NEC NEAXMail AD-120 User manual

VOICE/UNIFIED MESSAGING SYSTEM
VERSION 2.7
User Guide
NEAXMail® AD-120

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.
Nos. 4,994,926; 5,291,302; 5,459,584; 4,696,028;
4,809,321; 4,850,012; 4,922,526; 4,935,958; 4,955,047;
4,972,469; 4,975,941; 5,020,095; 5,027,384; 5,029,196;
5,099,509; 5,109,405; 5,148,478; 5,166,974; 5,168,519;
5,249,219; 5,303,298; 5,309,504; 5,347,574; 5,666,401;
5,181,243; 5,724,408; and Canadian No. 1329852.
NEC Unified Solutions,Inc.
Irving, Texas
U.S.A.

NEAXMAIL AD-120 USER GUIDE CONTENTS III
Contents
Introduction..................................................1
Introducing NEAXMail AD-120 ................... 2
About this guide.......................................... 3
Getting started.............................................5
To enroll on NEAXMail AD-120................... 6
To log on to NEAXMail AD-120 .................. 7
To access the NEAXMail Assistant .............. 8
To log off the NEAXMail Assistant .............. 9
The tools you use .......................................10
Messaging by phone ................................. 11
Messaging from your e-mail Inbox............ 12
Working with the NEAXMail Assistant ...... 13
Using the Media Master control bar ......... 15
Checking messages ....................................17
To check messages.................................... 18
To check your calendar.............................. 22
To forward a message ............................... 24
To reply to a message ............................... 26
To return a call ........................................... 29
To deliver a fax .......................................... 31
To check e-mail messages in an external
mailbox...................................................... 33
Sending messages ......................................36
To send a voice message ...........................37
To send an urgent message .......................40
To request a return receipt for
a message ..................................................42
To send a private message ........................44
To send a message with future delivery.....46
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
Recording phone calls ................................57
To record a phone call ...............................58
Changing personal settings ........................59
To change your recorded name.................60
To change whether you are listed in the
directory.....................................................62
To change your phone password...............64
To change your NEAXMail AD-120
conversation language...............................66
To change your text-to-speech language..67
To switch between full or brief
conversation menus ...................................69

NEAXMAIL AD-120 USER GUIDE CONTENTS IV
Changing recording and playback settings.71
To change recording and playback
devices....................................................... 72
To change playback volume ...................... 74
To change automatic voice message
playback .................................................... 76
Changing greeting settings ........................77
To record a greeting.................................. 78
To enable or disable a greeting ................ 80
To change a greeting source..................... 82
To enable or disable callers to bypass your
greeting ..................................................... 83
Changing call settings ................................85
To change what NEAXMail AD-120 says
when you answer calls ............................... 86
To change call screening ........................... 88
To change call handling for when your
phone is busy............................................. 89
To change call transfer .............................. 91
To change a caller’s message options ....... 93
Changing message settings........................94
To change message types ......................... 95
To change message summary information 97
To change your log on greeting................ 99
To change the sound that notifies you
of new voice messages............................ 100
To change message addressing
settings.....................................................101
To set up an external mailbox..................102
Changing message notification settings...105
To enable or disable a notification
device.......................................................106
To change a notification phone number..108
To change the address and text settings
for a text pager ........................................111
To change the types of messages you are
notified of.................................................113
To change a notification schedule ...........114
To change notification options ................115
Changing private list settings...................117
To change the name of a private list........118
To change the members of a
private list.................................................120
Changing caller options............................123
To enable callers to edit their 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 CONTENTS V
Sharing a phone .......................................127
To answer a call to a shared phone ......... 128
To check messages with a
shared phone........................................... 129
To change call transfer for a
shared phone........................................... 131
To set call handling when a shared
phone is busy........................................... 133
To set how calls to a shared phone are
announced............................................... 135
To set whether calls to a shared phone
are screened ............................................ 137
To record a greeting for a
shared phone........................................... 139
Working with ViewCall .............................142
The ViewCall window .............................. 143
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

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

INTRODUCTION 2NEAXMAIL AD-120 USER GUIDE
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.
With a full-featured system, NEAXMail AD-120 includes:
Unified messaging ViewMail®for Microsoft®Outlook®lets
you manage voice and fax messages in your Outlook Inbox,
along with your e-mail messages.
Fax option You can use a third-party fax program to send
and receive fax messages from your computer the same
way you send and receive other messages with Outlook.
You can also print your fax and e-mail messages to a fax
machine from any touchtone phone.
Text-to-speech Text-to-speech lets you hear the text por-
tion of your e-mail messages and meeting requests over the
phone.
The NEAXMail Assistant This Web-based option lets you per-
sonalize your NEAXMail AD-120 phone settings using your
Web browser.
Your system administrator can tell you whether these
options are available to you.

INTRODUCTION 3NEAXMAIL AD-120 USER 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.
The NEAXMail AD-120 User Guide presents procedures for
a full-featured NEAXMail AD-120 system. Some proce-
dures may work differently for you, depending on how
NEAXMail AD-120 is set up at your organization.
Each task includes procedures that relate to the tools you use
to work with NEAXMail AD-120 and are marked accordingly:
Phone
Inbox
NEAXMail Assistant
The NEAXMail AD-120 User Guide includes space for refer-
ence information on page 149. Write the phone numbers
for calling NEAXMail AD-120; your ID; the Web site
address for the NEAXMail Assistant; the server name; and
the name and phone number of your system administrator.

INTRODUCTION 4NEAXMAIL AD-120 USER 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.

GETTING STARTED 5
NEAXMAIL AD-120 USER GUIDE
■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
a password, and set whether you are listed in the directory.
You can call NEAXMail AD-120 from inside or from outside your orga-
nization to enroll.
Once enrolled, you can log on to NEAXMail AD-120 by phone to check
and send messages, and to change your NEAXMail AD-120 settings.
IN THIS SECTION
To enroll on NEAXMail AD-120........... 6
To log on to NEAXMail AD-120 .......... 7
To access the NEAXMail Assistant ..... 8
To log off the NEAXMail Assistant...... 9