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NEC NEAXMail AD-120 User Manual

Neaxmail voice/unified messaging system
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  • Page 2 Copyright © 2002-2004 Active Voice, LLC. All rights reserved. First edition 2004. NEAXMail and NEC are trademarks of NEC Corporation. Other brands and product names used in this document are the property of their respective owners. Licensed under one or more of the following patents: U.S.

  • Page 3: Table Of Contents

    ..........42 To enroll on NEAXMail AD-120....6 To send a private message ......44 To log on to NEAXMail AD-120 ....7 To send a message with future delivery..46 To access the NEAXMail Assistant ....8 To send a message with an To log off the NEAXMail Assistant ....
  • Page 4 ............. 83 To change notification options ....115 Changing call settings ........85 Changing private list settings....117 To change what NEAXMail AD-120 says when you answer calls ....... 86 To change the name of a private list..118 To change call screening ......88 To change the members of a private list..........120...
  • Page 5 Connecting or disconnecting from NEAXMail AD-120........145 Managing incoming calls......146 Tracking your call activity ......147 Reference numbers and menus....148 Phone numbers, names, and addresses..........149 NEAXMail AD-120 conversation menus 150 Index ............152 NEAXMAIL AD-120 USER GUIDE CONTENTS V...

  • Page 6: Introduction

    Introduction ® Welcome to NEAXMail AD-120. IN THIS SECTION This section gives you a basic introduction to NEAXMail AD-120 and associated documentation. Introducing NEAXMail AD-120 ... 2 About this guide ........3 NEAXMAIL AD-120 USER GUIDE INTRODUCTION 1...

  • Page 7: Introducing Neaxmail Ad-120

    Introducing NEAXMail AD-120 On NEAXMail AD-120, you and the other users in your organization are called subscribers. As a subscriber, you can send and manage voice, fax, and e-mail messages from a touchtone phone, from your computer, or over the Inter- net.

  • Page 8: About This Guide

    About this guide The NEAXMail AD-120 User Guide explains how to manage voice and fax messages, and how to change the settings that define how you work with NEAXMail AD-120. For information about managing e-mail messages, see the doc- umentation for your e-mail program.

  • Page 9: About This Guide

    ABOUT THIS GUIDE The map on page 150 shows the main NEAXMail AD-120 menus available by phone. You can print the map as a quick reference for NEAXMail AD-120 features. NEAXMAIL AD-120 USER GUIDE INTRODUCTION 4...

  • Page 10: Getting Started

    Getting started Your first step in using NEAXMail AD-120 is to enroll by phone as a subscriber. During enrollment, you record your name and greeting, set IN THIS SECTION a password, and set whether you are listed in the directory.

  • Page 11: To Enroll On Neaxmail Ad-120

    ID and may ask you to enter a password. Your system administrator gives you your ID and a tempo- rary password, if one is required. NOTE Depending on how NEAXMail AD-120 is set up at your organization, this procedure may not be required. SING YOUR PHONE Dial the internal or external NEAXMail AD-120 phone number.

  • Page 12: To Log On To Neaxmail Ad-120

    Enter your password, if required. NOTE You may be able to skip some or all of these steps when you call NEAXMail AD-120 from your desk, or if your desk phone has a button that you can press to automatically call NEAXMail AD-120.

  • Page 13: To Access The Neaxmail Assistant

    Use this procedure whenever you access the NEAXMail Assistant with your Web browser. NEAXMail Assistant lets you manage NEAXMail AD-120 settings, such as greetings, call transfer, message notification, and distribution lists. After accessing the NEAXMail Assistant, you may have to enter logon information again, depending on how NEAX- Mail AD-120 is set up.

  • Page 14: To Log Off The Neaxmail Assistant

    Web browser after you log off. NEAXM SING THE SSISTANT In the NEAXMail Assistant navigation pane, click “Log off.” To prevent others from accessing your mailbox settings, in Internet Explorer, select File > Close. NEAXMAIL AD-120 USER GUIDE GETTING STARTED 9...

  • Page 15: The Tools You Use

    The tools you use This section explains more about three of the tools you can use to manage your messages and NEAXMail AD-120 settings: IN THIS SECTION • Any touchtone phone Messaging by phone ......11 • Your e-mail Inbox Messaging from your e-mail Inbox...

  • Page 16: The Tools You Use

    In the NEAXMail AD-120 conversation, you choose menu options by pressing the corresponding touchtone keys on your phone keypad. A map of the NEAXMail AD-120 con- versation menus is provided on page 150. Help For conversation Help, press 0 on your phone keypad.

  • Page 17: Messaging From Your E-Mail Inbox

    WAV file attachment to an e-mail message. You can listen to the WAV file attachment with the speakers on your computer. Other voice messaging tasks such as recording must be done by phone. NEAXMAIL AD-120 USER GUIDE THE TOOLS YOU USE 12...

  • Page 18: Working With The Neaxmail Assistant

    The NEAXMail Assistant is a Web site that you access by using your Web browser. NEAXMail Assistant pages con- tain settings that control how you and your callers interact with NEAXMail AD-120 by phone, such as your greetings, call transfer settings, message notification settings, and message distribution lists.
  • Page 19 Instead, use the links in the NEAXMail Assistant navigation bar. Subscriber name Help icon Save icon Page name Navigation bar Help link Page NEAXMAIL AD-120 USER GUIDE THE TOOLS YOU USE 14...

  • Page 20: Using The Media Master Control Bar

    Paste from file Copy a sound recording the same way you copy text Copy in a text file. Options menu Record Recording Volume Speed length control control Sound file options Stop Play NEAXMAIL AD-120 USER GUIDE THE TOOLS YOU USE 15...

  • Page 21: Using The Media Master Control Bar

    Copy the recording to a sound file that you name. You also use the Options menu to set your recording and playback devices, if applicable (see “To change recording and playback devices,” on page 72). NEAXMAIL AD-120 USER GUIDE THE TOOLS YOU USE 16...

  • Page 22: Checking Messages

    Items folder. If you do not do this, you may eventually exceed the stor- external mailbox......... 33 age limitations of your NEAXMail AD-120 account, and may find that you are unable to send any further messages by phone. If this hap- pens, try removing a few items from your Deleted Items folder.

  • Page 23: To Check Messages

    To check messages You can check your messages by phone or in your e-mail Inbox. If you are using the fax option, NEAXMail AD-120 plays the message summaries and any voice annotations on your fax messages. If you are using the text-to-speech option, NEAXMail AD-120 also plays your e-mail messages and meeting requests.
  • Page 24 Reply to all Hear summary Reply to sender * Available only if you are using the fax option. Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 19...
  • Page 25 In the open fax message, double-click the attached file to start the viewer program on your computer. To have voice messages play automatically when you open them, on the Outlook Tools menu, click “ViewMail options,” then select the “Play voice automatically” check box. NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 20...
  • Page 26 Fax message in ViewMail for Outlook File menu Message toolbar Fax file Or, in the fax message, click the print button on the toolbar or click “Print” on the File menu to print the fax. NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 21...

  • Page 27: To Check Your Calendar

    To check your calendar If you are using the text-to-speech option, NEAXMail AD-120 can read your schedule to you for any day in your calendar. You can accept or decline each meeting, and you can send a voice message to the meeting organizer.

  • Page 28: To Check Your Calendar

    Tentatively accept Hear summary Forward meeting message * Available only if you are using the fax option. Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 23...

  • Page 29: To Forward A Message

    When addressing a message, press to switch between spelling and number mode. SING YOUR PHONE After listening to the message, press Follow the NEAXMail AD-120 conversation to address the forwarded message. Press to record an introduction. After recording, press press...

  • Page 30: To Forward A Message

    Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Add text and attachments as appropriate. Click “Send.” NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 25...

  • Page 31: To Reply To A Message

    SING YOUR PHONE After listening to the message, press if the original message was sent to more than one person, NEAXMail AD-120 lets you press to reply to all, press to reply only to the sender.
  • Page 32 Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 27...
  • Page 33 Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Add text and attachments as appropriate. Click “Send.” NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 28...

  • Page 34: To Return A Call

    You can return a call to another subscriber or to an exter- nal caller. To return a call to an external caller, NEAXMail AD-120 can use caller ID information received from your phone service provider. Or, you can use NEAXMail Assistant to set up the system to ask your callers to enter their phone number before they are transferred to your extension.

  • Page 35: To Return A Call

    In some cases, the return call feature may not be available for a message because certain phone numbers have been restricted. NEAXMail AD-120 tells you if return call is not available. The live record feature is not available during a returned call.

  • Page 36: To Deliver A Fax

    Your callers may record a message with their fax. This message is called a voice annotation. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press to hear new messages, press to review old messages.
  • Page 37 Deliver an e-mail or fax Return call to a fax phone number Reply to all Hear summary Reply to sender Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 32...

  • Page 38: To Check E-Mail Messages In An External Mailbox

    You cannot hear your messages in any other order. NEAX- Mail AD-120 asks you to select which external mailbox you want to check. Special delivery options, such as future delivery or urgent delivery, are not available for e-mail messages left in an external mailbox.
  • Page 39 NEAXMail AD-120 lists external mailboxes by name, in the order you defined with NEAXMail Assistant. NEAXMail AD-120 reads the text of each message in the external mailbox. Use the following keys to manage your messages and to control playback.
  • Page 40 Forward message Hear summary * Available only if you are using the fax option. Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE CHECKING MESSAGES 35...

  • Page 41: Sending Messages

    To send a message with an expiration date ............. 48 To send a message to a list of recipients ..........50 To send a priority broadcast message..........52 To send a message to another location ......... 55 NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 36...

  • Page 42: To Send A Voice Message

    With ViewMail for Outlook, you can use your phone or a multimedia microphone—if your computer has one—to record messages from your Inbox. See “To change recording and playback devices” on page 72. NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 37...
  • Page 43 TO SEND A VOICE MESSAGE SING YOUR PHONE Call NEAXMail AD-120 and log on. Press Follow the NEAXMail AD-120 conversation to address the message. Press to record the message. After recording, press Press to send the message, press for message options.
  • Page 44 Pick up the handset when the phone rings, wait for the tone, then speak into the handset. Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Add text and attachments as appropriate. Click “Send.” NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 39...

  • Page 45: To Send An Urgent Message

    You can also mark a message as urgent with Microsoft Outlook. See the online Help for details. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press Follow the NEAXMail AD-120 conversation to address the message. Press to record the message. After recording, press Press for message options.
  • Page 46 TO SEND AN URGENT MESSAGE Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 41...

  • Page 47: To Request A Return Receipt For A Message

    You can also mark a message for return receipt with Microsoft Outlook. See the online Help for details. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press Follow the NEAXMail AD-120 conversation to address the message. Press to record the message. After recording, press Press for message options.

  • Page 48: To Request A Return Receipt For A Message

    TO REQUEST A RETURN RECEIPT FOR A MESSAGE Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 43...

  • Page 49: To Send A Private Message

    You can also send a private message with Microsoft Out- look. See the online Help for details. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press Follow the NEAXMail AD-120 conversation to address the message. Press to record the message. After recording, press Press for message options.

  • Page 50: To Send A Private Message

    TO SEND A PRIVATE MESSAGE Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 45...

  • Page 51: To Send A Message With Future Delivery

    To send a message with future delivery You can use special delivery to mark a message to be sent at a later time. NEAXMail AD-120 does not send the mes- sage to any recipients until the specified date. You can also mark a message for future delivery with Microsoft Outlook.

  • Page 52: To Send A Message With Future Delivery

    Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 47...

  • Page 53: To Send A Message With An Expiration Date

    To send a message with an expiration date You can use special delivery to mark a message to be sent with an expiration date and time. NEAXMail AD-120 keeps an unheard message in a recipient’s mailbox until the expiration time and date. Then, NEAXMail AD-120 deletes the message.
  • Page 54 Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 49...

  • Page 55: To Send A Message To A List Of Recipients

    For public distribution lists, your system administrator may have authorized you to send priority broadcast messages. See “To send a priority broadcast message” on page 52. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press If desired, switch between number mode and spelling mode by pressing Spell the distribution list name, or enter the number of the list.
  • Page 56 Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 51...

  • Page 57: To Send A Priority Broadcast Message

    If you are authorized, for special delivery options, the NEAXMail AD-120 conversation asks if you want to mark a message as a priority broadcast message. If desired, you can prevent recipients from skipping or fast- forwarding through the message.
  • Page 58 However, a recip- ient can skip the message and use other NEAXMail AD-120 features by phone before hearing the entire message. A recipient of a priority broadcast message cannot forward the message by phone to other subscribers.
  • Page 59 Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 54...

  • Page 60: To Send A Message To Another Location

    Press to switch between spelling mode and number mode. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press If addressing in spelling mode, spell the location name, then spell the subscriber’s name, if addressing in number mode, enter the location ID, then enter the subscriber’s extension.

  • Page 61: To Send A Message To Another Location

    Set special delivery Change recording Review message Use these keys as you record TASK TASK Pause or continue End recording Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SENDING MESSAGES 56...

  • Page 62: Recording Phone Calls

    IN THIS SECTION With NEAXMail AD-120, phone calls that you record are stored as voice To record a phone call ....... 58 messages and sent to you. (You can record phone calls only if your phone has a “Record”...

  • Page 63: To Record A Phone Call

    Some of these laws incorporate strict penalties. NEAXMAIL AD-120 USER GUIDE RECORDING PHONE CALLS 58...

  • Page 64: Changing Personal Settings

    Changing personal settings Personal settings control the information about you as a subscriber on NEAXMail AD-120 and some of the choices you make for interacting IN THIS SECTION with NEAXMail AD-120. To change your recorded name..60 Recorded name Your recorded name plays with messages that you To change whether you are listed leave for other subscribers and identifies you in directory assistance.

  • Page 65: To Change Your Recorded Name

    To change your recorded name NEAXMail AD-120 plays your recorded name when callers determine your extension number in directory assistance, and when you log on to NEAXMail AD-120 by phone. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press >...
  • Page 66 Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING PERSONAL SETTINGS 61...

  • Page 67: To Change Whether You Are Listed In The Directory

    To change whether you are listed in the directory You can set whether you are listed in the NEAXMail AD-120 directory. When you are listed in the directory, callers can determine your extension number without assistance from a receptionist. SING YOUR PHONE Call NEAXMail AD-120 and log on.
  • Page 68 Settings in the navigation bar, click “Directory Listing.” Select the “List in phone directory” check box to be Listing listed, status clear the check box to not be listed. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING PERSONAL SETTINGS 63...

  • Page 69: To Change Your Phone Password

    To change your phone password You enter your NEAXMail AD-120 phone password when you log on to NEAXMail AD-120 by phone. This password is different from the password you enter when you access NEAXMail Assistant by computer. SING YOUR PHONE Call NEAXMail AD-120 and log on.
  • Page 70 “Phone Password.” In the “Enter new password” box, type a password. In the “Confirm new Phone password” box, type password fields the password again. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING PERSONAL SETTINGS 65...

  • Page 71: To Change Your Neaxmail Ad-120 Conversation Language

    To change your NEAXMail AD-120 conversation language You can select a conversation language only with the NEAXMail Assistant, not by phone. NEAXM SING THE SSISTANT Access the NEAXMail Save Assistant. Under Personal Settings in the navigation bar, click “Language.” In the My Language list, click...

  • Page 72: To Change Your Text-To-Speech Language

    You can also set whether NEAXMail AD-120 automatically detects the language used for an e-mail message. If NEAX- Mail AD-120 cannot detect the language in which to read an e-mail message, NEAXMail AD-120 uses the default text-to-speech language. You can select a text-to-speech language only in the NEAXMail Assistant, not by phone.
  • Page 73 In the My Text to Speech language list, click the language in which you want to hear your e-mail messages and calendar. To have NEAXMail AD-120 automatically determine the language for an e-mail or calendar item, select “Use Language options Auto-Detect.”...

  • Page 74: To Switch Between Full Or Brief Conversation Menus

    NEAXMail AD-120 by phone. Most new subscribers begin with the comprehensive instructions. Once you are familiar with NEAXMail AD-120 features, you can switch from full menus to brief menus. SING YOUR PHONE Call NEAXMail AD-120 and log on.

  • Page 75: To Switch Between Full Or Brief Conversation Menus

    SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Message Playback.” Menus Under Menu Type, click “Full menus” or “Brief menus.” Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING PERSONAL SETTINGS 70...

  • Page 76: Changing Recording And Playback Settings

    Playback devices You hear recordings through either your phone or multimedia speakers (if your computer has them). You also have a volume control option and an automatic playback option for voice messages in your Inbox. NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 71...

  • Page 77: Changing Recording And Playback Settings

    In the “Extension” box, type your extension. In the “Server” box, type the name of your server. (If you do not know your server name, contact your system administrator.) Click “OK” to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 72...
  • Page 78 (If you do not know your server name, Playback and Recording contact your Phone options system administrator.) Click “OK,” then click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 73...

  • Page 79: To Change Playback Volume

    While listening to a message, press to toggle among these volume settings: Press once Increases the volume. Press again Decreases the volume. Press again Returns the volume to the default. NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 74...
  • Page 80 SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Message Playback.” Click “Low,” “Medium,” or “High.” Click to save your changes. Volume options NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 75...

  • Page 81: To Change Automatic Voice Message Playback

    With ViewMail for Outlook, on the Outlook Tools menu, click “ViewMail options.” Select the General tab. Select or clear the “Play voice automatically” check box. Click “OK.” Automatic Save playback NEAXMAIL AD-120 USER GUIDE CHANGING RECORDING AND PLAYBACK SETTINGS 76...

  • Page 82: Changing Greeting Settings

    NEAXMail Assistant. Enabling a greeting makes it available for NEAXMail AD-120 to play in the appropriate situations. (Your standard greeting is always enabled.) Disabling a greeting makes it unavailable for NEAXMail AD-120 to play, but it does not erase the recording.

  • Page 83: To Record A Greeting

    139. SING YOUR PHONE Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 plays your current greeting, press rerecord it, press to choose and rerecord a different greeting. Use these keys as you record TASK TASK...
  • Page 84 Pick up the handset when the phone rings, wait for the tone, then speak into the handset. Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING GREETING SETTINGS 79...

  • Page 85: To Enable Or Disable A Greeting

    SING YOUR PHONE Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 plays your current greeting, press enable or disable your alternate greeting. NOTE When your alternate greeting is enabled, it overrides all other greetings. Use these keys anytime...
  • Page 86 Click “Enabled” to make the greeting available to NEAXMail AD-120, click “Disabled” to make it unavailable to NEAXMail AD-120. NOTE When your alternate greeting is enabled, it overrides all other greetings. Click to save your changes. NEAXMAIL AD-120 USER GUIDE...

  • Page 87: To Change A Greeting Source

    (for example, “Sorry, <your name> is not available”). Record my greeting NEAXMail AD-120 plays your recording. (Use the Media Mas- ter control bar to record your greeting.) Blank NEAXMail AD-120 plays no greeting.

  • Page 88: To Enable Or Disable Callers To Bypass Your Greeting

    SING YOUR PHONE Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 plays your current greeting, press enable or disable Bypass Greeting. Use these keys anytime TASK TASK Cancel or back up Skip or move ahead...

  • Page 89: To Enable Or Disable Callers To Bypass Your Greeting

    Callers can bypass your greeting. the “Bypass Greeting” check box, to require callers to listen to this greeting, clear the “Bypass Greeting” check box. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING GREETING SETTINGS 84...

  • Page 90: Changing Call Settings

    Answer options When you answer your phone, NEAXMail AD-120 can To change what NEAXMail announce who the call is for. When NEAXMail AD-120 connects the AD-120 says when you answer calls.. 86 call, you can take the call or route it to your greeting for the caller to To change call screening ....

  • Page 91: To Change What Neaxmail Ad-120 Says When You Answer Calls

    To change what NEAXMail AD-120 says when you answer calls Whether these options are available depends on the type of call transfer your phone system uses. See your system administrator for more information. NEAXM SING THE SSISTANT Access the Save NEAXMail Assistant.
  • Page 92 Ask me if... NEAXMail AD-120 asks if you want to take the call or have the caller leave a message. You can use this setting with the “Tell me who the call is for” option (for example, to decline a call for someone you share a phone with).

  • Page 93: To Change Call Screening

    To change call screening NEAXMail AD-120 screens calls by asking for and record- ing a caller’s name, then placing the caller on hold. NEAX- Mail AD-120 rings your phone and announces the caller’s name. Whether call screening is available depends on the type of call transfer your phone system uses.

  • Page 94: To Change Call Handling For When Your Phone Is Busy

    “Call Transfer and Screening.” Holding Choose whether callers are put on hold: Ask caller to hold NEAXMail AD-120 gives the caller the options of holding or leaving a message. NEAXMAIL AD-120 USER GUIDE CHANGING CALL SETTINGS 89...

  • Page 95: To Change Call Handling For When Your Phone Is Busy

    TO CHANGE CALL HANDLING FOR WHEN YOUR PHONE IS BUSY Put caller on hold... NEAXMail AD-120 automatically puts the caller on hold, with- out the option of leaving a message. Send caller directly... NEAXMail AD-120 automatically routes the caller to your greeting, without the option of holding, then prompts the caller to leave a message.

  • Page 96: To Change Call Transfer

    You can also change the phone number that NEAXMail AD-120 transfers your callers to. Depending on how NEAXMail AD-120 is set up at your organization, this option may not be available. SING YOUR PHONE Call NEAXMail AD-120 and log on.

  • Page 97: To Change Call Transfer

    No (send directly...) Use this setting to have calls transferred directly to your greet- ing. Your phone does not ring. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING CALL SETTINGS 92...

  • Page 98: To Change A Caller's Message Options

    SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Caller Options.” Choose what callers can do when they leave messages. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING CALL SETTINGS 93...

  • Page 99: Changing Message Settings

    Message types You can choose the types of messages for which NEAX- To change your log on greeting ..99 Mail AD-120 announces count totals then plays when you check mes- sages by phone. To change the sound that notifies you of new voice messages.....

  • Page 100: To Change Message Types

    NEAXMail AD-120 then plays old messages in the same order. With fax messages, NEAXMail AD-120 plays message sum- mary information only.
  • Page 101 To hear the total number of a specific type, select that check box. To hear no totals, clear all check boxes. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 96...

  • Page 102: To Change Message Summary Information

    To change message summary information You can set whether NEAXMail AD-120 tells you a sender’s name, the sequence number of a message, and whether a message time stamp is played before or after the message. This information is called the message summary.

  • Page 103: To Change Message Summary Information

    TO CHANGE MESSAGE SUMMARY INFORMATION Announce sender’s name NEAXMail AD-120 plays the recorded name of the sub- scriber who sent a message. Announce message number NEAXMail AD-120 announces the sequential number of a message. Announce time stamp... NEAXMail AD-120 announces the day, date, and time that a message was received.

  • Page 104: To Change Your Log On Greeting

    To change your log on greeting You can set whether NEAXMail AD-120 greets you by name each time you call the system to log on. NEAXM SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click Play “Message Playback.”...

  • Page 105: To Change The Sound That Notifies You Of New Voice Messages

    “Browse” button. In the Browse Files dialog box, choose a sound (WAV) file, then click “Open.” When the ViewMail Options dialog box reappears, click “OK” to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 100...

  • Page 106: To Change Message Addressing Settings

    NEAXM SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Message Addressing.” Choose an option for addressing messages. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 101...

  • Page 107: To Set Up An External Mailbox

    Then, using NEAXMail Assistant, you define a mail- box name, server name, user name and password, SMTP server name, and SMTP server address for each external mailbox. See your Internet service provider for this infor- mation. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 102...
  • Page 108 Pick up the handset when the phone rings, wait for the tone, then speak into the handset. Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click In the “Server name” field, type the server name. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 103...
  • Page 109 In the “Confirm password” field, type your password again to confirm. This field is case-sensitive. In the “SMTP server” field, type the SMTP server name. In the “SMTP address” field, type the SMTP server name. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE SETTINGS 104...

  • Page 110: Changing Message Notification Settings

    Changing message notification settings NEAXMail AD-120 can call a phone or pager to notify you of new mes- sages. When you answer a notification call, you can log on to NEAX- IN THIS SECTION Mail AD-120 immediately to check your messages.

  • Page 111: To Enable Or Disable A Notification Device

    Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 announces your notification status, press the corresponding key for the phone or pager you want to change. Press to enable or disable notification to the phone or pager.
  • Page 112 Under Message Settings in the navigation bar, click Device list “Message Notification.” Choose the phone or pager you want to change. Click “Enabled” or “Disabled.” Status Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE NOTIFICATION SETTINGS 107...

  • Page 113: To Change A Notification Phone Number

    1-second pauses, as neces- sary. Depending on how NEAXMail AD-120 is set up, you may not be able to enter certain phone numbers. When typing phone numbers in NEAXMail Assistant, do not use spaces, dashes, or parentheses between digits.
  • Page 114 SING YOUR PHONE Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 announces your notification status, press the corresponding key for the phone or pager whose number you want to change. Press to change the notification number.
  • Page 115 ID required by a pager. Choose dialing options for the extra digits: Try to detect... NEAXMail AD-120 automatically tries to detect a connection to the phone or pager before dialing the extra digits. Seconds to wait... After dialing the number, NEAXMail AD-120 waits this length of time before dialing extra digits.

  • Page 116: To Change The Address And Text Settings For A Text

    If you specify NEAXMail AD-120 as the return number, the cell phone will then immediately call NEAXMail AD-120 to retrieve your messages.
  • Page 117 If desired, type the NEAXMail AD-120 external phone number or other return phone number that you want your cell phone to call after receiving notification. If you have a text-compatible cellular phone that you set up as a text pager, you can activate the phone’s automatic...

  • Page 118: To Change The Types Of Messages You Are Notified Of

    Select the types messages you want to be notified of. Select which types of Message messages, if any, to types include in the message count. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE NOTIFICATION SETTINGS 113...

  • Page 119: To Change A Notification Schedule

    Use the “Copy day’s schedule” function—below the schedule—to copy one day’s schedule to other days. Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING MESSAGE NOTIFICATION SETTINGS 114...

  • Page 120: To Change Notification Options

    Send initial notification... NEAXMail AD-120 makes the first notification call this many minutes after a new message arrives. Restart notification... NEAXMail AD-120 makes a notification call each time you receive a new message. NEAXMAIL AD-120 USER GUIDE...
  • Page 121 TO CHANGE NOTIFICATION OPTIONS Repeat notification... NEAXMail AD-120 makes regular notification calls at the interval you set, as long as you have new messages. If device does not answer NEAXMail AD-120 follows your settings for an unan- swered device. If device is busy NEAXMail AD-120 follows your settings for a busy device.

  • Page 122: Changing Private List Settings

    IN THIS SECTION the recipients on the list receive the message. To change the name of NEAXMail AD-120 provides 20 empty lists for you to personalize. Only a private list ........118 you can access your private lists. To change the members of You can send only voice messages to your private lists, and you can a private list ........

  • Page 123: To Change The Name Of A Private List

    (1 through 20). After you enter a private list number during addressing, NEAXMail AD-120 plays the recorded name so you can confirm that you have chosen the correct list.
  • Page 124 Pick up the handset when the phone rings, wait for the tone, then speak into the handset. Multimedia microphone Wait for the tone, then speak into the microphone. When you finish recording, click Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING PRIVATE LIST SETTINGS 119...

  • Page 125: To Change The Members Of A Private List

    You can search on the display name (full name), first name, last name, or extension. You choose a search method in the “By” box. NEAXMAIL AD-120 USER GUIDE CHANGING PRIVATE LIST SETTINGS 120...
  • Page 126 K). To add the name to the list, click it in “Matching names,” then click To delete a name from the list, click it in “...members,” then click NEAXMAIL AD-120 USER GUIDE CHANGING PRIVATE LIST SETTINGS 121...
  • Page 127 TO CHANGE THE MEMBERS OF A PRIVATE LIST Click “Save” to save your member changes. If you made other changes to the private list, click to save your list changes. NEAXMAIL AD-120 USER GUIDE CHANGING PRIVATE LIST SETTINGS 122...

  • Page 128: Changing Caller Options

    To enable callers to edit their transferred to your extension. messages .......... 124 To enable callers to leave urgent messages .......... 125 To ask callers to enter a callback phone number........126 NEAXMAIL AD-120 USER GUIDE CHANGING CALLER OPTIONS 123...

  • Page 129: Changing Caller Options

    NEAXM SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Caller Options.” Select “Caller can edit the message.” Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING CALLER OPTIONS 124...

  • Page 130: To Enable Callers To Leave Urgent Messages

    NEAXM SING THE SSISTANT Access the NEAXMail Save Assistant. Under Message Settings in the navigation bar, click “Caller Options.” Select “Caller can mark the message as urgent.” Click to save your changes. NEAXMAIL AD-120 USER GUIDE CHANGING CALLER OPTIONS 125...

  • Page 131: To Ask Callers To Enter A Callback Phone Number

    To ask callers to enter a callback phone number You can set whether NEAXMail AD-120 asks your callers to enter a phone number before transferring to your exten- sion. NEAXMail AD-120 can use the phone number for returning a call. This option is useful if you do not receive caller ID information from your phone service.

  • Page 132: Sharing A Phone

    IN THIS SECTION NEAXMail AD-120 can be set up to allow up to nine different subscrib- To answer a call to a shared phone 128 ers to share the same phone. To reach you, a caller first dials the To check messages with a shared extension number of the shared phone.

  • Page 133: To Answer A Call To A Shared Phone

    To answer a call to a shared phone When you answer a call to a shared phone, NEAXMail AD-120 can announce who the call is for and ask whether to connect the call or take a message. If the shared phone is not answered, callers can leave a message in your mailbox.

  • Page 134: To Check Messages With A Shared Phone

    To check messages with a shared phone You can log on to NEAXMail AD-120 and check messages with a shared phone. The shared extension can be set up to allow callers to leave a message only for you, or to leave the same message for everyone who shares the phone.

  • Page 135: To Check Messages With A Shared Phone

    Reply to all Hear summary Reply to sender * Available only if you are using the fax option. Use these keys anytime TASK TASK Cancel or back up Skip or move ahead NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 130...

  • Page 136: To Change Call Transfer For A Shared Phone

    SING YOUR PHONE Call NEAXMail AD-120 and log on. Press > > After NEAXMail AD-120 tells you the current status of call transfer to the shared phone, press to change it. NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 131...

  • Page 137: To Change Call Transfer For A Shared Phone

    Settings.” To set the shared phone to ring, select “Yes, ring at shared extension,” to route callers to your mailbox, select “No (send directly to my greeting).” Click to save your changes. NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 132...

  • Page 138: To Set Call Handling When A Shared Phone Is Busy

    To set call handling when a shared phone is busy You can set how NEAXMail AD-120 handles callers when a shared phone is busy. For example, you can allow callers to hold, or route them directly to the shared greeting to record a message.

  • Page 139: To Set Call Handling When A Shared Phone Is Busy

    “Put caller on hold without asking,” to route callers to the shared greeting, select “Send caller directly to shared extension greeting.” Click to save your changes. NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 134...

  • Page 140: To Set How Calls To A Shared Phone Are Announced

    To set how calls to a shared phone are announced NEAXMail AD-120 can be set up to announce who a call is for before the call is connected. You can also set NEAXMail AD-120 to ask the person who answers a call whether to accept it or route to a mailbox to take a message.
  • Page 141 To ask the person who answers the shared phone whether to connect the call, select “Ask shared extension subscriber if I want to take the call.” You can select one or more of these options. Click to save your changes. NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 136...

  • Page 142: To Set Whether Calls To A Shared Phone Are Screened

    To set whether calls to a shared phone are screened You can set whether NEAXMail AD-120 asks callers to record their name before transferring the call to a shared phone. NEAXMail AD-120 then plays the caller’s name before connecting the call.

  • Page 143: To Set Whether Calls To A Shared Phone Are Screened

    Call calls to shared screening settings extension subscriber,” to set NEAXMail AD-120 to ask a caller’s name before transferring a call, select “Screen calls to shared extension subscriber. Ask for the caller’s name.” Click to save your changes. NEAXMAIL AD-120 USER GUIDE...

  • Page 144: To Record A Greeting For A Shared Phone

    To record a greeting for a shared phone If desired, you can record a greeting for a shared phone. If you do not record a greeting, NEAXMail AD-120 creates a default greeting, automatically assigning a menu key and playing the recorded name for each subscriber sharing the phone.

  • Page 145: To Record A Greeting For A Shared Phone

    NOTE You cannot disable the Standard greeting. In the Source group, to use the default greeting created automatically by NEAXMail AD-120, select “Use system prompt,” to record a greeting, select “Record my greeting.” On the Media Master control bar, click the circle icon. Record the greeting.
  • Page 146 To allow your callers to skip the greeting by pressing , select “Bypass greeting,” to require that callers hear the entire greeting before taking an action, clear this check box. Click to save your changes. NEAXMAIL AD-120 USER GUIDE SHARING A PHONE 141...

  • Page 147: Working With Viewcall

    Connecting or disconnecting call to another extension, or send the call directly to your mailbox to from NEAXMail AD-120....145 leave a message. Managing incoming calls ....146 ViewCall also displays a summary of your completed calls, allowing you to track your phone activity.

  • Page 148: The Viewcall Window

    When ViewCall is running a ViewCall icon is displayed in the Windows taskbar. Click the Exit button to quit the ViewCall program. NEAXMAIL AD-120 USER GUIDE WORKING WITH VIEWCALL 143...
  • Page 149 THE VIEWCALL WINDOW The ViewCall window NEAXMAIL AD-120 USER GUIDE WORKING WITH VIEWCALL 144...

  • Page 150: Neaxmail Ad-120

    Click the Disconnect button to disconnect ViewCall from NEAXMail AD-120. When you have disconnected you will no longer be able to manage active calls, but you will still be able to view the log of previ- ously completed calls.

  • Page 151: Managing Incoming Calls

    Click the Transfer button to ask the caller to transfer to another extension. Click the Take Message button to ask the caller to leave a message. Click the Drop Call button to disconnect after completing the call. NEAXMAIL AD-120 USER GUIDE WORKING WITH VIEWCALL 146...

  • Page 152: Tracking Your Call Activity

    NOTE You may want to create more than one call log. For example, it may be useful to begin a new call log each week or each month. Click the Clear Log button to erase the current call log. NEAXMAIL AD-120 USER GUIDE WORKING WITH VIEWCALL 147...

  • Page 153: Reference Numbers And Menus

    Reference numbers and menus IN THIS SECTION Phone numbers, names, and addresses ........149 NEAXMail AD-120 conversation menus..........150 NEAXMAIL AD-120 USER GUIDE REFERENCE NUMBERS AND MENUS 148...

  • Page 154: Reference Numbers And Menus

    Phone numbers, names, and addresses NEAXMail AD-120 phone number, internal _________________________ NEAXMail AD-120 phone number, external _________________________ Personal ID _____________________________________________________ NEAXMail Assistant Web site address ______________________________ Server name ____________________________________________________ System administrator’s name ______________________________________ System administrator’s phone number _____________________________ NEAXMAIL AD-120 USER GUIDE...

  • Page 155: Neaxmail Ad-120 Conversation Menus

    Greetings & transfer Personal settings Skip or move ahead Message settings Personal settings *Available only if you are using the fax option. Change password Change recorded name Change directory listing status NEAXMAIL AD-120 USER GUIDE NEAXMAIL AD-120 CONVERSATION MENUS 150...
  • Page 156 Call NEAXMail AD-120 and log on Press during a message Shortcuts TASK TASK TASK KEYS HEAR NEW MESSAGES REPEAT CHANGE GREETINGS 4 1 1 SEND A MESSAGE SAVE CHANGE CALL TRANSFER 4 1 2 CHANGE MESSAGE REVIEW OLD MESSAGES DELETE...

  • Page 157: Index

    NEAXMAIL AD-120 USER GUIDE INDEX 152...
  • Page 158 Help conversation notification device Help icon hold options holding, changing e-mail address, changing for text pager e-mail messages 18, 22 checking hearing over the phone NEAXMAIL AD-120 USER GUIDE INDEX 153...
  • Page 159 Media Master control bar messaging recording messages by phone replying to messages from your Inbox with ViewMail for Outlook menu types 11, 59 about changing message notification. See notification message number, hearing message settings NEAXMAIL AD-120 USER GUIDE INDEX 154...
  • Page 160 NEAXMAIL AD-120 USER GUIDE INDEX 155...
  • Page 161 2, 18, 22 text-to-speech option time stamp, hearing transfer. See call transfer NEAXMAIL AD-120 USER GUIDE INDEX 156...

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