NEC NEAXMAIL IM-16 User Manual

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User Guide NEAXMail ® IM-16 VOICE MESSAGING SYSTEM ...

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© 2003 Active Voice, LLC. All rights reserved. First edition 2003. NEAXMail is a trademark of NEC America, Inc. ActiveFax, ActiveNet, PhoneBASIC, TeLANophy, ViewCall, ViewFax, and ViewMail are trademarks of Active Voice, LLC. Other brands and prod...

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s i Introduction ii Setting up your mailbox....................................... iv Checking and leaving messages 1 Checking new messages .....................................2 Leaving a message by phone ..............................4 Sending a me...

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ii s NEAXMAIL IM-16 USER GUIDE Introduction Welcome to NEAXMail IM-16, a simple yet powerful voice messaging system that can greet your callers and record your messages. You will find it quick and easy to use. On the phone The voice messaging sys...

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INTRODUCTION s iii On the computer If your system has TeLANophy ® , you can manage live phone calls and all types of messages visually on your computer screen. TeLANophy is a suite of unified messaging and call management mod- ules. TeLANophy co...

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iv s NEAXMAIL IM-16 USER GUIDE Setting up your mailbox First, fill in the blanks on the inside front cover of this guide and perform the pro- cedure “To access your mailbox from inside your organization.” This makes your mailbox ready to use a...

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s 1 Checking and leaving messages Depending on your system, you can use a phone or computer to: • Check new messages • Leave a message to one or more subscribers or guests • Leave a message to a group • Review messages • Redirect a messa...

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2 s NEAXMAIL IM-16 USER GUIDE Checking new messages Checking new messages by phone New messages are messages that you have not yet heard. The system notifies you when you have new messages. The system plays all urgent messages first, then all reg...

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CHECKING AND LEAVING MESSAGES s 3 Checking new messages by computer If your system uses ViewMail or View- Mail for Microsoft Messaging, you can check messages visually from your com- puter. Information about each message is pro- vided on the scree...

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4 s NEAXMAIL IM-16 USER GUIDE Leaving a message by phone The system lets you leave voice mes- sages for subscribers, groups, or guests. If you call a subscriber’s extension and the call is unanswered, your call is auto- matically routed to the su...

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CHECKING AND LEAVING MESSAGES s 5 To leave an identified subscriber message a Call another subscriber. When the subscriber does not answer, the call is forwarded to voice mail. b Enter 5 to leave a message. c Follow the system instructions. Enter...

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6 s NEAXMAIL IM-16 USER GUIDE Sending a message by computer Depending on the optional TeLANophy applications on your system, you can use ViewMail or ViewMail for Microsoft Messaging to send voice messages by com- puter. To send a message by comp...

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CHECKING AND LEAVING MESSAGES s 7 With ViewMail for Microsoft Messaging, you can send a ViewMail message to another subscriber by using the View- Mail address book. You also can send a ViewMail message to someone outside the voice messag- ing sys...

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8 s NEAXMAIL IM-16 USER GUIDE Leaving a group message You can leave a message for more than one subscriber either by: • Leaving the message for a message group. • Adding names to the address list. A message group is a mailing list of sub- scrib...

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CHECKING AND LEAVING MESSAGES s 9 Sending a group message by computer* With ViewMail and ViewMail for Microsoft Messaging, you can either choose more subscriber names or a group name from the ViewMail address book. Create your groups by phone or...

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10 s NEAXMAIL IM-16 USER GUIDE Reviewing messages You can review old messages and archived messages by phone or by com- puter. Reviewing messages by phone After you have heard a new message, the system saves it for a set amount of time (for examp...

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CHECKING AND LEAVING MESSAGES s 11 Reviewing messages by computer* ViewMail and ViewMail for Microsoft Messaging list all of your opened (old) messages in your mailbox until the sys- tem deletes them at the set time, usually at midnight every nig...

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12 s NEAXMAIL IM-16 USER GUIDE Redirecting a message The system lets you: • Redirect a message to another sub- scriber. • Record an introduction to the mes- sage. • Use special delivery options. The system does not let you redirect messages th...

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CHECKING AND LEAVING MESSAGES s 13 To redirect a message by computer a Select the message. b Click “Redirect.” c Click “To” and then use the address book to select recipients’ names. d Type in a subject and set delivery options as needed...

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14 s NEAXMAIL IM-16 USER GUIDE Modifying a message Depending on system settings, you can use one or more of these message options after you record a message: • Modify the message. • Modify its delivery options. • Mark it for special delivery....

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CHECKING AND LEAVING MESSAGES s 15 Modifying a message by computer* With ViewMail, you can modify a voice message you have sent if the recipient has not opened it. ViewMail displays the message in your ViewMail mailbox until the person has open...

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16 s NEAXMAIL IM-16 USER GUIDE Canceling a message If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message. To cancel a message by phone a Start to leave another message to the same subsc...

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CHECKING AND LEAVING MESSAGES s 17 Canceling a message by computer* With ViewMail or ViewMail for Microsoft Messaging, you can cancel a voice mes- sage you have sent if the recipient has not opened it. A message remains in your mailbox until the ...

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18 s NEAXMAIL IM-16 USER GUIDE Archiving a message The system saves old messages for a set time (for example, until midnight). To keep a message for a longer period, you can archive it. The system manager can tell you how long your system saves ...

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CHECKING AND LEAVING MESSAGES s 19 Archiving messages by computer* You can archive a message using View- Mail or ViewMail for Microsoft Messag- ing. When the number of archived days reaches zero, the voice message is deleted with other old voice ...

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20 s NEAXMAIL IM-16 USER GUIDE Recording a conversation by phone You can record a phone conversation and manage the recorded message just as you would a voice mail message. The recorded message can be addressed to another subscriber while you are...

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CHECKING AND LEAVING MESSAGES s 21 To record a conversation by computer a If you are using ViewMail, click “Live record.” If you are suing ViewMail for Microsoft Messaging, click “New live record message. b If you are using ViewMail, the Li...

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s 23 Changing your mailbox setup Mailbox Manager allows you to control your personal mailbox settings, such as: • Your profile • Security code • Recorded and spelled names • Greetings • Playback options • Call transfer options • Call ...

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24 s NEAXMAIL IM-16 USER GUIDE Working with the Mailbox Manager The Mailbox Manager allows you to con- trol how you and your callers interact with the voice messaging system by phone. The first time you use the Mailbox Man- ager, you enter the host...

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CHANGING YOUR MAILBOX SETUP s 25 To change your profile a Access the Mailbox Manager (see inside front cover). b Click “Profile.” c Confirm and change settings as needed. d Click “Save.” TIP You must select a recording device before you ca...

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26 s NEAXMAIL IM-16 USER GUIDE Changing your security code Your security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like. Your security code should be four to ten digits ...

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CHANGING YOUR MAILBOX SETUP s 27 Changing your recorded and spelled names The system uses your recorded name to identify both you and your messages to other callers. You can change your spelled name only by phone. If your phone keypad has letters...

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28 s NEAXMAIL IM-16 USER GUIDE Changing your greetings Callers hear a greeting before they leave a message. Your mailbox can have one of three greetings: standard, busy, or alternate. You can rerecord or switch between greetings by phone or by co...

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CHANGING YOUR MAILBOX SETUP s 29 To rerecord your standard, alternate, or busy greeting by computer a Access the Mailbox Manager (see inside front cover). b Click “Greetings.” c From the “Choose a greeting” list box, select the greeting t...

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30 s NEAXMAIL IM-16 USER GUIDE To switch between your stan- dard and alternate greeting by phone a Access your mailbox by phone (see inside front cover). b Enter 7 4 5 to switch to your other greeting (standard or alternate). To rerecord your stan...

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CHANGING YOUR MAILBOX SETUP s 31 Playback options The Playback options screen stores set- tings for how messages are played. These options are not available by phone. Without Mailbox Manager, you need to ask your system manager to change these op...

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32 s NEAXMAIL IM-16 USER GUIDE To change your playback options by computer a Access the Mailbox Manager (see inside front cover). b Click “Playback.” c Confirm and change the settings as needed. d Click “Save.” Announce options Listening t...

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CHANGING YOUR MAILBOX SETUP s 33 Changing call transfer options The voice messaging system is set up to transfer calls to your extension just as a receptionist would. When you are unavailable or on another call, the sys- tem takes a message for yo...

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34 s NEAXMAIL IM-16 USER GUIDE To turn call transfer on or off by computer a Access the Mailbox Manager (see inside front cover). b Click “Transfer/Screening.” c To turn call transfer on, for “Transfer incoming calls to,” select “My exte...

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CHANGING YOUR MAILBOX SETUP s 35 Changing call screening options When available, the system can use a variety of call screening options.* You can select these options on the Transfer/ Screening screen of the Mailbox Man- ager. These options are not...

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36 s NEAXMAIL IM-16 USER GUIDE To change call screening options by computer a Access the Mailbox Manager (see inside front cover). b Click “Transfer/Screening.” c Select the “Screening” check box. d Select the transfer/screening options as...

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CHANGING YOUR MAILBOX SETUP s 37 Changing call holding options The system can hold a call until your extension is available.* When call hold- ing is turned on and your extension is busy, the system asks callers if they want to hold until you are a...

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38 s NEAXMAIL IM-16 USER GUIDE Changing message delivery options The system can deliver messages to sev- eral different phone numbers. You can set a range of minutes, hours, and days that a message delivery phone number is in effect. You can set t...

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CHANGING YOUR MAILBOX SETUP s 39 If changing message delivery by phone, you may not be able to enter a pager number that requires special dialing characters (for example, a semicolon that represents a three-second pause). Contact your system man...

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40 s NEAXMAIL IM-16 USER GUIDE Creating groups You can create your own message groups. When you send a message to a group, the message is sent to all mem- bers of the group. Each group you create has a number or a name. There are three types of m...

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CHANGING YOUR MAILBOX SETUP s 41 To create a group by com- puter a Access the Mailbox Manager (see inside front cover). b Click “Groups.” c Click “Create Group.” d In the Create/Modify Group dialog box, type a name for the group. e Select a...

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42 s NEAXMAIL IM-16 USER GUIDE Changing groups You can add and delete members of your message groups.* You also can delete any message group that you own, or change the group’s number, spelled name, or recorded name. To change a group by com- p...

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CHANGING YOUR MAILBOX SETUP s 43 To add or delete group members by phone a Access your mailbox (see inside front cover). b Enter 7 5 5 to edit a group. c Enter the group name or group num- ber. Enter 2 until you hear the name of the group you wan...

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s 45 Sending and receiving faxes If your voice messaging system includes the optional fax package, you have access to fax mail. If you are also using TeLANophy, ViewFax may also be avail- able. ViewFax You can send, receive, and redirect faxes fr...

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46 s NEAXMAIL IM-16 USER GUIDE Sending faxes by computer ViewFax You can send faxes, view faxes, and for- ward faxes from your computer with the TeLANophy ViewFax application. ViewFax works from within ViewMail or ViewMail for Microsoft Messaging ...

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SENDING AND RECEIVING FAXES s 47 Print-to-fax Use the print-to-fax feature to fax docu- ments to other subscribers, groups, personal database contacts, or other recipients. To send a fax by computer a From a Windows-based program, open the documen...

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48 s NEAXMAIL IM-16 USER GUIDE Receiving faxes If you are using the optional fax package, your faxes are stored in your mailbox as fax messages. A fax message can have two parts: a fax document and an optional voice message annotation. Callers c...

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SENDING AND RECEIVING FAXES s 49 ViewFax* Use ViewFax to display a fax mes- sage within ViewMail or ViewMail for Microsoft Messaging. If you click “ViewFax” within the ViewMail message, ViewFax converts the fax docu- ment to a TIFF graphics im...

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50 s NEAXMAIL IM-16 USER GUIDE Changing fax setup If you are using fax mail, you can change your: • Fax delivery number or schedule • Personal fax mailbox greeting • Fax notification phone number To change your fax delivery phone number or s...

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SENDING AND RECEIVING FAXES s 51 To change your fax greeting a Access your mailbox (see inside front cover). b Enter 7 4 9 to change your fax greet- ing. c Follow the system instructions. Enter 1 for Yes, 2 for No. To change your fax notification a...

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s 53 Using ViewCall Plus With ViewCall Plus, you can identify, manage, and track your incoming and outgoing calls from your computer. Three integrated ViewCall Plus win- dows work together to control your phone calls: the Telephone window, the C...

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54 s NEAXMAIL IM-16 USER GUIDE Screening and managing calls With ViewCall Plus, you can identify callers and manage your calls from your computer. Identifying and screening calls When you receive a call through the sys- tem or with a system using...

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USING VIEWCALL PLUS s 55 Managing calls After you have identified the caller, ViewCall Plus supplies you with several tools to manage your phone calls: Connect an incoming call to your phone. Ask the caller to hold. Ask the caller to transfer to ...

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56 s NEAXMAIL IM-16 USER GUIDE Tracking calls Call log You can use ViewCall Plus to keep track of your calls. The Call Log window records all call activity for your exten- sion. It also displays information such as caller names, phone numbers, and...

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USING VIEWCALL PLUS s 57 PhoneBASIC ViewCall Plus includes PhoneBASIC, which lets you integrate ViewCall Plus with a number of different applications, such as Microsoft Office. Anyone familiar with Microsoft’s Visual Basic can use PhoneBASIC t...

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s 59 Using E-Mail Integration The two optional E-Mail Integration packages that you can use with your voice messaging system are E-Mail Notify/Delivery and E-Mail Reader. E-Mail Notify/Delivery E-Mail Notify/Delivery lets you know when new e-mail...

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60 s NEAXMAIL IM-16 USER GUIDE Checking e-mail by phone E-Mail Integration lets you manage your e-mail messages by phone. For example, you can: • Hear the e-mail message, its length, who sent it, the time it was sent, who else received it, and...

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USING E-MAIL INTEGRATION s 61 Changing your e-mail setup options In your setup options, you can change whether e-mail messages are included in your message totals. To turn your e-mail totaling on or off by computer a Access the Mailbox Manager (se...

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62 s NEAXMAIL IM-16 USER GUIDE Your e-mail password In addition to entering your security code, you may be required to enter your e-mail password to check your e-mail messages by phone. Using numbers only If your e-mail password uses numbers onl...

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USING E-MAIL INTEGRATION s 63 Receiving e-mail by fax With the optional fax package, you can deliver your e-mail messages to any fax machine. You can receive a fax of: • A particular e-mail message. • All new fax and e-mail messages plus their...

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s 65 Using quick message actions and shortcuts You can use quick message actions while listening to a message. For example, enter 3 4 # to repeat the message. After accessing your mailbox, you can use the shortcuts for specific tasks. A shortcut...

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66 s NEAXMAIL IM-16 USER GUIDE Quick message actions While listening to a message, enter 3 to hear a menu of quick message actions. After you have learned the quick action numbers, you can enter a number right away to take action. Except as noted...

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USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 67 E-Mail Integration package* While listening to an e-mail message, appointment, or task, enter 3 3 to hear a menu of additional options. TASK QUICK MESSAGE ACTION Hear who else received the message, appo...

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68 s NEAXMAIL IM-16 USER GUIDE Shortcuts Use shortcuts to accelerate your responses to the system. Voice messaging Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. TASK SHORTCUT Check new ...

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USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 69 Fax package* Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. E-Mail Integration package* Enter your personal ID and security code (if requir...

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70 s NEAXMAIL IM-16 USER GUIDE Managing your voice messages with Soft Keys Press the Soft Key under the option you want. Listen to the instructions. Press 1 for Yes or 2 for No. NEW Check new messages ARCHV Archive message DEL Delete message REW R...

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USING QUICK MESSAGE ACTIONS AND SHORTCUTS s 71 SETUP Change setup options GREET Greetings PERS Personal options TRFR Transfer options GRPS Groups DELIV Delivery options >>> View more options BACK View previous menu Greetings CURR Hear and ...

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72 s NEAXMAIL IM-16 USER GUIDE System menus Main Menu Check New Messages Leave Messages Review Old Messages Change Setup Options 4 5 6 7 New Messages Reply Check Next Message Delete Archive Hear Timestamp Redirect/Deliver Fax* Save as New Repeat the ...

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INDEX s 73 A-B busy greeting 28 C call holding about 37 turning on or off by computer 37 turning on or off by phone 37 call managing 55 call screening about 35 by computer 54 changing options by computer 36 definition of options 35 ...

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74 s NEAXMAIL IM-16 USER GUIDE menus shortcuts 68 message delivery about 38 changing phone number by phone 39 changing phone numbers by computer 38 message delivery schedule 39 messages archiving by computer 19 archiving by phone 18 can...

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INDEX s 75 tracking calls 56 ViewCall Plus iii , 53 ViewFax iii , 45 ViewMail iii , 6 ViewMail for Microsoft Messaging iii , 6 time stamps for messages 31 V-W ViewCall Plus. See TeLANophy ViewFax. See TeLANophy ViewMail for Microsoft ...

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78 s NEAXMAIL IM-16 USER GUIDE ...

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Message playback options For Press SLOWER SOFTER/LOUDER FASTER BACKWARD PAUSE FORWARD EXIT 4 5 6 7 8 9 Q To access your mailbox from out- side your organization 1. CALL THE VOICE MESSAGING SYSTEM 2. WHEN THE SYSTEM GREETS YOU, ENTER PERSONAL ID: SEC...

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Main menu Task Shortcut CHECK NEW MESSAGES LEAVE MESSAGES REVIEW MESSAGES CHANGE SETUP OPTIONS CHANGE CALL TRANSFER, MESSAGE DELIVERY CHANGE SECURITY CODE, VOICE MAILBOX NAMES SWITCH PERSONAL GREETINGS 4 5 6 7 7 6 7 7 7 4 5 Quick message actions T...