SeaMail User Guide
adiran Telecom
SeaMail Voice Messaging
User Guide
adiran Telecom
Tadiran Telecom, Inc. may make changes at any time, without
notice, to specifications, product descriptions, and plans.
Contents
1.
2.
3.
4.
5.
6.
7.
About this guide 4
Getting started 6
Checking messages 8
Sending messages 11
Greetings 15
Using group distributions 18
Personal options 20
25
9.
10.
11.
12.
13.
Fax capabilities 27
Receiving your voicemails as text 30
Using voice biometrics to secure your mailbox 31
Index 32
Quick reference card 34
SeaMail Voice Messaging
User Guide
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Conventions
1. About this guide
SeaMail is a presence-based message management solution
that allows you to send and receive messages through a
personalized voicemail box. This guide can be used in combination
with the spoken directions you will hear when accessing your
voicemail box and provides detailed information on how to:
• access, initialize, and exit your voicemail box.
• check your messages and reply to them, as well as erase, skip,
save, reply to, and redirect messages.
• record a message and send it to one or multiple recipients, check
the status of a sent message, and select optional delivery options
future delivery.
• send a message to private and public groups.
• change your standard greeting and set up an extended
absence greeting; change your recorded name and mailbox
password.
•
assistant, call screening, and do not disturb.
•
Seamail
sending faxes from your desktop, voicemail transcription, and
voice biometrics.
Numbers appearing in blue boxes are keys that you
press on your telephone keypad to access a menu item.
If you see a list of more than one number, for example,
1 3 2 , it means you can press the keys consecutively
to bypass voice prompts.
Features marked with the hand icon are optional features
that your organization may or may not have access to.
Check with your system manager.
Features marked with the web icon are features that
require some setup through SeaMail Web Controller. Check
with your system manager whether you have access to
this feature through SeaMail Web Controller.
Optional features
SeaMail includes optional features which may or may not be
available to your organization. Your system manager will be able to
tell you which of these features is available to you.
to access all of your voice and fax messages directly through your
email inbox. You will also be able to listen to your emails from your
voicemail box. See Chapter 8 for more information.
Presence
SeaMail includes presence-based greeting management
which allows you to integrate your voice messaging directly with
Microsoft Outlook. Your voice mail pulls presence information
you have set in Outlook and allows voicemail to play greetings...
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User Guide
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1. About this guide
automatically based on your Outlook status, including free, out of
office, busy, and extended absence.
Sending faxes from your desktop
This functionality allows you to send a fax through any Microsoft ®
®
Windows application (e.g., Word, Excel, and PowerPoint). For
more information see Chapter 9.
Voicemail transcription
Voicemail transcription, or speech-to-text transcription, converts
voice messages to text so you can read voice messages through
your email inbox or a handheld device. See Chapter 10 for more
information.
Voice biometrics
With voice biometrics you use your voice, rather than a password,
to access your voicemail box. The system will initially be trained to
recognize your voice and will subsequently ask for a verification
sentence when accessing your personal mailbox. See Chapter 11 for
more information.
SeaMail Web Controller
SeaMail Web Controller allows you to update many of your voicemail
preferences via the Web, in addition to managing these preferences
through the phone. Some voicemail features can be accessed only
through SeaMail Web Controller. As this functionality is configured
on an organization-by-organization basis, this user guide does not go into
detail on how to log into or use SeaMail Web Controller. Contact your
system manager.
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5
2. Getting started
This section describes how to:
»
»
»
access your mailbox by phone
use system voice prompts and shortcuts
set up your mailbox for the first time
Access your mailbox by phone
To access your mailbox you will need the following information:
• Phone number to call the voice messaging system (this may be
different from inside and outside of the organization)
• Your mailbox number
• Your security code (password)
Many organizations allow you to access your mailbox directly from
your office phone by pressing the “Message” button. When you
use this button, you will be prompted for your password. If you
don’t see this button on your phone, contact your system manager
to see if it is available.
System voice prompts
When you call into voicemail, a system greeting will play. At any
time during this greeting you can press the # key to indicate you
have a mailbox on the system.
Each time you enter your mailbox the system will inform you
whether you have any new messages and will prompt you with
keys to press on a touch-tone phone to access the subscriber’s
menu. The system will repeat these options if you do not select an
option after a few seconds. If you already know which option you
want there is no need to listen to the entire prompt, and you may
“key ahead.”
Subscriber’s menu
The subscriber’s menu is the menu that allows you to access all
features of the voicemail system available to you. You have access
to the subscriber’s menu once you enter in your password.
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2. Getting started
Canceling an operation
key can be pressed at any time to cancel what you are
The
key to bring you back to the previous menu.
doing. Press the
few questions to set up your mailbox.
• You will be asked to enter your initial, default password. If you
do not have this, you can obtain it from your system manager.
Once you enter your default password you will be prompted to
change it for security purposes.
•
identify your mailbox to you when you log in, as well as identify
your mailbox to other internal subscribers.
• You will be asked to record your personal greeting. This will be
the greeting callers hear when directed to your mailbox. You can
change your default personal greeting at any time in the future,
well as up to nine custom greetings. Review Chapter 5 for more
information on personal greetings.
Once you have completed this setup process the system will notify
you if you have any new messages in your mailbox.
To access the new user setup at any time in the future, press
from the main subscriber’s options menu.
7
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Depending on licensed features, messages include voice, fax, and
email. These instructions refer to all three types of messages. Your
system manager will be able to tell you if you have access to fax
3. Checking messages
This section explains how to check new messages, as well as:
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replay a messa
age was sent
save a message and listen to saved messages
reply to or redirect a message
delete and undelete messages
check message count
review fax and email messages
for mor
emails and faxes through your voicemail box.
Check new messages
Most organizations have a message indicator light on of
By default the message indicator will light up when you have a new
voice message, but some system managers will also set it up to
indicate when you have a new fax message.
1. To check new messages, access your voicemail box. You will
need the following information:
• phone number to call the voice messaging system (this may
be di erent from inside and outside of the organization)
• your mailbox number
• your security code (password)
2. From the subscriber’s menu, enter 1 to review new messages.
You can also receive a text message to your cell phone or pager
when a new message arrives, or set up a “call-out” where the
system will call any designated phone number (e.g., a cell phone or
home phone) when a message has been left in your voicemail box.
T
options, review Chapter 7.
Review saved messages
Saved messages are messages you have already heard and saved.
A message is moved to your saved messages when you press 1
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3. Checking messages
during or after message playback. The length of time a saved
message is kept before being permanently deleted (for example, 30
days) is set by your system manager. Your system manager will also
designate if you receive notification that a saved message is about
to be permanently deleted, providing you with the opportunity to
save it again if you wish to keep it for a longer period of time. To
review saved messages:
1. Call the voice messaging system.
2. Select 1 2 from the subscriber’s menu to review saved
messages.
You can use the following keys at any time
during message playback:
1
2
3
4
5
6
#
7
7
8
9
Envelope information
While listening to a message, press 8 to find out who sent the
message as well as the date and time sent.
Volume/speed control
You can use the following keys at any time during message
playback to change message volume or message speed.
Press 9 then one of the following keys:
1
2
3
Low volume
Normal volume
High volume
4
5
6
Low speed
Normal speed
High speed
Reply to a message
During message playback or after a message has finished playing,
you can reply to the sender of the message when the sender is an
internal subscriber. The message will be delivered directly to the
sender’s voicemail box.
1. Enter 7 1 while listening to a message or after the message
has finished playing.
Save the message (see page 8)
Listen to next message
Erase the message (see page 10)
Rewind the message
Pause the message
Fast forward the message
Repeat the message
Reply to the message (see page 9)
Redirect the message (see page 10)
Envelope information (see page 9)
Speed/volume control (see page 9)
2. The system will prompt you to record a message. You will then
have the following options to send the message:
1
2
3
0
Deliver message
Review message
Re-record message
Delivery options (see Chapter 4 for
more information on delivery options)
Cancel and exit
Call back directly
In addition to replying directly to a mailbox, you can also call back
the sender of a message. This option will ring their phone rather
than send a message to their mailbox.
1. Enter 7 while listening to a message or after the message has
finished playing.
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3. Checking messages
2. You now have a few options:
• To call the number and delete the message, press 3 .
• To call the number and save the message, press 4 .
• To call the number and keep the message as new, press 5 .
3. The system will place you on hold while it transfers your call.
Redirect a message
During message playback or after a message has finished playing,
you can redirect (forward) a message to another subscriber’s
mailbox.
1. Enter 7 2 while listening to a message or after the message
has finished playing.
2. The system will prompt you to enter the mailbox to which you
wish to forward the message. You can also use a private or
public group distribution list at this time; see Chapter 6 for more
information on setting up and using group distribution lists.
3. After you have made your selection, press 1 2 to confirm or
to change.
4. Press 1 to send without a comment, or 2 to attach a
comment to the beginning of the message. You can send the
message with normal delivery, return receipt, and/or priority;
see Chapter 4 to learn about these delivery options.
to continue, 2 to send to
5. The message is now sent. Press
additional destinations, or 7 to additional destinations with the
same comment.
Erase and undelete a message
While you are listening to a message, or after a message has
finished playing, you can erase the message from your inbox or
saved box.
Press 3 during or after message playback. The message will be
moved to a deleted folder.
You will have a minimum of one day to recover
this deleted message; some system managers
may extend this recovery period.
Retrieve a deleted message
You may also retrieve a deleted message and move it back into your
saved messages folder.
1. To retrieve a deleted message, select 6 from the main
subscriber’s menu. If you are currently reviewing messages,
6
press
2. You now have three options:
• to listen to the deleted message, press 1
• to move the message back to your saved messages, press 2
• to permanently delete the message, press 3
Erasing a message permanently deletes your
message from the system and you will no
longer be able to recover it.
Check how many messages you have
The system can tell you how many new and saved voicemail
messages you have. If you have fax and email capabilities, the
system will also inform you how many fax and email messages you
have.
1. From the main subscriber’s menu, enter 1 4 to hear your
message count.
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Send a message directly to a subscriber’s mailbox
You can send a message directly to another subscriber’s mailbox
through your voicemail box.
4. Sending messages
This section describes how to:
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send a message to one or more recipients
review or re-record a message before sending
mark a message for priority or confidential delivery
mark a message for return receipt notification
1. To record and send a message, access your voicemail box. You
will need the following information:
• phone number to call the voice messaging system (this may
be different from inside and outside of the organization)
• your mailbox number
• your security code (password)
2. From the subscriber’s menu, select 2 to record a message.
3. Press any key when you are finished recording and select 1
to send. You may also use the following options after recording
your message:
Press 2 to review your message before sending.
Press 3 to re-record your message.
to cancel without sending.
Press
0
for delivery options such as confidential, priority, or
Press
return receipt notification.
4. The system will prompt you to enter the mailbox to which you
wish to send the message. You can also use a private or public
group distribution list at this time; see Chapter 6 for more
information on setting up and using group distribution lists.
5. Press 1 to confirm or 2 to change your entry.
When sending a message, the system will also provide you with the
option to send the message with return receipt and/or schedule it
for future delivery. See this chapter for more information on these
options and follow the prompts in the system to use these features.
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4. Sending messages
You can press any key to interrupt the system
voice prompt explaining how to leave a
message.
When you send a message as priority, you will also be provided
with the option to send the message with return receipt and/or
schedule it for future delivery. See this chapter for more information
on these options and follow the prompts in the system to use these
features.
To mark a message as confidential
When you mark a message as confidential, you inform the recipient
that it is confidential before the message plays.
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Press 0 3 1 to mark your message as confidential.
3. The system will then ask you to address your message.
To mark a message as priority and confidential
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Press 0 3 4 to send your message as priority and
confidential.
3. Address your message.
When sending a message as confidential, you will also be provided
with the option to send the message with return receipt and/or
schedule it for future delivery. See this chapter for more information
on these options and follow the prompts in the system to use these
features.
When you send a message as priority and confidential, the system
will also provide you with the option to send the message with
return receipt and/or schedule it for future delivery. See this chapter
for more information on these options and follow the prompts in
the system to use these features.
To mark a message as priority
When a message is marked as priority, it will be sent to the front of
the subscriber’s message inbox.
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Press 0 3 2 to send your message as priority.
3. Address your message.
To request a return receipt for a message
When sending a message to a subscriber’s inbox you can request
a confirmation that the recipient received and listened to the
message. A notification will be delivered to your inbox after the
message has been listened to.
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Press 0 5 to send your message with return receipt.
3. Address your message.
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4. Sending messages
To request notification of non-receipt
You can request that the system notify you if a message you send
to a subscriber is not heard. A notification will be delivered to your
inbox if the message is not listened to by a date and time that you
specify.
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Press 0 6 to send your message with return receipt.
3. The system will ask you to use your keypad to input a 2-digit
month, 2-digit date, and 4-digit time. The system will confirm
the date and time you specify.
4. To confirm and continue sending, press 1 .
5. Select the mailbox destination and press 1 to confirm and
send.
To schedule a message for future delivery
You can schedule a message for future delivery with any delivery
option (normal, priority, confidential, receipt, and non-receipt).
After you select your delivery option(s) and address the message,
you can send it immediately or mark the message for future
delivery.
1. Call the voice messaging system and select 2 from the
subscriber’s menu to record a message. Press any key when you
are finished recording.
2. Select your delivery option.
3. Select the mailbox destination and confirm.
4. Press 2 for future delivery.
5. The system will ask you to use your keypad to input a 2-digit
month, 2-digit date, and 4-digit time. The system will confirm
the date and time you specify.
When future delivery is used in a multi-time zone
environment, the message will be delivered to the
destination mailbox based on the time zone of the
sender’s mailbox. For example, if you are based in
New York and schedule a future delivery message
for 6pm to a recipient in Los Angeles, the message
will be delivered at 6pm EST (3pm PST).
6. Select 1 to confirm and send,or 2 to change your delivery
time.
To send a message by spelling subscriber’s name
If you do not know a subscriber’s mailbox number you can use
directory assistance to find it.
1. From the subscriber’s menu, select 2 to record a message.
2. Press any key when you are finished recording and select 1
to continue.
3. Follow the voice prompts to select directory assistance. Many
organizations use 9 , but some system managers change this
key press.
To send a message to a group
You can send a message to a group distribution list. This option
allows you to send a message to multiple individuals without having
to enter in individual mailbox numbers. For example, if you are a
manager, you may wish to set up a distribution list that contains
your team members.
You can set up private (personal) group lists while a system
manager will set up global (public) group lists. See Chapter 6 for
more information on setting up group distribution lists.
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4. Sending messages
1. From the subscriber’s menu, select 2 to record a message.
Press any key when you are finished recording and select 1
to continue.
2. Select # to send to a private distribution list or # #
to send to a global distribution list.
3. Enter the group number.
4. Press 1 to confirm, or 2 to change your destination.
5. Press 1 to send.
Delete a message after sending
If a message you sent to a subscriber has not yet been listened to,
you have the option of deleting it from their mailbox.
1. Call the voice messaging system and select 5 from the
subscriber’s menu.
2. Enter in the mailbox number you wish to check and the system
will play the first unheard message you left for the recipient.
3. To delete the message, press 3 ; to replay the message, press
1 ; to hear the next message, if any, press 2 .
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Introduction
Your mailbox has a variety of pre-set greetings you can record and
activate including default, extended absence, out of office, as well
as up to nine custom greetings.
5. Greetings
This section describes how to:
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change your personal greetings
use presence-based greetings
change your recorded name
The SeaMail messaging system is also presence-enabled, which
links Outlook directly to your voicemail box to play greetings
automatically based on your status. If your system is presenceenabled, please review the presence section at the end of this
chapter.
Default Greeting
When you access your mailbox for the first time you will be asked
to record your default personal greeting. This is the greeting that is
played when you do not answer your phone. You may change this
greeting at any time.
1. Call the voice messaging system and select 3 2 1 from
the subscriber’s menu. Press any key when you are finished
recording.
2. To listen to the greeting you have just recorded press 2
To re-record press 3 .
If no default message is recorded, the caller will
hear a standard system greeting that includes
your recorded name. If you have also deleted your
recorded name (see page 16), callers will hear a
standard system greeting that includes your mailbox
number.
Busy Greeting
You can also set up a specific busy greeting, which is played when
you are already on a call.
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5. Greetings
1. Call the voice messaging system and select 3 2 3 from
the subscriber’s menu. Press any key when you are finished
recording.
2. To listen to the greeting you have just recorded press 2
To re-record press 3 .
Extended Absence Greeting
An extended absence greeting may be activated to override both
the default and busy greetings. This message is often used when
you are out of the office on a vacation or business trip.
1. Call the voice messaging system and select 3 2 2 from
the subscriber’s menu. Press any key when you are finished
recording.
2. The system will indicate if the greeting is activated or
deactivated. To change the status, press 1 . The greeting will
remain active until it is deactivated.
3. To listen to the greeting you have just recorded press 2
To re-record press 3 .
Custom Greetings
You may also record up to nine custom greetings which
can be used to manage your calls based on a variety of
rules set up through a personal schedule using the Web
Controller (see Chapter 7: Setting Up a Personal Schedule ). This
feature allows you play a specific greeting based on the caller ID of
the incoming call, time of the call, or a combination of the two. For
example, if a call is received during the hours of 12–1 PM, a specific
message can play that you are on your lunch break. Or you may
wish to play specific messages to callers from different cities.
1. Call the voice messaging system and select 3 2 5 from the
subscriber’s menu.
2. Select a greeting between 1 and 9 .
3. To record the greeting press 3 .
4. To listen to the greeting press 2 .
Change your recorded name
When you access your mailbox for the first time, you will be
asked to record your name. This will identify your mailbox to you
when you log in, as well as identify your mailbox to other internal
subscribers. You can re-record your name at any time.
1. Call the voice messaging system and select 3 3 2
from the subscriber’s menu to change your recorded name.
Press any key when you are finished recording.
2. To listen to your name before saving, press 1 .
to exit.
3. To save your recorded name simply hang up or press
Delete your recorded name
1. Call the voice messaging system and select 3 3 3
from the subscriber’s menu to delete your recorded name.
If you delete your recorded name without rerecording, the system will identify your mailbox
to internal callers only by its mailbox number.
Presence-Based Greetings
When your voice mail is presence-enabled
greetings will be automatically played to the
caller based on your status in Outlook and rules
you have set up through the Web Controller. This feature provides
you with a great amount of flexibility in how you manage your
incoming calls.
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5. Greetings
Extended Absence
An extended absence greeting will automatically play to the
caller when you have set up automatic replies (personal assistant)
in Outlook. You can set up additional rules through the Web
Controller based on caller ID and time of call. Record your extended
absence greeting according to the instructions in the extended
absence section at the beginning of this chapter.
Free, Busy and Out of Office
Free (default), busy, and out of office (extended absence)
greetings will be automatically played to the caller based on your
Outlook status and when you have set up a rule through the Web
Controller. Please contact your system administrator for assistance,
or review the Web Controller’s online help.
1. Log into Web Controller
2. Select Mailboxes > Schedule > Personal schedule
3. Select an Outlook presence status and the associated greeting.
You can also set up additional rules, such as caller ID and time
of call.
When you have your Outlook calendar set to
“Tentative” the SeaMail messaging system considers it
as “Free.”
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6. Using group distributions
This chapter explains:
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»
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differences in private and global group distribution lists
how to set up and use a private group distribution list
how to use a global group distribution list
You can send a new message or redirect a message to a group
distribution list. This option allows you to send a message to
multiple individuals without having to enter in individual mailbox
numbers. For example, if you are a manager, you may wish to
set up a distribution list that includes all members of your team,
especially if you send them frequent voice messages.
There are two options for distribution lists: private and global
(public). When you set up a private group distribution list, only you
can access and manage this list. A global group distribution list is set
up by a system manager for everyone to use, but only the system
manager may add or delete members, delete the list, or listen to
members of the list.
Set up a private group distribution list
1. From the subscriber’s menu, enter 3 6 1 to create a new
group.
2. Select a number to save the list under, followed by # . You can
select any number from one to five digits.
3. The system will prompt you to record a list name. The list
name will help you identify the list in the future. To save the
. To listen to your recorded name,
name and continue, press
1
; to re-record, press 2 ; to delete, press 3 .
press
4. After you save the recording, you will add members to the
list you just created. Select prompt 4 and the list number,
followed by # .
5. To add members, press 2 .
6. Enter the first mailbox of the person you wish to add. The
system will confirm the addition.
7. Continue entering any additional members. When you are
.
finished, press
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6. Using group distributions
Add members to a private group distribution list
You can add members to a pre-existing distribution list at any time.
1. From the subscriber’s menu, enter 3 6 4 .
2. Enter the list number you wish to make changes to, followed
by # .
3. To add a new member, press 2 and the new mailbox number.
The system will confirm the addition.
4. Continue entering any additional members. When you are
.
finished, press
Delete members from a private group distribution list
You can delete members from a pre-existing distribution list at any
time.
1. From the subscriber’s menu, enter 3 6 4 .
2. Enter the list number you wish to make changes to, followed
by # .
3. To delete a member, press 3 and then the mailbox number
followed by # . The system will confirm the deletion.
4. Continue entering any additional mailbox numbers you wish to
.
delete. When you are finished, press
Delete a private group distribution list
In addition to deleting individual members from a private group
distribution list, you can also delete an entire distribution list.
1. From the subscriber’s menu, enter 33 66 33 ..
2. Enter the list number you wish to delete, followed by # .
3. The system will play the name of the list to you and ask you to
press # to confirm the deletion.
Listen to members in a private group distribution list
You can listen to a list of members in a distribution list at any time.
1. From the subscriber’s menu, enter 3 6 4 .
2. Enter the group list number you wish to listen to, followed
by # .
3. Press 1 to listen to a list of the members of the group.
Using a private group distribution list
You can use a private group distribution list when sending a new
message or redirecting a received message.
1. Call the voice messaging system and record a new message or
forward a received message.
2. When you address the message for delivery, you have the
option of inputting a mailbox number or selecting # for a
private group distribution list.
3. Enter the group number you wish to use followed by # .
4. Press 1 to confirm, or 2 to change your entry.
Using a global group distribution list
You can use a global group distribution list when sending a new
message or redirecting a received message.
1. Call the voice messaging system and record a new message or
forward a received message.
2. When you address the message for delivery, you have the
option of inputting a mailbox number or selecting # # for a
public distribution list.
3. Enter the group number you wish to use followed by # .
4. Press 1 to confirm, or 2 to change your entry.
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Some personal options are optional features which may or may
not be available to your organization or need access to the web
interface (SeaMail Web Controller) for setup and usage. Your system
manager will be able to tell you which of these features is available
to you.
7. Personal options
This chapter explains:
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how to send notification to additional devices
when a message is left in your mailbox
how to set a wake-up call
how to change your mailbox password
how to set up your personal assistant
how to forward a call to another phone
number using follow-me
how to set up call screening
how to set up “do not disturb”
how to set up a personal schedule
Message notification
Message notification allows you to set up a schedule to
notify you through additional devices when new messages
are received to your mailbox. Examples of message
notification include:
• receiving a text message to your cell phone.
• a notification to a pager.
• a call-out to another phone number (e.g., home phone).
Message notification allows you to set a day/time schedule
whereby these notifications are sent. For example, if you work from
home one day a week, you may wish to be notified at your home
number if a message is left in your office mailbox on that day. On
the weekends you may still want to know when a new message
arrives, but wish to be notified only by a text message to your
cell phone. Each separate notification is set up through a separate
“notification line.”
Message notification must initially be set up through SeaMail Web
Controller. Depending on your organization, you may have access
to set up message notification directly, or your system manager
may need to set up message notification for you. Once message
notification is set up through SeaMail Web Controller, you can activate
and deactivate this feature through your mailbox.
SeaMail Voice Messaging User Guide
20
7. Personal options
NOTE: Online help is available through SeaMail Web Controller for
You can use your phone to activate or deactivate message
rough SeaMail Web
Controller.
1. Call the voice messaging system and select 3 1 1 . The
activated.
2. If it is not already activated, press 1 .
You may also activate or deactivate individual schedule lines. You will
need to know the noti cation schedule each schedule line refers to.
1. Call the voice messaging system and select 3 1 1 . The
system will tell you whether or not your entire message
2. T
ress 2 .
3. Enter the schedule line number.
4. The system will tell you if this schedule line is activated or
deactivated. To change, press 1 .
Set a wake-up call
You can set a wake-up call to ring a phone (for example,
y. The
wake-up ring will repeat everyday until you turn it o .
1. Call the voice messaging system and select 3 1 3 .
2. To set a weekday wake-up call, press 1 ; to set a weekend
wake-up call, press 2 .
3. The system will tell you whether a wake-up call is activated or
deactivated. To change, press 1 .
4. Once the wake-up call is activated press 2 1 to enter in a
time when you would like to receive the call.
for AM or # for PM.
5. Enter in a 4-digit time followed by a
6.
7. You must next set up the call-out number. This is the number
the system will ring at your scheduled time. Press 3 and the
system will inform you if there is already a call-out number
saved (this allows you to reuse a number without having to
enter it every time you set up a wake-up call). To change the
call-out number, press 1 .
8. Enter the phone number followed by # .
r.
9.
Change your mailbox password
Your mailbox password is initially set when you access your mailbox
rocess. However,
you can change your mailbox password at any time.
1. Call the voice messaging system and select 3 4 1 .
2. Enter a new password.
rd.
3.
You can also delete your mailbox password without entering
a new one:
1. Call the voice messaging system and select 3 4 2 .
2. The system will ask you to press #
If you delete your mailbox password, your
mailbox will not be password-protected.
SeaMail Voice Messaging User Guide
21
7. Personal options
Personal assistant
With personal assistant you can designate
buttons that callers can press when listening to
your voicemail message that will automatically
transfer them to another extension. For example, you may wish to
inform callers they can reach your assistant by pressing a number
on their keypad. A personal assistant must first be set up via SeaMail
Web Controller which will define the key press. Once the key
press is set up you can change the transfer extension through your
phone. Check with your system manager to see if your organization
has pre-defined any keys as personal assistant, or if you are able to
set this up on your own through SeaMail Web Controller.
To change your personal assistant transfer extension:
1. Call the voice messaging system and select 3 7 2 .
2. Enter the mailbox of the person you wish the call to be
transferred to, followed by # .
3. Change your personal message greeting (see Chapter 5) to
indicate to the caller that they can use this key press. For
example, “Press 1 to be transferred to my assistant.”
Follow-me
Follow-me allows you to set up your mailbox to forward a
call to another phone number before the call is transferred
to your voicemail. For example, you may be out of the
office but are expecting an important call and want all calls to be
forwarded to your cell phone.
Follow-me is an optional feature that may or may not be available
in your organization. Depending on how it is set up, follow-me can
also allow you to:
•
•
•
•
accept a call or reject it and send it to voicemail.
record the conversation once the call is accepted.
conference in the operator and stay on the call or drop out.
conference in another extension and stay on the call or drop out.
Setting up follow-me
1. Call the voice messaging system and select 3 1 2 2
from the subscriber’s menu.
2. The system will ask you to enter a phone number (the call-out
number) followed by # and will then repeat the number back
to you for confirmation.
3. To activate this call-out number, press 1 ; or to enter a
new call-out number, press 2 . Once the call-out number is
activated, all calls will cease to ring at your office phone and will
automatically be forwarded to your call-out number.
Accept or reject a call-out
Once a call rings through to your call-out number, you have the
option of accepting or rejecting the call.
1. Set up follow-me as described above.
2. When a call is redirected to your call-out number and you
answer the phone, you will hear a message that indicates you
are receiving a forwarded call from the SeaMail voicemail system.
to accept the call or # to reject the call and send it to
3. Press
voicemail.
Recording a conversation
If available in your organization, a conversation can be recorded
once it is forwarded to your call-out number.
1. Set up follow-me as described above.
2. When a call is redirected to your call-out number and you
answer the phone, you will hear a message that indicates
SeaMail Voice Messaging User Guide
22
7. Personal options
you are receiving a forwarded call from the SeaMail voicemail
system.
3. Press # to accept the call.
4. At any time during the conversation, press # again to trigger
call options. You will hear the message “Press zero for the
operator or pound and another extension number.” You will
not hear a voice prompt for recording the call. Press 3 to start
call recording. You will hear a beep that indicates the call is
being recorded.
5. If you wish to stop call recording during the call, press #
again. Or you can simply hang up when the call is finished and
recording will stop.
Once you cancel recording, you will not be
able to start recording again for the duration
of the call.
6. Your recorded call will be sent to your mailbox as a voice
message.
Conferencing in an operator
If available in your organization, an operator can be conferenced in
once you accept a forwarded call.
1. Set up follow-me as described above.
2. When a call is redirected to your call-out number and you
answer the phone, you will hear a message that indicates you
are receiving a forwarded call from the SeaMail voicemail system.
3. Press # to accept the call.
4. At any time during the conversation, press # again to trigger
the call options. You will hear the message “Press zero for the
operator or pound and another extension number.”
5. To conference in the operator, press 0 .
6. You may stay on the call or hang up.
Conferencing in another extension
If available in your organization, another extension can be
conferenced in once you accept a forwarded call.
1. Set up follow-me as described above.
2. When a call is redirected to your call-out number and you
answer the phone, you will hear a message that indicates you
are receiving a forwarded call from the SeaMail voicemail system.
3. Press # to accept the call.
4. At any time during the conversation, press # again to trigger
the call options. You will hear the message “Press zero for the
operator or pound and another extension number.”
5. Press # and the extension number you wish to conference in.
6. You may stay on the call or hang up.
Setting up call screening
When call screening is set up, a caller is asked to state
his or her name before the call is transferred to your
extension. You then have the opportunity to accept
the call or send it to voicemail. If call screening is available at your
organization, you may activate it or deactivate it through your
phone.
1. Call the voice messaging system and select 3 5 .
2. The system will tell you if call screening is activated or
deactivated.
3. To change, press 1 .
Setting up “do not disturb”
You can have calls sent directly to your voicemail when you do not
want your office phone to ring.
1. Call the voice messaging system and select 4 1 .
2. To deactivate and have calls transferred back to your phone,
press 1 again.
SeaMail Voice Messaging User Guide
23
7. Personal options
Setting up a personal schedule
The personal schedule allows you to manage calls
according to a schedule you define. With the personal
schedule you can:
• Route a call to one or multiple destinations based on caller ID,
time, or a combination of the two.
• Play different greetings based on Outlook presence, caller ID,
time, or a combination of these options.
• Set up alternate dialing menus (allows callers to press digits on
the keypad during your message to be transferred to a personal
assistant or other extension/phone number, skip the greeting,
replay the greeting or page you).
For example, when on a business trip you want your cell phone
and a colleague’s office phone to ring when a call comes into your
extension. When voice mail picks up, your out of office status is
read directly from Outlook, and the out of office greeting is played
to the caller. They are directed to press 1 to reach an operator,
2 to leave a voicemail, and 3 to ring a different colleague’s
extension.
Your personal schedule is primarily set up through SeaMail Web
Controller however, your messages are recorded through your
voicemail box. Contact your system manager for more information
on accessing SeaMail Web Controller.
1. Call the voice messaging system and select 3 8
2. Select a greeting number on your keypad between 1 and 9
3. To listen to the greeting select 2 , to record a greeting select 3
SeaMail Voice Messaging User Guide
24
If unified messaging is available at your organization, you
will be able to access all of your voice and fax messages
directly through your email inbox. You will also be able
to listen to your emails, as well as manage your faxes, from your
voicemail box.
8. Unified messaging
This section describes how to:
»
»
»
listen to your email messages through your voicemail,
as well asdelete, save, reply to, and forward these emails
listen to your voicemail messages from your email inbox,
as well as archive these messages
presence-based unified messaging
You can listen to your voice messages with any audio player and fax
messages can be viewed with a standard image viewer. The subject
line of voice and fax messages will include caller ID; voice messages
will include duration of voicemail (in seconds), while faxes will show
fax sender and number of pages.
Access your emails through voicemail
If unified messaging is available in your organization, you can check
your email messages through your phone. Email messages are
converted from text into speech and will be read to you.
1. Call the voice messaging system and select 1 5 from the
subscriber’s menu. The system will tell you how many email
messages you have and will then proceed to read the messages
to you.
See Chapters 3 and 4 to learn about the
additional options available to manage your
email messages (save, erase, redirect, etc.).
Access your voicemails through email
If unified messaging is available in your organization, all of your
voicemails will be accessible through your email inbox. Each time
you receive a voicemail an email will be sent to your inbox with
an attachment that includes a recording of the voicemail. You
SeaMail Voice Messaging User Guide
25
8. Unified messaging
can open this attachment with any audio player installed on your
computer to listen to the recording.
Presence-Based Unified Messaging
When your system is presence-enabled additional contact details
will be included in the email delivered to your inbox. In addition
to the attachment that contains the recording of the voicemail,
the body of the email will include any phone numbers and email
addresses that you maintain in your contact book making it simple
for you to quickly contact the caller.
SeaMail Voice Messaging User Guide
26
Sending faxes from your desktop
SeaMail Fax allows you to send faxes
r directly from
your desktop by using the “print” option from
®
any Windows application . This functionality is
an optional service and you must have the SeaMail Fax Driver installed.
9. Fax capabilities
and whether the fax driver is installed. * (see footnote on pg. 29)
This section describes how to:
1. Launch the SeaMail Fax application, accessible from your “Start”
menu, under Tadiran Telecom software. Once launched, a
SeaMail icon will appear in your
. system tray.
2. Navigate to the program your document is created in (for
example, Word) and open the document you wish to fax.
3. Select File > Print from the program’s menu bar, and from the
printer dialog box select the SeaMail Fax option from the printer
name drop-down.
»
»
»
send faxes from your desktop
redirect fax messages
automatically send faxes to a printer
SeaMail Fax
SeaMail Voice Messaging User Guide
31
9. Fax capabilities
4. The SeaMail Fax dialog screen (web-based) will open. Complete
the following fax sending information.
, you
NOTE: If you do not see the address book icon
need to install the latest version of Java Virtual Machine from
java.sun.com. Contact your system manager.
Recipient
You can enter recipients in one of three ways:
1. Manually enter name, fax number, and/or email in the
available text boxes.
2. Select from your Outlook contacts by clicking the address
book icon and selecting Outlook Contacts from the dropdown box.
3. Select from the internal SeaMail address book by clicking the
address book icon and selecting internal contacts from the
drop-down box (see “Setting up the internal SeaMail address
book” on how to add members to this list).
•
resolution.
• If you have a long distance sending code, input it in the
• “Billing code” allows you to track internal codes (e.g., codes
assigned to di erent clients) which you can later view
through the fax log for reporting purposes.
• “Request CSID” is an additional security feature which
allows you to input the CSID you expect the receiving fax
to send back. The fax will be transmitted only if this code is
received back from the receiving fax.
Server Info
• Obtain the server address from your system manager.
• “Username” refers to your mailbox number.
• “Password” refers to your numeric mailbox password.
• Select “keep user settings on this computer” if you wish to
save this information for future faxes.
My Info
• This section asks you to input your name, company name,
phone number, fax, email address, date, and number of
pages of the fax. This information will be used in the fax
cover letter if you choose to send one.
• This section will also show you the size (in kilobytes/KB) of
your fax.
• Select “keep user settings on this computer” if you wish to
save this information for future faxes.
5. Once you complete the form, select the “send fax” button and
y. From this page you can view
the queue and the log.
• “Queue” allows you to view all faxes you have in the queue
and their status (number of tries, any error messages). From
this page you can resubmit a fax if an error was encountered
as well as delete a fax from the queue.
• “Log” allows you to view details of past faxes you have sent.
From this page you can also view a copy of your fax.
Options
• By selecting the “send cover page” checkbox, you can input
content to be sent in a cover page.
If you have access in your organization, you may also view queue
and log information through the SeaMail Web Controller.
SeaMail Voice Messaging User Guide
28
32
9. Fax capabilities
NOTE: Faxes sent to an email address will be sent as a TIFF
Setting up the internal SeaMail address book
The internal address book allows you to store fax recipient
information directly on the SeaMail server. To set up the internal
address book you must have access to SeaMail Web Controller.
• Log into SeaMail Web Controller
• Select Mailboxes > Fax > Fax contacts from the drop-down
menu.
• From this screen you can input new contacts.
Sending faxes from your email client (clientless fax) **
If your organization allows it, you can send a fax
directly from your email client. With this option
you do not need a fax driver installed on your
machine.
1.
Word has templates for cover pages).
2.
The “to” address will include the fax number and a domain
rganization, for example 212-2222222@fax-seamail.com. Type “fax message” in the subject line.
If your or
in the subject line as well. Type “fax message quality:1”.
3. Send your email. The fax will be routed to the fax server and
will be sent to the recipient’s fax machine.
If you have access in your organization, you may also view queue
and log information through SeaMail Web Controller.
Redirect fax messages
Depending on your organization’s licensed features, you
can check if you have fax messages in your message box.
The system will tell you how many faxes you have and
will allow you to redirect all of them at once to a fax machine for
printing, or review them one by one to redirect to a fax machine.
1. Call the voice messaging system and select 1 3 from the
subscriber’s menu.
2. Press 1 to redirect all faxes to a fax machine or press 2 to
review each fax one by one and decide if you wish to redirect to
a fax machine.
3. Once you make your selection, the system will prompt you to
enter in the fax number you wish to redirect the faxes to; then
press # .
4. Press 1 to send to the fax machine; press 2 to enter a
di erent number.
Automatically print faxes to a network printer
SeaMail Fax allows you to have all of your faxes
automatically sent to a networked printer in a
®
®
Microsoft Windows network environment.
In order to use this functionality, you must have the SeaMail AutoPrint
software installed and set your printer preferences through SeaMail
Web Controller. Check with your system manager for details.
* Faxing through the Seamail fax driver does not work with the IPx Office or the UCx ** Faxing through your email client works on all systems
SeaMail Voice Messaging User Guide
29
33
10. Receiving your
voicemails as text
(transcription)
T
functionality that allows you to read your voicemails by
converting voice messages to text. Once a sender leaves
you a voicemail the message will be converted into text and sent to
your email inbox and/or your handheld device, depending on how
it is set up in your organization.
Once transcription is enabled, you can use this functionality without
completing any additional steps. Your email inbox will simply
display both the recor
WAV) and the transcribed
r
handheld device (for example, your cell phone), the message will be
sent as a text message (SMS).
SeaMail Voice Messaging User Guide
34
30
11. Using voice biometrics
to secure your mailbox
Voice biometrics functions as a password replacement tool where
you use your voice, rather than a numeric PIN, to access your
voicemail box. Voice biometrics provides an additional layer of
security as numeric pins can be lost or stolen. Your voice, however,
organization, you must complete a few initialization steps before
the system will recognize your voice.
1. You will receive a registration number from your system
manager.
2. Call into the voicemail system. The system will prompt you to
input this number through your telephone keypad.
3. You will be prompted to repeat a sentence three times. This
trains the system to recognize your voice. Once you have
completed this step you may hang up.
The next time you call into the system you will be prompted
to repeat a sentence a single time. This allows the system to
authenticate your voice and provide you with access to your
voicemail box.
SeaMail Voice Messaging User Guide
31
35
G
Global group distribution
Greetings
Busy
Custom
Default
Extended absence
Presence-based
Group distribution
Private
Global
12. Index
I
B
Busy greeting
15
20, 21, 22, 23
7
20, 22, 34
10
33
11, 12
16
D
Default greeting
Dialing menu
Directory assistance
15, 17
24
13, 29
E
Email messages
Erase messages
Extended absence greeting
4, 8, 25
8, 9, 10, 14
7, 16
F
Fax messages
Follow-me
Future message delivery
Initializing a mailbox
7, 15
M
C
Call-out
Canceling an operation
Cell phone
Check message count
Clientless fax
ages
Custom greeting
19
4, 15, 16, 17
15
16
15, 17
7, 16
4, 16
10, 11, 13, 18, 29, 30
18, 19
19
4, 8, 10, 25, 31
22, 30
12, 13, 29
Mailbox
Initialization
Accessing
Messa
ation
Messages
Call back directly
Check count
Delete
Email
Envelope information
Fax
Future delivery
New
ation
ation
Priority
Redirect
Replying to
Return receipt
Reviewing
Save
Sending
Speed control
7, 15
6
8, 12
9
10
11, 12
8, 9, 10, 14
8, 25, 33
9
4, 8, 10, 25, 31
12, 13
6, 7, 8, 9, 10, 18, 20
12
8, 12
8, 10, 12, 13
9, 10, 25, 33
9, 25
10, 12
8, 9, 10, 11, 25, 29
8, 9, 10, 25
4, 9, 11, 13, 14, 18, 27, 29
9
SeaMail Voice Messaging User Guide
32
36
12. Index
Messages, cont.
Text
Undelete
Volume control
Saving a message
Sending a message
Speed control
System shortcut
6, 8, 19
6, 7, 8, 9, 10, 19
12
T
4
17
U
8, 20
6, 21
7, 15
30
24
4, 16
4, 26
8, 10, 12, 13
18, 19
V
N
New message indicator
New messa
ation
ation of non-receipt
O
Optional features
P
Pager
Passwords
Personal greeting
Personal options
Personal schedule
Presence-based greetings
Presence-based UM
Priority messages
Private group distribution
S
8, 20, 25, 34
10
9
Text messages
Time and date sent
Transcription
Undelete a message
Urgent messages
Volume control
Voice biometrics
8, 9, 10, 25
4, 9, 11, 13, 14, 18, 31
9
6
8, 20, 25, 34
9
5, 34
10
see Priority messages
9
5, 35
W
Wake-up call
Web Controller
21, 30
5
R
Recorded name
Recording a conversation
Redirect messages
15, 16
22
9, 10
SeaMail Voice Messaging User Guide
37
33
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