NEC Univerge UM8000 User manual

SYSTEM USER GUIDE
Rev 08, July 2014
1082-20122-15492
®

NEC Corporation of America reserves the right to change the specifications, functions, or features at
any time without notice.
NEC Corporation of America has prepared this document for use by its employees and customers.
The information contained herein is the property of NEC Corporation of America and shall not be
reproduced without prior written approval of NEC Corporation of America.
Please see the Trademarks document included with this manual for information on trademaks
contained within.
Copyright 2014
NEC Corporation of America
6535 N. State Highway 161
Irving, TX 75039-2402
Communications Technology Group

UNIVERGE UM8000 USER GUIDE i
CONTENTS
Introduction 1
Introducing the Messaging System............................................ 2
About this Guide ................................................................. 2
Document Conventions........................................................ 2
Mailbox Manager Icons ............................................................ 4
Optional Licensed Features....................................................... 5
Visual Messaging Applications............................................... 5
Phone Numbers, Names, and IP Addresses................................. 6
Getting Started 7
Enrolling on the System........................................................... 8
Using the Messaging System Tools 11
Using a Phone ...................................................................... 12
Using Mailbox Manager .......................................................... 13
Using Mailbox Manager Search ............................................... 15
Using the Audio Applet........................................................... 16
Using Your E-mail Inbox......................................................... 18
Using the Phone Soft Keys ..................................................... 19
Soft Key Menus................................................................. 19
Checking Messages 21
E-Mail Integration ............................................................. 21
Checking Messages ............................................................... 22
Mailbox Manager Message Icons.......................................... 22
New Messages.................................................................. 22
Reviewing Old and Archived Messages ..................................... 25
Saving Heard Messages as New Messages ............................ 26
Replying to Messages ............................................................ 27
Archiving Messages............................................................... 28
Forwarding Messages to Another Subscriber ............................. 29
Sending Messages 31
Sending Messages Directly to a Subscriber Mailbox.................... 32
Listening to and Editing Messages Before Delivery .................... 33
Sending Urgent Messages ...................................................... 34
Sending Private Messages ...................................................... 35
Requesting Message Delivery Receipt ...................................... 36
Sending a Message with Future Delivery................................... 37
Canceling a Sent Message...................................................... 38
Sending a Message to Additional Subscribers............................ 39
Sending a Message to a Group................................................ 40
Finding Out Who Has Not Received a Group Message ............. 40
Sending Messages to Guest Subscribers................................... 42
Sending Messages to a Remote Subscriber ............................... 43
Recording Conversations and Monitoring Messages 45
Recording a Conversation....................................................... 46
Monitoring a Message as it is Recorded .................................... 47

ii UNIVERGE UM8000 USER GUIDE
Turning Live Monitor On and Off.......................................... 47
Working with Message Groups 49
Creating Message Groups....................................................... 50
Changing a Message Group Name ........................................... 53
Adding or Deleting Message Group Members............................. 55
Listing Groups and Group Members ......................................... 57
Deleting Message Groups....................................................... 58
Recording a Group Name ....................................................... 59
Working with Greetings 61
System Greetings.................................................................. 62
Using the System Default Greetings..................................... 62
Using System Greetings with Recorded Names...................... 62
Changing Standard Greetings ................................................. 63
Changing Alternate Greetings ................................................. 64
Switching Between the Standard and Alternate Greetings........... 65
Changing Busy Greetings ....................................................... 66
Turning the Busy Greetings On or Off ...................................... 67
Changing Mailbox Setup Options 69
Changing Security Codes........................................................ 70
Changing Recorded Name ...................................................... 71
Changing the Spelling of Your Name........................................ 72
Changing Message Playback Options........................................ 73
Turning Call Transfer On or Off ............................................... 74
Changing the Call Transfer Number ......................................... 75
Turning Call Screening On or Off............................................. 76
Changing Call Screening Options............................................. 77
Turning Call Holding On or Off ................................................ 78
Listing Your Extension in the Directory..................................... 79
Automatically Copy Messages to Another Extension ................... 80
Changing Message Notification Device Settings 81
Initial Device Message Notification Setup.................................. 82
Notification Devices........................................................... 82
Enabling or Disabling a Device ................................................ 83
Changing Notification Device Options....................................... 84
Temporarily Stopping Message Notification ............................... 87
Using a Phone to Check E-mail 89
Configuring E-mail Settings .................................................... 90
Checking E-mail Messages Using a Phone................................. 92
Hearing Who Else Received an E-mail Message.......................... 93
Using a Phone to Enter Your E-mail Password ........................... 94
Password Table................................................................. 94
Turning Your E-mail Message Count On or Off........................... 95
Faxing an E-mail Message...................................................... 96
Faxing All Messages in a Single Fax ......................................... 97
Changing Your E-mail Password .............................................. 98

UNIVERGE UM8000 USER GUIDE iii
Client Side Message Transcription 99
Message Transcription .......................................................... 100
Working with Faxes 101
Receiving Faxes................................................................... 102
Receiving All Faxes with One Call ........................................... 103
Changing Fax Delivery Options............................................... 104
Changing Fax Greetings........................................................ 105
Using Web Feeds 107
Subscribing to a RSS Web Feed.............................................. 108
Subscribing to a Podcast Web Feed......................................... 109

iv UNIVERGE UM8000 USER GUIDE

UNIVERGE UM8000 USER GUIDE INTRODUCTION —1
Introduction
Welcome to Mailbox Manager, a simple yet powerful unified messaging system that greets your callers and records
caller messages. When the e-mail integration is installed, the messaging system enables you to manage your e-mail
and voice messages using a phone or an e-mail client.
This means you can listen to messages, reply to messages, forward messages, delete messages, and archive
messages using the e-mail client or a phone. You can also manage your personal preferences.
This chapter provides a basic introduction to the messaging system and instructions for accessing the system using
a phone or an Internet connection.
In this Chapter...
Introducing the Messaging System .............................................................................2
About this Guide....................................................................................................2
Document Conventions...........................................................................................2
Mailbox Manager Icons .............................................................................................4
Optional Licensed Features........................................................................................5
Visual Messaging Applications..................................................................................5
Phone Numbers, Names, and IP Addresses..................................................................6

2—INTRODUCTION UNIVERGE UM8000 USER GUIDE
Introducing the Messaging System
On the unified messaging system, you and other associates in the organization are known as subscribers.
Subscribers of the messaging system manage their voice messages, faxes, and e-mail messages using a
touchtone phone or a computer that is connected to the Internet.
About this Guide
Some system features documented in this guide require additional licensing that may not be available in
your organization. For detailed information about the messaging system features available in your
organization contact your system manager.
This document provides instructions for using a full-featured unified messaging system. Some of the
features available in your organization might behave differently or are not available.
This document explains how to manage your voice messages, fax messages, e-mail messages, and change
settings that define how you work with the messaging system. Detailed information about managing e-mail
messages should be obtained from the manufacturer’s documentation.
Instructions for using any of the Visual Messaging applications can be found in the online Help for those
applications, a list of the Visual Messaging applications is available in “Visual Messaging Applications” on
page 5.
Document Conventions
The following conventions are used in this document:
• System Manager. The system manager is responsible for the messaging system and
configuring the messaging system. This person might be the same as the network system
administrator in your IT department.
• Key Names. Names of keys on the keyboard are shown in capital letters. For example, ESC,
ALT,SHIFT, and so on.
When two keys must be pressed simultaneously they are joined by a +sign; for example,
ALT+TAB.
• Icon and Button Names. Names of icons and buttons on the application are shown in bold
font. The capitalization matches the user interface. For example, OK, Ok, DELETE, or Delete.
• Menu Selections. Menu selections are shown in a distinctive font.
For example: File > Save and Actions > New Voice Message.
• User Input. Information you are required to type is shown in a distinctive font. For example, type
msgorder.
Caution is required when typing a zero (0) or capital-O (O); a one (1) or a lowercase l.
• Phone Input—Keypad. Keys you are required to press on the phone keypad are shown in a
special font.
For example, 1to press one; 2to press 2; #to press #; and so on.
• Phone Input—Soft keys. Keys located under the phone display. Soft keys are shown in a
special font.
For example, NEW to press listen to new messages; pres >>> to go to the next set of soft keys, and
so on. See “Using the Phone Soft Keys”on page 19.
NOTE
When using the command line prompt, always press the ENTER after
typing a command.

UNIVERGE UM8000 USER GUIDE INTRODUCTION —3
• Placeholder Text. Variable text that is replaced by specific text is shown in italics between
angle brackets. Do not type the angle brackets. For example,
vm_ctl < action> <service>
where < action> = the command and
<
service> = the name of the service.
• Hypertext Links. When viewing the Adobe®Acrobat®PDF document, links to other locations
within the document and external Internet links appear in blue. Click a link to go to the referafenced
topic, page, or URL.
• Notes, Cautions, and Warnings. Text for notes, cautions, and warnings appear as shown:
• Procedural Icons. Different tools can be used to configure your personal preferences in the
messaging system:
Additional details about these tools can be found in “Using the Messaging System Tools” on page 11.
NOTE
A note provides additional information to supplement the main text. A
note provides helpful information, but is not essential to understanding
the current topic.
CAUTION!
A caution advises you that failure to avoid or to take a specific action
might lead to unwanted or undesirable results.
WARNING!
A warning advises you that failure to avoid or to take a specific action
might result in physical harm to the user, damage to the hardware or loss
of data.
Icon Tool
Phone. Use the phone to listen to and send messages, set personal
profiles, and set personal preferences for greetings, playback, call
transfer/screening, message notification, groups, and e-mail.
Mailbox Manager. Use the Mailbox Manager to read and send
messages, set personal profiles, and set personal preferences for
greetings, playback, call transfer/screening, message notification,
groups, and e-mail.
This document provides detailed information about using the
Mailbox Manager.
E-mail Inbox. Use e-mail tool to send or listen to your unified
messages.

4—INTRODUCTION UNIVERGE UM8000 USER GUIDE
Mailbox Manager Icons
The following are Mailbox Manager icons. If an icon is gray it is not available:
Icon Description
Mobile. Click to open the Mobile Home Page. Use this page to
configure mobile device settings.
RSS Feed. Click to subscribe to messages using a RSS web feed.
Podcast Feed. Click to subscribe to message using a Podcast.
PDF-View Fax. Click to view the fax message as an Adobe®
Acrobat®PDF.
View Fax. Click to view the fax message. The messaging system
provides a TIF file and a PDF for viewing the fax.
Archived Message. Indicates the message is archived. The
number of days the message is archived is displayed.
Play Message. Click to play the message.
Stop Message Playback. Click to stop message playback.
Private Message. Indicates a private message.
Urgent Message. Indicates an urgent message.
Message Receipt. This icon appears on the Sent Items page.
When this icon appears next to a message, it indicates that the
message has been read.

UNIVERGE UM8000 USER GUIDE INTRODUCTION —5
Optional Licensed Features
Some system features documented require additional licensing that might not be available in your
organization. See your system manager for details about which features are available.
• Mailbox Manager. A Web-based application that enables you to control many of your personal
mailbox settings, listen to voice messages, view fax messages, as well as archive any of your messages
using a Web browser on any computer connected to the same network as the messaging system.
Place check in the Available column if the feature is installed in your organization.
• ActiveFax®.When your system is licensed for ActiveFax, you can manage your faxes using a
phone or the Mailbox Manager. Faxes are included with voice messages, and can be delivered to a fax
machine using a phone. See “Working with Faxes”on page 93.
• Unified Messaging. When your system is licensed for unified messaging, voice and fax
messages can be automatically forwarded to your e-mail inbox. You can manage all of your messages
using your e-mail application. Refer to your e-mail application documentation for help managing
messages in your e-mail inbox.
• Text-to-speech. When your system is licensed for text-to-speech, you can use a phone to listen
to your e-mail messages. See “Using a Phone to Check E-mail”on page 83.
Visual Messaging Applications
If the messaging system in your organization includes Visual Messaging applications, you can manage all
types of messages and phone calls using your computer.
The Visual Messaging applications provide alternate interfaces for working with voice and fax messages.
The Visual Messaging applications include:
• ViewMail®.All of your voice and fax messages are brought together in one place using ViewMail.
You can access and prioritize your messages and respond to them using your computer.
• ViewFax™.Send, receive, and redirect faxes using your computer.
• ViewCall®Plus. Manage all of your inbound and outbound calls using your computer. You can
customize your call control by integrating ViewCall Plus with other programs when PhoneBASIC®is
installed.
Available Feature Name Feature Description
Mailbox Manager The Mailbox Manager is a Web-based
application that enables you to personalize
your messaging system phone settings.
Text-to-speech Text-to-speech enables you to hear the text
portion of e-mail messages and meeting
requests using computer speakers or a phone.
ActiveFax®With ActiveFax, you can manage faxes using a
phone.
Unified Messaging Unified Messaging enables you to manage all
of your messages, no matter what type, using
your e-mail application.
Visual Messaging Applications
ViewMail®ViewMail brings all of your voice and fax
messages are brought together in one place.
ViewFax™ViewFax enables you to send, receive, and
redirect faxes from your computer.
ViewCall®Plus ViewCall enables you to view and manage your
phone calls directly from your computer.

6—INTRODUCTION UNIVERGE UM8000 USER GUIDE
Phone Numbers, Names, and IP Addresses
Use this space to record information for your messaging system. This information is required to configure
computer connections or using a phone to retrieve and send messages.
Messaging System Internal Phone Extension: ______________________________________________
Messaging System External Phone (calling from outside): ____________________________________
Personal ID (usually 9 + your extension number): ___________________________________________
Mailbox Manager URL: _______________________________________________________________
Server Name or IP Address: ____________________________________________________________
System Administrator (network) Name: ___________________________________________________
System Manager-Phone Number/Extension: _______________________________________________
NOTE
The system administrator is the organization’s IT administrator, the system
manager is the messaging system administrator. The system manager has
the rights necessary to change messaging system configurations and
provides support for the messaging system only.

UNIVERGE UM8000 USER GUIDE GETTING STARTED —7
Getting Started
If your organization requires you to enroll before you can start to access your messages, use the procedures
described in this chapter
This chapter provides the information you need to use the first-time enrollment process.
CAUTION!
Whenever you use the Mailbox Manager to make configuration changes, you
must remember to save your changes. If you do not save your changes before
navigating away from a page, the change made might be lost.
In this Chapter...
Enrolling on the System............................................................................................8
To enroll on the messaging system using Mailbox Manager ..........................................9

8—GETTING STARTED UNIVERGE UM8000 USER GUIDE
Enrolling on the System
The first-time enrollment process requires you to:
• Verify Your First and Last Names. the system manager has already typed your name and/
or extension number into the messaging system.
Contact your system manager if your name is incorrect.
• Record Your Name. Record a name that is used to greet callers. If you do not record your
name, the messaging system announces your extension number instead of your name.
• Record a Greeting. Record a personal greeting that callers hear when they reach your phone
and your phone is not answered. When you do not record a greeting, a default system greeting is
played.
• Specify a Phone Directory Setting. The phone directory enables callers to search for
your name in the company directory when they do not know your extension number.
There are two types of directory assistance: automatic directory assistance and numeric directory
assistance. Depending on how the administrator has configured the messaging system, your
organization might use either one or both types of directory assistance.
• Configure a Security Code. A security code is a password that enables you to log on to
Mailbox Manager and provides security for the messaging system data.
The system manager might provide a default security code, you must change this code during
first-time enrollment or when the administrator resets your password. Although the first-time
enrollment task is optional, you should configure a security code the first time you log on.
After completing these requirements, you are enrolled as a subscriber, and your mailbox is ready to use.
First-time enrollment can be done using a phone or Mailbox Manager on your computer.
USING APHONE
To enroll on the messaging system using a phone
1Dial the messaging system extension. Your system manager can provide the extension number.
See “Phone Numbers, Names, and IP Addresses”on page 6.
2Enter your personal ID.
3Enter the default security code.
4Answer the system questions (prompts) by pressing the appropriate phone keys.
5When the system informs you that your mailbox is set up, press 1to confirm your settings.
If you do not press 1, your changes might be discarded.

UNIVERGE UM8000 USER GUIDE GETTING STARTED —9
USING THE MAILBOX MANAGER
To enroll on the messaging system using Mailbox Manager
1Open a Web browser.
2Type the URL for the messaging system in the Browser Address bar, then press ENTER.
http:// <server name or IP Address> /mm
If you do not know the server name or IP Address , contact your system administrator or system
manager.
The Mailbox Manager Welcome page appears.
3Verify the information in the Last Name and First Name fields.
Your name might appear as greyed out data. This means that only your system manager can update the
information.
4Type the default security code you used to log on to the Mailbox Manager in the Enter current
code field.
5Type a new security code in the Enter New Code field.
The minimum length of the security code is set by your system manager.
Your new security code must be the minimum length, must be numeric, and must not be shared with
anyone. Using this code to log on to Mailbox Manager provides an additional level of security for your
mailbox.
6Retype the new security code in the Verify New Code field.
7Click the Recorded name Edit button to record your name.
8Click Standard greeting Edit button to record your standard greeting.
9Click Busy greeting Edit button to record the greeting callers hear if your line is busy.
10 Select if you want to be listed in the company phone directory:
• Confirm that the List in the phone directory check box is selected to be listed in the
phone directory.
• Clear the check box if you do not want to be listed in the company phone directory.
11 Click Save.
The Enrollment page closes and the Messages page appears.
NOTE
Contact your system manager if your name is not correctly spelled.

10 —GETTING STARTED UNIVERGE UM8000 USER GUIDE

UNIVERGE UM8000 USER GUIDE USING THE MESSAGING SYSTEM TOOLS —11
Using the Messaging System Tools
This chapter explains the three tools you use to manage your messages and your messaging system settings:
This chapter assumes that you have completed the first-time enrollment process and know how to dial the
messaging system from an outside phone or from an extension within your organization.
Icon Tool
Touchtone phone. Use a touchtone phone to listen to
messages, record greetings, change your security code.
Mailbox Manager. Use the Mailbox Manager to manage
your messaging system settings and preferences.
E-mail Inbox. Use your e-mail tool to send or listen to
your unified messages.
In this Chapter...
Using a Phone .......................................................................................................12
Using Mailbox Manager Search.................................................................................15
Using Mailbox Manager ...........................................................................................13
Using the Audio Applet............................................................................................16
Using Your E-mail Inbox..........................................................................................18
Using the Phone Soft Keys.......................................................................................19
Main Menu..........................................................................................................19
New/Old Message Menus ......................................................................................19
Setup Menu ........................................................................................................19
Greetings Menu ...................................................................................................19
Personal Options Menu .........................................................................................20
Transfer Options Menu..........................................................................................20
Groups Menu.......................................................................................................20
Delivery Options Menu..........................................................................................20
Change Delivery Menu..........................................................................................20
Call Screening Menu.............................................................................................20
Live Record Menu.................................................................................................20
Live Monitor Menu................................................................................................20

12 —USING THE MESSAGING SYSTEM TOOLS UNIVERGE UM8000 USER GUIDE
Using a Phone
Call the messaging system using the phone number for outside calls or the internal extension number. After
you are connected, enter your personal ID and security code. The procedures in this chapter assume that
you are using a digital phone with a key pad.
USING APHONE
To access your mailbox
1Call the messaging system.
2When the system greets you, use the phone keys to enter your Personal ID and Security Code.
The system conversation prompts you for responses. Use the following tables to skip the prompts.
Use these keys on the Main Menu
Use these keys anytime
3Press the NEW softkey, or press 4, to check new messages.
TASK KEY TASK KEY
Check new messages 4Send a message 5
Check old messages 6Change setup options 7
TASK KEY TASK KEY
Main menu *Previous menu #
Answer Yes 1Answer No 2

UNIVERGE UM8000 USER GUIDE USING THE MESSAGING SYSTEM TOOLS —13
Using Mailbox Manager
The Mailbox Manager is a Web-based application that enables you to manage your messages and
personalize your messaging system settings.
Use Mailbox Manager to create and change the following settings. If you find that you cannot change some
of these settings, it is due to configuration restrictions set by the system manager:
• security code
• spelled name (only a system manager might be able to respell your name)
• recorded name
• greetings
• playback options
• call transfer options
• call screening options
• call holding options
• message delivery options
• message groups
• e-mail settings
• default language
This document and the Mailbox Manager online help topics provide detailed instructions for personalizing
these settings.
USING THE MAILBOX MANAGER
To access your mailbox
1Open a Web browser.
2Type the messaging system URL in the Location bar (Firefox) or Address bar (Internet Explorer), then
press ENTER.
http:// <server name or IP Address> /mm
If you do not know the server name or IP Address , contact your system manager.
3Bookmark the Mailbox Manager site in your list of Favorites, or add a shortcut on your desktop.
To add a shortcut to your desktop
• Drag the URL in the Address or Location bar to the desktop.
4Type your User ID and Security Code.
Optionally, if you do not want to provide your logon credentials each time you access the Mailbox
Manager, select Remember me on this computer. The next time you sign in, Mailbox
Manager automatically opens to the Messages page.
NOTE
If your logon credentials have changed, the messaging system is
restarted, or if you sign out of Mailbox Manager by clicking the Sign out
link on a page. The next time you sign in to Mailbox Manager you are
prompted to supply the new credentials.