NEC Ncs Serv User Guide

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NCS Ware 4.0 User Guide35
Voice Mail
To Check Message Status or Delete Messages
To check the status of private messages that have been recorded, at the 
Main Menu, press 5 to access the Private Messaging menu, then press 1. 
NCS Serv reports the following:
• The time and date the message was recorded
• The recipient
• Whether the message has been heard
• A replay of the message
• A prompt for you to press 1 to keep the message or 2 to delete it. 
NCS Mail Mixed-Media Messaging
NCS Mail can send and receive communications not only in voice mail but 
email. NCS Mail combines different forms of messages into a “package” 
called a Mixed-Media message. You can save time and money by sending 
Mixed-Media messages over the Internet to anyone throughout the world 
with an Internet address, toll free. 
Since all messages (voice mail, e-mail or Mixed-Media messages) go into 
the same NCS Mail mailbox, you need only to check one location for all 
messages with your multimedia computer. 
When away from the office, access Mixed-Media messaging from 
anywhere using an access line from an Internet provider to download all 
unretrieved Mixed-Media messages from the NCS Mail Post Office.
Accessing NCS Mail Mixed-Media Messages
In order to access your NCS Mail either in the office or remotely via the 
Internet, you must configure your e-mail client application (e.g. Netscape 
Navigator 2.0 and beyond, Eudora, etc.) to recognize your NCS Ware 
server. Please consult the configuration manual that comes with your e-
mail client application.
1. Go to the mail server configuration section and enter your NCS Ware 
server’s name or IP address in both SMTP and POP3 server fields (in 
some cases, this may be the same field). 
2. Go to the user configuration section and enter your name, user name, 
e-mail address, and the reply-to address (usually the same as your e-
mail address). The e-mail address is usually your name appended with  
						

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“@your.domain.name”. Please see your System Administrator for 
your organization’s domain name. 
3. Click or select the Get Mail option. Some e-mail client applications 
may provide a field to cache your e-mail password for the current 
session so that you don’t have to enter your password every time you 
click Get Mail. Be sure to enter your e-mail password when prompted.
Retrieving Messages
To retrieve messages using your multi-media computer, 
1. Configure your e-mail application (see “Accessing NCS  Mail” above).
2. Click on the “Get Mail” icon.
3. All new messages, whether read or unread, are stored in the Inbox 
folder. Click on the Inbox folder. 
4. Individual messages should appear on the right side of the window. 
Click on a message to read/listen to it.
5. To listen to an audio attachment in an e-mail, click on the attachment 
to hear the message through the computer speaker. If you do not want 
others around you to hear the message from your computer, you may 
listen to the audio portion of the message over the handset of your 
telephone by pressing 8 at the Main Menu of NCS  Ware. Refer to page 
page 21 for more detailed instructions on listening to messages over 
the telephone.
Voice mail messages also appear as Mixed-Media messages 
in the “Inbox” folder. Open it and click on the audio 
attachment to listen to the message.
Composing and Sending Messages
To compose a new message, 
1. Click or select the “To: Mail” option and enter your recipient’s e-mail 
address.
2. Type the text portion of the message (optional).
3. Send an audio attachment with or without a text message by lifting the 
handset off-hook and dialing # 0.
4. As instructed by NCS Mail, press 2 to record a new audio attachment. 
5. After you have finished, press # and either hang up or press 1 to listen 
to, 2 to re-record or 3 to delete the audio attachment. 
						

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Voice Mail
6. Click the “Send” icon when finished. NCS Mail will attach the voice 
annotation to the e-mail when it is sent. 
An audio attachment is seen only at the receiving end and does 
not appear as an attachment on the e-mail message composed 
by the sender. You may carbon copy (CC:) the message to 
yourself to verify that the audio attachment has been attached 
and sent successfully. 
						

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							Logging In
NCS Ware 4.0 User Guide39
Web Functions
Chapter 3
Using N-TeliTouch
N-TeliTouch is a Web-based management tool that provides the ability to 
handle NCS Serv calls options such as call handling, speed dialing, 
N-TeliFind, CallView, and Message Notification using a standard Web 
browser. It provides an easy-to-use interface and is accessible from any 
location that has an Internet connection.
Logging In 
Users can access N-TeliTouch Call Management by using any popular 
browser. To use the CallView function, the browser must be Java capable. 
To access and log in to N-TeliTouch:
1. Obtain your organization’s N-TeliTouch URL address from the 
system administrator. It will be in the form http://[servername]/
N-TeliTouch 
or http://www.[YourDomain.com]/N-TeliTouch 
						

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2. Open a web browser and go to the N-TeliTouch URL address, where 
you login by entering your first and last name, extension, and 
password.
Figure 1. N-TeliTouch Login page
The Main Menu
After login, you come to the main menu, which provides access to the 
following functions.:
• Call management
• Station speed dialing
• CallView — a view of extension activity
• N-TeliFind, One Number Access
• Message notification 
						

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Web Functions
Figure 2. N-TeliTouch Main Menu
The remainder of this chapter describes these functions. 
						

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Setting Call Management
The Call Management page provides for setting up incoming call handling. 
The example shown below is for NCS Ware version 4.0 and includes 
options not previously available. The differences are explained below.
Figure 3. Call Management Setup page (Version 4.0)
Forwarding All Calls
If you want to forward calls to an external number, begin with the outside 
trunk or route access digit and any long distance prefix digits such as 1 and 
area code. 
If you want to use N-TeliFind, One Number Access, see page 50.
There is a “1-hop” limit to call forwarding. For example, ext. 101 forwards 
to ext. 102, and Ext. 102 forwards to ext. 103. A call to ext. 101 will ring 
ext.102 but will not re-forward to ext. 103 because of the 1-hop limit. 
Instead, if ext.102 does not answer, the call is sent to ext.101’s voice mail. 
						

							Setting Call Management
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Web Functions
Forwarding to a Pager Not Recommended
Forwarding calls to a pager is possible but not recommended since callers 
will only hear what is heard when calling a pager and will not know to enter 
a return phone number unless instructed.
Do Not Disturb
If you enable Do Not Disturb, all incoming calls are forwarded to voice 
mail.
Busy Call Handling and No Answer Handling.
You can use these options to specify how you want to handle incoming 
calls when you’re already on the phone or when you can’t answer the 
phone, for example, when you’ve enabled the Do Not Disturb status.
NCS Ware version 4.0 added the Busy Call Handling and No Answer 
Handling option to route calls to the Auto Attendant.
If want to use the Auto Attendant and you don’t know the number of the 
phrase or menu you want to use, check with your system administrator. 
Number of Rings Before Forwarding
This setting is pertains to almost all the options on this page: the number of 
times the phone should ring before the system decides to forward the call 
to an extension, voice mail, or the Auto Attendant.
Forwarding Email
The ability to configure Email Forwarding was added in NCS Ware version 4.0.
You can forward email by first selecting the Enable Mail Forwarding 
check box, then selecting the Forward Email check box and typing in the 
email address to which to forward the mail. 
Also, choose whether you want the original address’s mail to be deleted, 
treated as new, or treated as read and saved mail after it is forwarded. 
						

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Speed Dial Setup
The Speed Dial Setup page, access by clicking Station Speed on the main 
menu, allows you to set up to 20 station speed dial numbers. All relevant 
prefix digits such as trunk or route access number, the long distance prefix 
1 and area codes must precede an outside phone number. Station speed dial 
numbers are also set up by using the #25 feature code on your phone set, as 
described on page 17. 
Figure 4. Speed Dial Setup page
CallView 
CallView is a graphical user interface (GUI) that displays the status of all 
NCS Serv users’ extensions and provides the functionality of a “personal 
console” without having to install or use TAPI.
You must use a Java-capable Web browser to use CallView. Also, you 
must have the system administrator enable Multiple Call Waiting for your 
extension to be able to handle more than one call at a time.
If you’re logging in to N-TeliTouch to use CallView from a workgroup 
extension, see “Workgroup View” on page 47.