Mitel and NuPoint Messenger are trademarks of Mitel Networks Corporation.

Transcription

1 WEB VIEW USER GUIDE

2 NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation (MITEL ). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes. No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written permission from Mitel Networks Corporation. Trademarks Mitel and NuPoint Messenger are trademarks of Mitel Networks Corporation. Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged. Mitel NuPoint Messenger IP Web View User Guide Release 10.0 March 2006, Trademark of Mitel Networks Corporation Copyright 2006, Mitel Networks Corporation All rights reserved

3 Table of Contents Introduction Document Overview What s New in Release Fax Message Tab Replaces Voice Mail Tab Web View Users Standard User Standard+MWI User Call Director User Web View Configuration Introduction System Requirements Configuring Microsoft Outlook Configuring Lotus Notes Configuring the Web Browser (Internet Explorer) Security Certificates Web View Setup Logging into the Web View Interface Defining Personal Settings Managing Distribution Lists Creating a Distribution List Editing a Distribution List Deleting a Distribution List Recording Greetings Unified Messaging Features Overview Identifying Message Type and Status Playing a Voice or RAC Message Call Me Feature Meet Me Feature Record-A-Call Feature Reading and Printing a Fax Sending a Fax Deleting a Message Saving a Message Replying to a Message Forwarding a Message Refreshing the View Getting Help Logging Out iii

4 Web View User Guide iv

5 Introduction Introduction NuPoint Messenger IP provides Web view features that allow you to access and manage voice, fax, and recorded messages from your client or Web browser. You can also manage personal settings, record greetings, and create and manage personal distribution lists. Users with the following options will have access to the NuPoint Messenger Web view interface: Standard Unified Messaging: This option provides SMTP forwarding of voice mail messages to the client. There is no Message Waiting Indicator (MWI) synchronization with this user option. Standard+MWI Unified Messaging: With this option, voice mail messages are available from the client or Web browser with MWI synchronization. Call Director Feature: This optional feature is a software application that is available with the NuPoint Messenger IP Release 9.0 and later. It allows users to create a personal auto attendant for their mailbox. Note: NuPoint Messenger users may belong to more than one category. For example, a Standard user may also be a Standard+MWI user. Refer to your System Administrator for more information. Document Overview This guide describes the features that are available through the Web view interface. Note: This guide does not describe the UM Standard features since all the voice messages are managed through the client, and not the Web view interface. Refer to your System Administrator for setup configuration and your client documentation for message management information. Chapter 1 of this document guides you through the client configuration for Standard+MWI UM access for the supported clients (Microsoft Outlook and Lotus Notes). As well, this chapter provides instructions for configuring the Web browser (Internet Explorer) for access to the Web view interface. Chapter 2 of this document describes the end user settings that can be configured through the Settings, Distribution Lists, and Greetings tabs in the Web view interface. Chapter 3 of this document describes the unified messaging features that are available from the Messages window. The messages in this window can be managed in several ways and the procedures in this chapter describe the various options that are available, such as playing, deleting and saving messages, as well as replying to, forwarding, and printing (fax) messages. 1

6 Web View User Guide What s New in Release 10.0 Fax The Web view allows users to receive, reply to, forward, send, save, and delete Fax messages. Fax messages are forwarded to a user s address as a.tif attachment, which can then be viewed and printed using a TIFF viewer. Standard+MWI UM users are notified of a new fax message by the MWI light on their phone (for users not licensed with the MWI option, fax messages have no effect on the MWI status), and can view faxes from their inbox or their Web View Messages window. To use the Web View interface for Fax messaging, the Fax option must be installed and configured for use on the NuPoint Messenger IP server. For more information about fax messaging, see Chapter 3 of this guide, or consult your system administrator for details. Note: Fax has no interaction with the Call Director feature. Message Tab Replaces Voice Mail Tab All voice, fax, and RAC messages are displayed in a Messages tab, which replaces the Voice Mail tab. Web View Users The following users have access to the NuPoint Messenger Web view interface. Standard User Standard users are individuals who are licensed with the UM Standard option. These users will be able to listen to their voice mail messages within their client. There will be no synchronization between the voice mails stored on NuPoint Messenger and the voice mails in the users' account. Also, the MWI lamp on the users phone will only be affected by messages accessed through the phone and not the client. Therefore, users will need to manage their messages in both the TUI and client. Standard UM will be supported through SMTP forwarding to a user's account. When a new message is received, the system will check to see if the user is licensed for UM Standard. If the user has a valid address, NuPoint Messenger will then create an message with a voice (.WAV) or fax (.TIF) attachment. That attachment will contain the content of the message, playable by standard media software. The subject of the message will be Voice Message from [Name/Calling Line ID/Mailbox Number/Unknown Caller] or "Fax Message from <Fax Machine number/unknown>. The message will then be sent to the user via the existing SMTP server on NuPoint Messenger and will appear in the Inbox of the user s client. The message can then be 2

7 Introduction manipulated as any other message in the client. Note: One special case needs to be mentioned. For a voice mail message that is received as Confidential (forwarding not allowed), the NuPoint Messenger system will create an message without a voice attachment and send it to the user. In the body of the message, the user will be directed to listen to the message via the TUI. Since all UM Standard messages are managed through the client, no further explanation of the UM Standard option is provided in this guide. Refer to your System Administrator for setup configuration and your client documentation for message management information. Note: For Standard UM users, all voice mail and fax messages appear within the Inbox of the client (through SMTP forwarding) and Web view access is restricted to only the Settings tab, which enables the users to modify their address. Refer to Chapter 2 for more information on defining personal user settings. 3

8 Web View User Guide Standard+MWI User Standard+MWI users are licensed with the Message Waiting Indication (MWI) option. These users are informed of new messages in their mailbox by the MWI light. MWI applies to voice, Record-A-Call (RAC), and fax messages. Standard+MWI users can listen to their voice mail or recorded messages in a supported client or Web browser. They can also view fax messages, using their Web view interface and a TIFF Viewer (document-imaging software). If a message is deleted or read in any interface (TUI, Web view, client, or TIFF Viewer), it will appear as deleted or read in all interfaces. The MWI light will remain in sync for these users. The MWI light is extinguished only when all new messages have been read. Standard+MWI UM is supported by enabling Web access to a user s voice mail account. Users can configure their client to access their voice mail from a single central repository on the NuPoint Messenger server. When a new message arrives for a user, the Web view interface is updated after a few seconds to display the new message. The user can also refresh the window manually by clicking on the Refresh button in the Web view interface. When a user clicks on a message in the Web view interface, the message will be played using a standard media player, such as Windows Media Player for voice mail, or a standard TIFF viewer such as Windows Picture and Fax Viewer for fax messages. Note: Mitel recommends and supports version 9.0 or higher of Windows Media Player in order to play voice mail messages from the NuPoint Messenger system. However, other media players may also be used to play voice mail messages. When a user clicks on a fax message in the Web view interface, the TIF viewer on their PC is launched and displays the fax message. Note: A TIFF viewer is not delivered with the NuPoint Messenger IP software. Users can use the Microsoft Windows Picture and Fax TIFF viewer that is available on their PC as part of their Microsoft operating system. The user s client may need to be configured for Web view access. Refer to Chapter 1 of this document for the configuration procedures. Alternatively, the Web view interface may be accessed using a Web browser. Refer to Chapter 1 for more information. Call Director User Call Director users are individuals who are licensed with the Call Director feature. Call Director is a Web-based software application feature of NuPoint Messenger IP Release 9.0 and later, which allows users to create their own personal auto attendant for their mailbox. 4

9 Introduction With Call Director, you can create automated attendant and call processing applications, known as call flows, for your organization, departments, and for individual mailboxes and extensions. Note: For more information on the Call Director feature and how to use the application, refer to the Online Help that is available with the application. 5

10 Web View User Guide 6

11 Web View Configuration Chapter 1: Web View Configuration Introduction Unified Messaging users with the Standard+MWI option may access their voice mail and Record-A-Call messages via their Web browser or client. If they are using the client, then the client must be configured for Web access. These users can also access their fax messages via the Web view interface. Note: client configuration applies to Standard+MWI UM users only. For Standard UM users, all voice mail messages appear within the Inbox of the client (through SMTP forwarding) and Web view access is restricted to only the Settings tab, which enables the users to modify their address. This chapter guides you through the configuration procedures for Microsoft Outlook and Lotus Notes. As well, this chapter provides instructions for configuring the Web browser (Internet Explorer) for access to the NuPoint Messenger Web view interface when other clients are used. Note: The Web view interface uses pop-up windows for several tasks. Some pop-up blocker software can prevent the interface from functioning properly and thus you are advised to disable pop-up blocker software (if installed) to take full advantage of the features available through the Web view interface. However, some pop-up blocker software (such as the Yahoo version) may still cause some minor problems even when it is disabled. In this instance, you may need to perform some tasks manually, such as hanging up the phone when using the Call Me or Meet Me features. Refer to the appropriate procedure below to configure your client. 7

12 Web View User Guide System Requirements Standard+MWI UM users will need to have the following components installed on their PC before proceeding with the UM client configuration: supported client (Microsoft Outlook 2000, 2002 (XP), and 2003, or Lotus Notes 5.0, 6.0, and 6.5); Note: Users who do not have any of these clients can access the Unified Messaging features through their Web browser (Internet Explorer). Refer to the "Configuring the Web Browser" section in this chapter for more information. Internet Explorer (version 6.0 or higher); Note: Cookies need to be enabled on the Web browser in order for the Web view interface to function fully. a standard media player (such as Windows Media Player); Note: Mitel recommends and supports version 9.0 or higher of Windows Media Player in order to play voice mail messages from the NuPoint Messenger system. However, other media players may also be used to play voice mail messages. TIFF viewer (for viewing and printing fax messages only) soundcard in the PC; network connection that allows access to the corporate network (where the NuPoint Messenger server resides); PC speakers or headset for listening to messages via PC. Configuring Microsoft Outlook The procedure below describes the steps to follow to configure Microsoft Outlook for Standard+MWI Unified Messaging. Note: You will need the fully qualified domain name of the NuPoint Messenger server for this procedure. Refer to your System Administrator for this information. 1. Start Microsoft Outlook. 2. Select Outlook Today from the folder list. 3. Right-click with the mouse in the Folder List window and select New Folder from the popup menu. 4. Type a name (such as "Voice Mail" or "Messages") for the new folder in the dialog box that appears. 8

13 Web View Configuration 5. Once you have created the folder, click OK. 6. Select the new folder from your folder list. 7. Right-click with the mouse and select Properties from the popup menu. 9

14 Web View User Guide 8. Select the Home Page tab from the Properties dialog. 9. Select the Show home page by default for this folder option. 10. In the Address section, type the fully qualified domain name for the NuPoint Messenger server using the following format: name><domain name><top level domain name>/login.html Note: Refer to your System Administrator for the specific information to enter. 11. Click OK to exit from the window. The configuration of Microsoft Outlook for Standard+MWI Unified Messaging is complete. You will now have access to your voice mail messages through the new Voice Mail folder. Note: You will require a user ID (mailbox number) and passcode to access voice messages. The user ID and passcode are the same as the username and password for accessing your mailbox through the TUI. Contact your System Administrator for this information. 10

15 Web View Configuration Once logged in, the new messages folder in Microsoft Outlook will appear as follows: Note: Some versions of Microsoft Outlook (such as 2002 and 2003) may cause a blank page to appear when trying to access the Messages folder. In this instance, you will need to install a security certificate in order for the messages to appear. Refer to the Security Certificates section in this chapter for instructions on security certificate installation. Refer to Chapter 2 and Chapter 3 of this guide for information on the various tabs and message management options that are available through this interface. 11

16 Web View User Guide Configuring Lotus Notes The procedure below describes the steps to follow to configure Lotus Notes for Standard+MWI Unified Messaging. Note: You will need the fully qualified domain name of the NuPoint Messenger server for this procedure. Refer to your System Administrator for this information. 1. Start Lotus Notes. 2. From the File menu, select Preferences>Location Preferences. The following Location window will appear: 3. Select the Internet Browser tab. 4. Click on the down arrow beside the Internet browser field to access the drop-down menu for browser types. 12

17 Web View Configuration 5. Select Notes with Internet Explorer from the menu that appears and click OK. 6. Click on the down arrow beside the Retrieve/open pages field to select a location from which to open the Web page. 7. Select from Notes workstation from the menu that appears and click OK. 8. Click the Save and Close option from the Location window. 9. Go to your Lotus Notes Workspace. 13

18 Web View User Guide 10. Double-click the On Local option from your workspace. 11. From the Welcome Page drop-down menu, select Create New Page Style. 14

19 Web View Configuration The following window will appear: 12. In the Give your page a title text entry box, type a name (such as "Voice Mail" or "Messages") for your new page. 13. In the Layout section, select a layout style for your Lotus Notes view from the available options. 14. Select the Content tab. 15

20 Web View User Guide The following window will appear: 15. Select the Web page frame to edit. 16. In the Web Page field at the bottom of the window, select the I want to type in the address option. 17. In the Enter the Web address to display in the frame textbox, type the fully qualified domain name for the NuPoint Messenger server using the following format: name><domain name><top level domain name>/login.html Note: Refer to your System Administrator for the specific information to enter. 18. Click OK to save the changes and exit from the window. The configuration of Lotus Notes for Standard+MWI Unified Messaging is complete. You will now have access to your messages through Lotus Notes. Note: You will require a user ID (mailbox number) and passcode to access this folder. The user ID and passcode are the same as the username and password for accessing your mailbox through the TUI. Contact your System Administrator for this information. 16

21 Web View Configuration Once logged in, the new messages folder in Lotus Notes will appear as follows: Note: If you encounter the "Page cannot be found" error, then you will need to close the window and re-open the session from the On Local option of your Lotus Notes workspace. Note: Your Lotus Notes layout may differ from the image above depending on which layout view you chose to display in Step 13. Note: Some versions of Lotus Notes (such as Release 6.5) may cause a blank page to appear when trying to access the messages folder. In this instance, you will need to install a security certificate in order for the messages to appear. Refer to the Security Certificates section in this chapter for instructions on security certificate installation. Refer to Chapter 2 and Chapter 3 of this guide for information on the various tabs and message management options that are available through this interface. 17

22 Web View User Guide Configuring the Web Browser (Internet Explorer) The Web browser (Internet Explorer) can also be configured for access to the NuPoint Messenger Web view for Unified Messaging features for those users who have clients other than Microsoft Outlook or Lotus Notes (such as GroupWise). Note: Cookies need to be enabled on the Web browser in order for the NuPoint Messenger Web view interface to function fully. These users can configure their Web browser to access the URL of the NuPoint Messenger server (using the fully qualified domain name) to gain access to the Unified Messaging features through the Web view interface. Note: This Web access feature is available through Internet Explorer only. To configure the Web browser (Internet Explorer), enter and bookmark the URL address of the NuPoint Messenger server using the following format: name><domain name><top level domain name>/login.html Note: You must enter the fully qualified domain name of the NuPoint Messenger server. Contact your System Administrator for this information. Note: You will need to install a security certificate to access your voice mail messages. Refer to the Security Certificates section in this chapter for instructions on security certificate installation. This address will provide access to the NuPoint Messenger server and the login window of the Web view interface will appear, as illustrated in Figure 1: Web View Login Screen on page

23 Web View Configuration Figure 1: Web View Login Screen Note: The Web address entered in the screen above is only an example. Refer to your System Administrator for the URL address that is specific to your system. Note: You may encounter a Security Alert message when logging in. Click Yes to continue with the login. You can also select the Remember Me checkbox in order to store your Mailbox number and Passcode on your computer so that you can log into the Web view interface automatically and bypass the login window (and the Security Alert message). This feature requires that cookies are enabled on your Web browser. 19

24 Web View User Guide Once the user enters the login information, the Web view interface will appear and display the tabs that are available to the user, as illustrated below. Figure 2: Web View Tabs for Standard+MWI UM User The tabs and information can then be manipulated in the same manner as those received through the client. Refer to Chapter 2 and Chapter 3 of this guide for information on the various tabs and message management options that are available through this interface. 20

25 Web View Configuration Security Certificates Some versions of Microsoft Outlook and Lotus Notes may cause a blank page to appear when trying to access the Voice Mail folder. In this instance, you will need to install a security certificate in order for the voice mail messages to appear. You will also need to install the security certificate when accessing the NuPoint Messenger server through a Web browser (Internet Explorer). Perform the following steps to install the security certificate: 1. Open Internet Explorer. 2. Enter the domain name address of the NuPoint Messenger server. Note: Refer to your System Administrator for the specific information to enter. 3. The following Security Alert window will appear. Click View Certificate. 21

26 Web View User Guide 4. The following Certificate window will appear. Click Install Certificate. 5. The Certificate Import Wizard window will appear. Click Next. 22

27 Web View Configuration 6. The Certificate Store window will appear. Click Next to accept the default certificate store. 7. The Completing the Certificate Import Wizard window will appear. Click Finish to complete the certificate wizard installation. 23

28 Web View User Guide 8. The Root Certificate Store dialog will appear. Click Yes to add the certificate to the root store. 9. The following window will appear. Click OK to finish the certificate installation. 10. Restart the client (if you are using Microsoft Outlook or Lotus Notes to access your messages). You have now installed the security certificate to enable full access to your messages on the NuPoint Messenger server. 24

29 Web View Setup Chapter 2: Web View Setup This chapter describes the features that you can set up through the Web view interface. Note: This guide is also available online by clicking on the Help link in the right-hand corner of the Messages window. Once you have configured access to the Web view interface, the Web view login window will appear. The Web view is password protected. You must enter your mailbox number and password to gain access to the various features that are available through the Web view. Logging into the Web View Interface The following login window will appear when you first access the Web view interface: Note: The option to login in French will only appear if a French prompt set (Canadian or European) has been installed on the NuPoint Messenger system. Refer to your System Administrator for more information. 25

30 Web View User Guide Follow the steps below to login to the Web view interface: 1. Enter your mailbox number. 2. Enter your passcode. Note: Contact your System Administrator if you do not have the mailbox number or passcode for your system. 3. Select the language in which you would like to view the Web view interface. Note: English is the default language for the Web view interface. Once you have entered your login data, you will have access to the features that are available to you in the Web view interface. Note: You may encounter a Security Alert message when logging in. Click Yes to continue with the login. You can also select the Remember Me checkbox in order to store your Mailbox number and Passcode on your computer so that you can log into the Web view interface automatically and bypass the login window (and the Security Alert message). This feature requires that cookies are enabled on your Web browser. The Web view interface includes the following tabs: Messages Settings Distribution Lists Greetings Call Director (if the user is licensed for this feature) Note: The Call Director tab will appear in the Web view interface only if the System Administrator has identified you as a licensed user on the NuPoint Messenger system. The following screen illustrates the Web view interface with the available task buttons. Figure 1: Web View Tabs (MessagesTask Buttons Shown) 26

31 Web View Setup The following table identifies the user types that have access to the specific tabs: Tabs Standard UM User Standard UM+MWI User Messages No Yes No Settings Yes Yes No Distribution Lists No Yes No Greetings No Yes No Call Director User Call Director No No Yes Note: NuPoint Messenger users can be members of more than one category for full feature access. Once you have logged into the Web view interface, you are then able to define your personal settings through the Settings tab in the Web view interface. 27

32 Web View User Guide Defining Personal Settings The Settings tab in the Web view interface allows you to manage your personal settings, which can be edited at any time. Note: The number and type of fields available in the Settings tab will vary according to the user type. The example below illustrates the Settings tab with all user options enabled. Figure 2: Web View Settings Tab Follow the steps below to define your personal settings: 1. In the Unified Messaging Settings field, enter the UM Standard and/or UM Standard+MWI address to which you would like your messages sent. Note: The options available to you will depend on your user configuration type. You may see only one address option in the Settings tab, or you may see both the UM Standard and UM Standard+MWI address options if you have been configured for both user types. An address is required for UM Standard+MWI users. If you do not enter a UM Standard address, then you will disable the forwarding feature. 28

33 Web View Setup 2. In the Call Me Settings field, enter the extension that you wish the system to call you at when listening to voice mail messages and recording greetings and distribution list names. Note: If you enter a phone number in this field, then the Call Me button will appear on your Web view interface. If you do not enter a phone number in this field, then the Meet Me button will appear on your Web view interface. Refer to Chapter 3 of this document for more information about the Call Me and Meet Me features. 3. Click Save. Note: The Cancel button will clear any new information and revert back to the previous settings. Once your personal settings have been configured, you are ready to set up your personal distribution lists through the Distribution Lists tab in the Web view interface. Managing Distribution Lists The Web view interface also includes a Distribution Lists tab through which you are able to set up and manage your personal distribution lists that allow you to send a message to several recipients at once. Note: Only Standard+MWI users will have access to the Distribution Lists tab on the Web view interface. The following screen illustrates the Distribution Lists tab with several distribution lists that have been set up. Figure 3: Distribution Lists Tab 29

34 Web View User Guide Creating a Distribution List Follow the steps below to create a new distribution list: 1. From the Distribution Lists tab, click New List. The following distribution list setup screen will appear: Figure 4: Creating a New Distribution List 2. In the List Name field, enter a name for the distribution list. 3. In the List Number field, enter a number for the distribution list. Note: Distribution List numbers can be in the range of 1-99; however, list numbers 1-9 may be restricted by the System Administrator for special features. Refer to your System Administrator for more information. 4. Enter the first distribution list member to add and click Add. The name and phone number of that person will appear in the Distribution List Members field. 5. Continue adding the list members until your distribution list is complete. Note: You can search for list members by entering the name of the person and clicking Search. A new window will open displaying a list of members by name. Select the person to add to your distribution list and click Add. Note that because the address book is automatically updated every hour, your search may not turn up a newly created mailbox if address book has not yet been updated with that mailbox. 6. Once your distribution list is complete, click Save. The distribution list will now be saved and the list name and number will appear within the Distribution Lists tab. Note: The distribution list number can also be used to access the distribution list from the Phone User Interface (TUI). 30

35 Web View Setup 7. You can record a name for this distribution list by clicking Record Name. This launches a recording session through the Call Me feature. Note: If you have previously set your Call Me number in the Settings tab, then the system will call your extension to access recording via the TUI. If you have not set your Call Me number, then the system will prompt you to login to your mailbox first. Editing a Distribution List Follow the steps below to edit an existing distribution list: 1. From the Distribution Lists tab, select a distribution list to edit by placing a checkmark in the box beside the list number. 2. Click Edit. 3. The Distribution List details window appears. You can edit the following information, as follows: List Name by typing a new name for the distribution list; List Number by typing a new number for the distribution list; Distribution List Members by clicking Add or Remove to add or remove members from the list. 4. Once the changes to your distribution list are complete, click Save. The distribution list will now be saved and the updated list name and number will appear within the Distribution Lists tab. Deleting a Distribution List Follow the steps below to delete an existing distribution list: 1. From the Distribution Lists tab, select a distribution list to delete by placing a checkmark in the box beside the list number. 2. Click Delete. 3. A confirmation window will appear. Confirm the deletion. The entire distribution list will now be deleted from the Web view and the Distribution Lists tab will be refreshed to show an updated view. Note: You can delete several distribution lists at once by selecting the lists to delete first, and then clicking on the Delete button. Once you have set up your personal distribution lists, you can record your greetings through the Greetings tab in the Web view interface. 31

36 Web View User Guide Recording Greetings The Web view interface also includes a Greetings tab through which you are able to record and set your personal greetings. Once you enable a greeting as your primary personal greeting, then that greeting will be played to all callers dialing into your mailbox. Note: Only Standard+MWI users will have access to the Greetings tab on the Web view interface. The screen below illustrates the Greetings tab with four recorded greetings. Figure 5: Greetings Tab Note: The system enables you to record four greetings: one primary greeting and three conditional greetings. The default greeting names as illustrated above can be changed by clicking on the Rename button. Follow the steps below to record a personal greeting: 1. From the Greetings tab, select the type of greeting that you would like to record and click Record. Note: If you have previously set your Call Me number in the Settings tab, then the system will call your extension to access recording via the TUI. If you have not set your Call Me number, then the system will prompt you to login to your mailbox first. 32

37 Web View Setup 2. Once a connection to your mailbox has been established, the following window appears: 3. Click Record, and record a greeting. Note: You can click Play to listen to your greeting before saving it. If you are not happy with the greeting, then you can re-record it by pressing Record. You can also click Stop to end the recording session or to end the greeting playback. 4. Click Save. The greeting will now be saved as the primary or conditional greeting that you selected in Step 1. Note: The Cancel button will close the Record Greeting window and the system will return to the Greetings tab. 5. If you wish to make this greeting your primary personal greeting that all callers to your mailbox will hear, then select it from the Active Greeting drop-down list and click Update Server. Note: You can also select one of the greetings that you recorded through the TUI tutorial as one of your primary personal greetings. These greetings will also appear in your list of greetings on the Web view interface and any one of them can be activated as your primary personal greeting. 6. If you wish to rename the greeting, then select it from the list of greetings and click Rename. A dialog will appear that will enable to you to give the greeting a new name. You have now configured your Web view interface and are ready to use the Unified Messaging or Call Director features (if you are licensed for these options). For more information on the Unified Messaging features, refer to Chapter 3 of this guide. For more information on the Call Director feature, refer to the Online Help that is available with this application. 33

38 Web View User Guide 34

39 Unified Messaging Features Chapter 3: Unified Messaging Features This chapter describes the Unified Messaging features that are available through the Web view interface for Standard+MWI UM users. Note: This guide is also available online by clicking on the Help link in the right-hand corner of the Messages window. Overview Once the client has been configured for the Web view interface, a new tab entitled "Messages" is created within the Web view interface and allows you to access your voice mail, Record-A-Call, and fax messages. Figure 1: Messages Tab Note: The Web view interface is password protected. You must enter your mailbox number and password to gain access to the messages stored in this folder. You will also have to re-enter your login information if the Web view session times out. From the Messages tab, you can perform the following operations: Note: Unless otherwise stated, these operations apply to voice mail, RAC, and fax messages. Identify the type and status of the messages in your Messages window Play a voice or Record-A-Call message (either through the phone using the Call Me or Meet Me feature, or over the PC speakers); Note: Users will see the Call Me button on the Messages tab if they have previously set their Call Me phone number in the Settings tab. Refer to Chapter 2 of this guide for more information on user settings. If the phone number was not set during the user setup, then the Meet Me button will be available on the Messages tab. 35

40 Web View User Guide View and print a received fax (using a TIFF viewer on your PC) Send a received fax Delete a message Save a message Reply to a message from another user Forward a message to another user Refresh your view Get Help Logout Note: Since the number of UM licenses is limited, it is important to log out of the window when you have finished managing your messages. This frees up UM licenses for other users. Identifying Message Type and Status All new voice mail, RAC, and fax messages appear in the list of messages on the Messages tab. Each message displays an icon that identifies it as a voice, RAC, or fax message. The icon also indicates the status of the message (except for RAC messages). Table 1: Message Icons Unplayed voice mail message. Played voice mail message. Played or unplayed Record-A-Call message (cassette icon) Read fax. Unread fax. 36

41 Unified Messaging Features Playing a Voice or RAC Message To play a voice or RAC message, click on the Caller ID message link or on the "Play" beside the message link. icon Note: The Caller ID link (as well as the other message information) is presented in bold font when a new message appears in the Messages folder. This information converts to regular font once the message has been played (see Figure 1: Messages Tab on page 35). For more information on message status, see Identifying Message Type and Status on page 36). When you click on a voice mail or RAC message, the default media player on your PC will launch automatically and play the message. Note: The message may take a few seconds to play (depending on the length) since it needs to be downloaded to the media player first. The longer the message, the longer it will take to download. Alternately, you can listen to your messages by clicking on the Call Me or Meet Me button. This will allow you to listen to the messages over the phone, and not the PC speakers. Call Me Feature The Call Me feature allows you to listen to voice or RAC messages over the phone instead of the PC speakers. You can listen to your messages by clicking on the Call Me button, which is located with the message-management buttons along the top of the Messages tab (see Messages Tab on page 35). Note: You will only see the Call Me button on the Messages tab if you have previously set your Call Me phone number in the Settings tab. If the phone number was not set during the user setup, then the Meet Me button will be available on the Messages tab. Refer to Chapter 2 of this guide for more information on user settings. If you click on the Call Me button, the NuPoint Messenger system will dial your extension and allow you to listen to your voice mail messages over the phone. Note: Confidential messages are accessible through the Call Me feature and will be played over the phone. Note: The Call Me phone number must have been entered within the Settings tab in order for this feature to function. If the phone number was not set during the user setup, then the Meet Me button will be available on the Messages tab. Refer to Chapter 2 of this guide for more information on user settings. Follow the steps below to access your messages through the Call Me feature. 37

42 Web View User Guide 1. From the Messages tab of the Web view interface, click Call Me. The NuPoint Messenger system calls your phone number, and the Messages tab displays the following message: "Message Playback: We are not calling your Call Me number. Please pick up the phone in order to proceed". 2. Answer your phone to continue. 3. The system is now waiting for a message to play. Select a message from your Messages folder, and click Play. 4. The message will now play over the phone. You can click Stop to end the message playback. Note: You can select another message to play by clearing the check box beside the first message and then selecting a new one to play. 5. Once you have finished listening to messages, click Close Call Me, and then click OK to confirm that you want to close the session and exit the feature. The system will play the "Goodbye" prompt and exit from the feature. Meet Me Feature The Meet Me feature allows you to listen to voice or RAC messages over the phone instead of the PC speakers. You can listen to your messages by clicking on the Meet Me button, which is located with the message-management buttons along the top of the Messages tab (see Messages Tab on page 35). This will allow you to listen to the messages over the phone instead of the PC speakers. Note: Confidential messages are accessible through the Meet Me feature and will be played over the phone. If you click on the Meet Me button, the NuPoint Messenger system will prompt you to dial in to your extension. Once you have logged into your mailbox, you can listen to your voice mail messages over the phone. Note: The Meet Me button is only available if the Call Me phone number has not been entered in the Settings tab. Refer to Chapter 2 of this guide for more information on user settings. Follow the steps below to access your messages through the Meet Me feature. 1. From the Messages tab of the Web view interface, click Meet Me. The Messages tab displays the following message: "Message Playback: We are now waiting for your call. Please call the NuPoint system in order to proceed". 38

43 Unified Messaging Features 2. Pick up your phone and dial in to your mailbox to proceed.once you have accessed your mailbox, the system will wait for a message to play. Select a message from your messages folder, and click Play. 3. The message will now play over the phone. You can click Stop to end the message playback. Note: You can select another message to play by clearing the check box beside the first message and then selecting a new one to play. 4. Once you have finished listening to the messages, click Close Meet Me, and then click OK to confirm that you want to close the Meet Me session. 5. Click OK to exit the feature. The system will play the "Goodbye" prompt and exit from the feature. Record-A-Call Feature NuPoint Messenger supports the Record-A-Call (RAC) feature, which allows you to record a phone conversation by pressing the "Record" softkey on the phone. This key will automatically begin recording the conversation into your mailbox. Note: For more information on the Record-A-Call feature through softkeys, refer to the NuPoint Messenger IP Voice Mail User Guide. Once the call is terminated, you can select to keep or discard the recording. If you choose to keep the message, it will be displayed in the "Messages" tab with your other messages, but will have a unique icon identifier (a cassette tape icon) beside it. You can play the recorded message in the same way as playing a voice mail message. Reading and Printing a Fax You can read and print a fax, using a TIFF viewer on your PC such as the one provided with your Windows operating system. To read a fax message from your Web View, click on the Caller ID message link or on the "Play" icon beside the message link. Note: The Caller ID link (sender mailbox) is presented in bold font when a new message appears in the Messages folder. This information converts to regular font once the message has been played (see Figure 1: Messages Tab on page 35). For more information on message status, see Identifying Message Type and Status on page 36). When you click on a fax message, the TIFF viewer that is available on your PC will display the fax so that you can read it (see Fax in a Sample Viewer on page 40). You can also print the displayed fax, using the printing functionality in the TIFF viewer. 39

44 Web View User Guide Notes: 1. NuPoint Messenger IP does not support a specific TIFF viewer for reading faxes. If you have difficulty viewing a fax with a viewer, refer to the help documentation for that viewer, or try using a different viewer. 2. Apple QuickTime Player is not supported within the Web View interface for reading or printing fax messages. It is recommended that you configure QuickTime Player to NOT display TIFF files. To prevent QuickTime Player from displaying TIFF files, 1. Open QuickTime Player. 2. Click Edit > Preferences > QuickTime Preferences. 3. In the first drop-down list, select Browser Plug-in. 4. Click MIME Settings Expand Images - Still image files, and clear the TIFF image file option. 6. Click Apply. 7. In order for these changes to take effect, you must close and then re-open your Internet browser. You may also have to quit and then restart Lotus Notes if you are viewing the Web View interface through Lotus Notes. Figure 2: Fax in a Sample Viewer 40

45 Unified Messaging Features Sending a Fax You can send a fax that you have received to another fax number. Note: You can only send a fax that you have already received. The Fax feature does not enable you to create and send a new fax. To send a fax 1. Select the check box beside the message you wish to send. 2. Click Send Fax. The Send Fax dialog opens. Figure 3: Send Fax Dialog 3. The Number field will display a default fax number if one has been programmed by you (the mailbox user) or by the System Administrator. You can modify this number or add more numbers. Separate multiple fax numbers with a comma (see Figure 3: Send Fax Dialog on page 41). 4. Click Send. Note: When you click Send, your fax will be sent, but no confirmation dialog will be displayed. Deleting a Message To delete a message from the Messages window: 1. Select the check box beside the message(s) you wish to delete. Note: If you wish to delete ALL messages in the Messages window, you can select the check box in the message title bar to automatically select all the messages in the Messages window for deletion. 2. Click Delete. 3. Click OK to confirm the message deletion. The message is now deleted from the Messages window and from the NuPoint Messenger system. 41

46 Web View User Guide Saving a Message To save a message from the Messages window to the Inbox folder of your client. 1. Select the check box beside the message. 2. Click Save. The message will now appear in your client Inbox as a new message with an attached.wav file for voice or RAC messages, or an attached.tif file for fax messages. You can now manage the message as you would any other message. Replying to a Message You can reply to a voice, RAC, or fax message with a text message. Note: You can only reply to a fax message that was sent to you from an internal line. To reply to a message 1. Select the check box beside the message. 2. Click Reply. The Message Reply window opens: Note: At any time before you send your reply, you can click Cancel to delete all information that you have entered and exit to the main Messages window. 42

47 Unified Messaging Features 3. Enter the address of the recipient(s) for the message in the To: and CC: fields.. Note: Your address is automatically entered in the From: field. If the user to whom you are replying has an address specified in the NuPoint Messenger system, then it will automatically appear in the To: field. 4. Select the check box underneath the subject heading if you wish to include the original message in the reply. 5. Type in your reply message in the text box at the bottom of the page. 6. Select the Priority setting (either Normal or Urgent) from the toolbar at the top of the page. 7. Click Send. The message is now sent to the specified recipient(s) and will appear in the Inbox of their client. Forwarding a Message You can forward a voice, RAC, or fax message in an to other recipients. The message is send as an attachment, along with a new text message that you can create, to another recipient s or to multiple recipients accounts. Voice mail and RAC messages are sent as a.wav attachment, and fax messages are sent as a.tif attachment. Note: You cannot add additional voice recording to a voice or RAC message, and you also cannot add additional fax content to a fax message for forwarding. You can only send a text message with the forwarded message. To forward a message 1. Select the check box beside the message. 2. Click Forward. The Message Forward window opens: Note: At any time before you forward your message, you can click Cancel to delete all information that you have entered and exit to the main Messages window. 43