NEC IM - 16 LX manual

VOICE/UNIFIED MESSAGING SYSTEM User Guide VERSION 8.2 NEA X M ail ® IM- 16 LX[...]

■ Refer ence infor mation T o access your mailbox by phone 1. Call the voice messaging system. From inside your or ganization, dial ________________________________________ From outside your or ganization, dial_______________________________________ 2. When the system greets you, enter: Personal ID ___________________________ ____________________[...]

CONTENTS iii NEAXMail IM-16 LX User Guide Contents Introduction ......... ..................... .................... ...................... 1 About this guide ............................................................. 2 Optional licensed features .............................................. 4 Messaging by phone ................................[...]

CONTENTS iv NEAXMail IM-16 LX User Guide T o cancel a message after sending ............................... 72 T o send a message to additional subscribers ............... 73 T o send a message to a grou p ..................................... 74 T o find out who has not yet r eceived a group message ............. ..................... ............[...]

Introduction 1 NEAXMail IM-16 LX User Guide ■ Intr oduction W elcome to NEAXMail IM-16 LX, a simple yet powerful voice messaging system that can greet your callers and record your messages. This section describes basic system tools an d associ- ated documentation. IN THIS SECTION About this guide ..................................................[...]

Introduction 2 NEAXMail IM-16 LX User Guide About this guide The User Guide explains how to manage voice, fax, and e-mail messag es by phone, and how to c hange your mail- box settings by phone. Instructions for using any of the Visual Messaging ap plications. For example, instructions for using Mailbox Manager or ViewFax can be found in the online[...]

Introduction 3 NEAXMail IM-16 LX User guide ABOUT THIS GUIDE Mailbox Manager The menu options diagram beginning on page 126 sho ws the IM-16 LX menus available by phone. Y ou can print the diagram as a quick reference for IM-16 LX features. The User Guide includes space for refere nce informa tion, which can be used to store phone numbers and IDs. [...]

Introduction 4 NEAXMail IM-16 LX User Guide Optional licensed featur es Some system features docume nted in the User Guide require additional licenses that may not be available at your organization, or may no t be available with certain phone systems. See your system manager for deta ils about which features ar e available. The following feature is[...]

Introduction 5 NEAXMail IM-16 LX User guide OPTIONAL LICENSED FEATURES Text-to-speech If your system includes text-to-sp eech, you can hear your e-mail messages by phone. See “ Checking E-mail by Phone ” on page 109 .[...]

Introduction 6 NEAXMail IM-16 LX User Guide Messaging by phone Y ou can check messages or change your mailbox setup from any touchtone phone and can be customized, depending on your preference. Menu conversation The menu conversation leads you quickly to your destination. Y ou will hear a menu of options. Press the number associated with the option[...]

Introduction 7 NEAXMail IM-16 LX User Guide W orking with Mailbox Manager Mailbox Manager is a W eb-base d application that allows you to change your security code , greetings, call transfer , message options, call holding, message delivery, and mes- sage groups by computer . Detailed procedur es are avail- able in the online Help for Mailbox Manag[...]

Introduction 8 NEAXMail IM-16 LX User guide WORKING WITH MAILBOX MANAGER Before you begin using Mailbox Manager for the first time, you will need to know the vo ice messaging server name, your personal ID, and your security code. This infor mation can be provided by your system administrator . See “ To access your mailbox with Mailbox Manager ”[...]

Introduction 9 NEAXMail IM-16 LX User Guide Messaging fr om your e-mail inbox With unified messaging, you ca n access your voice and e- mail messages in your e-mail mailbox. All of your mes- sages, no matter what type, are stored in your e-mail inbox. In your e-mail inbox, • a voice message is attached as a .wav file to an e-mail message. • a f[...]

Introduction 10 NEAXMail IM-16 LX User Guide Messaging and call management with Visual Messaging If your system includes Visual Messaging applications, you can manage all types of me ssages and phone calls visually on your computer . The Visual Messaging programs provide additional features for working with voice and fax messages from other people [...]

Introduction 11 NEAXMail IM-16 LX User guide MESSAGING AND CALL MANAGEM ENT WITH VISUAL MESSAGING ViewCall ® Plus Manage all of your inb ound and outbound calls from your desktop computer . With PhoneBASIC ® , you can customize your call cont rol by integrating ViewCall Plus with other pr ograms, such as Micr osoft’s Of fice ® suite. Mailbox M[...]

Getting Started 12 NEAXMail IM-16 LX User Guide ■ Getting Started This section describes how to call the system, and then how to access and set up your mailbox for t he first time. This section also describes how to start Ma ilbox Man- ager to access your mailbox setup using you r com- puter . For detailed instructions in using Mailbox Manager , [...]

Getting Started 13 NEAXMail IM-16 LX User Guide T o access your mailbox by phone To access your mailbox, you need to know the phone num- ber to call the voice messaging system, your personal ID, and your security code. Y our system manager can provide this infor mation. Y ou may need to use a different phone number , depending on whether you are ca[...]

Getting Started 14 NEAXMail IM-16 LX User guide TO ACCESS YOUR MAILBOX BY PHONE U SING YOUR PHONE 1 Call the voice messaging system. From insi de your organization, dial ___________________________ From out side your organization, dial___________________________ 2 When the system greets you, enter: Personal ID ______________________________________[...]

Getting Started 15 NEAXMail IM-16 LX User Guide T o enr oll on the system by phone The first time you call, the syst em asks you to record yo ur name, spell your name (if required), record a personal greeting and set your security code. Onc e you answer these questions, you are enrolled on the system a s a subscrib er , and your mailbox is ready to[...]

Getting Started 16 NEAXMail IM-16 LX User guide TO ENROLL ON THE SYSTEM BY PHONE U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Answer the system questions by pressing for Y es or for No after each question. If you are not sur e of an answer , press . Y ou can alway s change the o[...]

Getting Started 17 NEAXMail IM-16 LX User Guide T o use systemwide commands The system conversation consists of the following main menu options: • Check new mes sages • Send mess ages • Review old mes sages • Change setup options Systemwide commands are available at several points throughout the system conversation. If ViewFax is installed,[...]

Getting Started 18 NEAXMail IM-16 LX User guide TO USE SYSTEMWIDE COMMANDS Use these keys during a message Use these keys after a message * This feature may not be available at your site. Use these keys an ytime NOTE Pressing may also be used to indicate that you have reach ed the end of a task. For example, you can pr ess after recor ding a messag[...]

Getting Started 19 NEAXMail IM-16 LX User Guide To access your mailbox with Mailbox Manager With Mailbox Manager , you ca n change your mailbox setup using the W eb browser on any computer connected to the same network as the voice messaging system. This topic provides steps for accessing Mailbox Manager , as well as what you need to do the first t[...]

Getting Started 20 NEAXMail IM-16 LX User guide TO ACCESS YOUR MAILBOX WITH MAILBOX MANAGER U SING M AILBOX M ANAGER Use the following proc edur e to acce ss Mailbox Manager from any co mputer connected to the voice messaging server , whether for f irst-time enrollment or whene ver you need to access your mailbox se tup. NOTE Y ou can not use Mailb[...]

Checking Messages 21 NEAXMail IM-16 LX User Guide ■ Checking Messages This section describes how to check your ne w and old messages. Y ou can check your new voice, fax, or e-mail messages from any touchtone phone. Y ou can also review old or archived messages you have already heard. When you check a message, you can: • Reply to the sender . ?[...]

Checking Messages 22 NEAXMail IM-16 LX User Guide T o check new messages New messages are message s that you have not yet heard. Depending on licensed features, the system includes voice e-mail messages in your lis t of new messages. The system fir st plays all messa ges marked as urge nt, then all regular messages. It also sorts your messages by s[...]

Checking Messages 23 NEAXMail IM-16 LX User guide TO CHECK NEW MESSAGES U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to check new messages. 3 Follow the system instructions, and press for Y es or for No after each question. TIP Press to skip a message and save it as new . [...]

Checking Messages 24 NEAXMail IM-16 LX User Guide T o r eview an old message Old messages are me ssages you have already heard. Depending on licensed features, the system includes voice e-mail messa ges in your list of old me ssages. After you have heard a new message, the system saves it for a set period. For example, until midnight. However , you[...]

Checking Messages 25 NEAXMail IM-16 LX User Guide T o r eply to a message Y ou ca n record a r eply to a new or old voic e or e-mail mes- sage from another subscriber on the system. U SING YOUR PHONE 1 While listening to a message, pr ess , or press after a message. 2 Record your r eply after the be ep, and then pr ess to finish rec ordi ng . 3 Pre[...]

Checking Messages 26 NEAXMail IM-16 LX User Guide T o check the next message Y ou can check the next message in your list of new or old messages. When you check the next message in the list, your original messa ge is marked “old.” U SING YOUR PHONE ◆ While listening to a messag e, press , or pr ess after a message. NOTE For the keys you can u[...]

Checking Messages 27 NEAXMail IM-16 LX User Guide T o delete a message Y ou can d elete a new or old voice, fax, or e-mail message. When you delete an e-mail message using your phone you also delete it from your e-mail inbox. U SING YOUR PHONE ◆ While listening to a message, pr ess , or press after a message. NOTE For the keys you can use during [...]

Checking Messages 28 NEAXMail IM-16 LX User Guide T o ar chive a message The system saves old messages for a se t period (for exam- ple, until midnight). To keep a message for a longer period, you can archive it. The difference between an archived message and an old message is that an archived message is saved for a longer period. The system manage[...]

Checking Messages 29 NEAXMail IM-16 LX User Guide T o hear when a message was sent The system can tell you when a message was sent. U SING YOUR PHONE ◆ While listening to a message, pr ess , or press after a message. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwide commands [...]

Checking Messages 30 NEAXMail IM-16 LX User Guide T o r edirect (forwar d) a message to another subscriber When you redire ct or forward a message, you send a copy of the message to another subscriber . The system lets you: • Redirect a message to another subscriber . • Record an introd uction to the message. • Edit your introduction or set s[...]

Checking Messages 31 NEAXMail IM-16 LX User guide TO REDIRECT (FORWARD) A MESSAGE TO ANOTHER SUBSCRIBER 5 Do one of the following: • Press when you hear the name of the subscriber you want. • Press to hear the next matching name. 6 W ait while the system redir ects the message. 7 Do one of the following: • Press to skip r edirecting the messa[...]

Checking Messages 32 NEAXMail IM-16 LX User Guide T o skip a message and save it as new Y ou can skip a message in your list of new messages and keep it flagged as new. Y ou cannot skip an old or archived message and change its status to new. If you skip an e-mail message and save it as new, it is marked as “unread” in your e-mail inbox. U SING[...]

Checking Messages 33 NEAXMail IM-16 LX User Guide T o r epeat a message Y ou can replay a mess age if you need to liste n to it again. U SING YOUR PHONE ◆ While listening to a message, pr ess , or press after listening to a message. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use syst[...]

Changing Your Greetings 34 NEAXMail IM-16 LX User Guide ■ Changing Y our Gr eetings Callers hear a greeting before they leave a message. Y our mailbox can play one of three greetings: standard, alternate, or busy. Y ou can record your own custom greetings, or use the default greetings recorded in the system voice. The types of greetings are: Stan[...]

Changing Your Greetings 35 NEAXMail IM-16 LX User Guide T o set up or change your standar d greeting The standard greeting plays when your extension is unan- swered. A typical standard greet ing is: “Hello, this is Pat Green. I am not at my desk right now. P lease leave a mes- sage.” During enrollment you are aske d to record your own stan- dar[...]

Changing Your Greetings 36 NEAXMail IM-16 LX User Guide T o change your alter nate gr eeting The alter nate greeting is for special occa sions. For exam- ple, use an alter nate greeting if you will be on vacation. A typical alternate greeting is: “H ello, this is Pat Green. I am out of the of fice today and will retur n tomorrow.” The alter- na[...]

Changing Your Greetings 37 NEAXMail IM-16 LX User guide TO CHANGE YOUR ALTERNATE GREETING U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 T o rerec ord you r al ter na te g ree tin g, p ress . 3 After the beep, record your gr eeting, and then press to stop rec ordi ng . The system [...]

Changing Your Greetings 38 NEAXMail IM-16 LX User Guide T o switch between your standar d and alter nate gr eetings Y ou can switch between your standard and alternate gr eet- ings. When you switch between greetings, the other greet- ing becomes active. The system stores the inactive greeting recording so that you can activate it again as needed. U[...]

Changing Your Greetings 39 NEAXMail IM-16 LX User Guide T o change the gr eeting when your phone is busy Y ou ca n record and tur n on a gr eeting for callers when your extension is busy. A typi cal busy greeting is: “Hello, this is Pat Green. I am on the phone now. Plea se leave a message.” For callers to hear your busy greeting, you must acti[...]

Changing Your Greetings 40 NEAXMail IM-16 LX User guide TO CHANGE THE GREETING WHEN YOUR PHONE IS BUSY 4 Do one of the following: • T o make the busy gr eeting ac tive, press . • T o keep the current gr eeting active, press . NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwid[...]

Changing Your Greetings 41 NEAXMail IM-16 LX User Guide T o tur n your busy gr eeting on or off For callers to hear your busy greeting, you must activate it. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to hear your busy greeting. 3 Do one of the following: • T o re reco[...]

Changing Your Greetings 42 NEAXMail IM-16 LX User Guide T o use the default gr eetings I f you do not r ecord custom gr eetings, the system pla ys greetings that include your re corded name or your exten- sion. For examp le: • For a standard greeting: “Pat Gr een is not available right now.” • For a busy greeting: “Extension is busy.” ?[...]

Returning Calls 43 NEAXMail IM-16 LX User Guide ■ Retur ning Calls Depending on your system setup, you can return a call after listening to a message. Y ou can also access any caller ID information available for a message. IN THIS SECTION T o return a call using Soft Keys ... ......................... 44 T o return a call using touchtone keys ...[...]

Returning Calls 44 NEAXMail IM-16 LX User Guide T o r etur n a call using Soft Keys If your phone system supports the call retur n feature, you can retur n a ca ll immediately to the outs ide caller or another subscriber on the system who left you a message. The call retur n feature is available for mes sages left by out- side callers when a caller[...]

Returning Calls 45 NEAXMail IM-16 LX User guide TO RETURN A CALL USING SOFT KEYS U SING S OFT K EYS 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Do either of the following: • T o hear new messages, press th e Soft Key below the NEW option on the phone display . • T o hear old messages, press [...]

Returning Calls 46 NEAXMail IM-16 LX User Guide T o r etur n a call using touchtone keys If your phone system supports the call retur n feature, you can immediately r eturn a call to the another subscriber on the system who left you a message. The call return feature is available for messages left by outside callers when a caller ID phone number is[...]

Returning Calls 47 NEAXMail IM-16 LX User guide TO RETURN A CALL USING TOUCHTONE KEYS U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Do either of the following: • Press to check new messages . • Press to check old messages. 3 Follow the system instructions, and press for Y es [...]

Returning Calls 48 NEAXMail IM-16 LX User Guide T o access caller ID infor mation using Soft Keys If your phone service provider does not provide caller ID infor mation to your organizati on, your system can be set up to ask callers to enter their phone number before their call is transferred to your ex tension. See your system man- ager for more i[...]

Returning Calls 49 NEAXMail IM-16 LX User Guide T o access caller ID infor mation using touchtone keys If your phone service provider does not provide caller ID infor mation to your organization , your syst em can be set up to ask callers to enter their phone number before their call is transferred to your extensio n. During mess age playback, call[...]

Recording Conversations and Monitoring Messages 50 NEAXMail IM-16 LX User Guide ■ Recor ding Conversations and Monitoring Messages Depending on your phone system, you can record calls and store them as voice messages. In addition, you can monitor messages from your callers as they are being recorded. This section describes how to use the live rec[...]

Recording Conversations and Monitoring Messages 51 NEAXMail IM-16 LX User Guide T o r ecord a conversation with Soft Keys If supported by your phon e system, you can r ecord a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversa- tion is stored as a message in your voice mailbox. Within yo[...]

Recording Conversations and Monitoring Messages 52 NEAXMail IM-16 LX User guide TO RECORD A CONVERSATION WITH SOFT KEYS U SING S OFT K EYS 1 During a phone conve rsation, pr ess RECORD on the phone. 2 T o save a recor ded message to your mailbox, press END or disconnect the call. 3 T o redi rec t th e rec ord ed m ess ag e to another subscriber , e[...]

Recording Conversations and Monitoring Messages 53 NEAXMail IM-16 LX User guide TO RECORD A CONVERSATION WITH SOFT KEYS Use these touchtone keys afte r a message * Available only if you ar e using the fax or e-mail option. TASK KEY(S) TASK KEY Hear e-mail recipients Archive message/fax an e-mail message* Reply to sender Hear time stamp Return call [...]

Recording Conversations and Monitoring Messages 54 NEAXMail IM-16 LX User Guide T o use live r ecord featur e keys on your phone If supported by your phon e system, you can r ecord a phone conversation and manage the recorded conversation just as you would a voice message. The recorded conversa- tion is stored as a message in your voice mailbox . F[...]

Recording Conversations and Monitoring Messages 55 NEAXMail IM-16 LX User guide TO USE LIVE RECORD FEATURE KEYS ON YOUR PHONE U SING S OFT K EYS Press any of the following feature keys during a live record conversation: Pause Pauses and resumes th e r ecording. Address Ends the record ing and disconnects the call. Fol- low the address conversation [...]

Recording Conversations and Monitoring Messages 56 NEAXMail IM-16 LX User Guide T o monitor a message as it is r ecorded If the live monitor feature is supp orted by your phone sys- tem, you can use the speaker on your phone to listen while a caller records a message. If desired, you can pick up the handset to conne ct to a calle r . Y ou ca n moni[...]

Recording Conversations and Monitoring Messages 57 NEAXMail IM-16 LX User Guide T o monitor all your messages automatically If the live monitor feature is supp orted by your phone sys- tem, you can use the speaker on your phone to listen while a caller records a message. If necessary, you can pick up the handset to connect to a caller . NOTE Y ou c[...]

Recording Conversations and Monitoring Messages 58 NEAXMail IM-16 LX User Guide T o tur n live monitor on or of f If the live monitor feature is supp orted by your phone sys- tem, you can use your phone to listen while an outside caller records a message. If you will be out of the of fice and all of your messages are monitored au tomatically, you c[...]

Sending Messages 59 NEAXMail IM-16 LX User Guide ■ Sending Messages Y ou can use a phone to: • Send a message to one or more subscribers or guests. • Mark a message for urgent, private, return receipt, or future delivery. • Leave a message to a group. • Redirect a message. • Modify or cancel a message after leaving it. • Send a messag[...]

Sending Messages 60 NEAXMail IM-16 LX User Guide T o send a message dir ectly to another person’ s mailbox The system lets you leave voice messages for other sub- scribers, gro ups, or guests. Y ou can leav e messages directly in a another person ’s mailbox without first calling the extension. Y ou can addr ess a message by spelling the recipie[...]

Sending Messages 61 NEAXMail IM-16 LX User guide TO SEND A MESSAGE DIRECTLY TO ANOTHER PERSON’S MAILBOX 6 Press to start over , or press to stop r ecording. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwide commands ” on page 17. # ✱[...]

Sending Messages 62 NEAXMail IM-16 LX User Guide T o leave a message when you call an extension If you call a subscriber’s extension and the call is unan- swered, your call is autom atically routed to the sub- scriber’s mailbox where you ca n leave a message. If your phone system uses identified subscriber me ssaging, the system automatically i[...]

Sending Messages 63 NEAXMail IM-16 LX User Guide T o add to a message befor e sending Depending on system settings, you can open an unsent message and ad d additional reco r dings before you send it. When you add to a message, you continue recording from the end of the message. U SING YOUR PHONE 1 Ad dres s a nd re cord a me ss age . 2 Pre ss t o s[...]

Sending Messages 64 NEAXMail IM-16 LX User Guide T o listen to a message befor e sending Depending on system settings, you can listen to a message before you send it. U SING YOUR PHONE 1 Ad dres s a nd re cord a me ss age . 2 Pre ss t o st op reco rdi ng. 3 Press to edit the message. 4 Press to listen to the mes sage. 5 Press after editing the mess[...]

Sending Messages 65 NEAXMail IM-16 LX User Guide T o r erecor d a message befor e sending Depending on system settings , you can rerecord a mess age before you send it. Rerecordin g a message deletes the orig- inal recording. U SING YOUR PHONE 1 Ad dres s a nd re cord a me ss age . 2 Pre ss t o st op reco rdi ng. 3 Press to edit the message. • P [...]

Sending Messages 66 NEAXMail IM-16 LX User Guide T o send an ur gent message Y ou can use special delivery by marking a message as urgent before you send it. The system plays urgent mes- sages first, befor e normal prio rity messages. Messages can be marked as urgent either when you leave a message directly in a subscrib er’s mailbox or when you [...]

Sending Messages 67 NEAXMail IM-16 LX User Guide T o send a private message Y ou can use special delivery to send a private message. A private message cannot be redir ected ( forwarded). U SING YOUR PHONE 1 Call the voice messaging system, and enter your personal ID and security code if prompted. 2 Follow the conversation to leave a message. Addres[...]

Sending Messages 68 NEAXMail IM-16 LX User Guide T o r equest a delivery receipt for a message Y ou can use special delivery to send a message a nd request a return r eceipt . IM-16 LX sends a receipt to your mai lbox when the recip ient listens to or opens the m essage. For messages sent to a message group, IM-16 LX sends a receipt for each group [...]

Sending Messages 69 NEAXMail IM-16 LX User Guide T o send a message with futur e delivery Y ou can use special delivery to mark a message for sending at a later date and time. IM-16 LX will not send the mes- sage until the specified date and time. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if[...]

Sending Messages 70 NEAXMail IM-16 LX User guide TO SEND A MESSAGE WITH FUTURE DELIVERY 8 Press to send the message and r eturn to the main menu. 9 Follow the steps above to leave another message. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwide commands ” on page 17. ✱[...]

Sending Messages 71 NEAXMail IM-16 LX User Guide T o r edirect (forwar d) a message to another subscriber The system allows you to redirect a message to another subscriber . Y ou ca n also redirect a messa ge to a message group or a gu est. When you r edirect a message to another subscriber you have the option to re cord an introduction. The system[...]

Sending Messages 72 NEAXMail IM-16 LX User Guide T o cancel a message after sending If the recipient has not heard your last message, the sys- tem lets you cancel it. Y ou can then r ecord a new message. U SING YOUR PHONE 1 Start to leave another mess ag e to the same subscriber . 2 If the subscriber has not yet hear d your last message, the system[...]

Sending Messages 73 NEAXMail IM-16 LX User Guide T o send a message to additional subscribers After you send a message to one subscriber on the system, you can address and send the message to others. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Follow the conversation to leave a[...]

Sending Messages 74 NEAXMail IM-16 LX User Guide T o send a message to a gr oup A message group is a mailing list of subscribers and guests. A mess age group makes it easier to send the sa me message to several subscriber s. Y our system manager can create message groups or you can create your own. Y ou can also leave a message for more than one su[...]

Sending Messages 75 NEAXMail IM-16 LX User guide TO SEND A MESSAGE TO A GROUP 7 If necessary , follow the system pr ompts to edit the message, s et special delivery , or address the message to others. 8 Press to send the message. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwid[...]

Sending Messages 76 NEAXMail IM-16 LX User Guide T o find out who has not yet r eceived a group message The system tells you when everyone in a group has received your message. If you do not ge t this confir mation , the system can tell you who in the group has not yet heard the message. U SING YOUR PHONE 1 Start to leave a new message to the group[...]

Sending Messages 77 NEAXMail IM-16 LX User Guide T o send a message to a guest subscriber Y ou can host special clients, co ntacts, friends, or family on IM-16 LX by asking your system manager to add them as your guests. Y our system manager sets up a recorded name, personal ID, language, and message notification for a guest. Guests cannot change t[...]

Sending Messages 78 NEAXMail IM-16 LX User guide TO SEND A MESSAGE TO A GUEST SUBSCRIBER U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to leave any messages. 3 On the phon e, spell the guest’ s name, usually the first three letters of the last name. If necessary , press t[...]

Sending Messages 79 NEAXMail IM-16 LX User guide TO SEND A MESSAGE TO A GUEST SUBSCRIBER 9 Press to start over , or press to stop recor ding and send the message. NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwide commands ” on page 17. # ✱[...]

Sending Messages 80 NEAXMail IM-16 LX User Guide T o send a message to a sub scriber at another location Y ou can send messages to subscribers who use another voice messaging system a t another location. To send mes- sages to subscribers at other loca tions, you identify the location as well as the subscriber when addressing the message. Y our syst[...]

Sending Messages 81 NEAXMail IM-16 LX User guide TO SEND A MESSAGE TO A SUBSCRIBER AT ANOTHER LOCATION NOTE For the keys you can use during a message, after listening to a messag e, or at any time, see “ T o use systemwide commands ” on page 17.[...]

Changing Message Group Settings 82 NEAXMail IM-16 LX User Guide ■ Changing Message Gr oup Settings Y ou can send a message at once to several subscribers on the system by using message groups. This section describes how to create and maintain mes- sage groups. IN THIS SECTION T o create a message gr oup.................................. 83 T o ad[...]

Changing Message Group Settings 83 NEAXMail IM-16 LX User Guide T o cr eate a message group Y ou ca n create your own messa ge groups. When you send a message to a group, the mess age is sent to all members of the group. Each group you create has a number or a name. There are two types of groups: public and private. Other subscribers can send messa[...]

Changing Message Group Settings 84 NEAXMail IM-16 LX User guide TO CREATE A MESSAGE GROUP 6 Press when you are fini shed adding members. 7 Do one of the following: • Press to leave a message for this gr oup now . • Press to continue. ✱ 1 2[...]

Changing Message Group Settings 85 NEAXMail IM-16 LX User Guide T o add or delete gr oup members Y ou can add and delete members of your mess age groups. Y ou also can delete any message group that you own, or change the group’s number , spelled name, or recorded name. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal[...]

Changing Message Group Settings 86 NEAXMail IM-16 LX User Guide T o change a gr oup name or number Y ou ca n rerec ord a g roup na me, or chang e a gro up’s n um- ber . U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to change a group name or number . 3 Press the first thr [...]

Changing Message Group Settings 87 NEAXMail IM-16 LX User Guide T o hear your gr oups and group members Y ou can hear a list of the groups you can send a message to. Y ou can also hear a list of group members. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 At the main menu, press [...]

Changing Mailbox Setup Options 88 NEAXMail IM-16 LX User Guide ■ Changing Mailbox Setup Options Y ou can change most of these setup options for your personal mailbox from any touchtone phone. The sys- tem leads you step by step through a series of simple yes-and-no questions when you make any c hanges. Y ou can change your: • Security code • [...]

Changing Mailbox Setup Options 89 NEAXMail IM-16 LX User Guide T o change your security code Y our security code prevents others from using your per- sonal ID to listen to your messages . Y our security code should be three to 10 digits long and can be changed as often as you like. When you change your mailbox security code, you should also update [...]

Changing Mailbox Setup Options 90 NEAXMail IM-16 LX User Guide T o change your r ecorded name The system uses your recorded name to identify both you and your messages to other callers. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to change your recorded name. 3 Follow the[...]

Changing Mailbox Setup Options 91 NEAXMail IM-16 LX User Guide T o change the spelling of your name Y ou can change your spelled name only by phone. The system uses your spelled name for the directory. Call- ers can enter th e first letters of your name to locate you in the directo ry. Y ou can also r emove your name fro m this directory. U SING YO[...]

Changing Mailbox Setup Options 92 NEAXMail IM-16 LX User Guide T o change your playback options Y ou ca n ask your system mana ger to change your message playback options. Message playback options cannot be changed by phone. However , if you have Mailbox Manager installed, you can change yo ur playback options by com- puter . See Mailbox Manager He[...]

Changing Mailbox Setup Options 93 NEAXMail IM-16 LX User Guide T o tur n call transfer on or of f The system c an transfer calls automa tically to your exten- sion. When you ar e unavailable or on another call, the sys- tem takes a message for you. Y ou can turn of f call transfer or have your calls transferred to a dif ferent phone number if you w[...]

Changing Mailbox Setup Options 94 NEAXMail IM-16 LX User Guide T o change the call transfer number The system c an transfer calls automa tically to your exten- sion. Y ou can enter up to nine digits for the transfer -to phone number . When you are unavailable or on another call, the system takes a message for you. When you are unavailable or on ano[...]

Changing Mailbox Setup Options 95 NEAXMail IM-16 LX User Guide T o change call scr eening options If available, you can ask your system m anager to change your call screening options. Call screening options affect what you hear when you answer your phone. Call screening options cannot be set by phone. If your sys- tem manager has set up call scr ee[...]

Changing Mailbox Setup Options 96 NEAXMail IM-16 LX User guide TO CHANGE CALL SCREENING OPTIONS Two or more of these options may be combined. For exam - ple, if you select “Play scree ned name before connecting” and “Ask me if I wa nt to take the call,” the system asks for the caller’s name, then rings your extension. When you answer the [...]

Changing Mailbox Setup Options 97 NEAXMail IM-16 LX User Guide T o tur n call scr eening on or of f If your system m anager has set up call scr eening for your extension, you can tur n call screening on and off by phone. Call screening options af fect what you hear when you answer your phone. If availa ble, you can ask your system manager to change[...]

Changing Mailbox Setup Options 98 NEAXMail IM-16 LX User Guide T o tur n call holding on or of f Depending on your phone syst em, IM-16 LX can hold a call until your extension is availa ble. If your system manager has set up call holding for yo u, you can tur n call holding on and of f. When call holding is tur ned on and your extension is busy, th[...]

Changing Mailbox Setup Options 99 NEAXMail IM-16 LX User Guide T o change message delivery The system can deliver messages to sev eral dif ferent phone numbers. With messa ge delivery you can: • Set a range of minutes, hours and days that a message delivery phone number is in ef fect. • Set the syst em to deliver only urgent mess ages. • Set [...]

Changing Mailbox Setup Options 100 NEAXMail IM-16 LX User guide TO CHANGE MESSAGE DELIVERY U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 T o change your message delivery options for your: • w o r k p h o n e , p r e s s . • home ph one, press . • pager , press . • spare p[...]

Changing Mailbox Setup Options 101 NEAXMail IM-16 LX User Guide T o let callers find your extension in the dir ectory Y ou r system may use aut omatic directory a ssistance, numeric directory assistance, or bot h, to help callers find subscribers’ ext ension numbers. Callers with letters on their phones can use automatic directory assistance to i[...]

Sending and Receiving Faxes 102 NEAXMail IM-16 LX User Guide ■ Sending and Receiving Faxes With ActiveF ax, your faxes are included with your voice messages. If you are also using V isual Messaging appli- cations, View Fax may also be available by computer . ViewFax Sends, receives, and redirects faxes through your computer . Fax mail Stores faxe[...]

Sending and Receiving Faxes 103 NEAXMail IM-16 LX User Guide T o r eceive a fax With Active Fax, your faxes are stored in your mailbox as fax messages and can have two parts: the fax docu ment and an optional voice message annotation . Callers can record a vo ice anno tation which you hear when you check your messages. If a fax messa ge does not ha[...]

Sending and Receiving Faxes 104 NEAXMail IM-16 LX User guide TO RECEIVE A FAX U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to check new messages. IM-16 LX plays your new voice me ssages, then any fax messages. 3 If a fax message is pr esent, do one of the following: • Af[...]

Sending and Receiving Faxes 105 NEAXMail IM-16 LX User Guide T o r eceive all your faxes with one call Y ou can use a shortcut to deliver all of your new faxes to your usual fax machine. If yo u do not have a fax box, you can still have faxes redirected to your message box; how- ever , the shortcut feature will be unavailable. Instead you must use [...]

Sending and Receiving Faxes 106 NEAXMail IM-16 LX User Guide T o change your fax delivery number or schedule Y ou ca n change the phone nu mber where your faxes are delivered, and change the schedule IM-16 LX follows to deliver your faxes. The system can deliver your faxes in three ways: Standard delivery The system stores your faxes until you requ[...]

Sending and Receiving Faxes 107 NEAXMail IM-16 LX User Guide T o change your fax gr eeting Y ou can change the gr eeting callers hear befor e they send you a fax. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to change your f ax greeting. 3 Follow the system instructions, a[...]

Sending and Receiving Faxes 108 NEAXMail IM-16 LX User Guide T o change your fax notification The system can contac t you at a specified phone numb er notifying you when you have new faxes. Y ou can set a range of minutes, hours, and days t hat a fax message delivery is in effect. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your[...]

Checking E-mail by Phone 109 NEAXMail IM-16 LX User Guide ■ Checking E-mail by Phone Depending on how your system is set up, y ou can check your voice and fax messages through your e-mail inbox. If your voice and fax messages are delivered to your e-mail inbox, the messages are deleted from your voice mailbox to avoid duplication. Text-to-speech [...]

Checking E-mail by Phone 110 NEAXMail IM-16 LX User Guide T o check your e-mail messages by phone Text-to-speech and e-mail inte gration allows you to man- age your e-mail messages by phone. For example, you can: • Hear the e-mail message and hea der infor mation, such as the duration of the message, who sent it, the time it was sent, who else re[...]

Checking E-mail by Phone 111 NEAXMail IM-16 LX User guide TO CHECK YOUR E-MAIL MESSAGES BY PHONE 4 If promp ted, enter your e-mail passwor d, followed by . If your password uses any letters, press , then refer to the password charts table on page 114 for guidelines. 5 Follow the system instructions, and press for Y es or for No after each question.[...]

Checking E-mail by Phone 112 NEAXMail IM-16 LX User Guide T o hear who else r eceived an e-mail message You can deter mine who else recei ved an e-mail message. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press to check ne w e-mail messages. 3 Press for e-mail messages you have[...]

Checking E-mail by Phone 113 NEAXMail IM-16 LX User Guide T o enter your e-mail passwor d with touchtones In addition to entering your security code to check your e- mail messages by phone, you may be required to enter your e-mail password. If your e-mail password uses numbers only, press each digit for the password, and then press . For example, p[...]

Checking E-mail by Phone 114 NEAXMail IM-16 LX User guide TO ENTER YOUR E-MAIL PASSWORD WITH TOUCHTONES U SING YOUR PHONE 1 If your e-mail passwor d us es an y letters, pr ess when prompted. 2 Use the following rules for enter ing letters and numbers on the touchtone phone: • Enter upper or lower case letters to match your e-mail passwor d. Refer[...]

Checking E-mail by Phone 115 NEAXMail IM-16 LX User Guide T o tur n your e-mail message totaling on or of f In your setup options, you can change whether e-mail messages are included in your message totals. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press . 3 Press to turn on [...]

Checking E-mail by Phone 116 NEAXMail IM-16 LX User Guide T o fax an e-mail message With the system’s fax feat ures, you can deliver your e-m ail messages to any fax machine. Y our system manager must tur n on this feature for you. Y ou can receive a fax of a particular e-mail message, or you can receive all new fa x and e-ma il messages plus the[...]

Checking E-mail by Phone 117 NEAXMail IM-16 LX User guide TO FAX AN E-MAIL MESSAGE 7 Press to fax the message. 8 Follow the system instructions. Pr ess for Y es, for No. Password charts 3 7 1 2 Uppercase lette rs A= 2 4 B= 2 5 C= 2 6 D= 3 4 E= 3 5 F= 3 6 G= 4 4 H=4 5 I= 4 6 J= 5 4 K= 5 5 L= 5 6 M= 6 4 N= 6 5 O= 6 6 P= 7 4 Q= 0 4 R= 7 5 S= 7 6 T= 8 [...]

Checking E-mail by Phone 118 NEAXMail IM-16 LX User Guide T o fax all of your e-mail messages with a single call With the sys tem’s fax features, you can deliver all of your e-mail messages , plus any text attachments, to any fax machine. Y our system manager must tur n on this feature for you, and you must have a fax box in order for this fea- t[...]

Checking E-mail by Phone 119 NEAXMail IM-16 LX User Guide T o change your e-mail passwor d Y ou can change your e-mail password by phone with setup options. U SING YOUR PHONE 1 Call the voice messaging system, an d enter your pe rsonal ID and security code if prom pted. 2 Press . 3 Enter your current e-m ail password. • If your password uses numb[...]

Checking E-mail by Phone 120 NEAXMail IM-16 LX User guide TO CHANGE YOUR E-MAIL PASSWORD Password charts Uppercase lette rs A= 2 4 B= 2 5 C= 2 6 D= 3 4 E= 3 5 F= 3 6 G= 4 4 H=4 5 I= 4 6 J= 5 4 K= 5 5 L= 5 6 M= 6 4 N= 6 5 O= 6 6 P= 7 4 Q= 0 4 R= 7 5 S= 7 6 T= 8 4 U=8 5 V= 8 6 W= 9 4 X= 9 5 Y= 9 6 Z= 0 5 ✱ =E n d Lowercase letters a= 2 1 b= 2 2 c= [...]

Menus and Reference 121 NEAXMail IM-16 LX User Guide ■ Menus and Refer ence Y ou can use quick message shortcut actions while lis- tening to a message. For example, press to repeat a message. Once you gain access to y our mailbox, you can use the shortcuts to complete specific tasks rather th an waiting to listen to options described by the voice[...]

Menus and Reference 122 NEAXMail IM-16 LX User Guide Shortcuts available during message playback While listening to a message, press to hear a menu of quick message actions . Except as noted, these actions are available for both new and old messages. After using a qu ick message ac tion, you can continue with the next part of the conversati on or t[...]

Menus and Reference 123 NEAXMail IM-16 LX User Guide Shortcuts for other common tasks Press your personal ID and secu rity code (if requir ed), then enter the shortcut command fr om the following table to per for m these tasks. TASK SHORTCUT TASK SHORTCUT Check new messages Change your security code Leave a message T urn call transfer off Review ol[...]

Menus and Reference 124 NEAXMail IM-16 LX User Guide Shortcuts for fax featur es Press your personal ID and se curity code, then enter the shortcut command fr om the following table to per for m these tasks. TASK SHORTCUT Edit your fax greeting Change your fax delivery Deliver all faxes 749 7658 4 5[...]

Menus and Reference 125 NEAXMail IM-16 LX User Guide Shortcuts for e-mail integration Press your personal ID and se curity code, then enter the shortcut command fr om the following table to per for m these tasks. TASK SHORTCUT Check new e-mail messages Check old e-mail messages While listening to an e-mail message, to hear recipients T urn e-mail t[...]

Menus and Reference 126 NEAXMail IM-16 LX User Guide Menu options diagram Address and re cord the message, th en: After Message Hear e-mail recipi ents* Reply Check next messa ge Delete Archive/fax an e-m ail Hear timestamp Redirect/deliv er fax Save as ne w Repeat the me ssage * This feat ure may not be availabl e at your site. 3 4 5 6 7 8 9 0 # M[...]

Menus and Reference 127 NEAXMail IM-16 LX User guide MENU OPTIONS DIAGRAM Personal Options Change security code Record a name Change spelled na me Directory listing on/off E-mail setup 4 5 6 7 8 Grou ps Create a gro up Edit a gr oup List your gr oups Delete a gr oup 4 5 6 7 T ransf er or Delivery Change call transf er Change message del ivery 4 5 E[...]

INDEX 128 NEAXMail IM-16 LX User Guide Index Symbols .tif files 9 .wav files 9 Numerics 1 for Yes, 2 for No conversation 6 A about this guide 2 access caller ID information using Soft Keys 48 using touchtone keys 49 ActiveFax 4 , 102 , 103 addressing messages to groups 74 to other locations 80 to other subscribers 60 alternate greeting default 42 d[...]

INDEX 129 NEAXMail IM-16 LX User Guide shortcuts 125 e-mail inbox, unified messaging and 4 , 9 , 10 enrolling on the system 15 , 19 F fax options, defined 4 faxes change delivery schedule 106 change fax delivery number 106 of e-mail 116 , 118 printing 102 setup options for 106 features 4 first time enrollment 15 , 19 future delivery 69 G greetings [...]

INDEX 130 NEAXMail IM-16 LX User Guide N new messages, defined 22 O old messages, defined 24 optional features 4 P–Q passwords, e-mail 113 playback options, changing 92 private messages 67 R receipt requested 68 recorded name, changing by phone 90 recording conversations 51 , 54 reference information 3 return receipt 68 returning a call using Sof[...]

INDEX 131 NEAXMail IM-16 LX User Guide touchtone keys access caller ID information 49 call return 46 transfer number, changing 94 U unified messaging 4 , 9 , 10 V ViewCall Plus. See Visual Messaging ViewFax. See Visual Messaging ViewMail for Microsoft Messaging. See Visual Mes- saging ViewMail. See Visual Messaging Visual Messaging about 10 applica[...]