Adtran NetVanta Unified Communications Server Version 6 User Guide

NetVanta Unified Communications
NetVanta Unified Communications Server
Personal Assistant User Guide
Version 6.0
619500002-1D
December 2014
Trademarks
NetVanta UC Server PA Guide
Trademarks
Any brand names and product names included in this manual are trademarks, registered trademarks, or
trade names of their respective holders.
To the Holder of the Manual
The contents of this manual are current as of the date of publication. ADTRAN reserves the right to change
the contents without prior notice.
In no event will ADTRAN be liable for any special, incidental, or consequential damages or for
commercial losses even if ADTRAN has been advised thereof as a result of issue of this publication.
Software Licensing Agreement
Access to the features of the NetVanta Unified Communications software are restricted by license keys
based on your licensed configuration. Pursuant to the Licensing Agreement, you may: (a) use the server
software on one device only and (b) use the client software on an unlimited number of computers for use
by configured users of the software product. In addition, certain ADTRAN systems may contain additional
conditions for obtaining software upgrades.
Toll Fraud Liability
Be advised that certain security risks are inherent in the use of any telecommunications or networking
equipment, including but not limited to, toll fraud, Denial of Service (DoS) attacks, loss or theft of data,
and the unauthorized or illegal use of said equipment. ADTRAN OFFERS NO WARRANTIES, EITHER
EXPRESSED OR IMPLIED, REGARDING THE PREVENTION, DETECTION, OR DETERRENCE
OF TOLL FRAUD, NETWORKING ATTACKS, OR UNAUTHORIZED, ILLEGAL, OR IMPROPER
USE OF ADTRAN EQUIPMENT OR SOFTWARE. THEREFORE, ADTRAN IS NOT LIABLE FOR
ANY LOSSES OR DAMAGES RESULTING FROM SUCH FRAUD, ATTACK, OR IMPROPER USE,
INCLUDING, BUT NOT LIMITED TO, HUMAN AND DATA PRIVACY, INTELLECTUAL
PROPERTY, MATERIAL ASSETS, FINANCIAL RESOURCES, LABOR AND LEGAL COSTS.
Ultimately, the responsibility for securing your telecommunication and networking equipment rests with
you, and you are encouraged to review documentation regarding available security measures, their
configuration and implementation, and to test such features as is necessary for your network.
Service and Warranty
For information on the service and warranty of ADTRAN products, visit the Support section of the
ADTRAN website at http://www.adtran.com.
901 Explorer Boulevard
P.O. Box 140000
Huntsville, AL 35814-4000
Phone: (256) 963-8000
Copyright © 2014 ADTRAN, Inc.
All Rights Reserved.
2
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Conventions
Conventions
Notes provide additional useful information.
Cautions signify information that could prevent service interruption or damage to
equipment.
Warnings provide information that could prevent injury or endangerment to human
life.
Below is a list of naming conventions used in this document. The first example shows the naming
convention used for the first occurrence; the second example shows the naming convention used for
subsequent occurrences.
Type
Convention Example
Operating System*
Microsoft ® Windows Server ® 2008 operating system version R2 or later
or Windows Server 2008 R2 or later
Server Software
NetVanta Unified Communications Server software or NetVanta UC Server software
NetVanta Unified Communications Live Attendant Server or Live Attendant Server
Client Software
NetVanta Unified Communications Client software or NetVanta UC Client software
NetVanta ucCompanion Desktop Presence client software or ucCompanion
NetVanta ucCompanion Live Attendant or Live Attendant
NetVanta ucCompanion Soft Phone or Soft Phone
Hardware
Server computer - the computer on which the server software is installed.
Client computer - the computer on which the client software is installed.
NetVanta Unified
Communication Products
NetVanta Unified Communications Server or NetVanta UC Server
NetVanta Business Communications System or NetVanta BCS
NetVanta Enterprise Communications Server or NetVanta ECS
NetVanta Business Application Server or NetVanta BAS
NetVanta UC Live Attendant Server or Live Attendant Server
* Other operating systems may be mentioned in this document. They will follow a format similar to the one provided.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
3
Conventions
4
NetVanta UC Server PA Guide
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Table of Contents
Table of Contents
1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Starting the Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
First-time Access using the Desktop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Changing your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Accessing your Mailbox for the First Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2 Customizing your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Customizing your Mailbox using your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Customizing your Mailbox using your Computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
3 Customizing Incoming Call Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Specifying Callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Setting Time and Day Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Transferring Callers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Setting up Call Notification Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Managing Extensions and Identities Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
4 Managing Messages using your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Accessing your Mailbox using your Telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Listening to Messages Remotely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Sending Messages from your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Caller Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
5 Managing Messages Using Your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Managing Messages in Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Managing Messages in Lotus Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Managing Messages in the Mailboxes Menu in NetVanta UC Client . . . . . . . . . . . . . . . . . . 61
6 Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Sending Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Receiving Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
7 Creating Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
8 Importing and Exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Starting the Import/Export Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Importing and Exporting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
9 Setting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Setting General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Setting Message Delivery Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Customizing your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
619500002-1D
Copyright © 2014 ADTRAN, Inc.
5
Table of Contents
NetVanta UC Server PA Guide
Setting Integrated Messaging Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Compressing Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
10 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Troubleshooting Message Waiting Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Troubleshooting the NetVanta UC Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Using the NetVanta UC Server Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Accessing Documentation and Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Accessing Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
11 Appendix A - Installing the NetVanta UC Client Application . . . . . . . . . . . . . . . . . . . . . . . . . 111
6
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
1
Getting Started
Getting Started
This chapter introduces the NetVanta Unified Communications Server application in Personal Assistant
mode, and presents some basic operations. This chapter covers the following topics:
•
•
•
•
•
•
•
Overview on page 7
Conventions on page 9
Requirements on page 10
Starting the Application on page 10
First-time Access using the Desktop on page 10
Changing your Password on page 12
Accessing your Mailbox for the First Time on page 13
Overview
NetVanta UC Server in Personal Assistant mode provides the most commonly used unified
communications features. Master the basic functions and manage your personal greetings and delivery
features with efficiency and ease, right from your desktop. The user interface is remarkably user-friendly.
The NetVanta UC Server is integrated with Microsoft Outlook so that you can access voice, fax, and email
messages from a single inbox. The type of each new message is signaled by a distinctive icon that you can
recognize at a glance, just as you are familiar with the envelope that indicates reception of an email
message.
You can use a local or remote telephone to log on to the system and retrieve not only voice messages but
email. With a single keypad command, the text-to-speech engine reads email messages to you over the
phone. You are also informed if you have received fax messages.
Personal Assistant mode is the default user setting. If you want to customize a call flow in greater detail,
ask your system administrator for information about Personal Business Assistant mode.
All users on the system manage, and are managed by, user profiles, identities, and authorizations.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
7
Getting Started
NetVanta UC Server PA Guide
Active
Directory
NetVanta
UC Server
User Authentication
User Authentication:
Users may be
authenticated with the
NetVanta UC Server or by
Microsoft Active Directory.
User Profile
User Profile:
Authenticated users have a user
profile in the NetVanta UC Server that
manages their business assistants and
their message stores across multiple
identites and devices.
Identities
Business Communications:
Various SIP-Compatible Devices:
Each user can have multiple identities
associated with traditional telephony
equipment such as PBXs.
Each user can have multiple identites
associated with different SIP devices
Authorizations give some users access to the profiles of other users, for management purposes. Likewise,
users can have access to any number of other users, provided they have been granted authorization to do
so.
Users can have any number of identities on the system, such as an extension number. Through the user
profile, users can manage the identities that are associated with their profile.
The NetVanta UC Server is integrated with Active Directory.
For more information about the NetVanta UC Server, refer to the ADTRAN website at
https://supportforums.adtran.com. Here you will find reference materials and a quick
reference card.
8
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Getting Started
Conventions
Document conventions
Text
Bold font is used to indicate important input data and keywords.
Shortcut menus
Steps for procedures generally instruct readers to use shortcut menus, although commands can also be
made using menus and toolbar buttons.
To obtain a shortcut menu, right-click the icon or folder you want to access then select the command you
want.
Voice recording conventions
Computer audio card device
Telephone handset device
You can select the icon of the audio device when you play or record. The settings are
saved and the last device that you selected is automatically used.
Record button
Stop button
Play button
619500002-1D
Copyright © 2014 ADTRAN, Inc.
9
Getting Started
NetVanta UC Server PA Guide
Requirements
Before proceeding, you need to get the following information from your network administrator:
•
•
•
•
The name of the server to which to connect
The NetVanta UC Server access number
Your default password for performing mailbox management
The system-defined key used to perform remote mailbox management
Starting the Application
The application might already be installed on your computer. If it is not, ask your network administrator for
assistance, or refer to Appendix B in this manual for instructions about how to do the installation.
To start the application
1. Select Windows Start > Programs.
2. Select NetVanta 3200.
3. Select UC Client and the Choose NetVanta UC Server dialog box opens.
4. Type the NetVanta UC Server name in the Server name text box.
5. Enable the Save server as default check box, and then select OK. In the Server login dialog box,
type your user name and password. From now on, the application remembers the server name so that
you do not have to enter it again. When you start the application for the first time, the First-time
Access Wizard Welcome menu appears.
First-time Access using the Desktop
The First-time Access Wizard guides you through the following procedures:
• Changing your password
• Recording your greetings
If you are an IMAP user, you can also configure your IMAP user name and password. If you are not an
Exchange user, the wizard allows you to change the contact system if it finds more than one compatible
contact system (for example, Outlook Express and Outlook).
For Lotus Notes integration, the contacts default to Microsoft Exchange. For
information about Lotus Notes integration, refer to the Lotus Notes integration
document, which is available online at https://supportforums.adtran.com.
10
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Getting Started
To change your password and record your greetings
1. Start the Client application to start the First-time Access Wizard.
2. Select Next and the Mailbox dialog box opens.
3. Type a numeric password in the Password text box. This is the password that you use to access your
mailbox using the telephone. Your password must contain only digits. It must be at least four digits
long.
4. In the Re-enter text box, type the numeric password again.
5. Select Next and the Identifier menu appears. The identifier greeting consists of your name. It is
played to callers who reach your mailbox.
6. Make sure that the audio device you want is selected.
7. Select record. If you are using your telephone, wait for the beep before you begin to record. The timer
runs as you record.
8. Select stop when you have finished. If you use the telephone, you can hang up the phone or press the
Release button on the phone to end the recording.
9. Select Next to open the Greeting dialog box.
10. Choose one of the following greeting types to record:
• Use standard greeting plays a default greeting to callers.
• Record same greeting for internal and external callers allows you to record a single greeting
for all callers.
• Record different greetings for internal and external callers allows you to record two messages,
one for callers from within your organization, the other for callers from outside your organization.
11. Select Next.
• If you select Use standard greeting, go to step 16.
• If you select Record same greeting for internal and external callers, the Internal/External
Greeting menu appears.
• If you select Record same greeting for internal and external callers, the Internal Greeting
dialog box opens.
In the text box, you can type the greeting that you want to record. This is useful for eliminating pauses
when you record.
12. Make sure that the audio device you want is selected.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
11
Getting Started
NetVanta UC Server PA Guide
13. Select record. If you are using a telephone, wait for the beep before you begin to record. The timer
runs as you record.
14. Select stop when you have finished. If you use the telephone, you can hang up the phone or press the
Release button on the phone to end the recording.
15. Select Next.
• If you chose to make two distinct greetings, the External Greeting dialog box opens. Repeat steps
12 to 15 to record an external greeting.
• If you chose to make a single greeting, the Completion menu appears.
16. Select Finish.
The main Client window opens.
To set the number of rings on your telephone
In the Number of rings box in the Identities pane, select the number of rings for the identity that you want.
The NetVanta UC Server answers the telephone after the number of rings that you specify.
Changing your Password
If your user profile menu has access to multiple profiles, you can view those profiles as tabs across the top
of the window. You can change the password only for the owned user profile.
If you are an Active Directory user, the change user password option is unavailable.
12
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Getting Started
To change the password
1. Select the tab of the profile for which you want to change the password.
2. Select Tools > Change User Password.
3. In the Change Password dialog box, do all of the following:
• In the Old password box, type the old password.
• In the New password box, type the new password.
• In the Confirm new password box, retype the new password.
The new password takes effect immediately.
Accessing your Mailbox for the First Time
You can access your mailbox using your telephone extension or a remote telephone. To access your
mailbox using your telephone extension, you need the NetVanta UC Server access number and your
default password. You can obtain these from your system administrator.
To access your mailbox using your telephone extension
1. On your telephone keypad, enter the NetVanta UC Server access number.
2. Enter your password followed by #. You are prompted to change your password.
If you have already changed your password and recorded your greetings using the Firsttime Access Wizard, you can enter your password followed by #.
3. Follow the prompts and record your greetings. If you do not record any greetings now, you are not
prompted to do so the next time you call in to manage your mailbox.
To access your mailbox using a remote telephone you need the system-defined key for
remote mailbox management. You can get this from your system administrator. You must
also have your extension number and password.
To access your mailbox using a remote telephone
1. Call your workplace number that has the NetVanta UC Server as the auto attendant.
2. At the prompt, press the system-defined key used to perform remote mailbox management.
3. Enter your extension number and then your password at the prompt. The message summary lists the
number and type of messages in your mailbox.
You can press # after you enter the extension and password. Pressing # speeds up
logging into your mailbox.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
13
Getting Started
NetVanta UC Server PA Guide
Your system administrator might have set up a different behavior. Contact your
administrator for more information.
14
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
2
Customizing your Mailbox
Customizing your Mailbox
Overview
You can customize your mailbox, such as recording greetings, using either a telephone or UC Client. There
are other features which can only be enabled using either a telephone or UC Client, such as setting up a
one-time message for a specific caller, using UC Client. For more information on customizing your
mailbox and using mailbox features, refer to the following sections:
• Customizing your Mailbox using your Telephone on page 15
• Customizing your Mailbox using your Computer on page 20
Customizing your Mailbox using your Telephone
You can customize your mailbox in many ways including creating greetings, changing your password, and
changing the amount and type of information that plays about your messages. You can adjust the message
waiting light on your phone, and you can also create distribution lists.
You can use your telephone to manage the following mailbox items:
•
•
•
•
•
•
•
Recording and selecting greetings
Changing your password
Changing message information
Changing the message summary
Changing the notification option
Changing message sorting options
Managing distribution lists
You can perform mailbox management using a remote telephone or your workplace extension. For
information about accessing your mailbox using a telephone, refer to Accessing your Mailbox using your
Telephone on page 41.
When calling from your extension, enter the access number set up by your network administrator. This is
not the same number as the system-defined key that you use when performing remote mailbox
management. You can obtain the access number from your system administrator. After you enter the access
number, you are prompted to enter your password.
The following management tasks assume that you are accessing the system from your workplace
extension.
Recording and selecting greetings
Using your telephone, you can record and listen to greetings, and select a type of greeting to play to callers.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
15
Customizing your Mailbox
NetVanta UC Server PA Guide
You cannot select a greeting unless it has an audio recording. If you try to select a greeting without a
recording, you are prompted to record one.
Disabling a greeting does not delete it. You can enable a greeting at any time. Recording a new greeting
replaces an existing one.
If the out-of-office greeting is enabled, the user is prompted to turn it off or leave it on. For information
about managing greetings using the computer, refer to Customizing your Mailbox on page 15.
To manage your greetings
1. From the main menu, select 4: Change mailbox options.
2. From the Change mailbox options menu, select 1: Manage greetings.
3. From the Manage greetings options menu, select one of the following:
•
•
•
•
•
•
1 — external greeting
2 — internal greeting
3 — mailbox identifier
4 — out-of-office greeting
0 — help menu
* — return to previous menu
The greeting status plays (on or off).
4. Select one of the following:
•
•
•
•
1 — record
2 — listen
3 — turn on/off
* — cancel
5. After the tone, record your greeting, and then press #.
6. Select one of the following:
•
•
•
•
1 — keep the greeting
2 — record the greeting again
3 — review the greeting
* — cancel
The maximum length of a recorded greeting is 15 minutes.
If the Out of Office greeting is not enabled, you cannot listen to the greeting. You are
informed that no greeting is recorded.
16
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
Changing your password
To change your password
1. From the main menu, select 4: Change mailbox options.
2. From the Change mailbox options menu, select 2: Change password.
3. Enter the new password followed by #.
4. Confirm the new password by doing one of the following:
• 1 — keep the password
• 2 — re-enter the password
• * — cancel
Changing message information
Message information plays before each message. For voice messages, information includes the caller ID
and the date and time that the message was received. For email messages, the sender and subject title are
included. The default setting for Message information is on. If you change this option to off, you do not
receive message information before you review each message.
To change message information
1. From the main menu, select 4: Change mailbox options.
2. From the Change mailbox options menu, select 3: Change status options.
3. From the Change status options menu, select 1: Turn message information on or off.
Changing the message summary
A message summary plays as soon as you enter your password. The Message Summary lists the number
and type of messages you have received and whether they are new or saved. There are three modes for
message summary. They are:
Disabled
No message summary is provided.
Quick
The message summary provides limited information. For example, “You have five new
messages and six saved messages.” This is the default mode.
Verbose
The message summary provides detailed information. For example, “You have five new
voice messages, four new fax messages, 30 new email messages, and 50 saved
messages.”
To change the message summary
1. From the main menu, select 4: Change mailbox options.
2. From the Change mailbox options menu, select 3: Change status options.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
17
Customizing your Mailbox
NetVanta UC Server PA Guide
3. From the Change status options menu, select 2: Obtain message summary options.
4. Select one of the following:
•
•
•
•
1 — Disable
2 — Set to quick mode
3 — Set to verbose mode
* — Cancel
Changing the notification option
When you receive a message, an alert is displayed on your telephone that notifies you that you have mail.
This notification option allows you to turn the alert light on or off.
To change the notification option
1. From the main menu, select 4: Change mailbox options.
2. From the Change Mailbox Options menu, select 4: Notification option.
3. Select one of the following:
• 1 — turn notification on
• 2 — turn notification off
Changing message sorting options
Message sorting options allow you to listen to your messages in the order that you choose. Listening to
voice and fax messages only is the default option.
To change message sorting options
1. From the main menu, select 4: Change mailbox options.
2. From the Change mailbox options menu, select 5: Message sorting options.
3. Select one of the following:
• 1 — plays voice and fax message only
• 2 — plays voice and fax messages first, and then email messages
• 3 — plays all messages in the order that they were received
Managing distribution lists
You can use system and personal distribution lists over the telephone. Create, edit, and delete distribution
lists using the telephone. For more information about distribution lists, refer to Creating Distribution Lists
on page 91.
To create a distribution list over the telephone
1. From the main menu, select 4: Change mailbox options.
2. From the Mailbox options menu, select 6: Distribution list options.
18
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
3. From the Distribution list menu, select 1: Create a new distribution list.
4. Enter the number of the new distribution list.
5. Select one of the following:
• 1 — confirm
• 2 — cancel
To edit a distribution list over the telephone
1. From the main menu, select 4: Change mailbox options.
2. From the Mailbox options menu, select 6: Distribution list options.
3. From the Distribution list menu, select 2: Edit distribution list.
4. Enter the distribution list number that you want to edit.
5. Select 1: Manage distribution list.
6. Select one of the following:
•
•
•
•
•
1 — add recipient
2 — remove recipient
3 — list recipients
0 — help
* — exit to previous menu
7. If you selected 1, to add a recipient, enter the new recipient number, and then select one of the
following:
• 1 — save
• * — cancel
8. If you select 2, to remove a recipient, enter the number of the recipient that you want to remove, and
then select one of the following:
• 1 — delete
• * — cancel
To delete a distribution list over the telephone
1. From the main menu, select 4: Change mailbox options.
2. From the Mailbox options menu, select 6: Distribution lists options.
3. From the Distribution lists options menu, select 3: Delete distribution list.
4. Enter the number of the distribution list that you want to delete.
5. Select one of the following:
• 1 — delete
• * — cancel
619500002-1D
Copyright © 2014 ADTRAN, Inc.
19
Customizing your Mailbox
NetVanta UC Server PA Guide
Customizing your Mailbox using your Computer
This section explains how to customize your mailbox, such as recording greetings and one-time messages,
using UC Client voice message features on your user extension.
You manage all voice message features using the main window or Assistant menu. This menu appears by
default when you start the application. You can access voice-messaging features by selecting the feature
icons in the navigation pane.
For more information on setting mailbox options from your computer, refer to
Customizing your Mailbox on page 98.
Recording and selecting greetings
Using the Greeting Management pane, you can create and record new greetings, or play and delete existing
greetings. You can manage four types of greetings:
•
•
•
•
External greeting
Internal greeting
Mailbox identifier greeting
Out-of-office greeting
Callers from outside your workplace hear the external greeting. This greeting is longer and more
informative than the internal greeting. Here is an example of an external greeting:
“Thank you for calling [your workplace name]. We are unable to take your call at this time; please leave a
message at the sound of the beep and we will get back to you before the end of the day.”
Callers from another extension at your workplace hear the internal greeting. This greeting is shorter than
an external greeting and can be more informal because it is intended for internal callers. Here is an
example of an internal greeting:
“Hi, I’ll be in a meeting all morning, but I’ll get back to you after lunch. Thanks for your patience.”
The mailbox identifier greeting consists of your name. Callers hear this greeting when their call is
transferred to your extension. The mailbox identifier is always available in the greetings list and you
cannot delete it.
Enable the out-of-office greeting when you are away from the office for an extended time. The caller
cannot interrupt the out-of-office greeting. Callers hear the entire greeting before they can leave a message.
You can record an out-of-office greeting and enable it only when you need it. You can re-use the same
greeting each time you are out of the office. When you start the application, a notice reminds you that the
20
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
out-of-office greeting is enabled. You can turn it off or leave it on.
If you enable the out-of-office greeting, it plays in place of the internal and external
greeting. If you record an external greeting but no internal greeting, all callers hear
your external greeting. If you record an internal greeting but no external greeting,
external callers hear a default greeting. If you do not record any greetings, the following
default greeting plays to callers: “We are unable to take your call. Please record a
message after the tone.”
Available greetings are listed alphabetically. A new greeting appears at the bottom of the list until you
refresh the content pane.
Creating and recording greetings
You can create and record a new greeting, or re-record an existing greeting. There is no limit to the number
of greetings that you can create, provided there is enough disk space to accommodate them.
For information about managing greetings using the telephone, refer to Managing Messages using your
Telephone on page 41.
To create a new greeting
1. In the Available Greetings section, select the New button.
2. Type a name for the new greeting.
3. Press Enter, and the new greeting appears at the bottom of the list.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
21
Customizing your Mailbox
NetVanta UC Server PA Guide
To record a greeting
1. In the Available Greetings list, select the name of the greeting that you want to record.
2. Select the Record button next to the greeting that you want to record to open the record Audio box.
3. Choose replace all from the Insert New Audio list.
4. Select record and record the greeting.
5. Select stop when you are finished recording.
6. Select OK.
The maximum length of a recorded greeting is 15 minutes.
22
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
Playing and deleting greetings
To play a greeting
1. From the Available Greetings list, select the greeting that you want to play.
2. Make sure that the audio device you want is selected.
3. Select play to play the greeting.
To delete a greeting
1. From the Available Greetings list, select the greeting that you want to delete.
2. Select the trash button to delete the greeting.
3. Select Yes to confirm the deletion.
Re-recording and deleting greetings using the Audio Editor
For more information about using the Audio Editor for advanced management of audio greetings, refer to
Using Announcements in Call Answering Services on page 129.
To re-record a greeting using the Audio Editor
1. From the Available Greetings list, select the greeting that you want to re-record.
2. Make sure that the audio device you want is selected.
3. Select the advanced button to open the Audio Editor.
Advanced button
In the text area of the Audio Editor, you can type the greeting that you want to record.
This is useful to eliminate pauses when you are recording.
4. Select record to open the Record Audio box.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
23
Customizing your Mailbox
NetVanta UC Server PA Guide
5. From the Insert new audio list, select a position on the waveform:
• At the current position—records from the marker’s position on the waveform (from the
beginning, if you did not make a selection)
• At the beginning—records from the beginning
• At the end—records from the end of the current greeting
• Replace all—replaces the current greeting with the new greeting
6. Select record and record the greeting.
7. Select stop when you are finished recording.
8. Select OK.
9. Select play to listen to the re-recorded greeting.
10. Select File > Exit to close the Audio Editor and update the greeting.
11. Select Yes to update the greeting and return to the Greeting Management pane.
The maximum length of a recorded greeting is 15 minutes.
To edit a greeting using the Audio Editor
1. From the Available Greetings list, select the greeting that you want to edit.
2. Make sure that the audio device you want is selected.
3. Select the advanced button to open the Audio Editor.
Advanced button
In the text area of the Audio Editor, you can type the greeting that you want to record.
This is useful to eliminate pauses when you are recording.
4. Select the position or area of the waveform that you want to edit.
5. Select record to open the Record Audio box.
24
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
6. From the Insert new audio list, select one of the following:
•
•
•
•
In place of the current selection—replaces the selected area with the new recording
After the current selection
Before the current selection
At the current position—records from the marker’s position on the waveform (from the
beginning, if you did not make a selection)
• At the beginning—records from the beginning
• At the end—records from the end of the current greeting
• Replace all—replaces the current greeting with the new greeting
7. Select record and record the greeting.
8. Select stop when you are finished recording.
9. Select OK.
10. Select play to listen to the edited greeting.
11. Select File > Exit to close the Audio Editor and update the greeting.
12. Select Yes to update the greeting and return to the Greeting Management pane.
The maximum length of a recorded greeting is 15 minutes.
Selecting greetings
For each greeting type, you can specify a greeting from a list of possible greetings. If you select none for a
greeting type, the system plays the default greeting.
To specify a greeting
1. On the Greeting Management content pane, select one of the following greeting types:
• External greeting
• Internal greeting—by default, it is the same as the external greeting
• Mailbox identifier—it can be only on or off, there are no other greetings available in the list
• Out-of-office greeting—if you specify an out-of-office greeting, the external and internal
greetings are unavailable
2. Select a greeting from the list.
You cannot select a greeting if there is no audio recorded for it.
Recording one-time messages
The One-time Messages feature allows you to record a message intended for a specific caller. The caller’s
name and telephone number are recorded in the Contacts list that you maintain in Outlook. You need caller
619500002-1D
Copyright © 2014 ADTRAN, Inc.
25
Customizing your Mailbox
NetVanta UC Server PA Guide
ID to be able to use this feature.
You can change or remove a one-time message that you leave for a caller. However, once a caller has
telephoned your extension and heard the one-time message, it is automatically deleted.
To create a one-time message for a contact
1. In the Assistant navigation pane of the main Client menu, select One-time Messages to open the Onetime Messages content pane.
2. Select Add to open the One-time Messages recording dialog box.
3. From the For list, select the contact that you want to receive the one-time message. The contacts are
from the list of contacts that you maintain in Outlook.
In the text area of the One-time Message dialog box, you can type the greeting that you
want to record. This is useful to eliminate pauses while you record.
4. Select record to open the Record Audio dialog box.
5. Make sure that the audio device you want is selected.
6. From the Insert new audio list, select at the beginning.
26
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing your Mailbox
7. Select record. If you are using your telephone, wait for the beep before you begin to record. As you
record, the clock runs and the red record button turns grey.
8. Select stop when you have finished. If you used your telephone, you can also press the Release button
on the phone to end the recording.
9. Select play to hear the greeting.
10. Select OK to keep the greeting. The contact to receive your one-time message appears in the Onetime Messages content pane. Any other contacts that you record a one-time message for are added to
this list.
To change a one-time message for a contact
1. In the One-time messages content pane, select the contact for the one-time message that you want to
change.
2. Select Change.
3. Follow steps 4 to 10 of To create a one-time message for a contact on page 26.
4. Select Done when you are finished changing the message.
To delete a one-time message
1. In the One-time messages content pane, select the contact whose one-time message you want to
delete.
2. Select Delete.
3. Select Yes to confirm the deletion.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
27
Customizing your Mailbox
28
NetVanta UC Server PA Guide
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
3
Customizing Incoming Call Options
Customizing Incoming Call Options
Overview
This section explains how to manage identities.This section explains how to use NetVanta 3200 voice
message features on your user extension. These include features used to notify you about messages, and
transferring calls based on conditions you specify, such as specific callers or time of day. It also includes
information about how to manage extensions and identities.
You manage all voice message features using the main window or the Assistant menu. This menu appears
by default when you start the application. You can access voice-messaging features by selecting the feature
icons in the navigation pane.
This section covers the following topics:
•
•
•
•
•
•
Specifying Callers on page 29
Setting Time and Day Restrictions on page 31
Using Account Codes on page 31
Transferring Callers on page 31
Setting up Call Notification Options on page 33
Managing Extensions and Identities Options on page 38
Specifying Callers
The notification options, and the transfer calls option, allow you to specify callers whose calls or messages
you want transferred or delivered to you. Follow the same procedure for each feature after you open its
content pane.
You can specify callers from within your Contacts list in Outlook, or enter numbers individually if they are
not on your Contacts list.
Unless you specify callers, the NetVanta UC Server forwards/delivers all calls/messages
to you if a notification option is enabled.
To specify callers from your Outlook Contacts list
1. In any of the notification option panes, enable the Specific callers check box.
2. Select the down arrow to access your Outlook Contacts list.
3. Select a contact. The contact appears in the large text box.
4. Repeat step 3 to add other contacts.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
29
Customizing Incoming Call Options
NetVanta UC Server PA Guide
5. Select Apply. Messages from selected contacts are delivered or forwarded to you, depending on the
feature you are using.
To specify callers who are not on your Outlook Contacts list
1. In any of the notification option panes, enable the Specific callers check box.
2. Select the telephone icon.
You can also type the telephone number directly into the text box.
3. Type a phone number in the Telephone number text box.
4. Select OK. The number that you specified appears in the large text box.
5. Repeat steps 2 to 4 to add other numbers to the list.
6. Select Apply. The NetVanta UC Server forwards calls or delivers messages whose caller ID matches
any of the numbers that you specify.
To delete a phone number from the list of numbers that you specified for a notification
option
1. Select the number that you want to delete.
2. Select the trash icon.
Synchronizing contacts
The Synchronize contacts option is only available to users who have a client-side contact database, where
contacts are stored on a user's computer, and not on a server like Microsoft Exchange. Examples of clientside contact databases include Microsoft Outlook (running in "Internet Only Mode"), Outlook Express,
and Windows Address Book.
The NetVanta UC Server cannot access contacts that are stored in these client-side contact databases, so in
order to perform real-time contact matching this contact information must be copied and stored on the
NetVanta UC Server. Client-side contacts are synchronized with the information stored on the NetVanta
UC Server every time a user starts the NetVanta 3200 and when the NetVanta 3200 is shut down. If a user
makes changes to their client-side contact database while the NetVanta 3200 is open, and they want the
NetVanta UC Server to recognize these changes without having to shut-down and restart the NetVanta
3200, the user can force a contact synchronization by using the Tools > Synchronize contacts menu option.
To synchronize contacts from a user's computer to the NetVanta UC Server
Select Tools > Synchronize contacts.
30
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing Incoming Call Options
Setting Time and Day Restrictions
You can set time and day restrictions for any notification option. Follow the same procedures for each
feature after you open the content pane.
To set time and day restrictions
1. In any of the notification option panes, enable the On time and day check box.
2. Highlight the hour in the first text box. Using a 24-hour clock, type the hour when you want the time
restriction to begin. Do the same for the minutes, if required. The time restriction starts at this time.
3. Highlight the hour in the second text box. Using a 24-hour clock, type the hour when you want the
time restriction to end. Do the same for the minutes, if required. The time restriction ends at this time.
4. Select the check boxes for the days of the week when you want the notification option to be enabled.
5. Select Apply.
Using Account Codes
An account code is a specified set of digits that the caller must enter after completing the dialing pattern.
Account codes represent an accounting category, for example, expenditures, revenues, or salaries. They
also ensure security because a caller who does not have an account code cannot access specified
information.
You can use account codes to allow long distance dialing, in which the telephone company applies the long
distance charges to your account code.
You can set a default account code that applies to any trunk service. If the NetVanta UC Server
administrator has enabled the account codes option, you can specify the account that you want callers to
use.
To specify a default account code for a notification option
1. In any of the notification option panes, enable the Deliver, Transfer, or Notify check box.
2. Select the telephone icon.
3. In the Enter Phone Number box, enable the Use account code check box.
4. Type an account code in the text box.
5. Select OK.
Transferring Callers
The Transfer Callers option transfers callers to a telephone number that you specify. This option is useful if
you are out of the office and want to make sure that you receive an important phone call.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
31
Customizing Incoming Call Options
NetVanta UC Server PA Guide
You can specify a target phone number, to which callers are transferred, and the type of transfer. Specifying
an assisted transfer allows the call recipient to accept or deny a call based on the caller’s recorded name.
The default transfer type is a blind transfer, in which callers are transferred directly to the call recipient.
To specify callers, set time and day restrictions, or use account codes, refer to the
following sections, Specifying Callers on page 29, Setting Time and Day Restrictions on
page 31, and Using Account Codes on page 31.
To enable Transfer Callers and specify a target phone number
1. On the Assistant navigation pane, select Transfer Callers to open the Transfer Callers content pane.
2. Enable the Transfer to check box to enable Transfer Callers.
3. Type a phone number in the Target phone number text box. The NetVanta UC Server transfers your
calls to that number.
To specify the type of transfer
1. Enable the Transfer check box to enable Transfer Callers.
2. Do one of the following:
• Enable the Blind button for a blind transfer—callers are transferred directly
• Enable the Assisted button for an assisted transfer
32
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing Incoming Call Options
3. If you enabled the Assisted button, select a transfer type from the list:
• Never Prompt—callers are not prompted to record a name
• Always Prompt—every caller is prompted to record a name
• Prompt Unknown Caller—only callers not in the recipient's contact list are prompted to record a
name
Setting up Call Notification Options
There are three notification options:
• Active Message Delivery on page 33
• Pager Notification on page 35
• Email Notification on page 37
When the notification options are enabled, the NetVanta UC Server notifies you when you have received
messages.
You can customize the notification options so that the NetVanta UC Server notifies you about calls or
messages only from certain telephone numbers. Note that your office must have caller ID to be able to use
some of these features. You can also be notified about calls or messages based on the time or day.
Active Message Delivery
Active Message Delivery, when enabled for your user profile, notifies you that you have received a
voicemail or fax message directly from a caller, or forwarded from another user. When the callers that you
have specified leave a voice or fax message, you can be notified. You can also specify the days and times
during which you want to be notified.
When Active Message Delivery is enabled, the NetVanta UC Server calls you and informs you that you
have new messages. The NetVanta UC Server then prompts you for your mailbox password. You can then
manage your messages.
If you have multiple telephone numbers entered in the Deliver box, and the first number on the list is not
answered, or the call is declined, the NetVanta UC Server tries the next number on the list.
Active Message Delivery is useful for service organizations such as call centers. For example, if a call
comes into a technical support line, and the first support technician is unavailable, then the call can be
rerouted to the next number on the list (another available technician), or to a manager, in order, to locate a
person available to answer the call.
Using Active Message Delivery, you can select who to send calls to, in what order, the number of attempts
to contact a user, and the amount of time between attempts. For example, you can select that a call comes
into your work number first, then your cell number, and if the call is still unanswered, then the call is
routed to your home number.
The target phone number that you specify for Active Message Delivery is the number that the NetVanta
619500002-1D
Copyright © 2014 ADTRAN, Inc.
33
Customizing Incoming Call Options
NetVanta UC Server PA Guide
UC Server uses to call you to notify you that you have a message. Specify several target phone numbers in
the order that you want the NetVanta UC Server to try them.
You can also cancel Active Message Delivery by specifying certain conditions. When the condition is met,
Active Message Delivery is canceled. If the NetVanta UC Server is between calls, Active Message
Delivery is discontinued, and no further attempts are made. If an outgoing call is already in progress, that
call continues until completion. For example, if a message is retrieved through voicemail, Outlook, Lotus
Notes, or an Instant Messaging client, then Active Message Delivery stops, so that no further attempts are
made to contact a user.
To specify callers, set time and day restrictions, or use account codes, refer to the
following sections, Specifying Callers on page 29, Setting Time and Day Restrictions on
page 31, and Using Account Codes on page 31.
To use Active Message Delivery
1. On the Assistant navigation pane, select the Active Message Delivery icon to open the Active
Message Delivery content pane.
2. Enable the Deliver check box to enable Active Message Delivery.
3. Select New messages only, if you want the NetVanta UC Server to deliver only new messages. Use
full mailbox management instructs for the NetVanta UC Server to deliver all your messages. You have
full access to your messages, as you do when you call in to check them, except that the NetVanta UC
Server calls you.
4. Select Apply.
34
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing Incoming Call Options
To specify target phone numbers for Active Message Delivery
1. Select the telephone icon.
You can also type the telephone number directly into the text box.
2. In the Enter Phone Number dialog box, type the area code and telephone number that you want the
NetVanta UC Server to use to call you.
3. From the Country code list, select the country, and select OK. Repeat steps 1 to 3 to add more target
numbers to your list. The NetVanta UC Server calls each number in the list, in the order that you
specify, until it reaches you.
4. Select Apply.
To change the sequence of target phone numbers listed for Active Message Delivery
1. In the Active Message Delivery pane, select the telephone number whose position in the list you want
to change.
2. Select an arrow to move the number up or down within the list.
3. Select Apply.
To delete a target phone number from the list for Active Message Delivery
1. In the Active Message Delivery pane, select the telephone number that you want to delete.
2. Select the trash icon.
3. Select Apply.
To specify conditions to cancel Active Message Delivery
1. Select Tools > Options...
2. Select the Message Delivery tab.
3. In the Cancel active message delivery section, select one of the following options:
• Mailbox is accessed—Active Message Delivery is discontinued when you access your mailbox
• Mailbox has no new voice or fax messages—Active Message Delivery is discontinued when
there are no new voice or fax messages in your mailbox
• Mailbox has no messages—Active Message Delivery is discontinued when there are no messages
in your mailbox
Pager Notification
When you receive a message, the NetVanta UC Server pages you using a supported paging system. If it is
619500002-1D
Copyright © 2014 ADTRAN, Inc.
35
Customizing Incoming Call Options
NetVanta UC Server PA Guide
available, caller ID information from the call is transmitted to the paging system.
To specify callers, set time and day restrictions, or use account codes, refer to the
following sections, Specifying Callers on page 29, Setting Time and Day Restrictions on
page 31, and Using Account Codes on page 31.
To use Pager Notification
1. In the Assistant navigation pane, select Pager Notification to open the Pager Notification Options
content pane.
2. Enable the Notify check box to enable Pager Notification.
3. Select the telephone icon.
You can also type the telephone number directly into the text box.
4. In the Telephone number text box, type the pager phone number and then select OK.
5. In the Message Prefix box, type information that will be part of the message sent before caller ID is
displayed on your pager. Numeric prefixes and suffixes are useful for identifying calls that the
NetVanta UC Server delivers. The prefix helps you differentiate between callers whose messages you
have instructed the NetVanta UC Server to deliver, and other callers to your paging system. For
example, you can use a prefix such as 123 or 000 to signal NetVanta UC Server deliveries.
36
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing Incoming Call Options
6. In the Message Suffix box, type information that will be part of the messages sent following any caller
ID information displayed on your pager.
7. Select Apply.
To set advanced Pager Notification options
1. In the Pager Notification content pane, select Advanced.
2. In the Delay after dialing text box, type a number. This is the number of seconds of delay that you
want to occur before tones have been sent to the paging system after the NetVanta UC Server has
dialed the phone number.
3. In the Tones to send before message text box, type any DTMF tones that must be issued before a
message is sent. Centralized paging systems require that users enter specific information before a
message is sent. For example, you might have to enter a Personal Identification Number. If your
number were 454501, you would enter these digits in the Tones to send before message text box.
4. In the Tones to send after message text box, type any DTMF tones that must be issued after the
message has been sent. Centralized paging systems require that users enter specific information after a
message is sent. For example, you might have to enter a symbol, such as #. Enter the appropriate
information in the Tones to send before message text box.
5. Select OK and then select Apply.
Email Notification
When a message arrives, the NetVanta UC Server notifies you at the email address that you specify.
To specify callers, set time and day restrictions, or use account codes, refer to the
following sections, Specifying Callers on page 29, Setting Time and Day Restrictions on
page 31, and Using Account Codes on page 31.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
37
Customizing Incoming Call Options
NetVanta UC Server PA Guide
To use Email Notification
1. In the Assistant navigation pane, select Email Notification to open the Email Notification Options
content pane.
2. Enable the Notify check box to enable Email Notification.
3. Enable one of the following options:
• Entire Message
• Notification
• Short Notification
4. Select Apply.
Managing Extensions and Identities Options
An identity typically corresponds to a user extension or an email address. When callers dial in to the
system, they can access, for example, a user extension or an employee’s email address. The Administrator
creates and assigns identities. If you have identities assigned, they appear in the identities pane, on the
bottom-left of the client window.
38
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Customizing Incoming Call Options
You can change the number of rings on an identity, which determines the number of times a call rings on an
extension before it is answered by the auto attendant.
To change the number of rings using the Identities pane
1. On the Identities pane, select the Number of rings box that corresponds to the identity that you want
to change.
2. Select the number of rings that you want for the identity. The default number of rings is 4.
3.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
39
Customizing Incoming Call Options
40
NetVanta UC Server PA Guide
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
4
Managing Messages using your Telephone
Managing Messages using your Telephone
This chapter covers how to manage your mailbox messages using your telephone. It includes the following
topics:
•
•
•
•
•
Overview on page 41
Accessing your Mailbox using your Telephone on page 41
Listening to Messages Remotely on page 41
Sending Messages from your Mailbox on page 43
Caller Options on page 47
Overview
You can use a local or remote telephone to log on to the system and retrieve not only voice messages but
email. With a single keypad command, the text-to-speech engine reads email messages to you over the
phone. You are also informed if you have received fax messages.
You can send messages from your mailbox to another mailbox. You can also transfer callers to your
mailbox. You can forward and reply to messages from your mailbox. You can also search your contacts list
for information, from your mailbox.
Callers dialing into the system also have options to choose from. These options include bypassing or
skipping out of a greeting, changing to another extension, or dialing the operator.
Accessing your Mailbox using your Telephone
You can access your mailbox using your telephone extension or a remote telephone. To access your
mailbox using your telephone extension, you need the UC Server access number, which you can obtain
from your system administrator, and your password.
To access your mailbox using your telephone extension
1. On your telephone keypad, enter the UC Server access number.
2. Enter your password followed by #.
Listening to Messages Remotely
When you call your extension from another location and access UC Server, you are performing remote
mailbox management. This might include listening to messages and sending them to another phone
number or managing some of your mailbox options.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
41
Managing Messages using your Telephone
NetVanta UC Server PA Guide
To listen to your messages from a remote location
1. Call your workplace phone number that has UC Server as the auto attendant.
2. When prompted, press the system-defined key used to access mailbox management. The default key
for remote mailbox management is #.
3. When prompted, enter your extension number.
4. When prompted, enter your password followed by #. Before you hear the main menu, the mailbox
summary lists the number and types of messages in your mailbox.
5. The main menu lists basic options. If you do not make a selection right away, the menu is repeated
until you press a key.
Table 4–1: Main Menu
1,1
to review new messages
1,2
to review new voice messages
1,3
to review new email messages
1
to review all messages
2
to send a message
4
to change mailbox options
5
to search contacts
*
exit
Press 1,1 to hear new messages or press 1 to hear all messages.
You can use the following playback commands on your telephone keypad as you listen to each message:
Table 4–2: Playback commands
1
= rewind 3 seconds
1,1
= rewind to start of message
2
= pause then resume playback
3
= forward 3 seconds
3,3
= forward to end of message
5
= play message information (caller ID, date, time)
7,7
= delete message
8
= reset to normal volume
8,8
= reply/call back to messages
9
= increase volume
9,9
= save message
0
= help
#
= skip to end of message (message marked as unheard)
*
= done
42
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages using your Telephone
Playback commands are different depending on the type of message you are checking.
6. At the end of each message, the end of message menu plays. If you press # to skip the message, it is
marked as unheard.
Table 4–3: End of message menu
3
to forward
4
to replay
5
to play message information
7
to delete
8
to reply to messages
9
to save
#
skip message
0
help
Sending Messages from your Mailbox
You can send a voice message to another person directly from your mailbox to their mailbox, without
calling their extension.
To send a voice message from your mailbox:
1. Access your mailbox using a telephone.
2. Press 2 to send a message.
3. Record the message, and then press # when you are finished recording.
4. When you finish recording, do one of the following:
•
•
•
•
Press 1 to keep the message.
Press 2 to re-record the message. Follow the prompts.
Press 3 to listen to the message. When you are satisfied with the message, press 1 to keep it.
Press * to cancel.
Table 4–4: Post-recording options
1
keep
2
re-record
3
listen
*
cancel
619500002-1D
Copyright © 2014 ADTRAN, Inc.
43
Managing Messages using your Telephone
NetVanta UC Server PA Guide
5. To enter recipients, do one of the following:
• Enter the extension or phone number followed by #.
• Press 1 to send to a name. Enter the name followed by #.
• You are prompted to press 1 to confirm the selection or to press * to cancel selection
6. If you want to send the same message to more than one mailbox, press 1 to enter another recipient’s
phone number. To send the message, press 2.
Transferring calls to a mailbox
To transfer a call directly to a mailbox
1. While you have a caller on the telephone, press Transfer on the telephone keypad.
2. Dial the UC Server telephone number.
3. When you are prompted to enter a password, followed by #.
4. When you are prompted for an extension number, enter the extension number of the mailbox where
you want to transfer the caller.
5. Hang up.
Forwarding messages
You can forward any type of message from your mailbox, as either a voice or email message. If you have
contact integration, you can forward an email message to a user and another email address.
The forward to email feature works only if UC Server has an email server and the
contact management system configured.
To forward a voice message from your mailbox
1. Access your mailbox using a telephone.
2. After you listen to the message that you want to forward, press 3.
3. Record an annotation to the message, and then press # when you are finished recording.
4. When you finish recording, select one of the following Post-recording options on page 43:
•
•
•
•
Press 1 to keep the message.
Press 2 to re-record the message. Follow the prompts.
Press 3 to listen to the message. When you are satisfied with the message, press 1 to keep it.
Press * to cancel.
5. To enter recipients, do one of the following:
• Enter the extension or phone number followed by #.
• Press 1 to send to a name. Enter the name followed by #.
• You are asked to press 1 to confirm the selection or to press * to cancel selection
44
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages using your Telephone
6. If you want to send the same message to more than one mailbox, press 1 to enter another recipient’s
phone number.
7. If you want to send the message, press 2.
8. After the delivery confirmation, the end-of-message options play.
To forward a message by email from your mailbox
1. Access your mailbox using a telephone.
2. Listen to the message that you want to forward, and then press 3.
3. Do one of the following:
• Press 1 to record an annotation to the message
• Press 2 to skip the recording
4. To record an annotation, select one of the following Post-recording options on page 43:
•
•
•
•
Press 1 to keep the message.
Press 2 to re-record the message. Follow the prompts.
Press 3 to listen to the message. When you are satisfied with the message, press 1 to keep it.
Press * to cancel.
5. To enter recipients, do one of the following:
• Enter the extension or phone number followed by #.
• Press 1 to send to a name. Enter the name followed by #.
• You are asked to press 1 to confirm the selection or to press * to cancel selection.
To forward the email using the dial-by-name options, the contact that you choose must
have at least one valid email address.
6. If you want to send the same message to more than one email address, press 1 to enter another
recipient’s phone number. To send the message, press 2.
7. After the delivery is confirmed, the end-of-message options play.
Local message store users receive the forwarded email message as a voice message that
details where it is from, and plays the annotation, if there is one recorded for it.
Replying to messages
You can reply to a voice message or an email message directly from your mailbox. UC Server uses the
contact management software, for example Outlook, to reply to a message or call back the sender. You can
reply to a voice message that is from an internal caller. If the message is from an external caller, you can
call back the person who left the message. You can call that person back at any number that is in your
contacts list. You can send a voice message in reply to an email message using a wave file attachment.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
45
Managing Messages using your Telephone
NetVanta UC Server PA Guide
If you press # after you record a message, you can choose from any of the end-of-record options, listed
below.
Table 4–5: End-of-record options
1
deliver
2
re-record
3
listen
4
append
5
discard
*
cancel
To reply to an internal voice message
1. Access your mailbox using a telephone.
2. Listen to the voice message that you want to reply to.
3. Press 8 to reply to the message.
4. If the message is from a caller with an internal mailbox do one of the following:
• Record your message at the tone
• Press 1 to call back the extension
To reply to an email message
1. Access your mailbox using a telephone.
2. Listen to the email message that you want to reply to.
3. Press 8 to reply to the message.
4. Record your message after the tone.
5. When you finish recording your message press #.
When you reply to an email message, the reply is delivered as a wave file attachment to
the sender of the email. The recipient opens the attachment to hear your voice message.
To call back in response to a voice message
1. Access your mailbox using a telephone.
2. Listen to the voice message that you want to respond to.
3. Press 8 to call back in response to the voice message.
46
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages using your Telephone
4. Do one of the following:
• If you have the sender’s Calling Line ID, press 1 to call back the sender.
• If the sender’s telephone number is in your contacts list, press 2 to call back the sender at any of
the numbers listed.
• If you want to call a separate number in your contacts list, press 3 and enter the first few digits of
the person’s last name.
To call back in response to an email message
1. Access your mailbox using a telephone.
2. Listen to the email message.
3. Press 8 to call back in response to an email message.
4. If the sender’s email address is in your contacts list, press 2 to call back the sender at any of the
numbers listed.
Searching your contacts list
From your mailbox, you can transfer to a telephone number, search your contacts for a number to transfer
to, or search for information—such as address, email addresses, or telephone numbers—about your
personal contacts.
To search your contacts
1. Access your mailbox using a telephone.
2. From the Main Menu, press 5.
3. If you want to transfer to a telephone number, enter the number.
4. If you want to search your contacts list, do either of the following:
• Press 1 to search your contacts and transfer to a contact on your list
• Press 2 to search your contacts and retrieve information about a contact on your list
The type of information that you can retrieve includes the address, telephone number, or
email address for a contact, if already specified in the contact fields.
Caller Options
Callers that dial into the system have several options. While callers are listening to user greetings or
leaving messages, they can bypass a greeting, skip out of a greeting, skip out to another extension after
they leave a message, or dial the operator. A caller that accidentally ends up in the wrong voicemail, or
decides they want to call someone else instead, can skip out of a greeting. After leaving a message, a caller
can go to another extension and leave a message for another user without having to hang up and redial the
system.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
47
Managing Messages using your Telephone
NetVanta UC Server PA Guide
To bypass a greeting
Press # while listening to a greeting.
If the out-of-office greeting is enabled, the caller must listen to the initial system status
message before pressing the # key. The caller cannot press any key until the greeting has
played: “The user at this extension is out of the office”.
To skip out from a greeting
Press * while listening to a greeting. The caller hears the following: “If you wish to be transferred to an
extension, please dial the extension number now. If you are not sure of the extension number, but know the
name, press 1 now. Press * to manage you mailbox.”
This feature depends on how the system is configured. The administrator can change the
key access skip out option and whether it is enabled.
To skip out to another extension after leaving a message
1. After you record a message, press # to send a message.
2. Choose an option from the End of message menu on page 43. The caller hears the following:
“You may hang up now or if you wish to be transferred to an extension, please dial the extension
number now.”
This feature works correctly only if it is enabled by the system administrator.
To dial an operator
While listening to a greeting, press the operator key. By default, the operator key is 0.
The operator key can be configured by the system administrator. It might be a key other
than 0.
48
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
5
Managing Messages Using Your Computer
Managing Messages Using Your Computer
This chapter explains how the NetVanta UC Server works with Microsoft Outlook, Lotus Notes, and an
integrated messaging client to provide a unified communications solution. The chapter covers the
following topics:
•
•
•
•
Overview on page 49
Managing Messages in Microsoft Outlook on page 49
Managing Messages in Lotus Notes on page 55
Managing Messages in the Mailboxes Menu in NetVanta UC Client on page 61
Overview
The NetVanta UC Server works with Microsoft Exchange, Lotus Notes, an integrated messaging client
(using the Mailboxes menu in the NetVanta UC Server), and other IMAP-compliant email systems to
provide users with a single storage and access point for voice, fax, and email messages. Users can retrieve
and manage messages either over the telephone or directly from the desktop. This chapter explains how to
retrieve and manage messages from your desktop.
Managing Messages in Microsoft Outlook
The NetVanta UC Server can be integrated with Microsoft Outlook so that all your messages appear in the
same inbox. Below is an image of an Outlook inbox:
619500002-1D
Copyright © 2014 ADTRAN, Inc.
49
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
You are already familiar with email messages and how to manage them from your desktop. You can
manage voice and fax messages in the same way. When you double-click on a voice message icon, the
message opens in a NetVanta UC Client VoiceForm. You can play a voice message over your computer
using a headset, or over a telephone speaker, and you can forward the message to someone else.
When you double-click on a received fax in your Outlook Inbox, the fax opens in the NetVanta UC Client
FaxForm. You can print the fax, forward it by email or to other fax devices, or save the fax as a PDF.
The NetVanta UC Client custom VoiceForm and FaxForm allow you to manage voice and fax messages as
you would any other email. You can forward, move, delete, and save a message.
Managing Voice Messages in Outlook
You can listen to your voice messages from Microsoft Outlook, and you can manage your voice messages
from Outlook.
Listening to Voice Messages
An icon in your voicemail inbox indicates a voice message.
To listen to a voice message
1. In your Outlook inbox, double-click a voice message.
Voice message icon
You can select the icon, or the subject line of the message.The NetVanta UC Client VoiceForm menu
appears.
Audio commands
Speaker icons
Sliding volume
control
Connection
state
50
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
2. Select the icon of the speaker that you want to use.
or
The icon that you select is enclosed by a dotted line.
3. Selec the play button. Use the other audio commands to manage the playback.
Skip
Backwards
Move to
Beginning
Stop
Skip
Forwards
Pause
Move to End
Play
Managing Voice Messages
You can manage voice messages from your Outlook inbox or from a voice message window that you open.
When you connect to the server to retrieve messages, the message waiting light turns off, depending on
how it is configured by the system administrator.
The following instructions apply to both means of management. Unless otherwise stated, they assume that
you have opened a voice message and that it is displayed in a voice message window. When you are
managing voice messages from your Outlook inbox, you need to select a voice message before following
the steps.
To print text or an annotation associated with a voice message
1. Select File > Print.
2. Change the desired print options.
3. Select OK.
To save the audio component of a voice message
1. Select File > Save As Wave.
2. In the File name field, enter a name for the message.
3. From the Save In list, choose a location for the saved file.
4. Select Save.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
51
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To delete a voice message from the inbox
1. Select the voice message that you want to delete.
2. Select the Delete icon.
Delete icon
By default, Outlook deletes the voice message from the inbox and puts it in the Deleted Items folder
in Outlook.
To move a voice message to a different Outlook folder
1. Select the voice message that you want to move.
2. Drag the message to the Outlook folder where you want to move the message.
Outlook folders appear in the folder list of your inbox.
To forward a voice message
1. Select the Forward message icon.
Forward message
icon
The NetVanta UC Client VoiceForm menu opens.
Wave form
Text area
52
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
2. In the text area, enter comments or additional information that you want to include. Internal recipients
can listen to the voice message and read your comments in the text area. External recipients can read
your comments in the text area and receive the audio as an attachment.
3. Select To.
4. Select a recipient from your Outlook contacts list. The information for the recipient must include an
email address if you want the message to be forwarded successfully. If the recipient is not internal or
is not included on your contacts list with an email address, then do the following: in the Select Names
dialog box, select To and enter the recipient’s email address in the Forward Voicemail To field.
5. Select OK.
6. Select File > Send.
Managing Fax Messages in Outlook
You can identify fax messages in your Microsoft Outlook Inbox by the following fax message icon.
Fax message icon
To view a fax message
From your Outlook inbox, double-click a fax message. You can select the fax message icon or the subject
line of the message. The fax message opens in the NetVanta UC Client FaxForm.
If you do not see the fax icon, and if the fax message opens in NetVanta UC Client Fax
Viewer instead of the NetVanta UC Client FaxForm, then you may not have the NetVanta
UC Client FaxForm installed on your NetVanta UC Server. See your system
administrator for more information.
To print a fax message
1. Select the fax message that you want to print.
2. Select File > Print.
To save a fax message
1. Select the fax message that you want to save.
2. Select File > Save as TIF file.
3. In the File name field, enter a name for the message.
4. From the Save in list, choose a location for the saved file.
5. Select Save.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
53
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To save a fax message as a PDF
1. Double-click the fax message that you want to save. The NetVanta UC ClientFaxForm opens
2. Select File > Save as PDF file, or select the Save as PDF File icon on the toolbar.
Save as PDF File icon
3. In the File name field, enter a name for the message.
4. From the Save in list, choose a location for the saved file.
5. Select Save.
To delete a fax message from your inbox
1. Select the fax message that you want to delete.
2. Select the Delete icon.
Delete icon
By default, Outlook deletes the voice message from the inbox and puts it in the Deleted Items folder
in Outlook.
To move a fax message to a folder
1. Select the fax message that you want to move.
2. Drag the message to the Outlook folder where you want to move it. Outlook folders appear in the
folder list of your inbox.
To forward a fax message by fax
1. Select the fax message that you want to forward.
2. Select the Forward message icon.
Forward message
by fax icon
3. In the text area, enter comments or additional information that you want to include.
4. Select To.
5. Select a recipient from your Outlook contacts list. The information for the recipient must include an
email address if you want the message to be forwarded successfully. If the recipient is not internal or
is not included on your contacts list with an email address, then enter the recipient’s email address in
the To field.
54
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
6. Select OK.
7. Select File > Send.
To forward a fax message by email
1. Double-click the fax that you want to forward.
The NetVanta UC ClientFaxForm opens.
2. If you want to save a copy of the fax as a PDF before forwarding the fax then select File > Save as
PDF file.
• In the File name box, enter a name for the message.
• In the Save in list, choose a location where you want to save the file.
• Select Save.
3. Select the Forward message by email icon.
Forward message by
email icon
4. In the text area at the bottom of the window, enter any comments or additional information that you
want to include with the fax.
5. Select To.
6. Select a recipient from your Outlook contacts list. The information for the recipient must include an
email address if you want the message to be forwarded successfully. If the recipient is not internal or
is not included on your contacts list with an email address, then enter the recipient’s email address in
the To field.
7. Select File > Send.
Managing Messages in Lotus Notes
The NetVanta UC Server integrates with Lotus Notes through an IMAP-compliant email server. With
administrator and user mailboxes and passwords, the NetVanta UC Server puts voice and fax messages
into the appropriate mailbox.
Lotus Notes users can view voice messages in their inbox and can play voice messages through either a
computer sound card or over the telephone. Lotus Notes users can also view fax messages without opening
additional programs.
Launching Lotus Notes
When you launch the Lotus Notes client, it attempts to connect to the NetVanta UC Server. At the first
attempt, you are prompted for the location of the NetVanta UC Server.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
55
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To launch Lotus Notes with the NetVanta UC Server the first time
1. Launch Lotus Notes.
2. In the Server Name box, select the machine name or IP address of the NetVanta UC Server.
3. Enable the Save as default check box to automatically select the server the next time you launch
Lotus Notes.
4. Select OK.
5. enter your user name in the User name box. In most cases, the user name is your mailbox number.
6. enter your password in the Password box. In most cases, the password is your telephone mailbox
password.
7. Enable the Save as default check box to automatically log in to the NetVanta UC Server the next time
you launch Lotus Notes. Incoming voice and fax messages appear in the Lotus Notes inbox. Here is
what a Lotus Notes inbox looks like:
Lotus Notes automatically associates custom icons with voice and fax messages.
Voice icon
56
Fax icon
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
Managing Voice Messages in Lotus Notes
Listening to Voice Messages
Open the voice message to open the following form and client plug-in.
Audio commands
Playback selection
Toolbars
Waveform
representation
of voice
messages
The form allows you to select the playback enter: associated telephone handset, or speaker phone. The
waveform representation allows you to highlight and select sections of audio to play back.
To listen to a voice message
1. In your Lotus Notes inbox, double-click a voice message.
2. Select the icon of the speaker that you want to use.
3. Select play.
Managing Voice Messages
When you manage voice messages from the Lotus Notes inbox, you can select a voice message in the
inbox, or open the message. You can access the same options—replying, forwarding, and deleting—from
either the inbox or the open message dialog.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
57
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To reply to a voice message
1. Select Reply. If you want to reply to everyone who is on the To list, select Reply to All.
2. Select one of the following:
•
•
•
•
Reply
Reply with History
Reply without Attachment(s)
Reply with Internet-Style History
3. enter a message in the message area.
4. Select Send. If you want to save a copy of the reply, select Send and File... and select a location to
save to.
To forward a voice message
1. Select Forward.
2. Select one of the following:
• Forward
• Forward without Attachment(s)
• Forward with Internet-Style History
3. enter the email address to which you want to forward the memo.
4. If you want to add a message, enter it in the message area.
5. Select Send. If you want to save a copy of the forward email, select Send and File... and select a
location to which to save the copy.
To delete a voice message from the inbox
1. Select the message that you want to delete.
2. Select Delete.
Managing Fax Messages in Lotus Notes
Opening an incoming fax message opens the following form and client plug-in.
58
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
Viewing commands
Toolbars
Displayed fax
Sent Items—Fax Transmission Reports
Faxes that you send from a client computer are automatically put into the Sent Items folder.
The “Sent Items” folder used by Lotus Notes IMAP is not the same as the Lotus Notes
“Sent” folder. To review fax transmission reports, you might have to create a folder
called “Sent Items.”
For information about the fax transmission report, refer to Managing outgoing faxes on page 71.
Managing Fax Messages
Using the fax form, you can view and print messages in Lotus Notes. You can also move fax messages to
other folders.
To view a fax message
Double-click a fax message. Scroll in the Fax Viewer to view the fax.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
59
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To print a fax message
1. Open the fax message that you want to print.
2. In the Fax Viewer, select the Print icon to open the print dialog box.
Print icon
Make sure that the correct printer is selected in the Name list.
3. Select OK.
To save a fax message to a folder as a PDF file
1. Double-click a fax message
2. Select on the Save as PDF... icon in the fax control
Save as PDF
3. In the file name box, enter a name for the message.
4. In the Save in list, choose a location where you want to save the file.
5. Select Save.
Synchronizing Your Password with Lotus Notes
If you do not receive voice or fax messages, or are unable to access your mailbox, you might have to
synchronize your password with Lotus Notes.
Lotus Notes uses two different internal passwords: Lotus Notes and Internet password. The Lotus Notes
password is used exclusively with the Lotus Notes client. The Internet password is for all other login
authentications using Internet protocols, including Web access, POP, and IMAP4.
Changing your Lotus Notes password does not automatically change the Internet password. When creating
a Lotus Notes user, there is an option to synchronize the Internet password with Lotus Notes. The
synchronization occurs only when the user is created, otherwise the passwords must be individually
managed.
To change your IMAP4 password in the NetVanta UC Server
1. Launch the NetVanta UC Server.
2. Log in with the Lotus Notes user name and telephone password.
3. Select Tools > Options.
4. Select the External Systems tab.
60
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
5. Make sure that the information in the IMAP mailbox management section is correct.
6. Select the password button.
7. Enter the new Lotus Notes Internet password.
Managing Messages in the Mailboxes Menu in
NetVanta UC Client
The Mailboxes menu provides an integrated messaging client and displays all your voice and fax messages
in one inbox. You can play messages, forward messages to an email address, create attachments, and
archive messages.
Summary
Pane
Topics
Navigation
Pane
Navigation
Bars
Detail
Pane
Identitites
Pane
The navigation pane displays the folders in which messages are stored. Open a folder to view the contents
in the content pane. An icon indicates a voice or fax message. The information pane displays details about
the history of the message that you open. In the preview pane, you can view the waveform of a voice
message or contents of a fax message.
Managing Messages
Using the content pane of the Mailboxes menu, you can open, delete, or mark a message.
To open a fax message in the Fax Viewer
1. Right-click the fax message that you want to open.
2. Select Open.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
61
Managing Messages Using Your Computer
NetVanta UC Server PA Guide
To delete a fax or voice message
1. Right-click the fax or voice message that you want to delete.
2. Select Delete.
3. Select Yes to confirm the deletion.
To mark a fax or voice message as heard or unread
1. Right-click the fax message that you want to mark.
2. Select Mark as Heard or Mark as Unread.
Playing Voice Messages
You can play voice messages using the telephone or computer speakers.
To play a voice message
1. In the Content pane, select the message that you want to play.
2. If the waveform of the message does not automatically appear in the preview pane, select the
Download button.
3. Select the icon of the device that you want to use to play the message.
4. Select the Play button to play the voice message.
Using Attachments
You can drag a voice or fax message to an email message in your email client. The message that you drag
becomes an attachment. You can create attachments for new messages, reply emails, or forward emails.
The Save Attachment option enables you to save a voice or fax message attachment to your hard drive,
which you can then forward to other users using your regular email client.
To create an email attachment
1. Open your email client.
2. Do one of the following:
• Create a new email message.
• Create a reply to an existing email message.
• Create a forward email for an existing email message.
3. Drag the voice or fax message that you want from the content pane of the Mailboxes menu to the
email message. The message automatically becomes an email attachment.
62
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Managing Messages Using Your Computer
To save an email or fax locally as an attachment
1. Select the Mailboxes navigation bar.
2. Select the voice or fax message that you want to save as an attachment.
3. Right-click the selected message, and select Save Attachment.
Alternatively, select File > Save Attachment.
4. Browse to the location where you want to save the file locally, and select Save.
To save a fax message to a folder as a PDF file
1. Double-click a fax message
2. Select on the Save as PDF icon in the fax control
Save as PDF
3. In the file name box, enter a name for the message.
4.
In the Save in list, choose a location where you want to save the file.
5. Select Save.
Archiving Messages
You can save voice and fax messages in an archive directory on the hard drive.
To archive a message
1. Create a directory where you want to archive voice and fax messages.
2. Drag the voice or fax message that you want from the content pane of the Mailboxes menu to the
directory that you created. The message is automatically copied to the directory.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
63
Managing Messages Using Your Computer
64
Copyright © 2014 ADTRAN, Inc.
NetVanta UC Server PA Guide
619500002-1D
NetVanta UC Server PA Guide
Faxing
6. Faxing
This chapter provides information about how to send and manage fax documents. A fax printer driver is
included, which allows you to send a fax directly from whichever application you are using. There is also a
Fax Wizard to help you with fax transmissions. As with other features, you can select recipients quickly
from those listed in your Outlook Contacts or enter the recipient fax number yourself. You can also set an
account code to apply to the fax numbers that you choose.
This chapter also includes an overview of how faxes are received, and how to set up automatic
notifications when you receive a fax.
This chapter covers the following topics:
• Overview on page 65
• Sending Faxes on page 65
• Receiving Faxes on page 89
Overview
Use the Faxes menu to send and manage fax documents and their cover pages from the NetVanta UC
Client. There are several methods of sending faxes including:
• Sending a fax from other applications using the ADTRAN Fax print driver
• Sending a cover page only from the NetVanta UC Client using Quick Fax
• Sending a prepared fax from the NetVanta UC Client
The Faxes menu is not used for receiving faxes. Incoming faxes are received and viewed through a user’s
mailbox, for example, through Microsoft Outlook, Microsoft Exchange Server, Lotus Notes, or through an
Integrated messaging client (a Mailboxes navigation bar on the user’s NetVanta UC Client) or IMAP4.
The NetVanta UC Server can always receive a fax, provided adequate fax channels are available, whenever
a fax tone is detected.
Other methods of receiving faxes include:
• A dedicated fax number (fax identity). That is, a Personal Fax DID (direct-inward-dial) number.
• A shared voice and fax number (using the same identity)
Sending Faxes
You can send a fax document from another application or using the Faxes menu of the NetVanta UC Client.
When a fax document is ready to send, the fax is added to the fax queue. Before you send a fax, you can
619500002-1D
Copyright © 2014 ADTRAN, Inc.
65
Faxing
NetVanta UC Server PA Guide
change the user that you want to send the fax from. This is useful if a user manages several mailboxes.
You can send a fax cover page only using Quick Fax. For more information, refer to To
send a cover page only using Quick Fax on page 88.
Sending faxes from other applications using the ADTRAN Fax Printer
You can send faxes from other applications using the ADTRAN Fax Printer. You can also change user
profiles to send a fax from another user, or to save a fax to another user’s profile.
To send a fax document from another application
1. Open the document that you want to send as a fax.
2. Select File > Print to open the Print menu box.
3. From the printer name drop-down menu select the ADTRAN Fax Printer, and select OK.
4. If you are prompted, enter the user name and password for the user from which you want to send the
fax, and select OK.
5. In the NetVanta UC Client fax printer menu box, select one of the following:
• Send now—sends the fax now, after having made your fax selections
• Save to file—allows you to save the file as a fax to send later
To change the user from which you want to send the fax, refer to To change users when
sending or saving a fax on page 68.
66
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
6. If you select Save to file, refer to To save a document as a fax on page 67.
7. If you select Send now, select OK to open the Fax Recipients menu box.
8. Select Addresses to select recipients from your Outlook Contacts list. Otherwise, enter the recipient
names and fax numbers.
9. Select Add to List for each recipient that you specify.
To delete a recipient from the Recipient list, select the recipient and then select Remove.
10. Select Next and the Fax Scheduling menu box opens.
11. Specify when you want to send the fax, select Next, and the Select Cover Page menu box opens.
12. To include a fax cover page select Yes, and double-click a folder to view its contents.
13. Select the cover page that you want, select Next and the Cover Page Details menu box opens. Use the
arrow if you want to return to the previous folder.
Go back arrow
14. Enter the subject and notes that you want to add to the cover page, and then select Next.
15. At the Finished menu select Finish. The fax is sent according to the instructions.
Saving a document as a fax to send later
To save a document as a fax
1. Open the document that you want to save as a fax.
2. Select File > Print to open the Print menu box.
3. In the Name drop-down menu, select the ADTRAN Fax Printer, and select OK.
4. If you are prompted, then enter the user name and password for the user from which you want to send
the fax, and select OK.
5. If the Server menu box opens then select UC Server from the drop-down menu, enable the Save
server as default check box, and select OK to open the NetVanta UC Client Fax Printer menu box.
6. Enable the Save to file button.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
67
Faxing
NetVanta UC Server PA Guide
7. Select the Browse button to open the Select Fax Name menu box.
Browse Button
8. In the field, enter a name for the file and then select Select.
9. On the Fax Printer menu box, select OK. The fax document is saved in your fax documents folder.
Changing users when sending a fax or saving a fax to send later
When you send a fax from another application, or when you save a document as a fax to send later, you can
change the user that you want to send or save the fax from. This is useful if a user has several mailboxes.
If you are faxing from another application, or saving a document as a fax, then from the Print menu once
you have selected the ADTRAN Fax Printer and selected Print, then you are presented with the NetVanta
UC Client Fax Printer menu.
To change users when sending or saving a fax
1. From the NetVanta UC Client Fax Printer menu box, select the Change user button.
Change user button
2. Enter the user name and password for the user from which you want to send the fax. The user’s
information appears in the Current user information section of the Fax Printer menu box.
3. Select OK.
Sending faxes using the Faxes menu in the NetVanta UC Client
From the NetVanta UC Client, to get the Faxes menu select the Faxes navigation bar.
68
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
For information about sharing faxes, refer to Importing and Exporting on page 93.
Content pane
Navigation pane
Preview pane
The Faxes menu displays a Navigation pane, summary pane, and detail pane.
The Navigation pane displays the fax folders. You can use these to store fax documents and cover pages
that are saved to disk. The Queue folder contains the list of fax transmissions that you have scheduled.
Each entry includes the recipient’s name and fax number, the number of pages to be transmitted, the time
and date of transmission, and the cover page that you have associated with it.
The summary pane displays the contents of a folder when you select it.
The detail pane provides a partial view of a fax document that you select. As you scroll through the list of
available fax documents, you can view them in the detail pane.
Use the Page up and Page down commands on the Preview toolbar to view multiple pages of a fax
document.
Page down
Page up
Use the Rotate commands on the Preview toolbar to change the orientation of a fax in the detail pane. You
619500002-1D
Copyright © 2014 ADTRAN, Inc.
69
Faxing
NetVanta UC Server PA Guide
can rotate only one page of a fax document, or the entire document.
Rotate single page
180 degrees
Rotate single page left
Rotate single page right
Rotate document
180 degrees
Rotate document left
Rotate document right
To view faxes in more detail, you can use the Fax Viewer. For more information about the Fax Viewer,
refer to Managing outgoing faxes on page 71.
The Faxes menu is not used to receive faxes. If you are an Exchange user, any faxes that
you receive can be viewed in your Outlook Inbox. Local message store users can view
faxes through the integrated client.
To send a fax using the Faxes menu
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Fax Documents folder containing the document that you want to send. The folder’s
contents are listed in the summary pane.
Faxes Folder
3. Select the fax document that you want to send.
4. Select File > Print to open the Print menu box.
5. Follow steps 3 to 18 in Sending faxes from other applications using the ADTRAN Fax Printer on
page 66.
To specify fax numbers and account code
1. Select the telephone icon in the Fax Recipients menu box.
Telephone icon
2. Enter the area code and telephone number for the fax that you want to specify.
70
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
3. Choose a country code from the Country code drop-down menu.
4. Enable the Use Account Code check box. The administrator must have enabled this option in order
for it to be available.
5. Type an account code in the field, and select OK.
Managing outgoing faxes
You can preview or print fax documents that you have prepared for transmission. Likewise, you can
prepare a document, save it, and make it available for transmission at a later time. Prepared fax documents
can be stored in folders for efficient organization and easy retrieval. You can also copy or rename a fax.
A fax transmission report is created and sent with each fax that is sent successfully. A fax transmission
report consists of a graphic page image that contains both the text-based transmission report, and a
reduced-size image of the first page of the fax. The report includes information such as the date and time
the fax was sent, sender’s name, fax number, and total number of attempts. Depending on how your system
has been configured, you may be able to print the fax transmission report, along with the first page of the
fax, by using the File > Print First Page command in the Fax Viewer.
Fax transmission reports are sent to your Sent Items folder when a fax is sent successfully. If the fax is
unsuccessful, an email stating the failure appears in your mailbox.
To preview a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to preview. The folder’s
contents are listed in the summary pane.
Faxes Folder
619500002-1D
Copyright © 2014 ADTRAN, Inc.
71
Faxing
NetVanta UC Server PA Guide
3. Right-click the fax document that you want to preview, and select Open to display the fax in the Fax
Viewer.
72
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
.
Use the zoom control icons to zoom in or out of the fax.
Zoom in
Zoom out
Use the rotate control icons to rotate only one page of a document, or the entire document. Rotate to the
left, right, or 180 degrees.
Rotate single page
619500002-1D
Rotate entire document
Copyright © 2014 ADTRAN, Inc.
73
Faxing
NetVanta UC Server PA Guide
Use the page control icons to scroll through a multiple-page document.
Previous page
Next page
To print the fax document from the Fax Viewer, select the printer icon on the Fax Viewer
toolbar.
To print a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to print. The folder’s contents
are listed in the summary pane.
Faxes Folder
3. Right-click the fax document that you want to print, and select Open to display the fax in the Fax
Viewer.
4. Select File > Print Setup to open the Print Setup menu box.
5. Select a printer, and select OK.
To print the first page only of a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to print. The folder’s contents
are listed in the summary pane.
3. Right-click the fax document that you want to print, and select Open to display the fax in the Fax
Viewer.
4. Select File > Print First Page to print the first page only of the fax. Depending on how your system
is configured, the fax transmission report may also be printed.
To rename a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to rename. The folder’s
contents are listed in the summary pane.
3. Right-click the fax document that you want to rename, and select Rename.
4. Enter a new name for the fax document.
74
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
To copy a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to copy. The folder’s contents
are listed in the summary pane.
3. Right-click the fax document that you want to copy, and select Duplicate. A copy of the fax
document appears in the summary pane, with the words “Copy of” before its name. You can rename
the copied document.
To delete a fax document
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the fax documents folder containing the document that you want to delete. The folder’s
contents are listed in the summary pane.
Faxes Folder
3. Right-click the fax document that you want to delete, and select Delete.
4. Select Yes to confirm the deletion.
When you create a fax document for transmission at an undetermined time, you can save it to a fax
documents folder. That makes it easy to find the fax when you open the Faxes menu and schedule its
transmission.
To create a folder for fax documents
1. Right-click anywhere in the summary pane.
2. Select New > Folder. A new folder is added is added to the list in the summary pane.
3. Enter a name for the folder.
To put a fax document in a folder
Select the fax document that you want to store in a folder and drag it to the folder where you want to store
it.
Select a folder to view its contents.
On the toolbar, use the Go back arrow to return to the list previously displayed in the
summary pane.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
75
Faxing
NetVanta UC Server PA Guide
Viewing the fax queue and status
Select the Queue icon in the navigation pane of the Faxes menu to view all the faxes that you have
scheduled for transmission. You can view the list of faxes that you have prepared, delete or cancel
transmission, suspend transmission indefinitely, reschedule transmission, and forward faxes. You can also
change the transmission by adding or removing recipients.
When a fax has been successfully transmitted, it is removed from the fax queue. You receive an email
message signaling successful transmission.
The system administrator has set the maximum number of transmission attempts. If a fax is not
successfully transmitted after the maximum number of attempts, you receive an email message to inform
you about the failure. When you send a fax using the ADTRAN fax printer driver, a fax transmission report
appears in your inbox. In the case of visual clients such as Microsoft Exchange, Lotus Notes, IMAP4, or
Integrated Messaging client, a successful fax transmission report appears in your Sent Items folder. If the
fax is not sent successfully, a failed fax transmission report appears in your inbox.
The fax transmission includes a history of the attempts and outcome of the fax. A fax transmission report is
also available in the call logs.
To view the fax queue
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Queue folder icon. The folder’s contents are listed in the summary pane.
For each fax in the list, you can see the recipient’s name and fax number, the scheduled transmission time
and date, and the number of pages including the cover page.
To view an individual fax listed in the fax queue
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane.
2. Right-click the fax that you want to view, and select Open.
To change recipients or fax numbers of a fax listed in the fax queue
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane. You can
change a scheduled fax only if it is in waiting status.
2. Right-click the fax that you want to change, and select Modify. The Recipients menu box opens.
3. Make the changes that you want, and then select Next.
4. To remove a recipient from the list, select the recipient in the list and then select Remove.
5. To change a recipient’s fax number, select the recipient and then make the change.
6. Select Next until the Finished menu appears.
7. Select Finished.
76
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
To reschedule transmission of a fax listed in the fax queue
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane. You can
reschedule a fax only if it is in waiting status.
2. Right-click the fax whose transmission you want to reschedule, and select Reschedule to open the
Scheduling menu box.
3. Change the scheduling information that you want and then select Next.
4. Select Next until the Finished menu appears.
5. Select Finished.
To forward a fax listed in the fax queue
1. Select the Queue folder.
Faxes scheduled for transmission are listed in the summary pane. You can reschedule a fax only if it is
in waiting status.
2. Right-click the fax that you want to forward, and select Forward to open the Recipients menu box.
3. Select Addresses to select a recipient from your Outlook contacts list. Otherwise, enter the name and
fax number of the recipient to whom you want to forward the fax.
When you forward a fax document, it appears as a new entry in the fax queue.
4. Select Add to list.
5. Select Next until the Finished menu appears.
6. Select Finished.
To suspend transmission of a fax listed in the fax queue
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane. You can
suspend a fax only if it is in waiting status.
2. Right-click the fax whose transmission you want to suspend indefinitely, and select Suspend. The fax
transmission is suspended indefinitely. View this information in the status field.
To resume transmission of a fax that had been suspended
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane.
2. Right-click the fax whose transmission you want to resume, and select Resume. The fax transmission
is resumed. View this information in the status field.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
77
Faxing
NetVanta UC Server PA Guide
To delete a fax listed in the fax queue
1. Select the Queue folder. Faxes scheduled for transmission are listed in the summary pane.
2. Right-click the fax that you want to delete, and select Delete.
3. Select Yes to confirm the deletion.
Using fax cover pages
This section provides information about how to create and manage fax cover pages. A cover page is sent as
the first page of your document and usually includes your name, your company name and fax number, as
well as that of the recipient, and some information relating to the subject of the fax.
There is a folder for fax cover pages in the navigation pane of the Faxes menu. When you open the Cover
Pages folder, your fax cover pages are listed in the summary pane. From there you can create new cover
pages and manage those that already exist. For information about sharing fax cover pages, refer to
Importing and Exporting on page 93.
You can also send only a fax cover page using Quick Fax.
To create a new fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon.
3. Right-click anywhere in the summary pane.
4. Select New > Fax Cover Page. A new untitled cover page appears in the summary pane.
5. Enter a name for the cover page. You can use the Fax Cover Page Editor to design the appearance and
content of the cover page that you created.
6. Select File > Save after you finish the design.
To use an existing fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon.
3. Right-click the cover page that you want to use. You can use one of the cover pages that is included,
which are called FaxCoverPage 1 or FaxCoverPage 2.
4. Select Duplicate to create a copy of the cover page.
5. Right-click the copy of the cover page.
6. Select Rename.
7. Enter a new name for the fax cover page.
78
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
8. Double-click the new fax cover page to open the Fax Cover Page Editor and make the changes that
you want.
If you do not make a copy of the cover page before you make the changes, the application
permanently replaces the original cover page template with your changed copy.
Use the Fax Cover Page Editor to customize the cover pages that you create and to change those that
already exist. You can design and manipulate images to give your cover pages a distinctive look, according
to your needs and preferences. Your cover page is like a template: you can use it, store it, change it, and
reuse it as often as you want. You can access the Fax Cover Page Editor by creating a new fax cover page
or by editing an existing fax cover page.
To access the Fax Cover Page Editor
1. From the NetVanta UC Client select the Faxes navigation bar to open the Faxes menu .
2. To open the Fax Cover Page Editor, right-click anywhere in the summary pane, select New in the
shortcut menu and select Fax Cover Page. Alternatively, to open an existing fax cover page, select a
fax cover page, right-click, and select Open.
3. In the summary pane, double-click the icon of the new cover page.
The Fax Cover Page Editor consists of a standard Menu bar and Toolbar, a Tool palette, Canvas area, and
Menu bar
Toolbar
Tool palette
Canvas area
Status bar
Status bar. You design your cover page on the canvas using the tools from the tool palette together with the
toolbar and menu commands.
The Menu bar contains the File, Edit, View, Insert, Format, Layout, and Help menus.
The Toolbar contains shortcuts to the most frequently used menu items. Hold the pointer over a button to
show the tooltips.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
79
Faxing
NetVanta UC Server PA Guide
The Tool palette contains tools for drawing, editing, and organizing your cover pages.
The Canvas is the design area. This is where you customize your cover page.
The Status bar shows the pointer’s status. For example, if you hold the pointer over a toolbar button, a
description of the button’s function is displayed on the status bar. The coordinates at the bottom right of the
status bar provide precise information about the pointer’s position.
Inserting and changing labels and message information
When you create a cover page, you select the type of information you want to include from the list of
information options. You do not enter specific sender or message content manually when designing your
cover page, because content will vary depending on each Fax that you set up. Instead, you insert labels for
the information using the Fax Cover Page Editor. A field is created on the canvas for each of the labels you
insert.
To:
[Label]
{Recipient’s Name}
[Field]
When a fax is transmitted, the NetVanta UC Server captures the fax number and associated name then
inserts the information as content in the field following the appropriate label on the cover page.
When designing the cover page, you can edit a label’s font, style and content. For example, you can change
the “fax” label so that it appears as “facsimile number.” However, you cannot change the actual content
that is associated with the field. This is because the content information is captured when a caller initiates a
fax request using a service element.
The recipient information labels that you can insert include:
•
•
•
•
•
•
•
•
•
•
•
•
•
Name
Fax number
Company
Street Address
City
State/Province
Zip/Postal Code
Country
Title
Department
Office location
Home telephone number
Office telephone number
The sender information labels that you can insert include:
80
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
•
•
•
•
•
•
•
•
•
Faxing
Name
Fax number
Company
Address
Title
Department
Office location
Home telephone number
Office telephone number
The message information labels that you can insert include:
•
•
•
•
•
Note
Subject
Date sent
Number of pages
Number of attachments
To insert an information label
1. From the Insert menu, choose one of the following label types:
• Recipient
• Sender
• Message
In this example, the choice is Recipient.
2. From the submenu, select the label that you want. The label is added to the cover page canvas. It
appears in a dotted rectangle. A field is inserted next to the label. The word recipient’s identifies the
field that appears in a second dotted rectangle.
The label name appears in bold, while the word recipient’s is italicized and has a
bracket in front of it. The label name is included as content on the cover page, but the
word recipient’s is not. The application inserts the recipient name associated with a fax
number when a caller initiates a fax request.
To reposition a label on the canvas
1. Select anywhere inside the label’s dotted rectangle and then drag it to the desired position.
2. Do the same with the dotted rectangle of the associated field.
To change the font and style of a label or field
1. Select the label or field that you want to change.
2. Do any of the following:
619500002-1D
Copyright © 2014 ADTRAN, Inc.
81
Faxing
NetVanta UC Server PA Guide
• Select a font from the font drop-down menu.
• Select a point size from the size drop-down menu.
• Select a style by selecting a style button.
You can use the familiar, standard font and text style commands from the toolbar to change the font and
style of the cover page, as described above. Alternatively, you can use the menu commands (Format >
Font) which also allow you to change the script and preview the font that you choose.
To change label content
1. Select the label content that you want to change.
2. Enter the changes to the label content.
You can change label content, but you cannot change associated field content from
within the Fax Cover Page Editor. To change field content related to a specific fax
transmission, you need to do so from the fax queue. Select the fax that you want to
change and right-click to get a shortcut menu.
Using the tool palette to customize fax cover pages
The tools available on the tool palette of the Fax Cover Page Editor can be divided into two groups: the
Text and Drawing group, and the Alignment group.
The tools in the Text and Drawing group allow you to draw shapes and insert text or bitmaps on the canvas.
The drawing tools can be selected only from the tool palette. They allow you to select, use shapes, and
zoom in on the canvas as you work on your design.
Selector
Lock selector
Zoom in
Zoom out
Zoom full page
Text
Line
Rectangle
Ellipse
Insert bitmap
Gridlines
82
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
When it is enabled, the Lock selector tool allows you to use the pointer to select and insert a shape, line, or
text on the canvas. Once you have inserted the item of your choice, the pointer resumes its standard
function.
If you select and insert a shape, line, or text when the Selector tool is enabled, the selector tool does not
resume the standard pointer function once you have inserted a shape, line, or text. The Selector tool
continues to insert the drawing tool that you chose from the tool palette. It does so until you select the Lock
selector tool. This disables the Selector tool.
To insert a shape
1. Select the Lock selector tool.
2. Select the shape that you want to insert.
3. Select on the canvas where you want to insert the shape and then drag down and to the right.
4. Release the mouse button to create the shape.
To reposition a shape on the canvas
1. Select the shape to select it.
2. Drag the shape to the position that you want.
You can turn on the gridlines. The gridlines help you to position shapes with ease on the
canvas.
To change the shape and size of a shape
• Select a handle and drag to change the size or shape of the selected object.
For example, you can change the shape of a circle so that it becomes an ellipse by selecting the handle, as
indicated, and dragging to the right.
To delete a shape
1. Select the shape that you want to delete.
2. Press Delete.
To draw a line
1. Select the Lock selector tool.
2. Select the Line tool.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
83
Faxing
NetVanta UC Server PA Guide
3. Select on the canvas where you want the line to begin and drag to draw the line.
4. Release the mouse button to create the line.
5. Select anywhere on the canvas to cancel the selection.
To change or reposition a line
1. Select the line that you want to change to select it.
2. Do either of the following:
• To shorten or extend the line, select one of the boxes at the end of the line and then drag as desired.
• To reposition a line on the canvas, select the line and drag it to a new position.
3. Select anywhere on the canvas to cancel the selection.
To delete a line
1. Select the line you want to delete to select it.
2. Press Delete.
To insert text
1. Select the Lock selector tool.
2. Select the Text tool.
3. Select where you want to insert the text.
4. Drag down and to the right. A dotted text box appears on the canvas.
5. Enter the text that you want to insert. Choose the font, size, and style commands on the toolbar to
change the text.
To insert text in a text box
1. Select the lock selector tool.
2. Select the text tool.
3. Select where you want to insert the text box and then drag to the right and down. A dotted text box
appears on the canvas.
4. Select Format > Line, Fill and Color to open the Line, Fill and Color menu box.
5. Select the Draw border/line check box. The text box lines are now solid.
6. Select line thickness from the Thickness box.
7. Enter the text in the text box. Change the font size and style as desired.
84
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
To insert a bitmap
1. Select the Insert bitmap tool to open the Open menu box.
2. Select the bitmap that you want to insert.
3. Select Open. The bitmap is inserted on the canvas.
Using the Alignment tools to customize fax cover pages
The second group of tools in the Fax Cover Page Editor is the Alignment group. These tools are used to
space or align selected objects on the canvas. Alignment tool commands can also be found in the Layout
menu.
Bring to front
Send to back
Space evenly across
Space evenly down
Align left edge
Align right edge
Align top edge
Align bottom edge
To move a shape to the front/back in relation to a second shape
1. Select the shape that you want to move to the front/send to the back to select it.
2. On the tool palette, select Bring to front/Send to back, as desired.
The shape that you selected is brought forward/sent back.
To space two or more objects evenly across/down the canvas
1. Select the objects that you want to space.
2. On the tool palette, select one of the following:
• Space evenly across
• Space evenly down
Spacing tools
The items that you selected are spaced evenly on the canvas.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
85
Faxing
NetVanta UC Server PA Guide
To align two or more objects on the canvas
1. Select the objects that you want to align.
2. On the tool palette, select the alignment tool that you want to apply.
Alignment tools
The items that you selected are aligned by the edges that you specify.
To preview a fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon. The fax cover pages are listed in the summary pane.
3. Select the fax cover page that you want to preview.
4. In the detail pane, select Download to get the file from the server. The cover page appears in the detail
pane.
5. Use the cover page toolbar to view the cover page.
Zoom in
Zoom to
Fit All
Page up
Print
Normal
Page down
Rotate single page
180 degrees
Rotate single page left
Rotate single page right
Rotate document
180 degrees
Rotate document left
Rotate document right
To rename a fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon. The fax cover pages are listed in the summary pane.
86
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
3. Right-click the cover page that you want to rename.
4. Select Rename.
5. Enter a new name for the cover page.
6. Select the icon of the new cover page to make the change.
To copy a fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon. The fax cover pages are listed in the summary pane.
3. Right-click the cover page that you want to copy.
4. Select Duplicate. The copy of the cover page appears in the summary pane, with “Copy of” before its
name. You can rename the cover page if you want to.
To delete a fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon. The fax cover pages are listed in the summary pane.
3. Right-click the cover page that you want to delete.
4. Select Delete.
5. Select Yes to confirm the deletion.
To edit a fax cover page
1. Select the Faxes navigation bar to open the Faxes menu.
2. Select the Cover Pages icon. The fax cover pages are listed in the summary pane.
3. Right-click the cover page that you want to edit.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
87
Faxing
NetVanta UC Server PA Guide
4. Select Open. The fax cover page is displayed in the Fax Cover Page Editor.
Use the toolbar and menu commands to change the fax cover page.
5. Select File > Save.
To send a cover page only using Quick Fax
The Quick Fax feature allows you to send a one-page fax message at any time, to as many recipients as you
choose. When you use Quick Fax, you send only a cover page. Your messages appear in the subject area.
1. On the toolbar, select the Quick Fax icon to open the Fax Recipients menu box.
Quick Fax icon
2. Select Addresses to select recipients from your Outlook Contacts list. If you are not choosing a
recipient from your Outlook Contacts list, enter the names and fax numbers.
3. Select Add to List for each recipient that you specify.
To delete a recipient from the Recipient list, select the recipient and then select Remove.
4. Select Next to open the Scheduling menu box.
5. Specify when you want to send the fax.
“When phone rates are discounted” means at midnight of the same day.
88
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Faxing
6. Select Next to open the Select Cover Page menu box.
7. Select a cover page to use as your Quick Fax document.
8. Select Next to open the Cover Page Details menu box.
9. Enter the subject of your Quick Fax and then enter a message in the Notes section.
10. Select Next and the Finished menu appears.
11. Select Finish. The Quick Fax message is sent according to the instructions.
Receiving Faxes
There are different methods of receiving incoming faxes.
• The default behavior for incoming faxes is that the NetVanta UC Server detects the tone that signals a
fax, the NetVanta UC Server receives the fax, and then stores it in a general mailbox. Using email, an
office administrator can then distribute received faxes to user mailboxes. No configuration is required
for this method to work, however, no notifications are sent to the user that they have a received a fax.
• A company can have a corporate fax attendant identity using a direct-inward-dial (DID) number, which
receives all incoming faxes.
• A user can have a shared voice and fax number, using the same identity.
A shared voice and fax number is not recommended for high numbers of incoming fax
calls. If an incoming fax call is answered at the user’s extension, the user will have
difficulties transferring the call into their service.
Incoming faxes are received and viewed through a user’s mailbox, for example, through Microsoft
Outlook, Microsoft Exchange, Lotus Notes, or through an Integrated messaging client (a Mailboxes
navigation bar on the user’s NetVanta UC Client) or IMAP4.
Notifying users of an incoming fax on a shared voice and fax identity
Personal Assistant (PA) users will be notified of an incoming fax using the same notification settings that
are configured for Active Message Delivery, Email Notification, or Pager Notification. The settings of
each of these options apply equally for voice and fax messages.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
89
Faxing
90
NetVanta UC Server PA Guide
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Creating Distribution Lists
7. Creating Distribution Lists
Overview
You can use the Distribution Lists menu to manage personal distribution lists. Distribution lists allow you
to send voice and fax messages to groups of users using the telephone. For information about using the
distribution lists over the telephone, refer to Managing distribution lists on page 18.
Three folders are included with the Client application—Everyone, Personal, and System. The Everyone
folder contains all the NetVanta UC Server users that are configured for the system. You cannot add a new
folder to the Everyone folder.
You can use the System distribution lists over the phone but you cannot create or manage them. Your
system administrator does this.
Record button
To create a personal distribution list
1. Select the Distribution Lists navigation bar to open the distribution lists menu.
2. Select the Personal folder.
3. In the right summary pane right-click, and select New > Distribution List.
4. Enter a Name for the distribution list folder.
5. Enter a unique number in the List Identifier field.
6. If you want to record an audio identifier for the distribution list, select Record and follow steps 2 to 7
in the procedure, To record an audio identifier for a distribution list on page 92.
7. Select OK.
To add a user to a distribution list
1. Select the folder that contains the user that you want to add to the list.
2. Drag the user name to the distribution list folder that you want to copy it to.
To delete a user from a distribution list
1. Select the folder that contains the user that you want to delete from the list.
2. Right-click the name of the user that you want to delete, and select Delete.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
91
Creating Distribution Lists
NetVanta UC Server PA Guide
To change distribution list information
1. From the Personal folder, right-click the personal distribution list that you want to change, and select
Open.
2. In the General Information section, do either of the following:
• Enter a new name in the Name field.
• Enter a new number in the List Identifier field.
3. If you want to change the audio identifier, select Record and follow steps 3 to 7 of the procedure To
record an audio identifier for a distribution list on page 92.
4. Select OK.
To rename a personal distribution list
1. Select the Personal folder, and right-click the distribution list that you want to rename, and select
Open.
2. Enter a name for the distribution list, and select OK.
To copy a personal distribution list
1. From the Personal folder, right-click the distribution list that you want to copy.
2. Select Duplicate.
To delete a personal distribution list
From the Personal folder, right-click the distribution list that you want to delete, and select Delete.
To record an audio identifier for a distribution list
1. In the summary pane, right-click the personal distribution list for which you want to record an audio
identifier, and select Open.
2. In the Audio Identifier section, select the Record button.
3. In the Record Identifier for section, select the Record button.
4. Make sure that the audio device you want is selected.
5. In the Insert new audio list, select replace all.
6. Select record. If you are using your telephone, wait for the beep before you begin to record.
7. Select stop when you are finished. If you used your telephone, you can hang up the phone or press the
Release button on the phone to end the recording.
8. Select play to hear the recording.
9. Select OK to keep the recording.
92
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Importing and Exporting
8. Importing and Exporting
This chapter explains how to use the Import/Export Wizard and covers the following topics:
• Overview on page 93
• Starting the Import/Export Wizard on page 93
• Importing and Exporting Items on page 93
Overview
The Import/Export Wizard allows you to share announcements, services, faxes, and fax cover pages by
importing items from another location, or exporting them from your computer to another location so that
other people can import them and use them.
Starting the Import/Export Wizard
To start the Import/Export wizard
1. Select File > Import-Export Wizard to open the wizard welcome menu.
2. Select Next.
Importing and Exporting Items
The Import/Export Wizard guides you through the process of importing or exporting an item.
To import an item
1. Using the Task Selection drop-down menu, select Import data from the File System, and then
select Next.
2. In the Import Directory field, make sure that the destination folders are correct. You can use the
Browse button to change the default destination folder.
The default destination is: C:\Documents and Settings\username\My
Documents\Export\
3. Select Next.
4. Select all the items that you want to import, and then select Next. Make sure that the box next to the
item has a check mark in it before you proceed.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
93
Importing and Exporting
NetVanta UC Server PA Guide
5. If you want to delete an item in the change destination field, select the item and then select the Delete
button.
6. If you want to change the destination of an item, select the item and then select the Change
destination button.
7. Select Next to transfer the items.
8. Select Next when the wizard is done.
9. Select Finish.
To export an item
1. Using the Select task to perform drop-down menu, select Export to the File System, and then select
Next.
2. Select the directory where the items that you want to export are located, and then select Next.
3. Select all the items that you want to export, and then select Next. Make sure that the box next to the
item has a check mark in it before you proceed.
4. Select Finish when the wizard is finished exporting the items.
94
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
9
Setting Options
Setting Options
This chapter explains how to set various options. Options fall under the following categories:
•
•
•
•
•
Setting General Options on page 95
Setting Message Delivery Options on page 96
Customizing your Mailbox on page 98
Setting Integrated Messaging Options on page 100
Compressing Voice Messages on page 101
For more information on setting mailbox options, refer to Customizing your Mailbox on
page 15.
Setting General Options
If you are a local message store user, you are prompted to enter your mailbox number, name, or password
each time you log in. You can enable the automatic login option if you do not want to enter your
information each time you log in.
Your user profile has a time zone setting that indicates in which time zone you are typically located. The
time zone setting effects the times and dates that appear on voice, fax, and email messages when you
access your mailbox using the telephone user interface.
If you travel, or are relocating to another site for a period of time, you can change your time zone settings.
You can set how the message waiting light on your phone operates. The message waiting light behavior
can also be set by your administrator either system wide or individually, and this setting may differ from
your own setting. The message waiting light behavior in effect corresponds to the last option set. Thus if
the administrator changes the system wide setting or your individual setting after you have set your
message waiting light behavior, then you will need to reset it in order for your settings to take effect.
To change the automatic login option
1. Select Tools > Options.
2. Select the General tab.
3. Enable the Enable automatic login check box.
4. Select OK.
To change your time zone setting
1. Select Tools > Options.
2. Select the General tab.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
95
Setting Options
NetVanta UC Server PA Guide
3. In the Time zone section, select the Time zone list.
4. From the Time zone list, select the time zone that you want.
When you run the First Time Access Wizard, the time zone setting for your profile is set
to the time zone of the computer running the first time access wizard. If the time zone is
the same as the server’s time zone, the setting is Same time zone as server system.
To change your message waiting light behavior
1. Select Tools > Options.
2. In the General tab, select one of the message waiting light options.
Use system defaults
The message waiting light behavior for your phone is
set according to the system wide setting set by your
administrator.
Never turn on or off
UC client does not manage the message waiting light
Turn on when new message arrives
Turn off when first message is accessed in
mailbox
The light turns off when you access the first new
message in your mailbox, regardless of whether you
disconnect before listening to the message.
Turn off when no more new messages in
mailbox
The light turns off when you access the last new
message in your mailbox.
3. Select OK.
Any changes to the message waiting light options come into effect immediately.
Setting Message Delivery Options
Message delivery options apply to the Active Message Delivery feature.
When Active Message Delivery is enabled and a message is received, the NetVanta 3200 calls a list of
specified numbers until it reaches you. You can set the number of times the NetVanta 3200 attempts to
deliver messages. You can also specify the interval between successive delivery attempts.
You can also cancel Active Message Delivery by specifying certain conditions. When the condition is met,
Active Message Delivery is canceled. If the UC client is between calls, Active Message Delivery is
discontinued, and no further attempts are made. If an outgoing call is already in progress, that call
continues until completion.
You can specify a default account code for outgoing calls. An account code is used for accounting and
96
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Setting Options
security. A caller who does not have an account code cannot access specified information.
You can use account codes to allow long distance dialing, in which the telephone company applies the long
distance charges to your account code.
To set the number of attempts to deliver a message to each number you have specified
1. Select Tools > Options.
2. Select the Message Delivery tab.
3. In the Retry text box, select the number of attempts to deliver to each number. The default number of
attempts is 3.
4. Select OK.
To set the number of minutes to wait between delivery attempts
1. Select Tools > Options.
2. Select the Message Delivery tab.
3. In the Delay text box, select the number of minutes to wait between delivery attempts. The default
delay period is 3 minutes.
4. Select OK.
To specify a default account code
1. Select Tools > Options.
2. Select the General tab.
3. Type the default account code in the Account code box.
4. Select OK.
To specify conditions to cancel Active Message Delivery
1. Select Tools > Options...
2. Select the Message Delivery tab.
3. In the Cancel active message delivery section, select one of the following options:
• Mailbox is accessed—Active Message Delivery is discontinued when you access your mailbox
• Mailbox has no new voice or fax messages—Active Message Delivery is discontinued when
there are no new voice or fax messages in your mailbox
• Mailbox has no messages—Active Message Delivery is discontinued when there are no messages
in your mailbox
619500002-1D
Copyright © 2014 ADTRAN, Inc.
97
Setting Options
NetVanta UC Server PA Guide
Customizing your Mailbox
Mailbox options allow you to customize your mailbox. Mailbox options include:
•
•
•
•
Changing the amount of information played about your messages
Changing the type of messages played and the order in which they are played
Setting whether to play information about each message
Setting whether to verify your password when checking messages from your extension
Changing the message summary
A message summary plays after you enter your password. The message summary includes:
• The number of messages in your mailbox
• The type of messages in your mailbox (voice, fax, or email)
• Whether messages are new or saved
There are three modes for message summary. They are:
Disabled
No message summary is provided.
Quick
The message summary provides limited information. For example:
“You have five new messages and six saved messages.”
This is the default mode.
Verbose
The message summary provides detailed information. For example:
“You have five new voice messages, four new fax messages, 30 new
email messages and 50 saved messages.”
To set the message summary mode using the desktop
1. Select Tools > Options.
2. Select the Mailbox tab.
3. In the Mailbox message summary section, select one of the following:
• Disabled
• Quick
• Verbose
4. Select OK.
Sorting messages
The message sorting options allow you to choose in what order you want to listen to your messages. You
can change the message sorting options using the desktop. The default message sorting option is to listen to
voice and fax messages only.
98
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Setting Options
To change message sorting options
1. Select Tools > Options.
2. Select the Mailbox tab.
3. In the Mailbox message sorting section, choose one of the following options:
• Listen to all messages in the order they were received
• Listen to voice and fax messages only
• Listen to voice and fax messages first then email messages
4. Select OK.
Turning message information on or off
Message information is played before each message. It includes:
• Caller ID
• Date and time the message was received
The default setting for message information is on.
To turn message information on or off using the desktop
1. Select Tools > Options.
2. Select the Mailbox tab.
3. Enable the Play message information before message check box to enable message information.
To disable message information, clear the check box.
4. Select OK.
Turning password verification on or off
You can specify password verification when you call to check messages from your own extension. The
default setting is off.
To turn password verification on or off
1. Select Tools > Options.
2. Select the Mailbox tab.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
99
Setting Options
NetVanta UC Server PA Guide
3. Enable the Password verification check box to turn Password verification on.
To turn password verification off, disable the check box.
4. Select OK.
Setting Integrated Messaging Options
Local message store users can specify display and notification options for new messages. IMAP users can
change the password they use to access their mailbox.
To specify display options for new LMS messages
1. Select Tools > Options.
2. Select the Integrated Messaging tab.
3. In the When a new message arrives section, enable any of the following check boxes:
• Display icon in tray—displays an icon in the bottom right-hand corner when you have a new
message
• Display dialog—displays a new message dialog for voice and fax messages
• Play wave file—plays a sound when a new message arrives
4. Select OK.
Regardless of the options that are selected, messages accessed by LMS users are always
played in order from oldest to newest.
To change the new LMS message notification sound
1. Select Tools > Options.
2. Select the Integrated Messaging tab.
3. Make sure that the Play wave file check box is enabled.
4. Select the Browse button and select the wave file that you want.
5. Select Open to select the wave file.
6. Select play to hear the wave file.
7. Select OK.
100
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Setting Options
To change the IMAP user password
1. Select Tools > Options.
2. Select the External Systems tab.
3. In the IMAP mailbox management section, select the Password button.
4. In the Password box, type the new password.
5. In the Re-enter box, retype the new password.
6. Select OK.
7. In the Options dialog box, select OK.
The IMAP user password must match the Lotus Notes user Internet password,
configured on the Lotus Notes Server.
Compressing Voice Messages
The voice message compression level determines how incoming voice messages, greetings, and
announcements are recorded and stored. Compression affects the size and quality of voice messages.
• Increasing the compression level lowers the audio quality and the file size.
• Decreasing the compression level improves the audio quality and increases the file size.
The default compression level is medium, but this level can be adjusted. For example, if you are traveling
and working over modem connections, you can select the maximum compression level so that your
messages are smaller. However, the audio quality will also be noticeably decreased.
To set the level of voice message compression
1. Select Tools > Options.
2. Select the Incoming Messages tab.
3. Move the slider to adjust the level of compression. The default level is Medium. Select Defaults to
return the compression level to the default value.
4. Select OK.
When you save an attachment from your system from the Local Message Store/Integrated
Client, the attachment is saved in the compression format selected. However, when you
save from your system from Microsoft Exchange Server, the attachment is saved in the
native compression format, which is equivalent to no compression.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
101
Setting Options
102
NetVanta UC Server PA Guide
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Troubleshooting
10. Troubleshooting
Overview
You can use NetVanta UC Server logs to review calls, events, system errors or warnings.
You can configure the NetVanta UC Server to automatically generate diagnostic information in the event
of errors or problems. You can also configure the diagnostic system options such that ADTRAN, your
reseller, and/or yourself is notified if the NetVanta UC Server is not functioning properly.
If you cannot find the information you are looking for in this manual or in the online help, then you can go
to the ADTRAN website for further information such as training materials, and a quick reference card, SIP
phone user guides. For more information, refer to the following sections:
•
•
•
•
Troubleshooting Message Waiting Indicators on page 103
Troubleshooting the NetVanta UC Server on page 104
Using the NetVanta UC Server Logs on page 105
Accessing Documentation and Training on page 110
Troubleshooting Message Waiting Indicators
Sometimes message waiting indicators (MWI) on phones are incorrect following a power failure or
changes to the PBX.
Symptoms
The MWI on phones are incorrect.
Possible Causes
• A power failure has occurred.
• Changes were made to the PBX.
Solution
You can resynchronize the MWI on phones.
To resynchronize message waiting indicators on phones
Select Tools > Resynchronize All message waiting indicators.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
103
Troubleshooting
NetVanta UC Server PA Guide
Troubleshooting the NetVanta UC Server
ADTRAN has observed that third-party firewall and antivirus products can cause problems with the proper
operation of the NetVanta UC Server.
The NetVanta UC Server is tested with Microsoft security products, such as Windows
Firewall and Windows Defender.
Symptoms
• NetVanta UC Server services keep shutting down with Trend Micro software installed.
• The NetVanta UC Client crashes, doesn't load forms, or produces unknown software errors.
Possible Causes
Sometimes problems can arise from third-party firewall or antivirus software installed on computers
hosting the server or client software.
Solutions
Proceed with the following potential solutions in the order in which they appear. Only when solution A and
B have been attempted and failed, should solution C be tried.
If a problem occurs, ADTRAN Technical Support advises that the third-party product be
removed from the system prior to contacting Technical Support for assistance. For
more information, refer to Accessing Technical Support on page 110.
Verify that the following folders are excluded from antivirus software scanning (as noted in the NetVanta
UC Server Deployment Guide, and in the NetVanta UC Server Installation Guide).
• C:\Program Files\ADTRAN
Or any folder in which the NetVanta UC Server application is loaded.
• C:\ADTRANLogs
Or the folder to which logging application is configured.
• C:\Program Files Microsoft SQL Server
Or the default location of the database folder.
104
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Troubleshooting
1. Uninstall the third-party antivirus or firewall software.
2. Shutdown the NetVanta UC Server and restart.
Antivirus and firewall behavior is unpredictable even after shutting down or
uninstalling.
Wipe clean the computer hosting the server/client software, including the OS, and reinstall.
Using the NetVanta UC Server Logs
This section explains how to manage alert notifications of errors and warnings, logging statistics, and logs
and the information that they record. Logs record events that occur while the application is enabled on your
extension.
Four categories of events are recorded in logs: events, system errors and warnings, sent items, and received
calls. You can view logs and store them for future reference, track activity that takes place, and
troubleshoot occasional problems. Using the Import/Export wizard, you can export call logs as a tab
separated or XML-based file. The call log files can be used by other reporting applications to provide
historical reports on voicemail activity. For more information about the Import/Export wizard, refer to
Importing and Exporting on page 93.
The Events log tracks information related to user attempts to perform mailbox management.
The System Errors and Warnings log provides information that you can use to troubleshoot problems
that occur with your call answering.
The Sent Items log tracks information on outgoing faxes and events related to the use of the Notify Pager
and Deliver Messages elements. Details for each delivery or dispatch attempt are recorded, including the
date and time of the attempt; the phone number dialed; the port that handled the attempt; and the final
outcome of the delivery or notification attempt.
The Received Calls log tracks incoming calls, regardless of whether the NetVanta UC Server answered
them or not. Information logged includes the caller name and phone number, if available; the date, time,
619500002-1D
Copyright © 2014 ADTRAN, Inc.
105
Troubleshooting
NetVanta UC Server PA Guide
and length of the call; whether the call was answered, and by which port; and whether a message was left
or not.
Errors and Warnings Alert Notifications
If an error or warning occurs, for example, the NetVanta UC Server was unable to deliver a message, then
the NetVanta UC Server generates an error or warning log. When an error or warning log is produced, and
there were no previous unacknowledged errors or warnings, then NetVanta UC Server also produces an
entry in the Windows event log to indicate what has happened. Administrators will see an orange bar
displayed at the bottom of the NetVanta UC Client window as an alert that some action may be required.
Conversely, when errors and warnings are acknowledged, and there are no more unacknowledged errors or
warnings, then a different entry is created in the Windows event log, and the orange bar in the NetVanta
UC Client disappears.
To view system errors and warning logs
1. On the left side of the NetVanta UC Client, select the Logs navigation bar to open the Logs menu.
2. Select System Errors and Warnings. On the right side in the Logs summary pane, the errors and
warning logs appear.
To acknowledge the alert notification
On the right side in the Logs summary pane, right-click on an error or warning log to accept or
acknowledge the error or warning. The orange bar will no longer appear, and the error or warning message
is no longer visible at the bottom of the NetVanta UC Client window.
The log entry types are represented by different icons. The following table explains some of the icons that
might appear in your list of log entries.
Table 10–1: Log entry icon definitions
Icon
Definition
Error—represents an error, for example in voice message delivery
Warning—represents a warning
Received calls—represents calls that come in on a specified port
106
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Troubleshooting
Table 10–1: Log entry icon definitions
Voice Mail access—represents a voice message event, for example, a voice message
sent from a NetVanta UC Server user to another user
Pager access—represents events in which NetVanta UC Server users send or receive a
page
Message delivered
Voice Mail access—represents user voicemail access, for example, users accessing
their own mailbox to receive voice messages
Log entry
Managing logs
To get the Logs menu, select the Logs navigation bar. You can retrieve and view, remove, and archive logs.
You can rename and delete log archives, and export a call log using the Import-Export wizard.
To retrieve and view a log
1. Double-click the log folder that you want to view. The contents of the log are displayed in the
summary pane. When a log folder is open, its icon appears as an open book.
Closed log folder
Open log folder
2. Use the vertical scroll arrows to view the list of log entries.
3. Select a log entry to view information about it in the details pane.
To remove old log entries
1. Right-click anywhere in the summary pane.
2. Select Clear log.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
107
Troubleshooting
NetVanta UC Server PA Guide
3. Select one of the following:
•
•
•
•
Everything
Entries created before today
Entries created before the beginning of the month
Entries created before a specific date
If there are unacknowledged errors or warnings, you cannot archive or clear log items.
You must accept the notifications first.
4. If you enabled Entries created before a specific date, enter the date in the field.
5. Select OK.
To archive a log
1. Right-click anywhere in the summary pane.
2. Select Archive log.
3. Select one of the following:
•
•
•
•
Everything
Entries created before today
Entries created before the beginning of the month
Entries created before a specific date
If there are unacknowledged errors or warnings, you cannot archive or clear log items.
You must accept the notifications first.
4. If you enabled Entries created before a specific date, enter the date in the field. The new archive is
put in the navigation pane as a log with a default title based on the current date.
Log archive
5. Select OK.
To rename a log archive
1. Select the archive that you want to rename.
2. Select Edit > Rename.
3. Enter a new name for the archive.
108
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Troubleshooting
To delete a log archive
1. Select the archive that you want to delete.
2. Select Edit > Delete.
3. Select Yes to confirm the deletion.
To export a call log using the Import-Export wizard
1. Select File > Import-Export Wizard, and then select Next.
2. Select Export Activity Report, and then select Next.
3. Select the types of logs that you want to export, and then select Next.
4. Enable either of the following, and then select Next:
• All logs—exports all call logs
• Date range—exports call logs from within a range of dates that you specify
5. Select the file type for the call log that you want to export.
6. Do either of the following, and then select Next:
• Enter a location for the file in the Save exported file as field.
• Select Browse to find a location for the file.
7. If you want to save the configuration, enter a name in the field.
8. Select Next to export the log.
9. Select Close.
View the call log files using the appropriate application, for example, Microsoft Excel.
Troubleshooting warning log entries
The following is a list of potential warnings that may be noted in the System Errors and Warning logs. To
troubleshoot a warning, locate the log entry below, and note the possible causes of and solutions for the
warning.
Not all errors and warnings necessarily require action.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
109
Troubleshooting
Log Entry
NetVanta UC Server PA Guide
Possible Causes and Solutions
System did not receive Caller ID information from Verify that Caller ID is available when attempting to
the modem and hence, could not transmit it to your send a pager notification which includes sending
pager. Ensure that your phone rings at least twice the Caller ID.
before answering otherwise you will not receive
Caller ID information.
Accessing Documentation and Training
If you want more information than what is available in this manual or in the online help, then go to the
ADTRAN Support Community website at (https://supportforums.adtran.com). Here you will find training
materials, and a quick reference card, along with SIP phone user guides.
Accessing Technical Support
Unless there is a support contract in place, please see your reseller for support information. For more
information on ADTRAN Technical Support, refer to the ADTRAN website at www.adtran.com.
If you are contacting ADTRAN Technical Support, then please ensure that you have the following
information readily available.
• Product edition (Standard, SIP, or CEBP)
• Product version
• Service code
The Service code is an identification number to be used when contacting ADTRAN Technical Support. If
you are contacting ADTRAN Technical Support then you will need to enter the service code number over
the phone, so have the number ready when you call. The service contract type and expiry date are available
for your information.
To access the NetVanta UC Server product and service information
From the NetVanta UC Server select Help > About UC Client. Alternatively, select the ? button on the
toolbar.
110
Copyright © 2014 ADTRAN, Inc.
619500002-1D
NetVanta UC Server PA Guide
Appendix A - Installing the NetVanta UC Client Application
Appendix A - Installing the NetVanta UC Client
Application
To install the NetVanta UC Client application, follow these steps:
1. Navigate to the folder that contains the NetVanta UC Server software that you downloaded and
double-click CAAutoRun.exe.
2. In the NetVanta Unified Communications CD Menu window that appears, select the Install Client
button.
3. Select Next. The End User License Agreement (EULA) will appear.
4. Read the EULA carefully. If you agree to the terms in the EULA, select the I accept the terms in the
License Agreement checkbox and select Next. The Custom Setup menu will appear.
5. The Custom Setup menu allows you to determine which components are installed on the client
computer. It is recommended that you install all of the default components. If you would like to use
the French spell checker function available in the ucCompanion instant messaging feature, select the
plus symbol next the Clients to expand the components of the Clients feature. Then, select the down
arrow next to the red X next to .net Framework French Language Pack, and select Will be
installed on local hard drive from the drop down menu. After you have selected all of the
components you want to install on the client computer, select Next.
6. In the menu that appears, select Install.
7. Wait while the program files are copied to your computer. The Setup Complete menu appears when
the NetVanta UC Client application is installed.
8. Select Finish.
619500002-1D
Copyright © 2014 ADTRAN, Inc.
111