MITEL NuPoint Unified Messenger Messaging User Guide Release 3.
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 Recording using softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Recording using hard keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Placing a call on hold while recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Listening to a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table of Contents Launch Web View from Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Text-to-Speech (TTS) Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Playing a Text-to-Speech Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Speech Auto Attendant Optional Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Messaging User Guide vi
Introduction Introduction About Your Voice Mail Mitel® NuPoint Unified Messenger™ 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 • Softkeys - Used to select many of the voice mail menu options. To select a menu option that appears in the telephone display, you can press either the associated context-sensitive softkey that appears in your phone’s digital display or the keypad digit for the option. Note: The softkey names used in this guide may differ slightly depending on your telephone. For example, the Del (delete) softkey may appear as the Discard softkey, on specific phones.
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 NP-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 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. When you have added your comments, press or the Send (or Exit) softkey and continue your session. Then press to give the message to additional mailboxes if you wish. Keep Keep the message.
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.
Record-A-Call Optional Feature Record-A-Call Optional Feature The Record A Call feature allows you to use your NP-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 • Press to dial the number of a fax machine where you want the fax to be printed. Dial the number when prompted. • 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 to deliver the fax immediately to schedule a time for future delivery. 3.
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 Sending a Fax Faxes can be sent using the NuPoint Fax Printer using any software with a Print function.If you wish, you can set up a Personal Cover Page (see Fax Delivery Options) or create Custom Cover Pages. If you have a Personal Cover Page, it will be the default cover page for faxes you send. Any file in TIFF format can be used as a Custom Cover Page. You can save multiple Custom Cover Pages to customize your faxes for their recipients.
Using Your PC for Fax Messages 3. Click on the Delivery Options tab. . Figure 2: Delivery Options Tab a. In the Recipients field, enter the list of recipients (NP-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 • 22 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 install the Mitel Outlook Client Plug-in to use Microsoft Outlook 2007 to manage your voice mails. The plug-in installs the Mitel Networks QuickPlay player and the Unified Messaging toolbar in your Microsoft Outlook email client (see below).
Messaging User Guide Note: To install the Outlook Client Plug-in, you must have local administrator rights on the PC. To install the Outlook Client Plug-in 1. Close Microsoft Outlook if you have it open. 2. If you have the Outlook Client Plug-in previously installed, remove the application with Add/Remove Programs in Control Panel: - Click Start > Control Panel, and then open Add or Remove Programs. - Select Outlook Client Plug-in, and then click Change/Remove. Note: Prior to Release 12.
Using Your PC for Voice Messages 16. In the Unified Messaging Profile section, click Messaging Profile to enter your Mailbox and Passcode numbers. These numbers let you access your Personal Web Page from the Profile button on the Outlook plug-in toolbar and also provide identification for the playback of your voice messages. 17. Click OK. 18. Click OK again.
Messaging User Guide 4. Click OK. Notes: 1. The Mitel QuickPlay toolbar is available so you can stop, play, pause, fast forward, or review your voice messages. You can toggle the Playback Device button to on or off and change your auto-play options with the "Auto-play when previewing" check box. If you need to launch the Mitel QuickPlay toolbar, click on the QuickPlay button on the Microsoft Outlook toolbar. The QuickPlay button will appear depressed when the Mitel QuickPlay toolbar is open. 2.
Using Your PC for Voice Messages Note: This toolbar is also available in the Microsoft Outlook Inspector window. However, the QuickPlay and Profile buttons are not available in this window. The following buttons are available on the toolbar: • New: Creates a new voice message. This option is also available in the Microsoft Outlook File and Actions menus, as well as the standard toolbar. • Reply (with Voice): Sends a reply to the sender of a NP-UM message with a voice message.
Messaging User Guide Play a Voice Message in Outlook If the message playback settings are set to "Auto-play when previewing", simply highlight the message in the inbox, and the message will automatically play over the PC speakers. Note: Fax and confidential voice messages cannot be played through the PC speakers. If the message playback settings are set to "Auto-play when opening" 1. Highlight the message in the inbox. 2.
Using Your PC for Voice Messages Forward a Voice Message in Outlook You can forward a voice message that you received in Outlook as an attachment to an email. You can record a new voice message attachment to send with the email. 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. 1. Log into a Call Me or Meet Me session. 2.
Messaging User Guide refer to the NuPoint Unified Messenger Web View Help on http://edocs.mitel.com/UG/Index.html Text-to-Speech (TTS) Optional Feature The text-to-speech (TTS) feature allows you to listen to Microsoft Outlook email messages from the NP-UM Voice mailbox. The text of the email message is converted to speech and played back over the phone. Note: TTS is only available with the Advanced Unified Messaging feature. You can access text-to-speech options from the Message System Choice menu.
Using Your PC for Voice Messages 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.
Messaging User Guide Speech Auto Attendant Optional Feature The NuPoint Unified Messenger 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.
Speech Auto Attendant Optional Feature Note: Presence is an optional feature of the Speech Auto Attendant and must be enabled on your mailbox. Refer to 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).
Messaging User Guide 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.
Speech Auto Attendant Optional Feature 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". This command will cancel the call and the system will automatically route your call to the operator. Calling the Operator You can call the operator from anywhere in the system.
