NEAXMail AD-64 ® VOICE/UNIFIED MESSAGING SYSTEM User Guide
n 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 Mailbox Manager. 2.
Contents Introduction .............................................................................. 1 Changing your greetings ........................................................44 About this guide ............................................................. 2 Optional licensed features.............................................. 4 Messaging by phone ...................................................... 6 Working with Mailbox Manager .....................................
To request a return receipt for a message.................... 82 To send a message with future delivery ....................... 83 To redirect (forward) a message to another subscriber ..................................................................... 84 To cancel a message after sending............................... 85 To send a message to additional subscribers............... 86 To send a message to a group ..................................... 87 To find out who has not yet received a group message .
n Introduction Welcome to NEAXMail® AD-64, 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 AD-64 USER GUIDE IN THIS SECTION About this guide........................................................... 2 Optional licensed features ........................................... 4 Messaging by phone ....................................................
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 voice messaging programs by computer, such as Mailbox Manager or any of the TeLANophy™ programs, can be found in the online Help for the program. Some system features documented in this guide require additional licensed options that may not be available at your organization. Your system manager can tell you which features are available.
ABOUT THIS GUIDE Mailbox Manager The menu options diagram beginning on page 146 shows the NEAXMail AD-64 menus available by phone. You can print the diagram as a quick reference for NEAXMail AD-64 features. The User Guide includes space for reference information on the inside front cover. Print this page, and write the phone numbers and IDs you need to access NEAXMail AD-64.
Optional licensed features Some system features documented in the User Guide require additional licensed options that may not be available at your organization. Also, some features may not be available with certain phone systems. See your system manager for details about which features are available. The optional features are: Mailbox Manager With Mailbox Manager, you can change your mailbox setup from any Windows® computer connected to the same network as the voice messaging system.
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 118. Text-to-speech Speech recognition If your system includes speech recognition, when you call the system you can speak your commands instead of pressing keys on your phone. This User Guide provides steps for doing the most common messaging tasks with spoken commands. See “Using speech recognition” on page 128.
Messaging by phone You can check messages or change your mailbox setup from any touchtone phone. The voice messaging conversation 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. Most people use the menu conversation. Menu conversation If you prefer, ask your system manager to set your mailbox for the 1 for Yes, 2 for No conversation.
MESSAGING BY PHONE Help When the system conversation asks you a question, press 3 to hear a menu of available options.
Working with Mailbox Manager Mailbox Manager is a Windows program designed to make managing your mailbox setup options fast and easy. Detailed procedures are available in the online Help for the program. You can use the Mailbox Manager program 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. Depending on your software licenses, Mailbox Manager may not be available at your organization.
Messaging from your e-mail inbox With unified messaging, you can access your voice, fax, and e-mail messages in your e-mail inbox. All of your messages, no matter what type, are stored in your e-mail inbox. In your e-mail inbox, a voice message is included as a WAV file attachment to an e-mail message. A fax message is included as a TIF file attachment to an e-mail message. For steps to manage messages in your e-mail inbox, see the online Help for your e-mail program.
Messaging and call management with TeLANophy If your system includes TeLANophy™, you can manage all types of messages and phone calls visually on your computer. The TeLANophy programs provide additional features for working with voice and fax messages from other people who also use the voice messaging system. For example, you can record and reply to voice messages, and send messages to message groups. You can address messages to other users by selecting from a list on a dialog box.
MESSAGING AND CALL MANAGEMENT WITH TELANOPHY You can send, receive, and redirect faxes from your desktop computer. ViewFax™ All of your inbound and outbound calls can be managed visually from your desktop computer. You can customize your call control by integrating ViewCall Plus with other programs, such as Microsoft’s Office® suite.
n Getting started This section describes how to call the system and access your mailbox, and how to set up your mailbox for the first time. This section also explains how to start the Mailbox Manager program to access your mailbox setup by computer. For detailed instructions about using Mailbox Manager, see the online Help for the program. NEAXMAIL AD-64 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 space for reference information on the inside front cover.
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 a few simple questions to record your name, spell your name (if required), record a personal greeting, and set your security code. Once you have answered these questions, you are enrolled on the system as a subscriber, and your mailbox is ready to use. To begin, 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. If asked, enter your personal ID and security code. 2 Answer the system questions. Press 1 for Yes, 2 for No. If you are not sure, 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.
To use system-wide commands The system conversation consists of these 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 applicable, 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. 2 If asked, enter your personal ID and security code.
TO USE SYSTEM-WIDE COMMANDS Use these keys at the main menu TASK KEY Check new messages 4 Send a message 5 Check old messages 6 Change setup options 7 Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 GETTING STARTED 18
To start Mailbox Manager the first time With Mailbox Manager, you can change your mailbox setup from any Windows® computer connected to the same network as the voice messaging system. This topic provides steps to start Mailbox Manager for the first time. For detailed steps to change your mailbox setup with Mailbox Manager, see the online Help. The first time you use the Mailbox Manager, you enter the host name, your personal ID and your security code in the Connect dialog box.
TO START MAILBOX MANAGER THE FIRST TIME USING MAILBOX MANAGER 1 Start Mailbox Manager. 2 On the Login dialog box, enter: Host name ________________________ Personal ID ________________________ Security code ______________________ 3 Click “OK.” 4 On the Profile page, select a recording device so you can record greetings and names. If your computer is equipped with a microphone and speakers, select “My computer.” Otherwise, select “My phone.” 5 Click “Save.
To access your mailbox setup with Mailbox Manager The first time you use the Mailbox Manager, you need to know the host name, your personal ID and your security code. Your system manager can provide this information. See “To start Mailbox Manager the first time” on page 19. USING MAILBOX MANAGER 1 Start Mailbox Manager. 2 On the Login dialog box, enter: Host name __________________________ Personal ID __________________________ Security code ________________________ 3 Click “OK.
n Checking messages This section explains how to check your new and old messages. Depending on licensed features, 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, fax, and e-mail messages in your new message stack. The system plays all urgent messages first, 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. If asked, enter your personal ID and security code. 2 Press 4 to check new messages. Follow the system instructions. Press 1 for Yes, 2 for No. TIP Press Q to skip a message and save it as new. 3 Use the following commands during and after message playback.
TO CHECK NEW MESSAGES Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHECKING MESSAGES 25
To review an old message Old messages are messages you have already heard. Depending on licensed features, the system includes voice, fax, and e-mail messages in your old message stack. After you have heard a new message, the system saves it for a set amount of time (for example, until midnight). Or, you can archive the message to save it longer. Ask your system manager how many days your system is set to save old and archived messages. The system plays all urgent messages first, then all regular messages.
TO REVIEW AN OLD MESSAGE 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 Hear e-mail recipients* KEY(S) 3 TASK KEY Delete 6 Reply to sender 4 4 Archive message/fax an e-mail message* 7 Return call* 4 5 Hear time stamp 8 Hear caller ID* 4 6 Redirect message/ deliver a fax* 9 Repeat the message # Check next message 5 * This feature
To reply to a message If a message is from another subscriber, you can send a reply. You can reply to a new or old message. You can record a reply to an e-mail message. USING YOUR PHONE 1 While listening to a message, press 3 4 . Or, after a message, press 4 . 2 Record your reply after the beep. Press Q to finish recording. 3 Press Q to send the reply. Or, follow the conversation to edit the reply, set special delivery, or address the reply to others.
TO REPLY TO A MESSAGE 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 Hear e-mail recipients* KEY(S) 3 TASK KEY Delete 6 Reply to sender 4 4 Archive message/fax an e-mail message* 7 Return call* 4 5 Hear time stamp 8 Hear caller ID* 4 6 Redirect message/ deliver a fax* 9 Repeat the message # Check next message 5 * This feature may
To check the next message You can check the next message in your new or old message stack. When you check the next message, your original message is marked “old.” USING YOUR PHONE u While listening to a message, press 3 press 5 . 5 .
TO CHECK THE NEXT MESSAGE Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHECKING MESSAGES 31
To delete a message You can delete a new or old voice or fax message. You can delete an e-mail message. When you delete an e-mail message by phone you also delete it from your e-mail inbox. USING YOUR PHONE u While listening to a message, press 3 press 6 . 6 .
TO DELETE A MESSAGE Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHECKING MESSAGES 33
To archive a message The system saves old messages for a set time (for example, until midnight). To keep a message for a longer period, you can archive it. The system manager can tell you how long your system saves archived messages. You can hear your archived messages when you review old messages. The only difference between archived messages and old messages is that archived messages are saved for a longer period of time.
TO ARCHIVE A MESSAGE 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 Hear e-mail recipients* KEY(S) 3 TASK KEY Delete 6 Reply to sender 4 4 Archive message/fax an e-mail message* 7 Return call* 4 5 Hear time stamp 8 Hear caller ID* 4 6 Redirect message/ deliver a fax* 9 Repeat the message # Check next message 5 * This feature may
To hear when a message was sent You can hear when a message was sent. USING YOUR PHONE u While listening to a message, press 3 press 8 . 8 . Or, after a message, 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 Hear e-mail recipients* To review an old message ..........
TO HEAR WHEN A MESSAGE WAS SENT Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHECKING MESSAGES 37
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, message group, or guest. The system lets you: • 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. USING YOUR PHONE 1 While listening to a message, press 3 9 to interrupt it.
TO REDIRECT (FORWARD) A MESSAGE TO ANOTHER SUBSCRIBER 6 After you redirect the message, follow the conversation to handle the original message.
To skip a message and save it as new You can skip a message in your new message stack and keep it 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 u While listening to a message, press 3 press 0 . 0 . Or, after a message, See also To check new messages.............. 23 To check your e-mail messages by phone........................................
TO SKIP A MESSAGE AND SAVE IT AS NEW 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(S) TASK KEY Archive message/fax an e-mail message* 7 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 # Hear e-mail recipients* Reply to sender 3 Check next message 5
To repeat a message If necessary, you can play a message again. USING YOUR PHONE u While listening to a message, or after playing a message, press # . 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 Hear e-mail recipients* See also To check new messages..............
TO REPEAT A MESSAGE Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHECKING MESSAGES 43
n Changing your greetings Callers hear a greeting before they leave a message. Your mailbox can play one of three greetings: standard, busy, or alternate. You can record your own greetings, or use the default greetings recorded in the system voice. The types of greetings are: Standard greeting Your standard greeting plays when your phone is unanswered. Alternate greeting You can play an alternate greeting for special occasions, such as when you are out of the office or on vacation.
To 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.” 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. For example: “Pat Green is not available right now.” During enrollment you are asked to record your own standard greeting, if desired.
To change your alternate greeting The alternate greeting is for special occasions, such as a vacation. A typical alternate greeting is: “Hello, this is Pat Green. I am out of the office today and will return tomorrow.” To use the alternate greeting, you turn it on 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. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 To rerecord your alternate greeting, press 7 4 8 1 . 3 After the beep, record your greeting. Press Q to stop recording. The system plays your new greeting. To rerecord it, press 1 . Otherwise, press 2 . 4 To make the alternate greeting active, press 1 . Otherwise, 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 recording for the inactive greeting so that you can activate it again when desired. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 Press 7 4 5 to switch to your other greeting (standard or alternate).
To change the greeting for when your phone is busy Depending on your phone system, you can record a greeting for 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 do not record a busy greeting in your own voice, the system plays a busy greeting that includes your recorded name or your extension. For example: “Extension 123 is busy.
TO CHANGE THE GREETING FOR WHEN YOUR PHONE IS BUSY Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 CHANGING YOUR GREETINGS 50
To turn your busy greeting on or off Depending on your phone system, you can use a greeting for 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. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 Press 7 4 8 to hear your busy greeting.
To use the default greetings If you do not record greetings in your own voice, 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 to record your own standard greeting, if desired.
n Returning calls Depending on your system setup, you can return a call after listening to a message. You can also determine any caller ID information available for a message. NEAXMAIL AD-64 USER GUIDE IN THIS SECTION To return a call with Soft Keys .................................. 54 To return a call with touchtone keys.......................... 56 To determine caller ID information with Soft Keys ...................................................................
To return a call with Soft Keys If your phone system supports the call return feature, you can immediately return a call to the person who left you a message. You can return a call to an outside caller, or to another subscriber. 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 determine caller ID information with Soft Keys” on page 59.
TO RETURN A CALL WITH SOFT KEYS USING SOFT KEYS 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 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. If available, the system dials the phone number associated with the message.
To return a call with touchtone keys If your phone system supports the call return feature, you can immediately return a call to the person who left you a message. You can also return a call to another subscriber. 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 determine caller ID information with Soft Keys” on page 59.
TO RETURN A CALL WITH TOUCHTONE KEYS USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 Press 4 to check new messages, or press 6 to check old messages. Follow the system instructions. Press 1 for Yes, 2 for No until you select the message you want. 3 Press 4 5 to return a call to the person who left a message. 4 To return to your mailbox at the end of the conversation, wait until the person you called disconnects.
TO RETURN A CALL WITH TOUCHTONE KEYS 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 Hear e-mail recipients* KEY(S) 3 TASK KEY Delete 6 Reply to sender 4 4 Archive message/fax an e-mail message* 7 Return call 4 5 Hear time stamp 8 Hear caller ID 4 6 Redirect message/ deliver a fax* 9 Repeat the message # Check next message 5 * Ava
To determine caller ID information with Soft Keys If your organization does not receive caller ID information from your phone service provider, 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. Or, you can press touchtone keys.
To determine caller ID information with touchtone keys If your organization does not receive caller ID information from your phone service provider, 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. You can press touchtone keys to hear caller ID information. Or, depending on your phone system, you can use Soft Keys on your phone to determine caller ID information, if available.
TO DETERMINE CALLER ID INFORMATION WITH TOUCHTONE KEYS 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 Hear e-mail recipients* KEY(S) 3 TASK KEY Delete 6 Reply to sender 4 4 Archive message/fax an e-mail message* 7 Return call 4 5 Hear time stamp 8 Hear caller ID 4 6 Redirect message/ deliver a fax* 9 Repeat the message # Check next
n Recording conversations & 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. This section explains how to use the live record and live monitor features. NEAXMAIL AD-64 USER GUIDE IN THIS SECTION To record a conversation with Soft Keys................... 63 To use live record feature keys on your phone .......... 66 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. 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.” You can manage your recording sessions using Soft Keys on your phone display.
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. Then follow the address conversation to redirect the message.
TO RECORD A CONVERSATION WITH SOFT KEYS Use these Soft Keys during a recording session Pause Pause and resume the recording. Ends the recording and disconnects the call. Then follow the address conversation to review, delete, or address the recorded message with an optional introduction. Address End End the recording without disconnecting the call. The recorded message is automatically sent to the specified address. Or, if no address is specified, the message is sent to your mailbox.
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.” You can manage your recording sessions using live record feature keys programmed on your phone.
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 Pause and resume the recording. Ends the recording and disconnects the call. Then follow the address conversation to review, delete, or address the recorded message with an optional introduction. Address End End the recording without disconnecting the call. The recorded message is automatically sent to the specified address.
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.
TO MONITOR A MESSAGE AS IT IS RECORDED USING SOFT KEYS 1 When you hear your extension ring, wait until you see the live monitor feature key on the phone flashing red. 2 Press the live monitor feature key on the phone. The caller’s message plays on the speaker as the message is being recorded. 3 To stop listening, press the Soft Key below the CANCEL option on the phone display. Or, to connect to the caller, pick up the handset.
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 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 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 are going to 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. You can turn the live monitor feature on or off with your setup options.
n 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. • If available, send a message to a subscriber at another voice messaging location. This section explains how to send messages, either by leaving the message directly in a mailbox, or by calling 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 another person’s mailbox without first calling the extension. You can address a message by spelling the recipient’s name on the phone keypad. Or, ask your system manager to set up your mailbox to allow you to address messages by extension number. USING YOUR PHONE 1 Call the voice messaging system.
TO SEND A MESSAGE DIRECTLY TO ANOTHER PERSON’S MAILBOX Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 SENDING MESSAGES 74
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 labels a message from your assigned extension with your name.
TO LEAVE A MESSAGE WHEN YOU CALL AN EXTENSION Use these keys anytime TASK NEAXMAIL AD-64 USER GUIDE KEY TASK KEY Main menu Q Previous menu # Answer Yes 1 Answer No 2 SENDING MESSAGES 76
To add to a message before sending Depending on system settings, you can add to a message 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 Q to stop recording. 3 Press 4 to edit the message. 4 Press 4 to add to the end of the message. Record your additional message after the beep. Press Q to stop recording. 5 Press Q when you finish editing the message. 6 Press Q to send 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 Q to stop recording. 3 Press 4 to edit the message. 4 Press 5 to listen to the message. 5 Press Q when you finish editing the message. 6 Press Q to send the message.
To rerecord a message before sending Depending on system settings, you can rerecord a message before you send it. When you rerecord a message, your original recording is deleted. USING YOUR PHONE 1 Address and record a message. 2 Press Q to stop recording. 3 Press 4 to edit the message. 4 Press 6 to rerecord the message. Rerecord your message after the beep. Press Q to stop recording. 5 Press Q when you finish editing the message. 6 Press Q to send the message.
To send an urgent message You can use special delivery to mark a message as urgent before you send it. An urgent message is played first, before normal priority messages. You can mark a message as urgent 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. If asked, enter your personal ID and security code. 2 Follow the conversation to leave a message. Address the message, then record it.
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. If asked, enter your personal ID and security code. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press Q to stop recording. 4 Press 5 5 Q to mark the message private. 5 Press Q to send the message. 6 Press 2 to finish leaving messages, or press 1 to leave another message.
To request a return receipt for a message You can use special delivery to send a message and request a return receipt. NEAXMail AD-64 sends a receipt to your mailbox when the recipient listens to or opens the message. For messages sent to a message group, NEAXMail AD-64 sends a receipt for each group member. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 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 to be sent at a later date and time. NEAXMail AD-64 does not send the message until the specified date and time. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press Q to stop recording. 4 Press 5 7 to mark the message for future delivery.
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, message group, or guest. The system lets you: • 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. 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 to cancel it. 5 Press 1 to confirm the cancellation.
To send a message to additional subscribers After you send a message to one subscriber, you can address and send the message to others. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 Follow the conversation to leave a message. Address the message, then record it. 3 Press Q to stop recording. 4 Press 6 to address it to others. 5 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 at once. Your system manager can create message groups or you can create your own message groups. 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 86. USING YOUR PHONE 1 Call the voice messaging system.
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, you can ask the system who in the group has not yet heard the message. USING YOUR PHONE 1 Start to leave a new message to the group. 2 The system says that some members have not heard your last message. Press 1 to review the message. 3 Listen to the message or press 2 to interrupt it. 4 Press 2 to avoid canceling the message.
To send a message to a guest subscriber You can host special clients, contacts, friends, or family on NEAXMail AD-64 by asking your system manager to add them as your guests. Your guests can call NEAXMail AD-64, then enter a personal ID. Your guests can then leave messages directly in your mailbox without first dialing your extension. Your system manager sets up a recorded name, personal ID, language, and message notification for a guest.
TO SEND A MESSAGE TO A GUEST SUBSCRIBER 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. 3 On the phone, spell the guest’s 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 0 or 1 ) for any letter in the last name you do not know. 4 Press 1 when you hear the name of the guest you want.
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. Press # # to switch between spelling and number mode. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code.
n Changing message group settings You can send a message to several subscribers at once by using message groups. This section explains how to create and maintain message groups. NEAXMAIL AD-64 USER GUIDE IN THIS SECTION To create a message group......................................... 93 To add or delete group members ............................... 94 To change a group name or number .......................... 95 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. If asked, enter your personal ID You can also use Mailbox Manager. and security code.
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. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 Press 7 5 5 to edit a group. 3 Press the group name or number. Press 1 when you hear the name of the group. Otherwise, press 2 to hear the next matching name.
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. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 Press 7 5 5 to change a group name or number. 3 Press the first three letters of the group name. Or, enter the first three digits of the group number. 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. If asked, enter your personal ID and security code. 2 Press 7 5 6 to list your groups and group members. 3 Follow the system instructions. Press 1 for Yes, 2 for No. See also To create a message group......... 93 To add or delete group members .....................................
n Changing mailbox setup options You can change most of these setup options for your personal mailbox from any touchtone phone. When you make a change, the system leads you step by step through a series of simple yes-and-no questions. You can change: • Security code • Recorded and spelled names • Call transfer • Call screening • Call holding • Message delivery options • Directory listing IN THIS SECTION To change your security code ....................................
To change your security code Your security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like. Your security code should be three to 10 digits long. When you change your mailbox security code, update your security code for any TeLANophy programs. See the program’s online Help for steps. If you forget your security code, contact your system manager. USING YOUR PHONE 1 Call the voice messaging system.
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. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 Press 7 7 5 to change your recorded name. 3 Follow the system instructions to record your name. Press 1 for Yes, 2 for No.
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. If asked, enter your personal ID and security code. 2 Press 7 7 6 to change your spelled name. 3 Follow the system instructions to change your spelled name. Press 1 for Yes, 2 for No.
To change your playback options You can ask your system manager to change your message playback options. These options are not available by phone. Or, if you have the Mailbox Manager program, you can change your playback options by computer. See Mailbox Manager online Help for details. Playback options consist of: New e-mail messages If e-mail integration is installed, the system can include new e-mail messages when announcing the number of new messages.
To turn call transfer on or off The system can transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer or have your calls transferred to a different phone number. Turn on call transfer before transferring your calls to a different phone number. You can enter up to nine digits for the new phone number. Your system manager can enable this feature for you.
To change the call transfer number The system can transfer calls to your extension just as a receptionist would. You can enter up to nine digits for the new phone number. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer or have your calls transferred to a different phone number. Turn on call transfer before transferring your calls to a different phone number. Your system manager can enable this feature for you.
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. You cannot set screening options by phone. If your system manager has set up call screening for your extension, you can turn call screening on and off by phone. If you have the Mailbox Manager program, 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. You cannot set screening options by phone. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID You can also use Mailbox Manager. and security code.
To turn call holding on or off Depending on your phone system, NEAXMail AD-64 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 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. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set the system to deliver only urgent messages. You also can set the system to delay message delivery to any of the numbers.
TO CHANGE MESSAGE DELIVERY USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 2 To change your message delivery options for your: work phone, press 7 6 6 home phone, press 7 6 6 pager, press 7 6 5 6 . spare phone, press 7 6 6 6 fax phone, press 7 6 6 4 . 5 5 5 5 . 5 7 . 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, which identifies subscribers by their last names. All callers can use numeric directory assistance, which groups subscribers by department, location, or some other category. USING YOUR PHONE 1 Call the voice messaging system.
n Sending and receiving faxes With ActiveFax, your faxes are included with your voice messages. If you are also using TeLANophy, ViewFax may also be available by computer. ViewFax You can send, receive, and redirect faxes by computer. Fax mail Faxes are stored 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. A fax message can have two parts: a fax document and an optional voice message annotation. Callers can record a voice annotation that 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. If asked, enter your personal ID and security code. 2 Press 4 to check new messages. NEAXMail AD-64 plays your new voice messages, then any fax messages. 3 After listening to the fax message, press 9 . While listening to the fax message, press 3 9 . 4 Follow the system instructions.
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. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 At the main menu, press 4 5 . See also To receive a fax .........................
To change your fax delivery number or schedule You can change the phone number where your faxes are delivered. You can also change the schedule NEAXMail AD-64 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 automatically delivers your faxes to a fax number that 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. If asked, enter your personal ID and security code. 2 Press 7 4 9 to change your fax greeting. 3 Follow the system instructions. Press 1 for Yes, 2 for No. See also To change your fax delivery number or schedule ................................115 To change your fax notification.................................
To change your fax notification The system can call you at a phone number to notify you when you have new faxes waiting. You can set a range of minutes, hours, and days that a fax message delivery phone number is in effect. Press # to insert a one-second pause where you want the system to pause between digits that it is dialing. USING YOUR PHONE 1 Call the voice messaging system. If asked, enter your personal ID and security code. 2 To change your notification for your fax phone, press 7 6 5 8 .
n 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. With 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.
To check your e-mail messages by phone E-mail integration and text-to-speech let you manage your e-mail messages by phone. For example, you can: • Hear the e-mail message, its length, 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). • Redirect an e-mail message to another subscriber’s e-mail inbox.
TO CHECK YOUR E-MAIL MESSAGES BY PHONE 3 If prompted, enter your e-mail password, followed by Q . If your password uses any letters, press # charts on page 123. # , then refer to the password 4 Follow the system instructions. Press 1 for Yes, 2 for No. Use quick message actions such as # to repeat a message or Q to stop and save 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. If asked, enter your personal ID and security code. 2 Press 4 to check new e-mail messages. Press 6 for e-mail messages you have already read. The system offers any new voice or fax messages first. 3 If prompted, enter your e-mail password, followed by Q . If your password uses any letters, press # charts on page 123.
To enter your e-mail password with touchtones In addition to entering your security code, you may be required to enter your e-mail password to check your e-mail messages by phone. If your e-mail password uses numbers only, enter the digits, followed by Q . For example: press 5 4 3 Q . You do not need to use the password charts on page 123. Do not use your phone to match letters. Use the password charts on page 123.
TO ENTER YOUR E-MAIL PASSWORD WITH TOUCHTONES USING YOUR PHONE 1 If your e-mail password contains any letters or special characters, press # # when asked. 2 Enter uppercase or lowercase letters to match your e-mail password. Refer to the password charts on page 123. 3 To enter a digit, press 1 followed by the digit. Refer to the password charts on page 123. Press Q 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. If asked, enter your personal ID and security code. 2 Press 7 7 8 4 . 3 Press 1 to turn on e-mail totaling. Press 2 to turn off e-mail totaling.
To fax a specific 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 specific 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 126. You can receive your e-mail messages at your usual fax machine.
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. 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. You can also receive a fax of a specific e-mail message. See “To fax a specific e-mail message” on page 125.
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. If asked, enter your personal ID You can also use Mailbox Manager. and security code. 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 or special characters, press # # when asked. Use the password charts on page 123. When you are finished, press Q .
n Using speech recognition If your system includes speech recognition, you can listen to voice, fax, or e-mail messages by speaking menu options or commands instead of pressing touchtone keys. The system leads you step by step through the speech recognition conversation. With speech recognition, you can respond to system prompts with a few words. Just answer in your normal speaking voice. For example, say “Check new messages” or “Setup options.” IN THIS SECTION To access your mailbox with speech commands .
To access your mailbox with speech commands With speech recognition, you can access your mailbox by saying menu options and commands. Speech recognition is available when you listen to voice, fax, or e-mail messages. For a menu option, say each level of the menu. For example, say “Setup options, greetings, switch greetings.” If desired, at any time you can press a touchtone key for a menu option. Or, to exit or return to using speech commands, press 3 at the main menu.
TO ACCESS YOUR MAILBOX WITH SPEECH COMMANDS 4 When you are finished saying your security code, you can say “End” to move ahead to the next prompt. Say these commands. The words in bold are required. SAY OR PRESS Yes 1 No 2 Main menu Q Previous menu # Stop Q At the main menu, use this command to turn speech mode on or off TASK Switch between speech mode and touchtone mode AT THE MAIN MENU, PRESS 3 Say these commands at the main menu. The words in bold are required.
To check your voice messages with speech You can check new or old messages by using spoken commands instead of touchtone keys. USING YOUR PHONE 1 Call the voice messaging system. 2 Enter your personal ID by pressing touchtone keys. 3 Press or say your security code. When you are finished saying your security code, you can say “End” to move ahead to the next prompt. 4 Say “Check new messages” or “Check old messages.” The words in bold are required.
TO CHECK YOUR VOICE MESSAGES WITH SPEECH Say these commands. The words in bold are required. SAY OR PRESS SAY OR PRESS Menu options 3 Repeat # Slow down playback 4 Save as new Q Adjust volume 5 Skip2 3 5 Speed up playback 6 Delete message 3 6 Rewind1 7 Archive 3 7 Pause 8 Time stamp 3 8 Fast forward 9 Redirect3 3 9 1If the message does not rewind completely, say “Repeat” to repeat the entire message. 2The 3To NEAXMAIL AD-64 USER GUIDE message is marked as old or read.
To check your e-mail messages with speech With the text-to-speech feature and speech recognition, you can check e-mail messages by phone with spoken commands. NEAXMail AD-64 reads the text portion of your e-mail messages and plays any attached WAV files. You can control e-mail message playback by speaking any of the commands on the following table. When the system is reading who received an e-mail message or its subject, you can say “Yes” to skip ahead to the body of the message.
TO CHECK YOUR E-MAIL MESSAGES WITH SPEECH Say these commands. The words in bold are required. SAY OR PRESS SAY OR PRESS Menu options 3 Skip2 3 5 Rewind1 7 Delete message 3 6 Pause 8 Archive 3 7 Fast forward 9 Time stamp 3 8 Repeat # Redirect3 3 9 Save as new Q 1 If the message does not rewind completely, say “Repeat” to repeat the entire message. 2 The message is marked as old or read. 3 To cancel out of redirecting a message, say “End.
To enter your e-mail password with speech With speech recognition, if your e-mail password uses numbers only, you can say the numbers. When you are finished, say “End.” For example, say “Five, four, three, end.” If your e-mail password uses numbers and letters, press # # when asked, then press touchtone keys to enter the password. Refer to the password charts on page 136. If your e-mail password uses any letters or special characters, use these charts to enter the password.
TO ENTER YOUR E-MAIL PASSWORD WITH SPEECH Password charts Lowercase letters a b c d e f g h i j k l m NEAXMAIL AD-64 USER GUIDE = = = = = = = = = = = = = 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 Q = = = = = = = = = = = = = = Uppercase letters 62 63 71 01 72 73 81 82 83 91 92 93 02 End A B C D E F G H I J K L M = = = = = = = = = = = = = 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 Q = = = = = = = = = = = = = = 65 66 74 04 75 76 84 85 86 94 95 96 05 End
To send a message with speech NEAXMail AD-64 lets you use speech to leave voice messages for subscribers, groups, or guests. You can leave messages directly in a subscriber’s mailbox, or you can call the subscriber’s 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.
TO SEND A MESSAGE WITH SPEECH USING YOUR PHONE 1 Call the voice messaging system. 2 Enter your personal ID by pressing touchtone keys. 3 Press or say your security code. When you are finished saying your security code, you can say “End” to move ahead to the next prompt. 4 Say “Leave messages.” 5 Using touchtone keys, spell the subscriber’s name. Otherwise, say the extension number. To switch between entering a name or extension, press # # .
TO SEND A MESSAGE WITH SPEECH Say these commands. The words in bold are required.
To say numbers, times, or dates Speak numbers exactly, digit by digit. For a phone number, say the numbers. For a one-second pause, say “Pause.” When you are finished, say “End.” For example, for extension 123 followed by a one-second pause, say “One, two, three, pause, end.” For zero (0), say “zero” instead of “oh.” To spell with letters, press touchtone keys. Or, to leave messages by saying the extension, ask your system manager. To send a message later today, say “Today.” For tomorrow, say “One.
n Menus and reference You can use quick message actions while listening to a message. For example, press 3 5 to hear the next message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut is your personal ID + your security code + a number sequence of menu options. For example, to turn on call transfer, enter your personal ID + your security code + 7 6 4 1 . NEAXMAIL AD-64 USER GUIDE IN THIS SECTION Shortcuts available during message playback .........
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 another action on a message. For example, you can: Press 3 4 4 to reply to a message, then 3 5 to check the next message. Press 3 9 to redirect a message.
Shortcuts for other common tasks Use shortcuts to accelerate your responses to the system. Press your personal ID and security code (if required), then enter the following shortcuts to do these common voice messaging tasks.
Shortcuts for fax features Press your personal ID and security code, then enter the following shortcuts to do these tasks.
Shortcuts for e-mail integration Enter your personal ID and security code, then enter the following shortcuts to do these tasks.
Menu options diagrams Checking messages Main Menu After Message During Message 4 New messages 4 Slower 3 Hear e-mail recipients* 5 Send a message 5 Softer/louder 4 Reply 6 Faster 5 Check next message 4 Reply to subscriber 7 Backward 6 Delete 5 Return call 8 Pause 7 Archive/fax an e-mail 9 Forward 8 Hear timestamp 9 Redirect/deliver fax 0 Save as new # Repeat the message 6 Old messages 7 Setup options Reply 6 Hear Caller ID Q Finish * This feature may not be available at y
MENU OPTIONS DIAGRAMS Changing setup options Main Menu Greetings 4 New messages 5 Send a message 6 Old messages 7 Setup options 4 Hear current greeting 7 Edit alternate greeting 5 Switch greetings 8 Edit busy greeting 6 Edit standard greeting 9 Edit fax greeting Setup Options 4 Greetings 5 Groups 6 Transfer or delivery 7 Personal options Groups 4 Create a group 5 Edit a group 6 List your groups Edit Groups 4 Add members 5 Delete members 6 List members 7 Change group name 7 Delete a group 5 Cal
Index Numerics 1 for Yes, 2 for No conversation 6 A about this guide 2 addressing messages to other locations 91 alternate greeting default 52 defined 46 switching to 48 B busy greeting changing 49 default 52 turning on or off 51 C call holding turning on or off by phone 107 call management software 10, 11 call return using Soft Keys 54 using touchtone keys 56 call screening definition of options 104 turning on or off by phone 106 NEAXMAIL AD-64 USER GUIDE call transfer changing phone number by phone 1
future delivery 83 G greetings activating busy greeting by phone 51 alternate 45 busy 45 rerecording by phone 45 standard 45 switching by phone 48 groups changing the name by phone 95 creating by phone 93 deleting members by phone 94 listing groups and members by phone 96 H-K help, conversation 7 L licensed options 4 live monitor 68, 70 live record 63, 66 locations, addressing to other 91 menu conversation 6 menus conversation mode 101 shortcuts 143 system diagram 146 message delivery changing phone num
recorded name changing by phone 99 recording conversations 63, 66 reference information 3 return receipt 82 returning a call using Soft Keys 54 using touchtone keys 56 S sending messages to other locations 91 setup options changing by computer 4, 8 shortcuts about 141 defined 6 e-mail 145 fax 144, 145 quick message actions 142 voice messaging 143 speech recognition dates 140 defined 5 e-mail messages and 133 e-mail password and 129 leaving a message with 137 numbers 140 security code entry 129 time entry 1
