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Siemens HiPath Xpressions Unified Messaging Listening to and forwarding incoming messages

Models: HiPath Xpressions Unified Messaging

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Mailbox Processing on the Telephone and the Voice Mail Service

Operating your Mailbox using VMS

3.3.5A Quick Reference Guide to the Menus and Key Sequences

The following lists contain the key sequences that must be pushed to use mailbox functions. The main menu provides the following selection options for mailbox operation:

3.3.5.1Listening to and forwarding incoming messages

1

2

3

5

7

8

02

0*

Open "Record and Send New Messages" menu Open "Record Dictation" menu

Open "Listen to Incoming Messages" menu Open "Edit distribution list" menu

Open "Answering Machine (Shortcut)" menu Open "Special Functions" menu

Open "Set up Telephone Connection" menu Repeat main menu options

Key sequence Function

3Open "Listen to Incoming Messages" menu

During announcement of the number of new and old messages in the mailbox:

1

*

03

04

06

Record a new message

Play back first message header Automatic playback of incoming messages Reverse playback order

Reverse playback order again

During playback of the message header and while or after listening to a new or old message:

1Record a new message

3Listen to message

3Pause and resume playback

5Repeat message header

*Skip message and play back next message header 0 4 Reverse playback order

A31003-S2330-B690-2-7619, January 2003	3-81
HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging Listening to and forwarding incoming messages, Key sequence Function

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 ServiceNetscape Messenger HiPath Xpressions ClientSystem Requirements Setting up an Account in Netscape Now click Mail Servers Receiving Messages with Netscape Routing Messages to HiPath Xpressions Distribution lists Sending Messages with NetscapeFax Messages 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 OperationReceiving Messages Sending Messages using SMS as an ExampleSending 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 SMSSMS Reply button Sending an SMS to the Originator of a Message8.3 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 Address Book Description of error Description of errorProblems with the Client Assistant 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 DescriptionMiscellaneous Using the Lotus Notes Fax Printer ExtensionOption Description 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 Synchronizing Read/Unread Marks Using Telephony Functions Under Lotus NotesMaking a Telephone Call Overview of Functions HiPath Xpressions WebClientHelp Web BrowserStarting the WebClient Starting and Exiting the WebClientNavigation Selecting a LanguageLogin SSL via Internet Explorer Login via SSL Secure Sockets LayerSSL via Netscape Navigator 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 StatusSending Messages to Additional Recipients Changing SortingDeleting Messages Receiving Messages Inbox Reading Text Messages Reading Fax Messages Listening to Voice Messages Opening Message Attachments Replying to MessagesForwarding Messages 100Replying without the Original Message Replying with the Original Message101 102 Options103 User Data104 Changing a PasswordSelecting Languages Configuring Notifications105 Changing Personal Identification Number Changing the Telephone Password PIN for Telephone Access106 Enabling forwarding Forwarding107 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 Automatic Logout Logout Manual Logout114 115 General ProcedureSaving Modifications Changing Settings116 117 User DataLanguage Selection Changing Your Own PasswordSupplementing User Data 118119 Voice Mail System SettingsSelecting the Voice Mail System Changing the Telephone Password PIN120 Mailbox Options Configuring a Referral ExtensionSelecting User Prompts Caller optionsMobility number Configuring Forwarding Click Change keysForwarding Incoming Calls 122123 124 Configuring ForwardingAction Description Configuring Forwarding General Procedure125 126 Configuring Notifications127 128 Creating a New Notification129 130 131 Creating Distribution ListsEditing Distribution Lists Creating a Private Distribution List132 133 Adding Users to a Distribution List134 Deleting a Distribution ListSelecting fax forms Fax Forms135 Creating Time Profiles Time Profiles136 Greeting not interruptible Message recording not allowedGreetings After-hours greeting138 Creating RecordingsName Recording Activate the Personal name recording option Personal Name Recording139 Editing Greetings Creating and Editing Personal Greetings Creating Greetings140 Deleting Greetings Default Output Devices141 Prompt Description Switching to the WebClient142 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 EntriesReturning to the Main Menu VMS Terminating the ConnectionFinishing 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 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 Message header Options available when listening to the message headerJump back to previous message header push 7 and then push Jump ahead to next message category Options available when listening to a message# Return to the main menu Options available after messages have been heard # Cancel the function and continue Options available when listening to Outbox messagesAdding recipient numbers Deleting recipient numbers Cancel the function and continue Checking Recipient NumbersRecording and Sending Messages During the recording process Selecting the Send OptionsRequest 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 OptionsMobility NameMailbox deputy Call forwarding of your telephoneChanging the personal greeting Record name Change referral extension number push 1 orRecord new name push 1 or 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 passwordSelect company telephone push 3 and then push Setting notificationsChange the destination number or callback number 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 optiset Using the Mailbox with the Mailbox Key Callback AccessFor Set 400/500/700 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 KeyFunction Options in the Main Menu Direct AccessInbox 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 Scroll previously sent messages Recording and Sending New Messages Inbox / Sent ObjectsStart/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 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 ShortcutEnter the call number Setting up a Telephone Connection#If the entry was incorrect Delete the call number entered 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 Additional Options in Guest Access or Universal Access Mode Switch to own mailboxEnter the extension number of the relevant user 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 Create new distribution list push Key sequence Function Edit distribution listPlay back the entries in a distribution list Delete entries from a selected distribution list Delete entire distribution lists Setting up a Telephone Connection from the Main MenuAnswering 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 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 Short Message Service SMS for GSM SMS Features for GSMApplication Options 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