ESI Esi-Mail User manual

Esi-Mail™
Setup and User’s Guide
0450-0479
Rev. A
Visit http://www.esiusers.com for up-to-date help.

Table of contents
Introduction.................................................................................................................................................................. 1
About this guide...............................................................................................................................................................................................1
System requirements.................................................................................................................................................. 2
ESI hardware requirements............................................................................................................................................................................2
Computer system requirements.....................................................................................................................................................................2
Software Requirements............................................................................................................................................................................2
Hardware Requirements..........................................................................................................................................................................2
Installation.................................................................................................................................................................... 3
To uninstall Esi-Mail ..................................................................................................................................................................................3
To install Esi-Mail.......................................................................................................................................................................................3
Configuration............................................................................................................................................................... 4
Set local/remote delivery option..................................................................................................................................................................... 4
Set extension options......................................................................................................................................................................................6
Set network options.........................................................................................................................................................................................7
Using Esi-Mail.............................................................................................................................................................. 8
Quick overview................................................................................................................................................................................................8
Using the toolbar .............................................................................................................................................................................................9
Customize the toolbar.............................................................................................................................................................................10
Troubleshooting............................................................................................................................................................................................. 11
Appendix A User information................................................................................................................................... 13
Copyright © 1999–2003 ESI (Estech Systems, Inc.).
Visit ESI on the Web at http://www.esi-estech.com.
IVX is a registered trademark, and Esi-Mail is a trademark, of ESI. Other registered trade names mentioned herein are trademarks
of their respective owners. ESI phone systems are protected by U.S. Patent 6,067,349 and 6,252,944, and other patents pending.
Product details are subject to change without notice.

Esi-Mail Setup and User’s Guide Introduction
1
Introduction
Esi-Mail™is a unified messaging option for the ESI E-Class phone systems. With ESI’s Esi-Mail, you
can view your voice and email messages in one inbox1, prioritize each message by importance, and
select for playback voice mail messages in any order.
The Esi-Mail toolbar integrates with Microsoft®Outlook 2000/2002®and allows for synchronized
control between your Outlook inbox and your ESI Phone System voice mailbox. For example, as you
delete voice mail messages using your Outlook inbox, they are deleted from your voice mailbox. While
listening to a message, you can easily reply to or call back the user that left the message. Any time you
launch Outlook, your inbox reflects all the message activity in your voice mailbox.
Full voice mail control is provided through an Outlook add-in toolbar. Voice mail messages are played
through the ESI Feature Phone associated with the voice mailbox, eliminating the need for PC speakers
or an external microphone.
While out of the office, remote email notification allows you to keep track of incoming voice mail
messages when using an Internet email account. Each notification is delivered to your specified email
address and includes the date, time, and the caller’s name and number (if Caller ID is available).
Microsoft Outlook 2000 or Outlook 2002 and the Esi-Mail software must be installed on your computer
before you can use Esi-Mail unified messaging. Esi-Mail software is not required for remote email
notification.
About this guide
This guide covers the following topics
 System requirements
 Installation
 Configuration
 Using Esi-Mail
 Troubleshooting
1Esi-Mail currently supports Outlook 2000 and 2002 only.

System Requirements Esi-Mail Setup and User’s Guide
2
System requirements
ESI hardware requirements
 ESI E-Class Phone System with installed Network Services Processor (NSP)
 ESI Feature Phone at the extension
Computer system requirements
Software Requirements
 Windows®98, 2000, ME, XP, or Windows NT 4 with service pack 4 (workstation only) Operating
System
 Microsoft®Outlook 2000®or Microsoft®Outlook 2002®
Hardware Requirements
 Intel Pentium II 400 MHz processor or higher
 128MB RAM required
 3MB additional Free Disk Space (for temporary Setup files)

Esi-Mail Setup and User’s Guide Installation
3
Installation
The ESI Reseller or System Administrator has enabled your voice mailbox for Esi-Mail and provided you
with the Esi-Mail Installer (either on CD or on your network). If you aren’t sure if your voice mailbox is
enabled for Esi-Mail, please contact your System Administrator.
If this is the first time installing Esi-Mail on this PC, you will need to refer to Appendix A User information
on page 13 for your specific setup information. You will be prompted for this information during the
course of Esi-Mail installation and configuration.
Note: If you are installing Esi-Mail on Windows NT, 2000, or XP, you must have Administrator login privileges
before continuing the installation. See your System Administrator if you’re not sure if you have
Administrator login privileges.
Important: If you are installing Esi-Mail and have a previous version on your system, you must uninstall
the previous version.
To uninstall Esi-Mail
1. Make sure Outlook is closed before uninstalling Esi-Mail
2. Select Settings from the Windows Start menu.
3. Select Control Panel and double-click Add/Remove Programs.
4. Choose Esi-Mail.
5. Click Yes when prompted to confirm removal.
To install Esi-Mail
1. Make sure Outlook is closed before installing Esi-Mail
2. If you haven’t done so already, assign a password at your phone by pressing the PROGRAM
key and dialing 51. Follow the prompt instructions to set a password.
3. Access the CD or directory that contains the Esi-Mail installer.
4. Double-click the Esi-Mail installer.
5. Follow the installation instructions displayed by the Esi-Mail setup wizard.
6. When the installation is complete, launch Outlook.
7. If this is the first time installing Esi-Mail on this PC, you will be prompted to select the Esi-Mail
tab in the Options window. Proceed to the Configuration section. If not, proceed to step 8.
8. Installation is complete.

Configuration Esi-Mail Setup and User’s Guide
4
Configuration
This section contains configuration instructions, such as setting delivery options (local or remote),
updating your extension and password settings, and entering network settings. If you are installing Esi-
Mail on your PC for the first time, refer to Appendix A User information on page 13 for your specific
information.
Set local/remote delivery option
You can use Esi-Mail locally (while in the office) or you can receive voice mail notification via your Email
account (while off-site or traveling). The delivery option can be set depending on how you want use Esi-
Mail. You can set the delivery from Esi-Mail, your ESI Feature Phone, or from outside the system.
Note: While using Esi-Mail remotely (while out of the office), you will only receive email notification of
new voice mail messages. To play voice messages from a remote location, you must dial into the phone
system. Esi-Mail software is not required to receive remote voice message notification.
To set the delivery option using Esi-Mail:
1. Click Options on the Esi-Mail toolbar (or select Options from the Tools menu.)
2. Select the Esi-Mail tab.
The Esi-Mail configuration window displays.
3. Select Local or Remote using the radio button.
Default: Local.
If you choose Remote, enter the forwarding email address (if necessary) in the Remote E-mail
Address field.
4. Press OK or press Apply to make more changes.
Select
Local
or
Remote
If
Remote
, enter
the appropriate
email address

Esi-Mail Setup and User’s Guide Configuration
5
To set the delivery option from your Feature Phone
1. Press PROGRAM 65.
2. Do one of the following:
• Press 0for remote email notification, press #to confirm and continue to step 3.
or
• Press 1for Esi-Mail unified messaging, press #to confirm and hang up.
You will now receive voice mail notification in your Outlook inbox.
3. Enter the forwarding email address using the dial pad.
Press the appropriate dial pad key until the appropriate character is displayed.
Press #for the @symbol, continue entering the address.
Use ▼scroll key to go back to previous characters.
4. Press #to confirm.
You will now receive remote email notification at this email address when a message is left in
your voice mailbox.
To set the delivery options from a remote location:
Note: For remote email notification, you must set the forwarding email address from either the Esi-
Mail options or your ESI Feature Phone. You cannot enter an email address remotely. See step 3 above
to enter the forwarding email address from a Feature Phone.
1. Call into the system.
2. If the auto attendant’s main greeting answers your call, press ½and enter your mailbox
number. If the operator or another user answers your call, have the person transfer you (by
pressing VOICE MAIL and ½, then pressing your station key [or entering your mailbox number]
and then hanging up).
3. If required, enter your password.
4. Press 565
5. Do one of the following:
• Press 0for remote email notification, then #to confirm and hang up.
You will now receive remote email notification at the specified email address when a
message is left in your voice mailbox.
• Press 1for Esi-Mail unified messaging, press #to confirm and hang up.
You will now receive voice mail notification in your Outlook inbox.

Configuration Esi-Mail Setup and User’s Guide
6
Set extension options
The extension and password you use for Esi-Mail must match your phone system extension and voice
mail password. If you change your phone system extension or password, you must update your Esi-Mail
settings. Use the space provided in Appendix A User Information to record your any changes for future
reference.
To change your Esi-Mail extension and password:
1. Click Options on the Esi-Mail toolbar (or select Options from the Tools menu.)
2. Select the Esi-Mail tab.
The Esi-Mail configuration window displays.
3. Click Extension Options.
The Esi-Mail Extension Options window displays.
4. Enter your extension number and current voice mailbox password in the appropriate fields.
Then, press OK.
5. Press OK when the Esi-Mail configuration window displays or press Apply to make more
changes.

Esi-Mail Setup and User’s Guide Configuration
7
Set network options
If this is the first time you are installing Esi-Mail on this PC, you will need to make the following network
settings. Use the space provided in Appendix A User Information to record your information for future
reference.
To set network options:
1. Click Options on the Esi-Mail toolbar (or select Options from the Tools menu.)
2. Select the Esi-Mail tab.
The Esi-Mail configuration window displays.
3. Click Network Options.
The Esi-Mail Network Options window displays.
4. Using Appendix A User information on page 13, enter the network information for each field.
Then, press OK.
5. Press OK when the Esi-Mail configuration window displays or press Apply to make more
changes.

Using Esi-Mail Esi-Mail Setup and User’s Guide
8
Using Esi-Mail
Esi-Mail is seamlessly integrated with your Outlook inbox. When you open Outlook, Esi-Mail
synchronizes with your phone system voice mailbox. For example, new voice mail messages left in
your voice mailbox will be reflected as new voice mail notifications in your Outlook inbox.
Quick overview
The voicemail notification header displayed in the Outlook inbox contains name and number information
(Caller ID)1, message duration, date and time. A header displayed in boldface font indicates a new
message. Messages can be played in any order by clicking the email and then clicking the Play button;
the message will be played through the speaker or handset of the ESI Feature Phone associated with
the voice mailbox. After the message has played, and it is not saved or deleted, it is treated as new. If
the message is deleted, the header will be moved to Outlook’s Deleted Items folder. Up to ten of the
most recent deleted messages can be restored from the deleted items folder in Outlook. Older voice
message notifications will remain in the Deleted Items folder, but cannot be played.
After a message is played via Esi-Mail, your Feature Phone will remain connected to voice mail for
several seconds to allow you to manipulate the voice message from the phone. You can save the
message, store Caller ID to your Personal Dex, and delete or move the message, all from your Feature
Phone. If you need to place a call while the phone is still connected to voice mail, either press the
RELEASE key or pick up the handset and then hang up.
You can use Esi-Mail locally (while in the office) or you can receive email notification remotely via your
Email (while off-site or traveling). See Set local/remote delivery option on page 4.
Note: While using Esi-Mail notification remotely (while out of the office), you will only receive email
notification of new voice mail messages. To play voice messages from a remote location, you must dial
into the phone system. Esi-Mail software is not required to receive remote email notification.
1Caller ID is provided by your telephone service company.
Saved (old) voice mail notificationEsi-Mail toolbar
New voice mail notification

Esi-Mail Setup and User’s Guide Using Esi-Mail
9
Using the toolbar
The Esi-Mail toolbar allows you to easily manage and prioritize voice mail messages with familiar
buttons. You can customize the toolbar to display only the buttons you want (See Customize the toolbar
on page 10).
If a button is “grayed out” that function is not available. For example, the Reply button is accessible
when a selected voice mail message is left by another station (inside caller) and “grayed out” when a
message is left by an outside caller. When a new voice message is left in your voice mailbox, you will
see a new heading displayed in your Outlook Inbox.
The following table provides a quick reference of the toolbar and Esi-Mail’s functions.
Toolbar icon Name Function
Play Plays the selected voice mail on your ESI Feature Phone’s speaker.
You can also play a message by double-clicking the message header.
For privacy, pickup the handset.
Once the message is playing, clicking Play again rewinds the
message to the beginning.
Stop Stops a currently playing voice mail message.
You can also stop a voice mail message by hanging up or pressing
SPEAKER on your ESI Feature Phone.
Pause Pauses a currently playing voice mail message.
Rewind Rewinds the currently playing voice mail message to the beginning.
Fast Forward Advances the currently playing voice mail message by 4 seconds.
Delete Deletes the selected voice mail message notification. The message
moves to the Deleted Items folder in Outlook and to the Recycle Bin of
your voice mailbox.
Save Saves the selected voice mail message as an old message in your
voice mailbox. Saved messages are indicated by (Follow Up flag),
and are un-bolded. The status is also reflected on your phone’s
display.
Save As New Saves the selected voice mail message as new in your voice mailbox.
The voice message notification is bolded.
Reply Sends a reply voice mail message in the original sender’s voice
mailbox. You will hear the originator’s greeting on the speaker of your
phone (or pickup the handset). Leave a reply message, and press
SPEAKER or hang up.
This feature can only be used for station-to-station calls.
Call Initiates a call back to the inside or outside voice mail originator.1
To end the call, press STOP.
Restore Restores a deleted voice mail message as a saved (old) message.
The status is also reflected on you phone’s display.2
Options Displays the Outlook Options window. Click on the Esi-Mail tab to
display the configuration options. You can customize the toolbar,
configure extension, network, and delivery options, and set your
remote email address.
1Caller ID service is required for this feature to operate on outside calls.
2The ten most recently deleted voice mail messages may be restored.

Using Esi-Mail Esi-Mail Setup and User’s Guide
10
Customize the toolbar
To customize the Esi-Mail toolbar:
1. Click Options on the Esi-Mail toolbar (or select Options from the Tools menu.)
2. Select the Esi-Mail tab.
The Esi-Mail configuration window displays.
3. Click Customize Toolbar.
The Esi-Mail Customize Toolbar window displays.
4. Check the buttons you want to display, uncheck the buttons you want to hide.
Then, press OK. (Play and Stop cannot be unchecked.)
5. Press OK when the Esi-Mail configuration window displays, or press Apply to make more
changes.

Esi-Mail Setup and User’s Guide Troubleshooting
11
Troubleshooting
Issue Solution
Verify the password on your phone (PROGRAM then 51) matches the
password set in Esi-Mail (see page 6)
Notification messages do not appear
in the Outlook inbox. Verify that the appropriate delivery option is set.
See Set local/remote delivery option on page 4.
If using the speaker, verify that the handset is on-hook.Can’t hear messages being played. Verify that your phone is nearby, and your speaker volume is turned up.
Error message “Timed out trying to
Connect to ESI NSP at …” Verify that the correct information is entered under Esi-Mail Network
Options. See Set network options on page 7.
Verify that only one instance of Outlook is running (Check the Window
taskbar). Esi-Mail will only run in the first instance of Outlook.
Check to see if the Esi-Mail toolbar is “floating”.
Esi-Mail toolbar is missing
Right-click the Outlook toolbar and verify that the Esi-Mail is checked.
When double-clicking a voice mail
notification to play a voice mail, the
message does not play and a window
opens.
This may occasionally occur during busy times.
Use the Play button to play messages.
Right-clicking a voice mail notification
does not work (does not bring up the
context menu).
This can occur when Outlook first opens. It is normal for Outlook and Esi-
Mail to take a few seconds to synchronize. If this occurs, wait a few
seconds and try again.
Error message “Call Processing
Reported Error: …” Your voice mailbox is being accessed by more than one location (another
phone or a remote location). If your voice mailbox is accessed, your Feature
Phone’s blue VOICE MAIL key will be lit. Before you can listen to
messages, the VOICE MAIL key must be blinking or off (not lit).

Troubleshooting Esi-Mail Setup and User’s Guide
12
NOTES:

Esi-Mail Setup and User’s Guide User Information
13
Appendix A User information
1. The location of the Esi-Mail program installer file:
2. Your extension number:
3. Your voice mail password:
4. The NSP IPAddress:
.
..
5. The NSP port number:
0 0 4
6. The Add-in port number:
0 9 0

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