Gebruiksaanwijzing /service van het product IM-16 van de fabrikant NEC
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User Guide NEA X M ail ® IM-16 VOICE MESSAGING SYSTEM.
© 2003 Active V oice, LLC . All rights reser ved. First edition 2003. NEAXMail is a trademark of NEC America, Inc. ActiveF ax, ActiveNet, PhoneBASIC , T eLANoph y , ViewCall, Vie wF ax, and ViewMail are trade marks of Active V oice, LLC . Other brands and product names used in this docu- ment are trademarks of their respective o wners.
s i Introduction ii Setting up your mailbox ....................... ............. ... iv Checking and leaving messages 1 Checking new messages ....... ........... .......... ......... 2 Leaving a message by pho ne ........... .......... ......... 4 Sending a message by comp uter .
ii s NEAXMAIL IM-16 USER GUIDE Intr oduction W elcome to NEAXM ail IM-16, a si mple yet po werful voice messaging system that can greet your callers and re cord your messag es. Y o u will fi nd it quick and easy to use. On the phone The voice messaging system lets you control how your mailbo x receives mes- sages and plays them back.
INTRODUCTION s iii On the computer If your syst em has T eL AN ophy ® , you can manage live phone calls and all types of messages visually on your computer screen.
iv s NEAXMAIL IM-16 USER GUIDE Setting up y our mailbo x First, fill in the bla nks on the inside fro nt cov er of t his guide an d perfor m the pro- cedure “T o a ccess your mailbox from inside your organization. ” This makes your mai lbox ready to use and enrolls you on t he system as a sub scriber .
s 1 Checking and leaving messages Depending on your system, you can use a phone o r computer to: • Chec k new messag es • Leav e a message to one or more subscribers or guests • Leav e a message.
2 s NEAXMAIL IM-16 USER GUIDE Chec king new messa ges Chec ki ng new messages by phone N ew messages are messages that you have not yet heard. The system notifies you when you have new mes sages. The system plays all urgent messages first, then all re gular messages .
CHECKING AND LE AVING MESSAG ES s 3 Checking new messages by com puter If your system uses ViewM ail or View- Mail for M icrosoft Messaging, you can check messa ges visually fr om your com - puter . Information about each message is pro- vided on the screen .
4 s NEAXMAIL IM-16 USER GUIDE Lea ving a message b y phone The system lets you leave voice mes- sages for subscribers, groups, or guests. If you call a subscriber’ s extension and the call is unanswered, y our call is auto- matically routed to the subscriber’ s mailbo x, where y ou can leave a message .
CHECKING AND LE AVING MESSAG ES s 5 T o leave an identified subscriber message a Call another subscriber . When the subscriber does not answer , the call is forwarded to voice ma il. b Enter 5 to leave a message. c F ollow the system instructions. Enter 1 for Y es, 2 for No .
6 s NEAXMAIL IM-16 USER GUIDE Sending a message b y computer Depending on the option al T eL ANophy applications on your system, you can use ViewMail or ViewM ail for Microsoft Me ssaging to send voice messages b y com- puter . T o send a message by computer a If you ar e using ViewMail, click “ Send.
CHECKING AND LE AVING MESSAG ES s 7 With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the View- Mail addr ess book. Y ou also can send a ViewMail message to someone outside the voice messag- ing system.
8 s NEAXMAIL IM-16 USER GUIDE Lea ving a group messa ge Y ou can leave a message for more than one subscriber either by: • Leaving the message for a message group . • Adding names to the address list. A message group is a mailing list of sub- scribers and guests .
CHECKING AND LE AVING MESSAG ES s 9 Sending a gr oup message by computer* With ViewM ail and ViewM ail for Micr osoft M essaging, y ou can either choose more subscriber names or a group name from the Vi ewMail addr ess book. Cr eate your gr oups by phone or ask the sys tem manager to create your groups f or you.
10 s NEAXMAIL IM-16 USER G UIDE Revie wing messages Y ou can r eview old messag es and archived messages b y phone or by com- puter . Reviewing m essages by phone After you have heard a new message , the system saves it for a set amount of time (for example , until midnight).
CHECKING AND LEA VING MESSAGES s 11 Reviewing messages by com puter * ViewMai l and ViewM ail for M icrosof t M essaging list all of your opened (old) messages in your mailbox until the sys- tem deletes them at the set time, u sually at midnight every night.
12 s NEAXMAIL IM-16 USER G UIDE Redirecting a message The system lets you: • Redir ect a message to another s ub- scriber . • Reco rd an i ntroduction to the mes- sage. • U se special delivery options. The system does not let you r edir ect messages that are designated as pr ivate by the original sender .
CHECKING AND LEA VING MESSAGES s 13 T o redir ect a message by computer a Select the message . b Click “ Redir ect. ” c Click “T o ” and then use the addr ess book to select recipients ’ names. d T ype in a subject and set deliv ery options as needed.
14 s NEAXMAIL IM-16 USER G UIDE Modifying a message Depending on system settings, you can use one or more of these message options after you record a message: • Modify the message . • Modify its delivery options. • Mark it for special deliv ery .
CHECKING AND LEA VING MESSAGES s 15 Modifyi ng a message by com puter * With ViewM ail, you can modify a voice message you have sent if the recipient has not opened it. ViewMail displays the m essage i n your ViewMail mailbo x until the person has opened it.
16 s NEAXMAIL IM-16 USER G UIDE Canceling a message If the r ecipient has not h eard your l ast message, the system lets you cancel it. Y ou can then recor d a new messa ge. T o cancel a message by phone a Start to leave another message to the same subscriber .
CHECKING AND LEA VING MESSAGES s 17 Canceli ng a message by com puter * With Vi ewMail or Vi ewMail fo r Micr osoft M essaging, you can cancel a voice mes- sage you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it.
18 s NEAXMAIL IM-16 USER G UIDE Ar chiving a messa ge The system saves old messages for a set time (for exa mple, until midnight). T o keep a message for a longer period, you can archive it. The system manager can tell you ho w long your system saves archived messages.
CHECKING AND LEA VING MESSAGES s 19 Archiving messages by com puter * Y ou can archive a message using View- Mail or Vi ewMa il f or Micro so ft Messag- ing. When the number of ar chived days reaches zero , the voic e message is deleted with other old voice messages .
20 s NEAXMAIL IM-16 USER G UIDE Recor ding a con versation b y phone Y ou can recor d a phone c onversation and manage the recor ded message just as you would a voice mail message.
CHECKING AND LEA VING MESSAGES s 21 T o recor d a conversation by computer a If you ar e using ViewMail, click “ Live reco rd.” If y ou are su in g V ie wMa il fo r Microsoft M essaging, click “New live rec ord me ss a ge. b If you are using ViewMail, the Live Recor d Message dialog bo x appears.
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s 23 Changing your mailbox setup Mailbox Manager allows y ou to control your personal mailbo x settings, such as: • Y our pro file • Security code • Recorded and spel led names • Greetings •.
24 s NEAXMAIL IM-16 USER G UIDE W orking with the Mailbo x Manager The Mailbo x Manager allo ws you to con- trol how you and your callers in teract with the voice messaging system b y phone. The first time you use the Mailbo x Man- ager , you enter the host name, your extensio n, and your secu rity code in the connect dial og box .
CHANGING YOUR MAILBO X SETUP s 25 T o change your profile a Access the Mailbo x Manager (see inside fron t co ver). b Click “ Profile . ” c Confirm and change settings as needed. d Click “ Sav e. ” TIP Y ou m ust sel ect a recording device before you can record greeti ngs, your re co r de d n am e, o r th e n am es of gr ou ps .
26 s NEAXMAIL IM-16 USER G UIDE Changing y our security code Y our security code pr events others from using your personal ID to listen to you r messages. Change your securi ty code as often as you like. Y our secur ity code should be four to ten digits long.
CHANGING YOUR MAILBO X SETUP s 27 Changing y our recor ded and spelled names The system uses your r ecorded name to identify both you and y our messages to other callers. Y ou can change your spelled name only b y phone . If your phone keypad has letters, you c an also spell your name for the system.
28 s NEAXMAIL IM-16 USER G UIDE Changing y our greetings Callers hear a gr eeting before they leave a message. Y our mailbox can h ave one of three gr eetings: standard, busy , or alternat e. Y ou can rerecord or switch between greetings b y phone or b y com- puter .
CHANGING YOUR MAILBO X SETUP s 29 T o rer ecord your standar d, alternate, or busy greeting by computer a Access the Mailbo x Manager (see inside fron t co ver). b Click “ Gr eetings. ” c From the “ Choose a gr eeting” list bo x, s el e c t th e gr e et i n g t o re rec o rd .
30 s NEAXMAIL IM-16 USER G UIDE T o switch between your stan- dard and alternate greeting by phone a Access your mailbo x by phone (see inside fron t co ver).
CHANGING YOUR MAILBO X SETUP s 31 Pla yback options The Playback options screen stores set- tings for ho w messages are played. These options are not available by phone . Without M ailbo x Manager , you need to ask your system manager to change these options.
32 s NEAXMAIL IM-16 USER G UIDE T o change your playback options by computer a Access the Mailbo x Manager (see inside fron t co ver). b Click “ Playback.
CHANGING YOUR MAILBO X SETUP s 33 Changing call transfer options The voice messaging system is set up to transf er calls to your extension just as a receptionist would. When y ou are unavailable or on another call, the sys- tem takes a message for you.
34 s NEAXMAIL IM-16 USER G UIDE T o turn call transfer on or off by computer a Access the Mailbo x Manager (see inside fron t co ver). b Click “T ransfer/Sc reening. ” c T o turn call transfer on, for “T ransfer incoming calls to , ” select “ My exten- sion.
CHANGING YOUR MAILBO X SETUP s 35 Changing call screening options When available , the system can use a variety of call scr eening options .* Y ou can select these opt ions on the T ransfer / Screening scr een of the Mailbo x Man- ager . These options are not available by phone.
36 s NEAXMAIL IM-16 USER G UIDE T o change call screening options by computer a Access the Mailbo x Manager (see inside fron t co ver). b Click “T ransfer/Sc reening. ” c Select the “Scr eening” check bo x. d Select the transfer/scr eening options as needed.
CHANGING YOUR MAILBO X SETUP s 37 Changing call holding options The system can hold a call until your extensio n is avai lable.* When c all hold - ing is turned on and y our extension is busy , the system asks callers if they want to hold until you ar e available or to leave a message.
38 s NEAXMAIL IM-16 USER G UIDE Changing message delivery options The system can deliver messages to sev- eral differ ent phone numbers. Y ou can set a range of minutes, hour s, and days that a message delivery phone number is in effect. Y ou can set th e system to deliver only urgent messages.
CHANGING YOUR MAILBO X SETUP s 39 If changing message delivery by phone , you may not be ab le to enter a pager number that requir es special dialing characters (for example, a semicolon that repr esents a three-second pause). Contact your system manager for assis- tance .
40 s NEAXMAIL IM-16 USER G UIDE Creating gr oups Y ou can cr eate your own message groups. When you send a message to a group , the message is sent to all mem- bers of the gr oup . Each group y ou creat e has a number or a name. There ar e three types of message groups: private, open, and local access.
CHANGING YOUR MAILBO X SETUP s 41 T o create a group by com- puter a Access the Mailbo x Manager (see inside fron t co ver). b Click “ Groups . ” c Click “ Cr eate Group . ” d In the Cr eate/Modify Gr oup dialog box, type a name for the group .
42 s NEAXMAIL IM-16 USER G UIDE Changing gr oups Y ou can add and delete members of your message groups.* Y ou also can delete any message group that you own, or change the group ’ s number , spelled name, or recor ded name. T o change a group by com- puter a Access the Mailbo x Manager (see inside fron t co ver).
CHANGING YOUR MAILBO X SETUP s 43 T o add or delete group members by phone a Access your mailbox (see inside fr ont co ver). b Enter 7 5 5 to edit a group. c Enter the group name or group num- ber . Enter 2 until yo u hear the name of the group you want, then enter 1.
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s 45 Sending and r eceiving faxes If your v oice messaging system includes the optional f ax pack age, y ou hav e access to f ax mail. If you are also using T eLANoph y , ViewF ax may also be a v ail- able . ViewF ax Y ou can send, re ceive , and redirect f ax es from your comp uter .
46 s NEAXMAIL IM-16 USER G UIDE Sending faxes b y computer ViewFax Y ou can send faxes, view faxes, and for- ward faxes from your computer with the T eL ANophy ViewF ax application. ViewF ax works from within ViewMail or V iew Mail for Mic rosof t Mess agi ng to displa y a docum ent before you fa x it, or to for ward a fax yo u receive.
SENDING AND RECEIVING FAX ES s 47 Print-to -fax U se the print-to-fax feature to fax docu- ments to other subs cribers, groups, personal d atabase contacts , or other r ecipients . T o send a fax by c omputer a Fr om a Windows-based pr ogram, open the document you want to fax.
48 s NEAXMAIL IM-16 USER G UIDE Receiving faxes If you are using the o ptional fax package, your fa xes are stored in your mailbox as fax messages. A fax message can have two parts: a fax document and an optional voice message annota tion. Callers can recor d a voice annotation that you hear whe n you ch eck your mes- sages.
SENDING AND RECEIVING FAX ES s 49 ViewF ax* U se ViewF ax to display a fax mes- sage within Vi ewMa il or ViewM ail for Micr osoft M essaging. If you cli ck “ViewFax ” within the ViewMail message, ViewF ax converts the fax docu- ment to a TIFF graphics image and displays it on the screen.
50 s NEAXMAIL IM-16 USER G UIDE Changing fax setup If you ar e using fax mail, yo u can change your: • F ax delivery number or schedule • P ersonal fax mailbox gr eeting • F ax notification phone number T o change your fax deliver y phone number or schedule a Access your mailbo x (see inside f ront cover).
SENDING AND RECEIVING FAX ES s 51 T o change your fax greeting a Access your mailbox (see inside front co ver). b Enter 7 4 9 to change your fax greet- ing. c F ollow the system instructions. Enter 1 for Y es, 2 for No . T o change your fax notification a Access your mailbox (see inside front co ver).
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s 53 Using V iewCall Plus With ViewCall Plus, y ou can identify , manage, and trac k your incoming and outgoing c alls from y our co mputer . Three integrated ViewCall Plus win- dows work together to control y our phone calls: the T elephon e window , the Call Log window , and the Contact Li st window .
54 s NEAXMAIL IM-16 USER G UIDE Screening and managing calls With ViewC all Plus, y ou can identify callers and manage your calls from your computer . Ident if ying a nd screeni ng cal ls When you r eceive a call through th e sys- tem or with a system using T API, the T elephone window displays the cal l on your computer screen.
USING VIEWCALL PLUS s 55 Managing call s After you have identified the caller , ViewCall Plus supplies you with several tools to manage your phone calls : Connect an incoming call to your phone. Ask the caller to hold. Ask the caller to trans fer to another extensio n.
56 s NEAXMAIL IM-16 USER G UIDE T rac king calls Ca ll lo g Y ou can use ViewCall P lus to keep track of your calls . The Call Log windo w recor ds all call activity for your exten- sion. I t also displays information such as caller names, phone numb ers, and the caller’ s location.
USING VIEWCALL PLUS s 57 PhoneB ASIC ViewCall Plus incl udes P honeBASIC, which lets you in tegrate ViewC all Plus with a number of di fferent applications, such as M icrosoft Office .
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s 59 Using E-Mail Integration The two optional E-Mail Integration packages that y ou can use with your voice messaging system are E-Mail Notify/Deliver y and E-Mail Reader. E-Mail Notify/Deliver y E-Mail Notify/Deliver y lets you know when new e-mail messages arrive.
60 s NEAXMAIL IM-16 USER G UIDE Chec king e-mail b y phone E-Mail I ntegration lets you manage y our e-mail messages by phone . F or 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.
USING E-MAIL INTEGRATION s 61 Changing y our e-mail setup options In your setup options, you can change whether e-mail message s are included in your me ssage t otals. T o turn your e-mail totaling o n or off by computer a Access the Mailbo x Manager (see inside front cover).
62 s NEAXMAIL IM-16 USER G UIDE Y our e-mail pass w or d In ad dition to entering y our security code, you may be r equired to en ter your e-mail password to check yo ur e-mail messages by phone. Using numbers only If your e-mail pass word uses numbers only , enter the digits, follo wed b y Q .
USING E-MAIL INTEGRATION s 63 Receiving e-mail b y fax With the op tional fax packag e, you can deliver your e-mail messages to an y fax machine . Y ou can receive a fax of: • A particular e-mail message. • All new fax and e-mail messages plus their text attachments .
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s 65 Using quick message actions and shor tcuts Y ou can use quick message actions while listening to a message. F or e xample, enter 3 4 # to repeat the message. After accessing your mailbox, y ou can use the sh or tcuts f or specific t asks. A shor tcut is your personal ID + your security code + a number sequence of menu options.
66 s NEAXMAIL IM-16 USER G UIDE Quic k message actions While listening to a message, enter 3 to hear a menu o f quick messag e actions . After you have learned the quick acti on numbers, you can enter a number right away to take action. Except as noted, these actions are available for both new and old messages.
USING QUICK MESSAGE AC TIONS AND SHOR TCUTS s 67 E- Ma il Int eg ratio n pac kag e* While listening to an e-mail message, appointment, or task, enter 3 3 to hear a menu of addi tional options .
68 s NEAXMAIL IM-16 USER G UIDE Shor tcuts U se shortcuts to acc elerate your responses to the system. V oi ce messaging Enter your perso nal ID and secur ity code (i f required), then enter the follo wing shortcuts to do these tasks.
USING QUICK MESSAGE AC TIONS AND SHOR TCUTS s 69 Fax pac kage* Enter your perso nal ID and secur ity code (i f required), then enter the follo wing shortcuts to do these tasks. E-Mail Int egrat i on packa ge* Enter your p ersonal ID and se curi ty code (if required), then enter the follo wing shortc uts to do these tasks .
70 s NEAXMAIL IM-16 USER G UIDE Managing y our v oice messages with Soft K eys Pr ess the Soft K ey under the option you want . Listen to the instructions.
USING QUICK MESSAGE AC TIONS AND SHOR TCUTS s 71 SETUP Change set up option s GR EE T Gree tings PE RS Perso nal options TR F R Transfer opti ons GR PS Groups DEL I V Delivery options >> > Vi.
72 s NEAXMAIL IM-16 USER G UIDE System menus Main Menu Check New Messag es Leave Messages Review Old Message s Change Setu p Options 4 5 6 7 New Messages Reply Check Next Message Delete Archive Hear T.
INDEX s 73 A-B busy greeting 28 C call holding about 37 turning on or off by computer 37 turning on or off by phone 37 call managing 55 call screening about 35 by computer 54 changing options by compu.
74 s NEAXMAIL IM-16 USER G UIDE menus shortcuts 68 message delivery about 38 changing phone number by phone 39 changing phone numbers by computer 38 message delivery schedule 39 messages archiving by .
INDEX s 75 tracking calls 56 ViewCall Plus iii , 53 ViewFax iii , 45 ViewMail iii , 6 ViewMail for Microsoft Messaging iii , 6 time stamps for messages 31 V-W ViewCall Plu s. See TeLANo phy ViewFax. See Te LANophy ViewMail for Microsoft Messaging. See Te L- ANophy ViewMail.
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78 s NEAXMAIL IM-16 USER G UIDE.
Message pl ayback options For Press SLOWER SOFTER/LOUDER FASTER BACKWARD PAUSE FORWARD EXIT 4 5 6 7 8 9 Q T o access your mailbo x from out- side yo ur organization 1.
Main menu T as k Shor tcut CHECK NEW MESSAGES LEAVE MESSAGES REVIEW MESSAGES CHANGE SETUP OPTIONS CHANGE CALL TRANSFER , MESSAGE DELIVERY CHANGE SECURITY CODE, VOICE MAILBOX NAMES SWITCH PERSONAL GREE.
Een belangrijk punt na aankoop van elk apparaat NEC IM-16 (of zelfs voordat je het koopt) is om de handleiding te lezen. Dit moeten wij doen vanwege een paar simpele redenen:
Als u nog geen NEC IM-16 heb gekocht dan nu is een goed moment om kennis te maken met de basisgegevens van het product. Eerst kijk dan naar de eerste pagina\'s van de handleiding, die je hierboven vindt. Je moet daar de belangrijkste technische gegevens NEC IM-16 vinden. Op dit manier kan je controleren of het apparaat aan jouw behoeften voldoet. Op de volgende pagina's van de handleiding NEC IM-16 leer je over alle kenmerken van het product en krijg je informatie over de werking. De informatie die je over NEC IM-16 krijgt, zal je zeker helpen om een besluit over de aankoop te nemen.
In een situatie waarin je al een beziter van NEC IM-16 bent, maar toch heb je de instructies niet gelezen, moet je het doen voor de hierboven beschreven redenen. Je zult dan weten of je goed de alle beschikbare functies heb gebruikt, en of je fouten heb gemaakt die het leven van de NEC IM-16 kunnen verkorten.
Maar de belangrijkste taak van de handleiding is om de gebruiker bij het oplossen van problemen te helpen met NEC IM-16 . Bijna altijd, zal je daar het vinden Troubleshooting met de meest voorkomende storingen en defecten #MANUAl# samen met de instructies over hun opplosinge. Zelfs als je zelf niet kan om het probleem op te lossen, zal de instructie je de weg wijzen naar verdere andere procedure, bijv. door contact met de klantenservice of het dichtstbijzijnde servicecentrum.
