NEAXMail IM-16 LX ® VOICE/UNIFIED MESSAGING SYSTEM VERSION 8.
■ Reference information To access your mailbox by phone 1. Call the voice messaging system. From inside your organization, dial ________________________________________ From outside your organization, dial_______________________________________ 2. When the system greets you, enter: Personal ID _____________________________________________________________ Security code ___________________________________________________________ To access your mailbox by computer 1. Start your Web browser. 2.
Contents Introduction ........................................................................ 1 About this guide ............................................................. 2 Optional licensed features.............................................. 4 Messaging by phone ...................................................... 6 Working with Mailbox Manager ..................................... 7 Messaging from your e-mail inbox .................................
To cancel a message after sending............................... 72 To send a message to additional subscribers............... 73 To send a message to a group ..................................... 74 To find out who has not yet received a group message ....................................................................... 76 To send a message to a guest subscriber..................... 77 To send a message to a subscriber at another location ..................................................................
■ Introduction Welcome to NEAXMail IM-16 LX, a simple yet powerful voice messaging system that can greet your callers and record your messages. This section describes basic system tools and associated documentation. NEAXMail IM-16 LX User Guide IN THIS SECTION About this guide ..................................................... 2 Optional licensed features..................................... 4 Messaging by phone .............................................. 6 Working with Mailbox Manager .............
About this guide The User Guide explains how to manage voice, fax, and e-mail messages by phone, and how to change your mailbox settings by phone. Instructions for using any of the Visual Messaging applications. For example, instructions for using Mailbox Manager or ViewFax can be found in the online Help for those applications. For a list of the Visual Messaging Solutions applications, see “Messaging and call management with Visual Messaging” on page 10.
ABOUT THIS GUIDE Mailbox Manager The menu options diagram beginning on page 126 shows the IM-16 LX menus available by phone. You can print the diagram as a quick reference for IM-16 LX features. The User Guide includes space for reference information, which can be used to store phone numbers and IDs. See “Reference information.” Print the “Reference information” page, and write the phone numbers and IDs that you need to access IM-16 LX.
Optional licensed features Some system features documented in the User Guide require additional licenses that may not be available at your organization, or may not be available with certain phone systems. See your system manager for details about which features are available.
OPTIONAL LICENSED FEATURES If your system includes text-to-speech, you can hear your e-mail messages by phone. See “Checking E-mail by Phone” on page 109.
Messaging by phone You can check messages or change your mailbox setup from any touchtone phone and can be customized, depending on your preference. The menu conversation leads you quickly to your destination. You will hear a menu of options. Press the number associated with the option to perform a particular task. Menu conversation If you prefer, ask your system manager to set your mailbox for the 1 for Yes, 2 for No conversation.
Working with Mailbox Manager Mailbox Manager is a Web-based application that allows you to change your security code, greetings, call transfer, message options, call holding, message delivery, and message groups by computer. Detailed procedures are available in the online Help for Mailbox Manager. You can use Mailbox Manager to change your mailbox setup from a computer connected to the same network as the voice messaging system. These setup options can also be changed by phone.
WORKING WITH MAILBOX MANAGER Before you begin using Mailbox Manager for the first time, you will need to know the voice messaging server name, your personal ID, and your security code. This information can be provided by your system administrator. See “To access your mailbox with Mailbox Manager” on page 19.
Messaging from your e-mail inbox With unified messaging, you can access your voice and email messages in your e-mail mailbox. All of your messages, no matter what type, are stored in your e-mail inbox. In your e-mail inbox, • a voice message is attached as a .wav file to an e-mail message. • a fax message is attached as a .tif file to an e-mail message. For steps to manage messages in your e-mail inbox, see your e-mail program’s online help.
Messaging and call management with Visual Messaging If your system includes Visual Messaging applications, you can manage all types of messages and phone calls visually on your computer. The Visual Messaging programs provide additional features for working with voice and fax messages from other people using the voice messaging system. For example, you can record and reply to voice messages, send messages to message groups, and address messages to other users by selecting them from a list.
MESSAGING AND CALL MANAGEMENT WITH VISUAL MESSAGING Manage all of your inbound and outbound calls from your desktop computer. With PhoneBASIC®, you can customize your call control by integrating ViewCall Plus with other programs, such as Microsoft’s Office® suite. ViewCall® Plus Mailbox Manager Manage voice and fax messages, as well as manage your mailbox settings, using a computer connected to your network.
■ Getting Started This section describes how to call the system, and then how to access and set up your mailbox for the first time. This section also describes how to start Mailbox Manager to access your mailbox setup using your computer. For detailed instructions in using Mailbox Manager, see the online Help for Mailbox Manager. NEAXMail IM-16 LX User Guide IN THIS SECTION To access your mailbox by phone ....................... 13 To enroll on the system by phone .......................
To access your mailbox by phone To access your mailbox, you need to know the phone number to call the voice messaging system, your personal ID, and your security code. Your system manager can provide this information. You may need to use a different phone number, depending on whether you are calling from inside or outside your organization. To make it easier to remember the information you need to access your mailbox, this User Guide includes a reference page for storing this information.
TO ACCESS YOUR MAILBOX BY PHONE USING YOUR PHONE 1 Call the voice messaging system.
To enroll on the system by phone The first time you call, the system asks you to record your name, spell your name (if required), record a personal greeting and set your security code. Once you answer these questions, you are enrolled on the system as a subscriber, and your mailbox is ready to use. To start, you need to know the phone number to call the voice messaging system, your personal ID and your security code. Your system manager can provide this information.
TO ENROLL ON THE SYSTEM BY PHONE USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Answer the system questions by pressing 1 for Yes or 2 for No after each question. If you are not sure of an answer, press 2 . You can always change the option later. 3 When the system tells you that your mailbox is set up, press 1 to confirm your settings, otherwise your changes will be discarded.
To use systemwide commands The system conversation consists of the following main menu options: • Check new messages • Send messages • Review old messages • Change setup options Systemwide commands are available at several points throughout the system conversation. If ViewFax is installed, you can deliver all of your new faxes immediately by pressing 4 5 at the main menu. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted.
TO USE SYSTEMWIDE COMMANDS Use these keys during a message TASK KEY TASK KEY Hear menu options 3 Backward 7 Slower 4 Pause or continue 8 Softer/louder 5 Fast-forward 9 Faster 6 Use these keys after a message TASK KEY TASK KEY 3 Hear time stamp 8 Reply to sender 4 Redirect message/ deliver a fax* 9 Check next message 5 Save as new 0 Delete 6 Repeat the message # Archive message/fax an e-mail message* 7 Hear e-mail recipients* * This feature may not be available at you
To access your mailbox with Mailbox Manager With Mailbox Manager, you can change your mailbox setup using the Web browser on any computer connected to the same network as the voice messaging system. This topic provides steps for accessing Mailbox Manager, as well as what you need to do the first time you access it. NOTE For detailed steps on enrolling in Mailbox Manager for the first time, as well as setting up your mailbox, see the online Help for Mailbox Manager.
TO ACCESS YOUR MAILBOX WITH MAILBOX MANAGER USING MAILBOX MANAGER Use the following procedure to access Mailbox Manager from any computer connected to the voice messaging server, whether for first-time enrollment or whenever you need to access your mailbox setup. NOTE You can not use Mailbox Manager until you have completed first time enrollment using your phone. See “To enroll on the system by phone” on page 15. 1 Start your Web browser.
■ Checking Messages This section describes how to check your new and old messages. You can check your new voice, fax, or e-mail messages from any touchtone phone. You can also review old or archived messages you have already heard. When you check a message, you can: • Reply to the sender. • Check the next message. • Delete or archive a message. • Hear when the message was sent. • Forward the message to another subscriber. • Skip the message. • Repeat the message.
To check new messages New messages are messages that you have not yet heard. Depending on licensed features, the system includes voice e-mail messages in your list of new messages. The system first plays all messages marked as urgent, then all regular messages. It also sorts your messages by sender. If the system does not know who left a message, it says that the message is “from your message box.
TO CHECK NEW MESSAGES USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 4 to check new messages. 3 Follow the system instructions, and press 1 for Yes or 2 for No after each question. TIP Press ✱ to skip a message and save it as new. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To review an old message Old messages are messages you have already heard. Depending on licensed features, the system includes voice e-mail messages in your list of old messages. After you have heard a new message, the system saves it for a set period. For example, until midnight. However, you can archive the message to save it longer. Your system manager can tell you how long your system saves old and archived messages. The system plays all urgent messages first, then all regular messages.
To reply to a message You can record a reply to a new or old voice or e-mail message from another subscriber on the system. USING YOUR PHONE 1 While listening to a message, press 3 4 , or press 4 after a message. 2 Record your reply after the beep, and then press ✱ to finish recording. 3 Press ✱ to send the reply, or follow the conversation to edit the reply, set special delivery, or address the reply to others. 4 After you send your reply, follow the conversation to handle the original message.
To check the next message You can check the next message in your list of new or old messages. When you check the next message in the list, your original message is marked “old.” USING YOUR PHONE ◆ While listening to a message, press 3 5 , or press 5 after a message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17. See also To check new messages.............. 22 To review an old message...........
To delete a message You can delete a new or old voice, fax, or e-mail message. When you delete an e-mail message using your phone you also delete it from your e-mail inbox. USING YOUR PHONE ◆ While listening to a message, press 3 6 , or press 6 after a message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17. See also To check new messages ..............22 To review an old message ...........
To archive a message The system saves old messages for a set period (for example, until midnight). To keep a message for a longer period, you can archive it. The difference between an archived message and an old message is that an archived message is saved for a longer period. The system manager can tell you how long your system saves archived messages. You can hear your archived messages when you review old messages.
To hear when a message was sent The system can tell you when a message was sent. USING YOUR PHONE ◆ While listening to a message, press 3 8 , or press 8 after a message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17. See also To check new messages .............. 22 To review an old message ...........
To redirect (forward) a message to another subscriber When you redirect or forward a message, you send a copy of the message to another subscriber. The system lets you: • Redirect a message to another subscriber. • Record an introduction to the message. • Edit your introduction or set special delivery options for the redirected message. NOTE The system does not let you redirect messages that are designated as private by the original sender.
TO REDIRECT (FORWARD) A MESSAGE TO ANOTHER SUBSCRIBER 5 Do one of the following: • Press 1 when you hear the name of the subscriber you want. • Press 2 to hear the next matching name. 6 Wait while the system redirects the message. 7 Do one of the following: • Press 2 to skip redirecting the message to anyone else. • Press 1 , then follow the conversation to redirect the message to additional subscribers. 8 After you redirect the message, follow the system conversation to handle the original message.
To skip a message and save it as new You can skip a message in your list of new messages and keep it flagged as new. You cannot skip an old or archived message and change its status to new. If you skip an e-mail message and save it as new, it is marked as “unread” in your e-mail inbox. USING YOUR PHONE ◆ While listening to a message, press 3 0 , or press 0 after a message.
To repeat a message You can replay a message if you need to listen to it again. USING YOUR PHONE ◆ While listening to a message, press 3 # , or press # after listening to a message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17. See also To check new messages.............. 22 To review an old message ..........
■ Changing Your Greetings Callers hear a greeting before they leave a message. Your mailbox can play one of three greetings: standard, alternate, or busy. You can record your own custom greetings, or use the default greetings recorded in the system voice. The types of greetings are: Standard greeting Greeting played to callers when your phone is unanswered. Alternate greeting Greeting used for special occasions. For example, when you are out of the office or on vacation.
To set up or change your standard greeting The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green. I am not at my desk right now. Please leave a message.” During enrollment you are asked to record your own standard greeting if you prefer to use a custom greeting. If you do not record a standard greeting in your own voice, the system plays a greeting that includes your recorded name or your extension.
To change your alternate greeting The alternate greeting is for special occasions. For example, use an alternate greeting if you will be on vacation. A typical alternate greeting is: “Hello, this is Pat Green. I am out of the office today and will return tomorrow.” The alternate greeting is turned on and becomes active through setup options. When your alternate greeting is active, the system plays it instead of your other greetings.
TO CHANGE YOUR ALTERNATE GREETING USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and You can also perform this task using Mailbox Manager. security code if prompted. 2 To rerecord your alternate greeting, press 7 4 8 1 . 3 After the beep, record your greeting, and then press ✱ to stop recording. The system plays your new greeting. 4 Do one of the following: • To rerecord your message, press 1 . • To continue, press 2 .
To switch between your standard and alternate greetings You can switch between your standard and alternate greetings. When you switch between greetings, the other greeting becomes active. The system stores the inactive greeting recording so that you can activate it again as needed. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 4 5 to switch to your other greeting (standard or alternate).
To change the greeting when your phone is busy You can record and turn on a greeting for callers when your extension is busy. A typical busy greeting is: “Hello, this is Pat Green. I am on the phone now. Please leave a message.” For callers to hear your busy greeting, you must activate it. If you turn on your busy greeting, but do not record a custom busy greeting, the system plays a busy greeting that includes your recorded name or your extension. For example: “Extension 1 2 3 is busy.
TO CHANGE THE GREETING WHEN YOUR PHONE IS BUSY 4 Do one of the following: • To make the busy greeting active, press 1 . • To keep the current greeting active, press 2 . NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To turn your busy greeting on or off For callers to hear your busy greeting, you must activate it. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 4 8 to hear your busy greeting. 3 Do one of the following: • To rerecord your busy greeting, press 1 , record the busy greeting, and then press ✱ to stop recording. • To skip rerecording your busy greeting, press 2 . The system plays your new greeting.
To use the default greetings If you do not record custom greetings, the system plays greetings that include your recorded name or your extension. For example: • For a standard greeting: “Pat Green is not available right now.” • For a busy greeting: “Extension 1 2 3 is busy.” • For an alternate greeting: “Pat Green is out today.” During enrollment, you are asked if you want to record your own standard greeting.
■ Returning Calls Depending on your system setup, you can return a call after listening to a message. You can also access any caller ID information available for a message. NEAXMail IM-16 LX User Guide IN THIS SECTION To return a call using Soft Keys............................ 44 To return a call using touchtone keys.................. 46 To access caller ID information using Soft Keys ................................................................ 48 To access caller ID information using touchtone keys.
To return a call using Soft Keys If your phone system supports the call return feature, you can return a call immediately to the outside caller or another subscriber on the system who left you a message. The call return feature is available for messages left by outside callers when a caller ID phone number is provided. Your system manager can also set up the system to ask callers to enter their phone number. See “To access caller ID information using Soft Keys” on page 48.
TO RETURN A CALL USING SOFT KEYS USING SOFT KEYS 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Do either of the following: • To hear new messages, press the Soft Key below the NEW option on the phone display. • To hear old messages, press the Soft Key below the OLD option on the phone display. 3 After listening to a message, press the Soft Key below the CALL option on the phone display.
To return a call using touchtone keys If your phone system supports the call return feature, you can immediately return a call to the another subscriber on the system who left you a message. The call return feature is available for messages left by outside callers when a caller ID phone number is provided. Your system manager can also set up the system to ask callers to enter their phone number. See “To access caller ID information using Soft Keys” on page 48.
TO RETURN A CALL USING TOUCHTONE KEYS USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Do either of the following: • Press 4 to check new messages. • Press 6 to check old messages. 3 Follow the system instructions, and press 1 for Yes or 2 for No until you select the message you want. 4 Press 4 5 to return a call to the person who left a message.
To access caller ID information using Soft Keys If your phone service provider does not provide caller ID information to your organization, your system can be set up to ask callers to enter their phone number before their call is transferred to your extension. See your system manager for more information. Depending on your phone system, you can use Soft Keys on your phone to determine caller ID information, if available. You can also press touchtone keys to access caller ID information.
To access caller ID information using touchtone keys If your phone service provider does not provide caller ID information to your organization, your system can be set up to ask callers to enter their phone number before their call is transferred to your extension. During message playback, caller ID information is displayed on the LCD. Press touchtone keys to hear caller ID information or use Soft Keys on your phone to determine caller ID information, if available.
■ Recording Conversations and Monitoring Messages Depending on your phone system, you can record calls and store them as voice messages. In addition, you can monitor messages from your callers as they are being recorded. IN THIS SECTION This section describes how to use the live record and live monitor features. To record a conversation with Soft Keys ............. 51 To use live record feature keys on your phone... 54 To monitor a message as it is recorded ..............
To record a conversation with Soft Keys If supported by your phone system, you can record a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversation is stored as a message in your voice mailbox. Within your voice mailbox, you can review it, delete it, or add an introduction and send the recorded message to other subscribers. This feature is called “live record.
TO RECORD A CONVERSATION WITH SOFT KEYS USING SOFT KEYS 1 During a phone conversation, press RECORD on the phone. 2 To save a recorded message to your mailbox, press END or disconnect the call. 3 To redirect the recorded message to another subscriber, enter the subscriber’s extension while you are recording. The recorded message is automatically sent when you press END. or Press ADDRESS to end the recording and disconnect the call, and then follow the address conversation to redirect the message.
TO RECORD A CONVERSATION WITH SOFT KEYS Use these touchtone keys after a message TASK Hear e-mail recipients KEY(S) 3 TASK KEY Archive message/fax an e-mail message* 7 Reply to sender 4 4 Hear time stamp 8 Return call 4 5 Redirect message/ deliver a fax* 9 Hear caller ID 4 6 Save as new 0 Repeat the message # Check next message 5 Delete 6 * Available only if you are using the fax or e-mail option.
To use live record feature keys on your phone If supported by your phone system, you can record a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversation is stored as a message in your voice mailbox. From there, you can review it, delete it, or add an introduction and send the recorded message to other subscribers. This feature is called “live record.
TO USE LIVE RECORD FEATURE KEYS ON YOUR PHONE USING SOFT KEYS Press any of the following feature keys during a live record conversation: Pause Pauses and resumes the recording. Ends the recording and disconnects the call. Follow the address conversation to review, delete, or address the recorded message with an optional introduction. Address Ends the recording without disconnecting the call.
To monitor a message as it is recorded If the live monitor feature is supported by your phone system, you can use the speaker on your phone to listen while a caller records a message. If desired, you can pick up the handset to connect to a caller. You can monitor messages left by outside callers. You cannot monitor messages left by other subscribers. The phone system can be set up to allow you to monitor all of your incoming calls automatically. Ask your system manager to set up this feature for you.
To monitor all your messages automatically If the live monitor feature is supported by your phone system, you can use the speaker on your phone to listen while a caller records a message. If necessary, you can pick up the handset to connect to a caller. NOTE You can only monitor messages left by outside callers and not messages left by other subscribers on the system. The phone system can be set up to allow you to monitor all of your incoming calls automatically.
To turn live monitor on or off If the live monitor feature is supported by your phone system, you can use your phone to listen while an outside caller records a message. If you will be out of the office and all of your messages are monitored automatically, you can turn off the live monitor feature to keep messages from playing on your speaker while you are away. Turn off the live monitor feature using setup options.
■ Sending Messages You can use a phone to: • Send a message to one or more subscribers or guests. • Mark a message for urgent, private, return receipt, or future delivery. • Leave a message to a group. • Redirect a message. • Modify or cancel a message after leaving it. • Send a message to a subscriber at another voice messaging location, if available. This section describes how to send messages, either by leaving the message directly in a mailbox, or by dialing an extension.
To send a message directly to another person’s mailbox The system lets you leave voice messages for other subscribers, groups, or guests. You can leave messages directly in a another person’s mailbox without first calling the extension. You can address a message by spelling the recipient’s name on the phone. Or, ask your system manager to set up your mailbox to allow you to address messages by extension number.
TO SEND A MESSAGE DIRECTLY TO ANOTHER PERSON’S MAILBOX 6 Press # to start over, or press ✱ to stop recording. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To leave a message when you call an extension If you call a subscriber’s extension and the call is unanswered, your call is automatically routed to the subscriber’s mailbox where you can leave a message. If your phone system uses identified subscriber messaging, the system automatically identifies the message as coming you and your assigned extension.
To add to a message before sending Depending on system settings, you can open an unsent message and add additional recordings before you send it. When you add to a message, you continue recording from the end of the message. USING YOUR PHONE 1 Address and record a message. 2 Press ✱ to stop recording. 3 Press 4 to edit the message. 4 Press 4 to add to the end of the message, and then record your additional message after the beep. 5 Press ✱ to stop recording. 6 Press ✱ after editing the message.
To listen to a message before sending Depending on system settings, you can listen to a message before you send it. USING YOUR PHONE 1 Address and record a message. 2 Press ✱ to stop recording. 3 Press 4 to edit the message. 4 Press 5 to listen to the message. 5 Press ✱ after editing the message. 6 Press ✱ to send the message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To rerecord a message before sending Depending on system settings, you can rerecord a message before you send it. Rerecording a message deletes the original recording. USING YOUR PHONE 1 Address and record a message. 2 Press ✱ to stop recording. 3 Press 4 to edit the message. • Press 6 if you want to rerecord the message, and then rerecord your message after the beep. • Press ✱ to stop recording. 4 Press ✱ when you finish editing the message. 5 Do any of the following: • Press 5 to change special delivery.
To send an urgent message You can use special delivery by marking a message as urgent before you send it. The system plays urgent messages first, before normal priority messages. Messages can be marked as urgent either when you leave a message directly in a subscriber’s mailbox or when you call an unanswered extension. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message.
To send a private message You can use special delivery to send a private message. A private message cannot be redirected (forwarded). USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press ✱ to stop recording. 4 Press 5 5 1 to mark the message private. 5 Press ✱ to send the message and return to the main menu. 6 Follow the steps above to leave another message.
To request a delivery receipt for a message You can use special delivery to send a message and request a return receipt. IM-16 LX sends a receipt to your mailbox when the recipient listens to or opens the message. For messages sent to a message group, IM-16 LX sends a receipt for each group member. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message. Address the message, then record it.
To send a message with future delivery You can use special delivery to mark a message for sending at a later date and time. IM-16 LX will not send the message until the specified date and time. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press ✱ to stop recording. 4 Press 5 7 to mark the message for future delivery.
TO SEND A MESSAGE WITH FUTURE DELIVERY 8 Press ✱ to send the message and return to the main menu. 9 Follow the steps above to leave another message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To redirect (forward) a message to another subscriber The system allows you to redirect a message to another subscriber. You can also redirect a message to a message group or a guest. When you redirect a message to another subscriber you have the option to record an introduction. The system does not let you redirect messages that are designated as private by the original sender. USING YOUR PHONE 1 While listening to a message, press 3 9 to interrupt it.
To cancel a message after sending If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message. USING YOUR PHONE 1 Start to leave another message to the same subscriber. 2 If the subscriber has not yet heard your last message, the system asks if you want to review it. 3 Press 1 to review it. 4 When you hear the message you want to cancel, press 5 . 5 Press 1 to confirm the cancellation.
To send a message to additional subscribers After you send a message to one subscriber on the system, you can address and send the message to others. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press ✱ 6 to stop recording. 4 Follow the conversation to address the message.
To send a message to a group A message group is a mailing list of subscribers and guests. A message group makes it easier to send the same message to several subscribers. Your system manager can create message groups or you can create your own. You can also leave a message for more than one subscriber by addressing the message to additional subscribers. See “To send a message to additional subscribers” on page 73.
TO SEND A MESSAGE TO A GROUP 7 If necessary, follow the system prompts to edit the message, set special delivery, or address the message to others. 8 Press ✱ to send the message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To find out who has not yet received a group message The system tells you when everyone in a group has received your message. If you do not get this confirmation, the system can tell you who in the group has not yet heard the message. USING YOUR PHONE 1 Start to leave a new message to the group. The system says that some members have not heard your last message. 2 Press 1 to review the message. 3 Listen to the message or press 2 to interrupt it. 4 Press 7 to list who has not heard the message.
To send a message to a guest subscriber You can host special clients, contacts, friends, or family on IM-16 LX by asking your system manager to add them as your guests. Your system manager sets up a recorded name, personal ID, language, and message notification for a guest. Guests cannot change their recorded name or notification options by phone. Once they’re added as your guests, they can call IM-16 LX, and then enter a personal ID. IM-16 LX greets them by name, then offers to record a message.
TO SEND A MESSAGE TO A GUEST SUBSCRIBER USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 5 to leave any messages. 3 On the phone, spell the guest’s name, usually the first three letters of the last name. If necessary, press # # to switch between number mode and spelling mode. When spelling a guest’s last name, use a “wild card” number (typically 1 ) for any letter in the last name you do not know.
TO SEND A MESSAGE TO A GUEST SUBSCRIBER 9 Press # to start over, or press ✱ to stop recording and send the message. NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
To send a message to a subscriber at another location You can send messages to subscribers who use another voice messaging system at another location. To send messages to subscribers at other locations, you identify the location as well as the subscriber when addressing the message. Your system manager can provide location names or numbers you can use. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 Press 5 to leave any messages.
TO SEND A MESSAGE TO A SUBSCRIBER AT ANOTHER LOCATION NOTE For the keys you can use during a message, after listening to a message, or at any time, see “To use systemwide commands” on page 17.
■ Changing Message Group Settings You can send a message at once to several subscribers on the system by using message groups. This section describes how to create and maintain message groups. NEAXMail IM-16 LX User Guide IN THIS SECTION To create a message group.................................. 83 To add or delete group members ....................... 85 To change a group name or number .................. 86 To hear your groups and group members ..............
To create a message group You can create your own message groups. When you send a message to a group, the message is sent to all members of the group. Each group you create has a number or a name. There are two types of groups: public and private. Other subscribers can send messages to a public group. Only you can send messages to a private group. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted.
TO CREATE A MESSAGE GROUP 6 Press ✱ when you are finished adding members. 7 Do one of the following: • Press 1 to leave a message for this group now. • Press 2 to continue.
To add or delete group members You can add and delete members of your message groups. You also can delete any message group that you own, or change the group’s number, spelled name, or recorded name. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 5 5 to edit a group. 3 Press the group name or number, and then do one of the following: You can also perform this task using Mailbox Manager. • Press 1 when you hear the name of the group.
To change a group name or number You can rerecord a group name, or change a group’s number. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 5 6 to change a group name or number. You can also perform this task using Mailbox Manager. 3 Press the first three letters of the group name. 4 Press 1 to confirm, or press 2 to hear the name of the next group. 5 Press 7 to change the group name or group number.
To hear your groups and group members You can hear a list of the groups you can send a message to. You can also hear a list of group members. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 At the main menu, press 7 5 5 to list your groups. You can also perform this task using Mailbox Manager. 3 Press the first three letters of the group name, or use “wildcard” (typically 1 ) for any letter you do not know, to select that group.
■ Changing Mailbox Setup Options You can change most of these setup options for your personal mailbox from any touchtone phone. The system leads you step by step through a series of simple yes-and-no questions when you make any changes.
To change your security code Your security code prevents others from using your personal ID to listen to your messages. Your security code should be three to 10 digits long and can be changed as often as you like. When you change your mailbox security code, you should also update your security code for any Visual Messaging applications. See the online Help for each Visual Messaging application for the steps to update the security code. If you forget your security code, contact your system manager.
To change your recorded name The system uses your recorded name to identify both you and your messages to other callers. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 7 5 to change your recorded name. You can also perform this task using Mailbox Manager. NEAXMail IM-16 LX User Guide 3 Follow the system instructions, and press 1 for Yes or 2 for No after each question.
To change the spelling of your name You can change your spelled name only by phone. The system uses your spelled name for the directory. Callers can enter the first letters of your name to locate you in the directory. You can also remove your name from this directory. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 7 6 to change your spelled name. You can also perform this task using Mailbox Manager.
To change your playback options You can ask your system manager to change your message playback options. Message playback options cannot be changed by phone. However, if you have Mailbox Manager installed, you can change your playback options by computer. See Mailbox Manager Help for details. Playback options consist of: The system announces the total length, in minutes, of new voice messages. Voice message length This conversation plays menus of options.
To turn call transfer on or off The system can transfer calls automatically to your extension. When you are unavailable or on another call, the system takes a message for you. You can turn off call transfer or have your calls transferred to a different phone number if you will be away from your desk for any period of time. Call transfer must be turned on before your calls can be transferred to a different phone number.
To change the call transfer number The system can transfer calls automatically to your extension. You can enter up to nine digits for the transfer-to phone number. When you are unavailable or on another call, the system takes a message for you. When you are unavailable or on another call, the system takes a message for you. You can turn off call transfer or have your calls transferred to a different phone number if you will be away from your desk for any period of time.
To change call screening options If available, you can ask your system manager to change your call screening options. Call screening options affect what you hear when you answer your phone. Call screening options cannot be set by phone. If your system manager has set up call screening for your extension, you can turn call screening on and off by phone. However, if you have Mailbox Manager installed, you can change your call screening options by computer. See Mailbox Manager online Help for details.
TO CHANGE CALL SCREENING OPTIONS Two or more of these options may be combined. For example, if you select “Play screened name before connecting” and “Ask me if I want to take the call,” the system asks for the caller’s name, then rings your extension. When you answer the call, the system plays the caller’s recorded name, then asks if you want to take the call.
To turn call screening on or off If your system manager has set up call screening for your extension, you can turn call screening on and off by phone. Call screening options affect what you hear when you answer your phone. If available, you can ask your system manager to change your call screening options. Call screening options cannot be set by phone. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 6 4 1 5 .
To turn call holding on or off Depending on your phone system, IM-16 LX can hold a call until your extension is available. If your system manager has set up call holding for you, you can turn call holding on and off. When call holding is turned on and your extension is busy, the system asks callers if they want to hold until you are available or if they want to leave a message. The system also tells callers how many calls are holding ahead of theirs.
To change message delivery The system can deliver messages to several different phone numbers. With message delivery you can: • Set a range of minutes, hours and days that a message delivery phone number is in effect. • Set the system to deliver only urgent messages. • Set the system to delay message delivery to any of the numbers. If changing message delivery by phone, you may not be able to enter a pager number that requires special dialing characters.
TO CHANGE MESSAGE DELIVERY USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 To change your message delivery options for your: • work phone, press 7 6 5 4 . • home phone, press 7 6 5 5 . You can also perform this task using Mailbox Manager. • pager, press 7 6 5 6 . • spare phone, press 7 6 5 7 . • fax phone, press 7 6 5 8 . 3 Press 1 to turn on delivery for that number or 2 to turn off delivery. 4 Press 4 to change the phone number.
To let callers find your extension in the directory Your system may use automatic directory assistance, numeric directory assistance, or both, to help callers find subscribers’ extension numbers. Callers with letters on their phones can use automatic directory assistance to identify subscribers by their last names. All callers can use numeric directory assistance, which groups subscribers by department, location, or some other category.
■ Sending and Receiving Faxes With ActiveFax, your faxes are included with your voice messages. If you are also using Visual Messaging applications, ViewFax may also be available by computer. ViewFax Sends, receives, and redirects faxes through your computer. Fax mail Stores faxes in your mailbox with your other messages. Callers can record a short message to accompany each fax they send. Faxes can be forwarded from your mailbox to a fax machine by using any phone.
To receive a fax With ActiveFax, your faxes are stored in your mailbox as fax messages and can have two parts: the fax document and an optional voice message annotation. Callers can record a voice annotation which you hear when you check your messages. If a fax message does not have a voice annotation, you will hear only what time the fax arrived. A fax and its voice annotation always remain together as a single fax message. When you archive a fax message, both are archived.
TO RECEIVE A FAX USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 4 to check new messages. IM-16 LX plays your new voice messages, then any fax messages. 3 If a fax message is present, do one of the following: • After listening to the fax message, press 9 . • While listening to the fax message, press 3 9 . 4 Follow the system instructions, and press 1 for Yes or 2 for No after each question.
To receive all your faxes with one call You can use a shortcut to deliver all of your new faxes to your usual fax machine. If you do not have a fax box, you can still have faxes redirected to your message box; however, the shortcut feature will be unavailable. Instead you must use the procedure previously described, “To receive a fax” on page 103. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 At the main menu, press 4 5 .
To change your fax delivery number or schedule You can change the phone number where your faxes are delivered, and change the schedule IM-16 LX follows to deliver your faxes. The system can deliver your faxes in three ways: The system stores your faxes until you request them. When you check messages, the system tells you which faxes are waiting. Standard delivery The system delivers faxes automatically to the fax number you specify in your setup options.
To change your fax greeting You can change the greeting callers hear before they send you a fax. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 4 9 to change your fax greeting. 3 Follow the system instructions, and press 1 for Yes or 2 for No after each question. See also To change your fax delivery number or schedule...................106 To change your fax notification.................................
To change your fax notification The system can contact you at a specified phone number notifying you when you have new faxes. You can set a range of minutes, hours, and days that a fax message delivery is in effect. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 To change your notification for your fax phone, press 7 6 5 8 . 3 Press 1 to turn on delivery for the number or press 2 to turn off delivery. 4 Press 4 to change the phone number.
■ Checking E-mail by Phone Depending on how your system is set up, you can check your voice and fax messages through your e-mail inbox. If your voice and fax messages are delivered to your e-mail inbox, the messages are deleted from your voice mailbox to avoid duplication. Text-to-speech technology When you check your messages by phone, the system reads the text portion of your e-mail messages and plays any attached .wav files. E-mail integration.
To check your e-mail messages by phone Text-to-speech and e-mail integration allows you to manage your e-mail messages by phone. For example, you can: • Hear the e-mail message and header information, such as the duration of the message, who sent it, the time it was sent, who else received it, and any attachments. • Record a reply. Depending on the system, subscribers can hear the reply by phone or receive the reply as an e-mail attachment (.wav file).
TO CHECK YOUR E-MAIL MESSAGES BY PHONE 4 If prompted, enter your e-mail password, followed by ✱ . If your password uses any letters, press # # , then refer to the password charts table on page 114 for guidelines. 5 Follow the system instructions, and press 1 for Yes or 2 for No after each question. Use quick message actions such as pressing # to repeat a message or pressing ✱ to stop and save the message as new. Messages saved as new are marked unread in your e-mail inbox.
To hear who else received an e-mail message You can determine who else received an e-mail message. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 4 to check new e-mail messages. 3 Press 6 for e-mail messages you have already read. The system presents any voice or fax messages first. 4 If prompted, enter your e-mail password, followed by ✱ .
To enter your e-mail password with touchtones In addition to entering your security code to check your email messages by phone, you may be required to enter your e-mail password. If your e-mail password uses numbers only, press each digit for the password, and then press ✱ . For example, press 5 4 3 ✱ . Your e-mail password cannot use any punctuation or symbols. Do not use your phone to match letters. Instead, use the password charts table on page 114 for guidelines.
TO ENTER YOUR E-MAIL PASSWORD WITH TOUCHTONES USING YOUR PHONE 1 If your e-mail password uses any letters, press # # when prompted. 2 Use the following rules for entering letters and numbers on the touchtone phone: • Enter upper or lowercase letters to match your e-mail password. Refer to the following table, Password charts, for guidelines. • Enter a digit by pressing 1 followed by the digit. 3 Press ✱ to end.
To turn your e-mail message totaling on or off In your setup options, you can change whether e-mail messages are included in your message totals. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 7 8 4 . 3 Press 1 to turn on e-mail totaling, or press 2 to turn off e-mail totaling.
To fax an e-mail message With the system’s fax features, you can deliver your e-mail messages to any fax machine. Your system manager must turn on this feature for you. You can receive a fax of a particular e-mail message, or you can receive all new fax and e-mail messages plus their text attachments. See “To fax all of your e-mail messages with a single call” on page 118. If you have a regular fax machine that you use to receive your faxes, you can use that fax machine.
TO FAX AN E-MAIL MESSAGE 7 Press 3 7 to fax the message. 8 Follow the system instructions. Press 1 for Yes, 2 for No.
To fax all of your e-mail messages with a single call With the system’s fax features, you can deliver all of your e-mail messages, plus any text attachments, to any fax machine. Your system manager must turn on this feature for you, and you must have a fax box in order for this feature to work. You can receive your e-mail messages at your usual fax machine. If you want to deliver your messages to a different fax machine, just enter the fax phone number.
To change your e-mail password You can change your e-mail password by phone with setup options. USING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Press 7 7 8 5 . 3 Enter your current e-mail password. • If your password uses numbers only, enter the numbers. • If your e-mail password uses any letters, press # # when asked. Use the password charts table on page 120 for guidelines. 4 When finished, press ✱ . 5 Enter your new e-mail password.
TO CHANGE YOUR E-MAIL PASSWORD Password charts NEAXMail IM-16 LX User guide Lowercase letters Uppercase letters Numbers a b c d e f g h i j k l m A B C D E F G H I J K L M 1 2 3 4 5 6 7 8 9 0 ✱ = = = = = = = = = = = = = 21 22 23 31 32 33 41 42 43 51 52 53 61 n o p q r s t u v w x y z ✱ = = = = = = = = = = = = = = 62 63 71 01 72 73 81 82 83 91 92 93 02 End = = = = = = = = = = = = = 24 25 26 34 35 36 44 45 46 54 55 56 64 N O P Q R S T U V W X Y Z ✱ = = = = = = = = = = = = = = 65 66 74 04 75
■ Menus and Reference You can use quick message shortcut actions while listening to a message. For example, press 3 4 # to repeat a message. Once you gain access to your mailbox, you can use the shortcuts to complete specific tasks rather than waiting to listen to options described by the voice mail system. Depending upon your system, you may or may not be prompted to provide your personal ID and security code, since some systems automatically send this information.
Shortcuts available during message playback While listening to a message, press 3 to hear a menu of quick message actions. Except as noted, these actions are available for both new and old messages. After using a quick message action, you can continue with the next part of the conversation or take more action on a message. For example, you can: • Press 3 4 4 to reply to a message, then 3 3 5 to check the next message. • Press 3 9 to redirect a message.
Shortcuts for other common tasks Press your personal ID and security code (if required), then enter the shortcut command from the following table to perform these tasks.
Shortcuts for fax features Press your personal ID and security code, then enter the shortcut command from the following table to perform these tasks.
Shortcuts for e-mail integration Press your personal ID and security code, then enter the shortcut command from the following table to perform these tasks.
Menu options diagram During Message Main Menu 4 6 New Messages Old Messages After Message 3 Hear menu options 3 Hear e-mail recipients* 4 Slower 4 Reply 5 Softer/louder 5 Check next message 6 Faster 6 Delete 7 Backward 7 Archive/fax an e-mail 8 Pause 8 Hear timestamp 9 Forward 9 Redirect/deliver fax 0 Save as new # Repeat the message * This feature may not be available at your site.
MENU OPTIONS DIAGRAM Greetings Setup options Hear current greeting 7 Edit alternate greeting 5 Switch greetings 8 Edit busy greeting 6 Edit standard greeting 4 Create a group 4 Add members 5 Edit a group 5 Delete members 6 List your groups 6 List members Setup Options Main Menu, Continued 7 4 4 Greetings 5 Groups 6 Transfer or delivery 7 Personal options Edit fax greeting Edit Groups Groups 7 Delete a group 7 Change group name Call Transfer 4 Change phone number 5 C
Index Symbols C .tif files 9 .
shortcuts 125 e-mail inbox, unified messaging and 4, 9, 10 enrolling on the system 15, 19 F fax options, defined 4 faxes change delivery schedule 106 change fax delivery number 106 of e-mail 116, 118 printing 102 setup options for 106 features 4 first time enrollment 15, 19 future delivery 69 G greetings activating busy greeting by phone 41 alternate 35 busy 35 rerecording by phone 35 standard 35 switching by phone 38 groups changing the name by phone 86 creating by phone 83 deleting members by phone 85 l
N new messages, defined 22 O old messages, defined 24 optional features 4 P–Q passwords, e-mail 113 playback options, changing 92 private messages 67 R receipt requested 68 recorded name, changing by phone 90 recording conversations 51, 54 reference information 3 return receipt 68 returning a call using Soft Keys 44 using touchtone keys 46 S sending messages to groups 74 messages to guest subscribers 77 messages to other locations 80 messages to other subscribers 60 messages with future delivery 69 priv
touchtone keys access caller ID information 49 call return 46 transfer number, changing 94 U unified messaging 4, 9, 10 V ViewCall Plus. See Visual Messaging ViewFax. See Visual Messaging ViewMail for Microsoft Messaging. See Visual Messaging ViewMail.
