Siemens HiPath Xpressions Unified Messaging guide

Mailbox Processing on the PC and the E-Mail Service

Microsoft Outlook Express

The account for accessing your HiPath Xpressions mailbox is now set up. Click Finish.

2.3.3Receiving Messages with Microsoft Outlook Express

To receive messages for the configured e-mail account, start Outlook Express and switch to the inbox of your HiPath Xpressions account.

All incoming messages are e-mail messages. Voice and fax messages are received as addi- tional data in the form of attachments to the e-mail.

An incoming voice message is attached to an e-mail as an audio file. If you have entered the relevant link for this file type (WAV), clicking the audio file will start the selected player and you can listen to your voice message.

An incoming fax message is attached to an e-mail as a graphics file. If you are using graphics software that is linked to the file type of the attachment, the corresponding program is opened by clicking the attachment containing this file. The graphics file displays the fax. Outlook Ex- press displays JPEG files directly in the message window.

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HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging user manual Receiving Messages with Microsoft Outlook Express

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 System 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 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 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 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 8.3 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 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 Problems 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 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 Option Description Using the Lotus Notes Fax Printer ExtensionMiscellaneous 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 Making a Telephone Call Using Telephony Functions Under Lotus NotesSynchronizing Read/Unread Marks Overview of Functions HiPath Xpressions WebClientHelp Web Browser Starting the WebClient Starting and Exiting the WebClient Navigation Selecting a Language Login SSL via Netscape Navigator Login via SSL Secure Sockets LayerSSL via Internet Explorer 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 Deleting 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 100 101 Replying with the Original MessageReplying without the Original Message 102 Options 103 User Data 104 Changing a Password 105 Configuring NotificationsSelecting Languages 106 Changing the Telephone Password PIN for Telephone AccessChanging Personal Identification Number 107 ForwardingEnabling forwarding 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 113 114 Logout Manual LogoutAutomatic Logout 115 General Procedure 116 Changing SettingsSaving Modifications 117 User Data Language Selection Changing Your Own PasswordSupplementing User Data 118 119 Voice Mail System Settings 120 Changing the Telephone Password PINSelecting the Voice Mail System Mailbox Options Configuring a Referral ExtensionSelecting User Prompts Caller options Mobility number Configuring Forwarding Click Change keysForwarding Incoming Calls 122 123 124 Configuring Forwarding 125 Configuring Forwarding General ProcedureAction Description 126 Configuring Notifications 127 128 Creating a New Notification 129 130 131 Creating Distribution Lists 132 Creating a Private Distribution ListEditing Distribution Lists 133 Adding Users to a Distribution List 134 Deleting a Distribution List 135 Fax FormsSelecting fax forms 136 Time ProfilesCreating Time Profiles Greeting not interruptible Message recording not allowedGreetings After-hours greeting 138 Creating Recordings 139 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 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 Finishing 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 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 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 Numbers Recording 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 Options Mobility NameMailbox deputy Call forwarding of your telephone Changing 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 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 Change 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 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 For 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 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 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 Section Push 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 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 #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 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 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 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 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 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 Application Options SMS Features for GSMShort Message Service SMS for GSM 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