Composing Messages | Siemens HiPath Xpressions Unified Messaging

Mailbox Processing on the PC and the E-Mail Service

HiPath Xpressions WebClient

2.8.5Sending Messages

2.8.5.1Composing Messages

You can compose different types of messages on the New message page. You can also attach files to messages and send the messages.

The procedure for composing messages is always the same irrespective of the message type. The system automatically converts the text that you enter into a format suitable to the message type.

–E-mail

E-mails are not subject to any limitations and are sent as normal, unformatted text.

–Fax

Fax messages are converted by the system into fax format and then sent.

–SMS

A maximum of 140 characters can be used in SMS messages. Any additional charac- ters will be deleted during dispatch. The WebClient displays the number of characters in the Length of SMS message: field.

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HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging user manual Composing Messages, Sms

Contents

HiPath Xpressions Page Contents A31003-S2330-B690-2-7619, January Contents Contents Contents Contents Contents Contents Unified Messaging with HiPath Xpressions Overview Differences Between E-Mail, Voice Mail and Fax Mail Preparations on Your Telephone/PABX Data for telephone access via PhoneMailUser-specific data Telephone system data Data for PC access Data for telephone access via VMS Unified Messaging with HiPath Xpressions Unified Messaging with HiPath Xpressions Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service HiPath Xpressions Client Netscape MessengerSystem Requirements Setting up an Account in Netscape Now click Mail Servers Receiving Messages with Netscape Sending Messages with Netscape Routing Messages to HiPath Xpressions Distribution listsFax Messages Routing Short Messages to a Mobile Telephone Importing the HiPath Xpressions Address Book into Netscape Microsoft Outlook Express Setting up an Account in Microsoft Outlook Express Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Receiving Messages with Microsoft Outlook Express Routing Short Messages to a Mobile Telephone SMS Sending Messages with Microsoft Outlook Express Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Microsoft Outlook in Internet Mail Operation Setting up an Account in MS Outlook Internet Operation Sending Messages with MS Outlook Internet Operation Receiving Messages with MS Outlook Internet Operation Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Outlook 2002 in Exchange Operation Outlook 2002 in Exchange Operation Sending Messages using SMS as an Example Receiving MessagesSending Messages Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Other HiPath Xpressions Addresses HiPath Xpressions Outlook Extensions System Requirements Installation Voice output CallbackFax on demand Voice messages Client Assistant Hing for a user in the global Exchange addresses Uninstallation Network Connection Starting Microsoft Outlook Phone Number Options Creating Input Forms Settings in Microsoft Outlook Message Format HiPath Xpressions Tab Telephone Call To Contact CallbackCalling the Originator of a Message This, click either Business Callback or Mobile Callback Calling From the Exchange Address Book PlaybackEither the Business Callback or Mobile Callback button Playback on the Telephone Sending an SMS to a Contact Short Message Service SMS Sending an SMS to the Originator of a Message SMS Reply button8.3 Fax Messages Sending a Fax Message to the Originator of a Message Sending a Fax Message to a Contact File → Send To → Mail Recipient as Attachment Sending a Fax Message From Your Workstation Viewing Fax Messages Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Specify/Modify Remote Station Fax-on-Demand Mailbox Processing on the PC and the E-Mail Service Retrieving a Fax Voice Messages Mailbox Processing on the PC and the E-Mail Service Sending a Voice Message to the Originator of a Message Sending a Voice Message to a Contact Playing Back a Voice Message Mailbox Processing on the PC and the E-Mail Service Forwarding a Message with a Voice Comment Mailbox Processing on the PC and the E-Mail Service Address Book Mailbox Processing on the PC and the E-Mail Service Problems with Buttons Description of error Analyzing and Correcting ProblemsClient Assistant Possible cause Description of error Problems with the Address Book Description of errorProblems with the Client Assistant Description of error Import from Internet Mail HiPath Xpressions Lotus Notes Extensions Settings for Unified Messaging General Settings Tab Description Send Form Settings Tab Description Unified Messaging Settings Tab Description Sending Fax Messages Mailbox Processing on the PC and the E-Mail Service Cover Page Options Delivery Options Description Using the Lotus Notes Fax Printer Extension MiscellaneousOption Description Fax on Demand Menu item Description Displaying Received Faxes Mailbox Processing on the PC and the E-Mail Service Sending SMS Messages Sending Voice Mails Function Description Mailbox Processing on the PC and the E-Mail Service Replying To a Message Via a Voice Comment Setting up an XPR Lotus Notes Address Sending Voice Mails Using Lotus Notes E-Mail Client Sending Messages Example Using Telephony Functions Under Lotus Notes Synchronizing Read/Unread MarksMaking a Telephone Call Overview of Functions HiPath Xpressions WebClientHelp Web Browser Starting the WebClient Starting and Exiting the WebClient Navigation Selecting a Language Login Login via SSL Secure Sockets Layer SSL via Internet ExplorerSSL via Netscape Navigator Automatic Logoff Logoff Manual Logoff SMS Composing Messages Inserting File Attachments Mailbox Processing on the PC and the E-Mail Service Deleting File Attachments Selecting File Attachments Sending Messages Sent Items Icon Description Checking the Send Status Changing Sorting Sending Messages to Additional RecipientsDeleting Messages Receiving Messages Inbox Reading Text Messages Reading Fax Messages Listening to Voice Messages Opening Message Attachments Replying to MessagesForwarding Messages 100 Replying with the Original Message Replying without the Original Message101 102 Options 103 User Data 104 Changing a Password Configuring Notifications Selecting Languages105 Changing the Telephone Password PIN for Telephone Access Changing Personal Identification Number106 Forwarding Enabling forwarding107 108 10.7 POP3 Access Data 109 Overview of Functions 110 Screen Resolution Settings on Your ComputerHiPath Xpressions Mailbox Style sheets Netscape Communicator 112 Starting and Exiting the Client Assistant 113 Logout Manual Logout Automatic Logout114 115 General Procedure Changing Settings Saving Modifications116 117 User Data Language Selection Changing Your Own PasswordSupplementing User Data 118 119 Voice Mail System Settings Changing the Telephone Password PIN Selecting the Voice Mail System120 Mailbox Options Configuring a Referral ExtensionSelecting User Prompts Caller options Mobility number Configuring Forwarding Click Change keysForwarding Incoming Calls 122 123 124 Configuring Forwarding Configuring Forwarding General Procedure Action Description125 126 Configuring Notifications 127 128 Creating a New Notification 129 130 131 Creating Distribution Lists Creating a Private Distribution List Editing Distribution Lists132 133 Adding Users to a Distribution List 134 Deleting a Distribution List Fax Forms Selecting fax forms135 Time Profiles Creating Time Profiles136 Greeting not interruptible Message recording not allowedGreetings After-hours greeting 138 Creating Recordings Personal Name Recording Name Recording Activate the Personal name recording option139 Creating and Editing Personal Greetings Creating Greetings Editing Greetings140 Default Output Devices Deleting Greetings141 Switching to the WebClient Prompt Description142 143 144 General Distribution lists Explanation of the Symbols Default Fax Device Default PrinterReferral Extension Memory Restrictions Direct Callback Connection with the Originator of a Message Additional Features in VMSBroadcast Call / Broadcast Message Private and Public Distribution Lists Repeating System Announcements User PromptsRequesting Help PhoneMail Incorrect Entries Terminating the Connection Returning to the Main Menu VMSFinishing and returning to the main menu Operating your Mailbox with PhoneMail Access Options Using your own Mailbox Direct Access Dialing your own mailbox from your own extension Dialing your own Mailbox Dialing your own mailbox from any extension Options in the Main MenuListen to/retrieve messages push Change answering options push Listening to/Retrieving Messages Playing Back Messages Options available when listening to the message header Message headerJump back to previous message header push 7 and then push Options available when listening to a message Jump ahead to next message category# Return to the main menu Options available after messages have been heard Options available when listening to Outbox messages # Cancel the function and continueAdding recipient numbers Deleting recipient numbers Cancel the function and continue Checking Recipient Numbers Recording and Sending Messages Selecting the Send Options During the recording processRequest Receipt or read receipt push 1 or Selecting the send options for future delivery Greetings and answering modeRe-enter the send options for future delivery push 1 or Changing Answering Options Mobility NameMailbox deputy Call forwarding of your telephone Changing the personal greeting Change referral extension number push 1 or Record nameRecord new name push 1 or Defining mailbox deputy numbers Defining a mobile phone number for call forwarding Disable call forwarding push 6 or Defining the call forwarding settingsChange the call forwarding destination push 1 or Changing Mailbox Options Setting PasswordSet notifications Faxtone detection # Cancel the function and continue Changing the user prompts Change password Setting notifications Select company telephone push 3 and then pushChange the destination number or callback number push Deactivate faxtone detection push Changing the language Activating/deactivating faxtone detection Changing the playback options Terminate the mailbox connection Connection Leaving a Message for Mailbox Owners Dialing an External Mailbox Guest Access or Universal Access # Dial your own mailbox push the pound key Call Forwarding Forward Access Using the Mailbox with the Mailbox Key Callback Access For optisetFor Set 400/500/700 Call Forwarding for Mobile Phones Using your Mailbox for your Mobile Telephone Dialing your Mailbox Dialing your own mailbox from a mobile phone Callback access Retrieve/listen to messages Key sequence Function Quick Reference Guide to the Menus and Key Sequences Operating your Mailbox with PhoneMail Changing answer options Key sequence Function During the recording of messages or greetings A31003-S2330-B690-2-7619, January Connection Key sequence Operating your Mailbox using VMS Overview Using your own Mailbox Direct Access, Own Mailbox Code If necessary Default Edit Options Options in the Main Menu Direct Access KeyFunctionInbox Automatic playback of incoming messages Listen to message Push Push the pound key Push 0 and 5 in succession, enter the position Input formats voice message Enable or disable user promptsInput formats Mail message Select a distribution list see Section Push the star key Start/stop recording comments Push Special send options Connection with a recipient of your choice Recording and Sending New Messages Inbox / Sent Objects Scroll previously sent messagesStart/stop recording of new message Push Operating your Mailbox using VMS Operating your Mailbox using VMS Listen to message Push Pause playback. Push Selection options for recording and sending a dictation Recording a DictationEnter the mailbox number # If the entry was incorrect Delete the call number entered Input formats Jump to any position in the dictation Operating your Mailbox using VMS Enter the first user number into the new distribution list #If the entry was incorrect delete the new number entered Play back users Push the star key Operating your Mailbox using VMS Select a personal greeting Answering Machine Functions Shortcut Setting up a Telephone Connection Enter the call number#If the entry was incorrect Delete the call number entered Key Function Description #If the entry was incorrect delete the number entered Change mailbox deputy Change referral extension #If the entry was incorrect delete the password entered Input format Configure User outcall notification / SMS notification Enter the end time for the notification validity period Accept messages or info greeting feature Or alternatively Setting different greetings 8Select special functions in main menu Save the greeting text Push the star key Switch to own mailbox Additional Options in Guest Access or Universal Access ModeEnter the extension number of the relevant user Select a user/device Call Forwarding CF, Forward Access Key sequence Function Listening to and forwarding incoming messages Operating your Mailbox using VMS Send new message Add comments to a message and forward Record a reply Operating your Mailbox using VMS Recording and Sending New Messages Key sequence Function Send a message using the broadcast message feature Send a message using the broadcast call feature Record and send a dictation Key sequence Function Edit distribution list Create new distribution list push Key sequence FunctionPlay back the entries in a distribution list Delete entries from a selected distribution list Setting up a Telephone Connection from the Main Menu Delete entire distribution listsAnswering machine functions shortcut Key sequence Function Change user prompt language Define or change password Change the playback options Set a greeting for call forwarding CF Enable or disable call forwarding Record personal greetings Additional options in universal access mode Dialing an External Mailbox Guest Access, Universal AccessDirect connection to the attendant console Connection to a user of your choice Requirements for Sending a Fax Fax Mail ServiceRequirements for Receiving a Fax Fax Cover Fax Display Fax Logo Sending a Sample Fax Message from MS Windows Explorer Fax Mail Service Sending a Fax at Favorable Rates Using Fax on Demand Services Fax Mail Service SMS Features for GSM Short Message Service SMS for GSMApplication Options Sending Short Messages to GSM Users Sending Short Messages to GSM Users Short Message Service SMS for GSM Adding an SMS address to the Netscape address book Sending SMS Messages from Intranet Pages Tips for Everyday Use Sending a Callback Number Short Message Service SMS for GSM Abbreviation Definition Abbreviations TIF, Tiff Index Index Index Index A31003-S2330-B690-2-7619, January Page 1PA31003-S2330-B690-2-7619