Siemens PhoneMail User Manual
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Siemens PhoneMail User Manual

Siemens PhoneMail User Manual

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Documentation
OpenScape Xpressions
PhoneMail
User Guide
A31003-S2360-U106-2-7619
Communication for the open minded
Siemens Enterprise Communications
www.siemens.com/open

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Summary of Contents for Siemens PhoneMail

  • Page 1 Documentation OpenScape Xpressions PhoneMail User Guide A31003-S2360-U106-2-7619 Communication for the open minded Siemens Enterprise Communications www.siemens.com/open...
  • Page 2 Copyright © Siemens Enterprise Communications GmbH & Co. KG 2009 Hofmannstr. 51, 80200 München Siemens Enterprise Communications GmbH & Co. KG is a Trademark Licensee of Siemens AG Reference No.: A31003-S2360-U106-2-7619 The information provided in this document contains merely general descriptions or characteristics of...

  • Page 3: History Of Changes

    Guest Access. See Section 2.1, “Access Options”, on page 25 Section 2.3, “Dialing an external Mailbox (Guest Access or Universal Access)”, on page A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 4 BookHistory.fm History of Changes A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 5: Table Of Contents

    1.2 About this Manual ..............10 1.2.1 General OpenScape Xpressions PhoneMail Operation Notes ....... 11 1.2.1.1 User-specific Data .
  • Page 6 2.2.6.3 Specifying the Answering Mode (for Simple Mode only) ....... 61 2.2.6.4 Specifying the OpenScape Xpressions PhoneMail Referral Extension (Privilege) ... 61 2.2.6.5 Recording Names .
  • Page 7 Index ................109 A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 8 PhonemailTOC.fm Contents A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 9: The Openscape Xpressions Phonemail Voicemail System

    All OpenScape Xpressions users have their own mailbox on the OpenScape Xpressions server. With OpenScape Xpressions PhoneMail you can access a mailbox via any telephone. This means that you can use an internal telephone connected to your organization's PBX as well as an external telephone, connected to your organization's PBX via a trunk code, to access your OpenScape Xpressions mailbox.

  • Page 10: About This Manual

    About this Manual 1.2 About this Manual This manual supports you in operating OpenScape Xpressions PhoneMail . This voicemail script allows you to access your mailbox as well as to edit your messages via telephone. NOTE: The functions described in the manual reflect the OpenScape Xpressions PhoneMail standard behavior.

  • Page 11: General Openscape Xpressions Phonemail Operation Notes

    Description in the manual in Section 2.4, “Call Forwarding (Forward Access)”, on page Number for call forwarding, fax service. Data for the Telephone Access via OpenScape Xpressions PhoneMail Dial own mailbox = service access number for direct access Description in the manual in Section 2.2, “Using your own Mailbox...

  • Page 12: Preparations On Your Telephone And Pbx

    NOTE: If you are not authorized to establish a connection via the voicemail system for your phone (Call Transfer Not Allowed), the OpenScape Xpressions PhoneMail menu function “connect to other users” is not available. 1.2.1.3 Initial Login at the System To enable your initial log-in at the system, the system administrator will provide you with the access service numbers and a PIN.

  • Page 13: Logging On To The System After Resetting The Pin

    Section 1.2.1.3, “Initial Login at the System”, on page 12 for this purpose. 1.2.1.5 Simple/extended Mode for Greetings PhoneMail provides two operation modes for configuring greetings and the Answering Mode (answering machine service or information service): • The simple mode •...
  • Page 14 Intro.fm The OpenScape Xpressions PhoneMail Voicemail System About this Manual The simple mode In simple mode you can use the greeting types “temporary greetings”, “alternative greeting” and “regular greetings”. The term “temporary greetings” is composed of the “today greeting” and the “out of office” greeting.

  • Page 15: Usable Features

    1.2.1.9 Callback with busy Line If you directly call an internal subscriber from OpenScape Xpressions PhoneMail whose phone is engaged, your call can be routed to the mailbox of the unavailable subscriber and you can leave a message. Some PBXs also offer the option to request a direct return call from the called subscriber by signaling.

  • Page 16: Default Printer And Default Fax-Output-Device

    With telephone operation, fax messages and e-mails are printed out on default output devices. The commands that you can give in OpenScape Xpressions PhoneMail refer to the defaults that you have set in the Web Assistant under Personal settings > Default output devices (see the OpenScape Xpressions Web Assistant manual). On this page you can select one of the network printers offered in the OpenScape Xpressions system or any fax output device internally connected to your PBX.

  • Page 17: Message Not Sent

    If the PhoneMail user leaves his/her mailbox without deleting or saving the company-internal message, it will be announced as new company-internal message next time the user dials in. If the PhoneMail user saves a company-internal message, it will be saved as a standard voice message. •...

  • Page 18: Guest Mailboxes (User Privilege)

    The configuring PhoneMail user can specify an individual PIN for each guest mailbox. The guest mailbox number, which is the Guest Access user ID at the same time, is generated by PhoneMail from the mailbox number of the PhoneMail user who configures the guest mailbox. For this purpose, a digit is attached to the mailbox number of the configuring user.

  • Page 19: Configuration Settings Via The Web Assistant

    NOTE: The numbers defined here must be unique per user. Several users cannot configure the same number(s) as trusted number(s). NOTE: When you use OpenScape Xpressions PhoneMail , you need to activate this feature via the corre- sponding checkbox in the Telematic APL. For further information please refer to the Server Administration manual.
  • Page 20 Selecting the default printer or default fax-output-device. You can specify which default printer or default fax-output-device should be offered in the OpenScape Xpressions PhoneMail menu in the Web Assistant under Personal settings > Default output devices. • Configuring and using guest mailboxes.

  • Page 21: User Prompts

    Voice-only users can only deploy the message type voicemail. For voice-only users considerably shorter greetings are used in PhoneMail by default. In this setting merely the message body and not the header is played via the telephone interface. The administrator may prevent the use of shortened greetings via configuration, though.

  • Page 22: Abbreviated User Prompts

    Intro.fm The OpenScape Xpressions PhoneMail Voicemail System About this Manual 1.2.2.2 Abbreviated User Prompts Via the change mailbox options menu you can switch to abbreviated user prompts for accelerating the menu function playback. See Section 2.2.7.3, “Changing the User Prompt Setting (Privilege)”, on page Example: Comprehensive greeting: “...

  • Page 23: Terminating The Connection

    Intro.fm The OpenScape Xpressions PhoneMail Voicemail System About this Manual 1.2.2.6 Terminating the Connection You can terminate the connection to the mailbox at any time: Replace the handset. 6 Push star, 7 and 6 in succession. This can be used while messages, greetings and the user’s own name are being recorded (for forward access and guest access).
  • Page 24 Intro.fm The OpenScape Xpressions PhoneMail Voicemail System About this Manual A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 25: Operating Your Mailbox With Openscape Xpressions Phonemail

    NOTE: Also keep in mind that you cannot log on to OpenScape Xpressions PhoneMail , if you have not correctly logged off from the Web Assistant (for example by closing the Web Assistant window). Not until you have been inactive in the Web Assistant for a specific period, 10 minutes by default, you will be automatically logged off for security reasons.
  • Page 26 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Access Options • You can dial an external mailbox (Guest Access) Dial the service access number for guest access and dial the extension number of the required user. You can leave a message in the user’s mailbox or be transferred to a referral extension. This depends on how the user has set his/her answering options.
  • Page 27 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Access Options System announcements guide the user through menus and dialogs when the user opens his/her own mailbox or an external mailbox. These announcements prompt the user to make an entry or confirm an entry.

  • Page 28: Using Your Own Mailbox (Direct Access)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2 Using your own Mailbox (Direct Access) You can dial your own mailbox using the service access number for the direct access option. In doing so you also specify your phone number and PIN for the access.
  • Page 29 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) – activation of automatic fax tone detection (for forward access) - optional – Private Distribution Lists – the user prompt language (only if several languages are installed on the server) - optional –...

  • Page 30: Dialing Your Own Mailbox

    Section 1.2.1.3, “Initial Login at the System”, on page 12). NOTE: If your OpenScape Xpressions PhoneMail configuration allows polling messages without user identifi- cation, you need not enter a PIN. You can dial your own mailbox from your own telephone and from any other telephone of your choice.

  • Page 31: Dialing Your Own Mailbox From Any Extension

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.1.2 Dialing your own Mailbox from any Extension: Enter the service access number for direct access. # Enter your own phone number: complete your entry with the pound key.

  • Page 32: Selection Options In The Main Menu (Overview)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.2 Selection Options in the Main Menu (Overview) After dialing your own mailbox, the main menu functions will be announced to you. For invoking the desired functions, the main menu offers the following entry options: To record/send messages (privilege): push 1.

  • Page 33: Editing Incoming/Outgoing Messages

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3 Editing incoming/outgoing Messages You can use your telephone to retrieve the following types of messages: • Message transmission status reports: These status reports (failed-delivery message(s), read and send confirmations) are created upon request or automatically by the system and delivered to the originator's mailbox.
  • Page 34 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) • Urgent or confidential messages: These are messages that were marked as urgent or confidential when they were sent. • Status reports about sent messages (notices of receipt and read confirmations): These are system-generated messages that you receive upon request when you send a message and when the recipient of the message receives or reads the message.

  • Page 35: Contents

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3.1 Message Editing To retrieve/listen to messages: Dial your own mailbox (see Section 2.2.1, “Dialing your own Mailbox”, on page 30). Push 3 in the main menu to retrieve/play messages (see Section 2.2.2, “Selection Options in the Main Menu...

  • Page 36: Playing Back Messages

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Play voice mails: push 3. For further operating steps please refer to Section 2.2.3.2, “Playing back Messages”, on page Play fax messages: push 2. For further operating steps please refer to Section 2.2.3.7, “Selection Options for playing Fax Messages and...

  • Page 37: Message Header

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3.3 Message Header The date and time of message reception are announced at the beginning of each message. The name and extension number of the caller are also issued for incoming messages, provided that the caller is an internal subscriber.

  • Page 38: Options Available When Listening To A Voicemail

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3.5 Options available when listening to a Voicemail You have the following operation options while saved message texts are played: Play message more slowly : push 7.
  • Page 39 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Delete message: push 6. You now have the following options: Go to next message: push pound. Answer message: push 1. Afterwards you will automatically come to the menu branch “Record/send messages”.

  • Page 40: Options Available After Message Playback

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Jump back to the previous message category: push 2. Jump forward to the end of message: push 3. Skip 8 seconds of the message (or 3 sentences in e-mails): push 8.
  • Page 41 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Repeat message playback: push 7. Put out message details: push 1. Change to previous message: push 2. Play message again: push 3. Repeat respective message header: push 7.

  • Page 42: Selection Options For Playing Fax Messages And E-Mails

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3.7 Selection Options for playing Fax Messages and e-mails NOTE: The default printer and the default fax output device must be previously specified via the Web Assistant .

  • Page 43: Selection Options With Playing "Outgoing Messages

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.3.8 Selection Options with playing “outgoing Messages” Enabling the pound key you switch from the “received messages” message group to the “outgoing messages” message group. The following functions are available there: Change message group: push pound.
  • Page 44 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Changing the recipient number(s) The following options are subsequently available if you change the recipient (option 2). Add recipient number To add recipient number(s): push 1.
  • Page 45 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Checking Recipient Numbers Check recipient numbers: push 9. The recipient numbers are now announced. Complete and continue: push pound. A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 46: Sending Voicemails (Privilege)

    Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.4 Sending Voicemails (Privilege) Via OpenScape Xpressions PhoneMail you can create voice mails and send them to other subscribers. 2.2.4.1 Recording and sending Messages How to record and send messages: Dial your own mailbox (see Section 2.2.1, “Dialing your own Mailbox”, on page...

  • Page 47: During The Recording Process

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.4.2 During the Recording Process You can control and correct the recorded message during the actual recording process. The following options are available while the message is being recorded.
  • Page 48 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Enter recipient number: This can also be a distribution list number (see Section 1.2.1.7, “Distribution Lists”, on page 15). Complete your entry by pushing the pound key.

  • Page 49: Selecting The Send Options

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.4.3 Selecting the Send Options After you have addressed the message to all recipients, you can link several functions to the message transmission. You can configure: •...
  • Page 50 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Selecting the send options for future delivery The following additional options are available if you have marked a message for future delivery: Request single future transmission: push 1.

  • Page 51: Self-Defined Key Sequences

    On the Web Assistant 's Programmable short cuts page, enter the following in the lines next to 1: Key sequence: 949 Description: Check notifications 2.2.5.1 Using self-defined Key Sequences The self-defined key sequences are used in OpenScape Xpressions PhoneMail as follows. Dial your own mailbox (see Section 2.2.1, “Dialing your own Mailbox”, on page 30).

  • Page 52: Answering Options (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6 Answering Options (Privilege) You use the answering options to define how calls that are forwarded to your mailbox are handled. Calls are forwarded to your mailbox if your extension is busy or if you do not answer the call (your system administrator must have configured this option) or if you have programmed call forwarding to your mailbox.
  • Page 53 You can enter the desired phone number here so that callers can reach you at an arbitrary number (for example a cell phone). As with the OpenScape Xpressions PhoneMail referral extension number, this setting can also be used in the Forward Access menu.
  • Page 54 In case of a reinstallation the simple mode is configured by default. When you start using OpenScape – Xpressions PhoneMail , you need to record the greetings first. Therefore you should at this stage decide which mode you want to use. In this way you can save recording greetings for the mode you do not need.

  • Page 55: Changing Answering Options (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.1 Changing Answering Options (Privilege) The following answering option features are available (overview): Setting a greeting. See Section 2.2.6.2, “Greetings and Answering Mode”, on page Setting the answering mode (answering machine or infobox mode): Note: this function only takes effect in simple mode for configuring the greetings.

  • Page 56: Greetings And Answering Mode

    Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.2 Greetings and Answering Mode PhoneMail provides two operation modes for configuring greetings and the answering mode (answering machine service or information service): • The simple mode •...
  • Page 57 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Editing the alternative greeting After selecting 1 to modify the alternative greeting, the following functions are available: Re-record alternative greeting: push 1. The recording procedure starts. You will be prompted to record the new greeting after the beep.
  • Page 58 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Editing the regular greeting After selecting 2 to modify the regular greeting, the following functions are available: Modify greeting for busy line: push 2. Modify greeting for internal callers: push 3.
  • Page 59 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Personal greetings in extended mode You can also record personal greetings via the Web Assistant (Recordings page). In the menu for editing the answering options: push 1.
  • Page 60 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Editing private greeting NOTE: The next operation steps refer to the respectively selected greeting. Modify private greeting: push 1. The system prompts you to enter the greeting number after you have pushed 1.

  • Page 61: Specifying The Answering Mode (For Simple Mode Only)

    Cancel process and back to the main menu: push pound. 2.2.6.4 Specifying the OpenScape Xpressions PhoneMail Referral Extension (Privilege) You can also enter the PhoneMail referral extension via the Web Assistant (Voice mail system) page. In the menu for editing the answering options: push 3.

  • Page 62: Recording Names

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.5 Recording Names You can also record name greetings via the Web Assistant (Recordings page). In the menu for editing the answering options: push 4. You now have the following options: Re-record name: push 1.

  • Page 63: Specifying The Mobility Number For Call Forwarding (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.6 Specifying the Mobility Number for Call Forwarding (Privilege) You can use the mobility number specified here as target phone number in the programable forwarding mode.

  • Page 64: Specifying A Mailbox Referral Extension (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.7 Specifying a Mailbox Referral Extension (Privilege) In the menu for editing the answering options: push 6. You now have the following options: Modify mailbox deputy: push 1.

  • Page 65: Recording And Activating Temporary Greetings

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.9 Recording and activating temporary Greetings You can quickly configure temporary greetings via the Answering options menu. Such greetings have a limited period of validity. Activating this type of greeting disables all other greeting types.
  • Page 66 The out of office greeting can be deactivated by the following actions before the period of validity expires: 1. By means of PhoneMail , via the settings menu of the out of office greeting, as described above. 2. By means of the Web Assistant (Time profiles settings dialog), by deleting the date for the period of validity.

  • Page 67: Toggling Simple/Extended Mode

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.6.10 Toggling simple/extended Mode To configure your personal greetings you can, depending on the desired mode, switch from the simple to the extended mode and vice versa any time.

  • Page 68: Mailbox Options (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.7 Mailbox Options (Privilege) You can customize your mailbox. If you can access your private settings via the web-based configuration interface (see OpenScape Xpressions WebAssistant manual), you can modify the mailbox options there as well.

  • Page 69: Modifying Mailbox Options (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) • Modifying the language (privilege) Section 2.2.7.8, “Changing the Language (Privilege)”, on page You can select another language for the user prompts. This also applies to all other access options if you make calls from your extension or any other extension, as soon as you have dialed your own mailbox.

  • Page 70: Private Distribution List (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.7.2 Private Distribution List (Privilege) Private distribution lists are address lists that you can compile yourself to simultaneously address several users. In the main menu: push 9 for mailbox options.
  • Page 71 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Changing private distribution lists Modify new private distribution list: push 3. Enter the distribution list number and finish with the pound key. The following options are available after you have entered the distribution list number: Change name of the private distribution list: push 1.

  • Page 72: Changing The User Prompt Setting (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Deleting private distribution lists Delete private distribution list: push 6. Enter number of private distribution list and complete with the pound key. The following options are available after you have entered the distribution list number: Cancel deletion process: push 4.

  • Page 73: Setting Notifications (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.7.5 Setting Notifications (Privilege) In the main menu: push 9 for mailbox options. To modify the notifications: push 4. You now have the following options: Activate notifications globally: push 1.
  • Page 74 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Select Friday for the notification: push 5. Select Saturday for the notification: push 6. Select Sunday for the notification: push 7. Select all working days for the notification: push 8.
  • Page 75 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Confirm and save entry: push pound. Subsequently you return to the configure notification menu branch where you can check your settings. Checking/modifying the notification settings: Call the check notification settings menu: push 9. An announcement informs you about the settings you have made for each configured terminal device.

  • Page 76: Playback Options (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.7.6 Playback Options (Privilege) In the main menu: push 9 for mailbox options. In the menu for changing the playback options: push 5. Administer folder Xpressions : push 1.

  • Page 77: Activating/Deactivating Fax Tone Recognition (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Deactivate automatic message playback: push 2. Keep the current playback option and back: push pound. 2.2.7.7 Activating/deactivating Fax Tone Recognition (Privilege) In the main menu: push 9 for mailbox options.

  • Page 78: Changing The Message Type (Privilege)

    Edit fax messages – optionally – (yes/no): push 2. Edit e-mails – optionally – (yes/no): push 3. If a PhoneMail user sends a fax or voice message, the OpenScape Xpressions server generates an associated delivery report in e-mail format upon request. Such an e-mail report describes whether the message was delivered to the recipient's inbox, read or whether the delivery failed.
  • Page 79 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) Push the keys for the desired options in succession, thus for example 1 and 3. If you push one or several of the above keys, a greeting informs you whether the selected message type is activated or deactivated.

  • Page 80: Connecting (Privilege)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.8 Connecting (Privilege) You can call the operator or another user while you are connected to a mailbox. You have to be in the main menu...

  • Page 81: Accessing Conferences And Work Groups (Privileges)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using your own Mailbox (Direct Access) 2.2.9 Accessing Conferences and Work Groups (Privileges) If a connection between your Xpressions environment and OpenScape UC Application has been set up, you can directly access the following OpenScape UC Application features without another identification.

  • Page 82: Dialing An External Mailbox (Guest Access Or Universal Access)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Dialing an external Mailbox (Guest Access or Universal Access) 2.3 Dialing an external Mailbox (Guest Access or Universal Access) You can dial the mailbox of another user directly, regardless of whether the user is currently contactable. You can leave a voice message for the user in the external mailbox, provided the user has enabled the option to leave messages.

  • Page 83: Leaving A Message For Mailbox Owners

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Dialing an external Mailbox (Guest Access or Universal Access) 2.3.1 Leaving a Message for Mailbox Owners You can leave a message after the beep if the user whose mailbox you have dialed via guest access has enabled the option to leave a message.

  • Page 84: Call Forwarding (Forward Access)

    Web Assistant for the forwarding mode, callers may, for example, leave messages on your mailbox or trigger an action from the menu you have configured (for example getting connected to your OpenScape Xpressions PhoneMail referral extension etc.). You can also have fax calls received at your extension (see Section 2.2.7, “Mailbox Options (Privilege)”, on page...
  • Page 85 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Call Forwarding (Forward Access) You can also simply replace the handset after having left your message. The message will always be sent. NOTE: If you have rerouted your own telephone to your mailbox, you can access the main menu of your mailbox (see Section 2.2.2, “Selection Options in the Main Menu (Overview)”, on page...

  • Page 86: Using Fast Access And Access With The Mailbox Key (Callback Access)

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using Fast Access and Access with the Mailbox Key (Callback Access) 2.5 Using Fast Access and Access with the Mailbox Key (Callback Access) You can quickly access your mailbox via the Callback access. You can also query your mailbox with the mailbox key on your telephone, if new messages have arrived.

  • Page 87: Using Callback Access With Message Waiting Indication

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using Fast Access and Access with the Mailbox Key (Callback Access) 2.5.2 Using Callback Access with Message Waiting Indication The following requirements must be fulfilled to allow you to use this service: •...

  • Page 88: Using The Mailbox For Calls To Your Cell Phone

    Callers who dial your cell phone number will be rerouted to the OpenScape Xpressions mailbox. Callers can leave a message in your mailbox or be transferred to your OpenScape Xpressions PhoneMail referral extension. This depends on how you have set your answering options (see Section 2.2.6, “Answering Options (Privilege)”, on...

  • Page 89: Dialing Your Mailbox

    Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using the Mailbox for Calls to your Cell Phone 2.6.2 Dialing your Mailbox You can dial your own mailbox using the service access number for the Direct Access option (see also Section 2.2, “Using your own Mailbox (Direct Access)”, on page...
  • Page 90 Bedienung.fm Operating your Mailbox with OpenScape Xpressions PhoneMail Using the Mailbox for Calls to your Cell Phone A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 91: Quick Reference Guide To The Menus And Key Sequences

    Output fax message/e-mail to any fax device Pause message playback, go directly to message Jump to message header of next message Jump to message header of previous message Skip message header and go to end of message A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 92: During The Message Playback

    Skip back 8 seconds within the message Print e-mail/fax file attachment Play voicemail attachment Switch to the previous file attachment Continue editing current file attachment Switch to the next file attachment Jump to next message group A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 93: Following The Playback Of A Message

    Pause message playback, repeat message header playback Skip back 8 seconds within the message Print e-mail/fax file attachment Play voicemail attachment Switch to the previous file attachment Continue editing current file attachment Switch to the next file attachment A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 94: Retrieve/Listen To Outgoing Messages

    # Finish with phone number entry and possibly add further phone numbers # Finish process Check recipient numbers # End process Change send option Request confirmation for message that is to be sent A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 95 Playing/retrieving Messages Key sequence Function Mark message that is to be sent as “confidential” Mark message that is to be sent as “urgent” Played Outbox message: prepare for future transmission Delete message A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 96: Recording And Sending Messages

    Pause recording, set up connection to user or switch (only for guest access and forwarding access) * 7 6 Pause recording, terminate the connection (not for message recording in direct access or callback access) Stop recording and send message A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 97: Triggering A Programmed Key Sequence

    A quick Reference Guide to the Menus and Key Sequences Triggering a programmed Key Sequence 3.3 Triggering a programmed Key Sequence Key sequence Function Invoke menu for the programmed key sequences Activate first key sequence Activate ninth key sequence A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 98: Changing Answering Options

    Set Answering Mode for all greetings to answering machine. Set Answering Mode for all greetings to infobox. Cancel the process to return to the “answering options“ menu Forward call: modify PhoneMail referral extension Forward call: maintain PhoneMail referral extension Record name...

  • Page 99: Changing Answering Options

    Copy current month Correct the month entry Confirm month entry # Enter day and complete the entry Copy current day Correct the day entry Confirm the day entry Toggle between simple and enhanced mode A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 100 Deactivate after-hours greeting 1 5 # Cancel the process to return to the “answering options“ menu Cancel the process to return to the “answering options“ menu Forward call: modify PhoneMail referral extension Forward call: maintain PhoneMail referral extension Record name Keep name...
  • Page 101 Copy current month Correct the month entry Confirm month entry # Enter day and complete the entry Copy current day Correct the day entry Confirm the day entry Toggle between simple and enhanced mode A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 102: Changing Mailbox Options

    Issue next setting 4 9 1 Activate currently announced setting 4 9 2 Deactivate currently announced setting 4 9 3 Edit currently announced setting 4 9 3 7 Cancel destination phone number A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 103: Connection

    Correct entry Complete phone number entry and establish connection Enter recipient name Confirm entry Correct entry Complete name entry and establish connection Terminate mailbox connection Cancel and return to the main menu A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 104 Kurzreferenz.fm A quick Reference Guide to the Menus and Key Sequences Connection A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 105: A Glossary

    The Forward Access is an answering machine function that allows leaving a (Forwarding Mode) message when incoming calls are rerouted to the mailbox. The corresponding mailbox is assigned via the redirected number. A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 106 The Web Assistant is a client (operating program with graphic user interface) that allows to perform user and administrative settings at the OpenScape Xpressions system via an Internet browser. This implies that these configurations can also be executed via Internet. A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 107 In case of the Ergo voicemail system you can prepare up to nine of such greetings. Further settings then allow the selection of greetings from this pool according to their purpose (greeting for day/night operation, for internal/external callers). A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 108 Glossar.fm Glossary A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

  • Page 109: Index

    Dialed number identification service (DNIS) 105 Message types 69 Dialing an external mailbox 26 Modify message types 78 dialing own mailbox 25, 30 MTA, message transfer agent 106 Direct access 11, 25, 28, 105 A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...
  • Page 110 46 Setting notifications 68 Setting prompts (short, detailed) 21 Short message service (SMS) 106 Shortcuts for menu functions 19 SMS, short message service 106 Storage restrictions 16 System greeting 52 A31003-S2360-U106-2-7619, 2009-03-25 OpenScape Xpressions V6 PhoneMail, User Guide...

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