Nortel Networks Telephone P0908533 User Manual

Enterprise Edge Unified Messaging  
Quick Reference Guide  
1-800-4 NORTEL  
© 1999 Nortel Networks  
P0908533 Issue 01  
 
Welcome to Enterprise Edge Unified  
Messaging  
About unified messaging  
Unified messaging gives you access to voice messages from your personal computer. You  
can manage all your voice and e-mail messages from one graphical interface. You can also  
access your mailbox from your telephone at any time.  
With unified messaging you can send and receive messages that include any combination  
of voice and text. Here are some of the many ways you can use unified messaging:  
Listen to voice messages  
Record and send voice messages  
Forward and reply to voice messages  
Add message options such as urgent and private  
Add voice or text file attachments to messages  
Create personal distribution lists  
Change your password  
Refer to the online Help available with unified messaging for detailed information not  
covered in this Quick Reference Guide.  
This Guide shows examples in Microsoft Outlook. The way your screen looks can vary in  
Microsoft Exchange.  
System requirements  
To record and play unified messaging voice messages from your computer, your computer  
must have:  
a sound card  
a microphone  
speakers  
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4 Logging on  
Logging on  
Use your voicemail password to log on to unified messaging.  
To log on from your PC  
1. On your desktop, double-click the  
Microsoft Outlook icon.  
The Login to unified messaging  
dialog box appears.  
2. In the Mailbox box, type your  
mailbox or extension number.  
3. In the Password box, type your  
password.  
4. Click the OK button.  
The Microsoft Outlook window  
appears.  
Shortcut log on  
1. Right-click the mailbox icon on the  
Windows taskbar and then click  
Open Inbox.  
The Login to unified messaging  
dialog box appears.  
2. In the Mailbox box, type your  
mailbox or extension number.  
3. In the Password box, type your  
password.  
4. Click the OK button.  
The Microsoft Outlook window  
appears.  
Remote log on  
You can log on to unified messaging from another computer, such as a laptop computer, if  
the laptop computer has unified messaging installed and configured in the same way as  
your office computer. You can work offline and use a dial-up connection to reach the  
server.  
Enterprise Edge Unified Messaging Quick Reference Guide  
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Changing your Enterprise Edge password 5  
Changing your Enterprise Edge password  
You can change your voicemail password from unified messaging.  
To change your voicemail  
password from Microsoft Exchange  
or Microsoft Outlook  
1. On the Outlook window, click Tools  
and then click mailbox manager.  
The Mailbox Manager dialog box  
appears.  
2. Click the Password tab.  
3. In the Current Password box, type  
your current password.  
4. In the New Password box, type your  
new password.  
5. In the Verify Password box, type  
your new password.  
6. Click the OK button.  
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6 Unified Messaging for Microsoft Exchange and Outlook  
Unified Messaging for Microsoft Exchange  
and Outlook  
When you open Microsoft Exchange or Microsoft Outlook, display your unified messaging  
messages by clicking the Inbox icon under the Voicemail Folders icon. From the Inbox you  
can move, copy and delete messages, and create new messages.  
Click the N  
n to create  
a new message  
ew Mail  
Click the Address  
Book icon to access  
the address books  
New messages  
appear in bold  
To open a message,  
double-click the  
message icon  
Message ico  
Voicemail  
Folders  
contain  
your  
Date and  
received,  
sent and  
deleted  
time  
received  
voicemail  
messages  
Subject  
shows the  
sender and  
if the  
message is  
voice or  
text.  
After you  
delete a  
message, it  
is moved  
to Deleted  
Items. To  
delete  
messages  
completely,  
empty the  
Deleted  
Items  
folder.  
A paperclip means that  
the message has an  
attached file  
An exclamation mark means that  
the message is urgent  
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Reviewing your messages 7  
Reviewing your messages  
To play unified messaging voice messages from your computer, your computer must have  
a sound card and speakers.  
Message notification  
When you have a new message the mailbox icon on your Windows taskbar displays an  
exclamation mark.  
After you play your message, the exclamation mark disappears.  
To play a voice message  
1. Double-click the voice message icon  
in the unified messaging Inbox.  
The message appears in a separate  
window.  
2. Double-click the Voice Message icon  
to play the voice message.  
The unified messaging player  
appears.  
The unified messaging player  
Closes the unified  
messaging player  
Pauses the  
message  
Stops playing the  
message  
Rewinds the  
message  
Fast forwards  
the message  
Plays the message  
Downloads and  
plays the voice  
message  
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8 Creating messages  
Creating messages  
You can create a message that is any combination of voice or text. Your message can be a  
new message, a reply to a received message or an introduction to a forwarded message.  
Before you send your message, you can add attachments and options.  
Create a voice message by opening a unified messaging new mail message and recording  
a message from your microphone. You can send the message or save it to send later.  
To record and send a voice message  
1. On the Microsoft Exchange or  
Microsoft Outlook toolbar, click the  
New Mail Message icon.  
A new message window appears.  
2. Click inside the body of the message.  
3. Click the Insert menu and then click  
Object.  
The Insert Object dialog box appears.  
4. In the Object Type list, click Wave  
Sound.  
5. Select the Create New option.  
6. Click the OK button.  
The Sound Object dialog box opens.  
7. Record your voice message and click  
the Close button to return to your  
message.  
8. Click the To button to open the  
address books and address your  
message.  
9. Add the attachments and options you  
10. Click the Send icon to send your  
voice message.  
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Creating messages 9  
To save a voice message  
You can record a voice message and save it as a file to use later.  
1. In an unified messaging message, record a message.  
2. On the File menu, click Save As.  
The Save As dialog box appears.  
3. In the File name box type a name for the file and in the Save as type list box  
select .rtf.  
4. Select a folder to keep the file in and then click the Save button.  
To create and send a text message  
1. Open a unified messaging new mail message.  
2. Type or paste text into the message and then click the Send button.  
To save a text message  
1. On the File menu, click Save As.  
The Save As dialog box appears.  
2. In the File name box type a name for the file and in the Save as type list box  
select .rtf.  
3. Select a folder to keep the file in and then click the Save button.  
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10 Forwarding and replying to messages  
Forwarding and replying to messages  
You can forward a message and create an introduction to send with it. You can create a  
reply to the sender of a message, or to the sender and all recipients of a message.  
To forward or reply to a message  
1. Open the message you want to forward or reply to.  
2. If you want to forward the message, click the Forward icon and address the message  
or  
if you want to reply to the sender of the message, click the Reply icon  
or  
if you want to reply to the sender and all the recipients of the message, click the  
Reply to all icon.  
3. Click the Send button.  
Adding attachments to messages  
Before you send a message, you can attach a voice or text file to it. Text files must be .txt  
files.  
To attach a file to a message  
1. In an open message, click the Insert  
File icon.  
The Insert File dialog box appears.  
2. Type the name of the file that you  
want to attach in the File name box  
and click the OK button, or double-  
click the file’s icon to attach it.  
3. In the Insert as option, select  
Attachment.  
4. Click the Send icon.  
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Addressing messages 11  
Addressing messages  
With unified messaging you can address a message by selecting a name from the voicemail  
address book or your Personal Address Book. Your Personal Address Book can include  
distribution lists and names.  
To add a voicemail address book  
address to your Personal Address  
Book  
1. On the Microsoft Outlook or the  
Microsoft Exchange toolbar, click the  
Address Book icon.  
The Address Book window appears.  
2. From the Show Names from the list  
box select voicemail address book.  
3. Click the name you want and click  
the Add to Personal Address Book  
button.  
The name you select is added to your  
Personal Address Book.  
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12 Addressing messages  
To address a message from the  
voicemail address book or your  
Personal Address Book  
1. On the Microsoft Outlook or  
Microsoft Exchange toolbar, click the  
Address Book icon.  
The Address Book dialog box  
appears.  
2. In the Show Names from the list  
box, select voicemail address book  
or Personal Address Book.  
3. Select the name of the recipient or a  
distribution list.  
4. Click the To button.  
5. Click the OK button to return to the  
message window.  
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Setting message options 13  
Setting message options  
From a unified messaging message window you can set priority, sensitivity and delivery  
options.  
On the open message window click File and then click Properties.  
The Properties dialog box appears.  
Sets the value of the  
message to Low,  
Normal or High  
Sets the sensitivity of  
the message to  
Normal, Personal,  
Notifies you when  
the message has  
been read  
Private or  
Confidential  
Notifies you of  
delivery  
Saves a copy of the  
message to your Sent  
Message folder  
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14 Creating personal distribution lists  
Creating personal distribution lists  
You can create a personal distribution list for a group of persons that you often send  
messages to. After you create a list, it appears in your Personal Address Book. When you  
want to address a message to the group, select the list.  
To create a personal distribution list  
1. On the Microsoft Outlook or  
Microsoft Exchange toolbar, click the  
Address Book icon.  
The Address Book dialog box  
appears.  
2. Click the New Entry icon.  
The New Entry dialog box appears.  
3. In the list of entry types, select  
Personal Distribution List and click  
the OK button.  
The New Personal Distribution List  
Properties dialog box appears.  
4. In the Name box type the name of the  
distribution list.  
5. Click the Add/Remove Members  
button and type or select members  
from the list to add to your new  
personal distribution list.  
6. Click the OK button in the current  
and the next dialog boxes to create  
your new personal distribution list.  
Enterprise Edge Unified Messaging Quick Reference Guide  
P0908533 Issue 01  
 

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