MITEL NUPOINT UNIFIED MESSAGING USER GUIDE RELEASE 6.
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 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About Your Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 About This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Messaging User Guide Future Delivery Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Record-A-Call Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Recording while on a Two-Party Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Recording Using Softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents Install the Outlook Client Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 NuPoint Unified Messaging Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Multimedia Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Configure the NuPoint Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Introduction Introduction About Your Voice Mail Mitel® NuPoint Unified Messaging™ (UM) allows you to manage your voice mail, Record-A-Call (RAC), fax, and Microsoft® Outlook® email messages from a touch-tone phone as well as from your PC. Voice mail, Record-A-Call, fax, and email are all "messages" that are accessible through your voice mailbox and that you access using a menu system. The Voice Mail menu provides access to most of the voice mailbox features and options including fax messages.
Messaging User Guide Your Telephone Before using the voice mail features of your system, familiarize yourself with your telephone. • Message key - Used to call the NuPoint UM Voice system and access your mailbox. • Keypad - Used to make menu selections within the voice mail system. • Message light - Used to indicate when you have new voice messages in your mailbox. • Softkeys - Used to select many of the voice mail menu options.
Accessing Your Mailbox Accessing Your Mailbox All of your voice messages will reside in your personal "mailbox", which is passcode protected. Your System Administrator will assign you a temporary passcode to use the first time you access your mailbox. How you log into your mailbox will depend on whether you’re calling from inside or outside your company. Inside Your Company From Your Own Extension 1. Dial the internal NuPoint UM Voice access number. 2. Enter your passcode when prompted.
Messaging User Guide Setting Up Your Mailbox When you access your mailbox for the first time, a user tutorial automatically activates. This tutorial guides you through your first mailbox session, explains how to record a greeting and your name, and prompts you to change your temporary passcode. Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using.
Setting Up Your Mailbox Passcode You will always be prompted for your passcode before accessing your mailbox. The first time you access your mailbox, you will use the temporary passcode assigned by the System Administrator. During the tutorial, you will be prompted to change your passcode to a number containing 4 to 10 digits. Define a passcode that you can easily remember, but do not select an obvious code like "1234".
Messaging User Guide Playing Messages When you access your mailbox to retrieve your messages, the system tells you how many messages you have ("You have 2 urgent messages and 2 unplayed messages."). For Advanced Unified Messaging (UM) users with the Text-to-Speech (TTS) option, the system tells you how many voice mails and emails you have ("You have 2 unplayed messages, 1 saved message, 3 unplayed emails, and 1 saved email). You access voice mails and emails from separate menus.
Playing Messages While Listening to a Message At any time during message playback you can Press this key, OR Press this softkey To perform this action More then Pause Pause the message for 30 seconds. ← Move back five seconds within the message. Æ Move forward five seconds within the message. Skip Skip to your next message. More then Play Return to the beginning of your previous message. Note: You may not have access to all of the options above, depending on how your mailbox is configured.
Messaging User Guide Press this key, OR Press this softkey To perform this action Answer (with Dial-back option enabled) to answer by voice mail (as above) to dial-back the caller and then delete the message. to dial-back the caller and then keep the message. Give Give the message to another mailbox, distribution list, or off-system telephone number. The system will also give you the opportunity to record additional comments before sending the message to someone else.
Making Messages Making Messages To make a message, you must first access your mailbox by calling the system access number and entering your passcode. You can then make a voice message before or after listening to any unplayed messages in your mailbox. Remember that you can address your messages to other mailboxes, distribution lists, and off-system telephone numbers. Making a Voice Message Recording a voice message 1. Press or the Make Message softkey to make a message. 2.
Messaging User Guide Press this key, OR Press this softkey To perform this action Review Replay the message. End Record Access message addressing options such as urgent delivery, future delivery, confidential, and return receipt. Once you have selected from these options, press or the Send (or Exit) softkey to send your message and exit to the main menu.
User Options User Options The user options menu allows you to listen to the user tutorial, change your greetings, record your name, and define your password, create voice mail distribution lists, and select call scheduling options. Accessing User Options and User Tutorial Press or the Options softkey to access user options from the main menu. You can press at any time to go through the user tutorial again.
Messaging User Guide Distribution Lists A distribution list allows you to record a single message and then send it to a large number of people without addressing them each individually. You can use distribution lists whenever you make a message, or give a message to someone else. Creating or Modifying a Distribution List 1. Press or the Dist Lists softkey from the user options menu. 2. Enter the number of the distribution list, ensuring the first digit is always zero (0). 3.
User Options • press to cancel this wakeup call. • press to change the time. 4. To cancel all wakeup calls, press . 5. To exit to the User Options menu, press . Pager Paging allows you to define a schedule so that when a message arrives in your mailbox, NuPoint UM Voice notifies your pager. 1. From the user options menu, press 2. At the Call Schedule Options menu, press 3. At the Paging menu, select an option: to reach Call Schedule Options. to reach Paging.
Messaging User Guide Future Delivery Audit Future Delivery Audit allows you to audit any message scheduled for future delivery. You can schedule delivery of any message up to 365 days in the future using the message addressing options menu. See “Sending a Message when You Have Finished Recording” on page 9. 14 1. From the user options menu, press to reach Call Schedule Options. 2. At the Call Schedule Options menu, press 3.
Record-A-Call Optional Feature Record-A-Call Optional Feature The Record A Call feature allows you to use your NuPoint UM Voice system to record your telephone conversations. Note: You may be required by law to inform the other party that you are recording the conversation. For specific instructions, consult your System Administrator. Recording while on a Two-Party Call Your system may be programmed to automatically begin recording external calls when you or the other party answers.
Messaging User Guide Recording Using Hard Keys To begin recording a call using hard keys, press the Record key that your System Administrator has programmed on your phone. Note: Using hard keys with Record A Call, you can only start a recording session. Your System Administrator must enable auto-save in order for your conversations to be saved automatically when you hang up the phone. Consult your System Administrator for more information.
Fax Optional Feature Fax Optional Feature The Fax feature allows you to manage fax messages that are sent to your mailbox, using the TUI. You can retrieve unplayed fax messages, play a voice message that accompanies a fax, send a fax to a fax machine, and deliver a fax (with or without a voice message) to another user. Fax Delivery Options You can access Fax delivery options from the User Options menu.
Messaging User Guide • The system will confirm the number. Press to accept the number, or press to dial a new number. • After you press to accept the number, press to that number, or press 3. to deliver the fax immediately to schedule a time for future delivery. If you have additional fax messages, you can send them to the same fax number you entered for the first number simply by pressing and then .
Fax Optional Feature From Your Company Fax System Note: Your name will not be included in the recipient’s message header. 1. From a fax phone, dial your company Fax system access number. 2. When you hear the system greeting, enter the recipient’s mailbox number, or to dial by name, press the appropriate keys to dial the recipient’s last name followed by their first name until the system recognizes the name. 3. You will hear the recipient’s personal greeting.
Messaging User Guide Making a Fax Message (With Voice) You can send a combined voice and fax message to a recipient’s mailbox, using a fax phone. You can send the message directly from your company’s fax system or from your own mailbox. If you send a fax from your company’s fax system, your name is not included in the message header; and if you send a fax from your own mailbox, your name is included in the message header.
Using Your PC for Fax Messages Using Your PC for Fax Messages You can also use your PC to manage fax messages. The Fax feature allows you to add the Fax Printer driver to your Printers folder. Using Fax Printer, you can send faxes from any application with a Print function. Faxes can also be sent from the Web View interface. For information about sending faxes from the Web View interface, refer to the Web View Help. Note: Cover sheets must be in TIFF format.
Messaging User Guide To send a Fax using the NuPoint Fax Printer: Note: Before sending a fax for the first time, obtain the fully qualified domain name or IP address of the NuPoint UM server from your System Administrator. Open the document and select Print. In the print menu, select NuPoint Fax Printer from the list of available printers. OR If NuPoint Fax Printer has been set up as your default printer, right click on the document in Windows Explorer and select Print.
Using Your PC for Fax Messages 6. Click on the Delivery Options tab. Figure 2: Delivery Options Tab a. In the Recipients field, enter the list of recipients (NuPoint UM mailbox numbers or fax numbers), separated by commas. Note: For external fax numbers, include any digits that must be dialed from your system to reach an external line. b. If you wish to use a Custom Cover Page, select the Use a Custom Cover Page check box. c. Enter the full name of the cover page OR click on the Browse...
Messaging User Guide To forward a Fax Message: • From the Messages tab in the Web View interface, click on the Forward Fax button to forward the message as a fax. OR • 24 From the Messages tab in the Web View interface, click on the Forward button to forward the message as an attachment to an e-mail.
Using Your PC for Voice Messages Using Your PC for Voice Messages You can use your PC to manage your voice messages with the following applications: • Outlook Client Plug-in for Microsoft® Outlook 2000, XP, 2003, and 2007 This plug-in installs the Mitel Networks QuickPlay player and the Unified Messaging toolbar in your Microsoft Outlook email client.
Messaging User Guide Four types of NuPoint UM messages are supported by the Mitel Outlook Client Plug-in: voice messages, confidential voice messages, Record-A-Call Messages, and fax messages. Each of these messages has unique icons to identify the specific message type. Notes: 1.
Using Your PC for Voice Messages - Navigate to the OutlookClientPlugin.exe file for the Outlook Client Plug-in, and then double-click the file and click Run. You may have to click Run a second time if you get a security warning. The Outlook Client Plug-in Setup window opens. Note: The OutlookClientPlugin.exe file can be installed from either Mitel OnLine or the Downloads tab in the Web View interface.
Messaging User Guide Note: You can also navigate to this file from the Start menu. The path to the file is as follows: Start>All Programs>Mitel>Outlook Client Plug-in>Outlook Security>EnableMOPonOutlookXP.exe. 3. Open the EnableMOPonOutlookXP.exe file, select the new user(s) from the User Profiles Information list, and then click Enabled.
Using Your PC for Voice Messages Configure Access to the Unified Messaging Profile You need to configure access to the Unified Messaging profile in order to log in and configure additional mailbox settings. To configure access to the UM profile on Microsoft Outlet 2000, XP, 2003, or 2007: 1. Open Microsoft Outlook, and click Tools, Options, and then the Unified Messaging tab. 2. Click on the Messaging Profile button. The Unified Messaging Profile window appears. 3.
Messaging User Guide • Next (NuPoint UM message): Locates the NuPoint UM message that appears after the currently selected NuPoint UM message. • QuickPlay: Allows a user to open and close the QuickPlay toolbar in the Microsoft Outlook Explorer window. • Profile: Allows a user to login to the Unified Messaging profile to configure additional mailbox settings. This option is also available in the Microsoft Outlook Tools menu.
Using Your PC for Voice Messages If the message playback settings are set to "Auto-play when opening": 1. Highlight the message in the inbox. 2. If the Mitel Networks QuickPlay player is not visible, click QuickPlay in the Unified Messaging toolbar. 3. To play the message over the PC speakers, click the play button in the QuickPlay player. 4. To play the message over the phone in a Call Me/Meet Me session, click the phone button in the QuickPlay player.
Messaging User Guide Reply to a Voice Message You can reply to a voice message in Outlook with another voice message that you send as an email attachment. You will require a Call Me or Meet Me connection to record a message. Refer to the Web View Help for instructions on how to set up a Call Me or Meet Me session. To reply to a voice message in Microsoft Outlet 2000, XP, 2003, or 2007: 1. Log into a Call Me or Meet Me session. 2.
Using Your PC for Voice Messages Outlook Client Plug-in for Microsoft Outlook 2010 If you are a NuPoint Unified Messaging Advanced user with Outlook 2010, use the following procedures to install the Mitel Outlook Client Plug-in and manage your messages. Four types of NuPoint UM messages are supported by the Mitel Outlook Client Plug-in: voice messages, confidential voice messages, Record-A-Call Messages, and fax messages. Each of these messages has unique icons to identify the specific message type.
Messaging User Guide Note: The OutlookClientPlugin.exe file can be installed from either Mitel OnLine or the Downloads tab in the Web View interface. If this tab is unavailable, see your system administrator in order to have the OCP download enabled on your mailbox. 3. If you are asked to remove the existing application, click OK. 4. If you are asked permission to continue the installation, click Continue. 5. Click Next. The License Agreement window opens. 6.
Using Your PC for Voice Messages • Delete Message: Deletes any type of message (not just voice messages). • Autoplay: This button toggles the Autoplay feature on and off. When the feature is on, NuPoint UM messages are played as soon as they selected (highlighted or opened). When the feature is off, you must select the message and click the Play button.
Messaging User Guide The multimedia controls enable you to do the following: • Play: Click the play button to call your extension. • Stop: Click the stop button to stop message playback. Fax Messages Once the Mitel Outlook Client Plug-in has been installed, multimedia controls appear on NuPoint UM fax messages received in Outlook 2010.
Using Your PC for Voice Messages 2. In the NuPoint Server field, enter the fully qualified domain name (FQDN) of the server. 3. In the Mailbox field, enter your NuPoint UM mailbox number. 4. In the Passcode field, enter your NuPoint UM mailbox passcode. 5. Program the system to use either Call Me or Meet Me functionality: • For Call Me, select NuPoint will Call Me at the following number, enter your extension number, and select Same as Mailbox if your extension is the same as your mailbox.
Messaging User Guide Play a Voice Message on your Speakers You can play regular (non-confidential) voice messages on your speakers. Use the Autoplay button in the NuPoint UM tab to control message playback. If Autoplay is enabled, messages are played as soon as they are highlighted or opened. If Autoplay is disabled, messages are played only when you select them and click the Play button.
Using Your PC for Voice Messages • If you selected the "Call Me" option in the NuPoint Account Settings, the system dials your extension. When you answer the phone, the message is played. • If you selected the "Meet Me" option in the NuPoint Account Settings, the system prompts you to call in to your voice mailbox and log in. Once you have logged in, the message is played. 4. To stop playback, click Stop. 5. To delete the message from NuPoint UM, select it and click Delete on the Home ribbon.
Messaging User Guide a. Click Record and, depending on your account configuration, establish either a Call Me or Meet Me session: • Call Me — The system dials your extension. When you answer the phone, the message is played. • Meet Me — The system prompts you to call in to your voice mailbox and log in. Once you have logged in, the message is played. b. When you answer your extension telephone, you will hear a message ("You may start your message now...") followed by a beep.
Using Your PC for Voice Messages 4. To start the recording: Note: Click Suppress prompt if you want to hear a beep, rather than a prompt, prior to recording your voice message. Click Urgent message to mark it urgent. a. Click Record and, depending on your account configuration, establish either a Call Me or Meet Me session: • Call Me — The system dials your extension. When you answer the phone, the message is played. • Meet Me — The system prompts you to call in to your voice mailbox and log in.
Messaging User Guide Figure 12: Forward with Voice Message in Outlook 2010 3. To specify the message recipients: a. In the To: field, enter the names or mailbox numbers of the message recipients. Use semicolons to separate multiple entries. b. Click Check names to resolve the names and mailbox numbers to NuPoint UM users. c. 4. If all names can be resolved, you can continue to the next step.
Using Your PC for Voice Messages The original message is updated within the following note: "You forwarded this message to with voice to this message on ." View a Fax Message To view a fax message in Outlook 2010: 1. In Microsoft Outlook, click Mitel NuPoint UM. 2. Select the message in the inbox. 3. Click View Fax. The fax displays in your TIFF graphical file application (Windows Photo Viewer or Windows Picture and Fax Viewer).
Messaging User Guide Playing a Text-to-Speech Message To play a Text-to-Speech message 1. After accessing the Message System Choice menu, the system will prompt you to either play your unread email messages or your read email messages. 2. Select to play the unread email messages or to play your read email messages. The system will begin playback of the message in the following order: subject, sender name, date, time, and body of message.
Speech Auto Attendant Optional Feature Speech Auto Attendant Optional Feature The NuPoint Unified Messaging Speech Auto Attendant (SAA) is a speech-enabled application that allows you to place calls to people quickly and efficiently by speaking their names. In addition to placing calls by name, you can say a department name or telephone number. An online tutorial introduces you to the system features, and voice-based help is available to answer questions.
Messaging User Guide Note: Presence is an optional feature of the Speech Auto Attendant and must be enabled on your mailbox. Consult your System Administrator for details. • Disambiguation: The Speech Auto Attendant provides the ability to transfer calls to the operator for multiple directory matches (i.e. two people named "John Doe" in the same directory).
Speech Auto Attendant Optional Feature Making Calls You can use the Speech Auto Attendant to place calls either with voice commands or digit dialing. Placing a Call with Voice Commands The Speech Auto Attendant can call contact names or departments that are programmed in the company directory by responding to your voice commands. To place a call using voice commands 1. Dial the Speech Auto Attendant access number. 2.
Messaging User Guide 4. If the Presence feature is enabled, the system will also indicate the presence state of the called party. The presence status information is for reference only, and thus the call will be transferred no matter what the presence status may be. Cancelling a Call You can cancel a call in progress in one of two ways. To cancel a call • Say "Cancel" or "No" before the Speech Auto Attendant says "Dialing"; or • Press 0 (zero) before the Auto Attendant says "Dialing".
Speech Navigation Optional Feature Speech Navigation Optional Feature NuPoint UM Speech Navigation is a speech-enabled application that allows you to manage your mailbox using voice commands. In addition to being able to perform standard tasks such as play, delete and keep messages, you can transfer to the operator, enter numeric digits, and exit the system simply by speaking the appropriate commands.
Messaging User Guide • If the system does not recognize your command, you will be prompted to repeat it. If you fail three times in a row, the system will play the prompt, "I do not understand that command. Please call again," and then disconnect the call. • The system recognizes North American English only.
Speech Navigation Optional Feature From Your Own Extension (Primary or Alternate) To access your mailbox from your primary extension or one of your alternate extensions: 1. Dial the NuPoint UM Voice access number. 2. Say your passcode when prompted. (For higher security, enter your passcode with the TUI.) From an External Number To access your mailbox from an external number (not one of your extensions): 1. Dial the NuPoint UM Voice access number. 2.
Messaging User Guide beginning of the previous message. For details concerning which keys (or softkeys) to press, see page 7. Note that some commands, such as Give Message and Answer Message, lead to submenus that require the digit dialing on the telephone keypad. Say To perform this action Play Plays the message. Your urgent messages will be played first.
Speech Navigation Optional Feature Equivalent Key Say To perform this action Give Give To Give one of your voice messages to another mailbox, distribution list, or off-system telephone number. Give Message 1. Say or enter the mailbox, distribution list or telephone number. Forward 2. Say Record, add your comments, and then select one of the following options: Forward Message • Say Review or press • Say Send or press to review the message. to send the message.
Messaging User Guide Equivalent Key Say To perform this action Make Make a new voice message and address it to another mailbox, distribution list, or off-system telephone number. Make Message 1. Say or enter the mailbox, distribution list or telephone number. 2. Say Record, add your comments, and then select one of the following options: • Say Review or press • Say Send or press to review the message. to send the message. • Say Discard or press to discard the message.
Speech Navigation Optional Feature Say To perform this action Exit Takes you up one level in the menu structure. Bye Provided that you are not currently recording a message, the system plays a message summary ("You have x messages. Goodbye."), terminates the call and exits the system. Goodbye Hang up Equivalent Key Quit Note: You may not have access to all of the options above, depending on how your mailbox is configured. Consult your System Administrator for more information.
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