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Siemens HiPath Xpressions Unified Messaging user manual Fax Mail Service

Models: HiPath Xpressions Unified Messaging

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4-6	A31003-S2330-B690-2-7619, January 2003
	HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging user manual Fax Mail Service

Contents

HiPath Xpressions Page Contents A31003-S2330-B690-2-7619, January Contents Contents Contents Contents Contents Contents Overview Unified Messaging with HiPath XpressionsDifferences Between E-Mail, Voice Mail and Fax Mail Data for telephone access via PhoneMail Preparations on Your Telephone/PABXUser-specific data Telephone system dataData for telephone access via VMS Data for PC accessUnified 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 ServiceHiPath 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 Importing the HiPath Xpressions Address Book into Netscape Routing Short Messages to a Mobile TelephoneSetting up an Account in Microsoft Outlook Express 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 Sending Messages with Microsoft Outlook Express Routing Short Messages to a Mobile Telephone SMSMailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Setting up an Account in MS Outlook Internet Operation Microsoft Outlook in Internet Mail OperationReceiving Messages with MS Outlook Internet Operation Sending 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 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 HiPath Xpressions Outlook Extensions Other HiPath Xpressions AddressesSystem Requirements Installation Callback Voice outputFax on demand Voice messagesHing for a user in the global Exchange addresses Client AssistantUninstallation Starting Microsoft Outlook Network ConnectionOptions Phone NumberSettings in Microsoft Outlook Creating Input FormsMessage Format HiPath Xpressions Tab Callback Telephone Call To ContactCalling the Originator of a Message This, click either Business Callback or Mobile CallbackPlayback Calling From the Exchange Address BookEither the Business Callback or Mobile Callback button Playback on the TelephoneShort Message Service SMS Sending an SMS to a ContactSending an SMS to the Originator of a Message SMS Reply button8.3 Fax Messages Sending a Fax Message to a Contact Sending a Fax Message to the Originator of a MessageFile → 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 Fax-on-Demand Specify/Modify Remote StationMailbox 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 a Contact Sending a Voice Message to the Originator of a MessagePlaying 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 Analyzing and Correcting Problems Problems with Buttons Description of errorClient Assistant Possible causeDescription of error Problems with the Address Book Description of errorProblems with the Client Assistant Description of error Import from Internet Mail Settings for Unified Messaging HiPath Xpressions Lotus Notes ExtensionsGeneral 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 Delivery Options Description Cover Page OptionsUsing the Lotus Notes Fax Printer Extension MiscellaneousOption Description Fax on Demand Displaying Received Faxes Menu item DescriptionMailbox 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 Sending Voice Mails Using Lotus Notes E-Mail Client Setting up an XPR Lotus Notes AddressSending Messages Example Using Telephony Functions Under Lotus Notes Synchronizing Read/Unread MarksMaking a Telephone Call HiPath Xpressions WebClient Overview of FunctionsHelp Web BrowserStarting and Exiting the WebClient Starting the WebClientSelecting a Language NavigationLogin Login via SSL Secure Sockets Layer SSL via Internet ExplorerSSL via Netscape Navigator Logoff Manual Logoff Automatic LogoffComposing Messages SMSInserting File Attachments Mailbox Processing on the PC and the E-Mail Service Selecting File Attachments Deleting File AttachmentsSent Items Sending MessagesChecking the Send Status Icon DescriptionChanging Sorting Sending Messages to Additional RecipientsDeleting Messages Receiving Messages Inbox Reading Text Messages Reading Fax Messages Listening to Voice Messages Replying to Messages Opening Message AttachmentsForwarding Messages 100Replying with the Original Message Replying without the Original Message101 Options 102User Data 103Changing a Password 104Configuring Notifications Selecting Languages105 Changing the Telephone Password PIN for Telephone Access Changing Personal Identification Number106 Forwarding Enabling forwarding107 10.7 POP3 Access Data 108Overview of Functions 109110 Settings on Your Computer Screen ResolutionHiPath Xpressions Mailbox Style sheets Netscape CommunicatorStarting and Exiting the Client Assistant 112113 Logout Manual Logout Automatic Logout114 General Procedure 115Changing Settings Saving Modifications116 User Data 117Changing Your Own Password Language SelectionSupplementing User Data 118Voice Mail System Settings 119Changing the Telephone Password PIN Selecting the Voice Mail System120 Configuring a Referral Extension Mailbox OptionsSelecting User Prompts Caller optionsConfiguring Forwarding Click Change keys Mobility numberForwarding Incoming Calls 122123 Configuring Forwarding 124Configuring Forwarding General Procedure Action Description125 Configuring Notifications 126127 Creating a New Notification 128129 130 Creating Distribution Lists 131Creating a Private Distribution List Editing Distribution Lists132 Adding Users to a Distribution List 133Deleting a Distribution List 134Fax Forms Selecting fax forms135 Time Profiles Creating Time Profiles136 Message recording not allowed Greeting not interruptibleGreetings After-hours greetingCreating Recordings 138Personal 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 Explanation of the Symbols Distribution listsDefault Printer Default Fax DeviceReferral Extension Memory RestrictionsAdditional Features in VMS Direct Callback Connection with the Originator of a MessageBroadcast Call / Broadcast Message Private and Public Distribution ListsUser Prompts Repeating System AnnouncementsRequesting Help PhoneMail Incorrect EntriesTerminating 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 Dialing your own mailbox from your own extensionOptions in the Main Menu Dialing your own mailbox from any extensionListen to/retrieve messages push Change answering options pushListening 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 Cancel the function and continue Checking Recipient Numbers Deleting recipient numbersRecording and Sending Messages Selecting the Send Options During the recording processRequest Receipt or read receipt push 1 or Greetings and answering mode Selecting the send options for future deliveryRe-enter the send options for future delivery push 1 or Changing Answering OptionsName MobilityMailbox deputy Call forwarding of your telephoneChanging the personal greeting Change referral extension number push 1 or Record nameRecord new name push 1 or Defining a mobile phone number for call forwarding Defining mailbox deputy numbersDefining the call forwarding settings Disable call forwarding push 6 orChange the call forwarding destination push 1 or Changing Mailbox OptionsPassword SettingSet notifications Faxtone detection# Cancel the function and continue Change password Changing the user promptsSetting notifications Select company telephone push 3 and then pushChange the destination number or callback number push Activating/deactivating faxtone detection Deactivate faxtone detection push Changing the languageChanging the playback options Connection Terminate the mailbox connectionDialing an External Mailbox Guest Access or Universal Access Leaving a Message for Mailbox OwnersCall Forwarding Forward Access # Dial your own mailbox push the pound keyUsing the Mailbox with the Mailbox Key Callback Access For optisetFor Set 400/500/700 Using your Mailbox for your Mobile Telephone Call Forwarding for Mobile PhonesDialing your own mailbox from a mobile phone Callback access Dialing your MailboxQuick Reference Guide to the Menus and Key Sequences Retrieve/listen to messages Key sequence FunctionOperating your Mailbox with PhoneMail During the recording of messages or greetings Changing answer options Key sequence FunctionA31003-S2330-B690-2-7619, January Connection Key sequence Operating your Mailbox using VMS Using your own Mailbox Direct Access, Own Mailbox Code OverviewIf 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 Enable or disable user prompts Input formats voice messageInput 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 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 Recording a Dictation Selection options for recording and sending a dictationEnter the mailbox number # If the entry was incorrect Delete the call number enteredJump to any position in the dictation Input formatsOperating your Mailbox using VMS Enter the first user number into the new distribution list Play back users Push the star key #If the entry was incorrect delete the new number enteredOperating your Mailbox using VMS Answering Machine Functions Shortcut Select a personal greetingSetting up a Telephone Connection Enter the call number#If the entry was incorrect Delete the call number entered Key Function Description Change mailbox deputy #If the entry was incorrect delete the number enteredChange referral extension #If the entry was incorrect delete the password entered Configure User outcall notification / SMS notification Input formatEnter the end time for the notification validity period Accept messages or info greeting feature Setting different greetings Or alternatively8Select 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 Listening to and forwarding incoming messages Key sequence FunctionOperating your Mailbox using VMS Send new message Record a reply Add comments to a message and forwardOperating 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 Enable or disable call forwarding Set a greeting for call forwarding CFRecord personal greetings Dialing an External Mailbox Guest Access, Universal Access Additional options in universal access modeDirect connection to the attendant console Connection to a user of your choiceFax Mail Service Requirements for Sending a FaxRequirements for Receiving a Fax Fax CoverFax Logo Fax DisplaySending a Sample Fax Message from MS Windows Explorer Fax Mail Service Using Fax on Demand Services Sending a Fax at Favorable RatesFax Mail Service SMS Features for GSM Short Message Service SMS 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 Tips for Everyday Use Sending a Callback Number Sending SMS Messages from Intranet PagesShort Message Service SMS for GSM Abbreviations Abbreviation DefinitionTIF, Tiff Index IndexIndex Index A31003-S2330-B690-2-7619, January Page 1PA31003-S2330-B690-2-7619