3Com V7350 manual

http://www.3com.com/ Part Number 900-0246-01 Rev AA Published December 2004 V7350 IP Messaging User Guide - 3Com Native Interface 3Com® Convergence Application Suite IP Messaging Mo dule Release 5.2 System Relea se 5.2[...]

3Com Corporati on 350 Campus Drive Marlbor ough, MA 01752-3064 Copyright © 2001, 2002, 200 4, 3Com Corporation. All rights reserved. No part of this documentation may be repr oduced in any form or by any means or used to make any derivative work (such as translation, transformation , or adaptation) without written permission fr om 3Com Corporation[...]

C ONTENTS A BOUT T HIS G UIDE Conventions 8 Notices 8 T ext 8 Figures 9 Related Docum entation 9 Comments 10 1 G ETTING S TARTED Accessing the TUI 1 2 Initializing Y our Mailbox 12 Standard Key Functions 12 Accessing Y our Mailbox 13 Accessing the IP Messaging Web Interface 14 2 S ETTING UP M ESSAGING F EATURES Using the TUI Setup Options Menu 18 M[...]

4 Modifying a List 21 Deleting a List 22 Reviewing a List 22 Message On Demand 22 Creati ng a New Message on Demand 22 Modifying a Message on Demand 23 Deleting a Message on De mand 23 Auto-attendan t 23 Modifying Menus 23 V oice Form Mailbox 23 Form Mailbox 2 4 T ranscriptio n Mailbox 24 Specifications 24 Managing Forms 24 Delivery Reports 25 Mult[...]

5 Using Delivery Reports 49 Using the E-mail Menu 50 Placing a Call 50 Using the Web Interface to View Message Information 50 Using an E-Mail Application to V iew Messages 51 POP3 E-Mail Applications 52 Sending Messages 52 Retrieving Messages Using POP3 53 Replying to Messag es 53 Forwar ding Messages 53 Deleting Messages Using POP3 54 Moving Messa[...]

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A BOUT T HIS G UIDE This guide describes how to use th e messaging features of the IP Messaging Module of the 3Com® Co nvergence Appl ications Suite. This guide is intended for sub scribers who want to set up and use IP Messaging messaging features on a supported 3Com VCX V7000 telephones. No special knowledg e is requir ed or assumed. This guide [...]

8 A BOUT T HIS G UIDE Conventions This section describes notice, text, and figure conventions. Notices Ta b l e 1 describes not ice icons. Te x t Ta b l e 2 describes text conventions. Ta b l e 1 Notice Icon Descriptions Icon Notice Type Description Information note Information that describes important features or instructions. Caution Information [...]

Related Documentation 9 Figures Thi s guide pr ovides figur es and scr een captur es that contain sa mple data. This data may vary from the data on an installed system. Related Documentation These 3Com documents contain ad ditional in formation about the products in this r elease that are a part of or support the VCX™ V7000 IP T elephony Solution[...]

10 A BOUT T HIS G UIDE The following documents provide information on products that support this release: ■ Enterprise Management Suite User Guide , V ersion 2.0 ■ VCX V7111 Fast T rack Installation Guide ■ VCX V7111 V oIP SIP Gateways User Manual ■ VCX V7122 Gateway Fast T rack Installation Guide ■ VCX V7122 V oIP SIP Gateways User Manua[...]

1 G ETTING S TARTED This chapter describes how to get st arted with the IP Messaging Mod ule component of the 3Com® Convergence Applications Suit e and contains the following topics: ■ Accessing the TUI ■ Accessing the IP Messaging Web Interface[...]

12 C HAPTER 1: G ETTING S TARTED Accessing the TUI This section describes how to init ialize and then access your mailbox through your phone’ s T elepho ne User Interface (TUI). This guide describes the TUI (voice prompt menu system) provided by the 3Com native interface. Y our adminis trator specifies the TUI available on your telephone during I[...]

Accessing the TUI 13 Accessing Y our Mailbox T o access your mailbox af ter it is initialized: 1 Press MSG . 2 At the prompt, enter your password. The prompt system presents the following Main menu optio ns: a T o listen to messages, pr ess [1] . See Listening to Messages . This option is available only if ther e are messages in your inbox. b T o s[...]

14 C HAPTER 1: G ETTING S TARTED ■ [0] — T o access HELP for the shortcut keys g T o access the Set up Options menu, press [9] . See Chapter 2 . h T o exit, pr ess [*] . i For help, press [0] . j T o access the Auto-attendant , press [00] . See Auto-atten dant . The Auto-attend ant is NOT a standard key press; you can access the Auto-atte ndant[...]

Accessi ng the IP Mess aging Web In terface 15 2 Click 3Com UMS Web Pr ovisioning . The IP Messaging Login dialog box appears. Figure 2 Login Scr een 3 Enter your user name (or telephone extension ) and password. The password is either the default password (yo ur telephone extension) OR the password that you set up from the TUI. If you make a mista[...]

16 C HAPTER 1: G ETTING S TARTED[...]

2 S ETTING UP M ESSAGING F EATUR ES This chapter describes how to set up the messagi ng features using the Setup Options menu from the telephone user interface (TUI) and from the Main menu on the web interface. This chapter includes the followin g topics: ■ Using the TUI Setup Options Menu ■ Mailbox Setup and Greetings Menu ■ Setting up Greet[...]

18 C HAPTER 2: S ETTING UP M ESSAGING F EATURES ■ Multiuser Mailboxes ■ Alias Configuration ■ Delivery Options ■ Logout Using the TUI Setup Options Menu Use the Setup Options menu to set up your messaging features. This section describes all the possible setup options. However , some features must be enabled by your administrato r . If disa[...]

Using the TUI Setup Options Menu 19 4 Follow the voice pr ompts to recor d, re view , rer ecord, or delete a normal, busy , or extended absence greeting. Scheduled Personal Greetings T o access the Scheduled Personal Greetings menu: 1 From the Main menu, pr ess [9] . 2 From the Setup Options menu, pr ess [1] . 3 From the Mailbox Setup a nd Greeting[...]

20 C HAPTER 2: S ETTING UP M ESSAGING F EATURES 3 From the Mailbox Setup a nd Greetings menu, press [9 ] . 4 Follow the prompts to: ■ Change your primary fax number . ■ T ur n cover sheets ON or OFF . ■ Change your primary voice number . ■ Configure voice , fax, e-mail auto-delivery . Notification Use this option to toggle notification on o[...]

Using the TUI Setup Options Menu 21 Reviewing, Modifying, and Deleting Entries T o review , modify , or delete address book entries: 1 From the Main menu, pr ess [9] . 2 From the Setup Options menu, pr ess [3] . 3 From the Addr ess Book menu, press [1] . 4 Follow the prompts to r eview , modify , or delete an entry . Incoming Call Options Use the t[...]

22 C HAPTER 2: S ETTING UP M ESSAGING F EATURES ■ Make changes to th e list ■ Review and accept the changes ■ Enter a dest ination number Deleting a List T o delete a list: 1 From the Distribution List menu, pr ess [3]. 2 Follow the voice pr ompts to select and delete the list. Reviewing a List T o review a list: 1 From the Distribution List [...]

Using the TUI Setup Options Menu 23 Modifying a Message on Demand T o modify an existing Message on Demand: 1 From the Message on Demand menu, pr ess [2] . 2 Follow the prompts to modify a menu tr ee, rer ecord a menu pr ompt, assign a key function, or delete a menu tree. Deleting a Message on Demand T o delete a Message on Demand: 1 From the Messa[...]

24 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Form Mailbox The Form Mailbox is a special mailbox that contains a custom message for a caller . Use it to c reate a nd modify forms a nd to collect da ta fro m users. Access the Form Mailb ox through the Personal Greeting menu which allows the caller to select a form to fill out. The Fo rm Mailbox ha[...]

Using the TUI Setup Options Menu 25 ■ Replay or rer ecord a greeting ■ Create, modify , or delete a Form Delivery Reports This section describes how to configure the Delivery Reports option. This option provides: ■ V oice message, fax, and e-mail delivery r eports ■ Confirmation that a message is accepted or received by the system ■ When [...]

26 C HAPTER 2: S ETTING UP M ESSAGING F EATURES ■ Disable active sub-mailbox es ■ T oggle a n ew message announceme nt on or of f Mailbox Number Prompt Use this feature to toggle the mailbox number pr ompt on or off. 1 From the Main menu, pr ess [9]. 2 From the Setup options menu, press [9] . 3 T o turn the Mailbox prompt OFF if it is ON or to [...]

Using the Web Interface 27 Figure 3 Main Menu on the W eb Interface Mailbox Pr efer ences T o edit mailbox settings, use the Mailbox Pr efer ences option. 1 From the Main menu, select Mailbox Pr eferences. The Mailbox Preferences scr een appears.[...]

28 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 4 Mailbox Prefer ences Screen 2 T o change your password: a T ype a new password in the Chan ge Pas sword field. b T ype the new passwo rd in the Confirm Passwor d field. c Click Save . 3 Enter or change your E-mail address in the Email Address field. This field is optional. By default , IP Mes[...]

Using the Web Interface 29 The Email Address field allows you to assign a more meaningful username. In Figure 4 , the default address (1000@MRO4C.wid get.com) is now peter_user1@MRO4C.widget.com. This is useful because IP Messaging uses the value configured in the Email A ddress field when constructing the From: field for e-mail retrieved by an e- [...]

30 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Scheduled Greetings T o set the time or day for your greetings: 1 From the Main menu, click Scheduled Gr eetings . The Schedule Greetings screen appears. If there is no recorded greeting, th is message appear s in the Greeting Number text box: “No Greeting s Recorded”. Record g reetings through th[...]

Using the Web Interface 31 b Select the Greeting from the Greeting Number dr op-down list. c Select the month, day , and year for the greeting to begin from the Month , Day , and Y ear drop- down lists. d Y ou can set the Start T ime and End T ime for any day of the year starting from today’ s date through the next 4 years. e Click Add New . Noti[...]

32 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 7 Notification Filter Scr een In Figure 7 , no filters have been created. Y our administ rator may have preconfigured notification filters, in wh ich case they will be listed on this screen. 2 Click Add New to create a Notifi cation Filter . The Add Filters screen appears. Figure 8 Add Notifica[...]

Using the Web Interface 33 6 Enter values in the Sender , Recipient , Media , and Subject fields as requir ed. The entered values are applied according to the selected Operator to rest rict message notificati on accordin g to the specified values. The Operator options function as follows: ■ Field is empty (null value) and corresponding Operator i[...]

34 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 10 Add Notification Pr ocedures Screen 3 Enter a name for the procedur e in the Pro cedure Name field. 4 Select Enabled from the Status dr op-down list. 5 Select the Notification Filter to use in the Filter drop-down list. 6 Enter the number of times IP Messagi ng will attempt to send the messa[...]

Using the Web Interface 35 10 Select the notification method in the Ty p e field. The method you select determines the remaining fields on the scr een. The following examples describe the fields you see in you select NBX MWI (the default), Vo i c e , or E-mail from the drop-down list. ■ If you select NBX MWI : a Enter a phone number in the NBX Ex[...]

36 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 11 Notification Schedule Scr een 2 Select a Notification Filter from the dr op-down list. 3 The Notification Schedule screen a llows you to create one or more schedules for a filter and then enable one of them. Y ou have three scheduling optio ns: Schedule Daily Notification — This section al[...]

Using the Web Interface 37 Schedule Notification By Date — This section allows you to schedule filter operation (message notif ication) for a particular date. 5 T o schedule a notification by date: a Select a start and end time, or select YES from the Al l Day dr op-down list. b Select the month, day , and year the notification will be sent from [...]

38 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 12 Personal Addr ess Book 2 T o add a new entry to your personal address book, click Add New . The Personal Address Book screen appears. Figure 13 Fields on the Personal Addr ess Book Screen[...]

Using the Web Interface 39 3 Enter data in t he Required Fields section. 4 Enter data in t he General Information and Work Information sections. 5 Click Save . The Personal Addr ess Book Main scr een appears. Figure 14 Personal Addr ess Book Main Screen 6 T o delete an entry , select it from the drop- down list and then click Delete . 7 T o display[...]

40 C HAPTER 2: S ETTING UP M ESSAGING F EATURES c Select the type of entry from the drop-down list: ■ List — Another distribut ion list number ■ Mailbox Entry —The mail box number of a su bscriber ■ Phone Number —The phone number of a subscriber ■ E-mail —The e-mail addr ess of a subscriber ■ VPIM — Indicates the entry is the VP[...]

Using the Web Interface 41 Exter nal E-mail Use the Exter nal E-mail featur e to add exter nal e-mail servers to your IP Messaging system. The External E mail option appears on the Main menu only if your administrator has enabled this feature. 1 From the Main menu, click Exter nal E-mail . The External E-mail scre en appears. Figure 17 External E-m[...]

42 C HAPTER 2: S ETTING UP M ESSAGING F EATURES 8 Click Save . Multiuser Mailboxes Use the Multiuser Mailboxes option to create sub-mailboxes under a main mailbox that can be used by a group, for example, members of a family . 1 From the Main menu, select Family Mailboxes . The Family Mailboxe s Main screen appears. Figure 19 Family Mailboxes 2 Ent[...]

Using the Web Interface 43 6 T o reset a passwor d for one specific mailbox, click Reset Password . 7 On the next screen, select a family mailbox and type the new passwo rd. 8 T ype the new password again to confirm. 9 Click Save .[...]

44 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Alias Configuration Use the Alias Configuration feature to set up dif ferent numbers that ar e associated with a nd point to your ma ilbox. This allo ws the system to know your identity when you access the system from other media such as a mobile phone, a fax, or a dif ferent e-mail address. For examp[...]

Using the Web Interface 45 Figure 22 Add New Alias Screen 3 In the Alias N ame field, enter a name for the alias configuration. 4 In the Number or E- mail Address field, enter the alias phone number or e-mail address. 5 In the Attach Number field, enter your mailbox number . 6 In the Passwor d field, enter your mailbox passwor d. 7 Set Auto Login t[...]

46 C HAPTER 2: S ETTING UP M ESSAGING F EATURES Figure 23 Auto-delivery Screen 2 Fill in the fields and select from the dr op-down lists as requir ed. 3 Enter text in the Cover Sheet field, if required. 4 Enter text in the Forward In sertion T ext field, if requir ed. 5 Click Save . Logout T o log out of the system, from the Main menu, click Logout[...]

3 U SING M ESSAGING F EATUR ES This chapter d escribes how to use messaging features fr om the T elephone User Interface (TUI) and how to view message information from the IP Messaging web interface. This ch apter describes all the possible messaging features. However , some fe atures must be enabled by you r administrator . If disabled, you will n[...]

48 C HAPTER 3: U SING M ESSAGING F EATURES Overview This chapter describes how to us e IP Messaging messaging features. These featur es allow you to listen to and send messages, and place outside calls (if enabled by your admi nistrator). Y ou can also use the IP Messaging Web Pr ovisioning interfac e to view information about new and saved message[...]

Sending Messages 49 Sending Messages T o send messages: 1 From the Main menu, pr ess [2] . 2 Follow the pr ompts to specif y a destination. Y ou can: ■ Enter a destin ation number . ■ Enter the first few letters of a subscriber’ s last name to locat e the subscriber in the mailbox directory or you Personal Address Book. ■ Use a distribution[...]

50 C HAPTER 3: U SING M ESSAGING F EATURES Using the E-mail Menu Use the E-mail menu to manage e-mail messages: 1 From the Main menu, pr ess [ 5 ]. 2 Follow the prompts to: ■ Listen to the text of an e-mail message ■ Print an e-mail message to a fax printer ■ Save an e-mail messa ge as voice mail ■ Delete the message ■ Hear header informa[...]

Using an E-Mail Application to View Messages 51 The Message Information screen appears with a list of All Messages a nd V oice, Fax, and E-mail messages. Figure 24 Message Information Screen Using an E-Mail Application to View Messages Y ou can use a third-party application (Microsoft Outlook Express, Microsoft Outlook or IBM Lotus No tes) to acces[...]

52 C HAPTER 3: U SING M ESSAGING F EATURES ■ IMAP — The Inter net Message Acce ss Protocol is also used to retrieve e-mail messages fr om a mail server but includes some features not supported by POP3. ■ Associate a mailbox with the e-mail account. ■ Identify a third party server as your outgoing SMTP (Simple Mail T ransf er Protocol) e-mai[...]

Using an E-Mail Application to View Messages 53 Retrieving Messages Using POP3 When your e-mail account r eceives a message fr om your IP Messaging mailbox that contains a fax or voic email attachment, the message uses the following format: ■ Subject: — The subject field specifie s the type of message, either “V oice Message”, “Fax Messag[...]

54 C HAPTER 3: U SING M ESSAGING F EATURES Deleting Messages Using POP3 If you delete a message from your inbox, the message is moved to the DELETED folder in your e-mail application. The DELETED folder is not synchronized with your IP Messaging mailbox. Moving Messages to Another Folder Using POP3 If you move a message from one folder to another ,[...]

Using an E-Mail Application to View Messages 55 account, not in the IP Messaging “Sen t Items” folder . The sent message is not synchroniz ed with the IP Messagi ng. ■ If your default e-mail account in Outlook is with the IP Messaging server , the sent message is saved in “Sent Items” folder on your Outlook “Personal Folders”, and not[...]

56 C HAPTER 3: U SING M ESSAGING F EATURES ■ From: — The Fr om: field contains sender@IPM_do main / IPM_IP . Use your e-mail application’ s menu options to view additional information, for example caller -id or th e mailbox number of sender . ■ T o: — The T o: field contains Y our_Mailbox@IPM_domain / IPM_IP . Replying to Messages Y ou ca[...]

Using an E-Mail Application to View Messages 57 ■ In Outlook Express and Lotus Notes, a copy of th e forwarded message is stor ed in the “Sent” folder in your e-ma il application. The “Sent” folder is synchr onized with your IP Messaging mailbox. ■ In Outlook, a copy of the forwarded message is stored in the “Inbox” folder . The “[...]

58 C HAPTER 3: U SING M ESSAGING F EATURES ■ personal ■ private ■ confidential Searching Messages Using IMAP The IMAP search function allows y ou to sear ch messages based on the following criteria: ■ Keywords ■ Sender ■ Subject ■ Body content ■ T ime (Received, Se nt, Due, Expires, Cr eated, Modified) ■ Sent-T o ■ Items that ar[...]

4 S ETTING UP AND U SING F IND M E F OLLOW M E This chapter describes how to set up and use th e Find Me Follow Me (FMFM) feature fr om the telephone us er interface (TUI) and from the web interface. This chapter includes the following topics: ■ Find Me Follow Me Overview ■ FMFM from the TUI ■ FMFM from the W eb Interface[...]

60 C HAPTER 4: S ETTING UP AND U SING F IND M E F OLLOW M E Find Me Follow Me Overview The FMFM feature enables you to control which callers can access you and how these callers can access you by: ■ Allowing all incoming nu mbers to contac t you ■ Allowing some incoming number to contact you ■ Preventing some incoming numbers fr om contacting[...]

FMFM from the Web Interface 61 no answer timeout value determines how long the system tries to find you at one number before trying the next number . If you have already set up FMFM and want to change you current settings, see the following section, Modifying FMFM Settings . Modifying FMFM Settings Once you have configured FMFM, you can change your[...]

62 C HAPTER 4: S ETTING UP AND U SING F IND M E F OLLOW M E Accessing FMFM from the Web Interface This section descr ibes how to ac cess FMFM from the web interface. 1 Access the 3Com IP Messaging We b Pr ovisioning interface (see Accessing the Main Menu ). 2 In the Login dialog box, enter your user name (or phone number) and your telephone passwor[...]

FMFM from the Web Interface 63 T o allow all callers to fin d you: 1 Access the Find Me Follow Me scr een (see Accessing FMFM from the W eb Interface ). T o allow all callers to find you: a Select “Allow all calls to contact me”. b Click Continue . The destination screen appears. c Go to Entering Destination Pho ne Numbers . T o allow some call[...]

64 C HAPTER 4: S ETTING UP AND U SING F IND M E F OLLOW M E 5 Go to Entering Destination Pho ne Numbers . Preventing Callers from Finding Y ou This section describes how to prev ent callers from finding a user . T o prevent callers fr om finding a user: 1 Access the Find Me Follow Me scr een (see Accessing FMFM from the W eb Interface ). 2 Select ?[...]

FMFM from the Web Interface 65 Entering Destination Phone Numbers After you have specified the callers who are allowed or prevented from reaching you, specify the phone nu mbers where you can be reached (destina tion phone n umbers). When forwardi ng a call, IP M essaging uses the numbers in the order in which you enter them. On the Find Me Follow [...]

66 C HAPTER 4: S ETTING UP AND U SING F IND M E F OLLOW M E than the no answer timeout value co nfigured on the phone, FMFM will access the phone’ s voice mailbox and not try the next number is the FMFM sequence. 5 When you finish entering destinat ion numbers, click Finish . The main FMFM scr een appears. The screen indicates that FM FM is enabl[...]

I NDEX A accessing a mailbox 13 IP Messaging web interface 14 TUI 12 alias configuration 44 auto-attendant modifying m enus 23 options 23 C call back option enabling 21 calls placing from voice mail 50 D delivery options 45 delivery reports setting up (TUI) 25 using (TUI) 49 distribution list managing (IP Messagi ng) 39 managing (TUI) 21 E e-mail a[...]

68 I NDEX setting up (I P Messaging) 42 N name announcement rec o rdi ng a nd re vi e wi ng 19 notification creating a filter (IP Messaging) 31 creating a pr ocedure (IP Messaging) 33 creating a schedule (IP Messaging) 35 enabling and disabl ing (TUI) 20 setting up (I P Messaging) 31 P password changing (TUI) 18 Personal Address Book (P AB ) access[...]