Manuel d'utilisation / d'entretien du produit AD-64 du fabricant NEC
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VOICE/UNIFIED MESSAGING SYSTEM NEA X M ail ® AD- 64 User Guide.
© 2002-2 0 0 4 Acti v e V oice LLC All rights reser ved. First e dition 200 4 ActiveF ax, PhoneBASIC, Repartee, T eLANophy , View- Call, ViewF ax, and ViewMail are trademarks of Active Vo i c e , L L C . NEAXMail and NEC are trademarks of NEC Corporation.
▲ i Contents Introduction ii Setting up your ma ilbox .................... ............... .... iv Checking and leaving messages 1 Checking new messag es ............ ................ ......... 2 Returning a call ....... .................. .........
ii ▲ NEAXMAIL AD-64 USER GUIDE Intr oduction W elcome to NeaxMail® AD-64, a simple yet po werful voice messaging syst em that can greet your callers and re cord your me ssages. On the phone The voice messaging system lets you control how your mailbox receives mes - sages and pla ys them back.
INTRODUCTION ▲ iii On the computer Y ou can use the Mailbox M anager pro- gram to change your mailbox setup from your desk top compute r . If your syst em has T eLANophy ® , y ou can manage all types of mess ages and phone calls visual ly on your desktop co mputer .
iv ▲ NEAXMAIL AD- 64 USER GUIDE Setting up y our mailbo x First, fill in the bla nks on the inside front cov er o f this guide and perform the p ro- cedure “T o access your mailbox by phone. ” This makes your mai lbox r eady to use and enrolls you on the system as a subscriber .
▲ 1 Checking and leaving messages Depending on your system, you can use a phone o r computer to: • Chec k new messages • Return a call • Leav e a message to one or more subscribers or guests .
2 ▲ NEAXMAIL AD-64 USE R GUIDE Chec king new messa g es Checking ne w messages by phone New messages ar e messages that you have not yet h eard. The system notifies you when you have n ew messages. The system plays all urgent messages first, then all r egular messages.
CHECKING AND LEAVING MESSAG ES ▲ 3 Checking ne w messages by computer If your system uses ViewM ail, ViewMail for Microsoft Messaging, or ViewMail for Lotus Notes , you can check messages visually on y our computer . Information about each message is pro- vided on the screen .
4 ▲ NEAXMAIL AD-64 USE R GUIDE Returning a call If your phone system supports the call return feature , you can immediately return a call to the person who left you a message. The call retu rn feature is available for messages left b y outside callers when a caller ID phone number is provided.
CHECKING AND LEAVING MESSAG ES ▲ 5 T o hear caller ID information with Soft Keys 1 Access your mailbox (see inside fr ont co ver). 2 T o hear new messges, press the S oft Key belo w the NEW option on the phone display . T o hear old messages, press the S oft Key belo w the OLD option on the phone display .
6 ▲ NEAXMAIL AD-64 USE R GUIDE Lea ving a message b y phone The system lets you leave voice mes- sages for subscribers, groups, or guests. If you call a subscriber’ s extension and the call is unanswered, y our call is auto- matically routed to the subscriber’ s mailbo x, where you c an leave a mess age.
CHECKING AND LEAVING MESSAG ES ▲ 7 T o leave an identified subscriber message* 1 Call another subscriber . When the subscriber does not answer , the call is automatically for war ded to voice mail. 2 F ollow the system instructions to record your message .
8 ▲ NEAXMAIL AD-64 USE R GUIDE Sending a message b y computer Depending on installed options, you can use Vi ewMa il, V ie wMai l fo r Mic ros oft Mes- saging, or ViewMail for Lotus N otes to send voice message s b y comput er . T o send a message by computer 1 If you ar e using ViewMail, click “ Send.
CHECKING AND LEAVING MESSAG ES ▲ 9 With ViewMail, you can send a message to another subscriber with the ViewMail addr ess book. With ViewMail for Microsoft Messaging or ViewMail fo r Lotus N otes, you also can send a voice m essage to someone outside the voice messaging system.
10 ▲ NEAXMAIL AD- 64 USER GUIDE Lea ving a group messa ge by phone Y ou can leave a message for more than one subscriber either by: • Leaving the message for a message group . • Adding names to the address list. A message group is a mailing list of sub- scribers and guests .
CHECKING AND LEA VING MESSAGES ▲ 11 Sending a gr oup message by computer* With V iewMai l, V iewMai l for Mic rosoft M essaging, or ViewMail for Lotus Notes , you can either choose more subscriber na mes or a grou p name from the ViewMail addr ess book.
12 ▲ NEAXMAIL AD- 64 USER GUIDE Revie wing messages Y ou can review old messages and archived messages b y phone or by com- puter . Revie wing messages by phone After you have heard a new message , the system saves it for a set amount of time (for example , until midn ight).
CHECKING AND LEA VING MESSAGES ▲ 13 Reviewing messa g es by computer* ViewMail lists all of y our opened (old) messages in your mailbox until the sys- tem deletes them at the set time, usu ally at midnight every night. T o r eview an old message by computer 1 Double-click the messa ge .
14 ▲ NEAXMAIL AD- 64 USER GUIDE Redirecting a message The system lets you: • R edirect a message to another sub- scriber . • R ecord a n introduction to the mes- sage. • U se special deliver y options. The system does not let you r edirect messages that are designated as private by the original sender .
CHECKING AND LEA VING MESSAGES ▲ 15 T o r edirect a message by computer 1 Select the message . 2 Click “ Redir ect. ” 3 Click “T o ” and then use the ad dress book to select recipients ’ names. 4 T ype in a subject and set delivery options as needed.
16 ▲ NEAXMAIL AD- 64 USER GUIDE Modifying a message Depending on system settings, you can use one or more of these message options after you record a message: • M odify the message. • M odify its deliver y options. • M ark it for special delivery .
CHECKING AND LEA VING MESSAGES ▲ 17 Modifying a message by computer* With ViewM ail, you can modify a voice message you have sent if the recipient has not opened it. ViewMail displays t he message i n your ViewMail inbox until the person has opened it.
18 ▲ NEAXMAIL AD- 64 USER GUIDE Canceling a message If the r ecipient has not heard your la st message, the system lets you cancel it. Y ou can then record a new message. T o cancel a message by phone 1 Start to leave another message to the same subscriber .
CHECKING AND LEA VING MESSAGES ▲ 19 Canceling a message by computer* With ViewMail, you can cancel a voice message you have sent if the recipient has not opened it. A message remains in your mailbox until the recipient opens it. T o cancel a message by computer 1 Select the message .
20 ▲ NEAXMAIL AD- 64 USER GUIDE Ar chiving a message The system saves old messages for a set time (for exa mple , until midn ight). T o keep a message for a longer period, you can archive it. The system manager can tell you ho w long your system saves archived messages.
CHECKING AND LEA VING MESSAGES ▲ 21 Archiving mes sages by computer* Y ou can archive a message using View- Mail , Vie wMail fo r Micro soft Messa ging, or ViewMail fo r Lotus N otes. When the number of ar chived days reaches zero , the voice message is deleted with other old voice messages .
22 ▲ NEAXMAIL AD- 64 USER GUIDE Recor ding a con versation b y phone If supported by your phone system, you ca n rec ord a p hon e c onv ers ati on and ma n ag e t he rec ord ed conversation just as you would a voice message . The record ed conversation is stored as a message in your v oice mailbox.
CHECKING AND LEA VING MESSAGES ▲ 23 Live recor d phone commands Press the associated featur e key on your phone, or pr ess the Soft Key below the phone display for th e option you wan t. Pause P ause and resume the rec ordi ng. Address En d s th e rec ord in g a nd disconnects the call.
24 ▲ NEAXMAIL AD- 64 USER GUIDE Recor ding a con versation b y computer If your phone system supports live reco rd an d yo u are usi ng V ie wMai l, yo u can r ecord con versations b y using t he “Li ve rec ord” bu tt on in Vi ew Ma il or ViewMail for Microsoft M essaging.
CHECKING AND LEA VING MESSAGES ▲ 25 T o record a conversation by computer 1 If you ar e using ViewMail, click “ Live reco rd. ” If yo u a re usi ng V ie wMail fo r Micr osoft M essaging, clic k “N ew live record message . If you are using ViewMail for Lotus Notes, go to T ools> Live record.
26 ▲ NEAXMAIL AD- 64 USER GUIDE Monitoring a message If the live moni tor feature is supported by yo ur phone system, you can use the speaker on your phone to listen while a caller re cords a mess age. If desi red, you can pick up the handset to connec t to a caller .
▲ 27 Changing your mailbox setup Mailbox Manager allows y ou to contro l your personal mailbox settings, such as: • Y our profil e • Security code • Recorded and spel led names • Greetings .
28 ▲ NEAXMAIL AD- 64 USER GUIDE W orking with the Mailbo x Manager The Mailbo x Manager allo ws you to con- trol how you and your callers in teract with the voice messaging system b y phone. The first time you use the Mailbo x Man- ager , you enter the host name , your per- sonal ID and your security code in the Connect dialog bo x.
CHANGI NG YOUR MAILBO X SETUP ▲ 29 T o change your profile 1 Access the Mailbo x Manager (see inside fron t cov er). 2 Click “ Profile . ” 3 Confirm and change settings as needed. 4 Click “ Save . ” TIP Y ou must select a recor ding device be fo re you ca n re co rd gre et in gs , yo ur recor ded name, o r the names of groups.
30 ▲ NEAXMAIL AD- 64 USER GUIDE Changing y our security code Y our security code prevents others from using your personal ID to list en to your messages. Change your security code as often as you like. Y our security code should be thr ee to 10 digits long.
CHANGI NG YOUR MAILBO X SETUP ▲ 31 Changing y our recor ded and spelled names The system uses your r ecorded name to identify both you and y our messages to other callers. Y ou can change your spelled name only b y phone. If your phone keypad has letters, you ca n also spell your name for the system.
32 ▲ NEAXMAIL AD- 64 USER GUIDE Changing y our greetings Callers hear a gr eeting before they leave a message. Y our mailbox can have one of three gr eetings: standard, busy , or alternat e . Y ou can rerecord or swit ch between greetings b y phone or b y com- puter .
CHANGI NG YOUR MAILBO X SETUP ▲ 33 T o rerecor d your standard, alternate, or busy greeting by computer 1 Access the Mailbo x Manager (see inside fron t cov er). 2 Click “ Gr eetings. ” 3 From the “ Choose a gr eeting” list bo x, se le ct th e g ree ti n g t o re rec ord .
34 ▲ NEAXMAIL AD- 64 USER GUIDE T o switch between your standard and alternate greeting by phone 1 Access your mailbo x by phone (see inside fron t cov er).
CHANGI NG YOUR MAILBO X SETUP ▲ 35 Changing live monitor If the live moni tor feature is supported by y our phone system, you can use your phone to listen whil e an outside caller records a message . Y ou can tur n the liv e monitor feature on or off with your setup options.
36 ▲ NEAXMAIL AD- 64 USER GUIDE Pla yback options The Playback options screen stores set- tings for ho w messages are played. These options are not available by phone . Without M ailbox M anager , you need to ask your system manager to change these options.
CHANGI NG YOUR MAILBO X SETUP ▲ 37 T o change your playback options by computer 1 Access the Mailbo x Manager (see inside fron t cov er). 2 Click “ Playback.
38 ▲ NEAXMAIL AD- 64 USER GUIDE Changing call transfer options The system can transfer calls to your extensio n just as a r eceptionist would. When you are unavail a ble or on another call, the system takes a message for you.
CHANGI NG YOUR MAILBO X SETUP ▲ 39 T o change the number to which calls are transferr ed by computer 1 Access the Mailbo x Manager (see inside fron t cov er). 2 Click “T ransfer/Screenin g. ” 3 In the “T ransfer incoming calls to ” group , select “This number .
40 ▲ NEAXMAIL AD- 64 USER GUIDE Changing call screening options When available , the system can use a variety of call scr eening options .* Y ou can select these op tions on the T ransfer/Screening screen of the Mail box Mana ger . These options are not available by phone.
CHANGI NG YOUR MAILBO X SETUP ▲ 41 T o change call screening options by computer 1 Access the Mailbo x Manager (see inside fron t cov er). 2 Click “T ransfer/Screenin g. ” 3 Select the “Scr eening” check box. 4 Select the transfer/scr eening options as needed.
42 ▲ NEAXMAIL AD- 64 USER GUIDE Changing call holding options The system can hold a call until your extensio n is available.* When call hold- ing is turned on and y our extension is busy , the sys tem asks callers if they want to hold un til you are available or to le ave a message.
CHANGI NG YOUR MAILBO X SETUP ▲ 43 Changing message delivery options The system can deliver messages to sev- eral differ ent phone numbers. Y ou can set a range of minutes, hour s, and days that a message delivery phone number is in effect. Y ou can set the system t o deliver only urgent messages.
44 ▲ NEAXMAIL AD- 64 USER GUIDE If changing message delivery by phone , you may not be able to enter a page r number that requir es special dialing characters (for example, a semicolon that repr esents a three-second pause). Contact your system manager for assis- tance .
CHANGI NG YOUR MAILBO X SETUP ▲ 45 Creating gr oups Y ou can create your own message groups. When you send a message to a group , the message is sent to all mem- bers of the group. Each group you create has a number or a name. There ar e two types of groups: public and privat e.
46 ▲ NEAXMAIL AD- 64 USER GUIDE T o create a group by phone 1 Access your mailbox (see inside front co ver). 2 Press 7 5 4 to cr eate a new group. 3 F or numbered groups , enter a three- digit group number . For named groups, enter the first thr ee letters of the group ’ s name.
CHANGI NG YOUR MAILBO X SETUP ▲ 47 Changing gr oups Y ou can add and delete members of your message groups.* Y ou also can delete any message group that you own, or change the group ’ s number , spelled name, or recor ded name. T o change a group by com- puter 1 Access the Mailbo x Manager (see inside fron t cov er).
48 ▲ NEAXMAIL AD- 64 USER GUIDE T o add o r delete gr oup members by phone 1 Access your mailbox (see inside front co ver). 2 Press 7 5 5 to edit a group . 3 Pr ess the group name or number . Press 1 when you hear the name of the group . Otherwise, press 2 to hear the next matching name.
▲ 49 Sending and r eceiving faxes With ActiveF ax, you have access to fa x mail. Y our fa xes are included with your voice messages. If you ar e also using T eLANophy , ViewFax may also be avail- able b y computer . ViewF ax Y ou can send, receive, and redir ect faxes by c o mp ut e r .
50 ▲ NEAXMAIL AD- 64 USER GUIDE Sending faxes b y computer ViewF ax Y ou can send faxes, view faxes, an d for- ward faxes b y computer with the T eLANophy ViewF ax program. ViewF ax works from within ViewMail or ViewMail for Microsoft M essaging to display a document befor e you fax it, or to forward a fax you r eceive .
SENDING AND RECEIVING FAX ES ▲ 51 Print-to-fax U se the print-to-fax feature to fax docu- ments to other subs cribers, groups , per- sonal databa se contacts , or other rec ipi ent s.
52 ▲ NEAXMAIL AD- 64 USER GUIDE Receiving faxes With Ac tiveF ax, your faxes are stor ed in your mailb ox as fax messages. A fax mes- sage can have two part s: a fax document and an optional voice message annota- tion. Callers can recor d a voice annotation that you hear when you check your mes- sages.
SENDING AND RECEIVING FAX ES ▲ 53 ViewF ax* U se ViewF ax to display a fax mes- sage with in ViewMa il, ViewM ail for Microsoft Messaging, or ViewMail for Lotus Notes . If you click “ ViewF ax” within the ViewMail message , ViewF ax converts the fax document to a TIFF graphics image and displays it on the screen.
54 ▲ NEAXMAIL AD- 64 USER GUIDE Changing fax setup If you ar e using fax mail, you can change your: • F ax deliver y number or schedule • P ersonal fax mailbo x greeting • F ax notification phone number T o change your fax deliver y phone number or schedule 1 Access your mailbox (see inside front co ver).
▲ 55 Using e-mail integration If your system includes e-m ail integra- tion, you can hear and respond to your e-mail messages by phone. With e-mail integration, when you check v oice and fax messages b y phone, y ou hear the number of new e-mail messages you hav e received.
56 ▲ NEAXMAIL AD- 64 USER GUIDE Chec king e-mail b y phone E-mail integration lets yo u manage your e-mail messages by phone . For example , you can: • H ear the e-mail message, its length, who sent it, the time it was sent, who else received it, and any attachments.
USING E-MAIL INTE GRATION ▲ 57 Entering y our e-mail passw ord In ad dition to entering yo ur security code, you may be requi red to enter yo ur e-mail password to check yo ur e-mail messages by phone. Entering numbers onl y If your e-mail pass word uses numbers only , enter the digits, follow ed by ✱ .
58 ▲ NEAXMAIL AD- 64 USER GUIDE E-mail passw ord c har ts If your e-mail passwo rd u ses any letters, use these charts to enter the password. I f your e-mail password uses numbers only , just press or say the digits . Y ou do not need to use the passwor d charts.
USING E-MAIL INTE GRATION ▲ 59 Changing y our e-mail setup options In your setup options, you can change whether e-mail message s are included in your messa ge totals. Y o u can also change your e-mail password. T o tur n your e-mail totaling on or off 1 Access your mailbox (see inside fr ont co ver).
60 ▲ NEAXMAIL AD- 64 USER GUIDE Receiving e-mail b y fax With the system ’ s fax features, y ou can deliver your e-mail messages to an y fax machine. Y our system manager must turn on this featur e for you. Y ou can receive a fax of: • A particular e-mail message.
▲ 61 Using speech r ecognition If your system includes speech recog- nition, you can listen to v oice, f ax, or e-mail messages by speaking menu options or commands instead of press- ing touchtone ke ys . The system leads you step b y step through the speech recognition conv ersation .
62 ▲ NEAXMAIL AD- 64 USER GUIDE Accessing y our mailbo x With speech recognit ion, you can navi- gate the system by saying menu options and commands . Speech r ecognition is av ailable when you listen to voice, fax, or e-mai l mes- sages. Th e system leads you t hrough your options for each type of message.
USING SPEECH RECOGNITION ▲ 63 Chec king v oice messages T o check voice messages with speech recognition 1 Access your mailbox (see inside fr ont co ver). 2 Enter your person al ID by pressing touchtone keys. S ee the inside front co ver . 3 Pr ess or say your sec urity code.
64 ▲ NEAXMAIL AD- 64 USER GUIDE Chec king e-mail messages T o check e-mail messages with speech recognition 1 Access your mailbox (see inside front co ver). 2 Enter your person al ID by pressing touchtone keys. S ee the inside front co ver . 3 Press or say your security code.
USING SPEECH RECOGNITION ▲ 65 Leaving messa ges If you are set up to leave messages b y extension, you can say a recipient’ s number . Other wise, spell a r ecipient’ s name using touchtone keys . T o switch between entering a name or extension, press # # .
66 ▲ NEAXMAIL AD- 64 USER GUIDE Sa ying number s, times, or dates Saying a phone number Speak numbers exactly , digit by digit. F or a phone number , say the numbers .
▲ 67 Using V iewCall Plus With ViewCall Plus, y ou can identify , manage, and trac k your incoming and outgoing calls on your computer . Three integrated ViewCall Plus win- dows work together to control y our phone calls: the T elephon e window , the Call Log window , and the Contact List window .
68 ▲ NEAXMAIL AD- 64 USER GUIDE Screening and managing calls With ViewC all Plus, yo u can identify callers and manage your calls fr om your computer . Identifying and screening calls When you r eceive a call through the sys- tem or with a system using T API, the T elephone windo w displays the call on your computer screen.
USING VIEWCALL PLUS ▲ 69 Managing calls After you have identified the caller , ViewCall Plus supplies you with several tools to manage your phone calls : Connect an incoming call to your phone. Ask the caller to hold. Ask the caller to trans fer to another extension.
70 ▲ NEAXMAIL AD- 64 USER GUIDE T racking calls Call log Y ou can use ViewCall Plus to keep track of your calls . The Call Log windo w recor ds all call activity for your exten- sion. I t also displays information such as caller names, phone numb ers, and the caller’ s location.
USING VIEWCALL PLUS ▲ 71 PhoneB ASIC ViewCall Plus incl udes PhoneBASIC, which lets you in tegrate ViewC all Plus with a number of differ ent programs, such as M icrosof t Office .
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▲ 73 Using quick message actions and shor tcuts Y ou can use quick message actions while listening to a message. F or e xample, press 3 4 # to repeat a message. After accessing your mailbox, y ou can use the sh or tcuts f or specific t asks. A shor tcut is your personal ID + your security code + a number sequence of menu options.
74 ▲ NEAXMAIL AD- 64 USER GUIDE Quic k message actions While listening to a message, press 3 to hear a menu o f quick message ac tions. Except as noted, these actions ar e avail- able for both new and old messages . After using a quick message ac tion, you can continue with the next part of the conversa tion or take mor e action on a message.
USING QUICK MESSAGE ACTIONS AND SHOR TCUTS ▲ 75 Shor tcuts U se shortcuts t o accelerate your responses to the system. V oice messaging Press your personal ID and securi ty code (if re quired), then enter the follo wing shortcuts to do these tasks .
76 ▲ NEAXMAIL AD- 64 USER GUIDE ActiveFax* Press your personal ID and secur ity code, then enter the following shortcuts to do these tasks. T ASK SHORTCUT Edit your fax greeting Change your fax delivery Deliver all faxes 749 7 6 5 8 4 5 * This feature may not be available at your site.
USING QUICK MESSAGE ACTIONS AND SHOR TCUTS ▲ 77 E-Mail integration* Enter your person al ID and security code, then enter the following shortcuts to do these tasks. F or details on enter ing your e-mail pass- word, see “ Entering your e-mail pass- word, ” on page 57.
78 ▲ NEAXMAIL AD- 64 USER GUIDE System menus After Message Hear e-mail reci pients* Reply Check next message Delete Archive/fax an e-ma il Hear timestamp Redirect/deliver f ax Save as new Repeat the mess age * This feat ure may not be availab le at your site.
USING QUICK MESSAGE ACTIONS AND SHOR TCUTS ▲ 79 Main Menu, continued Setup options 7 Personal Options Change security code Record a name Change spelled name Directory listi ng on/off E-mail setup Li.
80 ▲ NEAXMAIL AD- 64 USER GUIDE Managing y our messages with Soft Ke ys Press the Soft Key under the option displayed on the phone. W hen you ac cess the syste m from a phone with S oft Keys enabled, the spee ch recogni- tion feature is not available .
USING QUICK MESSAGE ACTIONS AND SHOR TCUTS ▲ 81 SETUP Change set up options GR EE T Greetings PER S Personal op tions TR FR Tr ansfer opti ons GR PS Groups DEL IV Deliv ery options >> > Vie.
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INDEX ▲ 83 A-B busy greeting 32 C call holding about 42 turning on or off by computer 42 turning on or off by phone 42 call managing 69 call return feature 4 call screening about 40 by computer 68 c.
84 ▲ NEAXMAIL AD- 64 USER GUIDE group, by compu ter 11 group, by phone 10 leaving by phone 6 modifying by computer 17 modifying by phone 16 playback options 2 redirecting by phone 14 return receipt .
Un point important après l'achat de l'appareil (ou même avant l'achat) est de lire le manuel d'utilisation. Nous devons le faire pour quelques raisons simples:
Si vous n'avez pas encore acheté NEC AD-64 c'est un bon moment pour vous familiariser avec les données de base sur le produit. Consulter d'abord les pages initiales du manuel d'utilisation, que vous trouverez ci-dessus. Vous devriez y trouver les données techniques les plus importants du NEC AD-64 - de cette manière, vous pouvez vérifier si l'équipement répond à vos besoins. Explorant les pages suivantes du manuel d'utilisation NEC AD-64, vous apprendrez toutes les caractéristiques du produit et des informations sur son fonctionnement. Les informations sur le NEC AD-64 va certainement vous aider à prendre une décision concernant l'achat.
Dans une situation où vous avez déjà le NEC AD-64, mais vous avez pas encore lu le manuel d'utilisation, vous devez le faire pour les raisons décrites ci-dessus,. Vous saurez alors si vous avez correctement utilisé les fonctions disponibles, et si vous avez commis des erreurs qui peuvent réduire la durée de vie du NEC AD-64.
Cependant, l'un des rôles les plus importants pour l'utilisateur joués par les manuels d'utilisateur est d'aider à résoudre les problèmes concernant le NEC AD-64. Presque toujours, vous y trouverez Troubleshooting, soit les pannes et les défaillances les plus fréquentes de l'apparei NEC AD-64 ainsi que les instructions sur la façon de les résoudre. Même si vous ne parvenez pas à résoudre le problème, le manuel d‘utilisation va vous montrer le chemin d'une nouvelle procédure – le contact avec le centre de service à la clientèle ou le service le plus proche.
