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Siemens HiPath Xpressions Unified Messaging user manual Overview of Functions, 109

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Mailbox Processing on the PC and the E-Mail Service

Client Assistant

2.9Client Assistant

The Client Assistant intranet application must be installed on a satellite node or the

HiPath Xpressions server to allow the functions described below to be performed. Please con- sult your system administrator if you have any queries.

2.9.1Overview

The Client Assistant is a user-friendly, Web-based application for the individual configuration of your HiPath Xpressions mailbox. Clearly laid out Web pages help you to configure your person- al settings for e-mail, voice and fax messages to meet your own requirements.

Depending on the configuration of the Client Assistant some descriptions may differ from the actual possibilities. Please consult your system administrator in this situation.

Overview of Functions

Using the Client Assistant you can, for example:

●check your user data and add additional information

●define a referral extension,

●activate incoming message notification,

●record and administer telephone announcements and greeting texts,

●administer messages (sort, delete, deflect),

●configure global daily and weekly profiles for telephone announcements and greeting texts

●define distribution groups and lists for sending messages,

●configure customized forwarding functions,

●use fax templates for sending your own faxes

●administer personal passwords and access data.

A31003-S2330-B690-2-7619, January 2003	2-109
HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging user manual Overview of Functions, 109

Contents

HiPath Xpressions Page Contents A31003-S2330-B690-2-7619, January Contents Contents Contents Contents Contents Contents Unified Messaging with HiPath Xpressions OverviewDifferences Between E-Mail, Voice Mail and Fax Mail Preparations on Your Telephone/PABX Data for telephone access via PhoneMailUser-specific data Telephone system dataData for PC access Data for telephone access via VMSUnified 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 ServiceSystem Requirements HiPath Xpressions ClientNetscape Messenger Setting up an Account in Netscape Now click Mail Servers Receiving Messages with Netscape Fax Messages Sending Messages with NetscapeRouting Messages to HiPath Xpressions Distribution lists Routing Short Messages to a Mobile Telephone Importing the HiPath Xpressions Address Book into NetscapeMicrosoft Outlook Express Setting up an Account in Microsoft Outlook ExpressMailbox 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 ExpressMailbox 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 OperationSending Messages with MS Outlook Internet Operation Receiving Messages with MS Outlook Internet OperationMailbox 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 OperationSending Messages Sending Messages using SMS as an ExampleReceiving 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 ExtensionsSystem Requirements Installation Voice output CallbackFax on demand Voice messagesClient Assistant Hing for a user in the global Exchange addressesUninstallation Network Connection Starting Microsoft OutlookPhone Number OptionsCreating Input Forms Settings in Microsoft OutlookMessage Format HiPath Xpressions Tab Telephone Call To Contact CallbackCalling the Originator of a Message This, click either Business Callback or Mobile CallbackCalling From the Exchange Address Book PlaybackEither the Business Callback or Mobile Callback button Playback on the TelephoneSending an SMS to a Contact Short Message Service SMS8.3 Sending an SMS to the Originator of a MessageSMS Reply button Fax Messages Sending a Fax Message to the Originator of a Message Sending a Fax Message to a ContactFile → 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-DemandMailbox 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 ContactPlaying 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 causeProblems with the Client Assistant Description of error Description of errorProblems with the Address Book Description of error Import from Internet Mail HiPath Xpressions Lotus Notes Extensions Settings for Unified MessagingGeneral 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 DescriptionOption Description Using the Lotus Notes Fax Printer ExtensionMiscellaneous Fax on Demand Menu item Description Displaying Received FaxesMailbox 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 ClientSending Messages Example Making a Telephone Call Using Telephony Functions Under Lotus NotesSynchronizing Read/Unread Marks Overview of Functions HiPath Xpressions WebClientHelp Web BrowserStarting the WebClient Starting and Exiting the WebClientNavigation Selecting a LanguageLogin SSL via Netscape Navigator Login via SSL Secure Sockets LayerSSL via Internet Explorer Automatic Logoff Logoff Manual LogoffSMS Composing MessagesInserting File Attachments Mailbox Processing on the PC and the E-Mail Service Deleting File Attachments Selecting File AttachmentsSending Messages Sent ItemsIcon Description Checking the Send StatusDeleting Messages Changing SortingSending Messages to Additional Recipients Receiving Messages Inbox Reading Text Messages Reading Fax Messages Listening to Voice Messages Opening Message Attachments Replying to MessagesForwarding Messages 100101 Replying with the Original MessageReplying without the Original Message 102 Options103 User Data104 Changing a Password105 Configuring NotificationsSelecting Languages 106 Changing the Telephone Password PIN for Telephone AccessChanging Personal Identification Number 107 ForwardingEnabling forwarding 108 10.7 POP3 Access Data109 Overview of Functions110 Screen Resolution Settings on Your ComputerHiPath Xpressions Mailbox Style sheets Netscape Communicator112 Starting and Exiting the Client Assistant113 114 Logout Manual LogoutAutomatic Logout 115 General Procedure116 Changing SettingsSaving Modifications 117 User DataLanguage Selection Changing Your Own PasswordSupplementing User Data 118119 Voice Mail System Settings120 Changing the Telephone Password PINSelecting the Voice Mail System Mailbox Options Configuring a Referral ExtensionSelecting User Prompts Caller optionsMobility number Configuring Forwarding Click Change keysForwarding Incoming Calls 122123 124 Configuring Forwarding125 Configuring Forwarding General ProcedureAction Description 126 Configuring Notifications127 128 Creating a New Notification129 130 131 Creating Distribution Lists132 Creating a Private Distribution ListEditing Distribution Lists 133 Adding Users to a Distribution List134 Deleting a Distribution List135 Fax FormsSelecting fax forms 136 Time ProfilesCreating Time Profiles Greeting not interruptible Message recording not allowedGreetings After-hours greeting138 Creating Recordings139 Personal Name RecordingName Recording Activate the Personal name recording option 140 Creating and Editing Personal Greetings Creating GreetingsEditing Greetings 141 Default Output DevicesDeleting Greetings 142 Switching to the WebClientPrompt Description 143 144 General Distribution lists Explanation of the SymbolsDefault Fax Device Default PrinterReferral Extension Memory RestrictionsDirect Callback Connection with the Originator of a Message Additional Features in VMSBroadcast Call / Broadcast Message Private and Public Distribution ListsRepeating System Announcements User PromptsRequesting Help PhoneMail Incorrect EntriesFinishing and returning to the main menu Terminating the ConnectionReturning to the Main Menu VMS Operating your Mailbox with PhoneMail Access Options Using your own Mailbox Direct Access Dialing your own mailbox from your own extension Dialing your own MailboxDialing your own mailbox from any extension Options in the Main MenuListen to/retrieve messages push Change answering options pushListening to/Retrieving Messages Playing Back Messages Jump back to previous message header push 7 and then push Options available when listening to the message headerMessage header # Return to the main menu Options available when listening to a messageJump ahead to next message category Options available after messages have been heard Adding recipient numbers Options available when listening to Outbox messages# Cancel the function and continue Deleting recipient numbers Cancel the function and continue Checking Recipient NumbersRecording and Sending Messages Request Receipt or read receipt push 1 or Selecting the Send OptionsDuring the recording process Selecting the send options for future delivery Greetings and answering modeRe-enter the send options for future delivery push 1 or Changing Answering OptionsMobility NameMailbox deputy Call forwarding of your telephoneChanging the personal greeting Record new name push 1 or Change referral extension number push 1 orRecord name Defining mailbox deputy numbers Defining a mobile phone number for call forwardingDisable call forwarding push 6 or Defining the call forwarding settingsChange the call forwarding destination push 1 or Changing Mailbox OptionsSetting PasswordSet notifications Faxtone detection# Cancel the function and continue Changing the user prompts Change passwordChange the destination number or callback number push Setting notificationsSelect company telephone push 3 and then push Deactivate faxtone detection push Changing the language Activating/deactivating faxtone detectionChanging the playback options Terminate the mailbox connection ConnectionLeaving 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 AccessFor Set 400/500/700 Using the Mailbox with the Mailbox Key Callback AccessFor optiset Call Forwarding for Mobile Phones Using your Mailbox for your Mobile TelephoneDialing your Mailbox Dialing your own mailbox from a mobile phone Callback accessRetrieve/listen to messages Key sequence Function Quick Reference Guide to the Menus and Key SequencesOperating your Mailbox with PhoneMail Changing answer options Key sequence Function During the recording of messages or greetingsA31003-S2330-B690-2-7619, January Connection Key sequence Operating your Mailbox using VMS Overview Using your own Mailbox Direct Access, Own Mailbox CodeIf necessary Default Edit Options Inbox Options in the Main Menu Direct AccessKeyFunction 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 SectionPush the star key Start/stop recording comments Push Special send options Connection with a recipient of your choice Start/stop recording of new message Push Recording and Sending New Messages Inbox / Sent ObjectsScroll previously sent messages 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 enteredInput formats Jump to any position in the dictationOperating 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 keyOperating your Mailbox using VMS Select a personal greeting Answering Machine Functions Shortcut#If the entry was incorrect Delete the call number entered Setting up a Telephone ConnectionEnter the call number Key Function Description #If the entry was incorrect delete the number entered Change mailbox deputyChange referral extension #If the entry was incorrect delete the password entered Input format Configure User outcall notification / SMS notificationEnter the end time for the notification validity period Accept messages or info greeting feature Or alternatively Setting different greetings8Select special functions in main menu Save the greeting text Push the star key Enter the extension number of the relevant user Switch to own mailboxAdditional Options in Guest Access or Universal Access Mode Select a user/device Call Forwarding CF, Forward Access Key sequence Function Listening to and forwarding incoming messagesOperating your Mailbox using VMS Send new message Add comments to a message and forward Record a replyOperating 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 Play back the entries in a distribution list Edit distribution listCreate new distribution list push Key sequence Function Delete entries from a selected distribution list Answering machine functions shortcut Key sequence Function Setting up a Telephone Connection from the Main MenuDelete entire distribution lists Change user prompt language Define or change password Change the playback options Set a greeting for call forwarding CF Enable or disable call forwardingRecord 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 choiceRequirements for Sending a Fax Fax Mail ServiceRequirements for Receiving a Fax Fax CoverFax Display Fax LogoSending a Sample Fax Message from MS Windows Explorer Fax Mail Service Sending a Fax at Favorable Rates Using Fax on Demand ServicesFax Mail Service Application Options SMS Features for GSMShort Message Service SMS for GSM Sending Short Messages to GSM Users Sending Short Messages to GSM UsersShort 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 NumberShort Message Service SMS for GSM Abbreviation Definition AbbreviationsTIF, Tiff Index IndexIndex Index A31003-S2330-B690-2-7619, January Page 1PA31003-S2330-B690-2-7619