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.
On the Login dialog box, enter:
Host name _____________________________________________________________
Personal ID _____________________________________________________________
Security code ___________________________________________________________
For assistance, call _______________________________________________________
© 2002-2005 Active Voice LLC
All rights reserved. First edition 2005.
Repartee, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Active Voice, LLC.
NEAXMail and NEC are trademarks of NEC Corporation.
Other brands and product names used in this document are trademarks of their respective owners.
Licensed under one or more of the following patents: U.S. Nos. 4,994,926; 5,291,302; 5,459,584; 4,696,028; 4,809,321; 4,850,012; 4,922,526; 4,935,958; 4,955,047; 4,972,469;
4,975,941; 5,020,095; 5,027,384; 5,029,196; 5,099,509; 5,109,405; 5,148,478; 5,166,974; 5,168,519; 5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401; 5,181,243; 5,724,408; and
Canadian No. 1329852.
NEC America, Inc.
Irving, TX
Contents
Introduction .............................................................................. 1
Changing your greetings ........................................................44
About this guide ............................................................. 2
Optional licensed features.............................................. 4
Messaging by phone ...................................................... 6
Working with Mailbox Manager ..................................... 8
Messaging from your e-mail inbox ................................. 9
Messaging and call management with TeLANophy ..... 10
To change your standard greeting................................45
To change your alternate greeting ...............................46
To switch between your standard and
alternate greetings........................................................48
To change the greeting for when your phone is busy ..49
To turn your busy greeting on or off.............................51
To use the default greetings .........................................52
Getting started ....................................................................... 12
To access your mailbox by phone................................. 13
To enroll on the system by phone ................................ 15
To use system-wide commands .................................... 17
To start Mailbox Manager the first time ....................... 19
To access your mailbox setup with
Mailbox Manager.......................................................... 21
Returning calls.........................................................................53
Checking messages ................................................................ 22
Recording conversations & monitoring messages..................62
To check new messages................................................ 23
To review an old message............................................. 26
To reply to a message................................................... 28
To check the next message .......................................... 30
To delete a message ..................................................... 32
To archive a message.................................................... 34
To hear when a message was sent................................ 36
To redirect (forward) a message to another
subscriber ..................................................................... 38
To skip a message and save it as new .......................... 40
To repeat a message..................................................... 42
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 ........................68
To monitor all your messages automatically .................70
To turn live monitor on or off ........................................71
NEAXMAIL AD-64 USER GUIDE
To return a call with Soft Keys.......................................54
To return a call with touchtone keys .............................56
To determine caller ID information with Soft Keys .......59
To determine caller ID information with
touchtone keys..............................................................60
Sending messages ..................................................................72
To send a message directly to another person’s
mailbox..........................................................................73
To leave a message when you call an extension...........75
To add to a message before sending ...........................77
To listen to a message before sending .........................78
To rerecord a message before sending ........................79
To send an urgent message ..........................................80
To send a private message............................................81
CONTENTS
III
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 ............................................................. 88
To send a message to a guest subscriber..................... 89
To send a message to a subscriber at
another location............................................................ 91
Changing message group settings......................................... 92
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 ...........................96
Changing mailbox setup options ........................................... 97
To change your security code ....................................... 98
To change your recorded name.................................... 99
To change the spelling of your name ......................... 100
To change your playback options ............................... 101
To turn call transfer on or off ...................................... 102
To change the call transfer number ............................ 103
To change call screening options ............................... 104
To turn call screening on or off............................................106
To turn call holding on or off ...................................... 107
To change message delivery....................................... 108
To let callers find your extension in the directory....... 110
Sending and receiving faxes .................................................111
To receive a fax ...........................................................112
To receive all your faxes with one call.........................114
To change your fax delivery number or schedule .......115
To change your fax greeting .......................................116
To change your fax notification...................................117
Checking e-mail by phone ....................................................118
To check your e-mail messages by phone ..................119
To hear who else received an e-mail message............121
To enter your e-mail password with touchtones.........122
To turn your e-mail message totaling on or off ..........124
To fax a specific e-mail message.................................125
To fax all of your e-mail messages with a
single call.....................................................................126
To change your e-mail password ................................127
Using speech recognition .....................................................128
To access your mailbox with speech commands ........129
To check your voice messages with speech................131
To check your e-mail messages with speech ..............133
To enter your e-mail password with speech ...............135
To send a message with speech .................................137
To say numbers, times, or dates .................................140
Menus and reference ............................................................141
Shortcuts available during message playback ............142
Shortcuts for other common tasks..............................143
Shortcuts for fax features............................................144
Shortcuts for e-mail integration ..................................145
Menu options diagrams ..............................................146
Index ...............................................................................148
NEAXMAIL AD-64 USER GUIDE
CONTENTS
IV
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 .................................................... 6
Working with Mailbox Manager ................................. 8
Messaging from your e-mail inbox ............................. 9
Messaging and call management with
TeLANophy ............................................................... 10
INTRODUCTION
1
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. See “Optional licensed features” on
page 4.
In this guide, each procedure includes an icon to indicate how
you perform the procedure:
Phone keys or speech
Soft Keys on a display phone
In addition, the following icon indicates that you can also
perform the procedure by computer with Mailbox Manager:
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
2
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.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
3
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.
This User Guide provides steps to start Mailbox Manager
and work with the program for the first time. For detailed
steps to change your mailbox setup with Mailbox Manager,
see Mailbox Manager online Help.
ActiveFax®
If your system includes ActiveFax, you can
manage your faxes by phone. Your faxes are included with
your voice messages, and you can deliver your faxes to a
fax machine by phone. See “Sending and receiving faxes”
on page 111.
Unified messaging If your system includes unified messaging, your voice and fax messages can be forwarded to your
e-mail inbox automatically. You can manage all of your
messages, no matter what type, with your e-mail program.
For steps to manage messages in your e-mail inbox, see
the documentation for your e-mail program.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
4
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.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
5
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.
Just press 1 for Yes, 2 for No to answer the easy, yesand-no questions.
1 for Yes, 2 for No®
Speech recognition
If your system includes speech recognition, you can use
the system with spoken commands. See “Using speech recognition” on page 128.
Shortcuts
To perform routine tasks quickly, you can enter a
sequence of numbers at any time. You do not have to wait
until the system finishes speaking. For a complete list of
system shortcuts and menus, see “Menus and reference”
on page 141.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
6
MESSAGING BY PHONE
Help
When the system conversation asks you a question, press
3 to hear a menu of available options.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
7
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. See your system
manager for details.
With Mailbox Manager, you can change the following:
•
Security code
•
Recorded name
•
Greetings
•
Playback options
•
Call transfer options
•
Call screening options
•
Call holding options
•
Message delivery options
•
Message groups
The first time you use the Mailbox Manager, you need to
know the host name, your personal ID and your security
code. See “To start Mailbox Manager the first time” on
page 19.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
8
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.
With ActiveFax, you can also send your e-mail messages to
any fax machine. See “Sending and receiving faxes” on
page 111.
If your system also includes text-to-speech, you can hear
your e-mail messages by phone. The system plays any WAV
file attachments as well. See “Checking e-mail by phone”
on page 118.
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
9
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.
TeLANophy programs consist of:
All of your voice and fax messages are brought
together in one window with ViewMail. You can access and
prioritize your messages and respond to them by computer.
ViewMail®
You can access all of your
voice messages, faxes, and e-mail messages in your
Microsoft Inbox, whether you are using Exchange, Outlook, or the Windows Messaging Inbox.
ViewMail for Microsoft® Messaging
You can access all of your voice
messages, faxes, and e-mail messages in your Lotus Notes
Inbox.
ViewMail for Lotus® Notes®
You can access all of your voice
messages, faxes, and e-mail messages in your GroupWise
mailbox.
ViewMail for GroupWise®
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
10
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.
ViewCall® Plus
NEAXMAIL AD-64 USER GUIDE
INTRODUCTION
11
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.............................. 15
To use system-wide commands ................................. 17
To start Mailbox Manager the first time .................... 19
To access your mailbox setup with
Mailbox Manager ...................................................... 21
GETTING STARTED
12
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. Print this
page and write the phone numbers for calling NEAXMail
AD-64 and your personal ID.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remember, but difficult for others to guess. Do not write down
your security code.
The first time you call, the system asks you to answer a few
questions to set up your mailbox and enroll you on the
system as a subscriber. See “To enroll on the system by
phone” on page 15.
See also
To access your mailbox with speech
commands .................................129
To access your mailbox setup with
Mailbox Manager ........................21
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
13
TO ACCESS YOUR MAILBOX BY PHONE
USING YOUR 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 _________________________________________
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
14
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 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. Print this
page and write the phone numbers for calling NEAXMail
AD-64 and your personal ID.
For security purposes, you may be required to change your
security code. Choose a code that is easy for you to remember, but difficult for others to guess. Do not write down
your security code.
After you have set up your mailbox by phone, you can use
the TeLANophy programs, if they are available. Contact
your system manager for details.
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
15
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.
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
16
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.
3 As you navigate through the system menus, use the commands in
the following tables.
See also
Menu options diagrams............ 146
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
17
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. Your system manager can provide this
information.
The menu bar allows you to navigate through the screens
of the Mailbox Manager.
Click “Save” frequently to save changes as you make them.
If you move to another screen within Mailbox Manager
without saving changes first, you are prompted to save
before proceeding.
The Profile screen is where the system stores your name,
extension number and other settings.
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
19
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.”
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
20
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.”
NEAXMAIL AD-64 USER GUIDE
GETTING STARTED
21
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.
NEAXMAIL AD-64 USER GUIDE
IN THIS SECTION
To check new messages ............................................. 23
To review an old message.......................................... 26
To reply to a message ................................................ 28
To check the next message ........................................ 30
To delete a message ................................................... 32
To archive a message ................................................. 34
To hear when a message was sent ............................. 36
To redirect (forward) a message to another
subscriber................................................................... 38
To skip a message and save it as new ........................ 40
To repeat a message ................................................... 42
CHECKING MESSAGES
22
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.”
After you listen to any messages from a subscriber, you
can reply immediately; you do not have to dial the subscriber’s extension.
Depending on the phone system, NEAXMail AD-64 notifies
you when you have new messages, either by lighting a button on your phone, or by playing a special tone. Or, NEAXMail AD-64 can call your extension. See “To change
message delivery” on page 108.
Your system manager can set up special options for your
mailbox to:
See also
•
Play new messages automatically each time you call the system.
•
Identify you automatically when you use your assigned extension.
•
Tell you how long it will take to play your messages.
To review an old message ........... 26
To receive a fax.......................... 112
To check your e-mail messages by
phone ........................................ 119
To check your voice messages with
speech ....................................... 131
To check your e-mail messages with
speech ....................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
23
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.
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
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* This feature may not be available at your site.
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
24
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. 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.”
USING YOUR PHONE
1 Call the voice messaging system. If asked, enter your personal ID
and security code.
2 Press 6 to check old messages. Follow the system instructions.
Press 1 for Yes, 2 for No.
TIP Press Q to skip a message. Press 3 7 to archive a
message. You cannot save an old message as new.
3 Use the following commands during and after message playback.
See also
To check new messages.............. 23
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
26
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 may not be available at your site.
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
27
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.
4 After you send your reply, follow the conversation to handle the
original message.
See also
To check new messages ..............23
To review an old message ...........26
To check your voice messages with
speech .......................................131
To check your e-mail messages with
speech .......................................133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
28
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 not be available at your site.
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
29
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 . 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*
See also
To check new messages ..............23
To review an old message ...........26
To check your voice messages with
speech .......................................131
To check your e-mail messages with
speech .......................................133
NEAXMAIL AD-64 USER GUIDE
KEY(S)
3
TASK
KEY
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* This feature may not be available at your site.
CHECKING MESSAGES
30
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 . 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*
See also
To check new messages.............. 23
To review an old message .......... 26
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
KEY(S)
3
TASK
KEY
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* This feature may not be available at your site.
CHECKING MESSAGES
32
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.
After you listen to an archived message, the system gives
you the option of archiving the message again. You must
archive the message again or it will be deleted.
NOTE Archiving is not available if you are checking e-mail
messages by phone. See “Checking e-mail by phone,” on
page 118 for more information.
USING YOUR PHONE
u While listening to a message, press 3 7 . Or, after a message,
press 7 .
See also
To check new messages.............. 23
To review an old message .......... 26
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
34
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 not be available at your site.
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
35
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 .......... 26
3
TASK
KEY
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
See also
To check new messages.............. 23
KEY(S)
* This feature may not be available at your site.
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
36
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. Or, after a
message, press 9 .
2 Press 2 to skip recording an introduction. Otherwise, press 1 ,
record an introduction, then press Q to finish. Follow the
conversation to edit the introduction or set special delivery.
3 On the phone, spell the subscriber’s name. Otherwise, enter the
extension number. Press 1 when you hear the name of the
subscriber you want. Otherwise, press 2 to hear the next matching
name.
See also
To check new messages.............. 23
To review an old message........... 26
To check your voice messages with
speech....................................... 131
4 Wait while the system redirects the message.
5 Press 2 to skip redirecting the message to anyone else. Otherwise,
press 1 , then follow the conversation to redirect the message to
additional subscribers.
To check your e-mail messages with
speech....................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
38
TO REDIRECT (FORWARD) A MESSAGE TO ANOTHER SUBSCRIBER
6 After you redirect the message, follow the conversation to handle
the original 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
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* This feature may not be available at your site.
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
39
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........................................ 119
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
40
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
Delete
6
* This feature may not be available at your site.
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
41
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.............. 23
KEY(S)
3
TASK
KEY
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call*
4 5
Redirect message/
deliver a fax*
9
Hear caller ID*
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* This feature may not be available at your site.
To review an old message .......... 26
To check your voice messages with
speech ...................................... 131
To check your e-mail messages with
speech ...................................... 133
NEAXMAIL AD-64 USER GUIDE
CHECKING MESSAGES
42
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.
Busy greeting You can play a busy greeting when you
are on your phone.
Default greetings The system includes a default standard, alternate and busy greeting.
IN THIS SECTION
To change your standard greeting.............................. 45
To change your alternate greeting ............................. 46
To switch between your standard
and alternate greetings ............................................... 48
To change the greeting for when your
phone is busy ............................................................. 49
To turn your busy greeting on or off.......................... 51
To use the default greetings ....................................... 52
This section explains how to use greetings. By phone,
you change your greetings with setup options.
Depending on the features you have installed, you may
also be able to use the Mailbox Manager program to
change your greetings by computer.
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
44
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. If you choose not to record your
own greeting, when your phone is unanswered the system
plays the default standard greeting. You do not have to
take any additional action.
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 standard greeting, press 7 4 6 1 .
3 After the beep, record your greeting. Press Q to stop recording.
Use these keys anytime
TASK
See also
To switch between your standard
and alternate greetings ...............48
KEY
TASK
KEY
Main menu
Q
Previous menu
#
Answer Yes
1
Answer No
2
To use the default greetings........52
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
45
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.
If you do not record an alternate greeting in your own
voice, the system plays an alternate greeting that includes
your recorded name or your extension. For example: “Pat
Green is out today.”
When you record a greeting, include any special instructions for your callers. For example, if the system is configured for message notification to your pager, add the
following message to your greeting: “or press 1 to beep my
pager.” Or, include instructions to send you a fax, if applicable.
See also
To switch between your standard
and alternate greetings............... 48
To use the default greetings ....... 52
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
46
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 .
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
47
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).
Use these keys anytime
TASK
KEY
TASK
KEY
Main menu
Q
Previous menu
#
Answer Yes
1
Answer No
2
See also
To change your standard
greeting .......................................45
To change your alternate
greeting .......................................46
To use the default greetings........52
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
48
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.”
If you do not want to use a separate busy greeting, then
record a standard greeting for all situations when you are
unavailable. For example: “Hello, this is Pat Green. I am
not available at this time. Please leave a message.”
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 busy greeting, press 7 4 8 1 . Press Q to stop
recording. The system plays your new greeting. To rerecord it,
press 1 . Otherwise, press 21.
3 To make the busy greeting active, press 1 . Otherwise, press 2 .
See also
To turn your busy greeting on
or off ............................................51
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
49
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.
3 To skip rerecording your busy greeting, press 2 . Otherwise,
press 1 , then record the busy greeting. Press Q to stop recording.
The system plays your new greeting. To rerecord it, press 1 .
Otherwise, press 2 .
4 Press 1 to turn on your busy greeting. Press 2 to turn off your
busy greeting.
Use these keys anytime
TASK
KEY
TASK
KEY
Main menu
Q
Previous menu
#
Answer Yes
1
Answer No
2
See also
To change the greeting for when
your phone is busy...................... 49
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
51
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. If you choose not to record your
own greeting, when your phone is unanswered the system
plays the default standard greeting. You do not have to
take any additional action.
To use the default alternate greeting, you must turn it on.
When an alternate greeting is active, the system plays it
instead of any of your other greetings. See “To switch
between your standard and alternate greetings” on
page 48.
See also
To change your standard
greeting ...................................... 45
To change your alternate
greeting ...................................... 46
To switch between your standard
and alternate greetings............... 48
For callers to hear the default busy greeting, you must
turn it on. See “To turn your busy greeting on or off” on
page 51.
To return to using a default standard, alternate, or busy
greeting after you have recorded your own, your recording
must be deleted. Ask your system manager for assistance,
or delete the greeting by using Mailbox Manager.
To change the greeting for when
your phone is busy ...................... 49
NEAXMAIL AD-64 USER GUIDE
CHANGING YOUR GREETINGS
52
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 ................................................................... 59
To determine caller ID information with
touchtone keys ........................................................... 60
RETURNING CALLS
53
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.
Depending on your phone system, you can return a call
using Soft Keys on your phone. Or, you can return a call
when you access your mailbox from any touchtone phone.
See “To return a call with touchtone keys” on page 56.
If a returned call is not answered or if the line is busy, the
system tells you that the call could not be connected.
Then, the system returns you to your voice mailbox.
If you want to return to your voice mailbox after you finish
talking, press the CANCEL Soft Key on your phone. Or, you
can wait until the other person disconnects. If you disconnect the call first, the system does not return you to your
voice mailbox.
See also
The return call feature is available for new and old messages. The live record feature is not available during a
returned call.
To return a call with
touchtone keys ............................56
To determine caller ID
information with Soft Keys ..........59
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
54
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.
4 To return to your mailbox at the end of the conversation, finish
talking, then press the Soft Key below the CANCEL option on the
phone display. Or, wait until the person you called disconnects.
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
55
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.
You can return a call when you access your mailbox from
any touchtone phone. Or, depending on your phone system, you can return a call using Soft Keys on your phone.
See “To return a call with Soft Keys” on page 54.
If a returned call is not answered or if the line is busy, the
system tells you that the call could not be connected.
Then, the system returns you to your voice mailbox.
If you want to return to your voice mailbox after you finish
talking, press the CANCEL Soft Key on your phone. Or, you
can wait until the other person disconnects. If you disconnect the call first, the system does not return you to your
voice mailbox.
The return call feature is available for new and old messages. The live record feature is not available during a
returned call.
See also
To return a call with Soft
Keys .............................................54
To determine caller ID information
with touchtone keys.....................60
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
56
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.
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
57
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
* Available only if you are using the fax or e-mail option.
Use these keys anytime
TASK
NEAXMAIL AD-64 USER GUIDE
KEY
TASK
KEY
Main menu
Q
Previous menu
#
Answer Yes
1
Answer No
2
RETURNING CALLS
58
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. See “To determine
caller ID information with touchtone keys” on page 60.
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 CID
option on the phone display. If available, the system plays the
phone number associated with the message.
See also
To return a call with Soft
Keys .............................................54
To determine caller ID information
with touchtone keys.....................60
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
59
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. See “To determine caller ID information
with Soft Keys” on page 59.
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 6 to hear the phone number of the person who left a
message, if available.
See also
To return a call with
touchtone keys ............................56
To determine caller ID
information with Soft Keys ..........59
NEAXMAIL AD-64 USER GUIDE
RETURNING CALLS
60
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 message
5
* Available only if you are using the fax or e-mail option.
Use these keys anytime
TASK
NEAXMAIL AD-64 USER GUIDE
KEY
TASK
KEY
Main menu
Q
Previous menu
#
Answer Yes
1
Answer No
2
RETURNING CALLS
61
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...................... 68
To monitor all your messages automatically ............. 70
To turn live monitor on or off .................................... 71
RECORDING CONVERSATIONS & MONITORING MESSAGES
62
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. Or, commands for live record can
be programmed for feature keys on the phone.
WARNING: The use of monitoring, recording, or listening
devices to eavesdrop, monitor, retrieve, or record phone
conversations or other sound activities, whether or not
contemporaneous with transmission, may be illegal in
certain circumstances under federal or state laws. Legal
advice should be sought prior to implementing any
practice that monitors or records any phone
conversation. Some federal and state laws require some
form of notification to all parties to a phone
conversation, such as using a beep tone or other
notification method or requiring the consent of all
parties to the phone conversation, prior to monitoring
or recording the phone conversation. Some of these
laws incorporate strict penalties.
See also
To use live record feature keys on
your phone.................................. 66
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
63
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.
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
64
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.
Erase the recorded message without disconnecting
the caller.
Erase
Rerecord Erase the existing recorded message and start a
new recording.
Use these touchtone keys after a message
TASK
Hear e-mail recipients
KEY(S)
3
TASK
KEY
Archive message/fax an
e-mail message*
7
Reply to sender
4 4
Hear time stamp
8
Return call
4 5
Redirect message/
deliver a fax*
9
Hear caller ID
4 6
Save as new
0
Repeat the message
#
Check next message
5
Delete
6
* Available only if you are using the fax or e-mail option.
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
65
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. Or, you can use
Soft Keys on your phone display. See “To record a conversation with Soft Keys” on page 63.
WARNING: The use of monitoring, recording, or listening
devices to eavesdrop, monitor, retrieve, or record phone
conversations or other sound activities, whether or not
contemporaneous with transmission, may be illegal in
certain circumstances under federal or state laws. Legal
advice should be sought prior to implementing any
practice that monitors or records any phone
conversation. Some federal and state laws require some
form of notification to all parties to a phone
conversation, such as using a beep tone or other
notification method or requiring the consent of all
parties to the phone conversation, prior to monitoring
or recording the phone conversation. Some of these
laws incorporate strict penalties.
See also
To record a conversation with
Soft Keys ..................................... 63
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
66
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. Or, if no address is specified, the message is sent
to your mailbox.
Erase the recorded message without disconnecting
the caller.
Erase
Rerecord Erase the existing recorded message and start a
new recording.
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
67
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. Or, you can press a
feature key on your phone to monitor a message as
desired.
To finish monitoring a message, you press the Soft Key
below the CANCEL option on your phone display.
Your system manager sets up the live monitor feature for
you. Then, you can turn the live monitor feature on or off
through your setup options.
For example, 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. See “To turn
live monitor on or off” on page 71.
See also
To monitor all your messages
automatically ............................... 70
To turn live monitor on or off ...... 71
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
68
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.
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
69
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. Then, you can turn
the live monitor feature on or off with your setup options.
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 automatically while you are away. See “To turn
live monitor on or off” on page 71.
USING SOFT KEYS
1 When you hear your extension ring, wait until the caller’s message is
played on the speaker.
2 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.
See also
To monitor a message as it is
recorded ..................................... 68
To turn live monitor on or off...... 71
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
70
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. Depending on phone system programming,
you can change this feature with Soft Keys on your work
phone, or you can use any touchtone phone.
USING YOUR PHONE
1 Call the voice messaging system. If asked, enter your personal ID
and security code.
2 Press 7 7 9 to turn live monitor on or off.
3 Follow the system instructions. Press 1 for Yes, 2 for No.
See also
To monitor a message as it is
recorded ..................................... 68
To monitor all your messages
automatically............................... 70
NEAXMAIL AD-64 USER GUIDE
RECORDING CONVERSATIONS & MONITORING MESSAGES
71
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.
NEAXMAIL AD-64 USER GUIDE
IN THIS SECTION
To send a message directly to another person’s
mailbox ...................................................................... 73
To leave a message when you call an extension........ 75
To add to a message before sending .......................... 77
To listen to a message before sending ....................... 78
To rerecord a message before sending....................... 79
To send an urgent message ........................................ 80
To send a private message ......................................... 81
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...................................................................... 88
To send a message to a guest subscriber.................... 89
To send a message to a subscriber at another
location ...................................................................... 91
SENDING MESSAGES
72
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. If asked, enter your personal ID
and security code.
2 Press 5 to leave any messages.
3 On the phone, spell the subscriber’s name. Otherwise, enter the
extension number.
When spelling a subscriber’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 subscriber you want.
Otherwise, press 2 to hear the next matching name.
5 Record your message at the beep. The message must be at least
See also
To send a message to a
group........................................... 87
three seconds long to be delivered.
6 Press # to start over or Q to stop recording.
To send a message to a guest
subscriber .................................... 89
To send a message to a subscriber at
another location .......................... 91
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
73
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.
If your phone system does not use identified subscriber
messaging or you are calling from another subscriber’s
extension, you need to identify yourself as a subscriber by
entering your personal ID and security code.
You can also leave messages directly in a subscriber’s
mailbox. See “To send a message directly to another person’s mailbox” on page 73.
To finish recording a message, you can press Q , stop
speaking, or disconnect.
USING YOUR PHONE
1 Call another subscriber. When the subscriber does not answer, the
call is automatically forwarded to voice mail.
See also
To send a message directly to
another person’s mailbox ........... 73
To send a message to a group ... 87
2 Follow the system instructions to record your message.
Press 1 for Yes, 2 for No.
3 Press # to start over or Q to stop recording.
To send a message to a guest
subscriber.................................... 89
To send a message to a subscriber at
another location.......................... 91
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
75
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.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
77
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.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
78
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.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
79
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.
3 Press Q to stop recording.
4 Press 5 4 Q to mark the message urgent.
5 Press Q to send the message immediately.
6 Press 2 to finish leaving messages, or press 1 to leave another
message. Follow the conversation.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
80
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. Follow the conversation.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
81
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.
3 Press Q to stop recording.
4 Press 5 6 Q to request a return receipt.
5 Press Q to send the message.
6 Press 2 to finish leaving messages, or press 1 to leave another
message. Follow the conversation.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
82
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.
5 To send the message later today, press 0 . For tomorrow, press 1 .
For two days later, press 2 ;
or
To enter a date, press 9 . Enter the month using a number from 1 to
12. Enter the date using a number from 1 to 31.
6 Enter the time, including the hour and minutes, then press Q . For
A.M., press 1 . For P. M., press 2 . NEAXMail AD-64 confirms the
date and time you specified.
7 Press Q to exit special delivery.
8 Press Q to send the message.
9 Press 2 to finish leaving messages, or press 1 to leave another
message. Follow the conversation.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
83
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.
2 Spell the last name of the subscriber to whom you are redirecting
the message.
3 Press 1 to confirm that you want to redirect the message.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
84
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.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
85
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. After you select
the correct name, NEAXMail AD-64 confirms that a copy of the
message has been sent.
6 Repeat step 4 for each additional recipient.
7 Press Q to finish addressing to others.
8 Press 2 to finish leaving messages, or press 1 to leave another
message. Follow the conversation.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
86
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. If asked, enter your personal ID
and security code.
2 Press 5 to leave a message.
3 Spell the group name or enter the special group ID and group
number.
4 Press 1 when you hear the name of the group you want.
Otherwise, press 2 to hear the next matching name.
5 After the beep, record your message. The message must be at least
three seconds long to be delivered. Press Q to finish recording.
6 If desired, follow the system prompts to edit the message, set
See also
To find out who has not yet received
a group message ........................ 88
special delivery, or address the message to others.
7 Press Q to send the message.
To send a message to a guest
subscriber.................................... 89
To send a message to a subscriber at
another location.......................... 91
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
87
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.
5 Press 7 to list who has not heard the message. Press Q to stop
the list.
See also
To send a message to a group ... 87
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
88
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. Guests cannot change their recorded name or notification options by phone.
You leave a message for a guest by name or by personal ID.
To leave a message for you, your guest calls NEAXMail
AD-64 then enters a personal ID. NEAXMail AD-64 greets
the guest by name, then offers to record the guest’s message.
If your guest wants to leave a message for another subscriber or try an extension, the guest must do so as an outside caller.
See also
To send a message directly to
another person’s mailbox ........... 73
To send a message to a
group .......................................... 87
To send a message to a subscriber at
another location.......................... 91
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
89
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. Otherwise,
press 2 to hear the next matching name.
5 Record your message at the beep. The message must be at least
three seconds long to be delivered.
6 Press # to start over or Q to stop recording.
NEAXMAIL AD-64 USER GUIDE
SENDING MESSAGES
90
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.
2 Press 5 to leave any messages.
3 On the phone keypad, spell the location name, then spell the
subscriber’s name. When spelling a subscriber’s last name, use a
“wild card” number (typically 0 or 1 ) for any letter you do not
know.
Or, if in number mode, enter the location number, then the subscriber’s extension number.
4 Press 1 when you hear the name of the subscriber you want.
See also
To send a message directly to
another person’s mailbox ........... 73
To send a message to a
group .......................................... 87
To send a message to a guest
subscriber.................................... 89
NEAXMAIL AD-64 USER GUIDE
Otherwise, press 2 to hear the next matching name.
5 Record your message at the beep. The message must be at least
three seconds long to be delivered.
6 Press # to start over or Q to stop recording.
SENDING MESSAGES
91
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....................... 96
CHANGING MESSAGE GROUP SETTINGS
92
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.
2 Press 7 5 4 to create a new group.
3 For numbered groups, enter a three-digit group number. For named
groups, enter the first three letters of the group’s name.
4 Record a name for the group. Press Q when you are finished.
5 Press 1 to make the group a public group or 2 to make it a
private group.
6 Follow the system instructions to add members to the group. You
can add them by name or extension number. Guests do not have
extension numbers, so add them to the group by spelling their
names or by entering their personal IDs.
See also
To send a message to a
group ...........................................87
To add or delete group
members......................................94
NEAXMAIL AD-64 USER GUIDE
7 Press Q when you are finished adding members.
8 Press 1 to leave a message for the group now. Otherwise,
press 2 .
CHANGING MESSAGE GROUP SETTINGS
93
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.
4 Press 4 to add members. Or, press 5 to delete members from
the group.
5 When deleting group members, press the first three letters of the
person’s last name, or press three wild card numbers
(for example, 1 1 1 ) to list each group member, then choose the
member’s name you want to delete.
6 To confirm your additions or deletions, press 1 .
7 Press Q when you are finished adding or deleting members.
See also
To create a message group .........93
To change a group name or number
95
To hear your groups and group
members.......................................96
NEAXMAIL AD-64 USER GUIDE
CHANGING MESSAGE GROUP SETTINGS
94
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.
6 Follow the system instructions to change the group’s recorded
name. Press 1 for Yes, 2 for No.
See also
To create a message group ......... 93
To add or delete group
members ..................................... 94
To hear your groups and group
members ...................................... 96
NEAXMAIL AD-64 USER GUIDE
CHANGING MESSAGE GROUP SETTINGS
95
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 ..................................... 94
NEAXMAIL AD-64 USER GUIDE
CHANGING MESSAGE GROUP SETTINGS
96
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 .................................... 98
To change your recorded name.................................. 99
To change the spelling of your name....................... 100
To change your playback options ............................ 101
To turn call transfer on or off................................... 102
To change the call transfer number.......................... 103
To change call screening options............................. 104
To turn call screening on or off ................................... 106
To turn call holding on or off................................... 107
To change message delivery .................................... 108
To let callers find your extension in the directory ... 110
You can also ask your system manager to change message playback options, call transfer options, call
screening options, and call holding.
Depending on installed options, you may also be able to
use the Mailbox Manager program to change your
setup by computer.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
97
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. If asked, enter your personal ID
You can also use
Mailbox Manager.
and security code.
2 Press 7 7 4 to change your security code.
3 Follow the system instructions. Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
98
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.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
99
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.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
100
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.
The system announces the total
length, in minutes, of new voice messages.
Voice message length
Menu mode conversation This conversation plays menus of
options. Press the number associated with the option to
perform the particular task.
This conversation leads you step by
step through all of your options with easy, yes-and-no
questions. Press 1 for Yes, 2 for No.
Yes/No conversation
The system plays the
time and date that the message was recorded before playing the message.
Announce time stamp before messages
The system plays the
time and date that the message was recorded after playing
the message.
Announce time stamp after messages
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
101
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. See
your system manager for more information.
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 6 4 to turn call transfer on or off.
3 Follow the system instructions. Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
102
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. See
your system manager for more information.
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 6 4 1 4 to change the number to which your calls are
transferred.
3 Follow the system instructions. Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
103
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.
Call screening options consist of:
Announce before connecting caller
The system plays a beep
before transferring the call.
Play screened name before connecting The system asks the
caller’s name before ringing your extension. The system
plays “Call from <caller’s name spoken by the caller>”
before transferring the call.
Ask me if I want to take the call The system says “Press 1 to
take the call, or 2 and I’ll take a message,” then waits for a
response from you before transferring the call.
The system asks and
plays the caller’s name as above. The system adds the
caller’s name to the beginning of the caller’s message.
Play screened name in voice message
The system says, “Call for <your
name>” before transferring the call.
Tell me who the call is for
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
104
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.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
105
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.
2 Press 7 6 4 1 5 to turn call screening on or off.
3 Press 1 to turn call screening on. Press 2 to turn it off.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
106
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.
Your system manager sets the number of calls that the
system can hold for you.
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 6 4 1 6 to turn call holding on or off.
3 Press 1 to turn call holding on. Press 2 to turn it off.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
107
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.
If changing message delivery by phone, you may not be
able to enter a pager number that requires special dialing
characters (for example, a semicolon that represents a
three-second pause). Contact your system manager for
assistance.
If the system is configured for message notification to your
pager, add the following message to your greeting: “or press
1 to beep my pager.”
Press # to insert a one-second pause where you want the
system to pause between digits that it is dialing.
Your system manager can enable this feature for you. See
your system manager for more information.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
108
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. After you enter a phone
number, press Q to end the entry.
5 Press 5 to change the schedule, and then follow the system
instructions. Press 1 for Yes, 2 for No.
6 Press 6 to change the delivery mode for messages delivered to
this number, and then follow the system instructions. Press 1 for
Yes, 2 for No.
7 Press 7 to change fax notification, and then follow the system
instructions. Press 1 for Yes, 2 for No.
8 Change any remaining message delivery numbers by repeating the
procedure.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
109
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. If asked, enter your personal ID
You can also use
Mailbox Manager.
and security code.
2 Press 7 7 7 to change your directory listing.
3 Follow the system instructions to change your spelled name.
Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHANGING MAILBOX SETUP OPTIONS
110
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.
Print-to-fax Use the print-to-fax feature to fax documents to other subscribers, groups, personal database
contacts, or other recipients.
NEAXMAIL AD-64 USER GUIDE
IN THIS SECTION
To receive a fax........................................................ 112
To receive all your faxes with one call .................... 114
To change your fax delivery number or schedule.... 115
To change your fax greeting .................................... 116
To change your fax notification............................... 117
SENDING AND RECEIVING FAXES
111
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.
Depending on your system, you may have a separate fax
number or one extension for both faxes and phone calls.
Your fax mailbox can have a personal greeting. Otherwise,
the system greets calls with your name or fax number.
To redirect a fax to another fax number, check your fax
messages. Then request fax delivery and enter the new
number. This changes the fax number for that delivery
only.
You can also request that more than one fax be delivered in
the same fax delivery. The system adds its own cover sheet
to each delivery bundle. The cover sheet lists which faxes
are included and their page lengths.
See also
To check new messages ..............23
To receive all your faxes with
one call ......................................114
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
112
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.
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
113
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 ......................... 112
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
114
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. Your system manager may have already set up
this option for you.
Fully automatic delivery
Custom delivery Other fax delivery options may be available
depending on your system. Consult your system manager.
USING YOUR PHONE
1 Call the voice messaging system. If asked, enter your personal ID
and security code.
2 Press 7 6 5 8 to change your fax delivery phone number or
schedule.
3 Follow the system instructions. Press 1 for Yes, 2 for No.
See also
To change your fax greeting .....116
To change your fax
notification.................................117
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
115
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.................................117
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
116
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 .
3 Press 1 to turn on delivery for the number or 2 to turn off
delivery.
4 Press 4 to change the phone number. After you enter a phone
number, press Q to end the entry. Press 2 to continue.
5 Press 5 to change the schedule, and then 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
greeting..................................... 116
NEAXMAIL AD-64 USER GUIDE
SENDING AND RECEIVING FAXES
117
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.
With e-mail integration, when you check voice and fax
messages by phone, you can hear the number of new
e-mail messages you have received. Or, you can turn off
e-mail totaling.
IN THIS SECTION
To check your e-mail messages by phone ............... 119
To hear who else received an e-mail message ......... 121
To enter your e-mail password with touchtones ...... 122
To turn your e-mail message totaling on or off ....... 124
To fax a specific e-mail message ............................. 125
To fax all of your e-mail messages with a single
call ........................................................................... 126
To change your e-mail password ............................. 127
With ActiveFax, you can fax your e-mail messages to
any fax machine.
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
118
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.
•
Delete any e-mail message you have heard from the e-mail system.
To skip entering your e-mail password, press Q . The system will not offer e-mail messages during the call.
If you do not have a security code for the voice messaging
system, you may be asked to create one the first time you
check your e-mail by phone.
NOTE The system cannot read e-mail messages sent in UTF-8
encoded HTML format. If you cannot hear an e-mail message by
phone, contact your system manager.
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.
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
119
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.
Use these keys during a message
TASK
KEY
TASK
KEY
Hear menu options
3
Pause or continue
8
Backward
7
Fast-forward
9
Use these keys after a message
TASK
Hear e-mail recipients*
Reply to sender
KEY(S)
3
4 4
TASK
KEY
Hear time stamp
8
Redirect message/
deliver a fax*
9
Check next message
5
Save as new
0
Delete
6
Repeat the message
#
* This feature may not be available at your site.
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 E-MAIL BY PHONE
120
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.
# , then refer to the password
4 When offered the message you want to check, press 1 .
5 While listening to the message, press 3 3 .
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
121
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.
E-mail password examples
today = # # 8 1 6 3 3 1 2 1 9 3 Q
TODAY = # # 8 4 6 6 3 4 2 4 9 6 Q
2day = # # 1 2 3 1 2 1 9 3 Q
ToDay = # # 8 4 6 3 3 4 2 1 9 3 Q
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
122
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.
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
Numbers
Special characters
1
2
3
4
5
6
7
8
9
0
Q
@
#
$
%
^
&
*
(
)
!
`
~
_
+
=
=
=
=
=
=
=
=
=
=
=
=
11
12
13
14
15
16
17
18
19
10
End
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
20
30
40
50
60
70
80
90
00
27
28
29
37
38
39
47
[
{
]
}
\
|
;
:
'
"
,
<
.
>
/
?
Q
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
48
49
57
58
59
67
68
69
77
78
79
87
88
89
97
98
End
CHECKING E-MAIL BY PHONE
123
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.
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
124
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. If you want to deliver your messages to a different fax machine, just enter the fax phone number.
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. Press 6 for old messages (e-mail
messages you have already read). Follow the system prompts to
check 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.
# , then refer to the password
4 When offered the e-mail message you want, press 1 .
5 Press 3 7 to fax the message.
6 Follow the system instructions. Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
125
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.
USING YOUR PHONE
1 Call the voice messaging system. If asked, enter your personal ID
and security code.
2 Press 4 5 to fax your e-mail messages.
3 To deliver the fax to your usual fax machine, press 1 . Or to use a
different fax machine, press 2 and enter the fax phone number.
4 Follow the system instructions. Press 1 for Yes, 2 for No.
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
126
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 .
4 Enter your new e-mail password. If your new 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 .
5 Enter your new e-mail password again to confirm. If your new
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 .
NEAXMAIL AD-64 USER GUIDE
CHECKING E-MAIL BY PHONE
127
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 ..... 129
To check your voice messages with speech............. 131
To check your e-mail messages with speech ........... 133
To enter your e-mail password with speech ............ 135
To send a message with speech ............................... 137
To say numbers, times, or dates............................... 140
To use speech recognition, the system manager must
turn on the feature for you. The next time you call the
system, just start speaking. You can speak commands,
or press a touchtone key at any time.
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
128
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.
If the system includes e-mail integration, if asked, you can
say your e-mail password. See “To enter your e-mail password with speech” on page 135.
Soft Keys
When you access the system from an internal phone with
Soft Keys enabled, speech recognition is not enabled.
USING YOUR PHONE
1 Call the voice messaging system.
2 Press touchtone keys to enter your personal ID.
3 Press or say your security code. To protect your mailbox from
unauthorized access, say your security code only in a secure
location.
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
129
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.
SAY
NEAXMAIL AD-64 USER GUIDE
OR PRESS
Check new messages
4
Send a message
5
Check old messages
6
Change setup options
7
USING SPEECH RECOGNITION
130
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.
5 Follow the instructions by responding in your normal speaking
voice. See the following table for commands available during voice
message playback.
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
131
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.
cancel redirecting a message, say “End.”
USING SPEECH RECOGNITION
132
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. Or, you can say “No” to save the message as new then go to the next message.
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.” NEAXMail
AD-64 plays any voice or fax messages first.
5 If asked for your e-mail password, enter it by following the
instructions on page 135.
6 Follow the instructions by responding in your normal speaking
voice. See the following tables for commands available during
e-mail message playback.
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
133
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.”
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
134
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. If your e-mail
password uses numbers only, just press or say the digits.
You do not need to use the password charts.
To skip entering your e-mail password, say “End.”
E-mail password examples
today = # # 8 1 6 3 3 1 2 1 9 3 Q
TODAY = # # 8 4 6 6 3 4 2 4 9 6 Q
2day = # # 1 2 3 1 2 1 9 3 Q
ToDay = # # 8 4 6 3 3 4 2 1 9 3 Q
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
135
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
Numbers
Special characters
1
2
3
4
5
6
7
8
9
0
Q
@
#
$
%
^
&
*
(
)
!
`
~
_
+
=
=
=
=
=
=
=
=
=
=
=
=
11
12
13
14
15
16
17
18
19
10
End
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
20
30
40
50
60
70
80
90
00
27
28
29
37
38
39
47
[
{
]
}
\
|
;
:
'
"
,
<
.
>
/
?
Q
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
=
48
49
57
58
59
67
68
69
77
78
79
87
88
89
97
98
End
USING SPEECH RECOGNITION
136
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.
If your phone system uses identified subscriber messaging,
the system automatically labels a message from your
assigned extension with your name.
If your phone system does not use identified subscriber
messaging or you are calling from another subscriber’s
extension, you need to identify yourself as a subscriber by
entering your personal ID and saying your security code.
If you are set up to leave messages by extension, you can
say a recipient’s extension number to address a message.
Otherwise, spell a recipient’s name using touchtone keys.
To switch between entering a name or extension,
press # # .
To cancel composing a message, say “End.”
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
137
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 # # .
6 When spelling a subscriber’s last name, use a “wild card” number
(typically 0 or 1 ) for any letter in the last name you do not know.
7 Say “Yes” when you hear the name of the subscriber you want.
Otherwise, say “No” to hear the next matching name.
8 Record your message at the beep. The message must be at least
three seconds long to be delivered.
9 When asked, say “Send.” Or, if desired, follow the prompts to edit
the message, address it to others, or set special delivery options.
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
138
TO SEND A MESSAGE WITH SPEECH
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
NEAXMAIL AD-64 USER GUIDE
AT THE MAIN
MENU, PRESS
3
USING SPEECH RECOGNITION
139
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.” For two days from now, say “Two,” and so on.
For a date, say “Date,” then the month, followed by the
day. For example, say “Date.” When asked, say “March.”
When asked, say “Fifth.”
For the time, say the hour, then the minutes, if necessary.
Include “A. M.” or “P. M.” For example, for 4:00 in the afternoon, say “Four P. M.” For 7:15 in the morning, say “Seven
fifteen A. M.”
For a message delivery schedule, say the day of the week.
For example, say “Monday.”
NEAXMAIL AD-64 USER GUIDE
USING SPEECH RECOGNITION
140
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 ......... 142
Shortcuts for other common tasks ........................... 143
Shortcuts for fax features......................................... 144
Shortcuts for e-mail integration............................... 145
Menu options diagrams ........................................... 146
MENUS AND REFERENCE
141
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. After you finish redirecting the message, you can press 3 4 4 to reply to the
original sender. After you reply, you can press 3 6 to
delete the message.
When you exit the quick message actions, the system saves
your message as an old message. The system also saves
your message as old when you press 3 5 to check the
next message.
TASK
SHORTCUT
Reply
3 4 4
Archive
3 7
Return call
3 4 5
Hear when the message was sent
3 8
Hear Caller ID
3 4 6
Redirect
3 9
Save as new (new messages only)
3 0
Check the next message
3 5
Delete
3 6
NEAXMAIL AD-64 USER GUIDE
TASK
SHORTCUT
MENUS AND REFERENCE
142
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.
TASK
SHORTCUT
TASK
KEY
7 7 4
Check new messages
4
Change your security code
Leave a message
5
Turn call transfer off
7 6 4 2
Review old messages
6
Turn call transfer on
7 6 4 1
Change setup options
7
Change the phone number for call transfer
7 6 4 1 4
7 6 4 1 5
Switch personal greetings
7 4 5
Turn call screening options off
Change your standard greeting
7 4 6
Add a message group
7 5 4
Change your alternate greeting
7 4 7
Edit a message group
7 5 5
Change your busy greeting
7 4 8
List your message groups
7 5 6
Change your recorded name
7 7 5
NEAXMAIL AD-64 USER GUIDE
MENUS AND REFERENCE
143
Shortcuts for fax features
Press your personal ID and security code, then enter the
following shortcuts to do these tasks.
TASK
Edit your fax greeting
Change your fax delivery
Deliver all faxes
NEAXMAIL AD-64 USER GUIDE
SHORTCUT
7 4 94
9
7 6 5 8
4 5
MENUS AND REFERENCE
144
Shortcuts for e-mail integration
Enter your personal ID and security code, then enter the
following shortcuts to do these tasks.
TASK
NEAXMAIL AD-64 USER GUIDE
SHORTCUT
Check new e-mail messages
4 6
Check old e-mail messages
6 6
While listening to an e-mail message, to hear recipients
3 3
Turn e-mail totaling on or off
7 7 8 4
Change your e-mail password
7 7 8 5
MENUS AND REFERENCE
145
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 your site.
Sending a message
Main Menu
4 New messages
5 Send a message
Message Options
Address and record the message, then:
6 Old messages
4 Edit message
7 Setup options
5 Change special delivery
6 Address to others
Q
Edit Message
4 Add
5 Listen
6 Rerecord
Q
Finish
Send the message
Special Delivery
4 Urgent
5 Private
6 Receipt
7 Future delivery
Q
Finish
Continued ‰
NEAXMAIL AD-64 USER GUIDE
MENUS AND REFERENCE
146
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 Call screening on/off
Transfer or Delivery
6 Call holding on/off
4 Change call transfer
Delivery Numbers
5 Change message delivery
Personal Options
4 Change security code
5 Record a name
6 Change spelled name
* This feature may not be available at your site.
NEAXMAIL AD-64 USER GUIDE
Call Transfer Options
4 Change phone number
Delivery Options
4 Work phone on/off
4 Change phone number
5 Home phone on/off
5 Change schedule
6 Pager on/off
6 Change delivery mode
7 Spare phone on/off
E-mail Setup*
7 Directory listing on/off
4 Totaling on/off
8 E-mail setup
5 Change password
8 Fax phone on/off
9 Live monitor setup
MENUS AND REFERENCE
147
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 103
turning on or off by phone 102
caller ID
determining with Soft Keys 59
determining with touchtone keys 60
D
documentation 2
E
e-mail
checking by phone 5, 119
integration options 9
password 122
receiving by fax 125, 126
shortcuts 145
e-mail inbox, unified messaging and 4, 9, 10
enrolling on the system 15, 19
F
fax options, defined 4
faxes
delivery options for 112
of e-mail 125, 126
printing 111
setup options for 115
features 4
first-time enrollment 15, 19
INDEX
148
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 number by phone 109
message delivery schedule 108
messages
archiving by phone 34
canceling by phone 85
future delivery of 83
modifying by phone 77
private 81
redirecting by phone 38, 84
return receipts for 82
sending to other locations 91
time stamps for 101
N
new messages, defined 23
O
old messages, defined 26
optional features 4
M
P-Q
mailbox
set up by computer 4, 8
setup, initial 15
Mailbox Manager
about 19
accessing your mailbox 21
passwords, e-mail 122
private messages 81
NEAXMAIL AD-64 USER GUIDE
R
receipt requested 82
INDEX
149
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 140
voice messages and 131
spelled name, changing by phone 100
standard greeting 47
default 52
defined 45
switching to 48
NEAXMAIL AD-64 USER GUIDE
system-wide commands 17
T
TeLANophy
about 10
setup 15
ViewCall Plus 11
ViewFax 11
ViewMail 10
ViewMail for GroupWise 10
ViewMail for Microsoft Messaging 10
text-to-speech, defined 5
TIF files 9
time stamps for messages 101
U
unified messaging 4, 9, 10
V
ViewCall Plus. See TeLANophy
ViewFax. See TeLANophy
ViewMail for Microsoft Messaging. See TeLANophy
ViewMail. See TeLANophy
voice messages, forwarded to e-mail inbox 4, 9, 10
W-X
WAV files 9, 118, 119, 133
Y-Z
yes or no conversation 101
INDEX
150