that Fax is selected. 6. Click Add Attachments. The Open dialog appears.
UM Client Manager and Desktop Applications 7. Select the fax to attach to the message. The selected file appears in the field. 8. In the text field at the bottom of the screen, enter any text that you want included with the message. 9. Click Send. The composed message is sent.
UM Client Manager and Desktop Applications Telephony Options Tab The Telephony Options tab allows you to configure the voice format and device options. Correctly configuring these options will allow you to listen to voice messages that are received. Note: Standard users do not have access to the Telephony Options function. For an explanation of the different user types, refer to the About This Guide section in this document. To set telephony options: 1. In Microsoft Outlook, click the New Voice button.
UM Client Manager and Desktop Applications 5. Enter your phone extension and click Apply. Once this is selected, when a voice message is received and opened in Outlook, the system will call your telephone extension and the voice message will be played on your telephone. 6. Telephony Options are now configured. Note: Voice messages recorded through a microphone on a desktop cannot be played through the Phone sound device. It can only be played through the Sound Card sound device.
UM Client Manager and Desktop Applications Setting Present Status in Outlook UM Client Manger provides you with the ability to inform callers when you are not available to answer the phone. For example, if you are on holiday, you can instruct the system to inform a caller that you are away and the date when you will be back in the office. Note: This feature is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document.
UM Client Manager and Desktop Applications Using LanTalk in Outlook LanTalk is the instant messaging module that allows you to chat with other users over the IP. You can reach anyone who is logged into the same IP as the one that you are using. Integrated into Outlook, LanTalk is much more convenient for you to use to communicate with individuals logged into your network. Note: This feature is only available to Advanced or Unified users.
UM Client Manager and Desktop Applications 66 6510 UM Client Application User Guide
CHAPTER 2 Web Client In This Chapter . . .
Web Client Overview Web Client is a web-based interface that provides you with access to your 6510 UM account and features over the Internet. You can check your e-mails, phone messages, and faxes from anywhere in the world. Note: This application is only available to Advanced or Unified users. For an explanation of the different user types, refer to the About This Guide section in this document.
Web Client 5. Click Go. The File Download dialog appears. 6. Click Open. The Grant Permissions Installation begins, and the Set Client-Side Permissions dialog appears. 7. In the http:// field, enter the IP address of your web server, and then click OK. The Grant Permission dialog appears. 8. Click OK. Grant Permissions is now complete. You can proceed to logging in and using the Web Client.
Web Client Connecting to the Web Client In order to access your 6510 UM account over the Internet, you must first start the Web Client. Note: Before using this application, make sure that SSL has been enabled on the Web Client. Check with your System Administrator if you are not sure if this has been done. To connect to the Web Client: 1. Open your browser (using Microsoft Explorer 6.0 or greater or Netscape Navigator 6.2 or greater). The Web Client screen appears. 2.
Web Client Logging Off After finishing the Web Client session, you must log off. To log off: 1. Click Log Off. A message appears prompting you to confirm log off action. 2. Click OK. The Web Client screen appears.
Web Client Web Client Functions Using the Scroll Buttons Scroll buttons allow you to scroll through the display of messages. Button Name Function First Record Scrolls to the first record Previous Record Scrolls to the previous record Next Record Scrolls to the next record Last Record Scrolls to the last record Note: Scroll buttons appear in both the Inbox and Folders applications. Using the Main Toolbar Functions The left hand side of the screen displays the main toolbar functions.
Web Client Notification Sets up and configures notification properties on new messages Wakeup Call Setup and configure a wakeup call Greetings Record and edit greetings Collaboration Initiates the defined collaboration service Log Off Log off of Web Client Using the Inbox The Inbox displays all of the voicemails, faxes, and e-mails that have been sent to your mailbox.
Web Client Message Icons There are seven message icons used to represent information about each message in the Inbox.
Web Client Displaying Messages by Type You can display the messages in any folder either by type or all messages together. The default is Show All.
Web Client Using the Toolbar Buttons There are nine buttons that allow you to perform various tasks within the Inbox. Button 76 Name Function Compose new message Compose a new voice message, e-mail, or fax Reply Reply to the message Forward Forward the message to another user.
Web Client Playing a Voice Message Using Web Client, you can play back any voice mail message that has been sent to your mailbox. If there are any attachments to the voice message, Web Client will download the files to your PC. Note: The Java Plug-In and Grant Permissions must have been installed on the computer you are using in order to be able to play and record voice mail messages. To play a voice message: 1. In your Inbox, click the icon beside the voice message that you want to hear.
Web Client The Windows Sound Player becomes active and plays the message automatically. 2. From the List of Attachments drop down list, select an attachment, then click Open. The Save As dialog appears. 3. Select a directory to save the file to, then click Save. When the download is complete, click Close. 4. To return to the Inbox, close the window.
Web Client Viewing a Fax If you have Fax Client installed on your PC, you can view any fax that has been sent to your mailbox. To view a fax: 1. In your Inbox, click the Fax icon. The fax message appears. 2. Select the fax from the List of Attachments drop-down list if the fax is an attachment in the message. The fax message appears. Reading an E-mail Web Client gives you the ability to read your e-mails either in the office or from any where in the world. To read an e-mail: 1.
Web Client 2. From the List of Attachments drop down list, select an attachment, and click Open. The Save As dialog appears. 3. Select a directory to save the file to, then click Save. When the download is complete, click Close. 4. To return to the Inbox, close the window. Refreshing the Display Web Client refreshes the display automatically so that the most recent messages always appear in your Inbox. However, you can also refresh the display manually by clicking Refresh.
Web Client Creating a Voice Message If you have a microphone attached to your PC, you can use Web Client to send a voice message. To create a voice message: 1. In your Inbox, click New in the toolbar. 2. Select Voice and click OK. The voice dialog appears. 3. From the Importance drop down list, select Normal or High (Urgent) to specify the importance of the voice message. 4. Select Certified if you want to receive a message that the recipient has listened to your voice message.
Web Client 5. Select Private (Not Forwardable) to prevent the receiver from forwarding the voice mail message to another user. 6. Click Attachments if you want to attach a file to the voice message. 7. Click To to specify the recipients. The To dialog appears. Note: You can also enter the recipient’s extension. 8. Highlight a recipient, then click the Add arrow. When you have finished adding all of the recipients, click OK. The From dialog appears. 9.
Web Client Creating a Text Message You can use Web Client to create a text message. Note: There is no limit to the length of the text message. To create a text message: 1. In your Inbox, click New in the toolbar. 2. Select Text, then click OK. The text dialog appears.
Web Client 3. From the Importance drop down list, select Normal or High (Urgent) to specify the importance of the text message. 4. Select Certified if you want to receive a message in your Inbox that the recipient has read your text message. 5. Select Private (Not Forwardable) to prevent the receiver from forwarding the text mail message to another user. 6. Click Attachments if you want to attach a file to the text message. 7. Click To to specify the recipients. The To dialog appears. 8.
Web Client 3. From the Importance drop down list, select Normal or High (Urgent) to indicate the importance of the message. 4. Select Certified if you want to receive a message in your Inbox that the recipient has read your message. 5. Select Private (Not Forwardable) to prevent the receiver from forwarding the message to another user. 6. Click Attachments if you want to attach a file to the message. 7. Click To to attach recipients to the fax. The To dialog appears. 8.
Web Client Adding an Attachment to a Message Web Client allows you to add one or more attachments to your voice, text, or fax message. To add an attachment: 1. While composing any type of message in the From dialog, click Attachments . The Attachments dialog appears. 2. In the Attach File field, enter the directory and name of the file and click Add. Note: Click Browse to navigate to a directory. 3. Highlight the file, then click Remove to remove the file. 4.
Web Client Replying to a Message After you have read a message, you can reply to the sender with a comment using Voice, Text, or Fax. You can also forward a copy of the message to another user and include your comments. To reply to a message: 1. To reply to a message from the Inbox, select the check box beside it and click Reply. Note: You can only reply to one message at a time. 2. If you are reading the e-mail, listening to a voice message, or viewing a fax, click Reply. The Reply dialog appears. 3.
Web Client Forwarding a Message You can forward a message either from the Inbox or while you are reading it. To forward a message: 1. Select the check box beside the message that you want to forward, then click Forward. Note: You can only forward one message at a time. 2. If you are reading the e-mail, listening to a voice message, or viewing a fax, click Forward. The Forward dialog appears. 3. Select Add Comment if you want to add a comment and click OK. The Voice, Text, and Fax options become active. 4.
Web Client 3. Select the folder to copy the messages to, then click OK. The folder that you copied the messages to appears on the desktop. The folder that you copied the messages from still contains the original messages that you copied. Moving a Message Web Client allows you to move one or more messages from one folder to another. This is useful if you want to sort your messages by sender or subject. To move one or more messages: 1. Select the folder containing the messages that you want to move. 2.
Web Client 3. Select the folder to move the messages to, then click OK. The folder that you moved the messages to appears on the desktop Deleting a Message Once you have read a message, you can delete it from its folder. To delete one or more message: 1. Select the folder containing the messages that you want to delete. 2. Beside each message, select its check box, then click Delete marked items. If you are reading the message, click Delete.
Web Client Maintaining Folders You can create an unlimited number of folders to help organize your voice messages, e-mails, and faxes. Using the Toolbar Buttons There are six buttons that allow you to perform various tasks within the Folders application.
Web Client 2. Enter the name of the new folder, then click OK. Web Client displays the folders in alphabetical order. Deleting a Folder You can delete any folder that you have created, with the exception of the five default folders. Caution: Deleting a folder deletes the contents of that folder, including all sub-folders. To delete a folder: 1. Click on the folder that you want to delete. 2. Click Delete the current folder. A message appears, prompting you to confirm deletion. 3. Click OK.
Web Client 3. Enter the new name of the folder, then click OK. Web Client displays the new name of the folder. Copying a Folder You can copy an existing folder to another folder. For example, you could have two folders both named “Budgets.” One budget folder could be in the “This Year” folder, while the other budget folder could be in the “Next Year” folder. Note: You cannot copy any of the folders that come installed with Web Client. To copy a folder: 1. Click Folders, then select a folder. 2.
Web Client 3. Select a folder to copy the folder to, then click OK. The folder is copied to the indicated folder. Moving a Folder You can move folders to other folders and directories. Note: You cannot move the five default folders. To move a folder: 1. Select a folder. 2. Click Move the current folder. The Move the current folder dialog appears.
Web Client 3. Select where you want to move the folder and click OK. Web Client displays the folder directory tree with the selected folder moved into the new position. Recovering Deleted Messages Each time you delete a voice message, e-mail, or fax message, Web Client stores the message in the Deleted Items folder. This allows you to recover deleted messages if you change your mind about deleting one or more messages, you can move them from the Deleted Items folder to another folder.
Web Client Emptying the Deleted Items Folder Emptying the Deleted Items folder removes all of the deleted messages and folders from Web Client permanently. Caution: Once you empty the Deleted Items folder, you cannot recover the deleted messages. To empty the Deleted Items folder: 1. Click Inbox or Folders. 2. Click Empty Deleted Folder. A message appears, prompting you to confirm deletion. 3. Click OK. The system deletes all items stored in the Deleted Items folder.
Web Client Using the Toolbar Buttons There are 12 buttons that allow you to perform various tasks within the User Settings application.
Web Client Specifying General Options The General options screen allows you to specify: • your presence status • your passwords • collaboration services Specifying your Presence Status Web Client provides you with the ability to inform callers when you are not available to come to the phone. For example, if you are on holidays, you can instruct the system to inform a caller that you are away and the date when you will be back in the office.
Web Client 4. Select Available at if you want to specify a time when you will be available. In the year, month, day, hour, and min fields, enter the date and time when the selected status takes affect. 5. Click Save. Creating a Status Schedule Web Client provides you with the capability to create a schedule specifying when a particular status greeting is played. For example, you can specify that the “In Office” greeting plays Monday to Friday, between 9 am and 5 pm. To create a status schedule: 1.
Web Client 4. From the To - year, month, and day drop down list, select the year, month, and day when you want the voice menu to end playing. Note: Select All Day if you want the voice menu to play all day. 5. Enter the From and To hours, in military format. For example, if your company wants the voice menu to play from 9:00 AM to 5:00 PM, set the hours as From 09:00 and To 17:00. If no time is entered, the system will assume all hours. Note: A value of From 13:00 to blank indicates 1:00 PM to midnight.
Web Client Deleting a Status Schedule The status schedule that you create can be deleted any time. To delete a status schedule: 1. Click Schedule. The Status Schedule dialog appears. 2. Click the scroll bars to display the status schedule that you want to delete and click Delete Item. A message appears, prompting you to confirm deletion. Note: Click Delete All to delete all of the Status Schedules. 3. Click OK. 4.
Web Client 3. In the Numeric Password section enter a password in the Password field. 4. Enter the password again in the Confirm Password field and then click Save. Specifying a POP3 / IMAP4 Password POP3 is a protocol used by Web Client to retrieve your messages from the server. If your system is not using POP3, it will use IMAP4. If your system is using either POP3 or IMAP4, you must specify a password for authentication. To specify a password for POP3 or IMAP4: 1.
Web Client 3. In the Active Collaboration Service drop-down list, select User Defined Services. The User Defined Services field appears. 4. In the User Defined Services field, enter the URL for the service that you want to use. 5. Click Save. Specifying IMAP Settings IMAP settings allow you to enable IMAP synchronization and unlock your user account. To set IMAP settings: 1. Click User Settings. The User Settings (General) screen appears. 2. Click IMAP Settings. The IMAP Settings screen appears.
Web Client 3. If the Locked checkbox is selected, it means that the system does not currently accept the IMAP user login information. Deselect the checkbox to unlock the account. 4. In the User Name field, enter the IMAP user name. 5. In the Password field, enter the IMAP user’s password. 6. In the Confirm Password field, re-enter the IMAP user’s password for verification. 7. Click Save.
Web Client Maintaining Message Options Message Options allow you to specify message sorting and order, message forwarding, and playback/record devices. Sort/Order Messages The Sort/Order messages feature allows you to specify the in order in which messages should be played. To sort/order messages: 1. Click User Settings. The User Settings (General) screen appears. 2. Click Sort/Order. The Sort/Order screen appears. 3. Select LIFO or FIFO.
Web Client Specifying Message Forwarding Web Client allows you to forward your messages to another mailbox, distribution list, AMIS or VPIM account, or an e-mail account. This is useful if you want to designate where certain messages should be forwarded. Before specifying any e-mail addresses, ensure that the e-mail client used for that address does not block .wav file attachments and that the client machine has a device installed that can play .wav attachments. To specify message forwarding: 1.
Web Client For Mailbox and Distribution List: 1. In the Address drop-down list, select the mailbox or distribution list to use. 2. In the After Hour(s)/Minute(s) fields, enter when message forwarding should be enabled. 3. Select the Delete After Forward checkbox to delete each message after forwarding. Caution: If the Delete After Forward option has been selected, the message will be permanently deleted from your mailbox on the 6510 system.
Web Client For E-mail: 1. In the Address field, enter the e-mail address to use. 2. In the After Hour(s)/Minute(s) fields, enter when message forwarding should be enabled. 3. Select the Delete After Forward checkbox to delete each message after forwarding. Caution: If the Delete After Forward option has been selected, the message will be permanently deleted from your mailbox on the 6510 system.
Web Client 3. Select Say Date and Time if you want to hear the date and time stamp before every message. Note: All messages are tagged with a Date and Time stamp. Select Say Date and Time if you want to hear the date and time stamp before every message. 4. In the Playback Device drop-down list, select the device to use for message playback. 5. In the Record Device drop-down list, select the device to use for recording greetings and messages.
Web Client 6. In the Address Type drop-down list, select the address type. 7. In the Country drop-down list, select the country that the phone is located in. 8. In the Area/City Code field, enter the area/city code for the phone number. 9. In the Number field, enter the phone number. 10. Click Save.
Web Client Maintaining Call Options Call Options allows you the flexibility to assign transfer options and enable/disable call forwarding. Specifying Transfer Options By specifying the transfer options, the system will use the assigned active greeting and call functions to receive callers. To transfer options: 1. Click User Settings. The User Settings (General) screen appears. 2. Click Transfer Options. The Transfer Options screen appears. 3.
Web Client Caller ID Function None Turns off screen pops on Call Manager. Ask Prompts a caller to input their phone number before Web Client transfers the call. The phone number is used in screen pops if you are using Call Manager. Pop Provides a screen pop even if there is no caller ID information available. Ask and Pop Prompts the caller to manually input their number so it can be used in the screen pop if no caller ID is available or it is not passed by the telco.
Web Client Caution: Call Screening and Call Queuing are only available on telephone systems that provide a busy tone. Most telephone sets with multiple extension appearances do not produce a busy tone. Note: Call Screening and Call Queuing are mutually exclusive. You must choose one or the other, but not both. 8. Click Save. Enabling the Call Forwarding Feature When call forwarding is enabled, all calls will be forwarded to the assigned number. To enable call forwarding: 1. Click User Settings.
Web Client Maintaining Addresses Adding a Phone Address You can add a phone address at any time. To add a phone address: 1. Click User Settings. The User Settings (General) screen appears. 2. Click Phone. The Phone screen appears. 3. Click Add. The Add Address dialog appears.
Web Client 4. From the Address Type drop down list, select an address type. 5. If you select External or Centrex, the Country and Area/City Code fields become active. 6. From the Country drop down list, select a country. 7. In the Area/City Code field, enter the area or city code. 8. In the Number field, change the extension. 9. Select Set as Default to specify the extension as the default, then click OK.
Web Client Editing a Phone Address You can edit an existing phone address at any time. Note: You cannot edit your extension from the General screen. To edit the address type: 1. Highlight a phone address and click Edit. The Web Page dialog appears. 2. Make the necessary changes, then click OK. Deleting a Phone Address You can delete an existing phone address at any time. To delete an address type: 1. Highlight the phone address that you want to delete and click Remove.
Web Client Note: Web Client automatically activates the schedule. 4. From the Default drop down list, select the default extension that will be used if the schedule expires. 5. From the From - year, month, and day drop down list, select the year, month, and day when you want the phone extension to start being used. 6. From the To - year, month, and day drop down list, select the year, month, and day when you want to stop using the phone extension.
Web Client Other than a Blank value, the From field cannot be greater than the To field. 8. Select the days of the week on which you want the extension to be called. Note: If you want this extension to be reached every day, select Every day. 9. From the Phone Addresses drop down list, select the phone addresses that will run. 10. Click OK. Specifying E-mail Addresses Specifying e-mail settings allows you a number of e-mail addresses where you can be reached when an unread message is received.
Web Client 3. Select the Send E-mail with New Messages checkbox if you want to send defined e-mails with the message. Note: The Attach Voice File to E-mail selection becomes active if you select Send E-mail with New Messages. 4. Select the Attach Voice File to E-mail checkbox if you want to attach a voice message to an e-mail. Note: The destination e-mail server must be able to receive .WAV file attachments and the destination computer must have a .WAV file player. 5.
Web Client 8. In the E-mail Address field, enter the e-mail address. 9. Select Set as Default if you want to make this e-mail address the default address, then click OK. 10. Click Save. Editing an E-mail Address After specifying e-mail addresses, you can edit them at any time. To edit an e-mail setting: 1. Highlight the e-mail address you want to edit and click Edit. The email address dialog appears. 2. Make the appropriate changes to the settings and click OK. 3. Click Save.
Web Client 5. In the From Year/Month/Day drop-down lists, select the year, month and day you want the schedule to begin. 6. In the To Year/Month/Day drop-down lists, select the year, month and day you want the schedule to end. 7. Click the checkbox that represents the day or days you want the schedule to be enabled or select the Every day checkbox to enable the schedule everyday. 8. In the E-mail drop-down list, select the e-mail address that is to be associated with the schedule. 9. Click OK.
Web Client 4. Select the Attach Fax File to E-mail checkbox if you want to attach a fax message to an e-mail. 5. In the Fax Number box, click Add to add a fax number. The Fax Number dialog appears. 6. In the Internal/External drop-down list, select whether the fax number is internal or external. 7. In the Country drop-down list, select the country in which the fax number resides. 8. In the Area/City Code field, enter the area/city code of the fax number. 9. In the Number field, enter the fax number. 10.
Web Client 7. Click the checkbox that represents the day or days you want the schedule to be enabled, or select the Every day checkbox to enable the schedule every day. 8. In the Fax drop-down list, select the fax extension that is to be associated with the schedule. 9. Click OK. VPIM Addresses The VPIM Addresses feature displays the user’s VPIM address. This address can only be changed by the administrator in the 6510 UM Administration console. To view VPIM addresses: 1. Click User Settings.
Web Client WAP Addresses Specifying a Wireless Application Protocol device address lets you define a WAP location to contact for message notification. To specify WAP addresses: 1. Click User Settings. The User Settings (General) screen appears. 2. Click WAP. The WAP addresses screen appears. 3. In the Country drop-down list, select the country in which the WAP address is located. 4. In the Area/City Code field, enter the area/city code of the WAP address. 5. In the Number field, enter the WAP number. 6.
Web Client Other Addresses Specifying a SMS address lets you define a SMS location to contact for message notification. To specify other addresses: 1. Click User Settings. The User Settings (General) screen appears. 2. Click Other. The Other screen appears. 3. In the SMS field, enter the SMS address to send to. 4. In the Reply To field, enter an address that will appear in the message that the receiver will be instructed to reply to. 5. Click Save.
Web Client Maintaining a Distribution List Creating a distribution list provides you with an easy way to send messages to a group of people. For example, if you frequently send voice mail to the sales team, you can create a distribution list called “Sales Team", which contains the names of all the members on the sales team. You can use a distribution list to create either a voice mail or e-mail message. Note: This option allows you to create and maintain up to 99 distribution lists.
Web Client Creating a Private Distribution List You can create a private distribution list that includes a number of inboxes and email addresses. When unread messages are received, the system will utilize the list and send the unread messages to the contacts on the private distribution list. Note: Public distribution lists are created by the System Administrator. To create a distribution list: 1. Click Distribution List. The Distribution List screen appears. 2. Click Create Distribution List. 3.
Web Client Note: You can also highlight a mailbox, then click the Add to list arrow. To remove a mailbox, highlight it, then click the Remove from list arrow. 6. The Remote Sites field displays all other networked locations via AMIS or VPIM. Highlight a user, then click the Add arrow. The Remote Sites dialog appears. 7. Enter the remote site address and click OK. 8. In the Email field, enter the e-mail address that you want to add to the distribution list, then click Save Distribution List.
Web Client Maintaining Notifications When you are away from your desk or out of the office, you often do not have any way of knowing if you have received an e-mail or voice message. Web Client has the ability to notify you if you have received e-mail or voice message. For example, if you have received a voice mail message, you can instruct Web Client to notify you by an e-mail message or call to your cell phone, home phone, or another e-mail account.
Web Client To create a notification rule: 1. Click Notification. The Notification screen appears. 2. From the Notifying Mode drop-down list, select the mode to search the numbers for notifications.
Web Client Mode Function Restart from First After going through all the numbers associated to a current schedule once, Web Client begins from the first number again if it has not notified you during a full cycle. Restart after Last Once going through a full cycle of the numbers with no successful notification, Web Client begins from the last address dialed and works its way backwards up the list. 3.
Web Client Creating a Notification Address Web Client allows you to specify phone and e-mail addresses that will be used to contact you when you have a message. After you have specified the contact methods, you can assign a schedule to a particular notification address. Note: If the Phone, Beeper, or E-mail option buttons are not active, contact your System Administrator. There is no limit to the number of notification addresses that you can add.
Web Client 3. From the Country drop down list, select a country 4. In the Area/City Code field, enter the phone number’s area code or city code. 5. In the Number field, enter the phone number. 6. In the Call It field, enter the number of times that Web Client is to call the phone number. 7. In the Busy field, enter the number of minutes that WebClient is to wait before retrying the number if it is busy. 8.
Web Client 3. From the Country drop down list, select a country. 4. In the Area/City Code field, enter phone number’s area code or city code. 5. In the Number field, enter the phone number 6. In the Call It field, enter the number of times that Web Client is to call the phone number. 7. In the Between Calls field, enter the duration of time to wait before retrying the number again. (In minutes). 8. In the Wait field, enter the duration of time to wait before sending (in seconds). 9.
Web Client Creating an E-mail Notification Address Web Client will contact you at the e-mail addresses that you create each time that you receive a voice message, e-mail, or fax. To create an e-mail notification address: 1. In the Notification Addresses box, click Add. The Address dialog appears. 2. Click E-mail. The E-mail dialog appears. 3. In the E-mail field, enter the e-mail address, then click OK.
Web Client Editing a Notification Address The properties of individual notification addresses can be edited. To edit a notification address: 1. Highlight the notification address, then click Edit. Depending on the type of notification address you selected, the appropriate dialog appears. 2. Make the necessary changes, then click OK. Creating a Notification Schedule The Notification Schedule feature allows you to assign a schedule to a particular notification address.
Web Client 2. From the Default drop down list, select the notification address that Web Client will use to contact you if the schedule expires. 3. From the From - year, month, and day drop-down lists, select the year, month, and day that you want the schedule to begin. 4. From the To - year, month, and day drop-down lists, select the year, month, and day that you want the schedule to stop. Note: Select All Day if you want the schedule to run all day. 5. Enter the From and To hours, in military format.
Web Client Caution: If two notification schedules are created and the days that they are designated to run overlap, the system will choose to use the default address. If the default address is not one of the addresses specified in the schedules, the system will randomly select an address. 7. From the Notification Addresses drop down list, select the notification addresses that will run. 8. Click OK.
Web Client Creating a Wakeup Call To create a wakeup call: 1. Click Wakeup Call. The Wakeup Call screen appears. 2. From the Country drop down list, select a country. 3. In the Area/City Code field, enter either an area code or a city code. 4. In the Number field, enter the seven-digit phone number. 5. From the Date (month) drop down list, select the month. 6. From the Date (day) drop down list, select the day. 7.
Web Client Cancelling a Wakeup Call You can cancel a wake up if you do not want to woken at the specified time. To cancel a wakeup call: 1. Select a wakeup call. 2. Click Clear. A message appears, prompting you to confirm deletion. 3. Click OK. Web Client removes the wakeup call information from the display. Maintaining Greetings The Web Client comes equipped with 10 basic status messages that can be used to inform callers of your status (such as when you are on vacation, for example).
Web Client Using the Toolbar Buttons There are five buttons that allow you to perform various tasks within the Greetings application. Button Name Function Delete Deletes a greeting Record Records a greeting. Play Plays a greeting. Refresh Refreshes the screen. Play This icon appears beside a greeting if it a message has been recorded for it. Playing a Greeting You can listen to your current or recorded greeting by using the Windows Sound Player. To play a status greeting: 1.
Web Client Recording a Greeting Web Client allows you to create a greeting for each of the nine presence statuses. Note: The status greeting for the Name status is recorded when the System Administrator sets you up on the 6510 UM system. However, you can change the greeting. To create a status greeting: 1. Click Greetings. The Greetings screen appears. 2. From the Language drop down list, select the language that you want to record the message in.
Web Client 4. In the Windows Sound Recorder, click Record and begin speaking. The record button changes to the pause button. 5. When you have recorded your message, click Stop. 6. Click Play to listen to your recorded message. 7. If you are satisfied with the message, click Save. Web Client places an Play icon beside the new greeting. 8. To play the greeting, select the radio button designated to the greeting type and click Play.
Web Client Activating a Greeting To activate a recorded greeting, select the greeting and it will be activated. Deleting a Greeting Web Client allows you to delete any greeting that you have recorded. To delete a greeting: 1. Select the greeting and click Delete. A message appears, prompting you to confirm deletion. Note: If you want to delete an Optional greeting, enter its number in the Optional field. 2. Click OK. Web Client removes the Play icon from the greeting.
Web Client Using the Collaborate Feature Collaboration is a facility that is provided to link you with your desired Collaboration/Meeting services. Once you define the collaboration service in the User Settings, simply click the Collaborate button, a new window will open and connect you to the defined Collaboration service. Note: WebEx is defined by default.
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