Unified Messaging Quick Reference Guide

Unified Messaging Quick Reference Guide

Enterprise Edge 2.0 Unified Messaging

Quick Reference Guide

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Welcome to Enterprise Edge Unified

Messaging

About unified messaging

Unified messaging gives you access to voice messages from your personal computer. You can manage all your voice, fax and e-mail messages from one graphical interface. You can also access your mailbox from your telephone at any time.

With unified messaging you can send and receive messages that include any combination of voice, fax and text. You can use unified messaging to:

• Listen to voice messages

• View and print fax messages

• Record and send voice messages

• Create and send fax messages

• Forward and reply to voice and fax messages

• Add message options such as urgent and private

• Add voice, fax or text files to messages

• Create personal distribution lists

• Change your password

Refer to the Help available with unified messaging for detailed information not covered in this Quick Reference Guide.

This guide shows examples in Microsoft Outlook. The way your screen looks can vary in

Microsoft Exchange.

System requirements

To record and play unified messaging voice messages from your computer, your computer must have:

• a sound card

• a microphone

• speakers

To use any of the fax options, your system must have a fax card and the voicemail FAX option installed. Ask your System Administrator to install this option.

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Logging on

Logging on

Use your voicemail password to log on to unified messaging.

To log on from your PC

1. On your desktop, double-click the

Microsoft Outlook icon.

The Login to unified messaging dialog box appears.

2. In the Mailbox box, type your mailbox or extension number.

3. In the Password box, type your password.

4. Click the OK button.

The Microsoft Outlook window appears.

Shortcut log on

1. Right-click the mailbox icon on the

Windows taskbar and then click

Open Inbox.

The Login to unified messaging dialog box appears.

2. In the Mailbox box, type your mailbox or extension number.

3. In the Password box, type your password.

4. Click the OK button.

The Microsoft Outlook window appears.

Remote log on

You can log on to unified messaging from another computer, such as a laptop computer, if the laptop computer has unified messaging installed and configured in the same way as your office computer. You can work offline and use a dial-up connection to reach the server.

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Changing your Enterprise Edge password 5

Changing your Enterprise Edge password

You can change your voicemail password from unified messaging.

To change your voicemail password from Microsoft Exchange or Microsoft Outlook

1. On the Outlook window, click Tools and then click mailbox manager.

The Mailbox Manager dialog box appears.

2. Click the Password tab.

3. In the Current Password box, type your current password.

4. In the New Password box, type your new password.

5. In the Verify Password box, type your new password.

6. Click the OK button.

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Voicemail

Folders contain your received, sent and deleted voicemail messages

After you delete a message, it is moved to Deleted

Items. To delete messages completely empty the

Deleted

Items folder.

6

Unified Messaging for Microsoft Exchange and Outlook

Unified Messaging for Microsoft Exchange and Outlook

When you open Microsoft Exchange or Microsoft Outlook, display your unified messaging messages by clicking the Inbox icon under the Voicemail Folders icon. From the Inbox you can move, copy and delete messages, and create new messages.

Click the New Mail

Message icon to create a new message

To open a message, double-click the message icon

Click the Address

Book icon to access the address books

New messages appear in bold

Date and time received

Subject shows the sender and if the message is voice, fax or text.

An exclamation mark means that the message is urgent

A paperclip means that the message has an attached file

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Reviewing your messages 7

Reviewing your messages

To play unified messaging voice messages from your computer, your computer must have a sound card and speakers.

Message notification

When you have a new message the mailbox icon on your Windows taskbar displays an exclamation mark.

After you play your message, the exclamation mark disappears.

To play a voice message

1. Double-click the voice message icon in the unified messaging Inbox.

The message appears in a separate window.

2. Double-click the Voice Message icon to play the voice message.

The unified messaging player appears.

The unified messaging player

Pauses the message

Stops playing the message

Closes the unified messaging player

Rewinds the message

Fast forwards the message

Plays the message Downloads and plays the voice message

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Reviewing your messages

To view a fax message

To view faxes in unified messaging, you must have Imaging for Windows installed on your

PC. Your system must have the voicemail FAX option installed for you to use any of the fax options. Ask your System Administrator to install this option.

While you view a fax, you can enlarge or reduce the image, rotate it, move it, copy it or print it.

To view a fax message

1. Double-click the fax message icon in the unified messaging Inbox

The message appears in a separate window.

2. Double-click the Fax Message icon to view the fax message.

3. Save the fax message to the desired location.

4. Double-click the fax message icon to open it. The fax message is displayed in Imaging for Windows.

Save

Print Drag/ scroll

Annotate

Magnification

Zoom in

Zoom out

Rotate left

Rotate right

Previous page

Current page

Next page

One page view

Thumbnail view

Page & thumbnail view

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Creating messages 9

Creating messages

You can create a message that is any combination of voice, fax or text. Your message can be a new message, a reply to a received message or an introduction to a forwarded message.

Before you send your message, you can add attachments and options.

Create a voice message by opening a unified messaging new mail message and recording a message from your microphone. You can send the message or save it to send later.

To record and send a voice message

1. On the Microsoft Exchange or

Microsoft Outlook toolbar, click the

New Mail Message icon.

A new message window appears.

2. Click inside the body of the message.

3. Click the Insert menu and then click

Object.

The Insert Object dialog box appears.

4. In the Object Type list, click Wave

Sound.

5. Select the Create New option.

6. Click the OK button.

The Sound Object dialog box opens.

7. Record your voice message and click the Close button to return to your message.

8. Click the To button to open the address books and address your message.

9. Add the attachments and options you require. See

Adding attachments to messages on page 13 and

Setting message options on page 16.

10. Click the Send icon to send your voice message.

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Creating messages

To save a voice message

You can record a voice message and save it as a file to use later.

1. In an unified messaging message, record a message.

2. On the File menu, click Save As.

The Save As dialog box appears.

3. In the File name box type a name for the file and in the Save as type list box select .rtf.

4. Select a folder to keep the file in and then click the Save button.

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Creating messages 11

To create and send a fax message

To send a fax, you must have a fax card installed on your PC and your system administrator must have installed voicemail FAX capability for your mailbox. The recipients of your fax must also have fax capability enabled to view the fax on their computer. If your recipients access their messages from their telephone, they must print the fax to view it. You can send your fax to a fax machine by entering the fax number as the address.

To send a fax message

1. Open the document that you want to fax. It must be 8.5 inches wide or less.

2. On the File menu, click Print.

3. From the list of printers, select

voicemail Fax.

4. Click the OK button.

The Compose Fax dialog box appears. From here you can view the fax, add more documents to the fax or save the fax as a file.

5. Click the Send button.

The Optional Voice Annotation dialog box appears.

6. If you want to add a voice introduction to the fax, click the Yes button and record the voice message or if you want to send just the fax message, click the No button or if you want to cancel the fax, click the

Cancel button.

7. On the Fax Message window, click the To button to select a recipient from your Personal Address book, or type the recipients’s e-mail address in the To box.

8. Click the Send icon to send the fax.

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Creating messages

To create and send a text message

1. Open a unified messaging new mail message.

2. Type or paste text into the message and then click the Send button.

To save a text message

1. On the File menu, click Save As.

The Save As dialog box appears.

2. In the File name box type a name for the file and in the Save as type list box select .rtf.

3. Select a folder to keep the file in and then click the Save button.

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Forwarding and replying to messages 13

Forwarding and replying to messages

You can forward a message and create an introduction to send with it. You can create a reply to the sender of a message, or to the sender and all recipients of a message.

To forward or reply to a message

1. Open the message you want to forward or reply to.

2. If you want to forward the message, click the Forward icon and address the message or if you want to reply to the sender of the message, click the Reply icon or if you want to reply to the sender and all the recipients of the message, click the

Reply to all icon.

3. Click the Send button.

Adding attachments to messages

Before you send a message, you can attach a voice, fax or text file to it. Text files must be

.txt files and fax files must be .tif-f files.

To attach a file to a message

1. In an open message, click the Insert

File icon.

The Insert File dialog box appears.

2. Type the name of the file that you want to attach in the File name box and click the OK button, or doubleclick the file’s icon to attach it.

3. At the Insert as option, select how the file is attached:

• if you are attaching a .txt file, select Text only

• if you are attaching a .tif-f file, select Attachment.

4. Click the Send icon.

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Addressing messages

Addressing messages

With unified messaging you can address a message by selecting a name from the voicemail address book or your Personal Address Book. Your Personal Address Book can include distribution lists and names.

To add a voicemail address book address to your Personal Address

Book

1. On the Microsoft Outlook or the

Microsoft Exchange toolbar, click the

Address Book icon.

The Address Book window appears.

2. From the Show Names from the list box select voicemail address book.

3. Click the name you want and click the Add to Personal Address Book button.

The name you select is added to your

Personal Address Book.

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Addressing messages 15

To address a message from the voicemail address book or your

Personal Address Book

1. On the Microsoft Outlook or

Microsoft Exchange toolbar, click the

Address Book icon.

The Address Book dialog box appears.

2. In the Show Names from the list box, select voicemail address book or Personal Address Book.

3. Select the name of the recipient or a distribution list.

4. Click the To button.

5. Click the OK button to return to the message window.

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Setting message options

Setting message options

From a unified messaging message window you can set priority, sensitivity and delivery options.

On the open message window click File and then click Properties.

The Properties dialog box appears.

Sets the value of the message to Low,

Normal or High

Notifies you when the message has been read

Notifies you of delivery

Saves a copy of the message to your Sent

Message folder

Sets the sensitivity of the message to

Normal, Personal,

Private or

Confidential

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Creating personal distribution lists 17

Creating personal distribution lists

You can create a personal distribution list for a group of persons that you frequently send messages to. After you create a list, it appears in your Personal Address Book. When you want to address a message to the group, select the list.

To create a personal distribution list

1. On the Microsoft Outlook or

Microsoft Exchange toolbar, click the

Address Book icon.

The Address Book dialog box appears.

2. Click the New Entry icon.

The New Entry dialog box appears.

3. In the list of entry types, select

Personal Distribution List and click the OK button.

The New Personal Distribution List

Properties dialog box appears.

4. In the Name box type the name of the distribution list.

5. Click the Add/Remove Members button and type or select members from the list to add to your new personal distribution list.

6. Click the OK button in the current and the next dialog boxes to create your new personal distribution list.

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Creating personal distribution lists

Enterprise Edge 2.0 Unified Messaging Quick Reference Guide P0911955 Issue 02

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